Creditors Clerk

SUMMARY:
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POSITION INFO:

Job Purpose

Accurately process incoming invoices and reconcile in compliance with company and financial policies and
procedures.

Job Responsibilities include:

• Accurately & within 24 hours of receiving invoice:
o Perform matching between purchase requisition, purchase order & delivery note to invoices
o Capture approved & matched invoices / costs / credit notes in accounting software
o Allocate approved invoices to the correct cost code / centre
o Maintain vendor list and age analysis with ancillary information input by finance
• Request account statements from active suppliers at a minimum monthly
• Complete creditors reconciliations monthly, at a minimum, by accurately:
o Reconciling differences between the supplier statement and accounting records on the
approved template
o Identifying on the reconciliation all transactions that create the difference between the
accounting records & suppliers statement
o Ensure creditors reconciliations are completed accurately within deadlines
o For month end, ensure all balances on the creditors aging accurately reflect the amounts owed
to suppliers or prepayments made to suppliers
o Correctly resolve any problems with creditors reconciliations without assistance
• Request outstanding invoices from suppliers as required in time for payment and processing within
deadlines
• Ensure invoices/credit notes are not captured on the accounting software more than once
• Ensure invoices are not paid more than once
• Ensure payments are allocated daily and age analysis is maintained by clearing open transactions
and payments
• Ensure all invoices captured comply with SARS & other legal requirements including but not limited
to:
o Correct VAT numbers
o VAT amounts correctly calculated and displayed on the invoice
o Valid description of the goods or services listed on the invoice
o Correct Company names
o Correct corporate addresses
• Match supporting documents to expense claims as required within 24 hours of receiving claim
• Payments to suppliers:
o Submit only valid and authorised invoices / costs for payment
o Load balances to be paid to suppliers after the approval of creditors reconciliations
o Ensure suppliers are paid in accordance with payment terms of the creditors account
o Ensure only invoices that have been processed are submitted for payment (unless an advance
payment is required and has been authorised)
o Only load valid and authorised payments on the banking application
o Accurately load banking details of the supplier, amount to be paid to the supplier & payment
reference on the banking system when required
• Accurately and timeously complete other reconciliations as requested and required
• Accurately complete all filing and document storage requirements as required or as per procedure
• Comply with company processes and procedures
• Comply with finance department processes and procedures

• Assist treasury department by accurately:
o Confirming bookings on the payments box
o Taking walk-in customers payments, including cash payments
o Assisting customers with finance queries on the telephone
• Maintaining professional working standards, respecting confidentiality and professional work ethic
• Any other reasonable request or instruction 

Job Requirements:

•Minimum of 2 years as a creditors clerk.

•Basic accounting knowledge

•Finance-related diploma or degree.