srm supplier self service (srm-sus) srm e-invoicing user guide
TRANSCRIPT
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 1 of 104
Table of Contents
Table of Contents...................................................................................................................................1
Creating SUS Invoices (Supplier) ...............................................................................................................3
Purpose .................................................................................................................................................3
Prerequisites..........................................................................................................................................3
Menu Path.............................................................................................................................................3
Helpful Hints..........................................................................................................................................3
Screen Flow ...........................................................................................................................................4
3.1 Accessing Supplier Self-Service (SUS) Portal ......................................................................................5
Procedure ..............................................................................................................................................5
3.2 Displaying Purchase Order in SUS Portal via Goods Receipts.............................................................9
Procedure ..............................................................................................................................................9
3.3 Supplier Create SUS Full Invoice ...................................................................................................... 14
Procedure ............................................................................................................................................ 14
Comments ........................................................................................................................................... 21
3.4 Supplier Create SUS Partial Invoice ................................................................................................. 22
Procedure ............................................................................................................................................ 22
Comments ........................................................................................................................................... 27
3.5 Displaying SUS Invoices and Credit Memos in SUS Portal ................................................................ 27
Procedure ............................................................................................................................................ 27
3.6 Supplier Save SUS Invoice................................................................................................................ 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
3.7 Supplier Delete SUS Invoice............................................................................................................. 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
3.8 Supplier Submit SUS Invoice ............................................................................................................ 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
3.9 Supplier Add Attachment to SUS Invoice......................................................................................... 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
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User Guide
Supplier Self Service (SUS) Page 2 of 104
3.10 Supplier Enter Factoring / Payee Information in SUS Invoice......................................................... 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
3.11 Supplier View Invoice Cancelled / Deleted by TM.......................................................................... 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
3.12 Supplier View Reports in SUS Portal .............................................................................................. 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
Progressive Payment & Retention Sum................................................................................................... 27
Introduction......................................................................................................................................... 27
3.13 Progressive Payment: Fixed Without Retention Sum.................................................................... 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
3.14 Progressive Payment: Fixed With Retention Sum ......................................................................... 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
3.15 Progressive Payment: Flexi ........................................................................................................... 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
3.16 Retention Sum Submission............................................................................................................ 27
Procedure ............................................................................................................................................ 27
Comments ........................................................................................................................................... 27
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 3 of 104
Creating SUS Invoices (Supplier)
Purpose
Use this procedure to create Invoices in the SUS Portal. Suppliers have the option to:
o Create Full and Partial Invoices
o Save and Delete SUS Invoices
o Submit SUS Invoices to TM Finance SSO for further processing
o Add attachments to SUS Invoices (compulsory)
o Enter Factoring / Payee Information in SUS Invoices (where applicable)
o View Reports
o Create Invoices for Progressive Payment
o Submit Retention Sum for Purchase Orders with Progressive Payment
Prerequisites
• Supplier must be a SUS supplier and able to access the SUS Portal
• Supplier is required to have role assignment ‘SRM-SUS: Role for Supplier -Invoicer’ to create
Invoice in SUS Portal
• Invoice on SUS portal can only be created after goods receipt (GR) or service entry (SE) has
been done in ERP backend system by TM staff.
• Suppliers are recommended to use Internet Explorer (IE) Version 6.0 to 7.0 or Mozilla Firefox
Version 2.0 to 3.5
Menu Path
To login go to Supplier Self-Service (SUS) portal link: https://gems-srm.tm.com.my/
Helpful Hints
• To create an Invoice on SUS portal, go to Supplier Self Service > Start Page > All Goods
Receipts.
• Use Selection Criteria to filter Purchase Orders (PO) that have been Goods Receipt (GR) by
using status ‘Can be Invoiced’ or ‘Partial Invoice’.
• Please do not expose your password to anyone. Please ensure that documents uploaded
into the system is of type Adobe Acrobat (.pdf)
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SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 4 of 104
Screen Flow
Deliver
Goods /
Services
Creating SUS Invoice
End
Logon to SUS Portal
(www.tm.com.my)
Start
Check Goods Receipt
done by TM
Create Invoice in SUS
Reporting / Run
Payment Status
Report to Monitor
Payment Status
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User Guide
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3.1 Accessing Supplier Self-Service (SUS) Portal
Procedure
1. To login go to portal link: https://gems-srm.tm.com.my/
2. As required, complete/review the following fields:
Field Name R/O/C Description
User ID * R Unique ID used by the system to identify a user
Example: srmgreen
Password * R String of characters that is used for authentication. Please do not
expose your password to anyone.
Example: ********
3. Click .
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User Guide
Supplier Self Service (SUS) Page 6 of 104
4. You will be able to access the SUS Portal.
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User Guide
Supplier Self Service (SUS) Page 7 of 104
5. Description/Function of Fields/Links
Field Name R/O/C Description
All Purchase Orders
This link will bring you to all the Purchase Orders awarded
to the supplier.
o New – New Purchase Order which have yet to be
processed by supplier
o Changed – Purchase Order which have been changed
by TM
o In Process – Purchase Order which have been put on
Hold by supplier or have been resend by TM and
require further processing by supplier
o Confirmed – Purchase Order which have been
confirmed by supplier
o Rejected – Purchase Order which have been rejected
by supplier
o Cancelled by Customer – Purchase Order which have
been cancelled by TM. Cancellation of PO can be due
to supplier rejection of the PO or valid deletion of the
PO document by TM
All Goods Receipt
This link will bring you to all the Purchase Orders with
statuses of Goods Receipt (GR) by TM:
o No Goods Receipt – Goods Receipt (GR) have yet to be
performed by TM in back-end system and creation of
Invoice is not allowed
o Can Be Invoiced – Goods Receipt (GR) have been
posted by TM in back-end system and suppliers are
able to create Invoice for the Purchase Order
o Partial Invoice – Invoice has been partially created for
the Purchase Order and there are remaining
outstanding balances which have yet to be Invoiced
o Fully Invoiced – the Purchase Order has been fully
Invoiced and there are no remaining outstanding
balances
o Credit Memo Required – Return Delivery for items has
been performed by TM in back-end system and
creation of Credit Memo is required
o Cancelled by Customer – Purchase Order which have
been cancelled by TM
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User Guide
Supplier Self Service (SUS) Page 8 of 104
Field Name R/O/C Description
All Invoices and Credit Memos
This link will bring you to all the Invoices and Credit Memos
created by the supplier:
o Saved – Invoice which have been saved locally in SUS
Portal and have yet to be submitted to TM Finance
SSO. Saved Invoices may be deleted by the supplier
o Submitted – Invoice which have been submitted to TM
Finance SSO and is being processed
o Posted – Invoice which have been processed by TM
Finance SSO and is ready for payment
o Paid – Invoice which have been fully paid by TM
Finance SSO
o Cancelled by Customer – Invoice which have been
rejected / cancelled by TM Finance SSO and requires
further processing by supplier
Retention Sum
This link will bring you to all the Retention Sum documents
created by TM. Retention Sum submission is only
applicable for Purchase Orders with Retention Sum in the
Payment Terms of Contract
RFx and Auctions
This link will bring you to RFx and Auctions which lists
events that the supplier is invited to participate in
Online Payment
This link will bring you to Online Payment which is used to
make payments via TM Online for the purchase of TM
tender documents
Offline Reports
This link will bring you to the Supplier Payment Information
Report which gives a daily update on Invoices paid by TM
and the Supplier Open Invoices Report which updates open
Invoices ready for payment by TM
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User Guide
Supplier Self Service (SUS) Page 9 of 104
3.2 Displaying Purchase Order in SUS Portal via Goods Receipts
Procedure
1. Displaying Purchase Order (PO) documents in the SUS Portal can be done via the -
refer to Training Manual 1.2 under Module Processing Purchase Order Response (POR) in SUS for
Materials & Services (Supplier).
2. Alternatively, suppliers may also view Purchase Orders via the section.
3. Click to view all Purchase Order (PO) documents that can be invoiced.
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User Guide
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4. Use the Selection Criteria to do a quick search of Purchase Order documents. Select Status as Can be
Invoiced or Partial Invoice to filter Purchase Orders that have been Goods Receipt / Service Entry by TM.
5. Use the PO Number field to key in a specific or range of Purchase Order documents to make the search
easier.
6. Click on button.
7. A List of Purchase Orders fulfilling the selection criteria will be displayed i.e. Status – Can be Invoiced.
8. Description/Function of Fields/Links
Field Name R/O/C Description
Purchase Order No.
The Purchase Order number in SAP ERP6.
Note: Supplier’s are required to quote the Purchase Order
number when communicating with TM.
Document Name
The document name created in SRM EBP Portal.
Note: This document name is not material or service
description.
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User Guide
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Field Name R/O/C Description
Document Date
The Purchase Order date.
Note: The list of Purchase Order in this screen is sorted by
document date.
Total Value
The total Net value of the Purchase Order.
Note: The total value does not indicate the total value of
Goods Receipt / Service Entry completed by TM.
Status
The status of Goods Receipt (GR) for the Purchase Order:
o No Goods Receipt – Goods Receipt (GR) have yet to
be performed by TM in back-end system and creation
of Invoice is not allowed
o Can Be Invoiced – Goods Receipt (GR) have been
posted by TM in back-end system and suppliers are
able to create Invoice for the Purchase Order
o Partial Invoice – Invoice has been partially created
for the Purchase Order and there are remaining
outstanding balances which have yet to be Invoiced
o Fully Invoiced – the Purchase Order has been fully
Invoiced and there are no remaining outstanding
balances
o Credit Memo Required – Return Delivery for items
has been performed by TM in back-end system and
creation of Credit Memo is required
o Cancelled by Customer – Purchase Order which have
been cancelled by TM
The Print button is used to open up a PDF version of the
Purchase Order in order to print the document.
9. Click on the Purchase Order Number to access the Purchase Order screen i.e. .
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User Guide
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10. The Purchase Order selected will be displayed.
11. Description/Function of Fields/Links
Field Name R/O/C Description
Purchase Order No.
The Purchase Order number in SAP ERP6 backend system.
Note: Supplier’s are required to quote the Purchase Order
number when communicating with TM.
Document Date
The Purchase Order date.
Print Document
The Print button is used to open up a PDF version of the
Purchase Order in order to print the document.
Item Number
Internally generated item number for the Purchase Order.
Short Text
Short description of the line item. It could be the
description of a material or service item.
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User Guide
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Field Name R/O/C Description
Material
Material number field. This field will be populated if
material number exists for the line item.
Contract Number
Contract number field. This field will be populated if
contract number exists for the line item.
Item
Item number for the contract.
Purchase Order Quantity
Purchase Order quantity for each line item.
Net Value
Net price of Purchase Order line item. The price may
include discounts / surcharges / warranties.
Currency
Currency key for the amount in Net Value field.
Delivery Date
Date on which the goods are to be delivered or the service
is to be performed.
Delivery Info
Delivery information for the suppliers to enter the actual
deliver date for the goods / services.
GR Quantity
Goods Receipt (GR) / Service Entry (SE) quantity that have
been performed by TM in backend system.
IR Quantity
Invoice Receipt (IR) quantity already processed / created.
Includes SUS invoices or ERP backend system invoice
documents.
Saved Invoice Quantity
Invoice documents that have been created and are in
Saved status in the SUS Portal. These invoices have not
been submitted to TM.
Outstanding Quantity
Purchase Order Quantity where Goods Receipt / Service
Entry have been performed but have not yet been
invoiced.
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SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 14 of 104
3.3 Supplier Create SUS Full Invoice
Procedure
1. Scroll to the right of the Purchase Order screen and click on the quantity next to the symbol in the
Outstanding Quantity column.
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User Guide
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2. The Change Invoice screen will be displayed.
3. As required, complete/review the following fields:
Field Name R/O/C Description
R Enter supplier’s document name for easy future reference
Example: Promotion at TM Tower
R Enter supplier’s hardcopy invoice number:
Example: SI001
Note: The Supplier Invoice Number must be the same as the
scanned hardcopy invoice attached to the SUS Invoice
R Enter invoice date as per supplier’s hardcopy invoice document:
Example: 01.01.2011
Note: The Supplier Invoice Date must be the same as the scanned
hardcopy invoice attached to the SUS Invoice
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User Guide
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Field Name R/O/C Description
R Amend quantity if applicable
Example: 1
Note: The system will automatically default the open outstanding
quantity during Invoice creation. Suppliers are required to amend
accordingly if required.
4. For item type Service, in order to view details of the service line, click on the item number i.e. . A table
will appear at the bottom part of the screen with details for the service.
5. The Payee Information section is used to enter Factoring information.
6. Tick the check box to enter Factoring information, where factoring is applicable.
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User Guide
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7. Enter the Beneficiary Name and Account Number.
8. Click on the selection button to view the list of Beneficiaries for the supplier.
9. The List of Payee window will be displayed.
10. Select the related payee and click .
11. Clicking on the selection button under Account Number will display the Bank Account Details of the
selected payee.
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User Guide
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12. Select the Bank Account and click .
13. The information selected will be reflected in the Factoring Information.
14. When Factoring information is not applicable, suppliers are required to select the correct Account Number
(Bank Account).
15. Click on the selection button in the field under Payee Information
section to open Bank Detail window
16. Clicking on the selection button when the Factoring button is un-ticked will display a list of Bank Account:
Bank Details of the supplier.
17. Select the Bank Account and click .
18. Bank account details will be copied into Payment Information section.
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19. Suppliers are then required to upload supporting documents as attachments during creation of Invoices.
Please ensure that documents uploaded into the system is of type Adobe Acrobat (.pdf)
Supporting documents that are expected to be attached in SUS Invoice submission to TM are as
follow:
• Scanned copy of supplier invoice
• Contract
• Letter of Award
• Service Acceptance sheet
• Delivery Order document and etc
• Documents as per stipulated in Contract Terms & Conditions
20. In the Attachments section, click on the button to upload attachments.
21. Select the file to be attached (from your PC), click and click .
22. The file attached will be displayed in the attachment list.
23. Suppliers are required to enter the document title for the attached documents i.e. Contract
24. Description/Function of Fields/Links
Field Name R/O/C Description
R Document Title
Title of attachments uploaded.
R File Name
Names of files successfully uploaded.
Paper clip logo.
Click on this logo to download/view document that has
been attached.
Note: A File Download window will be displayed. Select
Open to view or Save to save on your local PC.
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User Guide
Supplier Self Service (SUS) Page 20 of 104
Field Name R/O/C Description
Thrash can logo.
Click on this logo to delete the files previously attached.
Note: Once an attachment is deleted, it will be removed
from the list.
25. Suppliers may opt to send notes to TM by filling in the Notes section.
In cases where supplier’s bank account or factoring / payee information has not been updated in the
portal, suppliers may use the Notes section to key in the relevant information.
26. Upon completing all the relevant information, supplier’s can save the invoice document by clicking on the
button.
Invoices in ‘Saved’ status may be deleted if the need arises
System will display message ‘ ’
27. To submit the final invoice to TM, suppliers are required to agree to the terms & condition by ticking on
the checkbox as acknowledgment. Suppliers may click on the link to view the Terms & Conditions i.e.
28. To submit the invoice, click on button.
System will display message ‘ ’
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User Guide
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29. Upon submission of invoice from SUS Portal, a Parked invoice will be created in ERP backend system. This
Parked document will be processed by TM Finance SSO personnel.
30. You have completed this task.
Comments
When a full Invoice has been submitted, the status of the Goods Receipt is Fully Invoiced. To view the
status, go to Start Page > All Goods Receipts
Status of the invoice is Submitted. To view the invoice, go to Start Page > All Invoices and Credit Memos
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User Guide
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3.4 Supplier Create SUS Partial Invoice
Procedure
1. Scroll to the right of your screen and click on the quantity next to the symbol in the Outstanding
Quantity column.
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User Guide
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2. The Change Invoice screen will be displayed.
3. As required, complete/review the following fields:
Field Name R/O/C Description
R Enter supplier’s document name for easy future reference
Example: Maintenance Service
R Enter supplier’s hardcopy invoice number:
Example: SI002
Note: The Supplier Invoice Number must be the same as the
scanned hardcopy invoice attached to the SUS Invoice
R Enter invoice date as per supplier’s hardcopy invoice document:
Example: 01.01.2011
Note: The Supplier Invoice Date must be the same as the scanned
hardcopy invoice attached to the SUS Invoice
O Use the Unselect check boxes to select/deselect rows.
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User Guide
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Field Name R/O/C Description
R Amend quantity if applicable
Example: 1
Note: The system will automatically default the open outstanding
quantity during Invoice creation. Suppliers are required to amend
accordingly.
4. Change the quantity for each line item to create a partial invoice i.e. 0.5.
5. Click on the selection button in the field under Payee Information
section to open Bank Detail window
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6. Clicking on the selection button when the Factoring button is un-ticked will display a list of Bank Account:
Bank Details of the supplier.
7. Select the Bank Account and click .
8. Bank account details will be copied into Payment Information section.
9. Suppliers are then required to upload supporting documents as attachments during creation of Invoices.
Please ensure that documents uploaded into the system is of type Adobe Acrobat (.pdf).
Supporting documents that are expected to be attached in SUS Invoice submission to TM are as
follow:
• Scanned copy of supplier invoice
• Contract
• Letter of Award
• Service Acceptance sheet
• Delivery Order document and etc
• Documents as per stipulated in Contract Terms & Conditions
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User Guide
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In the Attachments section, click on the button to upload attachments.
10. Select the file to be attached (from your PC), click and click .
11. The file attached will be displayed in the attachment list.
12. Suppliers are required to enter the document title for the attached documents i.e. Contract
13. Description/Function of Fields/Links
Field Name R/O/C Description
R Document Title
Title of attachments uploaded.
R File Name
Names of files successfully uploaded.
Paper clip logo.
Click on this logo to download/view document that has
been attached.
Note: A File Download window will be displayed. Select
Open to view or Save to save on your local PC.
Thrash can logo.
Click on this logo to delete the files previously attached.
Note: Once an attachment is deleted, it will be removed
from the list.
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User Guide
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14. Suppliers may opt to send notes to TM by filling in the Notes section.
In cases where supplier’s bank account or factoring / payee information has not been updated in the
portal, suppliers may use the Notes section to key in the relevant information.
15. Upon completing all the relevant information, supplier’s can save the invoice document by clicking on the
button.
Invoices in ‘Saved’ status may be deleted if the need arises
System will display message ‘ ’
16. To submit the final invoice to TM, suppliers are required to agree to the terms & condition by ticking on
the checkbox as acknowledgment. Suppliers may click on the link to view the Terms & Conditions i.e.
17. To submit the invoice, click on button.
System will display message ‘ ’
18. Upon submission of the partial invoice from SUS Portal, a Parked invoice will be created in ERP backend
system. This Parked document will be processed by TM Finance SSO personnel.
19. You have completed this task.
Comments
When a partial Invoice has been submitted, the status of the Goods Receipt is Partial Invoice. To view
the status, go to Start Page > All Goods Receipts
Status of the invoice is Submitted. To view the invoice, go to Start Page > All Invoices and Credit Memos
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3.5 Displaying SUS Invoices and Credit Memos in SUS Portal
Procedure
1. To view Invoices and Credit Memos / Subsequent Credit Memos created in SUS Portal, click on
in the main page.
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2. Use the Selection Criteria to do a quick search of Invoice and Credit Memo documents. Select Status as
Submitted and Type as Invoice to filter invoices that have been submitted by suppliers.
3. Use the PO Number field to key in a specific or range of Purchase Order documents to make the search
easier.
4. Click on button.
5. A List of Invoices and Credit Memos fulfilling the selection criteria will be displayed.
6. Description/Function of Fields/Links
Field Name R/O/C Description
Type
The document type in SUS Portal:
o Invoice
o Credit Memo
Document Number
The document number generated in SUS when a
document is created. The number may refer to a SUS
Invoice or Credit Memo document.
Document Name
The document name entered during creation of Invoice or
Credit Memo documents in SUS Portal.
Created by
The SUS User ID of document creator.
Note: This is applicable when a supplier has multiple SUS
User IDs with different roles.
ERP PO Number
The Purchase Order number in SAP ERP6.
Note: Supplier’s are required to quote the Purchase Order
number when communicating with TM.
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Field Name R/O/C Description
ERP Invoice Number
The Invoice number in SAP ERP6.
Note: Supplier’s may be required to quote the Invoice
number when communicating with TM.
Document Date
The Invoice or Credit Memo creation date.
Status
The status of Invoices or Credit Memo:
o Saved – Invoice which have been saved locally in SUS
Portal and have yet to be submitted to TM Finance
SSO. Saved Invoices may be deleted by the supplier
o Submitted – Invoice which have been submitted to
TM Finance SSO and is being processed
o Posted – Invoice which have been processed by TM
Finance SSO and is ready for payment
o Paid – Invoice which have been fully paid by TM
Finance SSO
o Cancelled by Customer – Invoice which have been
rejected / cancelled by TM Finance SSO and requires
further processing by supplier
RS
Indicator for Retention Sum. When the invoice is created
for a retention sum document, the line item will be
marked with an indicator.
Gross Price
The total Gross Price of the document.
The Print button is used to open up the Invoice or Credit
Memo in a PDF version in order to print the document.
Delete
The delete column will display an icon when the
document is in ‘Saved’ status.
7. Click on the Document Number to display the document i.e.
8. The Invoice or Credit Memo Document selected will be displayed.
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3.6 Supplier Save SUS Invoice
Procedure
1. Scroll to the right of the Purchase Order screen and click on the quantity next to the symbol in the
Outstanding Quantity column.
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2. The Change Invoice screen will be displayed.
3. As required, complete/review the following fields:
Field Name R/O/C Description
R Enter supplier’s document name for easy future reference
Example: Promotion at TM Tower
R Enter supplier’s hardcopy invoice number:
Example: SI001
Note: The Supplier Invoice Number must be the same as the
scanned hardcopy invoice attached to the SUS Invoice
R Enter invoice date as per supplier’s hardcopy invoice document:
Example: 01.01.2011
Note: The Supplier Invoice Date must be the same as the scanned
hardcopy invoice attached to the SUS Invoice
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User Guide
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Field Name R/O/C Description
R Amend quantity if applicable
Example: 1
Note: The system will automatically default the open outstanding
quantity during Invoice creation. Suppliers are required to amend
accordingly if required.
4. For item type Service, in order to view details of the service line, click on the item number i.e. . A table
will appear at the bottom part of the screen with details for the service.
5. Click on the selection button in the field under Payee Information
section to open Bank Detail window
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6. Clicking on the selection button when the Factoring button is un-ticked will display a list of Bank Account:
Bank Details of the supplier.
7. Select the Bank Account and click .
8. Bank account details will be copied into Payment Information section.
9. Suppliers are then required to upload supporting documents as attachments during creation of Invoices.
Please ensure that documents uploaded into the system is of type Adobe Acrobat (.pdf)
Supporting documents that are expected to be attached in SUS Invoice submission to TM are as
follow:
• Scanned copy of supplier invoice
• Contract
• Letter of Award
• Service Acceptance sheet
• Delivery Order document and etc
• Documents as per stipulated in Contract Terms & Conditions
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In the Attachments section, click on the button to upload attachments.
10. Select the file to be attached (from your PC), click and click .
11. The file attached will be displayed in the attachment list.
12. Suppliers are required to enter the document title for the attached documents i.e. Contract
13. Description/Function of Fields/Links
Field Name R/O/C Description
R Document Title
Title of attachments uploaded.
R File Name
Names of files successfully uploaded.
Paper clip logo.
Click on this logo to download/view document that has
been attached.
Note: A File Download window will be displayed. Select
Open to view or Save to save on your local PC.
Thrash can logo.
Click on this logo to delete the files previously attached.
Note: Once an attachment is deleted, it will be removed
from the list.
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14. Suppliers may opt to send notes to TM by filling in the Notes section.
In cases where supplier’s bank account or factoring / payee information has not been updated in the
portal, suppliers may use the Notes section to key in the relevant information.
15. Upon completing all the relevant information, supplier’s can save the invoice document by clicking on the
button.
Invoices in ‘Saved’ status may be deleted if the need arises
System will display message ‘ ’
16. You have completed this task.
Comments
When an Invoice has been saved, the status of the document will be ‘Saved’. To view the status, go to
Start Page > All Invoices and Credit Memos
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3.7 Supplier Delete SUS Invoice
Procedure
1. Click to view all Invoices and Credit Memos created in SUS Portal.
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2. Use the Selection Criteria to do a quick search of Invoice documents. Select Status as Saved and Type as
Invoice to filter invoices that have been saved by suppliers.
3. Click on button.
4. A list of Invoices & Credit Memos fulfilling the selection criteria will be displayed.
Only Invoice documents with ‘Saved’ status can be deleted. Documents with status ‘Submitted’,
‘Posted’ or ‘Cancelled by Customer’ cannot be deleted.
5. Select the Invoice which intends to be deleted by clicking on the checkbox in the first column of the
table.
6. Click on icon .
7. The confirmation message will appear:
8. To confirm the deletion, click on button.
The screen will refresh and the Invoice document will no longer be available in the list.
9. You have completed this task.
Comments
When an Invoice has been deleted, the outstanding balance of the Purchase Order will become open
and the Purchase Order status changed from Fully Invoiced / Partial Invoice to Can be Invoiced / Partial
Invoice. A new document can be created against the Purchase Order.
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3.8 Supplier Submit SUS Invoice
Procedure
1. Click to view all Invoices & Credit Memos created in SUS Portal.
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2. Use the Selection Criteria to do a quick search of Invoice documents. Select Status as Saved and Type as
Invoice to filter invoices that have been saved by suppliers.
3. Click on button.
4. A list of Invoices & Credit Memos fulfilling the selection criteria will be displayed.
Only Invoice documents with ‘Saved’ status have yet to be submitted to TM Finance SSO for
processing.
5. Select the Invoice which intends to be submitted i.e.
6. The Change Invoice screen will be displayed.
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For Saved Invoices, suppliers are only able to edit / add attachments or add Notes. Any further
change to the Invoice requires the document to be deleted and reprocessed.
7. To submit the final invoice to TM, suppliers are required to agree to the terms & condition by ticking on
the checkbox as acknowledgment. Suppliers may click on the link to view the Terms & Conditions i.e.
8. To submit the invoice, click on button.
9. System will display message ‘ ’
10. Upon submission of the invoice from SUS Portal, a Parked invoice will be created in ERP backend system.
This Parked document will be processed by TM personnel.
11. You have completed this task.
Comments
When an Invoice has been submitted, the status of the Goods Receipt is Partial Invoice / Fully Invoiced.
To view the status, go to Start Page > All Goods Receipts
Status of the invoice is Submitted. To view the invoice, go to Start Page > All Invoices and Credit Memos
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3.9 Supplier Add Attachment to SUS Invoice
Procedure
1. Suppliers are required to upload supporting documents as attachments during creation of Invoices.
Supporting documents that are expected to be attached in SUS Invoice submission to TM are as
follow:
• Scanned copy of supplier invoice
• Contract
• Letter of Award
• Service Acceptance sheet
• Delivery Order document and etc.
• Documents as per stipulated in Contract Terms & Conditions
Please ensure that documents uploaded into the system is of type Adobe Acrobat (.pdf)
2. To upload attachment file, click on button in the Attachment section of the Invoice
document.
3. Select the file to be attached (from your PC), click and click .
4. The file attached will be displayed in the attachment list.
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5. Suppliers are required to enter the document title for the attached documents i.e. Contract
6. Repeat steps 2 – 5 to attach more files.
The maximum size for upload of attachments is 50MB
7. To view the attached file, click on the Paper Clip button.
8. To remove the attached file from the attachment list, click on the Trash Can button. Once a file has
been deleted, it will be removed from the list.
9. You have successfully added attachment to the SUS Invoice document.
10. You have completed this task.
Comments
When an Invoice is in Saved status and have yet to be Submitted to TM, suppliers can add attachments
to the document.
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3.10 Supplier Enter Factoring / Payee Information in SUS Invoice
Procedure
1. The Payee Information section is used to enter Factoring information.
2. Tick the check box to enter Factoring information, where factoring is applicable.
3. Enter the Beneficiary Name and Account Number.
4. Click on the selection button to view the list of Beneficiaries for the supplier.
5. The List of Payee window will be displayed.
6. Select the related payee and click .
7. Clicking on the selection button under Account Number will display the Bank Account Details of the
selected payee.
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8. Select the Bank Account and click .
9. The information selected will be reflected in the Factoring Information.
10. You have successfully entered factoring / payee information in the SUS Invoice document.
11. You have completed this task.
Comments
The factoring / payee information will be reflected in the Parked invoice created in ERP backend
system.
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3.11 Supplier View Invoice Cancelled / Deleted by TM
Procedure
1. TM Finance SSO may cancel / delete supplier’s submitted invoice due to several reasons:
o Scanned hardcopy invoices and SUS submitted invoices do not tally
o Insufficient supporting documents attached
o Incorrect bank account / factoring information
2. Suppliers are able to view the reasons for invoice deletion / cancellation in the SUS Portal.
3. In the listing, select Status as Cancelled by Customer.
4. A list of Invoices & Credit Memos fulfilling the selection criteria will be displayed.
5. Select the Invoice to view the details of cancellation i.e. .
6. The Display Invoice screen will be displayed.
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7. Scroll to the bottom of the screen to the Notes section.
8. The reasons for cancellation / deletion by TM Finance SSO will be displayed in the .
9. You have completed this task.
Comments
When an invoice has been cancelled / deleted by TM Finance SSO, suppliers may resubmit the invoice
by going to Start Page > All Goods Receipts
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3.12 Supplier View Reports in SUS Portal
Procedure
1. Click on the tab to access reports in SUS Portal.
2. The reports available are:
o Invoice Settlement Report – provides information on supplier payment for paid invoices
o Open Report – provides information on supplier open invoices
3. Click on the left hand navigation to select the report to view.
4. Click on . Invoice Settlement Report
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5. In the Variable Entry screen, enter the i.e.
6. Click .
7. The Invoice Settlement Report will be displayed.
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8. Description/Function of Fields/Links
Field Name R/O/C Description
Supplier The Supplier Number and Name.
Example: 1101184 Challenge Sdn Bhd
Company The Company Code which the document refers to.
Example: 1000 Telekom Malaysia Berhad
Company’s Reference No. The Company’s reference number generated when invoice
is created.
Example: SIV101170000001681 or 1Y21003751TM
Supplier Invoice No. This field is copied from Supplier Invoice Number which
suppliers enter during Invoice creation
Example:
Supplier Invoice Date
The Invoice Date entered by suppliers during invoice
creation
Example:
System Generated No. TM Finance SSO internal control number for the
document.
Example: 5200110011
Payment Description TM Finance SSO description of payment.
Example: Final Payment
PO Number The Purchase Order number in ERP backend system.
Example: 4900000001
Note: Suppliers are recommended to quote this Purchase
Order number when dealing with TM
SUS Transfer Date The date when supplier ‘Submit’ the invoice document to
TM Finance SSO for further processing / posting in
backend system.
Example: 01.01.2011
Payment Date The Payment Date for the Invoice document
Example: 01.02.2011
Payment Date / Cheque No. /
TT No. / Contra / Stop
Relevant information pertaining to the payment or invoice
document.
Example:
Payment Date – 01.02.2011 (will not be available when
replaced by Cheque No. / TT No.)
Cheque No. - 0000898720
TT No. - 3140081025 or 200805040100323
Contra to Debtor Balance - CONTRA
Stop Payment - STOP
Alternate Payee Factoring Company Number and Name (where applicable)
Example: 1101121 Fahita Sdn Bhd
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Field Name R/O/C Description
Currency Currency of Invoice
Example: MYR
Amount (Invoice Currency) Amount stated in Invoice Document
Example: 1,000.00
Amount (Local Currency) Invoice amount in Local Currency - MYR
Example: 1,000.00
9. Suppliers may add Free Characteristics column from the left panel by dragging-and-dropping the fields into
the report table.
10. Alternatively, remove fields from the report by dragging-and-dropping the fields into the left panel of the
screen.
11. To view the Open Report, click on .
12. On the left hand navigation panel, click on .
13. In the Variable Entry screen, enter the i.e.
14. Click .
15. The Open Report will be displayed.
Open Report
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16. Description/Function of Fields/Links
Field Name R/O/C Description
Supplier The Supplier Number and Name.
Example: 1101184 Challenge Sdn Bhd
Company The Company Code which the document refers to.
Example: 1000 Telekom Malaysia Berhad
Company’s Reference No. The Company’s reference number generated when invoice
is created.
Example: SIV101170000001681 or 1Y21003751TM
Supplier Invoice No. This field is copied from Supplier Invoice Number which
suppliers enter during Invoice creation
Example:
Supplier Invoice Date
The Invoice Date entered by suppliers during invoice
creation
Example:
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Field Name R/O/C Description
System Generated No. TM Finance SSO internal control number for the
document.
Example: 5200110011
PO Number / Payment
Description
The Purchase Order number in ERP backend system or TM
Finance SSO description of payment.
Example: 4900000001 or Final Payment
Payment Block Indicator Payment block indicator (where applicable)
Example: A
Block Reason Payment block reason
Example: Incorrect Invoice amount
Document Received Date Date complete payment document received by TM
Finance SSO
Example: 11.11.2010
Payment Term Description
The Payment terms as stipulated in the Purchase Order
document
Example: EA01
Alternate Payee Factoring Company Number and Name (where applicable)
Example: 1101121 Fahita Sdn Bhd
Currency Currency of Invoice
Example: MYR
Amount (Invoice Currency) Amount stated in Invoice Document
Example: 1,000.00
Amount (Local Currency) Invoice amount in Local Currency - MYR
Example: 1,000.00
17. Suppliers may add Free Characteristics column from the left panel by dragging-and-dropping the fields into
the report table.
18. Alternatively, remove fields from the report by dragging-and-dropping the fields into the left panel of the
screen.
Invoices shown in the report can be invoice documents created by suppliers in the SUS Portal or
invoice documents created by TM Finance SSO in the ERP backend system
Invoices not yet paid by TM will not be reflected in the Invoice Settlement Report but will
be available in the Open Report
19. You have successfully viewed the Reports in SUS Portal.
Comments
The SUS reports will still be available for supplier viewing even if suppliers have been blocked i.e. due to
registration expiration.
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Progressive Payment & Retention Sum
Introduction
1. Progressive Payment is applicable to suppliers such as JKH supplier that have Contract with TM with the
specific payment milestone upon delivery of goods. The payment terms for Progressive Payment are
defined in the Contract between suppliers and TM.
2. Suppliers are able to create and submit claims based on pre-defined milestone of the total goods
delivered (if equipment) or Purchase Order amount (if services) that has been rendered to TM. Payment
terms for Progressive Payment include Fixed and Flexi.
o Fixed term means that suppliers are able to invoice a fixed amount from the value of the Goods
Receipt or Purchase Order i.e. Fixed 40% of total PO.
o Flexi term means that suppliers can claim up to the maximum percentage (%) amount of the Purchase
Order on a gradual basis i.e. Flexi 70% of total PO.
3. During the creation of invoices, suppliers will encounter system adjustments for rounding purposes as well
as milestone adjustments. This is due to partial Goods Receipt / Service Entry performed in the ERP
backend system by TM staff.
4. Retention Sum is the amount retained by TM upon completion of goods or services, whereby the amount
is only claimable upon a period of time as stipulated in Contract terms.
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3.13 Progressive Payment: Fixed Without Retention Sum
Procedure
1. To create an invoice with Fixed Progressive Payment, select a Purchase Order with a status of Can be
Invoiced or Partial Invoice with payment terms starting Fixed - EA, EB, SA or SB. The payment term for the
PO is shown in the Payment Terms and Delivery section.
2. Scroll to the right of the Purchase Order screen and click on the quantity next to the symbol in the
Outstanding Quantity column.
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3. A pop-up window will appear indicating that there is a progressive payment for the Purchase Order
document. In the example below, the payment term is Fixed 80%, 20%
4. Description/Function of Fields/Links
Field Name R/O/C Description
Milestone
The stage of the milestone
Rate Type
Rate Type for the milestone i.e. Fixed or Flexi
Milestone %
Percentage (%) of Milestone processed
Retention Sum %
Percentage (%) of Retention Sum (where applicable)
Status
- invoice is allowed or milestone is completed
- milestone is ongoing
- milestone is not allowed
PP Status Description
o Open – when the icon is green, there are open
invoice quantity to be claimed. When the icon is red,
the stage is not allowed to claim
o Completed – invoice has been submitted and the
milestone stage is completed
o Ongoing – there is partial invoice quantity to be
claimed
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Field Name R/O/C Description
PP Document Status Description
o Blank – no documents created
o Park – documents in parked status
o Post – documents posted in ERP backend system
5. Click on to proceed with invoice creation.
6. The Change Invoice screen will be displayed.
7. As required, complete/review the following fields:
Field Name R/O/C Description
R Enter supplier’s document name for easy future reference
Example: Equipment
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Field Name R/O/C Description
R Enter supplier’s hardcopy invoice number:
Example: A1000-001
Note: The Supplier Invoice Number must be the same as the
scanned hardcopy invoice attached to the SUS Invoice
R Enter invoice date as per supplier’s hardcopy invoice document:
Example: 05.01.2011
Note: The Supplier Invoice Date must be the same as the scanned
hardcopy invoice attached to the SUS Invoice
For fixed progressive payment invoices, quantity fields are not editable. The system will automatically
calculate the invoice amount based on the milestone stage and percentage (%)
8. Description/Function of Fields/Links
Field Name R/O/C Description
Total
Total Invoice amount before adjustments.
Milestone Adjustment
Milestone adjustment amount (where applicable) is
calculated by the system where adjustments are necessary
when partial goods receipt / service entries are performed.
Net Invoice
Sum of Total and Milestone Adjustment Amount.
9. Click on the selection button in the field under Payee Information
section to open Bank Detail window
10. Clicking on the selection button when the Factoring button is un-ticked will display a list of Bank Account:
Bank Details of the supplier.
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11. Select the Bank Account and click .
12. Bank account details will be copied into Payment Information section.
13. Suppliers are then required to upload supporting documents as attachments during creation of Invoices.
Please ensure that documents uploaded into the system is of type Adobe Acrobat (.pdf)
Supporting documents that are expected to be attached in SUS Invoice submission to TM are as
follow:
• Scanned copy of supplier invoice
• Contract
• Letter of Award
• Service Acceptance sheet
• Delivery Order document and etc
• Documents as per stipulated in Contract Terms & Conditions
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14. In the Attachments section, click on the button to upload attachments.
15. Select the file to be attached (from your PC), click and click .
16. The file attached will be displayed in the attachment list.
17. Suppliers are required to enter the document title for the attached documents i.e. Contract
18. Description/Function of Fields/Links
Field Name R/O/C Description
R Document Title
Title of attachments uploaded.
R File Name
Names of files successfully uploaded.
Paper clip logo.
Click on this logo to download/view document that has
been attached.
Note: A File Download window will be displayed. Select
Open to view or Save to save on your local PC.
Thrash can logo.
Click on this logo to delete the files previously attached.
Note: Once an attachment is deleted, it will be removed
from the list.
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19. Suppliers may opt to send notes to TM by filling in the Notes section.
In cases where supplier’s bank account or factoring / payee information has not been updated in the
portal, suppliers may use the Notes section to key in the relevant information.
20. Upon completing all the relevant information, supplier’s can save the invoice document by clicking on the
button.
Invoices in ‘Saved’ status may be deleted if the need arises
System will display message ‘ ’
21. To submit the final invoice to TM, suppliers are required to agree to the terms & condition by ticking on
the checkbox as acknowledgment. Suppliers may click on the link to view the Terms & Conditions i.e.
22. To submit the invoice, click on button.
System will display message ‘ ’
23. Upon submission of invoice from SUS Portal, a Parked invoice will be created in ERP backend system. This
Parked document will be processed by TM Finance SSO personnel.
Suppliers can only proceed with the next milestone stage when TM Finance SSO has already
processed the submitted invoice
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24. To check whether TM Finance SSO has processed the submitted invoice, view the invoice status in the
section.
25. Use the Selection Criteria to do a quick search of Invoice and Credit Memo documents. Select Type as
Invoice to filter invoices that have been submitted by suppliers.
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26. Use the PO Number field to key in a specific or range of Purchase Order documents to make the search
easier.
27. Click on button.
28. A List of Invoices fulfilling the selection criteria will be displayed.
29. The status of the invoice document is .
Suppliers will not be able to proceed with the next milestone stage until the status changes to Posted
30. Once the status of the invoice document has changed to , proceed with the next milestone
stage.
31. Select the Purchase Order document from the section. The status of the Purchase
Order document will now become Partial Invoice.
32. The pop-up window will appear indicating that the second milestone stage is now Open. The previous
milestone stage is now Completed with the document status changed to Posted.
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33. Click on to proceed with invoice creation and submit to TM Finance SSO.
34. You have completed this task.
Comments
When the Progressive Payment Invoices have been submitted, the status of the Goods Receipt is Fully
Invoiced. To view the status, go to Start Page > All Goods Receipts
Statuses of the invoices are Submitted and Posted. To view the invoice, go to Start Page > All Invoices
and Credit Memos
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3.14 Progressive Payment: Fixed With Retention Sum
Procedure
1. To create an invoice with Fixed Progressive Payment and Retention Sum, select a Purchase Order with a
status of Can be Invoiced or Partial Invoice with payment terms starting Fixed - EA, EB, SA or SB and
contains RS. The payment term for the PO is shown in the Payment Terms and Delivery section.
2. Scroll to the right of the Purchase Order screen and click on the quantity next to the symbol in the
Outstanding Quantity column.
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3. A pop-up window will appear indicating that there is a progressive payment for the Purchase Order
document. In the example below, the payment term is Fixed 95%, 5%RS.
4. Description/Function of Fields/Links
Field Name R/O/C Description
Milestone
The stage of the milestone
Rate Type
Rate Type for the milestone i.e. Fixed or Flexi
Milestone %
Percentage (%) of Milestone processed
Retention Sum %
Percentage (%) of Retention Sum (where applicable)
Status
- invoice is allowed or milestone is completed
- milestone is ongoing
- milestone is not allowed
PP Status Description
o Open – when the icon is green, there are open
invoice quantity to be claimed. When the icon is red,
the stage is not allowed to claim
o Completed – invoice has been submitted and the
milestone stage is completed
o Ongoing – there is partial invoice quantity to be
claimed
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Field Name R/O/C Description
PP Document Status Description
o Blank – no documents created
o Park – documents in parked status
o Post – documents posted in ERP backend system
5. Click on to proceed with invoice creation.
6. The Change Invoice screen will be displayed.
7. As required, complete/review the following fields:
Field Name R/O/C Description
R Enter supplier’s document name for easy future reference
Example: Equipment
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Field Name R/O/C Description
R Enter supplier’s hardcopy invoice number:
Example: A1000-001
Note: The Supplier Invoice Number must be the same as the
scanned hardcopy invoice attached to the SUS Invoice
R Enter invoice date as per supplier’s hardcopy invoice document:
Example: 05.01.2011
Note: The Supplier Invoice Date must be the same as the scanned
hardcopy invoice attached to the SUS Invoice
For fixed progressive payment invoices, quantity fields are not editable. The system will automatically
calculate the invoice amount based on the milestone stage and percentage (%)
8. Description/Function of Fields/Links
Field Name R/O/C Description
Total
Total Invoice amount before adjustments.
Milestone Adjustment
Milestone adjustment amount (where applicable) is
calculated by the system where adjustments are necessary
when partial goods receipt / service entries are performed.
Net Invoice
Sum of Total and Milestone Adjustment Amount.
9. Click on the selection button in the field under Payee Information
section to open Bank Detail window
10. Clicking on the selection button when the Factoring button is un-ticked will display a list of Bank Account:
Bank Details of the supplier.
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11. Select the Bank Account and click .
12. Bank account details will be copied into Payment Information section.
13. Suppliers are then required to upload supporting documents as attachments during creation of Invoices.
Please ensure that documents uploaded into the system is of type Adobe Acrobat (.pdf)
Supporting documents that are expected to be attached in SUS Invoice submission to TM are as
follow:
• Scanned copy of supplier invoice
• Contract
• Letter of Award
• Service Acceptance sheet
• Delivery Order document and etc
• Documents as per stipulated in Contract Terms & Conditions
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14. In the Attachments section, click on the button to upload attachments.
15. Select the file to be attached (from your PC), click and click .
16. The file attached will be displayed in the attachment list.
17. Suppliers are required to enter the document title for the attached documents i.e. Contract
18. Description/Function of Fields/Links
Field Name R/O/C Description
R Document Title
Title of attachments uploaded.
R File Name
Names of files successfully uploaded.
Paper clip logo.
Click on this logo to download/view document that has
been attached.
Note: A File Download window will be displayed. Select
Open to view or Save to save on your local PC.
Thrash can logo.
Click on this logo to delete the files previously attached.
Note: Once an attachment is deleted, it will be removed
from the list.
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19. Suppliers may opt to send notes to TM by filling in the Notes section.
In cases where supplier’s bank account or factoring / payee information has not been updated in the
portal, suppliers may use the Notes section to key in the relevant information.
20. Upon completing all the relevant information, supplier’s can save the invoice document by clicking on the
button.
Invoices in ‘Saved’ status may be deleted if the need arises
System will display message ‘ ’
21. To submit the final invoice to TM, suppliers are required to agree to the terms & condition by ticking on
the checkbox as acknowledgment. Suppliers may click on the link to view the Terms & Conditions i.e.
22. To submit the invoice, click on button.
System will display message ‘ ’
23. Upon submission of invoice from SUS Portal, a Parked invoice will be created in ERP backend system. This
Parked document will be processed by TM Finance SSO personnel.
Suppliers can only proceed with the next milestone stage when TM Finance SSO has already
processed the submitted invoice
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24. To check whether TM Finance SSO has processed the submitted invoice, view the invoice status in the
section.
25. Use the Selection Criteria to do a quick search of Invoice and Credit Memo documents. Select Type as
Invoice to filter invoices that have been submitted by suppliers.
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26. Use the PO Number field to key in a specific or range of Purchase Order documents to make the search
easier.
27. Click on button.
28. A List of Invoices fulfilling the selection criteria will be displayed.
29. The status of the invoice document is .
Suppliers will not be able to proceed with the next milestone stage until the status changes to Posted
30. Once the status of the invoice document has changed to , proceed with the next milestone
stage.
31. Select the Purchase Order document from the section. The status of the Purchase
Order document will now become Partial Invoice.
32. The pop-up window will appear indicating that the second milestone stage is now Open. The previous
milestone stage is now Completed with the document status changed to Posted.
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33. The green indicator shows that the second milestone can be processed. However, since the Payment
Terms is 5% Retention Sum, the final claim cannot be made until the Retention Sum adjustment has been
performed by TM Finance SSO in the ERP backend system.
34. Click to exit the window.
35. To check whether TM Finance SSO has performed the final Retention Sum adjustment, view the Retention
Sum status in the section.
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36. The List of Retention Sum will be displayed.
37. Description/Function of Fields/Links
Field Name R/O/C Description
Document Number
The SUS invoice number if the Retention Sum is in ‘Saved’
status.
Document Name
Document name for the Retention Sum created in ERP
backend system. However, when a SUS invoice is created,
it will be replaced with the SUS Document Name.
Document Date
The SUS Retention Sum document creation date.
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Field Name R/O/C Description
PO Number
The Purchase Order number in SAP ERP6.
Invoice No
The ERP backend system generated number.
Due Date
The Due Date for the Retention Sum document.
Status
The Status of the Retention Sum document:
o New – The document has not been processed by
supplier or not yet due
o Saved – The document has been saved locally in SUS
Portal and has yet to be submitted to TM Finance
SSO.
Percentage
The total percentage of Retention Sum for the document.
Amount
The amount of Retention Sum for the document.
The Print button is used to open up the document in a PDF
version in order to print. Documents in ‘Saved’ status can
be printed. For ‘New’ documents, the print button will not
be available.
Delete
The delete column will display an icon when the
document is in ‘Saved’ status.
Submit
The Acknowledge Document button will be available
in the column when the Retention Sum document is due.
38. Use the Selection Criteria to do a quick search of Retention Sum documents. Select Status as New to view
new Retention Sum documents.
39. Use the PO Number field to key in a specific or range of Purchase Order documents to make the search
easier.
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40. Click on button.
41. A List of Retention Sum documents fulfilling the selection criteria will be displayed.
42. The status of the Retention Sum document is . However, the document is not yet due as the
Acknowledge Document button is not available.
Suppliers will not be able to proceed with the invoice creation for Retention Sum until the date for
submission is due
43. Once the Retention Sum document is due and the Acknowledge Document button is available,
proceed with invoice creation.
44. Click on the Acknowledge Document button.
45. The Change Invoice / SUS Invoice Retention Sum screen will be displayed.
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46. As required, complete/review the following fields:
Field Name R/O/C Description
R Enter supplier’s document name for easy future reference
Example: Equipment
R Enter supplier’s hardcopy invoice number:
Example: A1000-002
Note: The Supplier Invoice Number must be the same as the
scanned hardcopy invoice attached to the SUS Invoice
R Enter invoice date as per supplier’s hardcopy invoice document:
Example: 06.01.2011
Note: The Supplier Invoice Date must be the same as the scanned
hardcopy invoice attached to the SUS Invoice
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For fixed progressive payment invoices, quantity fields are not editable. The system will automatically
calculate the invoice amount based on the milestone stage and percentage (%)
47. Description/Function of Fields/Links
Field Name R/O/C Description
Total
Total Invoice amount before adjustments.
Milestone Adjustment
Milestone adjustment amount (where applicable) is
calculated by the system where adjustments are necessary
when partial goods receipt / service entries are performed.
Net Invoice
Sum of Total and Milestone Adjustment Amount.
48. The Retention Sum section of the invoice creation screen will display details of the Retention Sum as
processed by TM Finance SSO.
49. Click on the selection button in the field under Payee Information
section to open Bank Detail window
50. Clicking on the selection button when the Factoring button is un-ticked will display a list of Bank Account:
Bank Details of the supplier.
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51. Select the Bank Account and click .
52. Bank account details will be copied into Payment Information section.
53. Suppliers are then required to upload supporting documents as attachments during creation of Invoices.
Please ensure that documents uploaded into the system is of type Adobe Acrobat (.pdf)
Supporting documents that are expected to be attached in SUS Invoice submission to TM are as
follow:
• Scanned copy of supplier invoice
• Contract
• Letter of Award
• Service Acceptance sheet
• Delivery Order document and etc
• Documents as per stipulated in Contract Terms & Conditions
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54. In the Attachments section, click on the button to upload attachments.
55. Select the file to be attached (from your PC), click and click .
56. The file attached will be displayed in the attachment list.
57. Suppliers are required to enter the document title for the attached documents i.e. Contract
58. Description/Function of Fields/Links
Field Name R/O/C Description
R Document Title
Title of attachments uploaded.
R File Name
Names of files successfully uploaded.
Paper clip logo.
Click on this logo to download/view document that has
been attached.
Note: A File Download window will be displayed. Select
Open to view or Save to save on your local PC.
Thrash can logo.
Click on this logo to delete the files previously attached.
Note: Once an attachment is deleted, it will be removed
from the list.
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User Guide
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59. Suppliers may opt to send notes to TM by filling in the Notes section.
In cases where supplier’s bank account or factoring / payee information has not been updated in the
portal, suppliers may use the Notes section to key in the relevant information.
60. Upon completing all the relevant information, supplier’s can save the invoice document by clicking on the
button.
Invoices in ‘Saved’ status may be deleted if the need arises
System will display message ‘ ’
61. To submit the final invoice to TM, suppliers are required to agree to the terms & condition by ticking on
the checkbox as acknowledgment. Suppliers may click on the link to view the Terms & Conditions i.e.
62. To submit the invoice, click on button.
System will display message ‘ ’
63. Upon submission of invoice for Retention Sum, it will require processing by TM Finance SSO personnel.
64. You have completed this task.
Comments
When the Progressive Payment Invoices have been submitted, the status of the Goods Receipt is Fully
Invoiced. To view the status, go to Start Page > All Goods Receipts
Statuses of the invoices are Submitted and Posted. To view the invoice, go to Start Page > All Invoices
and Credit Memos
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 84 of 104
3.15 Progressive Payment: Flexi
Procedure
1. To create an invoice with Flexi Progressive Payment, select a Purchase Order with a status of Can be
Invoiced or Partial Invoice with payment terms starting Flexi - EA, EB, SA or SB. The payment term for the
PO is shown in the Payment Terms and Delivery section.
2. Scroll to the right of the Purchase Order screen and click on the quantity next to the symbol in the
Outstanding Quantity column.
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3. A pop-up window will appear indicating that there is a progressive payment for the Purchase Order
document. In the example below, the payment term is Fixed 20%, Flexi 70%, 10%.
4. Description/Function of Fields/Links
Field Name R/O/C Description
Milestone
The stage of the milestone
Rate Type
Rate Type for the milestone i.e. Fixed or Flexi
Milestone %
Percentage (%) of Milestone processed
Retention Sum %
Percentage (%) of Retention Sum (where applicable)
Status
- invoice is allowed or milestone is completed
- milestone is ongoing
- milestone is not allowed
PP Status Description
o Open – when the icon is green, there are open
invoice quantity to be claimed. When the icon is red,
the stage is not allowed to claim
o Completed – invoice has been submitted and the
milestone stage is completed
o Ongoing – there is partial invoice quantity to be
claimed
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Field Name R/O/C Description
PP Document Status Description
o Blank – no documents created
o Park – documents in parked status
o Post – documents posted in ERP backend system
5. Click on to proceed with invoice creation.
6. The Change Invoice screen will be displayed.
7. As required, complete/review the following fields:
Field Name R/O/C Description
R Enter supplier’s document name for easy future reference
Example: Maintenance Service
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User Guide
Supplier Self Service (SUS) Page 87 of 104
Field Name R/O/C Description
R Enter supplier’s hardcopy invoice number:
Example: M2000-001
Note: The Supplier Invoice Number must be the same as the
scanned hardcopy invoice attached to the SUS Invoice
R Enter invoice date as per supplier’s hardcopy invoice document:
Example: 10.01.2011
Note: The Supplier Invoice Date must be the same as the scanned
hardcopy invoice attached to the SUS Invoice
For fixed progressive payment invoices, quantity fields are not editable. The system will automatically
calculate the invoice amount based on the milestone stage and percentage (%)
8. Description/Function of Fields/Links
Field Name R/O/C Description
Total
Total Invoice amount before adjustments.
Milestone Adjustment
Milestone adjustment amount (where applicable) is
calculated by the system where adjustments are necessary
when partial goods receipt / service entries are performed.
Net Invoice
Sum of Total and Milestone Adjustment Amount.
9. Click on the selection button in the field under Payee Information
section to open Bank Detail window
10. Clicking on the selection button when the Factoring button is un-ticked will display a list of Bank Account:
Bank Details of the supplier.
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11. Select the Bank Account and click .
12. Bank account details will be copied into Payment Information section.
13. Suppliers are then required to upload supporting documents as attachments during creation of Invoices.
Please ensure that documents uploaded into the system is of type Adobe Acrobat (.pdf)
Supporting documents that are expected to be attached in SUS Invoice submission to TM are as
follow:
• Scanned copy of supplier invoice
• Contract
• Letter of Award
• Service Acceptance sheet
• Delivery Order document and etc
• Documents as per stipulated in Contract Terms & Conditions
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 89 of 104
14. In the Attachments section, click on the button to upload attachments.
15. Select the file to be attached (from your PC), click and click .
16. The file attached will be displayed in the attachment list.
17. Suppliers are required to enter the document title for the attached documents i.e. Contract
18. Description/Function of Fields/Links
Field Name R/O/C Description
R Document Title
Title of attachments uploaded.
R File Name
Names of files successfully uploaded.
Paper clip logo.
Click on this logo to download/view document that has
been attached.
Note: A File Download window will be displayed. Select
Open to view or Save to save on your local PC.
Thrash can logo.
Click on this logo to delete the files previously attached.
Note: Once an attachment is deleted, it will be removed
from the list.
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 90 of 104
19. Suppliers may opt to send notes to TM by filling in the Notes section.
In cases where supplier’s bank account or factoring / payee information has not been updated in the
portal, suppliers may use the Notes section to key in the relevant information.
20. Upon completing all the relevant information, supplier’s can save the invoice document by clicking on the
button.
Invoices in ‘Saved’ status may be deleted if the need arises
System will display message ‘ ’
21. To submit the final invoice to TM, suppliers are required to agree to the terms & condition by ticking on
the checkbox as acknowledgment. Suppliers may click on the link to view the Terms & Conditions i.e.
22. To submit the invoice, click on button.
System will display message ‘ ’
23. Upon submission of invoice from SUS Portal, a Parked invoice will be created in ERP backend system. This
Parked document will be processed by TM Finance SSO personnel.
Suppliers can only proceed with the next milestone stage when TM Finance SSO has already
processed the submitted invoice
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User Guide
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24. To check whether TM Finance SSO has processed the submitted invoice, view the invoice status in the
section.
25. Use the Selection Criteria to do a quick search of Invoice and Credit Memo documents. Select Type as
Invoice to filter invoices that have been submitted by suppliers.
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User Guide
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26. Use the PO Number field to key in a specific or range of Purchase Order documents to make the search
easier.
27. Click on button.
28. A List of Invoices fulfilling the selection criteria will be displayed.
29. The status of the invoice document is .
Suppliers will not be able to proceed with the next milestone stage until the status changes to Posted
30. Once the status of the invoice document has changed to , proceed with the next milestone
stage.
31. Select the Purchase Order document from the section. The status of the Purchase
Order document will now become Partial Invoice.
32. The pop-up window will appear indicating that the second milestone stage is now Open. The previous
milestone stage is now Completed with the document status changed to Posted.
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33. For Purchase Orders with Flexi Payment Terms, suppliers will be able to change the milestone percentage
(%) based on the amount to be claimed.
The total amount to be claimed for Flexi must not exceed the milestone percentage (%)
34. Change the milestone percentage (%) accordingly, where applicable.
35. In the example below, the milestone percentage is changed from 70.00 to 50.00.
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36. Click on to proceed with invoice creation and submit to TM Finance SSO.
37. The system will automatically calculate the total value to be claimed according to the milestone
percentage entered.
38. Proceed with invoice creation and submission.
39. Suppliers will be able to claim the balance of the milestone percentage up to the maximum amount upon
invoice processing by TM Finance SSO.
40. You have completed this task.
Comments
When the Progressive Payment Invoices have been submitted, the status of the Goods Receipt is Fully
Invoiced. To view the status, go to Start Page > All Goods Receipts
Statuses of the invoices are Submitted and Posted. To view the invoice, go to Start Page > All Invoices
and Credit Memos
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 95 of 104
3.16 Retention Sum Submission
Procedure
1. To create an invoice for Retention Sum, TM Finance SSO needs to perform the final Retention Sum
adjustment in the ERP backend system prior to suppliers invoice submission. The claims for Retention
Sum needs to be due before any further processing can be made.
2. To check whether TM Finance SSO has performed the final Retention Sum adjustment, view the Retention
Sum status in the section.
3. The List of Retention Sum will be displayed.
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User Guide
Supplier Self Service (SUS) Page 96 of 104
4. Description/Function of Fields/Links
Field Name R/O/C Description
Document Number
The SUS invoice number if the Retention Sum is in ‘Saved’
status.
Document Name
Document name for the Retention Sum created in ERP
backend system. However, when a SUS invoice is created,
it will be replaced with the SUS Document Name.
Document Date
The SUS Retention Sum document creation date.
PO Number
The Purchase Order number in SAP ERP6.
Invoice No
The ERP backend system generated number.
Due Date
The Due Date for the Retention Sum document.
Status
The Status of the Retention Sum document:
o New – The document has not been processed by
supplier or not yet due
o Saved – The document has been saved locally in SUS
Portal and has yet to be submitted to TM Finance
SSO.
Percentage
The total percentage of Retention Sum for the document.
Amount
The amount of Retention Sum for the document.
The Print button is used to open up the document in a PDF
version in order to print. Documents in ‘Saved’ status can
be printed. For ‘New’ documents, the print button will not
be available.
Delete
The delete column will display an icon when the
document is in ‘Saved’ status.
Submit
The Acknowledge Document button will be available
in the column when the Retention Sum document is due.
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 97 of 104
5. Use the Selection Criteria to do a quick search of Retention Sum documents. Select Status as New to view
new Retention Sum documents.
6. Use the PO Number field to key in a specific or range of Purchase Order documents to make the search
easier.
7. Click on button.
8. A List of Retention Sum documents fulfilling the selection criteria will be displayed.
9. The status of the Retention Sum document is . However, the document is not yet due as the
Acknowledge Document button is not available.
Suppliers will not be able to proceed with the invoice creation for Retention Sum until the date for
submission is due
10. Once the Retention Sum document is due and the Acknowledge Document button is available,
proceed with invoice creation.
11. Click on the Acknowledge Document button.
12. The Change Invoice / SUS Invoice Retention Sum screen will be displayed.
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 98 of 104
13. As required, complete/review the following fields:
Field Name R/O/C Description
R Enter supplier’s document name for easy future reference
Example: Equipment
R Enter supplier’s hardcopy invoice number:
Example: A1000-002
Note: The Supplier Invoice Number must be the same as the
scanned hardcopy invoice attached to the SUS Invoice
R Enter invoice date as per supplier’s hardcopy invoice document:
Example: 06.01.2011
Note: The Supplier Invoice Date must be the same as the scanned
hardcopy invoice attached to the SUS Invoice
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 99 of 104
For fixed progressive payment invoices, quantity fields are not editable. The system will automatically
calculate the invoice amount based on the milestone stage and percentage (%)
14. Description/Function of Fields/Links
Field Name R/O/C Description
Total
Total Invoice amount before adjustments.
Milestone Adjustment
Milestone adjustment amount (where applicable) is
calculated by the system where adjustments are necessary
when partial goods receipt / service entries are performed.
Net Invoice
Sum of Total and Milestone Adjustment Amount.
15. The Retention Sum section of the invoice creation screen will display details of the Retention Sum as
processed by TM Finance SSO.
16. Click on the selection button in the field under Payee Information
section to open Bank Detail window
17. Clicking on the selection button when the Factoring button is un-ticked will display a list of Bank Account:
Bank Details of the supplier.
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 100 of 104
18. Select the Bank Account and click .
19. Bank account details will be copied into Payment Information section.
20. Suppliers are then required to upload supporting documents as attachments during creation of Invoices.
Please ensure that documents uploaded into the system is of type Adobe Acrobat (.pdf)
Supporting documents that are expected to be attached in SUS Invoice submission to TM are as
follow:
• Scanned copy of supplier invoice
• Contract
• Letter of Award
• Service Acceptance sheet
• Delivery Order document and etc
• Documents as per stipulated in Contract Terms & Conditions
21. In the Attachments section, click on the button to upload attachments.
22. Select the file to be attached (from your PC), click and click .
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User Guide
Supplier Self Service (SUS) Page 101 of 104
23. The file attached will be displayed in the attachment list.
24. Suppliers are required to enter the document title for the attached documents i.e. Contract
25. Description/Function of Fields/Links
Field Name R/O/C Description
R Document Title
Title of attachments uploaded.
R File Name
Names of files successfully uploaded.
Paper clip logo.
Click on this logo to download/view document that has
been attached.
Note: A File Download window will be displayed. Select
Open to view or Save to save on your local PC.
Thrash can logo.
Click on this logo to delete the files previously attached.
Note: Once an attachment is deleted, it will be removed
from the list.
26. Suppliers may opt to send notes to TM by filling in the Notes section.
In cases where supplier’s bank account or factoring / payee information has not been updated in the
portal, suppliers may use the Notes section to key in the relevant information.
SRM Supplier Self Service (SRM-SUS)
SRM E-Invoicing
User Guide
Supplier Self Service (SUS) Page 102 of 104
27. Upon completing all the relevant information, supplier’s can save the invoice document by clicking on the
button.
Invoices in ‘Saved’ status may be deleted if the need arises
System will display message ‘ ’
28. ‘Saved’ invoices will appear in the List of Retention Sum table.
29. Suppliers may opt to delete the ‘Saved’ invoice and create a new Retention Sum invoice.
30. To submit the invoice already created, click on the Document number i.e to open up the
Change Invoice / SUS Invoice Retention Sum screen.
31. Scroll to the bottom portion of the invoice in order to submit the final invoice to TM.
32. Suppliers are required to agree to the terms & condition by ticking on the checkbox as
acknowledgment. Suppliers may click on the link to view the Terms & Conditions i.e.
33. To submit the invoice, click on button.
System will display message ‘ ’
34. Upon submission of invoice for Retention Sum, it will require processing by TM Finance SSO personnel.
35. To check whether TM Finance SSO has processed the submitted invoice, view the invoice status in the
section.
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User Guide
Supplier Self Service (SUS) Page 103 of 104
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36. Use the Selection Criteria to do a quick search of Invoice and Credit Memo documents. Select Type as
Invoice to filter invoices that have been submitted by suppliers.
37. Use the PO Number field to key in a specific or range of Purchase Order documents to make the search
easier.
38. Click on button.
39. A List of Invoices fulfilling the selection criteria will be displayed.
40. The status of the invoice document is .
Payments for claims will only be ready when the invoice has a status of Posted
41. You have completed this task.
Comments
When the Progressive Payment Invoices have been submitted, the status of the Goods Receipt is Fully
Invoiced. To view the status, go to Start Page > All Goods Receipts
Statuses of the invoices are Submitted and Posted. To view the invoice, go to Start Page > All Invoices
and Credit Memos