The primary function of the Accounts Receivable Assistant is to process accounts receivable information in a timely and accurate manner.
The following reflects management’s definition of essential functions for this job but does not restrict the tasks that may be assigned. Management may assign or reassign duties and responsibilities to this job at any time due to reasonable accommodation or other reasons.
General Department Guidelines and Expectations
- Review for completeness and accuracy and then process the following within 5 business days from receipt:
- All customer chargeback invoices for those customers assigned to you
- Deductions: Responsible to clear up any deductions taken on payments to TFE. Work with Sales Department to clear these deductions up in a timely manner. Deductions should not exceed 120 days.
- Incoming Chargeback from Distributors: Must process all chargebacks received from Distributors as they are received at Sutter Home Winery Inc. Approve and code all chargebacks received, so they can be entered prior to any deduction being taken.
- Pricing Maintenance: Any pricing dispute from Distributors to TFE needs to be brought up to Sales Administration for approval, verification, and correction if needed.
- All customer master updates for those customers assigned to you. Any changes on Customer Master needs to be forwarded to your Supervisor.
- All customer statements for those customers assigned to you. Review customer statements in a timely manner.
- Process any cash receipt transactions assigned to you daily.
- Aging: Communicate with Distributors regarding past due invoices on a weekly basis.
- Provide support to the A/R Supervisor and other Accounting department management, as well as the sales managers you support by trying to resolve problems independently. Elevate issues to the A/R Supervisor or other Accounting department management with proposed solutions and obtain approval/guidelines for resolution.
Accounts Receivable Management
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Review, code and process all customer chargeback invoices in accordance with the Distributor Reimbursement Policies and Procedures.
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Review customer chargeback invoices parked by the sales admin team to ensure that supporting documentation supports each transaction and then post to the SAP system.
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Match all customer chargeback invoices to weekly customer check proposal.
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Perform detailed review of the A/R aging for those customers assigned to you. Elevate, discuss and resolve all issues, problems, concerns with your supervisor.
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Maintain strong customer relationships through regular, effective communication and follow up.
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Resolve inquiries made by customers and departments you support.
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Maintain written policies and procedures for the above in a current state.
Cash Management
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Process and post daily cash receipts activity received via lockbox, checks and wires.
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Maintain cash receipt files with supporting documentation by day.
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Review and reconcile daily cash receipts in SAP.
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Assist the A/R Department in reviewing on a daily basis all “soft" Credit Holds.
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Call Distributor Accounts Payable Department to find out payment information on past due invoice. Record date of conversation and full name of contact including Last Name. Attempt to obtain check number and status of payment.
Monthly Account Receivable Processing
- Assist in the month end C/R reconciliation process.
- Assist in the month end revenue reconciliation process.
- Complete monthly account reconciliations.
- Transfers: Obtain Bill of Ladings, Receiving Reports, and other documentation to verify transfer. Forward to the Sales Administration department for processing.
Other Functions:
- Responsible for understanding Quality Management System related activities, including the quality policy and ISO awareness.
- Special projects to support & service the needs of the A/R Supervisor & other Accounting department management.
- Special projects to support department and management analysis as assigned
- Assist in the maintenance of written business procedure and process documentation.