Create, review, and process Purchase Orders for vehicle leasing, maintenance, insurance, accessories, and service vendors.
Ensure POs are raised as per approved contracts, rate cards, and authorization matrix.
Coordinate with operations, procurement, and vendors for PO clarifications or amendments.
Maintain proper PO documentation and tracking in ERP / accounting system.
Invoice Verification & Processing
Verify vendor invoices against approved POs, contracts, rate agreements, and delivery/service confirmations.
Check accuracy of:
Invoice values
GST compliance (GSTIN, tax rates, HSN/SAC, place of supply)
Vehicle details (registration number, chassis number, lease ID, etc.)
Identify discrepancies (rate mismatch, excess billing, duplicate invoices) and resolve them with vendors/internal teams.
Ensure timely booking of invoices in the accounting system.
Maintain proper records for audit trail and compliance checks.
Coordination & Reporting
Coordinate with vendors for invoice submission and corrections.
Liaise with internal teams (Operations, Fleet, Finance, Tax).
Prepare MIS reports related to:
PO vs Invoice reconciliation
Pending invoices
Vendor ageing
Cost center / fleet-wise expenses
Skills & Competencies:
Technical Skills
Strong understanding of PO-Invoice matching (2-way / 3-way matching)
Experience with ERP systems (SAP / Oracle / Tally / NetSuite or similar)
Good Excel skills (VLOOKUP/XLOOKUP, Pivot Tables, basic formulas)