keppel e-invoice system user manual for suppliers

Keppel e-Invoice System

User Manual for Suppliers Version 2.2

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 Corpora t ion . Copyr igh t © 2010 - 2018 Keppe l Corporat ion L imi ted . A l l r ights reserved .


User Manual for Suppliers – Version 2.2 of 18

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

6. Logging in to the portal.............................................................................................................. 4

6.1. Forgot Password ................................................................................................................ 5

7. Create Invoice ........................................................................................................................ 6

8. Create Credit note (PO based) .....................................................................................................13

9. Print Invoice .........................................................................................................................14

10. Edit Invoice / Inquire Invoice ..................................................................................................15

11. Submit / Edit Credit Note (Non PO based) ...................................................................................16

12. Rejected Invoices ..............................................................................................................17

13. Export Invoice Details ..........................................................................................................17

14. Contacting Keppel Support team .............................................................................................18



1. Document Change History

Version Date of issue Author Description of amendments

2.0 27 Mar 2018 Keppel Corporation Base line version

2.1 7 July 2018 Keppel Corporation Additional enhancements

2.2 18 July 2018 Keppel Corporation Additional screenshots

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

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 e-Invoice 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 version 9 or later is supported by the portal. There can be distorted behavior with other web browsers.



5. 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 at this stage.

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

3 Rejected

Keppel has rejected the invoice. There will be an email notification with the rejection reason. Alternatively you can click ‘Remark’ to see the rejection reason.

Invoice can be edited at this stage.

4 Approval In Progress Invoice Approval is in progress at Keppel

Invoice Cannot be edited. Supporting Documents can be attached.

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

6 Paid Payment dispatched from Keppel. Invoice cannot be edited.

6. Logging in to the portal Once you are enrolled to use Keppel e-Invoice system, you will receive an automated email with the login credentials and the URL. Use your credentials to login to the e-invoice portal. https://eapps.keppelgroup.com/eInvoice2

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.

https://eapps.keppelgroup.com/eInvoice2



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

6.1. Forgot Password

You can use the “Forgot Password” option found below the login button 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.



7. Create Invoice

1. To create and submit a new e-invoice, click ‘Create Invoice’ link under the appropriate category. - Goods and Services category is for Purchase order based invoices - Miscellaneous and Retainage Claims category is for Non-Purchase order based invoices

Note: If unsure about the category, click the question mark next to each category. 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. The values will get auto filtered when you start typing the customer / supplier company name (predictive search).

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 same as the original invoice document. This is a mandatory field. 4. Enter the Invoice Date. This is a mandatory field. Future date will not be allowed. 5. Enter the Reference Number / DO Number if applicable. 6. Enter Out of Pocket Expenses / Unplanned Charges if applicable



Search and Select Purchase order / Work order Lines for Invoicing (Points 6, 7 and 8 are applicable only for PO based invoices) 7. Enter the purchase order number. Click ‘Select PO/WO line’ button.

Note: PO/WO lines will be searchable only with exact PO/WO document number.

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

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

Note: The Invoice details section will have below additional fields. They are optional. The information will be used for invoice approvals

I. Labor Hours

II. Completion Percentage



III. Billing Start Date

IV. Billing End Date

V. Job Card No

VI. WC Form No

VII. Retainage %

VIII. Retainage Amount

10. If in case of Retainage PO/WO, system will display Retention % and Retention Amount as shown below.

11. If ‘GST on Nett’ check box is checked then GST will be applied on Nett Amount i.e. less Retainage. If ‘GST on Nett’ check box is checked then GST will be applied on Gross Amount.

Note:

1. The Full GST Amount will be defaulted automatically based on Bill Amount. Retention amount will be defaulted automatically based on Retention % and line Amount.

2. You may contact Keppel Support if you have any questions on GST on Nett flag

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



Note:

3. 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.

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

Note:

Exchange rate is available only for foreign currency transactions and for GST/VAT applicable transactions. For Non GST/VAT transactions, system will follow the spot exchange rate from the ERP.

14. Click ‘Save’. Invoice will now be saved in ‘Draft’ Status and is not yet submitted to Keppel for invoice processing. You will be prompted with a success message.



15. Review the invoice details and ensure that

a. The line details are correct

b. All the amounts and quantities are correct

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

17. 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



18. Click ‘Submit’. Now invoice is submitted successfully to Keppel for invoice processing. The Invoice information cannot be edited anymore. You will be prompted with a success message. The screen will be cleared (Refreshed) and available for recording the next invoice.



19. 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. Only approved PO lines will be available for selection

8. Create Credit note (PO based)

Go to ‘Create Credit Note’ screen 1. Steps for Saving, Submitting credit notes and attaching supporting documents are same as

invoice submission, except that for CN, the Quantity, Line amount and Tax amounts are to be entered as negative values.

2. You can link the Credit note to Invoice by clicking the Parent Invoice number button.



9. Print Invoice

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

2. Go to ‘View Invoice’ or ‘Edit Invoice’ screen

3. Search and retrieve the invoice and click on the print icon.



10. 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. PO/WO Number e. 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. Invoice details including Invoice amount, quantity, Tax amount can be edited and resubmitted. New supporting documents can be attached.

11. Submit / Edit Credit Note (Non PO based)

Go to ‘Create Credit Note’ screen 1. Steps for Saving, Submitting credit notes and attaching supporting documents are same as

invoice submission, except that for CN, the Quantity, Line amount and Tax amounts are to be entered as negative values.



12. Rejected Invoices

In the event that Keppel 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. There will also be an email notification with the invoice number and rejection reason. If instructed, edit the necessary details and SUBMIT again.

13. Export Invoice Details

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



14. Contacting Keppel 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.