Accounts Payable Clerk

Job Purpose

The Accounts Payable Clerk (Trade) role is to prepare invoices and supplier documentation for monthly sign-off by the Accountant, as well as to deal with supplier queries.

• Matric/ Grade
  12
• Any relevant qualification in finance (advantageous)
• 3 +years’ experience in a similar role in finance / accounts payable
• Pastel Experience
• Valid code 8 drivers license – endorsed (advantageous)

• Daily and Monthly Tasks
  • Capture monthly invoices, claims, marketing discounts and labour costs on excelcreditors ledger
  • Calculate marketing discounts and discounts of invoices received monthly and populate the AP sheet with the figures
  • Capture payments on the excel creditor ledger
  • Send claims to suppliers
  • Update excel and pastel for claims on a weekly basis
  • Review supplier take-on forms that are submitted to Finance and allocate a supplier code to buying
  • Load trade suppliers on Pastel using the allocated code
  • Complete the information section on credit applications before submitting it to management for review and signing On the terms and conditions ensure anything that relates to payment aligns with the policy
  • Maintain an accurate record of all supplier accounts on the excel creditors spreadsheet including; adding new suppliers, AP sheet and payments report tab on the spreadsheet
  • Confirm banking details with suppliers via telephone and e-mail the details to buying to verify before paying new suppliers
  • Accurate recording of payments within credit payment terms and policies
  • Ensure purchase orders have the correct payment terms listed, the GRN matches the CP on the orders and the delivery date used for payment is correct i.e. when the buying department makes any amendments to the purchase orders
  • Update the monthly AP purchases captured on excel creditors ledger and balance to the IMS, twice a week for the weekly payments report sent to management
  • Accurately record any transactions during the month to ensure the figures are accurate before it is sent to management i.e early payments
  • Reconcile trade creditors accounts to supplier statements, excel leger and pastel
  • Preparation of monthly creditors reconciliations and submission for review
  • Populate import batches to load onto the bank for month end payments for trade
  • Follow up on outstanding reconciliation items
  • Check on outstanding queries on reconciliations
  • Follow up and handling of trade creditor queries i.e claims sent to suppliers, returns, return waybills and credit notes.
  • Identify supplier queries and resolve in a speedy manner i.e cost price queries, invoices charged on the account but not captured on the IMS system, inaccurate account balances etc.
  • Identify potential early payment discounts
  • Raise any discount opportunities with the finance manager
  • Send proof of payment to suppliers adhoc
  • Ensure trade creditors filing system is up-to-date on sharepoint
  • Ensure trade creditor filing system is in order and easy to follow. Payments/recons must be filed after payment is done every month
  • Archiving

• Maintain cleanliness in office

• Keep record of supplier details and terms
• Assist auditors (internal & external) with requisite documentation / information
• Keep supplier details and terms up to date

• Attention to detail
• Excellent organisational and time management skills
• Knowledge of excel and excel functions is beneficial
• Ability to work independently and on a team