Accountant

Accountant – Garment Manufacturing Factory

Department: Accounts & Finance

Location: Factory

Reporting To: Management / Finance Head

Experience: 5 years preferred

Qualification: B.Com / M.Com or equivalent

Software Skills: Tally, Zoho, MS Excel, GST Portal, and basic accounting software

Job PurposeTo manage the day-to-day accounting operations of the garment manufacturing factory, including purchase and sales entries, vendor payments, customer collections, GST compliance, payroll records, expense tracking, and financial reporting. The role involves maintaining accurate financial records and providing timely reports to management.

• Key Responsibilities

1. Daily Accounting & BookkeepingMaintain daily accounting entries in Tally, Zoho, or other designated accounting software.

• Record cash, bank, purchase, sales, expense, and journal entries.
• Maintain cash books, bank books, general ledgers, and petty cash records.
• Perform regular bank and ledger reconciliations.
• Maintain proper records of invoices, vouchers, bills, and payment documents.

2. Purchase, Fabric & Trims AccountingVerify purchase invoices for fabric, denim, trims, accessories, packing materials, and other factory supplies.

• Match purchase invoices with purchase orders, goods receipt records, and supplier bills.
• Maintain vendor-wise outstanding balances and payment schedules.
• Track fabric and trims purchases, returns, debit notes, and credit notes.
• Coordinate with purchase, stores, and merchandising teams to resolve invoice and quantity discrepancies.

3. Job Work & Production AccountingMaintain accounts for external job workers involved in stitching, washing, printing, embroidery, finishing, and other production processes.

• Record job-work challans, bills, advances, and payments.
• Reconcile quantities sent to and received from job workers against challans and invoices.
• Track job-work costs and vendor-wise outstanding payments.
• Coordinate with production and stores teams to verify supporting documents before processing bills.

4. Sales & Customer AccountsPrepare and record sales invoices, delivery challans, and credit notes, as applicable.

• Maintain customer-wise ledgers and outstanding receivables.
• Follow up on overdue customer payments in coordination with the sales team.
• Reconcile customer accounts and maintain records of receipts and adjustments.

5. GST, TDS & Statutory ComplianceMaintain accounting records required for GST returns, including GSTR-1 and GSTR-3B.

• Reconcile purchase records with GSTR-2B and identify input tax credit discrepancies.
• Assist with TDS calculations, deductions, payments, and returns, wherever applicable.
• Coordinate with the Chartered Accountant (CA) for GST, TDS, income tax, audits, and statutory filings.
• Ensure invoices and supporting documents comply with applicable tax requirements.

6. Payroll & Employee RecordsMaintain attendance and salary-related records in coordination with HR and factory administration.

• Prepare salary sheets, overtime records, advances, and employee deduction statements.
• Maintain records related to PF, ESI, and other applicable statutory deductions.
• Reconcile salary payments with bank records.

7. Cash, Bank & PaymentsMaintain daily cash balances and petty cash records.

• Prepare vendor payment schedules based on due dates and approved bills.
• Track advances, reimbursements, and employee expenses.
• Prepare bank reconciliation statements and monitor pending payments.
• Ensure all payments are supported by proper approvals and documentation.
• 8. Costing & Management ReportingMaintain records of fabric, trims, job work, freight, packing, and other production-related expenses.
• Assist in preparing style-wise or order-wise cost statements, wherever data is available.
• Prepare monthly expense summaries and vendor/customer outstanding reports.
• Monitor factory expenses against budgets, where applicable.
• Provide accurate financial information and reports to management for decision-making.

Daily, Weekly & Monthly Deliverables

Daily

• Complete purchase, sales, cash, and bank entries.
• Update cash positions and payment and receipt records.
• Record and verify incoming bills and supporting documents.

Weekly

• Submit vendor outstanding and upcoming payment reports.
• Share customer collection and overdue payment reports.
• Reconcile job-work bills and identify pending documentation.
• Submit petty cash and expense summaries.

Monthly

• Complete bank and ledger reconciliations.
• Prepare monthly profit and expense summaries.
• Reconcile GST purchase records and identify discrepancies.
• Submit salary and statutory deduction records.
• Share the monthly accounts status and pending issues with management.
• Skills & CompetenciesStrong knowledge of accounting principles and bookkeeping.
• Working knowledge of GST, TDS, and statutory compliance.
• Proficiency in Tally, Zoho, and MS Excel.
• Experience handling manufacturing or garment factory accounts is preferred.
• Good coordination skills with purchase, stores, production, HR, and merchandising teams.
• High accuracy, confidentiality, integrity, and attention to detail.
• Ability to meet reporting deadlines and follow approval procedures.
• Key Performance Indicators (KPIs)Timely completion of daily accounting entries.
• Accuracy and completeness of accounting records.
• Timely submission of GST and other applicable compliance data.
• Accuracy of vendor and customer outstanding reports.
• Timely completion of bank and ledger reconciliations.
• Proper verification and documentation of factory and job-work bills.
• Timely submission of weekly and monthly reports.
• Minimal accounting errors and unexplained cash or ledger differences.
• Authority & AccountabilityMaintain accurate books of accounts and supporting documents.
• Verify bills and supporting records before processing payments.
• Release payments, approve expenses, or make financial commitments only with the required authorization.
• Promptly report discrepancies, duplicate bills, unusual transactions, or suspected financial irregularities to management.