Accounts Receivable Executive

1. Payment Receipt & Recording Invoice Matching :

Payments are recorded against the correct invoices to avoid discrepancies. Payment Methods :

Track payments in ERP System on amounts received via bank transfers, or other methods. Auto-Posting :

Ensuring payment entries in ERP System are passed Manual / automatically posted to respective customer accounts.

2.Credit Note & Debit Note accounting Ensure the credit note request is valid (e.g., product returns, overbilling) and validate the reason for issuing the debit note. Ensure approval is obtained in accordance with policies and procedures. Process the credit note against the correct invoice in the ERP system and Notify customers and ensure timely recovery of the additional amount. Process the Debit Note in accordance with established policies, obtain approval, communicate with the customer, and collect the amount. Ensure correct GST, TDS, or any tax adjustments are made. Coordinate with auditors & internal teams for compliance checks.

3. PDC Deposit Receive PDCs from customers as per agreed payment terms. Monitor due dates

and ensure cheques are deposited on time. Update ERP / PDC tracker

once the cheque is cleared. Handle bounced cheques by promptly notifying customers and acting based on established policies while communicating with all stakeholders. Ensure compliance

with internal policies and regulatory guidelines. Track incoming payments and update records accordingly. Ensure all payments are correctly allocated to respective invoices.

4. Cash & Bank Reconciliations Track incoming payments and update records accordingly. Ensure all payments are correctly allocated to respective invoices.

5. Customer Ledger Maintenance Each customer has a dedicated ledger within the ERP system. Payments received are updated in real time, showing outstanding balances. Adjustments, write-offs, or refunds are recorded for audit purposes.

6. Reconciliation & Aging Analysis Bank Reconciliation :

The ERP system reconciles received payments with bank statements. Aging Reports :

Generates reports on overdue payments, categorizing them by

30, 60, 90+ days . Discrepancy Resolution :

Any short payments, deductions, or mismatches are flagged and reviewed.

7. Reporting & Documentation Prepare accounts receivable reports for management. Maintain detailed records of all transactions for audit and compliance purposes.

8. Payment Collection & Follow-up Monitor customer accounts for delayed payments. Follow up with customers via calls, emails, or reminders to ensure timely payments.

9. Auto Reminders & Alerts ERP or other software ensure can send automated reminders via emails or SMS for overdue payments. Escalation Alerts for non-payment beyond a certain period.

10. Incentive Calculation Reviewing the company’s incentive policies for field executives (e.g., Quantity-based, or performance-driven incentives) ... Gathering sales or performance data (Secondary data) from Sales force, ERP, or sales reports. Cross-checking targets achieved against predefined incentive criteria and applying the correct formulas based on achievement levels (e.g., percentage-based, slab-wise, or fixed bonuses) and any Adjusting incentives for deductions like penalties, returns, or policy non-compliance Ensuring tax deductions (TDS) are applied correctly. Preparing incentive payout reports for management approval and coordinating with payroll or finance teams to ensure timely disbursement.

10. Coordination with Other Departments Work closely with the sales teams or Support team to resolve customer payment issues. Collaborate with auditors during financial audits.

11. Compliance & Legal Ensure compliance with financial regulations and company policies. Handle disputes and escalate legal matters if necessary.