Occupational Standard - SSC/N2302 | SSC

Occupational Standard - SSC/N2302

Occupational Standard - SSC/N2302
Code SSC/N2302
Version 0.1
Industry Sub-Sector IT-ITeS/Business Process Management
Title Process invoices, credit notes and claims
Description This unit is about processing invoices and credit notes from vendors and travel and expenses claims from personnel/employees, as part of an outsourced finance and accounting process.
Scope

Scope

This unit/task covers the following:

Codes:

·     cost centre codes

·     accounting codes

·     tax codes

Appropriate people:

·     line manager

·     cost centre managers

·     subject matter experts

Performance Criteria

Performance Criteria (PC) w.r.t. the Scope

 

To be competent, you  must be able to:

PC1.        check systems to verify whether invoices and claims have already been received and recorded

PC2.        validate invoices against purchase orders (POs) and/or other documentation received and assign appropriate codes

PC3.        validate vendor credit notes against relevant invoices and assign appropriate codes

PC4.        validate expense items against relevant expense policies and assign appropriate codes

PC5.        identify any issues with invoices, credit notes and claims and clarify these with relevant vendors or personnel/employees

PC6.        enter invoices, credit notes and claims into your organization’s systems, following your organization’s policies, procedures, guidelines and client-specific SLAs

PC7.        check processing of invoices, credit notes and claims with peers and/or supervisor, as required

PC8.        submit entered invoices and claims for review and approval by appropriate people

PC9.        update invoices and claims in your organization’s systems in case of changes

PC10.    reconcile invoices, credit notes and claims against system entries on a periodic basis, as required

PC11.    obtain advice and guidance from appropriate people, where required

PC12.    comply with your organization’s policies, procedures, guidelines and client-specific SLAs when processing invoices, credit notes and claims

Knowledge

Knowledge and Understanding (K)

A.   Organizational

Context (Knowledge of the company/  organization and  its processes)

You need to know and understand:

KA1.       your organization’s policies, procedures, guidelines and client specific SLAs for finance and accounting services, and your role in applying  these

KA2.       your role and responsibilities and how these relate to end business goals

KA3.       your organization’s systems, tools and processes for recording and managing:

·         vendor invoices and credit notes

·         travel and expenses claims

·         upstream and downstream processes

KA4.       your organization’s procedures and the appropriate codes required for validating:

·         received invoices against purchase orders

·         vendor credit notes against invoices

·         expense items against expense policies

KA5.       legislation and regulations relating to accounting services

KA6.       the required timescales for invoices, credit notes and claims and the importance of complying with these

KA7.       data/information required to process invoices, credit notes and claims

KA8.       who to involve when checking and processing invoices and claims

KA9.       the purpose of verifying whether invoices/claims have already been received

KA10.    who to involve when submitting invoices and claims for review and approval

KA11.    your organization’s processes and guidelines for communicating with vendors and personnel/employees

KA12.    who to obtain advice and guidance from

KA13.    methods and techniques when working with others

KA14.    standard tools and templates available and how to access and use these

KA15.    your organization’s process for  clarifying issues with vendors or personnel/employees

KA16.    your organization’s policies and procedures for recording and storing records, maintaining information security and protecting data and the importance of complying with these

B. Technical  

     Knowledge

You need to know and understand:

KB1.      different codes and coding structures for cost centre’s, accounts and tax purposes and how to select the appropriate code

KB2.      common issues that may occur when validating and coding invoices, credit notes and claims and how to resolve these

KB3.      how accounting entries are used and the impact of inaccuracies

KB4.      the importance of reconciling invoices, credit notes and claims against system entries and how to do this

Skills

Skills (S)

A.      Core Skills/ Generic Skills

Writing Skills

You need to know and understand how to:

SA1.       Complete accurate well written work with attention to detail

SA2.       Communicate with others in writing

Reading Skills

You need to know and understand how to:

SA3.       follow guidelines, procedures, rules and service level agreements

Oral Communication (Listening and Speaking skills)

You need to know and understand how to:

SA4.       listen effectively and orally communicate information accurately

SA5.       ask for clarification and advice from others

B.      Professional Skills

 

 

Decision Making

You need to know and understand how to:

SB1.       follow rule-based decision-making processes

SB2.       make decisions on suitable courses of action

Plan and Organize

You need to know and understand how to:

SB3.       plan and organize your work to achieve targets and deadlines

CustomerCentricity

You need to know and understand how to:

SB4.       carry out rule-based transactions in line with customer-specific guidelines, procedures, rules and service level agreements

SB5.       work effectively in a customer facing environment

SB6.       deliver consistent and reliable service to customers

Problem Solving

You need to know and understand how to:

SB7.       refer anomalies to the supervisor

SB8.       seek clarification on problems from others

Analytical Thinking

You need to know and understand how to:

SB9.       analyze data and activities

SB10.    pass on relevant information to others

Critical Thinking

You need to know and understand how to:

SB11.    apply balanced judgments to different situations

Attention to Detail

You need to know and understand how to:

SB12.    check your work  is complete and free from errors

SB13.    get your work checked by others

Team Working

You need to know and understand how to:

SB14.    contribute to the quality of team working

SB15.    work effectively in a team environment

C.      Technical Skills

You need to know and understand how to:

SC1.  use information technology effectively to input and/or extract data accurately

SC2.  identify and refer anomalies in data

SC3.  store and retrieve information

SC4.  keep up to date with changes, procedures and practices in your role

SC5.  use software packages and tools specific to your field of expertise

Attachment os_attachments/SSC_N2302_V0.1.pdf
Last Review On May 8, 2015, 5:16 p.m.
Next Review On

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