About the position
JOB TITLE: BOOKKEEPER
REPORTS TO: FINANCIAL ACCOUNTANT
JOB OVERVIEW:
Providing a bookkeeping service of the company’s financial transactions for the stores allocated. Stores can change and increase if needed.
DUTIES & RESPONSIBILITIES:
Suppliers
Printing off, paying, capturing and filing tax invoices from suppliers, on a daily and weekly basis.
Printing off, paying, capturing and filing invoices from joint venture stores, on a weekly basis.
Capturing of the tax invoices on Sage Evolution (GRV).
Capturing the RTS credit notes on Sage Evolution and printing off the remittance advice.
Requesting statements and missing invoices for reconciliation purposes. Capturing the invoices and ensuring that the remittance advice mirrors the statement from the supplier.
Loading payments on the banking app, printing out the payment notifications and attaching the invoices, statement and remittance advice.
Check that all suppliers balance back to the statement on a monthly basis.
Any journal to do fixes must be signed off by manager.
Bank Statements
Downloading the bank statements from the banking app for the previous week on all the shops.
Updating all the cashbooks, once a week.
Allocating all payments and receivables to the correct codes and suppliers.
Make sure VAT is correct on entries.
Updating the batch after all allocations are done. Pulling a reconciliation report to ensure the closing balance is still according to bank statement.
PDF and file the bank statement every month on a folder.
Daily Cash Ups
Processing the daily expenses, on a weekly basis (including sales, Mr D, Uber, online, voucher, cash & card transactions).
Capturing the daily transactions for:-
Cash, Card, Mr D, Uber, Online, Voucher, Bolt, or any 3rd party
Ensuring all expense slips are attached and balance to totals on the excel sheet. Reporting and following up with any differences.
Ensuring any wages paid out from the shop to workers have a signed slip attached. This must be kept to a minimum. Discuss otherwise.
Reconciling the cash and credit card payments on the daily basis on the excel sheets. Ensuring it corresponds and balances to the bank statements. Following up any differences in cash banked with the shop and G4S/Fidelity/any other cash collection company.
Reconciling Mr D, Uber, voucher and online in the following manner:
Looking on the different websites and downloading invoices which must be captured on Sage Evolution.
Downloading Uber remittances and capturing, to work out monthly commission paid out.
Capturing on Sage Evolution and excel, the remittances and invoices for Mr D, on a weekly basis for reconciliation purposes.
Reporting any differences to the Operations Executive and Operations Administrator, to follow up.
Inputting the monthly invoices on Sage Evolution to bring in the totals from the daily cash ups.
Creating invoices monthly relating to daily cash-up for the following:
Cash, Credit Cards, Uber, Mr D, Online, Vouchers, Any other, Delivery Fees
Costing journals on Sage Evolution, using the totals from the invoices done previously and the totals on the excel sheet, according to daily cash up sheet.
Debtors:
Ensuring debtors are paying, as per the terms and follow up on arrear accounts.
Ensuring that the collection of cash from stores from CIT Company is banked in the correct time frame.
Do the reconciliation of the CIT Company collections versus the money in the bank.
Check all balance with external statements every month.
Any journal to do fixes must be signed off by manager.
VAT Reports
Processing and submitting the VAT, every second month on different shops, depending on the VAT registered date.
Costing a VAT cover sheet with the totals due, which must correspond with the report from Sage Evolution. Sending the reconciliation sheet, VAT cover sheet plus the Sage Evolution Report to check for discrepancies.
Ensuring that all VAT is processed by the 22nd and paid accurately before the SARS deadline, 25th of each month.
Print the VATSA statement every month.
PDF the full pack after payment and file on the computer in folder.
Check E-filing for Audit or any other queries regarding your submission weekly.
You are responsible for all queries from SARS.
If the report is correct the following procedure is followed:
Printing out the VAT 201 report and continuing to the payment screen. Ensuring to select the correct bank details. Continuing to load payments on efiling.
Loading the VAT on the bank for authorization and printing out the payment notification.
Attaching all excel sheets, Sage Evolution report and payment together. Sending it to management for authorization.
Stock Payments
Receiving and printing all food cost invoices, credit notes & statements and capturing them on Sage Evolution. Ensuring it balance to the main statement.
Printing the remittance advise for payment.
Loading the payment on the bank.
This must be done and paid every week.
Food Cost
Ensuring all expenses is captured by the 1st for the previous month.
Food Cost total sheet needs to be completed by the 2nd working day of the month.
Reporting – Management packs
Deadline - Income statement must be finished by the 8th
Full pack consist of monthly reports, age analysis, bank recon, bank statement, salary journal, any other reports must be included here.
Each store must have a file where all contracts and statutory information is kept.
Journals
Receiving the following reports from the stores every month-end
Royalty
Stock take
Stock difference
Goods received
Supplier
Executing a journal on Sage Evolution to add the new stock amount for month end. The Royalty Report must correspond with the daily cash ups that are done during the month. Reporting any discrepancies to the Internal Information Technology Manager.
Executing a salary journal from the information received from a 12-month report from Payroll.
Capturing the totals from the 12-month report according to the correct general ledger codes on Sage Evolution. Once completed the totals on Sage Evolution and the 12-month report should balance.
Executing a journal for ETI, once received from payroll. Receiving an ETI excel sheet from payroll to process the journal.
Downloading the call accounts from the bank and capturing the interest on Sage Evolution.
Make sure the call accounts balance back to Sage Evolution.
Any journal that is out of the norm must be signed off by manager.
Ad hoc duties
Following up on the shops, should there be outstanding invoices from the suppliers. Following up on supplier queries should the joint venture stores have not sent their invoices.
General
Desired Skills:
- Debtors
- Creditors
- Payments
- VAT Reports
