Presented by: FRO Northern

Transcription

1 Presented by: FRO Northern

2 SRM e-invoicing 1. FSSO Organization Chart 2. FRO Contact List 3. SRM E-Invoicing Summary 4. Business As Usual (BAU) 5. Document required Contract Payment 6. Storage & Filing Requirement 7. FAQs 8. FSSO Inquiries Channel

3 FSSO Organization Chart Finance SSO GM General Ledger & Compliance Financial Services Service Mgmt & Buss Support Buss Dev & System Support Finance SSO HQ/Central Finance SSO Regional Office Head Office/KV Central SB/KL Eastern Southern Sabah Northern Sarawak

4 Finance SSO, FRO contact list Northern Aras Bawah, KompleksTM, Jalan Lumba Kuda34000 Taiping Perak Southern Tkt9 MenaraTM Melaka, MITC Ayer Keroh, Melaka Sarawak Tkt2 TM 100, Jalan Simpang Tiga Kuching Sarawak HQ Tkt10, TM Annexe 2, Jalan Pantai Baru,50672, Kuala Lumpur Eastern Tkt4B KompleksTM Medan Jaya Marang Terengganu Sabah Tkt 3, Bangunan WCI, Jalan TuankuAbdul Rahman88672, Kota Kinabalu, Sabah Central KL Tingkat 9B, BangunanTM Bukit Mahkamah Jalan Raja Chulan Kuala Lumpur Central Selangor Tkt2, WismaTM Shah Alam, Persiaran Damai Sek Shah Alam Selangor

5 SRM e-invoicing summary Supplier shall systematically submit claims as per payment milestone Supplier must invoice TM as same as SUS Invoice amount. No hardcopy submission either via mail or by hand, unless required by TM. Supplier to select correct bank account during invoice creation SUS invoice submit by supplier will be reject if found error except for factoring. TM has the right to select 5approved Factoring agreement according to company as per Factoring agreement.

6 SRM e-invoicing summary 6 Return delivery (RD) must be followed by Credit Note. 7 Supplier shall submit completed scanned invoice and relevant supporting documents via online invoicing for a particular claim. Any incomplete submission will be subjected to a rejection. 8 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. 9 The supplier shall response to the TM request within the stipulated timeframe.

7 SRM e-invoicing summary 10 Supplier must strictly follow Finance SSO address on the PO for any submission of payment docs for PO before 1 st march 2011 (i.ebefore SRM go live) 11 Retention sum claim for SRM must be submitted via online SUS portal, for prior SRM (hardcopy) to submit to cost centre for verification and Direct AP preparation. 12 Tolerance limit RM 1.00 between SUS Invoice and Supplier Invoice, BUT Payment will be made based on SUS Invoice amount.

8 Business As Usual Module Type of Purchase Order Description 41,42,43,45,46&47 Type of document submission Migration PO (9series) PO created prior 2010 with no GR Hardcopy submission SCM Migration GR ( ) PO created prior 2010 with GR Hardcopy submission PO Not covered by SRM (41,42,43,45,46&47) PO created in 2010 before SRM PO created after SRM (consignment, subcontracting & BPO) Hardcopy submission Hardcopy submission SRM PO prior 1st March ,49,40 PO created in SRM, before online invoicing Hardcopy submission SRM SRM PO After 1st March 2011 SUS Non SUS PO created after online invoicing Online submission Hardcopy submission

9 As per stipulated in contract payment term Print Screen

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13 Based on matrix from GP, must attach : 1. Original Invoice 2. DO 3. Checklist Form

14 All information must be filled up. * Supplier can know GR done by TM in the system based on Good Receipt Date To tick relevant documents as per stipulated in contract payment term Both certifications by TM personnel

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16 Based on matrix from GP, must attach : 1. Original Invoice 2. Acceptance Certificate 3. Checklist Form In this scenario, since the contract payment term only required one document i.e. Acceptance of Certification of Purchase Order and this document is mandatory to be submitted. Therefore, Checklist form is not applicable.

17 Doc. required Contract Progress Payment Progress Payment Non Progressi ve Non Progress ive Invoice Material Service Material Service Delivery Order Acceptance Test Certificate (ATC)/FCOA ChecklistForm (refer to Group Procurement) Withholding tax confirmation (if applicable) As per stipulacontract ted in payment term As per stipulated in contract payment term

18 Doc. Required for non contract payment Checklist form is not applicable Supplier must submit: Scan original invoice Delivery Order / Acceptance Certification or any equivalent form that proved goods / services rendered.

19 Attach ment 1 Attach ment 2 Invoice File Name : Invoice No.pdf *Preferred in color* Delivery Order File Name : DO1.pdf Attach ment 3 Packing List File Name : Packing 01.pdf - Each document type must be scanned & attached as separate attachment Attach ment 4 - If multiple documents for the same document type for e.g multiple DO, can be scanned and attached as one attachment Certificate of origin File Name : COO01.pdf

20 Snapshot T&C Within 7 years I hereby acknowledge that the SUS invoice submitted herein is subject to SRM Supplier On boarding terms and condition. Safe and Easy Retrieval Audit Requirement Finance SSO may request hard copy invoice from Time To Time OR As And When Required

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22 Format Design

23 Common Reasons for Invoice Rejection 1. Documents attached to SUS Invoice not completed as per mandatory supporting documents 2. Supporting documents not certified by TM personnel 3. Scanned documents not clear / visible 4. Inaccurate input by supplier during creation of SUS invoice for e.g. Supplier Invoice Date input in SUS Invoice not as per hardcopy supplier Invoice date 5. Discrepancy of information between SUS Invoice, Supplier s Invoice, PO and Payment Supporting Documents

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25 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. S: Bilakah tuntutan saya matang untukbayaran? J: Tuntutan akan matang untuk pembayaran adalah berdasarkan Terma Bayaran yang terdapat di dalam Kontrak/Perjanjian dan akan dikira bermula dari tarikh Baseline/Transfer. *Baseline/Transfer date= date invoice submitted in SUS portal 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. S: Adakah kami dibenarkan memilih untuk tidak menggunakansrm e-invoicing untuk tujuan tuntutan? J:Tidak, pihak pembekal dimestikan menggunakan SRM e-invoicing.

26 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. S: Apa akan berlaku jika dokumendokumen yang disertakan pada portal SUS tidak lengkap? J: PihakTM akan menolaktuntutan tersebut dan pihak pembekal boleh menyemakstatus inbois didalamsus portal. Status inbois akan berstatus Cancelled by Customers danvendor bolehmengetahuisebab-sebabtuntutan berkenaan ditolak dengan merujuk pada ruangan Note to Customer. Q: Do supplier need to send hardcopy original invoice to TM? A: No. Supplier needs to submit the original invoice online via SUS portal unless TM requests for the hardcopy original invoice. S : Adakahvendor perluuntuk menghantar dokumen asal inbois kepada pihak TM. J: Tidak. Pembekal harus menghantar asal inbois secara online melaluiportal SUS MELAINKAN pihak TM meminta dokumen asal inbois.

27 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. S : Apaakanterjadijika sekiranya vendor menghantar dokumen asal SUS inbois dan dokumen-dokumen sokongan ke Finance SSO selepas perlaksanaansrm e-invoicing (1hb Mac 2011)? J: Finance SSO akan memulangkan kembali dokumen asal SUS inbois dan dokumen-dokumen sokongan untuk simpanan pembekal. 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. S. Dimanakah vendor boleh menyemak status bayaran mereka? J. Vendor bolehmenyemakstatus bayaranmerekadidalam Supplier Offline Report didalamsus Portal.

28 Q: Can I request for early payment disbursement? S : Bolehkah saya memohon untuk mempercepatkan pembayaran? A: Early payment disbursement is subject to TM Management discretion. J : Bayaran awal daripada tarikh matang adalah tertakluk kepada budi bicara pihak Pengurusan TM. Q: Where should supplier address my question / query / curious regarding to SRM e- Invoicing? A: Vendor may contact Please contact SRM helpdesk for system related. Finance SSO helpdesk for payment related. S: Dimanakah vendor perlu menyalurkan sebarang pertanyaan berkenaan SRM e- Invoicing? J: Pembekal boleh menghubungi TM padatalian Sila hubungi SRM helpdesk untuk pertanyaan berkaitan sistem atau Finance SSO helpdesk bagi pertanyaan berkaitan pembayaran.

29 Q. What should the vendor quote when asking FSSO for the payment status? The vendor should quote the Purchase Order (PO) number OR Invoice Document Number. (52xxxxxxxx) S. Apakah yang perlu J. Vendor hanya perlu vendor nyatakan semasa menyatakan Nombor Purchase bertanyakan status Order (PO) ATAU Invoice bayaran kepada FSSO? Document Number.(52xxxxxxxx)

30 Finance SSO inquiries channel Tel : hdfsso@ tm.com.my Finance SSO Helpdesk Walk - In Fax :

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