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With offices, warehouses, and terminals at strategic locations across the globe in more than 50 countries and with over 5,500 skilled and experienced employees, Steinweg is well-equipped to handle a wide range of cargo and commodities.
**Key tasks & responsibilities**:
The overall purpose is to ensure that efficient collections of monies owed to the company by our customers are collected on time and in full. The resolution of customers’ queries is resolved timeously and trade within the agreed payment terms and credit limits. Forecasting of daily collections. Allocating invoices to collection in CargoWise.
**Manage debtor accounts / collections**
- Contact large and complex debtors prior to payment due dates:
- PIA/COD debtors - contact daily.
- Weekly debtors - contact mid-week.
- Monthly debtors - contact mid-month and then again closer to month end.
- Ensure payments are received within the agreed payment terms.
- If the clients are close to their credit limit, you need to notify your CS.
**Cash Connect**
- Cash Connect needs to be populated daily in the live system as per the SOP.
**Statements**
- Send statements daily, weekly, and monthly in line with the debtors approved terms.
- Ensure statements are saved on the J drive under the division.
- Ensure quality check is done before statements are sent to the client.
- Cash Connect needs to be populated daily in the live system as per the SOP.
**Reconciliation**
- Reconciliations are to be done monthly and saved on the J drive under the divisions.
- Reconciliations are to be saved on the J drive under the division.
**Communicate with client and operations**
- Constant communication with the operations controller/ CS/GM/FM is required to manage the debtor book effectively.
**Inter Company**
- Interim statements are to be sent on the 26th of the month after the 25th payment has been captured as requested by the division.
- Final statements are to be sent once closed off in PDF and a excel reconciliation.
**Capture receipts**
- Capture payments daily from the bank statement / payment tracking sheet and allocate to the correct debtor’s account.
- All allocations are to be done with the clients’ remittance or statement balance and saved in the J drive under the division.
- CSL receipts are captured in finance dept and allocated by the CC as per the remittance or statement balance and saved in the J drive under the division.
**Bank statements**
- Bank statements are to be pulled every morning before 8am and saved in the J drive under CSB Bank Statements/CSL.
- Ensure all divisions and currency are pulled and balanced to the closing balance from the day before.
- Payment tracking sheets are to be updated daily.
- IT Swifts are to be saved as received in the CSB Bank Statement folder.
- Transfer sheet to be updated daily and sent Creditors (Riana) weekly (CSB).
**Queries**
- Follow up daily on queries and manage within the agreed timelines within the division.
- Notify your CS for assistant if you are not getting any response from operations.
- As and when you receive a query, it needs to be populated in Cash Connect query system and a teams/WhatsApp’s sent to the operations controller notifying them there is a query lodged.
**Overdues**
- Follow up daily on overdues.
- Notify your CS for assistant if you are not getting any response from the client or operations.
**Forecast**
- The forecast is to be populated daily before 8h30 and balanced to the bank statement for Euro, Rands and Dollars.
- The forecast needs to always cover 30 days.
- Ensure the 5-day rules is applied.
- Discuss forecast in your weekly meetings with the divisions.
**Interest**
- Interest is to be raised on all debtors that have signed our STCs interest clause that pay us late.
- Rate is prime +2%.
- Confirm with the divisional head that we can raise interest and that CSB/CSL is not at fault and should be reviewed in the weekly meetings.
- Interest must be raised within 48 hours of payment being received.
- If payment has not been made by the end of the next month i.e. 30 days, interest must be raised before we close off for month end.
- When interest is paid the CC should advise the necessary divisional FM to take to revenue.
- Interest that needs to be credited needs to be approved by the CS, GCM and the FM.
**Credit limits and terms**
- Monitor your client’s availability within their approved credit limit and terms.
- If a PCL (CSL) is received, follow the SOP process before releasing.
- A PCL is received when a client exceeds their credit limit or is overdue.
- Framework approval levels are:
- Exceeding the credit limit
R2.5m and exceeded by R500k as a once off to be approved by GCM, then re-vetting is to take place.
- If the account is overdue, discussion and approval with the COO and/or the FD to take place.
- Once approval is received for the PCL or credit limit override, it needs to be saved in the J drive.
- Notify your CS for assistances to know what to do next
