Debtors Clerk

3 weeks ago

Montague Gardens, South Africa Pie in the Sky Wholesale Bakery Full time

Debtor’s clerk SOP
- Capturing client payments
- All clients are to be captured on a daily basis
- Ensure that payment is allocated to correct client.
- Request a remittance advise for big payments as well as big clients like Shoprite, Newrest,etc
- Follow up on outstanding payments
- Cod clients must be followed up the next day after delivery after which account is put on hold if payment or proof of payment is not received
- Weekly clients are to be followed up on the next day after statements have been sent out, following which the account is put on hold if payment or proof of payment is not received
- Fortnightly accounts are due on the 15thand the 30th of each month, statements are sent out on those dates and clients with outstanding payments are contacted and account is put on hold if payment or proof of payment is not received.
- Monthly accounts are due 30 days from statement and if payment is not received within that time period. The client is contacted after which the account is put on hold until payment is received.
- Debtor reconciliations
- Debtor accounts are to be reconciled before statements are issued to ensure accurate statements
- Resolving Client queries
- All client queries should be resolved timeously and if debtors clerk cannot resolve the issue then this should be escalated to Thandie and Sergio
- Passing credit notes
- Please refer to credit note SOP
- Client Statements
- All weekly statements should be sent out every Tuesday to allow room for clients who would have made payments on the Monday.
- Fortnightly accounts should be sent out on the 15th and last day of each month
- Monthly statement are sent out on the last day of each month
- Once statements are sent out and age analysis must be printed out in order to determine clients with overdue amounts
- Checking driver route sheets
- Route sheets are to be checked everyday
- Loading new clients on Sage and maintenance of client database

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- Petty Cash
- All cash receipts and cash payments must be captures in the Petty cash bank account.
- All transactions must be recorded in the month they occur.
- All petty cash transactions must be check by Thandie before posting
- Calculation of monthly client rebates
- Rebates are calculated and signed off by Sergio an sent to clients after which client sends us invoice for payment
- Capturing monthly stock figures
- Scanning of POD’s
- Capturing & Reconciling Coimbra and Pie intercompany account
- Filing

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