Introduction

The Order Processing & Inventory Clerk is responsible for the accurate capturing, 
processing and administration of procurement and inventory-related transactions within the 
business. The incumbent assists with the processing of purchase orders, goods received 
documentation, inventory transactions and supplier records within Sage Pastel Partner.
The primary purpose of the role is to ensure that approved transactions are accurately 
recorded, supporting documentation is complete and information is distributed to the relevant 
departments for further processing.
The position provides administrative support to the procurement, warehouse and finance 
functions by maintaining accurate records and adhering to established procedures and 
approval requirements.
 

Duties & Responsibilities

KEY RESPONSIBILITIES
1. Purchase Order Administration
1.1 Capture and process approved purchase orders in Sage Pastel Partner.
1.2 Verify that all supporting documentation and approvals have been obtained prior to 
processing.
1.3 Ensure purchase orders are accurately allocated to the correct supplier, department, 
branch or cost centre.
1.4 Maintain accurate records of purchase orders processed.
1.5 Maintain files of outstanding purchase orders and supporting documentation.
1.6 Distribute approved purchase orders to suppliers and relevant internal personnel as 
required.
2. Warehouse and Inventory Coordination
2.1 Communicate purchase order information to warehouse personnel as required.
2.2 Provide warehouse receiving personnel with relevant purchase order information.
2.3 Maintain records relating to stock ordered and expected deliveries.
2.4 Report discrepancies between purchase orders and goods received documentation to 
the responsible manager.
2.5 Ensure inventory-related transactions are accurately processed and recorded.
3. Goods Received Administration 
3.1 Verify delivery documentation against approved purchase orders.
3.2 Confirm quantities and descriptions reflected on supporting documentation.
3.3 Record and report shortages, over-deliveries, damaged goods or documentation 
discrepancies.
3.4 Ensure goods received documentation is complete prior to processing.
3.5 Obtain confirmation from warehouse personnel where required before processing 
transactions.
4. Inventory Data Capturing 
4.1 Capture goods received transactions accurately within Sage Pastel Partner.
4.2 Ensure quantities, product descriptions and supporting documentation correspond 
before processing.
4.3 Match purchase orders, delivery notes and supplier invoices prior to submission to the 
Creditors Department.
4.4 Maintain accurate inventory records supported by appropriate documentation.
4.5 Provide administrative support during stock counts and inventory reconciliations when 
required.
4.6 Report discrepancies identified during processing to the responsible manager.
4.7 File and maintain inventory documentation in an organised and accessible manner.
5. Logistics Administration
5.1 Process logistics-related purchase orders and supporting documentation.
5.2 Verify supporting documentation relating to transport and freight expenditure.
5.3 Maintain records relating to freight, transport and logistics transactions.
5.4 Forward logistics-related documentation to the responsible personnel when required.
6. Creditors Administration Support
6.1 Prepare creditor documentation packs containing:
6.1.1 Approved Purchase Orders
6.1.2 Delivery Notes / Goods Received Notes
6.1.3 Supplier Tax Invoices
6.1.4 Supporting Approvals
6.2 Ensure all documentation is complete, accurately filed and readily available for 
processing.
7. Internal Controls and Compliance
7.1 Follow all procurement, inventory and financial procedures applicable to the position.
7.2 Ensure transactions are processed in accordance with approved authority levels.
7.3 Maintain complete supporting documentation for all transactions processed.
7.4 Adhere to company policies, procedures and record-keeping requirements.
KEY PERFORMANCE AREAS (KPAs)
o Purchase Order Processing Accuracy
o Inventory Transaction Processing Accuracy
o Goods Received Processing Accuracy
o Documentation Completeness
o Filing and Record-Keeping Standards
o Processing Turnaround Times
o Compliance with Procedures
 

Desired Experience & Qualification

MINIMUM REQUIREMENTS
Qualifications
o Grade 12 (Matric)
Experience
o Minimum 2–3 years’ experience in a finance, procurement, inventory control or creditors 
administration environment.
o Experience working with inventory and warehouse processes.
o Experience using Sage Pastel Partner 
o Experience processing purchase orders and supplier documentation.
Knowledge
o Inventory control principles.
o Purchase order processing.
o Goods receiving procedures.
o VAT and tax invoice requirements.
o Warehouse operations and stock control processes.
o Internal financial controls.
Skills and Competencies
o High level of accuracy and attention to detail.
o Strong numerical and reconciliation skills.
o Excellent organisational and administrative abilities.
o Ability to identify discrepancies and investigate variances.
o Strong communication and interpersonal skills.
o Ability to work under pressure and meet deadlines.
o Proficiency in Microsoft Excel and Sage Pastel Partner.
o Strong analytical and problem-solving skills.
SPECIAL RESPONSIBILITIES
Due to the critical nature of inventory and procurement controls, the incumbent is expected 
to maintain the highest standards of integrity, confidentiality and accuracy. Failure to 
exercise due care may result in material inventory discrepancies, financial losses or control 
failures.