Debtors​/Creditors Clerk

Duties & Responsibilities

Key roles and responsibilities:

• Responsible for all creditors to be paid accurately and timeously as well as timeous collections of debtors.
• Creditors / Debtors
• Maintaining creditor and debtor’s database on the ERP System.
• Capturing invoices for month end (ERP System).
• Allocation of payments to specific invoice and receipts
• Email remittance to suppliers at month end and statements.
• Prepare supporting documents for international payments (shipping documents).
• Ensure filing is done accurately and timeously (EFT, Invoices, Recons).
• Reconciliation of creditors and debtors account on a monthly basis.
• Request outstanding invoices, Proof of Deliveries and statements from Suppliers and
• customers.
• Resolve queries with suppliers and customers (based on recons) on a monthly basis.
• Forex
• Resolve queries with internal departments on a daily basis.
• Assist with the annual external audit by preparing creditor and debtors samples and assist with any queries / explanations during the actual audit.
• Follow up on outstanding invoices to comply with the VAT Administration Act.
• Follow company and department procedures and make suggestions on
• improvements.
• Ensure that queries are handled effectively
• Manage the account until the debtor has settled the outstanding account
• Weekly follow up on proof of deliveries – sent to debtors for collection of payment
• Negotiate with customers regarding the outstanding accounts
• Successfully handle and execute all payment
• Company rentals on buildings and offices

Invoicing

• Collect invoices from creditors
• Ensure invoices are loaded/captured on the system for local and foreign suppliers
• • Allocate payments
• All company invoicing for Services, SLA Projects ect, to be done accurately
• Distribute invoices and POD’s to relevant client/department
• Collecting proof of delivery documents
• Issue of Credit

Reconciliations

• Managed reconciliations of creditors
• Creditors age analysis
• Creditors control account in the general ledger
• Debtors control account in the general ledger
• Statements from suppliers in conjunction with Company statements
• Supply payment remittance advises to Creditors
• Monthly statements to clients

Forex

• Process invoices
• Issue of remittances and request payments from bank to suppliers
• Submit all necessary documentation to bank regarding foreign suppliers

Reporting

• Ad-hoc reports required by management
• Accurately report on all payments received
• Forecast of cash flow

General

• Assist in the Finance department as and if required.
• Ad hoc tasks required by management.
• Ensure that all documentation is kept safe and is retrievable within a reasonable time.
• Handle all internal client queries effectively by email and telephonically.
• Archive of all physical financial documents for 5 years.
• Archive of all electronic documents per transaction on ERP system.
• Collect all outstanding debt

Desired Experience & Qualification

Minimum Requirements:

• N3 / Matric Certificate
• Degree or Diploma in Accounting

Additional Requirements:

• 5 years
• Experience in a Creditors and Debtors functions
• Experience in creditors and debtors’ function of medium to large company
• ERP System (Sage Evolution / X3)
• Handling queries related to creditors and debtors
• Reporting analyses
• Invoices and statements
• Month end processing
• Reconciliations
• VAT regulations

Skills & Knowledge (essential):

• Debtors / Creditors
• Administrative skills
• Computer literate MS Office (Outlook, Excel, Word)
• Typing skills
• Good numeric skills and high level of accuracy with attention to detail
• Excellent communication skills
• Deadline orientated and ability to co-ordinate the various activities related to the
• creditors and debtor’s function
• Mining and portal experiences eg:
  Ariba, Coupa, M2 North, Pagero
• Ability to perform a large quantity of monthly creditors and debtor’s reconciliations
• including large and small suppliers and customers
• Analytical and problem-solving skills

Skills & Knowledge (desirable):

• Demonstrated proficient in Microsoft Excel and working with formulas and large numbers.
• Maintaining relationships with accounts receivable divisions of suppliers and accounts payable divisions of customers

Essential Competencies:

• Ability to work under pressure
• Adapting and responding to change
• Client service orientated
• Be able to work without supervision
• Ability to maintain confidentiality and exercise extreme discretion.
• Ability to interact at all levels within the organization

Other:

• Driver’s Licence
• Clear credit record
• Overtime when necessary