Debtors Clerk

The debtor’s clerk updates and maintains the company’s debtor accounts and is responsible for recovering debts. The debtor’s clerk ensures that clients receive their invoices and statements each month, ensures that policies are strictly adhered to and submits financial reports to the financial manager.
Debtors (70% of the time)
Bill price quotes (PQ‘s) in Workbook
Receive billing instruction from client service to invoice PQ/signedPQ (dependant on client‘s billing process)
Locate PQ number, if PQ is marked as approved; bill in accordance to billing instruction received; check VAT is charged or not charged(international clients)
Ensure Date, Inv, PQ, Job, Description, PQ amounts are added and displayed correctly - or as per clients request
Create Invoice and send to client as per clients billing process
Bill retainer invoices and agency fees
Receive retainer schedules and process retainers based on contractual agreements
Check all amounts tie back to schedules / contractual agreements and finalise and bill to client
Chase for payments
Update age analysis (debt collecting; reasons for delays in payments and follow up on queries)
Liaise with client service and managers regarding any outstanding payment issues
Reconcile debtor accounts and resolve any queries on client accounts
Follow up on o/s invoices from clients weekly/monthly
Mark invoices paid in WB - keep remittances up to date
Exports
Check general ledger accounts
Check customer detail ledgers
Do journal entries (when advised)
Do customer recons
Send statements to clients
Cost of sales (5% of the time)
Compile information using Tax files
Ensure invoices are paid before we expense on COS
Cash Book (5% of the time)
Print /export bank statements weekly
Liaise with financial manager, creditors clerk(s) regarding payments that are unclear
Upload exported Excel file into WB
Allocate payments and receipts in WB to Debtor, Creditor & GLAccounts
Update Cashbooks weekly
Creditors (5% of the time)
Process supplier invoices/debit notes in WB
Ensure valid purchase orders are issued
Balance detailed ledger accounts
Make sure COS supplier invoices are submitted for payment runs
Request supplier invoices/statements
Reconcile supplier accounts monthly
Follow up if client paid for work done before paying some Supplier Invoices
Issue remittances to suppliers
Follow up on queries (internally and externally)
Adhoc Tasks (15% of the time)
Complete additional finance tasks at discretion of Line Manager
Ongoing investment in own development as well as keeping up-to-date with relevant knowledge that will be of value to the team and clients
Filing/organising own digital folder in a manner that makes sense on finance server
Add new clients to WB as per client onboarding form
Knowledge, skills and abilities
Knowledge of accounting principles (Debtors function)
Knowledge of accounting principles (Creditors function)
Knowledge of financial processes and procedures
Knowledge of auditing requirements
Ability to use financial systems (Workbook / NAV Advantageous)
Microsoft Office (basic to intermediate Word skills; basic to intermediate Outlook; intermediate to advanced Excel skills)-Excellent numeracy skills
Oral and written communication skills (English language)
High attention to detail
Checking skills (identifying discrepancies in data or information)
Planning, organising, prioritising and time management skills
Administrative skills
Personal attributes
Conscientious and detail driven
Methodical, organised, structured and systematic
Ability to work in a pressured environment, proactive and efficient
Integrity and maintain high levels of confidentiality
Ability to work independently or in a team
Excellent interpersonal skills, deadline-driven
Years of experience

Minimum 3-5 years' Debtors Clerk experience
Minimum level of education
Matric with Maths and Accounting required
Other relevant finance qualification required