Accountant – Accounts Payable
The African Talent Company | TATC
6d ago
source : Pigiame

Supplier Payment

1. Supplier documentation processing

  • Ensure full receipt of documentation from Suppliers, Farms, and Stores. This include Invoices, GRNs and LPOs
  • Quality check to ensure information contained in the LPO is reflected in the GRN and Invoice. Invoice must possess all the qualities of a tax invoice where necessary
  • Ensure all documents are signed off as per the mandate
  • Posting invoices into Quick Books
  • Ensure supplier statements are received by 5th of each month
  • 2. Remittance preparation and Reconciliation

  • Reconcile supplier statement against balance held in QB
  • Prepare remittance of unpaid invoices and reconcile against QB balance
  • Complete schedule of pending payments indicating status / reason for non-remittance (missing documentation - requisite approvals, LPO, GRN, Remittance missing, other)
  • Prepare the monthly analysis creditors payable summary (per Supplier and total amount) and submit report to Head of Creditors
  • Ensure payment are allocated to the relevant invoices as soon as the payment is done and prior to filing
  • 3. Supplier Relations

  • Follow-up on outstanding issues highlighted on a schedule of pending payments / remittances
  • Request any documents that do not conform to quality check (incorrect statements, Credit Notes, ETR etc)
  • Request revised statements, missing invoices, credit notes from the Supplier
  • Respond to NON-PAYMENT related Vendor inquiries (NB. Any enquiries relating to payments to be dealt with by Head of Credit Control only)
  • 1. VAT

  • After posting invoices, photocopy vatable invoices and file in VAT file for Audit purposes (supporting documentation)
  • 2. Assets

  • For documentation purposes, invoices with fixed Assets are photocopied and filed in Fixed Assets file
  • 3. Remittances

  • Remittances to be filed alphabetically and by currency on a monthly basis
  • Stock Taking

    1. Conduct and adhere to Stock Take instructions (see Appendix)


  • 1. Director / Manager credit card management ;
  • Work with Office Manager to obtain statements
  • Reconcile receipts with bank statement
  • Attach supporting documents
  • Prepare schedule for expenses analysis
  • Post into QB
  • Sign off the remittance
  • Follow-up to ensure payment made by 4th of each month to minimize unnecessary bank charges / interest
  • 2. Fuel documentation and usage analysis for suppliers LL ZZ

    3. Telecoms documentation and usage analysis (Kenyan Shillings LL ZZ)

    4. Utilities documentation and usage analysis (Kenyan Shillings LL-ZZ )

    5. Petty Cash management

  • Thika Farm-Farm Manager
  • Elite Plants
  • Veg General Manager
  • Office Manager
  • Submit duly signed remittances to Head of Creditors

    Ensure full receipt of documentation from Suppliers, Farms, and Stores. This include Invoices, GRNs and LPOs

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