Deduction Customer Account Representative

Deduction Customer Account Representative

Gainesville, GA, USA

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.

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

• 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.

• 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 elevate high-value or delayed deductions to AOC management or executive leadership as needed.

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

• 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.

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

• 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.

• Read, analyze, and interpret common information, reports, and other documents.
• Respond to common inquiries or complaints from customers, regulatory agencies, or company representatives.
• Effectively present information to management.

• Walk, stand, sit, talk, or hear for extended periods; use hands and fingers to handle or feel, reach or turn to access files and office equipment.
• Lift objects up to 50 pounds; push or pull with a dolly or pallet jack up to 500 pounds.
• Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Field positions within manufacturing and warehouse plants, or other venues as directed, may require wearing Personal Protective Equipment (PPE) and exposure to moderate to high noise levels.

• Genuine deductions processed accurately and in a timely manner, reducing aged accounts receivable through proactive engagement and collaboration.
• Documentation is audit‑ready and supports internal reviews, celebrating recovery wins and patterns that promote team learning and improvement.
• 2+ years of experience in accounts receivable, deduction management, or related financial operations.
• Strong analytical skills, 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.