Job Description

Overview:

• To secure on time invoice registration for goods and services enjoyed and maintain an accurate Accounts Payable Ledger
• Accounts Payable Sub-ledger integrity - account reconciliations,
• Vendor payment accuracy - review aging profile; follow up on, arrange for settlement or allocate payments; investigate and resolve vendor queries
• Reporting in dispute accounts and as required to monitor AP performance
• Accurate vendor invoice processing
• Maintaining vendor and internal relations to ensure vendor accounts do not fall overdue or the companys account with the vendor being put on hold

• Maintaining a high quality Accounts Payable (AP) sub-ledger on Navision having been being designated the principle point of contact for a specific vendor list i.e. Contractor Accounts - EMEA and APAC.

• Receipting invoices received i.e., checking the vendor invoices received, printing them off and filing them as in process to avoid duplicate processing (Daily)
• Verifying invoices received i.e., checking vendor existence, checking the billing entity, checking PO quoted and exists, checking goods receipted (GR), amounts match the PO or are covered by to PO (for partial PO call offs), checking the currencies match and the bank account payee details are quoted on the invoice or vendor card, checking the computation/completeness on the invoice, etc. (Daily)
• Maintaining the query register and pursuing the process for handling incomplete and unverified invoices received for processing (Daily)
• Registering the invoice on the AP sub-ledger (Daily)
• Sorting and filing the posted invoices (Daily)
• Credit note application for credit notes received to clear disputed vendor invoices registered (Daily)
• Signing off / reconciling designated vendor accounts with respect their status on the AR sub-ledger - with respect to unpaid balances, unapplied payments / credit notes and any other irregular open item postings on the account. (Weekly)
• Ensuring vendors are notified of invoices deemed in dispute promptly - requiring:

• Regular calls and emails to key contacts in the vendor accounts payable unit
• Attending to queries raised by vendors
• Liaising with the internal teams to ensure queries are solved timeously
• Notifying vendor accounts designated of rejected invoices - invoices not registered as a result of being incomplete, unverified or inaccurate. (Daily)
• Escalating key vendor accounts designated as in dispute after own efforts have been unsuccessful in resolving vendor queries internally. (Daily)
• Maintaining the AP Error Report i.e., it must be up-to-date; reflect accurate comments based on own inquiries. (Daily)
• Prepare the Payment Proposal List - a list of invoices to be paid which fall due during the week with a value date up to the next Sunday of the week (if this task is applicable). (Weekly)
• Clearing Unallocated Payments (payment made and confirmed by the Vendor issued Vendor Statement as an overpayment or memo as due for refund) to a designated Balance Sheet / Suspense Account. (Weekly)
• Reconciling vendor statements to AP ledger and escalating any material findings or differences (Weekly) and/or issuing periodic important vendor statements to designated vendor accounts for the confirmation of balances. (Monthly)

• B Com/M Com/ MBA Finance/Accounting Technician or Diploma in Accounting / Bookkeeping or Part-qualified ACMA/CA/ACCA

NSC Global