Despatch Clerk

1. Primary Purpose of the Role

The Dispatch Clerk is responsible for the administrative, system, and physical integrity of the outbound logistics process. Key duties include processing claims, credits, and customer returns in SYSPRO, verifying picking check sheets against commercial invoices, reconciling Proof of Deliveries (PODs) against dispatch registers, and generating daily variance reports. The role serves as the critical control gate ensuring that stock departing and returning to the facility aligns with financial documentation and inventory accuracy.

2. Key Responsibilities & Daily Duties

A. SYSPRO Transaction Management & Invoicing

• Claims & Returns Processing: Accurately capture and process all customer credits, upliftments, and returns within SYSPRO adhering strictly to operational cut-offs:
• Mondays: Submit full reconciliation by 12:00.
• Tuesday – Friday: First batch submitted by 07:00; second batch submitted by 12:00.
• Saturdays: Full reconciliation submitted by 12:00.
• Order & Dispatch Note Processing:
• Validate picking slips, delivery notes, and sales orders prior to invoicing.
• Prepare dispatch documentation bundles for drivers/transporters (Tax Invoice, Delivery Note, POD copies).
• Execute dispatch note releases within Megasoft / SYSPRO (TBA – operational workflow to be finalized).

B. Dispatch Gate Auditing & Check Sheet Verification

• Check Sheet vs. Invoice Reconciliation: Conduct a line-by-line verification comparing warehouse picker/loader check sheets against printed SYSPRO invoices (validating SKU codes, batch numbers, case counts, and pallet configurations).
• Pre-Loading Audits: Ensure trailers/vehicles are loaded strictly according to the loading manifest, axle-weight balance, and customer drop sequence.
• Seal & Gate Control: Confirm security seal numbers match dispatch documentation prior to truck departure.

C. POD Management & Reconciliation

• Manual Book Matching: Collect physical Proof of Delivery (POD) documents from returning drivers daily and cross-reference each against the physical dispatch/security gate register ("manual book").
• Submission Deadline: Consolidate, stamp, verify, and submit all matched PODs and the manual book daily by 07:00 to the Logistics/Finance department.
• Discrepancy Investigation: Immediately investigate partial deliveries, driver shortages, or delivery notes returned unsigned, un-stamped, or marked with customer damages.

D. Stock Returns, Quarantine & Rework

• Returns Sorting & Categorization: Physically inspect and categorize all returned inventory on the daily returns register according to defined criteria:
• Damaged / Defective Stock: Segregated for quality assessment/scrapping credit.
• Expired / Short-Dated Stock: Logged and moved to disposal/quarantine.
• Good / Restock able Stock: Verified and cleared for re-entry into active bin locations.
• Rework Ingestion: Oversee the quarantine staging, barcode scanning, and relabelling of rework stock back into SYSPRO (TBA – operational workflow to be finalized).

3. Daily Reporting

The Dispatch Clerk is responsible for compiling and submitting standard daily variance reports to Distribution, Inventory Control, and Finance management

4. Key Performance Indicators (KPIs)

• POD Compliance: 100% of driver PODs reconciled and submitted by 07:00 daily.
• Cut-Off Adherence: 100% compliance with SYSPRO claims capture windows (07:00 and 12:00 cut-offs).
• Invoice-to-Load Accuracy: Zero dispatch errors (over-deliveries, short-deliveries, or wrong product loaded).
• Inventory Reconciliation: Zero unauthorized stock variance between physical returns staging and SYSPRO credit capture.

5. Job Requirements & Qualifications

Education & Experience

• Grade 12 (Matric) / Senior Certificate with Mathematics or Accounting.
• Minimum of 2–3 years’ experience as a Dispatch Clerk, Invoicing Clerk, or Distribution Administrator in an FMCG, manufacturing, or distribution center environment.
• Extensive working experience with SYSPRO ERP (specifically Sales Orders, Invoicing, Dispatch Notes, and RMA/Returns modules).
• Proficiency in RF/barcode scanning hardware and warehouse management software (e.g., Megasoft).

Technical Skills & Competencies

• Intermediate to advanced Microsoft Excel proficiency (VLOOKUP, Pivot Tables, data entry validation).
• Thorough understanding of logistics documentation (Tax Invoices, Delivery Notes, PODs, Gate Passes, Credit Notes).
• High attention to detail with proven ability to reconcile stock figures under time-sensitive dispatch deadlines.
• Strong communication and dispute-resolution skills when engaging drivers, warehouse floor staff, and sales teams.

Work Location: In person