CREDITORS CONTROLLERS wanted for world-class food export company in Port Elizabeth

DUTIES:

DAILY

• Create a Queries Sheet to track and record all queries raised with service providers and updateon a daily basis

WEEKLY:

• Use Logistex to pull Documentation Status reports for the relevant period in order to check
• supplier invoices against shipment criteria
• Use Logistex to pull Shipping Line invoices report to ensure all captured before every Monday
• Request Invoices from your Service Providers w eekly to ensure capturing is always up to date
• Disbursement feedback on movements sent by Debtors Controllers

MONTHLY:

• Obtain Month End Statements from Service Providers
• Month End Supplier Pack and Reconciliation reports
• Final Disbursement Feedback to Debtors Controllers

• Provide a Core Function to the Finance Department by processing and managing the Accounts Payable processes.
• Checking of Service Provider Invoices to verify rates and validate charges received
• Daily processing of Service Provider Invoices
• Manage the Query process and track and resolve issues timeously
• Obtain month end Statements from all Service Providers and reconcile to Evolution
• Provide Reconciliation sheets at month end to e nsure only payments made for valid invoices
• Manage the monthly Disbursement Reports and feedback
• Collaborating closely with other departments (i.e Operations, Documentation Team, Customs &
• Management ) to address queries
• Elevate issues to Management

PROCESSING OF INVOICES
• Run a Documentation Status Report/Shipment Summary from Logistics into excel to identify relevant shipments for the period
• Filter the report by your Service Providers and relevant loading dates/criteria
• Check email correspondence for invoices received electronically and print these off.
• Check that the invoices are correctly made out to the company with our VAT Registration number on as well as their VAT number (for VAT registered Service Providers)
• Use the Shipment Summary, Logistex, Order Books and emails to verify charges billed and to look up the File Reference (Project Code)
• Make sure that invoices with multiple lines are checked properly and correct file references allocated
• Check for any charges that are for the problem account and make sure you have the signed form before capturing to the problem account.
• Before updating the invoice, to check
- Correct Supplier used
- Correct period
- Correct inventory code used
- Correct File Refence/Project used
- Total of Evolution invoice balances to invoice, and VAT balances
• Verify additional charges over and above normal shipment charges, and if no correspondence or information found relating to the charges, to request suppliers to supply supporting documentation or correspondence.
• Add the queries to the queries sheet to keep track of progress, noting all dates of follow ups and resolution of the query.
• Order book items to be checked if they can be linked to a file and capture to the File Reference
Cross reference to the order book number when capturing & add the cost to the Order Book.

IMPORTS
- To obtain excel/csv file from Supplier and import into templates (eg: PPECB/DHL/Chambers/DAFF)
- Do the required checks as set up on the import file, eg: file references, rates, surcharges, etc
- Check if any charges are for the problem account and if so, to upload the form onto the Problem Account folder as per revised Problem Account SOP
- Before updating import file, the following checks are necessary:
o Files captured correctly
o PPECB and DAFF - to ensure charges for clients that have their own account are queried immediately
o DHL - check for any rates that are higher than normal to ensure that these are queried if need be

SKILLS

• Understanding the Industry and Country Protocols a well as the Process Flow from start to finish
• Research and Understand all protocols to understand if charges are applicable
• Understand the Financial Requirements with regard to accounting protocol s
• Accurate and timeous processing
• Processing to correct Inventory Codes and Projects in the correct periods
• Effective Communication Skills with both your Team and the rest of the teams and Service Providers
• Daily processing of Supplier invoices
• M onth end Statements and Reconciliation Reports
• Timeous resolution of Queries
• Investigative Skills
• Be able to ‘read' a shipment and understand what transpired
• Be able to verify the charges on cost sheets and validate the costs received

CREDITORS, CONTROLLERS,