Debtors Controller

2 weeks ago


Durban, KwaZulu-Natal, South Africa Riseup Management Full time
Responsibilities:

Debtors Controller
  • Responsible for managing the debtor ledger, issuing invoices, following up on overdue accounts, and reconciling payments.

Sales/Support Teams
  • Provide necessary documentation and support for invoicing and dispute resolution.

Finance Team
  • Assist with reconciliations and reporting.

Procedures

Opening of Debtor Accounts:
  • Ensure that all documents are received, and are valid
  • Ensure the BCM Process is followed
  • Credit Approval from CGCI
  • Account to be opened on the System with all statutory information completed

Credit Note Processing:
  • Ensure credit note documents are completed correctly and signed off by the departmental head
  • No credit note is to be processed without prior approval.

Payment Tracking
  • Monitor Payments: Regularly check for incoming payments and match them to the corresponding invoices.
  • Reconcile Accounts: Ensure payments are correctly allocated in the accounting system.
  • Update Ledger: Maintain an up-to-date debtor ledger reflecting all payments and outstanding balances.

Follow-Up on Overdue Accounts
  • Aging Report: Generate an aging report to identify overdue accounts.
  • First Reminder: Send a polite reminder email or letter to customers with overdue payments
  • Second Reminder: Escalate with a more formal reminder if payment is not received
  • Phone Follow-Up: Contact the customer directly to discuss overdue payments and agree on a payment plan if necessary.
  • Final Notice: Issue a final demand letter if payment is still not received

Dispute Resolution
  • Identify Disputes: Investigate any disputes or discrepancies raised by customers.
  • Collaborate with Teams: Work with sales, support, or logistics teams to resolve issues.
  • Adjust Invoices: Issue credit notes or adjust invoices as necessary.
  • Communicate Resolution: Inform the customer of the resolution and confirm payment terms.
  • Bad Debt Management
  • Identify Bad Debts: Flag accounts that are unlikely to be paid (e.g., 90+ days overdue).
  • Write-Off Approval: Seek approval from management to write off bad debts.
  • Record Write-Offs: Update the accounting system to reflect the write-off.
  • Monitor Recovery: Continue to monitor written-off accounts for potential recovery.

Reporting
  • Daily/Weekly Reports: Prepare reports on outstanding debtors, payments received, and overdue accounts.
  • Monthly Reconciliation: Reconcile the debtor ledger with the general ledger.
  • Management Reports: Provide detailed reports to management on debtor performance and collection efforts.

Key Performance Indicators (KPIs)
  • Percentage of overdue accounts
  • Average days sales outstanding (DSO)
  • Bad debt as a percentage of total sales
  • Collection effectiveness index (CEI)

Tools and Systems
  • Accounting software IQ Retail

Compliance
Ensure compliance with company policies, accounting standards, and legal requirements.
Maintain confidentiality of customer information.

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