Job Description - Accounts Payable Executive

Department: Finance & Accounts

Reports To: Accounts Manager / Finance Controller

Business Units: Lighting Trading, Lighting Manufacturing, E-Commerce Trading, Solar Trading

Key Roles & Responsibilities 1. Invoice Processing & Vendor Payments • Receive, verify and process vendor invoices with supporting documents (PO, GRN, delivery challans, WO).

• Match 3-way/2-way verification (PO vs GRN vs Invoice) for goods & service vendors.

• Ensure correct GST, HSN/SAC codes, tax structure, discounts, freight & commercial terms before booking invoices.

• Schedule and process vendor payments as per credit terms through NEFT/RTGS/Online Banking.

• Prepare payment advice & share vendor ledger reconciliation monthly.

2. Vendor Management & Reconciliation • Maintain up-to-date vendor master data (bank details, PAN, GST, MSME status, agreements).

• Perform monthly vendor reconciliation of accounts and resolve discrepancies.

• Coordinate with procurement, logistics, and warehouse teams to verify delivery & documentation. • Support vendor queries on payment status & raise debit/credit notes where required.

3. Statutory Compliance Related to Payables • Ensure correct deduction & payment of TDS, TCS, GST on supplier invoices.

• Reconcile Input Tax Credit (ITC) with GSTR-2B monthly & follow up on mismatch.

• Track MSME vendors & ensure payments as per MSMED Act timelines.

• Assist in preparation of TDS returns, Form 16A, 26AS reconciliation. 4. ERP Data & Documentation Control

• Enter payable data accurately in ERP (SAP / Oracle / Navision / Tally).

• Maintain digital records of invoices, approvals, agreements, and payment documentation.

• Generate aging reports, payable summaries, vendor statements, cash flow input.

5. Coordination Across Departments & Business Units

• Work closely with Purchase, Warehouse, Sales Order, SCM, and Project teams.

• Coordinate inter-company transactions for group organizations and reconcile balances.

• Process job-work bills for manufacturing plants and vendor service bills for E-trade & solar EPC projects.

6. Audit Support & Reporting • Assist statutory audit, internal audit, GST audit & cost audit with required documentation.

• Support creation of payables MIS, including: o Vendor aging report o Advance & retention tracking o Accruals & provisioning data o ITC utilization & reconciliation reports

• Implement controls to reduce errors, duplicate payments, and financial risks.