Accountant
Job purpose
Accountant (Sales) is responsible for a high volume of customer billing in the sales division AR auto invoicing module and accurate issuance of hydrocarbon invoices and bills of services provided to customers based on the approved contractual terms and conditions and in line with ADNOC distribution corporate policy and guidelines. This includes dispatching invoices with supporting documents using various submission methods, such as manual delivery or emailing them to respective sales managers as applicable. The Accounting (Sales) role is expected to resolve submission issues and generate sales AR invoices, credit/debit notes, and service invoices based on sales orders and billing cycles. Additionally, the Sales Accountant manages accounts receivable regarding auto sales division AR invoicing processes, safeguarding revenue streams and contributing to informed decision-making. Their efforts ensure precise financial records, robust internal controls, and overall financial health of the company, thereby supporting operational success.
Job specific accountabilities
Sales transaction processing and validation
Ensure customers are accurately invoiced in the SAP system for all hydrocarbon products and services performed within established deadlines by resolving all related invoice issues such as cost estimates, wrong pricing, etc., and maintain billing price with sales team/IT and obtain final confirmation.
Process sales orders and delivery transactions with precision, maintaining a high level of accuracy in financial entries.
Ensure that all invoices related to respective sales managers for all products are processed accurately and submitted on time.
Work closely with the Controller, Finance (Sales Accounting) to ensure timely completion of all product/service invoice processing for AR finance closing period.
Generate invoices on a monthly basis for two billing cycles: day 15th and 31st each month for commercial customers, and one monthly billing cycle for government customers.
Assist internal and external audit and ICFR teams on their monthly and year-end audit requirements and provide the required quarterly and year-end billing reports and delivery scanned copies as required.
Monitor and reconcile discrepancies in sales data to maintain the integrity of financial records.
Collaborate with the sales team to ensure the correct recording of sales transactions.
Ensure compliance with established accounting standards and procedures.
Perform additional duties such as scanned billing records, archiving, filing, sorting delivery copies, attaching deliveries with invoices on a monthly basis, sharing government invoices hard copy with sales team, and obtaining/organizing supporting documentation including preparation of reports and spreadsheets as needed.
Internal controls and revenue safeguarding
Develop and implement internal control measures to safeguard revenue streams of AR invoices.
Support Controller, Sales Account to conduct regular audits to identify and rectify any AR invoices financial discrepancies.
Maintain documentation of internal control processes and update them as necessary.
Work closely with the finance team to ensure adherence to internal control policies.
Provide recommendations for improving financial control mechanisms.
Integration of sales data
Ensure seamless integration of sales invoices data into the financial accounting system. Coordinate with IT and finance departments to resolve any data integration issues.
Maintain accurate and up-to-date sales invoices records in the financial system.
Generate regular billing reports on the status of sales data integration.
Invoices uploading sales performance tracking report
Prepare detailed invoices sales uploading performance reports, tracking key performance indicators (KPIs).
Analyze sales data to provide insights for strategic decision-making regarding invoices uploading challenges and roadblocks.
Collaborate with the sales team to develop and refine sales strategies based on invoices uploading performance tracking data.
Present sales performance uploading invoices track reports to finance management and other stakeholders.
Maintain a database of historical sales uploading invoices tracker performance data for trend analysis.
Customer invoicing and billing operations
Establish standards to create consistency and expedite the invoicing process.
Ensure the timely submission of invoices to sales managers and relevant departments.
Supervise the correct processing and timely completion of invoice issuance.
Coordinate with respective sales teams to ensure monthly or biweekly update of product prices in the system.
Collaborate with depots and airports to receive PDNs, LDNs, and delivery receipts on time.
Compliance with sales financial regulations and standards
Conduct periodic audits of sales transactions and account records of AR invoices with ICFR team to identify discrepancies and areas for improvement.
Coordinate with external auditors during annual audits, providing necessary documentation and explanations.
Develop and implement internal controls of internal billing procedure to prevent fraud, errors, and noncompliance with financial regulations.
Respond promptly to sales team for customer inquiries regarding billing discrepancies, account statements, and payment terms.
Assist sales team in investigating and resolving disputes of AR invoices by collaborating with the sales teams to ensure customer satisfaction.
Maintain a log of customer inquiries and disputes of AR invoices, ensuring timely follow-up and resolution.
Provide customers with regular account statements and updates to maintain transparency and trust.
Sales financial planning and analysis
Prepare and extract detailed sales billing reports and financial analysis of outstanding balance of AR invoices to support management in decision-making processes.
Monitor sales performance against targets and roadblock issues and identify trends, opportunities, challenges, and areas for improvement.
Collaborate with the finance team to reconcile sales data with overall financial statements related to AR billing balance, ensuring accuracy and completeness.
Minimum qualification
Bachelor’s degree in accounting, business administration, commercial, or any related field.
Minimum experience, knowledge and skills
Six years of experience in accounting in a similar environment.
Knowledge of SAP and Ariba system business workflows, operations processes, accounting management systems, and standards.
Attention to detail and adherence to guidelines, policies, and procedures.
Innovative and conceptual thinking.
Knowledge of ADNOC Distribution’s business objectives, operations, and regional laws and regulations.
Effective communication skills.
Able to record all revenues in a timely manner and present detailed invoice outstanding tracker reports on a timely basis.
Able to accurately prepare necessary entries for the recharges and reallocations of the costs within the company for ADNOC and group companies.
Able to perform transaction posting and ensure all related transactions to the company accounting are recorded on a timely basis.
Able to handle and resolve discrepancies in sales invoices and debit notes.
Able to interact with customers for supply information.
Able to ensure the proper performance and maintenance of trade receivables ledgers for the company supply and trading activity related to sales of finished products or services.