PRESENTATION OUTLINE
VENDOR ENGAGEMENT SESSION
Vendor Cutover Strategy
December, 2012
Background – Current System
CURRENT
Since 1st JANUARY 2012
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
SRM - SUS
Supplier Self
Service
(SUS)
Internet Browser
SUPPLIER
PePP/ SAP
Other PETRONAS subsidiary companies
See Appendix for Subsidiary Listing
PETRONAS eProcurement
Portal /
PETRONAS
Pintas 1 &
Pintas 2
Internet Browser PePP
Manual Submission
Pintas 1 & Pintas 2
January 2013 Petronas System Landscape
1st 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
SUPPLIER
SRM – SUS/ SAP
Internet Browser
Supplier Self
Service
(SUS)/ SAP
ECC6
Manual Submission
Other PETRONAS subsidiary companies
See Appendix for Subsidiary Listing
PETRONAS
eProcurement
Portal
PePP
Not
Available
P2P Normal Process in Post Jan 2013
RFQ document
RFQ Submission
SRM - SUS
Retrieve RFQ
Submit RFQ
Internet Browser
PO
PO Confirmation
Service Entry Sheet
PETRONAS
Service Acceptance
GR (Material)
Invoice
Retrieve PO
Supplier
SelfService
(SUS)
Confirm PO
Create Service Confirmation
Service Accepted
SUPPLIER
Retrieve GR (Material)
Create Invoice
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
P2P Interim Process in Post Jan 2013
Petronas SAP ECC6
Purchase Order
• Open
Purchase
Order prior
Jan 2013
transacted via
PePP or
Manual that
migrated to
SAP ECC6
5
Goods
Sourcing
Receipt
and
Service Entry
• Applicable for
Open
Purchase
Order prior
Jan 2013
Invoicing
• Submit
manual invoice
to Petronas
FSS
Purchase
order
• Submit
processing
invoice to
respective
OPU Finance
P2P Interim process :
All converted PO
have been processed
until payment
Cutover Overview: Procure-to-Pay
RTGP
PCG
PDB
21 Dec 18:00
27 Dec 14:00
• Last RFQ, PO,GR & SE/SA
• Last RFQ, PO,GR & SE/SA
•
Last approval of PePP SES
•
Last approval of PePP SES
•
Last posting PePP Invoice’
•
Last posting PePP Invoice’
• Last MM Manual Invoice
31 Dec 18:00
• Last RFQ, PO,GR & SE/SA
• Last posting Invoice
01 Jan 18:00
Last AP
payment run
• Last MM Manual Invoice
28 Dec 18:00
Last AP
payment run
Communication
to Vendors
1st week Dec
28 Dec 18:00
Last AP
payment run
17 Dec
21 Dec
26 Dec
28 Dec
29 Dec
GO-LIVE
RTGPO
GO-LIVE
PCG & PDB
1 Jan
4 Jan
31 Dec
17 Dec 18:00
29 Dec 00:01 – 23:59
Last submission of
PePP SN, SES & Invoice
SRM SUS System
Downtime
Cutover Scenarios – Converted PO For Materials
1
Shipping
Notification
(SN)
Goods
Receipt
Note
(GRN)
eInvoice/
Manual
Invoice
X
X
X
If not done before Cutover Date
Vendors will need to:
Note:
Note:
• (√) denotes ALREADY done
• (√) denotes ALREADY submitted/done
• (X) denotes NOT done.
•(X) denotes NOT submitted/done.
Vendor submit manual Delivery Order when making
delivery and manual invoice
2
√
X
X
PETRONAS create Goods receipt after 1st January
2013 with reference to DO and vendor submit manual
invoice
3
√
√
X
Submit manual invoice
Attach Delivery Order
4
√
√
√
No actions required
Cutover Scenarios – Converted PO For Services
PePP
Service
Notification /
Manual
Service
Entry
1
2
X
√
Service
Acceptance
X
X
PePP
Invoice/
Manual
invoice
If not done before Cutover Date , Vendors will
need to:
X
PETRONAS create Service Acceptance after 1st
January 2013 with reference to JCT and vendor
submit manual invoice
X
PETRONAS create Service Acceptance after 1st
January 2013 with reference to JCT and vendor
submit manual invoice
Note:
•(√) denotes ALREADY done
•(X) denotes NOT done.
3
√
√
X
Submit manual invoice
Attach Service Completion Certificate or Job
Complete Ticket
4
√
√
√
No actions required
Purchase Order Migrated Number
Strategy for Open POs that are migrated from
existing system to new system
PROJECT
OLD PO
Number
New Converted Remarks
PO Number
RTGPO/
PCG
4500632707
P245632707
3rd and 4th digit of RTGP and PCG
PO no’s will be ignored and prefix
P2 when migrating the PO to new
system
PDB
4500632708
4500632708
The same PDB PO number when
migrated to new system
What are vendor responsibilities?
quickly adapt
to new SRM
processes;
checkout the
user guides on
the website
immediately
communicate
new processes
to all related
personnel
10
check security
access - give to
authorised
personnel only
respond to all
notifications (PO,
Service
Acceptance &
GR) and bid
invitations in a
timely manner
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
11
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
Processes: Changes impacting Vendors
Advance
Shipping
Notification
Down
Payment
Functionality
Due to time constraint, we appreciate your attention to
Vendor – Cutover issues
Retail, Trading, Gas, Power & Others
No
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
Company
PETRONAS Penapisan (T) S B
PETRONAS Penapisan (M) S B
PETRONAS Trading Corp.
MALAYSIAN Refining Co S B
MLNG Sdn Bhd
PETRONAS Gas Berhad
Melaka Regasification Terminal
Sungei Udang Port Sdn Bhd
PETRONAS Aviation Sdn Bhd
PETRONAS NGV Sdn. Bhd.
PAPL (Downstream) Pty Ltd
PETRONAS Australia Pty Lt
PAPL (Upstream) Pty Lt
PAPL (Upstream II) Pty Lt
Inst of Technology Petron
PETRONAS Mgmt Trng S B
Petronas Research S/B
PETRONAS Maritime Service
KLCC (Holdings) Sdn Bhd
No
20
21
22
23
24
25
26
27
28
29
30
31
32
33
34
35
36
Company
Putrajaya Holdings Sdn Bhd
PrimeSourcing Intl S/B
Petrosains Sdn Bhd
KLCC PROJEKS SDN BHD
Prince Court Medical Ctr
KLCC PARKING MGMT SDN BHD
Malaysian Philharmonic Orchestra
Dewan Filharmonik Petronas
PETRONAS Tech Training SB
KLCCPH – KLCC Property Holding
LISB – Layan Intan Sdn Bhd
PETRONAS Floating LNG 1 (L) Ltd
PETRONAS Floating LNG 2
PETRONAS Power Sdn Bhd
PETRONAS LNG 9 Sdn Bhd
Voltage Renewables Sdn Bhd
Regas Term.(Pengerang) SB
37
Regasification Terminal .(Lahad Datu)SB
Petronas Chemicals Group
Item
1
2
3
4
5
6
7
8
9
10
11
12
13
Company
ASEAN Bintulu Fertilizer S/B
Fertiliser Kedah Sdn Bhd
PETRONAS Chemicals Marketing
PETRONAS Chemicals Methanol
PETRONAS Chemical MTBE Sdn Bhd
PETRONAS Chemical Ethylene
PC Polypropylene Sdn Bhd
PC Polyethylene Sdn Bhd
Kerteh Port Sdn. Bhd
Vinyl Chloride (M) Sdn. Bhd.
PETRONAS Chemical Aromatics
PETRONAS Chemical Ammonia
Petlin (Malaysia) Sdn. Bhd
Petronas Dagangan
Item
1
2
Company
Petronas Dagangan Berhad
KL Aviation Fuelling System
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)
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
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.
Invoice Delivery Instruction
For Companies under CAPS only
(from 18 Dec 2012 onwards)
4.
5.
6.
7.
All invoices must be printed on A4 size paper, single sided only.
For multi pages invoices, please ensure the total payable is on the front page.
Do not staple the invoice and its supporting documents (use rubber band instead)
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.
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 FS2 at:
Email address :
FS2@petronas.com.my
FS2 Call centre :
03-7490 4900
Mondays – Fridays (except Public Holidays)
8.00am – 5.00pm