Interview Date:29th Dec -11:00 AM -2pm
Interview Location:
HCL Tech
No. 602/3/138, Special Economic Zone, Elcot-Sez, Medavakkam High Road, Sholinganallur, Chennai - 600119 Tower 4
Experience :3-5yrs and 6-9yrs
Notice period up to 50 days
Job Location:Chennai,Navalur
Candidate should be ready to work in US shift
Job Role: Team Lead /Analyst
Interview Location:
The Accounts Receivable & Customer Invoicing Specialist is responsible for customer billing, credit memo processing, receivables management, collections, deduction resolution, and month-end closing activities. The role requires strong customer communication skills, accuracy in billing, and expertise in managing A/R activities within ERP systems.
1. Customer Invoicing
- Prepare accurate customer bills and invoices.
- Communicate with customers to obtain required sales and billing information.
- Determine appropriate value-added or sales tax (International only).
- Calculate VAT or sales tax collected for invoicing (International only).
- Enter billing transactions manually and electronically into the billing system.
- Prepare manual invoices in the ledger when required.
- Issue credit memos and refund checks within approved thresholds.
- Send special invoices as needed.
- Perform A/R drafting processes.
- Conduct credit card settlements.
- Make process adjustments including deductions, credits, and chargebacks.
- Prepare and send ad-hoc/manual invoices.
2. Receivables Management
Accounts Receivable Policy and Strategy
- Recommend improvements and changes to accounts receivable processes.
Customer Master Data
- Maintain and update customer master data in the system.
Periodic Close & Reconciliation
- Match remittances to outstanding customer balances.
- Reconcile customer receivable general ledger accounts with the A/R subsidiary ledger.
- Prepare and distribute aged receivable reports.
Customer Queries (Level 1)
- Manage, document, and resolve L1 customer queries.
- File, store, and track related customer documentation.
3. Collections Management
Strategy and Policy
- Recommend improvements to collection procedures and strategies.
Collections Activities
- Monitor aged accounts receivable and identify overdue accounts.
- Proactively engage with customers to collect larger balances before they become overdue.
- Record results of all customer interactions in ERP and follow-up systems.
- Prepare and maintain customer commitment files.
- Track actual collections against commitments and address shortfalls.
Customer Queries (Collections)
- Investigate and resolve customer queries related to collections, including triggering credit notes if required.
- Properly document communication outcomes across all channels (phone, email, fax).
- Research and verify receipt of payments.
4. Deduction Management
Resolve Deductions
- Review daily deductions and obtain all required supporting documentation.
- Continuously monitor and analyze deduction trends.
- Communicate internally and externally to resolve deduction-related issues.
- Resolve deductions and prepare correcting entries.
- Code and process credit memos accurately.
- Apply or offset payments and credit memos.
- Perform write-offs as per corporate policies and business recommendations.
5. Month-End Close & Reporting
Periodic Close Activities
- Analyze monthly write-offs and provide explanations.
- Perform month-end close tasks in adherence to corporate timelines.
- Prepare analysis of current deductions based on management requirements.
- Provide detailed explanations of deductions,credit memos, and unapplied cash.
- Prepare month-end reports, including:
- DDO (Days Deductions Outstanding)
- Open balances
- Significant change analysis
The Customer Invoicing & Billing Specialist is responsible for preparing accurate and timely invoices, maintaining billing information, validating sales and tax data, and ensuring proper settlement and chargeback processing. The role supports Pipeline Invoicing, Terminal Invoicing, and Terminal Settlement/Transmix Invoicing processes. It requires strong attention to detail, customer communication skills, and hands-on experience in invoice processing within ERP/billing systems.
1. Pipeline Invoicing
Customer Invoicing
- Prepare customer bills and invoices in accordance with tariff schedules and contractual terms.
- Maintain pipeline tariff rates and default charges in the billing system.
- Communicate with customers to obtain accurate sales data.
- Determine applicable value-added or sales tax (for international billing).
- Calculate VAT or sales tax collected (international only).
- Input billing transactions into the systemboth manual and electronic.
- Prepare manual invoices within the ledger as required.
- Issue credit memos and refund checks (within approved thresholds).
- Send special invoices, including those for reimbursable projects.
- Maintain detailed and updated customer account records.
- Perform billing adjustments, including deductions, credits, and chargebacks.
- Prepare and send ad-hoc/manual invoices.
2. Terminal Invoicing
Customer Invoicing
- Prepare customer bills/invoices for terminal operations.
- Communicate with customers to gather sales and volume-related information.
- Determine and calculate appropriate VAT or sales tax (international only).
- Input billing transactions manually and electronically (systems include Synthesis & OTI).
- Prepare manual invoices in the ledger.
- Issue credit memos and refund checks per defined approval limits.
- Send specialty invoices as required.
- Update and maintain customer account master data.
- Perform deductions, credits, and chargebacks.
- Prepare and send manual (ad-hoc) invoices.
3. Terminal Settlement & Transmix Invoicing
Customer Invoicing
- Prepare customer bills and invoices for terminal settlement and transmix activities.
- Maintain and validate customer contractual settlement information, including settlement rates and invoicing terms.
- Manage invoicing elements such as:
- Volumetric adjustments
- Contractual rate updates
- Settlement rate validation
- Communicate with customers to obtain accurate sales and settlement information.
- Determine and calculate VAT or sales tax (international only).
- Enter billing transactions into the systemboth manual and electronic.
- Issue credit memos and refund checks (within defined thresholds).
- Send special invoices and handle reimbursable or exception-based billing.
- Perform billing adjustments, including deductions, credits, and chargebacks.
- Prepare and send manual (ad-hoc) invoices.
