e-invoice - tafis.gov.bntafis.gov.bn/pdf/slides/tafiscm_ps_e-invoice_vendor briefing v1.0.pdf · in...
TRANSCRIPT
<PRESENTATION TITLE>e-Invoice : Vendor Day Briefing
21 – 31 August 2017
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
1
Agenda
Introduction | Objective of e-Invoice
Process Flow : Purchase Order | e-Invoice | Payment Voucher
e-Invoice Portal
e-Invoice Process : Vendor | Invoice Receiving Clerk
Question & Answer
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3
Introduction | Objective
1. Capture actual date of the invoice submission to improve monitoring and
accountability of respective parties
2. Eliminate hardcopy supporting document submission by allowing vendor to
upload and digitize supporting document and hence improve overall payment
processing time
Introduction e-Invoice :
To provide vendors for the Government of Brunei Darussalam an online portal
where vendors can submit invoices and digital supporting documents
Objective e-Invoice :
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
4
5Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
Important Notes
1. Vendor that wish to use e-Invoice Portal must be a valid, active and
registered vendor in TAFIS
2. For Vendors that will be entering their invoice details, Vendor must
have a valid and active Purchase Order (PO) ID or Contract ID
3. Purchase Order (PO) or Contract ID is a mandatory requirement in
order to use e-Invoice
NO Purchase Order
Cannot Use e-Invoice
NO Contract ID
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Sample Purchase Order
This is a sample Approved and
Dispatched PO that is emailed to
Vendor
Ini adalah contoh PO yang telah
diluluskan dan dihantar ke emel
pembekal
SAMPLE
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Sample Contract
This is a sample Approved and
Dispatched Contract that is
emailed to Vendor
Ini adalah contoh Contract yang
telah diluluskan dan dihantar ke
emel pembekal
SAMPLE
8Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
Sample Purchase Order
This is the address where the services or
goods to be deliver to
Ini adalah alamat untuk pembekal
menghantar barang atau melaksanakan
tugasan yang di pohon kan
Timeline
Briefings to all Local Vendors
21 Aug – 31 Aug
August
Monday, 4th September 2017
e-Invoice can start to be used
9
Below timeline showing the schedule for the e-Invoice project.
e-Invoice Go Live
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September
Briefing Schedule
Day | DateMonday
21 Aug 17Tuesday
22 Aug 17Wednesday23 Aug 17
Thursday24 Aug 17
Saturday26 Aug 17
AMMOF |
MOHAMINDEF MOE JKR** | MOD PMO
PMMOFAT** |
MOCMPRT MCYS | MORA MOH PMO
Location MOF Theater
JKR – Dewan
Atrium Simpur
| MOH – Dewan
Afiat
MOF Theater
Vendor Day Briefing Schedule
Audience Required : Vendors | Department Coordinator
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Day | DateMonday
28 Aug 17Tuesday
29 Aug 17Wednesday30 Aug 17
Thursday31 Aug 17
AMOpen to ALL Open to ALL Kuala Belait Temburong
PM
Location MOF Theater Dewan Persidangan Dewan Serbaguna
10
Agenda
Introduction | Objective of e-Invoice
Process Flow : Current | Future Process
e-Invoice Portal
e-Invoice Process : Vendor | Invoice Receiving Clerk
Question & Answer
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
11
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
Process Flow
Step 1
1. DepartmentApproved PO
2. Dispatched
and Email PO
to Vendor
Purchase Order
Step 2
Vendor received
Dispatched PO
via email**
Outside TAFIS
Step 3
VendorDelivery Goods
(Delivery Order)
Invoice Tracking
Step 4.1
Invoice Details
Entered
Payment Voucher
Step 6
Payment Voucher
Created
Step 7
Payment Voucher
Approved
12
Current Process
Proses Sekarang
Step 5
Invoice Certified
Step 4
VendorSubmit Hardcopy
Invoice
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
Process Flow
Step 1
1. DepartmentApproved PO
2. Dispatched
and Email PO
to Vendor
Purchase Order
Step 2
Vendor received
Dispatched PO
via email**
Outside TAFIS
Step 3
VendorDelivery Goods
(Delivery Order)
Invoice Tracking Payment Voucher
Step 7
Payment Voucher
Created
Step 8
Payment Voucher
Approved
13
Step 6
Invoice Certified
Process September 2017 onwards
Proses mulai September 2017
e-Invoice Portal
Step 4
VendorEnter Invoice
Details
e-Submitted
Step 5
Check e-Invoice
Details
Received
NEW
Agenda
Introduction | Objective of e-Invoice
Process Flow : Current | Future Process
e-Invoice Portal
e-Invoice Process : Vendor | Invoice Receiving Clerk
Question & Answer
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14
15Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
e-Invoice Portal
Website e-Invoice Portal:
www.tafis.gov.bn
16Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
e-Invoice Portal
In the e-Invoice Portal website, TAFIS Vendor is able to :-
To review e-Invoice status
Memeriksa status e- Invoice
Support Guides
Guidelines for using the
system (e.g. Job Aids)
Rujukan dokumen bantuan
(Contoh: Tatacara Kerja)
4
To enter Invoice details
Memasukkan keterangan
inbois
1
2
News & Announcement
To refer any latest update
Pemberitahuan Terkini
5
Pusat Perkhidmatan
Pelanggan
PPP Contact Details
Keterangan PPP
3
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Important Notes
1. Vendor which have registered email address in TAFIS and will be using the e-
Invoice Portal will be receiving a temporary password which will be sent to
vendor’s email address
2. For Vendor that have not registered their Vendor’s email address, it is
advised to update their email address by filling up Vendor Form and submit it
to Vendor Unit, Level 2 in Treasury Department
Registered Email
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September
Vendor’s email registered in TAFIS
Emel pembekal yang sudah berdaftar dalam TAFIS
eInvoice Portal can be accessed starting Monday 4th September 2017
Halaman eInvoice boleh dilayari mulai Isnin 4hb September 2017
Click the provided link
Layari alamat halaman yang disediakanReceived Email
Menerima Emel
Click Change My Password
Layari Halaman “Change My Password”Click Login
Tekan “Login”
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Temporary Password Email
SAMPLE
Below sample email shows email that is sent to Vendor’s email for Temporary Password
1. Once Vendor received this email, it is informing that the Vendor’s email address have been activate
2. Vendor to click the provided link to proceeded
3. Userid is Vendor’s Vendor ID and Password provided is a Temporary Password. Once you are
login in e-Invoice page in TAFIS, Vendor can perform change password
1
2
3
1. Vendor receives this email to inform that the Vendor’s email address has been activatedBila pembekal menerima emel sebegini iyanya adalah memaklumkan pembekal emel pembekal telah di
aktif kan
2. Vendor to click the provided link to proceedPembekal di sarankan untuk menekan alamat laman sesawang yang di sedia kan
3. Userid is Vendor’s Vendor ID and Password provided is a Temporary Password. Once you are
logged into in e-Invoice page in TAFIS, Vendor can perform change passwordUserid adalah ID pembekal dan kata laluan yang disediakan adalah kata laluan sementara
Email Not Registered
21Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
September
Vendor’s email NOT registered in TAFIS
Emel pembekal yang belum berdaftar dalam TAFIS
eInvoice Portal can be accessed starting Monday 4th September 2017
Halaman eInvoice boleh dilayari mulai Isnin 4hb September 2017
Submit Vendor Form to Vendor Unit
Hantar borang pembekal ke Unit Vendor
Fill Vendor Form
Isi borang pembekal
Received Email
Menerima Emel
Click the provided link
Layari alamat halaman yang disediakan
Click Change My Password
Layari Halaman
“Change My Password”
Click Login
Tekan “Login”
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e-Invoice Portal
1. To enter Invoice information click
on “Login” button
Untuk memasukan keterangan
inbois sila tekan punat “Login”1
Enter User ID (e.g. Vendor ID)
Masukkan ID Pembekal
Enter Password
Masukkan Kata Laluan
Click Sign In button
Tekan punat Sign In
2
23Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
e-Invoice Page
Below diagram shows Vendor sign in e-Invoice page in TAFIS
Click Sign Out once
you are done
performing the task in
e-Invoice page
Sila tekan Sign Out
setelah tamat
menggunakan halaman
e-Invoice
Click Home if you wish
to go back to main
menu path
Sila tekan Home
sekiranya ingin kembali
semula ke halaman
asal
Showing the Menu Path that
Vendor can access
Menu Path adalah susunan
halaman untuk pembekal layari
3
eService Vendor Utilities
Enter invoice details | Review e-Invoice status
Memasukkan Keterangan inbois | Memantau status e-Invoice
Change My Password
To change password | Untuk menukar kata laluan
My System Profile
To change or set up forgotten password help
Untuk menukar atau menetapkan soalan bantuan kata laluan
1 2
25
Change My Password
Below diagram shows menu path for Vendor to change temporary password to permanent password
Menu Path : Change My Password
Important Note:
Password are advised to contain
numbers, alphabets and symbols
(e.g. 123A@b#)
Disarankan supaya kata laluan di
campur dengan nombor, huruf dan
simbol (Contoh 123A@b#)
Agenda
Introduction | Objective of e-Invoice
Process Flow : Current | Future Process
e-Invoice Portal
e-Invoice Process : Vendor | Invoice Receiving Clerk
Question & Answer
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
26
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
Process Flow
Step 1
1. DepartmentApproved PO
2. Dispatched
and Email PO
to Vendor
Purchase Order
Step 2
Vendor received
Dispatched PO
via email**
Outside TAFIS
Step 3
VendorDelivery Goods
(Delivery Order)
Invoice Tracking Payment Voucher
Step 7
Payment Voucher
Created
Step 8
Payment Voucher
Approved
27
Step 6
Invoice Certified
Process September 2017 onwards
Proses mulai September 2017
e-Invoice Portal
Step 4
VendorEnter Invoice
Details
e-Submitted
Step 5
Check e-Invoice
Details
Received
NEW
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
Process Flow : Email Notifications
e-Invoice Portal
Step 1Enter Invoice Details
Status: eSubmitted
Role : Vendor
Step 2Check e-Invoice Contain
Status: Received
Invoice Tracking
Step 3Route Invoice
Status : Route
Step 4Certified Invoice
Status: Certified
• Vendor
In Department
• Invoice Receiving
Clerk
• Vendor
In Department
• Invoice Receiving
Clerk
• Vendor
In Department
• Invoice Receiving
Clerk
• Invoice Certifier
Below are the process flow for Email Notifications for e-Invoice:
Email Sent Email Sent Email Sent
28
MENU PATH | HALAMAN:
E-SERVICE VENDOR UTILITIES
e-Invoice Page
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30
View\Submit eInvoice :
Find an Existing Value
Menu Path : eService Vendor Utilities > View\Submit eInvoiceFind an Existing Value Tab
This page is for vendor to:
• Find created invoice
• To check the status of the
created invoices
Muka surat ini membolehkan
pembekal untuk:
• Mencari inbois yang telah di
buat dan simpan
• Untuk memantau status
invoices yang telah di buat
Vendor can enter any details in
the listed fields in order to
search for the saved e-Invoice
Pembekal boleh memasukkan
keterangan di petak yang
disediakkan untuk mencari
e-inbois yang telah di simpan
31
1 2 3 4 5 6 7
1. Invoice Tracking ID
This is TAFIS system auto generated ID
Ini adalah nombor yang di keluar secara
automatik dari sistem TAFIS
2. Business Unit
This represents the Department
Ini adalah menujukkan Kementerian
atau Jabatan
3. Contract ID
This is TAFIS system auto generated ID
Ini adalah nombor yang di keluar secara
automatik dari sistem TAFIS
4. PO Number
This is TAFIS system auto generated ID
Ini adalah nombor yang di keluar secara
automatik dari sistem TAFIS
5. Invoice
Invoice is entered by Vendor
“Invoice” di masukkan oleh pembekal
6. Invoice Date
Invoice Date is entered by Vendor
“Invoice Date” di masukkan oleh
pembekal
7. Invoice Status
The status indicates on which
stage the invoice is currently
Status menunjukkan kedudukan
inbois
View\Submit eInvoice :
Find an Existing Value
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e-Invoice Status
1. Vendor will be notified when invoices are Received, Certified, PV Created, PV Paid,
Queried and Cancelled
Pembekal akan dimaklumkan sekiranya inbois mempunyai status “Received”,
“Certified”, “PV Created”, “PV Paid”, “Queried” dan “Cancelled”
32
Received Department copied and saved e-Invoice Jabatan telah menyalin dan simpan e-Inbois
CertifiedDepartment have verified invoice information
and Certified the InvoiceInbois telah di sahkan
PV Created Department have created PV for the certified
invoice
Jabatan telah membuat baucer keatas inbois
yang telah di sahkan
PV Paid PV has been approved and paid Baucer telah diluluskan dan di bayar
Queried Department queried e-Invoice to Vendor Jabatan bertanya kepada pembekal
Cancelled Invoice being cancelled by Department | VendorInbois telah dibatalkan oleh Jabatan |
Pembekal
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View\Submit e-Invoice
Vendor is a valid, active and registered vendor in TAFIS
Vendor have Vendor ID and Password to access e-Invoice Portal
Vendor have the valid and active PO ID or Contract ID
Vendor email address have been activated
Delivery Order (DO) or Invoice hardcopy have been verified and
Stamp either with FR 73 (Services) or FR 75 (Goods)
Mandatory | Optional documents have been scanned
Checklist before entering invoice information in the e-Invoice
portal
34
Menu Path : eService Vendor Utilities > View\Submit eInvoice
View\Submit eInvoice :
Add a New Value
Add a New Value
This page is for vendor to:
• Enter new invoice claim
Muka surat ini membolehkan
pembekal untuk:
• Memasukkan inbois baru
yang hendak di tuntut
pembayaran
NO Purchase Order
Cannot Use e-Invoice
NO Contract ID
IMPORTANT
View\Submit eInvoice :
Add a New Value
In this page Vendor can enter
the details of the Invoice or
Delivery Order (DO) which have
been verified by Department
Di dalam muka surat ini
pembekal boleh memasukkan
keterangan Inbois atau DO
yang telah di semak oleh
Jabatan
Max of 22 Characters for Invoice ID
36Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
View\Submit eInvoice :
Add a New Value
Important Note:
• Duplicate Invoice ID will not be able to be saved
Inbois ID yang pernah di gunakan sebelum ini tidak dapat di gunakan lagi
• Only PO using current Financial Year can be entered in this page
Hanya PO yang mengunakan Tahun Kewangan yang terkini sahaja yang
boleh di gunakan di dalam e-Invoice
• PO that has been fully utilized will not appear in the list
PO yang telah habis di gunakan tidak lagi tersenarai untuk di cari
• e-Invoice page will not be able to be saved if any mandatory documents is
not attached
Muka surat e-Invoice tidak dapat di simpan sekiranya dokumen “Mandatory”
tidak disertakkan
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File Size
Below page shows the pop up message if file size is more than 3.5MB
Fail ukuran yang hendak muat naik ke Halaman e-Invoice tidak boleh melebihi dari
3.5MB. Sekiranya dokumen itu terlebih ukuran, informasi seperti dibawah akan
tertera
37
38Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
Mandatory | Optional Document
Jabatan Type of Documents Mandatory / Optional
Kerja Raya (DOR)
Delivery Order Mandatory
TAFIS Purchase Order Optional
Letter of Award Mandatory
Hardcopy Invoice Optional
Pictures Optional
Vendor are to consult with the different Departments that vendor deal with as different
Department have different set of Mandatory | Optional Documents.
Pembekal perlu bertanya kepada semua Jabatan yang pembekal berurusan mengenai
dokumen yang “Mandatory | Optional”.
Jabatan Type of Documents Mandatory / Optional
Perbendaharaan
Delivery Order Mandatory
TAFIS Purchase Order Optional
Letter of Award Mandatory
Hardcopy Invoice Optional
SAMPLE
SAMPLE
39Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
FR73|75
Important Notes
1. When Vendor create Invoice, Vendor are to select if the PO type is
Goods or Services
Bila pembekal memasukkan keterangan inbois, Pembekal
hendaklah memilih “Goods” atau “Service”di petak PO Type
2. Vendor are to make sure the stamp FR73 (Service) OR FR75
(Goods) clearly showed on either Invoice or DO before Vendor scan it
Pembekal mesti pastikan chop FR73 (Services) atau FR75
(Goods) adalah terang dan di chop sama ada di atas DO atau
Inbois sebelum pembekal mengimbas dokumen tersebut
FR73 (Services) FR75 (Goods)
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
Process Flow :
Queried by Dept – Status : eSubmitted
Step 1Enter Invoice Details
Status: eSubmitted
Role : Vendor
Step 1.1Check e-Invoice
Status : eSubmitted
Department
Step 1.2Query to Vendor
(E.g. Insufficient Document)
Role : IRC
Below are the process flow for e-Invoice to be Queried by Department with eSubmitted
Status
Step 1.3Upload additional
documents
Role : Vendor
Important Note :• If the e-Invoice status is
Received, Query to Vendor is
no longer allowed
• Query to Vendor can be done
when the invoice status is
eSubmitted only
Step 2Confirm Checking
Status : Received
Department
NO
YES
41
Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved
Step 1
Enter Invoice Details
Status: eSubmitted
Role : Vendor
Step 1.1
Check e-Invoice
Status : eSubmitted
Role : IRC
Important Note :
• Query to Vendor can be done if the Invoice Status is already
Received for insufficient document
• e-Invoice needs to be cancelled and new e-Invoice is required to
be created for other wrongly entered information
Below are the process flow for e-Invoice to be Queried with Received Status
Step 2
Route Invoice
Status : Route
Role : IRC
Step 1.2
Confirm Checking
Status : Received
Role : IRC
Step 3.1Query to Vendor
(E.g. Insufficient Document)
Role : IC
Step 3
Certified Invoice
Status: Received
Role : IC
42
Process Flow :
Queried by Dept – Status : Received
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Query Codes | Reasons
# Query Code Queried Reasons
1 Docs_Required Please attach / upload the correct documents (e.g. Wrongly Attach Doc)
2 Docs_Not_Clear Please attach / upload document with improve resolution
3 Missing_Docs Please attach / upload the missing documents
4 Wrong_Info_SelectPlease check & amend information selected in e-Invoice (e.g. Information selected in
the PO Type, PO ID or Contract ID doesn’t matched with attachment)
5 Wrong_Info_EnterPlease check & amend information entered in e-Invoice (e.g. Information entered in
the Amount, Invoice Number and Invoice Date doesn’t matched with attachment)
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Contact Details
Pusat Perkhidmatan Pelanggan2383444