Debtors Clerk

1 week ago

Potchefstroom, South Africa Country Bird Holdings Full time

**Job Advert Summary**:
The primary responsibility of the Debtors Clerk is to ensure that the company's customers or clients pay their outstanding invoices on time. Overall, the debtors clerk plays a vital role in maintaining positive cash flow for the company by ensuring that payments are collected promptly and efficiently, thus contributing to the financial health and stability of the organisation.

**Minimum Requirements**:

- Grade 12
- 3 to 4 years relevant experience.
- Relevant experience with regards to debtors account management.
- Computer literate (MS Office, e.g. Excel, Outlook, Word, etc.)
- SYPRO knowledge will be beneficial.
- Excellent communication skills (written and verbal) both in English and Afrikaans.
- Basic mathematical skills.
- Positive teamwork required.
- Professional conduct at all times towards internal and external customers and staff.

**Duties and Responsibilities**:

- Download bank statements and distribute to all relevant parties daily.
- Process payments received from bank statements to correct debtor accounts.
- Allocate payments received according to remittances.
- Processing of pre-approved claims on accounts and raise concerns if there are discrepancies versus the original invoice.
- Request claim documents from customer if it appears on the remittance and not yet received from sales dept or credit note processing, send it to Sales Dept for approval.
- Sending invoices and credit notes to clients as per request.
- Monitoring of accounts and ensuring that overdue debtors are kept to the minimum and accounts don’t exceed approved credit limits.
- Daily/weekly feedback on overdue amounts.
- Reconcile accounts if requested or when necessary.
- Attend to differences on accounts in collaboration with sales department and customers.
- Deal with customer enquiries/complaints in a timely, effective, and professional manner.
- Processing pre-approved finance charges on accounts.
- The processing, upload and download of invoices, statements, and remittances on selected client company portals.
- Order releases after reviewing client’s available credit.
- Communication with sales and logistics teams with regards to insufficient credit limits on customer accounts and assist the sales and logistics team with any other account rated inquiries.
- Complete trade references for various clients after approval from Financial Accountant.
- Update approved master file changes on system.
- Sending of account statements monthly, weekly and on request to customers in the customers preferred format.
- Processing of credit notes/journals on pre-authorised instruction (e.g. discounts/rebates/trade samples, etc.)
- Processing of pre-approved invoices (rent, electricity, etc.)
- Calculate pro-rata invoice split on approved discounts taken by customers on remittance for allocation purposes.
- Daily payment confirmations to be done as soon as proof of payments are sent through.
- Update and balance the cashflow daily with actual payments received as per bank statement.
- After hours, assistance will be required from time to time.
- Standing in for colleagues from time-to-time
- Assist with ad-hoc administrate duties as and when required.

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