Creditors Supervisor

• Ensure all required FICA checks are completed before agent commissions are processed and paid.
• Review FICA compliance status and identify outstanding documentation or verification.
• Prevent commission payments where FICA requirements have not been met.
• Monitor and follow up on FICA exceptions.
• Maintain supporting evidence of completed compliance checks.
• Escalate unresolved compliance concerns.

B. Commission Calculation Review:

• Review system-generated commission calculations for accuracy and completeness.
• Reconcile commissions between the CRM and financial systems.
• Verify amendments, reversals, cancellations, clawbacks and other adjustments.
• Confirm final commission amounts against approved commission schedules.
• Identify and escalate recurring system or data errors.

C. Commission Bills & System-Generated Journals:

• Review and validate commission-related journals, including:
  • PAYE and statutory deductions.
  • Contractual deductions.
  • Commission adjustments and reversals.
  • Corrections and other accounting entries.
• Ensure journals are allocated to the correct agent and general ledger accounts.
• Investigate and correct unusual or inaccurate entries.
• Reconcile net commission payable to the approved payment amount.

D. Agent Expense Accounts:

• Maintain accurate agent expense accounts.
• Ensure agent-related expenses are correctly allocated and recorded, including:
  • Marketing and advertising costs.
  • Cellphone and communication costs.
  • Assistant salaries and related costs.
  • Marketing contributions.
  • Training costs.
  • Equipment and other recoverable costs.
• Ensure expenses are recorded in the correct accounting period.
• Ensure recoverable expenses are correctly offset against commissions.
• Investigate unusual or outstanding agent balances.
• Follow up and resolve outstanding balances.

E. Commission Payment Controls:

• Ensure FICA compliance and commission calculations are reviewed before payment.
• Verify all deductions, journals and agent expenses are correctly reflected.
• Reconcile gross commission, deductions, expenses and net commission.
• Ensure payment amounts agree with approved commission schedules.
• Confirm all required payment authorisations are in place.
• Maintain appropriate segregation of duties.
• Prevent duplicate, unauthorised or unsupported payments.
• Monitor commission payment deadlines.
• Ensure payments are correctly allocated to the relevant agent accounts.

F. Agent Account Reconciliation:

• Maintain accurate and up-to-date agent accounts.
• Ensure commissions, deductions, expenses, journals and payments are correctly recorded.
• Investigate and resolve reconciling items promptly.
• Review outstanding agent balances requiring follow-up.
• Ensure account balances are supported by system records and documentation.
• Provide accurate account information to agents and management.

G. Agent Queries & Disputes:

• Act as an escalation point for agent commission and account queries.
• Investigate commission discrepancies using system data and supporting documentation.
• Explain commission calculations, deductions, expenses and net payments.
• Investigate disputed expenses and deductions.
• Ensure appropriate corrections are processed.
• Track recurring issues and recommend process improvements.

H. Commission Process Integrity:

• Ensure the commission process produces accurate, compliant and fully supported payments.
• Identify, investigate and resolve exceptions before payments are released.

2. Trade Creditors / Accounts Payable:

Invoice Processing:

• Supervise the receipt, verification and processing of supplier invoices.
• Ensure invoices are valid, accurate and appropriately supported.
• Ensure correct allocation to suppliers, branches, departments, cost centres and GL accounts.
• Match invoices to purchase orders, GRNs or supporting documentation where applicable.
• Ensure invoices are appropriately authorised.
• Monitor invoices received but not yet processed.

Supplier Payments:

• Prepare and/or supervise creditor payment runs.
• Ensure suppliers are paid accurately and within agreed payment terms.
• Review payment batches before approval and submission.
• Reconcile payment batches to approved invoices and creditor schedules.
• Identify and prevent duplicate payments.
• Ensure urgent and manual payments are appropriately authorised and documented.

Supplier Account Management:

• Obtain and reconcile supplier statements regularly.
• Investigate and resolve supplier account discrepancies.
• Monitor outstanding invoices and overdue balances.
• Maintain accurate supplier master data.
• Ensure supplier banking detail changes are properly verified and authorised.
• Liaise with suppliers regarding account and payment queries.

3. Reconciliations & Financial Control:

• Ensure creditor sub-ledgers reconcile to the general ledger.
• Perform and/or supervise regular creditor reconciliations.
• Investigate and clear reconciling items promptly.
• Review aged creditor reports and identify unusual or overdue balances.
• Monitor debit balances, unapplied payments and unidentified transactions.
• Ensure creditor balances are complete and accurate at month-end.
• Assist with month-end close procedures, including accruals and provisions.
• Ensure correct month-end cut-off for invoices and commission liabilities.
• Maintain complete audit trails and supporting documentation.
• Ensure compliance with financial policies and internal controls.

4. Tax, Payroll & Statutory Controls:

• Ensure correct processing and accounting treatment of:
  • PAYE deductions.
  • VAT on supplier invoices.
  • VAT on commission-related transactions.
  • Statutory deductions and withholding requirements.
  • Tax and audit supporting documentation.
• Work closely with Payroll and Finance to ensure accurate deductions, accounting and reporting.

5. Team Supervision:

• Supervise and allocate work across the creditors team.
• Set clear daily, weekly and monthly priorities.
• Provide training, guidance and support to team members.
• Monitor team performance and work quality.
• Ensure adequate backup and continuity within the creditors function.

6. Process Improvement:

• Identify manual, inefficient and duplicated processes.
• Recommend automation and system improvements.
• Strengthen controls while maintaining efficient payment turnaround times.
• Develop and maintain standard operating procedures.
• Identify recurring errors and implement preventative controls.
• Improve commission and creditor payment turnaround times.
• Improve reporting and visibility of outstanding items.

7. Reporting:

• Prepare and/or review:
  • Agent commission payment schedules.
  • Commission reconciliation reports.
  • Outstanding commission reports.
  • Creditor ageing reports.
  • Creditor payment schedules.
  • Supplier reconciliation reports.
  • Outstanding invoice reports.
  • Payment exception reports.
  • Month-end creditor reconciliations.
  • Other management reports as required.
• Provide meaningful commentary on significant variances, exceptions, overdue amounts and issues requiring management attention.