Accounts Receivable Analyst

POSITION TITLE: ACCOUNTS RECEIVABLE ASSOCIATE (ARA)

OPEN ALSO TO FRESH GRADS AND NON CPAS!!!

TEAM : NATIONAL KEY ACCOUNTS (NKA)

DIVISION : REVENUE STREAM

DEPARTMENT : FINANCE SHARED SERVICES

REPORTS TO : AR SUPERVISOR (ARS)
JOB SUMMARY

The ACCOUNTS RECEIVABLE ASSOCIATE is generally responsible for the proper and efficient management of accounts receivables of assigned customers by ensuring that all outstanding AR transactions (e.g., full Invoices, hanging balances, floating credits) in the system are collected, reconciled, properly accounted for and collections/adjustments are submitted for posting within the agreed lead time.

NETWORK OF INTERACTION

AR Supervisor
EXTERNAL EXTERNAL

Customers Clients

AR Associate
3 rd Party Collectors

INTERNAL

Sales Credit Cash/Treasury Finance MIS Warehouse OPD Transport

DUTIES AND RESPONSIBILITIES

A. COLLECTION MANAGEMENT

Pre-Collection Activities

• Preparation and issuance of Statement of Account (SOA) to customer
• Preparation of collection documents and presentment of Invoices to selected accounts with countering process
• Secure Counter Receipt from issuing customers
• Issuance of credit memo (CM) copies to selected accounts for invoices with price discrepancies prior to processing of payment (e.g. RUD, price differences)
• Checking of credit memos vs. RMA/PCM/RTV
• Initial reconciliation of due invoices prior to processing of payment (e.g. ADA/Month to Month Payment Term)
• Provide collection itinerary and customer SOA to 3rd party back-up collectors

Activities during and after Collections

• Facilitate collections from customer based on payment term Mode of collection: o Secure physical cheques o Online payments by customer o Bank deposit by customer
• Secure details of payment. Allocation of Invoices paid and customer deductions
• Assignment of correct reason codes for customer deductions
• Secure of proof of deduction (e.g. debit memos, tax certificates, vouchers, RTV/PCM copies, etc.)
• Issuance of Collection Receipt (CR) to customer
• Checking of invoices paid vs. SOA. Inform and get commitment of customer for due invoices not included in the collection
• Remit collections to Treasury
• In case of online payment/bank deposit by customer, seek bank confirmation from Treasury
• Prepare Payment Schedule/Remittance Advice
• Updating of Customer’s Statement of Account after every collection

Handling of Bounced Checks

• Follow-up redemption of bounced cheques
• Collection from customer
• Inform Credit on the redemption of bounced cheque

B. ACCOUNTS RECEIVABLE MANAGEMENT

Reconciliation

• Reconcile deductions made by customer. Includes gathering of documents to support deductions and identifying nature of balances
• Communicate customer deductions immediately to concerned stakeholder/department and request for supporting documents (e.g. approved PAF, PDR, coupons, credit memos, tax certificates, etc.). Provide timeline.
• Review completeness of supporting documents submitted by Clients/Sales prior to AR adjustment
• Prepare AR adjustment for using Accounts Receivable Related Request Form (ZPC-ARRRF) or

Accounts Receivable Adjustment Form (MDI-ARAF) for the following customer deductions: o Client-related deductions (principal discount, rebates, display allowances, listing fee, promo support, admin charges, penalties) o Government-related deductions (EWT, Final Tax, TSAC) o Matching of positive and negative balances (CM-Returns, adjustment that did not knock off after SAP approval, CM-Price Adjustment) o Write-off/Parking (small balances, penalties, bank charges, closed account) o Transfer of overdue GA to Client

• Prepare CM Price Adjustment using Proposal for Credit Memo (PCM) Form
• Route AR adjustment to relevant BU/department for endorsement/approval
• Prepare Chargeable Report for Client related deductions without approved PAF, coupons, WRF, for Government, etc. and forward to Client/Sales
• Reconcile returns deduction without credit memos to concerned Warehouse/Platform
• Secure certificates and list of invoices subjected to tax from customer. Ensure accuracy and completeness of details in the certificates
• Contact customer for settlement of open items (unpaid due invoices, addback)
• Provide copy of SOA to Sales counterparts
• Issuance of demand/collection letters to customer
• Preparation and submission of Monthly AR Aging Report to Credit

Managing Overdues

• Analyze and identify reason for overdues
• Contact customer for settlement of open items (optional)
• Provide timely feedback to Credit as basis to release orders or to suspend account
• Recommend suspension of account/Client
• Secure payment recovery plan with customer and endorse the proposal to BU for approval
• Determine internal/external party to engage
• Coordinate with appropriate parties for the timely resolution of unpaid invoices or long overdue balances
• Attend coordination meeting: RISE, BIC, BSOM
• Attend to inquiries from other departments and external parties on matters related to account serviceability
• Collect from customer
• Create AR adjustment

C. ADMINISTRATIVE FUNCTION

• Maintain weekly / monthly Itinerary or Coverage Plan
• Prepare Monthly Expense and Daily Activity Report for submission to immediate Supervisor
• Submit accurate, complete, on-time, weekly and month-end reports as required by Supervisor
• Maintain proper and systematic filing of all documents and ensure easy retrieval of documents
• In case of turn-over or transfer of accounts, the following must be observed: o Updating of Customer SOA and AR Aging balances o List pending issues for coordination to internal/external parties o List pending documents for retrieval from customer or counterparts o Turn-over all pertinent documents on hand (CR, PAF, WRF, tax certificates, etc.)
• Carry out other duties appropriate to the post as required by superiors

D. ACHIEVEMENT OF COMPANY KRA/KPI

KEY RESULT AREAS and PERFORMANCE INDICATORS

Key Result Areas Performance Indicators

• Minimal occurrence of account blocking (continuous

Account Management account serviceability)

• % of achievement vs. target (High Risk, Overdue AR,

Accounts Receivable

Floating Credits, Collection Target, DSO, QAR)

Trade Collections Collection of due invoices based on term

• Timeliness of the AR resolution (lead time from

Dispute Management deduction to resolution)

• Accuracy, quality and completeness of the data

AR Reports Timeliness and relevance of the data (time to complete the data prior to submission)

Customer Service/Feedback Mechanism Immediate resolution of AR related complaints

AUTHORITY AREA

• Prepare AR adjustments for parking based on BU’s Divisional Levels of Authority (DLA)
• Request/Use Collection Receipt Form
• Issue Dunning Letter (Demand/Collection Letter)
• Recommend releasing of orders and/or suspension of accounts in accordance to Credit Releasing

Policies

• Issue Statement of Account (SOA) to internal and external parties
• Prepare Notice of Floating Credit Application (NFCA)
• Intranet and Internet for data gathering during processing of month-end reports (as needed)
• Access to ESS/ALARIS/AR TABLEAU
• Access to the following SAP menus: o Customer Line Item Display (FBL5N) o Creation and Management of Dispute Case (UDM_DISPUTE) o Viewing of Standard Report for Payment Advice (S_ALR_87012203, S_ALR_87012200) o

MINIMUM JOB REQUIREMENTS

EDUCATION: College graduate, Accounting or business-related course is preferred but not required

WORK EXPERIENCE: Preferably with related work experience

COMPETENCIES

A. TECHNICAL COMPETENCIES

• Knowledge and understanding of the Company Policies and Procedures on Credit and Accounts

Receivable Management

• Knowledge and understanding of Philippine Taxation particularly on Withholding Tax
• Knowledge and understanding of basic Accounting entries
• Knowledge and understanding of SAP functionalities
• Ability to manage cash/cheque application making sure all cash/cheque receipts are applied properly
• Basic knowledge on the use of MS Word, Spreadsheets and MS PowerPoint

B. BEHAVIORAL COMPETENCIES

• Hands on, self starting and disciplined individual with the ability to work independently in an environment that requires accurate and timely results
• Adept in verbal/written communication skills and able to interact with superiors and peers
• Exhibits a strong commitment to dependability and reliability
• Exhibits keenness and attention to details
• Well developed analytic and problem-solving skills
• Ability to exhibit poise, composure and confidence when confronting stressful situations

Job Type: Full-time

Salary: Php8,000.00 - Php11,000.00 per month

Benefits:

• Health insurance

Schedule:

• Day shift

Supplemental pay types:

• 13th month salary
• Performance bonus

Ability to Commute:

• San Fernando, Pampanga (Preferred)