Pharmaceutical Sales Cashier & Receipts Officer

JOB DESCRIPTION

Pharmaceutical Sales Cashier & Receipts Officer

Department: Finance & Pharmaceutical Sales Administration
Duty Station: Addis Ababa, Ethiopia
Employment Type: Full-time
Reports To: Finance Manager / Senior Accountant
Coordinates With: Pharmaceutical Sales, Warehouse, Logistics and Administration
Required Experience: 1–3 years in cashiering, sales accounting, or financial administration.

1. Company Background

Cheerful Trading PLC is an Ethiopian import-export company engaged in pharmaceuticals, medical supplies, medical equipment, laboratory products, general trading, and agricultural exports.

The company is expanding its pharmaceutical distribution activities to pharmacies, wholesalers, hospitals, health centers, clinics, and other healthcare institutions.

Cheerful Trading PLC seeks a trustworthy, detail-oriented, and organized Pharmaceutical Sales Cashier & Receipts Officer to manage daily sales receipts, payment recording, and financial documentation related to pharmaceutical sales.

1. Job Purpose

The Pharmaceutical Sales Cashier & Receipts Officer will be responsible for accurately processing daily pharmaceutical sales transactions, issuing authorized sales receipts, recording customer payments, maintaining financial records, and reconciling daily collections.

The officer will ensure that all pharmaceutical sales transactions are properly documented, traceable, and reported to the Finance Department in accordance with company procedures and applicable Ethiopian tax and accounting requirements.

1. Key Duties and Responsibilities

A. Daily Pharmaceutical Sales Receipts and Invoicing

1. Prepare and issue authorized sales receipts and invoices for daily pharmaceutical sales.
2. Record sales transactions accurately using the company's approved accounting, invoicing, or billing system.
3. Verify customer names, TIN details where applicable, product descriptions, quantities, prices, discounts, and applicable taxes before issuing documents.
4. Ensure sales documentation corresponds to approved sales orders and authorized prices.
5. Coordinate with the Pharmaceutical Sales Department to confirm customer orders and payment terms.
6. Prepare receipts for cash, bank transfer, and other company-approved payment methods.
7. Maintain sequential and accurate records of issued invoices and receipts.
8. Ensure all canceled, voided, or corrected receipts are properly documented and approved.
9. Provide customers with valid payment receipts and authorized sales documentation.
10. Maintain organized electronic and physical copies of daily sales documents.

B. Daily Cash Collection and Payment Recording

1. Receive and record customer payments according to authorized company procedures.
2. Verify cash amounts against issued receipts and invoices.
3. Verify bank transfer payments using appropriate bank confirmation procedures.
4. Record daily payments against the correct customer account and invoice.
5. Maintain accurate records of cash, bank, and other approved payment transactions.
6. Safeguard company cash and financial documents.
7. Prepare daily cash collection summaries.
8. Arrange timely deposit or handover of collected cash according to company policy.
9. Immediately report cash shortages, payment discrepancies, suspected fraud, or other irregularities.
10. Ensure personal and company funds are never mixed.

C. Daily Sales Reconciliation

1. Reconcile daily sales receipts against invoices, payment records, and approved sales transactions.
2. Prepare a daily sales summary showing:
3. • Total sales invoiced.
   • Cash sales.
   • Bank transfer collections.
   • Credit sales.
   • Collections against previous credit sales.
   • Discounts and returns, where applicable.
   • Outstanding customer balances.
4. Check receipt and invoice numbering for gaps or discrepancies.
5. Identify and investigate differences between recorded sales and collected payments.
6. Coordinate with the accountant to correct authorized accounting errors.
7. Submit daily reconciliation reports to the Finance Department.
8. Ensure all daily transactions are properly recorded before closing the business day.

D. Customer Credit Sales and Receivable Records

1. Maintain updated customer payment and outstanding balance records.
2. Record sales made on approved credit terms.
3. Track due dates for customer payments.
4. Prepare customer statements of account when authorized.
5. Notify the Pharmaceutical Sales Officer and Finance Department about overdue balances.
6. Assist in following up outstanding customer payments.
7. Record partial payments and allocate them to the appropriate invoices.
8. Reconcile customer account balances with accounting records.
9. Report discrepancies and overdue balances to the accountant.
10. Never approve customer credit limits or payment extensions without authorization.

E. Warehouse and Pharmaceutical Sales Coordination

1. Coordinate with the Pharmaceutical Sales Department to verify approved sales orders.
2. Communicate with warehouse personnel to confirm product quantities and approved dispatch documents.
3. Ensure invoice documentation matches the authorized products and quantities.
4. Support reconciliation of sales invoices with delivery notes and warehouse dispatch records.
5. Report invoice, quantity, or documentation discrepancies.
6. Maintain accurate records of sales returns and credit notes after proper authorization.
7. Coordinate with the accountant and warehouse to resolve unmatched sales documents.
8. Ensure the cashier does not independently authorize inventory adjustments or product releases.

F. Hospital, Clinic, Pharmacy and NGO Payment Documentation

1. Prepare invoices and payment receipts for institutional pharmaceutical customers.
2. Maintain payment records for pharmacies, hospitals, clinics, health centers, and NGO customers.
3. Assist in preparing customer account statements and payment supporting documents.
4. Monitor outstanding payments against approved institutional supply contracts.
5. Coordinate with the sales team and accountant regarding overdue payments.
6. Organize supporting documents for institutional customer payment reconciliation.
7. Maintain accurate records of contract-related sales, invoices, and receipts.
8. Refer contractual disputes or payment discrepancies to authorized management.

G. Accounting and Financial Administration

1. Assist the Finance Department with daily sales posting and reconciliation.
2. Maintain organized financial files and supporting documents.
3. Prepare daily, weekly, and monthly financial transaction summaries.
4. Assist with preparation of bank deposit records.
5. Support the accountant during internal reviews, audits, and financial reconciliation.
6. Apply applicable tax invoicing and documentation requirements.
7. Maintain confidentiality of customer financial information and company sales records.
8. Follow approved internal financial controls and documentation procedures.