Customer account management:
•    Maintain Debtors master data through regular updates of customer information and credit limits.
•    Creation of new customers and load new/approved customers on IFS with appropriate fields and linking to other IFS modules.
•    Maintain credit limits per customer and reduce credit limits where customer has defaulted on payment terms.
•    Perform regular credit limit review considering:
•    Sales by customer
•    Payment history
•    Changes in customer’s legal status
•    Perform regular review of customer base to ensure only approved debtors are maintained on the system. Block/delete inactive customer accounts.

•    Control over Credit Applications: 
-    maintain credit assessment forms received from Divisions, 
-    obtain necessary credit references and/or assess credibility of potential debtor via a credit risk management service provider, 
-    obtain financial statements of applicants where required; 
-    assess credit application based on customer knowledge and research performed.
-    advise manager of possible risks, if applicable.
-    ensure all documentation is processed within the parameters of approved Mintek Credit Control Policy and 
-    ensure necessary credit limit approval obtained in accordance therewith
•    Allocate payments from customers and ensure that receipts are processed to the correct customer account.
•    Follow-up on a regular basis on unallocated receipts and communicate with the bank with regards to unidentified deposits.
•    Attend to queries on all Mintek client debtors’ accounts.
•    Keep abreast with economic changes specifically abroad to avoid providing credit to possible bad debts.

 

Debt Collection:
•    Ensure that all transactions input into the system valid, accurate and complete prior to the posting thereof, including ensuring the validity of the transaction and agreement with client documentation available (orders, etc).
•    Facilitate payment of outstanding debt through communication with debtors and by application of correct collection procedures; 
-    communicate with outstanding debtors relevant departments to assess reasons for non-payment and 
-    ensure the forwarding of any copy documentation to facilitate collection of any outstanding amounts.
•    Prepare letters of request for payment and final demands, and communication with relevant staff for all debts to be handed over to debt collection agency for collection.
•    Prepare requests for the reversal of invoices and/or interest charged to debtors’ accounts where necessary, in accordance with the Delegation of Authority.
•    Administer cases handed over to debt collection agency for collection by ensuring the compilation of a monthly management report on the status of debts handed over for collection and discussing with supervisor.
•    Where necessary liaise with attorneys in a pro-active manner.

 

Month-end activities:
•    Action of age analysis to ensure accuracy and completeness. Investigate long outstanding debt and action through communication with the customer.
•    Ensure all payments, invoices and credit notes have been processed before month-end closure.
•    Ensure the discussion of debtors outstanding above 60 days on a monthly basis by convening a discussion meeting with affected parties.

Reporting:
•    To provide Mintek management with information regarding outstanding debtors status through proper analysis and record-keeping.
•    Compilation and distribution of monthly debtors report analyzing outstanding debt, comparison to previous months, highlighting problematic debtors and raising issues pertaining to debtor management.
•    Ensure the compilation of Mintek’s potential doubtful debtors on an annual basis for inclusion in the annual financial statements based on review of age analysis and knowledge of customers.
•    Prepare listing of debtors outstanding longer than 60 days indicating follow up actions taken to meet monthly reporting and information requirements of management.
•    Prepare control schedules for master data changes, credit limit overruns, and unpaid debtors in past 30 days, for immediate supervisor to ensure control over debtors and application of efforts in the correct areas.
•    Compile report of credit limit review and suggest preferred actions to be taken against customers.
•    Prepare monthly declaration of foreign debt for submission to credit insurance company.
•    Prepare and submit quarterly debtors’ book for analysis at credit risk management service provider.

 

Compliance:
•    Provide input in to credit control processes and procedures to ensure that they are updated with latest best practice and credit control trends in the industry.
•    To ensure that the Credit Control system is administered in accordance with approved Mintek policy.
•    Maintain statistics in accordance with management requirements.
•    Maintain procedural and system training documentation relevant to the debtor activity, and ensure debtor staff retains an adequate level of training.
•    On a daily basis ensuring office administration is kept up to date.