Key Responsibilities:

- Payment Data Management
- Download/export payment and commission data from the company software.
- Maintain party-wise payment records accurately.
- Check payment amount, payment date, party name, city, cheque/NEFT/RTGS details, taxable amount, GST and commission/brokerage amount.
- Ensure data is entered/imported in the prescribed format without duplication.
- Supplier Ledger Reconciliation
- Collect supplier ledger statements periodically.
- Import/extract supplier payment entries into the Commission Tally system.
- Reconcile supplier ledger receipts against the company's software payment records.
- Verify primarily party name and exact payment amount, while considering reasonable differences in receipt dates, particularly for cheque payments.
- Mismatch & Exception Handling
- Identify payments appearing in company records but missing from supplier ledgers.
- Identify payments appearing in supplier ledgers but missing from company records.
- Review unmatched payments caused by differences in party names, city names, dates or other descriptions.
- Verify suggested party-name aliases before approving them.
- Never force-match doubtful transactions merely to complete reconciliation.
- Commission Verification
- Verify taxable amount and applicable GST rate.




- Check commission/brokerage calculations against the applicable commission percentage.
- Distinguish between confirmed commission and pending commission.
- Ensure commission is treated as confirmed only after the underlying payment has been satisfactorily reconciled.
- Follow-up
- Prepare lists of pending/unmatched payments supplier-wise.
- Follow up internally or with suppliers for missing payment confirmations and ledger discrepancies.
- Maintain remarks explaining why transactions remain pending.
- Recheck pending transactions after receiving clarification or updated ledgers.
- Reporting & Billing Support
- Prepare supplier-wise reconciliation summaries.
- Report confirmed payment value, pending payment value, confirmed commission and pending commission.
- Provide reconciled commission figures for preparation of commission bills/invoices.
- Maintain an audit trail so that every matched payment can be traced back to both the software record and supplier ledger.
- Document Management
- Maintain supplier ledger PDFs, commission statements, payment reports and supporting documents in the designated Google Drive folders.
- Follow consistent file-naming and period-wise filing procedures.
- Ensure previous records are preserved and not accidentally overwritten or deleted.

📌 Back Office Executive (Surat)
🏢 G.M. Agency
📍 Surat