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Accounts Receivable Representative

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Haas Automation, Inc.

Accounts Receivable Representative

Oxnard, CA
Full Time
Paid
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  • Responsibilities

    Job Description

    SUMMARY

    Accounts Receivable Representative 2 will be responsible for processing  payments from customers, credit inquiries, collection of delinquent accounts, preparation of Credit/Debit Memos and customer invoicing.  Duties include the complete Order-Billing/Collection cycle.  Knowledge of each process is essential as they are interrelated. 

     

    ESSENTIAL DUTIES AND RESPONSIBILITIES include the following. Other duties may be assigned.

    • Evaluates customer records and recommends that accounts be closed, credit limit reduced or extended, or to commence legal action, based on payment history and purchase activity of customer.
    • Reviews past due accounts to determine which customers must be contacted for collection on a timely manner. Ensures to bring the payments closer to payment terms of the Dealers.
    • Follows company policy in the collection of overdue accounts and refers non-routine accounts to the Accounts Receivable Supervisor for repossession and legal actions against debtors.
    • Prepares reports on current findings and action taken for all accounts under investigation.
    • Verifies accuracy of transactions posted in the customer accounts.
    • Deposits made by Dealers into our bank account via Wire Transfer/ACH credit is visible online in the bank account. Dealers will submit to AR the list of invoices they are paying in an excel spreadsheet. Follows the process of posting by uploading/transferring the data to the dealer’s account using the automated posting transaction code ZF-28 in SAP system.
    • Dealers use our Lockbox facility to deposit check deposits. The payments are automatically downloaded to customers account and the control account in the General Ledger in SAP system.  Ensures that the total amount deposited in the Lockbox matches with the amount posted in the General Ledger for Lockbox payments.
    • Processes manual entry using transaction code F-28 in SAP system when dealers pay a few invoices or make a down-payment via Wire transfer/ACH credit.
    • Processes Debit/Credit Memo from Return Material Authorization (RMA) generated by Material Review Board (MRB).
    • Processes Debit Memos for outbound Freight chargeable to the Dealer.
    • Processes Credit Memos for warranty, price discrepancy, discounts (SPR, Auto Discount, PC-ESW for a certain machine).
    • Prepares list of invoices and payments received directly from customers for payment of commissions to the dealers.
    • Prepare Aging analysis every week and send to the dealers for invoices that are due seven days before the payment due date. Review the notes on the dealer response and make note in the Dealers account in SAP.
    • Works collaboratively with other departments such as Sales, Service General Ledger and MRB. Strives for team results and ensures that deadlines are met.
    • Support the Supervisor and assist with tasks when a co-worker in the team is absent. Communicate with customers via email or telephone to investigate complaints, verify accuracy of charges, or to correct errors in accounts.
    • Has the product knowledge to be able to assist in answering all A/R questions (within realm of authority) to all other departments. 
    • Resolves warranty issues with either the Service Department and/or the MRB Department (Returned Service Parts).
    • Using the credit file and computer-generated payment status/history reports as the primary source materials, works with delinquent (over 10 days past the regular payment date) accounts to bring these accounts to a current status and maintain them in that fashion.
    • On a weekly basis, discusses the status of each delinquent account with the Supervisor to determine the course of future collection action.
    • Verifies freight charges for all pre-paid shipments that were shipped.
    • Print all invoices to the Haas Portal.
    • Process Billings to Dealers from the Billing Due List using transaction code VF04 in SAP system.
    • Process Cash Receipts and/or Wire transfers, ACH credits and Lockbox receipts daily.
    • Processes Re-applying transactions (down-payments, credit balances) within accounts.
    • Employees are expected to follow instructions, procedures and to escalate any issue impacting workflow, quality, etc.  Additionally, there are high value items that require proper care and protection.

     

    SUPERVISORY RESPONSIBILITIES

    This job has no supervisory responsibilities.

     

    QUALIFICATIONS

    To perform this job successfully the candidate must be able to perform each essential duty adequately. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

     

    MINIMUM QUALIFICATIONS

    • Employees must exhibit honesty and integrity as well as demonstrate adherence to rules, procedures and policies. 
    • 0-5% Travel Required.

     

    DESIRED QUALIFICATIONS

    • Knowledge of SAP ERP system.

     

    EDUCATION AND/OR EXPERIENCE

    Associate's degree (A. A.) or equivalent from two-year college; plus minimum 4+ years related experience and/or training.

    Company Description

    Haas Automation is the largest machine tool builder in the western world, manufacturing a complete line of CNC vertical machining centers, horizontal machining centers, CNC lathes, and rotary products. Gene Haas founded Haas Automation, Inc., in 1983 to manufacture economical and reliable machine tools. The company entered the machine tool industry with the first-ever, fully automatic, programmable collet indexer – a device used to position parts for machining with very high accuracy. The patented Haas 5C collet indexer was a huge success, and over the next four years, the company expanded its product line to include a wide selection of fully programmable rotary tables, rotary indexers, and machine tool accessories. Today, Haas manufactures four major product lines: vertical machining centers (VMCs), horizontal machining centers (HMCs), CNC lathes, and rotary tables, as well as a number of large five-axis and specialty machines. All Haas products are manufactured at the company’s expansive facility in Oxnard, California – the largest, most modern machine tool manufacturing operation in the United States.