Debtors Clerk

Primary Duties

• Manage Accounts Receivable
  • Maintain and update the debtors’ ledger and age analysis to keep overdue accounts within acceptable terms (often 30–45 days).
  • Allocate customer payments accurately to the correct invoices based on remittance advice.
  • Ensure that debtor information and account links are correctly captured in the accounting system.
• Invoicing & Statements
  • Prepare and send accurate invoices, credit notes, and monthly customer statements in a timely manner.
  • Follow up if statements or invoices are queried or delayed.
• Debt Collection & Follow‑up
  • Contact customers via phone and email to follow up on overdue balances.
  • Maintain debtor age analysis and regularly report on outstanding amounts.
• Reconciliation & Reporting
  • Reconcile debtor accounts, including comparing ageing reports with sub‑ledgers or general ledger balances.
  • Assist with month‑end close and provide relevant receivables reports to management.
• Customer Service & Query Resolution
  • Handle queries and disputes regarding invoicing and payments professionally.
  • Liaise with internal departments (sales, operations) when needed to clarify billing details or resolve issues.
• System & Data Maintenance
  • Accurately update customer contact details, credit terms, and account linking within the finance system (e.g., Pastel or ERP).
  • Ensure compliance with internal finance policies and quality standards.

• Matric / National Senior Certificate
  .
• Accounting/Finance certificate or National Diploma (Accounting, Finance, or related) beneficial.

• Tertiary qualification (e.g., BCom in Accounting/Finance, Credit Management).

• 1–3+ years’ experience in accounts receivable, debtors control, or similar finance role.
• Experience with office automation environments or Pastel/Sage/D365/ERP systems is an advantage.

• Strong numerical & analytical skills with attention to detail.
• Proficiency in Microsoft Excel (pivot tables, lookups, analysis).
• Good communication skills (verbal & written).
• Ability to work under deadlines and handle multiple priorities.
• Customer service orientation and professional telephone/email etiquette.
• Knowledge of basic accounting principles and credit control processes.