srm supplier self service (srm-sus) srm e-invoicing user guide

104
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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Page 1: SRM Supplier Self Service (SRM-SUS) SRM E-Invoicing User Guide

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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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

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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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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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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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4. You will be able to access the SUS Portal.

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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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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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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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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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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

Print

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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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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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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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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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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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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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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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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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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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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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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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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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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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. 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.

Print

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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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.

Print

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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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

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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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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

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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. 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

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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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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.

Print

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.

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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.

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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

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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 (%)

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.

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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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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.

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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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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