Accounts Clerk - Debtors and Creditors; DMC​/Safari

Accounts Clerk - Debtors and Creditors (DMC/Safari/Travel)

Cape Town, Western Cape, South Africa

Job Openings Accounts Clerk - Debtors and Creditors (DMC/Safari/Travel)

Our client continuously excels in arranging all aspects of destination management services in South Africa, Namibia, Botswana, Zambia, Zimbabwe, Malawi, Kenya, Uganda, Tanzania, Zanzibar, Rwanda, Mozambique, Madagascar and Mauritius. Their source markets have grown continuously and now include Europe, Asia, South and North America.

To perform all relevant duties of debtor and creditor accounting procedures and controls, plus deliver key objectives and goals. Establish and maintain required business processes and procedures mitigating business risk.

Full Time / Permanent

Cape Town, South Africa

Hybrid

Finance

Head of Finance

• Proven experience as an Accounts Clerk / Debtors & Creditors Clerk within the travel, tourism, or DMC industry.
• Solid working knowledge of Tourplan or a similar travel accounting/booking system.
• Strong understanding of invoicing, reconciliations, and credit control processes (including age analysis and payment terms).
• Excellent numerical accuracy, attention to detail, and organisational skills.
• Experience managing supplier and agent relationships including following up on payments and resolving queries.
• Knowledge of VAT compliance and South African financial regulations.
• Proficiency in MS Excel and accounting systems.
• Based in Cape Town (or able to relocate) with the ability to work in a hybrid setup.
• Strong communication and teamwork skills, with the ability to support a busy finance team during peak travel seasons.

• Ensure correct, timely and complete checking of all booking confirmations (target: all bookings received on the day to be checked by the end of the day)
• Check clients' details are loaded correctly (name, room type, number of clients)
• Check that the booking is loaded under the correct agent, that the agents reference number is in the booking
• Check that the services are loaded correctly (correct supplier, correct date, correct supplier, and agent rates)
• Follow up with the consultants or database department if any information loaded into the booking is incorrect
• Post debtor invoices to ledger accounts (target: all bookings for which the agent has credit facilities are invoiced on travel date; pre-payment bookings are invoiced 45 days prior to travel date)
• Double check that all information in the booking is still correct
• Check that the clients' details have not changed in the booking
• Double check that the services loaded in the booking are still correct, compared to the confirmation signed off
• Invoice the booking and email the invoice to the agent
• Ensure that the invoice is allocated to the correct branch code
• Check that VAT (Value Added Tax) reflects correctly
• Ensure that booking values match with invoice values

• Primarily, it is important to be aware of Our Credit Terms and Pre-Payment terms on all agent's Agreements
• Follow up timeously on payments (telephonic and e-mails).
• Reminders to be sent to Agents on a bi-weekly basis
• Ensure that all invoices are paid as per the stipulated agent/client payment terms, no overdue balances on the age analysis.
• The profitability of the booking should be above margin corridors; if below the corridor or loss-making to be escalated and verified if approved.
• Follow up and resolve queries received from the agent or any internal queries.
• Send accurate and complete statements to the agents

• Ensure that all credit notes are authorised and that there are notes in the bookings explaining why they have been created
• Ensure that all invoices are posted to the correct branch
• Ensure correct, timely and complete receipting of agents payments in the financial system
• Payments should be receipted not later than one week after funds arrived in the bank account; all payments of one calendar month must be correctly receipted through the TP debtor module latest by the 1st working day of the following month)
• Current and CFC (Customer Foreign Currency) bank statement are to be checked daily
• Ensure that all prepayments are received within the time limit provided and that no risk is entered into
• Agents statements to be sent monthly, unless account is in arrears to which statements should be sent weekly.
• Review debtor balances and aging analysis on a regular basis;
  No outstanding balances to appear in +90 days

• Check invoices for VAT compliance
• Check invoices against vouchers and the contract rates
• Liaise with consultants in case of internal queries and suppliers in case of external queries
• Request missing invoices and supplier statements where required
• Capture invoices to supplier accounts on Tourplan
• Reconcile creditor statements on Tourplan to supplier…