Management Trainee (Supervisor)

Billing Executive – SAP / Microsoft Dynamics 365 Business Central

1. Sales Order & Billing Processing

• Process customer sales orders and billing transactions in SAP / Microsoft Dynamics 365 Business Central.
• Verify sales orders, customer details, item codes, quantities, prices, discounts and applicable billing terms before invoice generation.
• Generate accurate customer invoices based on approved sales orders, delivery documents and dispatch confirmations.
• Ensure all eligible deliveries/orders are billed within the defined TAT.
• Monitor pending, unbilled and partially billed transactions.

2. Invoice Generation & Validation

• Create and post sales invoices in SAP / BC365 with 100% accuracy.
• Validate invoice number, customer details, billing address, shipping address, item description, quantity, rate, discount, freight and applicable taxes.
• Cross-check invoice values against sales orders, delivery documents and approved commercial terms.
• Ensure correct posting dates, document dates and customer account details.
• Share invoices and supporting documents with customers and internal stakeholders.

3. SAP / Microsoft BC365 Operations

• Perform day-to-day billing transactions through SAP / Microsoft Dynamics 365 Business Central.
• Monitor billing documents and identify transactions pending for invoicing.
• Maintain accuracy of customer ledger and billing-related system transactions.
• Review system errors and coordinate with IT/ERP support for resolution.
• Ensure proper system documentation and transaction traceability.

4. E-Invoicing, GST & Statutory Compliance

• Ensure invoices comply with applicable GST and company billing requirements.
• Generate and validate IRN/e-invoice and e-way bill details wherever applicable.
• Verify GSTIN, HSN/SAC, tax rates, CGST, SGST, IGST and other applicable charges.
• Ensure correct tax treatment based on the transaction and customer location.
• Coordinate with Finance/Tax teams for taxation-related discrepancies.

5. Credit Notes, Debit Notes & Invoice Corrections

• Process credit notes, debit notes, cancellations and invoice amendments as per approved procedures.
• Validate supporting documents and approval before processing billing adjustments.
• Investigate invoice discrepancies such as quantity, price, tax, freight or customer master-data errors.
• Maintain proper documentation and audit trail for all billing adjustments.

6. Coordination with Warehouse & Logistics

• Coordinate with Warehouse, Dispatch and Logistics teams to ensure timely billing against dispatched materials.
• Verify delivery/dispatch documents before invoice generation.
• Coordinate with transporters and logistics teams wherever billing documentation is dependent on dispatch confirmation.
• Ensure no eligible dispatch remains unbilled due to documentation or system issues.

7. Customer & Internal Stakeholder Coordination

• Coordinate with Sales, Customer Service, Warehouse, Logistics and Finance teams for billing-related activities.
• Respond to customer queries related to invoices, tax details, quantities, pricing and billing discrepancies.
• Resolve invoice-related issues within the defined turnaround time.
• Follow up with concerned departments for missing PO, delivery confirmation or billing approvals.

8. Billing Reconciliation & Controls

• Reconcile system billing data with sales orders, dispatch records and customer statements.
• Identify and resolve billing mismatches, duplicate invoices, missing invoices and incorrect postings.
• Monitor cancelled invoices and ensure corresponding system and statutory records are properly updated.
• Maintain billing trackers and ensure complete documentation.

9. Month-End Billing & MIS

• Ensure all eligible transactions are billed before month-end closing.
• Monitor pending billing, unbilled revenue, cancelled invoices and credit/debit notes.
• Prepare daily, weekly and monthly billing MIS reports.
• Provide billing data and supporting documents for month-end closing and management reporting.
• Support Finance and Accounts teams during monthly and annual closing activities.

10. Audit & Compliance

• Maintain proper records of invoices, credit notes, debit notes, delivery documents and supporting approvals.
• Provide required billing documents during internal, statutory and customer audits.
• Ensure compliance with company SOPs, approval matrix and billing controls.
• Maintain accurate and complete billing documentation for audit purposes.

11. KPI & Performance Management

• Maintain high invoice accuracy and minimise billing errors.
• Achieve defined billing TAT and month-end billing targets.
• Monitor invoice rejection, cancellation and correction rates.
• Track pending billing and take timely corrective action.
• Identify opportunities to improve billing accuracy, turnaround time and process efficiency.

Key Accountability