Creditors Clerk

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Creditors Clerk


To deliver exceptional service to all stakeholders, by ensuring accurate processing and recording the transactions related to the company’s creditors.
This includes receiving and verifying invoices, matching them with purchase orders, preparing payment vouchers, issuing checks or electronic transfers, reconciling accounts, and resolving any discrepancies or queries.
Maintains accurate and updated records of the creditors’ details, balances, and statements, and prepares reports and analysis as required.
 
Key Outcomes
Accurate & Timely Invoice Processing
    • All supplier invoices captured accurately and within 24–48 hours of receipt.
    • Zero duplicate payments.
    • Correct allocation of invoices to appropriate cost centres and stock accounts.
 
Supplier Reconciliations Completed Monthly
    • 100% of creditor reconciliations completed before month-end close.
    • All discrepancies identified and resolved within agreed timelines (e.g., 3–5 working days).
 
On-Time Payments to Suppliers
    • Payments processed according to agreed supplier terms.
    • No penalties, interest charges, or supply interruptions due to late payments.
 
Effective Query & Dispute Resolution
    • Supplier queries responded to within 24 hours.
    • Invoice discrepancies resolved promptly and professionally.
 
Cash Flow & Payment Planning Support
    • Weekly payment schedules prepared accurately.
    • Assist management in forecasting upcoming creditor commitments.
 
Compliance & Internal Controls
    • Adherence to company procurement and payment approval policies.
    • Complete and organised filing (physical or digital) of all supporting documents.
    • No major audit findings related to accounts payable.
 
Stock & GRN Accuracy (If Applicable)
    • All GRNs matched to invoices before payment.
    • Variances between supplier invoices and goods received identified and resolved.
 
Effective Administration & Record Management
    • Maintain accurate and up-to-date filing systems (electronic and physical) for all supplier invoices, payment records, reconciliations, and supporting documentation.
    • Ensure all documents are properly authorised and easily traceable for audit purposes.
    • Prepare and submit required reports accurately and on time.
    • Maintain organised month-end files to support smooth financial close processes.
 
Requirements
    • Grade 12 (Matric) plus Certificate or Diploma in Accounting, Bookkeeping, or Finance
    • Bookkeeping qualification or studying towards a finance-related qualification is advantageous
    • Minimum 2–4 years’ experience in an accounts payable / creditors role
    • Experience in retail, automotive, tyre, or stock-driven environment is advantageous
    • Experience working with high-volume supplier invoices
    • Proven experience in supplier reconciliations and payment processing
    • Strong understanding of accounts payable processes
    • Experience with accounting software (e.g., Sage, Pastel, QuickBooks, Xero or similar ERP system)
    • Proficiency in Microsoft Excel (reconciliations, basic formulas, reporting)
    • Understanding of VAT and tax invoice requirements
    • Knowledge of three-way matching (Purchase Order, GRN, Invoice)
    • Ability to manage filing systems (physical and electronic)
    • High attention to detail and accuracy
    • Strong numerical ability
    • Good organizational and time-management skills
    • peaks fluently in team meetings by presenting information.
    • Writes memo’s, letters, emails, and briefs according to professional standards and organizational procedures.
    • Effective communication on staff and management WhatsApp groups, and presentation and submission of appropriate information
    • Organises and prioritises work
    • Sets goals and objectives to be achieved within a set time frame.
    • Pays attention to work standards.
    • Minimises errors and ensures work is done correctly the first time.
    • Contributes to team effectiveness and efficiency through delivering on their role.
    • Works co- operatively with others.
    • Supports team members and gives valuable inputs to discussions or ways of working.
    • Anticipates and responds to customers’ needs fast and effectively.
    • Assists in resolving problems before escalating to the next level.
    • Proactively identifies ethical implications of one’s behavior.
    • Makes decisions and takes action consistent with the organisations ethics and values.