Accounts Receivable Assistant  

The AR Assistant is generally responsible for the proper and efficient management of accounts receivables of MDC 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 any collections/adjustments are posted accurately and on time to ensure that the customers’ AR are current and serviceable at all times.

Duties and Responsibilities

Collection Management

• Post Incoming Payments – Trade AR Collections
• Allocate and post manual trade collections from walk-in customers
• Allocate and post collections via Forwarders (Cash, Current, PDCs)
• Allocate and post collections from assigned customers and ABCs
• Allocate and post collections from SRT customers
• Allocate and post collections from 3rd Party (Abest, Maximum Solutions)
• Allocated and post PDC collections
• Posting of collections from ADA accounts
• Process payment deductions
• Download/auto interface customer invoice file
• Exact direct debit payment confirmation
• Extract Bank Statement
• Handling of Bounced Checks
• Posting of bounced checks via Reverse and Reset entry
• Perform redemption entry via posting of incoming payments

Account Receivable Management

• Preparation of Collection Documents prior to and during scheduled collection – for anchored accounts
• Secure countering receipt documents, specifically for Modern Trade Accounts
• Collate and retrieve collection documents (e.g. invoice, SoA, counter receipt)
• Visit customer as per scheduled plan
• Collect from customer
• Identify correct deduction reason codes for customer deductions
• Issue official receipt to the customer (manual or handheld)
• Reconcile AR during actual collection
• Work list generation (for ABC accounts under assigned territory)
• Generate and select collection work list
• Identify payment terms (collection method) prior to collection
• Contact customer for settlement of open items (optional)
• Provide copy of SOA to ABCs/Sales Representatives
• Parking of AR Adjustment
• Classify and Park AR Adjustment in SAP (customer deductions with supporting documents)
• Route AR adjustment to relevant department for endorsement/approval – done thru a workflow
• Dispute Resolution
• Create and manage dispute case - customer deductions without supporting documents during collection)
• Route dispute case to relevant department (PD sales rep, warehouse personnel, etc.) – done thru a workflow
• If applicable, request for tax certificate
• Upon receipt of the required documents, create AR adjustment
• Route AR adjustment to relevant department for endorsement/approval – done thru a workflow

Managing Over dues

• Analyze and identify reason for over dues
• Contact customer for settlement of open items (optional)
• Recommend suspension of account
• Agree payment recovery plan with customer
• Receive feedback request for customer suspension
• Determine external party to engage
• Collect from customer
• Create AR adjustment
• Provide feedback to Credit for the lifting of customer suspension

Administrative Function

• Prepare Monthly Expense Report for submission to AR Supervisor
• Submit month end reports as required by Supervisors
• Maintain proper and systematic filing of all documents and ensure easy retrievability of documents
• Assist sales counterparts in terms of collection and reconciliation
• Attend/participate in the Branch Sales Operation Meetings
• Attend to inquiries from other departments and external parties on matters related to account serviceability
• Carry out other duties appropriate to the post as required by superiors

Key Result Areas and Performance Indicators

Collection Management

• Immediate allocation and posting of incoming payments and deductions (lead time from receipt of collection documents to posting and allocation)

Account Receivable Management

• Minimal occurrence of account blocking (continuous account serviceability)
• % of achievement vs. target (High Risk, Floating Credits, Collection vs. Sales)
• Timeliness of the AR resolution (lead time from creation of Dispute Case to resolution)
• Accuracy and quality of AR Reports
• Timeliness and relevance of the AR Reports data (time to complete the data prior to submission)
• % of issues and concerns resolved vs. actual number raised
• Immediate resolution of complaints.

System Access & Authority Area

SAP Roles and Access

• AP Processor
• AR Executive
• Cash Advance Requestor
• Return Order Requestor
• Common Inquiry and Reporting Roles

HR System Access

• Access to ESS Portal
• Employee access for APMS

Other Authority Area

• Post and allocate incoming payments and deductions
• Prepare AR adjustments for parking based on Zuellig Pharma’s Divisional Levels of Authority (DLA)
• Create, Process, Close Dispute Case
• Request/Use Official Receipt Form
• Issue Dunning Letter (1st Demand Letter)
• Recommend releasing of orders and/or suspension of accounts in accordance to Credit Releasing Policies
• Issue Statement of Account 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)
• Prepare ABC Matrix Update Form

Job Requirements

• Education: BS Accountancy
• Preferably with at least 2 years of related experience

Technical Competencies:

• Familiarity of the Company Policies and Procedures on Trade AR and Collection including Credit Management
• Must possess basic knowledge on Philippine Taxation specifically on Withholding Tax
• Must possess basic knowledge and understanding of Accounting entries
• Knowledgeable in SAP functionalities
• Knowledgeable in Accounts Receivable Management
• Knowledge in Bank Reconciliation is recommended but not required
• Ability to manage cash/cheque application making sure all cash/cheque receipts are applied properly
• Proficient in word processing (e.g., MS word), spreadsheets (e.g., MS Excel) and presentation tools (e.g., MS PowerPoint)