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Mandatory Supporting Documents

for Supplier Payment Claim

TM SRM E-INVOICING

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SRM: Supplier Relationship Management

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1. Mandatory supporting documents required for supplier payment claim.

2. Checklist form for documentation verification by users/cost centre/Project Manager

3. Custodian of original copy documents in TM.

4. Acceptance Certificate

Table of Content

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Introduction

1. The supporting documents required for payment claim is based on the contractual requirement specifically under Payment Term Clause.

2. Due to issues on the thickness of packing list documents, a taskforce was formed in TM to study on the supporting documents.

3. In order to ensure compliance with the contractual requirements and the practicality with SRM E-Invoicing System, the project team come out with the table of mandatory supporting documents.

4. For the documents which submitted by suppliers to Project Manager/Cost Centre/users for work completion and delivery notification, the process is remain as business as usual.

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Purpose

1. Due to the complexity of TM business documentation requirement as public company and GLC, a clear demarcation of documents custodian or ownership in TM need to be clearly classified.

2. To ensure that the supporting documents can be easily located in TM.

3. To facilitate the auditing process especially from the interested parties such as SPRM, Inland Revenue Board (IRB), Internal/External Auditors and others.

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Sample of Contract Payment Term (JKH Contract)

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Sample of Contract Payment Term (Equipment Contract)

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Sample of Contract Payment Term (Equipment Contract)

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Mandatory Supporting Documents

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Mandatory Supporting Documents cont.

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Mandatory Supporting Documents cont.

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1. Acceptance Certificate for work completion is comprises of COA, ATC, QC and CPC.

- Certificate of Acceptance (COA)

- Acceptance Test Certificate (ATC)

- Quality Certificate (QC)

- Certificate of Practical Completion (CPC)

2. All Acceptance Certificate must include information on Defect Liability End Date to indicate the warranty period of the items/services supplied to TM.

3. Final Certificate of Acceptance shall be used for release of Retention Sum or Final Payment. FCOA not applicable to JKH final payment.

4. Delivery Order (DO) or any documents used as evidence of acceptance must be signed by TM (requester) before supplier can upload into SUS online invoicing.

5. SUS Supplier must submit scanned copies of mandatory supporting documents via SUS Portal.

Mandatory Supporting Documents

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6. Non-SUS Supplier must submit hardcopy of mandatory supporting documents directly to Finance SSO office.

7. A copy of completed/signed checklist form shall be given by TM to supplier for payment claim.

8. Checklist form and related documents shall be kept in save custody by Project Manager/user/Cost Centre for a period of seven (7) years.

9. For purchasing of non-contracted items or services, the checklist form is not a compulsory. Suppliers will be required to submit original invoice, delivery order and acceptance certificate (if relevant).

10. The implementation of mandatory supporting documents is applicable to TM and subsidiaries (all users of TM’s SAP SRM).

11. For regional purchasing group, the mandatory supporting documents should refer to the contractual category of commodity.

Mandatory Supporting Documents

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Checklist Form for IT/IP/Content/CATx

Checklist form must be signed by

TM to substantiate that user/cost centre

has received & verified all the documents

as stipulated in the contract.

A copy of checklist must be given

to supplier for payment claim

User/Project Manager must update

The list of supporting documents

Based on contractual requirement

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Custodian of Supporting Documents

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Custodian of Supporting Documents cont.

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Custodian of Supporting Documents cont.

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Certificate of Acceptance (COA) and Final Certificate of Acceptance (FCOA)

thank you

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