Accounts Payable Executive

Role Purpose

The Accounts Payable Executive / Officer is responsible for managing and overseeing all aspects of the Accounts Payable (AP) function. This includes conducting thorough checks on Purchase Requisition (PR) approvals, performing vendor reconciliations, ensuring compliance with TDS requirements and timely filing of related returns, and guaranteeing that all payments are processed accurately and in accordance with company policies and statutory regulations.

Key Responsibilities

1. Purchase Requisition & Procurement Controls

• Review and approve Purchase Requisitions (PRs) to ensure budget availability, correct cost center or General Ledger (GL) mapping, and authorization in line with the Delegation of Authority (DOA).
• Check that PRs adhere to internal procurement policies prior to the creation of Purchase Orders (POs).
• Collaborate with Purchase, Stores, and User Departments to address and resolve any discrepancies in PRs.

2. Accounts Payable Operations

• Process vendor invoices using three-way matching (PO, Goods Receipt Note (GRN), and Invoice).
• Ensure expenses, taxes, and accruals are recorded accurately.
• Monitor due dates and prepare proposals for vendor payments.
• Ensure the timely settlement of payments as per agreed credit terms.

3. Vendor Reconciliation & Relationship Management

• Carry out periodic vendor reconciliations (monthly or quarterly as required).
• Identify and resolve discrepancies related to invoices, credit notes, advances, debit notes, and short supplies.
• Respond to vendor queries and maintain positive vendor relationships.

4. TDS Compliance & Return Filing

• Determine the correct applicability and rates for TDS as per the Income-tax Act.
• Deduct TDS accurately at the time of booking or payment.
• Deposit TDS within statutory due dates.
• Prepare and file TDS returns (such as Form 26Q / 24Q).
• Generate and issue TDS certificates (Form 16A) to vendors.
• Reconcile TDS with Form 26AS and TRACES.

5. Month-End & Audit Support

• Assist with month-end closing activities related to Accounts Payable.
• Prepare schedules for AP aging, accruals, and provisions.
• Support statutory, internal, and tax audits by providing required documents and explanations.
• Ensure adherence to AP-related Standard Operating Procedures (SOPs) and internal controls.

6. Systems & Process Improvement

• Work with ERP systems such as SAP, Oracle, Microsoft Business Central, Tally, or other relevant platforms.
• Assist in driving process improvements and automation within AP and vendor management functions.
• Maintain data accuracy and uphold strong documentation practices.

Qualifications & Experience

• Education: Preferred qualifications include B.Com, M.Com, CMA-Inter.
• Experience: 36 years of hands-on experience in Accounts Payable, with substantial exposure to PR approval workflows, vendor reconciliation, and TDS compliance.

Key Skills & Competencies

• Thorough understanding of Accounts Payable processes.
• Solid knowledge of TDS provisions and compliance requirements.
• Basic understanding of GST as it applies to procurements.
• Proficiency in ERP systems and strong skills in Microsoft Excel.
• High attention to detail with a strong focus on compliance.
• Ability to effectively coordinate with cross-functional teams.

Behavioral Attributes

• Process-oriented and disciplined in approach.
• Strong communication and follow-up capabilities.
• Demonstrates integrity and maintains confidentiality in financial matters.
• Capable of working under tight deadlines and handling pressure.

Preferred (Optional)

• Experience working in manufacturing, pharmaceutical, or regulated industry environments.
• Familiarity with internal controls and working based on SOPs.
• Experience with audit interactions.