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20&27 May 2013 1 Slide 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 Slide 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 Slide 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 2013. Phase 2 (Structured message channel): New interface with the suppliers system will be provided for submission of electronic invoice in pre-defined format. To be launched in Dec 2013 4 Slide 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 Slide 6 e-Procurement website http://www.eprocurement.gov.hk e-Procurement website http://www.eprocurement.gov.hk Click Login 6 Slide 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 cant view the Security Code clearly, please click Regenerate . Login by User ID and password 3. Click Login. 7 Slide 8 8 Interface after login the system Click Purchase Order or Invoice > Create Invoice to search a purchase order for submitting invoice. Slide 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 Slide 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) Slide 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. Slide 12 12 Step 3 Confirm Invoice (1) Check the invoice information before submission. Slide 13 13 Step 3 Confirm Invoice (2) Choose the invoice authentication method. Slide 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). Slide 15 15 Step 3 Confirm Invoice (4) by using Secret Code Step 3 Confirm Invoice (4) by using Secret Code 3. Check your email 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 email account. 1. Select Method 2 (Secret Code). 5. Click Confirm to confirm submission. Slide 16 16 Acknowledgement for submission (1) Slide 17 17 Acknowledgement for submission (2) Click Print to print a copy. Click Save to save a copy. E-mail acknowledgement will be sent to the account who submitted the e-Invoice and whose sub-accounts with Receive e- Invoice acknowledgment enabled. Slide 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 Slide 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 Slide 20 20 Interface after login the system Click Account Management > Sub-account Management to manage sub-account. Slide 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 E-mail acknowledgement when e-Invoice has been successfully submitted or e-Invoice has been rejected by the Government officer Slide 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 Slide 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 e-mail if rejected) You can still send paper invoice but e-Invoice is preferable 23 Slide 24 Helpdesk Tel No.: (852) 8107 0608 Fax No.: (852) 2645 8004 E-Mail: eppmgmtoff@ogcio.gov.hkeppmgmtoff@ogcio.gov.hk Operating Hours: 08:00 am - 09:00 pm Monday to Friday except public holidays 24 Slide 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 Slide 26 Thank You 26