Reports to: Finance and Administration Manager

Job Purpose

The Credit Controller positively influences the company’s cash flow and working capital by managing credit control and debt management activities accurately within the set time frames whilst providing a first-class service to all customers. Duties and responsibilities of the Credit Controller include:

Key Responsibilities

Verification of signatories on local purchase orders from customers

• As a Credit Controller (CC), you are responsible for verifying and ensuring that the signatures on the local purchase orders are the same as those on the credit application form.

Debtors:

• Daily, weekly (phone call reminders) and written monthly follow up on all outstandings.


• Settlement of accounts currencies and Invoices with payments.


• Ensure monthly follow-up on all debtors on agreements, i.e. receiving monthly instalments and posting of interest to the respective account.


• Ensure a proper filing system for all original contracts (maintenance contracts and Hire purchase agreements).


• Ensure monthly reporting on defaulting customers.


• Call up debtors on Leasing, rental and finance schemes just before instalments are due to ensure timely remittances.


• Inform debtors on long termed credit of yearly balances to their accounts department.


• Report to management immediately if any default!

Offering Credit in the After Sales Department

a) Cash payment - account

• Ensuring that for new customers it is payment before delivery.


• Ensure that all invoices invoiced on the cash account have been paid before vehicle is leaving.


• Investigating at the end of every week if any cars have been released without payment on the cash account and if so then the person who signed the gate pass should be informed by mail and is given time to follow up (DL: 29th of every month).


• Ensure that any amounts/ invoices not paid before 29th of the month, the outstanding is deducted from the employee’s salary by moving the invoice to private advance.

b) Short termed credit:

• Ensuring that credit is only offered to existing credit customers with a credit facility in place and if valid LPO has been received.


• Ensuring that application forms for Credit Facility are filled by customer before credit is granted. --- Ensuring that a yearly update of signatures is done for all credit agreements so that new signatures are known.


• Any deviation from above should be approved by the FM or GM.

LPO procedures

• Ensure that L.P.O. and Signatures are approved and in line with format presented by the customer. At the end of every week, make spot checks on all job cards.

Approving gate passes

• Ensure that no gate pass is approved for credit without the invoice amount matching the LPO amount.

Overdue amounts and charging of interest

Interest

• All overdue invoices both for Sales and after sales will be liable to interest charges.


• Responsible for coming up with a calculation of interest charged to the respective head of department before sending out the interest claim. Interest rate is 3% per month. However special terms can be agreed upon. Normally Motorcare operates with a minimum penalty interest of 2%.


• Ensure proper filing of all correspondence enabling others to find the material.

Follow Up Procedures of 2-4 months overdue Debtors

• Responsible for ensuring that the 2-4 months overdue procedure is performed and reports presented in the weekly WIP meetings. (Refer to details in the procedure).

Monthly and quarterly Reports

Reporting on overdue debtors

• Prepare monthly aged debtor report to be submitted with the monthly financial report within set deadlines


• Responsible for printing open transaction list for settlements/follow up etc.


• Responsible for preparing a report of all outstanding lawyer cases on a Quarterly basis.


• Responsible for providing information on a monthly basis “This month challenge” to management. Where does CC need management’s help in order to retrieve the money or make a final warning letter etc.


• Responsible for updating weekly WIP debtor report with payments received in the week


• Responsible for coming up with ideas and input on how to improve the procedures and coordinate implementation of these with FM.


• Carry out routine duties as per the HSEQ guidelines


• Assist with the End of Month report reconciliations:
  
  
  
  • Prepaid costs
  
  
  • Monthly Accruals
  
  
  • Stock reconciliations
  
  
  • Fixed Asset Register
  
  
  • Insurance claims Debtor Account
  
  
  • Other Balance Sheet items as may be required
  
  
  
  

Knowledge, Skills and Abilities:

• Customer relations skills (especially dealing with upset or angry customers)


• Problem solving and timely decision-making skills


• High degree of integrity


• Self-motivated and a self-starter


• People and service oriented


• Ability to work under pressure


• Excellent planning and Organising skills

• Verification of signatories on local purchase orders from customers: As a Credit Controller (CC), you are responsible for verifying and ensuring that the signatures on the local purchase orders are the same as those on the credit application form.


• Debtors: Daily, weekly (phone call reminders) and written monthly follow up on all outstandings.


• Settlement of accounts currencies and Invoices with payments.


• Ensure monthly follow-up on all debtors on agreements, i.e. receiving monthly instalments and posting of interest to the respective account.


• Ensure a proper filing system for all original contracts (maintenance contracts and Hire purchase agreements).


• Ensure monthly reporting on defaulting customers.


• Call up debtors on Leasing, rental and finance schemes just before instalments are due to ensure timely remittances.


• Inform debtors on long termed credit of yearly balances to their accounts department.


• Report to management immediately if any default!


• Offering Credit in the After Sales Department: a) Cash payment - account, b) Short termed credit.


• Ensure that L.P.O. and Signatures are approved and in line with format presented by the customer. At the end of every week, make spot checks on all job cards.


• Ensure that no gate pass is approved for credit without the invoice amount matching the LPO amount.


• Manage overdue amounts and charging of interest.


• Ensure proper filing of all correspondence enabling others to find the material.


• Responsible for ensuring that the 2-4 months overdue procedure is performed and reports presented in the weekly WIP meetings.


• Prepare monthly aged debtor report to be submitted with the monthly financial report within set deadlines.


• Responsible for printing open transaction list for settlements/follow up etc.


• Responsible for preparing a report of all outstanding lawyer cases on a Quarterly basis.


• Responsible for providing information on a monthly basis “This month challenge” to management.


• Responsible for updating weekly WIP debtor report with payments received in the week.


• Responsible for coming up with ideas and input on how to improve the procedures and coordinate implementation of these with FM.


• Carry out routine duties as per the HSEQ guidelines.


• Assist with the End of Month report reconciliations: Prepaid costs, Monthly Accruals, Stock reconciliations, Fixed Asset Register, Insurance claims Debtor Account, Other Balance Sheet items as may be required.

• Customer relations skills (especially dealing with upset or angry customers)


• Problem solving and timely decision-making skills


• High degree of integrity


• Self-motivated and a self-starter


• People and service oriented


• Ability to work under pressure


• Excellent planning and Organising skills

• At a minimum, the Credit Controller should have at least a Degree in a Business-related field/Commerce/Administration/Accounts.