Briefing on the e-Invoice Service to be provided

Briefing on the e-Invoice Service to be provided on the Pilot e-Procurement System of the Government 20&27 May 2013 1

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

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 3

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 supplier’s system will be provided for submission of electronic invoice in pre-defined format. To be launched in Dec 2013 4

- External Suppliers submit e-Invoice via web-form channel Get Access to Supplier Portal Locate Electronic PO Input e-Invoice Data Submit e-Invoice Submission of e-Invoice follows the flow of existing e-Submission Get Acknowledgement 5

e-Procurement website http: //www. eprocurement. gov. hk Click “Login” 6

Login by User ID and password 2. Enter 1. Enter user characters as ID and shown in the picture on the left. password. 3. Click “Login”. In case you can’t view the Security Code clearly, please click “Regenerate”. If you have registered to login by Digital Certificate, please click “Login by Digital Certificate” to enter the login interface. 7

Interface after login the system Click “Purchase Order” or “Invoice > Create Invoice” to search a purchase order for submitting invoice. 8

Step 1 – Search PO 1. Enter searching criteria. 3. Display “search result”. 2. Click “Search”. 4. Click “Create Invoice” to submit a new e-Invoice. 9

Step 2 – Prepare Invoice (1) If “Invoice No. ” is not specified, the system will generate a unique number for it. Enter invoice information. 10

Enter invoice item information. Step 2 – Prepare Invoice (2) Add attachment if required. Enter remarks, e. g. prompt payment discount. If you want to load the previous saved invoice content, click “Browse” to browse a file in your computer and then click “Load Draft”. If you want to submit later, click “Save As Click “Continue” to Draft” to save the invoice continue the submission content to your of invoice. computer. 11

Step 3 – Confirm Invoice (1) Check the invoice information before submission. 12

Step 3 – Confirm Invoice (2) Choose the invoice authentication method. 13

Step 3 – Confirm Invoice (3) by using Digital Certificate 1. Select “Method 1 (Digital Certificate)”. 2. Choose the type of Digital Certificate, enter HKID No. or Certificate of Incorporation 5. Click “Confirm” Registration No. 3. Select the file of to confirm 4. Enter password of Digital Certificate. submission. Digital Certificate. 14

Step 3 – Confirm Invoice (4) by using Secret Code 1. Select “Method 2 (Secret Code)”. 3. Check your email account to receive secret code, and then enter the secret code. 4. Enter your login 5. Click “Confirm” password. to confirm submission. 2. Click “Click Here” to generate secret code and send it to your registered email account. 15

Acknowledgement for submission (1) 16

Acknowledgement for submission (2) E-mail acknowledgement will be sent to the account who submitted the e-Invoice and whose sub-accounts with “Receive e. Invoice acknowledgment” enabled. Click “Save” to Click “Print” save a copy. to print a copy. 17

- External Suppliers submit e-Invoice via structured message channel Supplier Pilot Departments 1. e-Invoice Structured Message 2. Acknowledgement (no. of accepted/rejected records; reasons for rejections) e-Procurement 18 System

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 19

Interface after login the system Click “Account Management > Sub-account Management” to manage sub-account. 20

Sub-account Management 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 2. Click “Save”. 21

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 22

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

Helpdesk Tel No. : (852) 8107 0608 Fax No. : (852) 2645 8004 E-Mail: eppmgmtoff@ogcio. gov. hk Operating Hours: 08: 00 am - 09: 00 pm Monday to Friday except public holidays 24

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 25

Thank You 26