Deductions Customer Account Representative

National Beverage Corp•Gainesville, GA

About The Position

The Deduction Customer Account Representative reviews, validates, documents, and resolves customer payment deductions in accordance with company policy, SOX compliance standards, and financial reporting expectations. The role collaborates with Collections, Order Entry, Sales, Plant Operations, and Logistics to support accurate accounts receivable reconciliation and effective deduction management. The representative analyzes bills of lading, invoices, customer portals, and account notes to assess and categorize deductions. Valid expenses are recorded with appropriate short-pay codes and supporting documentation; invalid deductions are recoded for repayment and handled through the relevant collections process. The role also prioritizes aged transactions, maintains follow-up, documents account activity and procedures, and reports resolution status during profile review meetings. The position uses APPX tools for accounts receivable reporting, transaction notes, expense entries, and historical adjustments, as well as shared inboxes and public drive folders for documentation. The representative follows approval requirements and SOX standards, shares successful dispute-resolution practices, participates in training, and contributes to process improvement.

Requirements

Strong analytical skills and attention to detail.
Proficiency in APPX or similar ERP systems.
Excellent communication and collaboration 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.

Nice To Haves

Two or more years of experience in accounts receivable, deduction management, or related financial operations.
Familiarity with SOX compliance standards.

Responsibilities

Analyze bills of lading, invoices, customer portals, and account notes to determine whether deductions are legitimate.
Categorize claims as authorized expenses or unauthorized amounts due for repayment.
Record validated deductions in the expense module using appropriate short-pay codes and supporting documentation.
Recode invalid deductions for repayment on aging records and execute the appropriate collections process through customer portals, tickets, or email.
Prioritize aged transactions based on value thresholds and days outstanding, maintain consistent follow-up, and work with internal teams and management to resolve bottlenecks.
Partner with Order Entry and Collections teams to resolve purchase order and invoice discrepancies.
Coordinate with Sales Representatives to validate promotional claims.
Work with Plant and Logistics teams to address disputes involving pallet fines, short shipments, and IVR errors.
Escalate high-value or delayed deductions to AOC management or executive leadership as needed.
Record deduction notes accurately and maintain account SOPs for transparency and team coverage.
Present deduction summaries and resolution status during profile review meetings.
Use APPX for accounts receivable reporting, transaction notes, expense entries, and historical adjustments; access shared inboxes and public drive folders for supporting documentation.
Follow SOX compliance standards, including obtaining proper expense approvals based on dollar thresholds.
Share successful dispute resolutions and insights across the accounts receivable team and identify best practices for deduction prevention and recovery.
Participate in training sessions and contribute to process optimization initiatives.
Process deductions accurately and promptly, reduce aged accounts receivable through proactive engagement and collaboration, and maintain audit-ready documentation.