Purchase Ledger Clerk

Job Title: Purchase Ledger Analyst

Job Summary:

The Purchase Ledger Analyst will be responsible for overseeing and managing the accounts payable function. This includes processing supplier invoices, reconciling accounts, ensuring compliance with company policies, and maintaining accurate financial records. The analyst will also work closely with suppliers, internal stakeholders, and other finance team members to ensure smooth operations.

Key Responsibilities:

1. Invoice Processing:
   • Receive, verify, and process supplier invoices in the accounting system.
   • Ensure that all invoices are accurately matched with purchase orders (POs) and delivery notes before processing.
   • Ensure all invoices are coded correctly to the appropriate cost centres and accounts.
   • Maintain a high level of accuracy in recording financial transactions and supplier data.
2. Account Reconciliation:
   • Perform regular reconciliations of purchase ledger accounts to ensure the accurate recording of supplier transactions.
   • Investigate and resolve discrepancies or issues related to supplier accounts.
3. Payments Management:
   • Assist in managing the timely payment of supplier invoices, ensuring adherence to agreed payment terms.
   • Prepare payment runs and liaise with the treasury or accounts team to ensure payments are made on time.
   • Monitor the accounts payable ledger to ensure payments are made in line with company cash flow and procurement policies.
4. Supplier Relationships:
   • Maintain effective communication with suppliers to resolve invoice queries or discrepancies.
   • Manage supplier accounts and ensure that all outstanding balances are cleared in a timely manner.
   • Work to establish strong working relationships with key suppliers to ensure smooth invoicing and payment processes.
5. Reporting:
   • Assist in the preparation of monthly reports, including outstanding purchase ledger balances and aged creditor reports.
   • Provide accurate and timely reports to finance managers on the status of accounts payable.
6. Compliance and Policies:
   • Ensure that all invoices and payments comply with company policies, procedures, and applicable laws.
   • Assist in audits and ensure purchase ledger records are maintained and readily available for internal or external audit purposes.
7. System Management and Process Improvement:
   • Support the implementation of improvements to the accounts payable system and processes.
   • Stay up-to-date with industry best practices and suggest process improvements to increase efficiency and accuracy.

Key Skills and Qualifications:

• Education:
  • A degree in Accounting, Finance, Business Administration, or a related field (preferred but not always required).
  • A professional qualification (e.g., AAT, ACCA, or CIMA) is a plus.
• Experience:
  • Previous experience in accounts payable or purchase ledger functions.
  • Experience with accounting software and ERP systems (e.g., SAP, Oracle, Microsoft Dynamics).
  • Strong understanding of accounting principles, particularly related to accounts payable.
• Technical Skills:
  • Proficiency in Microsoft Excel (advanced level preferred), including the ability to manage large sets of data.
  • Experience in using financial and accounting software to process and track invoices.
• Attention to Detail:
  • Strong attention to detail and accuracy when handling financial transactions.
• Communication Skills:
  • Strong verbal and written communication skills, with the ability to build relationships with suppliers and internal teams.
• Organisational Skills:
  • Excellent organisational skills with the ability to manage multiple tasks and deadlines.
• Problem-Solving Abilities:
  • Ability to investigate and resolve discrepancies, track errors, and ensure compliance with procedures.

Personal Attributes:

• Analytical and methodical approach to problem-solving.
• Ability to work under pressure and meet deadlines.
• Strong team player with the ability to work independently.
• Proactive and able to identify areas for process improvement.
• High level of integrity and professionalism in dealing with sensitive financial data.

Career Progression:

• With experience, a Purchase Ledger Analyst may progress into roles such as Accounts Payable Manager, Financial Controller, or Finance Manager. Additionally, obtaining further qualifications such as ACCA, CIMA, or ACA can enhance career opportunities.

Robert Half Ltd acts as an employment business for temporary positions and an employment agency for permanent positions. Robert Half is committed to equal opportunity and diversity. Suitable candidates with equivalent qualifications and more or less experience can apply. Rates of pay and salary ranges are dependent upon your experience, qualifications and training. If you wish to apply, please read our Privacy Notice describing how we may process, disclose and store your personal data: gb/en/privacy-notice

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