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Vendors@Gov
Enhancements
2 2 Vendor Management
Update both contact and bank details in the same page, by clicking on Update Vendor Details Print vendor details after update/creation for convenient record keeping
For new vendors, vendor status (e.g. Pending approval) will be shown upon login Management of e-invoices
View the transaction statuses of the past 4 weeks in the ‘Home’ page when logged in
View e-Invoices & Payments
“Manage e-invoice” and "View e-invoices & Payment“ is now merged as one service, ‘View e- Invoices & Payments’, for vendors to search for invoices conveniently
Tax Invoice button for vendors to directly view and print tax invoices
Deletion of e-invoices can be done before the invoice has been sent for payment processing Select draft invoices for editing
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Overview – List of Enhancements to Vendors@Gov
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3 3 Creation and submission of e-invoices
System prompt for PO ID and Direct Invoice checkbox to indicate submission of direct e-invoices Auto-complete (Intellisense) function for forms is now enabled for faster data entry
Attach supporting documents directly in Vendors@Gov before submitting e-invoices System prompt that a factoring company has been indicated by Vendor
Vendors will not be redirected from the e-Invoice page after saving View e-invoice immediately after creation instead of searching for it
Choose from dropdown list of existing invoices to associate a credit note to
For Batch Upload Only
Continue uploading of batch invoices even when some have failed Users will not be timed out during batch invoice uploading
Overview – List of Enhancements to Vendors@Gov
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Update Contact and Bank Details
You can now update both contact and bank details in the same page, by clicking on Update Vendor Details under My Account.
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After confirming your updates/account creation, you would also be able to print the information provided.
2 Print Vendor Details
Click to confirm
Print if required
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Vendor Status Shown Upon Log-in
For new Vendors, your status will now be highlighted in the home screen after log- in instead of at the Create e-Invoice page.
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e-Invoice Transaction Status
You can now view the transaction statuses of the past 4 weeks in the Home page
Click on the various sections to see details below
Tip
Click on the item to view transaction details
Tip
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‘View e-Invoices and Payments’ Page
Search, view and print your e-invoices and payments in a single page rather than using both Manage E-invoice and View e-Invoices & Payments.
Old Vendors@Gov
New Vendors@Gov
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Payment details are available for e-invoices paid in the past 2 months by entering the relevant parameters. All available invoice results will appear if no search details are entered.
‘View e-Invoices and Payments’ Page
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After searching, you can view and print selected tax invoices by clicking View Selected Tax Invoices or print directly by clicking Print Selected Tax Invoices.
View and Print Tax Invoices
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You can also delete e-Invoices by clicking on Delete Selected Tax Invoices before it is submitted to NFS@Gov for payment processing, before 6.30pm on the same day.
Delete Tax Invoices
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Edit Draft Invoices 8
Select saved draft e-Invoices for editing by clicking on the icon in the Select column to go to the Edit e-Invoice page.
E-invoice line details E-invoice details Customer details
Creation and Submission of e-Invoices
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PO e-Invoices and Direct Invoices
Before submission of e-Invoices, the system will now prompt you to enter a
Purchase Order ID. (Select Direct Invoice only if there is no Purchase Order ID linked to your e-Invoice)
Purchase Order IDs will
automatically appear for selection when Sub-Business Unit has been entered in Customer Details Section Tip
Purchase Order ID is now compulsory for all e-
Invoices.
Select Direct Invoice only if there is no Purchase Order ID linked to your e-Invoice Tip
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Auto-Complete for e-Invoices
There is also now an Auto-complete function to help you enter the required details for invoicing.
Click on the icon found to the right of the fields to view the full drop-down list or type the first letter of the item’s name to activate the auto-complete function
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Attach Supporting Documents to e-Invoices
You can now attach supporting documents to e-Invoices. One attachment up to 1mb is allowed per transaction. Supported File Formats: .bmp, .gif, .jpeg, .jpg, .pdf, .png)
Attachments will only be stored for 1 day in Vendors@Gov once the transaction is processed. A message will prompt you that the attachment has been processed and a new filename will be provided to you.
Include attachments here so that you would not have to route them separately to the agency that you are invoicing.
Tip
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Only one attachment up to 1mb is allowed per transaction.
Supported File Formats: .bmp, .gif, .jpeg, .jpg, .pdf, .png
Tip
You can now attach supporting documents to e-Invoices even after submission.
Tip
Attach Supporting Documents to e-Invoices
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Prompt for Factoring Company
If a Factoring Company is selected, a prompt will appear immediately. Another prompt will appear just before submission of the e-invoice.
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Saving E-invoices
You can now save e-invoices without being re-directed from the e-invoice creation page.
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View Tax Invoice After Invoice Submission
You can now view a full summary of the Invoice after submission. In addition, you can also now view your Tax Invoice immediately by clicking the View Tax Invoice button. This can be printed out.
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Credit Note
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You can now associate an Invoice to a credit note using the dropdown list which appears after clicking on the icon to the right of Related Invoice ID
Do not select Purchase Order ID from menu. Enter the credit note details manually.
Tip
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Uploading Batch e-Invoices
You will receive a Invalid Invoice prompt if there is an error in upload. However, you will still be able to proceed with submission of the other invoices.
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The Invalid Invoice will have
to be submitted again. Tip
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System Time-Out
Vendors will not be timed out during uploading of batch invoices.
However, vendors will still be logged out after 20 minutes of inactivity with the time-out prompt appearing 5 minutes before time.
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END
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Vendors@Gov
Enhancements July 2014
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July 2014
Management of e-invoices
View e-invoices submitted in the past 6 months
View Remittance advice
View Purchase Order information
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Overview – List of Enhancements to Vendors@Gov
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Copy e-invoice
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You will be able to view invoice details1 for the past 6 months, instead of the previous period of 2 months, by entering the relevant parameters. All available invoice results will appear if no search details are entered.
View e-invoices submitted in the past 6 months 1
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1Invoices submitted to ministries which are paid or rejected.
You will be able to view the Remittance Advice for the e-invoices that have been paid.
View Remittance Advice 2
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View Remittance Advice
Click on View Remittance Format to view the Remittance Advice.
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XXXXXXXXX
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You can view your purchase orders by clicking View Purchase Orders. All available purchase orders will be listed if no search details are entered. You can click on Create to submit an e-invoice for that Purchase Order.
View Purchase Order 3
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Copy E-Invoice 4
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You will be able to copy e-invoice from existing e-invoices. Click on "Copy" icon for selected invoice
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Copy E-Invoice 4
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Amend the Invoice details e.g Invoice No, Invoice Date and click Submit
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Copy E-Invoice 4
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Amend the Invoice details e.g Invoice No, Invoice Date and click Submit
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END
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