Keppel e-invoice System FAQ for Keppel FELS Version 1.2

Transcription

1 FAQ for Keppel FELS Version 1.2 This d ocume nt o r an y par t the re of ma y n ot be r epr o duced in a ny f or m wit ho ut the writ te n per miss i on of K epp el O ff shore a nd Marin e L im it ed. C op yr ight 2015 Keppel O ffs ho re and Marine. Al l Rig hts Reser ved

2 Frequently Asked Questions (FAQs) 1. General a. What is e-invoicing? E-Invoicing is a form of electronic billing. In order to enhance our invoice and payment processing, Keppel e-invoice system has been launched to provide a platform for our vendors to submit invoices online. b. What are the benefits of submitting invoices online? - Faster payments - Easy tracking of the status of invoices online - No invalid rejection of invoices, no misplaced or loss of hardcopy invoices during dispatch - Enhanced account reconciliation c. Can I use other browser other than Internet Explorer (IE)? Only Internet explorer is supported by the portal. There can be distorted behavior with other web browsers. d. Do I need to pay for using this portal? This portal is a free service offered by us. We reserve the right to make changes to the free services at any time by prior notification to you. e. Who can I contact if I require any clarifications related to the Keppel e-invoice system? For login issues and clarifications relating to Keppel e-invoice system, please contact your respective support team. The contact phone numbers and ids are displayed under Contact Us link in the portal. 2. My Account a. How do I log in to my account? You can log in to our portal at Each KOM vendor will be given a unique User ID and password. Please reset your password immediately after your first time login. b. How do I change my password? Please click on the Change Password which is located at the top right of the home page and follow the steps accordingly. c. Can I authorize more than one staff to login to the portal? Yes, maximum of two people can be appointed for each company. d. Will I be receiving any notification before my password expires? FAQ (KFE) Version 1.2 Page 2 of 7

3 Currently, there is no trigger of notification to inform you that your password will be expiring. However, while logging into the system, there will be a prompt in the system for password change if the password is expiring in the next 15 days. e. Can I change my User ID? You will have to raise a request to delete the current User ID and create a new one. 3. Updating of Vendors Details a. How do I update my details? You are unable to update your details in this portal. Please notify Finance Department for any change in your details. b. Do I need to submit the Giro Direct Credit Authorization Form? Yes, if there is a change in your bank account, do inform Finance Department immediately and submit the original copy of the Giro Direct Credit Authorization Form which has been duly endorsed by the bank. 4. Submission of e-invoice a. How do I submit an e-invoice? Step 1- Log on to our Portal at Step 2- Click on "Create Invoice" Step 3- Fill in the details according to our Purchase Order (PO) Step 4- Click on "Submit" b. When will my e-invoices be processed at your end? We will process the submitted invoice on a periodically basis (at end of the day). c. Where can I check the status of my e-invoice? Step 1 - Click on "Edit Invoice". Step 2 Select "Invoice Status". Step 3 Click on "Search" button. d. Am I required to send the hardcopy of my invoices even after I have submitted the invoices online? No, please do not send anymore hardcopy invoices that are dated 25 th Jan 2016 or later. e. Who do I contact if the status of my e-invoice is not progressed? Please contact your respective support team as mentioned in 1e. FAQ (KFE) Version 1.2 Page 3 of 7

4 f. When am I able to enter my invoice details in portal after delivery? You can key in the invoice details in our portal after you have successfully delivered the goods to Keppel FELS. g. Can I be excluded from submitting the e-invoices? You are required to use the e-invoice portal to key in your invoices; there are no exceptions entertained. h. What would happen if I submit my invoice after 6 months of delivery? Our portal will not allow you to submit the e-invoice after 6 months of delivery. Please contact the respective personnel for assistance. i. Can I submit one e-invoice for multiples POs? No, only one invoice can be presented for each PO, but one PO can have multiple invoices. FAQ (KFE) Version 1.2 Page 4 of 7

5 j. Can I submit one e-invoice with multiples DOs? No, the system cannot recognize multiple delivery batches billed in 1 invoice. Therefore, please allocate only one DO for one invoice. l. Why am I unable to find the line item of my PO? Please contact our Procurement Department to check on the approval status of your PO. m. How do I submit an e-invoice for partial delivery? While e-invoicing, please enter the quantity according to what has been delivered to us. n. How do I delete a submitted invoice? You are not allowed to delete the invoice after submission. Please contact the respective personnel from Finance Department to assist you. o. How do I key a zero value invoice? Please send a hard copy of the invoice instead of entering it into the system. p. For foreign currency transactions, what do I key in for the field GST Amount? Please enter the GST amount in foreign currency and then key in your GST exchange rate (foreign currency to SGD equivalent) in the GST Exchange Rate field. 5. Batch e-invoices Submission a. I have a large number of invoices to submit on a regular basis and I do not wish to perform manual data entry work. Is there an alternative way for me to submit my invoices online? Tentatively, we do not have batch e-invoices submission. We are in the midst of exploring this option. 6. Rejection of e-invoices a. Why is my invoice being rejected? Your invoice can be rejected due to the following but not limited to: - Price and Quantity Variances - GST related issues FAQ (KFE) Version 1.2 Page 5 of 7

6 b. How can I resolve my rejected invoice? You can refer to the steps below to check the reason(s) for the rejected invoices and resolve accordingly: Step 1- Log on to our Portal at Step 2- Click on "Edit Invoice" Step 3- Select Rejected under the Invoice Status Step 4- Click on "View" Step 5 Click the Remarks c. How would I know if my invoice has been rejected? The portal will automatically send you an to notify you of rejections. d. How do I re-submit a rejected invoice? You can re-submit the rejected invoice by clicking the "View" button on the rejected invoice and rectify the necessary before clicking the "Submit" button. 7. Credit Note a. How do I submit a Credit Note? Please submit the hardcopy of the Credit Note to Finance Department until further notice. 8. Payment Status a. Where can I check my payment status? Step 1 - Click on "Edit Invoice". Step 2 - Key in your invoice number. Step 3 - Click on "Search" button b. Where can I get my remittance advice? It will be provided by our bank via facsimile. 9. Supporting Documents a. How do I submit the supporting document(s)? Please click on the "Attachments" button on "Create Invoice" page. Please take note that only a maximum of 2 MB is allowed for each attachment. Supported file formats are.pdf, bmp, png, docx, xlsx, xls, txt, tiff, doc. b. Do I need to attach supporting document(s) as part of invoice processing? No attachments are necessary as part of keying in the invoice. However, where processing issues arise, we may ask you to attach specific documents to aid processing. FAQ (KFE) Version 1.2 Page 6 of 7

7 10. Others a. Can I submit a future dated invoice? No, you are only allow to submit up-to-date invoices. b. Can I submit a backdated invoice? Yes you are able to do so, but you are unable to enter future date invoice. c. Can I submit a foreign currency invoice without the exchange rate? No, it is mandatory to fill in exchange rate for all foreign currency invoices. FAQ (KFE) Version 1.2 Page 7 of 7