Job Purpose
To ensure accurate and timely sales billing, purchase invoice entry, and professional customer service at the billing counter while maintaining pharmaceutical product knowledge and following company policies.
Key Duties & Responsibilities
Purchase Bill Entry
- Accurately enter supplier purchase invoices into the billing software.
- Verify product names, quantities, batch numbers, expiry dates, purchase rates, discounts, and bonus quantities.
- Coordinate with goods-checking staff to confirm received quantities and identify discrepancies.
- Report shortages, excess quantities, incorrect rates, and other discrepancies before finalizing entries.
- Maintain accurate purchase records and supporting documents.
- Complete purchase entries within assigned deadlines.
Sales Billing
- Prepare accurate sales invoices according to customer orders.
- Verify product names, strengths, pack sizes, quantities, selling rates, and discounts.
- Follow approved company-wise billing rules and customer-specific restrictions.
- Ensure billing is completed under the correct company, AMD or BMD.
- Check product availability and coordinate with store personnel.
- Follow authorized credit terms and discount policies.
- Process billing corrections and cancellations only with required approval.
- Maintain proper records of invoices and adjustments.
Customer Handling at Billing Counter
- Attend to customers promptly and professionally.
- Understand customer requirements and prepare appropriate invoices.
- Answer inquiries regarding product availability, prices, and billing details.
- Use pharmaceutical knowledge to help identify the correct products, strengths, and pack sizes.
- Handle billing-related complaints politely and efficiently.
- Coordinate with store personnel to minimize customer waiting time.
- Refer disputes and requests requiring special approval to management.
- Maintain a professional and organized billing-counter environment.
Pharmaceutical Knowledge & Compliance
- Maintain updated knowledge of pharmaceutical products handled by the company.
- Identify potential billing errors involving similar medicine names, strengths, and dosage forms.
- Follow applicable pharmaceutical regulations and company procedures.
- Report suspected expired, damaged, or incorrectly identified products.
- Maintain confidentiality of company pricing, customer information, and supplier details.
Reporting & Accountability
The Billing Officer reports directly to the Billing In-Charge or Management.
The employee is accountable for:
- Accuracy of purchase invoice entries.
- Accuracy of sales invoices.
- Compliance with approved rates, discounts, and billing restrictions.
- Timely completion of assigned billing work.
- Professional customer communication.
- Prompt reporting of errors and discrepancies.
- Proper coordination with the store, sales, and goods-checking departments.
Scope of Authority
The Billing Officer is authorized to prepare purchase entries, generate sales invoices, assist customers with billing inquiries, and coordinate routine billing matters.
The position does not include responsibility for receiving cash, processing customer payments, managing QR collections, reconciling cash, or maintaining the cash drawer.
Any unauthorized discounts, credit-limit changes, invoice cancellations, or significant corrections require approval from the designated supervisor.
