Debtors Clerk: Upd Roodepoort Branch

**Position Summary**:
**Industry**:Pharmaceutical Sector

**Job category**:Other: FMCG, Retail, Wholesale and Supply Chain

**Location**:Roodepoort

**Contract**:Permanent

**Remuneration**:Market Related

**EE position**:Yes

**Brand**:Clicks Group

**Introduction**:
We are looking to recruit a permanent Debtors Clerk to work for United Pharmaceutical Distributors (UPD). The role will be based at Lea Glen, Roodepoort branch and will report to the Debtors Supervisor.

**Job description**:
**Job Purpose**:

- To protect the accounts receivable balance by collecting against risk profiles in accordance with established credit policies and procedures. Other responsibilities include analyzing risk, performing analysis of customer payment patterns, within existing credit limits & risk categories, and reviewing and releasing credit blocked orders.

**Job Objectives**:

- Internal stakeholder liaison, formal reviews and feedback to supervisors or Team leaders
- Compliance and conformance of dunning process with ISAE3402, credit mandates and KPIs.
- Minimizing overdue or debt in violation while maximizing percent current receivables
- Maintaining the credit integrity of the insured policy cover
- Timely reporting of customer information based on account history and interaction
- Responding to credit inquiries within set service levels (hours)
On-going interaction with customers, sales, customer service, credit personnel, and other internal and external customers
- Checking credit references and presenting to supervisor or team leader for approval protocols.
- Review and maintain customer credit files and master data
- Analysis of high exposure and high risk accounts
- Monitor credit risk and payment trends and report back to Supervisor or Team Leader.
- Review credit blocked orders
- Release credit blocked orders
- Support doubtful account processing
- Assist with departmental reports on an as needed basis
- Minimizing aged balances while maximizing current receivables.
- Identify and communicate collection issues with supervisor or team leader to minimize credit risk
- Provide invoice copies and proofs of delivery to the customer
- Identify payment terms and billing disputes
- Research and resolve duplicate or partial payment
- Work with Customer Service, Sales and customers to resolve collection issues
- Provide a customer statement of account to customers as needed
- Prepare and provide reporting for management
- Research and resolve unauthorized customer deductions
- Follow up and collection of all disputed accounts receivable; identifies and solves any issues with the customer regarding billing for goods or services received.
- Responsible for the formal feedback to the Team Leaders or Supervisors

**The Deduction Processor Role (DPR)**:
The purpose of the Deduction Processor role is to ensure the timely resolution of deductions within Dispute Management. The Deduction Processor is assigned by the Deduction Coordinator, based on the deduction reason code. The Processor is responsible for gathering supporting documentation, entering notes, authorizing valid deductions and initiating the resolution process via a customer credit memo (payment or credit note).

**This role should be used in combination with other user roles**:

- Collector, Claims Returns and Refusals Clerk, Sales person, Order Processing Clerk and Credit Supervisor/ Manager, distribution personnel, etc.

**The Deduction Processor role is responsible for**:

- Gathering and attaching documentation to a dispute
- Entering notes to a dispute
- Researching and transmitting information for resolution of a dispute to the appropriate party to issue a credit memo to clear a deduction.

**Minimum requirements**:
**Experience and Education**:

- Matriculation (Math’s and Accounting) and a Diploma in Financial Management will be advantageous
- At least 1 year experience in debt collection in high volume FMCG / Wholesale will be advantageous
- Intermediate level of MS Office (Excel & Word)

**Job related knowledge and skills**:

- Debtors days by customer channel and class - 5% overdue
- Default customers, number & value % per month by channel:

- Measure of accounts with disputes and queries, ageing by channel
- Number and value of credit notes (with re-invoice and without)
- Number and value of accounts in pre-legal & legal status
- Slow payers : purchases exceeding rate of payments, vice versa
- Accounts on hold : how long, how much sales foregone
- Credit insurance metrics

**Competencies**:

- Excellent interpersonal skills
- Debt collection and Analytical skills
- Dunning process skills
- **
Understanding of Legislation**: NCA, CA, CPA and other relevant legislation & standards
- Understanding of credit insurance, credit vetting & legal proceedings
- Achievement focus i.e. high energy levels and commitment to end results
- Good communication skills with demonstrated clarity in both spoken and written words
- Analytical and judgment skills (ability to