Order Entry - Customer Account Representative

Order Entry CAR Role Overview

The Order Entry Customer Account Representative is responsible for managing and processing customer purchase orders (POs) received through various channels including Excel, EDI, and the company's online portal. This role ensures accurate and timely order entry, monitors order status through fulfillment and billing, and collaborates with cross-functional teams including Credit, Logistics, and Production to ensure seamless order-to-cash execution.

Key Responsibilities

Order Entry Processing, Review and Approval

• Manually enter customer orders received via Excel (such as no-charge samples, employee orders).
• Process orders submitted via EDI or directly through the customer portal.
• Ensure all orders are accurately entered into APPX and process as OEI/ISO documents.
• Verify pricing, weight, and order details in coordination with Sales and PMFs.
• Monitor order status through release status (1-OE, 2-Credit, 3-Production) collaboration with Credit Department as needed.

Order Fulfillment & Logistics

• Coordinate with Logistics for delivery appointments or customer pick-up (e.g., Walmart, Target).
• Ensure shipping confirmation and BOL signing triggers OEI/ISO billing process.

Billing & Invoicing

• Validate pricing across PO, PMF, APPX OE, and pending OEI before issuing invoice.
• Issue J&P for invoice posting upon confirmation.
• Handle direct billing for non-production charges (e.g., freight, bottle deposits, over shipments).
• Ensure all changes are supported by revised POs.

Reporting & Monitoring

• Run and analyze reports such as:
• Open Orders to identify overdue orders, missing invoice dates, or orders stuck in status 1 or 2.
• Customer Aging to review customer transactions and balances.
• Remove transfers and flag orders exceeding lead times / overdue.

What Success Looks Like

Success in this role means maintaining accuracy and attention to detail by ensuring pricing and order data are consistent across systems to prevent billing errors. It involves improving customer satisfaction and responsiveness by managing order flow efficiently, especially for high-volume accounts. Strong process ownership ensures smooth transitions from order entry to billing, while proactive problem solving helps prevent delays in credit or fulfillment. Effective cross-functional collaboration with Credit, Logistics, and Production keeps orders moving, and data-driven monitoring of reports helps catch issues early to maintain service excellence as well as to prevent customer fines and fees.

Qualifications

• 2+ years of experience in order entry, customer service, or supply chain operations.
• Familiarity with ERP systems (e.g., APPX) and EDI processes.
• Strong attention to detail and ability to manage multiple order channels.
• Proficiency in Excel and order tracking/reporting tools.
• Excellent communication and cross-functional collaboration skills.
• Experience with eCommerce platforms and customer portals.
• Knowledge of logistics coordination and billing processes.
• Understanding of credit and collections workflows.

Shasta Beverages Inc. provides equal employment opportunities to all applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender, genetics, gender identity, disabled veterans, or sexual orientation.