Process the September invoices and follow up overdue accounts

You are a Finance Officer in the finance and administration team.

Simulated workplaceIntermediate missionCAQA Meridian Business Group

What is going on

It is the second week of September. The retainer invoices were raised on 1 September and need checking, the Coastal Care Alliance recruitment invoice is still in draft, and receipts from the bank feed have not been allocated since Friday. The debtors list shows Fernleigh Family Dental at the second reminder stage and Kestrel Engineering past sixty days, where the procedure says work must not continue without the General Manager's approval. The Finance and Administration Manager wants the Invoicing and Debtor Management Procedure followed exactly, the delegations register applied to any review or credit, and a debtors ageing summary in a spreadsheet by Thursday for the leadership meeting.

Hamish Duggan, Finance and Administration Manager
Subject: September invoicing and the overdue accounts

I need the September retainer invoices checked and issued, the Coastal Care recruitment invoice finalised from draft, and the receipts from the bank feed allocated. Then work through the overdue list: Fernleigh is at the second reminder stage and Kestrel is past sixty days, so that one goes to Priya for a decision before anyone does more work. Follow the Invoicing and Debtor Management Procedure step by step and give me a debtors ageing summary in a spreadsheet by Thursday.

Your brief

Check and issue the outstanding invoices, allocate receipts, run the overdue follow up sequence with the correct communications and escalations, keep the invoices and client records accurate, and produce a debtors ageing summary spreadsheet.

Work through it

You do not need to do it all. Doing a few of these will show you what the work is like. Your ticks and notes stay on this device.

Read the Invoicing and Debtor Management Procedure and the Delegations and Authorities Register and list the checks and approvals that apply to each of the invoices in the Invoices and Debtors system.
Finalise draft invoice INV-26-0855 for Coastal Care Alliance using the engagement details supplied, check the amount, tax and total, and change its status to Issued with the correct due date.
Allocate the receipts supplied by your assessor against the correct invoices, update their status and identify any unallocated receipt for investigation.
Draft the second reminder for Fernleigh Family Dental and the escalation note to the General Manager for Kestrel Engineering, and record each contact in the Client Relationship Manager.
Build a debtors ageing spreadsheet showing each open invoice by client in current, 30, 60 and 90 day columns with totals and a percentage over 60 days.
Record the debtors risk RC-26-019 review in the Risk and Compliance Register with your findings and a recommended treatment.
Write a short month end note for the Finance and Administration Manager explaining what was issued, received and escalated, and any record that needs correcting.

My notes: what did I enjoy, and what surprised me?

What someone in this role would produce

Invoice checks and approvals list
Updated invoices with receipts allocated
Reminder and escalation drafts with client system entries
Debtors ageing spreadsheet
Month end note

Printing this is a record of what you explored. It is not a certificate or a qualification.