Creditors Clerk

Requirements

Duties

Invoices

Stamp date when received
Check that each invoice has a signed delivery note
Check the necessary approvals
Attach the purchase orders
Check if stock item and check and attach the correct GRV
Attach all the documents and send them through to the relevant mangers for approval
The above process takes an up to a week to complete and happens on a monthly basis
Fixed Costs signed off by relevant managers within one week
Stock signed off by Procurement & Logistics Executive within one week

Discrepancies

Follow up on all price & quantity queries
Credits- follow up on old credits with suppliers
PODs- contact the supplier and the person who received the delivery to request the documents and the delay
The above process must be resolved within one month

Reconciliations

Capture invoices on the computerised creditors system within three days. COD and once-off payments to be captured and paid within the month of them being received.
Check creditors statements for any missing documents, request them, go through the matching process and get them authorised within three days
Do a recon to balance amount on SAGE and the age analysis against the statement?
Contact supplier for any queries on statements before the 25th of the month
Create payment docs on sage and the load payments on standard bank two days before payment is due

Accruals

Call suppliers to get the statements and invoices - Fixed costs
Check GL codes on system and allocate the to the invoices
Call suppliers to get the statements and invoices, get the allocation from HOD, process the invoices, if unable to process on system then compile a spreadsheet with figures in order to meet deadline - Transport within two days
Compile a spreadsheet with these figures

Filing