Account Payable Clerk

The purpose of the Accounts Payable Clerk (Trade) is to support the needs of the Finance Department by preparing and capturing invoices and supplier documentation for monthly sign-off by the Accountant, as well as to deal with supplier queries. The successful individual should be proficient across all tasks relating to these roles.

KEY RESPONSIBILITIES :

Accounts Payable Clerk_Trade

Daily and Monthly Tasks

• Capture monthly invoices, claims, marketing discounts and labour costs on excel creditors ledger.
• Calculate marketing discounts and discounts of invoices received monthly and populate the AP sheet with the figures.
• Capture payments on the excel creditor ledger.
• Send claims to suppliers
• update excel and pastel for claims on a weekly basis
• Review supplier take-on forms that are submitted to Finance and allocate a supplier code to buying. Load trade suppliers on Pastel using the allocated code.
• Complete the information section on credit applications before submitting it to management for review and signing. On the terms and conditions ensure anything that relates to payment aligns with the policy.
• Maintain an accurate record of all supplier accounts on the excel creditors spreadsheet including; adding new suppliers, AP sheet and payments report tab on the spreadsheet.
• Confirm banking details with suppliers via telephone and e-mail the details to buying to verify before paying new suppliers.
• Accurate recording of payments within credit payment terms and policies. Ensure purchase orders have the correct payment terms listed, the GRN matches the CP on the orders and the delivery date used for payment is correct i.e. when the buying department makes any amendments to the purchase orders.
• Update the monthly AP purchases captured on excel creditors ledger and balance to the IMS, twice a week for the weekly payments report sent to management.
• Accurately record any transactions during the month to ensure the figures are accurate before it is sent to management i.e early payments.
• Reconcile trade creditors accounts to supplier statements, excel leger and pastel.
• Preparation of monthly creditors reconciliations and submission for review.
• Populate import batches to load onto the bank for month end payments for trade.
• Follow up on outstanding reconciliation items.
• Check on outstanding queries on reconciliations
• Follow up and handling of trade creditor queries i.e claims sent to suppliers, returns, return waybills and credit notes.
• Identify supplier queries and resolve in a speedy manner i.e cost price queries, invoices charged on the account but not captured on the IMS system, inaccurate account balances etc.
• Identify potential early payment discounts.
• Raise any discount opportunities with the finance manager.
• Send proof of payment to suppliers adhoc.
• Ensure trade creditors filing system is up-to-date on sharepoint.
• Ensure trade creditor filing system is in order and easy to follow. Payments / recons must be filed after payment is done every month.
• Archiving

Housekeeping

Housekeeping

General

Requirements :

MINIMUM REQUIREMENTS :

(You must be able to answer “YES” to all requirements listed below)

Undertakings :

If you believe that you qualify and are looking for a challenging career requiring unquestionable commitment and passion, and wish to apply, kindly email your CV together with your motivational letter in support of your application by no later than 30 November 2025.

If you have not been contacted one (1) week from the closing date, please consider your application unsuccessful.

Preference will be given, but not limited to, candidates from designated groups in terms of the Employment Equity Act.