Accounts Receivable Executive

4 days ago

Chinchwad Pune Maharashtra, India KGN Xprs Hospitality Pvt Ltd Full time

**Step 1: Invoice Generation**
- Generate invoice **as per PO / order confirmation**.
- Check for accuracy: customer details, items/services, quantity, rate, GST, and total amount.
- **Timeline**: Same day as goods/service delivery.
- Record invoice in AR ledger.

**Step 2: Payment Tracking**
- Maintain an AR register (Excel/Tally/ERP).
- Track payments received and pending.
- **Daily**: Update ledger with received payments.
- **Weekly**: Review outstanding invoices and prepare a follow-up list.

**Step 3: Follow-Up on Outstanding Receivables**
- Send reminders to customers **5 days before due date** and on the due date.
- If payment is delayed:

- **1st reminder**: 1-2 days after due date.
- **2nd reminder**: 7 days after due date.
- **Final reminder**: 15 days after due date + escalate to Accounts Head / Business Head / Director.
- Maintain all communication records.

**Step 4: Handling Disputes / Queries**
- Receive customer queries related to invoices (quantity, rate, GST, delivery issues).
- Coordinate with Sales / Delivery / Procurement to resolve disputes.
- Document resolution and update AR ledger.

**Step 5: Reporting**
- Prepare **AR aging report** weekly and monthly:

- Current (0-30 days)
- 31-60 days
- 61-90 days
- 90+ days
- Highlight overdue accounts and pending disputes.
- Share reports with management for decision-making.

**Step 6: Payment Reconciliation**
- Match incoming payments with invoices.
- Identify short payments, excess payments, or advances.
- Record adjustments in the ledger.
- **Timeline**: Daily.

**Step 7: Escalation & Recovery**
- Accounts Manager escalates overdue accounts beyond 60-90 days.
- Legal / collection agency involvement if necessary (based on company policy).
- Maintain documentation for all recovery actions.

**5. Key Controls**
- AR ledger reconciliation **daily**.
- Review all credit notes / debit notes before posting.
- Segregation of duties: invoicing and collections handled by separate staff.
- Approval required for write-offs.

Pay: ₹20,000.00 - ₹30,000.00 per month

Work Location: In person

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