Finance:
Cashbooks are accurately maintained:
Reconcile main account
Current account transactions done by electronic
banking transaction are downloaded daily
Main bank account is reconciled on a weekly
basis
Unallocated deposits on bank statements are
allocated by month-end
Daily banking schedule is prepared and forwarded
to Finance & Admin Manager
Bank interest is charged correctly on overdraft
facilities
Bank charges are in accordance with terms of
agreed mandate
Reconciliation of balance in bank statement with
Cash Book report before 15th of each month
Reconciliation of balance in bank statement with
balance of main account as per Trial Balance before 15th of each month
Irregular entries in main account identified and
reported to Finance & Admin Manager
Creditors receive correct payments, on-time:
Approve supplier details
Supplier account applications and bank account
changes authorised
Creditors processed as and when received.
Review payments when required
Delivery notes are matched to invoices and
discrepancies actioned.
Sales order and invoice for purchase order has
been processed and dispatched.
Supplier reconciliations are reviewed monthly.
Creditors age analysis is reviewed weekly.
Creditors statement reconciled to General Ledger
accounts and problems rectified.
Foreign payments are reviewed before
authorisation from Finance & Admin Manager.
Accounts payable batches are reviewed to ensure
accurate coding of expenses before posting.
Open purchase order report is reviewed weekly to
ensure purchase orders are goods received prior to month end and consistent
with expected delivery date.
Outstanding invoices (good received not
vouchered report) are reviewed weekly to ensure follow-up on outstanding
supplier
Report to Finance & Admin Manager
Month-end reports are completed by 18th of each
month.
Executive report on supplier age analysis is
being prepared on monthly basis and submitted to Finance & Admin Manager.
Report on cash out flows submitted to Finance
& Admin Manager by 20th each month.
Reports are given to Finance &Admin Manager
on suspicion of internal or external fraud.
Local and international creditor reports are
generated.
Competent control of petty cash
Processing of head office petty cash transactions
Petty cash payments are accurately made and
recorded.
Petty cash vouchers are authorised and a
receipt/invoice received.
Reimbursement summary prepared when required.
Petty Cash summaries are filed .
Processing of regional petty cash transactions
Petty cash documentation filed per region.
Original copies of vouchers and receipts are
received.
Overspending is identified and reported to
Finance Manager.
Entries in regional petty cash summaries are
processed before month-end.
Regional petty cash is processed before
month-end.
Reconciliations of regional petty cash are
performed to ensure balances consistent with balance of account as per Trial
Balance before 15th of each month.
Ensure payments from customers are received on time and in accordance with required
payment terms
Processing of head office petty cash transactions
Petty cash payments are accurately made and
recorded.
Petty cash vouchers are authorised and a
receipt/invoice received.
Reimbursement summary prepared when required.
Petty Cash summaries are filed .
Processing of regional petty cash transactions
Review customer application forms
Petty cash documentation filed per region.
Original copies of vouchers and receipts are
received.
Overspending is identified and reported to
Finance Manager.
Entries in regional petty cash summaries are
processed before month-end.
Regional petty cash is processed before
month-end.
Reconciliations of regional petty cash are
performed to ensure balances consistent with balance of account as per Trial
Balance before 15th of each month.
Correct application form has been completed
(terms, EFT, COD, etc)
All supporting documentation attached to
applications (copies of IDs and business registration forms, letter from the
bank)
Credit application is attached as an incident to
the customers account on Sage Evolution.
Make sure CGIC insurance cover is in place and
check CGIC information against the information supplied by the customer.
Check additional surety forms received above
agree limit or if CGIC does not exceed a limit.
Company Stock
Effective stock planning and management limits enables orders to be filled.
Assist with stock management
Weekly / monthly stock take administered in
conjunction with warehouse management.
Stakeholder Relations:
Productive relationships with internal and external stakeholders maintained
Collaborate with external stakeholders
Internal stakeholders given accurate financial
information and documentation when required.
Collaborate with external stakeholders
Liaise with suppliers and customers when
payments made.
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