Purchase Ledger Clerk

Job Title: Purchase Ledger Clerk

Department: Finance

Reports To

Purpose of the Job :

To accurately process supplier invoices and credit notes in accordance with company policies and procedures whilst maintaining excellent internal and external relationships and resolving queries that may arise.

Working alongside internal stakeholders to ensure terms and conditions agreed with suppliers are met to ensure continuous supply of goods and services is maintained.

Working alongside the Accounting team and reporting to the Accountant to ensure the accurate recognition of Trade Creditor liabilities within the financial reports of the company.

Main Duties/Responsibilities And Knowledge/Skills Requirements

The purchase ledger assistant reporting to the Accountant, will undertake various monthly tasks that contribute to the accurate processing of supplier invoices and credit notes and financial reporting of the company. These will include but are not limited to:

• Reconciliation of stock invoices to delivery notes and to purchase order receipts on the ERP system.
• Liaising with the Vendor Management, Inventory, Demand Planning and Quality Teams in the resolution of stock unit and price discrepancies.
• Liaising with suppliers to obtain credit notes agreed by teams to ensure efficient processing and payment of stock invoices.
• To authorise and enter onto the ERP system stock invoices for payment within agreed payment terms.
• To process and gain approval for non-stock/ overhead invoices for payment in line with the company approval matrix and agreed payment terms.
• To process invoices for goods delivered directly by suppliers and corresponding sales invoices.
• To prepare and process monthly sterling and currency bank payments in line with company payment policy.
• To ensure all supplier payments are posted immediately to the ERP system.
• Maintain accurate supplier bank details within the Natwest Bankline system.
• Liaisie with the vendor Management team to ensure accurate supplier records/ details are maintained on the ERP system.
• Reconcile supplier statements to Trade Creditors (inc GRNI) bringing to the attention of the Financial Controller material variances.
• Monthly review and correction to the GRNI accrual of receipts over 3 months old.
• Progressing credit notes from supplier for stock returned (PRETs)
• Monthly review and progressing of supplier debit balances bringing to the attention of the Financial Controller amounts due over 3 months old.
• To regularly review the aged creditor list, ensuring items are paid/ cleared as appropriate.
• Preparation of accurate month end trade creditor accruals for non-stock / overhead invoices received but not yet authorised.
• To escalate supplier email and letter correspondence for late payment to the Accountant for review.
• To provide ad-hoc support and information and be actively involved in other finance duties alongside the wider Finance team as and when required.
  
  
  

Skills Requirements

• Min 3 years practical experience in a similar role, AAT studier or Finance related degree graduate.
• High level of numeracy
• Ability to work on own initiative
• Excellent time management, organisational and communication skills.
• Ability to build and maintain excellent working relationships both internal and external.
• To maintain a high level of accuracy.
• To maintain confidentiality
• Strong computer literacy on Microsoft packages to include basic excel skills.
• Experienced user of Microsoft Dynamics (Nav) or a similar package
  
  
  

Health Safety and Environmental Awareness

Every Employee Is Responsible For

• Understanding and Working in accordance with company policies and procedures.
• Reporting defective equipment and dangerous situations
• Using safety equipment provided
• Avoiding horseplay which could result in injury
• Complying with management requests and instructions
• Not using defective equipment
• Not misusing equipment
• Not damaging equipment
• Exercising reasonable care towards themselves and others
• Ensuring they have been given the relevant training to undertake their role
• The quality of work which they undertake
• Care for the environment and prevention of pollution
• The health and safety of themselves, fellow employees, contractors, visitors etc