e-Invoice Service for Government e-Procurement System Pilot

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

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. 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

4. 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

5. - External Suppliers submit e-Invoice via web-form channel Submission of e-Invoice follows the flow of existing e-Submission

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

7. Login by User ID and password 2. Enter characters as shown in the picture on the left. 1. Enter user ID and 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.

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

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

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

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

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

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

14. 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 Registration No. 5. Click “Confirm” to confirm submission. 3. Select the file of Digital Certificate. 4. Enter password of Digital Certificate.

15. 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 password. 5. Click “Confirm” to confirm submission. 2. Click “Click Here” to generate secret code and send it to your registered email account.

16. Acknowledgement for submission (1)

17. 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 save a copy. Click “Print” to print a copy.

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

19. 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

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

21. Sub-account Management • If “View e-Invoice” is enabled, the user can search all e-Invoice. • If “Create e-Invoice” is enabled, the user can search all PO and create invoice • 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”.

22. 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

23. 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

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

25. 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

26. Thank You