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
PETRONAS Holding Co.
2013
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/ SAP
Supplier
Self
Service
(SUS)/ SAP
ECC6
Internet
Browser
Manual
Submission
Other PETRONAS subsidiary companies
See Appendix for Subsidiary Listing
SUPPLIER
PETRONAS
eProcureme
nt Portal
PePP
Not
Available
P2P Normal Process in Post Jan
2013
RFQ document
RFQ Submission
PO
SRM - SUS
Supplie
PO
r
Confirmation
SelfService Entry Sheet
Service
PETRONA
Service Acceptance
(SUS)
S
GR
(Material)
Invoice
Retrieve RFQ
Submit RFQ
Retrieve PO
Internet
Browser
Confirm PO
Create Service
Confirmation
Service Accepted SUPPLIE
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
Goods
Receipt
and
Sourcing
Service
Entry
Applicable
for Open
Purchase
Order prior
Jan 2013
Invoicing
Submit
manual
invoice to
Petronas
Purchase
FSS
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
Last RFQ, PO,GR & SE/SA
27 Dec 14:00
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
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
31 Dec 18:00
Last RFQ, PO,GR & SE/SA
Last posting Invoice
GO-LIVE
RTGPO
GO-LIVE
PCG & PDB
1 Jan
4 Jan
28 Dec 18:00
Last AP
payment run
17 Dec
21 Dec
26 Dec
28 Dec
29 Dec
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
Shipping
Notification
(SN)
Goods
Receipt
Note
(GRN)
eInvoice/
Manual
Invoice
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
PETRONAS create Goods receipt after 1st January
2013 with reference to DO and vendor submit manual
invoice
Submit manual invoice
Attach Delivery Order
No actions required
Cutover Scenarios Converted PO For
Services
PePP
Service
Notification /
Manual
Service
Entry
Service
Acceptance
X
X
PePP
Invoice/
Manual
invoice
If not done before Cutover Date , Vendors will
need to:
PETRONAS create Service Acceptance after 1st
January 2013 with reference to JCT and vendor
submit manual invoice
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.
Submit manual invoice
Attach Service Completion Certificate or Job
Complete Ticket
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 nos 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: whats new for
vendors
SUS
SUS
supplier self service
supplier self service
-auto PO
-auto PO
-online PO response
-online PO response
-trace delivery
-trace delivery
-online invoicing
-online invoicing
-check payment status
-check payment status
Auto PO
-online bid invitation
-online bid invitation
-online response
-online response
-online RFQ submission
-online RFQ submission
11
Please take note:
Please take note:
1. Attachments must not be more
1. Attachments must not be more
than 10Mb per file
than 10Mb per file
2. SRM requires Internet Explorer
2. SRM requires Internet Explorer
version 8.0 below or Mozilla
version 8.0 below or Mozilla
firefox version 3.6 below
firefox version 3.6 below
Processes: Changes impacting
Vendors
Advance
D
D
E
Shipping
E
R
T
I
R
T
O
I
U
Notification
NNO Q U
Q
E
E
RR
L
E
L
B
Down
T
B
A
T IL A Payment
O
O
NN A IL
Functionality
AAVVA
QUESTION AND ANSWER
SESSION
Due to time constraint, we appreciate your attention to
Vendor Cutover issues
THANK YOU
Appendix
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
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
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
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
under CAPS
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)
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. 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
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
[email protected] for your email address to be added/updated
in our VPN database.
Any queries please contact FS2 at:
Email address :
[email protected]FS2 Call centre : 03-7490 4900
Mondays Fridays (except Public Holidays)
8.00am 5.00pm
