Role: Accountant

Role Definition: Accountant is the person who looks after Accurate Invoicing, Stock Management & Accounts payable.

Responsibility Deliverable: Billing & invoicing, Vendor Management, Purchase Management, Accounts payable and tax compliances.

Tasks & Activities

Vendor Management-

- Identify and classify authorized cardiovascular device manufacturers with ISO 13485, CE, FDA approvals.
- Conduct vendor due diligence: certifications, product portfolios, pricing, delivery capabilities, regulatory compliance, quality track record.
- Negotiate commercial terms: credit periods, volume discounts, exclusive distribution rights, return policies, warranty, payment terms.
- Establish vendor agreements with transparent SLAs for delivery, warranty, technical support, complaint resolution, quality standards.
- Create approved vendor database: categorized by primary/secondary, product-wise mapping, contact details, performance history.
- Conduct vendor due diligence checklist: verify certifications, inspect facilities (if required), review references, assess financial stability.
- Track order confirmations, manufacturing timelines, shipping schedules through vendor portals or communication systems.
- Conduct Goods Receipt Note (GRN) inspection: quantity verification, packaging integrity, documentation completeness, regulatory compliance.
- Process vendor invoices: reconcile with POs and GRNs, resolve discrepancies, ensure timely payment per agreed terms.
- Maintain vendor performance scorecards: delivery timeliness (target 95%), quality consistency (<1% rejection), documentation accuracy, responsiveness.
- Escalate vendor quality or delivery issues immediately; implement corrective actions; track resolution.

Certification: USA FDA, CE Certification, DCGI Approvals.

Procurement & Purchase Management-

- Consolidate purchase requirements from confirmed orders, inventory stock levels, demand forecasts, reorder points.
- Check current stock, reorder levels, open purchase orders to avoid duplicate ordering.
- Prepare purchase requisition (PR) with product code, quantity, specifications, delivery date, required by date.
- Obtain approval from authorized approver per approval matrix (based on purchase amount).




- Generate purchase order (PO) with complete details: product codes, specifications, quantity, MOQ, delivery terms, payment terms.
- Send PO to vendor with all necessary documentation and specifications.
- Obtain vendor confirmation for PO acceptance, delivery timeline, product availability.
- Track PO status: monitor manufacturing progress, shipping schedules, expected delivery dates.
- Follow up with vendors on open orders: identify delays, obtain revised ETAs, escalate critical delays.
- Close completed POs in system after GRN receipt and invoice reconciliation.
- Analyze purchase price variance: compare actual vs budgeted, identify reasons for variance.
- Generate monthly purchase reports: total spend, purchase by vendor, pricing trends, cost savings achieved.

Accounts Payable & Finance Controls-
- Receive and verify vendor invoices: check vendor name, invoice number, date, document uniqueness.
- Match invoice to Purchase Order (PO) and Goods Receipt Note (GRN): verify quantity, pricing, taxes match.
- Resolve invoice mismatches: contact vendor for corrections if quantity/price/tax discrepancies exist.
- Check vendor terms compliance: verify payment terms, discounts, special conditions against agreement.
- Obtain approval for payment: route invoice through approval matrix based on amount, verify budget availability.
- Process payment: generate payment instruction, transfer funds via bank, update vendor account.
- Update vendor statement: record invoice in AP register, track aging, mark as paid when payment made.
- Maintain vendor master: keep vendor contact details, bank details, payment terms current.
- Conduct monthly vendor reconciliation: reconcile company AP records with vendor statements.
- Identify payment discrepancies: resolve differences between company records and vendor statements.
- Manage duplicate/incorrect payments prevention:



implement controls to prevent duplicate invoicing and incorrect payments.
- Generate AP reports: monthly AP ageing, vendor reconciliation report, payment summary .

Billing & Invoicing-
- Verify confirmed customer order: check order accuracy, pricing terms, customer master, credit terms.
- Confirm product dispatch/delivery documentation: verify products shipped/delivered per order.
- Apply correct pricing: verify unit price, volume discounts, taxes applicable, payment terms.
- Calculate taxes: apply GST/applicable taxes per product and customer classification.
- Generate invoice: create tax-compliant invoice with order details, price, taxes, total, payment terms, due date.
- Verify invoice accuracy: review pricing, taxes, customer details, line items for correctness.
- Send invoice to customer: via email, portal, or physical delivery per customer preference.
- Maintain invoice records: file invoices, maintain invoice register, track invoice numbers.
- Reconcile order-to-invoice: ensure all orders invoiced, no duplicate invoicing, complete reconciliation.
- Resolve billing disputes: investigate customer concerns on invoices, analyze issues, provide explanations.
- Generate billing reports: monthly billing summary, invoice status, disputed invoices, billing exceptions.
- Conduct periodic invoice accuracy audit: sample-test invoices for accuracy, identify process improvements.

Measurement Metrics

Vendor Management- Vendor onboarding <45 days; 100% vendor compliance; 95% on-time delivery; <1% quality rejection; Vendor scorecards updated monthly

Procurement & Purchase Management- PO accuracy 98%; PR-to-PO cycle <3 working days; Purchase price variance within approved range; Vendor confirmation 100%; PO closure within agreed delivery + 5 days

Accounts Payable & Finance Controls- 3-way match completion 100%; Duplicate/incorrect payments zero; Invoice exception resolution <3 days; Vendor reconciliation monthly 100%; Payment accuracy 100%

Billing & Invoicing- Invoice accuracy 100%; Invoice generation within agreed SLA 100%; Billing disputes <2%; Order-to-invoice reconciliation 100%; Invoice creation time <24 hours post-delivery

📌 Account Executive (Mumbai)
🏢 VALENS WELLBEING PRIVATE
📍 Mumbai