Invoicing Clerk

INVOICING CLERK

Supply Chain

An invoicing clerk is responsible for accurately preparing, processing, and managing invoices, ensuring timely and correct billing for goods or services. They maintain financial records, reconcile discrepancies, and often support accounts payable or receivable functions. This role requires strong attention to detail, organizational skills, and the ability to work with accounting systems and software.

Job Purpose

To ensure invoices and orders correspond to facilitate receipt of incoming monies.

Key Accountabilities and Outputs

Data Entry:

Data capture of orders on a daily basis

Inputting invoice information into accounting systems, ensuring accuracy and completeness of records.

Invoice Generation:

Creating and issuing invoices to customers or clients based on sales orders, contracts, or service agreements.

Reconciliation:

Comparing invoices with purchase orders, delivery notes, and other relevant documents to verify accuracy.

Payment Processing:

Assisting with the processing of payments, including recording and reconciling payments received.

Record Keeping:

Maintaining organized and accurate records of all invoices, payments, and related documents.

General administrative functions, such as filing, copying, etc

Discrepancy Resolution:

Investigating and resolving any discrepancies or issues related to invoices or payments.

Communication:

Communicating with internal teams (sales, customer service) and external parties (customers, vendors) regarding billing and payment matters.

Reporting:

Generating reports on invoices, payments, and outstanding balances as needed.

General:

Assisting with the preparation of financial statements.

Supporting the audit process.

Contributing to process improvements within the accounts department.

Order taking

Qualifications and Experience

• Grade 12 with Accounting
• Minimum 3-years work experience
• Experience with accounts payable, accounts receivable, or general accounting procedures required
• Experience in Logistics essential
• Experience in FMCG advantageous

Key Qualities

Attention to Detail: Essential for ensuring accuracy in invoice processing and record-keeping.

Organizational Skills: Ability to manage a high volume of invoices and maintain organized records.

Computer Skills: Proficiency in using accounting software, spreadsheets, and other relevant software.

Mathematical Skills: Ability to perform calculations and understand basic accounting principles.

Problem-Solving Skills: Ability to identify and resolve discrepancies and issues related to invoices.

Time Management: Ability to prioritize tasks and meet deadlines.

Behavioural Competencies

Accountability

• Accomplishes assigned tasks and goals: takes necessary actions to keep progress against objectives on track.
• Takes full responsibility for own actions and outcomes, including mistakes.
• Always acts in the company’s best interest, regardless of whether it is difficult or unpopular.
• Self motivated and outcome driver