SAP Encoder

The SAP Encoder is responsible for creating Purchase Orders (POs) based on approved quotations for both products and services. He/She shall consistently cross-check the details indicated in service invoices and delivery receipts against the approved orders to ensure accuracy and completeness. The SAP Encoder shall ensure that the transmittal tracker is updated daily and that original delivery receipts and service invoices are properly endorsed to the Accounting Department for payment processing. He/She shall also assist the Procurement Officer in validating supplier accreditation requirements and perform other related duties and responsibilities as may be assigned from time to time.

DUTIES & RESPONSIBILITIES

● Purchase Order Processing: Create Purchase Orders (POs) in SAP based on approved quotations for products and services, ensuring that all details are accurate and consistent with the approved terms and conditions.

● Document Verification: Cross-check service invoices, delivery receipts, and other supporting documents against approved Purchase Orders to verify accuracy, completeness, and compliance with the corresponding orders.

● Transmittal Monitoring: Maintain and update the transmittal tracker on a daily basis to ensure proper monitoring and timely submission of documents.

● Document Endorsement: Ensure that original delivery receipts, service invoices, and other required documents are properly organized and endorsed to the Accounting Department for payment processing.

● Issuance Monitoring: Ensure that all issued supplies and materials are properly recorded, monitored, and accounted for on a per-item basis.

● Supplier Accreditation Support: Assist the Procurement Officer in validating and reviewing supplier accreditation requirements and supporting documents to ensure compliance with established company policies and procedures.

● Procurement Support: Provide administrative and operational assistance to the Procurement Officer in procurement-related activities and documentation.

● Other Duties: Perform other related duties and responsibilities as may be assigned by the immediate supervisor from time to time.

JOB SPECIFICATIONS

Education

● Bachelor's degree in Business Administration, Management, or a related field.

Work Experience

● Experience in data entry and administrative work is an advantage.

● Minimum of two (2) years of hands-on experience using SAP Hana.

● Proficient with Google or Microsoft office applications.

● Must be willing to undergo training and learn the company’s procurement, SAP and document

management processes.

Competencies / Training / Skills Required

● Strong attention to detail and accuracy in data entry and document verification.

● Ability to identify discrepancies and inconsistencies in Purchase Orders, invoices, delivery receipts, and inventory records.

● Willingness to learn and adapt to company systems, processes, and procedures.

● Good computer skills, particularly in Microsoft Excel, Word, and email applications.

● Accurate and efficient data entry skills.

● Good filing and document organization skills.

● Ability to prepare and maintain trackers, reports, and records