Job Description

Debtors:

• Maintain debtors age analysis at 45 days or less make contact with clients and follow up until payment is received.
• Ensure that notes are updated on clients ledger on BPO.
• Allocate payments on Pastel accurately as per remittance advice.
• Customer liaison on all levels attend to debtors queries, request for documentation, etc.
• Banking
• Process new credit applications on Trans-Union facility and opening new accounts once approved. Ensure that all information is captured, including debtor link on Pastel.
• Ensure that monthly Statements are sent out by the 2nd of the following month.
• Prepare hard copy statement and invoices for select customers for hand delivery.
• Prepare debit order collection and submit to Manager four full working days before expected release on Business Banking

Credit Notes:

• Ensure that all credit requests have been authorized before processing credit notes on BPO.
• Ensure that all credit notes are filed numerically.
• Ensure that correct documentation and authorization is received before processing credit notes.
• Process and accept the Supplier Debit note

Consumable Reps:

• Create debtors for COD sales, from the Customer Information sheet submitted by sales rep. Debtor needs to be linked to a debtor group on Pastel.
• Ensure that all information is completed, i.e. VAT number, contact details etc. if not, return form to rep for completion.
• Adhere to the naming convention for creating new account codes.

Audit:

• Assist with audit preparation and supplying support documentation as requested by auditor.

Filing:

• Keep all documents filed, as per filing system.
• Ensure that documents are filed either strictly numerically or alphabetically as required.
• Archive files annually

Creditors
Detailed below are the key duties and responsibilities for a creditors clerk, together with the timeframe that each needs to be completed by.
Reconcile and circulate creditors for authorisation.
The deadline is not negotiable as publishing the Management Accounts is dependent on this. It also means that every creditor has to be done by this date. Continue to receive invoices from procurement on a daily basis. Check that all invoices have been received and uploaded onto Pastel.
15th of each month to be completed 16th to be circulated
Standard Bank Fleet ensure that petrol slips are received from all employees using a company petrol card, either daily or weekly. When the Fleet statement is received on the 25th complete the petrol cost sheet and capture transaction onto Pastel. 26th of each month
Leave report to be updated as soon as you receive the VIP leave schedule. 5th of each month
Social club needs to be captured for the period 16th to 15th of each month 20th of each month

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