Debit & Credit Controller / Fuel Manager

**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 list if there are any overpayments by Shell.
Forward list to Shell and follow up that credits are processed.
Compile a summary