- Sat Dec 13, 2025 9:59 am#11511
PREPARATION GUIDE – EXECUTIVE (GOODS COUNTER / BILLING) – HASAN TRADE
1. UNDERSTAND THE ROLE
- The position is a full‑time office post at the Purana Paltan outlet.
- Main duties: generating sales invoices and returns, preparing bills and vouchers in Excel, producing weekly and monthly reports, maintaining physical and electronic records, and delivering courteous service to customers.
- You will be the front line for client contact, so strong communication and relationship‑building are essential.
2. KNOW THE COMPANY
- Hasan Trade is an import‑export business located at 162, Shahid Sayed Nazrul Islam Sarani, Dhaka‑1000.
- Review the company website (hasantrade.com) to understand its product range, market focus and recent news.
- Familiarise yourself with typical documentation used in trading (commercial invoices, packing lists, purchase orders, challans).
3. CORE SKILLS TO MASTER
A. Advanced Excel
- Formulas: VLOOKUP / XLOOKUP, IF, SUMIFS, COUNTIFS, INDEX‑MATCH.
- Data tools: PivotTables, PivotCharts, data validation, conditional formatting.
- Macros/VBA basics: automate repetitive billing and reporting tasks.
- Practice creating a sample sales register: include columns for invoice number, date, customer name, item, quantity, unit price, total, tax, and status.
B. Billing & Voucher Preparation
- Use a standard Excel template to generate a bill: company header, customer details, itemised list, totals, and payment terms.
- Learn to calculate sales tax, discounts, and round‑off values automatically.
- Simulate a sales return entry: reverse stock quantity, adjust totals, and generate a credit note.
C. Reporting
- Weekly report: summarize daily sales, returns, and cash receipts; highlight any discrepancies.
- Monthly report: include gross sales, net sales after returns, average ticket size, top‑selling items, and outstanding receivables.
- Create chart visuals (column, line) to illustrate trends.
D. Customer Service & Communication
- Role‑play telephone and face‑to‑face interactions: greeting, confirming orders, explaining invoice details, handling complaints.
- Prepare a short script for regular follow‑up calls (order status, payment reminders).
E. Presentation & Personal Grooming
- Dress in business‑formal attire (shirt, trousers or skirt, polished shoes).
- Keep grooming neat: hair tidy, minimal perfume, clean nails.
- Practice a confident posture, firm handshake, and eye contact.
4. PRACTICAL PRE‑EMPLOYMENT EXERCISES
1. Build a Complete Billing Workbook
- Tab 1: “Invoice Template” – dynamic fields that auto‑populate totals.
- Tab 2: “Sales Register” – a list of 30 sample transactions.
- Tab 3: “Returns” – entries that reference the register and produce credit notes.
- Tab 4: “Weekly Summary” – use PivotTable to calculate daily totals.
2. Create a Monthly Dashboard
- Combine charts for sales volume, returns, and cash flow.
- Add slicers for date range and product category.
3. Mock Customer Calls
- Record yourself answering a simulated inbound inquiry about an invoice discrepancy.
- Review for clarity, tone, and problem‑solving.
4. Documentation Checklist for Interview
- Updated resume highlighting Excel projects, trading experience, and customer‑service roles.
- Copies of academic certificates (Bachelor/Master).
- Two reference letters from previous employers in trading or export/import.
- Printed portfolio of the Excel workbook and dashboard created above.
5. INTERVIEW PREPARATION
- Technical Questions: expect queries on Excel functions, how you handle sales returns, steps for month‑end reconciliation, and record‑keeping practices.
- Scenario Questions: e.g., “A customer disputes a charge on an invoice – how would you resolve it?” Prepare a concise, customer‑centric response.
- Behavioral Questions: demonstrate reliability, teamwork, and ability to maintain a clean work environment. Use the STAR (Situation, Task, Action, Result) method.
- Personal Presentation: arrive 10‑15 minutes early, dress as described, bring the documentation checklist, and maintain a polite, confident demeanor throughout.
6. ON‑THE‑JOB QUICK‑START TIPS
- On day 1, request a copy of the existing Excel billing template and review past weekly/monthly reports to understand the current format.
- Meet the senior staff responsible for finance and ask about any shortcuts or macros they commonly use.
- Set up a systematic filing method: label physical folders (Invoices, Challans, Returns) by month and keep a master index in Excel.
- Schedule a brief daily check‑in with the outlet manager to confirm priorities and any urgent customer issues.
7. CONTINUOUS IMPROVEMENT
- Enroll in an advanced Excel course (e.g., Microsoft Certified: Data Analyst Associate) within the first three months.
- Attend a short customer‑service workshop to sharpen communication skills.
- Propose a quarterly review of the reporting format to suggest efficiency gains.
By following this structured preparation plan you will demonstrate the technical competence, customer‑service orientation, and professional presence that Hasan Trade expects from its Executive – Goods Counter/Billing candidates. Good luck!
1. UNDERSTAND THE ROLE
- The position is a full‑time office post at the Purana Paltan outlet.
- Main duties: generating sales invoices and returns, preparing bills and vouchers in Excel, producing weekly and monthly reports, maintaining physical and electronic records, and delivering courteous service to customers.
- You will be the front line for client contact, so strong communication and relationship‑building are essential.
2. KNOW THE COMPANY
- Hasan Trade is an import‑export business located at 162, Shahid Sayed Nazrul Islam Sarani, Dhaka‑1000.
- Review the company website (hasantrade.com) to understand its product range, market focus and recent news.
- Familiarise yourself with typical documentation used in trading (commercial invoices, packing lists, purchase orders, challans).
3. CORE SKILLS TO MASTER
A. Advanced Excel
- Formulas: VLOOKUP / XLOOKUP, IF, SUMIFS, COUNTIFS, INDEX‑MATCH.
- Data tools: PivotTables, PivotCharts, data validation, conditional formatting.
- Macros/VBA basics: automate repetitive billing and reporting tasks.
- Practice creating a sample sales register: include columns for invoice number, date, customer name, item, quantity, unit price, total, tax, and status.
B. Billing & Voucher Preparation
- Use a standard Excel template to generate a bill: company header, customer details, itemised list, totals, and payment terms.
- Learn to calculate sales tax, discounts, and round‑off values automatically.
- Simulate a sales return entry: reverse stock quantity, adjust totals, and generate a credit note.
C. Reporting
- Weekly report: summarize daily sales, returns, and cash receipts; highlight any discrepancies.
- Monthly report: include gross sales, net sales after returns, average ticket size, top‑selling items, and outstanding receivables.
- Create chart visuals (column, line) to illustrate trends.
D. Customer Service & Communication
- Role‑play telephone and face‑to‑face interactions: greeting, confirming orders, explaining invoice details, handling complaints.
- Prepare a short script for regular follow‑up calls (order status, payment reminders).
E. Presentation & Personal Grooming
- Dress in business‑formal attire (shirt, trousers or skirt, polished shoes).
- Keep grooming neat: hair tidy, minimal perfume, clean nails.
- Practice a confident posture, firm handshake, and eye contact.
4. PRACTICAL PRE‑EMPLOYMENT EXERCISES
1. Build a Complete Billing Workbook
- Tab 1: “Invoice Template” – dynamic fields that auto‑populate totals.
- Tab 2: “Sales Register” – a list of 30 sample transactions.
- Tab 3: “Returns” – entries that reference the register and produce credit notes.
- Tab 4: “Weekly Summary” – use PivotTable to calculate daily totals.
2. Create a Monthly Dashboard
- Combine charts for sales volume, returns, and cash flow.
- Add slicers for date range and product category.
3. Mock Customer Calls
- Record yourself answering a simulated inbound inquiry about an invoice discrepancy.
- Review for clarity, tone, and problem‑solving.
4. Documentation Checklist for Interview
- Updated resume highlighting Excel projects, trading experience, and customer‑service roles.
- Copies of academic certificates (Bachelor/Master).
- Two reference letters from previous employers in trading or export/import.
- Printed portfolio of the Excel workbook and dashboard created above.
5. INTERVIEW PREPARATION
- Technical Questions: expect queries on Excel functions, how you handle sales returns, steps for month‑end reconciliation, and record‑keeping practices.
- Scenario Questions: e.g., “A customer disputes a charge on an invoice – how would you resolve it?” Prepare a concise, customer‑centric response.
- Behavioral Questions: demonstrate reliability, teamwork, and ability to maintain a clean work environment. Use the STAR (Situation, Task, Action, Result) method.
- Personal Presentation: arrive 10‑15 minutes early, dress as described, bring the documentation checklist, and maintain a polite, confident demeanor throughout.
6. ON‑THE‑JOB QUICK‑START TIPS
- On day 1, request a copy of the existing Excel billing template and review past weekly/monthly reports to understand the current format.
- Meet the senior staff responsible for finance and ask about any shortcuts or macros they commonly use.
- Set up a systematic filing method: label physical folders (Invoices, Challans, Returns) by month and keep a master index in Excel.
- Schedule a brief daily check‑in with the outlet manager to confirm priorities and any urgent customer issues.
7. CONTINUOUS IMPROVEMENT
- Enroll in an advanced Excel course (e.g., Microsoft Certified: Data Analyst Associate) within the first three months.
- Attend a short customer‑service workshop to sharpen communication skills.
- Propose a quarterly review of the reporting format to suggest efficiency gains.
By following this structured preparation plan you will demonstrate the technical competence, customer‑service orientation, and professional presence that Hasan Trade expects from its Executive – Goods Counter/Billing candidates. Good luck!
