Invoicing & Costing Clerk (2642-ICC)

• Our client is seeking to recruit an Invoicing & Costing Clerk who will ensure accurate and timely invoicing and costing, follow up on delivery notes and store forms, and prepare sales reports to support financial reporting and business operations.

Responsibilities:

Invoicing:

• Prepare and issue sales invoices accurately and promptly, based on approved quotations, purchase orders, delivery notes and supporting documents.
• Verify customer details, prices, quantities, discounts and applicable taxes before issuing invoices.
• Submit invoices and supporting documents to customers within the required deadlines.
• Investigate and resolve invoicing discrepancies with the relevant departments.

Costing:

• Prepare product and shipment costings, including supplier prices, freight, insurance, customs duties and other applicable charges.
• Check supporting documents and ensure costs are correctly recorded in the ERP system.
• Maintain complete and accurate costing records.

Delivery Notes and Store Forms:

• Follow up with Stores, Delivery, Sales and customers to obtain signed delivery notes (DNs) and duly completed store forms.
• Check that documents are complete, accurate and matched to the relevant orders and invoices.
• Maintain a tracker of outstanding delivery notes, store forms and items awaiting invoicing.
• Escalate delays or missing documents that may affect invoicing or payment collection.
• File supporting documents systematically for easy retrieval and audit purposes.

Sales Reporting:

• Prepare and circulate monthly and ad hoc sales reports within agreed deadlines.
• Compile sales information by customer, product or other required categories.
• Reconcile sales reports with invoices and ERP records.
• Report pending invoicing, unbilled deliveries and documentation delays.
• Assist with month-end sales reconciliation and reporting.

General Responsibilities:

• Coordinate with Sales, Store and Finance to resolve queries promptly.
• Support month-end closing by ensuring invoices and costs are recorded in the correct period.
• Provide supporting documents for audits and internal reviews.
• Maintain confidentiality and comply with company procedures and approval requirements.
• Perform other related duties reasonably assigned by management.

Inventory Count Support:

• Assist with periodic and year-end physical inventory counts.
• Record quantities counted and assist in reconciling physical stock with ERP records.
• Report discrepancies to the relevant supervisor and support follow-up investigations.
• Ensure stock count sheets are properly completed and submitted on time.

Audit Support:

• Assist with internal and external audits by providing requested invoices, costing records, delivery notes, store forms and other supporting documents.
• Assist in responding to audit queries and follow up on outstanding information.
• Ensure records are complete, accurate and readily available for audit review.

Profile: