Trade Debtors Billing Administrator - Midrand

Dis-Chem Pharmacies has an opportunity available for a Trade Debtors Billing Administrator at our Head Office in Midrand. A billing administrator is responsible for creating invoices and credit memos, updating customer files, and sending invoices to the relevant customers Purpose of the position is to assist the trade Debtors team to maintain an updated record of billing done daily as well as to maximize revenue through the various income lines and ensure billings not missed and accruals as are raised where applicable.

• Essential:
• Grade 12 – Matric or Senior Certificate
• BCom Accounting/ Finance related (NQF level 7)
• Minimum of 2 years work experience within the Debtors Department
• Advantageous:
• Previous experience in a Retail Trade environment

Billing Administration:

Obtain instruction for all invoicing, credit notes and journals

Ensure that Invoices are raised to the correct customer in the correct CC, GL and profit centre in the relevant calendar months.

Accurately invoice customers on the relevant business ERP system, in line with billing deadlines

Issue invoices to customers through available channels (e-mails, online share portals etc.)

Respond to customer queries in a timely manner

Proactively liaise with relevant business divisions to ascertain accuracy of billing

Do a monthly recon on the income lines to ensure consistency is applied monthly and where applicable quarterly billing is applied (Based on agreement per customer)

Maintain financial records such as journals and ledgers as well as assisting with basic month end close of duties

Attend to customer meetings to conduct reviews, resolve queries, and outline best practice as required

Generate invoices from relevant ERP system and dispatch them to specific customers on a timely manner

Upload supporting document on SAP in order for the collection team to retrieve the information

Where inconsistencies are recognized query with Trade Terms Department and keep management informed (same applies to Sally Ad Hoc billings)

Run Business Information reports and calculations for Ad Hoc Sallies.

Supply a monthly income tracker report to the department supervisor and manager for review

Post monthly journals for the store’s income received

Upload mass journals on SAP

Ensure all capturing done with high levels if integrity and accuracy.

Customer Service:

Establish and maintain a sound relationship with relevant departments and the collection team to facilitate the effective billing done timeously

Provide a friendly and efficient knowledgeable service to all Dis-Chem staff and customers.

Assist customers with general queries as they come in or direct their queries to the relevant people if you are unable to assist them with the necessary information

Provide support the team and assist with ad hoc duties as per management.

Audit support and business improvement/ project report.

Problem Solving:

Overview and query outstanding billings also investigate if billing is not sent within that month according to standard operating procedures.

Ensure all billings done in line with promotion, prompt and accurate billings

Trade terms tracker - Use as a tool to ensure robust billing strategy and timeous follow ups in line with Dis-Chem policy and best Practices.

Monitor late billings sent

Build on current standard operating procedures as well as ensure adherence.

Record Keeping:

Ensure all incoming mails and phone calls are attended to as they come in on a daily basis

Coordinate all Support information on shared folders as well as trackers to ensure all information has been updated daily

All billing instructions, consolidated billings, etc. backed up on the relevant shared drive or Teams’ groups.

Report any delays and discrepancies directly to the Trade Debtors Supervisor

Additional Accounts Administration:

Month end preparation and reporting to the Trade Debtors Supervisor. This includes but is not limited to the administration and conditional contracts, queries and consolidated billing listings (incl. reversals on the first day of each month).

Billings- Run sales data via Qlikview and BI (support/ monitor) to ensure all lines and variables billed according to promotion.

Growth Rebates- Support timeous billings applicable to category.

Incentives (SH15)- Health and rebating back to stores.

KDB2 (SH17)- FMCG- P&G (BI annual, Duracell monthly, Unilever ITR Billings).

Ad- Hoc Monthly Income (billings)- Loyalty, reward programmes, royalty fees, etc.

Keep track and ensure all monthly, quarterly, and annual billings are administrated according to contracts and billing instructions.

Good knowledge and application of accounting principals and entries.