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PRESENTATION OUTLINE Vendor Cutover Strategy December, 2012 VENDOR ENGAGEMENT SESSION.

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Presentation on theme: "PRESENTATION OUTLINE Vendor Cutover Strategy December, 2012 VENDOR ENGAGEMENT SESSION."— Presentation transcript:

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2 PRESENTATION OUTLINE Vendor Cutover Strategy December, 2012 VENDOR ENGAGEMENT SESSION

3 Background – Current System SRM - SUS Supplier Self Service (SUS) Since 1 st JANUARY 2012 Internet Browser CURRENT PePP/ SAP PETRONAS e- Procurement Portal / PETRONAS Pintas 1 & Pintas 2 SUPPLIER Manual Submission Pintas 1 & Pintas 2 Internet Browser PePP PETRONAS Holding Co. PETRONAS Carigali Sdn Bhd PETRONAS Chemical Group Bhd OPTIMAL Chemicals (M) Sdn Bhd OPTIMAL Glycols (M) Sdn Bhd OPTIMAL Olefins (M) Sdn Bhd MITCO Malaysia Sdn Bhd MITCO Labuan Sdn Bhd PETRONAS Holding Co. PETRONAS Carigali Sdn Bhd PETRONAS Chemical Group Bhd OPTIMAL Chemicals (M) Sdn Bhd OPTIMAL Glycols (M) Sdn Bhd OPTIMAL Olefins (M) Sdn Bhd MITCO Malaysia Sdn Bhd MITCO Labuan Sdn Bhd Other PETRONAS subsidiary companies See Appendix for Subsidiary Listing

4 January 2013 Petronas System Landscape SRM – SUS/ SAP Supplier Self Service (SUS)/ SAP ECC6 Internet Browser PETRONAS e- Procurement Portal SUPPLIER PePP Not Available PePP Not Available 1 st JANUARY 2013 PETRONAS Holding Co. PETRONAS Carigali Sdn Bhd PETRONAS Chemical Group Bhd OPTIMAL Chemicals (M) Sdn Bhd OPTIMAL Glycols (M) Sdn Bhd OPTIMAL Olefins (M) Sdn Bhd MITCO Malaysia Sdn Bhd MITCO Labuan Sdn Bhd PETRONAS Holding Co. PETRONAS Carigali Sdn Bhd PETRONAS Chemical Group Bhd OPTIMAL Chemicals (M) Sdn Bhd OPTIMAL Glycols (M) Sdn Bhd OPTIMAL Olefins (M) Sdn Bhd MITCO Malaysia Sdn Bhd MITCO Labuan Sdn Bhd Other PETRONAS subsidiary companies Manual Submission See Appendix for Subsidiary Listing

5 P2P Normal Process in Post Jan 2013 SUPPLIER PETRONAS SRM - SUS PO Invoice PO Confirmation Retrieve PO Create Invoice Confirm PO Supplier Self- Service (SUS) GR (Material) Retrieve GR (Material) Internet Browser Create Service Confirmation Service Entry Sheet Service Acceptance Service Accepted RFQ document RFQ Submission Retrieve RFQ Submit RFQ Impacted OPUs All Pilot OPUs Go-Live in Jan 2012 (status quo) for SUS Vendors Roll Out OPUs in Jan 2013 but only for Purchase Order created after Go-Live for SUS Vendors

6 5 Sourcing Purchase Order Purchase order processing Petronas SAP ECC6 P2P Interim Process in Post Jan 2013 Open Purchase Order prior Jan 2013 transacted via PePP or Manual that migrated to SAP ECC6 Applicable for Open Purchase Order prior Jan 2013 Goods Receipt and Service Entry Submit manual invoice to Petronas FSS Submit invoice to respective OPU Finance Invoicing P2P Interim process : All converted PO have been processed until payment

7 Cutover Overview: Procure-to-Pay 28 Dec 28 Dec 18:00 Last AP payment run 17 Dec 21 Dec Communication to Vendors 1 st week Dec 1 Jan4 Jan 17 Dec 18:00 Last submission of PePP SN, SES & Invoice 17 Dec 18:00 Last submission of PePP SN, SES & Invoice 21 Dec 18:00 Last RFQ, PO,GR & SE/SA Last approval of PePP SES Last posting PePP Invoice’ Last MM Manual Invoice 21 Dec 18:00 Last RFQ, PO,GR & SE/SA Last approval of PePP SES Last posting PePP Invoice’ Last MM Manual Invoice GO-LIVE RTGPO GO-LIVE PCG & PDB PCG RTGP PDB 31 Dec 28 Dec 18:00 Last AP payment run 26 Dec 27 Dec 14:00 Last RFQ, PO,GR & SE/SA Last approval of PePP SES Last posting PePP Invoice’ Last MM Manual Invoice 27 Dec 14:00 Last RFQ, PO,GR & SE/SA Last approval of PePP SES Last posting PePP Invoice’ Last MM Manual Invoice 31 Dec 18:00 Last RFQ, PO,GR & SE/SA Last posting Invoice 31 Dec 18:00 Last RFQ, PO,GR & SE/SA Last posting Invoice 01 Jan 18:00 Last AP payment run 29 Dec 00:01 – 23:59 SRM SUS System Downtime 29 Dec 00:01 – 23:59 SRM SUS System Downtime 29 Dec

8 Cutover Scenarios – Converted PO For Materials Note: ( √ ) denotes ALREADY submitted/done (X) denotes NOT submitted/done. Shipping Notifica- tion (SN) Goods Receipt Note (GRN) e- Invoice/ Manual Invoice If not done before Cutover Date Vendors will need to: 1 XXX Vendor submit manual Delivery Order when making delivery and manual invoice 2 √ XX PETRONAS create Goods receipt after 1 st January 2013 with reference to DO and vendor submit manual invoice 3 √√ X Submit manual invoice Attach Delivery Order 4 √√√ No actions required Note: ( √ ) denotes ALREADY done (X) denotes NOT done.

9 Cutover Scenarios – Converted PO For Services PePP Service Notifica- tion / Manual Service Entry Service Accep- tance PePP Invoice/ Manual invoice If not done before Cutover Date, Vendors will need to: 1 XXX PETRONAS create Service Acceptance after 1 st January 2013 with reference to JCT and vendor submit manual invoice 2 √ XX PETRONAS create Service Acceptance after 1 st January 2013 with reference to JCT and vendor submit manual invoice 3 √√ X Submit manual invoice Attach Service Completion Certificate or Job Complete Ticket 4 √√√ No actions required Note: ( √ ) denotes ALREADY done (X) denotes NOT done.

10 Purchase Order Migrated Number PROJECTOLD PO Number New Converted PO Number Remarks RTGPO/ PCG 4500632707P2456327073 rd and 4 th digit of RTGP and PCG PO no’s will be ignored and prefix P2 when migrating the PO to new system PDB4500632708 The same PDB PO number when migrated to new system Strategy for Open POs that are migrated from existing system to new system

11 10 What are vendor responsibilities? check security access - give to authorised personnel only respond to all notifications (PO, Service Acceptance & GR) and bid invitations in a timely manner quickly adapt to new SRM processes; checkout the user guides on the website immediately communicate new processes to all related personnel

12 11 SRM system: what’s new for vendors SUS supplier self service -auto PO -online PO response -trace delivery -online invoicing -check payment status -online bid invitation -online response -online RFQ submission SUS supplier self service -auto PO -online PO response -trace delivery -online invoicing -check payment status -online bid invitation -online response -online RFQ submission Auto PO Please take note: 1.Attachments must not be more than 10Mb per file 2.SRM requires Internet Explorer version 8.0 below or Mozilla firefox version 3.6 below Please take note: 1.Attachments must not be more than 10Mb per file 2.SRM requires Internet Explorer version 8.0 below or Mozilla firefox version 3.6 below

13 Processes: Changes impacting Vendors Advance Shipping Notification NOT REQUIRED Down Payment Functionality NOT AVAILABLE

14 Due to time constraint, we appreciate your attention to Vendor – Cutover issues

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17 NoCompany 1PETRONAS Penapisan (T) S B 2PETRONAS Penapisan (M) S B 3PETRONAS Trading Corp. 4MALAYSIAN Refining Co S B 5MLNG Sdn Bhd 6PETRONAS Gas Berhad 7Melaka Regasification Terminal 8Sungei Udang Port Sdn Bhd 9PETRONAS Aviation Sdn Bhd 10PETRONAS NGV Sdn. Bhd. 11PAPL (Downstream) Pty Ltd 12PETRONAS Australia Pty Lt 13PAPL (Upstream) Pty Lt 14PAPL (Upstream II) Pty Lt 15Inst of Technology Petron 16PETRONAS Mgmt Trng S B 17Petronas Research S/B 18PETRONAS Maritime Service 19KLCC (Holdings) Sdn Bhd Retail, Trading, Gas, Power & Others NoCompany 20Putrajaya Holdings Sdn Bhd 21PrimeSourcing Intl S/B 22Petrosains Sdn Bhd 23KLCC PROJEKS SDN BHD 24Prince Court Medical Ctr 25KLCC PARKING MGMT SDN BHD 26Malaysian Philharmonic Orchestra 27Dewan Filharmonik Petronas 28PETRONAS Tech Training SB 29KLCCPH – KLCC Property Holding 30LISB – Layan Intan Sdn Bhd 31PETRONAS Floating LNG 1 (L) Ltd 32PETRONAS Floating LNG 2 33PETRONAS Power Sdn Bhd 34PETRONAS LNG 9 Sdn Bhd 35Voltage Renewables Sdn Bhd 36Regas Term.(Pengerang) SB 37Regasification Terminal.(Lahad Datu)SB

18 Petronas Chemicals Group ItemCompany 1ASEAN Bintulu Fertilizer S/B 2Fertiliser Kedah Sdn Bhd 3PETRONAS Chemicals Marketing 4PETRONAS Chemicals Methanol 5PETRONAS Chemical MTBE Sdn Bhd 6PETRONAS Chemical Ethylene 7 PC Polypropylene Sdn Bhd 8PC Polyethylene Sdn Bhd 9Kerteh Port Sdn. Bhd 10Vinyl Chloride (M) Sdn. Bhd. 11PETRONAS Chemical Aromatics 12PETRONAS Chemical Ammonia 13Petlin (Malaysia) Sdn. Bhd

19 Petronas Dagangan ItemCompany 1Petronas Dagangan Berhad 2KL Aviation Fuelling System

20 Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards) Please find the following Petronas Companies under CAPS Company Name under CAPS Vinyl Chloride (M) Sdn Bhd (VCM) PETRONAS Ammonia Sdn Bhd (PASB) Ethylene Malaysia Sdn Bhd (EMSB) Aromatics Malaysia Sdn Bhd (AMSB) Petlin (M) Sdn Bhd (PETLIN) PETRONAS Fertilizer Kedah Sdn Bhd (PCFK) MTBE Malaysia Sdn Bhd Polypropylene Malaysia Sdn Bhd (PPMSB) Kertih Port Sdn Bhd (KPSB) Polyethylene Malaysia Sdn Bhd (PEMSB) PML ABF MLNG MLNG (2) MLNG (3) Petronas LNG Ltd Sg Udang Port (SUPSB) PETRONAS Maritime Services (PMSSB) Petrosains University Teknologi Petronas (UTP) PETRONAS Penapisan (Melaka) Sdn Bhd (PP(M)SB) Malaysian Refining Co. (MRC) Petronas Gas Berhad PETRONAS Penapisan (Terengganu) Sdn Bhd (PPTSB) PLC PETRONAS Research Sdn. Bhd. Prince Court Medical Centre Sdn Bhd Dewan Filharmomik PETRONAS (DFP) Malaysian Philharmonic Orchestra (MPO) PHSB (Petronas HartaBina S.B.) PASSB (PETRONAS Assets Sdn Bhd) PLSB ( Petronas LNG Sdn Bhd) PRBF (PRBF Properties Sdn Bhd)

21 Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards) 1.Invoices for all OPUs NOT under CAPS, please send to respective OPU Finance Department. 2.Invoices for all OPUs under CAPS should only be sent to the following address: Name of the company (OPU) (OPU Co. Code ***) c/o PETRONAS Finance Shared Services Level 5, Menara Dayabumi, Jalan Sultan Hishamudin, 50050, Kuala Lumpur, Malaysia

22 Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards) 3.On the hardcopy invoice, please state the following on the first page of the invoice: Name of the OPU (Company Code) Attention: User Name Department: User Department Telephone Number: User Contact No Release/Purchase Order No: Compulsory Project name: (If applicable) Invoice Number : (Maximum 16 characters) Bank Account Details : Total Payable Amount: The above information is very crucial to ensure prompt payment processing and must be on the first page of the invoice.

23 Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards) 4.All invoices must be printed on A4 size paper, single sided only. 5.For multi pages invoices, please ensure the total payable is on the front page. 6.Do not staple the invoice and its supporting documents (use rubber band instead) 7.If several invoices are to be submitted at the same time, please ensure that a blank paper (as separator) is in between invoice with related supporting documents. 8.Each invoice must link to only ONE Purchase Order (PO)/Release Order (RO). PO/RO number must be clearly indicated on the first page of the invoice. The invoice with more than one PO/RO will not be processed. 9.Handwritten invoice (s), Pro forma invoice (s), Commercial Invoice (s) and Certified True Copy of invoice (s) are not acceptable. Failure to comply with the above will result to the invoice(s) being rejected and/or not processed for payment.

24 Invoice Delivery Instruction For Companies under CAPS only (from 18 Dec 2012 onwards) ) All payments will be notified via Vendor Payment Notification (VPN) through an email to registered vendors only. If you have not register your email address, please email to FS2@petronas.com.my for your email address to be added/updated in our VPN database. Any queries please contact FS 2 at: Email address :FS2@petronas.com.my FS 2 Call centre :03-7490 4900 Mondays – Fridays (except Public Holidays) 8.00am – 5.00pm


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