Creditors Clerk

CREDITORS CLERK

Crusade Logistics | Finance Department

Crusade Logistics is seeking a highly organised, accurate and experienced Creditors Clerk to join our Finance Department.

The successful candidate will be responsible for the full creditors/accounts payable function, ensuring that supplier invoices are processed accurately, reconciliations are completed on time, payments are prepared correctly, and all financial records and supporting documentation are maintained in accordance with company procedures.

This is a key role within the Finance Department and requires someone who is detail-oriented, deadline-driven and confident in dealing with both suppliers and internal departments.

Position: Creditors Clerk
Department: Finance
Reports To: Head of Finance
Employment Type: Full-Time
Location: Pinetown

KEY RESPONSIBILITIES

1. Purchase Order Management

• Raise Purchase Orders (POs) from approved internal requisitions.
• Ensure POs contain the correct supplier, description, quantities and values.
• Maintain and update the Purchase Order Tracker on a daily basis.
• Follow up with suppliers and internal departments regarding outstanding POs.
• Ensure all POs are receipted and closed within the required company timelines.
• Monitor open POs and ensure that no unauthorised PO remains outstanding for more than 30 days.
• Ensure all supporting documentation and approvals are in place before processing.
• Escalate outstanding or problematic POs to the relevant department or management.

2. Invoice Processing & Capturing

• Receive and process supplier invoices accurately and timeously.
• Verify invoices against approved Purchase Orders.
• Match invoices to POs and proof of delivery/service where applicable.
• Capture supplier invoices accurately onto Pastel Accounting.
• Allocate expenses to the correct General Ledger accounts and cost centres.
• Check VAT details and ensure invoices comply with statutory requirements.
• Ensure all required supporting documentation and approvals are attached before processing.
• Identify duplicate, incorrect or unauthorised invoices and resolve these before payment.
• Maintain accurate records of all invoices processed.

The role requires a strong focus on accuracy, with the job description specifying a target of 100% accurate invoice capturing.

3. Supplier Payments

• Prepare supplier reconciliations for payment.
• Verify supplier payment amounts against supplier statements and supporting documentation.
• Prepare payment schedules for management approval.
• Ensure payments are processed within agreed supplier payment terms.
• Follow up on outstanding invoices that may impact supplier payments.
• Maintain accurate records of payments processed.
• Ensure payment information is accurate before submission for approval.

4. Supplier Reconciliations

• Perform mid-month and month-end supplier reconciliations.
• Reconcile supplier statements against the company's age analysis.
• Investigate discrepancies between supplier statements and company records.
• Identify outstanding invoices, credits, payments and allocation errors.
• Resolve discrepancies promptly with suppliers and relevant internal departments.
• Ensure supplier accounts remain accurate, complete and up to date.

5. Supplier Queries & Relationship Management

• Respond professionally and timeously to supplier queries.
• Investigate invoice, payment and account discrepancies.
• Liaise with internal departments to obtain missing documentation or approvals.
• Follow up on outstanding queries until they are fully resolved.
• Aim to resolve outstanding issues within 72 hours where possible.
• Maintain professional and constructive relationships with suppliers.
• Escalate unresolved or high-risk queries to management when required.

6. Procurement Support

• Assist with sourcing goods and services when required.
• Obtain supplier quotations in accordance with company procurement procedures.
• Verify supplier pricing and details.
• Ensure required approvals are obtained before purchases are processed.
• Assist with maintaining compliance with company purchasing policies.
• Support cost-effective purchasing initiatives.

7. Financial Compliance & Controls

• Ensure all creditors transactions comply with company financial procedures.
• Maintain accurate physical and electronic financial records.
• Ensure invoices and supporting documents are properly filed.
• Assist with internal and external audits.
• Ensure financial records are available and properly maintained for audit purposes.
• Adhere to company policies, financial procedures and statutory requirements.
• Maintain confidentiality when dealing with financial and supplier information.

8. General Finance Administration

• Maintain accurate supplier master records.
• Maintain and verify supplier banking information.
• Assist with month-end and year-end financial processes.
• Prepare creditors-related reports as requested by management.
• Assist the Finance Department with general administrative duties.
• Perform any additional finance-related duties that are reasonably required by management.

MINIMUM REQUIREMENTSQualifications

• Grade 12 / Matric – Essential
• A Diploma or Degree in Accounting, Finance or Financial Management will be advantageous.
• A Bookkeeping qualification will be advantageous.
• Training or certification in Pastel Accounting will be advantageous.

Experience

• Minimum 2 years' experience in a Creditors / Accounts Payable role.
• Previous experience with supplier reconciliations.
• Experience with supplier payment processing.
• Experience using Pastel Accounting or a similar ERP/accounting system.
• Previous experience in the logistics, transport or fuel industry will be advantageous.

KNOWLEDGE & TECHNICAL SKILLS

The successful candidate should have sound knowledge of:

• Accounts Payable / Creditors processes
• Purchase Order procedures
• Supplier reconciliations
• Supplier statements and age analysis
• VAT legislation and tax invoices
• General Ledger allocations
• Cost centre allocations
• Procurement processes
• Financial controls
• Audit requirements
• Microsoft Excel at an intermediate level
• Pastel Accounting or similar accounting software

CORE COMPETENCIES

We are looking for a candidate who demonstrates:

Accuracy & Attention to Detail

Able to process high volumes of financial information accurately while identifying discrepancies and errors.

Organisation

Able to manage multiple invoices, suppliers, POs, reconciliations and deadlines simultaneously.

Numerical Ability

Strong numerical and analytical skills with the ability to reconcile accounts and investigate differences.

Problem Solving

Able to investigate discrepancies and find practical solutions to supplier and invoice queries.

Communication

Professional and confident when communicating with suppliers, internal departments and management.

Time Management

Able to prioritise workload and consistently meet month-end, payment and reconciliation deadlines.

Confidentiality & Integrity

Must demonstrate a high level of integrity when handling financial information, supplier banking details and company records.

Teamwork

Able to work effectively within the Finance Department and collaborate with other departments across the business.

The role specifically requires competencies across Accounts Payable Processing, Supplier Reconciliations, Financial Administration, Purchase Order Management, Procurement Administration, Data Capturing Accuracy, Financial Reporting and Accounting Software Proficiency.

KEY PERFORMANCE INDICATORS

The successful candidate will be measured against key performance areas including:

• 100% accurate invoice capturing
• Supplier reconciliations completed within month-