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Www.fcx.com CAS Supplier Summit Presentation 2009.

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Presentation on theme: "Www.fcx.com CAS Supplier Summit Presentation 2009."— Presentation transcript:

1 www.fcx.com CAS Supplier Summit Presentation 2009

2 Agenda 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

3 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)

4 Emphasize Service Contract Cycle Initiation Management Payment Actualization & Efficient Management of Service Commitments Authorization of Service Commitments Correct & Timely Service Payments Contract Request Contract Service Order Service Receipt Proforma Invoice Contractor Invoice

5 Emphasize Service Contract Cycle Business Process: Contract Request 1. FCX identifies need for a service and end user enters Contract Request Contract 2. FCX issues Contract to the Supplier Initiation Management Payment Actualization & Efficient Management of Service Commitments Authorization of Service Commitments Correct & Timely Service Payments Contract Request Contract Service Order Service Receipt Proforma Invoice Contractor Invoice

6 Emphasize Service Contract Cycle Business Process: Service Order (SO) 1. FCX generates SO against the Contract and notifies Supplier to commence work 2. Supplier completes work Receipt of Services 3. 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 & Timely Service Payments Contract Request Contract Service Order Service Receipt Proforma Invoice Contractor Invoice

7 Emphasize Service Contract Cycle Business Process: Proforma Invoice (PI) 1. CAS generates a PI based upon Receipt of Services 2. PI is emailed to Supplier Contractor Invoice 3. Supplier receives and reviews PI prior to invoicing FCX 4. If PI matches Contractor Invoice: Contractor sends invoice to FCX (Invoice must reference FCXs PI No. and match amount) FCX receives invoice & pays Supplier 5. 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 & Timely Service Payments Contract Request Contract Service Order Service Receipt Proforma Invoice Contractor Invoice

8 Emphasize Service Contract Cycle Business Process: Contract Request 1. FCX identifies need for a service and end user enters Contract Request Contract 2. FCX issues Contract to the Supplier Business Process: Service Order (SO) 1. FCX generates SO against the Contract and notifies Supplier to commence work 2. Supplier completes work Receipt of Services 3. 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 Services 2. PI is emailed to Supplier Contractor Invoice 3. Supplier receives and reviews PI prior to invoicing FCX 4. If PI matches Contractor invoice: Contractor sends invoice to FCX (Invoice must reference FCXs PI No.) FCX receives invoice & pays Supplier 5. 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 & Timely Service Payments Contract Request Contract Service Order Service Receipt Proforma Invoice Contractor Invoice

9 Benefits 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

10 Data 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

11 Transition 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

12 Training Plan Step 1 -Supplier Summit Meetings Step 2 -Quick Reference GuideQuick Reference Guide Service Contract Hierarchy Sample Service Order Sample Proforma Invoice Invoice Submission Invoice Inquiry Discrepancy Resolution Step 3 -Contact Local Contract Administration Team

13 Implementation Plan Supplier Summits: July 13th – 28th FCX User Training: July 7th – August 15th North America Go-Live: August 17th

14 CAS Support General questions about the CAS project can be emailed to the GSCCASIntegrationHelp@fmi.comGSCCASIntegrationHelp@fmi.com CAS training material ( Electronic version of Supplier Quick Reference Guide) -Will be posted shortly at www.fcx.comwww.fcx.com -If needed earlier contact Veronica Rosell at veronica_rosell@fmi.com

15 Comments & Questions

16 Supplier Breakout Session

17 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 Hierarchy Contract Request(s) Service Agreement Service Order Service Receipt Proforma Invoice Contractor Invoice Contract Administrator End User End User Contract Responsible CASSupplier Service Order

18 Sample Service Order (Work Authorization) FCX contact to resolve discrepancies

19 Sample Proforma Invoice Contractor Invoice must include PI number & match amount Proforma Invoice will be sent to email listed

20 Invoice Submission Contractor Invoices -Must include Proforma Invoice Number (Invoices without a PI number will be rejected) -Should include Suppliers email address -Must match amounts from Proforma Invoice -Does not need to have Service Order listed -Should be submitted to fmi@metasource.comfmi@metasource.com

21 Invoice Inquiry Approved Invoices -Status can be viewed in VIP portal at http://vip.fmi.com http://vip.fmi.com Unapproved Invoices -Status will not be visible through VIP Portal -Questions regarding unapproved Invoices can be directed to: Phone: 602-366-8200 Email: PHX-FSS_AP@FMI.COM Fax: 602-453-1639

22 Discrepancy 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 paid 2.Contract Responsible person will be notified of discrepancy 3.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 Training Plan


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