Debtors Clerk

SUMMARY:
Medium sized organisation based in Dunkeld requires your Debtors expertise!

POSITION INFO:

JOB DESCRIPTION – DEBTORS 
THE ENCUMBENT IN THIS POSITION IS RESPONSIBLE FOR THE MANAGEMENT OF THE DEBTORS INVOICING FUNCTION, AND THE MANAGEMENT OF THE “REQUEST FOR CREDIT” LIST.  THESE TWO FUNCTIONS ARE CLOSELY LINKED.
DEBTORS FUNCTION
THE OBJECTIVE OF THE ENCUMBENT IS TO ENSURE THAT ALL GOODS ARE CHARGED TO THE DEBTORS CORRECTLY, AND THAT QUERIES ARE HANDLED IN A TIMEOUS AND PROFESSIONAL MANNER.
THE FOLLOWING IS AN OUTLINE OF THE MONTHLY PROCESS TO BE FOLLOWED, TO ACHIEVE THE ABOVE OBJECTIVE.
1.      RECEIVE SUPPLIER INVOICES AND CREDIT NOTES, OR SCHEDULES WHERE APPLICABLE, FROM CREDITORS.
2.      PROCESS INVOICES, CREDIT NOTES AND SCHEDULES INTO SAP, DATED THE 28TH DAY OF THE RELEVANT MONTH.
3.      ASSIST CREDITORS WITH BALANCING OF TRANSACTIONS BETWEEN DEBTORS AND CREDITORS
4.      BY 10TH OF EACH MONTH, SEND STATEMENTS TO DEBTORS.
5.      ASSIST DEBTORS WITH COPIES OF DOCUMENTS REQUIRED BY THEM
6.      SAVE COPIES OF PAYMENT RECONS RECEIVED ELECTRONICALLY ON COMMON DRIVE
7.      PASS ANY QUERIES ON PAYMENTS TO THE ACCOUNTANT.
8.      PREPARE FOR THE FOLLOWING MONTH’S PROCESSING.
 
REQUEST FOR CREDIT (RFC) LIST
THE DEBTOR IS RESPONSIBLE FOR ADVISING THE SUPPLIER OF ANY REQUESTS FOR CREDIT.  IT IS DESAMARK’S RESPONSIBILITY TO ENSURE THAT THESE ARE FINALISED PROMPTLY.   THE OBJECTIVE OF THE ENCUMBENT IS TO ENSURE THAT THE VALUE OF THE RFC LIST IS AT ALL TIMES REASONABLE, AND CURRENT.
THE MINIMUM JOB REQUIREMENTS ARE TO ENSURE THAT REQUESTS ARE HANDLED, AND FEEDBACK RECEIVED AND GIVEN, TIMEOUSLY BY BOTH THE DEBTOR AND SUPPLIER.  AT ANY GIVEN TIME, THE ENCUMBENT SHOULD BE ABLE TO PROVIDE  FEEDBACK TO MANAGEMENT ON ALL ITEMS ON EACH SUPPLIER’S RFC LIST, IF REQUESTED.


THE FOLLOWING IS AN OUTLINE OF THE MONTHLY PROCESS TO BE FOLLOWED, TO ACHIEVE THE ABOVE OBJECTIVE.
1.      ONCE THE RECONS FROM THE DEBTORS HAVE BEEN RECEIVED,
1.1              COMPARE THE CURRENT LIST OF RFC’S ON THE RECON WITH THE PREVIOUS MONTH’S RFC LIST, PER SUPPLIER.
1.2              REMOVE ANY ITEMS NO LONGER ON THE DEBTORS LIST, FROM THE RFC LIST
1.3              ADD ANY NEW ITEMS REFLECTED ON THE CURRENT RECON, TO THE RFC LIST
1.4              ENSURE THAT YOU RECEIVE COPIES OF ALL NEW RFC’S THAT APPEAR ON EACH DEBTOR’S RECON.
1.5              KEEP A MONTHLY FILE OF ALL NEW RFC’S RECEIVED
2.      SUPPLY CREDITORS DEPARTMENT WITH THE OUSTANDING RFC LIST PER SUPPLIER, BY THE 28TH OF EACH MONTH
3.      PROVIDE A SUMMARY BY SUPPLIER, OF THE TOTAL OUTSTANDING RFC’S TO MANAGEMENT, ONCE THE INDIVIDUAL LISTS HAVE BEEN PASSED ON TO CREDITORS.
4.      IN ORDER TO ENSURE THAT THE VALUE AND AGING OF THE RFC LISTS REMAIN REASONABLE, THE FOLLOWING NEEDS TO BE DONE.
5.      ENSURE THAT IF A CREDIT NOTE HAS BEEN PASSED ON ANY SPECIFIC RFC, THAT THE DEBTOR IS NO LONGER REFLECTING THE RFC ON THEIR NEXT RECON. 
6.      FOLLOW UP ON ANY STILL REMAINING, EVEN THOUGH CREDIT HAS BEEN PASSED.
7.      IF AN RFC IS STILL ON THE DEBTOR’S LIST 2 MONTHS AFTER IT FIRST APPEARED, FOLLOW UP WITH THE RELEVANT SUPPLIER AS TO THE REASONS FOR DELAY.
8.      PROVIDE FEEDBACK TO THE DEBTORS ON ANYTHING RECEIVED FROM THE SUPPLIER. SHOULD THERE BE ANY DIFFICULTY IN GETTING CREDIT FROM A SUPPLIER, OR A DEBTOR TO ACCEPT A DECISION FROM A SUPPLIER, REFER TO A MEMBER OF MANAGEMENT FOR ASSISTANCE AND FOLLOW

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