Accountant

JOB DESCRIPTION

Position: Accountant – GST Invoicing & Inventory Management

Department: Accounts & Finance

Designation: Accountant

Employment Type: Full-Time

Reporting To: Accounts Manager / Finance Manager / Management

Work Location: As per company requirements

1. Job Summary: We are looking for a detail-oriented and responsible Accountant to manage the company's day-to-day accounting operations, GST invoicing, logistics documentation, credit note generation, stock entries, and inventory management.

The candidate will be responsible for ensuring accurate and timely preparation of GST invoices, maintenance of transport-related documentation (LR), processing of credit notes, recording purchase and sales transactions, and maintaining proper stock records.

The ideal candidate should have good knowledge of GST procedures, accounting principles, inventory management, and accounting software, along with strong coordination and documentation skills.

2. Key Roles & Responsibilities

A. GST Invoicing & Sales Accounting

• Prepare and generate GST-compliant sales invoices accurately and on time.

• Verify customer details, GSTIN, billing address, shipping address, HSN/SAC codes, applicable GST rates, and other invoice particulars.

• Ensure correct calculation of CGST, SGST, IGST, and other applicable charges.

• Generate tax invoices, bill of supply, proforma invoices, and delivery challans wherever required.

• Maintain proper records of all sales invoices in the accounting software.

• Verify sales orders against invoices before processing.

• Coordinate with the sales and dispatch departments for timely invoice generation.

• Ensure invoices are properly recorded and filed for future reference.

• Assist in maintaining GST sales registers and reconciliation of sales data.

B. LR (Lorry Receipt) Preparation & Filing

• Prepare and maintain LR (Lorry Receipt) documentation for goods dispatched to customers.

• Verify transporter details, vehicle numbers, LR numbers, dispatch dates, and delivery details.

• Ensure LR details are correctly linked with the respective sales invoices and delivery challans.

• Maintain a systematic record of LR copies, both physically and digitally.

• File and organize transport documents for easy retrieval.

• Coordinate with transporters, logistics personnel, and dispatch teams regarding shipment documentation.

• Track pending LR copies and follow up with transporters for submission.

• Verify freight charges and transportation-related documentation wherever applicable.

• Ensure proper documentation of dispatched goods and maintain a record of goods in transit.

C. Credit Note Generation & Management

• Generate GST credit notes against sales returns, rate differences, discounts, damaged goods, shortages, and other approved adjustments.

• Verify the reason and supporting documents before generating credit notes.

• Ensure proper reference to the original sales invoice.

• Verify customer details, GSTIN, taxable value, and applicable GST amounts.

• Obtain necessary approval from the concerned department or management before issuing credit notes.

• Record credit notes accurately in the accounting software.

• Maintain a separate register of credit notes issued.

• Coordinate with the sales and accounts teams for customer ledger adjustments.

• Ensure credit notes are properly reflected in GST records and reconciled with applicable GST returns.

D. Stock Entry & Inventory Management

• Record daily inward and outward stock movements in the accounting or inventory management software.

• Enter purchase receipts and update stock quantities upon receipt of goods.

• Verify received goods against purchase orders, supplier invoices, and delivery challans.

• Check item descriptions, product codes, quantities, units, and other relevant details.

• Record stock transfers between warehouses, branches, or locations.

• Update inventory records for sales, purchase returns, sales returns, damaged goods, and other stock adjustments.

• Maintain accurate item-wise stock registers.

• Monitor minimum stock levels and inform management about low-stock items.

• Identify stock discrepancies and coordinate with the warehouse team for corrections.

• Conduct periodic physical stock verification and reconcile physical stock with system stock.

• Maintain records of damaged, defective, expired, or non-moving inventory, wherever applicable.

• Ensure proper documentation for all stock adjustments.

E. Purchase & Vendor Accounting

• Record purchase invoices and verify them against purchase orders and goods received.

• Check supplier GSTIN, invoice details, taxable values, and GST calculations.

• Maintain purchase registers and vendor ledgers.

• Record debit notes and purchase returns wherever applicable.

• Coordinate with vendors regarding invoice discrepancies and missing documents.

• Assist in vendor statement reconciliation and follow up on pending bills.

• Maintain proper records of all purchase-related documents.

F. Customer & Ledger Management

• Maintain customer accounts and update receipts, payments, invoices, and credit notes.

• Regularly reconcile customer ledgers.

• Monitor outstanding payments and prepare debtor ageing reports.

• Coordinate with the sales team for payment follow-ups.

• Identify and resolve discrepancies in customer accounts.

• Maintain accurate records of customer transactions.

G. Documentation & MIS Reporting

• Maintain proper filing of sales invoices, purchase invoices, LR copies, credit notes, delivery challans, and stock records.

• Prepare daily sales and dispatch reports.

• Prepare stock movement and inventory reports.

• Maintain records of pending invoices, pending LR copies, and credit notes.

• Submit daily, weekly, and monthly reports to management.

• Ensure all accounting and inventory documents are properly maintained for audits and statutory requirements.

3. Candidates having experience in the following areas will be preferred:

• Trading, distribution, manufacturing, or wholesale business.

• GST billing and e-invoice processes.

• E-way bill generation and documentation.

• Transporter coordination and LR management.

• Warehouse stock management.

• Tally Prime with inventory module or ERP-based accounting.

• GST reconciliation and monthly accounting procedures.

4. Key Performance Indicators (KPIs):

• Accuracy and timeliness of GST invoice generation.

• Correctness of LR documentation and filing.

• Accuracy of credit note preparation.

• Timely updating of purchase and sales entries.

• Accuracy of stock records and inventory reconciliation.

• Minimal discrepancies between physical and system stock.

• Proper maintenance of accounting documents.

• Timely submission of daily and monthly MIS reports.

• Effective coordination with sales, purchase, warehouse, and logistics teams.

Overall Objective: To ensure smooth day-to-day accounting operations, accurate GST billing, proper logistics documentation, timely stock updates, and effective inventory control within the organization.

• It is a Full Time Accountant job for candidates with 1 - 3 years of experience.