COMMON ISSUES IN PAYMENT

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1 COMMON ISSUES IN PAYMENT

2 Scope of Briefing Invoicing Key Highlight FAQ s

3 Invoicing Key Highlight Claim Submission Supplier s/ Vendor shall systematically submit claim as per payment milestone Suppliers can only make subsequent payment claim if the previous payment milestone has been posted.

4 Invoicing Key Highlight Invoicing Key Highlight Submit scanned Claim Submission documents Supplier s/ Vendor shall Submit scanned Invoice Complete with relevant Supporting documents via SRM SUS portal. Any hardcopy submission is not accepted and shall be returned to the relevant vendor The payment supporting document (as stipulated in contractual payment term) or Standard payment requirements Must be endorsed by TM personnel [signature/stamp/date]

5 Invoicing Key Highlight Claim Submission No hardcopy submission either via mail or by hand, unless required by TM. In the case of original hardcopy is needed, TM will issue a formal request to the supplier. TM will responsible and accountable on the safekeeping of the said documents. System Technical Issue Statutory requirement PO issued prior March 2011

6 Invoicing Key Highlight SUS invoice creation Supplier s/ Vendor must Invoice TM as same as SUS Invoice amount. Not allowed to manual edit or change the amount Tolerance limit : RM1 between SUS Invoice and Suppliers Invoice is acceptable. Payment shall be made based on SUS Invoice amount. Total SUS Invoice Amount generated must equal to total PO Value PO Value = RM 1,000 / Payment Term = 90% and 10% 1 st Payment Claim 90% SUS Invoice amount = RM 901 (system generate) Suppliers Invoice = RM 900 ( Variance of RM-1) Next Payment Claim 10% SUS Invoice amount = RM 99 (system generate) Suppliers Invoice = RM 100 ( Variance of RM +1)

7 Invoicing Key Highlight Create Credit Note/Sub Credit Suppliers shall create Credit Note or Subsequent Credit online via SRM SUS Portal (if applicable) Credit Note Reduction of amount involved reduction of quantity Subsequent Credit Reduction of amount does not involved quantity for e.g. discount Both can only be created for invoices already posted

8 Invoicing Key Highlight Retention Sum Claim Retention Sum (RS) claim for SRM must be submitted via online SUS portal Submission via SUS Portal except for : PO issued prior March 2011 System Technical Issue All RS payment must be supported by relevant supporting documents

9 Invoicing Key Highlight Bank account selection Supplier to select correct bank account during invoice creation Supplier to ensure that any changes to bank account information must be updated on timely manner For factoring payment, suppliers to indicate that the invoices are subject to factoring payment and select the correct payee and bank account information

10 Invoicing Key Highlight Storage & Filling The original invoices shall be kept by the suppliers Storage and Filling Documents Within 7 years Safe and Easy Retrieval I hereby acknowledge that the SUS invoice submitted herein is subject to SRM - Supplier On boarding terms and condition. Audit Requirement

11 Invoicing Key Highlight SUS invoice Cancel SUS invoice submitted by supplier will be Cancel by Customer if not fulfill TM requirements Request by supplier Discrepancy of information Document not clear Document not properly certified Supplier invoice not original Document not complete Inaccurate input by supplier System technical problem Invoice combined Potential Invalid claim

12 FAQs Q: When is my claim due for payment? A: Claim will be due for payment based on Payment/Credit Terms stated in the contract/agreement and will be calculated starting from Baseline/Transfer Date. Q: Are we allowed to opt not to use SRM e-invoicing for claim purposes? A: No, supplier has to use SRM e-invoicing for claim purposes. Q: What happen if incomplete documents attached in the SUS Portal? A: TM will reject the claim and supplier can check the status of invoice rejected in SUS Portal. The invoice status will be Cancelled by Customers and supplier may get the rejection reasons in the Note to Customer field. Q: Do supplier need to send hardcopy original invoice to TM? A: Supplier is required to submit invoice and relevant supporting documents via online invoicing UNLESS being requested by TM to do so.

13 FAQs Q: What happen if supplier submit hardcopy original SUS invoice and relevant supporting documents to Finance SSO after the implementation of SRM e- Invoicing (1 st March 2011)? A: Finance SSO will return hardcopy original SUS invoice and relevant supporting documents for vendor safekeeping. Q: Can I request for early payment disbursement? A: Early payment disbursement is subject to TM Management discretion. Q. Where else can the vendor check their payment status? A. The vendor can check their payment status at the Supplier Offline Report in SUS Portal. Q: Where should supplier address their question / query / curious regarding to SRM e- Invoicing? A: Vendor may contact SRM helpdesk for system related. Finance SSO helpdesk for payment related.

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