Purchase Ledger / Finance Assistant

Education/Qualification

• 1988 Pitman Typing Elementary – Bolton Commercial College
• 1987 6 CSE’s achieved including Maths and English / O level in English Language – Hayward School

Systems used

• Microsoft Word and Excel including Vlookups
• SAP
• Dynamics AX
• Sage
• Oracle

Career Summary

Most Recent Employer – College

Position – Lead Purchase Ledger Clerk

Dates – April 2024 – December 2025

• Supervision of a team of two
• Mentoring a younger member of the team
• Monitoring Purchase Ledger mailbox for incoming emails and invoices
• Moving completed emails into correct folders
• Saving invoices to relevant folder for processing, moving invoices to pending folder until GRN completed, then moving invoices to completed folder
• Processing invoices onto Open accounts and sending out to approvers for GRN
• Once invoices are GRN’d finalising process to stage of invoices being ready to be paid
• Chasing up departments if invoices aren’t GRN’d
• Accessing Portals for invoices where the company doesn’t supply their invoices via email
• Reconciling Statements at Month End and contacting suppliers for statements if not received
• Performing Month End tasks
• Approving orders in Ebis by checking correct budget code and nominal codes are used and if incorrect codes are used rejecting them back to department with a reason for rejection
• Contacting new Suppliers to security check bank details and make sure all details are correct
• Manually processing credit notes and manual invoices
• Preparing Students Cash bursaries for collection by Student Finance
• Uploading New and amended Student bank details onto Open Accounts
• Uploading Student bursary payments onto Open Accounts to be paid into Student bank accounts
• Reconciling Petty Cash once a week and uploading transactions onto Open accounts
• Handing out Petty Cash when required
• Receiving Sales Ledger cash from departments and then passing to Sales Ledger for processing
• Contacting companies that have apprentices with them to obtain bank details so incentive payments can be made
• Contacting Students for bank details so that refunds can be made to them for courses cancelled
• Liaising with Student Finance re Students bursaries that have been returned due to incorrect bank details
• Reporting queries to Suppliers and liaising with the relevant department to resolve queries
• Saving invoices to Estates/Exam department folders so these departments don’t get overloaded with emails and then sending out reports once a week
• Liaising with Budget holders with regards to orders in Ebis that need to be completed or rejected back to the department and keeping Ebis tidy
• Collecting post from the post room once a day

Previous Employer – Electrical Services

Position – Purchase Ledger Clerk 

Dates – September 2020 – March 2024

• Processing Invoices in IPA & AX
• for AO Retail, AO World, Elek Direct & EAO
• Sending invoices out for authorisation for Elek Direct & EAO, invoices for AO Retail & AO World are approved through IPA
• Checking new suppliers on Google, VAT checker & companies house, setting up Suppliers on AX & IPA once details verified
• Ringing suppliers to verify bank details & requesting bank details on letter headed paper which are sent to the Treasurer & saved on a shared drive along with a bank verification call sheet
• Checking Purchase Orders on the Purchase order system RAI
• Dealing with Supplier queries & internal queries
• Processing Expense claims in Concur, processing Leavers & Changes in Concur
• Producing payments for Expenses, Elek Direct & EAO
• Reconciling statements at month end
• Dealing with Expense queries
• sending approval chasers out & resending invoices out that have reached 30 days in IPA

Previous Employer – Non-Specialized Wholesale Trade

Position – Accounts Assistant

Dates – April 2019 – June 2020

• Based in a Team of six and reported to the Credit Manager
• Worked on a Ledger with circa 500 + Live accounts across the Building Trade
• Mainly dealt with current debt but did deal with a small amount of aged debt on the Ledger
• Authorised to put Accounts on stop – liaised with Account Managers / Customer Service Teams to release orders
• Managed a high volume of complex account queries – built and maintained solid working relationships with Stakeholders at all levels

Reason for Leaving; Redundancy due to a 40% drop in trade as a direct result of Covid19

Previous Employer – Food and Beverage Services Sector

Position – Credit Controller

Dates – December 2015 – April 2019

• Based in a team of three and reported to the Sales Ledger Supervisor
• Worked on a Ledger with circa 600 plus live accounts – some of these were Key Accounts and included Companies such as; Living Ventures, Brew Dog and New World
• Responsible for mainly aged debt but did also work across current – accounts were varied in terms of credit agreements and included weekly, monthly and cash on delivery
• Built and maintained solid working relationships with Stakeholders at all levels and contacted accounts mainly by telephone – followed up with emails
• Accountable for raising copies of Sales Invoices / Goods Received Notes – sent via email / post
• Covered for Sales Ledger during holidays / peak times and created Invoices
• Responsible for negotiating payment plans with Customers – payment terms were agreed with the Finance Director beforehand
• Worked closely with Atradius the Companies Credit Insurance Company once Accounts had gone into 3months or more or more – worked to strict reporting deadlines or the balances would have to be written off and absorbed by the Business
• Put accounts on stop once the Finance Director had agreed – Sales / Account Managers were also involved in the decision
• Responsible for running the ledger and transferring information from previous ledger and putting key accounts into separate tabs
• Managed the running of consolidated Invoices weekly and monthly for Key Accounts
• Created instructions for processes for DD’s, Credit Card payments, Consolidated Invoices for other Credit Controllers
• Opened new credit accounts and advised the relevant Departments and Sales Reps that the accounts had been opened

Reason for Leaving; Redundancy

Previous Employer – Baking Sector

Position – Accounts Assistant / Purchase Ledger / Credit Control dual role

Dates – July 2014 – December 2015

• Purchase Ledger in a morning
• Entering Purchase Ledger Invoices onto SAP which don’t have Purchase Orders quoted
• Parking Invoices onto SAP
• Scanning Invoices to email to Bakeries to obtain a Purchase Order
• Re-entering Invoices onto SAP once Purchase Order’s raised
• Keeping record of Invoices outstanding with Bakeries on a spreadsheet
• Chasing Bakeries up if they don’t come back with Purchase Orders
• Credit Control in an Afternoon
• Raising query forms to send to Bakeries to obtain a POD
• Maintaining query file
• Logging query forms back in once PODs received from Bakeries
• Sending PODs out to customers
• Putting notes onto customer’s accounts in SAP
• Sending Invoices out to customers
• Posting cash onto customer’s accounts in SAP