CME System New Payment Request and Settlement Module

1. CME System New Payment Request and Settlement Module Issue Date : 25 Feb 2014

2. CME Payment Module Concept

3. Needed data for CME Payment • Needed data for CME Payment Module • Accrual Report data in each month to show on actual spending page • Invoice file (.pdf, .zip, .rar, .jpeg, .doc, .xls, etc.) • Activity Report file of each proposal (will be able to create online within Q2) • Payment Request Approval Flow

4. 2. Add New Payment Request • To add new payment request go to menu 'Payment' then select 'Add Payment Request'

5. 2. Add New Payment Request • The payment request process has separate to 3 steps. • Step 1 : Search approved proposal. • Step 2 : The result will going to show in step 2. Then select proposal and add to step 3. • Step 3 : Fill payment detail and invoice detail.

6. 2. Add New Payment Request • Step 1 : Search approved proposal by select country. Another filter are search by proposal number and channel. Then click 'Search‘ • Note ; • - After select country the system will be freeze at selected country. And you cannot change to new country till you click 'Reset(All)' button.

7. 2. Add New Payment Request • Step 2 : See the approved proposal and select proposal to do payment request. Selected proposal by tik in checkbox and you can select more than 1 proposal in this payment request. • The selected number will show under the table and you can continue click 'Add to Step 3‘

8. 2. Add New Payment Request • Note ; • After added proposal to step 3, You still can go to step 2 to select new proposal and add to step 3 again. Or go to step 1 for search in new channel/new proposal number then add to next step.

9. 2. Add New Payment Request • Step 3 ; The payment template will show with • 3 parts. • Part 1 : Payment Detail • Part 2 : Invoice and • Payment Detail • Part 3 : Relate Parties

10. 2. Add New Payment Request • Part 1 : Payment Detail • - Auto generate payment number in format 'PMXXYYMM-ZZZ' • PM = Payment • XX = Country abbreviation ; TH, CN, HK • YY = 13, 14, 15 (2013, 2014, 2015) • MM = Month ; 01, 02, ..., 12 • ZZZ = Run number • - Select payment type, vendor name, Total amount and currency and exchange rate(if any)and payment description • - If cannot found the Vendor name, please save this payment as draft first then going to ask Accounting team to add new vendor name in SAP database. CME system will auto update vendor name from SAP everyday(2 times)

11. 2. Add New Payment Request • Part 2 : Invoice and Payment Detail • Auto generate payment invoice number for referent in the system by put • /1, /2 after payment number. • - Fill and select Invoice number, Invoice date, Total expense, Vat, Wh tax, Invoice detail and Upload invoice file. • - Under the invoice detail is the list of proposal. The selected proposal will group by channel (for easier see total expense by channel). The user should be fill the request budget for this payment and upload activity report.

12. 2. Add New Payment Request • - Total Expense should be equal total request for this payment from all proposal. • - The user can delete proposal by tik at the checkbox and click 'Delete' • - If there are more than 1 invoice, can upload by click 'Add More Invoice'.

13. 2. Add New Payment Request • After you click 'Add More Invoice', the selected proposal will default show by the system. If you want to add new proposal, you can go to search in step 2 again. The 'Delete this invoice' button will be show, click on it if you want to delete invoice. • Note ; • - The payment request template has support to add more than 1 invoice under same vendor name

14. 2. Add New Payment Request • Part 3 : Relate Parties • - As the proposal has been group by channel so, the related party has group by channel as well. The proposal/invoice can quickly approve no need to wait the relate from other channel. • - The payment's approval flow has been set by Admin. And can select other set (if any) • - Then just save as draft or submit this payment request.

15. 2. Add New Payment Request • After save draft, the system will redirect to home page. And you can see your draft payment in table 'Your Draft/On Process/Rejected Payment Request'. Click at payment number to see all detail • Note ; Draft payment still didn't generated the payment number and will show as a date time link instead. You can delete draft payment by click X. • When you submitted the payment, will redirect to home page and the link will show by use payment number.

16. 3. Relate Role • Relate party’s role • You can find around 5 different roles on the payment request template • 1. Verify invoice • 2. Submit actual spending • 3. Approve/Reject payment • 4. Approve/Reject actual spending • 5. Other role; support/acknowledge

17. 3. Relate Role • 1. Verify invoice (Checker Team) • for checker team in each channel only. They will come to see the detail of • each invoice under their channel and make decision to approve or reject. And • the approve/reject button will show under the invoice. • If there are 3 invoices in 1 payment, So click approve/reject 3 times. • If there is at least 1 invoice has been rejected, the payment status will be change to ‘Reject’ and should wait the requester to revise and re-submit again. • Checker team also can revise and save some detail only in the blue text box.

18. 3. Relate Role • 2. Submit Actual Spending (Account Analyst/Inter Audit) • The relate who has this role will be click a link after proposal and activity file to update actual spending

19. 3. Relate Role • On the new page they will update entry then submit it. All the updated number will be use to calculate about proposal’s actual spending. • All proposal in that payment request must be submitted (update) actual spending. And cannot go to next step if missing some proposal. • The actual spending (entry) data will going to export for settlement proposal after that payment request got approved.

20. 3. Relate Role • 3. Approve/Reject Payment Request • This role for Accounting Manager or some relate who should be review the detail of payment request. The approve/reject button will be show under the related party’s table. And approve/reject only one time (no need to approve/reject by invoice). • If the payment request has been rejected, status will be change to ‘Reject’ and should wait the requester to revise and re-submit again.

21. 3. Relate Role • 4. Approve Actual Spending • For Accounting manager as well. This role will be active after previous relate already submitted the actual spending detail (entry). The user in this role just click link of each proposal and make decision to approve/reject on the actual spending page. • - If the proposal’s actual spending has been rejected, payment’s status still on process. And that payment will not going to approved if the user who have role = ‘Update Actual Spending’ not come back to revise.

22. 4. Create Settlement Text File • After payment request got approved, the system will continue with settlement process. By automatically summary all approved payment and show on Accounting homepage. • Then Accounting will come to selected approved payment from their homepage or via search payment and view in new page.

23. 4. Create Settlement Text File • On settlement page view template. Should be fill/select data in some column then submit. After they submitted the settlement detail, the system will generate 2 files ( excel file & text file) that ready to download and upload in SAP.

24. 4. Create Settlement Text File • When you back to payment search page, the text file of approved settlement will shown as same as a link.

25. End of Slide