Accounts Receivable

1. Sales Order Management • Receive and review Sales Orders from the Sales Team. • Identify whether the sales item is a Just-In-Time (JIT) stock or replenishment stock. • Evaluate stock levels to determine if replenishment is necessary. Notify the Purchasing Staff if stock levels are below the minimum or have reached the reorder point. • For JIT stock items, collaborate closely with the Purchasing Staff to confirm stock availability with suppliers/vendors. Notify the Sales Team if stock is unavailable. • Communicate any updates or changes in sales prices to the Sales Team, especially in response to fluctuations in purchasing costs. • Compile the JIT stock order list and provide it to the Purchasing Staff after the Sales Cutoff time. 2. Delivery Order Processing • Convert Sales Orders into Delivery Orders once stock availability is confirmed for delivery to customers on the designated date. 3. Sales Invoice Management • Transform Delivery Orders into Sales Invoices. • Print and attach the Sales Invoice to the corresponding Delivery Order. • Separate invoices for Penang and Klang Valley customers and provide them to the Operations Team for assembly and delivery. 4. Sales Returns Management • Coordinate with the Operations Team regarding sales returns and determine if replacement is required. 5. Debit Note and Credit Note Issuance • Issue Debit Notes, clearly stating the reason for the adjustment. • For sales returns with replacements not completed on the same day, issue a Credit Note followed by a new Sales Order, Delivery Order, and Sales Invoice for the replacement. • For sales returns without replacements, issue a Credit Note. 6. Customer Account Management • Obtain Account Opening Forms from the Sales Team and create Customer IDs in the system. • Maintain accurate and up-to-date customer records, including contact information, payment terms, and account history. • Reconcile customer accounts regularly to ensure accuracy. 7. Payment Collection Processing • Provide the Customer Statement of Account to the Sales Team on a weekly basis. • Record and allocate payments received (e.g., checks, bank transfers, or online payments) to the appropriate customer accounts. • Manage payment allocation for partial payments, overpayments, and credit memos. 8. Reporting • Prepare Accounts Receivable aging reports and provide insights on overdue accounts. • Generate monthly Accounts Receivable summary reports for management review. 9. Documentation and Record Keeping • Maintain organized records of all Delivery Orders, invoices, payments, and correspondence. • Archive closed accounts and ensure proper documentation of resolved disputes. 10. Ad-Hoc Duties • Perform ad-hoc tasks and responsibilities as assigned by the superior.