Depot Accountant

Purpose of the job

To manage the accounts (payables/receivables) for the assigned depot by performing all accounting tasks like invoice verification, cash management, bank transactions, etc for the depot and ensuring all transactions are entered in the accounting system as per the approved financial policies & procedures. Also supports the business by providing depot insights through various analytical reports (ex:
Sales reports, overhead spend report, accounts receivable report, inventory aging report, SKU reports, pallets movement report,etc.) on a regular basis.

Key Accountabilities
1. Cash Collection

• Collect cash and cheques from sales men on a daily basis, issue receipts for money received and update all related records.

2. Bank deposit transactions

• Ensure that all the cash/cheques received are deposited in the bank accounts and records and updated in the internal accounting systems. Also monitor all the cash transactions made by the company through the bank.

3. General ledger entries

• Enter the various daily transactions in the general ledger system and record supporting information/documents for all journal entries.

4. Internal Control

• Apply the internal control mechanisms for the depot by using the internal finance procedures, in order to prevent inaccuracies in accounting statements.

5. Accounts Receivable

• Ensure all documents linked to sales are registered in the internal system along with proof of the transaction (Gate Pass/Returns Slip/Route Summary/Ending Inventory/Good Stock Movement/Sales and Remittance Summary/Sales Invoices for TC customer and Credit Invoices sign and stamp by the customer).
• All Sales and Credit Invoices should be signed by the Depot Supervisor before they are submitted to Regional/Depot Accountant for Verification and make sure all the Invoice No. including the Void document is in sequence.
• Daily accountability report should be aligned to daily transaction summary of DS (cash and credit and total Remittance).
• Reconciliation of the Credit balance with internal records to check for any variance and all variances should be informed to BM / Depot Supervisor and Credit Controller Team in HQ. All Credit customer invoices/DS Cash short and Credit confirmation should be in file for future reconciliation.
• Conduct market random checks of unpaid invoices (Temporary Credit) on monthly basis as per policy.
• Ensure Any Cash invoice more than SR 7,000 to be signed by BM or ASM.
• Ensure Any Cash Invoice more than SR 10,000 is stamped by Customer.
• Ensure Any cash invoice with Promotion/Discount is signed by the Customer.

6. Inventory

• Conduct random checks of main items to ensure that inventory is accurate and variance (if any) is highlighted to Head Office or Depot Coordinator.
• Complete inventory reconciliation at the end of the month to ensure inventory is accurate and is aligned with the book balance.
• Ensure all physical checks are conducted on expired products before they products are dumped.

7. Audit assistance

• Ensure complete assistance to auditors during journal entry examinations, Bank Reconciliation, Cash in Transit and Petty Cash transaction audits.

8. Accounts Payable (Petty Cash)

• Physically verify the petty cash vouchers and ensure that it complies with the Depot expense authority matrix.
• Once claim is complete (supporting/ approvals) expense is reimbursed to applicant from petty cash fund. All such transactions need to be booked in QAD by allocating it to the proper expense accounts and then to be send for approval to the Head Office.

9. VAT Compliance

• Ensure all SADAFCO sales invoices & petty cash vouchers are VAT compliant and the same are recorded in the QAD system.

10. Business Support

• Provide Sales Report - Analysis on SKU wise Target Vs Achievement on weekly basis.
• Provide weekly Overhead Analysis Report - Suggestion on expense lines for Cost Control and avoidance.
• Provide Bad Returns Report on weekly basis;
  Market Returns (Expiry) - Store Expiry.
• Provide Wooden Pallets Movement Report on monthly basis for proper follow up with Sales Team and customers.
• Accounts Receivable Aging - Customer/ TC customer Overdue - Pending Invoices
  - Salesmen Accountability.
• Provide Inventory Aging - Near Expiry report.