Debtors / Creditors Clerk

Achieve Collections within Debtors DaysFollow up, telephonically and via email, on all outstanding amounts on a daily basisCapture the detail of all follow up calls and commitments to pay from Customers in required formatArrange a weekly debtor meeting with sales and finance teamsAdvise Financial Manager of all invoices not paid within 90 days, and work with sales and finance on collectionObtain authorisation to issue suspension notice on accounts in arrears and notify Customer, NOC and Sales managersWork closely with Contract Managers on Customer accounts in arrearsAllocate Debtors DepositsReview daily bank statement and allocate paymentsRequest required documents from Customers e.g remittance adviceAllocate payments based on remittanceCheck debtors discounts and rebates against Customer fileAll 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 invoicesVerify all required reports are send along with the invoices Maintain Customer RelationshipsSend new Customer confirmation to Sales departmentComplete updated, accurate fields in Contract fileSend documents to Customers when requested i.e. credit notes, invoices and statementsObtain written consent from Customer for any changes or updatesResolve all Customer queries in a friendly manner and as timeously as possibleMaintain an accurate, up to date history of all queriesSend Suspension letter for overdue accounts, once all other follow up actions have been exhausted Review and Verify InvoicesReceive invoices and supplier statements via email and post from different suppliers or request outstanding invoices or credit notes from the supplierEnsure invoices match to purchase order numbers and resolve any discrepancies.Ensure Goods Receipt has been completed, match invoice to Goods ReceiptedEnsure all manually processed invoices are captured into correct GL codeCapture invoices on SAPSupplier ReconciliationsCompare Supplier statements and creditors ledgerAll other reconciling differences to be queried with relevant manager and resolved before the next payment runProvide accurate communication to supplier once the final management decision is madeInvestigate monthly Purchase Orders not matched to invoices and clear monthly POsAll reconciliations to be authorised by Accountant, before invoices are loaded for payment Payments and Remittances, and maintain Supplier RelationshipsOnce the reconciliation has been approved, load payments into bank and submit batch to the CFO for approval and releaseSubmit bank remittances and supplier reconciliations to suppliers notifying them that the payment has been releasedWork with supplier, accountant, and supply chain to resolve queries and disputes on accountAllocate and match payments to correct supplier on SAPFile all supplier reconciliations and attach proof of payment to the reconciliationsProvide proper communication to all relevant parties regarding accounts payable functions TeamworkWork with collegues to achieve overall team goalsHighlight problems and work with team to find solutionsTake personal ownership of problems Key Stakeholder RelationshipsInternalSales staff and managementExternalCustomers, Auditors CompetencyKnowledge:Knowledge of debtors follow up function.Sound knowledge of accounting principles (debits and credits)SkillsComputer skills, including advanced Excel skills and basic proficiency in SAP.Communication skills in English (verbal and written)Strong reconciliation skillsBehavioralCustomer ResponsivenessAssertiveTeam PlayerAttention to detail.Numerical reasoningDeadline drivenAccurateConflict handling SkillsProblem Solving