Accounts Payable Officer
Description
Tasks:
Maintenance of supplier Accounts (AOA, Online & Corp Stores)
- Processes credit applications and establishes new Supplier Accounts.
- Opens new accounts in Pronto for Service suppliers.
- Maintains credit terms and other information for all suppliers in Pronto
The Organization's AP (including Distribution Centre AP)
- Reconciling creditor accounts. Reconciliation of Supplier statement and following up m discrepancies
- Managing incoming calls from creditors who are chasing payment. Resolves problems such as incorrect charges, unpaid and lost invoices and disputed charges.
- Prepares EFT payment runs.
- Clearing the PO approval queue and exception queue in Redmap
- Preparing & Forwarding price discrepancies to Merch team and updating register.
- Conditional stock invoice manual entry
- Clearing inter Company purchases through Pronto.
- Follow up outstanding supplier credit notes – (due over 2 months)
- Following up outstanding Invoices & Credit notes where inventory has been received/ returned but invoices/ credit notes are not finalised. (Goods Received not invoiced)
The Organization's Corporate Stores & Online AP
- Coding the non-inventory charges in Redmap.
- Clearing the PO approval queue and exception queue in Redmap
- Preparing & Forwarding price discrepancies to Merch team and updating register.
- Reconciling creditor accounts. Reconciliation of Supplier statement and following up discrepancies
- Follow up with Corporate Store Managers to enter any missing invoices/ credit notes.
- Managing incoming calls from creditors who are chasing payment. Resolves problems such as incorrect charges, unpaid and lost invoices, and disputed charges.
- Prepares EFT payment runs.
- Clearing inter Company purchases through Pronto.
- Follow up outstanding supplier credit notes – (due over 2 months)
- Following up outstanding Invoices & Credit notes where inventory has been received/ returned but invoices/ credit notes are not finalised. (Goods Received not invoiced)
The Organization's Franchise Stores AP – Franchisees
- Reconciling creditor accounts- Inventory suppliers. Reconciliation of Supplier statement and following up discrepancies
- Forward list of outstanding invoices/ credit notes to Franchisee to enter on to Pronto.
- Prepares EFT payment runs and forward to Franchisee.
- Prepare monthly report in conjunction with AP Manager.
Authority
- May correct invoices issues by preparing journals for authorisation.
Relationships:
- The finance team, procurement or anyone internally who has purchased goods and services.
- Creditors, being companies who have supplied goods or services.
- Warehouse Managers, Corporate Store Managers & Territory Managers
KPIs:
- The measurement of Aged Trial Balance and reconciliation and payment of suppliers on due dates.
Software skills
- The accounting software including supplier records, bank records, the purchasing & supplier module of the ERP where PO’s & RFCs are raised.
- Redmap
- Microsoft Excel intermediate
- Must have good communication skills