MASEMOLA CONSTANCE KEDIBONE NTSOANE

Policy and Procedures

v Ensure that the, credit and billing policies are developed for approval, communicated to operational divisions and adhered to Maintain Debtors data base by setting up term codes, deleting inactive customers, updating customer contact details, ensuring uniformity in customer naming conventions, linking customer accounts to account groups and confirming accuracy of beneficiary banking details

Credit Application

Ensure that prospective and current Customers’ accounts are governed by contract: Receive and review application Review creditworthiness – trade references, judgments,

v deeds office, director scans Approve applications/ recommend non-approval to Finance Manager

Account Management

v Monitor Customer performance against terms , Follow up on non-compliance – resolve through direct interaction with Customer and Branch Managers § Advise on action to be taken with defaulters § Provide weekly cash flow projections and Export accounts

Billing

v Ensure that correct billing occurs and that all discrepancies and irregularities are analysed and rectified § Drive and oversee billing process § Authorise credit note

Reporting Produce and Supervising

§ Monthly credit management report § Ad hoc as required § Statements to Customers § Balance accounts receivable to GL Compliance Ensure compliance with NCA Query resolution § Manage the query resolution process for billing and credit § Authorisation of credit notes § Customer interface ,Provision for Bad debts report ,Late payer’ report, forecast report and Dreyersdal report

General Management

v Ensure optimum team in place: Provide development input and opportunities § Provide leadership and motivating environment § Encourage and recognise performance

1. Book value 120Million with +-250 Customers

• Played an integral role in the development of business continuity plans related to credit control operations, ensuring minimal disruption during unforeseen events.
• Managed litigation cases involving delinquent accounts by liaising with legal counsel and providing necessary documentation for court proceedings.
• Enhanced cash flow for the company through diligent management of outstanding invoices and efficient debt recovery efforts.
• Developed customized reporting tools for better visibility of aged receivables, enabling proactive management of potential bad debts and writeoffs.
• Improved credit control processes by implementing effective collection strategies and collaborating with sales teams.
• Successfully reduced debtor days through implementation of strict payment deadlines, clear communication with customers, and persistent follow-up on past due accounts.
• Negotiated payment terms with customers based on their individual circumstances, maintaining good relationships while protecting the company''s interests.
• Created a system for early identification of problematic accounts, enabling swift action to minimize potential losses from bad debts.
• Strengthened internal controls by identifying inefficiencies in existing procedures and recommending improvements to support sustainable growth.
• Established departmental targets for collections activities, driving accountability among team members and improving overall performance metrics.
• Maintained strong customer relationships while ensuring prompt payment, addressing disputes, and resolving discrepancies in a professional manner.
• Regularly reviewed customer credit limits, adjusting them based on payment trends and financial health to strike the right balance between risk management and sales growth.
• Provided ongoing training and mentorship to junior credit controllers, fostering a culture of continuous learning within the team.
• Implemented industry best practices for credit control operations, keeping abreast of regulatory changes and ensuring compliance with relevant laws.
• Streamlined account reconciliation processes by implementing automated systems and cross-departmental collaboration, leading to faster resolution of discrepancies.
• Collaborated closely with other departments – such as Sales or Customer Service – to resolve billing issues promptly and prevent future occurrences.
• Evaluated credit risk by conducting thorough reviews of new customer applications, including financial analysis and reference checks.
• Optimized credit policies to balance business growth with minimized risks, resulting in increased revenue opportunities without compromising financial stability.
• Reduced overdue accounts by consistently monitoring receivables and initiating timely follow-ups with clients.
• Obtained and reviewed credit reports, credit references, credit insurance and financial statements to establish credit limits for new accounts.

v Opening of new accounts on syspro

v Sending and receiving of credit application forms from the clients and check them

v Credit Limit request on Cregalink /Credit Guarantee system

v Leasing with Credit Guarantee Claims Assessor and underwriter

v Handing the debtors over to credit guarantee by issuing a claim form

v Trade references and bank codes

v Releasing of sale order

v Sending letters to clients for Credit approval

v Sending final demand to clients &releasing authority

v Leasing with the debtors on payment arrangements

v Increase cover application from credit Guarantee to syspro

v Return for credit (GRN) and get RMA number from supplier

v Sales profitability report (non stock)

v Contact details update Emails/Debtors

v Debt collecting telephonically

v Issuing of credit and debit notes & adjustment

v Payments and adjustments, journals

v sending statement

v Stock taking

v Updating customer over credit limit and putting account on and off hold

v Allocating of payments from the transaction type list to the system

v Leasing with Attorney regarding hand over/legal fees matters

v Assisting with reception on Saturdays

v Cashier, cashing up and banking and cash sales posting daily

• Collaborated with other departments to resolve billing errors, ensuring timely payment from clients.
• Reached out to customers to check on payments and convey options.
• Obtained payments and entered details into system.
• Reviewed customer accounts for compliance with repayment obligations.
• Responded to disputes calmly and applied logical, knowledgeable approaches to devise solutions.
• Supported sales teams by providing accurate credit information for new and existing customers.
• Performed checks of customer creditworthiness and current situations.
• Increased collection rates through proactive account management and regular follow-ups with clients.
• Reduced overdue debt by closely monitoring customer accounts and taking prompt action on outstanding payments.

v Increase cover application from credit Guarantee to syspro

v Credit Limit request on Cregalink /Credit Guarantee system

v Monitor accounts not to reach credit limit put on hold or hand over

v advise customer on credit limit reached

v Leasing with customer such as Shoprite, Nandos, Woolworths, Compass, pick n pay, spar

v Receiving and allocating export funds

v Printing of bank statement daily

v Debt collecting telephonically

v Sorting out queries

v Cash book recon

v Releasing of sales orders and invoicing

v Issuing of credit and debit notes

v Posting payments and adjustment to correct ledger code & journals

v sending statement

v stock Take, counting and capturing

v attending accounts meetings internally and visiting customers if needed

v Allocating of payments from the transaction type list /bank statement to the system

v Forecast and actual report weekly

v Leasing with Attorney regarding hand over/legal fees matters

v Sending POD’ and job card from mango file/micro file later changed to Capisol (EDMS)

v Sending waybill pod ‘from the courier guy website

v G/L adjustment and allocations

• Played an integral role in the development of business continuity plans related to credit control operations, ensuring minimal disruption during unforeseen events.
• Managed litigation cases involving delinquent accounts by liaising with legal counsel and providing necessary documentation for court proceedings.
• Enhanced cash flow for the company through diligent management of outstanding invoices and efficient debt recovery efforts.
• Developed customized reporting tools for better visibility of aged receivables, enabling proactive management of potential bad debts and writeoffs.
• Improved credit control processes by implementing effective collection strategies and collaborating with sales teams.
• Successfully reduced debtor days through implementation of strict payment deadlines, clear communication with customers, and persistent follow-up on past due accounts.
• Negotiated payment terms with customers based on their individual circumstances, maintaining good relationships while protecting the company''s interests.
• Created a system for early identification of problematic accounts, enabling swift action to minimize potential losses from bad debts.

Duties

v Issuing of debtors Invoices

v Issuing of credit notes handling fee & del cost

v Quotations/Orders

v Checking of delivery note after delivery

v Mailing of Statement/detailed ledger

v Stock Reconciling & stock adjustment

v Stock reading and Receipt of sub contractor’s production

v Issuing of Goods Receipt notes/ Goods Return

v Inventory Transfer/ Initial Quantities, Inventory Tracking, and Inventory Posting

v Reconcile customer accounts on a monthly basis or as determined by account arrangements

v Debt collecting

v Leasing with customer, reps and driver

v All outstanding accounts must be kept up to date and payment arrangements must be followed up accordingly.

v Detailed outstanding amount information must be sent to representatives, daily and followed up with representatives.

v Journals regarding customers must be done, with the applicable authorization

v Opening of new account on sap

v All outstanding accounts must be kept up to date and payment arrangements must be followed up accordingly.

v Statements must be sent to the clients according to the arrangement on accounts and reconciled with detailed ledger

• Collaborated with other departments to resolve billing errors, ensuring timely payment from clients.
• Reached out to customers to check on payments and convey options.
• Obtained payments and entered details into system.
• Reviewed customer accounts for compliance with repayment obligations.
• Responded to disputes calmly and applied logical, knowledgeable approaches to devise solutions.
• Supported sales teams by providing accurate credit information for new and existing customers.
• Performed checks of customer creditworthiness and current situations.
• Increased collection rates through proactive account management and regular follow-ups with clients.

Afro_Tex (Manufacturing Company)

Position: Debtors Clerk

Period of Service: 4April 2005 till 23March 2007

System: Quick books and Pastel

Reason for leaving: Growth

Duties

v Invoicing for Deliveries

v Data Capturing Orders placing and taking telephonically

v Issuing Credit Note

v Receipting

v Account Reconciling

v Draw up remittance advice and ageing analysis

v Debt Collection

v Creditors

v Typing Correspondence

v Liaising with clients and suppliers

v Filling and faxing statement or post to clients

v General Admin Work

• Reduced overdue debt by closely monitoring customer accounts and taking prompt action on outstanding payments.
• Increased collection rates through proactive account management and regular follow-ups with clients.
• Enhanced company reputation through professional communication with customers, resolving disputes, and negotiating payment plans.
• Assisted in maintaining a healthy cash flow by promptly identifying and addressing potential credit risks.
• Consistently met or exceeded targets set for reducing outstanding balances while adhering to strict deadlines.
• Devised collection recovery strategies to resolve customer issues and delinquent cases.