Trainee - Invoice Processing

Trainee - Invoice Processing & related MIS

Roles & Responsibilities

1. To process foreign vendor Invoices related to purchase/Repair/Warranty/BFE and ensure submission of related freight bill to finance within 7 days from the date of receipt to IGO

• Verify all invoices related to material purchasing/repair/warranty to ensure that delivery of part is confirmed with corresponding GRN, delivered part match order and prices match order.
• Ensure submission of bills after verification along with supporting documents to finance within 5 days from the date of receipt to IGO

2. To monitor payment status and follow up with finance for timely payment to all the foreign vendors

• Sending Ageing sheet to finance on a weekly basis which captures all the invoices forwarded to finance and not remitted within 10 days from the date of submission.
• Obtain and work on SOA of foreign vendors on monthly basis and work out the same to tally the forwarded Invoices and to find missing invoices.

3. Indigenization of Placard originally purchased through OEMs

• Dispatch of Master Samples on receipt from respective team to M/s Image Labs and co-ordinate with M/s. Image Labels for sampling of placards.
• Obtaining required sample approval post sample testing for further procurement action.

4. Preparation of monthly MRO expense report with list of invoices forwarded to finance for preparation of department cost report (DCR) so as to provide appropriate monthly provisions for budgeting

• Preparation of MRO expense report for budgeting purposes on monthly basis.
• Provide appropriate provisions based on working from SOA in line with master data excel sheet. Forward list of bills forwarded to Finance.

5. Working on non-invoice report every quarter related to domestic vendors for timely closure of non- invoice report

• Work out non-Invoice report related to domestic vendors every quarter for timely closure of non-invoice report. Checking and verifying invoices pending with Engineering, forwarded to Finance or not received from vendor against non-invoice report in line with Master Data and AMOS receiving tracking module.
• Follow-up with vendor to obtain invoices not received at IGO and for pending cases to be closed asap so that open items are minimal at the end of financial year.