Ii. Duties And Responsibilities
- Contract Management & Document Control
Maintain and update the billing/contract master file for all active accounts across TAWI Group subsidiaries; ensure all billings are supported by valid contracts, purchase orders, delivery receipts, job orders, or service confirmations.
Monitor and maintain a project Gantt chart for EasyHomes showing milestone completion per month to support progress billing.
File all invoices, SOAs, debit memos, demand letters, and proof of receipt/delivery per customer account; retain all documents for at least ten years per BIR and Revised Corporation Code retention requirements.
- Monthly Invoice Generation
Cycle 1 (15th of each month): Pull the list of active recurring accounts from the billing/contract master file; verify no pending change requests (rate changes, suspension, termination); generate Sales Invoices with supporting documents for each recurring account; log each invoice in the Sales Book and Billing & Collection Monitoring Sheet upon release.
Cycle 2 (30th of each month): Receive source documents (delivery receipts, pallet movement summaries, accomplishment reports) from the Operations unit no later than the last day of the month; reconcile variable billing data against contract rates; compute variable billing amounts; generate and release approved invoices on or before the 3rd of the following month.
Ensure all submissions are reviewed by the Accounting Head before release; secure stamped/acknowledged receipt (email timestamp or courier proof) for every invoice delivered to customers.
- Statement of Account (SOA) Issuance
Generate monthly SOAs with a cut-off as of the invoice date of the current billing; release SOAs together with current billings.
Issue SOAs with computed interest penalties
Ensure each SOA includes all required information such as: customer name, contact persons, billing address, beginning balance, itemized invoices, payments/credit memos applied, ending balance, aging breakdown, applicable interest penalties, and assigned collection officer contact.
Log all SOA release dates and customer response statuses in the Billing & Collection Monitoring Sheet; present updates at recurring billing and collection meetings
- Interest Penalty Computation & Application
Monitor the billing and collection report daily/weekly to identify invoices approaching the 45th day from customer receipt date.
On the 45th day, compute applicable interest penalties on all unpaid balances per the standard penalty rate stated in the customer contract (or the default RACM rate where no contract rate is specified); apply penalties from Day 46 onward.
Submit interest computations to the Accounting Head for review and approval before adding to the customer's next SOA.
Record paid interest penalties as other income/interest income in the books in the period earned, in accordance with PFRS 15/PFRS 9 and applicable VAT/withholding tax treatment.
Log in the Billing Exception Report all requests to waive or reduce interest penalties; route for Accounting Head approval (or EXECOM approval for amounts exceeding the Accounting Head's authority).
- Collection Escalation Procedure
Execute the standard graduated collection escalation path — from courtesy reminder, to formal written demand (Initial Demand Letter), to Final Demand Letter — per the escalation matrix; ensure each stage is exhausted and documented before advancing.
Copy the assigned Sales/Account Officer on all escalation communications to preserve the customer relationship.
Log all collection communications (calls, emails, letters) in the Billing & Collection Monitoring Sheet to maintain a full audit trail supporting potential legal action.
Prepare Stage 4+ accounts for Accounting Head's monthly EXECOM presentation; report Stage 6–7 (legal referral and write-off) accounts to the Board.
Pause further escalation upon execution of a signed payment arrangement; resume at the next escalation stage if any installment is missed.
- Reporting & Reconciliation
Encode all invoices and collections into individual company working papers (Sales Book and Cash Receipts Book) on or before the 2nd of each month.
Reconcile the Billing & Collection Monitoring Sheet against the AR aging report at each month-end close.
Prepare the monthly Aging and Collection Status Report for Accounting Head presentation to EXECOM.
