Senior Debtors Clerk (CR662)

Our client in Paarl is looking for a skilled Head of Debtors. The Head of Debtors is required to manage the accounts receivable function in the Group through accurately looking after the Group master-data, processing the required information on Pastel Evolution in a timely manner, efficiently resolving queries from the sales team and customers. When necessary, the Head of Debtors can escalate queries to the Group Financial Manager after the query has been summarized and all required information been obtained from the sales team, customers and the factories.

KEY PERFORMANCE AREAS

Debtors collection

• Collection of monies from customers / follow-up from international and local customers
• Send monthly statements to customers by 10th to ensure accurate payment
• Confirm inward transfers from ABSA to facilitate foreign currency flow and accuracy for Reserve Bank
• Prepare and submit key customers’ statements on a weekly basis

Master-data

• Manage Group pricing policy through the following:
• Receive, review and process price changes on customer master-data
• Manage customer master-data through the following:
• Capture new customers in a timely manner on Pastel Evolution
• Review customer master-data on a regular basis and correct inconsistencies or missing data
• Communicate customer code to relevant factory sales clerk for invoice processing

Review

• Customer account reconciliations
• Resolve invoice queries through liaising with the sales team and customers
• Review credit notes parked in the Group for accuracy and validity
• Follow up with the factory sales clerk for any queries
• Review outstanding weighbridge vouchers and liaise with Paarl factory sales clerk to close outstanding weighbridge vouchers in a timely manner
• Manage the Group credit policy
• Receive, review and submit for approval all new credit application queries according to the delegation of authority limits approved from time to time
• Receive, review and submit for approval all changes in credit terms of customers
• Review outstanding customer accounts, process interest at the applicable rate and communicate to customers

Processing

• Process cash receipts in foreign and local currency on Pastel Evolution daily
• Process credit notes parked in the Group after review
• File relevant documentation required for audit purposes in an organised and timely manner

Reporting

• Weekly reporting on Accounts Receivable balances to senior management

Month-end close procedures

• Manage the monthly intergroup balancing through the following:
• Pull intergroup report on a regular basis
• Send intergroup report to factories and request follow-up on outstanding imbalances
• Assist with queries from factories to solve the imbalances reported on
• Issue of rental invoice for HO
• Issue insurance invoices to all branches
• Ensure all stock issued in drums, has an accompanying drum deposit invoice
• Ensure all commercial invoices are processed on Evolution
• Ensure rental invoices have been issued by all other branches
• Review of GL accounts and customer accounts to confirm they are in balance and zero:
• Reconcile customer and supplier accounts and submit to Group Financial Manager for review
• Calculate management fee for the Group and issue results to Group Financial Accountant
• Process intergroup debtors / creditors offset
• Email key customers’ invoices and credit notes in their format
• Report on inventory and accounts receivables to financial institutions
• Complete statistics form and submit to STATS SA
• Year-end close and external audit
• Assist with external audit by receiving sample requests from the audit team and submitting the relevant documents for review by the external audit team in a timely manner

Other

• Petty cash
• Receive petty cash from staff, issue cash receipt and process on Pastel Evolution
• Disburse petty cash to staff with authorised disbursement note and process on Pastel Evolution
• Reconcile petty cash on a monthly basis and submit to Group Financial Accountant for review
• Receive invoices from suppliers and process on QuickBooks
• Review commercial invoices for customers and process on QuickBooks
• Close books by the 5th working day after the previous month-end and confirming reporting can start to Group Financial Accountant

REQUIREMENTS

• Proven working experience as a Senior Debtors Clerk, minimum 3 years
• Solid understanding of basic bookkeeping and accounting payable principles
• Hands-on experience with spreadsheets and accounting software
• High degree of accuracy and attention to detail

SALARY

R20000 – R30000 CTC

AVAILABILITY

Immediately

Please use the following reference number in the subject line of your email: CR662 when applying for this position. Please submit your CV in Word Format, salary expectation and notice period. Kindly consider your application unsuccessful should you not receive feedback within 1 week.