Debtors Clerk

The Debtors Clerk is responsible for the full debtor’s function. This includes processing of invoices and credit notes daily/weekly/monthly, ensuring all payments are allocated timeously, and Pastel processing such as journal entries and debtors’ statements. The role involves attending to account/customer queries, investigating and resolving discrepancies, and following up on all outstanding debtor account balances. Obtaining remittance advices from customers and documenting all follow-ups on the debtors age analysis, which is submitted weekly, are key duties. Debtors must be reconciled and closed for the month, with the age analysis submitted to the Accountant before management accounts are due. The clerk will generate accurate reports detailing the aging of outstanding accounts and explanations for overdue accounts, and maintain clear communication processes between finance and other departments. All invoices and statements for customers must be sent out by the 7th of each month. Debtors who continuously default on their account must be escalated to management. Assistance with ad-hoc tasks for senior team members is also required. Credit management involves a continued focus on reducing debtor days, negotiating favorable debtor terms, reviewing and approving credit application forms, setting appropriate credit limits, and performing credit checks. Preparing debtor application forms (COD or credit applications) and loading approved accounts onto the system, along with filing debtor’s documents and maintaining Debtors Files and Folders (System and Hard Copies), are essential. Escalation of defaulting debtors to the legal department for handover may be necessary. People performance tracking and setting up performance review meetings are also part of the role. Building relationships with customers and resolving queries timeously, along with teamwork and self-driven accomplishment of team goals, are expected. Compliance, risk, and quality involve logical saving of all work, templates, etc., monthly and yearly for audit purposes. Producing high-quality, neat, logical, succinct, easy-to-follow, and easy-to-understand formula-linked work/templates/workbooks/financial models substantiated by facts with no numbers in the formulas is crucial. Ensuring the final version and other documents are chronologically saved/backed up, and effectively dealing with internal, external, SARS, and BEE auditors are also required. Ensuring credit application forms and customer agreements (terms, conditions, pricing, rebates, settlement discounts/volume discounts etc.) are retained and filed logically is important. Assistance with company projects as allocated from time to time is also part of the role.

• Processing of invoices and credit notes daily/weekly/monthly.
• Ensure all payments are allocated timeously.
• Pastel processing e.g. journal entries, debtors’ statements, etc.
• Attend to account / customer queries in a timely manner.
• Investigate and resolve any discrepancies in a timely manner.
• Follow up on all outstanding debtor account balances.
• Obtaining remittance advices from customers
• All follow ups to be documented on debtors age analysis which is to be submitted weekly.
• Debtors must be reconciled and closed for the month.
• The age analysis must be submitted to the Accountant before management accounts are due.
• Generate accurate reports detailing aging of outstanding accounts and explanation of overdue accounts.
• Maintain and implement clear communication processes between finance and other departments.
• All invoices and statement for all customers must be sent out by the 7th monthly.
• Debtors who continuously default on their account must be escalated to management.
• Assist senior Team Members when required with ad-hoc tasks.
• Credit management comprising a continued focus on reducing debtor days, negotiating favorable debtor terms, reviewing and approval of credit application forms including setting of appropriate credit limits and performing credit checks.
• Preparing debtor application forms (COD or credit applications) and loading approved accounts onto the system.
• Filing of debtor’s documents.
• Maintenance of Debtors Files and Folders (System and Hard Copies).
• Escalation of defaulting debtors to legal department for handover where necessary.
• People Performance must be tracked by yourself and the onus is place on you to set-up performance review meetings.
• Building relationships with customers and resolving queries timeously.
• Teamwork as well as self-driven to accomplish Team goals.
• Ensure logical saving of all work, templates, etc. monthly and yearly such that each year’s financial records can stand on its own when enquiries/ investigations/audits take place.
• Produce high quality, neat, logical, succinct, easy to follow, easy to understand, formula linked work/templates/workbooks/financial models - of which is substantiated by facts with no numbers in the formulas.
• Ensure the above (final version) and other documents are chronologically saved/backed up.
• Effectively deal with internal, external, SARS and BEE auditors.
• Ensure credit application forms and customer agreements (terms, conditions, pricing, rebates, settlement discounts/volume discounts etc.) are retained and filed logically.
• Assist with company projects as allocated from time to time.

• Minimum of three years debtor experience
• Microsoft Office