The Creditors/Debtors Clerk will manage the company's financial transactions related to accounts payable and receivable. This role involves maintaining accurate financial records, managing communications with suppliers and customers, and ensuring timely payments and collections. 1. Financial Transactions: Capture invoices, payments, and expense reimbursements. Ensure accurate and timely recording of financial transactions. Reconcile financial discrepancies and resolve issues. 2. Record Keeping: Maintain accurate and up-to-date financial records. Organize and maintain physical and digital filing systems. Prepare and update financial reports, spreadsheets, and databases. 3. Create Invoices from Customer Purchase Orders: Review and interpret customer purchase orders (in line with Procurement) Create accurate invoices based on purchase order specifications. Ensure consistency between purchase orders and invoices regarding quantities, pricing, and terms. Distribute invoices to customers promptly. Record and track the status of invoices in the financial system. Handle any discrepancies or issues arising from invoice creation. Capture Invoices on the Billing Spreadsheet Distribute the relevant statements Follow up for Payments 4. Monthly Billing: Generate and distribute monthly invoices to customers. Ensure all billing information is accurate and reflects the services provided (In line with the Procurement and Technical Team) Verify any changes on user accounts and ensure these changes are reflected in the monthly billing (In line with the Procurement and Technical Team) Update billing records to incorporate changes in user accounts and usage (In line with the Procurement and Technical Team) Reconcile accounts based on user accounts and usages. Address discrepancies and ensure accurate billing. Conduct the necessary Billing and Invoicing Audits (Bi-Monthly) 5. Update SAGE and Debtors Spreadsheet: Accurately update both SAGE and the Debtors Spreadsheet with financial data. Ensure consistency and accuracy between SAGE and the Debtors Spreadsheet. Send out the updated Debtors Spreadsheet to the management team bi-daily. Provide summaries and insights from the debtor's data as needed. 6. Supplier Statement Requests: Request statements from suppliers at month-end. Request Statements in time to forecast the following month's Creditors. Review supplier statements to ensure all invoices are received and accounted for. Resolve any discrepancies with supplier statements in a timely manner. File all Statements 7. Mailbox Management: Monitor and manage the Creditors Management mailbox. Respond to supplier queries and follow up on outstanding issues. Ensure timely capturing of supplier invoices and payments. File all invoices received. Manage the Invoicing mailbox, addressing customer queries and issues. Ensure timely distribution of invoices and statements to customers. Follow up on overdue accounts. 8. Customer Billing: Create and bill new customers based on signed and received proposals. Ensure accuracy and timeliness in setting up customer billing profiles. Coordinate with sales and account management teams for billing details. 9. Communications Spreadsheet (Debtors and Creditors): Maintain a communications spreadsheet to track and manage relevant financial communications. Ensure all communications are documented accurately and promptly. Provide summaries and insights from the communications data as required. 10. Financial Software and Tools: Utilize financial software and tools for financial tasks. Update and maintain the accuracy of databases and relevant information. Stay updated on software upgrades and improvements. 11. Communication and Collaboration: Collaborate with team members to support projects and initiatives. Provide assistance and guidance to colleagues on financial procedures and relevant tasks. 12. Debtors Control: Monitor and manage accounts receivable activities. Generate invoices and statements for customers. Follow up on overdue payments and communicate with clients to resolve outstanding issues. Maintain accurate records of customer accounts and update them regularly. Prepare aging reports and analyse receivables trends. Address billing inquiries and discrepancies. 13. Creditors Control: Manage accounts payable activities. Review and verify supplier invoices for accuracy. Ensure timely and accurate payments to suppliers. Reconcile vendor statements and resolve discrepancies. Maintain vendor relationships and address payment-related queries. Forecasting 14. General Administrative Support: Provide administrative assistance. Perform other related duties and ad-hoc tasks as assigned Education: Diploma in Finance or Financial Management. Experience: 2 to 5 years in a finance role. Software Knowledge: Understanding of an accounting system (such as Zoho, Sage, etc.). Technical Skills: Intermediate knowledge of MS Office suite, particularly Excel. Skills: Budgeting, financial interpretation, credit control, invoicing, account reconciliation, debtors' management, supplier statement management, and customer billing. Attributes: Effective communication and organizational skills R10 000.00 CTC Apply Now

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