GENERAL PURPOSE
The main purpose of this position is to take responsibility for the timely and accurate processing and reconciliation of all documents for payment to Trade Vendors for goods and services rendered in.
RESPONSIBILITIES
- Processing properly authorised supplier invoices in Oracle
- Reviewing the expenses audit trail to ensure expenses are posted to the correct GL accounts and VAT allocated correctly
- Performing detailed reconciliations – suppliers account (Oracle) against supplier statement
- Ensure invoices are correct – request suppliers to credit and re-invoice should the original invoice be invalid
- Ensure that the prior months reconciling items have been followed up and “cleared” off recon.
- Ensure that there are no LONG outstanding queries /errors / disputes on recons
- Payments of creditors after reconciliations have been done(currently fortnight payment cycle)
- Ensuring discounts are claimed where applicable
- Ensuring payments are only made on valid tax invoices as per VAT Act.
- Ensuring the correct legal entity is billed for the correct property
- Ensure that the full company name appears on invoice as well as our VAT number
- Heading Tax Invoice must appear (NOT pro-forma invoice / estimate)
- Unique invoice numbers to appear on all tax invoices.
- Verify casts and extensions on all invoices and sign as evidence
- Ensure all invoices are properly authorised before processing e.g. relevant building manager’s signature and co-signature by HOD, approved PO and signed POD/GRN that agrees to invoices.
- Prepare schedule of our credit terms with all suppliers.
- Continuous review of supplier payments terms
- Keep a schedule of all supplier payment terms (update with changes on a regular basis)
- Thoroughly verify suppliers banking details before payment
- On a quarterly basis request suppliers to submit their banking details and fill out a vendor form
- Follow up on any outstanding pro forma invoices
- Follow up on any LONG outstanding invoices / purchase orders
- Verify all invoices against suppliers’ contracts where applicable captured
- Follow up on recovery of all debit balances
- Competition of credit application forms
- All regular suppliers’ payments to be submitted to your supervisor on Wednesday 12h00 noon for payments on Fridays
- Verify that all recons correspond with payments summary submitted to supervisor
- Ensure that suppliers are aware no late submissions will be captured / processed for payment
- Ensure all reconciliations are attached and that they are correct.
- Use correct recon format (with details re: dates and follow up commentary)
- All suppliers’ invoices for the prior month have been processed in Oracle by the 7th of the next month
- Ensure cut-off ties in to period close deadline.
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EDUCATION
- Matric
- National Diploma in Accounting or Bookkeeping
EXPERIENCE
- Computer Literate
- Advance Excel Knowledge
- Oracle exposure an added advantage
- Property exposure an added advantage
Closing Date: 18 July 2022
Important: Correspondence will only be entered into with short listed applicants. Should you not hear from us within four weeks, please consider your application unsuccessful.