anHotel Accountant(Accounts in charge)
Ginger Hotels A TATA Enterprise(Roots Corporation Ltd)
Total years of experience :14 years, 7 Months
SAP
KEY RESPONSIBILITY AREAS / PROCESSES
Accounts Payable
Bills Processing
Check for PO, Service Entry Sheets and necessary approvals.
MIGO/MIRO of Goods based on challans and Security Register.
MIRO of Services based on Contracts / Job Orders / Attendance Registers for Manpower related contracts.
Check for necessary approvals, supporting's, statutory documents, etc.
Check with the rates and quantities supplied and charged in accordance with the PO v/s Delivery Challans.
Account for Debit notes for Recoveries, Absenteeism, Shortcomings in services, damages, etc.
Conformity with the applicable Tax deductions.
Payment Entries
Ensure correct Bank Accounts are used for processing Payments.
Receivables, if any, has to be set off for ensuring only net amounts are paid.
Instruct mode of payment - RTGS/NEFT/DD/Cheques.
Clearing Accounts
GR/IR Goods and Service Clearing A/c, Freight Clearing A/c to be scrutinized for double entries, erroneous releases of SESs.
Rectification entries to be made crediting the correct expense GL's and reversing liability accordingly.
Creditors Ageing and Account Reconciliations
Creditors ageing should reveiwed periodically for pending payments, miscelleneous balances, rounding off differences.
Critical and key accounts should be duly reconciled for latest balances.
Erroneous bookings or double booking of liabilities should be reveiwed and reversed with approvals.
Accounts Receivable
Billing discipline (For AR Team Units process will be different)
To ensure a running file is maintained to track BTC invoices are being despatched on time and the Invoices values match with amount as reflected in the customer accounts.
The register is also updated to trace collections and number of days taken to dispatch bills since its generation.
Receipts
Ensure all receipts are entered into the system immediately.
Payments to be knocked off against proper invoices details with short payments duly adjusted so as to reflect the actual state of affairs.
In absence of adequate details, Payment entry will be made without any random or FIFO based knocking off.
Follow up mails to be circulated for getting the details, the same to be escalated to Corporate after 3 reminders.
Cashiering-Banking & Bank Reconciliation
Unit imprest is maintained and strictly monitored for day to day cash expenses, etc.
The cash imprest is replenished out of the Front Office Cash handed over and the balance is banked.
Cash Payments more than Rs.5000 needs approval from Head-Finance.
Radent facilities are available in all units, the hotel accountant ensures cash balances beyond the permissible limits are banked immediately.
All cheques / DDs from clients are also banked through CMS as per cycle.
The Foreign Currency exchanged is under the custody of Hotel Accountant which is again encashed with the authorised agency periodically based on cumulative value of currency held.
Advance from Customers & Refunds
While the system automatically clears and knocks off advances on materialisation of bookings, the Hotel Accountant needs to review that the same has happened and in case there is an error one has to clear it manually.
The advances are uploaded as kitty's into the right customer account.
All Guest refunds (other than those through online bookings and credit cards) to be initiated and closed within 15 days through DD's.
Proper documentation and validation of the claims to be assessed.
Review the ageing and clear open entries.
Credit Card Reconciliation and Entries
Daily reconciliation of credit card transactions with the GL or (TMS) and Batch Close reports of EDC.
Payment entries on receipts from banks and clearing of open items.
Reconcile and maintain schedules for Receivable Clearing Accounts.
Debtors Review
Every week the Hotel Accountant along with the Hotel Manager and Sales Team must hold a credit meeting to review the collections.
Ensure payments are knocked off so as to reflect true balances in the accounts.
Clean the ageing for rounding off differences.
Tag the accounts with committed deadlines for payments made by the sales team and follow up for the same on due dates.
Prepare reconciliation statements for key / sticky accounts as and when called for.
Debit Notes - Outsourced Vendors
Raise debit notes as per Contract for Outsourced Vendors every month.
Set-off Debit Notes against payables for the month immediately.
Monitor ageing and follow up on payments.
General Ledger
Scrutinize the accounts every month for accuracy of transactions, cost centres allocated, etc.
Ascertain that the revenue/cost flows into its natural head of Income/Expense.
Ensure the Prepaid Schedule is maintained and amortised periodically.
Monthly provisions are considered for services consumed during the month but bills are yet to receive.
Prepare the monthly MIS and send it to Corporate.
Prepare detailed expense schedules and update on a monthly basis for the Statutory Audits.
Materials Management
The Hotel Accountant will order, stock, issue and manage Operating Supplies
Purchase Orders for diesel to be released every Saturday based on requirements projected by Operations.
On receipt of bills subsequently, Invoice amount billed will be reconciled with the Attendance records to arrive at the final amount payable as per Mandays. Difference in SES released and actual MIRO done will have to be written back from GRIR accounts.
For Outsourced Vendors End of the month, Service Entry Sheets will be released by Accountants as per monthly commercials and approved by the Hotel Manager / Head of Planning as per approval matrix.
Laundry Invoice (Guest or House Linen) on presentation will be routed through Service Entry Sheets.
Punch in consumption entries as per requisitions.
Ensure a Physical Verification and counting is being conducted by the Finance & operations and detailed stock report is signed off for the available balances.
Report discrepancies observed and seek approval and guidance's for the course of action from Corporate Office.
Accountant and HKP supervisor takes stock of all items on month ends.
Physical verification has to be conducted every month end jointly by Housekeeping, Operations and Finance.
Discards and Misplaced Linen Items will have to be explained by Operations and approved by Head of Operations
Tally Book Stock in SAP and Physical Stock.
Prepare and circulate the Stock Confirmation Certificate to Corporate Office.
Maintanance stockable items, the same should be stacked by the maintenance team in the Stores under the Supervision of the Hotel Accountant and issued as per requisitions every Time
Hotel Accountant will only be responsible for processing PO, Advances, MIGO, Service Entry Sheets and MIRO in the entire process.
Statutory Compliances
Luxury Tax, VAT - Reports are generated and tied up with actual collections in the General Ledger.
Differences are reconciled and reported for mismatches in flow, concepts or percentages, if any.
Payment requests are send to corporate 7-10 days before the due dates.
Returns are deposited as per cycle.
Liason and support to the consultants for Tax related issues, assessments, etc.
Service Tax - Payments and Returns are managed centrally, so the accountant is to ensure data of his/her unit is reconciled and tallied with the liability reflected in the GL.
ESIC and PT payments are made as per instructions from Payroll section in Corporate office and within the stipulated deadlines. Returns are also submitted as per timelines.
And co-ordinating with consultants appointed for the purpose, where available.
Income Audit
Cash handover is taken from Operations every morning and duly reconciled with Cash Movement Report in the PMS.
Tally all Revenues and Liabilities of the day as per the TMS and its flow into the correct GL in SAP
SAP, Tally
Roles &Responsibilities :-
•Filing TN-VAT Returns and Follow-ups.
•Preparing Bank reconciliation.
•Petty Cash Management.
•Preparation of Vendor’s outstanding list and issuing the payment within the credit period.
•Verifications and maintaining of Cash and Bank Books.
•Customer account reconciliations and confirmation of balances
•Preparation of debit/ credit notes
•Coordinate with Auditors
•Internal Auditing
•TDS, TCS & Service Tax Preparation
•Monthly pay roll process in Sap
•Co-ordinate internal Auditors.
•Appointment order & confirmation action & separation process doing in SAP
•P.F & Gratuity settlement of Employees
•Leave balance monitoring in SAP & Register.
•H.R related data collected from other Unit.
•Preparing H.R budget for every year.
•Preparation of EL valuation statement.
•Preparation of remittance LWF & Professional Tax .
•Clearing of Salary related GL account.
•Bonus & Ex-gratia Provision entry every year.
•Cost centre updation & Follow up every month.
•Loans & Advances to be tallied every month.
•Raising SAP ticket & follow up.
•Issuing Form-16.
•Collection &Updation of investment details in SAP.
•Annual offcycle should be processed.
•Preparation of EDLI & Gratuity renewal list.