PRESENTATION OUTLINE

VENDOR ENGAGEMENT SESSION

Vendor Cutover Strategy

December, 2012
Background – Current System
CURRENT SRM - SUS
Since 1st JANUARY 2012
PETRONAS Holding Co. Supplier Self
Service Internet Browser
PETRONAS Carigali Sdn Bhd (SUS)
PETRONAS Chemical Group Bhd
OPTIMAL Chemicals (M) Sdn Bhd SUPPLIER
OPTIMAL Glycols (M) Sdn Bhd
OPTIMAL Olefins (M) Sdn Bhd
MITCO Malaysia Sdn Bhd
MITCO Labuan Sdn Bhd

PePP/ SAP

PETRONAS e-
Procurement Internet Browser PePP
Portal /
PETRONAS
Other PETRONAS subsidiary companies Pintas 1 &
Pintas 2
See Appendix for Subsidiary Listing Manual Submission
Pintas 1 & Pintas 2
January 2013 Petronas System Landscape
1st JANUARY 2013
PETRONAS Holding Co.
PETRONAS Carigali Sdn Bhd SUPPLIER
PETRONAS Chemical Group Bhd SRM – SUS/ SAP
OPTIMAL Chemicals (M) Sdn Bhd
OPTIMAL Glycols (M) Sdn Bhd Internet Browser
OPTIMAL Olefins (M) Sdn Bhd Supplier Self
MITCO Malaysia Sdn Bhd Service
(SUS)/ SAP
MITCO Labuan Sdn Bhd ECC6

Manual Submission

Other PETRONAS subsidiary companies

See Appendix for Subsidiary Listing PETRONAS
e-
Procurement
Portal

PePP
Not
Available
P2P Normal Process in Post Jan 2013
RFQ document SRM - SUS Retrieve RFQ
RFQ Submission Submit RFQ
Internet Browser
PO Retrieve PO
Supplier Confirm PO
PO Confirmation
Self-
Service Create Service Confirmation
Service Entry Sheet
PETRONAS SUPPLIER
Service Acceptance (SUS) Service Accepted

GR (Material) Retrieve GR (Material)

Invoice Create Invoice

Impacted OPUs
• All Pilot OPUs Go-Live in Jan 2012 (status quo) for SUS Vendors
• Roll Out OPUs in Jan 2013 but only for Purchase Order created after Go-Live for SUS Vendors
P2P Interim Process in Post Jan 2013

Petronas SAP ECC6

Goods
Purchase Order Receipt and
Sourcing Invoicing
Service Entry

• Open • Applicable for • Submit

Purchase Open manual invoice
Order prior Purchase to Petronas
Jan 2013 Order prior FSS P2P Interim process :
transacted via Jan 2013 • Submit
Purchase order
All converted PO
processing
PePP or invoice to
Manual that respective have been processed
migrated to OPU Finance until payment
SAP ECC6

5
Cutover Overview: Procure-to-Pay
21 Dec 18:00 27 Dec 14:00 31 Dec 18:00
RTGP
• Last RFQ, PO,GR & SE/SA • Last RFQ, PO,GR & SE/SA
• Last RFQ, PO,GR & SE/SA
• Last posting Invoice
PCG • Last approval of PePP SES • Last approval of PePP SES
• Last posting PePP Invoice’ • Last posting PePP Invoice’
PDB 01 Jan 18:00
• Last MM Manual Invoice • Last MM Manual Invoice Last AP
payment run
28 Dec 18:00
Last AP
payment run
GO-LIVE GO-LIVE
Communication
28 Dec 18:00 RTGPO PCG & PDB
to Vendors
Last AP
payment run

1st week Dec 17 Dec 21 Dec 26 Dec 28 Dec 29 Dec 31 Dec

1 Jan 4 Jan
17 Dec 18:00 29 Dec 00:01 – 23:59
Last submission of SRM SUS System
PePP SN, SES & Invoice Downtime
Cutover Scenarios – Converted PO For Materials

Shipping Goods e- If not done before Cutover Date

Notifica- Receipt Invoice/ Vendors will need to:
tion Note Manual
(SN) (GRN) Invoice Note:
Note:
• (√) denotes ALREADY done
• (√) denotes ALREADY submitted/done
• (X) denotes NOT done.
•(X) denotes NOT submitted/done.

Vendor submit manual Delivery Order when making

1 X X X
delivery and manual invoice

PETRONAS create Goods receipt after 1st January

2 √ X X 2013 with reference to DO and vendor submit manual
invoice

3 √ √ X
Submit manual invoice
Attach Delivery Order

4 √ √ √ No actions required
Cutover Scenarios – Converted PO For Services

PePP Service PePP

Service Accep- Invoice/ If not done before Cutover Date , Vendors will
Notifica- tance Manual need to:
tion / invoice
Note:
Manual •(√) denotes ALREADY done
Service •(X) denotes NOT done.
Entry

PETRONAS create Service Acceptance after 1st

1 X X X January 2013 with reference to JCT and vendor
submit manual invoice
PETRONAS create Service Acceptance after 1st
2 √ X X January 2013 with reference to JCT and vendor
submit manual invoice
Submit manual invoice
3 √ √ X Attach Service Completion Certificate or Job
Complete Ticket

4 √ √ √ No actions required
Purchase Order Migrated Number

Strategy for Open POs that are migrated from

existing system to new system
PROJECT OLD PO New Converted Remarks
Number PO Number
RTGPO/ 4500632707 P245632707 3rd and 4th digit of RTGP and PCG
PCG PO no’s will be ignored and prefix
P2 when migrating the PO to new
system

PDB 4500632708 4500632708 The same PDB PO number when

migrated to new system
What are vendor responsibilities?

quickly adapt check security

to new SRM access - give to
processes; authorised
checkout the personnel only
user guides on
the website

immediately respond to all

communicate notifications (PO,
new processes Service
to all related Acceptance &
personnel GR) and bid
invitations in a
timely manner

10
SRM system: what’s new for
vendors

SUS
supplier self service
Please take note:
-auto PO 1. Attachments must not be more than
-online PO response Auto PO 10Mb per file
-trace delivery 2. SRM requires Internet Explorer
-online invoicing version 8.0 below or Mozilla firefox
-check payment status version 3.6 below

-online bid invitation

-online response
-online RFQ submission

11
Processes: Changes impacting Vendors

Advance
Shipping
Notification

Down
Payment
Functionality
Due to time constraint, we appreciate your attention to
Vendor – Cutover issues
Retail, Trading, Gas, Power & Others

No Company
1 PETRONAS Penapisan (T) S B No Company
2 PETRONAS Penapisan (M) S B 20 Putrajaya Holdings Sdn Bhd
3 PETRONAS Trading Corp. 21 PrimeSourcing Intl S/B
4 MALAYSIAN Refining Co S B 22 Petrosains Sdn Bhd
5 MLNG Sdn Bhd 23 KLCC PROJEKS SDN BHD
6 PETRONAS Gas Berhad 24 Prince Court Medical Ctr
7 Melaka Regasification Terminal 25 KLCC PARKING MGMT SDN BHD
8 Sungei Udang Port Sdn Bhd 26 Malaysian Philharmonic Orchestra
9 PETRONAS Aviation Sdn Bhd 27 Dewan Filharmonik Petronas
10 PETRONAS NGV Sdn. Bhd. 28 PETRONAS Tech Training SB
11 PAPL (Downstream) Pty Ltd 29 KLCCPH – KLCC Property Holding
12 PETRONAS Australia Pty Lt 30 LISB – Layan Intan Sdn Bhd
13 PAPL (Upstream) Pty Lt 31 PETRONAS Floating LNG 1 (L) Ltd
14 PAPL (Upstream II) Pty Lt 32 PETRONAS Floating LNG 2
15 Inst of Technology Petron 33 PETRONAS Power Sdn Bhd
16 PETRONAS Mgmt Trng S B 34 PETRONAS LNG 9 Sdn Bhd
17 Petronas Research S/B 35 Voltage Renewables Sdn Bhd
18 PETRONAS Maritime Service 36 Regas Term.(Pengerang) SB
19 KLCC (Holdings) Sdn Bhd 37 Regasification Terminal .(Lahad Datu)SB
Petronas Chemicals Group

Item Company
1 ASEAN Bintulu Fertilizer S/B
2 Fertiliser Kedah Sdn Bhd
3 PETRONAS Chemicals Marketing
4 PETRONAS Chemicals Methanol
5 PETRONAS Chemical MTBE Sdn Bhd
6 PETRONAS Chemical Ethylene
7 PC Polypropylene Sdn Bhd
8 PC Polyethylene Sdn Bhd
9 Kerteh Port Sdn. Bhd
10 Vinyl Chloride (M) Sdn. Bhd.
11 PETRONAS Chemical Aromatics
12 PETRONAS Chemical Ammonia
13 Petlin (Malaysia) Sdn. Bhd
Petronas Dagangan

Item Company
1 Petronas Dagangan Berhad
2 KL Aviation Fuelling System
Invoice Delivery Instruction
For Companies under CAPS only
(from 18 Dec 2012 onwards)
Please find the following Petronas Companies under CAPS
Company Name under CAPS
Vinyl Chloride (M) Sdn Bhd (VCM)
PETRONAS Ammonia Sdn Bhd (PASB)
Ethylene Malaysia Sdn Bhd (EMSB)
Aromatics Malaysia Sdn Bhd (AMSB)
Petlin (M) Sdn Bhd (PETLIN)
PETRONAS Fertilizer Kedah Sdn Bhd (PCFK)
MTBE Malaysia Sdn Bhd
Polypropylene Malaysia Sdn Bhd (PPMSB)
Kertih Port Sdn Bhd (KPSB)
Polyethylene Malaysia Sdn Bhd (PEMSB)
PML
ABF
MLNG
MLNG (2)
MLNG (3)
Petronas LNG Ltd
Sg Udang Port (SUPSB)
PETRONAS Maritime Services (PMSSB)
Petrosains
University Teknologi Petronas (UTP)
PETRONAS Penapisan (Melaka) Sdn Bhd (PP(M)SB)
Malaysian Refining Co. (MRC)
Petronas Gas Berhad
PETRONAS Penapisan (Terengganu) Sdn Bhd (PPTSB)
PLC
PETRONAS Research Sdn. Bhd.
Prince Court Medical Centre Sdn Bhd
Dewan Filharmomik PETRONAS (DFP)
Malaysian Philharmonic Orchestra (MPO)
PHSB (Petronas HartaBina S.B.)
PASSB (PETRONAS Assets Sdn Bhd)
PLSB ( Petronas LNG Sdn Bhd)
PRBF (PRBF Properties Sdn Bhd)
Invoice Delivery Instruction
For Companies under CAPS only
(from 18 Dec 2012 onwards)

1. Invoices for all OPUs NOT under CAPS, please send to respective OPU
Finance Department.

2. Invoices for all OPUs under CAPS should only be sent to the following
address:

Name of the company (OPU) (OPU Co. Code ***)

c/o PETRONAS Finance Shared Services
Level 5, Menara Dayabumi,
Jalan Sultan Hishamudin, 50050,
Kuala Lumpur, Malaysia
 Invoice Delivery Instruction
For Companies under CAPS only
(from 18 Dec 2012 onwards)
3. On the hardcopy invoice, please state the following on the first page of the invoice:

Name of the OPU (Company Code)

Attention : User Name
Department : User Department
Telephone Number : User Contact No
Release/Purchase Order No : Compulsory
Project name : (If applicable)
Invoice Number : (Maximum 16 characters)
Bank Account Details :
Total Payable Amount :

The above information is very crucial to ensure prompt payment

processing and must be on the first page of the invoice.
 Invoice Delivery Instruction
For Companies under CAPS only
(from 18 Dec 2012 onwards)

4. All invoices must be printed on A4 size paper, single sided only.

5. For multi pages invoices, please ensure the total payable is on the front page.
6. Do not staple the invoice and its supporting documents (use rubber band instead)
7. If several invoices are to be submitted at the same time, please ensure that a blank
paper (as separator) is in between invoice with related supporting documents.
8. Each invoice must link to only ONE Purchase Order (PO)/Release Order (RO). PO/RO
number must be clearly indicated on the first page of the invoice. The invoice with
more than one PO/RO will not be processed.
9. Handwritten invoice (s), Pro forma invoice (s), Commercial Invoice (s) and Certified
True Copy of invoice (s) are not acceptable.

Failure to comply with the above will result to the invoice(s) being
rejected and/or not processed for payment.
 Invoice Delivery Instruction
For Companies under CAPS only
(from 18 Dec 2012 onwards))

All payments will be notified via Vendor Payment Notification (VPN) through an email to
registered vendors only.

If you have not register your email address, please email to FS2@petronas.com.my for
your email address to be added/updated in our VPN database.

Any queries please contact FS2 at:

Email address : FS2@petronas.com.my
FS2 Call centre : 03-7490 4900
Mondays – Fridays (except Public Holidays)
8.00am – 5.00pm