1. DAILY OPERATIONAL EXECUTION
Receipting of non-stock items, service items, and finished products for resale in a compliant and timely manner.
Ensure compliance with established procedures and company standards including levels of authority.
Ensure that a high level of housekeeping is maintained.
NON-STOCK ITEMS
The Receipting Clerk must verify that a Purchase Order (PO) exists for the delivery being received. Stock can only be receipted against an ERP system PO.
Once the PO has been identified, the Receipting Clerk who physically received the items must check the delivery note against the physical stock for the following:
- Item correctness
- Quantity of stock
- Visual quality
If there is no PO on the system, the stock must be returned to the vendor by means of a goods returned advice.
Once the Receipting Clerk is satisfied that the stock is correct and that the PO exists, the supplier delivery note must be signed, retained, and a copy returned to the supplier; an approved copy is submitted to the creditors department.
SERVICES Where services have been received: The service invoice and job card (if applicable) must be signed by the End User or Cost Centre Owner as evidence of the service having been performed.
The invoice and applicable job card must be submitted to the Operational Procurement for receipting.
The Receipting Clerk will capture the receipt on the ERP system.
Where original service invoices are received by the Operational Procurement, original invoices must be submitted to the Creditors Department for payment after goods receipt capture has been completed.
After completion of the above steps, the Receipting Clerk must create a service entry sheet on the ERP system.
RECEIPTING OF FINISHED PRODUCT FOR RESALE Same principles required as per above.
Attention to detail on goods receipting batch numbers based on approval received by SHEQ.
Ensure receipting is completed within 24 hours of receipt of all relevant supporting documentation.
2. ERP PROCESSING The Receipting Clerk must create and/or capture the goods receipt on the ERP system against the PO.
Delivery note number must be included on the Goods Receipt entry.
For batch-managed items, each batch must be captured on a separate line on the goods receipt.
Once the goods receipt has been captured, the Receipting Clerk must write the Goods Receipt number onto the delivery note and file it.
All delivery documents from the supplier must be filed.
3. EFFECTIVE TEAMWORK AND SELF-MANAGEMENT Take ownership and accountability for tasks and activities and demonstrate effective self-management in terms of planning and prioritizing, and self-development.
Follow through to ensure that quality and productivity standards of work are consistently and accurately maintained.
Inform relevant parties in the event of tasks or deadlines not met, the potential risks thereof, and provide appropriate resolution.
Manage colleagues' expectations and communicate appropriately.
Demonstrate willingness to help others and "go the extra mile" to meet team targets and objectives.
4. KPIS Compliance with receipting policies and procedures including company levels of authority.
Accuracy of documentation and data.
All invoices and delivery notes are receipted against an authorized Purchase Order within 24 hours of receiving an approved workflow/approved delivery note/approved invoice; and within deadlines for month-end.
Purchase orders are to be expedited timeously.
Assist the buying team with all finance queries where necessary and resolve all queries within 48 hours.
No open purchase orders after the delivery date on the system i.e. BI Cube and SAP systems.
5. ADHOC ADMINISTRATIVE DUTIES General administrative duties.
Administration of 3G data cards applications for Group Services and Consumer Division:
- Issue 3G cards to employees on fully approved workflow requests.
- Order 3G cards from the preferred service provider as required.
- Maintenance of a master list of all 3G cards allocated to employees.
- Address internal customer queries (i.e. employees) e.g. top-up requests with necessary approvals obtained and provide a link between the end user and the preferred service provider.
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