Charlene Van Der Linden

Creditor's Clerk

Key Responsibilities

• Capturing of all invoicing. (Admin invoices, Credit Purchase invoices (stock) and Trip Costing invoices (supplier invoices) onto system in use "SalesForce".
• Currency used in all capturing includes, ZAR, USD, and ZMW.
• Stock invoices: Forwarding all stock invoices as received to stores department for purchase orders and grv processing. Once done we receive it back for capturing. Making sure all necessary details are captured. Purchase order number, truck registration, fleet number, IM as well as PR numbers. Amounts and items to match suppliers invoices.
• Month end checking, making sure all invoices received for the current month have been received and captured by comparing supplier statement to our statement of account for each supplier. All original documentation to be scanned and re-named, and saved onto Salesforce system with each captured entry.
• Trip Cost Invoicing: All trucks travelling cross border, have numerous costs per trip. Before truck is set for it's trip, operations creates a JOB on the system, where all charges will be allocated to and captured. Charges include RIT charges, parking fees, security escort fees ect. I assisted in loaded these charges after the operations sector was closed in our DBN branch.
• Reconciliation of Accounts & Preparing Payments: Making sure all COD invoices are to be captured and paid within the timeframe of the terms with supplier. Monthly payments - Suppliers terms for payments required on the 15th, 25th or 30th of each month. Full reconciliation to prepare payments, statement of account from our system (Salesforce) and supplier statement compared, if any - queries to be solved and no reconciling item to exceed 2 months before resolving. Creating payment voucher on system after recon has been submitted and signed off for payment.
• Assisted in Petty Cash: Assisting when colleague went on leave, handling petty cash, making sure documentation is fully completed when handing out petty cash, financial manager to sign off all documents, weekly balancing of petty cash box and making sure all slips are received.
• General Admin Duties - Assisting reception when on lunch or on leave - Filling

Assisting in Operations

Key responsibilities

• Before any trip charges can be loaded, I have to be sure what it's DL (Delivery) number is to each specific trip. DL numbers are not always provided by suppliers in which case I will use the fleet number or truck registration to track the correct dl through 1000's+ charges and dl's, upon which I would load then the correct charges applied to the trip costs as per supplier invoices received. This alone can be over 600+ entries in a month - separate from actual invoicing capturing.

Accounts Payable Clerk (Finance) (2015 - 2020)

Key responsibilities

• Accounts Payable - Finance Department
• Creating order requisitions for all branches
• Recording purchase orders for all branches monthly on excel and advising branches regarding queries
• Submitting approved order number to requested branches
• Filling
• Order of monthly stationary for Finance Department
• Daily fuel usage and reconciliation - Shell and Total
• Dealing with all creditors queries
• Maintaining of over 200 creditor accounts - Keeping statements clean and payments on time.
• Sending reconciliations and proof of payments to creditors on a monthly and daily basis
• Capturing of all invoices on preferred system ACPAC
• Requesting outstanding invoices and statements from creditors
• Creating payments on FNB Bank
• COD's, 15th, 25th and 30th of the month payment terms
• Keeping record of daily fuel schedule - all fuel slips from all branches

Data Captured (Billing Dept) (2014 - 2015)

Key responsibilities

• Data capturer - billing department
• General admin duties - filling
• Capture daily waybills on the system - Win Freight
• Submitting all monthly invoices and pod's for 61+ clients for hand delivery and also e-mailing hard copies
• Checking admin clerk's and data capturers capturing on a daily basis for mistakes - Correcting
• Checking and emailing daily preliminary invoicing to clients
• Daily checking of reports - Weight & Items discrepancy - Waybill Process - Billed Waybills - Correcting all mistakes
• Changing Fuel price on Win Freight system monthly
• Changing rates of customers on the Win Freight annually
• Dealing with daily customer queries
• Request outstanding waybills from all branches

Reason for leaving: Retrenched due to Covid

Creditors Clerk

Key Responsibilities

• Attend to all creditors queries
• Capture invoices on React Solutions Systems
• Generate monthly payments
• Reconciliations of accounts
• Running month end reports
• Meeting deadlines (25th and 30th/31st)
• Following up on outstanding queries
• General administrative duties
• Petty Cash
• Faxing/mailing remittances and claims to relevant suppliers
• Making sure COD payments are paid in time
• Dealing with claims and goods returned
• Dealing with the buyers on daily basis
• Assisting receptionist in - Answering calls - Screen and direct calls - taking and replying of messages - providing correct and relevant information to callers - dealing with queries from the public

Reason for leaving: received a better opertunity.

Debtors Clerk

Key Responsibilities

• Reconciling of invoices to make sure the invoices are correct
• General Telephone queries
• Managing and booking client visits & vehicle claims
• Managing stock count
• Generate invoices and statements
• Reconciling accounts on a weekly basis
• Collection of payments to meet strict deadlines
• Taking orders and crate invoices for deliveries
• Petty Cash - Cash up 4 times per day - Daily
• Resolving queries and gather and analyze information relative to credit applications

Reason for leaving: Received a better opportunity

Data Capture Clerk / Billing Department

Key Responsibilities

• Handling queries
• Capturing waybills
• Check unbilled waybills report and correct
• Check and reconcile the weight and items discrepancy report
• Scanning waybills that need to be captured in specified system and capture for invoicing
• Assisting with the monthly accounts - Import all waybills and send reports to all required branches
• Filling all documentation in quality order
• Experienced with the proprietary software
• Systems worked on - Win Freight Systems
• Other - MS Office

Reason for leaving: Contract ended

Data Capture Clerk

Key responsibilities

• Receiving of all POD's
• Sort waybills according to different clients
• Scanning in the pods of the previous day
• Editing and update on the required system
• Updating the dlv's (Delivered Cargo) on the system daily
• Capture the waybills on the required computer system
• Filling of all waybills in a correct manner
• Assisting clients with enquiries
• Exporting file for daily pods
• Exporting invoicing file
• Keep statistics record of all losses ports, cargo that is returned report, delivery daily trip sheets report
• Systems worked on: Win Freight, Lotus Notes, Cevit & E-Doc System

Reason for leaving: Contract ended.