Main Function:
Ensure all products dispatched per driver are reconciled - accounting for cases and kgs. Ensure all returns and tally sheets received are complete and accurate.
Reviewing and Processing Invoices.
- Reviewing invoices to ensure they are appropriately signed by customers, accurately entered and updated to the AR Trade account within 24 hrs.
- Ensure the accurate and timely processing of credit notes for wholesome products returned.
- Ensure the identification, processing and approval of authorized adjustments for weights and price discrepancies.
- Ensure all customers are sent a corrected copy of their invoice within 24 hrs. where applicable.
- Conducting routine audits of drivers’ manual invoice books.
- Ensure bins are reviewed and appropriately cleared post billing.
- On a weekly basis review all exception reports to ensure they are appropriately cleared post billing.
- Process invoices where there is a departmental need.
Processing collections and receipts.
- Accurately reviewing and reconciling all proceeds received on company’s behalf, including staff sales and window sales.
- Ensure all proceeds are accurately updated to the customer’s account.
- Ensure all adjusting entries are done for authorized none or late payments.
- Perusing POS and all cheques received to ensure accuracy.
- Preparing daily lodgments accurately by ensuring cash and cheque payments received are lodged intact and handed over to courier.
- Ensuring the maintenance of meticulous records of receipts and lodgments for easy reference and audits.
- Conducting routine audits of drivers’ receipt books.
- Promptly, accurately and completely updating customers’ accounts with receipts where there is a departmental need.
- Ensure petty cash is appropriately disbursed and maintained.
- Promptly advise the relevant stakeholders of any shortages.
Customer Payment Application
- Ensure the accurate allocation of customer payments to the appropriate invoices as per the customers’ allocation instructions.
- Ensure the maintenance of meticulous records of customer payment instructions for easy reference and audit.
Efficiently Monitoring customer accounts.
- Generating transaction reports to address partially or unallocated payments.
- Promptly review transaction and ageing reports to reconcile accounts and resolve discrepancies.
- Small unpaid balances (up to the approved amount) on invoices, debit notes and small unallocated balances on cash receipts and credit notes are written off on a weekly basis.
Reporting
- Submitting lodgment reports timely and accurately to the relevant stakeholder.
- Ensure the submission of unprocessed cash receipt and invoice reports to relevant stakeholders.
- Preparation and timely submission of the Driver Offence tracker report.
- Prompt monthly submission of the departmental check sheet report to the Sales Accounting Manager and Assistant Manager.
- Prompt preparation and submission of Direct Summary report where applicable.
Maintenance and Enforcing of Procedures
- Prompt identification of breaches.
- Ensure the appropriate recording of breaches.
- Reporting breach to the relevant stakeholders.
- Providing documents in support of audits per breach detected.
Scheduling
- Ensure vacation schedules are prepared and submitted.
- Ensure weekend work schedule is done and communicated to the team.
Demonstrated Knowledge, Skills, Experience
- Bachelor’s Degree in Accounting, Business Administration or related field.
- Intermediary knowledge of Microsoft 365, including Microsoft Excel, Microsoft Word, Microsoft Outlook.
- Strong working knowledge of accounting principles and transaction recording standards.
- Solid understanding of compliance to SOP’s.
- Good analytical and problem-solving skills.
- Organizing skills.
- Effective time management skills.
- Meticulous record maintenance skills.
- Ability to work flexible hours.
- Good interpersonal and collaboration skills.
- Strong written and verbal skills to communicate with all levels of the organization.
- Ability to maintain and preserve strict confidentiality.