Accounts Clerk Debtors and Creditors

Black Pen Recruitment; Cape Town; Hybrid; ZAR 200 000 - 300 000; Full time

Job summary

A leading recruitment agency in Cape Town is seeking an Accounts Clerk - Debtors and Creditors to manage financial operations within the travel sector. This full-time role demands solid experience in accounting procedures, proficiency in invoicing and credit control, and the ability to work within a dynamic team. The position offers a hybrid work environment with flexible hours and opportunities for professional training. Candidates should have knowledge of Tourplan and South African financial regulations.

Benefits

Medical Aid

Life Insurance

Death & Disability insurance

Funeral Cover

Flexible work hours

Study Leave

Financial assistance for studies

Qualifications

• Proven experience as an Accounts Clerk in the travel industry.
• Knowledge of VAT compliance and South African financial regulations.
• Ability to work in a hybrid setup.

Responsibilities

• Perform financial operations including invoicing, collections, and reconciliations.
• Establish good relationships with agents and clients.
• Report bi-weekly age analysis to department managers.

Skills

Attention to detail

Numerical accuracy

Communication skills

Organisational skills

Tools

Tourplan

MS Excel

Job description

Accounts Clerk - Debtors and Creditors (DMC/Safari/Travel)

Cape Town, Western Cape, South Africa

Job Openings Accounts Clerk - Debtors and Creditors (DMC/Safari/Travel)

About the job Accounts Clerk - Debtors and Creditors (DMC/Safari/Travel)

Our client continuously excels in arranging all aspects of destination management services in South Africa, Namibia, Botswana, Zambia, Zimbabwe, Malawi, Kenya, Uganda, Tanzania, Zanzibar, Rwanda, Mozambique, Madagascar and Mauritius. Their source markets have grown continuously and now include Europe, Asia, South and North America.

Job Purpose

To perform all relevant duties of debtor and creditor accounting procedures and controls, plus deliver key objectives and goals. Establish and maintain required business processes and procedures mitigating business risk.

Job Type

Full Time / Permanent

Location

Cape Town, South Africa

Workplace

Hybrid

Department

Finance

Reports to

Head of Finance

Requirements

• Proven experience as an Accounts Clerk / Debtors & Creditors Clerk within the travel, tourism, or DMC industry.
• Solid working knowledge of Tourplan or a similar travel accounting/booking system.
• Strong understanding of invoicing, reconciliations, and credit control processes (including age analysis and payment terms).
• Excellent numerical accuracy, attention to detail, and organisational skills.
• Experience managing supplier and agent relationships including following up on payments and resolving queries.
• Knowledge of VAT compliance and South African financial regulations.
• Proficiency in MS Excel and accounting systems.
• Based in Cape Town (or able to relocate) with the ability to work in a hybrid setup.
• Strong communication and teamwork skills, with the ability to support a busy finance team during peak travel seasons.

Responsibilities

Financial Operations: Invoicing

• Ensure correct, timely and complete checking of all booking confirmations (target: all bookings received on the day to be checked by the end of the day)
• Check clients' details are loaded correctly (name, room type, number of clients)
• Check that the booking is loaded under the correct agent, that the agents reference number is in the booking
• Check that the services are loaded correctly (correct supplier, correct date, correct supplier, and agent rates)
• Follow up with the consultants or database department if any information loaded into the booking is incorrect
• Post debtor invoices to ledger accounts (target: all bookings for which the agent has credit facilities are invoiced on travel date; pre-payment bookings are invoiced 45 days prior to travel date)
• Double check that all information in the booking is still correct
• Check that the clients' details have not changed in the booking
• Double check that the services loaded in the booking are still correct, compared to the confirmation signed off
• Invoice the booking and email the invoice to the agent
• Ensure that the invoice is allocated to the correct branch code
• Check that VAT (Value Added Tax) reflects correctly
• Ensure that booking values match with invoice values

Financial Operations: Collections

• Primarily, it is important to be aware of Our Credit Terms and Pre-Payment terms on all agent's Agreements
• Follow up timeously on payments (telephonic and e-mails).
• Reminders to be sent to Agents on a bi-weekly basis
• Ensure that all invoices are paid as per the stipulated agent/client payment terms, no overdue balances on the age analysis.
• The profitability of the booking should be above margin corridors; if below the corridor or loss-making to be escalated and verified if approved.
• Follow up and resolve queries received from the agent or any internal queries.
• Send accurate and complete statements to the agents

Financial Operations: Credit Note Compilation

• Ensure that all credit notes are authorised and that there are notes in the bookings explaining why they have been created
• Ensure that all invoices are posted to the correct branch
• Ensure correct, timely and complete receipting of agents payments in the financial system
• Payments should be receipted not later than one week after funds arrived in the bank account; all payments of one calendar month must be correctly receipted through the TP debtor module latest by the 1st working day of the following month)
• Current and CFC (Customer Foreign Currency) bank statement are to be checked daily
• Ensure that all prepayments are received within the time limit provided and that no risk is entered into
• Agents statements to be sent monthly, unless account is in arrears to which statements should be sent weekly.
• Review debtor balances and aging analysis on a regular basis; No outstanding balances to appear in +90 days

Financial Operations: Creditors

• Check invoices for VAT compliance
• Check invoices against vouchers and the contract rates
• Liaise with consultants in case of internal queries and suppliers in case of external queries
• Request missing invoices and supplier statements where required
• Capture invoices to supplier accounts on Tourplan
• Reconcile creditor statements on Tourplan to supplier statements
• Prepare payments to suppliers within agreed/contracted payment terms
• Capture payments in Tourplan once released on banking system
• Submit proof of payments and remittances to suppliers for payments made
• Together with the consultant liaise with suppliers on credit notes and refunds due
• Ensure credit notes and refunds are captured on the system and paid/offset by the supplier
• Reporting and commentary on outstanding items on creditor age analysis
• Reporting and commentary on any vouchers that have been over-captured on Tourplan
• Organise and file all financial documents produced and received in a timely and organised filing system

Client / Agent relationship

• Establish good working relationships with Agent / Clients
• Improve payment/collection terms with Agent / Clients
• Establish and maintain good working relationships with suppliers
• It is expected of all employees to perform not only task mentioned in the job description, but also direct allocated or extraordinary/adhoc tasks that could arise
• Highlight vouchers that can be closed to HOF monthly
• Assist on projects in the Finance team in line with roadmap and close out with HOF

Reporting

• Bi-Weekly age analysis to be forwarded to HOF and department managers with reasons for amounts being overdue (target: 10h00 on every working Monday)
• Understand monthly reports on variances; accelerate critical issues to HOF and department manager.

Human Resources: Teamwork

• Support one another as a team; by assisting in each others duties as needed and directed.
• Be able to embrace diversity and to have the ability to work in that environment.
• Partake in annual performance appraisals.
• Be free to demand training whenever the need arises.

Additional responsibilities

• Stay updated about new agents and products and establish invoicing strategy on basis of agents and companys needs at an early stage
• Improve knowledge about processes especially within the Finance Department but also in all other departments of the company

Sundry Areas

It is expected of all employees to perform not only tasks mentioned in the job description, but also direct allocated or extraordinary tasks that could arise. At the discretion of management, assistance might be required during peak seasons to assist the creditors' team with capturing across both business units.

• Medical Aid
• Life Insurance
• Death & Disability insurance
• Funeral Cover
• Hybrid office environment with flexible work hours
• Study Leave available for relevant business-related studies
• Financial assistance for your studies (after min. one year of working with us)