Vendor Socialization

iVendor Tracking Improvement

Direktorat Penunjang Bisnis PT Pertamina (Persero)
Desember 2020
iVendor Tracking Improvement

SERVICE LEVEL STANDARISASI EXPENDITURE

AGREEMENT BERITA ACARA TRACKING
SYSTEM

• Commitment to fulfill end-to-end Procure to • Compliance on SK otorization • Real time Tracking

Pay Process Service Level Agreement (ref • Simplify verification process • SLA compliance
BOD meeting on Nov 2nd 2020) • Enhancement iVendor
• Service Level Agreement: • Tracking by User & Vendor
• BAST submit to Approved BAST &
released SA/GR = 4 HK
• Released SA/GR to Signed BAST = 3 HK
• Invoice received to PA Released = 4 HK

NOV 2020 4 JAN 2021

DES 2020 1 FEB 2021
Process Design and GO LIVE
Training, Communication GO LIVE
Technology Pertamina Persero
Forum, Business Operation ALL PERSERO
Development Head Quarter -
Simulation
HOLDING
 PROCURE TO PAY TRACKING GRAND DESIGN

Quick win
1 2 3 4 5 6 7 8 9
User,
User User & Vendor User Vendor User Vendor SSC Treasury
P2P Process

PEC, Legal

Payment Invoice
PR & KAK Contract & BAST & Signed BAST Create Verification Payment
Approval Submission
Invoice Process
PO SA/GR to SSC IP
(PA)
enhancement
iVendor

Data integration with •BAST standard

Procurement System generated by
Vendor upload Vendor access Tracking softcopy Current Tracking
softcopy invoice PA by iVendor Invoice
(E-sourcing ++, Order Tracking,
e-Catalog, Contract Management
iVendor
•SA/GR integration iVendor

Scope transaction PO MMNH

Exclude: PO MMH, non PO, advance payment

3
DETAILED FLOW PROCESS
Non
4HK BAST & SA/GR 3HK BAST Signed User SLA BAST Signed Vendor

Approve
3 6
Reject
Signed BAST
Review BAST
iVendor offline
User
Approver

Submit

2 Reject 4 5 7
Review BAST &
input support Dok SA/GR Print BAST Upload BAST
SMART GEP, offline
iVendor e-Warehouse,
iVendor
User PIC MySAP

1 8 9
Input info BAST
& support Dok
Received
BAST & Signed
Upload BAST A
iVendor iVendor
Vendor
Process can be traced in iVendor
4
Offline process
DETAILED FLOW PROCESS
Non
4HK Payment Approval (PA) SLA Invoice Submission 9HK Verification 5HK Payment

16 17 18
Integration to
Verification Payment
VIM
SSC IP OCR VIM

13
Approve PA

User MySSC
Approver
12
11
Create PA tcode
ZMMVIM_INTSASLIP
Review Invoice
&
ZMMVIM_INTGRSLIP
iVendor
User PIC MySAP

10 14 15
Invoice
A
Upload submission to
Invoice Download PA
edoc.ssc
iVendor iVendor @pertamina.com
offline
Vendor
Process can be traced in iVendor
5
Offline process
 Key Changes as 1 January 2021
Siklus Tagihan Pihak Ketiga

Berita Acara Serah Terima Process in iVendor BAST HO Holding

Communication vendor & user by iVendor

WORKFLOW HO Holding
(Berita Acara Serah Terima and copy invoice)

Business User’ SLA for BAST and Payment Approval Process SLA BUSINESS USER HO Holding

Tcode Deaktivation : TCODE Persero &

ZMMVIM_SASLIP & ZMMVIM_GRSLIP PAYMENT APPROVAL Patra Niaga

Email to Submit Invoice moved to Persero, Patra Niaga

Invoice Submission
edoc.ssc@pertamina.com Pertagas & PDSI

6
 PERTAMINA

iVendor Registration
1 Access iVendor - link https://apps.pertamina.com/ivendor

2 Click “belum punya account”

3 Fill Company NPWP as registered in Database Pertamina

4 Fill contact person

3
5 Fill captcha
4
6 Click proses

5
2
6

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 PERTAMINA

iVendor Registration

7 Information about password and User ID will be

sent to email as registered in Pertamina database
Please make sure your email in Pertamina database
already updated

Password can be changed after log in by selecting

menu profile

www.pertamina.com
DETAILED FLOW PROCESS
Non
4HK BAST & SA/GR 3HK BAST Signed User SLA BAST Signed Vendor

Approve
3 6
Reject
BAST Signed
Review BAST
iVendor offline
User
Approver

Submit

2 Reject 4 5 7
Review BAST &
input support Dok SA/GR Print BAST Upload BAST
SMART GEP, offline
iVendor iVendor
e-Warehouse,
User PIC MySAP

1 8 9
Input info BAST
& support Dok
Received
BAST & signed
Upload BAST A
iVendor iVendor
Vendor
Dapat ditracking di iVendor

Tidak tertracking di iVendor

 PERTAMINA

Create BAST
1 Access iVendor - link https://apps.pertamina.com/ivendor

2 Fill User ID (no NPWP) dan password

3 Fill Captcha
2

4 Click Login

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 PERTAMINA

Create BAST

5 Click Menu BAST 6 Click Create New

4 5

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 PERTAMINA

Create BAST

7 Fill no PO by click icon

Choose PO that will be procced

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 PERTAMINA

Create BAST

8 Choose Transaction Type 10 Fill contract number and date

9 Fill email PIC Project Pertamina and click icon 11 Fill BAST subject

Point 8
For some PO system will be automatically define
transaction type, therefore you don’t have to choose
8 transaction type

9 Point 9
If email isn’t valid, system will notify

10

11

www.pertamina.com
 PERTAMINA

Create BAST
BAST Barang (for Goods Receivable)

12 Fill goods checking date and location, and also goods receivable date

13 Fill detail goods receivable by click icon

12
14 Tick goods that received in this pop
up

15
14 13

16

15 Fill quantity

16 Fill compatibility for quantity, specification,

and time (as mentioned in contract)
www.pertamina.com
 PERTAMINA

Create BAST
BAST Jasa (for Service Acceptance)

12 Fill service checking and acceptance date

13 Fill detail service acceptance by click icon

12
14 Tick service that received in this
pop up

15
14
13

16

15 Fill working progress, amount, and any other information

16 Fill compatibility for quantity, specification,

and time (as mentioned in contract)
www.pertamina.com
 PERTAMINA

Create BAST

17 Upload supporting document by click

Click icon to add other documents

18 If there is any incompatibility (quantity, specification, or time) please fill penalty amount and reason

17

Kondisi BAST akan otomatis terisi mengikuti

penilaian pada poin 16 sebelumnya
18

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 PERTAMINA

Create BAST

19 Fill signer name and position (vendor) 19

20 Click Save Draft

If BAST cant be saved,
please check if there
is any error
21 Make sure all information already correct notificaition
20

Draft BAST can be printed

22 Click edit and click

22

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 PERTAMINA

Create BAST

23 BAST will be reviewd by user.

Sign BAST only in hardcopy that sent by user (both parties signed in hardcopy
directly)
www.pertamina.com
DETAILED FLOW PROCESS
Non
4HK BAST & SA/GR 3HK BAST Signed User SLA BAST Signed Vendor

Approve
3 6
Reject
BAST SIgned
Review BAST
iVendor offline
User
Approver

Submit

2 Reject 4 5 7
Review BAST &
input support Dok SA/GR Print BAST Upload BAST
SMART GEP, offline
iVendor iVendor
e-Warehouse,
User PIC MySAP

1 8 9
Input info BAST
& support Dok
Received
BAST & Signed
Upload BAST A
iVendor iVendor
Vendor
Dapat ditracking di iVendor

Tidak tertracking di iVendor

 PERTAMINA

Upload BAST Vendor

1 Access iVendor - link https://apps.pertamina.com/ivendor

2 Login with User ID (no NPWP) dan password

Fill Captcha and click Login

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 PERTAMINA

Upload BAST Vendor

3 Click Menu BAST 4 Click BAST that ready to upload by click icon

BAST status that already signed by User is “uploaded by User”

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 PERTAMINA

Upload BAST Vendor

5 Upload BAST that already signed by vendor and receipt with

click choose file

6 Click upload

5
7 Continue to upload invoice process

www.pertamina.com
DETAILED FLOW PROCESS
Non
4HK Payment Approval (PA) SLA Invoice Submission 9HK Verification 5HK Payment

16 17 18
Integration to
Verification Payment
VIM
SSC IP OCR VIM

13
Approve PA

User MySSC
Approver
12
11
Create PA tcode
ZMMVIM_INTSASLIP
Review Invoice
&
ZMMVIM_INTGRSLIP
iVendor
User PIC MySAP

10 14 15

A
Upload Invoice
Download PA
Invoice Submission
iVendor iVendor
offline
Vendor
Dapat ditracking di iVendor
23
Tidak tertracking di iVendor
 PERTAMINA

Upload Invoice

1 Click Menu Invoice 2 Click create new

www.pertamina.com
 PERTAMINA

Upload Invoice

3 Fill PO by click icon 4 Choose PO in this pop up

3 4

5 Choose BAST by click icon

6 Choose BAST in this pop up

www.pertamina.com
 PERTAMINA

Upload Invoice

7 Fill Invoice number (as mention in hardcopy invoice) 9 Upload invoice by click choose file

8 Fill Invoice Date (as mention in hardcopy invoice) 10 Click

11 Make sure all information already correct

7 9

12

10 12 Click edit and click

13 User will reviewed invoice that submitted and

process payment approval

www.pertamina.com
DETAILED FLOW PROCESS
Non
4HK Payment Approval (PA) SLA Invoice Submission 9HK Verification 5HK Payment

16 17 18
Mengirimkan
Verifikasi Payment
Dok. ke VIM
SSC IP OCR VIM

13
Approve PA

User MySSC
Approver
12
11 Create PA melalui
tcode
Review Invoice ZMMVIM_INTSASLIP
&
iVendor ZMMVIM_INTGRSLIP

User PIC MySAP

10 14 15
Invoice
A
Upload Submission
Download PA
Invoice edoc.ssc
iVendor iVendor @pertamina.com
offline
Vendor
Dapat ditracking di iVendor
27
Tidak tertracking di iVendor
 PERTAMINA

Download Payment Approval

1 Access iVendor - link https://apps.pertamina.com/ivendor

2 Login with User ID (no NPWP) and password

Fill Captcha and click Login

www.pertamina.com
 PERTAMINA

Download Payment Approval

3 Click Menu Payment Approval 4 Choose Payment Approval that will be downloaded by click icon

www.pertamina.com
DETAILED FLOW PROCESS
Non
4HK Payment Approval (PA) SLA Invoice Submission 9HK Verification 5HK Payment

16 17 18
Integration to
Verifiication Payment
VIM
SSC IP OCR VIM

13
Approve PA

User MySSC
Approver
12
11 Create PA melalui
tcode
Review Invoice ZMMVIM_INTSASLIP
&
iVendor ZMMVIM_INTGRSLIP

User PIC MySAP

10 14 15
Invoice
A
Upload Submission
Download PA
Invoice edoc.ssc
iVendor iVendor @pertamina.com
offline
Vendor
Dapat ditracking di iVendor
30
Tidak tertracking di iVendor
 PERTAMINA

Tracking
Access tracking invoice proses in menu Tracking
Every tab will show if there is any pending process that need to be followed up

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 PERTAMINA

Tracking
Click “lihat tracking” to see detail tracking Detail Tracking

Timestamp
01 Timestamp can be monitored by Vendor and User

Hyperlink
02 You can click in every process to direct hyperlink related process

Email Notification
03 Vendor and user get email notification if there is any process to be
followed up

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 PERTAMINA

CONTACT PERTAMINA

pcc@pertamina.com

www.pertamina.com
 Terima Kasih
- Pertamina Shared Services -

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