ICT2U Quick Guide. Billing Management (For Billing Focals) Version 1.0 (Updated 7 November 2016) 2015 PETROLIAM NASIONAL BERHAD (PETRONAS)

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1 ICT2U Quick Guide Billing Management (For Billing Focals) Version.0 (Updated 7 November 206) 205 PETROLIAM NASIONAL BERHAD (PETRONAS) All rights reserved. No part of this document may be reproduced, stored in a retrieval system or transmitted in any form or by any means (electronic, mechanical, photocopying, recording or otherwise) without the permission of the copyright owner.

2 ICT2U Introduction ICT2U Billing Management Key Objectives The aim of ICT2U is not limited to moving away from manual forms and providing users with a refreshed experience in requesting, tracking and receiving of ICT services it is also to provide a more transparent, accurate and timely billing process, achieved through:. A shortened billing cycle ICT2U results in a shortened billing cycle primarily due to the consolidation of multiple ICT billing information readily available in the system. 2. Single view of ICT billings ICT2U allows for a single view of all ICT billings for improved transparency and accuracy. 3. Availability of a dispute management function ICT2U allows raising and status tracking of billing disputes where currently, these are done via s.

3 ICT2U Billing Management Key Changes Key changes from the current VPM Billing Process

4 Quick Guide on ICT2U Billing Management Functionalities Getting Started Billing Reports Dispute Management

5 Instructions Snapshot Getting Started Accessing Billing Management Once logged-in to ICT2U, the Billing Management tab can be accessed via the below steps. 2 2 Click on Admin link on top menu on Homepage to go Admin module. Click on Billing Management tab to access to Billing module. Note: Only ICT2U users with OPU Billing Focal role will be able to create, submit and view dispute and view report billings for the OPU and/or cost center that he/she is assigned to. The OPU and/or cost center assignment will need to be done in the System Profile when assigning this role. For assignment as a OPU Billing Focal role, please contact ict2u.support@petronas.com.my

6 Reports Introduction Accessible via the Billing Management tab, Reports section allows you to view and extract billing details/reports.

7 Instructions Snapshot Reports Navigation 2 2 On Billing Management module, click on Reports located in the left-menu, the sub-menu will be expanded. Click on the View Billing Details on the sub-menu and the Billing Details Report page will appear. Enter the data to search by filling up the filter option. Then, click on the Download Report button to begin downloading. If current user only has OPU Billing Budget Focal role, OPU/Organization field is required field.

8 Instructions Snapshot Reports Navigation 2 2 This is to view non YTD (Year-To-Date) report. Non YTD report is the report for one month only. Users have to select View Report By OPU,, the OPU (that the users are assigned to) and the Billing Month Year From. Billing Month Year To will be disabled. Users to click on Download Report button. Note: YTD report is only available for View Report By OPU.

9 Reports View Report By OPU Monthly In the Excel file, there will be 2 tabs: Summary Details This screen is the Summary tab.

10 Reports View Report By OPU Monthly This screen is the Details tab.

11 Instructions Snapshot Reports View Report By OPU YTD 2 2 This is to view YTD (Year-To-Date) report. YTD report is the report for a range of Billing Month Year. Users have to select View Report By OPU, the OPU (that the users are assigned to) and the Billing Month Year From and Billing Month Year To. Users to click on Download Report button. Note: YTD report is only available for View Report By OPU.

12 Reports View Report By OPU YTD In the Excel file, there will be 2 tabs: Summary Details This screen is the Summary tab.

13 Reports View Report By OPU YTD This screen is the Details tab.

14 Instructions Snapshot Reports View Report By Product 2 2 This is to view report by Product. Users have to select View Report By Product, the OPU (that the users are assigned to) and the Billing Month Year From. Billing Month Year To will be disabled since this is for YTD report which is only applicable to View Report By OPU. Users to click on Download Report button.

15 Reports View Report By Product In the Excel file, there will be 2 tabs: Summary Details This screen is the Summary tab.

16 Reports View Report By Product This screen is the Details tab.

17 Instructions Snapshot Reports View Report By All 2 This is to view report by All. Users have to select View Report By All, the OPU (that the users are assigned to) and the Billing Month Year From. Billing Month Year To will be disabled since this is for YTD report which is only applicable to View Report By OPU. 2 Users to click on Download Report button.

18 Reports View Report By All In the Excel file, there will be only tab as shown below. There will be no summary since this is the lowest level of report (details).

19 Dispute Management

20 Disputes Introduction Accessible via the Billing Management tab, the Dispute section allows you to create or search for past disputes.

21 Instructions Snapshot Creating Disputes Navigation On Billing Management module, click on Create Dispute link under Dispute. System will display Dispute form. Enter the valid data in form. To save Dispute as draft, click on Save button and Dispute status will change to Draft. To submit Dispute, click on Dispute button and Billing status will change to Pending Approval. Click on Cancel button to close the Dispute form & system will redirect to My Tasks page.

22 Creating Disputes Fields Description No. Field Name Description Dispute for Billing Month Year - Allow users to key in the Billing s month year for the dispute - The default value is blank - This is a compulsory field 2 Dispute Date - Display the dispute created date - Format is "dd Mmm yyyy - Value will be set to the date when the record is created - This value cannot be edited 3 Dispute Status - Display the status of the Dispute as (New, Draft, Pending Approval, Approved, Reverted, Rejected) - The status will be automatically changed based on the current stage of the Dispute. The status and the stage is listed below: New: When the user newly created the dispute Draft: When the user saved the dispute Pending Approval: Once the user submits the dispute Approved: Once the dispute is approved. Adjustment will be created for each approved dispute. Reverted: Once the dispute is reverted to the user for amendment and resubmission Rejected: Once the dispute is rejected due to not a valid dispute. In this case, the dispute life cycle stopped here.

23 Creating Disputes Fields Description No. Field Name Description 4 Company - Allow users to select the OPU/Company from the list of OPUs or companies that the users are assigned to. - This is a compulsory field 5 Cost Center - Allow users to select the cost center based on the selected OPU/Company from the list of cost centers that the users are assigned to. - This is a compulsory field 6 Product Category - Allow users to select the Product Category from the list of Product Category - This is a compulsory field 7 Product Sub Category - Allow users to select the Product Sub Category from the list of Product Sub Category based on the selected Product Category - This is a compulsory field 8 Product - Allow users to select the Product from the list of Product based on the selected Product Sub Category - This is a compulsory field 9 Dispute Reason - Allows users to select the Dispute Reason from the list of reasons - The default value is blank. - This is a compulsory field 0 Reason Remarks (If Others is selected) - Allow users to key in other reason if Others is selected for Dispute Reason - This is compulsory if Dispute Reason = Others is selected

24 Creating Disputes Fields Description No. Field Name Description Dispute Amount - Allow users to key in amount of Dispute. - The default value is blank. 2 Attachment - Allow user to add multiple attachment file. - The default value is blank. - This is an optional field - Limit for each file is 0 MB. However, there is no limit for the number of files to be attached. 3 Remarks - Allow user to key in the remark for the Dispute. - The default value is blank.

25 Instructions Snapshot Searching for Disputes Navigation 2 2 On Billing Management module, click on Search Dispute link under Dispute and Search Dispute page will appear. Enter the data to search by filling up the Search Criteria/filter option. Then, click on the Search button to begin searching. If the user clicks on the Search button without inserting any data, the system will display all the existing item in the system as the result.

26 Instructions Snapshot Searching for Disputes Navigation 3 3 This allows users to view and/or update item.

27 Searching for Disputes Fields Description No. Field Name Description Dispute Reference Number - Allow users to key in the Dispute Reference Number to search the record based on the Dispute Reference Number - This is an optional search criteria - The default value is blank 2 Dispute for Billing Month/Year From and To - Allow users to select the record based on the Dispute for Billing Month/Year duration - Format is Mmm YYYY - These are optional search criterion - The default values are blank 3 Dispute Date From and To - Allow users to select the record based on the Dispute Date duration - Dispute Date is the date when the dispute is created - Format is "dd Mmm yyyy - This is an optional search criteria - The default value is blank 4 OPU/Company - Allow users to select the record based on the OPU/Company which can be selected from the list of OPU/Company. However, the users can only select the OPU/Company that they are assigned to - This is an optional search criteria - The default value is blank 5 Cost Center - Allow users to select the cost center based on the selected OPU/Company which can be selected from the list of cost center. However, the users can only select the cost center that they are assigned to - This is an optional search criteria - The default value is blank

28 Searching for Disputes Fields Description No. Field Name Description 6 Product Category - Allow users to select the record based on the Product Category which can be selected from the list of Product Category - This is an optional search criteria - The default value is blank 7 Product Sub Category - Allow users to select the record based on the Product Sub Category based on the selected Product Category which can be selected from the list of Product Sub Category - This is an optional search criteria - The default value is blank 8 Product - Allow users to select the record based on the Product based on the selected Product Sub Category which can be selected from the list of Product - This is an optional search criteria - The default value is blank 9 Dispute Status - Allow users to select the record based on the Dispute Status which can be selected from the list of Dispute Status - This is an optional search criteria - The default value is blank

29 Searching for Disputes Fields Description No. Field Name Description 0 Task Performed - Allow users to select the record based on the Tasks Performed such as Submitted, Approved and Rejected - This is an optional search criteria - The default value is blank Name - Allow users to key in the name to search a record based on the person who performed the selected Task Performed. For example, if the Task Performed is Submitted, then Name = John, then the system will return record submitted by John - This is an optional search criteria - The default value is blank

30 Support Information

31 Support Information Should you need further assistance and technical support, please contact: ICT2U Support at

32 Thank you