Mduduzi Nxumalo

• Accurately & within 24 hours of receiving the invoice:
• Perform matching between purchase requisition, purchase order & delivery note to invoices
• Capture approved & matched invoices/costs/credit notes in accounting software
• Allocate approved invoices to correct cost code/Centre
• Maintain vendor list and age analysis with ancillary information input by finance
• Request account statements from active suppliers at minimum monthly
• Complete creditors reconciliations month.
• Reconciling differences between t supplier statement and accounting records on approved template
• Identifying on the reconciliation all transactions that create the difference between the accounting records & suppliers' statement
• Ensuring creditor's reconciliations are completed accurately within deadlines
• For month end, ensuring all balances on the creditors aging accurately reflect amounts owed to suppliers or prepayments made to suppliers
• Correctly resolve any problems with creditor reconciliations without assistance
• Request outstanding invoices from suppliers as required in time for payment and processing within deadlines
• Ensuring invoices/credit notes are not captured on accounting software more than once
• Ensuring invoices are not paid more than once
• Ensure payments are allocated daily and age analysis is maintained by clearing open transactions and payments
• Ensure all invoices captured comply with SARS & other legal requirements including but not limited to:
• Correct VAT numbers
• VAT amounts are correctly calculated and displayed on invoices
• Valid description of goods or services listed on invoices
• Correct Company names
• Correct corporate addresses
• Match supporting documents to expense claims as required within 24 hours of receiving a claim
• Payments to suppliers:
• Submit only valid and authorized invoices/costs for payment
• Load balances to be paid to suppliers after approval of creditors' reconciliations
• Ensure suppliers are paid in accordance with payment terms of the creditor's account
• Ensure only invoices that have been processed are submitted for payment (unless advance payment is required and has been authorized)
• Only load valid and authorized payments on banking application
• Accurately load banking details of the supplier, amount to be paid to the supplier & payment reference on the banking system when required
• Accurately and timeously complete other reconciliations as requested and required
• 
  
• Comply with finance department processes and procedures
• Assist treasury department by accurately:
• Taking walk-in customer payments, including cash payments
• Assisting customers with finance queries on the telephone
• Maintaining professional working standards, respecting confidentiality, and professional work ethic
• 
  
• 
  
• Engage with stakeholders at operational level to address any service delivery issues
• Comply with all legislation relating to accounting matters
• Identify internal control weaknesses and assist in developing and implementing improvement opportunities
• Ensure compliance with SLA criteria (specific to area of responsibility)
• Keep abreast on legal and regulatory issues relating to accounting matters
• Comply with Safety, Health and Environment standards
• Review audit instructions and compile/prepare supporting documentation for audit process
• Resolve audit queries and discuss with internal / external auditor where required

Reconciliation Tasks:

• Invoice Processing: Processes invoices and credit notes.
• Reconciliation: They reconcile supplier statements with the accounts payable ledger, identifying and resolving any discrepancies.
• Payment Runs: Creditors Clerks prepare payment runs by selecting invoices due for payment and generating payment instructions for approval. Ensure timeously and accuracy of payment runs, address queries quickly and effectively.
  Communicate Remittance advices with Suppliers and ensure Supplier Statement are correct and if not that issue is resolved.
  
• Creditor Account Maintenance: Maintain accurate and up-to-date creditor accounts, including contact information and payment terms. Resolve queries in timeous and accurate fashion.
  
• Handling Queries: Creditors Clerks handle queries from suppliers and internal departments regarding payments, invoices, and account statuses.
• Month-End Reporting: Prepare month-end accounts payable reports and analysis for management review.
• Email Management: Monitoring accounts payable email inbox and addressing incoming invoices and communications promptly.
• Ad Hoc Projects: Creditors Clerks support finance team with ad hoc projects related to process improvement or financial audits.

Administrative and Communication Tasks:

Filing:

• All invoices, statements, and payments are to be filed both physically and electronically on SharePoint.
• Certificates and affidavits are kept up to date.

Internal communications:

• Escalation procedures to FM and other departments were appropriate.

Reconciliation:

• To be up-to-date and complete weekly.
• Balance (relevant) GL accounts.

Policies and other:

• Ensure PO’s exist, are correctly and signed of correctly.
• Ensure GRV’s have been captured for all stock and delivery notes exist for no-stock items.
• Ensure correlation between PO’s and GRV’s.
• Check, confirm and/or correct supplier accounts.
• Error resolution and other ad hoc responsibilities.

Financial Reporting:

• Process invoices on a daily basis and at month end by the morning of the 2nd working day
• Balance the aged analysis to the general ledger by the 2nd working day and ensure all documents are applied where appropriate
• Ensuring there is minimal outstanding items on the GRN suspense reports and all outstanding items must have valid explanations
• Follow-up on price queries with Procurement Department
• Follow up on outstanding receipts with Stores
• Ensuring all invoices are authorized by budget holder, has the correct PO number and VAT numbers
• Ensure all invoices match up with the receipts
• Payments of creditors should be done timeously and accurately
• Report any deviation, or potential deviation from standard processes and/or procedures

Financial Management:

• Prepare Creditors Reconciliations on Accpac using the Advanced Remittance Module
• Send Remittances to suppliers
• Ensure minimal outstanding items on the Remittance Advices
• There must be a detailed explanation of all outstanding items on the Remittance Advices
• Ensure procedures are enforced by checking that all documents are in order (eg. Goods vs services)
• All documents must be authorized and filed correctly at all times
• Provide documents to accountants for tax return purposes
• Original tax invoices required in all instances

• Creditors clerk
• Process supplier invoices
• Agree supplier invoices to purchase orders and delivery notes ensuring accuracy
• Prepare and submit supplier recons for local and foreign creditors
• Maintain petty cash register
• Process petty cash cashbook on Pastel
• Resolve supplier queries promptly
• Process expense claim forms
• Processing of credit card statements
• Ensure correct allocations to the general ledger as well as cost centers
• Ensure supplier recons are given on time for payment within the specific terms of the supplier
• Assist with audit queries
• Assist in new credit applications with suppliers

• Full accounts payable function for all our corporate entities (full PO to invoice cycle).
• Collaborate with the relevant departments to ensure accurate allocation of costs across various sites and cost centres.
• Review monthly AP Age Analysis and effectively managing all supplier queries.
• Processing of cashbook transactions.
• Assist with accounting month-end and year-end close processes for smaller entities.
• Ensure monthly GL and bank reconciliations are completed timeously and accurately.
• Ensure weekly payments (local & foreign) are done on time and accurately.
• Responsible for weekly FX purchases, or when required.
• Ensure accurate management of intercompany accounts, including posting and payment.
• Ensure effective communication with end users.
• Manage petty cash and preparation of the monthly recon.
• First review of monthly cost reporting for corporate cost centres.
• Assist the regional Senior Accountant with Ad-hoc requests.

• • Timeously and accurately process all relevant documentation related to the sales and export of bulk manganese.
• • Responsible for entering, maintaining, and reconciling monthly debtor's invoices.
• • Prepares/handles requisitions and processes invoices to debtors.
• • Compiles and maintains accounts receivable records by checking and approving invoices for billing.
• • Prepares invoice notices, as necessary.
• • Answers all customer inquiries pertaining to invoices raised.
• • Analyses customer accounts and discusses terms in collaboration with line management to meet customer requests where possible.
• • Maintains all accounts receivable files.
• • Prepares analysis of accounts, as required, and assists in monthly closings.
• • Prepare and present documents to the bank in line with LC

• Accounts Payables:
• Creditors Reconciliation, Invoice Processing, Preparing payment requisition, Responsible for reconciliation of general ledger and ensuring the clearance of outstanding items, Responsible for reconciliation Supplier statements and the collection of unprocessed documents, Collection of accurate information such as banking detail in formal format, Reconciliation of Supplier statements and the collection of unprocessed documents, Bank Reconciliation, Reconciliation of Accruals and Prepayments
• Maintained filing system and organized customer documents for easy retrieval of information.
• Supported administrative staff with timely completion of daily tasks, ensuring smooth office operations.