Purchase Executive - Andheri East

Department: Accounts & Purchase
Location: Andheri, Mumbai
Experience: 2–4 years preferred
Key Requirement: Hands-on experience in purchase accounting, Tally, GRN/PO verification, and GST reconciliation

About the Role

We are looking for a detail-oriented Purchase Executive to manage purchase invoice verification, GRN and Purchase Order matching, purchase accounting entries, vendor outstanding tracking, and purchase-related GST reconciliation. The role requires strong coordination with vendors, the factory, and internal teams to ensure accurate records, timely bill booking, and closure of pending documentation.

Key Responsibilities 1. Daily Purchase Verification & Accounting

• Verify purchase order (PO) rates against supplier invoice rates and identify discrepancies.


• Check GRN numbers, material quality, and quantities received against the corresponding Purchase Orders and supplier invoices.


• Cross-check each GRN with its respective Purchase Order to ensure accuracy and completeness.


• Pass purchase entries in Tally and update the relevant purchase tracking records in Google Sheets.


• Prepare and maintain daily creditors’ outstanding statements for purchases and expenses.


• Maintain and update the advance payment list with vendor-wise payment and outstanding details.

2. Weekly Bill Verification & Vendor Follow-up

• Verify labour bills against Job Orders, including quantities, rates, and work completion, before booking entries in Tally.


• Prepare vendor payment lists two to three times a week, as per the payment schedule and approval process.


• Verify transportation bills and record the relevant entries in Tally.


• Follow up with the factory, purchase team, and vendors for bills pending against material received on challans.


• Prepare and maintain a weekly pending-bills list for invoices not received from the factory or suppliers.


• Prepare and book debit notes wherever required, based on supporting documents and approvals.


• Follow up with vendors for pending credit notes and ensure timely receipt.


• Upload scanned copies of debit notes to the designated Google Sheets records.

3. Monthly GST Reconciliation & Documentation

• Perform purchase-related GST reconciliation by matching purchase records in Tally with GSTR-2B.


• Follow up with the factory or purchase team to complete inward entries for purchase bills where inwarding is pending.


• Prepare a list of purchase invoices missing from the books as per GSTR-2B and follow up for booking.


• Identify GSTR-2B entries not recorded in the books and coordinate with the concerned team for resolution.


• Prepare and review creditors’ outstanding details as per GSTR-2B for reconciliation and reporting.


• Compile details of challans and bills not received and submit the pending list to the reporting manager.


• Ensure systematic filing and maintenance of purchase invoices, debit notes, credit notes, challans, and supporting documents.

4. Quarterly Vendor Reconciliation

• Obtain account confirmation statements and ledgers from vendors and suppliers.


• Reconcile vendor ledgers with the company’s books of accounts.


• Identify and follow up on discrepancies in vendor balances, payments, invoices, debit notes, and credit notes.


• Coordinate with vendors and internal teams to resolve reconciliation differences and confirm outstanding balances.

Required Skills & Qualifications

• Graduate in Commerce (B.Com preferred).


• 2–4 years of relevant experience in purchase accounting, accounts payable, or vendor reconciliation.


• Working knowledge of Tally and purchase accounting processes.


• Understanding of GST reconciliation and GSTR-2B.


• Knowledge of Purchase Orders (POs), Goods Receipt Notes (GRNs), Job Orders, debit notes, and credit notes.


• Proficiency in Excel and Google Sheets for tracking, reconciliation, and reporting.


• Strong attention to detail, follow-up, coordination, and communication skills.

What Success Looks Like

• Accurate and timely booking of purchase invoices in Tally.


• Correct matching of POs, GRNs, quantities, rates, and supplier bills.


• Updated and reliable creditors’ outstanding and advance payment statements.


• Timely closure of pending bills, challans, debit notes, and credit notes.


• Completion of monthly GST reconciliation with timely follow-up on mismatches.


• Accurate vendor ledger reconciliations and properly maintained supporting documentation.