Credit Controller

WORKING RELATIONSHIPS:

• Procurement
• Sales Operations
• Brand Operations
• Account Managers
• Systems Engineers / Presales
• Marketing
• Logistics
• Regional Managers

• Vendor
• Resellers
• End Users
• Vendor Alliance Partners

• Checking the various bank statements daily to identify payments made for the debtors assigned to the credit controller.
• Capturing the payment receipt on the ERP system.
• Allocating the payment according to the official remittance from the partner or an email from the partner advising which invoices to clear with the specific payment. Payments may NEVER be allocated from the oldest invoices forward UN- LESS the credit controller has written confirmation from the Finance manager at the partner’s company.
• Save the payment batch in the specified folder for auditing purposes in line with the payment allocation process.
• If the credit controller has no remittance or instruction email on how to allocate the payment at the time of the payment showing on the bank statement, the credit controller must phone and email the partner for the remittance or payment instructions. The credit controller will follow up on the remittance or payment instruction email daily for 2 days and then the AR Supervisor must request the remittance or payment instruction email from the partner.
• If a remittance or payment instruction email is still not received on day 3 after the payment was received on the account, the credit controller will send a debtor’s aging ledger to the partner marking which invoices will be cleared with the specific payment and will then email it to the partner advising that allocation will take place accordingly. Payments allocated in this manner will not be reversed later when a remittance or payment instruction is received.

• As soon as the Group Credit & AR Manager confirms all statements have been sent after month-end closure, the Credit controller will check System1A daily to ensure that the partners have viewed their statements.
• If the partner has not viewed their statement after the 3^rd day, the credit controller will phone and email the partner to confirm the statement link was received and check if it was sent to junk mail or blocked.
• If the partner confirms that the statement has still not been received, the credit controller will re-send a statement and ask the partner to confirm receipt.

• The credit controller must send out Invoices, PODs, Credit notes, and all other supporting documents as and when required by the partner.
• The credit controller must then also educate the partner to use System1A so that they may access any required documents from that system in future.

• The credit controller must have an updated recon with full reasons for non-payment on EVERY account that has queries. This recon must be ready and available to be sent to sales, the AR Supervisor, and or the Group Credit and AR Manager as needed.

• The credit controller must phone each account on their assigned debtors book a minimum of 3 times:
  • o    After the month-end statements are sent to ensure the statement was received and viewed.
  • o    In the middle of the month to ask if there are any queries or issues to address before the month-end payment is due.
  • o    The last week of the month to confirm the payment amount and date of payment for the payment that is due at month end and to ensure that payment is made so that it is in our bank on or before the last day of the month. It must be made clear to partners that we cannot allow late payments after payments are due.
• The credit controller must pull their aging every Monday and work on it for the week by prioritizing the highest and oldest overdue accounts.
• These partners must be contacted once a week until their account is paid for in full.
• The credit controller must also contact partners that have unapplied payments (and again remind the partner that this can be viewed on System1A) and or credit notes on their account and ask the partner to either take back the payment or credits with their next payment or to advise the credit controller how to allocate it. Any unallocated cash (older than 6 months) and unallocated credits (older than 3 months) will be moved off the account.
• The credit controller must ask for the assistance of the sales team when collection efforts have been unsuccessful and ask them to arrange meetings with the partners to discuss the overdue payments, but the credit controller may never expect the salesperson to collect outstanding payments on their behalf.

• After the 8^th working day of the new month, a report will be sent to the credit controller (Applicable to credit controllers dealing with Cloud partners) by the Cloud Partner Support team. The Credit controller then must urgently ensure that the following is done before the 15^th working day of the new month for the business to release the partner’s SPLA orders:
  • o    Overdue accounts – phone the partner and ask for immediate payment advising we won’t be able to release their SPLA orders if their account is not paid up to date. The credit controller must also remind the partner of the 8% late reporting penalty from Microsoft or possible termination if we cannot release SPLA orders.
  • o    Over trading accounts – phone the partner and ask for immediate payment to bring their account into credit limit again, advising we won’t be able to release their SPLA orders if their account does not have sufficient credit limit. The credit controller must also remind the partner of the 8% late reporting penalty from Microsoft or possible termination if we cannot release SPLA orders.
  • o    Insufficient credit limit accounts – phone the partner and ask for immediate payment to bring their account into credit limit again, advising we won’t be able to release their SPLA orders if their account does not have sufficient credit limit. The credit controller must also remind the partner of the 8% late reporting penalty from Microsoft or possible termination if we cannot release SPLA orders. The credit limit must also ask the Vetting team to apply for more cover with CGIC or motivate to the Credit Committee to approve an internal limit to release the SPLA orders.

• The credit controller will receive a weekly Overdue feedback report from the Group Credit and AR Manager whereby detailed feedback needs to be provided on the TOP 50 Overdue accounts for all the group companies. This feed- back will be consolidated by the AR Supervisor and sent to the Group Credit and AR Manager no later than COB on the Wednesday.

• The credit controller must log all Cloud related queries as soon as they are identified on the JIRA query system.
• If the query is not resolved within 4 days, the credit controller must escalate to the AR Supervisor to address and must bring to the attention of the Group Credit and AR manager if any large accounts require specialized attention or are in a state of disarray.
• For all other queries, the credit controller must email the relevant product / brand team and copy the salesperson to assist with the resolution of the query. The credit controller must follow the standard escalation process until the query is resolved.
• The credit controller must communicate and provide feedback to the partner regarding the query on a weekly basis until the query is resolved.

• The Credit controller should capture adjustments like interest reversals, dis- counts approved, small balance write offs (under R10), bank charges, rounding off adjustments and approved write offs on the ERP system and advise the AR Supervisor to check and post and any other adjustments as required.
• The Credit controller should capture as much information as possible relating to the adjustment in line with the SOP relating to adjustments.
• In the event of adjustments done on different currencies, the applicable ROE must be used in line with the SOP relating to adjustments.

• The credit controller must do housekeeping/admin at least once a week (Fri- days) by pulling a new age analysis and identifying and actioning any of the fol- lowing:
• o    Small balances to write off (Under R10),
• o    Interest to reverse due to vendor or valid account queries,
• o    Unapplied payments – older than 6 months to move to the 1498 general ledger.
• o    Unapplied credits – older than 3 months to move to the 1498 general ledger.

• Filing all paperwork & documents relevant to all duties listed above in an organised manner to ensure easy retrieving when needed.

• The first contact with a partner must always be via telephone and then a follow up email detailing what was discussed and any (if applicable) deadlines.
• After any action was taken or any interaction with internal or external customers, the credit controller must make notes on yellow notes, the ERP system or System1A or at least one of these platforms.
• The credit controller must work proactively to ensure that partners are contacted to pay for their accounts on time.
• The Credit controller must bring any urgent issues relating to the possible non- payment of an account to the attention of the AR Supervisor and the Group Credit and AR Manager so that the issues may be resolved before payment is withheld.
• The credit controller must maintain all comments on the ERP system, yellow notes and System1A always.
• The credit controller must continuously educate partners on the use of the System1A platform.
• Perform any other duties as and when required by the AR Supervisor and or the Group Credit and AR Manager.