Credit Controller

**MAIN PURPOSE OF POSITION**:
Manage the allocated debtors’ book by collecting payments on or before they are due and minimizing bad debts by following internal policies and procedures. Establish and maintain excellent relationships with all internal and external parties through constant communication. Work in line with credit legislation. Resolving account-related queries with a matter of urgency and maintaining an elevated level of customer service on all matters related to Accounts Receivable.

**Performance Standards**
**Banking & Payment Allocations**:

- Checking the various bank statements daily to identify payments made for the debtors assigned to the credit controller.
- Capturing the payment receipt on the ERP system.
- Save the payment batch in the specified folder for auditing purposes in line with the payment allocation process.

**Statements**:

- As soon as the Group Credit & AR Manager confirms all statements have been sent after month-end closure, the Credit controller will check System1A daily to ensure that the partners have viewed their statements.
- If the partner confirms that the statement has still not been received, the credit controller will re-send a statement and ask the partner to confirm receipt.

**Invoices, PODs, Credit Notes and other supporting documents**:

- The credit controller must send out Invoices, PODs, Credit notes, and all other sup-porting documents as and when required by the partner.
- The credit controller must then also educate the partner to use System1A so that they may access any required documents from that system in future.

**Recons**:

- The credit controller must have an updated recon with full reasons for non-payment on EVERY account that has queries. This recon must be ready and available to be sent to sales, the AR Supervisor, and or the Group Credit and AR Manager as needed.

**Collection Process**:

- The credit controller must phone each account on their assigned debtors book a minimum of 3 times:

- After the month-end statements are sent to ensure the statement was received and viewed.
- In the middle of the month to ask if there are any queries or issues to address before the month-end payment is due.
- The last week of the month to confirm the amount and date of payment for the payment that is due at the month end and to ensure that payment is made so that it is in our bank on or before the last day of the month. It must be made clear to partners that we cannot allow late payments after payments are due.
- The credit controller must pull their ageing every Monday and work on it for the week by prioritizing the highest and oldest overdue accounts.
- These partners must be contacted once a week until their account is paid for in full.
- The credit controller must also contact partners that have unapplied payments (and again remind the partner that this can be viewed on System1A) and or credit notes on their account and ask the partner to either take back the payment or credits with their next payment or to advise the credit controller how to allocate it. Any unallocated cash (older than 6 months) and unallocated credits (older than 3 months) will be moved off account.
- The credit controller must ask for the assistance of the sales team when collection efforts have been unsuccessful and ask them to arrange meetings with the partners to discuss the overdue payments, but the credit controller may never expect the sales-person to collect outstanding payments on their behalf

**Monthly SPLA Process**:

- After the 8th working day of the new month, a report will be sent to the credit controller (Applicable to credit controllers dealing with Cloud partners) by the Cloud Partner Support team. The Credit controller then must urgently ensure that the following is done before the 15th working day of the new month for the business to release the partner’s SPLA orders:

- Overdue accounts - phone the partner and ask for immediate payment advising we won’t be able to release their SPLA orders if their account is not paid up to date. The credit controller must also remind the partner of the 8% late reporting penalty from Microsoft or possible termination if we cannot release SPLA orders.
- Over trading accounts - phone the partner and ask for immediate payment to bring their account into credit limit again, advising we won’t be able to release their SPLA orders if their account does not have sufficient credit limit. The credit controller must also remind the partner of the 8% late reporting penalty from Microsoft or possible termination if we cannot release SPLA orders.

**Reporting**:

- The credit controller will receive a weekly Overdue feedback report from the Group Credit and AR Manager whereby detailed feedback needs to be provided on the TOP 50 Overdue accounts for all the group companies. This feedback will be consolidated by the AR Supervisor and sent to the Group Credit and AR Manager no later than COB on the Wednesday.

**Queries**:

- The credit