SYSTEM OVERVIEW FOR SUPPLIER SELF-SERVICE (SUS)

PURCHASE ORDER RESPONSE (POR)

Processing Purchase Order Response (POR) in SUS USER New PO Receive e-mail notification of new POs in SUS Portal Logon to SUS Portal (www.tm.com.my) Receive & review TM Order Request Confirm / Reject Order SUPPLIER Approve POR Delivery PROCUREMENT Review Supplier s Purchase Order Response (POR) Approve POR? Decline POR Change PO 3

E-mail Notification to suppliers 5

SUS INVOICE

Processing SUS Invoice Deliver Goods / Services Logon to SUS Portal (www.tm.com.my) Check Goods Receipt done by TM Create Invoice in SUS SUPPLIER FINANCE Create Parked Invoice Auto in SAP ECC6 Process Parked Invoice in SAP ECC6 24

PO / GR Status The PO / GR status in SUS Portal will be displayed by priority for supplier action: No. Status 1. Held by Customer 2. Cancelled by Customer 3. Credit Memo Required Description PO which is being processed by TM & Supplier are not able to proceed with invoice creation All PO items deleted - create invoice screen not available when IR quantity more than GR quantity 4. Can be Invoiced GR available to be invoiced by suppliers 5. Partial Invoice remaining GR balance available to be invoiced by suppliers 6. No GR GR has yet to be performed in ERP6 and invoice cannot be created 7. Fully Invoiced PO has been fully invoiced PO with Purchase Order Response (POR) rejected will not be able to proceed with invoice creation. 30

Terms Of Payment No. Code Description 1. V0XX Non Progressive Payment 2. EAXX or EBXX Equipment Progressive Payment 3. SAXX or SBXX Service Progressive Payment 53

Document Name: Supplier reference for Invoice document. May refer to Project / Tracking No (maximum 40 characters)

Supplier Invoice Number: Supplier hardcopy invoice number must be the same as invoice uploaded

Supplier Invoice Date: Supplier hardcopy invoice date must be the same as invoice uploaded

Total Invoice Amount Make sure the Net Invoice amount is correct and same as Supplier Invoice

Invoice & Credit Memo Status The Invoice & Credit Memo status in SUS Portal: No. Status Description 1. Submitted Invoice which have been submitted to TM Finance SSO and is being processed 2. Saved Invoice which have been saved locally in SUS Portal and have yet to be submitted to TM Finance SSO. Saved invoices may be deleted by suppliers 3. Posted Invoice which have been processed by TM Finance SSO and is ready for payment 4. Cancelled by Customer Invoice which have been rejected / cancelled by TM Finance SSO and requires further processing by supplier. Suppliers will be able to view the reasons for rejection / cancellation in the SUS Portal. 98

SUS Invoice for Progressive Payment Progressive Payment is applicable to suppliers such as JKH supplier that have Contract with TM with the specific payment milestone upon delivery of goods. The payment terms for Progressive Payment are defined in the Contract between suppliers and TM. Suppliers are able to create and submit claims based on pre-defined milestone of the total goods delivered (if equipment) or Purchase Order amount (if services) that has been rendered to TM. Payment terms for Progressive Payment include Fixed and Flexi. o Fixed term means that suppliers are able to invoice a fixed amount from the value of the Goods Receipt or Purchase Order i.e. Fixed 40% of total PO. o Flexi term means that suppliers can claim up to the maximum percentage (%) amount of the Purchase Order on a gradual basis i.e. Flexi 70% of total PO. During the creation of invoices, suppliers will encounter system adjustments for rounding purposes as well as milestone adjustments. This is due to partial Goods Receipt / Service Entry performed in the ERP backend system by TM staff. Retention Sum is the amount retained by TM upon completion of goods or services, whereby the amount is only claimable upon a period of time as stipulated in Contract terms. 109

SUS CREDIT MEMO & SUBSEQUENT CREDIT

SUS Credit Memo & Subsequent Credit Supplier Role: Credit Memo is used when a return delivery is made by TM. Suppliers are required to create the Credit Memo by referring to the Return Delivery form from TM Subsequent Credit is used to reduce the amount invoiced to TM i.e. discounts Both Credit Memo & Subsequent Credit can only be created upon creation of invoice documents in SUS Portal. The status of invoices should be Posted Suppliers are required to add attachments during CM & SC creation (mandatory). A SUS CN & SC submitted to TM FSSO will have a status of Submitted in the SUS Portal. Upon processing by TM FSSO, the status will change to Posted. 111

Sample of Return Delivery Note 112

Processing SUS Credit Memo / Subsequent Credit SUPPLIER Identify the need for a Credit Memo / Subs. Credit Create Credit Memo / Subsequent Credit in SUS USER Identify the need for a Credit Memo / Subs. Credit FINANCE Create Parked Credit Memo Auto in SAP ECC6 Process Parked Credit Memo in SAP ECC6 113

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