Presented by:

FRO Northern

SRM e-invoicing1. FSSO Organization Chart

2. FRO Contact List

3. SRM E-Invoicing Summary

4. Business As Usual (BAU)

5. Document required – Contract Payment

6. Storage & Filing Requirement

7. FAQs

8. FSSO Inquiries Channel

FSSO Organization Chart

Finance SSOGM

Finance SSO HQ/Central

Financial Services

Service Mgmt & Buss

Support

Head Office/KV Eastern

NorthernSouthern

SarawakSabah

General Ledger &

Compliance

Buss Dev & System Support

Central SB/KL

Finance SSO Regional Office

Northern

Aras Bawah, Kompleks TM, Jalan LumbaKuda 34000

Taiping Perak

Southern

Tkt 9 Menara TM Melaka, MITC Ayer Keroh ,

75450 Melaka

Eastern

Tkt 4B Kompleks TM

Medan Jaya 20990 Marang

Terengganu

Sabah

Tkt 3, BangunanWCI, Jalan

Tuanku Abdul Rahman 88672, Kota Kinabalu,

Sabah

Sarawak

Tkt 2 TM 100, 93672 Jalan

Simpang TigaKuching Sarawak

HQ

Tkt 10, TM Annexe 2, Jalan

PantaiBaru,50672,

Kuala Lumpur

Central KLTingkat 9B,

Bangunan TM Bukit MahkamahJalan Raja Chulan

50200 Kuala Lumpur

Central Selangor

Tkt 2, Wisma TM Shah Alam,

Persiaran DamaiSek 11 40000 Shah

Alam Selangor

Finance SSO, FRO contact list

SRM e-invoicing summary Supplier shall systematically submit claims as per

payment milestone

Supplier must invoice TM as same as SUS Invoice amount.

No hardcopy submission either via mail or by hand, unless required by TM.

Supplier to select correct bank account during invoice creation

SUS invoice submit by supplier will be “reject” if found error except for factoring. TM has the right to select

approved Factoring agreement according to company as per Factoring agreement.

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2

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4

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Return delivery (RD) must be followed by Credit Note.

Supplier shall submit “completed” scanned invoice and relevant supporting documents via online invoicing for a particular claim. Any incomplete submission will be subjected to a rejection.

In the case of original hardcopy is needed, TM will issue a formal request to the supplier. TM will responsible and accountable on the safekeeping of the said documents.

The supplier shall response to the TM request within the stipulated timeframe.

SRM e-invoicing summary

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Supplier must strictly follow Finance SSO address on the PO for any submission of payment docs for PO before 1st march 2011 (i.e before SRM go live)

Retention sum claim for SRM must be submitted via online SUS portal, for prior SRM (hardcopy) to submit to cost centre for verification and Direct AP preparation.

Tolerance limit RM 1.00 between SUS Invoice and Supplier Invoice, BUT Payment will be made based on SUS Invoice amount.

SRM e-invoicing summary

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Business As Usual

Module Type of Purchase Order DescriptionType of document

submission

SCM

41,42,43,45,46&47

Migration PO (9series) PO created prior 2010 with no GR Hardcopy submission

Migration GR (22010900) PO created prior 2010 with GR Hardcopy submission

PO Not covered by SRM (41,42,43,45,46&47)

PO created in 2010 before SRM Hardcopy submission

PO created after SRM (consignment, subcontracting & BPO)

Hardcopy submission

SRM

48,49,40

SRM PO prior 1st March 2011

PO created in SRM, before online invoicing

Hardcopy submission

SRM PO After 1st March 2011

SUSPO created after online invoicing

Online submission

Non SUS Hardcopy submission

Print Screen

“As per stipulated in contract payment term”

Based on matrix

from GP, must

attach :

1. Original

Invoice

2. DO

3. Checklist

Form

Both certifications by TM personnel

All information must be filled up.

* Supplier can know GR done by TM in the system based

on Good Receipt Date

To ‘tick’ relevant documents as per stipulated in contract

payment term√√

Based on matrix

from GP, must

attach :1. Original

Invoice

2. Acceptance

Certificate

3. Checklist Form

In this scenario, since the contract

payment term only required one

document i.e. Acceptance of

Certification of Purchase Order and this

document is mandatory to be submitted.

Therefore, Checklist form is not

applicable.

Material Service Material Service

Progress Payment

Progress Payment

NonProgressive

NonProgressive

Invoice

Delivery Order

Acceptance Test Certificate (ATC)/FCOA

Checklist Form (refer to Group Procurement)

With holding tax confirmation (if applicable)

Contract

As p

er stip

ulaco

ntract

ted in

paym

ent

term

Doc. required

As p

er stipu

lated

in co

ntract

paym

ent term

•Checklist form is not applicable •Supplier must submit:

• Scan original invoice• Delivery Order / Acceptance

Certification or any equivalent form that proved goods / services rendered.

Doc. Required for non contract payment

Attachment 1

• Invoice

• File Name : Invoice No.pdf

• *Preferred in color*

Attachment 2

• Delivery Order

• File Name : DO1.pdf

Attachment 3

• Packing List

• File Name : Packing 01.pdf

Attachment 4

• Certificate of origin

• File Name : COO01.pdf

- Each document type must be scanned

& attached as separate attachment

- If multiple documents for the samedocument type for e.g multiple DO,

can be scanned and attached as one attachment

SnapshotT&C

I hereby acknowledge that

the SUS invoice submitted herein is subject to SRM -

Supplier On boarding terms and condition.

Finance SSO may request hard copy invoice from Time To Time OR As And When

Required

Audit Requirement

Within 7

years

Safe and Easy

Retrieval

Format Design

Common Reasons for Invoice Rejection

1. Documents attached to SUS Invoice not completed as per

mandatory supporting documents

2. Supporting documents not certified by TM personnel

3. Scanned documents not clear / visible

4. Inaccurate input by supplier during creation of SUS invoice

for e.g. Supplier Invoice Date input in SUS Invoice not as

per hardcopy supplier Invoice date

5. Discrepancy of information between SUS Invoice,

Supplier’s Invoice, PO and Payment Supporting

Documents

FAQsQ: When is my claim due for payment?

A: Claim will be due for payment based on Payment/Credit Terms stated in the contract/agreement and will be calculated starting from Baseline/Transfer Date.

S: Bilakah tuntutan saya matanguntuk bayaran?

J: Tuntutan akan matang untukpembayaran adalah berdasarkanTerma Bayaran yang terdapat didalam Kontrak/Perjanjian dan akandikira bermula daritarikh“Baseline/Transfer.

Q: Are we allowed to opt not to use SRM e-Invoicing for claim purposes?

A: No, supplier has to use SRM e-invoicing for claim purposes.

S: Adakah kami dibenarkanmemilih untuk tidakmenggunakan SRM e-Invoicing untuk tujuan tuntutan?

J:Tidak, pihak pembekal dimestikanmenggunakan SRM e-invoicing.

*Baseline/Transfer date= date invoice submitted in SUS portal

Q: What happen if incomplete documents attached in the SUS Portal?

A: TM will reject the claim and supplier can check the status of invoice rejected in SUS Portal. The invoice status will be “Cancelled by Customers” and supplier may get the rejection reasons in the “Note to Customer” field.

S: Apa akan berlaku jika dokumen-dokumen yang disertakan padaportal SUS tidak lengkap?

J: Pihak TM akan menolak tuntutan tersebut dan pihak pembekal bolehmenyemak status inbois di dalam SUS portal. Status inbois akan berstatus

“Cancelled by Customers” dan vendor boleh mengetahui sebab-sebab tuntutan berkenaan ditolak dengan merujuk padaruangan “Note to Customer”.

Q: Do supplier need to send hardcopy original invoice to TM?

A: No. Supplier needs to submit the original invoice online via SUS portal unless TM requests for the hardcopy original invoice.

S : Adakah vendor perlu untukmenghantar dokumen asalinbois kepada pihak TM.

J: Tidak. Pembekal harusmenghantar asal inbois secaraonline melalui portal SUS MELAINKAN pihak TM memintadokumen asal inbois.

Q: What happen if supplier submit hardcopy original SUS invoice and relevant supporting documents to Finance SSO after the implementation of SRM e-Invoicing (1st March 2011)?

A: Finance SSO will return hardcopy original SUS invoice and relevant supporting documents for vendor safekeeping.

S : Apa akan terjadi jikasekiranya vendor menghantardokumen asal SUS inbois dandokumen-dokumen sokonganke Finance SSO selepasperlaksanaan SRM e-Invoicing (1hb Mac 2011)?

J: Finance SSO akan memulangkankembali dokumen asal SUS inboisdan dokumen-dokumen sokonganuntuk simpanan pembekal.

Q. Where else can the vendor check their payment status?

A. The vendor can check their payment status at the Supplier Offline Report in SUS Portal.

S. Dimanakah vendor bolehmenyemak status bayaranmereka?

J. Vendor boleh menyemak status bayaran mereka didalam “Supplier Offline Report” didalam SUS Portal.

Q: Can I request for early payment disbursement?

A: Early payment disbursement is subject to TM Management discretion.

S : Bolehkah saya memohonuntuk mempercepatkanpembayaran?

J : Bayaran awal daripada tarikhmatang adalah tertakluk kepadabudi bicara pihak Pengurusan TM.

Q: Where should supplier address my question / query / curious regarding to SRM e-Invoicing?

A: Vendor may contact 03-77117700 – Please contact SRM helpdesk for system related. Finance SSO helpdesk for payment related.

S: Dimanakah vendor perlumenyalurkan sebarangpertanyaan berkenaan SRM e-Invoicing?

J: Pembekal boleh menghubungiTM pada talian 03-7711 7700 – Silahubungi SRM helpdesk untukpertanyaan berkaitan sistem atauFinance SSO helpdesk bagipertanyaan berkaitan pembayaran.

• The vendor should quote the Purchase Order (PO) number OR Invoice Document Number . (52xxxxxxxx)

Q. What should the vendor quote when asking FSSO for the

payment status?

• J. Vendor hanya perlumenyatakan Nombor Purchase Order (PO) ATAU “Invoice Document Number”.(52xxxxxxxx)

S. Apakah yang perluvendor nyatakan semasa

bertanyakan status bayaran kepada FSSO?

Finance SSO inquiries channel

Finance SSO

Helpdesk

Tel :

03-7711 7700

Walk - In

Fax :

03-2241 5117

Email :

hdfsso@ tm.com.my