E-Invoice User Guide
By SCM Group
(Supply Chain Management Group)
E-Invoice User Guide
• A. Vendor Activities in Supplier Self-Service
(Flow Chart)
• B. Steps to e-Invoice for Vendors
• C. How to check your e-Invoice’s status
• D. How to edit/ revise e-Invoice
• E. FAQ (Frequently Ask Question) e-Invoice
• F. Common errors when creating e-Invoice
Vendor Activities in Supplier Self-Service
3 SFApprover (SCM) VendorApproved PO
Log in to SRM
No2
3
*) If your PO set as “Confirmation Required”, then you should confirm the PO otherwise PO can’t be GR.
Create PO &
attached doc.
1
SF Buyer (SCM)PO
Internal supporting doc. External supporting doc.PO fully approved will trigger PO appears in Supplier Self-Service Purchase Order section
Confirm PO*
Download PO
& Supporting Doc. (if any)Yes
4
5
E-Invoice
7
Suppl
ie
r
Self
-Ser
vice
Pur
cha
se
Or
der
Confirm PO Required?E-In
voic
e
PO A
tt
ach
men
ts
SF UserGood Receive
(GR)
a. GR is mandatory. b. POs that have notbeen GR are not accepted in e-Invoice c. The prerequisite to do GR is complete the BAST documents (Please contact to related user & buyer for further details)s
6
Email notification Approved?Send
Hardcopy to SF
8
R eje ct ed Yes (e di t e-Inv o ic e)B. Steps to e-Invoice for Vendors (1/8)
Buka portal Smartfren E-Supplier (
https://e-supplier.smartfren.com/irj/portal
).
---
Open the Smartfren E-Supplier portal web (
https://e-supplier.smartfren.com/irj/portal
).
1. Isi User ID dan Password, kemudian Klik Log On.
---
Log in with your User ID
2
Setelah log in, anda akan melihat layar awal aplikasi e-invoice. Di layar awal ini Anda akan melihat daftar e-invoice
yang pernah atau telah Anda buat (jika ada).
---
After log in process, you will see the start menu of e-invoice. In this screen, you will get the e-invoice data list that
you have been created (if any).
2. Klik menu
E-Invoice
, lalu klik tombol “
New Invoice
”.
---
Click E-invoice menu, then click “New Invoice” button.
3. Isi kolom yang kosong:
•
External Invoice Number (nomor invoice
perusahaan vendor, max. 16 karakter);
•
Invoice Name (nama penagihan);
•
Invoice Date (tanggal tagihan, dapat di edit sesuai
tanggal penagihan yang akan ditagih);
•
Kolom Email (secara otomatis muncul sesuai email
yang didaftarkan saat registrasi user id, Anda dapat
mengubahnya jika perlu).
•
Reg. Tax Number (Nomor Faktur Pajak)
•
Nomor Purchase Order.
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B. Steps submit e-Invoice for Vendors (3/8)
3. Fill the blank column:
•
External Invoice Number (invoice number of
supplier’s company, max.16 character);
•
Invoice Name (the name of Invoice);
•
Invoice Date (the date of Invoice, can be changed as
invoicing date);
•
Email field (will be automatic show as registered
email in beginning process of User ID log in
registration, you can change it if needed)
•
Reg. Tax Number
•
Purchase Order Number
4.
Klik “
Transfer PO Data
” maka jumlah item yang sudah dilakukan proses penerimaan barang/jasa (Goods
Receive / GR) secara sistem akan muncul dan dapat ditagih.
---
Click the “
Transfer PO Data
” button, so the item of material in PO which already received by Goods Receive
(GR) in system will be appeared and can be invoiced.
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5.
Klik “
check mark
” pada item yang ingin ditagihkan. Jika hanya sebagian yang akan ditagih (partial), silakan
un-check item yang tidak ingin ditagih.
---
Click “
check mark
” on item that you will invoice. You can un-check the item that will invoiced partially.
6.
Hasil dari pembuatan invoice yang Anda lakukan akan ter-refleksi pada Kolom Total Value pada bagian pojok
kanan atas e-Invoice.
---
The result of invoice you’ve created, it will be reflected to Total Value field at the right corner of e-invoice.
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7. Untuk melampirkan dokumen pendukung, Klik Tab “
Attachment
”, lalu klik “
Add attachment
”.
Sistem hanya menerima file dengan kriteria berikut:
•
Ukuran File : Maksimal 500Kb
•
Tipe File : PNG, JPG, PDF, RAR
---
To attach supporting document, click “
Attachment
” Tab, then click “
Add Attachment
” button.
The system only receive the file as following criteria:
•
File size : Max. 500Kb
•
File type : PNG, JPG, PDF, RAR
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8.
Pilih dan Klik “Description” sesuai file yang akan di upload.
---
Choose and click “Description” as the file which will be uploaded.
9. Klik “Choose File” lalu pilih file Anda, kemudian klik “Upload”.
---
Click “Choose File”, then choose your file, and “Upload” button.
10. Sebuah pesan notifikasi “File Uploaded”akan muncul jika file berhasil diunggah/upload. Ulangi langkah 7 – 9 untuk
mengunggah semua dokumen pendukung yang diperlukan.
---
Success notification “File Uploaded” will be appeared. Please repeat steps 7 – 9 to upload all supporting document as needed.
11. File yang sudah berhasil di upload akan muncul di dalam daftar lampiran. ---
Files that have been successfully uploaded will appear in the attachment list.
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12. Klik tombol “
Check
” untuk memastikan tidak ada kekurangan dalam submit e-invoice, sehingga muncul notifikasi
sukses “
Invoice is complete and ready for submission
”.
---
Click “
Check
” button to ensure there are no any missing of e-invoice submission, so the succeed notification
“
Invoice is complete and ready for submission
” will be appeared.
13. Klik “
Save
”, sehingga muncul notifikasi sukses “
Invoice no. xxxxx created
”.
---
Click “
Save
” button until showing the succeed notification “
Invoice no. xxxxx created
”.
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C. How to check your e-Invoice’s status (1/2)
Note:
e-Invoice Status Definition, next slide.
1. Masukkan nomor PO, lalu lihat kolom “
Status
” Input your PO number, and see “
Status
” column.
Alasan Invoice di reject akan muncul di sini dan juga akan dikirimkan via email.
---
E-Invoice Rejection’s reasons will appear here and also will sent via email.
Klik row item invoice yang di inginkan untuk memunculkan “Rejection Message” ---
Click row desired item invoice to make
“Rejection Message”
Appear.
Sample e-Invoice status: Submitted
Sample e-Invoice status: Rejected
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C. How to check your e-Invoice’s status (1/2)
Anda dapat mengecek status e-invoice Anda pada halaman depanmenu E-Invoice dengan cara menginput nomor PO Anda. 1. Status Submitted, artinya e-Invoice yang sudah berhasil
Submitted.
2. Status In Review, artinya e-Invoice yang telah berhasil di submit sedang di review/verifikasi oleh AP Officer (SLA terhitung maks. 5 hari kerja team AP (Senin, Selasa dan Rabu) sejak tanggal submit) 3. Status Approved, artinya e-Invoice telah direview dan disetujui
oleh AP Officer.
• Email notifikasi Approved akan di kirim dengan Subject: “Invoice No 52000XXXXX has been Accepted”
• Selanjutnya vendor dapat mengirimkan dokumen hardcopy ke Kantor Smartfren Bagian Account Payable (AP).
• Alamat Kantor Smartfren (Untuk pembayaran yang melalui Kantor Pusat) adalah Jl. H. Agus Salim No.45, RT.1/RW.1, Kb. Sirih, Kec. Menteng, Kota Jakarta Pusat, DKI Jakarta 10340.
• Penerimaan Invoice setiap hari Rabu dan Kamis, dari jam 09:30 hingga jam 11:30.
4. Status Rejected, artinya e-Invoice telah direview oleh AP Officer dan di reject.
• Email notifikasi tentang alasan rejection akan di kirim dengan Subject: “Invoice No. 52000XXXXX has been rejected”, pengirim email adalah alamat email AP officer terkait.
• Segera penuhi persyaratan yang diminta oleh AP Officer,
• Setelah memenuhi persyaratan yang diminta oleh AP Officer, maka selanjutnya vendor dapat login ke SRM untuk melakukan proses edit e-invoice (bukan Create New Invoice), kemudian submit kembali e-invoice nya. (Lihat bagian D. How to edit/ revise e-Invoice).
You can check your e-invoice status in the front of page E-Invoice menu by input your PO number.
1. Submitted status, means the e-Invoice has been successfully Submitted. 2. In Review Status, means that the e-Invoice that has been successfully
submitted is being reviewed / verified by the AP Officer (SLA is calculated as max. 5 working days of the AP team (Monday, Tuesday and Wednesday) from the date of submission)
3. Approved status, means that the e-Invoice has been reviewed and approved by the AP Officer.
• Approved notification email will be sent with Subject: "Invoice No 52000XXXXX has been Accepted“
• Furthermore, the vendor can send hardcopy documents to the Smartfren Account Payable (AP) Office.
• Smartfren Office Address (For payments via the Head Office) is Jl. H. Agus Salim No.45, RT.1 / RW.1, Kb. Sirih, Kec. Menteng, Central Jakarta City, DKI Jakarta 10340.
• Receiving Invoice every Wednesday and Thursday, from 09:30 to 11:30.
4. Rejected Status, means that the e-Invoice has been reviewed by the AP Officer and rejected.
• Email notification regarding the reason of rejection will be sent with Subject: "Invoice No. 52000XXXXX has been rejected ”, the email sender is the related AP officer email address.
• Please immediately fulfill the requirements requested by the AP Officer,
• After fulfilling the requirements requested by the AP Officer, the vendor can then login to SRM to edit the e-invoice (not Create New Invoice), then resubmit the e-invoice. (Please see D. How to edit/ revise e-Invoice).
D. How to edit/ revise e-Invoice (1/3)
Tampilkan e-invoice yang ingin Anda edit. 1. Klik menu E-Invoice
2. Isi Nomor PO pada kolom “Purchase Order”, lalu klik tombol “Search”
3. Setelah itu muncul e-Invoice yang berasal dari PO terkait, lalu sorot e-Invoice yang diinginkan. 4. Kemudian klik tombol “Edit Invoice”
---
Display the e-invoice that you will revise. 1. Click E-Invoice menu
2. Fill the PO number at “Purchase Order” column, then click “Search” button
3. After that, the e-invoices of PO related will be appeared, then block 1 line e-invoice that you want to revise 4. Then click “Edit Invoice” button
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D. How to edit/ revise e-Invoice (2/3)
5. Pada tampilan Edit Invoice, Anda dapat merevisi e-invoice dengan ciri-ciri kolom putih yang aktif dapat diubah/ diedit. ---
In the display of Edit Invoice, you can revise the e-invoice with criteria of blank column active to be changed or edited. 6. Untuk merubah lampiran dokumen, klik tab “Attachment”.
--- To revise the attachment document, click the “Attachment” Tab.
Note:
Harap perhatikan bahwa Anda hanya dapat mengedit e-invoice dengan status “Submitted” atau “Rejected”. ---
Please attention that you only change/update the e-invoice with status “Submitted” or “Rejected”.
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D. How to edit/ revise e-Invoice (3/3)
7. Pesan notifikasi sukses akan muncul dan kembali ke layar awal..--- The succeed notification will appear and back to start screen.
E. FAQ (Frequently Ask Question) e-Invoice (1/3)
No
Question
Answer
1 Apakah E-Invoice itu? ---
What is the E-invoice?
E-Invoice adalah aplikasi yang dimiliki oleh Smartfren untuk memfasilitasi kegiatan validasi penerimaan invoice.
---
E-Invoice is the Smartfren’s application to facilitied validation of invoice receiving process.
2 Berapa lama proses E-Invoice ?
---
How long the E-Invoice process?
• SLA terhitung maks. 5 hari kerja team AP (Senin, Selasa dan Rabu) sejak tanggal submit.
• Jika Submit hari Senin, maka max. Approve pada hari Selasa di minggu berikutnya ---
• SLA counted from max. 5 working days of AP team (Mon, Tue and Wed) from submit date.
• If you submit on Monday, so the maximum approval on Tuesday of next week.
3 Apa yang harus dilakukan jika status e-Invoice sudah Approve?
---
What you have to do if status e-invoice already Approved?
Jika status sudah Approve, silakan mengirimkan dokumen hardcopy ke Kantor Smartfren. ---
If the status is Approved, please send your hardcopy document to Smartfren Office.
4 Kemana dan kapan harus menyerahkan hardcopy dokumen Invoice? ---
Where and When the hardcopy invoice should be sent?
• Hardcopy dokumen invoice dapat dikirimkan ke Kantor Smartfren.
• Alamat Kantor Smartfren: Jl. H. Agus Salim No.45, RT.1/RW.1, Kb. Sirih, Kec. Menteng, Kota Jakarta Pusat, DKI Jakarta 10340. (Untuk pembayaran yang melalui Kantor Pusat)
• Hanya pada hari Rabu dan Kamis, dari jam 09:30 hingga jam 11:30.
---
• Send the hardcopy invoice document to Smartfren Office.
• Address of Smartfren Office: Jl. H. Agus Salim No.45, RT.1/RW.1, Kb. Sirih, Kec. Menteng, Kota Jakarta Pusat, DKI Jakarta 10340. (just for payment through Head Quarter)
E. FAQ (Frequently Ask Question) e-Invoice (1/3)
No
Question
Answer
5 Berapa lama proses pembayaran?
---
How long is the payment process?
Due Date Pembayaran = tanggal accept hardcopy + (TOP/ Term of Payment PO yang diambil dari payment term di PO dikurangi 5 hr kerja (Selaku SLA AP))
---
Due Date of Payment= the date of accept hardcopy + (TOP/Term of Payment PO which is get from payment term in PO – 5 working days (based on SLA AP))
6 Bagaimana jika saya tidak dapat menginput pada kolom Reg. Tax Number ? ---
How if that I can not entry the Reg. Tax Number?
• Reg. Tax Number adalah Nomor Faktur Pajak
• Faktur Pajak BUKAN nomor NPWP
• Jika kolom Reg. Tax Number tidak aktif (abu-abu), karena vendor termasuk non-PKP • Nomor Faktur Pajak berlaku bagi vendor yang termasuk PKP (Pengusaha Kena Pajak)
• Satu E-Invoice (penagihan) = satu nomor Faktur Pajak
---
• Reg. Tax Number is the number of Tax Registration
• Tax Registration IS NOT NPWP number
• If the Reg. Tax Number column is not active (grey), it’s because the vendor is non-PKP • The Tax Registration number is for the PKP vendor (Pengusaha Kena Pajak) --> (Taxable
employers)
7 Apa yang harus dilakukan jika status e-Invoice Reject?
---
What you have to do if the status is Rejected?
Jika status Reject, maka :
• Segera penuhi persyaratan yang diminta oleh AP Officer,
• Setelah memenuhi persyaratan yang diminta oleh AP Officer, maka selanjutnya vendor dapat login ke SRM untuk melakukan proses edit e-invoice (bukan Create New Invoice), kemudian submit kembali e-invoice nya. (Lihat guide e-Invoice pada bagian D. How to edit/ revise e-Invoice).
---
If the status is Rejected:
• Please immediately fulfill the requirements requested by the AP Officer,
• After fulfilling the requirements requested by the AP Officer, the vendor can then login to SRM to edit the e-invoice (not Create New Invoice), then resubmit the e-invoice. (Please see e-Invoice Guidance on part D. How to edit/ revise e-Invoice).
E. FAQ (Frequently Ask Question) e-Invoice (2/3)
No
Question
Answer
8 Bagaimana jika terdapat notifikasi error “Wrong PO Number” ?
---
How is if there’s a
notification error “Wrong PO Number” ?
• User ID Log In Vendor memiliki kesesuaian dengan Vendor Master Data yang tertera pada PO
• Satu PO hanya dapat diakses oleh satu User ID log in yang sudah terdaftar sesuai dengan Vendor Master Data.
• Jika muncul notifikasi error “Wrong PO Number” artinya Vendor Master Data yang tertera pada PO tidak sesuai dengan User ID log in Anda dan silakan untuk membuat tiket SCM Helpdesk ke
https://scm.smartfren.com/servicedesk/ (Tutorial http://bit.ly/TutorialHelpdeskTicket) dengan topik ---
• User ID Log In Vendor should be match with the Vendor Master Data which paired in PO
• One PO is only can be accessed by one User ID log in which
• If there’s a notification error “Wrong PO Number”, it means Vendor Master Data which paired in PO is not match with your User ID log in and please create tiket SCM Helpdesk to
https://scm.smartfren.com/servicedesk/ (Tutorial http://bit.ly/TutorialHelpdeskTicket) with topic
9 Apakah yang dimaksud dengan GR ?
---
What is meant by GR?
GR atau Good Receipt, yaitu proses penerimaan barang atau penyelesaian pekerjaan jasa berdasarkan PO, dibuktikan dengan dokumen tanda-terima yang ditandatangani oleh kedua belah pihak, Smartfrem (User) maupun oleh pihak Supplier/Vendor. Selanjutnya User harus melakukan GR di sistem.
---
GR or Good Receipt, is the process of receiving goods or completing service work based on POs
evidenced by a receipt document signed by both parties, Smartfrem (User) and by the Supplier / Vendor. Then the user must do GR on the system.
10 Bagaimana supaya penagihan melalui e-Invoice lancar?
---
How to make billing process through e-Invoice run smoothly?
a. Pastikan seluruh dokumen yang dibutuhkan sudah lengkap (lihat FAQ no 14). b. Pastikan PO sudah di confirm di sistem kami (Lihat tutorial Confirm & Download PO
https://scm.smartfren.com/servicedesk/kb/faq.php?cid=8 ) c. Pastikan PO sudah di GR di sistem oleh user.
---
a. Make sure all supporting documents are completed. (Please see FAQs no. 14) b. Make sure your PO confirmed in our system (please see tutorial here
E. FAQ (Frequently Ask Question) e-Invoice (2/3)
No
Question
Answer
11 Apakah semua PO harus di confirm?
---
Do all POs have to be confirmed?
Secara default PO harus di konfirm di sistem oleh vendor, untuk memastikan vendor telah mereview isi PO dan telah menerima PO yang di terbitkan oleh Procurement Smartfren. Namun beberapa PO tidak harus di konfirm (tergantung buyer terkait).
---
By default the PO must be confirmed in the system by the vendor, to make sure the vendor has reviewed the contents of the PO and has accepted the PO published by Procurement Smartfren. However, some POs do not have to be confirmed (depending on the buyer).
12 Bagaimana jika terdapat notifikasi error “PO has no item to be invoiced” ? ---
How is if there’s a
notification error “PO has no item to be invoiced” ?
• Jika muncul notifikasi error “PO has no item to be invoiced” artinya belum dilakukan proses GR (Goods Receipt) oleh User/PIC Smartfren
• Penagihan (e-invoice) dapat dilakukan setelah Anda mendapatkan nomor GR (Goods Receipt) dari User/PIC Smartfren yang menerima barang/jasa dari perusahaan Anda.
---
• If there’s a notification error “PO has no item to be invoiced”, it means there are no Goods Receipt yet by User/PIC from Smartfren
• E-Invoice can be processed after you get the GR (Goods Receipt) number from User/PIC of Smartfren who receive the goods/services from your company.
13 Bagaimana jika terdapat notifikasi error “External Invoice Number cannot be double” ?
---
How is if there’s a
notification error “External Invoice Number cannot be double” ?
• Jika muncul notifikasi error “External Invoice Number cannot be double” artinya External Invoice Number tidak dapat digunakan dua kali (duplikat) pada pembuatan e-invoice (e-invoice submission) yang berbeda
• Satu e-invoice = satu nomor Invoice perusahaan Anda.
---
• If there’s a notification error “PO has no item to be invoiced”, it means External Invoice Number can’t be used twice (duplicate) in the e-invoice submission
E. FAQ (Frequently Ask Question) e-Invoice (3/3)
No
Question
Answer
14 Hardcopy dokumen pendukung Invoice apa sajakah yang perlu diserahkan? --- Which hardcopy of supporting invoice documents need to be submitted?
Dokumen-dokumen yang perlu diserahkan adalah sebagai berikut: 2.1. Dokumen yang wajib untuk Vendor Domestik :
• Invoice Asli
• Faktur Pajak
• E – NOFA (Electronic Serial Number of Tax Invoice)
• Copy PO dan/ atau SPK atau Work Order yang ditanda-tangani oleh kedua belah pihak (termasuk BOQ dari PO, jika dibutuhkan)
• Dokumen asli dari Acceptance/ DO/ GAC/ BAST/ AWB yang ditanda-tangani oleh kedua belah pihak.
2.2. Dokumen dibawah ini dibutuhkan tergantung dengan jenis pengadaannya.
• Receipt/ Kuitansi
• Checklist / support dokumen yang mengikat pada BAST & atau : PO / contract (kecuali DO)
• Dokumen asli dari WTCR (Work Time Completion Report) / scan yang ditanda-tangani oleh kedua belah pihak.
• Copy term sheet / agreement yang ditanda-tangani oleh kedua belah pihak.
• Prerequisite documents yang disebutkan pada PO / agreement / termsheet.
• Scan photo / Bukti tayang / logproof / report.
• SAM / OAM / PPS / IOM / SITARA / SIRR / L&D Approval (training) / Utility form / Rental approval Form
• Relevant tax documents : SKB, SBUJK, SKPD / SSPD
• Attendance report
• Summary of actual tracking budget signed dari Dept Head user (jika menggunakan umbrella OAM / SAM)
---
For overseas vendors, please contact the relevant buyer to find out more about the required documents.
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