Duties and Responsibilities: Creditors Direct Suppliers:Direct point of contact between the store administration department and centralised head officeDirect point of contact between multiple suppliers and head officeReceiving of all documentation from store administration department and review therefore, to confirm that documents are accurate and complete.Review of transactions on accounting system to supporting documentation, to ensure that transactions were captured validly, completely and accurately.Filing of documentation received from the operations, in a orderly manner.Ensuring that DCPs (Disciplines, controls and procedures) have been adhered to, as it relates to documentation prepared by receiving department, cash office and admin department.Reporting to operations managers on non-compliance with controls.Operations visits as required (minimum of two visits a month)Reconciliation of daily sales and purchases between the accounting system to operations systemPreparation of creditors reconciliations and submission to manager on a pre-determined date, for review.Resolution of outstanding supplier claims -timeouslyCreditors Dropshipment and Warehouse:Refers to those suppliers which supply goods to stores based on terms & prices negotiated by the DC.Goods are purchased by the store, directly from the supplier.The DC debits the store bank account weekly with amounts payable by the company to the dropshipment suppliersThe DC then settles the amount due by the company, with the supplier.Refers to purchases directly from the DCThe DC debits the store bank account weekly with amounts payable by the companyHighlight the documentation in the boxes' for their respective store:Agree all invoices & claim documents to the GRV Listing ensuring that name of the supplier and amounts (Gross, VAT, Net) per invoice agrees to the GRV ListingCreditors clerk to agree transaction numbers per the invoice (appears on admin stamp) to the transaction number per the GRV listingCreate a missing list to be sent back to the store admin, setting out all transactions per the GRV summary list where supporting documents were not sent to head officeReview invoices and confirm that that the following is correct:The invoice is addressed to the correct registered nameThe company VAT number is stated correctlyThe GRV stamp was correctly completed by receiving staffReview claim forms and ensure that they were completedTieing up' of invoices to the weekly statement:Statements are imported onto Easy accounts every Tuesday and covers transaction for the prior weekCreditors Clerk is to agree details of invoices to the statement.Name of supplier, Invoice number, Gross Amount, VAT amount, Net amountCreditors Clerk is to agree details of claims to the statement.Name of supplier, Claim number, Gross Amount, VAT amount, Net amountMatching on Easy accounts:Match dropshipment/warehouse entries imported onto Easyaccounts by the DC to the GRV's/ Claims raised by the store.Ensure that transaction numbers of entries agree priorto matching out entries on Easy Accounts.
i.e matching must not be done solely on agreeing amountsInvestigate differences identifiedReporting to Trends/ unusual items on the statement to Team Leader - on a weekly basis:Eg.
Overcharges raised weekly, for particular suppliersInvestigate and resolve long outstanding claims:Investigate rejected claims and take action to prevent similar rejectionsMonth End Related tasks:Expensing of Charges on the Dropshipment and Warehouse statementsEnsuring completeness and accuracy of monthly charges, expensedReporting Charges which may be invalid to Team LeaderCollating information for Store, for specific queries:Collate information and supporting documents as directed by team leader/ Financial ManagerBookkeeping Duties:Capturing of month end journals eg.
depreciation, expense accrualsMaintenance of the VAT Control accounts.Analysis of income and expenses for the month, with the view to ensure completeness, accuracy, validity of informationAnalysis of income and expenses for the month, with the view to: Find opportunity for cost savingsHighlight Expense trends favourable or unfavourable Highlight risks as it relates to controlsRequirements: Strong Understanding of Accounting PrinciplesExperience in applying Accounting PrinciplesExperience in Excel Software including basic formulas and analysis of excel worksheetExperience in bookkeeping and strong understanding of bookkeeping principlesOwn Transport.Managing accounts with major suppliers in the retail sector.Problem solvingGood Communication SkillsCredibility & Presence Maintaining relationships with all store stakeholders.Attention to detail/ accuracy/ timelinessDeadline DrivenGrowth Mindset