ACCOUNT RECEIVABLE TEAM IN BACKOFFICE

JOB Description Data Entry Collection/Receipting Details To be implemented

Radio/Digital Entry in WO and Monthly upload in SAP (including TDS entry) OOH Entry in Plum and monthly upload in SAP BIG LIVE- Entry in SAP TV (CBS /BIG Magic/RTL)- Entry in U To and upload in SAP.

AR module for TV (U TO) be implemented

Separate bank account for collections to be

opened for all verticals. Currently we have for

Production Entry in SAP

Radio and OOH. This will help in control over and

collection reconciliations
BRS

Weekly

reconciliations

for

all

collections

accounts across all verticals

Compilation for all incentive deals

Incentive/Discount

Incentive agreements to be drafted by Legal and pre approved by committee Monthly computations of liability and provision in books. Obtaining invoice annually before book closure to account correctly for TDS. Circulate statement of incentive computation based on agreement to the agency through revenue planning/sales heads/business heads
Cheque bouncing

agreements to be pre approved by committee All such deals to be linked turnover to annual and

collections within 30 days of invoicing.

Keep track of business generated agencywise across all verticals.

Daily monitoring of all cheque bouncing cases Reversal entry to be passed in AR system of the vertical and e mail send to city sales head/cluster head/collection associate with copy to legal for

cheque bouncing within 24 hours of bouncing. Maintain running serial number for cheque bounces cases send to legal. Following up with respective locations for returned cheque and advice Provide details of invoices, cheque receipt, and cheque bounce advice to legal as and when asked for.
Advance knock offs

Allocate advances against invoice generated within 7 days of invoice generation.

Reconciliations of WO/Plum/U To with SAP

Partywise

balance

reconciliations

between

AR

modules of all verticals to be done with SAP on monthly basis.

Coordination with Traffic & Revenue Planning for monthly closure WO and Plum Invoice Generation post reconciliation and verification of Service Tax Creation and monitoring of agency and advertisers master in all 3 systems (WO/Plum/SAP) Invoice Interface - upload in SAP Credit/debit notes - verification of documents and SAP/WO/Plum entry, Issue to Collections Allocations - SAP and Plum TDS certificate follow-up with collections and entries Barter expenses provision and follow up for invoices Overall review w/off documentation, month end provisions Entry Approval in WO/Plum/SAP MIS and Internal controls Barter debtors and settlement, MAF listing and numbering Audit support Review of advance from customer

Invoice Despatch

Presently invoices are circulated as PDF files to If physical copies of invoices are collection and sales who then take printouts and to be dispatched invoices centrally then additional cost of Rs 1.7- 2 lacs will be incurred on submit to agencies/clients. courier assuming Rs 20 per Intercompany, Inter division billing. All bookings to be backed by duly signed release orders from other packet. entity and as per intercompany rates decided.

Service Tax compliance

Ensure correctness of service tax entry.


VAT compliance where applicable

By 3rd of the following month finalise the service tax payable.

Monitor VAT compliances Deposit VAT within due dates and also get VAT audit done.

BIG MAGIC/RTPL/BIG CBS/BSBL needs to be registered under VAT as there are f intercompany license agreement for various programmes.

Integrated Deals

File half yearly VAT returns.

Monitor bookings and internal deal forms of all integrated deals

Accounting to cost to be decided. To open a new ledger in all entities to books this expense in

Ensure that other companies raises invoice on the lead company ( i.e. the entity on which the RO is

direct cost. released by the client) Reconciliations/ Upkeep of records Legal issues on collection Legal Notices to be send for all cheque bounce and Legal collection resource to overdue cases
Follow up on pending issues, reconciliation issues, legal recourse where necessary. Maintain tracker sheets for all cases and circulate weekly updates to collection/sales heads/business heads. Resolving old issues by way of settlement/legal recourse etc.- to be done by collection/legal resource Compute fees payable on basis on revenue share like license fees, music royalties, OOH etc. Circulate collection targets for the month to non metro sales heads. Circulation of daily report for all verticals to collection/business heads/sales heads for: o Collection o Aeging Separate reports to be circulated on o Metro clients and Non Metro o Related party receivables o Government Receivables MIS on ER, Utilization, Overdue clients, Credit notes due to corrections or discounts or disputes

be hired

Revenue share deals MIS MIS & Reporting

Controls & Audit

Validation of Targets and Achievements both sales and collection Credit norms enforcement, deviation reporting, if any CC limit validation debtors statement for bank limit. Auditing CRM, Wide, Plum, Broadview Ledger scrutiny on SAP Computation of PDDs and accounting as per policy Set off bad debts against provision post approvals Sending debtors confirmation letters on quarterly basis to all debtors. To be done by collection team through new software

PDD, Provision of bad debts, write offs Debtor confirmation

Reminders for all Dues before it falls due and every 15 days thereafter Identifying and resolving Automation gaps Process Review, SOPs, Checklists to ensure no revenue leakage

Prepare detailed process notes/charts for invoicing and revenue accounting.