FINANCE & ACCOUNTING STAFF: INCOMING PAYMENT SPECIALIST

JOB PURPOSE

To manage and ensure the smooth operation of the entire accounts receivable (Accounts Receivable) cycle, cash receipts, and related accounting journal entries accurately and timely within the manufacturing industry. Responsible for processing incoming payment reconciliations, verifying tax compliance, allocating invoice settlements in the ERP system, performing entity bookkeeping transactions, and ensuring the reliability of cash, bank, and accounts receivable balances in the General Ledger.

SYSTEMS, TOOLS, & DOCUMENTS USED

• Systems & Applications:

1. SAP Business One (SBO) Account (Modules: Banking -> Incoming Payments, Accounts Receivable -> A/R Invoice, A/R Downpayment Invoice, A/R Credit Memo, Financials -> Journal Entry, Chart of Accounts, Incoming Payment Report)
2. Banking Systems (Corporate Internet Banking / Bank Statement)
3. TSPlus Access
4. DJP E-Faktur Application & MEKARISign
5. Google Workspace Account (Gmail, Drive, Sheets, etc.)

• Input/Output Documents & Media:

1. Bank Statements / Bank Passbooks & Customer Payment Transfer Proofs
2. Commercial Billing Documents (Invoice, Delivery Order, Sales Order)
3. Tax & Bookkeeping Documents (Tax Invoice / Faktur Pajak, Article 22 Withholding Tax Slip, Article 23 Withholding Tax Slip, Tax Return Note / Nota Retur Pajak, Journal Voucher)
4. WhatsApp, Email, Telephone

AUTHORITY

1. System & Banking Access: Full access to the Banking, Financials, and Accounts Receivable modules in the SAP Business One system and the company's bank statements according to designated access rights.
2. Payment Validation: Validate, approve, and post the cleared status of customer receivables based on valid transfer proof and funds successfully cleared by the bank.
3. Journal Adjustment Execution: Input and execute adjustment Journal Entries directly into SAP Business One to correct foreign exchange differences, bank administration fees, or incorrect receivable allocations upon supervisor approval.
4. Tax & Deduction Verification: Reject or hold the receivable clearing process if there are discrepancies in commercial tax deductions (VAT, PPh 22, PPh 23) that are not accompanied by a valid official tax withholding slip.
5. Cross-Divisional Coordination: Request complete commercial data from the administrative team, Credit Controller, or Salesmen if unidentified payments or short payments are detected.

DUTIES & RESPONSIBILITIES

• Incoming Payment Management, Reconciliation, & Bookkeeping

1. Examine daily bank mutations (bank statements) to identify all incoming customer funds in real-time.
2. Process Incoming Payments inputs into the SAP Business One system to classify accounts receivable clearances (clearing A/R Invoice) accurately based on the corresponding billing invoice numbers.
3. Perform daily bookkeeping for non-cash income and other incoming cash transactions to ensure they are recorded under the correct Chart of Accounts (CoA).

• Journaling & Month-End Closing Processes

1. Create and input Journal Entries (General Journals) in SAP Business One to record bank administration fees, interest income, foreign exchange rate differences (realized/unrealized gain or loss), and transaction roundings.
2. Perform periodic bank reconciliations (daily/monthly) by matching cash/bank balances in the General Ledger with bank statements, and issue the Bank Reconciliation Statement.
3. Support the month-end closing process by ensuring all incoming payment transactions for the current period are fully posted and that suspense/unapplied cash accounts are cleared or thoroughly documented.

• Downpayment Synchronization & Non-TOP Transactions

1. Receive notifications for A/R Downpayment Invoice creations for customers without Term of Payment (TOP).
2. Verify fund amount matching on cash/transfer payment slips, ensure the posting date in SAP Business One aligns with the bank's effective date, and allocate the downpayment to the related order through proper downpayment journaling.

• Tax Compliance & Returns Management in Bookkeeping

1. Ensure tax deduction accuracy on every customer settlement, including manufacturing Value Added Tax (VAT/PPN) collection and Article 22 or Article 23 income tax withholding.
2. Collect, verify, and archive Tax Withholding Slips received from customers to ensure the values match commercial receivable deductions.
3. Align the bookkeeping of Tax Return Notes when product returns occur to process the issuance of A/R Credit Memos or A/R Invoice cancellations in the system in a tax-compliant manner and according to financial accounting standards.

• Variance Analysis & Accounts Receivable Monitoring

1. Identify and follow up on payment variances (short/over payments) by analyzing root causes (such as logistics claim deductions, rounding differences, or machine rental deductions).
2. Generate regular reports on pending payment statuses and unidentified pending funds (unapplied cash), and assist the Credit Controller in providing clean and up-to-date A/R Aging Reports.

OUTPUT

1. Incoming Payment documents successfully posted as cleared in SAP Business One.
2. Journal Entry Vouchers for bank fees, foreign exchange variances, and bookkeeping adjustments.
3. Periodic Bank Reconciliation Reports.
4. Clean and accurate A/R Aging Reports per customer/branch.
5. Validated and cleared A/R Downpayment Invoice allocations.
6. Archived Tax Withholding Slips (PPh 22 & PPh 23) reconciled with invoice payments.
7. A/R Credit Memos or Adjustment Journals for legitimate system returns/cancellations.