www.fcx.com cas supplier summit presentation 2009
TRANSCRIPT
www.fcx.com
CAS Supplier Summit
Presentation
CAS Supplier Summit
Presentation20092009
AgendaAgenda
What is CAS? CAS Process Overview
- Service Contract Cycle Benefits of CAS Plan
- Training Plan- Data Conversion Plan- Transition Plan- Implementation Plan
CAS Support Comments & Questions Supplier Breakout Session
What is CAS?What is CAS?
CAS (Contract Administration System) is the new global online system for contract requests and administration of contracts
- Users can track the status of contract requests, contract budget, service orders, service receipts, and service invoices
- Suppliers will be paid correctly and timely (if instructions are followed)
Emphasize
Service Contract Cycle Service Contract Cycle
Initiation Management Payment
Actualization & Efficient Management of Service
Commitments
Authorization of Service Commitments
Correct & TimelyService Payments
ContractRequest
ContractServiceOrder
ServiceReceipt
ProformaInvoice
ContractorInvoice
Emphasize
Service Contract Cycle Service Contract Cycle
Business Process:
Contract Request1. FCX identifies need for a service and end user enters Contract Request
Contract2. FCX issues Contract to the Supplier
Initiation Management Payment
Actualization & Efficient Management of Service
Commitments
Authorization of Service Commitments
Correct & TimelyService Payments
ContractRequest
ContractServiceOrder
ServiceReceipt
ProformaInvoice
ContractorInvoice
Emphasize
Service Contract Cycle Service Contract Cycle
Business Process:
Service Order (SO)1. FCX generates SO against the Contract and notifies Supplier to commence work2. Supplier completes work
Receipt of Services3. FCX confirms work has been completed and updates work completed in CAS
Initiation Management Payment
Actualization & Efficient Management of Service
Commitments
Authorization of Service Commitments
Correct & TimelyService Payments
ContractRequest
ContractServiceOrder
ServiceReceipt
ProformaInvoice
ContractorInvoice
Emphasize
Service Contract Cycle Service Contract Cycle
Business Process:
Proforma Invoice (PI)1. CAS generates a PI based upon Receipt of Services2. PI is emailed to Supplier
Contractor Invoice3. Supplier receives and reviews PI prior to invoicing FCX 4. If PI matches Contractor Invoice: • Contractor sends invoice to FCX (Invoice must reference FCX’s PI No. and match amount) • FCX receives invoice & pays Supplier5. If PI does not match Invoice: • Reconciliation required prior to invoicing
Initiation Management Payment
Actualization & Efficient Management of Service
Commitments
Authorization of Service Commitments
Correct & TimelyService Payments
ContractRequest
ContractServiceOrder
ServiceReceipt
ProformaInvoice
ContractorInvoice
Emphasize
Service Contract Cycle Service Contract Cycle
Business Process:
Contract Request1. FCX identifies need for a service and end user enters Contract Request
Contract2. FCX issues Contract to the Supplier
Business Process:
Service Order (SO)1. FCX generates SO against the Contract and notifies Supplier to commence work2. Supplier completes work
Receipt of Services3. FCX confirms work has been completed and updates work completed in CAS
Business Process:
Proforma Invoice (PI)1. CAS generates a PI based upon Receipt of Services2. PI is emailed to Supplier
Contractor Invoice3. Supplier receives and reviews PI prior to invoicing FCX 4. If PI matches Contractor invoice: • Contractor sends invoice to FCX (Invoice must reference FCX’s PI No.) • FCX receives invoice & pays Supplier5. If PI does not match invoice: • Reconciliation required prior to invoicing
Initiation Management PaymentActualization & Efficient Management of Service
Commitments
Authorization of Service Commitments
Correct & TimelyService Payments
ContractRequest
ContractServiceOrder
ServiceReceipt
ProformaInvoice
ContractorInvoice
Benefits of CASBenefits of CAS
Supplier Benefits
- Less reconciliation effort due to proforma validation prior to invoicing
- Match between Contractor Invoice and Proforma Invoice prompts automatic load of invoice with timely and accurate payment to supplier
- Improved communication with FCX on contract milestones such as upcoming expiration dates
- Direct communication with FCX End User for contract transactions and services rendered
Data Conversion PlanData Conversion Plan
Active Contracts, Service Orders, and Invoices will be converted into the new system - No action is required by supplier for conversion
To ensure FCX has correct email addresses for existing Service Orders, Suppliers should fill out form before leaving summit today
Transition PlanTransition Plan
Suppliers should work with FCX users to get open invoices approved prior to Go-Live Date
Services performed prior to Go-Live Date can still be invoiced with Service Order Number
Services performed after Go-Live Date must include Proforma Invoice Number
- Invoices without a PI number will be returned to Supplier (to email listed on Contractor invoice)
- Invoices with mismatch will be sent to Supplier and Contract Responsible for resolution
Training PlanTraining Plan
Step 1- Supplier Summit Meetings
Step 2- Quick Reference Guide
• Service Contract Hierarchy• Sample Service Order• Sample Proforma Invoice• Invoice Submission• Invoice Inquiry • Discrepancy Resolution
Step 3- Contact Local Contract Administration Team
Implementation Plan Implementation Plan
Supplier Summits: July 13th – 28th
FCX User Training: July 7th – August 15th
North America Go-Live: August 17th
CAS SupportCAS Support
General questions about the CAS project can be emailed to the [email protected]
CAS training material (Electronic version of Supplier Quick Reference Guide)
- Will be posted shortly at www.fcx.com
- If needed earlier contact Veronica Rosell at [email protected]
Comments&
Questions
Supplier Breakout Session
•Multiple End Users can create multiple Service Orders against a contract•Once Service Receipt is created CAS will automatically generate one Proforma Invoice, and Supplier will only be allowed to submit one invoice for each Proforma Invoice.•Supplier will not be able to combine several invoices into one. Supplier invoice must match Proforma Invoice amount. •However, if Supplier believes Proforma Invoice is incorrect. Supplier should contact person listed on the Proforma Invoice to resolve discrepancy.
•Service Orders can have multiple Service Receipts•Each Service Order will have a Contract Responsible person who is designated as the person that will approve Service Receipts for that Service Order and resolve invoice discrepancies. •Contract Responsible and End User will often be the same person
Service Contract HierarchyService Contract Hierarchy
Contract Request(s)
Service Agreement
Service Order
Service Order
Service Receipt
Service Receipt
Proforma Invoice
Contractor Invoice
Contract Administrator
EndUser
EndUser
Contract Responsible CAS Supplier
Service Order
Sample Service Order (Work Authorization)
Sample Service Order (Work Authorization)
FCX contact to resolve
discrepancies
Sample Proforma InvoiceSample Proforma Invoice
Contractor Invoice must include PI
number & match amount
Proforma Invoice will be sent to email
listed
Invoice SubmissionInvoice Submission
Contractor Invoices
- Must include Proforma Invoice Number(Invoices without a PI number will be rejected)
- Should include Supplier’s email address
- Must match amounts from Proforma Invoice
- Does not need to have Service Order listed
- Should be submitted to [email protected]
Invoice InquiryInvoice Inquiry
Approved Invoices
- Status can be viewed in VIP portal at http://vip.fmi.com
Unapproved Invoices- Status will not be visible through VIP Portal
- Questions regarding unapproved Invoices can be directed to:
Phone: 602-366-8200Email: [email protected]: 602-453-1639
Discrepancy ResolutionDiscrepancy Resolution
Discrepancy resolution should take place before Supplier submits invoice
If Supplier submits an invoice with a PI number, but it does not match PI, the following steps will be taken:1. Invoice will be loaded but not paid2. Contract Responsible person will be notified of
discrepancy3. Contract Responsible can choose to:
Reject Invoice - Supplier will be notified and will need to send corrected invoice
Modify Service Receipt in the system and approve invoice Create a new Service Receipt/Proforma Invoice and tie the invoice to the new
PI
4. If Contract Responsible modifies or creates a new service receipt, then Contract Responsible has the option to send the revised Proforma Invoice to the supplier. A modified PI will still contain the same PI number but different version
number A new Proforma Invoice will contain a new Proforma invoice number Return to Tr
aining Plan