PRUinvoice User Guide Version 1.2 (November 2017) Finance
PRUinvoice User Guide Content Page Content Page Logging In 3 New Features Submit Invoice 4 Submit Proforma Invoice and Credit Note 6 Submit Invoice For Processed Proforma Invoice 7 Resubmit a Pending Vendor Action Document 8 Search Function and Status 11 Getting Help: If you need any assistance on PRUinvoice, please write to SGP.PRUinvoice@prudential.com.sg. If you wish to register for PRUinvoice, please fill up the registration form and email to SGP.Procurement.Team@prudential.com.sg. 2
PRUinvoice: Logging In Step 1: Register for PRUinvoice Account Step 3: Log into PRUinvoice Download the registration form that is available on the login page Please email the completed form to SGP.Procurement.Team@prudential.com.sg Step 2: Create password Upon successful registration, you will receive an email that contains your Account ID and a link to set your password Please note that the link is only valid for 24 hours Upon logging in, if there is 30 minutes of inactivity, you will be required to log in again. Step 4: Verify Profile Verify your profile details (at the top right corner of landing page) If there is any discrepancy, please inform SGP.Procurement.Team@prudential.com.sg Password 8 characters with a combination of upper case & lower case letter, including 1 number Forgot Password? Click on Forgot Password? on the login page and enter your Account ID to submit your request You will receive an email with the Reset Password instructions within an hour. 3
PRUinvoice: Submit Invoice (1/2) Step 1: Select Upload Invoice Step 3: Upload The Invoice Click Choose File Step 2: Input Invoice Details General: Submission is attention to the selected DPIC but all DPICs will also be able to view & action on it. Confidential: Exclusive submission to the selected DPIC. Only the selected DPIC will be able to view & action on it. + Choose to select file Select the department and DPIC to receive this invoice Maximum 12 characters. Not cap sensitive. Cannot submit the same number. No more than 90 days old and up to current day Input 0 if GST is not applicable Upload to attach file. x to delete selection. + Choose to select another file. Back to return to input screen Select N/A if this invoice is NOT a follow up to a submitted Proforma Invoice! Click Save, before you are able to attach your invoice 4
PRUinvoice: Submit Invoice (2/2) Step 4: Upload The Supportings To upload any additional supportings, repeat Step 3 for the Supporting Documents section Additional Note: Submitted invoice cannot be amended, unless Prudential routes it back to you. Please contact your counterpart in Prudential for assistance. Step 5: Submit The Invoice To Prudential Click Submit for processing 5
PRUinvoice: Submit Proforma Invoice & Credit Note Submit Proforma Invoice: Select Upload Proforma Invoice and repeat the same step as Upload Invoice. Please remember to submit an invoice for this refer to Submit Invoice for Processed Proforma Invoice Additional Note: Submitted proforma invoice and credit note cannot be amended, unless Prudential routes it back to you. Please contact your counterpart in Prudential for assistance. Submit Credit Note: Select Upload Credit Note and repeat the same step as Upload Invoice. System will convert the data entry to negative numbers. Please key in the amount without minus sign. 6
PRUinvoice: Submit Invoice For Processed Proforma Invoice Submit Invoice for a Processed Proforma Invoice Select Upload Invoice and Select the proforma invoice to follow up. The Amount and GST will be auto-populated based on the selected proforma invoice. Please fill in the rest of the details. Additional Note: You can only submit the follow up invoice for proforma invoice with Processed status. Submitted invoice cannot be amended, unless Prudential routes it back to you. Please contact your counterpart in Prudential for assistance. Select the department & DPIC that is to received the proforma invoice The Amount and GST will be auto-populated based on the selected proforma invoice Select the proforma invoice! Click Save, before you are able to attach your invoice 7
PRUinvoice: Resubmit a Pending Vendor Action Document (1/3) Email Notification You will receive an email notification if your submission requires follow up action. Please log into PRUinvoice for further action. Step 1: Search for the Pending Vendor Action Document Option 1: You can view the document on the dashboard Status indicates Pending Vendor Action. Click on the Ref No to view and amend. Option 2: You can also search for the document under the Search function Select Pending Vendor Action status. Click on Edit to view and amend. 8
PRUinvoice: Resubmit a Pending Vendor Action Document (2/3) Step 2: View actions required and amend original submission You can amend the information previously submitted. To delete and submit a new attachment: Click on the x This section will indicates the actions required You can save changes made to this page, even if the item is not yet resolved or if you are not ready to submit to Prudential. You can choose to withdraw your submission by clicking Withdraw. Upon which, this entire record will no longer be available for further action. You can resubmit the number that was used for a withdrawn submission. 9
PRUinvoice: Resubmit a Pending Vendor Action Document (3/3) Step 3: Submit amendments to Prudential Click on Resolve when a follow up item is concluded. Click on Submit for processing to resubmit to Prudential.! You can only resubmit to Prudential when all follow up items are resolved. 10
PRUinvoice: Search Function and Status Search result is sorted by Billing No, in descending order. Supp Ref No: Link up a proforma invoice and its follow up invoice. Status What it means to you? Draft You have created a billing but not yet submitted to Prudential. Cancelled You have cancelled a draft billing. Submitted You have submitted a billing to Prudential. It is now pending the review by our department person in charge (DPIC). Pending Vendor Action Our DPIC has queries relating to your billing. Please resolve them. Withdrawn You have withdrawn a billing that was previously submitted to Prudential. Accepted Our DPIC has verified and accepted your billing. Pending Approval Our DPIC has requested payment for your billing. It is now pending approval from the head of department. Pending Payment The head of department has approved your billing. It is now pending Finance to process payment. Processed Finance has processed your payment. You can expect to receive your payment within the next 5-7 working days. 11