JOB DESCRIPTION AND AGREEMENT

PART 1: GENERAL JOB INFORMATION

Job Title Billing and Collection Staff (Office-based)
Job Level / Rank / Grade Rank & Staff / Staff 1 / JG 2
Department Section

Finance Department Credit, Billing and Collection

Immediate Superior Head, Credit, Billing and Collection
Next Immediate Superior Chief Operating Officer
Primary Departmental Interface Business Channels, Logistics, Accounting,
Treasury
External Interface Dealers / Customers / End-users
JDA Number: Effective Date:

FIN-CBC-BCSO-2018-01

PART 2: JOB GOALS AND PURPOSE

1. JOB GOALS (LAYUNIN NG POSISYON): A secured, reliable, up-to-date record of billing
and collection data on which all collection efforts are based.

2. JOB PURPOSE (HANGARIN): To enable the company to collect receivables promptly

and efficiently, thereby, facilitating the fulfillment of sales to realized revenues and
ensuring steady cashflow to support the company’s business operations.
PART 3: FUNCTIONAL DUTIES, RESPONSIBILITIES AND ACCOUNTABILITIES
Functional Duties 1. Receives documents from the driver after delivery of approved
and Responsibilities orders.
a. Checks completeness of documents (Charge Invoice,
Trust Receipt Agreements, and Acknowledgement
receipts) versus the Delivery Transmittal.
b. Prepares reports for Unclean invoices received.
c. Follows up warehouse, customer care representatives,
sales representatives, and drivers concerned for
unsettled, unclean invoices.
d. Ensures above issues are settled / resolved / and closed
by concerned parties.
2. Prepares weekly Billing Collection Summary
a. Prints BCS from the SAP and checks completeness of
documents received versus the accounts of each
customer per territory.
b. Prepares summary of excess and short payments and
reconciliation thereof.
c. Checks accuracy of Incoming Payment staff encoding
of payments by reconciling accounts per BCS
preparation.
 3. Prepares report for COD transactions and monitoring of
payments thereof.
4. Prepares report for Returned Checks (RC)
a. Calls the banks directly for list of returned checks during
the day and logs the list in RC logbook for monitoring.
b. Informs and makes follow ups to sales representatives
and collectors for customers with returned checks.
c. Ensures the above issues on RC are settled/resolved/
closed.
5. Checks CM logbook for completeness and correctness of the
entries on daily basis.
6. Prepares summary of CM on a weekly basis.
7. Prepares Collector Itinerary Report and Liquidation of travel
expenses.
8. Does actual field collection on selected customers
a. Reconciles record of accounts of selected customers
b. Receives payments in cash or in checks and remits
collection to the designated Cashier
c. Prepares exception report for customer with extended
checks.
9. Prepares Letter of Engagement for approved credit lines of
customers
10. Updates SAP records for:
a. New customers
b. Change of customers names
c. New terms and conditions
d. New addresses
11. Receives fertilizer documents and insures accuracy of printed
documents versus booked orders made.
12. Recommends process improvement for increased efficiency
of the section.
13. Carries out efficiently and effectively the orders and work
instructions of superiors with proper coordination with fellow
workers and other team members and in accordance with all
policies, procedures and regulations of the company.
Human Relations 1. Exercises excellent interpersonal skills and good conduct
and/or Customer towards other employees
Service Functions 2. Ensures proper representation of the company to the public.
Functional 1. Veracity and security of up-to-date customer billing records,
Accountabilities SAP system modules, and compliance duties to government
regulatory agencies.
2. Prompt remittance of checks and cash payments received
from clients.
3. Timely submission of reports generated by credit and
collection and relevant interpretations / information
Sample JDA | Billing & Collection Staff (Office) 2
 PART 4: QUALIFICATIONS AND OTHER JOB SPECIFICATIONS
Education ➢ College graduate, BS Accountancy, Banking and
Finance, Financial Management or any other 4-year
commerce course
Experience Required ➢ One-year experience in the same field or line of work or
with a minimum of 300 hours of OJT experience in a related
function.
Knowledge / Skills ➢ Above average arithmetical ability, knowledge on SAP an
Required advantage, computer-literate
Personal Qualities ➢ Keen attention to details, diligent and persevering,
Needed capable of enduring routine and detail-laden tasks
Material Accountability/ ➢ Computer and SAP module assigned, calculator customer
Machines/Technology Used records, and collection records
Work Conditions ➢ Office-based
Others ➢ Male or Female, between 20 – 25 years old
Career Path ➢ May go for horizontal movement in any of the sections in
Finance Department or vertical movement over 3 – 5 years
of continuous meritorious performance and increased
competencies.

PRINCIPLE OF JOB DESCRIPTION & AGREEMENT (JDA): This JDA upholds the principle of achieving
organizational competitiveness through individual and team performance excellence. It must be clear that
accepting this comes with one’s truthful representation of work qualifications and commitment to use vigorously
one’s competences. The JDA is neither a list of tasks to do nor a body of steps and procedures to perform as
those tend to change over time as technology or systems evolve. Rather, it spells out your job goals & purpose
as foremost guide and describes your duties, responsibilities, and accountabilities. The incumbent must
competently recognize specific tasks that must be performed to achieve your job goals and your purpose.
Furthermore, special tasks, projects, programs, or committee involvement may be assigned in the spirit of
teamwork, collaboration, training, career and personal development, and work life enrichment.

Recommended / Endorsed by: Approved by: Accepted by:

Immediate Superior / HRA Supervisor C.O.O. / President Incumbent Employee

Sample JDA | Billing & Collection Staff (Office) 3