Purchasing and Payments Officer

We are looking for someone who can manage purchasing transactions in Odoo and prepare supplier payments through Odoo, cheques and internet banking. He or She should ensure purchases and payments are accurate, properly supported and submitted for approval in accordance with company procedures.

Key Responsibilities

1. Purchasing and supplier coordination

• Receive purchase requests and verify that the required approvals have been obtained.
• Obtain supplier quotations and prepare comparisons of prices, quality, delivery terms and payment conditions.
• Prepare requests for quotation and purchase orders in Odoo.
• Submit purchase orders for approval and send approved orders to suppliers.
• Follow up on outstanding orders, deliveries, shortages, returns and supplier credit notes.
• Coordinate with stores and requesting departments to confirm receipt of goods or services.
• Maintain accurate supplier information in Odoo, subject to approval of new suppliers and changes to payment details.

2. Supplier invoices and Odoo records

• Enter supplier bills in Odoo and attach invoices and supporting documents.
• Match invoices against approved purchase orders and goods receipt records, where applicable.
• Check quantities, prices, discounts and applicable taxes, and resolve discrepancies before payment.
• Check for duplicate invoices and maintain complete purchasing and payment records.
• Reconcile supplier statements with Odoo balances and follow up on differences.

3. Payment preparation and initiation

• Prepare supplier payment schedules based on due dates, agreed terms and available funds, in consultation with Finance.
• Submit proposed payments with supporting documents for approval.
• Prepare payment transactions in Odoo and submit them through the applicable approval process.
• Prepare cheques, verify payee names and amounts, and arrange authorised signatures.
• Enter supplier payment instructions in internet banking for release by authorised approvers.
• Verify supplier banking details through the company’s approved verification procedure before initiating transfers.
• Track cheque delivery, banking approval and payment completion.
• Record completed payments accurately in Odoo and allocate them to the relevant supplier bills.
• Send remittance advice and retain payment confirmations.

4. Controls and reporting

• Maintain a register of prepared, issued, cancelled and outstanding cheques.
• Report overdue supplier balances, disputed invoices, outstanding purchase orders and pending payments.
• Safeguard cheque books, banking credentials and confidential supplier information.
• Provide supporting documents for management reviews and audits.
• Promptly report unusual transactions, suspected duplicate payments or unauthorised changes to supplier details.