The Accountant will be responsible for maintaining accurate and timely accounting records of S S Logistics, ensuring that all financial transactions are properly recorded, reconciled, supported by appropriate documents, and compliant with applicable statutory requirements. The role will work closely with Operations, Vendor Billing, Customer Billing, Banking, and Management to ensure that the company's books reflect the actual business transactions.
- Record day-to-day accounting transactions in BUSY / accounting software.
- Pass accurate:
- Payment vouchers
- Receipt vouchers
- Journal vouchers
- Contra entries
- Purchase entries
- Sales/service invoices
- Debit/Credit notes
- Maintain proper ledger classification and accounting heads.
- Ensure every transaction has adequate supporting documentation.
- Maintain accurate party-wise ledgers.
- Identify and correct accounting errors promptly.
- Ensure no duplicate or incorrect entries are posted.
B. Bank & Cash Accounting
- Record all bank transactions on a timely basis.
- Perform daily/weekly bank reconciliation.
- Identify:
- Unpresented cheques
- Bank charges
- Direct credits/debits
- EMI/loan deductions
- Failed transactions
- Unidentified receipts
- Maintain cash book and petty cash records.
- Ensure cash expenses are properly supported by bills/vouchers.
C. Vendor Accounting
- Maintain vendor ledgers accurately.
- Verify vendor invoices against supporting documents.
- Coordinate with Vendor Billing / Operations for missing documents.
- Record vendor bills only after required verification.
- Reconcile vendor statements periodically.
- Identify:
- Duplicate bills
- Excess billing
- Short billing
- Pending credit notes
- Unadjusted advances
- Prepare vendor outstanding statements.
- Support the Finance team in vendor payment processing.
D. Customer Accounting
- Maintain customer ledgers.
- Record customer invoices, receipts, credit notes and adjustments.
- Reconcile customer accounts periodically.
- Track customer outstanding balances.
- Identify unidentified receipts and obtain necessary information for adjustment.
- Coordinate with Customer Billing and Operations regarding discrepancies.
- Assist in preparation of customer ageing reports.
E. GST & TDS Support
- Ensure transactions are correctly classified for GST purposes.
- Verify GST details on purchase and sales/service invoices.
- Assist in reconciliation of:
- GSTR-2B
- Purchase register
- Sales register
- Output GST
- Input GST
- Ensure proper accounting of RCM transactions, wherever applicable.
- Record TDS deductions and related entries correctly.
- Assist in TDS reconciliation and return preparation.
- Maintain proper supporting documentation for GST/TDS transactions.
- Coordinate with the tax consultant/Finance Head for statutory requirements.
F. Transport & Logistics Accounting The Accountant must understand the company's operational transactions, including:
- Freight income
- Freight expenses
- Vendor transport bills
- Truck-wise expenses
- Driver-related payments
- Diesel expenses
- Toll expenses
- Loading/unloading charges
- Labour charges
- Handling charges
- CNF-related expenses
Ensure that operational transactions are properly linked with accounting records. G. Reconciliation
Conduct regular reconciliation of
- Bank accounts
- Customer ledgers
- Vendor ledgers
- Advances
- Employee/driver advances
- GST
- TDS
- Freight payable/receivable
- Inter-branch/inter-location balances
- Other control accounts
Every unreconciled item should have an identified reason and an action owner. H. Month-End Closing
Support monthly closing activities by ensuring:
- All bills are entered.
- All receipts and payments are accounted for.
- Bank reconciliation is completed.
- Customer/vendor ledgers are reconciled.
- Accrued expenses are identified.
- Outstanding advances are reviewed.
- GST/TDS accounts are reconciled.
- Suspense/unidentified entries are reviewed.
- Necessary journal entries are passed.
1. Documentation & Audit
- Maintain proper accounting records and supporting documents.
- Ensure vouchers are properly authorized.
- Maintain digital and physical documentation wherever required.
- Support statutory, tax and internal audits.
- Provide documents and explanations requested by auditors.
- Maintain an organized audit trail for every significant transaction.
1. Internal Control Responsibilities
The Accountant must ensure that: No transaction should be entered merely because someone has asked for it.
The transaction should have
Source Document → Verification → Approval → Accounting Entry → Reconciliation The Accountant should immediately escalate: