Walk-in || Tally Executive

TALLY OPERATOR / BILLING EXECUTIVE

Company: Tulip Elastics Pvt. Ltd.
Location: SARITA VIHAR, H BLOCK MARKET ,
Department: Accounts / Billing / Dispatch Coordination

EXPERIENCE & BACKGROUND REQUIRED

• Minimum 2 years of continuous working experience in one company / firm is required.
• Candidate should preferably have worked in a manufacturing company or trading company.
• Practical working knowledge of Tally Prime and GST billing is compulsory.
• Candidate must have experience in sales billing, purchase bill entry, Sales Orders, Purchase Orders, E-Way Bills, E-Invoices, Packing Notes, Bank Reconciliation and Debtor Outstanding.

KEY RESPONSIBILITIES

1. SALES BILLING

Prepare customer sales invoices accurately in Tally / company software.

Before making every invoice, verify:

• Customer name
• GSTIN
• Billing address
• Shipping address
• State / Place of Supply
• Purchase Order number
• Purchase Order date
• Article number
• Product description
• Colour
• Quantity
• Unit
• Approved customer price
• Discount
• HSN code
• GST rate
• Freight / other applicable charges

NO BILL SHOULD BE FINALISED WITHOUT CHECKING THE CUSTOMER PO, ARTICLE, COLOUR, QUANTITY, PRICE, GSTIN AND TAX APPLICABILITY.

2. CGST, SGST & IGST KNOWLEDGE COMPULSORY

The candidate must clearly understand the difference between:

CGST – Central Goods and Services Tax

Applicable together with SGST on eligible intra-state transactions, subject to GST rules.

SGST – State Goods and Services Tax

Applicable together with CGST on eligible intra-state transactions.

Example:

If an applicable GST rate is 18%, an intra-state invoice would normally show:

CGST – 9%
SGST – 9%

IGST – Integrated Goods and Services Tax

Generally applicable on eligible inter-state transactions, subject to GST place-of-supply rules.

Example:

If the applicable GST rate is 18%, an inter-state invoice would normally show:

IGST – 18%

Before Billing, the Operator Must Check:

• Customer GSTIN
• State code in GSTIN
• Billing state
• Shipping / delivery state
• Place of Supply
• Whether the transaction is intra-state or inter-state
• Correct HSN code
• Correct GST rate
• Whether CGST + SGST or IGST is applicable
• Whether any special tax treatment has been instructed by the Accounts Department

THE OPERATOR MUST NOT SELECT CGST, SGST OR IGST ONLY BY ASSUMPTION.

Any doubtful transaction must be referred to the Accounts In-Charge / senior before finalising the invoice.

3. CUSTOMER PRICE VERIFICATION

Before every bill:

• Check the customer's approved price list.
• Match customer name.
• Match article number.
• Match colour.
• Match specification.
• Match quantity.
• Match unit.
• Match approved rate.

Any difference between:

• Customer PO
• Company price list
• Sales Order
• Tally price

must be reported before billing.

4. PACKING NOTE

A PACKING NOTE MUST BE PREPARED ALONG WITH THE BILL FOR EVERY APPLICABLE DISPATCH.

Packing Note should include:

• Customer name
• Invoice number
• PO number
• Article number
• Product description
• Colour
• Quantity
• Number of cartons / packages
• Quantity per package, wherever required
• Total quantity
• Gross weight, wherever applicable
• Net weight, wherever applicable
• Packing instructions
• Dispatch details

THE PACKING NOTE QUANTITY MUST MATCH THE INVOICE AND ACTUAL MATERIAL BEING DISPATCHED.

5. SALES ORDER ENTRY

• Enter every Sales Order correctly in company software.
• Check it against the customer's Purchase Order.
• Verify article number, colour, specification, quantity and price.
• Attach / file the Purchase Order with the respective Sales Order.

6. ORDER BALANCE UPDATING

After every bill, update:

• Original order quantity
• Previous dispatched quantity
• Current dispatch quantity
• Total dispatched quantity
• Balance quantity pending

ORDER BALANCE MUST BE UPDATED IMMEDIATELY AFTER THE BILL IS MADE.

7. PURCHASE BILL ENTRY

Every vendor Purchase Bill must be entered correctly in:

• Tally
• Company software / ERP

Check:

• Vendor name
• Vendor GSTIN
• Purchase Order
• Invoice number
• Invoice date
• Material / article
• Quantity
• Rate
• Discount
• HSN
• GST rate
• CGST / SGST / IGST
• Freight
• Other charges
• Total invoice value

The operator must check whether the vendor has charged the appropriate GST based on the available documents and company instructions.

Any difference must be reported to the senior.

8. TDS KNOWLEDGE – COMPULSORY

The candidate should have practical working knowledge of TDS deduction and TDS entries in Tally.

The operator should understand that TDS applicability can depend on:

• Nature of payment
• Vendor / party category
• Applicable section
• Threshold limits
• Applicable TDS rate
• PAN availability
• Company / Accounts Department instructions

The employee may be required to handle TDS-related entries for applicable transactions such as:

• Contractor payments
• Professional / technical services
• Commission
• Rent
• Interest
• Other payments where TDS is applicable

TDS Responsibilities

• Check whether TDS is applicable before passing the relevant payment / accounting entry.
• Use the correct TDS ledger / section in Tally as instructed.
• Calculate and record TDS correctly.
• Check party PAN details wherever required.
• Maintain correct deduction records.
• Adjust vendor payable after TDS deduction.
• Match TDS deductions with payment entries.
• Assist in preparing data required for TDS returns.
• Maintain TDS payable balances correctly.
• Provide party-wise / section-wise TDS information when required.
• Assist in reconciliation of TDS deducted versus TDS deposited.
• Check TDS certificates / Form 16A records when required.

THE OPERATOR MUST NOT CHANGE OR SELECT A TDS RATE, SECTION OR EXEMPTION ON HIS/HER OWN WHERE THERE IS ANY DOUBT. THE MATTER MUST BE REFERRED TO THE ACCOUNTS IN-CHARGE / AUTHORISED SENIOR.

9. TDS DEDUCTED BY CUSTOMERS

The operator should also understand situations where customers deduct TDS from payments made to the company.

The employee may be required to:

• Check invoice amount.
• Check amount received in bank.
• Identify TDS deducted by customer.
• Record the customer TDS deduction in Tally.
• Adjust the customer ledger correctly.
• Keep the balance outstanding correct.
• Match deductions with Form 26AS / applicable tax records as instructed by the Accounts Department.
• Report differences where payment received plus TDS does not match the invoice adjustment.

CUSTOMER OUTSTANDING SHOULD NOT REMAIN OPEN MERELY BECAUSE TDS HAS BEEN DEDUCTED, PROVIDED THE TDS IS PROPERLY IDENTIFIED AND ACCOUNTED FOR.

10. E-WAY BILL / E-INVOICE

• Generate E-Way Bills wherever applicable.
• Generate E-Invoice / IRN wherever applicable.
• Check invoice number, value, GSTIN, Place of Supply, transporter and vehicle details.
• Ensure E-Way Bill and E-Invoice details match the sales invoice.

REQUIRED DISPATCH DOCUMENTS MUST BE COMPLETED BEFORE THE MATERIAL IS DISPATCHED.

11. BANK RECONCILIATION

Bank reconciliation is part of the job.

The employee must:

• Update bank entries in Tally.
• Match bank statement with Tally.
• Check customer receipts.
• Check vendor payments.
• Identify missing entries.
• Identify duplicate entries.
• Identify bank charges.
• Identify unadjusted receipts.
• Identify unadjusted payments.
• Identify customer TDS deductions wherever applicable.
• Report differences promptly.

BANK RECONCILIATION MUST BE COMPLETED WITHIN THE COMPANY'S REQUIRED TIMELINE.

12. DEBTOR OUTSTANDING

Prepare and maintain an updated debtor outstanding report showing:

• Customer name
• Invoice number
• Invoice date
• Invoice amount
• Payment received
• TDS deducted, wherever applicable
• Credit Note adjustment
• Balance amount
• Credit period
• Due date
• Overdue days

13. CREDIT NOTE / DEBIT NOTE

Prepare Credit Notes and Debit Notes only after authorised approval.

Correctly mention:

• Party
• Original invoice
• Amount
• GST impact
• Reason
• Supporting reference

Update both Tally and company software.

14. DAILY FILING

Maintain proper physical / digital filing of:

• Customer Purchase Orders
• Sales Orders
• Sales Invoices
• Packing Notes
• Purchase Bills
• E-Way Bills
• E-Invoices
• Delivery Challans
• Credit Notes
• Debit Notes
• TDS-related supporting documents
• Transport documents
• Required approvals

DAILY WORK REPORT

The employee must complete the company's Daily Work Report showing:

• Sales bills prepared
• Packing Notes prepared
• Sales Orders entered
• Purchase Bills entered in Tally
• Purchase Bills entered in company software
• E-Way Bills prepared
• E-Invoices prepared
• Order balances updated
• Bank reconciliation completed
• Debtor outstanding updated
• TDS entries completed / pending
• Credit / Debit Notes completed
• Filing completed
• Pending work
• Reason for pending work
• Matter requiring senior attention

WORK RESPONSIBILITY & DISCIPLINE

THE EMPLOYEE IS RESPONSIBLE FOR COMPLETING ALL ASSIGNED WORK WITHIN THE GIVEN TIME.

THE EMPLOYEE CANNOT REFUSE REASONABLE WORK RELATED TO HIS/HER JOB PROFILE, BILLING, ACCOUNTS, ORDER ENTRY, GST, TDS, PURCHASE ENTRY, BANK RECONCILIATION, DISPATCH DOCUMENTATION OR RELATED DEPARTMENTAL RESPONSIBILITIES.

THE EMPLOYEE SHOULD NOT STATE "THIS IS NOT MY WORK" OR "I WILL NOT DO THIS WORK" FOR WORK THAT REASONABLY FALLS WITHIN THE ASSIGNED PROFILE.

IF THERE IS ANY GENUINE PROBLEM, MISSING INFORMATION, WORKLOAD ISSUE OR DELAY, IT MUST BE IMMEDIATELY REPORTED TO THE REPORTING SENIOR AND PREFERABLY CONFIRMED IN WRITING.

NO ASSIGNED WORK SHOULD REMAIN PENDING WITHOUT INFORMATION TO THE REPORTING SENIOR.

PERFORMANCE PARAMETERS

Performance will be checked on:

• Billing speed
• Billing accuracy
• Customer price checking
• PO checking
• Article / colour / quantity accuracy
• Correct CGST / SGST / IGST treatment
• Correct Place of Supply
• Correct GST rate / HSN
• Packing Note accuracy
• Purchase Bill entry
• TDS entry accuracy
• Order balance updating
• E-Way Bill / E-Invoice accuracy
• Bank reconciliation
• Debtor outstanding
• Filing
• Daily reporting
• Pending work control
• Timely completion of assigned tasks

BASIC WORKFLOW

CHECK PO CHECK ARTICLE / COLOUR / QTY CHECK PRICE CHECK GSTIN & PLACE OF SUPPLY CHECK CGST/SGST/IGST MAKE BILL MAKE PACKING NOTE MAKE E-WAY BILL / E-INVOICE UPDATE ORDER BALANCE FILE DOCUMENTS UPDATE DAILY REPORT

For purchase/account entries:

CHECK PURCHASE BILL CHECK PO CHECK RATE/QTY CHECK GST CHECK TDS APPLICABILITY ENTER IN TALLY ENTER IN COMPANY SOFTWARE VERIFY FILE REPORT

THE WORK IS COMPLETE ONLY WHEN ENTRY, VERIFICATION, DOCUMENTATION, ORDER-BALANCE UPDATE, FILING AND REPORTING HAVE ALL BEEN COMPLETED.