Project ICE –Vendor Invoice Management (VIM)

23rd March 2021

INTERNAL
Proposed ONGC Invoice Processing with SAP VIM:
Invoice receipt / Archiving & OCR Central Validation VIM Exception SAP Postings
Scanning handling & Approvals
OpenText Invoice
ONGC
Supplier Self Recognition VIM Exceptions Handling
Portal
Service & Collaboration
• Tax Team
Invoice Status • Indenter
• Stores VIM
• Buyer …
External Vendor
Portal

Supplier
Document
OCR
PO Vendor
NPO
- Invoice Document Liability
Invoice - PO validation with MIRO /
- NPO Scanned Invoice. VIM Central Account
Email
- Credit Memo
CN
Payable Team FB60 / F-47
FAX
Bar coding – Down Payments
IMS Number
- DWN Correcting Data as
Location1 required
Paper
Location 2

Location 3 ONGC
Locatio VIM
ns
Location 4
Document
Location 5
Scan
VIM Approval
e.g.
Enterprise & Collaboration
Scan

End to End Invoice Processing from Receipt to Payment - Process Flow

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 ap_invoices@ongc.co.in

3. Physical submission at IMS DESK

1. ONGC vims portal - https://vims.ongc.co.in/
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 portal
independently.
• There are 2 options for document upload. First load Invoice (PDF
digitally signed with class III signature) and then Supporting
Documents.
• Select Location and sub location correctly from the options where
your invoices are addresses to.
• You can upload only one Invoice PDF & add up to 4 supporting
documents 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.
 Thank you.
ICE Team

“If the rate of change on the outside exceeds the rate of change
on the inside, the end is near.”
― Jack Welch
Together with SAP-VIM team