e-invoice - tafis.gov.bntafis.gov.bn/pdf/slides/tafiscm_ps_e-invoice_vendor briefing v1.0.pdf · in...

<PRESENTATION TITLE>e-Invoice : Vendor Day Briefing

21 – 31 August 2017

Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved

1

Reminder


2

Agenda

Introduction | Objective of e-Invoice

Process Flow : Purchase Order | e-Invoice | Payment Voucher

e-Invoice Portal

e-Invoice Process : Vendor | Invoice Receiving Clerk

Question & Answer


3

Introduction | Objective

1. Capture actual date of the invoice submission to improve monitoring and

accountability of respective parties

2. Eliminate hardcopy supporting document submission by allowing vendor to

upload and digitize supporting document and hence improve overall payment

processing time

Introduction e-Invoice :

To provide vendors for the Government of Brunei Darussalam an online portal

where vendors can submit invoices and digital supporting documents

Objective e-Invoice :


4

5Copyright © 2017 BAG Networks Sdn. Bhd. All Rights Reserved

Important Notes

1. Vendor that wish to use e-Invoice Portal must be a valid, active and

registered vendor in TAFIS

2. For Vendors that will be entering their invoice details, Vendor must

have a valid and active Purchase Order (PO) ID or Contract ID

3. Purchase Order (PO) or Contract ID is a mandatory requirement in

order to use e-Invoice

NO Purchase Order

Cannot Use e-Invoice

NO Contract ID


Sample Purchase Order

This is a sample Approved and

Dispatched PO that is emailed to

Vendor

Ini adalah contoh PO yang telah

diluluskan dan dihantar ke emel

pembekal

SAMPLE


Sample Contract

This is a sample Approved and

Dispatched Contract that is

emailed to Vendor

Ini adalah contoh Contract yang

telah diluluskan dan dihantar ke

emel pembekal

SAMPLE


Sample Purchase Order

This is the address where the services or

goods to be deliver to

Ini adalah alamat untuk pembekal

menghantar barang atau melaksanakan

tugasan yang di pohon kan

Timeline

Briefings to all Local Vendors

21 Aug – 31 Aug

August

Monday, 4th September 2017

e-Invoice can start to be used

9

Below timeline showing the schedule for the e-Invoice project.

e-Invoice Go Live


September

Briefing Schedule

Day | DateMonday

21 Aug 17Tuesday

22 Aug 17Wednesday23 Aug 17

Thursday24 Aug 17

Saturday26 Aug 17

AMMOF |

MOHAMINDEF MOE JKR** | MOD PMO

PMMOFAT** |

MOCMPRT MCYS | MORA MOH PMO

Location MOF Theater

JKR – Dewan

Atrium Simpur

| MOH – Dewan

Afiat

MOF Theater

Vendor Day Briefing Schedule

Audience Required : Vendors | Department Coordinator


Day | DateMonday

28 Aug 17Tuesday

29 Aug 17Wednesday30 Aug 17

Thursday31 Aug 17

AMOpen to ALL Open to ALL Kuala Belait Temburong

PM

Location MOF Theater Dewan Persidangan Dewan Serbaguna

10

Agenda


Process Flow : Current | Future Process

e-Invoice Portal


Question & Answer


11


Process Flow

Step 1

1. DepartmentApproved PO

2. Dispatched

and Email PO

to Vendor

Purchase Order

Step 2

Vendor received

Dispatched PO

via email**

Outside TAFIS

Step 3

VendorDelivery Goods

(Delivery Order)

Invoice Tracking

Step 4.1

Invoice Details

Entered

Payment Voucher

Step 6

Payment Voucher

Created

Step 7

Payment Voucher

Approved

12

Current Process

Proses Sekarang

Step 5

Invoice Certified

Step 4

VendorSubmit Hardcopy

Invoice


Process Flow

Step 1


2. Dispatched

and Email PO

to Vendor

Purchase Order

Step 2

Vendor received

Dispatched PO

via email**

Outside TAFIS

Step 3


(Delivery Order)

Invoice Tracking Payment Voucher

Step 7

Payment Voucher

Created

Step 8

Payment Voucher

Approved

13

Step 6

Invoice Certified

Process September 2017 onwards

Proses mulai September 2017

e-Invoice Portal

Step 4

VendorEnter Invoice

Details

e-Submitted

Step 5

Check e-Invoice

Details

Received

NEW

Agenda



e-Invoice Portal


Question & Answer


14


e-Invoice Portal

Website e-Invoice Portal:

www.tafis.gov.bn


e-Invoice Portal

In the e-Invoice Portal website, TAFIS Vendor is able to :-

To review e-Invoice status

Memeriksa status e- Invoice

Support Guides

Guidelines for using the

system (e.g. Job Aids)

Rujukan dokumen bantuan

(Contoh: Tatacara Kerja)

4

To enter Invoice details

Memasukkan keterangan

inbois

1

2

News & Announcement

To refer any latest update

Pemberitahuan Terkini

5

Pusat Perkhidmatan

Pelanggan

PPP Contact Details

Keterangan PPP

3

E-INVOICE

e-Invoice Portal



Important Notes

1. Vendor which have registered email address in TAFIS and will be using the e-

Invoice Portal will be receiving a temporary password which will be sent to

vendor’s email address

2. For Vendor that have not registered their Vendor’s email address, it is

advised to update their email address by filling up Vendor Form and submit it

to Vendor Unit, Level 2 in Treasury Department

Registered Email


September

Vendor’s email registered in TAFIS

Emel pembekal yang sudah berdaftar dalam TAFIS

eInvoice Portal can be accessed starting Monday 4th September 2017

Halaman eInvoice boleh dilayari mulai Isnin 4hb September 2017

Click the provided link

Layari alamat halaman yang disediakanReceived Email

Menerima Emel

Click Change My Password

Layari Halaman “Change My Password”Click Login

Tekan “Login”


Temporary Password Email

SAMPLE

Below sample email shows email that is sent to Vendor’s email for Temporary Password

1. Once Vendor received this email, it is informing that the Vendor’s email address have been activate

2. Vendor to click the provided link to proceeded

3. Userid is Vendor’s Vendor ID and Password provided is a Temporary Password. Once you are

login in e-Invoice page in TAFIS, Vendor can perform change password

1

2

3

1. Vendor receives this email to inform that the Vendor’s email address has been activatedBila pembekal menerima emel sebegini iyanya adalah memaklumkan pembekal emel pembekal telah di

aktif kan

2. Vendor to click the provided link to proceedPembekal di sarankan untuk menekan alamat laman sesawang yang di sedia kan

3. Userid is Vendor’s Vendor ID and Password provided is a Temporary Password. Once you are

logged into in e-Invoice page in TAFIS, Vendor can perform change passwordUserid adalah ID pembekal dan kata laluan yang disediakan adalah kata laluan sementara

Email Not Registered


September

Vendor’s email NOT registered in TAFIS

Emel pembekal yang belum berdaftar dalam TAFIS

eInvoice Portal can be accessed starting Monday 4th September 2017

Halaman eInvoice boleh dilayari mulai Isnin 4hb September 2017

Submit Vendor Form to Vendor Unit

Hantar borang pembekal ke Unit Vendor

Fill Vendor Form

Isi borang pembekal

Received Email

Menerima Emel

Click the provided link

Layari alamat halaman yang disediakan

Click Change My Password

Layari Halaman

“Change My Password”

Click Login

Tekan “Login”


e-Invoice Portal

1. To enter Invoice information click

on “Login” button

Untuk memasukan keterangan

inbois sila tekan punat “Login”1

Enter User ID (e.g. Vendor ID)

Masukkan ID Pembekal

Enter Password

Masukkan Kata Laluan

Click Sign In button

Tekan punat Sign In

2


e-Invoice Page

Below diagram shows Vendor sign in e-Invoice page in TAFIS

Click Sign Out once

you are done

performing the task in

e-Invoice page

Sila tekan Sign Out

setelah tamat

menggunakan halaman

e-Invoice

Click Home if you wish

to go back to main

menu path

Sila tekan Home

sekiranya ingin kembali

semula ke halaman

asal

Showing the Menu Path that

Vendor can access

Menu Path adalah susunan

halaman untuk pembekal layari

3

eService Vendor Utilities

Enter invoice details | Review e-Invoice status

Memasukkan Keterangan inbois | Memantau status e-Invoice

Change My Password

To change password | Untuk menukar kata laluan

My System Profile

To change or set up forgotten password help

Untuk menukar atau menetapkan soalan bantuan kata laluan

1 2

CHANGE MY PASSWORD

e-Invoice Page


25

Change My Password

Below diagram shows menu path for Vendor to change temporary password to permanent password

Menu Path : Change My Password

Important Note:

Password are advised to contain

numbers, alphabets and symbols

(e.g. 123A@b#)

Disarankan supaya kata laluan di

campur dengan nombor, huruf dan

simbol (Contoh 123A@b#)

Agenda



e-Invoice Portal


Question & Answer


26


Process Flow

Step 1


2. Dispatched

and Email PO

to Vendor

Purchase Order

Step 2

Vendor received

Dispatched PO

via email**

Outside TAFIS

Step 3


(Delivery Order)

Invoice Tracking Payment Voucher

Step 7

Payment Voucher

Created

Step 8

Payment Voucher

Approved

27

Step 6

Invoice Certified

Process September 2017 onwards

Proses mulai September 2017

e-Invoice Portal

Step 4

VendorEnter Invoice

Details

e-Submitted

Step 5

Check e-Invoice

Details

Received

NEW


Process Flow : Email Notifications

e-Invoice Portal

Step 1Enter Invoice Details

Status: eSubmitted

Role : Vendor

Step 2Check e-Invoice Contain

Status: Received

Invoice Tracking

Step 3Route Invoice

Status : Route

Step 4Certified Invoice

Status: Certified

• Vendor

In Department

• Invoice Receiving

Clerk

• Vendor

In Department


Clerk

• Vendor

In Department


Clerk

• Invoice Certifier

Below are the process flow for Email Notifications for e-Invoice:

Email Sent Email Sent Email Sent

28

MENU PATH | HALAMAN:

E-SERVICE VENDOR UTILITIES

e-Invoice Page


30

View\Submit eInvoice :

Find an Existing Value

Menu Path : eService Vendor Utilities > View\Submit eInvoiceFind an Existing Value Tab

This page is for vendor to:

• Find created invoice

• To check the status of the

created invoices

Muka surat ini membolehkan

pembekal untuk:

• Mencari inbois yang telah di

buat dan simpan

• Untuk memantau status

invoices yang telah di buat

Vendor can enter any details in

the listed fields in order to

search for the saved e-Invoice

Pembekal boleh memasukkan

keterangan di petak yang

disediakkan untuk mencari

e-inbois yang telah di simpan

31

1 2 3 4 5 6 7

1. Invoice Tracking ID

This is TAFIS system auto generated ID

Ini adalah nombor yang di keluar secara

automatik dari sistem TAFIS

2. Business Unit

This represents the Department

Ini adalah menujukkan Kementerian

atau Jabatan

3. Contract ID




4. PO Number




5. Invoice

Invoice is entered by Vendor

“Invoice” di masukkan oleh pembekal

6. Invoice Date

Invoice Date is entered by Vendor

“Invoice Date” di masukkan oleh

pembekal

7. Invoice Status

The status indicates on which

stage the invoice is currently

Status menunjukkan kedudukan

inbois


Find an Existing Value


e-Invoice Status

1. Vendor will be notified when invoices are Received, Certified, PV Created, PV Paid,

Queried and Cancelled

Pembekal akan dimaklumkan sekiranya inbois mempunyai status “Received”,

“Certified”, “PV Created”, “PV Paid”, “Queried” dan “Cancelled”

32

Received Department copied and saved e-Invoice Jabatan telah menyalin dan simpan e-Inbois

CertifiedDepartment have verified invoice information

and Certified the InvoiceInbois telah di sahkan

PV Created Department have created PV for the certified

invoice

Jabatan telah membuat baucer keatas inbois

yang telah di sahkan

PV Paid PV has been approved and paid Baucer telah diluluskan dan di bayar

Queried Department queried e-Invoice to Vendor Jabatan bertanya kepada pembekal

Cancelled Invoice being cancelled by Department | VendorInbois telah dibatalkan oleh Jabatan |

Pembekal


View\Submit e-Invoice

Vendor is a valid, active and registered vendor in TAFIS

Vendor have Vendor ID and Password to access e-Invoice Portal

Vendor have the valid and active PO ID or Contract ID

Vendor email address have been activated

Delivery Order (DO) or Invoice hardcopy have been verified and

Stamp either with FR 73 (Services) or FR 75 (Goods)

Mandatory | Optional documents have been scanned

Checklist before entering invoice information in the e-Invoice

portal

34

Menu Path : eService Vendor Utilities > View\Submit eInvoice


Add a New Value

Add a New Value

This page is for vendor to:

• Enter new invoice claim

Muka surat ini membolehkan

pembekal untuk:

• Memasukkan inbois baru

yang hendak di tuntut

pembayaran

NO Purchase Order

Cannot Use e-Invoice

NO Contract ID

IMPORTANT


Add a New Value

In this page Vendor can enter

the details of the Invoice or

Delivery Order (DO) which have

been verified by Department

Di dalam muka surat ini

pembekal boleh memasukkan

keterangan Inbois atau DO

yang telah di semak oleh

Jabatan

Max of 22 Characters for Invoice ID



Add a New Value

Important Note:

• Duplicate Invoice ID will not be able to be saved

Inbois ID yang pernah di gunakan sebelum ini tidak dapat di gunakan lagi

• Only PO using current Financial Year can be entered in this page

Hanya PO yang mengunakan Tahun Kewangan yang terkini sahaja yang

boleh di gunakan di dalam e-Invoice

• PO that has been fully utilized will not appear in the list

PO yang telah habis di gunakan tidak lagi tersenarai untuk di cari

• e-Invoice page will not be able to be saved if any mandatory documents is

not attached

Muka surat e-Invoice tidak dapat di simpan sekiranya dokumen “Mandatory”

tidak disertakkan


File Size

Below page shows the pop up message if file size is more than 3.5MB

Fail ukuran yang hendak muat naik ke Halaman e-Invoice tidak boleh melebihi dari

3.5MB. Sekiranya dokumen itu terlebih ukuran, informasi seperti dibawah akan

tertera

37


Mandatory | Optional Document

Jabatan Type of Documents Mandatory / Optional

Kerja Raya (DOR)

Delivery Order Mandatory

TAFIS Purchase Order Optional

Letter of Award Mandatory

Hardcopy Invoice Optional

Pictures Optional

Vendor are to consult with the different Departments that vendor deal with as different

Department have different set of Mandatory | Optional Documents.

Pembekal perlu bertanya kepada semua Jabatan yang pembekal berurusan mengenai

dokumen yang “Mandatory | Optional”.

Jabatan Type of Documents Mandatory / Optional

Perbendaharaan

Delivery Order Mandatory

TAFIS Purchase Order Optional

Letter of Award Mandatory

Hardcopy Invoice Optional

SAMPLE

SAMPLE


FR73|75

Important Notes

1. When Vendor create Invoice, Vendor are to select if the PO type is

Goods or Services

Bila pembekal memasukkan keterangan inbois, Pembekal

hendaklah memilih “Goods” atau “Service”di petak PO Type

2. Vendor are to make sure the stamp FR73 (Service) OR FR75

(Goods) clearly showed on either Invoice or DO before Vendor scan it

Pembekal mesti pastikan chop FR73 (Services) atau FR75

(Goods) adalah terang dan di chop sama ada di atas DO atau

Inbois sebelum pembekal mengimbas dokumen tersebut

FR73 (Services) FR75 (Goods)

QUERY E-INVOICE

e-Invoice Page



Process Flow :

Queried by Dept – Status : eSubmitted

Step 1Enter Invoice Details

Status: eSubmitted

Role : Vendor

Step 1.1Check e-Invoice

Status : eSubmitted

Department

Step 1.2Query to Vendor

(E.g. Insufficient Document)

Role : IRC

Below are the process flow for e-Invoice to be Queried by Department with eSubmitted

Status

Step 1.3Upload additional

documents

Role : Vendor

Important Note :• If the e-Invoice status is

Received, Query to Vendor is

no longer allowed

• Query to Vendor can be done

when the invoice status is

eSubmitted only

Step 2Confirm Checking

Status : Received

Department

NO

YES

41


Step 1

Enter Invoice Details

Status: eSubmitted

Role : Vendor

Step 1.1

Check e-Invoice

Status : eSubmitted

Role : IRC

Important Note :

• Query to Vendor can be done if the Invoice Status is already

Received for insufficient document

• e-Invoice needs to be cancelled and new e-Invoice is required to

be created for other wrongly entered information

Below are the process flow for e-Invoice to be Queried with Received Status

Step 2

Route Invoice

Status : Route

Role : IRC

Step 1.2

Confirm Checking

Status : Received

Role : IRC

Step 3.1Query to Vendor

(E.g. Insufficient Document)

Role : IC

Step 3

Certified Invoice

Status: Received

Role : IC

42

Process Flow :

Queried by Dept – Status : Received


Query Codes | Reasons

# Query Code Queried Reasons

1 Docs_Required Please attach / upload the correct documents (e.g. Wrongly Attach Doc)

2 Docs_Not_Clear Please attach / upload document with improve resolution

3 Missing_Docs Please attach / upload the missing documents

4 Wrong_Info_SelectPlease check & amend information selected in e-Invoice (e.g. Information selected in

the PO Type, PO ID or Contract ID doesn’t matched with attachment)

5 Wrong_Info_EnterPlease check & amend information entered in e-Invoice (e.g. Information entered in

the Amount, Invoice Number and Invoice Date doesn’t matched with attachment)


44


Contact Details

Pusat Perkhidmatan Pelanggan2383444

[email protected]


Thank You

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