JOB PURPOSE

To manage regional customer credit control, accounts receivable, and collection activities, ensuring timely recovery of outstanding balances, compliance with approved credit terms, and accurate maintenance of customer accounts in SAP Business One (SAP B1).

The role also encompasses customer credit risk monitoring, sales order credit approvals, customer KYC documentation tracking, goods return data maintenance, monthly customer ledger reconciliation, and balance confirmation, in accordance with Company policies, Finance SOPs, Delegation of Authority (DOA), and internal control requirements.

2. KEY JOB RESPONSIBILITIES

2.1 Credit Control & Customer Risk Management

- Monitor customer outstanding balances, ageing, credit limits, payment terms, and credit utilization to identify overdue accounts and potential credit risks.
- Review customers exceeding approved credit limits or payment terms and coordinate appropriate action with Sales and Head Office Finance.
- Review customer payment history and recommend credit-control measures, including order holds, credit-limit reviews, and escalation of high-risk accounts.
- Ensure credit-limit changes, payment-term deviations, and credit-block releases are processed only with the required authorization.
- Identify doubtful or potentially unrecoverable receivables and escalate them to management for appropriate action.

2.2 Collection Management & Target Achievement

- Prepare and monitor weekly and monthly collection plans against assigned targets, tracking actual collections, achievement percentages, and shortfalls.
- Follow up with customers and Sales Executives to secure timely payments and obtain documented payment commitments.
- Prioritize overdue, high-value, and long-outstanding receivables, ensuring timely follow-up until collection or formal resolution.
- Monitor collection shortfalls and broken payment commitments, implement corrective follow-up actions, and escalate significant risks to the Reporting Manager.
- Monitor unapplied and unidentified customer receipts and coordinate their timely allocation against the relevant customer invoices.
- Coordinate with the Finance Team and authorized legal counsel on recovery cases when instructed, maintaining records of legal proceedings, settlements, and recovery status.

2.3 Customer Ledger Reconciliation & Balance Confirmation

- Perform monthly reconciliation of customer ledgers in SAP B1 and issue Statements of Account (SOAs) within the prescribed timelines.
- Obtain and maintain customer balance confirmations, follow up on pending confirmations, and document all material differences.
- Investigate discrepancies relating to invoices, receipts, credit notes, goods returns,



deductions, and other customer transactions.
- Coordinate with Sales, Logistics, Customer Service, and Finance to resolve discrepancies within agreed timelines and ensure approved adjustments are properly documented.
- Maintain a reconciliation tracker showing confirmation status, outstanding differences, responsible parties, and resolution progress.

2.4 Customer Goods Returns & Credit Note Coordination

- Verify customer goods return requests against approved documentation and coordinate with Sales and Logistics to confirm the return status and supporting records.
- Update approved customer goods return data accurately and promptly in SAP B1 or the designated Company system, including customer details, invoice references, item codes, quantities, and return reasons.
- Track pending goods returns and coordinate with Finance for credit note processing following the required verification and approval procedures.
- Identify discrepancies between physical returns, supporting documents, system entries, and credit notes, and follow up until resolution.
- Maintain complete records of goods returns and escalate unsupported, duplicate, or potentially unauthorized transactions.

2.5 Customer KYC Documentation & Master Data

- Maintain and regularly update the Customer KYC Register, tracking document receipt, completeness, expiry dates, renewals, and pending submissions.
- Coordinate with customers, Sales, and Head Office Finance to obtain and update required documents, including trade licences, tax registration documents, customer registration forms, and other applicable records.
- Follow up on incomplete, expired, or missing documents and escalate non-compliance in accordance with Company policy.
- Ensure customer onboarding and master data changes are supported by appropriate documentation and approved under the DOA.
- Maintain secure, accurate, and confidential customer documentation.

2.6 Sales Order Review & Approval

- Review sales orders in SAP B1 against customer credit limits, outstanding balances, payment terms, account status, and applicable credit-control requirements.
- Identify orders requiring credit review due to overdue balances, credit-limit excesses, account blocks, missing mandatory KYC documents, or deviations from approved terms.




- Approve or release sales orders only within formally delegated authority; refer exceptions and orders exceeding approval limits to the authorized approving authority.
- Maintain records of sales order approvals, held or rejected orders, credit exceptions, and supporting authorizations.
- Coordinate with Sales and Head Office Finance to resolve credit-related order issues without compromising Company credit policy.

2.7 SAP B1 Administration & Financial Records

- Maintain accurate customer receivable records in SAP B1, ensuring that customer transactions, receipts, goods returns, and related entries are recorded against appropriate supporting documents.
- Review customer ledger balances, ageing reports, transaction histories, and open items to identify posting errors or discrepancies.
- Ensure customer account adjustments and related transactions are processed only with the required documentation and authorization.
- Coordinate with Head Office Finance to resolve system-related issues and maintain complete, accurate, and traceable financial records.

2.8 Reporting & Management Information

- Prepare daily collection follow-up reports, weekly collection performance reports, and monthly receivables and credit-control reports as required by management.
- Report collection targets, actual collections, achievement percentages, shortfalls, overdue ageing, major credit risks, and planned corrective actions.
- Prepare collection forecasts and provide updates on customer payment commitments, high-risk accounts, and legal recovery cases.
- Submit periodic reports on customer balance confirmations, ledger reconciliation differences, pending goods returns, KYC documentation status, and sales order exceptions.
- Ensure all reports are accurate, complete, and submitted within the prescribed timelines through approved communication channels.

2.9 Compliance & Internal Controls

- Comply with Company Finance SOPs, Credit Policy, DOA, ERP access controls, and applicable internal control procedures.
- Maintain complete supporting documentation and audit trails for collection activities, customer reconciliations, KYC records, goods returns, and sales order approvals.
- Support internal and external audits by providing accurate records and explanations when required.
- Promptly report suspected fraud, unauthorized transactions, control weaknesses, and significant customer credit risks.
- Maintain confidentiality of Company financial information and customer records and perform other relevant duties assigned by the Reporting Manager.

Pay: ₹18,000.00 - ₹22,000.00 per month

Advantages:

- Food provided
- Health insurance

Work Location: In person

📌 Regional credit control & receivables officer (Kochi)
🏢 Southfield Technologies
📍 Kochi