| Detail | For this role |
|---|---|
| Department | Operations |
| Level | Entry level |
| Reports to | Operations Manager |
| Direct reports | None |
| Experience | 1 to 4 years in order processing, sales coordination or customer service |
Order Processing Executive job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Order Processing Executive
Department: Operations
Reports to: Operations Manager
Location: [City], [office, branch or site]
About the role
An Order Processing Executive turns customer orders into accurate sales orders in the company's system and follows them until dispatch and billing. The role receives orders by email, portal, EDI or phone, checks prices, stock and credit limits, enters or releases the order, coordinates with the warehouse and keeps customers updated. A good order processing executive gets orders right the first time, because every error returns later as a return, credit note or unhappy customer.
Key responsibilities
- Receive customer orders from email, portal, EDI, sales staff or phone, and log each one on receipt.
- Check each order for correct product codes, quantities, prices, discounts, delivery address and tax details.
- Verify stock availability and customer credit limits, and hold failing orders with a clear reason.
- Enter or release sales orders in the ERP and send order confirmations to customers.
- Coordinate with the warehouse and dispatch teams on picking, packing and vehicle plans for confirmed orders.
- Follow each order to delivery and inform customers of delays or partial supplies.
- Process order changes, cancellations and returns as per policy, with approvals where needed.
- Work with accounts on invoices, e-way bills and credit notes linked to orders.
- Prepare daily reports on orders received, processed, pending and backordered.
Requirements
- Graduate in commerce or business
- Hands-on experience with an ERP such as SAP SD, Oracle or Tally
- Knowledge of GST invoicing basics is an advantage
- 1 to 4 years in order processing, sales coordination or customer service
KRAs and KPIs for a Order Processing Executive
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Order accuracy | Order entry errors below 0.5 percent of orders processed in the month |
| Processing time | Orders entered within 4 working hours of receipt |
| Order fill | Orders dispatched complete and on time at 95 percent or more |
| Customer updates | Customers told of every delay or short supply before the committed date |
| Pending orders | No order pending beyond 2 days without a documented reason |
Skills and tools
Tools used day to day: SAP SD, Oracle or Tally, MS Excel, Customer portal or EDI, Email, E-way bill portal.
Reporting line and career path
Next roles: Order Management Executive, Senior Operations Executive, Sales Operations Executive
Interview questions for a Order Processing Executive
- An order arrives with a price that does not match the price list. What do you do?
- How do you handle an order from a customer who has crossed their credit limit?
- Walk me through the steps from receiving an order to its dispatch.
- A customer wants to change quantities after the order is picked. How do you manage it?
- What checks do you run before releasing an order for dispatch?
- Tell me about an order error you made and how you fixed it.
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What does an order processing executive do?
An order processing executive receives customer orders, checks them for correct products, prices, stock and credit limits, enters them as sales orders in the ERP, coordinates dispatch with the warehouse, updates customers on status and handles changes, cancellations and returns. They also support invoicing and e-way bills.
What skills are required for order processing?
The core skills are careful checking of prices, quantities and tax details, ERP order entry, basic knowledge of GST invoices and e-way bills, and clear communication with customers and the warehouse. Speed matters, but accuracy matters more, because one wrong order creates work for several departments.
What is the difference between order processing and order fulfilment?
Order processing covers receiving, checking and entering the order and confirming it to the customer. Order fulfilment is the physical part that follows: picking, packing, dispatch and delivery. In many companies the order processing executive coordinates both and stays with the order until it is delivered and billed.