Debit and Credit Controller

**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 l