Debtors Clerk

SUMMARY:
JOB PURPOSE: To oversee and be responsible for keeping record of customers’ accounts (amounts owed by customers and amounts received).

POSITION INFO:
JOB ROLE REQUIREMENTS:

QUALIFICATIONS:

• Grade 12 (Matric Certificate).
• Tertiary Qualification (desirable) or studying towards a Bookkeeping or Finance Degree would be advantagous.

EXPERIENCE:

• Minimim of 1 – 3 year’s work experience in a smiliar role.
• Accounting System experience would be advantagous.

KNOWLEDGE REQUIRED:

• Sage 200 Evolution.
• Working knowledge of Ms Office with a thorough understanding of Ms Excel at a Basic/Intermediate Level.
• Meat Matrix experience would be an advantage.
• Solid understanding of basic accounting principles, fair credit practices and collection regulations.

SKILLS REQUIRED:

• Proficiency in English and effective verbal and written communication skills.
• Customer service orientation, problem solving and negotiation skills.
• High degree of accuracy and attention to detail.
• Excellent interpersonal skills and the ability to build relationships for the long-term.
• Proven ability to calculate, post and manage accounting figures and financial records.

KEY PERFORMANCE AREAS (KPA’S)

Bank Reconciliation:

• Capturing and / or importing bank transactions into SAGE Evolution
• Reconcile bank balance to bank statement via SAGE recon module

Customers (Debtors):

• Allocate receipts to customer invoices / credit note as per remittance
• Investigate and resolve queries on customer accounts (Investigate and follow up on unallocated invoices and credit notes / claims).
• Send out weekly and monthly statements to customers.
• Maintan and update customer details on SAGE.
• Inform customers regarding overdue accounts.
• Receive and review customer credit applications and send for credit verification checks,
• Ensure customer accounts are placed on hold or taken off hold and inform relevant parties of such changes.
• Send a payment clearance letter to the relevant parties when a pay in advance customer made payment and cleared on the bank with approval from management.

Maintain customer Age Analysis:

• Review and maintain the account receivable age analysis on a weekly/monthly basis and Arrange a weekly meeting with Management to go through and discuss the Age Analysis.

Basic General Journals:

• Rounding – round cents to match invoice / payment.
• Reclassifying journals – re-allocate amounts when needed.
• Rebate and discounts – account for as per signed customer agreements.

Credit Notes and Tax invoices:

• Prepare credit notes as authorised, pass credits and raise Tax invoices not related to inventory.

Customer Credit limits:

• Uplift customer credit limits on managements’ request / approval.

Pay in advance customers:

• Send a payment clearance letter to the relevant parties when a pay in advance customer made payment and cleared on the bank with approval from management.

Other:

• Reconcile Services accounts/Loan accounts Intercompany accounts
• Send out National/Factory expenses Sales reports.
• Create/maintain staff accounts (retail stores) and send deductions to payroll on a monthly basis.