Accounts Receivable Clerk

**POSITION**:Accounts Receivable Clerk

**LOCATION**: Cape Town

**EE**:Open to all

**Summary**
- An Accounts Receivable Controller prepares accounts receivable transactions and processes.
- customer payments. They also create invoices according to company practices and submit them for approval by management or clients.
- Accounts receivable duties include ensuring accuracy and efficiency of operations, processing and monitoring incoming payments, and securing revenue by verifying and posting receipts.
- In this role the incumbent is responsible for the efficient and effective collection of cash flow as per the customers set out terms and limits.
- The full Credit Control Function must be followed as per the Companies Credit Policy which stipulates the specific procedures and processes to be followed and Limits of Authority that must be adhered too to minimize risks for the company.
- The role requires a direct interface with external and internal customers as well as management and accurate processing and reporting will play an important role in keeping all informed on any debtor at any given time and ensuring a heathy cash flow for the company.

**BASIC JOB FUNCTIONS**:
**Billing**
- Process accounts and incoming payments in compliance with financial policies and procedures.
- Perform day to day financial transactions, including verifying, classifying, computing, posting, and recording accounts receivables’ data.
- Prepare billing invoices, Intercompany re-charge Invoices and Credit notes.
- Reconcile the accounts receivable ledger to ensure that all payments are accounted for and properly posted.
- Verify discrepancies by and resolve clients’ billing issues.
- Facilitate payment of invoices due by sending bill reminders and contacting clients
- Generate financial statements and reports detailing accounts receivable status.
- Daily Capturing of Payments to ensure all reporting is accurate and up to date.
- Interaction with Customers, ensuring invoices, credit notes and statements are received as required to ensure on time payments.
- Internal interaction to ensure intercompany cross charges are done monthly.
- Interaction with customer as well as internal finance requesting remittances, up on un-known sundry re-charges information and ensure the correct GL was assigned.
- Ensure the correct Cost centres, Analysis codes are assigned with every transaction.
- Responding to their requests on outstanding documentation, queries and statements, request for Credit Limit increases.
- Interaction with Internal Customers requesting Sundry invoices for recharging, and remittances for payments not allocated or follow deposits.

**Collections**
- New Customers - Credit Applications - Follow Credit Policy on vetting process and opening of Debtors accounts.
- Management Approval on all New Customers as per Level of Authorization as per the Credit Policy of opening of new account.
- Existing Customers - Follow up on Customers who do not have Credit Applications on file - Management approval as per Level of Authorisation.
- Approved Accounts - Ensure all data is loaded once approved in SAGE as per the Credit Policy.
- Send Customers their statements as per their Terms and within 4 working days after month-end.
- Process of payments daily to the correct accounts as per remittance advices.
- Follow up on short payments, establishing if it is due to queries, claims, or proof of deliveries requested.
- If there are unresolved queries communicate with Account Manager, Sales Representative as to special pricing to approved by their direct Management if credits are to be processed.
- Send the required proof of deliveries or outstanding invoices to customers when requested.
- Follow up on clients who exceed payment terms - either getting commitment to pay if no payment is received follow the process to “stop supply” as per the Credit Policy.
- Report to Management bi-weekly on expected Cash flow.
- Report on overdue by 10th of each Month - for monthly business review.
- Identify Risk areas and corrective action taken.
- Draft of Acknowledgment of Debts and Payment Agreement plans were required to reduce Risk of bad debt.
- Identify Potential Bad Debt and action to be taken to avoid any bad debt.
- Follow up on Proof of delivery processes and ensure documentation is scanned in and follow up on outstanding proof of deliveries with operations.
- Monthly Credit Note Analysis, ensure Credit Note processing is required once approved by Management.
- Any Ad hoc duties given by Management to assist as and when required.
- Projects assigned by Management within the Credit Control function to ensure accurate data, reduction of Credit Risk and improvement of Cash Flow.
- Attending of required Training Workshops as and when required to improve work performance and to keep up to date with current Legislation.
- Detailed Reconciliation of Debtors accounts as required to assist customer to balance back to our Trail Balance or Statement