1. Client engagement

• Attend to all incoming calls in a professional and timeous manner.
• Manage all incoming contact by ensuring that all notes, messages or return call requests are given to relevant party in a timeous manner.
• Request invoices and statements from suppliers as and when required
• Prepare and reconcile petrol account
• Capture deliveries for petrol account
• Prepare documentation for various cod accounts for reconciliation e.g. Big box
• Deal with queries

2. Filing of supplier invoices and supporting documents 

• Filing to be done in the following order;
• Valid tax invoice - refer to SARS requirements 
• Delivery note
• Purchase order
• Quotation if applicable

3. Handling of Delivering notes

• Delivery notes must be collected from procurement and must be signed out on the transmittal sheet as proof that it has been collected
• File delivery note in appropriate creditors file under appropriate tab
• Check delivery note against Po
• Once invoice is received, match to delivery note
• Check invoice is valid as per SARS requirements 
• Check that Po no appears on invoice
• Check that goods invoiced is as per delivery note
• Check pricing
• Check signature against specimen 10%

4. Dealing with Queries

• Follow up on queries
• iaise with procurement department and site agents regarding queries 20%

5. Maintain accurate records and files

• Ensure that 30-day creditors invoices are filed with supporting documents in the appropriate creditors file under the appropriate tab in date order with the most recent date on top
• All invoices to be checked against statement
• Missing invoices must be requested from the supplier 
• File documentation neatly and aligned appropriately

Vat files are made up of the following files:

• File 1&2 – 30-day creditors + file for Wetton (labelled alphabetically)
• File 3 - miscellaneous & cod creditors
• File 4 - subcontractors 
• File 5 - petrol account, credit cards, diners, cash slips
• Ensure accounts are ready and completed by 15th of each month 20%

6. Complete payments, submissions and reconciliation

• Ensure payments to creditors are made on time 
• Avoid overcharging and do not pay for goods not requested
• Ensure payments are completed on time for Vat submission
• Capture on our accounting system
• Reconciliation for timeous payments
• Submission of vat returns to SARS
• Ensures accurate company financials
• Ensures accurate submission of Vat to SARS