About this role
POSITION PROFILE
The Data Entry Clerk is responsible for ensuring that documents that originate in the Pharmacy are properly prepared, logged and distributed/submitted to the responsible departments within the specified timeframe and in a manner that allows traceability and accountability.
JOB DUTIES & RESPONSIBILITIES
· Prepare Delivery Trip Reports
1. Receive invoices from the Dispatchers, access the trip report system, select the account for
the assigned delivery contractor and enter the invoices on the trip report, ensuring that all
required information is recorded.
2. Check automatic calculation on the trip report to verify that the cost vs sales ratio falls within
the agreed percentage to constitute and economic trip. Advise the Dispatcher or
Pharmacy Supervisor of expectations.
3. Separate the pages of the invoice as follows:
o White and blue copies to remain together for submission to the pickers
o Pink copies to be given to the delivery contractor to facilitate the check off of products
during the loading process
o Green copies for pharmaceutical products are retained and filed in the pharmacy;
those for consumer, merchandise or Kimberly Clark products are given to the delivery
contractor to assist with the check off during delivery
4. Confirm finalization of delivery trip with the Dispatcher, print the delivery trip report and
attach it to the pink copies of the invoices.
5. Submit the trip report and pink copies of the invoices to the security guard for verification
and the white and blue copies to the Dispatcher to await the commencement of the
loading of the vehicle.
· Reconcile Completed Security Gate Pass Books:
1. Check off Security Gate Passes that have been returned by the security personnel at the Exit
Gate and paste gate passes back in the relevant book.
2. Ensure that all gate passes have been accounted for before submitting completed book to
the Logistics Manager or designate for storage.
· Answer telephones and assist with inquiries related to the status of deliveries, etc.