Accounts receivables

Job Description

• 1. Invoicing & Claims Management
  
• a) Collect, verify, and organize all invoices and supporting documents from all branches/units.
  
• b) Verify claim forms, delivery notes, and invoices against scheme rules and company standards before dispatch.
  
• c) Approve, batch, and upload invoices into ERP/AR systems.
  
• d) Ensure accurate posting of customer invoices, debit notes, and credit notes.
  
• e) Maintain proper backup, filing, and archival of all AR documents.
  
• 2. Accounts Receivable Posting & Reconciliation
  
• a) Receive, record, and accurately allocate all customer receipts (bank, MPESA, cheque, RTGS).
  
• b) Reconcile customer accounts monthly to ensure all transactions are correctly posted and variances resolved.
  
• c) Investigate and resolve billing discrepancies, pricing issues, and invoice disputes.
  
• d) Prepare and support month-end AR reconciliations and sub-ledger to general ledger processes.
  
• e) Ensure all proof of deliveries (PODs) are attached, validated, and updated in the register.
  
• 3. Credit Control & Debt Collection
  
• a) Actively monitor the AR aging report and follow up overdue invoices.
  
• b) Engage customers, sales teams, and internal departments to resolve payment issues.
  
• c) Ensure implementation and compliance of company credit policy.
  
• d) Follow up on co-pay collections, rejection cases, and invoice resubmissions for corporate clients.
  
• 4. Customer Relationship Management
  
• a) Maintain positive and professional relationships with customers, distributors, and corporate accounts.
  
• b) Communicate invoice status updates, POD issues, rejections, and resubmission timelines.
  
• c) Ensure customer complaints (returns, credit notes, POD issues) are handled and resolved promptly.
  
• d) Support onboarding of new customers through proper documentation and credit controls.
  
• 5. Reporting & Analysis
  
• a) Prepare weekly and monthly AR reports,
  
• b) Provide data for internal and external audits and close all audit queries.
  
• c) Prepare AR reconciliations, franchise reports, compliance reports, and WHT/WVAT summaries.
  
• 6. Compliance, Systems & Internal Controls
  
• a) Ensure adherence to financial policies, accounting standards, and statutory requirements.
  
• b) Maintain high confidentiality and integrity of financial data.
  
• c) Use ERP systems (SAP, Tally, ERPNext, Zoho, Oracle, QuickBooks) to post and validate entries.
  
• d) Implement process improvements to strengthen AR controls and reduce errors.
  

Qualifications & Experience

• a) Bachelor’s Degree in Accounting, Finance, Commerce, or related field.
  
• b) CPA (K) or equivalent professional qualification (ACCA, CCP).
  
• c) Minimum 3 years’ experience in Accounts Receivable, preferably in manufacturing or FMCG.
  
• d) Proficiency in TALLY, SAP, ERPNext, Zoho, Oracle, or related accounting software.
  
• e) Strong knowledge of Kenyan tax laws (VAT, WHT, WVAT compliance).
  

Key Competencies

• a) Strong understanding of accounting principles and AR workflows.
  
• b) Solid knowledge of Kenyan tax laws applicable to receivables.
  
• c) Strong ERP system competency.
  
• d) High numerical and analytical skills
  
• e) Strong organizational and time management skills.
  
• f) Ability to work independently and collaborate in a fast-paced team environment.
  

Job Description

• 1. Invoicing & Claims Management
  
• a) Collect, verify, and organize all invoices and supporting documents from all branches/units.
  
• b) Verify claim forms, delivery notes, and invoices against scheme rules and company standards before dispatch.
  
• c) Approve, batch, and upload invoices into ERP/AR systems.
  
• d) Ensure accurate posting of customer invoices, debit notes, and credit notes.
  
• e) Maintain proper backup, filing, and archival of all AR documents.
  
• 2. Accounts Receivable Posting & Reconciliation
  
• a) Receive, record, and accurately allocate all customer receipts (bank, MPESA, cheque, RTGS).
  
• b) Reconcile customer accounts monthly to ensure all transactions are correctly posted and variances resolved.
  
• c) Investigate and resolve billing discrepancies, pricing issues, and invoice disputes.
  
• d) Prepare and support month-end AR reconciliations and sub-ledger to general ledger processes.
  
• e) Ensure all proof of deliveries (PODs) are attached, validated, and updated in the register.
  
• 3. Credit Control & Debt Collection
  
• a) Actively monitor the AR aging report and follow up overdue invoices.
  
• b) Engage customers, sales teams, and internal departments to resolve payment issues.
  
• c) Ensure implementation and compliance of company credit policy.
  
• d) Follow up on co-pay collections, rejection cases, and invoice resubmissions for corporate clients.
  
• 4. Customer Relationship Management
  
• a) Maintain positive and professional relationships with customers, distributors, and corporate accounts.
  
• b) Communicate invoice status updates, POD issues, rejections, and resubmission timelines.
  
• c) Ensure customer complaints (returns, credit notes, POD issues) are handled and resolved promptly.
  
• d) Support onboarding of new customers through proper documentation and credit controls.
  
• 5. Reporting & Analysis
  
• a) Prepare weekly and monthly AR reports,
  
• b) Provide data for internal and external audits and close all audit queries.
  
• c) Prepare AR reconciliations, franchise reports, compliance reports, and WHT/WVAT summaries.
  
• 6. Compliance, Systems & Internal Controls
  
• a) Ensure adherence to financial policies, accounting standards, and statutory requirements.
  
• b) Maintain high confidentiality and integrity of financial data.
  
• c) Use ERP systems (SAP, Tally, ERPNext, Zoho, Oracle, QuickBooks) to post and validate entries.
  
• d) Implement process improvements to strengthen AR controls and reduce errors.
  

Qualifications & Experience

• a) Bachelor’s Degree in Accounting, Finance, Commerce, or related field.
  
• b) CPA (K) or equivalent professional qualification (ACCA, CCP).
  
• c) Minimum 3 years’ experience in Accounts Receivable, preferably in manufacturing or FMCG.
  
• d) Proficiency in TALLY, SAP, ERPNext, Zoho, Oracle, or related accounting software.
  
• e) Strong knowledge of Kenyan tax laws (VAT, WHT, WVAT compliance).
  

Key Competencies

• a) Strong understanding of accounting principles and AR workflows.
  
• b) Solid knowledge of Kenyan tax laws applicable to receivables.
  
• c) Strong ERP system competency.
  
• d) High numerical and analytical skills
  
• e) Strong organizational and time management skills.
  
• f) Ability to work independently and collaborate in a fast-paced team environment.