Billing & Order Processing Clerk

Billing & Order Processing Clerk

Key Responsibilities:

1. Order Processing & Management

• Review and process customer purchase orders (POs) in the ERP system (

  SAP S4Hana Public Cloud

  ).
• Verify order details, pricing, product availability, and contract terms before order confirmation.
• Coordinate with the sales and logistics teams to ensure timely order fulfillment and delivery.
• Ensure proper documentation of orders, approvals, and special instructions.

2. Invoice Processing & Billing Operations

• Generate and issue invoices based on processed orders, ensuring accuracy in billing details (customer details, pricing, discounts, taxes, etc.).
• Upload invoices into the ERP system and maintain billing records.
• Validate invoice details against purchase orders and contracts to avoid discrepancies.
• Ensure invoices comply with tax regulations (GST, VAT, etc.) and company policies.
• Coordinate with customers for any special billing requirements (e.g., split billing, advance payments).

3. Work with Sales Team to Resolve Order and Invoice Disputes

• Collaborate with the Sales Team

  to verify order details, pricing discrepancies, and contract terms in case of disputes.
• Coordinate with internal teams to ensure timely resolution of issues related to order processing and billing.
• Maintain clear documentation of dispute resolutions for reference and audit purposes.

4. Handling Shipping Documents & Delivery Notes

• Prepare and verify

  Delivery Notes (DN)

  and other shipping documents before dispatch.
• Ensure that delivery documentation aligns with order details, invoices, and customer requirements.
• Coordinate with the

  regional sales team / warehouse

  to ensure smooth shipment and delivery tracking.

5. Compliance & Documentation

• Ensure that all orders, invoices, and shipping documents follow internal financial controls and compliance requirements.
• Maintain an organized filing system for orders, invoices, delivery notes, and receipts (both digital and physical records).
• Assist in audits by

  providing

  necessary billing, order processing, and shipping records.

6. Reporting & Data Management

• Generate reports on order processing metrics, billing transactions, outstanding invoices, and credit notes.

7. Administrative & Support Functions

• Assist in training new hires on order processing, billing, and shipping documentation procedures.

Required Qualifications & Skills:

Education & Experience:

• Diploma or Bachelors degree in Accounting, Finance, Business Administration, Supply Chain, or a related field.

• 3 - 5 years

  of experience in order processing, billing, shipping documentation, or accounts receivable.

Technical Skills:

• ERP Proficiency:

  Experience with

  SAP S4Hana Public Cloud, Oracle, or similar order-to-cash and shipping management systems

  .
• Strong knowledge of

  Microsoft Excel

  (pivot tables, VLOOKUP, etc.).
• Understanding of

  invoicing procedures, taxation, and revenue recognition principles

  .
• Familiarity with

  shipping documentation

  (Delivery Notes, Packing Lists, Commercial Invoices, etc.).
• Knowledge of

  financial regulations, tax laws (GST, VAT), and compliance requirements

  .

Soft Skills:

• High level of

  accuracy and attention to detail

  .
• Good

  communication skills

  for interacting with internal teams and customers.
• Strong

  organizational and time management skills

  to handle multiple tasks.

• Problem-solving ability

  to resolve order, billing, and shipping discrepancies efficiently.

Work Environment & Reporting Structure:

• The Billing & Order Processing Clerk will work closely with the

  Billing Team Lead, Regional Sales Team , Commercial Managers, Service Managers, Logistics, and Finance teams

  .
• The role may require flexibility during peak order periods and financial closing cycles.