Invoice and Debtors Clerk / Order Management Administrator
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Salary
≈ $12k – $23k per year (Estimated)
Location
In office (Germiston)
Employment
Full-Time
Overview
Company
Impact
Profile match
Job Mail is a South African online job board offering a large selection of vacancies across the country and some positions abroad. Job seekers can search and apply for jobs online, upload a CV and receive job alerts, while employers and recruitment agencies can advertise positions to a broad national audience. The brand is one of the longer-established names in South African job advertising and is operated from South Africa.
Qualification
- Matric / Senior Certificate
- Valid driver license
- Experience in finance and administration
- Accurate order processing
- Computer literate
- Complete and compliant documentation.
- Controlled credit exposure.
- Timely collection of outstanding debts.
- Effective customer account management.
- Achievement of company debtor and cash collection targets.
- Overdue debt within approved company targets.
- Review customer notes prior to invoicing to ensure customer-specific requirements are met.
- Maintain accurate and up-to-date customer notes for all account-specific requirements and special instructions.
- Ensure all customer credit applications are fully completed and supported by the required documentation.
- Ensure approved credit terms and limits are accurately maintained on Pastel.
- Monitor customer accounts for credit limit notifications and promptly escalate exceptions to Finance.
- Ensure customer approval letters and original credit application documentation are retained and filed appropriately.
- Ensure no invoices are processed where manufacturing transactions remain incomplete.
- Ensure all tax invoices contain the correct customer purchase order and delivery note references.
- Ensure all credit notes are supported by appropriate documentation and include a valid reason for issue.
- Ensure all customer invoice, credit note, and debit note batches are updated prior to month-end processing.
- Ensure all customer payments, credit notes, and transactions are accurately allocated on Pastel.
- Ensure all unmatched open items are reviewed and resolved before monthly statements are issued.
- Ensure customer statements are distributed between the 1st and 5th working day of each month unless an approved exception applies.
- Ensure customer statements accurately reflect the outstanding balance due by each customer.
- Identify and resolve account discrepancies prior to statement distribution.
- Ensure customer master data, pricing, and credit terms remain accurate and up to date.
- SALES ORDER PROCESSING
- Receive purchase orders (POs) from customers.
- Create sales orders on the system with the correct pricing, terms, and customer details.
- Verify customer pricing, approved credit terms, and account status prior to order processing.
- Communicate sales orders internally to initiate production.
- PRODUCTION & DELIVERY COORDINATION
- Liaise with internal production teams to ensure orders are processed timeously.
- Communicate expected delivery dates to customers.
- Monitor order progress to ensure alignment with customer requirements.
- DELIVERY DOCUMENTATION CONTROL
- Monitor and ensure the accuracy and completeness of delivery notes generated via the delivery note portal (delivery notes are not created manually by this role).
- Perform a weekly reconciliation between the delivery note portal and Pastel to identify gaps where deliveries have not yet been invoiced.
- Investigate and follow up on all exceptions identified during the reconciliation process to ensure no deliveries are missed for invoicing.
- Monitor open sales orders and follow up when delivery dates have been exceeded to ensure timely fulfilment.
- Follow up internally with Production and Logistics, or externally with customers, to confirm expected delivery or collection dates when delays occur.
- Upon delivery or customer collection:
- Scan and file signed delivery notes.
- Capture and store Certificates of Analysis (COAs).
- INVOICING & BILLING ADMINISTRATION
- Review customer notes prior to invoicing to ensure all customer-specific requirements, instructions, pricing agreements, documentation requirements, and billing conditions have been met.
- Maintain and update customer notes whenever customer requirements, processes, pricing structures, delivery instructions, or account information change.
- Process manufacturing transactions for finished goods on Pastel (JHB branch) to ensure inventory and production records are accurately updated prior to invoicing.
- Investigate and resolve Pastel system warnings and exceptions, including incomplete manufacturing transactions, selling prices below cost price, customer credit limit notifications, and other transaction discrepancies prior to invoice processing.
- Create tax invoices and ensure the customer purchase order number and delivery note reference are captured in the prescribed format:
PO12345 | 5686JHB
- Attach signed delivery notes and COAs to tax invoices.
- Issue complete invoice packs to customers.
- Ensure all supporting documentation is accurate, complete, and correctly filed.
- Save delivery notes and COAs on the portal and rename files to include the relevant tax invoice reference.
- Process customer credit notes and ensure all supporting documentation is saved on the server.
- Ensure every credit note contains a clearly documented reason for the return, cancellation, pricing adjustment, or correction.
- CREDIT CONTROL & CUSTOMER ACCOUNT MANAGEMENT
- Review credit applications for completeness and ensure all supporting documentation is received.
- Submit credit applications to the credit bureau for assessment and follow up on outstanding information.
- Draft customer credit approval letters and communicate approved credit facilities, terms, and conditions to customers.
- Arrange courier collection of original signed credit application documentation and ensure all original documents are received and filed.
- Obtain and maintain original signed credit application documentation.
- Create and maintain customer accounts on Pastel, ensuring all account information, credit terms, pricing structures, and customer details are accurate and complete.
- Review customer credit limits and process credit limit increase requests for management review and approval.
- Monitor customer account exposure and credit limit notifications on Pastel.
- Notify customers when approved credit limits have been reached or exceeded and communicate any account restrictions or requirements as directed by Finance.
- Escalate credit limit exceptions and account exposure concerns to Finance for review and decision-making.
- Communicate approved credit decisions, account updates, and credit limit amendments to customers.
- Update customer master data, including contact details, addresses, VAT information, and billing requirements.
- DEBTOR MANAGEMENT & COLLECTIONS
- Monitor customer accounts for outstanding balances.
- Follow up on overdue invoices and outstanding amounts.
- Maintain ongoing communication with customers regarding payment status.
- Escalate long-outstanding accounts where necessary.
- Maintain debtor age analysis and prioritise collection activities based on account risk and overdue balances.
- Resolve customer queries relating to:
- Deliveries
- Invoicing
- Missing or incorrect documentation
- COAs
- SADC documentation
- Liaise internally to resolve discrepancies efficiently.
- Coordinate with Sales, Production, Logistics, and Quality departments to resolve customer queries and complaints.
- MONTH-END STATEMENTS & REPORTING
- Ensure all users have updated and posted their customer invoice, credit note, and debit note batches prior to month-end processing.
- Follow up on outstanding batches and ensure all customer transactions are processed before statements are generated.
- Match and allocate all customer payments, credit notes, and transactions against outstanding invoices on Pastel.
- Review and clear all unmatched open items on Pastel prior to statement generation.
- Prepare and distribute monthly customer statements.
- Ensure all invoices, credit notes, payments, and allocations are correctly reflected on customer accounts.
- Email customer statements between the 1st and 5th working day of each month, unless an approved exception has been communicated.
- Follow up on statement-related queries and discrepancies.
- Investigate and resolve account variances identified during statement preparation
- TRANSPORT & RECOVERY RECONCILIATION
- Perform monthly transport reconciliations.
- Ensure all transport costs are accurately recovered and billed to customers
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