Overall Purpose of the Job:
Responsible for processing of invoices and issuing of payments.
To perform accounting and clerical tasks related to the efficient maintenance and processing of accounts payable transactions.
Education:
Minimum:
Grade 12.
Knowledge of general accounting procedures and software.
Proficient in data entry and management.
Strong excel skills.
Ideal:
Bookkeeping qualification.
Experience:
1-3 years as an Accounts Payable Controller/Administrator.
1-2 years Shared Services Experience.
Duties:
Output 1 - Invoice Verification and query resolution:
- Ensure all invoices and monthly statements are obtained from suppliers and schools via the central sharepoint portal.
- Review and verify invoices and payment requests.
- Match invoices via 3 matching to purchase order/GRV.
- Resolve all reconciling items between vendor statement and Sage to alleviate late payments to vendors. Escalate queries in accordance with internal escalation procedure.
- Review the sharepoint query management portal daily and address bursar/vendor responses and Accurate capturing and matching of invoices. Internal and SARS compliance checks to be performed prior to capturing, escalate where necessary.
Output 2 - Vendor reconciliation and reporting:
- Through the process of vendor statement reconciliation, identify and address discrepancies between the vendor records versus ADvTECH records to identify potential duplicate payments, credits not yet deducted and to maximise cash flow and accruals not yet raised by the business units.
- Complete monthly Top 15 reconciliations, including ad hoc reconciliations where required, according to requirements stipulated in the AP SOP.
- Ensure the AP ledger and related control accounts are balanced to the respective general ledger account and investigate and resolve any discrepancies.
- Assist with month-end closing.
- Set invoices up for payment and upload onto system.
- Track expense and process expense claims.
- Provides supporting documentation for audits.
- Ensure that GRIR Report is reviewed weekly and non-current items resolved within the month to reduce balance sheet liabilities.
- Age Analysis must be reviewed weekly to ensure items are not left to age and to ensure accurate reporting and payment within agreed payment terms.
Output 3 - Vendor Payments:
- Prepare documentation for weekly/monthly payment cycles in accordance with internal procedure, ensuring payment terms are adhered to.
- Prepare remittance advice per vendor for email submission on a weekly basis.
- Perform account allocations to contra invoices against payments on the Sage system after each weekly payment run.
Output 4 - Vendor Management:
- Resolve invoice discrepancies and issues with vendors.
- Maintain vendor master data files.
- Correspond with vendors and respond to enquiries within agreed turnaround times.
- Vendor contact details to be maintained via the prescribed vendor change workflow. Inactive vendors to be closed off to minimise risk to the business.
General Skills:
- Excellent Communication skills both verbal and written.
- Information management ability.
- Problem-solving ability.
- Attention to detail.
Behavioural Attributes:
- Team player.
- Deadline driven.
- Planning and prioritising.
