About the position
A well established company is looking for a detail-oriented and organised Invoicing & Creditors Clerk to manage the company's invoicing function as well as creditor accounting and reconciliations. The successful candidate will be responsible for ensuring that customer invoices are processed accurately and timeously, while also maintaining accurate supplier accounts, processing supplier invoices, performing creditor reconciliations, and assisting with accounts payable and month-end procedures. The role requires strong numerical ability, attention to detail, good organisational skills, and the ability to identify and resolve discrepancies.
Key Responsibilities
Invoicing & Billing
- Prepare and issue customer invoices accurately and timeously.
- Verify customer details, pricing, quantities, purchase orders and supporting documentation before invoicing.
- Capture invoices and related information accurately on the company's accounting/ERP system.
- Ensure invoices are processed in accordance with company policies and customer requirements.
- Process credit notes, debit notes and invoice adjustments when required.
- Reconcile invoices against delivery notes, orders, contracts or other supporting documents.
- Follow up on outstanding invoices and provide copies or supporting documentation to customers when requested.
- Maintain accurate and up-to-date customer billing records.
- Investigate and resolve customer invoicing discrepancies and billing queries.
- Prepare invoicing reports and provide information to management when required.
- Liaise with sales, procurement, operations and finance departments regarding billing matters.
Creditors / Accounts Payable
- Capture and process supplier invoices accurately and timeously.
- Ensure supplier invoices are supported by the relevant purchase orders, delivery notes, statements or other documentation.
- Match supplier invoices to purchase orders and goods received documentation where applicable.
- Allocate supplier invoices correctly to the relevant accounts, cost centers, projects or general ledger accounts.
- Maintain accurate supplier account records.
- Process supplier credit notes and adjustments.
- Prepare supplier payment documentation and assist with payment runs.
- Respond to supplier queries and resolve account discrepancies.
- Ensure supplier accounts are kept up to date and properly supported.
- Monitor outstanding supplier balances and identify overdue or disputed items.
Creditors Reconciliations
- Perform monthly creditors reconciliations for assigned supplier accounts.
- Reconcile supplier statements to the company's accounting records.
- Investigate and resolve differences between supplier statements and the accounting system.
- Identify missing invoices, duplicate invoices, unallocated payments, credit notes or incorrect postings.
- Ensure all reconciling items are followed up and cleared timeously.
- Request outstanding invoices and supporting documentation from suppliers where required.
- Maintain proper reconciliation schedules and supporting documentation.
- Ensure creditor balances are accurate and complete before month-end close.
Accounting & Month-End
- Assist with month-end creditor and finance procedures.
- Ensure all invoices received before month-end are captured and correctly accounted for.
- Assist with accruals and provisions relating to outstanding supplier invoices where required.
- Assist with general ledger reconciliations relating to creditors and other relevant accounts.
- Ensure transactions are correctly allocated to the appropriate accounts and cost centers.
- Provide supporting documentation and information required for month-end reporting and audits.
- Assist with resolving accounting discrepancies and correcting errors.
General Administrative Responsibilities
- Maintain accurate and organised financial records.
- Ensure all invoices, statements, reconciliations and supporting documentation are properly filed.
- Liaise with suppliers, customers, sales, procurement, operations and finance departments.
- Maintain confidentiality when handling financial and supplier information.
- Follow company financial policies, procedures and internal controls.
- Assist the finance department with general accounting and administrative duties as required.
Minimum Requirements
- Grade 12 / Matric or equivalent.
- Previous experience in invoicing, creditors, accounts payable, or finance administration.
- Practical experience performing creditors reconciliations.
- Good understanding of basic accounting principles.
- Experience processing supplier invoices and reconciling supplier statements.
- Experience with SAGE Evolution.
- Good working knowledge of Microsoft Excel.
- Strong numerical and data-entry skills.
- Excellent attention to detail and accuracy.
- Good organisational and time-management skills.
- Ability to investigate discrepancies and follow through until resolved.
- Ability to work independently and meet deadlines.
- Good written and verbal communication skills.
Desired Skills:
About The Employer:
Join a well established company in Pretoria.
