Retail + 2 more
Description
Invoicing Clerk who will be responsible for accurate processing of sales orders, generation of invoices, dispatch documentation, and reconciliation of daily van sales transactions within the bread distribution network.
The role holder will ensure Proper inventory accountability, accurate sales documentation, timely route reconciliation, and effective control of sales returns and credit notes.This position supports efficient bread distribution to retail outlets, supermarkets, and distributors while maintaining strong financial and operational controls.
Education & Qualification Requirements
Education: Diploma or Degree in Accounting, Finance, Business Administration, Sales & Marketing and / or Operations Management
Experience
Minimum 3 years’ experience in FMCG sales administration or invoicing
Experience in bread/bakery, dairy, beverage, or FMCG distribution
Experience handling van sales or route sales operations
Required Skills & Competencies
Technical Skills
ERP systems (SAP preferred)
Advanced Excel
Inventory management systems
Core Competencies
Ensuring accuracy in invoices and financial documentation.
Ability to process orders quickly in high-volume environments.
Clear communication with customers and internal teams.
Ability to identify and resolve discrepancies in transactions.
Maintaining well-structured financial and dispatch records.
Physical & Work Environment
Office-based role with interaction with warehouse and dispatch operations.
Night shift work required to support early morning bread deliveries.
Extended sitting periods with occasional movement to dispatch area.
May require weekend or public holiday work during peak demand.
Responsibilities
1. Daily Sales Order Management
Receive and confirm customer orders from sales teams, distributors, and retail outlets.
Capture and process orders in the ERP system (SAP).
Accurately allocate inventory according to van sales routes and customer requirements (quantity and SKU).
Confirm product availability before dispatch.
Monitor open orders and ensure timely fulfillment.
2. Invoicing & Sales Documentation
Generate and process all sales invoices accurately.
Prepare and distribute the following dispatch documentation: Sales invoices, Delivery notes, Loading sheets, Route allocation sheets, Dispatch reports, Ensure invoices match dispatch quantities.
3. Dispatch & Route Control
Prepare daily loading sheets for each sales route.
Coordinate with dispatch teams during loading.
Ensure all dispatched products are supported by correct documentation.
Issue gate passes for sales van men after verification.
4. Van Sales Reconciliation, Perform daily reconciliation for all sales routes
including: Stock issued vs stock returned, Cash collected vs invoiced sales, Customer credits, Unsold bread returns
Tasks include:
Clearing van sales personnel daily after accurate reconciliation.
Investigating discrepancies in stock or cash and submitting a daily report.
Preparing daily reconciliation reports.
5. Returns & Stale Bread Management: Receive and verify records of returned bread from vans and retail outlets, Classify returns into categories as per returned invoices as : Fully accepted invoiced bread, Stale and returned bread, Damaged bread, Delivered and rejected, Record returns in ERP, Process credit notes according to company policy, Maintain accurate returns and wastage records.
6. Credit & Debit Note Management
Process credit note requests from customers.
Validate return documentation before issuing credit notes.
Process debit notes for discrepancies or adjustments.
·Reconcile credit and debit notes in the ERP system.
7. Customer Billing & Query Resolution
Address customer queries relating to; Billing, Delivery discrepancies and Outstanding invoices
Coordinate with sales, Credit Control and finance teams to resolve disputes.
8. Reporting: Prepare and submit the following reports: Daily Reports including Dispatch report, Van reconciliation report, Daily Returns report, Missing invoice report, Open orders report, Credit notes summary, Sales invoicing summary, Invoice discrepancy report-Issued and unreturned, Route sales analysis support.
9. Internal Controls & Compliance, The role ensures compliance with company policies by:
Ensuring no goods leave the premises without valid invoices.
Maintaining accurate documentation of dispatch transactions.
Ensuring proper approval for all credit and debit notes.
Verifying daily cash reconciliation with van sales teams.
Maintaining audit-ready documentation.
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