Debit and Credit Controller

**Reference: MLR 7455**

**Consultant: Michelle Le Roux**

**Descriptions**:

- Collection of specific debtors outstanding balances.
- Record keeping of follow-up conversations with customers on debtors reconciliation sheet.
- Liaison with banks in connection with unknown direct deposits.
- Liaison with branches in order to evaluate receipts with deposits on bank statement.
- Complete deposit sheets from bank statements received.
- Ensure that funds are deposited daily.
- Reconcile receipt and deposit book and bank statement against each other.
- "Back-up" for credit checker - issuing of receipts.
- “Back-up” for processing receipts on accounts receivable system.
- Continuous communication with all customers on "age analysis" in order to pay ensure.
- Passing on any inquiries and sorting them out as well as follow-up.
- Report any defaults to the Board immediately.
- Obtaining information regarding credit notes.
- Ensure that preparation and making out of credit notes on demand is correctly followed and be completed on requisitions.
- Ensure that approval of Directors takes place.
- Ensure re-invoicing if necessary.
- “Back-up” for processing credit notes on accounts receivable system.
- Reconcile debtors statements - Specific debtors
- Ensure that debit and credit journals are made out.
- “Back-up” for processing journals on accounts receivable system.
- Ensure that subcontractor recovery journals are first approved by the accountant is before journals are approved.
- Ensures accounts receivable system and balances daily.
- Control and Management of credit control positions that report directly to you.
- Follow-up of inquiries handed over to other departments.
- Complete and print invoices, own vehicle invoices as well as subcontractors computer from delivery notes.
- Circulate invoices and supporting documents to Operations director for approval.
- Ensure that debtors are invoiced at agreed/quoted rate.
- Check delivery notes from branches and file checklist.
- Import of new rates on system
- Previous day's figures are printed before system date changes.
- Before beginning month-end procedures, ensure that accounts receivable system balances.
- End of the month
- Marking of deposits against bank statements.
- Marking of deposit entries and receipts.
- Ensure that statements are sent electronically.
- Ensure that receipts are processed daily on the accounts receivable system.
- Ensure that invoices and statements reach customers as soon as possible.
- Discuss outstanding orders and quotations weekly with Operations Department.
- Ensure that accounts receivable clerks update their job descriptions accordingly on a daily basis
- Ensure that general (postal) clerk sends out invoices to customers and debtors on a daily basis
- Ensure that accounts receivable clerks process maximum number of accounts receivable invoices daily.
- Daily reports (turnover, outstanding pods, net bookings, deposit lists, cash book etc.)
- Sending “Letter of Demand” to customers who do not pay according to terms.
- Increase credit limits if necessary. Only by order of the board.
- Communicate with system (Datatim & Paper Trail & Addendum & FLOW) support
- Loading of new subcontractors on system.
- Loading new subcontractors onto Flow.
- Building on a "paperless" invoicing basis.
- Calculation of rates due to diesel or annual increases.
- Global invoices' income is divided between own and subcontractors and this to the pass financial manager.
- Prepare / invoice / debtors invoiced on schedules / global invoices
- Remove global debtors pods from system once global invoice is completed.
- Debtors reconciliation marking.
- Checking diesel imports on Datatim against information on journey cards.
- Extraction of diesel report for submission to Josef Williams to check diesel consumption.
- Point out deviations in diesel consumption against the set norm.
- Checking of use of diesel refueling points for authorized points and reporting of unauthorized points.
- Ensure that RAs are issued unauthorized use of petrol stations.
- Checking of depot diesel recons against Micro Alert reports. Make inquiries as necessary to Micro Alert and report anomalies to Remo Williams.
- Compare Shell transactions with Datatim to confirm correctness of transactions.
- Forward Shell transaction lists for Micro Alert.
- Prepare monthly diesel supply and balance with production KMs.
- Do Shell recon on Datatim
- Verify cross-border diesel payments for correctness.
- Check recons of diesel payments.
- Report account discrepancies to Shell and request credits.
- Update diesel prices on Datatim with any price fluctuations that are announced.
- Obtain adjusted price list from Shell and verify the correctness of the price adjustments against adjusted price on Datatim.
- Do reconciliation on Datatim between Shell invoices and Datatim transactions.
- Pull reconciled information on Datatim and balance with Shell. Make corrections if necessary and compile a l