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

3

 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

BackgroundThe 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 invoiceTo 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

5

Submission of e-Invoice follows the flow of existing e-Submission

e-Procurement website http://www.eprocurement.gov.hk

e-Procurement website http://www.eprocurement.gov.hk

Click “Login

”

6

If you have registered to login by Digital Certificate, please

click “Login by Digital Certificate” to enter the login interface.

1. Enter user ID and password.

2. Enter characters as shown in the

picture on the left.

In case you can’t view the Security

Code clearly, please

click “Regenerate”.

Login by User ID and passwordLogin by User ID and password

3. Click “Login”.

7

8

Interface after login the systemInterface after login the system

Click “Purchase Order” or “Invoice > Create Invoice” to search a purchase order

for submitting invoice.

9

3. Display “search result”.

1. Enter searching criteria.

2. Click “Search”.

4. Click “Create

Invoice” to submit a new

e-Invoice.

Step 1 – Search POStep 1 – Search PO

10

If “Invoice No.” is not specified, the

system will generate a

unique number for it.

Enter invoice

information.

Step 2 – Prepare Invoice (1)

Step 2 – Prepare Invoice (1)

11

Step 2 – Prepare Invoice (2)

Step 2 – Prepare Invoice (2)

Enter invoice item information.

Enter remarks,

e.g. prompt payment discount.

Add attachment if required.

If you want to load the previous saved invoice content, click “Browse” to

browse a file in your computer and then click “Load Draft”.

Click “Continue” to continue the submission of

invoice.

If you want to submit later, click “Save As Draft” to save the invoice content to your

computer.

12

Step 3 – Confirm Invoice (1)

Step 3 – Confirm Invoice (1)

Check the invoice information before

submission.

13

Step 3 – Confirm Invoice (2)

Step 3 – Confirm Invoice (2)

Choose the invoice

authentication method.

14

Step 3 – Confirm Invoice (3)

by using Digital Certificate

Step 3 – Confirm Invoice (3)

by using Digital Certificate

2. Choose the type of Digital

Certificate, enter HKID No. or Certificate of Incorporation

Registration No.3. Select the file of Digital Certificate.

4. Enter password of

Digital Certificate.

5. Click “Confirm” to

confirm submission.

1. Select “Method 1

(Digital Certificate)”.

15

Step 3 – Confirm Invoice (4)

by using Secret Code

Step 3 – Confirm Invoice (4)

by using Secret Code

3. Check your email account to receive secret code, and then enter the secret

code.4. Enter your

login password.

2. Click “Click Here” to generate secret code and send it to your registered

email account.

1. Select “Method 2

(Secret Code)”.

5. Click “Confirm” to

confirm submission.

16

Acknowledgement for submission (1)

Acknowledgement for submission (1)

17

Acknowledgement for submission (2)

Acknowledgement for submission (2)

Click “Print” to

print a copy.

Click “Save” to

save a copy.

E-mail acknowledgement will be sent to the account who submitted

the e-Invoice and whose sub-accounts with “Receive e-Invoice

acknowledgment” enabled.

18

- External Suppliers submit e-Invoice via structured message channel

2. Acknowledgement (no. of accepted/rejected records; reasons for rejections)

1. e-Invoice Structured Message

Supplier Pilot Departments

e-Procurement System

Agenda

19

 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 systemInterface after login the system

Click “Account Management > Sub-

account Management” to manage sub-account.

21

Sub-account ManagementSub-account Management

2. Click “Save”.

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 invoice3.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

Agenda

22

 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

Points need to be aware when using e-Invoice ServiceSetup 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

HelpdeskTel No.:   (852) 8107 0608

Fax No.:  (852) 2645 8004E-Mail:    eppmgmtoff@ogcio.gov.hk

Operating Hours:    08:00 am - 09:00 pm Monday to Friday except public holidays

24

Agenda

25

 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

Thank You

26