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20&27 May 2013 1. Agenda 1.Highlight the difference between system flow of e- Invoice and paper invoice – 15 minutes 2.Demonstrate the operation procedure.

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Presentation on theme: "20&27 May 2013 1. Agenda 1.Highlight the difference between system flow of e- Invoice and paper invoice – 15 minutes 2.Demonstrate the operation procedure."— Presentation transcript:

1 20&27 May

2 Agenda 1.Highlight the difference between system flow of e- Invoice and paper invoice – 15 minutes 2.Demonstrate the operation procedure of e-Invoice in external portal for suppliers (including account setup for e-Invoice) – 20 minutes 3.Points need to be aware when using e-Invoice Service – 10 minutes 4.Q&A – 15 minutes 2

3 Agenda 3 1.Highlight the difference between system flow of e- Invoice and paper invoice – 15 minutes 2.Demonstrate the operation procedure of e-Invoice in external portal for suppliers (including account setup for e-Invoice) – 20 minutes 3.Points need to be aware when using e-Invoice Service – 10 minutes 4.Q&A – 15 minutes

4 Background The e-Invoice Module is an add-on to the e-PS. Project Scope Phase 1 (Web-form channel): An online form will be added to the external portal for suppliers to submit electronic invoice To be launched at the end of June Phase 2 (Structured message channel): New interface with the supplier’s system will be provided for submission of electronic invoice in pre-defined format. To be launched in Dec

5 - External Suppliers submit e-Invoice via web-form channel 5 Get Access to Supplier Portal Locate Electronic PO Input e-Invoice Data Submit e-Invoice Get Acknowledgement Submission of e-Invoice follows the flow of existing e-Submission

6 e-Procurement website e-Procurement website Click “Login” 6

7 If you have registered to login by Digital Certificate, please click “Login by Digital Certificate” to enter the login interface. 1. Enter user ID and password. 2. Enter characters as shown in the picture on the left. In case you can’t view the Security Code clearly, please click “Regenerate ”. Login by User ID and password 3. Click “Login”. 7

8 8 Interface after login the system Click “Purchase Order” or “Invoice > Create Invoice” to search a purchase order for submitting invoice.

9 9 3. Display “search result”. 1. Enter searching criteria. 2. Click “Search”. 4. Click “Create Invoice” to submit a new e-Invoice. Step 1 – Search PO

10 10 If “Invoice No.” is not specified, the system will generate a unique number for it. Enter invoice information. Step 2 – Prepare Invoice (1)

11 11 Step 2 – Prepare Invoice (2) Enter invoice item information. Enter remarks, e.g. prompt payment discount. Add attachment if required. If you want to load the previous saved invoice content, click “Browse” to browse a file in your computer and then click “Load Draft”. Click “Continue” to continue the submission of invoice. If you want to submit later, click “Save As Draft” to save the invoice content to your computer.

12 12 Step 3 – Confirm Invoice (1) Check the invoice information before submission.

13 13 Step 3 – Confirm Invoice (2) Choose the invoice authentication method.

14 14 Step 3 – Confirm Invoice (3) by using Digital Certificate Step 3 – Confirm Invoice (3) by using Digital Certificate 2. Choose the type of Digital Certificate, enter HKID No. or Certificate of Incorporation Registration No. 3. Select the file of Digital Certificate. 4. Enter password of Digital Certificate. 5. Click “Confirm” to confirm submission. 1. Select “Method 1 (Digital Certificate)”.

15 15 Step 3 – Confirm Invoice (4) by using Secret Code Step 3 – Confirm Invoice (4) by using Secret Code 3. Check your account to receive secret code, and then enter the secret code. 4. Enter your login password. 2. Click “Click Here” to generate secret code and send it to your registered account. 1. Select “Method 2 (Secret Code)”. 5. Click “Confirm” to confirm submission.

16 16 Acknowledgement for submission (1)

17 17 Acknowledgement for submission (2) Click “Print” to print a copy. Click “Save” to save a copy. acknowledgement will be sent to the account who submitted the e-Invoice and whose sub-accounts with “Receive e- Invoice acknowledgment” enabled.

18 18 - External Suppliers submit e-Invoice via structured message channel 2. Acknowledgement (no. of accepted/rejected records; reasons for rejections) 1. e-Invoice Structured Message Supplier Pilot Departments e-Procurement System

19 Agenda 19 1.Highlight the difference between system flow of e- Invoice and paper invoice – 15 minutes 2.Demonstrate the operation procedure of e-Invoice in external portal for suppliers (including account setup for e-Invoice) – 20 minutes 3.Points need to be aware when using e-Invoice Service – 10 minutes 4.Q&A – 15 minutes

20 20 Interface after login the system Click “Account Management > Sub-account Management” to manage sub-account.

21 21 Sub-account Management 2. Click “Save”. 1.If “View e-Invoice” is enabled, the user can search all e-Invoice. 2.If “Create e-Invoice” is enabled, the user can search all PO and create invoice 3.If “Receive e-Invoice acknowledgment” is enabled, the user will receive acknowledgement when e-Invoice has been successfully submitted or e-Invoice has been rejected by the Government officer

22 Agenda 22 1.Highlight the difference between system flow of e- Invoice and paper invoice – 15 minutes 2.Demonstrate the operation procedure of e-Invoice in external portal for suppliers (including account setup for e-Invoice) – 20 minutes 3.Points need to be aware when using e-Invoice Service – 10 minutes 4.Q&A – 15 minutes

23 Points need to be aware when using e-Invoice Service Setup sub-account and grant access right Communicate with your Government Officer before sending the e-Invoice Check the on-line status of e-Invoice periodically (You will receive if rejected) You can still send paper invoice but e-Invoice is preferable 23

24 Helpdesk Tel No.: (852) Fax No.: (852) Operating Hours: 08:00 am - 09:00 pm Monday to Friday except public holidays 24

25 Agenda 25 1.Highlight the difference between system flow of e- Invoice and paper invoice – 15 minutes 2.Demonstrate the operation procedure of e-Invoice in external portal for suppliers (including account setup for e-Invoice) – 20 minutes 3.Points need to be aware when using e-Invoice Service – 10 minutes 4.Q&A – 15 minutes

26 Thank You 26


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