Kim Horsley

As the school’s lead bookkeeper for debtors, I am responsible for managing the full life cycle of debtor accounts and fee exemptions for both the school and hostel. I ensure accuracy and compliance using Sage Pastel Partner V12, in alignment with the South African Schools Act (SASA).

Fee Management & Debtor Control

· Reconcile learner accounts between SA-SAMS and Pastel to produce accurate Day 10 enrolment data.

· Generate and post journals for annual school and hostel fees.

· Monitor and maintain all school fee accounts, ensuring accurate categorisation (current, overdue, legal).

· Communicate consistently with parents via email, WhatsApp, and phone to issue statements and follow up on outstanding payments.

· Process and balance all daily income from the bank statements, process debtors journals and reconcile daily and monthly trial balances for both the school and hostel.

Exemption Process Administration

· Oversee the complete exemption application process, including documentation assessment, lifestyle audits via Maris IT, and calculation of exemption values, based on DOE specifications.

· Communicate exemption decisions professionally, meeting with parents in-person or virtually via Google Meet.

· Post exemption adjustments to accounts and distribute updated statements and formal notifications.

Legal Collections & Handovers

· Manage overdue accounts referred to legal and debt recovery processes.

· Liaise with attorneys and debt collectors to ensure timely handover and payment reconciliation.

· Post legal fees and receipts accurately in Pastel, and ensure attorney statements align with internal records.

Fixed Asset Management

· Maintain and update the school and hostel’s fixed asset register in coordination with Evolution Assets.

· Conduct and oversee annual asset verification with staff, ensuring accurate tracking and reporting.

· Investigate discrepancies and prepare documentation for asset write-offs, submitting to management for approval.

Data Integrity & Financial Accuracy

· Create and maintain debtor account records with precise categorisation for accurate reporting and reconciliation.

· Ensure all account information and financial entries are compliant with internal controls and audit standards.

Parent Relations & Communication

· Act as the first point of contact for all financial queries from parents and guardians.

· Deliver a high standard of service by providing timely, clear, and respectful responses.

· Support parents in understanding their account status, exemption eligibility, and payment options.

Oversaw stock control operations for warehouse and distribution sites managing stock valued at approximately R15 million daily. Responsible for SAP Warehouse Management, compliance audits, tactical budgeting, and minimizing stock variances. Ensured strict adherence to GMP and H&S standards.

Key responsibilities include:

• Coordinated monthly and year-end stock takes, ensuring full audit compliance.

• Investigated stock losses and gains, reported YTD variances to ROM for MRM.

• Supervised contractor operations (security, cleaning, sorting).

• Generated breakage and shortage analyses; prepared tactical budgets.

• Posted all warehouse movements in SAP, ensured physical-to-system accuracy.

• Maintained and reconciled COE KPIs and inventory documentation.

Supported logistics cost control, payroll, and vendor invoicing within a high-volume distribution environment. Managed internal communication systems and insurance claims, and served as liaison for HR and operational issues.

Key responsibilities include:

• Processed and tracked logistics expenses against set budgets.

• Managed driver and crew records, including payroll and overtime.

• Maintained SMS customer communication platform for updates and promotions.

• Recorded and followed up on insurance claims and HR-related matters.

Managed national and local debtor accounts, focusing on account reconciliation, collections, and credit application vetting. Achieved and maintained targeted debtor days and reduced bad debts through proactive recovery efforts.

Key responsibilities include:

• Reconciled accounts receivable and general ledger records.

• Followed up on overdue payments, stale and RD cheques.

• Reviewed credit applications and opened new accounts based on financial vetting.

· Handled full vendor account maintenance and payment processing, ensuring creditor compliance with corporate governance policies. Managed journal entries, reconciliations, and EFT payments.

· Managed reception, marketing coordination, consignment stock, returns, credit processing, and vendor claims. Oversaw promotional event logistics and maintained national rebate systems.

· Oversaw internal administration, customer order processing, redistribution, invoicing, and coordination with production and account managers. Supported exports and maintained weekly reporting.