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Booking Executive

1 month ago

Noida, India Republic World Full time

Job Profile: Invoice Booking

Job Title: Invoice Booking Executive / Accounts Payable Executive

Location: India

Department: Finance

Reports to: Accounts Payable Manager

Qualification : B.Com/M.Com, 2 – 5 years of Experience


Job Summary:

The Invoice Booking Executive in India is responsible for the accurate and timely processing of supplier invoices, ensuring that all invoices are properly recorded, verified, and reconciled in the accounting system. The role involves collaboration with various internal teams, vendors, and finance departments to ensure smooth accounts payable operations. This position plays a crucial role in maintaining the integrity of financial records, complying with local tax regulations (such as GST), and ensuring timely payments to suppliers.


Key Responsibilities:

Invoice Verification & Processing:

  • Receive and process invoices from suppliers, ensuring completeness and accuracy.
  • Match invoices to purchase orders (POs) and goods receipt notes (GRNs), ensuring all necessary documentation is provided.
  • Verify that the GST details (such as GSTIN, GST rate, etc.) are correctly mentioned on the invoice and comply with Indian tax regulations.
  • Ensure that invoices are processed in line with agreed payment terms and internal policies.

Data Entry into Accounting Software:

  • Enter invoice details into the accounting system ensuring accuracy in vendor details, amounts, GL codes, and tax entries.
  • Accurately record all financial transactions related to the invoice processing.
  • Organize invoices for payment cycles and ensure that all invoices are accounted for in a timely manner.

GST Compliance:

  • Ensure that all invoices are compliant with GST laws (Goods and Services Tax), including checking the proper GSTIN, GST rates, and tax calculation.
  • Support the GST return filing process by ensuring that all tax-related documents and invoices are reconciled and ready for filing (e.g., GSTR-1, GSTR-3B).
  • Coordinate with the tax team to resolve any GST-related discrepancies or audits.

Discrepancy Resolution:

  • Resolve issues or discrepancies between vendor invoices, purchase orders, and goods receipts (GRNs).
  • Communicate with vendors and internal stakeholders (e.g., Procurement, Operations) to clarify discrepancies and obtain necessary approvals.
  • Escalate issues to the Accounts Payable Manager if required.

Reconciliation:

  • Regularly reconcile vendor accounts to ensure that all invoices and payments are accounted for accurately.
  • Assist with month-end and year-end closing activities, including preparing reports on outstanding invoices and accounts payable.

Record Keeping & Filing:

  • Maintain organized and accurate records of all invoices (physical and digital) as per company policies.
  • Ensure proper filing of invoice documents to facilitate easy retrieval during audits or financial reviews.

Internal Controls & Compliance:

  • Follow internal policies, procedures, and audit controls to ensure the accuracy and compliance of invoice processing.
  • Support any internal or external audits related to accounts payable processes.