Debtors / Creditors Clerk

SUMMARY:
Responsible for collecting accounts receivable, achieving collection targets, allocation of debtor’s collections, sending customer invoices and resolve Customer queries on time.

POSITION INFO:

Achieve Collections within Debtors Days

• Follow up, telephonically and via email, on all outstanding amounts on a daily basis
• Capture the detail of all follow up calls and commitments to pay from Customers in required format
• Arrange a weekly debtor meeting with sales and finance teams
• Advise Financial Manager of all invoices not paid within 90 days, and work with sales and finance on collection
• Obtain authorisation to issue suspension notice on accounts in arrears and notify Customer, NOC and Sales managers
• Work closely with Contract Managers on Customer accounts in arrears

Allocate Debtors Deposits

• Review daily bank statement and allocate payments
• Request required documents from Customers e.g remittance advice
• Allocate payments based on remittance
• Check debtor’s discounts and rebates  against Customer file
• All adjustments or journals to be authorised by Financial Manager

 
Send invoices to customers.

• Send out adhoc invoices and credit notes as soon as they are ready.
• All monthly re ocurring invoices to be send on the 15th of every month.
• Obtain confirmation from Customers of receipt of invoices
• Verify all required reports are send along with the invoices

 
Maintain Customer Relationships

• Send new Customer confirmation to Sales department
• Complete updated, accurate fields in Contract file
• Send documents to Customers when requested i.e. credit notes, invoices and statements
• Obtain written consent from Customer for any changes or updates
• Resolve all Customer queries in a friendly manner and as timeously as possible
• Maintain an accurate, up to date history of all queries
• Send Suspension letter for overdue accounts, once all other follow up actions have been exhausted

 
Review and Verify Invoices

• Receive invoices and supplier statements via email and post from different suppliers or request outstanding invoices or credit notes from the supplier
• Ensure invoices match to purchase order numbers and resolve any discrepancies.
• Ensure Goods Receipt has been completed, match invoice to Goods Receipted
• Ensure all manually processed invoices are captured into correct GL code
• Capture invoices on SAP

Supplier Reconciliations

• Compare Supplier statements and creditors ledger
• All other reconciling differences to be queried with relevant manager and resolved before the next payment run
• Provide accurate communication to supplier once the final management decision is made
• Investigate monthly Purchase Orders not matched to invoices and clear monthly PO’s
• All reconciliations to be authorised by Accountant, before invoices are loaded for payment

 
Payments and Remittances, and maintain Supplier Relationships

• Once the reconciliation has been approved, load payments into bank and submit batch to the CFO for approval and release
• Submit bank remittances and supplier reconciliations to suppliers notifying them that the payment has been released
• Work with supplier, accountant, and supply chain to resolve queries and disputes on account
• Allocate and match payments to correct supplier on SAP
• File all supplier reconciliations and attach proof of payment to the reconciliations
• Provide proper communication to all relevant parties regarding accounts payable functions

 
Teamwork

• Work with collegues to achieve overall team goals
• Highlight problems and work with team to find solutions
• Take personal ownership of problems

 
Key Stakeholder Relationships
Internal

• Sales staff and management

External

• Customers, Auditors

 
Competency
Knowledge:

• Knowledge of debtors follow up function.
• Sound knowledge of accounting principles (debits and credits)

Skills

• Computer skills, including advanced Excel skills and basic proficiency in SAP.
• Communication skills in English (verbal and written)
• Strong reconciliation skills

Behavioral

• Customer Responsiveness
• Assertive
• Team Player
• Attention to detail.
• Numerical reasoning
• Deadline driven
• Accurate
• Conflict handling Skills
• Problem Solving