The Invoicing Clerk is responsible for the accurate and timely preparation, processing, and reconciliation of customer invoices within our truck sales environment. The role ensures that all sales transactions are correctly captured through the Electronic Data Processing (EDP) system and seamlessly interfaced with SAP to generate compliant and accurate invoices. The position plays a critical role in maintaining financial accuracy, supporting revenue recognition processes, and ensuring excellent customer billing service

REQUIREMENTS AND DETAILS OF DUTIES:

• Validate the accuracy, completeness and logical relationship of details presented on invoicing instructions
• Ensure that all invoice instructions reflect the correct pricing, vat calculations, discounts, accessories, customer details, billing party, delivery party (if different from customer), Valid OTP (offer to purchase from customer), correct addresses, contractual terms, approval from bank (if it is a financed deal) and a valid proof of payment for all deposits and cash deals.
• Generate all customer invoices for vehicle sales (Local sales and export sales), invoices to dealer network and branch retail customers for all branches and export.
• Commercial invoices processing.
• Basic understanding of SARS rulings relating to Value added Taxation (VAT).
• Monitor system interfaces between EDP and SAP to ensure successful data transfer and posting
• Effectively communicate with Sales support team (Stock and delivery team) regarding the physical condition and location of vehicles -where required.
• Process credit notes to logically cancel vehicle sales after verifying the validity of the reasons that necessitate the reversal of revenue transactions. This needs to be done in accordance with company policies.
• Basic understanding of the how vehicle floor plan financing works.
• Reconcile invoices generated against delivery records and sales order as and when it is required.
• Assist in month-end closing processes, including revenue reporting and cut-off procedures.
• Prepare multiple detailed month end revenue reports that will assist management to understand the progress of billing for the period and gain actionable insights.
• Assist in preparing ad hoc invoicing and revenue reports for management.
• Respond to internal queries relating to invoices, billing discrepancies and credit notes.
• Support audit requests by providing relevant invoices and transaction records.

OTHER REQUIRED SKILLS:

• Support your manager in a constructive manner, ensuring that the internal department relationships are properly maintained.
• Personally manage work efficiently.
• High quality work ethic and work accuracy always
• Participate in all relevant training programs.
• Improving and developing the knowledge & skills of others.
• Ensure that all Health and Safety rules are always adhered to.
• Proper adherence to company policies, procedures, and company assets.
• Good housekeeping and filing.
• Good time management skills.
• Effective internal and external relationship building via good communication