Job Description

Duties and Responsibilities:
Creditors - Direct Suppliers:

• Direct point of contact between the store administration department and centralised head office
• Direct point of contact between multiple suppliers and head office
• Receiving of all documentation from store administration department and review therefore, to confirm that documents are accurate and complete.
• Review of transactions on accounting system to supporting documentation, to ensure that transactions were captured validly, completely and accurately.
• Filing of documentation received from the operations, in a orderly manner.
• Ensuring that DCPs (Disciplines, controls and procedures) have been adhered to, as it relates to documentation prepared by receiving department, cash office and admin department.
• Reporting to operations managers on non-compliance with controls.
• Operations visits as required (minimum of two visits a month)
• Reconciliation of daily sales and purchases - between the accounting system to operations system
• Preparation of creditors reconciliations and submission to manager on a pre-determined date, for review.
• Resolution of outstanding supplier claims -timeously

Creditors - Dropshipment and Warehouse:

• Refers to those suppliers which supply goods to stores based on terms & prices negotiated by the DC.
• Goods are purchased by the store, directly from the supplier.
• The DC debits the store bank account weekly with amounts payable by the company to the dropshipment suppliers
• The DC then settles the amount due by the company, with the supplier.
• Refers to purchases directly from the DC
• The DC debits the store bank account weekly with amounts payable by the company

Highlight the documentation in the boxes' for their respective store:

• Agree all invoices & claim documents to the GRV Listing ensuring that name of the supplier and amounts (Gross, VAT, Net) per invoice agrees to the GRV Listing
• Creditors clerk to agree transaction numbers per the invoice (appears on admin stamp) to the transaction number per the GRV listing
• Create a missing list to be sent back to the store admin, setting out all transactions per the GRV summary list where supporting documents were not sent to head office

Review invoices and confirm that that the following is correct:

• The invoice is addressed to the correct registered name
• The company VAT number is stated correctly
• The GRV stamp was correctly completed by receiving staff
• Review claim forms and ensure that they were completed

Tieing up' of invoices to the weekly statement:

• Statements are imported onto Easy accounts every Tuesday and covers transaction for the prior week
• Creditors Clerk is to agree details of invoices to the statement.
• Name of supplier, Invoice number, Gross Amount, VAT amount, Net amount
• Creditors Clerk is to agree details of claims to the statement.
• Name of supplier, Claim number, Gross Amount, VAT amount, Net amount

Matching on Easy accounts:

• Match dropshipment/warehouse entries imported onto Easyaccounts by the DC to the GRV's/ Claims raised by the store.
• Ensure that transaction numbers of entries agree prior
• to matching out entries on Easy Accounts. i.e matching must not be done solely on agreeing amounts
• Investigate differences identified

Reporting to Trends/ unusual items on the statement to Team Leader - on a weekly basis:

• Eg. Overcharges raised weekly, for particular suppliers

Investigate and resolve long outstanding claims:

• Investigate rejected claims and take action to prevent similar rejections

Month End Related tasks:

• Expensing of Charges on the Dropshipment and Warehouse statements
• Ensuring completeness and accuracy of monthly charges, expensed
• Reporting Charges which may be invalid to Team Leader

Collating information for Store, for specific queries:

• Collate information and supporting documents as directed by team leader/ Financial Manager

Bookkeeping Duties:

• Capturing of month end journals eg. depreciation, expense accruals
• Maintenance of the VAT Control accounts.
• Analysis of income and expenses for the month, with the view to ensure completeness, accuracy, validity of information
• Analysis of income and expenses for the month, with the view to: Find opportunity for cost savings
• Highlight Expense trends - favourable or unfavourable Highlight risks as it relates to controls

Requirements:

• Strong Understanding of Accounting Principles
• Experience in applying Accounting Principles
• Experience in Excel Software - including basic formulas and analysis of excel worksheet
• Experience in bookkeeping and strong understanding of bookkeeping principles
• Own Transport.
• Managing accounts with major suppliers in the retail sector.
• Problem solving
• Good Communication Skills
• Credibility & Presence - Maintaining relationships with all store stakeholders.
• Attention to detail/ accuracy/ timeliness
• Deadline Driven
• Growth Mindset

Should you not receive a response within the next 2 weeks, please consider your application unsuccessful. Vacancies are advertised on our website, should you wish to keep abreast with our active roles.IMPORTANT NOTICE
By applying to this advert you hereby acknowledge that you have read and accept the following Protection of Personal Information ACT (POPIA) disclaimer:
I hereby consent for Talented Recruitment to process my personal information as part of the recruitment process. Talented Recruitment shall take all reasonable measures to protect the personal information of applicants and for the purpose of this disclaimer personal information shall be defined as detailed in the Protection of Personal Information Act, Act 4 of 2013 (POPIA).

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