Managing Your Payment Matters

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1 Managing Your Payment Matters Once you have successfully logged onto the webpage, you can proceed to do the following: Create e-invoices Manage e-invoices Delete e-invoices View Status of e-invoices and Payments Create e-invoices Please follow the steps below to submit an e-invoice to your customer Government agency. Click on the Create E-Invoice link on either the left menu bar or on the top menu bar. Using the drop-down menus, select the: o Ministry/Statutory Board you are billing: o Department which you are billing: o Sub-Business Unit which you are billing: 1

2 Enter the name of the agency officer to which the e-invoice is to be directed to, under the Attention To field: Step 3 Key in your invoice number into the Invoice Number field. This will be used to identify your e-invoice in our system. Key in your invoice date into the Invoice Date field, in the DD/MM/YYYY format, e.g. 12/12/2009. To select the Invoice Date using a calendar, click on the calendar icon. Invoices can only be back-dated up to 30 days, and cannot be forward-dated. Step 4 For e-invoices tied to purchase orders, please select the ID of the purchase order under the Purchase Order ID drop-down menu. Upon selecting the purchase order, the billing lines of the invoice will be automatically populated based on the purchase order records in our system. Step 5 If you are submitting a credit note, please key in the original invoice number in the Related Invoice Number field. This field is not compulsory for normal e-invoices. Step 6 The payment term of the e-invoice will be set to 30 days by default. You can select the appropriate payment term for your invoice using the drop down menu. 2

3 Step 7 The currency of the e-invoice will be set to Singapore Dollars by default. For e-invoice in foreign currency, please select the appropriate currency using the drop-down menu for Currency. Step 8 Please key in an invoice description for the invoice under the Description field. Step 9 If payment for the e-invoice is to be made to a factoring company, select the Yes button at the Factoring Company field. A confirmation screen will appear. Click OK to confirm. Select the factoring company name from the drop-down menu. 0 Click on Add Line button in order to add billing lines to the e-invoice. A new e-invoice line will be added. Please key in the following: o Description of the item o Quantity o Unit Price o GST The system will automatically calculate the line totals based on the values keyed into the system. Click on the Add Line button to add additional lines. To delete unwanted lines, click on the red cross icon next to the line to be deleted: 3

4 If a purchase order has been selected in Step 4, the e-invoice lines would have been automatically populated under the e-invoice lines section. No new invoice lines can be added, and the line unit price and description will not be editable by user. Only the following can be done for a PO-related invoice: o Change line quantity o Change GST amount o Delete invoice line. 1 Key in freight amount if applicable. 2 Click on the Submit button to submit your invoice. Your customer agency will receive the invoice on the following working day if the invoice is submitted before 8pm. Alternatively, if the invoice is not ready to be submitted, you can click on the Save as Draft button instead to save the invoice as draft. Manage e-invoices The Manage e-invoice option can be used to edit e-invoices which have been previously saved as draft. It can also be used to edit e-invoices submitted during the day, but have not been processed by the system. (The system processes all submitted e-invoices at 8pm daily). Click on the Manage e-invoice link on either the left menu bar or on the top menu bar. Click on the edit icon next to the invoice to be edited: Step 3 You will be directed to the creation page for e-invoice, where you can edit the invoice details, similar to the Create e-invoice function. 4

5 Delete e-invoice The Delete e-invoice option can be used to delete e-invoices which have been previously saved as draft, or to edit e-invoices submitted during the day but have not been processed by the system. Click on the Manage e-invoice link on either the left menu bar or on the top menu bar. Click on the cross icon next to the invoice to be deleted: View Status of e-invoices and Payments This View Status of e-invoices and Payments option can be used to view all e- Invoices and associated payments. Click on the View e-invoices & Payments link on either the left menu bar or on the top menu bar. Enter the search criteria and click on the Search button. Alternatively, to view all invoices submitted over the past 2 months, click on Search without selecting any criteria. 5

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