Billing Administrator at Altron Bytes Systems Integration

Job Description

Monthly SLA Billing

• Receive monthly billing schedule, detailing amount that needs to be billed, along with site and period covered, from Account Manager.
• Preparing Sales Order to include information provided on the sales order.
• Preparing, if necessary the Purchase Order to vendor for the service provided for monthly SLA billing.
• Creating Pro Forma invoices showing information and mailing to Account Manager for review.
• Processing approved Pro-Forma invoice to Tax Invoice and mailing the Invoice to Account Manager.
• Ensuring accurate records of monthly SLA billing are kept to ensure that increases are implemented, when needed and to avoid duplicating or missed billing.

OPD Billing

• Daily checks under the ‘assign to billing department’ queue on the OPD system across several business units

On an assigned call, the following is checked before billing can take place:

• Customer Purchase Order – the value of the Sales Order must correspond with the customer purchase order.   The VAT number and company name must be completely accurate.  Should this not match, the administrator must ‘reject the billing’
• Picking and marking – this needs to be checked to ensure that the correct stock has been selected and that the stock registered on the Purchase Order is correctly picked and marked on the Sales Order.   If the correct picking and marking has not been done, the order will be sent to ‘rejected billing queue’.
• Signed Delivery Note and/or Sign Off – if stock has been delivered or an installation or repair has taken place, a signed DN or sign off must be attached to the OPD call.   If this is not found, the order must be rejected and no billing will be done.
• If all is in order, the Sales Order is billed and the Tax Invoice must be uploaded to the OPD order.  The ‘In Progress’ field must be completed with the name of the correct debtor’s clerk and the order must be marked as ‘billing completed’.  The invoice number and the date of the invoice must be entered onto the completed order. The Tax Invoice is emailed together with the signed DN or sign off to the Account’s Manager.

Processing of Purchase Orders

• A vendor invoice will be sent or assigned to the billing administrator.   A new Purchase Order in the name of the Vendor and a corresponding Sales Order (for the customer), will need to be created.
• Such requests are generally done for monthly SLA billing or monthly services.
• To process the Purchase Order, a supplier invoice is required.   Information required to create the Purchase Order, includes, the name of the Vendor and Customer.  The business unit and the name of the account manager.  The correct item number is entered on AX, which correctly reflects the service that has been rendered or product purchased.
• On receipt of the Vendor’s Tax Invoice, the administrator will make certain that the value of the invoice and the purchase order corresponds.  The PO is checked to ensure that the business unit is correct and delivery date is shown.   The stock or service is then registered correctly as a serial number and the vendor’s invoice number is used as the product receipt for the PO.  The vendor’s invoice number will again be used as the invoice number for the Purchase Order.  The invoice is stamped and the information such as order number, date Debtor ID and Customer ID is completed and submitted to the creditor’s department for payment.
• The sales order is processed, using the registered serial number and delivered.  Should a value be present, the administrator will ensure that the value corresponds with the customer’s Purchase Order.  In the case of a zero-value customer invoice which is for cost purposes only, the invoice will be processed with no value.  Any Tax Invoice with a value must be mailed to the relevant Account Manager.

Creating and Processing of Credit Notes

• In the case where a process Tax Invoice needs to be credited, the administrator will be required to prepare all the necessary Request for Credit Note Form.  The details required include:
  • Debtor name and ID.
  • Tax Invoice Number and date processed.
  • Copy of the Tax Invoice
  • Reason for Credit.
• Once the correct details have been correctly entered, the administrator is required to send the documentation to the account manager to obtain signatures for the credit.  If the credit is required, simply due to an incorrect account number user – where there is no loss, only the Financial Manager’s signature is required. If the error is on the part of the billing administrator, it is the administrator’s responsibility to obtain all signatures needed.

When the paperwork has been signed off the administrator will pass a credit in the following method:

• Creating a Sales Order and selecting Credit Note.
• The stock attached to the sales orders will need to be registered, so that the same stock can be picked on the re-invoice.
• Should the PO require crediting, this can be done by selecting the purchase order functionality in the Sales Order and generate a credit PO.
• To create a re-invoice, a sales order is created and the same stock used in the original invoice is picked – ensuring that the marking is correctly done and the sales order is linked to the credit note that has been passed.
• The credit note paperwork, together with the credit note and re-invoice is saved onto OPD and marked as ‘completed’ and re-assigned to the relevant debtors’ clerk.
• A copy of the all the paperwork is filed together with the credit note and re-invoice (if done).

Ad-Hoc Billing

• From time to time, an Account Manager will mail the administrator with an ad-hoc billing request.   The invoice will include no stock but will include services rendered.  The administrator will create a sales order using the correct item number that correctly reflects the service rendered. 
• The customer’s Purchase Order must be present to allow the administrator to ensure that the value corresponds and that all details are correct, such as VAT number, Company Name, address, etc.
• When the Pro Forma invoice is created, it is sent to the account manager for approval.  The invoice is processed and this is mailed to the manager.

Billing Queries

• The account’s department will require the administrator to resolve billing queries, which includes providing costs and revenue for various billing.  The administrator will investigate the queries by providing a Purchase Order Number for costs or an Invoice number for revenue.   If the billing is a zero value, the administrator will provide a sign-off permitting the customer to be billed at a zero value. 
• In cases of deferred revenue billing, the administrator will be asked to provide a period for the billing.

Processing of Sales Orders and Purchase orders

• Invoicing Customers bring in cost for SLA

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Educational Qualifications:

• Matric

Years of Experience:

• 2 to 3 years

Other requirements:

• Microsoft Office experience

Behavioural Competencies:              

The incumbent is required to have demonstrated the following competencies:

• Communication skills: Clearly conveying information and ideas through a variety of media to individuals or groups in a manner that engages the audience and helps them understand and retain the message
• Customer Focus:  Making customers and their needs a primary focus of one's actions; developing and sustaining productive customer relationships
• Continuous learning: Actively identifying new areas for learning; regularly creating and taking advantage of learning opportunities; using newly gained knowledge and skill on the job and learning through their application
• Contributing to team success: Actively participating as a member of a team to move the team toward the completion of goals
• Managing work (time management): Effectively managing one’s time and resources to ensure that work is completed efficiently
• Compliance: Adhere to policies and procedures and meet deadlines