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Keppel e-Invoice System

User Manual for Suppliers and

Sub-Contractors Version 1.9

This document or any par t thereof may no t be reproduced in any fo rm w i thout the wr i t ten permiss ion of Keppe l O f fshore and Mar ine L im i ted . Copyr igh t © 2015 Keppe l O f fshore and Mar ine. A l l R igh ts Reserved


User Manual – Version 1.9 of 23

Table of Contents

Table of Contents ......................................................................................................................... 2

1. Document Change History .......................................................................................................... 3

2. Introduction .......................................................................................................................... 3

3. Definitions, Acronyms and Abbreviations .......................................................................................... 3

4. Keppel e-Invoice System – Overview ............................................................................................... 3

5. Allowed PO/WO types (PO/WO Prefixes) .......................................................................................... 4

6. e-Invoice Status and Meanings ..................................................................................................... 4

7. Logging in to the portal.............................................................................................................. 5

7.1. Forgot Password ................................................................................................................ 6

8. Create Invoice ........................................................................................................................ 7

9. Print Invoice .........................................................................................................................16

10. Miscellaneous Invoices / Retainage Claims ...................................................................................17

11. Edit Invoice / Inquire Invoice ..................................................................................................18

12. Submit / Edit Credit Note ......................................................................................................20

13. Rejected Invoices ..............................................................................................................22

14. Export Invoice Details ..........................................................................................................22

15. Contacting KOM Support team................................................................................................23



1. Document Change History

Version Date of issue Author Description of amendments

1.5 21 Jan 2016 Keppel Offshore and Marine Base line version

1.8 6 Jan 2017 Keppel Offshore and Marine Phase2 and Phase3 Changes

1.9 25 July 2018 Keppel Offshore and Marine Removal of KSL and KSM info

2. Introduction

This user manual document describes the features and functions of Keppel e-Invoice System. The sample screens and images in this document are for illustrative purposes only.

3. Definitions, Acronyms and Abbreviations

Terms Definition

KOM Keppel Offshore and Marine

e-Invoice Electronic Invoice

e-Invoicing Sending Electronic Invoices through Web portal

Customer Recipient of the Invoice

Supplier Sender of the invoice

WO Work Order

PO Purchase Order

DO Delivery Order

CN Credit Note

DN Debit Note

4. Keppel e-Invoice System – Overview

Keppel eInvoice System is an online web portal that enables your business to 1. Submit invoices electronically 2. Attach supporting documents 3. Inquire / Review previously submitted invoices 4. View payment statuses online

The portal is simple, easy to use and efficient, thus simplifying the process of invoice presentment. Usage of this portal is free of charge for the invoice senders.

Note: Only Internet explorer is supported by the portal. There can be distorted behavior with other web browsers.



5. Allowed PO/WO types (PO/WO Prefixes)

Only the below Purchase order/Work Order types can be invoiced through the Keppel e-Invoice system. For Goods and Materials:

Customer Allowed PO Types ( PO Prefixes)

Keppel FELS Limited OD, YD, OI , OF, OP

For Services and Sub-Contracts:

Customer Allowed PO/WO Types ( PO/WO Prefixes)

Keppel FELS Limited OC, OS, OJ, OH, YH

6. e-Invoice Status and Meanings

The e-Invoice statuses are explained in the below table

S.No Invoice Status Meaning Remarks

1 Draft

You have saved the Invoice but not submitted yet. This invoice will not be processed until you review the information and submit it.

Invoice can be edited or deleted.

2 Submitted You have submitted the invoice to KOM. Invoice cannot be edited

3 Rejected KOM has rejected the invoice. (Click ‘Remark’ to know the rejection reason) Invoice can be edited.

4 Approval In Progress

Invoice Approval is in progress at KOM (This status is not applicable for Goods and Materials unless it’s a milestone Invoice)

Invoice Cannot be edited. Supporting Documents can be attached.

5 Accepted KOM has accepted the invoice for payment processing. Invoice cannot be edited

6 Payment in Progress Payment is in progress at KOM. Invoice cannot be edited

7 Paid Payment dispatched from KOM. Invoice cannot be edited



7. Logging in to the portal Once your company is enrolled to use Keppel e-Invoice system, you will receive an automated email with the login credentials and the URL. Use your credentials and URL to login to the portal.

Note: The information in the automated email is confidential and should not be forwarded or shared with others.

Password need to be changed regularly. Use the ‘Change Password’ option available at the top right corner. The Password will expire in 90 days after the last password change. The Password Rules are displayed in the screen for easy reference. By Logging in, you are accepting the Terms and Conditions of Keppel e-Invoice System. You are recommended to review the Terms and Conditions before you start using the portal.

When logging in for the first time, you will be prompted to change the password.



7.1. Forgot Password

If you forget your password, you can use the “Forgot Password” option to regenerate the new password.

Enter the User ID and the email ID you have registered with Keppel. If the information is found to be correct, a new password will be generated and emailed to the registered email ID.

If you have any problem logging in, Click ‘Contact Us’ to see the contact details of your respective support personnel and report your problem with a brief description. ‘Contact Us’ link can be found at the top right corner in the portal.



8. Create Invoice

1. To create and submit a new e-invoice, click ‘Create Invoice’ link under the appropriate category.

Note: If unsure about the category, click the question mark next to each category to see the allowed PO/WO type. Avoid combining multiple deliveries in one invoice. One invoice for each delivery will make the invoice processing and payment processing faster.



2. Choose the customer company and the supplier company.

Note: If you are representing multiple supplier companies or dealing with multiple customer companies you will have multiple options to choose

3. Enter the Invoice Number. This is a mandatory field. 4. Enter the Invoice Date. This is a mandatory field. Future date will not be allowed. 5. Enter the DO Number. Applicable only for Goods and Materials type of invoice. 6. Enter the Reference Number. Applicable only for Services & Subcontracts and

Miscellaneous type of invoices.

Search and Select PO/WO Lines for Invoicing 7. Enter the PO/WO prefix and PO/WO number. Click ‘Search PO line’ button.



Note: 1. PO/WO lines will be searchable only with exact PO/WO number and PO/WO prefix

as input. If they are Incorrect, system will prompt error as ‘Invalid PO’ 2. For Goods and Materials, If your delivery is older than 6 months, system will prompt

error as ‘Invalid PO’. Contact your respective support personnel.

8. All the approved lines of the keyed-in PO/WO will be displayed. You can further filter the PO/WO lines you are trying to invoice by entering the appropriate Item Number and/or Item Description and by clicking ‘Search’.

Note: You can search by entering part of the item number or description.



9. Select the PO/WO lines you want to invoice and click ‘Add Selected PO Lines to Invoice’

10. The selected PO/WO lines will be added to the Invoice details, of the create invoice screen.

Note: For Services and Subcontracts category, the Invoice details section will have below additional fields.

I. Labor Hours

II. Completion Percentage

III. Billing Start Date



IV. Billing End Date

V. Job Card No

VI. WC Form No

11. Enter the Invoice Quantity and the line amount will be auto calculated based on the unit cost. If it is a lump sum invoice enter the line amount.

12. Notice that the system auto calculates the Taxable amount and Total Amount Payable. These values cannot be edited. The invoice amount will always be auto calculated based on the Invoice quantity and Line amount entered in the invoice details.

Note:

1. The Unit cost will be defaulted automatically based on PO/WO unit cost. Line amount will be auto calculated based on the invoice quantity entered. However, the line amount can be overridden (if needed) by the supplier/Sub-Contractor.



13. Key in the Exchange Rate and GST amount. These are mandatory fields.

Note: Exchange rate is available only for foreign currency transactions.

GST amount is available only for GST registered suppliers

14. If Retainage is applicable for the PO/WO, the retainage amount will be auto calculated by the system and will be deducted from the total amount payable. The Retainage percentage will be displayed for reference.

Note: For Retainage Claims, submit the Invoice under Miscellaneous category and not under ‘Services and Sub-Contracts’ Category. No PO/WO lines need to be selected for the Retainage Claims



15. Click ‘Save’. Invoice will now be saved in ‘Draft’ Status and is not yet submitted to KOM. You will be prompted with a success message. Click on the message to close the message.

16. Review the invoice details and ensure that

a. The right PO/WO lines are being invoiced

b. Item descriptions are correct

c. All the amounts and quantities are correct

17. If you would like to add some remarks, click ‘Remark’, type in your note and click ‘submit’.



18. Attach the scanned copy of the original invoices and supporting documents as below

a. Click ‘Attachments’

b. Select Attachment type

c. Click ‘Add Attachment’ Button.

d. Choose the file to attach

e. Close the screen to exit

Repeat the steps if you want to attach multiple documents



19. Click ‘Submit’, now the invoices are submitted successfully to KOM. The Invoice information cannot be edited anymore. You will be prompted with a success message. Click on the message to close the message. The screen will be cleared (Refreshed) and available for recording the next invoice.



20. While e-Invoicing, the portal will validate the below business rules and errors out when breached.

a. Invoice date should not be greater than today’s date.

b. Duplicate invoice numbers will not be allowed

c. Invoice quantity should not be greater than the PO quantity.

d. If the supplier company is not GST registered, the system will not allow to charge

the GST. If you are a GST registered company and the system does not allow to

enter GST amount, contact your respective support personnel.

e. Only approved PO lines will be available for selection

9. Print Invoice

1. Once the Invoice is submitted, the invoice can be printed for archiving/filing purposes.

2. Search and retrieve the invoice and click print. (Refer Edit invoice section to know how to search and retrieve your invoices)



10. Miscellaneous Invoices / Retainage Claims

1. Click ‘Create Invoice’ under Miscellaneous Category

2. Select the Currency code

3. Enter the Description, Remarks, Quantity and Line amount.

4. Click “Add New Line” if your invoice has multiple lines

5. Enter the GST amount

6. Click ‘SAVE’

7. Attach the supporting documents

8. Click ‘SUBMIT’



11. Edit Invoice / Inquire Invoice

The following functions can be done through the Edit Invoice screen

Invoices can be inquired.

Individual invoice can be edited

Individual invoices can be printed.

Current status of the invoice can be viewed

Invoice summary can be exported to excel.



Note: Invoice information can be edited only when the invoice is in ‘Draft’ or ‘Rejected’ status

1. To inquire an invoice or to edit it, click ‘Edit Invoice’ link in the home screen.

2. Click ‘Search’ to inquire all your invoices that were recorded previously.

Your can search invoice by a. Invoice Number b. Invoice Status c. Invoice Date range d. DO Number or Reference Number



3. Click ‘Edit’ to open the invoice for viewing or editing the invoice details. Editing the Invoice details are allowed only when the invoice is in DRAFT and REJECTED status.

12. Submit / Edit Credit Note

This option is available only for the services and Subcontracts. 1. Click ‘Edit Invoice/Submit Credit Note’ to search an invoice. 2. Select the invoice you want to submit a Credit Note for. 3. Click ‘Create’ under the Credit Note Column. 4. Select the PO/WO credit lines (Negative Amount) 5. Enter the Credit Note Details 6. Click SAVE 7. Attach the supporting documents 8. Click SUBMIT 9. All the previously submitted Credit Notes are also displayed in the Search Invoice screen

and the Credit Notes can also be edited similar to how you edit the invoice details.



Note: Credit Note amount and GST amount should be entered as negative Value



13. Rejected Invoices

In the event that KOM rejects the e-Invoice, the status of the Invoice will show as Rejected. Retrieve the invoice and click on the Remarks to know the rejection reason. If instructed, edit the necessary details and SUBMIT again.

14. Export Invoice Details

1. From the search invoice screen, click ‘Export’ to export the invoice details into an excel sheet.



15. Contacting KOM Support team

1. Refer to the FAQ before sending in your queries and clarification. 2. Click on the ‘Contact Us’ to see your respective contact details. For login related issues and

queries related to Keppel e-Invoice System. You can either email your queries or call the hotline number displayed in the contact us screen.

3. For queries related to the purchase orders contact your respective buyer.