Creditors Clerk (Creditors Clerk)

E M AI L S (DA I L Y f o r Da n o n e S o u t h e r n A fri c a & N u tri c i a S o u t h A fri c a ) – Respond to incoming emails, (DAILY TO VENDORS AND STAKEHOLDERS) R EA D S O F T (Da n o n e - M i l k i n v o i c e s & N u tri c i a - I n t e r c o m p a n y i n v o i c e s ) - Upload invoice from OUTLOOK into a folder to Readsoft for Danone and Nutricia, Verify INVOICES - Processing of supplier’s invoices in COCKPIT to SAP BASWA R E (Da n o n e S o u t h e r n A fri c a & N u tri c i a S o u t h A fri c a ) - Check/verify invoices in Received(invalid) - Processing of supplier invoices in BASWARE to SAP - Sending WORKFLOW to stakeholders for action – GRS Missing, PO not yet released, or PO fully used) - Resolve previous months unreconciled queries (DAILY) A D D E N D U M - S C F p l a t f o r m f o r s u p p l i e r s t o t r a d e - Prepare a spreadsheet for AP Manager to check and for uploading into portal (Friday) - Prepare recon for treasury at month end (1st of the month) C I T I - S C F p l a t f o r m f o r s u p p l i e r s t o t r a d e - Prepare a spreadsheet for Treasury for uploading into portal (Friday) - Prepare recon for treasury at month end (1st of the month) I N T E R C O M PA N Y & F O R E I G N (Da n o n e S o u t h e r n A fri c a & N u tri c i a S o u t h A fri c a ) – Prepare payment list for month end payments Sent payment list with all supporting documents to Treasury (1st of the month) FA R M E R S - Download invoices from Milk portal - Upload invoices in Readsoft and process them in Cockpit to SAP - Prepare payment list for the (7th MONTLY) Ad h o c - Assist AP Manager when needed - Send monthly the DBS & NSA intercompany information to DBS South Africa: Head of RTR (15th of the month) - Save all Shippler’s and Geodis VAT & DUTY invoices on the share portal for Tax, Treasury & Insurance Accountant | R2R, South Africa - Send South Africa Backlog - Invoices Pending in Basware Workflow every second week to all stakeholders

• Engage with Debtors on a professional manner
• Follow up on all Debtors enquiries received
• Resolve daily Debtors queries and ensuring query resolution register is maintained

Administration

• Managing the agreements file
• Compiling and sending letters to “bad playing” debtors
• Invoice posting on Pastel
• Passing credit notes on pastel
• Passing basic journals i.e. interest, corrections etc.
• Preparing and distributing debtors statements
• Follow up on debtors related issues and the tracking thereof
• Preparation and posting of intercompany invoices
• Clearing intercompany control accounts
• Preparing and distributing debtors statements
• Preparing  of monthly standard invoices
• Ad hoc invoicing cash customers
• Debtors reconciliations
• Maintaining debtors files and supporting documentations
• Daily/weekly/monthly reporting to management on outstanding debtors
• Ad hoc administrative duties (that may not be related to debtors)

Financial

• Ensure debtors collection are in line with the agreed budget  process i.e. timeframes
• Supply input to the annual budget process and highlight monthly fluctuations timeously 

2015-06 - Current - Temping

Capture monthly supplier - Analyse overdue invoices monthly - Raise purchase orders and resolve discrepancies - Ensure purchase order listing is correct - Reconcile supplier statement to the accounts payable ledger and maintain all supporting documents such as delivery notes, purchase orders, credit notes - Recurring invoices to be verified against contracts - Resolve reconciliation queries - Ensure payments are made within the supplier payment terms and monitor discount opportunities - Reimburse employee expenses and prepare payment vouchers once verified and relevant documents on hand C re a te d b y E l i z e E r a smu s - Verify all banking details and maintain records - Maintain accounting ledgers - verify and post transactions - Send out remittances monthly after payments are made - Reconcile vendor monthly statements - Updating of creditors’ details and maintaining bank and master data - Report VAT - calculating requirements on paid invoices - Ensure supplier BBBEE certificates and all other relevant documents on file and current - Perform credit checks on potential new debtors and engage with customers for all relevant documents - Complete vendor application process with new suppliers and provide required documents - Comparison month on month of regular expenses to identify variances - Filling and achieving documents - Administrative tasks where required - Ad hoc administrative

• Invoice Auditing - Ensure that all invoice audit functions are carried out in accordance with procedure.  Receive MRS from site, Receive PO and supporting documents from Procurement and review invoice received from clients for correctness.
• Invoices and Invoice Register - Maintain a monthly register of all invoices to be paid. Enter invoices in the Invoice Register with FW reference number. Complete Vendor Invoices Allocation and Vendor Invoice request for Approval/Documentation forms. Distribute invoices to Procurement for approval. Review Invoice Register to ensure that all invoices distributed have been received back. Distribute to Cost Engineers & clients.
• Obtaining Invoice Approval - Obtain confirmation from authorised persons that all documentation is correct and that all provisions of the purchase order have been fulfilled.        
• Order Record - Maintain ORF (Order Record Form) for all vendors.        
• Processing Invoices - Capture approved invoices into JDE accounting system. Record the JDE MI journal reference on the Vendor Invoice Allocation Form, invoice and Invoice Register.
• RFTS and AP Schedule - Prepare RFTS and Accounts Payable Schedule for each project and obtain approval from authorised persons.        
• Approved Original documents to Client - Send approved original documentation to the client together with required back-up in the form of CD or Memory stick containing copies of all original documentation.        
• Invoice Filing - Maintain a comprehensive filing system.        
• Retention Register - Maintain a Retention Register for Management Accountant, Cost Engineers and Clients.    
• Invoice Payment - Once payment is received from Client, payment of vendors should follow in accordance with procedure. Run a payment list and remittance advice.        
• AR documentation - Ensure a tax invoice is generated for funds received from client together with Cash Data Input form and submit to Accounts Receivable / Billings department for capturing on JDE accounting system.        
• PBA Reconciliations - Prepare Project Bank Account reconciliations for the clients.
• Commitment Expenditure - Update C&E Reports (Commitment Expenditure on a monthly base, and submit via email to Costs Engineers)
• Vendor Reconciliations - Prepare vendor reconciliations file and email PDF to vendor/client
• Certification and Release - Update ORF (Order Record Form) and C&E Reports (Commitment Expenditure) when projects come to an end, keep a copy of the C&R with ORF on file.
• Vendor Approvals - Maintain a register for all vendors on JDE
• Customer Service - Attend to supplier queries and meetings.
• Book value - +-R 200mil per month(+-250 vendors and contractors)
• VENDOR PO - Capture of Purchase Ordersin SUN and balance back to order record form(vendors)

Liaising with supplier, finance and the cost controllers on site clients via fax, e-mail or telephone
Implementing spreadsheets ¡V control system and administrating of Sub contracting accounts
Royal Sechaba Foods, LRP Thailand and Rabali Transport, VSL South Africa, RSC Shisane, Murray & Roberts Plant
Receiving invoices pod¡¦s and SIRI documents from the site.
Reconciliation of monthly invoice
Royal Sechaba +-R 1,9mil per month
LRP Thailand invoice reconciliation of +-33 000euros¡¦ per month.
Rabali Transport +-R1, 1mil per month
VSL South Africa +-R10mil per month
RSC Shisane +-R30mil per month
Murray & Roberts Plant +-R2mil per month
Reconciliation of logbooks and traveling of 33 busses of Rabali Transport of +-R 1mil per month
Implementing control system and administrating of all North contracts -from requisition up to Letter of Award. (Approximately 36 contracts running)
Recons
Document Control
Filing
General office work and ad-hoc work

Liaising with all the Mines (RPM Rustenburg,

Lonmin,Harmony,Cementation,Murray and Roberts)
Capturing of receipt on JD Edwards
Book Value +- R9mil (22 customers)
Recons, Statements, Invoices, Credit notes, Pod¡¦s
Preparation of cash collection schedules & ensuring sufficient &timorously
cash collected in accordance with budgets
Filing

Book value +- R 25mil
Hubco Foundry ¡V Debtors
Book value +- R 25mil
Liaising with all the Motor Industry Companies
(Ford,BMW,VW,Nissan,Toyota,Daimler Chrysler)
Handling of Debtors accounts, Recon¡¦s queries
Collection of all invoices & Pod¡¦s & ensure completeness via maintenance of register
Processing of all sundry invoices
Posting / delivery of all invoices on a weekly basis
Ensure all manual delivery notes are invoiced timorously
Processing & Preparation of credit notes after authorisation
Recon¡¦s of debtors account every month
Resolving of all queries on debtors
Capturing of receipt on Baan
Preparation of cash collection schedules & ensuring sufficient & timorously cash collected in accordance with budgets

Download of Bank Statements from STD Bank BEST 2000
NEDBANK and FNB
Formatting of downloaded bank statements on excel spreadsheet for
Allocations.
Capturing of receipt on ACCPAC
An allocation of approximately 1000 bank transfers and deposits all
Bank account into ACCPAC Debtors and Creditors System.
Liaising with various Banks around in South Africa
Bank and Private Deals on Medical Equipment
Phone, e-mail and sms on book
Book value +- R12mil (259 customers and cash accounts)
Recons, statements, invoices, credit notes, Pod¡¦s
Preparation of cash collection schedules & ensuring sufficient
&timorously cash collected in accordance with budgets
Filing

Daily management of Business (Staff 5)
Daily / Weekly buying of stock (+_ R 2 000.00)
Normal Admin and Bookkeeping (+- R 1 500.00 per day)

Download of Bank statements form STD Bank CATTS STD Bank Best 2000

Formatting of Downloaded bank statements to excel

Import downloaded bank statements in to DHLBANK (Debtors)

Liaising with approximately 9000bank transfers and deposits

on main bank account into IBS and Compu clearing

DHLBANK System (Debtors)

Allocate all sundry banking

Export allocations on excel spreadsheets

Import journals from Excel Vision 4 in to Sun System (Creditors)

Import IBS report from IT in to Sun System ledger

Bank recons – Main Acc value of R56mil

Duties ACC value of R19mil

Export and Import IBS transactions in to DHLBANK

Transfer of moneys from Current,

Salaries and Call acc

Filing

Mims System
Creating Registrations Scheduling and updating of process Equipment info.
Creating of job cards for load test and dye pen inspections.
Update and input of technical history on pipe lines and Process equipment.
Drawing of monthly reports.
Follow up of outstanding work
Assist planner by organising service required
Arrange and scheduling of meetings and internal courses.
Updating of maintenance projects programs
required
Assist foreman with plant maintenance
Arrange and scheduling of meetings and internal courses.
Updating of maintenance projects programs

Data capturing
Handling of 500 debtors book value R3mil
Handling of 100 creditors
Handling of petty cash R 1 000 p/w
Handling of cash books sales LBS VAT UIF Pension Fund and Medical Aid fund
Handling of Salaries and Wages
Help with internal sales (Spares and Agricultural Equipment
Writing out cheques and 2nd signature on salaries and cashbook cheques

Data capturing
Handling of 500 debtors book value R3mil
Handling of 100 creditors
Handling of petty cash R 1 000 p/w
Handling of cash books sales LBS VAT UIF Pension Fund and Medical Aid fund
Handling of Salaries and Wages
Help with internal sales (Spares and Agricultural Equipment
Writing out cheques and 2nd signature on salaries and cashbook cheques

Capturing cash books
Handling of Petty cash R1 500.00 p/w
Handling of cash books
LBS, VAT, UIF, Pension Fund and
Medical Aid fund
Handling of Salaries and wages (Staff of 200)
Writing out of cheques (Salaries and cash book)