The Accounts Assistant is responsible for the efficient processing and control of creditor and debtor accounts, including invoicing, supplier payments, cash book management, and reconciliations. The role ensures accurate financial records, supports cash flow management, and maintains compliance with internal financial controls. In addition, the position manages all licensing, registration, and permit processes, ensuring regulatory compliance through accurate administration, timely renewals, and efficient issuance of permits, while providing prerational support to reception when required.
Key Performance Areas (KPAs)
1. Processing and Payment of Creditors (30-day, 60-day, Monthly Agreements, COD)
2. Supplier Query Management and Document Control
3. Customer Invoicing (New and Used Trailers) and Bank Collections
4. Cash Book, Petty Cash, and Payment Processing
5. Journals and Credit Notes Processing
6. Debtors Management and Customer Age Analysis
7. Sales, Customer, and Financial Control Lists
8. License, Registrations, Permits
9. Other Financial Support Duties
10. Reception Relief Support
Key Duties and Responsibilities
1. Processing of Creditors Invoices

Match supplier invoices with delivery notes, purchase orders (POs), and goods received notes (GRNs).
Process all supplier invoices accurately on Acumatica.
Request the creation of POs and GRNs when required.
Print and process invoices and statements for monthly agreement suppliers.
Process COD and prepayment invoices on Acumatica.
Review COD and prepayment age analysis, request outstanding invoices, and ensure

processing is completed timeously.
2. Payment of Creditors

Prepare supplier reconciliations and cheque requisitions for 30-day and 60-day trade creditors for month-end payments.
Ensure reconciliations and requisitions are submitted for approval in time for payment on the last working day of the month.
Prepare reconciliations and cheque requisitions for monthly agreement suppliers to be paid on the 1st of each month.
Prepare cheque requisitions for COD payments as required.
Email remittance advice and proof of payment to suppliers once payments have been

processed.
3. Supplier Query Management

Request outstanding invoices and proof of delivery (PODs reflected on supplier

statements.

Follow up on missing COD and prepaid invoices.
Communicate with suppliers regarding pricing discrepancies, quantity variances, and

request credit notes where required.

Liaise with suppliers regarding payment dates and account status.

4. Filing, Document Control, and Archiving

Maintain accurate filing of all creditors documentation including invoices, statements, delivery notes, credit notes, reconciliations, cheque requisitions, POs, GRNs, and proof of payment.
File all monthly agreement, COD, and prepayment documentation.
Maintain filing of new supplier credit applications.
Box and archive creditors documentation after financial year-end in accordance with

company policy.
5. Customer Invoicing – New and Used Trailers

Accurately process all sales invoices for new and used trailers.
Ensure invoices agree with signed sales contracts from the Sales Department.
Submit invoices and signed contracts to management for approval.
Present approved invoices to the Chief of Operations for cash flow updates.
Update invoices promptly once risk and reward has transferred to the customer.
Ensure all contract documentation is filed and maintained correctly.
Maintain a control list of all sales-related documents linked to invoicing and cash books.

6. Cash Book, Petty Cash, and Payment Processing

Prepare daily payment control lists based on approved payment requisitions.
Create banking beneficiaries and load EFT payments in line with internal control procedures.
Process payments immediately in the cash books.
Process receipts in the cash book each morning.
Perform daily bank reconciliations for all company bank accounts.
Reconcile petty cash and process petty cash cash books weekly.
Submit required cash book and reconciliation reports to the Financial Manager by the 2nd working day of each month.

7. Journals and Credit Notes

Prepare customer-related journals and submit to the Financial Manager for approval.
Process approved journals promptly.
Prepare requests for credit notes, obtain management approval, and process credit notes.
Ensure journals and credit notes are sequentially numbered and correctly filed.
Prepare a monthly control list of all credit notes processed and submit for review and sign-off at month-end.

8. Debtors Management and Customer Age Analysis

Oversee all customer invoices (excluding new and used trailers) processed by other employees and ensure completeness of documentation.
Review debtors account daily and follow up on overdue payments with responsible personnel.
Ensure debtor age analysis is accurate, complete, and payments are correctly allocated.
Prepare a final month-end age analysis suitable for submission to Head Office.

9. Sales, Customer, and Financial Control Lists

Prepare and maintain control lists relating to trailer chassis numbers, used trailers sold, and other sales-related controls.
Prepare monthly sales schedules per category for inclusion in management and Head Office financial reports.
Compile additional control lists, schedules, and reports relating to sales, debtors, cash, and cash on hand as requested.

10. License, Registrations and Permits

Introductions
Registrations and license
Renewals on all including permits and license disks
Issuing of permits

11. Other Financial Support Duties

Assist with the preparation, implementation, and management of financial controls as required by management.
Assist the Financial Manager with licensing, introductions, and related financial matters.
Adhere strictly to company systems, policies, and internal control procedures, including cash flow and reporting processes.
Ensure all schedules, reports, and deadlines are met timeously.

12. Reception Relief

Provide relief on the switchboard when the receptionist requires assistance.
Support front-office operations as needed.