You assist the Operations Controller in verifying 200+ vendor invoices and provisions every month before they are posted to accounts & will prepare billing data for clients to share with accounts for invoicing. Every number gets checked. Nothing moves to Finance without your sign-off first.
What You'll Do
Provision & Invoice Verification
● Receive monthly provisions or invoices submitted by warehousing vendors in Excel format
● Verify that quantities billed (sqft, pallets, MT, kg, boxes) match actual operational data from warehouse MIS reports and stock records
● Cross-check storage area occupancy (daily area × rate) against contracted storage rates
● Verify handling charges (inward and outward) line by line against contracted rate cards
● Check VAS entries & transport — each must have an approval reference before being accepted
● Cross verify each & every records with the respective operations coordinators
● Flag any variance, however small, before a provision is accepted
● Match each GST Tax Invoice against its approved provision
● Verify taxable amount,
GST type (IGST vs CGST+SGST based on vendor and Godamwale entity states), GST amount, and total
● Confirm correct Godamwale entity GSTIN on the invoice — this differs by project location
● Confirm vendor GSTIN on invoice matches ERP vendor master
● Check that invoice mentions the correct Project Code
● Flag invoices where no prior approved provision exists
Duplicate Detection
● Maintain a submission log and cross-reference every current bill against it
● Identify vendors who have sent the same bill twice
● Watch for related-entity duplicates
● Flag revised invoices where the original has not been formally cancelled
Vendor Follow-Up
● Draft and send correction requests to vendors when discrepancies are found
● Follow up for revised provisions or corrected invoices
● Maintain a tracker of open items — what was rejected, what correction was requested, what is pending resubmission