Deduction Customer Account Representative

Deduction Customer Account Representative

The Deduction Customer Account Representative is responsible for reviewing, validating, documenting, and resolving customer payment deductions in accordance with company policy, SOX compliance standards, and financial reporting expectations. This role works cross-functionally with teams including Collections, Order Entry, Sales, Plant Operations, and Logistics to ensure accurate accounts receivable reconciliation and effective deduction management.

Essential Duties And Responsibilities

Deduction Validation & Categorization

Analyze BOLs, invoices, customer portals, and account notes to determine deduction legitimacy and then categorize claims as Authorized expenses or Unauthorized and due for repay. Record validated deductions in our expense module with appropriate short pay codes and supporting documentation while recoding invalid deduction for repay on the aging and executing appropriate collections process via customer portals, tickets, or email.

Prioritization & Pre-Processing

Triage aged transactions based on value thresholds and days aged, maintain a consistent follow-up cadence and collaborate with internal teams and management to resolve bottlenecks on target accounts.

Cross-Functional Collaboration

Partner with Order Entry (OE) and Collection (COL) teams to resolve purchase order and invoice discrepancies as well as coordinate with Sales Representatives to validate promotional claims. Additionally engage Plant and Logistics teams to address disputes related to pallet fines, short shipments, and IVR errors and escalate high-value or delayed deductions to AOC management or executive leadership as needed.

Reporting & Documentation

Accurately record deduction notes and maintain account SOPs for transparency, team coverage, and present deduction summaries / resolution status during profile review meetings.

System Navigation & Tools

Utilize APPX tools for AR reporting, transaction notes, expense entries, and historical adjustments, as well as access shared inboxes and public drive folders for supporting documentation.

Compliance & Approvals

Ensure adherence to SOX compliance standards, including proper approval of expenses based on dollar thresholds.

Continuous Improvement & Success Tracking

Share successful dispute resolutions and insights across the AR team as well as identify and replicate best practices in deduction prevention and recovery. Additionally, participate in training sessions and contribute to process optimization initiatives.

Language Skills

Ability to read, analyze, and interpret common information, reports, and other documents. Ability to respond to common inquiries or complaints from customers, regulatory agencies, or company representatives. Ability to effectively present information to management.

Physical Demands

While performing the duties of this job, the employee is regularly required to walk, stand for long periods of time, sit, and talk or hear. The employee frequently is required to use hands and fingers, to handle or feel, sit for long periods of time, stand frequently, bend, squat, reach, and turn to access files and office equipment. Must be able to lift up to 50 pounds. May be required to push or pull with a dolly or pallet jack up to 500 lbs.

Work Environment

Field positions will be exposed to various unfamiliar conditions where Personal Protective Equipment (PPE) must be worn, and which may include, but are not limited to: manufacturing and warehouse plants, and other venues as directed by a team member. The noise level in the work environment is usually moderate, but increases significantly in warehouse and manufacturing plants.

Minimum Qualifications

Deductions are processed accurately and in a timely manner, with aged accounts receivable reduced through proactive engagement and collaboration. Ensure documentation is audit-ready and supports internal reviews, as well as celebrate recovery wins and patterns that promote team learning and improvement.

2+ years of experience in accounts receivable, deduction management, or related financial operations preferred.

Strong analytical skills and attention to detail.

Proficiency in APPX or similar ERP systems.

Excellent communication and collaboration skills.

Familiarity with SOX compliance standards is a plus.

Shasta Beverages, Inc. provides equal employment opportunities to all applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender, genetics, gender identity, disabled veterans, or sexual orientation.