Vendors@Gov Enhancements 1
Overview List of Enhancements to Vendors@Gov Vendor Management 1 2 3 Update both contact and bank details in the same page, by clicking on Update Vendor Details Print vendor details after update/creation for convenient record keeping For new vendors, vendor status (e.g. Pending approval) will be shown upon login Management of e-invoices 4 View the transaction statuses of the past 4 weeks in the Home page when logged in View e-invoices & Payments 5 6 7 8 Manage e-invoice and "View e-invoices & Payment is now merged as one service, View e- Invoices & Payments, for vendors to search for invoices conveniently Tax Invoice button for vendors to directly view and print tax invoices Deletion of e-invoices can be done before the invoice has been sent for payment processing Select draft invoices for editing 2 2
Overview List of Enhancements to Vendors@Gov Creation and submission of e-invoices 9 10 11 12 13 14 15 System prompt for PO ID and Direct Invoice checkbox to indicate submission of direct e-invoices Auto-complete (Intellisense) function for forms is now enabled for faster data entry Attach supporting documents directly in Vendors@Gov before submitting e-invoices System prompt that a factoring company has been indicated by Vendor Vendors will not be redirected from the e-invoice page after saving View e-invoice immediately after creation instead of searching for it Choose from dropdown list of existing invoices to associate a credit note to For Batch Upload Only 16 17 Continue uploading of batch invoices even when some have failed Users will not be timed out during batch invoice uploading 3 3
1 Update Contact and Bank Details You can now update both contact and bank details in the same page, by clicking on Update Vendor Details under My Account. 4 4
2 Print Vendor Details After confirming your updates/account creation, you would also be able to print the information provided. Click to confirm Print if required 5 5
3 Vendor Status Shown Upon Log-in For new Vendors, your status will now be highlighted in the home screen after login instead of at the Create e-invoice page. 6 6
4 e-invoice Transaction Status You can now view the transaction statuses of the past 4 weeks in the Home page Tip Click on the various sections to see details below Tip Click on the item to view transaction details 7 7
5 View e-invoices and Payments Page Search, view and print your e-invoices and payments in a single page rather than using both Manage E-invoice and View e-invoices & Payments. Old Vendors@Gov New Vendors@Gov 8 8
5 View e-invoices and Payments Page Payment details are available for e-invoices paid in the past 2 months by entering the relevant parameters. All available invoice results will appear if no search details are entered. 9 9
6 View and Print Tax Invoices After searching, you can view and print selected tax invoices by clicking View Selected Tax Invoices or print directly by clicking Print Selected Tax Invoices. 10 10
7 Delete Tax Invoices You can also delete e-invoices by clicking on Delete Selected Tax Invoices before it is submitted to NFS@Gov for payment processing, before 6.30pm on the same day. 11 11
8 Edit Draft Invoices Select saved draft e-invoices for editing by clicking on the column to go to the Edit e-invoice page. icon in the Select 12 12
Creation and Submission of e-invoices Customer details A E-invoice details B C E-invoice line details
9 PO e-invoices and Direct Invoices Before submission of e-invoices, the system will now prompt you to enter a Purchase Order ID. (Select Direct Invoice only if there is no Purchase Order ID linked to your e-invoice) Tip Purchase Order ID is now compulsory for all e- Invoices. Select Direct Invoice only if there is no Purchase Order ID linked to your e-invoice Tip Purchase Order IDs will automatically appear for selection when Sub-Business Unit has been entered in Customer Details Section 14 14
10 Auto-Complete for e-invoices There is also now an Auto-complete function to help you enter the required details for invoicing. Click on the icon found to the right of the fields to view the full drop-down list or type the first letter of the item s name to activate the auto-complete function 15 15
11 Attach Supporting Documents to e-invoices You can now attach supporting documents to e-invoices. One attachment up to 1mb is allowed per transaction. Supported File Formats:.bmp,.gif,.jpeg,.jpg,.pdf,.png) Attachments will only be stored for 1 day in Vendors@Gov once the transaction is processed. A message will prompt you that the attachment has been processed and a new filename will be provided to you. Tip Include attachments here so that you would not have to route them separately to the agency that you are invoicing. 16 16
11 Attach Supporting Documents to e-invoices Tip You can now attach supporting documents to e-invoices even after submission. Tip Only one attachment up to 1mb is allowed per transaction. Supported File Formats:.bmp,.gif,.jpeg,.jpg,.pdf,.png 17 17
12 Prompt for Factoring Company If a Factoring Company is selected, a prompt will appear immediately. Another prompt will appear just before submission of the e-invoice. 18 18
13 Saving E-invoices You can now save e-invoices without being re-directed from the e-invoice creation page. 19 19
14 View Tax Invoice After Invoice Submission You can now view a full summary of the Invoice after submission. In addition, you can also now view your Tax Invoice immediately by clicking the View Tax Invoice button. This can be printed out. 20 20
15 Credit Note You can now associate an Invoice to a credit note using the dropdown list which appears after clicking on the icon to the right of Related Invoice ID Tip Do not select Purchase Order ID from menu. Enter the credit note details manually. 21 21
16 Uploading Batch e-invoices You will receive a Invalid Invoice prompt if there is an error in upload. However, you will still be able to proceed with submission of the other invoices. The Invalid Invoice will have to be submitted again. Tip 22 22
17 System Time-Out Vendors will not be timed out during uploading of batch invoices. However, vendors will still be logged out after 20 minutes of inactivity with the time-out prompt appearing 5 minutes before time. 23 23
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Vendors@Gov Enhancements July 2014 1
Overview List of Enhancements to Vendors@Gov Management of e-invoices 1 View e-invoices submitted in the past 6 months 2 View Remittance advice 3 View PurchaseOrder information 4 Copy e-invoice 2 2
1 View e-invoices submitted in the past 6 months You will be able to view invoice details 1 for the past 6 months, instead of the previous period of 2 months, by entering the relevant parameters. All available invoice results will appear if no search details are entered. 1 Invoices submitted to ministries which are paid or rejected. 3 3
2 View Remittance Advice You will be able to view the Remittance Advicefor the e-invoices that have been paid. 4 4
2 View Remittance Advice Click on View Remittance Format to view the Remittance Advice. XXXXXXXXX 5 5
3 View Purchase Order You can view your purchase orders by clicking View Purchase Orders. All available purchase orders will be listed if no search details are entered. You can click on Create to submit an e-invoice for that Purchase Order. 6 6
4 Copy E-Invoice You will be able to copy e-invoice from existing e-invoices. Click on "Copy" icon for selected invoice 7 7
4 Copy E-Invoice Amend the Invoice details e.ginvoice No, Invoice Date and click Submit 8 8
4 Copy E-Invoice Amend the Invoice details e.ginvoice No, Invoice Date and click Submit 9 9
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