CAS Overview and Process The Contract Administration System (CAS) is the new global online system for contract requests and administration of

Transcription

1 SUPPLIER QUICK REFERENCE CAS Overview and Prcess The Cntract Administratin System (CAS) is the new glbal nline system fr cntract requests and administratin f cntracts. Users can track the status f cntract requests, cntract budget, service rders, service receipts and service invices Suppliers will be paid crrectly and timely (if instructins are fllwed) CAS OVERVIEW AND PROCESS

2 SERVICE ORDER SERVICE ORDER Once a Cntract Administratr has created a Cntract, FCX Users are able t create service rders against that cntract. A Service Order is ften referred t as a wrk authrizatin and lets the supplier knw that wrk can cmmence. Suppliers must nt start wrk unless they have received a Service rder fr the services t be perfrmed. Ntificatins are sent t Suppliers frm CAS in the frm f an . T view a Service Order (Wrk Authrizatin): 1. Open and review cntent. The Wrk authrizatin includes: Service Order Number, Versin Number, Cntract Number NOTE: If Versin Number n the Service Order is smething ther than 001, that will indicate that User has mdified the Service Order and the latest versin is the crrect versin. Cntractr Infrmatin Cmpany Infrmatin (FCX) NOTE: Persn listed as cntract persn is the Cntract Respnsible. Cntract Respnsible apprves all service receipts fr that Service Order. Cntract Administratr infrmatin NOTE: Cntract Administratr is the persn that created the cntract in the system and typically negtiated the terms and cnditins f cntract. Descriptin f the service t be prvided and the payment amunt Additinal terms r cmments Ntes t Supplier regarding service rders The Supplier then perfrms the wrk as authrized. Fllwing cmpletin, a designated persn, usually the Cntract Respnsible, cnfirms wrk is cmpleted and creates a Service Receipt. NOTE: Service Orders can be created by multiple FCX users and multiple lcatins based n hw Cntract is created. Supplier is btained during cntract creatin and is the default address; hwever, FCX user(s) can change the address when each Service Order is created. SERVICE ORDER

3 PROFORMA INVOICE When the wrk is cmpleted, the designated persn (Cntract Respnsible) cnfirms that the wrk is cmplete and creates a Service Receipt in CAS. Once the Service Receipt is entered in CAS, a Prfrma Invice is autmatically generated. The Prfrma Invice is sent t the Supplier via . PROFORMA INVOICE (SERVICE RECEIPT) The Prfrma Invice cntains a Prfrma Invice number, which is MANDATORY n all Cntractr invices. Failure t include the Prfrma Invice number n the invice will result in delayed payment. Ttal amunt n the Cntractr Invice must match the Perfrma Invice ttal. Suppliers will need t review and match the Prfrma Invice prir t invicing Freeprt-McMRan. T view the Prfrma Invice: 1. Open sent frm FMI cntaining the invice. The Prfrma Invice includes: Prfrma Invice Number, Versin Number, Service Order Number, Cntract Number NOTE: If Versin Number n the Prfrma Invice is smething ther than 001, that will indicate that User has mdified the Service Receipt/Prfrma Invice and the latest versin is the crrect versin. NOTE: Each PI number will have a unique numbering based n the fllwing frmat: Prfrma Invice Frmat is PI-aaaaaa-bbb Always Service Order Sequence PI Number Number Cntractr Infrmatin Cmpany Infrmatin (FCX) NOTE: Persn listed as cntact persn is the Cntract Respnsible. Cntract Respnsible apprves all service receipts fr that Service Order and handles invice reslutin. Cntract Administratr infrmatin NOTE: Cntract Administratr is the persn that created the cntract in the system and typically negtiated terms and cnditins f cntract. Descriptin f the service nted as received Additinal terms r cmments Ntes t Supplier regarding service rders NOTES: FCX Users can create multiple Service Receipts against a Service Order as lng as the ttal Service Order amunt is nt exceeded. Supplier s address frm Service Order is the default address fr Prfrma Invice; hwever FCX User(s) can change the address when each Service Receipt is created. Once Service Receipt is created CAS will autmatically generated ne Prfrma Invice, and Supplier will nly be allwed t submit ne invice against the Prfrma Invice. If Supplier believes Prfrma Invice is incrrect. Supplier can cntact persn listed n the Prfrma Invice and Cntract Respnsible can crrect the Service Receipt and generate a new PI if desired PROFORMA INVOICE (SERVICE RECEIPT)

4 INVOICE SUBMISSION INVOICE SUBMISSION Once the Supplier receives the Prfrma Invice, they can generate their wn invice fr payment. Supplier generated invices MUST cntain the Prfrma Invice Number, Supplier address and the ttal must match the Prfrma Invice. Failure t include the Prfrma Invice number n the invice will result in delayed payment. Invices are t be submitted electrnically t Freeprt- McMRan fr payment. T submit an invice: 1. Generate Supplier invice via internal methd, including the Prfrma Invice number and Supplier address. 2. Submit invice via t fmi@metasurce.cm NOTES: Supplier will nt be able t cmbine several invices int a single invice The letters PI must be included when prviding the PI number Submissin Cnfirmatin Once the Supplier has submitted the invice, Accunts Payable lgs the invice int CAS. If the Prfrma Invice matches the invice submitted by the Supplier, payment is issued. If the Prfrma Invice and Supplier Invice d nt match, the Cntract Respnsible is ntified via . The Cntract Respnsible and the Supplier will need t wrk tgether thrugh the Invice Discrepancy/Reslutin prcess. INVOICE SUBMISSION

5 INVOICE RESOLUTION/INQUIRY DISCREPANCY RESOLUTION If there is a discrepancy between the Prfrma Invice and the Supplier Invice, the Cntract Respnsible and Supplier will need t review the dcumentatin and reslve the issue. Supplier shuld always reslve the discrepancy when they receive the Prfrma Invice and befre they send FCX the Cntractr Invice. Hwever if a Supplier Invice is received that des nt match the Prfrma Invice, the fllwing steps will be taken t reslve the discrepancy: 1. If a Cntractr Invice is received that des nt cntain a Prfma invice, Cntractr Invice will be rejected and returned t the listed n the Cntractr Invice. 2. If the Supplier Invice cntains a Prfrma Invice number, but there is a discrepancy the invice will be entered int the system, but the system will nt allw Cntractr invice t be paid unless Cntractr invice matches Prfrma Invice. 3. System will send an t the Cntract Respnsible ntifying them f the discrepancy. 4. The Cntract Respnsible can then d tw things t reslve the discrepancy. They can reslve the issue and apprve the invice, r they can reject the invice: If the Cntract Respnsible believes the invice is crrect, they can either, mdify the riginal service receipt r create a new receipt t tie t the invice. After the Cntract Respnsible has reslved the discrepancy, they can apprve the invice. An e- mail is then sent t the supplier ntifying them f the invice apprval. NOTE: if the Cntract Respnsible mdifies r creates a new receipt, they have the ptin t send a revised Prfrma Invice t the supplier. If a revised dcument is sent, it will cntain a new versin number. If the Cntract Respnsible believes the supplier invice is incrrect, they will reject the invice. An will then be sent t the supplier ntifying them f the invice rejectin. The will als cntain a reasn fr rejectin. It is then necessary fr the supplier t either reinvice with the crrect infrmatin r cntact the cntract respnsible in rder t reslve the invice discrepancy. NOTE: Credits, revised billing and invices are t the sent t the cntact persn as listed n the Prfrma Invice. Inquiry If there is a discrepancy between the Prfrma Invice and the Supplier Invice, the Supplier will need t wrk directly with the Cntract Respnsible listed in the Cmpany Infrmatin sectin n the Service Order r Prfrma Invice dcuments. Apprved Invice status can be viewed thrugh the VIP Prtal at Questins regarding unapprved invices can directed t: Phne: PHX-FSS_AP@FMI.COM Fax: INVOICE RESOLUTION/INQUIRY

6 AGREEMENT NUMBERING/ ACRONYMS/ DEFINITIONS AGREEMENT NUMBERING Each Agreement and Amendment will have a unique number based n issuing ffice and type f agreement. Agreement Numbering Frmat is aaaaaaaaaa-bbb Issuing Office Year Sequence Number Type f Agreement Type f Agreement MSA = 000 Supplement t MSA = 001 t 999 (Increases with each supplement) Stand Alne Agreement = 001 ACRONYMS AFE (number): Authrizatin fr Expenditure MSA: Master Service Agreement CA: Cntract Administratr PI: Prfrma Invice CAS: Cntract Administratin System SO: Service Order CR: Cntract Request SR: Service Request DEFINITIONS Agreement: See Cntract. Amendment: Changed agreement t an existing cntract. Amendment Number: Shws hw many times the agreement has been amended (frmal amendment r internal amendment). Cntract: A legal agreement between tw parties which define services t be prvided and payment terms. Cntract Request: A request made by an end user fr a cntract t be created, reviewed and apprved fr services. Cntract Respnsible: The persn wh will apprve that the wrk n a Service Order has been cmpleted. This persn will be respnsible fr creating a Receipt r apprving a Receipt that was created by smene else (Receipt apprval handles invice discrepancies). Typically the persn that is mnitring wrk and can verify that the wrk is cmpleted. Cntract Administratr: The persn that creates the cntract within CAS. Cntract Administratr will create a cntract after End User submits a Cntract Request. Cntract Administratr (nly if specified n cntract) apprves service rders. Cntract Owner: (Optinal feature) Persn that apprves service rders against cntract (nly if specified n cntract). Cntract Owner culd be the same persn as the Cntract Respnsible. Cntractr: A persn r supplier wh prvides services. Cntractr Invice: Invice frm a cntractr, supplier r vendr demanding payment fr services rendered. Discrepancy Reslutin: A prcess by which discrepancies are reslved. Frmal/External Amendment: Requires a signature frm the supplier. Frmal Amendment Number: Shws hw many times the agreement has been frmally amended with supplier. Prfrma Invice: A dcument that is created and sent t the supplier when a service receipt is created in CAS. A Prfrma Invice includes all the details f the receipt and prvides the supplier with the Prfrma Invice number, which the supplier is required t include n their invice. Service Order: Is created in CAS by ender user against a cntract. Apprved service rders generate a service rder (wrk authrizatin) dcument that is sent t the supplier, ntifying them that wrk has been authrized and can cmmence. Service Receipt: Transactin made in CAS, cnfirming receipt/cmpletin f a service. See Prfrma Invice. Supplier: See Cntractr. Supplier Invice: See Cntractr Invice. Supplement: Cntract between Cmpany and Cntractr that incrprates a Master Terms and Cnditins, in which the Cntractr agrees t prvide services. Wrk Authrizatin: Is referred t in CAS as a Service Order and is t ntify cntractr that wrk has been authrized. AGREEMENT NUMBERING/ ACRONYMS/ DEFINITIONS