Deductions Specialist

Description

We are seeking an experienced, analytical, and highly motivated Deductions Specialist to join our Finance team. This position is responsible for researching, resolving, and disputing customer deductions while working closely with wholesale customers, Sales, Finance, and freight partners.

The ideal candidate is not simply someone who processes deductions. We are looking for a persistent problem solver who will dig into discrepancies, question unsupported deductions, aggressively pursue valid paybacks, and follow issues through to resolution. This role requires strong technical skills, attention to detail, sound judgment, and the confidence and assertiveness to pursue and recover money owed.

Experience managing deductions within the CPG, food manufacturing, or wholesale distribution industry is highly preferred.

Key Responsibilities

• Research and resolve customer deductions, short pays, pricing discrepancies, shortages, damages, promotional deductions, freight claims, and compliance-related chargebacks.
• Determine whether deductions are valid, invalid, or require additional documentation or investigation.
• Obtain deduction backup and supporting documentation directly from customers or through customer web portals.
• Verify deductions against approved pricing, promotional programs, trade agreements, and other authorized programs.
• Dispute unauthorized or unsupported deductions and diligently pursue reimbursement and paybacks.
• Request and review proof of delivery, bills of lading, and other freight documentation to support shortage and damage claims.
• Maintain accurate and detailed documentation of deduction research, disputes, correspondence, and resolution status.
• Communicate deduction and chargeback information to Field Sales Managers and other appropriate members of the Sales team.
• Partner with Sales to drive timely resolution of promotion-related deductions and escalate slow-moving or unresolved items to Sales leadership as appropriate.
• Reconcile customer accounts and research unapplied cash, short payments, and account discrepancies.
• Assist with cash application, account reconciliation, and review of aging balances as needed.
• Understand and monitor the impact deductions have on accounts receivable balances and cash flow.
• Prioritize deductions based on value, risk, aging, and likelihood of recovery rather than simply processing items in chronological order.
• Establish and maintain effective working relationships with Finance, Sales, customers, brokers, distributors, and other business partners.
• Perform other Accounts Receivable and Finance-related responsibilities as assigned.

Requirements

• Bachelor’s degree in Business, Accounting, Finance, or a related field preferred; equivalent relevant experience will be considered.
• 2–5 years of experience in customer deductions, trade deductions, Accounts Receivable, or a related area.
• CPG/FMCG, food manufacturing, wholesale, or consumer products experience strongly preferred.
• Experience working with major retailers, distributors, and wholesalers is a strong plus.
• Working knowledge of trade promotions, billbacks, pricing agreements, slotting and promotional fees, shortages and damages, freight claims, discontinued-item deductions, and customer compliance deductions.
• Strong Accounts Receivable fundamentals, including customer account reconciliation, cash application, aging review, and discrepancy resolution.
• Strong analytical and problem-solving skills with the ability to recognize inconsistencies and investigate issues thoroughly.
• Strong technical skills and demonstrated experience navigating customer portals and electronic dispute processes.
• Proficiency in Microsoft Excel, including VLOOKUP/XLOOKUP and PivotTables; advanced Excel skills strongly preferred.
• Experience with Microsoft Dynamics 365 Business Central (BC14) or similar ERP systems is a plus.
• Excellent written and verbal communication skills.
• Highly organized and detail-oriented with the ability to manage multiple priorities and follow issues through to completion.
• Self-motivated, confident, persistent, and comfortable challenging unsupported deductions while      maintaining professional customer relationships.
• Ability to work independently while collaborating effectively with Finance and Sales teams.
• Positive, team-oriented approach with strong interpersonal and listening skills.

The successful Deductions Specialist is proactive, analytical, persistent, and results-oriented. This individual does not accept deductions at face value. They investigate the details, obtain the necessary support, identify opportunities for recovery, and consistently follow up until issues are resolved. They understand that effective deduction management directly impacts the company’s accounts receivable, cash flow, and profitability.