Group Creditors Clerk & Invoice Processing

CURRICULUM VITAE

CHARLOTTE SUTHERLAND

** ********** ***** **** **: 066*******

Humewood 064*******

PORT ELIZABETH I.D No: 76-06-07-000*-*** 6000

E-mail: *******@*****.***

PERSONAL PARTICULARS

NATIONALITY : SOUTH AFRICAN

SEX : FEMALE

MARITAL STATUS : SINGLE

DEPENDANTS : ONE

LANGUAGE PROFICIENCY : ENGLISH AND AFRIKAANS

DRIVERS LICENSE: : CODE 08/B

KEY ATTRIBUTES

●Excellent communication skills (verbal and written)

●Flexible: I can work in a team environment or achieve results individually

●Adaptable: I am able to adapt to new challenges speedily and always willing to learn new aspects of my working environment

●Friendly and approachable

PERSONAL SKILLS AND COMPETENCIES

LANGUAGE ABILITIES: English – Mother tongue

Afrikaans - Fluent

Xhosa – Conversational at beginner’s level

COMPUTER SKILLS/PACKAGES: SAP r/3

SAP GUI Netweaver

Pinnacle

Microsoft Office – Excel, Word and Powerpoint

Lotus notes

Capture Client

QUASAR financial management system

Keyloop

Pastel Evolution

OMNI Accounting system

COMMUNICATION SKILLS: Writing, emailing and telephonic communication.

Listening – I have always been recognized as a good listener. I applied it daily as a manager

LEADERSHIP SKILLS: Training – I was responsible for training staff in certain positions as well as for certain tasks

EMPLOYMENT HISTORY

EMPLOYER THE MARITIME GROUP - MARITIME MOTORS

POSITION HELD Group Creditor/Creditors Clerk

DUTIES Invoice processing and matching - High volume

for multiple dealerships/sites.

Receiving and capturing of invoices/credit notes from trade and sundry suppliers onto Kerridge/Multi Kerridge

Matching supplier invoices against Purchase Orders, Goods Received Notes and Proof of delivery, to ensure correctness.

Ensuring all invoices are signed off by the relevant dealership manager.

VAT compliance - Verifying that supplier invoices are SARS compliant for accurate VAT input claims

Statement Reconciliations - Reconciling supplier statements to the companies ledger on a monthly basis, ensuring all invoices, credit notes and payments are accounted for.

Query management - Investigating and resolving discrepancies, such as price variances or incorrect invoicing.

Aged analysis - Reviewing the creditors age analysis to manage overdue accounts and ensure older items are cleared.

Preparing payments - according to agreed terms.

Remittance advice- Sending remittances to suppliers after payments are released.

Fleet Account maintenance - Ensuring petrol slips are received, matched and processed.

Filing - Maintain organized and up-to-date filing of invoices, reconciliations and proof of payments.

Setting up and creating new supplier accounts, including capturing banking details and updating tax information.

Audit support - Assisting with internal and eternal audits by providing the necessary documents

Journals - done daily between loan accounts

Switchboard - Relieving the receptionist at tea times and lunch time, daily.

Month end reconciling of loan accounts.

Ad-hoc duties assigned to me by the Assistant Financial manager.

DURATION Currently employed - fixed- term contract (expires 27th February 2026)

EMPLOYER SCOPE OILS AFRICA CC

POSITION HELD Creditors/Forex/Payments Clerk

DUTIES Forex/Banking

FNB/RMB Bank - Global Receipts of Foreign payments made to Multiple EUR accounts.

Global Transfers to multiple ZAR Accounts from EUR Accounts

Selling EURO to buy ZAR - using the ACCELERATE dealing room on FNB/RMB Banking platform

Dispensing and transferring funds to the respective branches nationwide for daily operational requirements.

Budgeting and dispensing funds required for weekly wages into the CAPITEC Wages account.

Forecasting and budgeting for the respective branches supplier and customer payments done daily and weekly.

Authorizing of payments to suppliers, done by the respective branches, using the FNB banking system.

Ensuring the correct value of funds is transferred and made available for month end salaries, into the CAPITEC salaries account.

Budgeting daily in order for the respective branches to continue their day to day financial operations and supplier payment obligations.

Paying monthly expenses and obligations at the correct time and date.

Reconciling of Creditors accounts

Paying large oil supplier invoices upon instruction from management.

Raising Purchase orders upon supplier requests and obtaining the correct buying price from management.

Processing of branch daily cash ups using the OMNI computer/accounting software.

Processing of management credit card slips and receipts, onto OMNI

DURATION March 2025 - June 2025 (Three month contract)

EMPLOYER WINDSCREEN BOYS (PTY) LTD

POSITION HELD Administration Manager

DUTIES Financial Administration

Journals

` Cash Book recons and Entries

Forecasting – Cash Flow

Trial Balance

Costing

Creditors

Reconcile all Creditors accounts

Ensure payments are made timeously to all creditors

Process all creditors and COD invoices on Pastel

Follow up on unpaid invoices

Ensure monthly statements are received

Ensure all monthly recurring expenses i.e utilities, telephones, rentals, are processed and paid every month

Load all payments (creditors and COD) on bank EFT system

Process bank statements

General ledger recons

Handle all queries related to payments and creditors

Sending remittances and proof of payments

Banking

Casual wages and payroll

Debtors:

Ensure the Debtors reconciliations are done accurately and timeously

Queries are addressed and rectified timeously

Follow up on non-compliance and resolve through direct interaction with customer

Advise on action against defaulters

Age analysis

Preparation of monthly statements

Sales Ledger

Assist the Managing Director with all ad hoc duties

DURATION September 2020 -January 2024

EMPLOYER ZF LEMFORDER SOUTH AFRICA (PTY) LTD (EAST LONDON)

POSITION HELD Foreign Accounts Payable Coordinator

DUTIES Forex

FEC Availability on foreign payments

Clear instructions to the dealing rooms at the banks when purchasing or selling forex.

Adhere to Reserve Bank regulations

Monitor exchange rates on a regular basis and advise management of any sudden decreases or increases

Cash Management:

Monitor all accounts on a daily basis and advise management of any movement/transfers that will be necessary.

Keep overdraft facility as low as possible

Confirm that payments/transfers were done correctly and liaise with the banks.

Feedback to management on any irregularities.

Printing of bank statements when required

Electronic payments:

Preparation of EFT’s on the online system after receiving approved payment requests.

Input payments as and when required by management

Create beneficiary codes on the online system.

Foreign Creditors:

Matching invoices to GRN’s, liaison with the purchasing and receiving colleagues regarding orders and receipt of goods (price variances, quantity variances, stock queries etc). Maintenance of foreign GRN trial balance.

Report any nonpayment of supplier invoices due to any variances to the responsible department.

Liaise with suppliers.

Monthly intercompany recon on the SAP tool. Print the necessary documents and hand to financial accountant for processing.

Loading payments onto the online system.

Generate system payment register.

Manual spreadsheet entries on all supplier payments indication the invoice being paid.

Reconciling of accounts when required and when available from suppliers. Annual recons to be done for yearend audit.

Reserve Bank Regulations:

Filing of all necessary documentation.

The correct stamping of each document as required and as specifies in the company’s Import Undertaking.

Acquired the necessary SARB approval for the purchasing or selling for forex.

Liaise with the banks on the correct procedure as well as obtaining the stamps from them when a payment is not covered by our Import Undertaking.

Other responsibilities:

Request and issue foreign petty cash to company travellers.

Completion of foreign expense claims.

Exchange rate uploads on custom programme.

Department Deputy

DURATION October 2018 – June 2020

REASON FOR LEAVING Retrenchment due to COVID-19

EMPLOYER MASTERGLASS

POSITION HELD Office Manager/Administrator

DUTIES Full Creditors Function.

Reconcile all Creditors accounts

Ensure payments are made timeously to all Creditors

Process all creditors and COD invoices

Follow up on unpaid invoices

Ensure monthly statements are received

Ensure all monthly recurring expenses i.e utilities, telephones, rentals, are processed and paid every month

Load all payments (creditors and COD) on bank EFT system

Process bank statements

Handle all queries related to payments and creditors

Sending remittances and proof of payments

Banking

Casual wages and payroll

Full debtors function

Ensure the Debtors reconcilliations are done accurately and timeously

Queries are addressed and rectified timeously

Follow up on non-compliance and resolve through direct interaction with customer

Advise on action against defaulters

Age analysis

Preparation of monthly statements

Assist the Managing Director with all ad hoc duties

DURATION May 2014 – October 2018

REASON FOR LEAVING To further my career in my current field and to challenge myself

EMPLOYER COMMERCIAL VEHICLE DELIVERY SERVICES – A ONELOGIX COMPANY

POSITION HELD Creditors Clerk (Head office)

DUTIES Reconciling of all Fuel accounts

Reconciling all accounts for all branches across the country

Processing of all Insurance claims

Investigating all discrepancies on invoices received

Reconciling all ONELOGIX and VEHICLE DELIVERY SERVICES accounts

Payment of all accounts, twice weekly.

Filing and administration

Checking and processing all petty cash from our different branches

Opening of accounts

Creating orders on QSA

Ensuring timeous payment of all accounts

Assist Financial Manager with any Ad Hoc duties

Cashbook

Journals

General Ledger

Sending Remittances and Proof of payments to all Creditors

Running of Purchases Journal

DURATION November 2012 – April 2014

REASON FOR LEAVING To further my career in a more senior position

EMPLOYER INTIER AUTOMOTIVE SOUTH AFRICA (PTY) LTD

POSITION HELD Office Administrator/Debtors and Creditors Administrator (Local and Foreign)

DUTIES Full Administrative function:

Composing and typing of document

Filing

Processing of document

Archiving in accordance with standards set out on QSI

Liaising with colleagues in Germany and Austria

Petty cash custodian and monthly reconciliation

Scanning of documents to colleagues abroad

Banking

Dealing constantly with our courier company to ensure documents are delivered on time

Taking minutes

First face of the company

Stationary requisitions

Debtors function (Local and Foreign)

Control and reconcile all accounts to Debtors’ statements and age analysis

Identify and investigate all debtor’s claims

Ensure exceptional processing and attention to detail of payments

Drawing up of statements and sending them to the debtor for payment

Following up on payments that are due and overdue

Creditors function (Local and Foreign)

Receive invoices from Creditors and processing them for payment

Reconcile all invoices for month end payments

Enter payments on our international database via our bank in Hong Kong

Responsible for reconciling all accounts

Ensuring timeous payments

Payment on all imported goods/stock received

Purchasing Euro’s for payment of foreign suppliers

Liaise with colleagues in Germany, Austria and Canada

Reconciling all local and foreign Creditors’ invoices/accounts

Assisted the Director with ad hoc duties

Arrange all accommodation for visiting guests

Typing of personal documents for the Director

DURATION July 2009 – 31 October 2012

REASON FOR LEAVING Due to the nature of our business, we work on a contractual basis. Our contract with Mercedes Benz South Africa expired at the end on 2013. I chose to seek alternative employment before the company shut down

PREVIOUS EMPLOYMENT HISTORY

PAPERMAN CC (EAST LONDON) – Administration Clerk

December 2005 – January 2008

MONTECASINO (JOHANNESBURG) – Tables Supervisor / Assistant trainer at Montecasino training school / Prive Dealer

September 1997 – October 2005

EDUCATION AND TRAINING

Matriculated from Stirling High School in East London, in 1995

REFERENCES

TINO GIERKE (WINDSCREEN BOYS) 079-***-****

NEELS STEENKAMP (ZF LEMFORDER) 082-***-****

IAN MYBURGH (ZF LEMFORDER) 083-***-****

TINO GIERKE (MASTERGLASS) 043-***-****

KRISTIN OBERHOLZER (COMMERCIAL VEHICLE) 043-***-****

TONY HERMANS (INTIER AUTOMOTIVE) 083-***-****

DINESH SUKDEV (INTIER AUTOMOTIVE) 082-***-****

JOYCE SCHINDLER (CHARACTER REF): 066-***-****

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