(FIN03) Finance - Accounts Payable v1.0

Manage Accounts Payable
PLI Business Transformation – Aligning Systems and Processes
SI COPY
30 November 2016
Design Confirmation Workshop
7th April 2017
© 2017 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.
©Petroliam Nasional Berhad (PETRONAS) 2017 1
Safety First: The Safe Way Is The Best Way
Where are We are on Level 27, Integra Tower

we? Meeting Room Urania 1
Presenters Maridam
for the Day
Proceed to the front doors on both sides of the

Emergency
room and follow the instructions of floor safety
Exits
manager
Floor Safety
Managers

Session Ground Rules
Silent your phones during the sessions

and limit laptop usage to allocated breaks
only
Be punctual at all times
LISTEN to be heard
Speak up so that everyone can hear you

Objectives of Design Confirmation Workshop (DCW) in
the next 2 weeks
DCW is meant to…

• Design Adoption - Understand the PLI global design by business
functions and how it can be adopted globally
• Identify global gaps from the global solution based on business needs
• Assess the impacts of the gaps identified in terms of people, process,

data, technology and policy
DCW is not…
• DCW is not a training session – the intent is to understand the global
design. System training will be provided closer to deployment dates
• DCW is not a local requirement gathering session – remember that

we are here to confirm global design. Local requirements can be
highlighted but will be discussed separately by region based on the
agreed global design

Remember why you are here – PLI Global Design
Role Expectations
All Attendees Knowledgeable in respective functions, actively
participate in sessions and empowered to make decisions
GBPO Accountable for overall global design steer and sign off
AGBPO To inherit GBPO accountabilities when deputized
Functional To provide functional expertise/knowledge in assigned

Specialists area to achieve PLI’s global system design
Regional Business To understand and provide feedback on the global design

Representative from a regional perspective and highlight localization
requirements (legal/statutory)

How to get the most from your DCW session
Focus on our #1 objective - we are working

towards standardizing & unifying PLI businesses
globally
Listen with an open mind - consider changes

to your current way of working for the greater
good of PLI
Conduct constructive discussions - respect

each other’s opinions & keep conversations above
the line

3
Integrated Finance Operations Procurement
INT01: DCW Kickoff FIN01: Finance - OPS01: SCM PRO01: SCM
and Global General Ledger & Operations - Plant Procurement -
Enterprise Interco Maintenance & Prod Enterprise
APR Structure AM PM Master Data PM Structure PM
DCW Schedule – Week 1
4
Finance Finance Operations Procurement
FIN01: Finance - FIN08: Controlling OPS02: SCM PRO02 & PRO03:
General Ledger & - CCA/PCA Operations - Plant SCM Procurement -
Interco Work Management Master Data
APR AM PM
5
Integrated Operations Operations Procurement
INT03: Business OPS04: SCM OPS05: SCM PRO04: SCM
Partner (Vendor & Operations - Operations - Procurement -
Customer Master) Production Quality Direct Procurement
APR AM Execution AM Management PM PM
6
Finance Operations Operations Procurement
FIN02: Finance - OPS06: SCM OPS03: SCM PRO05: SCM
Accounts Operations - PP/QM Operations - Prod Procurement -
Receivable Reporting Planning, Indirect
APR AM Scheduling PM Procurement
7
Finance Integrated Operations Procurement
FIN03: Finance - INT06: Finance & DAT03: SCM PRO06: SCM
Accounts Payable SCM Procurement - Operations - Data Procurement -
Invoice Verification Migration Strategy Vendor Evaluation
APR AM PM AM AM

10
Commercial Finance Integrated Integrated
COM01: FIN06: Finance - INT07: SCM INT04: SCM Proc -
Commercial - Asset Accounting Procurement - Inventory & W/hse
Enterprise Requisition Mgmt (Raw Mat/ S-
APR Structure PM AM F, F) PM
DCW Schedule – Week 2
11
Commercial Integrated Finance Integrated
COM02: INT02: Commercial FIN04: Finance - INT05: SCM Proc -
Commercial - & Finance - Billing Cash & Banking Inventory & W/hse
Master Data (Spares/Generic/
APR AM PM Pckg) AM
12
Commercial Finance Procurement
COM03: FIN09: Controlling DAT04: SCM
Commercial - Sales - COPC / COPA Procurement - Data
Management &
APR Operations
Migration Strategy
PM
13
Commercial Finance Finance
COM04: FIN05: Finance - FIN07: Finance -
Commercial - Project Planning & Tax
Pricing & Rebate Control (WBS)
APR AM PM
14
Commercial Commercial Finance Finance
DAT01: COM05: FIN10: Finance - DAT02: Finance -
Commercial - Data Commercial & Period End Closing Data Migration
APR Migration Strategy
AM
Operations -
Logistics PM AM
Strategy
PM

Objectives of this Session:
FIN03: Finance – Manage Accounts Payable
To understand and align the proposed global design of

1
Account Payable
To understand and align the direct finance AP invoice

2
system proposed design and process.
To align intercompany AP invoice system proposed design

3
and process.
To understand the concept and the used of special GL

4
Indicator in SAP S4 Hana
To understand and align the outgoing payment system

5
proposed design and process.

Indicating your attendance
Verify sessions details – for each session, you’ll be provided

with an attendance acknowledgement sheet. Check the session
details
Indicate your attendance – fill in your

2 3
personal details and sign on the sheet
Record any localization requirements

or global design feedback – should
you have any local requirements that
needs to be addressed after
understanding the global design or
feedback on the global design, please
note it down here

S/4 HANA Modules in Scope
SAP Module SAP Capabilities Business Functions (Primary) Business Functions (Secondary)
• Enterprise Structure • Finance • NA
• Accounts Payable • Finance • NA
• Accounts Receivable • Finance • NA
• Asset Management • Finance • PDT > Projects and Engineering

(Create new assets) • Supply Chain > Operations
• Bank Accounting • Finance • NA

and Treasury
Management
• General Ledger • Finance • NA
Finance
(FI)
• Product Costing • Finance • Supply Chain > Operations
• Supply Chain > Supply Chain
Controller
• Profit and Cost • Finance • NA
Centre Accounting
• Profitability Analysis • Finance • Commercial > Commercial Excellence
• Commercial > KAM
• Supply Chain > Base Oils
• Group Industrial Lubricants > Head,
Group Product Line
• Project Planning • Finance • PDT > Projects and Engineering

and Control

Agenda
• Overview of Accounts Payable (AP)
• Key Concepts and To-Be Business Processes

• Master Data : Business Partner - Vendor
• Accounts Payable Processing Non-Trade
• Manage Vendor Payments/Clearing
• Accounts Payable Reporting
• GAPs/Requirements

Overview of Accounts Payable
• The ‘Accounts Payable’ (AP) is a sub-ledger which the financial accounting transactions involving
vendors (including staff) are recorded and administered.
• It records and manages all vendors accounting data such as vendor address, bank details, payment
method, etc.
• The AP invoicing including the invoice from MM module via Logistic Invoice Verification (LIV) and
direct finance invoice posting.
• The Manage Payables process covers vendor master maintenance, invoice processing as well as
payment to vendor. The diagram below illustrates an overview of the Manage Payables Process:
Maintain Manage Vendor Accounts

Manage Vendor
Vendor Payments/ Payable
Invoices
Master Clearing Reporting
• Create /Change of • Manage PO Invoices • Record outgoing • Process involved in AP

vendor master data • Manage Non-PO (FI) payment Reporting
setup invoices
• Manage credit memos
• Manage down-payment
• Manage employee
claims & advance
• Manage Interco non-
trade

Agenda


Manage Vendor Master Process - Recap
This section will focus on the Master Data related to Accounts Payable. The vendor master record
contains all the data require to do business with vendors. It can be maintained centrally and
shared throughout the organisation. The Accounts Payable Master Record is divided into Master
Record Display and Maintenance.

Manage Vendor
Invoices
• Create /Change of • Manage PO Invoices • Record outgoing • Process involved

Business Partner • Manage Non-PO (FI) payment in AP Reporting
invoices
(vendor master
data) • Manage down-
payment
• Manage employee
claims & advance
• Manage interco non-
trade

To be finalized/discussion
Key Design Confirmation – Recap
Business Partner & Vendor Account Groups for Direct Finance
• BP and Vendor with same type of transaction and relationship are group together by account groups,
which determines the number range and whether it is internally or externally generated.
• The following BP and Vendor for direct finance related transactions will be grouped as present in the
following table:
Proposed business partner and direct finance vendor account groups:
BP Description No. Number Range Vendor Description Recon

Group Range (Fromm – To) Group Account
Type
External
STAF Staff A000000001 Z999999999 STAF Staff 18110100
Internal
NTVD Vendor – Non Trade 6690000000 6699999999 NTVD Vendor – Non Trade 18100000
External Interco Vend
Interco Vend 772000xxxx-Non-
ITVN 772000xxxx-Non-Trade 772000xxxx 772000xxxx ITVN Trade TBC
• Staff Vendor: • Customer • Interco Vendor Accounts:

• Customer
• Account Group “STAF” for Staff Vendor has 10 • Account Group “ITVN” for Interco Vendor has 10
digits with External number range defined (A00000000 digits with External number range defined (7720000000
– Z999999999) – 7729999999)
• A000000001 & Z999999999 • 772000XXXX & 772000XXXX

- “A0” : the first 2 digits represent country code (for - “77” : represent interco postings
example: Malaysia is MY, Italy is IT, etc.) - “2” : represent Vendor Non-Trade
- “xxxxxxxx” : last 8 digits represent the HR staff - “XXXX” : last 4 digits represent Company Code of
number. counter part OPU.

Agenda


Key Design Confirmation
Payable Payment Terms
• Payment terms : payment terms are arrangements made with a Vendor governing financial
settlement with respect to goods supplied and services performed and within payment terms,
cash discounts and periods allowed for payment are defined.
• The following list attached is the confirmed list of payment terms to be setup in S4 Hana
• For the regionals who has different payment terms from list below, it will be collected during the
localization phase.
List of Payable Payment Terms to be setup in S4

Hana

Vendor Payment Terms
• At the point of invoicing, when the invoice date is specified and when the baseline date is default to
invoice date, the baseline field at “Payment Tab” will reflect/copy the date from invoice date.
Base line date:

determine when the
payment start to
calculate
Payment terms =
determine the aging of
the customer

Key Design Confirmation – Master Data
Outgoing Payment Method
• Payment methods: A payment method defines the mode of payments make to the vendors.
• Listed in the table below are the payment methods will be setup in S4 Hana.
Payment Min.
Description Country Max. Amount
Method Amount
1 Cheque All 0.1 999,999,999.00
T Telegraph Transfer All 0.1 999,999,999.00
B Bulk Online Payment Malaysia 0.1 999,999,999.00
*Additional payment methods might require
N Risco Sacado Brazil 0.1 999,999,999.00
during localization
R Boleto Pgto Brazil 0.1 999,999,999.00
S DOC Brazil 0.1 999,999,999.00
T TED Brazil 0.1 999,999,999.00
A Bank Draft China 0.1 999,999,999.00
*Note:
EU currently is currently undergo a BAR project which EU business is not able to confirm the
payment methods at this point of time. The confirmation can be done when the BAR project
completes and goes-live.
20
Manage Vendor Master Process
This section will focus on the Master Data related to Accounts Payable. The vendor master record
contains all the data require to do business with vendors. It can be maintained centrally and
shared throughout the organisation. The Accounts Payable Master Record is divided into Master
Record Display and Maintenance.

Manage Vendor
Invoices
• Create /Change of • Manage PO Invoices • Record outgoing • AP Reporting

Business Partner • Manage Non-PO (FI) payment
(vendor master data) invoices
trade
• Manage down-
payment
• Manage employee
claims & advance

Key Design Confirmation
Manage Direct Finance Invoice - Non Trade (Without PO)
• Direct FI invoice - once off purchase of goods or services that is covered under Finance Exception List
with the value below 1000 USD.
• Direct finance invoice does not require to raise a PO.
• Direct finance invoice is posted into system by finance department though AP sub-module.
Acquisition  Double entry of direct finance invoice:
FI-AR (FB70)
Non-PO transactions
Vendor Invoice/Credit Memo
Dr Expenses
Cr Vendor Account
Dr Input Tax (if applicable)
AP Invoice
Outgoing
Payment

Key Design Confirmation - Intercompany Transaction
• Intercompany Processes for Non-Trade Related

- Any affiliate within PLI group will be created as Customer and Vendor account for intercompany
related transaction.
- AP interco process remains status quo, there is no change in process in S4 Hana.
- For AP finance invoice, interco will be posted to the interco Vendor Account which have been
discussed and agreed during Business Partner session.
Type Vendor Description

Non-Trade 772000IT10 PETRONAS Lubricants Italy S.p.A.

Manage Direct Finance Invoice - Non Trade
• Vendor Invoice Posting
Reference (16) =
hard copy invoice
number
• Payment Tab
Header Text (25) =

description of
transaction
• Display Vendor Invoice

Manage Direct Finance Invoice – Non Trade
Process No.: 8.3.1.3 – Process Name: Process Non-PO Invoice
Tcode: FB60 Tcode: FB65
Tcode: BP
Tcode: FB60
Tcode: F-54
Tcode: FB03

Key Design Confirmation - Manage Special GL Account in AP
• Special GL Indicator is used to identify a special GL transactions where posting is made to an

alternative reconciliation account instead of the normal liabilities or receivables account.
• Here is the list of AP special GL Indicator to be setup in S4 Hana:
Special GL Description Special GL

Indicator Account
F - D.Payment / Staff Adv Request -
A - Down/Advance Payments TBC
Y - Staff Advance TBC
C - Corporate Card TBC
D - Deposit TBC
R - Retention TBC
* Special GL account mapping will be updated with correct GL accounts once COA
has been provided by the business.

Key Design Confirmation - Vendor Down Payment Process
• The diagram below represents the flow and accounting entry of vendor down payment in SAP.
• For PLI, the down payment is handled via a special GL Indicator “A”.
Vendor Down-payment Request (F-47)

Cr Vendor (with SP G/L “F”) : 500
Vendor Down-payment (F-48)

Dr Vendor Acc (with SP G/L “A”) : 200
Cr Outgoing Bank clearing : 200
Vendor Invoice (FB60/F-43)

Cr Vendor Acc : 500
Dr Expenses : 500
Cr Input Tax (if applicable)
Clearing Vendor Down-payment (F-54)

Dr Vendor Acc : 200
Cr Vendor (with SP G/L “A”) : 200
Vendor Clearing (F-53)
Cr Vendor Acc : 500

Dr Vendor Acc : 200
Cr Outgoing Clearing Acc : 300

AP Down Payment Process
1. Noted items recorded in vendor line item report
2. Record down Payment for Vendor (F-48)
3. Vendor line item display after payment
4. Vendor line item display after clearing

down payment

Key Design Confirmation - Manage Staff Claim and Advances
• Staff claim and advances handle with a special GL indicator in SAP S4 Hana for PLI group.
• Employees will be created as a staff vendor in S4 Hana for this purpose.
• For Brazil and Italy, there is a third-party system handle the payroll and claims related. This will
be discussed in details during localization.

Key Design Confirmation - Manage Staff Claim and Advances
FI-AP
Step 1 & 2: Record employee advance 1 Employee Down-payment Request

as down-payment request and Cr Staff Vendor (with SP G/L ‘F’)
subsequently make payment of the
employee down-payment request once
they are due
Payment of Employee Down-payment Request
2
Dr Staff Vendor (with SP G/L ‘Y’)
Cr Outgoing Bank Clearing
Employee Claims
Step 3: Record employee claims 3
Dr Expenses
Cr Staff Vendor
Step 4: Match employee claims against Matching Employee Claims & Advances
4
employee advances Dr Staff Vendor
Cr Staff Vendor (with SP G/L ‘Y')
Cr Staff Vendor
Step 5: Make outgoing/incoming

Payment for the Claims Balance (Difference)
payment to employee for the claims
5 Dr Staff Vendor
balance difference Cr Outgoing Bank Clearing
(** when claims >/< advance taken)

Manage Employee Claim & Advance Business Process Flow
Process No.: 8.3.1.13 – Process Name: Process Employee Claim & Advance
Tcode: F-48
Tcode: FB03
Tcode: F-48

Key Design Confirmation - Third-Party Netting Process
• Standard SAP does support the third-netting process functionality.
• In order to perform the third-netting, the prerequisite is the customer and vendor master need to
activate the third-netting function in both customer and vendor.
- AR and AP Open Items
- AP Perform the clearing, the AP open item

cleared
- The outstanding balance is an

open item in AR

Key Design Confirmation - Third-Party Netting Process
Process No.: 8.3.1.11 – Process Name: Process Third-Party Netting
Tcode: F-44
Tcode: FB08

Key Design Confirmation – Document Type
AP Invoice doc type with PO :

• The following document types will be defined for direct finance AP related transactions
Doc Type Doc Type Number Range
AP Invoice Doc Type / Interco (With PO)
RE AP Vendor Invoice/Debit Note 5100000000 5199999999

Vendor Credit Memo
Subsequent Credit/Debit

Key Design Confirmation – Document Type
Direct finance AP Invoice doc type:

• The following document types will be defined for direct finance AP related transactions
Direct Finance AP Invoice Doc Type (Without PO)
KR Finance Vendor Invoice/Debit Note 1900000000 1999999999

KG Vendor Credit Memo 1700000000 1799999999
Intercompany Doc Type (Non-Trade without PO)
I1 Interco Vendor Invoice/Debit Note
I2 Interco Vendor Credit Note
AP Payment doc type:

Outgoing Payment Doc Type
KZ Vendor Payment 1500000000 1599999999
KA Vendor Payment Reversal 1700000000 1799999999

Agenda


Manage Vendor Payments/Clearing
• This section will focus on Accounts Payable Payment Processing. The processes associated
with Managing Accounts Payable Transactions and Outgoing Payments are depicted in the
diagram below:

Manage Vendor
Invoices

vendor master data • Manage Non-PO (FI) payment in AP Reporting
invoices
• Manage down-
payment
• Manage employee
claims & advance
• Manage Interco Non-
trade

Key Design Confirmation - Manage Vendor Payment
For outgoing payments can be perform in two different ways in system:
• Manually outgoing payment (F-53) :
- Post the outgoing payment manually (user to select the vendor and outstanding invoices to be paid
and user have to enter the GL account to be credited) and send instruction to bank to release cash.
• Automatic outgoing payment run (F110) :
- The automatic payment program generates a payment proposal, which does not create any financial
postings, but allows for analysis of “would be” payments and approval before their release and
posting.
- Once payment proposal is reviewed and approved, payment run is executed. The execution of
payment run triggers the bank reconciliation which uses a clearing account as an intermediate
between the account payables and the main bank account.
• Requirement for automatic outgoing to be setup:
- In order for the automatic payment can be setup, provided that business requires to have agreement
with the bank to allow the automatic payment file to send directly to the bank.
- Payment Run generates payment files (as per the bank format) that will be sent to the bank to release
the payment to vendors.

Key Design Decision
Payment Process – Outgoing Payment
Vendor Invoice Automatic Payment Program Bank Reconciliation
Dr Expense Dr Vendor payables Dr Outgoing Clearing account
Cr Vendor payables Cr Outgoing Clearing account Cr Main Bank Account
INVOICE
F110
F-53
BS

Key Design Decision - Payment Process – Outgoing Payment
• Upon automatic payment execution, business will download the payment instruction /XML file from
S4 HANA and upload into the Bank payment website. This requirement is only applicable to Europe
(except Turkey, for Citibank only), Brazil and USA.
Europe:
• Citibank payment /XML file design will be adopted in S4 HANA. Sample /XML file for each payment
method is to be collected after BAR project go live.
• For non Citibank, the manual payment instruction process remain status quo.
Malaysia:
• Payment through IFSSC, XML file generation will be covered under IFSSC design document.
• For payment through physical bank manual payment instruction process remain status quo. This is
still pending the final decision on IFSSC onboarding.
Other countries:
• Current process remain status quo. Business to login to banking system and manually enter
payment instruction. This decision is resulted from business discussion with the bank.

Agenda


Accounts Payable Reporting
• This section will focus on Accounts Payable Reporting. There are many standard reports in
Accounts Payable that can be utilised to facilitate vendor reporting.

Manage Vendor
Invoices

vendor master data • Manage Non-PO (FI) payment in AP Reporting
invoices
• Manage down-
payment
• Manage employee
claims & advance
trade

Key Design Confirmation – Standard Accounts Payable Reporting
Following types of standard AP reports are available
• Vendor Line Item Report (FBL1H)
• Vendor Balance Report (FK10N)
• Vendor Payment List Report (S_P99_41000099)
• Due Date Analysis for Open Items (S_ALR_87012078)
• Vendor Balances in Local Currency (S_ALR_87012082)

• Vendor Line Item Report (FBL1H)
• Additional available fields

• Vendor Payment List Report (S_P99_41000099)
• Due Date Analysis for Open Items (S_ALR_87012078)

• Vendor Balances in Local Currency (S_ALR_87012082)
• Vendor Balance Report (FK10N)

Agenda


GAPs/Requirements
Interface & Forms or Reports
No. Description Type Raised By Status Country

1 AP Aging report Report Jennifer Open Malaysia
2 AP Aging report Report Manish Open India
3 Purchase Register Reports Report Manish Open India
4 AGEING BUCKETS (in Local Currency) Report Adriana Open Brazil
5

Key Design Confirmation - Manage Vendor Invoice Processes
• Manage vendor invoice processes have been defined at ASAP stage 1 project.
• The following process flows are adopted in S4 Hana.
• The following slides are the details business process flows for AP invoices. Listed below is the
different types of invoices will be covered in this session:
- Process Rejected Invoice
- Review AP Transactions
- Reverse AP Transactions
- File Hard Copy Invoice
- Retrieve Supporting Invoice Documents

Key Design Confirmation - Reverse AP Invoice Process Flow
Process No.: 8.3.1.7 – Process Name: Process Rejected Invoice
Tcode: F-02

Process No.: 8.3.1.5 – Process Name: Process Credit Note / Debit Note

Process No.: 8.3.1.9 – Process Name: Review AP Transactions

Process No.: 8.3.1.10 – Process Name: Reverse AP Transactions
Tcode: FB08 & Tcode: FB08

FBRA
Dr : Vendor Acc
Cr : Expenses

Process No.: 8.3.1.8 – Process Name: File Hard Copy Invoice

Process No.: 8.3.1.6 – Process Name: Process Alternate Payee Invoice
Tcode: FB60
Tcode: BP
Tcode: FB03

Process No.: 8.3.1.12 – Process Name: Retrieve Supporting Invoice Documents

Manage Vendor Invoice Processes
• Manage vendor invoice processes have been defined at ASAP stage 1 project.
• The following process flows are adopted in S4 Hana.
• The following slides are the details business process flows for AP invoices. Listed below is the
different types of invoices will be covered in this session:
- Invoice Scanning
- Process Non-PO Invoice
- Process WHT Invoice
- Process Credit Note / Debit Note
- Process Alternate Payee Invoice

Key Design Confirmation - Manage Direct Finance Invoice – Non Trade
Process No.: 8.3.1.1 – Process Name: Invoice Scanning

Key Design Confirmation –
Manage Vendor Invoice Payment Processes
• Payment to vendor can be done by various methods such as cheque, cash or manual bank transfer
and there are some cases the payment requires to revoke. PLI has defined and introduced these
processes flow.
• The following slides are the processes flow for different payment methods. Listed below is the
different types of payment methods will be covered in this session:
- Payment Process for Trade and non-trade invoices
- Payment Process by GIRO / TT
- Payment Process by Internet / Desktop Banking (if applicable)
- Payment Process by Manual Cheques
- Process for ad-hoc payment
- Payment Cancellation Process
- Prepare Staff Deduction
- Block and Unblock Payment

Key Design Confirmation – Vendor Payment Business Process
Process No.: 8.3.2.1 (a) – Process Name: Process Payment 1/2
Tcode: FB08

Key Design Confirmation - Manage Direct Finance Invoice – Non Trade
Process No.: 8.3.1.4 – Process Name: Process WHT Invoice
Tcode: FB60
Tcode: BP
Tcode: FB03

Key Design Confirmation – Payment Business Process
Process No.: 8.3.2.1 (b) – Process Name: Process Payment 2/2
Tcode: FB02

Process No.: 8.3.2.2 – Process Name: Perform Payment Run – GIRO / TT

Process No.: 8.3.2.3 – Process Name: Perform Payment Run – Internet / Desktop Banking
Tcode: F110

Process No.: 8.3.2.3 – Process Name: Perform Payment Run – Manual Cheques

Process No.: 8.3.2.5 – Process Name: Process Ad Hoc Instruction

Process No.: 8.3.2.7 – Process Name: Prepare Staff Deduction

Process No.: 8.3.2.8 – Process Name: Block / Unblock Payment

(FIN03) Finance - Accounts Payable v1.0

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Manage Accounts Payable

PLI Business Transformation – Aligning Systems and Processes

Design Confirmation Workshop

7th April 2017

© 2017 PETROLIAM NASIONAL BERHAD (PETRONAS)

All rights reserved. No part of this document may be

Where are We are on Level 27, Integra Tower

Proceed to the front doors on both sides of the

©Petroliam Nasional Berhad (PETRONAS) 2017 2

Silent your phones during the sessions

Be punctual at all times

Speak up so that everyone can hear you

©Petroliam Nasional Berhad (PETRONAS) 2017 3

DCW is meant to…

• Assess the impacts of the gaps identified in terms of people, process,

• DCW is not a local requirement gathering session – remember that

©Petroliam Nasional Berhad (PETRONAS) 2017 4

AGBPO To inherit GBPO accountabilities when deputized

Functional To provide functional expertise/knowledge in assigned

Regional Business To understand and provide feedback on the global design

©Petroliam Nasional Berhad (PETRONAS) 2017 5

Focus on our #1 objective - we are working

Listen with an open mind - consider changes

Conduct constructive discussions - respect

©Petroliam Nasional Berhad (PETRONAS) 2017 6

©Petroliam Nasional Berhad (PETRONAS) 2017 7

©Petroliam Nasional Berhad (PETRONAS) 2017 8

To understand and align the proposed global design of

To understand and align the direct finance AP invoice

To align intercompany AP invoice system proposed design

To understand the concept and the used of special GL

To understand and align the outgoing payment system

©Petroliam Nasional Berhad (PETRONAS) 2017 9

Verify sessions details – for each session, you’ll be provided

Indicate your attendance – fill in your

Record any localization requirements

©Petroliam Nasional Berhad (PETRONAS) 2017 10

• Accounts Payable • Finance • NA

• Accounts Receivable • Finance • NA

• Asset Management • Finance • PDT > Projects and Engineering

• Bank Accounting • Finance • NA

• Project Planning • Finance • PDT > Projects and Engineering

©Petroliam Nasional Berhad (PETRONAS) 2017 11

• Overview of Accounts Payable (AP)

• Key Concepts and To-Be Business Processes

©Petroliam Nasional Berhad (PETRONAS) 2017 12

Maintain Manage Vendor Accounts

• Create /Change of • Manage PO Invoices • Record outgoing • Process involved in AP

©Petroliam Nasional Berhad (PETRONAS) 2017 13

• Overview of Accounts Payable (AP)

• Key Concepts and To-Be Business Processes

©Petroliam Nasional Berhad (PETRONAS) 2017 14

Maintain Manage Vendor Accounts

• Create /Change of • Manage PO Invoices • Record outgoing • Process involved

©Petroliam Nasional Berhad (PETRONAS) 2017 15

Proposed business partner and direct finance vendor account groups:

BP Description No. Number Range Vendor Description Recon

• Staff Vendor: • Customer • Interco Vendor Accounts:

• A000000001 & Z999999999 • 772000XXXX & 772000XXXX

©Petroliam Nasional Berhad (PETRONAS) 2017 16

• Overview of Accounts Payable (AP)

• Key Concepts and To-Be Business Processes