Financial Operations: Invoicing- Ensure correct, timely and complete checking of all booking confirmations (target: all bookings received on the day to be checked by the end of the day)
Check clients details are loaded correctly (name, room type, number of clients)- Check that the booking is loaded under the correct agent, that the agents reference number is in the booking
Check that the services are loaded correctly (correct supplier, correct date, correct supplier, and agent rates)
- Follow up with the consultants or database department if any information loaded into the booking is incorrect
Post debtor invoices to ledger accounts (target: all bookings for which the agent has credit facilities are invoiced on travel date; pre-payment bookings are invoiced 45 days prior to travel date)- Double check that all information in the booking is still correct
Check that the clients details have not changed in the booking
- Double check that the services loaded in the booking are still correct, compared to the confirmation signed off
Invoice the booking and email the invoice to the agent- Ensure that the invoice is allocated to the correct branch code
Check that VAT (Value Added Tax) reflects correctly
- Ensure that booking values match with invoice values
- Financial Operations: Collections
Primarily, it is important to be aware of Our Credit Terms and Pre-Payment terms on all agent's Agreements
- Follow up timeously on payments (telephonic and e-mails). Reminders to be sent to Agents on a bi-weekly basis
Ensure that all invoices are paid as per the stipulated agent/client payment terms, no overdue balances on the age analysis.- The profitability of the booking should be above margin corridors; if below the corridor or loss-making to be escalated and verified if approved.
Follow up and resolve queries received from the agent or any internal queries.
- Send accurate and complete statements to the agents
- Financial Operations: Credit Note Compilation
Ensure that all credit notes are authorised and that there are notes in the bookings explaining why they have been created
- Ensure that all invoices are posted to the correct branch
Ensure correct, timely and complete receipting of agents payments in the financial system
- Payments should be receipted not later than one week after funds arrived in the bank account; all payments of one calendar month must be correctly receipted through the TP debtor module latest by the 1st working day of the following month)
Current and CFC (Customer Foreign Currency) bank statement are to be checked daily- Ensure that all prepayments are received within the time limit provided and that no risk is entered into
Agents statements to be sent monthly, unless account is in arrears to which statements should be sent weekly.
- Review debtor balances and aging analysis on a regular basis; No outstanding balances to appear in +90 days
- Financial Operations: Creditors
Organize incoming creditor invoices (both prepayment & account suppliers)
- Check invoices for VAT compliance
Check invoices against vouchers and the contract rates- Liaise with consultants in case of internal queries and suppliers in case of external queries
Request missing invoices and supplier statements where required
- Capture invoices to supplier accounts on Tourplan
Reconcile creditor statements on Tourplan to supplier statements- Prepare payments to suppliers within agreed/contracted payment terms
Capture payments in Tourplan once released on banking system
- Submit proof of payments and remittances to suppliers for payments made
Together with the consultant liaise with suppliers on credit notes and refunds due- Ensure credit notes and refunds are captured on the system and paid/offset by the supplier
Reporting and commentary on outstanding items on creditor age analysis
- Reporting and commentary on any vouchers that have been over-captured on Tourplan
Organize and file all financial documents produced and received in a timely and organised filing system
- Client / Agent relationship:
Establish good working relationships with Agent / Clients
Improve payment/collection terms with Agent / Clients
Establish and maintain good working relationships with suppliers
It is expected of all employees to perform not only task mentioned in the job description, but also direct allocated or extraordinary/adhoc tasks that could arise
Highlight vouchers that can be closed to HOF monthly
Assist on projects in the Finance team in line with roadmap and close out with HOF
Job Type: Full-time
Pay: 4,000,- 00 - 5,000,000.00 per month
Schedule: - Day shift
Monday to Friday
Work Location: In person
