Debtors Clerk

Key Performance Area & Main Responsibilities:

Debtors : 70% % of Time

• Bill Cost Estimates (CE‘s) in Magnetic
• Receive billing instruction from Client Service to invoice CE/signed CE (dependant on client‘s billing process)
• Locate CE number, if CE is marked as approved; bill in accordance to billing instruction received; check VAT is charged or not charged (international clients)
• Ensure Date, Inv, CE, Job, Description, CE amounts are added and displayed correctly – or as per clients request
• Create Invoice and send to client as per clients billing process

• Bill retainer invoices and agency fees
• Receive retainer schedules and process retainers based on contractual agreements
• Check all amounts tie back to schedules / contractual agreements and finalise and bill to client
• Email invoices and statements to Clients Chase for payments
• Update age analysis (debt collecting; reasons for delays in payments and follow up on queries)
• Liaise with Client Service and Managers regarding any outstanding payment / job related issues
• Reconcile Debtor accounts & resolve any queries on client accounts
• Follow up on o/s invoices from clients weekly/monthly
• Mark invoices paid in MAG/Xero – keep remittances up to date

Exports – 5% of the time

• Check general ledger accounts
• Check Customer detail ledgers
• Do journal entries (when advised)
• Do Customer Recons
• Send Statements to Clients

Cost of Sales – 5% of the time

• Compile information using Tax Invoice files
• Ensure invoices are paid before we expense on COS

Cashbook – 5% of the time

• Print /export bank statements weekly
• Liaise with Financial Manager, Creditors Clerk(s) regarding payments that are unclear
• Upload exported excel file into Xero
• Allocate payments and receipts in Xero to Debtor, Creditor & GL Accounts
• Update Cashbooks weekly

Creditors – 5% of the time

• Process Supplier Invoices / Debit Notes in Magnetic/Xero
• Ensure valid purchase orders are issued
• Balance detailed ledger accounts
• Make sure COS Supplier Invoices are submitted for payment runs
• Request Supplier Invoices / Statements
• Reconcile Supplier Accounts weekly/monthly
• Follow up if Client paid for work done before paying non-operational Supplier Invoices
• Issue remittances to Suppliers

• Follow up on queries(Internally & Externally)

Adhoc Tasks – 15%

• Complete additional finance tasks at discretion of Line Manager
• Ongoing investment in own development as well as keeping up-to-date with relevant knowledge that will be of value to the team and clients
• Ensure emails are checked regularly and responded to timeously
• Filing / organizing own digital folder in a manner that makes sense on finance server
• Add new clients and suppliers to WB as per client /supplier onboarding form
• Add new model data (Independent Contractors)

Minimum Level of Education

• Matric with Maths and Accounting required
• Relevant finance qualification required

Years of Experience

• Minimum of 4-5 years’ Debtor’s Clerk experience

Technical/Functional Requirements

Knowledge, skills and abilities

• Knowledge of accounting principles (Debtors function)
• Knowledge of accounting principles (Creditors function)
• Knowledge of financial processes and procedures
• Knowledge of auditing requirements
• Ability to use financial systems (Magnetic / Xero Advantageous)
• Microsoft Office (Intermediate Word skills; Outlook skills and intermediate to advanced Excel skills)
• Excellent numeracy skills
• Oral and written communication skills (English language)
• High attention to detail
• Checking skills (identifying discrepancies in data or information)
• Planning, organizing, prioritizing and time management skills
• Administrative skills

Personal Attributes

• Conscientious and detail driven
• Methodical, organised, structured and systematic
• Ability to work in a pressured environment, proactive and efficient
• Integrity and maintain high levels of confidentiality
• Ability to work independently or in a team
• Excellent interpersonal skills, deadline driven