Sales Accountant

Job Purpose

Accountant(Sales) is responsible for high volume of customer billing the sales division AR auto invoicing module and accurate issuance of hydrocarbon invoices and bills of services which are provided to customers based on the approved contractual terms & conditions and in line with ADNOC distribution corporate policy and guidelines, dispatching invoices with supporting documents using various submission methods, such as manual delivery or email them to respective sales managers as applicable. The Accounting (Sales) is expected to resolve submission issues, and generate sales AR invoices, credit/debit notes, and service invoices based on sales order and billing cycle,

Additionally, the Sales Accountant manages accounts receivable in regard of 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 SAP system for all hydrocarbon products and services performed within established deadlines by resolved all related invoice issues such as: cost estimate, wrong pricing, etc… and maintain billing price with sales team/IT and obtain the final confirmation, Process sales orders & deliveries 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 monthly bases for two billing cycle day 15th & 31st each month for Commercial customers and one billing cycle (monthly) for Gov’t customers.
• Assist internal and external audit and ICFR team on their monthly/ year end audit requirements and provide the required quarterly and year end billing reports/delivery scanned copy as per required.

• Monitor and reconciles discrepancies in sales data to maintain the integrity of financial records.
• Collaborates with the sales team to ensure the correct recording of sales transactions.
• Ensures compliance with established accounting standards and procedures.
• Additional duties e.g. scanned billing, records, archiving, filing, sort deliveries copy, attached deliveries with invoices on monthly basis, share Govt. invoices hard copy with sales team and obtaining/organizing supporting documentation including preparation of reports and spreadsheets as needed.

Job Specific Accountabilities2

Internal Controls and Revenue Safeguarding

• Develop and implements 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 updates 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. Coordinates with IT and finance departments to resolve any data integration issues.
• Maintains accurate and up-to-date sales invoices records in the financial system.
• Generates 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 for invoices uploading challenge/roadblocks.
• Collaborates 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.
• Maintains a database of historical sales uploading invoices tracker performance data for trend analysis.

Job Specific Accountabilities3

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.
• Coordinates with respective sales team to ensure monthly/biweekly update of product prices in the system.
• Collaborates 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 implements 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 Investigate and resolves 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 & 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 & roadblocks issues and identifies trends, opportunities, challenges and areas for improvement.
• Collaborates 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 & Skills

• 6 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 adhere to guidelines policy and procedures.
• Innovative and conceptual thinking.
• Knowledge of ADNOC Distribution’s business objectives, operations and of the regional laws and regulations
• Effective communication skills
• Able to record all revenues in a timely manner and present detail invoice outstanding tracker report on timely basis.
• Able to accurately prepare necessary entries for the recharges/reallocation of the costs within the company for ADNOC and Group companies.
• Able to do transactions posting and ensures all related transactions to the company accounting recorded on timely basis.
• Able to handle and resolve inconveniences or discrepancies in sales invoices and debit notes.
• Able to interact with Customers for the 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 the finished products or services.