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 Responsible for accurate and timely customer billing through SAP / Microsoft Dynamics 365 Business Central, ensuring correct order-to-invoice processing, GST/e-invoicing compliance, billing reconciliation, documentation, issue resolution and timely month-end closure.