Debtors / Creditors Clerk

The Employment Channel; Cape Town; On-site; ZAR 50 000 - 200 000; Full time

Job summary

A financial services company in Cape Town is looking for a debt collection specialist to manage debtor follow-ups, allocate payments, and send invoices. Responsibilities include maintaining strong relationships with customers, resolving queries, and ensuring accurate financial documentation. Candidates should possess advanced Excel skills and basic SAP proficiency. This role contributes significantly to the firm's financial processes.

Qualifications

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

Responsibilities

• Follow up on outstanding amounts daily.
• Review and allocate debtors deposits.
• Send invoices to customers and confirm receipts.
• Maintain customer relationships and resolve queries.
• Review and verify invoices for discrepancies.

Skills

Advanced Excel

Basic proficiency in SAP

Communication skills (English)

Strong reconciliation skills

Job description

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 debtors 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 POs
• 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

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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