ROLE: ACCOUNTANT

ROLE DEFINITION

Accountant is the person responsible for Accurate Invoicing, Stock Management and Accounts Payable.

RESPONSIBILITY DELIVERABLE

Billing and Invoicing, Vendor Management, Purchase Management, Accounts Payable and Tax Compliances.

TASKS AND ACTIVITIES

VENDOR MANAGEMENT

1. Identify and classify authorized cardiovascular device manufacturers with ISO 13485, CE and FDA approvals. Vendor identification and approval to be.
2. Conduct vendor due diligence including certifications, product portfolios, pricing, delivery capabilities, regulatory compliance and quality track record.
3. Negotiate commercial terms including credit periods, volume discounts, exclusive distribution rights, return policies, warranty and payment terms.
4. Establish vendor agreements with explicit SLAs for delivery, warranty, technical support, complaint resolution and quality standards.
5. Create and maintain an approved vendor database categorized by primary or secondary vendor, product-wise mapping, contact details and performance history.
6. Conduct vendor due diligence checklist including verification of certifications, facility inspection if required, reference checks and assessment of financial stability.
7. Track order confirmations, manufacturing timelines and shipping schedules through vendor portals or communication systems.
8. Conduct Goods Receipt Note inspection including quantity verification, packaging integrity, documentation completeness and regulatory compliance.
9. Process vendor invoices by reconciling them with Purchase Orders and Goods Receipt Notes, resolving discrepancies and ensuring timely payment as per agreed terms.
10. Maintain vendor performance scorecards covering delivery timeliness with a target of 95 percent, quality consistency with less than 1 percent rejection, documentation accuracy and responsiveness.
11. Escalate vendor quality or delivery issues immediately, implement corrective actions and track resolution.

CERTIFICATIONS: USA FDA, CE Certification and DCGI Approvals.

PROCUREMENT AND PURCHASE MANAGEMENT

1. Consolidate purchase requirements from confirmed orders, inventory stock levels, demand forecasts and reorder points.
2. Check current stock, reorder levels and open Purchase Orders to avoid duplicate ordering.
3. Prepare Purchase Requisition with product code, quantity, specifications, delivery date and required-by date.
4. Obtain approval from the authorized approver as per the approval matrix based on purchase amount.
5.



Generate Purchase Order with complete details including product codes, specifications, quantity, MOQ, delivery terms and payment terms.
6. Send Purchase Order to vendor with all necessary documentation and specifications. Obtain vendor confirmation for Purchase Order acceptance, delivery timeline and product availability.
7. Track Purchase Order status and monitor manufacturing progress, shipping schedules and expected delivery dates.
8. Follow up with vendors on open orders, identify delays, obtain revised ETAs and escalate critical delays.
9. Close completed Purchase Orders in the system after Goods Receipt Note receipt and invoice reconciliation.
10. Analyze purchase price variance by comparing actual versus budgeted prices and identifying reasons for variance.
11. Generate monthly purchase reports covering total spend, purchase by vendor, pricing trends and cost savings achieved.

ACCOUNTS PAYABLE AND FINANCE CONTROLS
1. Receive and verify vendor invoices including vendor name, invoice number, date and document uniqueness.
2. Match invoices to Purchase Orders and Goods Receipt Notes and verify quantity, pricing and taxes.
3. Resolve invoice mismatches by contacting vendors for corrections if quantity, price or tax discrepancies exist.
4. Check vendor terms compliance and verify payment terms, discounts and special conditions against the agreement.
5. Obtain approval for payment by routing invoices through the approval matrix based on amount and verifying budget availability.
6. Process payments by generating payment instructions, transferring funds through the bank and updating vendor accounts.
7. Update vendor statements by recording invoices in the AP register, tracking ageing and marking invoices as paid when payment is made.
8. Maintain vendor master data and keep vendor contact details, bank details and payment terms updated.
9. Conduct monthly vendor reconciliation by reconciling company Accounts Payable records with vendor statements.
10. Identify payment discrepancies and resolve differences between company records and vendor statements.
11.



Manage duplicate and incorrect payment prevention by implementing controls to prevent duplicate invoicing and incorrect payments.
12. Generate Accounts Payable reports including monthly AP ageing, vendor reconciliation reports and payment summaries.

BILLING AND INVOICING
1. Verify confirmed customer orders by checking order accuracy, pricing terms, customer master and credit terms.
2. Confirm product dispatch and delivery documentation and verify that products shipped or delivered are as per the order.
3. Apply correct pricing by verifying unit price, volume discounts, applicable taxes and payment terms.
4. Calculate taxes and apply GST or applicable taxes according to the product and customer classification.
5. Generate tax-compliant invoices with order details, price, taxes, total amount, payment terms and due date.
6. Verify invoice accuracy by reviewing pricing, taxes, customer details and line items.
7. Send invoices to customers through email, portal or physical delivery as per customer preference.
8. Maintain invoice records, file invoices, maintain the invoice register and track invoice numbers.
9. Reconcile orders with invoices and ensure that all orders are invoiced with no duplicate invoicing.
10. Resolve billing disputes by investigating customer concerns on invoices, analyzing issues and providing explanations.
11. Generate billing reports including monthly billing summary, invoice status, disputed invoices and billing exceptions.
12. Conduct periodic invoice accuracy audits by sample-testing invoices for accuracy and identifying process improvements.

MEASUREMENT METRICS

VENDOR MANAGEMENT

- Vendor onboarding within 45 days
- 100 percent vendor compliance
- 95 percent on-time delivery
- Less than 1 percent quality rejection

• Vendor scorecards updated monthly

PROCUREMENT AND PURCHASE MANAGEMENT
- Purchase Order accuracy of 98 percent
- Purchase Requisition to Purchase Order cycle within 3 working days
- Purchase price variance within approved range
- Vendor confirmation at 100 percent

• Purchase Order closure within agreed delivery period plus 5 days

ACCOUNTS PAYABLE AND FINANCE CONTROLS
- 100 percent 3-way match completion
- Zero duplicate or incorrect payments
- Invoice exception resolution within 3 days
- 100 percent monthly vendor reconciliation

• 100 percent payment accuracy

BILLING AND INVOICING
- 100 percent invoice accuracy
- 100 percent invoice generation within agreed SLA
- Billing disputes below 2 percent
- 100 percent order-to-invoice reconciliation

• Invoice creation within 24 hours after delivery

📌 Accountant (Mumbai)
🏢 M/S Valens Wellbeing
📍 Mumbai