The primary function of the Accounts Payable Clerk is to:

• Ensure the accuracy of the liabilities reflecting in Accounts Payable by reconciling the Netsuite ledger to the statements received from suppliers on a regular basis;
• Facilitate supplier payments in an efficient and timely manner whilst ensuring the adherence to specified procedures and processes.

If done right this will have a positive impact by:

• Aiding cash flow planning;
• Improving relationships with suppliers, which can ultimately lead to extended terms, better discounts and better credit limits;
• Positively impacting the sales team’s ability to service the needs of our customers.

Conversely , failure to do this will result in:

• The businesses inability to plan cash flow properly;
• Dissatisfied suppliers which can lead to terms and limits being reduced;
• A negative impact on the sales team’s ability to service our customers because of accounts being placed on hold, which could ultimately result in customers taking their business elsewhere.

In order to achieve the above there are three elements that need to be managed:

• Supplier database – familiarise yourself with the accounts that are assigned to your name. Ensure data on the supplier account is complete.
• Supplier reconciliations
  • Supplier Statements managed from Netsuite
  • Reconciliation logged in the required manner in Netsuite. Arrive at a reconciled restated position by adjusting the supplier statement balance by entries the supplier needs to account for and adjusting the Netsuite amount by entries that Rubicon needs to account for. We should never pay more than the supplier is asking for;
  • Once the reconciliation is complete a journal must be captured to the payment release control account (supplier account 4404) and allocations attended to on supplier account;
  • Queries to be escalated for resolution – both internal and external
  • Communication with supplier should include:
    • Attending to queries
    • Sharing remittances to ensure allocations are attended to as expected

• Adhoc supplier payments managed through payment tasks in Netsuite
  • There will from time to time be requests for ad hoc functions to be performed. These will include audit requests, system walkthroughs, and enhancement of system processes.

Key performance indicators

• Reconciliation completeness. The expectation is that all assigned accounts are reconciled at least once per month.
• Payment task management. Making sure tasks are attended to within the week and that paid tasks are marked complete.
• Supplier database completeness

Role requirements are:

• Matric/NQF4 level qualification essential
• Minimum of 3-5 years of relevant accounts payable/creditors experience with specific reference to supplier reconciliations
• Proficiency in excel
• Experience with Netsuite or similar ERP
• Ability to plan daily work requirement to achieve monthly targets
• Ability to work well under pressure and deliver to tight deadlines.
• Exceptional attention to detail, with a commitment to accuracy and reliability.
• Effective communication skills, both written and verbal, to present financial information clearly and concisely.