Purchase Ledger Clerk



30 September 2020

Reporting To

  • Dealership Accountant

Responsible For

  • No direct staff

Main Purpose of the Job

  • To Maintain the Purchase ledger part of the finance function of the Dealership

Detailed Responsibilities

  • Distribution of invoices to the relevant signatory, ensuring all invoices signed off prior to posting/payment;
  • Posting of Purchase ledger documents onto the DMS (DRIVE);
  • Control of Staff expense claims;
  • Maintenance and reconciliation of the Supplier control account;
  • Production of the Weekly & Monthly cheque and BACS runs;
  • Posting all purchase ledger cheques to the DMS on a daily basis;
  • Reconciliation to supplier statements on a monthly basis;
  • Reconciliation of the Inter Company accounts;
  • Production of Inter Company invoices;
  • Timely processing of all late payment notices and legal claims;
  • Recording the allocated sequential number to all purchase invoices entered;
  • Allocation of credit notes/payments;
  • Downloading, coding and posting all inter company documentation, including Warranty credits;
  • Quarterly Creditor reviews with the Dealership Accountant;
  • Clearance of all morning reports review items on a daily basis;
  • Writing and posting of all Accruals and Prepayments journals (month end reversals) and maintenance of the Prepayments file;
  • Investigate/solve all purchase ledger queries in a timely manner;
  • General involvement in the production of month end accounts with timetabled tasks assigned;
  • Sundry journal writing and posting;
  • Good working knowledge of essential banking and credit control roles to cover during holidays/absence.


  • To maintain relationships with the following in order to facilitate the achievement of the Department and Dealership goals.
  • Direct relationships: Group Accountant; Dealership Accountant; Cashier; Credit controller; Accounts Assistant.
  • Indirect relationships: Bank personnel; Dealership staff.

Person Specification

Organisation skills

  • Attention to detail
  • Collate and record information accurately
  • Maintain accurate records
  • Logical and systematic
  • Set priorities
  • Effective Time Management
  • Work to targets and Deadlines 

Interpersonal skills

  • Work effectively as a team
  • Empathetic
  • Liaise with other departments
  • Good telephone manner
  • Convey openness, honesty and trust
  • Work without close supervision
  • Communicate effectively

Personal Qualities 

  • Willing to take personal responsibility
  • Energetic and enthusiastic
  • Self-motivated, assertive and confident
  • Committed
  • Flexible approach
  • Professional appearance and manner
  • Positive attitude
  • Friendly and courteous


  • Computer literacy, with Accounts software (ADP Kerridge Autoline an advantage but not essential);
  • Knowledge of MS Office, particularly excel