Dealer Accounts Receivable Specialist

Purpose :

The Dealer Accounts Receivable Specialist will be responsible for managing the accounts receivable function for the dealer's network by ensuring the accurate invoicing, collection, reconciliation, and administration of the dealers accounts.

Key Responsibilities:

1. Dealer Invoicing

• Prepare and issue sales invoices and credit notes to dealers accurately and on time based on approved sales orders, vehicle deliveries or parts dispatches.
• Verify invoicing information, including product details, quantities, pricing, VAT and payment terms, to ensure accuracy.
• Ensure all invoices comply with South African VAT legislation and SARS tax invoice requirements.
• Process invoice amendments, cancellations and reissued invoices where required.

2. Cash Receipt Processing & SAP Cash Allocation

• Monitor daily bank receipts and identify dealer payments in a timely manner.
• Process incoming customer payments and perform accurate cash allocation in SAP.
• Match dealer payments against outstanding invoices based on remittance advice and payment references.
• Investigate and clear unallocated receipts promptly.
• Ensure all dealer accounts are updated accurately and on time in SAP.

3. Dealer Account Reconciliation

• Perform regular reconciliations between dealer statements and SAP customer accounts.
• Prepare and issue dealer statements of account.
• Investigate and resolve outstanding items, unapplied payments and account discrepancies.
• Liaise with dealers to resolve invoicing and payment-related queries promptly.

4. Accounts Receivable Management

• Monitor dealer account balances and ageing on an ongoing basis.
• Follow up on overdue accounts and work closely with the Sales team to facilitate collections.
• Assist in monitoring dealer credit limits and identifying potential credit risks.
• Prepare Accounts Receivable ageing reports and collection analysis for management.

5. SAP Master Data & System Maintenance

• Maintain accurate dealer master data, payment terms and customer account information in SAP.
• Resolve customer account issues, payment differences and clearing items within SAP.
• Support continuous improvement of SAP Accounts Receivable processes and system efficiency.

6. Month-End Closing & Financial Reporting

• Support the month-end Accounts Receivable closing process.
• Reconcile the Accounts Receivable sub-ledger with the General Ledger.
• Prepare monthly reports on dealer balances, collections and outstanding receivables.
• Provide supporting documentation for internal and external audits.

7. Internal Coordination

• Work closely with Sales, Logistics, Finance and Customer Service teams to ensure an efficient order-to-cash process.
• Maintain effective communication with dealers regarding invoices, payments and account reconciliations.
• Perform any other Accounts Receivable or finance-related duties assigned by management.

Minimum requirements:

• Bachelor's degree in accounting, Finance or a related field.
• Minimum 2 years' experience in Accounts Receivable, Customer Accounting or Finance.
• Experience in the automotive industry, OEM environment or dealer financial management will be an advantage.

Technical Skills

• Solid understanding of Accounts Receivable and cash allocation processes.
• Experience with dealer invoicing, customer account reconciliations and collections.
• SAP FI (Accounts Receivable) experience is highly preferred.
• Knowledge of South African VAT regulations and SARS tax invoice requirements is advantageous.
• Advanced Microsoft Excel skills, including Pivot Tables and lookup functions.

Competencies

• Strong attention to detail and a high level of accuracy.
• Excellent analytical and problem-solving skills.
• Strong communication and interpersonal skills.
• Ability to work under pressure and meet month-end deadlines.
• High level of integrity, accountability and customer service orientation.

Key Performance Indicators (KPIs)

• Dealer invoicing accuracy: 100%
• Cash allocation completed within T+1: 100%
• Dealer account reconciliation completion rate: 100%
• Dealer account balance accuracy: 100%
• Unallocated receipts resolved within target turnaround time: 98%
• Month-end closing completed on time: 100%
• Accounts Receivable ageing maintained within company targets.
• Zero significant audit findings related to Accounts Receivable processes.