Project ICE Vendor Invoice Management (VIM)
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INTERNAL 23rd March 2021 Project ICE –Vendor Invoice Management (VIM)
Transcript of Project ICE Vendor Invoice Management (VIM)
INTERNAL
23rd March 2021
Project ICE –Vendor Invoice Management (VIM)
Supplier
FAX
Paper
Invoice receipt / Scanning
ONGC Locatio
ns
Location1
Location 2
Location 3
Location 4
Location 5
External Vendor Portal
DocumentScan
e.g. Enterprise Scan
Archiving & OCR
InvoiceRecognition
Bar coding –IMS Number
DocumentOCR
- Invoice
- PO
- NPO
- Credit Memo
- Down Payments
Central Validation
Documentvalidation with
Scanned Invoice.
Correcting Data as
required
VIM Exception handling & Approvals
SAP Postings
VIM Central Account
Payable Team
PO
NPO
CN
DWN
VIM Exceptions Handling
& Collaboration
VIM
VIM Approval
& Collaboration
VIM
Vendor Liability MIRO /
FB60 / F-47
End to End Invoice Processing from Receipt to Payment - Process Flow
OpenTextSupplier Self
Service
Invoice Status
Invoice
• Tax Team• Indenter• Stores • Buyer …
ONGC Portal
Proposed ONGC Invoice Processing with SAP VIM:
Process Overview : Scan to Payment
Method of Ingestion or Submission of Invocie
1. ONGC vims portal - https://vims.ongc.co.in/
2. Email channel – For PO and Non PO Invoices [email protected]
3. Physical submission at IMS DESK
On next screen you get your vendor
master details displayed for verification
• If the details are correct please proceed to
receive OTP. Even if one them is correct like
e-mail or mobile you proceed to receive OTP.
• In case details are not correct, please get in
touch with dealing officer of ONGC for
mobile no. and email update. This for your
safety. ONGC VIM Team do not undertake
this change based on calls or mails.
Click on Proceed to proceed further
You get same OTP on e-mail and mobile. Enter the same and proceed. Valid for 15 minutes.
PO based Invoice Submission
Instructions for Portal Submission
• If portal registration is successful then upload every invoice in portalindependently.
• There are 2 options for document upload. First load Invoice (PDFdigitally signed with class III signature) and then SupportingDocuments.
• Select Location and sub location correctly from the options whereyour invoices are addresses to.
• You can upload only one Invoice PDF & add up to 4 supportingdocuments PDF files. On successful submission you get RegID(Registration ID) on the VIM portal screen itself.
2. E-mail channel• A designated email ID ap_invoices[at]ongc[dot]co[dot]in is provided
for sending the invoices & supporting documents.
• Send separate mail for each invoices (PDF digitally signed with class III signature) preferably through registered E-mail ID mapped against the Vendor Code in ONGC Vendor Management System.
• Maintain INVOICE No. Xyz-543x/2021 as E-mail subject line.Maintain file name INV***.PDF for invoice and any other name for supporting documents.
• Mail attachments can be more than one with one invoice. Try maintain attachment sequence as Invoice followed by supporting documents.
3. Submission in Physical form at IMS Desk for scanning:1. The existing IMS desks at all locations are equipped with scanners to
scan the invoices & supporting documents.
2. For sending physical copies, send each invoice in separate big envelope without folding the papers.
3. Invoice separated by Patch Code Type – I print from supporting document. Example: If physical Invoice is of 3 pages and supporting documents of 30 pages, insert Patch code type – I as fourth page followed by supporting documents making it total 34 pages.
4. DO NOT STAPLE INVOICE AND SUPPORTING DOCUMENT.
5. Acknowledgement shall be sent on registered e-mail ID on ingestion in system subsequently.
FAQs.
• Use of Patch codes are not required if invoices are being submitted using Portal channel or email channel.
• This is because you are submitting invoice and supporting documents separately at portal.
• Similarly your are attaching INV***.PDF for invoice and examplexxx1.PDF, examplexxx2.PDF, examplexxx3.PDF for supporting document in the mail itself.
• ( The above mail ID is not valid for Hospital/Travel/Hotel vendors)
FAQs …
1. Can we register additional mail ID from vendor ?
Only one email can be maintained. But same OTP is also sent on Mobile no. also.
2. Do we need to submit invoices in VIMS only or also need to submit hard copies to respective
location ?
Hard copies are not required and you need to submit PDF invoice signed with class III Digital Signature
3. We need to submit digitally signed hard copy of the invoice or manually signed copy ?
Hard copies are not required and you need to submit PDF invoice signed with class III Digital Signature
4. Do we need to submit invoice via email too
No. This is an alternative if VIM portal does not work for you.
5. We are not having PO # , can we submit the invoice in VIM and hard copies
without PO ?
If PO no. is not there consult recipient of invoice. If PO does not exist
mention Outline Agreement no.
If invoices are without PO / OLA then submit it with recipient details
6. Do you need us to submit the invoice in format as prescribed by ONGC or
can we continue our Invoice format ?
Not necessary but keep your format firm and constant and do not change it
frequently.
7.Do we need to attached Patch Code type 1 and 3 with Invoice
Type I patch code is for separating invoices and supporting document.
If you are using VIM portal and submitting single PDF file combining Invoice
and supporting document then include Patch code 1 between invoice and
supporting document while scanning.
However at Portal you can upload invoice and supporting documents
separately in one go and patch code - 1 is not required.
Patch code III is for separating multiple invoices. This is not required in case
of portal submission and e-mail submission. For e-mail use naming
convention of invoice as INVxxxxxxx.pdf.
ICE Team
Together with SAP-VIM team
Thank you.
“If the rate of change on the outside exceeds the rate of change
on the inside, the end is near.”― Jack Welch
