Vendor User Guide - Vendor Management System

Oracle Supplier Portal

OWNERSHIP. RESPONSIBILITY. ACCOUNTABILITY

“Our Work and Business, Reimagined”

Vendor User GuidePart III: Invoice Submission in Supplier Portal

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p r i v a t e & c o n f i d e n t i a l “Our Work and Business, Reimagined”

What is Changing for Vendors?

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All vendors profiles must be registered and

approved in the Oracle Supplier Portal

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Vendors will need to use Oracle Supplier

Portal to perform transactions / business with

UEM Edgenta

Vendors’ performance/qualifications will be

evaluated in the Oracle Supplier Portal.

Vendors will be evaluated against

standardised criteria, scoring and weightage

Vendors must submit RFQs / tender

responses / invoices in Oracle. Tender

evaluation / scoring process and awarding will

be done via Oracle

3Vendors are required to use the Oracle

Supplier Portal for all communications with

UEM Edgenta

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New Terminology in the Digital Process

Transaction with Standard PO

Manual Process Purchase Order (PO) Delivery Order (DO) Invoice

Oracle Purchase Order (PO) Goods Receipt Note (GRN) Invoice

Transaction with PO and LOA

Manual ProcessTender

Process

Letter of Award

(LOA)

Certificate of Completion

(CoC) / Job Sheet /

Service Report

Manual Certificate of

Payment (CoP)Invoice

Oracle Negotiation

Purchase Order

(PO) / Letter of

Award (LOA)

Work Confirmation (WC)

System auto-generated

GRN & Certificate of

Payment (CoP)

Invoice

New New

NewNew New

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Overview of End-to-End Vendor ProcessV

EN

DO

RE

DG

EN

TA

Oracle

Service

Portal

Oracle

Fusion

Oracle

Supplier

Portal

Non-

System

Legend

ED

GE

NT

A

PR

OC

UR

EM

EN

T

PART I: Registration PART II: Tender (Negotiation) PART III & IV: Work Confirmation and Invoice

Access Oracle

Supplier Portal

Accept Terms

and Condition

Register and

attach relevant

documents

Review and

verify request(VMU team)

End

PR creation(Preparer)

PO issuance(Purchasing team)

View PO &

acknowledge

Deliver goods/

services as per

PO/ LOA

PO/

LOA?

Invite to

negotiation(Sourcing team)

PO

LOA

Submit

negotiation

response

Successful?

YES NO

Review and

award LOA(Sourcing team)

View PO + LOA

& acknowledge

PO/

LOA?

Create WC

Review WC for

LOA(Business Unit)

Perform GRN for

PO(Requester/

Preparer)

Verify and

approve the WC(Contract team)

Submit invoice

Verify

documents

& release

payment(Finance team)

PO

LOA

End

Process

Decision

Start

End

GRN is

automatically

generated

Generate CoP

Topic in

this deck

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http://vendormanagement.uemedgenta.com/Default.aspx

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Supplier Portal and Service Portal at a Glance….

Oracle Function Oracle Supplier Portal Oracle Service Portal

AccessibilityAll vendors (including those with existing

contract(s) with Edgenta)

Limited to vendors with existing contract(s)

with LOA with milestone-based or fixed fee

payment under Edgenta

Purpose

A platform that enables suppliers to

register, participate in negotiation,

acknowledge PO & LOA, submit invoices

and view payment status

A platform to process milestone-based and

fixed fee payment with proof of service

completionRefer to system features below

Feature

• Vendor registration

• Vendor profile management

• Vendor performance review

• Participate in negotiation

• Acknowledge PO and LOA

• Submit and view invoice

• View payment

• Submit & view work confirmation on

milestone completion or BOQ basis

• Generate payment certification upon

approval of the work confirmation

• Generate invoice with details from the

payment certification

• Submit retention release request

based on the invoice amount

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Table of Contents

1 View Purchase Order Status

2 Submit Invoice in Supplier Portal

3 View Invoices and Payments in Supplier Portal

4 Edit Invoice in Supplier Portal

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Table of Contents





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1. View Purchase Order Status

1.1 Sign in with your

username and password

Access: https://enpf.login.ap1.oraclecloud.com

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1.2 On the home page,

click “Supplier Portal”

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1.3 Under “Orders” section,

click on 'Manage Orders' to

view purchase orders

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1.4 Fill-in the fields to search for

a particular Purchase Order

1.5 Click “Search”

Note: Refer to “Status”

field for PO status

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No Status Status Description Action to be Taken by Vendor

1 Closed

PO is closed and fully GRN by PR requester. The

invoice has been approved by Account Payable team

and awaiting payment

Wait for payment

2Closed for

Receiving

i) PO is closed and fully GRN by PR requester. The

PO is ready for invoice submission

OR

i) PO is closed and fully GRN by PR requester.

Invoice has been submitted by vendor but awaiting

approval by Account Payable team

For (i), submit invoice

For (ii), follow up with Account Payable

team IF invoice has exceeded payment

terms

3 Open

PO is not closed or has been partially GRN by PR

requester

View the PO Details to check for GRN and

submit invoice based on GRN, if any. If

goods / service have been delivered but no

GRN has been performed, remind the PR

requester

List of Purchase Order Statuses


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1.6 To check PO details, click on the

“Purchase Order Number” hyperlink

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1.7 Click “View Details” to view

Receipt and Return details

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Note: Refer to “Received”

column to view the amount

GRN by requester

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Table of Contents





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2. Submit Invoice in Supplier Portal

2.1 Click on “Supplier Portal”

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2.2 Under “Invoices and

Payments” section, click

“Create Invoice”


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2.3 Select the

“Identifying PO”


2.4 Choose your desired

Bank Account

2.5 Fill in the Invoice number

in the “Number” field

2.6 Select the date of invoice

2.7 Click the “+” button to

attach invoices and other

relevant documents

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2.8 To upload a document,

click “Browse”

2.9 Fill in the “Title” and

“Description” fields

2.10 Click “OK”

Note: Ensure that all details such as

invoice number, date and amount on

the attached invoice match the

information you have inserted in the

system

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2.11 Under “Lines” section, click the “Select

and Add” button to add purchase order line


Note: Matching the invoice to the

purchase order line is important to

ensure smooth payment process

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2.12 Select the relevant

“Purchase Order”


2.15 Click “Apply”

2.14 Highlight the relevant

purchase order line. If multiple

PO lines appear, select the

lines based on your invoice

Note: If no lines appeared, the PR

requester has yet to perform GRN

2.16 Click “OK”

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2.17 Verify the amount / quantity

of invoice in the “Amount” or

“Quantity” field

Note: Edit the amount / quantity based

on your invoice. The amount / quantity

invoiced can be less than GRN

2.18 Choose the correct

“Tax Classification”

Note: Ensure that the “Tax

Classification” matches the tax

information in the PO (i.e. SST

6%)

2.19 If tax is selected in “Tax

Classification”, click “Actions”

and select “Calculate Tax” to

calculate the tax for invoice

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2.20 Click “Save”2.21 To submit

the invoice, click

“Submit”

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2.23 Click “Printable page” if you

would like to download a copy of

this invoice for your reference

2.25 Click “Done”

to exit the page

2.22 Click “OK” to close

the pop-up window

2.24 Click “Create

Another” to submit

another invoice

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KEY POINTERS

▪ Invoice can ONLY be created if a Goods Receipt has been posted to the corresponding Purchase Order

▪ One invoice can be a consolidation for multiple Purchase Orders

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Table of Contents





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3. View Invoices and Payments in Supplier Portal


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“View Invoices”


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3.3 Select the

“Supplier”

Note: Refer to this column

for invoice status.

Note: The “Payment Number”

will appear here once the

invoice payment has been

made

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No Status Status Description Action to be Taken by Vendor

1 IncompleteInvoice is in draft mode and has not been submitted to

Account Payable team

Complete the invoice creation process and

submit

2 On Hold

Invoice has been submitted to Account Payable team

but pending approval due to issues in invoice details

(i.e. Incorrect invoice details in attachment)

Follow up with Account Payable team for

the required action

3 In ProcessInvoice has been submitted to Account Payable team

and is being reviewed

Wait for approval

4 Cancelled

i) Invoice has been submitted and rejected by Account

Payable team after review

OR

ii) Invoice has been submitted to Account Payable team

and has been withdrawn by vendor

For both (i) and (ii), vendor needs to create

and submit new invoice with the correct

details. Note: The invoice number must be unique

5 Approved

Invoice has been submitted and approved by Account

Payable teamNote: Approved status is not fixed and may be cancelled if

issue arises

Wait for payment. If payment has not been

made within payment terms, kindly contact

Account Payable team

List of Invoice Statuses


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Table of Contents





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4. Edit Invoice in Supplier Portal


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“View Invoices”


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4.3 Select the

“Supplier”

4.5 Click the “Invoice

Number” hyperlink

Note: You may only edit

invoices with “Incomplete”

status

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4.7 To remove input in “Quantity” or

“Amount” field, highlight the relevant

line and click “Cancel Line”

4.6 To edit existing row,

amend the fields accordingly

4.8 To add a “Purchase Order”

line, click “Select and Add”

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4.9 Select the relevant

“Purchase Order”


4.12 Click “Apply”

4.11 Highlight the relevant

purchase order line. If multiple

PO lines appear, select the

lines based on your invoice

Note: If no lines appeared, the PR

requester has yet to perform GRN4.13 Click “OK”

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4.14 Click “Save” 4.15 To submit

the changes,

click “Submit”

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Edgenta Support

Issues Department Division / Team Contact Point

1. Registration in Supplier Portal

2. Login / Password

3. Updating profile

Procurement

Strategic Vendor

Management

• Shared E-mail:

[email protected]

1. Negotiation (RFT / RFQ / RFI)

2. Award (Tender award) Category Management

/ Sourcing Admin

• Shared E-mail:

[email protected]

• Shared E-mail:

[email protected]

1. Purchase OrderPurchasing Admin

• Shared E-mail:

[email protected]

1. Contract Contract Admin

• Shared E-mail:

[email protected]

1. Invoice

2. PaymentFinance Account Payable

• Noor Akalili Abdul Munir:

[email protected]

Please contact the following personnel if you have any questions


“Our Work and Business,

Reimagined”

Disclaimer: This material has been prepared by UEM Group Berhad (UEM) solely for informational purposes

for the exclusive use of the party to whom UEM delivers this presentation. Any statements and estimates

are accurate only as at the date of the material. This material has been prepared on a confidential basis

solely for the use and benefit of UEM. This material must not be copied, reproduced, distributed or passed

to others at any time, in whole or in part, without the prior written consent of UEM.

Documents

Vendor User Guide - Vendor Management System