Billing & Order Processing Clerk

The Billing & Order Processing Clerk is responsible for processing customer orders, generating accurate invoices, handling shipping documents, and ensuring seamless billing operations. This role requires close collaboration with sales, finance, logistics, and regional sales team closely, as well as commercial managers and service managers, to manage order fulfilment while maintaining compliance with company policies and financial regulations.

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.