Invoice and Debtors Clerk / Order Management Administrator

Objective Personnel; Germiston; On-site; ZAR 260,000 - 380,000; Full time

Job summary

Objective Personnel in Germiston seeks a detail‑oriented Finance and Administration professional to manage end-to-end debtor management, invoicing, and credit control using Pastel.

You will receive POs, create sales orders, coordinate production and delivery, ensure accurate invoicing and documentation, and monitor statements and collections to meet company targets.

Strong accuracy, compliance, and communication with customers and internal teams are essential.

Qualifications

• Matric / Senior Certificate.
• Valid driver license is not specified as a requirement in the HTML; other listed requirements cover skills and tools.
• Experience in finance and administration with accurate order processing and compliance with documentation.
• Proficiency with Pastel and strong credit control and debtor management capabilities.

Responsibilities

• SALES ORDER PROCESSING: Receive POs, create sales orders with correct pricing and terms, verify status before processing.
• PRODUCTION & DELIVERY COORDINATION: Liaise with internal teams to meet delivery expectations and update customers.
• DELIVERY DOCUMENTATION CONTROL: Ensure delivery notes are complete and reconciled with Pastel.
• INVOICING & BILLING ADMINISTRATION: Review notes, generate tax invoices with PO and delivery references, attach documents.
• CREDIT CONTROL & CUSTOMER ACCOUNT MANAGEMENT: Manage credit applications, approve facilities, and maintain Pastel accounts.
• DEBTOR MANAGEMENT & COLLECTIONS: Monitor outstanding balances, follow up on overdue invoices, maintain debtor age analysis.
• MONTH-END STATEMENTS & REPORTING: Ensure batches are posted and statements distributed on time.
• TRANSPORT & RECOVERY RECONCILIATION: Perform monthly transport reconciliations and recover costs.

Skills

Finance and administration experience

Accurate order processing

Credit control

Customer account management

Documentation accuracy

Pastel software proficiency

Attention to detail

Education

Matric / Senior Certificate

Tools

Pastel

Job description

Qualification

• Matric / Senior Certificate

Requirements

• Valid driver license
• Experience in finance and administration
• Accurate order processing
• Computer literate
• Complete and compliant documentation.
• Controlled credit exposure.
• Timely collection of outstanding debts.
• Effective customer account management.
• Achievement of company debtor and cash collection targets.
• Overdue debt within approved company targets.
• Review customer notes prior to invoicing to ensure customer-specific requirements are met.
• Maintain accurate and up-to-date customer notes for all account-specific requirements and special instructions.
• Ensure all customer credit applications are fully completed and supported by the required documentation.
• Ensure approved credit terms and limits are accurately maintained on Pastel.
• Monitor customer accounts for credit limit notifications and promptly escalation exceptions to Finance.
• Ensure customer approval letters and original credit application documentation are retained and filed appropriately.
• Ensure no invoices are processed where manufacturing transactions remain incomplete.
• Ensure all tax invoices contain the correct customer purchase order and delivery note references.
• Ensure all credit notes are supported by appropriate documentation and include a valid reason for issue.
• Ensure all customer invoice, credit note and debit note batches are updated prior to month-end processing.
• Ensure all customer payments, credit notes and transactions are accurately allocated on Pastel.
• Ensure all unmatched open items are reviewed and resolved before monthly statements are issued.
• Ensure customer statements are distributed between the 1st and 5th working day of each month unless an approved exception applies.
• Ensure customer statements accurately reflect the outstanding balance due by each customer.
• Identify and resolve account discrepancies prior to statement distribution.
• Ensure customer master data, pricing, and credit terms remain accurate and up to date.

Duties

• SALES ORDER PROCESSING
• Receive purchase orders (POs) from customers.
• Create sales orders on the system with the correct pricing, terms, and customer details.
• Verify customer pricing, approved credit terms, and account status prior to order processing.
• Communicate sales orders internally to initiate production.
• PRODUCTION & DELIVERY COORDINATION
• Liaise with internal production teams to ensure orders are processed timeously.
• Communicate expected delivery dates to customers.
• Monitor order progress to ensure alignment with customer requirements.
• DELIVERY DOCUMENTATION CONTROL
• Monitor and ensure the accuracy and completeness of delivery notes generated via the delivery note portal (delivery notes are not created manually by this role).
• Perform a weekly reconciliation between the delivery note portal and Pastel to identify gaps where deliveries have not yet been invoiced.
• Investigate and follow up on all exceptions identified during the reconciliation process to ensure no deliveries are missed for invoicing.
• Monitor open sales orders and follow up when delivery dates have been exceeded to ensure timely fulfilment.
• Follow up internally with Production and Logistics, or externally with customers, to confirm expected delivery or collection dates when delays occur.
• Upon delivery or customer collection:
• Scan and file signed delivery notes.
• Capture and store Certificates of Analysis (COAs).
• INVOICING & BILLING ADMINISTRATION
• Review customer notes prior to invoicing to ensure all customer-specific requirements, instructions, pricing agreements, documentation requirements, and billing conditions have been met.
• Maintain and update customer notes whenever customer requirements, processes, pricing structures, delivery instructions, or account information change.
• Process manufacturing transactions for finished goods on Pastel (JHB branch) to ensure inventory and production records are accurately updated prior to invoicing.
• Investigate and resolve Pastel system warnings and exceptions, including incomplete manufacturing transactions, selling prices below cost price, customer credit limit notifications, and other transaction discrepancies prior to invoice processing.
• Create tax invoices and ensure the customer purchase order number and delivery note reference are captured in the prescribed format:
  PO12345 | 5686JHB
• Attach signed delivery notes and COAs to tax invoices.
• Issue complete invoice packs to customers.
• Ensure all supporting documentation is accurate, complete, and correctly filed.
• Save delivery notes and COAs on the portal and rename files to include the relevant tax invoice reference.
• Process customer credit notes and ensure all supporting documentation is saved on the server.
• Ensure every credit note contains a clearly documented reason for the return, cancellation, pricing adjustment, or correction.
• CREDIT CONTROL & CUSTOMER ACCOUNT MANAGEMENT
• Review credit applications for completeness and ensure all supporting documentation is received.
• Submit credit applications to the credit bureau for assessment and follow up on outstanding information.
• Draft customer credit approval letters and communicate approved credit facilities, terms, and conditions to customers.
• Arrange courier collection of original signed credit application documentation and ensure all original documents are received and filed.
• Obtain and maintain original signed credit application documentation.
• Create and maintain customer accounts on Pastel, ensuring all account information, credit terms, pricing structures, and customer details are accurate and complete.
• Review customer credit limits and process credit limit increase requests for management review and approval.
• Monitor customer account exposure and credit limit notifications on Pastel.
• Notify customers when approved credit limits have been reached or exceeded and communicate any account restrictions or requirements as directed by Finance.
• Escalate credit limit exceptions and account exposure concerns to Finance for review and decision-making.
• Communicate approved credit decisions, account updates, and credit limit amendments to customers.
• Update customer master data, including contact details, addresses, VAT information, and billing requirements.
• DEBTOR MANAGEMENT & COLLECTIONS
• Monitor customer accounts for outstanding balances.
• Follow up on overdue invoices and outstanding amounts.
• Maintain ongoing communication with customers regarding payment status.
• Escalate long-outstanding accounts where necessary.
• Maintain debtor age analysis and prioritise collection activities based on account risk and overdue balances.
• Resolve customer queries relating to:
• Deliveries
• Invoicing
• Missing or incorrect documentation
• COAs
• SADC documentation
• Liaise internally to resolve discrepancies efficiently.
• Coordinate with Sales, Production, Logistics, and Quality departments to resolve customer queries and complaints.
• MONTH-END STATEMENTS & REPORTING
• Ensure all users have updated and posted their customer invoice, credit note and debit note batches prior to month-end processing.
• Follow up on outstanding batches and ensure all customer transactions are processed before statements are generated.
• Match and allocate all customer payments, credit notes, and transactions against outstanding invoices on Pastel.
• Review and clear all unmatched open items on Pastel prior to statement generation.
• Prepare and distribute monthly customer statements.
• Ensure all invoices, credit notes, payments, and allocations are correctly reflected on customer accounts.
• Email customer statements between the 1st and 5th working day of each month, unless an approved exception has been communicated.
• Follow up on statement-related queries and discrepancies.
• Investigate and resolve account variances identified during statement preparation
• TRANSPORT & RECOVERY RECONCILIATION
• Perform monthly transport reconciliations.
• Ensure all transport costs are accurately recovered and billed to customers