Job Description

About the Role:

Accounts Payable:

Create and update vendor information in vendor cards within the Navision system to ensure compliance with statutory requirements. Invoice Booking - General, Import Purchase, and Related Party-RI. Book Import Invoices in the NAV System after receiving shipment details from the Procurement team following the GRN process Reimbursement Portal - Verify claims uploaded in the portal for travelling expenses and vehicle vouchers to facilitate payment for all allocated branches Ensure timely booking of hotel bills, complete necessary ratifications for vehicle maintenance, check for compliance with the HR policy regarding DA and provide support as required

Financial Control on Expenses/Payment:

Implementation of timely reporting of financials (Payment/GL Reconciliation) for audit purposes Timely receipt of bills from branches and departments for payment on or before the due date Ensure that payments are approved by the appropriate authority for further payment processing and auditing purposes General and statutory payments such as GST, PF and TDS payments require the receipt of bills and supporting documentation for booking expenses in Navision and timely payment without delay Employee-related payments, such as salary and advances, require accurate bank details from the HR department to ensure zero errors and timely payments Providing guidelines to employees for travel portal claims reduces approval time and facilitates prompt payments to employees. Financial Control on Banking System: Ensure that all payment vouchers/documents received from the cost center/department are processed within the week and payments are made immediately. Ensure timely accounting entries (collection/payment) for the reconciliation of CO bank accounts as per the Navision book. Verify the payment file received before the actual upload on the bank portal as a sample check to ensure the accuracy of payments to the correct beneficiaries' accounts.

Bank Payments:

Payments are uploaded to the SCB portal. Run the Jet report for H2H Payments and update the Excel file after verifying with the concerned person. Manually upload all payments in the SCB Portal format (Vendor/General Payments/Fund Transfers/Payroll Payments).

Bank Collections:

Create a template for daily collection entries after verifying them on the Bank Portal, then upload them into the Navision System (CMS/Auto Sweep/VA/Cheq.Remittances received from IOB/Kotak/SCB/Yes). Update the cash flow on a Google Sheet daily to monitor fund positions. For debit/credit advice/export collection entries, after receiving bank advice, coordinate with the concerned person to pass the entry in Navision (Import/Export/Intercompany Transfers/Others).

General Tasks:

Reconciliation: Maintain CO Bank Reconciliation at the end of every month. Inter-Company: Book all invoices raised by the inter-company RI to PCI (software purchase/data network/others) every month. Raise monthly debit/credit notes to inter-company PCI to RI (salary/other expenses). Work on intercompany balance confirmation every 1st week of the month. HSBC/HDFC Credit Card: Send bills via email to cardholders and maintain supporting documents for accounting purposes. GL Reconciliation/Verification of NAV: Reconcile all accrual ledger/intercompany accounts, etc., required for 26 Keys. Attend to auditors' queries and update reports in Nav. Regularly follow up with branches to reduce unallocated collections

GST Input Credit:

Update booked invoices in the Google sheet shared by the Tax Team, including reference numbers and dates For unmatched invoices, check with the respective departments or branches to obtain the necessary details to avail GST Input credit Follow up with branches and vendors, if necessary, to obtain proof of GST payment from them. If GST has not been paid, follow up for the payment of GST and share proof of payments If the vendor has not paid GST, then follow up with them through the concerned department or vendors for recovery from their forthcoming payments against invoices or withhold their payments until receipt of proof of GST payment from them

Gratuity & Superannuation:

Gratuity and Superannuation claims based on calculations and forward to the Insurance Company for disbursement Maintain Gratuity and Superannuation data for PAN India Make quarterly contributions to the Insurance Company for Gratuity and Superannuation Calculate data for employees under the Superannuation DC Scheme, excluding exit employees Prepare corpus statements based on fund statements received from HDFC and INDIAFIRST. Update the Master for Gratuity, SA DB (Superannuation Defined Benefit), and SA DC (superannuation defined contribution) Ensure timely disbursement of claims to retired or resigned employees Communicate with the Insurance Company regarding claims, disbursements and other issues
Handling BPCL Petro Cards


Manage the BPCL Petro Cards process across PAN India for Four Wheelers, Two Wheelers, Fogger Service and Company Vehicles Provide support to branches by resolving errors related to the cards and addressing queries about Petro Cards usage Generate Monthly MIS reports by entering data into NAVISION Update Fogging Usage details Month-to-Date (MTD) for the Collection Report and compile Divergence Data Reconcile the BPCL CMS Account Summary Report received from BPCL with our vendor books every month

Fixed Assets

Run the "Create Fixed Assets" process in NAV every month and verify the data Gather and collect information from relevant individuals to meet audit requirements (including samples). Verify this information with the assistance of the FA Team and communicate as needed Perform monthly depreciation calculations for all Fixed Asset (FA) classes, verify the results and post the entries in the NAV System Review FA GL Reconciliation Work collaboratively within the team when performing manual tasks such as entering Asset Write-offs and transfer entries and conducting Physical Assets Verification Other

Other Responsibilities

Implement the F&F Portal for mapping Gratuity Amounts with Accounts to prevent delays Perform G.L. Reconciliation for Pension Accrual (Superannuation) and Gratuity Accrual after verifying the data Communicate with individuals and banks regarding HSBC/HDFC Corporate Credit Cards and follow up as needed

Key Result Areas:

Vendor Information Management


Invoice Processing and Booking


Reimbursement Verification


Financial Control on Expenses/Payment


Petro Cards Management


GST Input Credit Management


Gratuity and Superannuation Administration

Competencies (skills essential to the role):

Financial Acumen


Attention to detail


Compliance Management

Requirements

Educational Qualification / Other Requirement:

CA mandatory Excel & Google Sheets * Verbal & Written Communication.