Debtors Clerk

The main purpose: To perform clerical functions to ensure that Accounts Receivable duties are performed accurately and ensure that debts are collected in good time. Ensures compliance with procedures and the provisions of the MFMA.

Reporting to the: Revenue and Credit Controller

Key responsibilities will include but are not limited to:

Debtors/Accounts Receivable

• Allocates receipts on bank statements to client accounts

  • Download bank statements

  • Match payments from bank statements to relevant debtors’ accounts

  • Accurately capture payments to the correct account number and event ID

  • Inform the relevant Event Executives of incoming payments by sending updated invoices

  • Save documents in relevant folders

• Investigate payment queries

  • Query any unidentified payments received

  • Liaise internally with the Event Executives and the bank to resolve payment queries

• Assists in reconciling client accounts in credit for refund processing

  • Compile back-up documentation and prepare reconciliation of accounts for refunds

  • Follow up on outstanding bank details confirmation letters

• Create and forward requested invoices to the relevant Event Executives

• Send monthly statements to customers timeously

• Ensure that Event Executives have closed all events timeously by preparing an Active Order Report daily

  • Reasons for failure to close event investigated and resolved

  • Final invoices processed for current month

• Assist with ad-hoc duties relating to business operating requirements as requested by management

• Process invoices for monthly parkers, Sub-Contractors & concessionaires

• Reconcile payments and follow up on outstanding invoices for Subcontractors, Concessionaires & monthly parking clients

  • Problems relating to discrepancies corrected and routed to relevant parties for resolution

  • Short payments against statement immediately followed up and resolved

• Ensure processing of invoices for coffee shops, business centre, casual parking and off-site services

  • Invoices correctly processed

  • Coffee shop, business centre and parking accounts processed

• Process daily invoices for Confex department

  • Invoices for events effectively controlled

  • Invoice accurately processed and submitted to Confex department timeously

• Process daily event invoices against event contracts and forward to the operations department

  • Invoices for initial deposit on events effectively controlled

  • Accurate processing of invoices in line with company policy

• Process all final Tax invoices by reconciling all relevant documentation after the closure of an event

  • Approved credit notes processed in accordance with documentation received

  • Documentation collated and coded for invoicing purposes

  • Variances investigated and resolved or escalated for action

  • Information on charge sheets corresponds to EBMS script and catering income sheet

• Assist with weekly cash-ups in the cash office

  • All relevant revenue invoiced

• Assist with credit card payments; daily reconciliation of credit card settlement reports

• Open manual event folders

  • Accurate records available and readily accessible

• Reconcile all relevant documentation of cash-up deposits

  • Process AR cashbook entries

  • Process journals

  • Documentation collated and variances investigated

  • Information on charge sheets to correspond to coffee shop deposit

• Process all credit notes and compile the Credit Note Register

  • Credit notes accurately processed in line with company policy

  • Accurate records available and readily accessible

• Process CIT duty

  • Assist with handover of cash-up deposits and parking machine takings to CIT