Reporting to Financial Manager
Purpose:
Mannage and coordinate the credit control function for the Company in linewith the Company’s credit policy. Ensuring a healthy cash flow and minimising bad debt.
Liaison:
Customers, Sales, Customer Service, Management and various Service Providers.
RESPONSIBILITIES:
• Create and maintain the Senior Credit Controller’s standard operating procedures.
• Develop, implement, and enforce robust credit control policies and procedures to improve efficiency and mitigate financial risk.
• Ensure that the credit application is kept up to date with current legislative requirements.
• All credit applications are to be completed in full by the customer, evaluate the creditworthiness of new and existing clients, set appropriate credit limits, and adjust them based on performance and risk factors, in accordance with CGIC. Open the account on Sage Evolution (Pastel). Inform the Customer and Sales of the approved limit or rejection.
• Process and maintain customer master-file records in Sage Evolution (Pastel), while also maintaining the customer’s file.
• Responsible for the collection of all monies due on accounts, processing the allocation of receipts in Sage Evolution (Pastel) to the individual debtor’s accounts.
• Sending out the debtor's statements monthly. This may include copies of tax invoices, credit notes and proof of deliveries.
• Processing of settlement discount if the debtor has met the requirements.
• Responsible for reconciling individual debtors’ accounts/statements as well as the debtors' control account.
• Responsible for following up on all customer queries and initiating any adjustments to the debtor’s account.
• Prepare and submit the overdue report with necessary commentary to Sales and Management. In consultation with the Finance Manager, on a possible course of action to follow on the overdue accounts.
• Prepare and submit a report of all debtors who are trading over their approved credit limits with necessary commentary to Management monthly.
• Liaise with Sales and Customer Service and ensure the integrity of the debtor’s balances and that problems/queries are timeously solved.
• Ensure compliance and adherence to the terms of the CGIC contract.
• Submit CGIC insurance claims and manage the entire process until payment is received. While keeping Management updated on the progress.
• Engage and manage the entire bad debt process with all debtors handed over to either the Company’s appointed legal representative or collection agent until either fully recovered, and if no possibility of recovery, until write off. While keeping Management updated on the progress.
• Prepare bad debt provision report every quarter.
• Prepare a weekly collections forecast for the cash flow and submit to the Financial Accountant and Finance Manager.
• Where sales orders in Pastel are blocking due to debtors trading over their limits or payment terms, or a combination of both, obtain the necessary approval to release these orders in Pastel.
• Submit monthly age analysis and sales reports to various service providers.
• Build and maintain strong, professional relationships with customers and other key stakeholders, including debt collection agencies.
• Prepare and present regular, comprehensive reports on aged debt, cash flow forecasts, and debtor performance to senior management.
• Have working knowledge of foreign debtors and the various types of payments, such as irrevocable letter of credit, completion of BoP forms for foreign incoming funds and an understanding of necessary SARB regulations.
• Provide all necessary debtor information to the external auditors during the annual financial year-end audit in March, with the year-end being February.
• Reconciliation and processing of credit card transactions.
• Implement effective and efficient ways of working to bring a value-added service to the business.
HEALTH AND SAFETY:
• You must take reasonable care for your own health and safety and take reasonable care for the health and safety of others, who may be affected by your acts or omissions;
• You must report any hazards or failings in the health and safety system by utilising the near-miss reporting system.
• You must co-operate with the company to ensure compliance with occupational health and safety requirements, making sure you receive proper training and that you understand and follow the company’s health and safety policies, instructions, procedures and training.
• You must always wear the correct PPE that was issued to you for the job function you perform.
• You must keep a clean and clutter-free workspace that will prevent accidents and injuries.
• You must only perform work that you are trained and deemed competent to do.
• All first aid cases, injuries or accidents must immediately be reported to a supervisor.