Accounts Payable Executive

Responsible for end-to-end verification and accounting of purchase and expense invoices, ensuring accuracy, compliance with statutory requirements, adherence to Purchase Order (PO) terms and internal controls. The role will also manage vendor payments, ledger reconciliations, debit/credit notes, discrepancy resolution and coordination with internal teams and vendors.

Key Responsibilities

Purchase & Expense Invoice Processing

• Verify and book purchase and expense invoices in the books of accounts after thorough scrutiny of supporting documents.
• Verify Quotation vs. PO vs. Invoice vs. Actual Material/Service Receipt for rates, quantities, specifications and other applicable terms.
• Check compliance with PO terms & conditions, approval matrix and internal company policies before processing invoices.
• Identify discrepancies relating to rates, quantities, shortages, excess billing, taxes or other commercial terms and ensure timely resolution.

Vendor Payments & Settlement

• Process vendor payments accurately and within agreed credit terms after completion of all required checks and approvals.
• Ensure appropriate deductions and adjustments, including TDS/TCS and other applicable statutory requirements, before payment.
• Coordinate with concerned departments and vendors for timely resolution of payment-related issues.

Debit/Credit Notes & Recovery

• Raise debit notes for material shortages, excess rates, excess quantities billed, contractual deviations and other recoverable amounts.
• Coordinate with vendors for obtaining credit notes against shortages, excess billing and other discrepancies.
• Ensure timely accounting and adjustment of debit/credit notes.

Tax & Statutory Compliance

• Verify purchase and expense invoices from the perspective of applicable GST, TDS/TCS, Income Tax, MSME and other statutory requirements.
• Check GSTIN, HSN/SAC, tax rates, TDS applicability and other relevant statutory particulars.
• Ensure proper documentation and accounting records are maintained for statutory and tax audits.

Vendor Ledger Reconciliation

• Conduct monthly reconciliation of vendor ledgers with vendor statements and books of accounts.
• Identify and resolve differences relating to invoices, payments, debit/credit notes, TDS, GST and other adjustments.
• Communicate discrepancies to vendors through email and follow up until resolution.

Documentation & Record Keeping

• Maintain complete and systematic records of invoices, POs, quotations, GRNs, delivery documents, approvals, debit/credit notes and other supporting documents.
•  Ensure documents are readily available for internal, statutory and tax audits.
• Maintain proper audit trails and supporting documentation for all transactions.

Coordination & Internal Control

• Coordinate with Purchase, Stores, Operations, Finance, Tax and other relevant departments for invoice verification and issue resolution.
• Ensure adherence to internal controls, approval processes and contractual terms.
• Highlight significant discrepancies, control weaknesses and potential financial risks to the reporting manager.

Qualifications & Skills

• B.Com / M.Com / CA Inter / equivalent qualification.
• 3–6 years of relevant experience in Purchase Accounts, Vendor Accounting, Accounts Payable or Finance & Accounts.
• Experience in ERP/SAP/Tally and good working knowledge of MS Excel preferred.
• Strong knowledge of GST, TDS/TCS, MSME and other applicable statutory requirements.
• Good analytical, reconciliation, communication and vendor coordination skills.
• Strong attention to detail and ability to identify financial/commercial discrepancies.