Bookkeeper/Accountant/Accounts payable clerk/Accounts receivable clerk

Day-to-day financial management

Creditors/Payables: Create vendor/supplier accounts on Excel, Sage 200 Evolution to capture client details and transactions. Issue a purchase order after receiving a signed and fully authorized purchase requisition form by relevant officers & management. Request quotation/pro-former invoice from the supplier for final approval. Once approved, request a tax invoice and statement. Include the invoice in the cashflow according to priority and later include in a payment batch. Request statements from all suppliers every first week of the month. Reconcile each supplier account weekly & monthly. Capturing and supplier payments on the Nedbank Online Banking. File all soft & hard copies of requisition forms, purchase orders, quotes/pro-former invoices, tax invoices, statements, proofs of payment, delivery notes & recons systematically. Verify if invoices meeting all tax invoice requirements as per SARS guidelines. Prepare detailed and summary creditors report for the finance manager. Effective control of debit orders by ensuring that intercompany transfers are processed so that all accounts have sufficient funds. Accurately matching all supplier invoices to delivery notes and purchase orders. Reconciling the accounts payable ledger to ensure that all invoices and payments are accounted for and properly posted. Verifying and investigating discrepancies, if any, by reconciling vendor accounts and monthly vendor statements.

Debtors/Receivables: Create client accounts  Sage 200 Evolution to capture client details and transactions. Prepare invoice for the Corporate Education department. Reconcile student accounts as per company policies and procedures

Day-to-day financial management

Creditors/Payables: Collect, review and file all supplier SLAs/Contracts/Agreements. Create vendor/supplier accounts on Excel, SAP, FinCon & Sage 200 Evolution to capture client details and transactions. Issue a purchase order after receiving a signed and fully authorized purchase requisition form by relevant officers & management. Request quotation/pro-former invoice from the supplier for final approval. Once approved, request a tax invoice and statement. Include the invoice in the cashflow according to priority and later include in a payment batch. Collate paper work to obtain approval from management to load payments on the online banking systems. Request statements from all suppliers every first week of the month. Reconcile each supplier account weekly & monthly. Capturing and verifying all payments on the ABSA, Nedbank & FNB Online Banking. File all soft & hard copies of requisition forms, purchase orders, quotes/pro-former invoices, tax invoices, statements, proofs of payment, delivery notes & recons systematically. Verify if invoices meeting all tax invoice requirements as per SARS guidelines. Prepare detailed and summary creditors report for the finance manager. Effective control of debit orders by ensuring that intercompany transfers are processed so that all accounts have sufficient funds. Accurately matching all supplier invoices to delivery notes and purchase orders. Reconciling the accounts payable ledger to ensure that all invoices and payments are accounted for and properly posted. Verifying and investigating discrepancies, if any, by reconciling vendor accounts and monthly vendor statements. Negotiate discounts, payment terms, credit facility, credit limits. Maintain good relationship with clients

Debtors/Receivables: Collect, review and file all supplier SLAs/Contracts/Agreements from the sales coordinator & company corporate secretary. Create client accounts on Excel, FinCon, & Sage 200 Evolution to capture client details and transactions. Obtain a purchase order after receiving a signed and fully authorized from the client. Request a fully signed and authorized quotation from the sales coordinator to compare with client purchase order, SLA, internal delivery notes, supplier invoice & procurement register to invoice client according to what has been delivered to the client. Request meter readings from technical department to bill the client. Use National Treasury’s Consumer Price Adjusted to bill according to the CPAs issued quarterly. Issue a tax invoice and statement to clients monthly, also as and when needed. Confirm receipt of invoice with client over the phone and on email, then later follow up on payment to ensure payment date. Request bank statements from management to reconcile cash received per client per photocopy machine per invoice so that I can update accounts accordingly. File all soft & hard copies of purchase orders, quotes, tax invoices, statements, proofs of payments & recons systematically. Verify if invoices meeting all tax invoice requirements as per SARS guidelines. Prepare detailed and summary debtors report for the finance manager. Load cash transfers to call account to earn interest. Verifying and investigating discrepancies, if any, by reconciling vendor accounts and monthly vendor statements. Attend to client queries and ensure that all accounts are up to date, follow up on overdue accounts. Maintain good relationship with suppliers.

Petty Cash Management: Request weekly petty cash funds from management and record on cash receipt book. Review petty cash requisition forms if the HOD has signed for approval, valid reason to request funds, three quotes have been obtained, management has signed for approval before issuing cash. Follow up on cash slips/invoices to make copies and file. Verify if goods were delivered. Record all cash received and cash issued on Excel, the reconcile against cash slips/invoices. Submit petty cash recon, remaining cash and all supporting paper work to the financial manager for review before requesting a top-up. Record all petty cash activities on Sage

Statutory submissions / Compliance: Ensure that PAYE, VAT, COIDA & CSD are compliant.

Payroll: Ensure employee information is obtained on a new employee form will all supporting documents. Record employee information on Sage Payroll. Collect monthly payroll inputs from HR such as annual leave, sick leave, unpaid leave, overtime, salary adjustments and terminations. Submit payroll for approval, load payroll for finance manager and CEO to release. Reconcile PAYE, UIF & SDL for FM to review, submit and make payment to SARS

VAT: Preparing all supporting documents for input and output vat. Preparing and reconciling vat report for review by FM and submit return.

Financial Planning, Budgeting & Forecasting: Update plans and forecasts in response to new threats and opportunities, identifying risk areas early enough to rectify issues before they are serious. Identify and analyze the impact of changes as they occur. Strengthen the links between operational and financial plans. Better plan and predict cash flows. Improve communication and collaboration among plan contributors. Consistently deliver timely, reliable plans and forecasts, plus contingency plans, for a range of possible events. Analyze variances and deviations from plans and promptly take corrective action. Create a budget specifically for growth and having confidence in how much can be spent. More accurately manage sales pipelines while tracking performance against targets. Make more confident strategic decisions based on hard data, instead of hopes or guesswork. Provide evidence of the company’s future trajectory to potential investors and lending institutions based on multiple data sources and sophisticated analysis

Administrative Support to FM: Assist in the preparation of regularly scheduled reports. Develop and maintain a filing system. Update and maintain company policies and procedures. Maintain contact lists. Submit and reconcile expense reports. Provide general support to other departments. Act as the point of contact for external clients. Liaise with HODs to handle requests and queries from senior managers.

Preparing monthly management accounts for 4 companies; Managing daily operations & staff

Creditors/Payables: Collect, review and file all supplier SLAs/Contracts/Agreements. Create vendor/supplier accounts on Excel, QuickBooks & Sage One Accounting to capture client details and transactions. Issue a purchase order after receiving a signed and fully authorized purchase requisition form by relevant officers & management. Request quotation/pro-former invoice from the supplier for final approval. Once approved, request a tax invoice and statement. Include the invoice in the cashflow according to priority and later include in a payment batch. Collate paper work to obtain approval from management to load payments on the online banking systems. Request statements from all suppliers every first week of the month. Reconcile each supplier account weekly & monthly. Capturing and verifying all payments on the Standard Bank Online Banking. File all soft & hard copies of requisition forms, quotes/pro-former invoices, tax invoices, statements, proofs of payment, delivery notes & recons systematically. Verify if invoices meet all tax invoice requirements as per SARS guidelines. Prepare detailed and summary creditors report for the directors. Effective control of debit orders by ensuring that intercompany transfers are processed so that all accounts have sufficient funds. Accurately matching all supplier invoices to delivery notes. Reconciling the accounts payable ledger to ensure that all invoices and payments are accounted for and properly posted. Verifying and investigating discrepancies, if any, by reconciling vendor accounts and monthly vendor statements. Negotiate discounts, payment terms, credit facility, credit limits. Maintain good relationship with clients

Debtors/Receivables: Collect, review and file all supplier SLAs/Contracts/Agreements from the sales coordinator & company corporate secretary. Create client accounts on Excel, QuickBooks & Sage One Accounting to capture client details and transactions. Obtain a purchase order after receiving a signed and fully authorized from the client. Request a fully signed and authorized quotation to compare with client purchase order, and a signed agreement, in order to allocate funds for a project (Activation or competition). Issue a tax invoice and statement to clients monthly, also as and when needed. Once invoice is approved by client, load invoice on Astron Energy’s payment system (ARIBA). Confirm receipt of invoice with client over the phone and on email, then later follow up on payment with the releasing officers. Regularly check on ARIBA if payment has been released by client and request bank statements to confirm receipt so that I can update accounts accordingly. File all soft & hard copies of purchase orders, quotes, tax invoices, statements, proofs of payments & recons systematically. Verify if invoices meeting all tax invoice requirements as per SARS guidelines. Prepare detailed and summary debtors report for the finance manager. Load cash transfers to call account to earn interest. Verifying and investigating discrepancies, if any, by reconciling vendor accounts and monthly vendor statements. Attend to client queries and ensure that all accounts are up to date, follow up on overdue accounts. Maintain good relationship with suppliers.

Petty Cash Management: Request weekly petty cash funds from management and record on cash receipt book. Review petty cash requisition forms if the directors has signed for approval, valid reason to request funds, three quotes have been obtained before issuing cash. Follow up on cash slips/invoices to make copies and file. Verify if goods were delivered. Record all cash received and cash issued on Excel, the reconcile against cash slips/invoices. Submit petty cash recon, remaining cash and all supporting paper work to the financial manager for review before requesting a top-up. Record all petty cash activities on QuickBooks & Sage One Accounting

Statutory submissions / Compliance: Ensure that PAYE, VAT, COIDA & CSD are compliant.

Payroll: Ensure employee information is obtained on a new employee form will all supporting documents. Record employee information on Sage Payroll. Collect monthly payroll inputs from receptionist such as annual leave, sick leave, unpaid leave, overtime, and terminations. Submit payroll for approval, load payroll for the director to release. Reconcile PAYE, UIF & SDL for consultant to review, submit and make payment to SARS

VAT: Preparing all supporting documents for input and output vat. Preparing and reconciling vat report for review by consultant and submit return.

Financial Planning, Budgeting & Forecasting: Update plans and forecasts in response to new threats and opportunities, identifying risk areas early enough to rectify issues before they are serious. Identify and analyze the impact of changes as they occur. Strengthen the links between operational and financial plans. Better plan and predict cash flows. Improve communication and collaboration among plan contributors. Consistently deliver timely, reliable plans and forecasts, plus contingency plans, for a range of possible events. Analyze variances and deviations from plans and promptly take corrective action. Create a budget specifically for growth and having confidence in how much can be spent. More accurately manage sales pipelines while tracking performance against targets. Make more confident strategic decisions based on hard data, instead of hopes or guesswork. Provide evidence of the company’s future trajectory to potential investors and lending institutions based on multiple data sources and sophisticated analysis

Project Monitoring: Create control chart to monitor the project’s quality. Continually track, review, adjust and report on the project’s performance. Measuring planned performance vs actual performance. Ongoing assessment of the project’s performance to identify any preventive or corrective actions needed. Keeping accurate, timely information based on the project’s output and associated documentation. Providing information that supports status updates, forecasting and measuring progress. Delivering forecasts that update current costs and project schedule. Monitoring the implementation of any approved changes or schedule amendments.

WBS Administration: Use a Work Breakdown Structure to break a project down into small units of work, or sub-tasks to make the work easier to manage and evaluate and to easily detect unacceptable variances, keep the project under control and allow for easier progress verification.

Project Information & Reporting: Developing a project plan. Managing deliverables according to the plan. Recruiting project staff

Leading and managing the project team. Establishing a project schedule and determining each phase. Assigning tasks to project team members. Reporting to upper management by constantly scheduling status update meetings.

Administrative Support to the directors: Assist in the preparation of regularly scheduled reports. Develop and maintain a filing system. Update and maintain company policies and procedures. Maintain contact lists. Submit and reconcile expense reports. Provide general support to other departments. Act as the point of contact for external clients. Liaise with HODs to handle requests and queries from senior managers.

Cashbook reconciliation for all Company accounts. Provide support in the development and implementation of policies, procedures to improve the control environment. Provide support with cashflow. Maintaining asset register

Preparing management accounts; Cashbook reconciliation; Diesel logs recon; Monthly payroll capturing  processing

Creditors/Payables: Collect, review and file all supplier SLAs/Contracts/Agreements. Create vendor/supplier accounts on Excel, & Pastel Partner V17 to capture client details and transactions. Issue a purchase order after receiving a signed and fully authorized purchase requisition form by relevant officers & management. Request quotation/pro-former invoice from the supplier for final approval. Once approved, request a tax invoice and statement. Include the invoice in the cashflow according to priority and later include in a payment batch. Collate paper work to obtain approval from management to load payments on the online banking systems. Request statements from all suppliers every first week of the month. Reconcile each supplier account weekly & monthly. File all soft & hard copies of requisition forms, quotes/pro-former invoices, tax invoices, statements, proofs of payment, delivery notes & recons systematically. Verify if invoices meet all tax invoice requirements as per SARS guidelines. Prepare detailed and summary creditors report for the directors. Effective control of debit orders by ensuring that intercompany transfers are processed so that all accounts have sufficient funds. Accurately matching all supplier invoices to delivery notes. Reconciling the accounts payable ledger to ensure that all invoices and payments are accounted for and properly posted. Verifying and investigating discrepancies, if any, by reconciling vendor accounts and monthly vendor statements.

Debtors/Receivables: Collect, review and file all supplier SLAs/Contracts/Agreements from the sales coordinator & company corporate secretary. Create client accounts on Excel, Pastel Partner V17 to capture client details and transactions. Obtain a purchase order after receiving a signed and fully authorized from the client. Request a fully signed and authorized quotation to compare with client purchase order, and a signed agreement, in order to allocate transactions. Issue a tax invoice and statement to clients monthly, also as and when needed. File all soft & hard copies of purchase orders, quotes, tax invoices, statements, proofs of payments & recons systematically. Verify if invoices meeting all tax invoice requirements as per SARS guidelines. Prepare detailed and summary debtors report for the finance manager. Load cash transfers to call account to earn interest. Verifying and investigating discrepancies, if any, by reconciling vendor accounts and monthly vendor statements. Attend to client queries and ensure that all accounts are up to date, follow up on overdue accounts. Maintain good relationship with suppliers.

Petty Cash Management: Request weekly petty cash funds from management and record on cash receipt book. Review petty cash requisition forms if the directors has signed for approval, valid reason to request funds, three quotes have been obtained before issuing cash. Follow up on cash slips/invoices to make copies and file. Verify if goods were delivered. Record all cash received and cash issued on Excel, the reconcile against cash slips/invoices. Submit petty cash recon, remaining cash and all supporting paper work to the financial manager for review before requesting a top-up. Record all petty cash activities on Pastel

Full financial function; Preparing monthly management accounts;

Creditors/Payables: Collect, review and file all supplier SLAs/Contracts/Agreements. Create vendor/supplier accounts on Excel, & Pastel to capture client details and transactions. Issue a purchase order after receiving a signed and fully authorized purchase requisition form by relevant officers & management. Request quotation/pro-former invoice from the supplier for final approval. Once approved, request a tax invoice and statement. Include the invoice in the cashflow according to priority and later include in a payment batch. Collate paper work to obtain approval from management to load payments on the online banking systems. Request statements from all suppliers every first week of the month. Reconcile each supplier account weekly & monthly. Capturing and verifying all payments on the Standard Bank Online System. File all soft & hard copies of requisition forms, purchase orders, quotes/pro-former invoices, tax invoices, statements, proofs of payment, delivery notes & recons systematically. Verify if invoices meeting all tax invoice requirements as per SARS guidelines. Prepare detailed and summary creditors report for the finance manager. Effective control of debit orders by ensuring that intercompany transfers are processed so that all accounts have sufficient funds. Accurately matching all supplier invoices to delivery notes and purchase orders. Reconciling the accounts payable ledger to ensure that all invoices and payments are accounted for and properly posted. Verifying and investigating discrepancies, if any, by reconciling vendor accounts and monthly vendor statements. Negotiate discounts, payment terms, credit facility, credit limits. Maintain good relationship with clients

Debtors/Receivables: Collect, review and file all supplier SLAs/Contracts/Agreements from the sales coordinator & company corporate secretary. Create client accounts on Excel, & Pastel to capture client details and transactions. Obtain a purchase order after receiving a signed and fully authorized from the client. Request a fully signed and authorized quotation from the sales coordinator to compare with client purchase order, SLA, internal delivery notes, supplier invoice & procurement register to invoice client according to what has been delivered to the client. Request meter readings from technical department to bill the client. Use National Treasury’s Consumer Price Adjusted to bill according to the CPAs issued quarterly. Issue a tax invoice and statement to clients monthly, also as and when needed. Confirm receipt of invoice with client over the phone and on email, then later follow up on payment to ensure payment date. Collate paper work to obtain approval from management to load payments on the online banking systems. Request bank statements from management to reconcile cash received per client per photocopy machine per invoice so that I can update accounts accordingly. File all soft & hard copies of purchase orders, quotes, tax invoices, statements, proofs of payments & recons systematically. Verify if invoices meeting all tax invoice requirements as per SARS guidelines. Prepare detailed and summary debtors report for the finance manager. Load cash transfers to call account to earn interest. Verifying and investigating discrepancies, if any, by reconciling vendor accounts and monthly vendor statements. Attend to client queries and ensure that all accounts are up to date, follow up on overdue accounts. Maintain good relationship with suppliers.

Petty Cash Management: Request weekly petty cash funds from management and record on cash receipt book. Review petty cash requisition forms if the HoD has signed for approval, valid reason to request funds, three quotes have been obtained, management has signed for approval before issuing cash. Follow up on cash slips/invoices to make copies and file. Verify if goods were delivered. Record all cash received and cash issued on Excel, the reconcile against cash slips/invoices. Submit petty cash recon, remaining cash and all supporting paper work to the financial manager for review before requesting a top-up. Record all petty cash activities on Sage

Statutory submissions / Compliance: Ensure that PAYE, VAT, COIDA & CSD are compliant.

Payroll: Ensure employee information is obtained on a new employee form will all supporting documents. Record employee information on Sage Payroll. Collect monthly payroll inputs from HR such as annual leave, sick leave, unpaid leave, overtime, salary adjustments and terminations. Submit payroll for approval, load payroll for finance manager and CEO to release. Reconcile PAYE, UIF & SDL for FM to review, submit and make payment to SARS

VAT: Preparing all supporting documents for input and output vat. Preparing and reconciling vat report for review by FM and submit return.

Financial Planning, Budgeting & Forecasting: Update plans and forecasts in response to new threats and opportunities, identifying risk areas early enough to rectify issues before they are serious. Identify and analyze the impact of changes as they occur. Strengthen the links between operational and financial plans. Better plan and predict cash flows. Improve communication and collaboration among plan contributors. Consistently deliver timely, reliable plans and forecasts, plus contingency plans, for a range of possible events. Analyze variances and deviations from plans and promptly take corrective action. Create a budget specifically for growth and having confidence in how much can be spent. More accurately manage sales pipelines while tracking performance against targets. Make more confident strategic decisions based on hard data, instead of hopes or guesswork. Provide evidence of the company’s future trajectory to potential investors and lending institutions based on multiple data sources and sophisticated analysis

Processing of PAYE, UIF, SDL, VAT & IT14; Capturing and

verifying all payments on the Standard Bank Business Online Banking;

Processing journals on Pastel; Petty cash administration;

Processing of payroll for payment;

Provide support in the development and implementation of policies, procedures to improve the control environment.

Provide support with budgeting and tracking against budgets

Provide support with cashflow & financial planning

Cashbook reconciliation; maintenance of all intercompany accounts;

Inter-company reconciliations;

Responsible to review debtors and creditors reports from the Junior Finance Administrator

Responsible for day-to-day operations

• Provide proactive support to the financial manager
• Ensure full compliance with all finance policies;
• Preparation of Cashbook reconciliations;
• Support finance in achieving calendar deadlines;
• General processing by ensuring that journals are captured accurately and effectively;
• Preparation of VAT, PAYE, UIF, SDL reconciliations and ensure payments are made on time;
• Enforcement of the company’s internal controls and procedures;
• Reconciling bank statements;
• Preparation of daily cash flow for submission to executive directors;
• Capturing of payments onto the Standard Bank Business Online Banking system once payables and expenses have been approved by relevant authorising officer;
• Preparation of creditors’ reconciliations;
• Ensure internal and external audit recommendations are implemented;
• Conduct internal audit;
• Assist in continuing improvement in day to day finance deliveries;
• Monitor balance of bank accounts on a daily basis;
• Facilitate bank transfers;
• Follow up on payments with debtors;
• Receive & check all creditors invoices;
• Provide creditors with a Remittance advice;
• Handle all creditors queries;
• Ensure that purchase requisitions are signed by relevant officer before the order is placed;
• Reviewing payroll before forwarding to H/O for approval each month;
• Do all relevant payments pertaining to salaries i.e. garnishee orders, transport, on a monthly basis;
• Prepare Balance sheet, Income Statement YTD, Divisional Income statement and Income Statement on a monthly basis;
• Prepare Management Pack for EXCO meetings on a monthly basis and for the Board meetings on a quarterly;
• Creditors reconciliation;
• Leave reconciliations;
• Calculating interest on VAT, PAYE, AVIMS loan, Shareholder loan, etc
• Daily cash-flow reconciliation;
• Purchasing of Internet bandwidth from ZSD;
• Assisting and facilitating in external audit;
• Providing necessary financial information for tender applications;
• Preparation of Divisional monthly accounts;
• Facilitating IRP5 process with Softline VIP; and
• Petty cash management