Accounts Payables SOP Mar'22

Network for Electronic Transfers (Singapore) Pte Ltd
ACCOUNTS PAYABLES PROCEDURES

Department Finance Effective from March’22
Procedure ref. 8 Responsibility Ang Cheng Leong
Procedure Document Control Approved by Desmond Goh
A1 Document Control
A1.1 Change Record
No. Version Section Summary of Amendment Date
1 1.0 All Creation of procedure template February ‘99
2 2.0 All Update of payment processes and authority matrix December ‘08
limits
3 3.0 All Update of payment processes and authority matrix October ‘12
limits and inclusion of vendor master data
maintenance and general staff claim
4 4.0 3.1 Update maintenance of vendor master data July ‘13
5 5.0 3.2.4 Update the types of payments and prohibition of September ‘13
split payments
3.8
6 6.0 All Update the entire policy with new processes May’18
7 6.1 3.0 Update with invoice and payment processing for August’19
BCS and NETS Solutions
4.0
8 7.0 3.4 Update invoice processing (invoice without PO) and March’22
payment processing (Upload).
Removal of Payment (NETS Malaysia and
NETSPay)
Updated procedure on new IDEAL Platform format
4.1 upload and Posting to SAP.
4.4 Updated Payment (BCS and NETS Solutions)
5.6 Updated UPOS Manual Settlement via GIRO
5.8 Updated VCC Refund payment
6.0 Updated vendor master data maintenance
8.1 Updated Staff Claims
8.5 Updated frequency of list review for unprocessed
All invoices
Replace VP AP/GL (title) with APH and GLH (role)
Procedure Document Control Approved by Desmond Goh
A1.2 Approval
Name/Department Signature
Prepared By Chuah Bee Tee
AM, AP
Reviewed By RE Accounts payable
Ang Cheng Leong
procedures.msg
VP, Finance Ops
Approved By Desmond Goh
Group Chief Financial Officer
Table of Contents
A1 Document Control 1
A1.1 Change Record 1
A1.2 Approval 2
1. Introduction 3
1.1 Objective 3
1.2 Organisation of the Manual 4
1.3 Distribution of the Manual 5
1.4 Revision of the Manual 6
2. Abbreviation Table 7
3. Invoice Processing 8
3.1 Invoice Processing – Invoice with PO 11
3.2 Invoice Processing – PO Tolerance 19
3.3 Invoice Processing – 2 Way Matching 22
3.4 Invoice Processing – Invoice without PO 24
3.5 Subsequent Credit and Credit Memo 27
3.6 Advance, Deposit and Prepayment 29
3.7 Prepayment 33
4. Payment Processing 39
4.1 NETS Payment 39
 File Transaction Summary Report 46
Create a New IDEAL File Transaction Summary Report 46
4.2 Payment (eNETS Hong Kong) 59
4.3 Payment (eNETS Macau) 60
4.4 Payment (BCS and NETS Solutions) 62
4.5 Payment Clearing 63
5. Refunds 65
5.1 NETS FlashPay (NFP), Cashcard and Carpark Discrepancy (Daily)65
5.2 Automatic Top-Up (ATU) Refunds (Daily) 67
5.3 Merchant Terminal Deposit via GIRO 72
5.4 Merchant Terminal Deposit via Cheque Express 83
5.5 Merchant Cashback via GIRO 89
5.6 UPOS Manual Settlement via GIRO 93
5.7 UPOS Manual Settlement via Cheque 97
5.8 Virtual Cash Card (VCC) Refund Payment 98
6. Vendor Master Data Maintenance 102

6.1 Creation of New Vendor 102
6.2 Amendment of Vendor Data 112
6.3 Review of vendor master records 115
7. Withholding Tax 117
8. Other Tasks 119

8.1 Staff Claims 119
8.2 Supplier Reconciliation 121
8.3 Expired Cheque Monitoring 122
8.4 Blackline Submission 123
8.5 Unprocessed Invoices in VIM 131
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Procedure Introduction Approved by Desmond Goh
1. Introduction
1.1 Objective
The objectives of this Policies & Procedures Manual (“Manual”) are to:
 Document the policies and procedures for the Accounts Payable Process of the Network for
Electronic Transfers (Singapore) Pte Ltd (“NETS”);
 Serve as a means of defining and clarifying the roles and responsibilities associated with all
personnel responsible for origination and processing the relevant documents and records;
and
 Serve as a point of reference for all departmental staff to ensure that the relevant policies
and procedures are consistently applied.
The policies and procedures set out in the Manual should be carefully studied and implemented by all
personnel responsible for the preparation, processing or handling of the relevant documents and
records.
Policies and procedures contained in the Manual must be regarded as mandatory; the Chief Financial
Officer must approve any exceptions in writing. If necessary, the Manual may be updated by following
the procedures detailed in Section 1.4 of the document.
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1.2 Organisation of the Manual

This manual is divided into sections and further subdivided into sub-sections. Under each section, the
relevant sub-sections are systematically grouped according to the topics accordingly.
Each section of the manual follows a standard format, which covers the various roles and
responsibilities of each Department, Procedure Reference Numbers, Procedure, Effective Date of the
Procedures, Responsibilities and respective Approvals.
The manual has been organised in sections to consistently capture the same list of policies and
procedures reflected in NETS only.
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1.3 Distribution of the Manual

The Vice President, Finance Operations is the controller of this manual.
The contents of this manual are confidential and are intended for internal use by NETS.
This manual should always be kept in a safe place and must not be copied by outside or third parties
without the written permission of the Vice President, Finance Operations or his designate.
Distribution of this manual, in whole or in part, will be made to designated positions as approved by the
controller of the manual.
All enquires and requests for revisions relating to matters included in this manual should be
addressed to and approved by the Chief Financial Officer or his designate.
5
1.4 Revision of the Manual

Maintenance of the Policies and Procedures Manual is the responsibility of the Vice President, Finance
Operations. Requests for revision of this manual can originate from any staff reporting to the Vice
President, Finance Operations. Proposed policies and procedures changes should be recommended
to the Vice President, Finance Operations prior to the submission to the Chief Financial Officer for
approval. Once recommended changes have been approved, the Vice President, Finance Operations
shall ensure that the changes are incorporated into the manual and communicated accordingly in a
timely manner.
Once the proposed changes are approved, the Vice President, Finance Operations shall ensure that
suitable revisions are made to the relevant pages of the manual before the Chief Financial Officer
approves the revisions. The revised manual would be distributed to all custodians, along with a
summary of the changes and the effective date for implementation of the revisions. If required, the Vice
President, Finance Operations or his designate shall explain the revisions in the manual to the
custodians and the effect of the revisions on the working methods and relationships of the concerned
staff.
The controller of the manual shall ensure the maintenance of a common Document Change Record for
all the manuals that shall provide a complete audit trail of revisions made to the manual.
It will be the responsibility of each custodian of the manual to ensure that he / she has properly received
and be updated with the changes in the revised manual.
The policies and procedures manual shall be reviewed and updated annually or as required, to account
for major changes in the risk management objectives, changes in business and business environment
and regulatory changes. Revision of this manual is the principal way of implementing and
communicating changes in the various policies and procedures that may arise in response to the
changing needs, risk profiles and requirements of NETS. Such revisions provide flexibility to the function
and ensure that the manual remains relevant at all times.
All review should also be properly updated into the common Document Change Record even if there
are no changes made to the manual after the review.
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2. Abbreviation Table
Abbreviation Description
APE Accounts Payable Executive
APSA Accounts Payable Senior Assistant
APO Accounts Payable Officer
APAM Accounts Payable Assistant Manager
BCSFT BCS/NETS Solutions Finance Team
GLE General Ledger Executive
GLM General Ledger Manager
GLH Head of General Ledger Team
APH Head of Accounts Payable Team
VP Vice President, Finance Operations
CEO Chief Executive Officer
CFO Chief Financial Officer
MD Managing Director, Consumer Business
Systems Description
Blackline Balance sheet account scheduling and reconciliation purposes
Enterprise Scan Scanning and organising invoice and supporting documents for SAP
ICC (Invoice Capture Centre) – Automatic capturing of key invoice details
TRAMS Designated platform to handle Automatic Top-Up transactions
VIM (Vendor Invoice Management) – module in SAP
Terminology Description
MDCR Master Data Change Request
UPOS Unified Point-of-Sale terminal
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Procedure Accounts Payables Procedures Approved by Desmond Goh
3. Invoice Processing
Key reference:
List of Posting Key Coding in SAP: List of Document Type Coding in SAP:
Posting Key Coding Doc Type Coding
Tax Input:
 P3 – 7% GST;
 P0 – overseas;
 PN – non-taxable
Tax Code.pdf
Vendor Invoice Status:

Yellow triangle – Invoice parked by APE/ APSA
Red – Invoice has been approved by APAM
Green – Payment made/ Cash disbursed by APO
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 At every posting by APE/APSA, the accounting entry will be parked as an “Open Item” until
it is approved and posted by APAM.
Note: If amount exceeds $500,000.00 but below $1,500,000, additional approval from GLH
will be required.
Note: If amount exceeds $1,500,000.00, additional approval from VP – Finance Operations
will be required.
 APAM can reject the invoice as long as the invoice is not posted.
 If an invoice is posted, the APAM has to obtain approval from the APH before APAM can
reverse the invoice. In this case, the invoice will be cancelled.
 Once posted, APE/APSA/APO may perform the following changes in the Invoice or Credit
Memo:
o Text
o Assignment
However, they cannot perform the following changes:
o Amount
o Posting Key
 On a regular month, AP is typically closed on 28th day of each month. If 28th of the month
falls on a weekend or a shorter month (e.g. February) or for stocktaking, AP closure will be
brought forward. This will be proposed by GLH and approved by the CFO. Thereafter, the
early closure will be communicated via email to the Head of Procurement who will
announce to the whole company.
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 All invoices received in generic shared inbox (apinvoice@nets.com.sg,

BCS_APInvoice@nets.com.sg and BCSIS_APInvoice@nets.com.sg) will be saved to VIM
and the email archived. This is to ensure we have only one source to track all the
unprocessed invoices we received to date.
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3.1 Invoice Processing – Invoice with PO
Policy
 Payment made only when due – ranging from immediate to 14 days to 30 days (in accordance to
the agreed upon payment terms)
Procedures Responsibility
1. Receive an invoice from vendor – e-invoice via e-mail and/or as hardcopies via APE/APSA
mail
Note: Letter opening is conducted every Monday, Wednesday and Friday.
2. Extract e-invoices from generic shared inbox which can be assessed by all 3 APE/APSA
AP staff (APE/APSA/APAM) involved in this process.
3. Check the invoices for the following: APE/APSA
 Billing Party
 GST Registration
 PO number
(Refer to https://www.iras.gov.sg/irashome/GST/GST-registered-
businesses/Working-out-your-taxes/Can-I-claim-GST/Conditions-for-
Claiming-Input-Tax/ for guidelines on tax invoices for GST registered
businesses)
4. Input PO number to extract the requisite PO/DO/GRN (“supporting APE/APSA
documents”) raised by Requestor, from Fiori.
5. Retrieve scanned copies of supporting documents by clicking the paperclip APE/APSA

icon.
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6. Verify the following supporting documents: APE/APSA

 DO/ Timesheet/ other GRN supporting document is signed by the
receiving party; and
 GRN is performed and approved in Fiori
7. Perform a manual 3-way match, comparing the quantity and amount stated on APE/APSA
the invoice-PO-DO.
8. Scan the hardcopy invoice / Insert the e-invoice into Enterprise Scan. APE/APSA
9. Insert the supporting documents retrieved from Fiori in steps #5. APE/APSA
10. Organise documents with “separators”, separating the invoice from the APE/APSA
supporting documents.
11. Click “Archive” and the documents are automatically synced to ICC. APE/APSA
12. ICC automatically detect and capture key details (e.g. PO number, Invoice -
number, Payment Due Date) and auto-fills it in the respective fields.
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13. Manually key/amend the data should it fail to be captured or captured APE/APSA
incorrectly by ICC.
14. Click “Submit” and the information is automatically synced to SAP. APE/APSA
15. Launch the VIM Workplace module in SAP. APE/APSA
16. Select respective invoice for processing from “My Inbox”. On the VIM APE/APSA
Workplace interface, all processed invoices will appear in a listing under “My
Inbox”. All 3 AP staff can view this Inbox but process owners can only assess
his/her own respective invoices.
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17. Check that the GRN balance in VIM is $0.00, in order to proceed with APE/APSA
processing. Otherwise, the system will preclude the invoice processing.
If the balance is not $0.00, it could be due to the following circumstances:
 Invoice is higher than PO. Please refer to Section 3.2 Invoice
Processing – PO tolerance;
 User GRN incorrectly e.g. with GST. In this instance, user has to
cancel the GRN.
18. Check that other information (Posting Key, Tax Code) which are auto-filled by APE/APSA
system are correct.
19. Click “Save > Simulate Business Rules”. APE/APSA
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20. VIM detect erroneous/ missing information or duplicate entries, and block the APE/APSA
invoice from being processed.
All items flagged in red (except Approval required (PO) as this is referring to APAM’s
approval to post) must be resolved before SAP will allow the entries to be parked.
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Error Description Remedy

Code
101 Invalid PO Number (PO)  To retrieve the correct PO
 PO number in invoice does not tally with number via Flori and amend
the PO. in VIM.
 If PO number in invoice is
incorrect, reach out to
vendor to revise the invoice.
102 Invalid Vendor (PO)  No action needed.
 Status will never be shown red as PO can
only be raised for valid vendors in SAP.
104 Invalid Currency (PO)  No action needed.
 Status will never be shown red as PO can
only be raised for valid currency in SAP.
153 Vendor Mismatch (PO)  To amend the vendor details
 Vendor code stated in VIM is different with in VIM to the corresponding
the Vendor raised in PO. (E.g.: PO is raised PO number.
for Asiapac but Avensys’s vendor code was
entered instead.)
155 Currency Mismatch (PO)  Amend the currency as per
 Currency stated in VIM is different with the shown in the PO under
PO raised. (E.g. : Currency should be in Flori.
USD but entered in SGD)  If currency in invoice is
incorrect, reach out to
vendor to revise the invoice.
133 Vendor Invoice Reference Missing  To enter invoice reference
 Reference number not entered in VIM number.
125 Missing Invoice Date (PO)  To enter invoice date as per
 Invoice date is not stated in VIM shown in the invoice.
161 Company Code Mismatch (PO)  To input the correct
 Company code was entered incorrectly in company code in VIM.
VIM. (E.g.: PO was meant for Enets but  If vendor billed to the
company code entered in VIM was Nets) wrong company, reach out
to vendor to revise the
invoice.
105 Suspected Duplicate (PO)  If this arises due to invoice
 Occurs when two or more similar invoices / number exceeding
reference number have been input into VIM allowable limit in SAP,
resulting in 2 or more
different invoices with
similar reference number –
click on ‘declare as non-
duplicate’
 For genuine case of 2 or
more similar invoices –
Click on ‘Set to obsolete’ to
delete one of the invoice.
116 Invoice Older than Allowed (PO)  Under ‘Simulate Rules’,
 Error occurred when invoice is dated more there would be a bypass
than 6 months after PO is raised. option beside the error.
Click on the bypass option
to rectify the error.
113 Manual Check Needed / Missing data for Indexing  To fill up the necessary
 Required information for the invoice is not information in the required
completely filled up fields.
 Delete delivery note under
‘Line Item’ tab (whenever
there is adjustment in
“Line” item tab).
163 GR Not Done – Simple Check  Inform user to perform
 Invoice have not been GRN by user but was GRN and refresh the VIM
entered in VIM doc.
902 Verify Existing Down Payment  No action needed.

 Status will never be shown red as deposit
will manually processed and no PO is
raised. AP will verify to agreement for
deposit payment.
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121 Incomplete Credit Memo (PO)  To enter the required

 Not all compulsory fields are filled up for information needed in all
the credit memo. (E.g.: CM reference compulsory fields.
number, CM reference date)
126 Invalid Tax Info (PO)  No action needed.
 Status will never be shown red as PO is
created without tax (GST).
170 Validate Bank Details (PO)  Re-key the vendor code
 Bank details is not reflected under VIM under ‘Basic data’ and click
document. ‘enter’
406 Tolerance Exceeded (PO)  To check if the difference is
 Invoice amount is higher than PO raised within the $10 / 1%
threshold. If it falls within,
amend the amount under
‘Line Item’ to be the same
as per invoice.
 If the difference exceeds
threshold, reach out to
business owners to raise
another PO of higher
quantum.
900 Invalid Manager ID (PO)  Amend the e-mail address

 Occurs when the e-mail address of the and click ‘F4’ once and
approval is entered incorrectly. click ‘Enter’ until the screen
is back to VIM document
page.
138 Missing Mandatory Information (PO)  Fill in the necessary
 Document text under ‘accounting’ tab is not description of the invoice in
filled. the text column.
150 Approval Required (PO)  No action needed.
 Status will always be shown red as it
requires APAM to post the invoice.
21. Click “Save > Apply Rules” which park the entries and transmit the documents APE/APSA
to APAM’s Inbox for approval – once sent, the line item is automatically
removed from APE/APSA’s Inbox.
22. Verify that all the information input by APE/APSA are accurate and in
accordance to Procurement policy. APAM
 Select respective invoice for posting from “VIM Workplace” Under T-
Code :
 Click to Display Image to view invoice to perform verification.

Review all input by APE/APSA is accurate and in accordance to
Procurement policy. If there is no error, click “Approve” to post the
invoice. Otherwise, click “Reject” to return to APE/APSA for
amendment. The comments field is mandatory when the invoice is
rejected.
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23. Rejected invoices with errors will be routed it back to APE/APSA’s Inbox with APE/APSA
comments for follow-up action. When the errors are resolved, re-submit for
verification.
24. Approve and post the invoice by clicking “Approve” if all is in order. APAM
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Key Reports / Reference Document

1. Invoice from Vendor
2. Supporting documents (e.g. DO/GRN) from Fiori (attached by end-users)
3.2 Invoice Processing – PO Tolerance
1. Repeat steps #01 to #17 of Section 3.1 Invoice Processing – Invoice with APE/APSA
PO.
Note: PO tolerance limit is the lower of 1% of the PO amount or $10).
If the difference between the PO and invoice exceeds the PO tolerance limit,
user has to re-raise the PO.
2. Gross amount should be reflected to be the same as invoice amount and not APE/APSA
the amount under purchase order.
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3. Under ‘Line Item’ Tab, Amount and Net price should follow the invoice APE/APSA
instead of the amount under purchase order.
PO.
20
Note: Under step #20, there will be an error indicating “Tolerance

exceeded” together with a bypass option.
5. Proceed with the Bypass Tolerance exceeded function APE/APSA
6. Repeat steps #21 to #24 of Section 3.1 Invoice Processing – Invoice with APE/APSA/
PO. APAM
Note: Under step #24, if difference exceeds PO tolerance limit of 1% or $10
(whichever is lower), posting of invoice will not be allowed and posting error
would be shown.
21

1.Invoice from Vendor
3.3 Invoice Processing – 2 Way Matching
Policy
Two-way match is meant for monthly recurring service of a fixed amount. Currently, the following types
of expenses for two-way matching are:
#710600000 - Office Rental

#710201000 - DRC Exp Site Rental
#710700000 - Office equipment / Furniture Rental
#710101100 - Kiosk Expense – Rental
#710700200 - Security Guard Service
#710700302 - Office Maintenance
Under two-way match, data is only accessable to be viewed under Purchase Requistions. No data will
be reflected in Purchase Orders as users are not required to perform GRN.
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FIORI - Two-way match and PO tolerance processing.msg
PO.
Note: Step #7 will not be applicable for 3-way matching.
2. Under ‘Line Item’ tab, Input the correct quantity and amount to match the APE/APSA
required invoice.
Before Matching
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After matching
3. Repeat steps #21 to #24 of Section 3.1 Invoice Processing – Invoice with APE/APSA/
PO. APAM

1.Invoice from Vendor
3.4 Invoice Processing – Invoice without PO
Policy
Arise where payment is made based on invoices received from vendors without any requisite PR/PO being
raised – e.g. utilities bills, SingTel bills, commission, card services and bank interchange fee.
Since there is no PR/PO and thus, no GRN created in FIORI, the Enterprise Scan and ICC systems are
bypassed. APE / APSA manually keys the details into SAP directly.
Such invoices shall first be approved by the respective authorised personnel before AP team can commence
processing. The latest purchasing limits of authority and respective authorised staff can be found in NETS
Space – Finance. For BCS and NS FM Listing, do look for the respective Admin departments for the latest
FM Listing.
NETS Approval Functional Managers 2022.03.07 - BCS-Attachment

Matrix_29032021.pdf Listing_3 Mar 2022.pdf
NS-Attachment A-Spending
A-Spending
Approving
Approving
Authority
Authority(FioriA2022-001)
(Fiori) dd 07.03.2022.pdf
(0
24
Blanket approval for invoices without PO may be sought by the functional managers from various
departments either by email or physical document. The blanket approval must include the pre-approved
amount and period of approval. A new approval is required if there is a change in Functional Manager or the
approval period has lapsed.
David - RE Starhub Hana Project (Jun'20-Dec'20).msg
For basic non-PO processing, FV60 is utilised (note: contrast to Advance Payment which is also non-PO
invoice processing whereby F-63 is used)
1. Verify and approve the Non-PO Invoice by signing on the hardcopy document or Authorised
via e-mail correspondence. Approver
2. Launch T:Code: FV60 – Park Incoming Invoices module in SAP directly. APE/APSA
3. Check that hardcopy invoices are approved by the designated authority as per the APE/APSA
Purchasing Limits of Authority policy and proceed to scan and upload it into SAP.
4. Check that softcopy e-invoices are approved via e-mail by designated authority as APE/APSA
per the Purchasing Limits of Authority and proceed to upload it into SAP.
5. Manually key invoice details into the respective fields as per the following APE/APSA
screenshots below:
 Vendor
 Invoice date
 Reference
 Text
 GL/ account
 Amount in doc. curr
 Tax jurisdiction code
 Assignment
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6. Attach the relevant supporting documents in the Document No. starting with 33 APE/APSA
series as reference (e.g. invoice from vendor and email approval from authorised
approver).
7. Verify that all the information input by APE/APSA are accurate and according to APAM
policy.
 Select respective invoice for posting from “Business Workplace”

 Under Inbox, double-click the item to be posted.
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Click and Display Image to view invoice to perform verification.
Review all inputs by APE/APSA are accurate and in accordance to the policy. If there is
no error, click “Release” to post the invoice. Otherwise, click “Reject” to return the invoice
to APE/APSA to make amendments.

1. Invoice from Vendor
3.5 Subsequent Credit and Credit Memo

Policy
Subsequent Credit
When there are rounding differences between the PO and Invoice, APE / APSA will have to offset this
difference before payment can be made.
Credit Memo
This arises when AP staffs have already begun processing the invoice/ payment and vendor issues a Credit
Memo to adjust the invoice amount via e-mail or hardcopy mail.
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APAM analyses the purpose of the Credit Note before approving and posting it.
1. Repeat steps #1 to #20 of Section 3.1 Invoice Processing – Invoice with PO. APE/ APSA
2. Select “Subsequent Credit”/ “Credit Memo” under the Basic Data > Invoice Data drop- APE/ APSA
down box.
3.
4. Manually key the amount to be reduced/ offset under “Line Items > PO Reference”. APE/ APSA
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5. Repeat steps #21 to #24 of Section 3.1 Invoice Processing – Invoice with PO.
Key reports/ Reference Document

1. Invoice/ Credit Memo from Vendor
2. Supporting documents (eg. DO/ GRN) from Fiori (attached by end users)
3.6 Advance, Deposit and Prepayment
Policy
An advance is part of a contractually due sum that is paid in advance for goods and services, while the
balance will only follow the delivery. It could also be full payment made prior to receiving the goods and
services.
A deposit is a form of security paid to the vendor stipulated in an agreement. It will either be refunded or
credited in the last invoice when the agreement lapses (e.g. rental deposit, hotel deposit for D&D, etc).
A prepayment represents full payment before receiving the goods or services which the payment relate.
The goods or services to which prepayment relate may be received continually over a period of time in
the future (e.g. hardware maintenance, software support, etc).
Generally, goods and services provided to NETS are paid for after receipt. However, advance, deposit
or prepayments are permissible under specific circumstances below:
• High-cost equipment manufactured to meet functional specifications

• Customized goods/services that cannot be re-sold to others once work has started
• Facility/hotel deposits
• Office/Kiosks/Vans rental deposits
• Utility deposit
• Caterers for food and beverage service for large official functions
• Maintenance service contracts
• Membership dues
• Postage
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• Subscription fees
• Seminar fees
• Overseas trips
• J&J events such as movie night, durian fest, etc
• Performing artists, when contracts requires payment before performance begins
For any exception that does not fall in the list above, approval from highest approving authority of the
purchase is required.
In order for AP to process the advance, deposit or prepayment, the following documentations are
required:
Types Documentation
Advance Purchase order and signed quotation/proforma invoice
Deposit Signed agreement, which deposit is stipulated under the terms
Prepayment Purchase order and supplier invoice on full amount of prepayment
Prepayments (excluding postal franking credit) of less than S$10,000 based on total PO value will be
expensed directly and not apportioned over the time period for which the expense relates. Business
user will need the respective approval required for the quotation amount before Accounts Payable
carries out with the procedures stated below.
On the procedures to book advance and deposit, please refer to the section below. For the procedures
to record prepayment, please refer to Section 3.6.1
For Advance Payment, F-63 is utilised (note: contrast to basic Non-PO invoice processing whereby
FV60 is used). Under F-63, user is able to perform the following:
1. Receive invoices or pro-forma invoice from vendor either in hardcopy or in APE/ APSA
softcopy via e-mail or signed agreement from BU.
Refer to the attached files for samples:
Advance Payment Advance Payment

Contract Invoice
2. Obtain e-mail approval from APAM before proceeding with invoice processing. APE/ APSA
Note: Copy the FM1 and APH in the e-mail cc list.
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3. Launch T-Code: F-63 – Park Vendor Invoice module in SAP. APE/ APSA
4. Manually key the following information as per the screenshots below: APE/ APSA
 Vendor Code
 Company Code
 G/L Account
 Amount
 Posting Key: 31, 29
 SGL Ind (Indicator): T – Advance Payment, D – Deposit
 Type: KR
31
32
Double entry for screenshot above:

DR Vendor (Advance Payment)
CR Vendor
5. Repeat steps #21 to #24 of Section 3.1 Invoice Processing – Invoice with PO.
Note: The steps are performed when Invoice is received and GRN is performed to offset the Advance
Payment.
Reversal of Advance Payment
6. Repeat steps #3 to #4 of Section 3.6 Advance, Deposit and Prepayment.
Note: The only difference is that Posting Keys: 22 and 39T are used in F-63 instead.
3.7 Prepayment
1. Receive invoices from vendor either in hardcopy or in softcopy via e-mail. APE/ APSA
2. Save the invoices in the T-Drive for the appropriate FY. The following file path APE/ APSA
shows the folder to save FY’17 prepayment invoices:
T:\CS\Fin O&C\02 AR_AP_Collection\AP\N001
NETS\Y2017\Prepayments\201704
3. On the 28th of every month or earlier (e.g. AP cut-off brought forward in
GLE
February), retrieve the prepayment invoice from the abovementioned file path
in the AP folder in T-Drive.
4. Launch T-Code: ME23N – Display Purchase Order module in SAP.
GLE
5. Input the PO number indicated on the invoice.

GLE
33
6. Click the “Account Assignment” tab to view the PO details.

GLE
7. Launch T-Code: FV50 – Park GL Account Items module in SAP to reclassify

the entry from Expense to Prepayment GL account. GLE
8. Input the following information with reference to the PO:

GLE
 GL account – based on ME23N
 Amount – pro-rated
 Assignment – PO reference no.
 Text – description
 Cost Center – based on ME23N
 Order – based on ME23N
 Commitment item – based on ME23N
34
9. Click “Simulate” on completion of the data fields.

GLE
10. SAP route the entry to GLM for approval and posting. On approval, the entry -
is re-classified from Expense to Prepayment.
11. Review and post the SAP entries. GLM
12. Launch T-Code: FBD1 – Recurring Payment module in SAP.
GLE
Note: This is done concurrently as the FV50 entries are routed to the Approver.
13. Input the following data: GLE

 First run date
 Last run date
 Interval in months
 Run date
35
 Doc Type
 Reference – PO number
 PstKy: 40 – Debit, 50 – Credit
 Account – refer to FV50
 Cost Center – based on ME23N
 Assignment – PO number
 Text – Description
Debit Entry
36
 Click “More” to input the “Commitment Item” field which can be

obtained from PO viewed in ME23N module.
Credit Entry
14. Click “Save” on completion of the data fields. There is no further approval at
this point. The amount and GL account cannot be amended, except for the run GLE
date.
37
Note: Should there be any errors, the FBD1 recurring entry must be deleted
and the FV50 reclassification entry must be amended before the recurring entry
can be re-prepared.
15. After creating/ deleting any recurring document, update the recurring tracking
GLE
list. The FY’17 sample is attached below:
2017 Recurring
Journal Tracking
16. SAP automatically runs the recurring entry and prepayment amortisation at the -
start of every month, over the contract period.
The journal entries are as follows:

DR Expense
CR Prepayment
17. At the end of each month, check SAP in prepayment GL to ensure that all GLE
recurring documents are posted.
18. All new prepayment items added relating to maintenance/license will be GLE
consolidated and send to the head (FM1 and FM2) of each team for their review
and reference on a monthly basis. This is to keep them aware of the
maintenance/license package that their team is purchasing.
19. In September every year, prepayment items which satisfy the below criteria will GLE
be subjected to a usability/validity review:
 Prepayment items with more than 12 months of amortization period
 Cross-year prepayment items with less than 12 months of amortization
period but costing more than $100,000 at cost.
1. Time Series Prepayment Invoices from Vendor
2. Recurring Journal Tracking in Excel
38
4. Payment Processing
4.1 NETS Payment
Policy
Payments to vendors are processed once monthly during the 3rd week of each month while non-vendor
payments such as cashcard refund, fund transfer, etc are processed twice a week. The weekly payment
cycle is as follows:
APO initiate payment: Monday (1st run) and Wednesday (2nd run)
APAM verify payment: Monday/Tuesday (1st run) and Wednesday/Thursday (2nd run)
1st approver: Tuesday (1st run) and Thursday (2nd run)
2nd approver: Wednesday (1st run) and Friday (2nd run)
At the beginning of the month, APE will send an email to inform all Fiori requesters of the cut-off date for
monthly vendor payment run and remind them to perform GRN timely to avoid late payment to their
vendors.
Amount quoted on a single invoice cannot be split to allow for lower authorisation.
Payment run for vendor payment is made on monthly basis (via DBS Account 12), on the 3rd week of
each month, in 2 batches: first A to O, followed by P to Z.
Payment run for other forms of payment are made on an ad-hoc basis, depending on urgency – e.g.
refunds are subject to Service Level Agreement (SLA) deadlines.
There are several modes of payment which APO will specify in the outgoing payment:
a) O – GIRO (default payment mode for single Vendor amount $100,000.00 and less)
b) P – Cheque Express (default cheque payment method for Vendor payments)
c) N – Auto cheque (system printed, prepared by NETS)
d) M – Manual cheque / cash cheque
e) R - GIRO (Batch Payment for single Vendors amount more than $100,00.00)
39
Once the invoice is posted, the journal entries for the outgoing payment are as follows:
DR Vendor
CR Outgoing Bank
GIRO – Document No. 37
Step 1: Prepare Payment Proposal APO
1. Launch T-Code: F110 – Parameters for Automatic Payment module in SAP
to prepare the Payment Proposal.
2. Under “Parameter”, key the following parameters for the payment run: APO
 Run Date
 Identification – self-assigned
 Payment method – “O” for GIRO
 Date Range
 Vendor Range
Note: Allocate the Identification number for tracking purposes, based on the Excel
spreadsheet (maintained by APO) to manually trace the next batch number to allocate.
3. Under “Additional Log”, tick as per the following and input the vendor code APO
range accordingly:
40
4. Under “Printout/data medium”, select “ZNETS_G” as the Variant. APO
5. Click “Save” after setting the parameters. APO

6. Generate the Payment Proposal by clicking “Proposal -> Tick Start Immediately” APO
and run.
41
7. Launch T-Code: YFII016A – IDEAL Generation from Payment Run module in APO
SAP to retrieve the GIRO Proposal List.
8. Key the following fields: APO

 Identification
 Run date
 Value date
42
9. Save the GIRO Proposal List in the following file path: APO
C:\Users\skl\Desktop\cashcard -01 Apr 2017 (varies depending on date)
Step 2: Upload to DBS File

10. Copy the GIRO proposal file to “D” drive Encrypted folder.
11. Launch IDEAL Connect 1.1.1 software in “D” drive IDEAL Connect Standard APO
Protection folder to encrypt the file (step 10 above).
43
12. Click “Encrypt and Decrypt File > Add > Select IDEAL Summary File > Encrypt”. APO
44
13. Save the encrypted file in the following file path: APO
D:\IDEALConnect Standard Production\User Source Directory\Encrypted
14. Log into DBS IDEAL account to proceed with the file upload. APO
15. Click “File Services > Upload File” and keys in the following information: APO
 Click browse for file
 File Name: “Browse” and upload the encrypted file in “ENC” format
(Filename ending with .dat)
 Payment type and file format: Bulk Payment-Inter Bank GIRO
 Approval Option: By Transaction
 Click Confirm upload
Once successfully uploaded, the status changes to “Pending Approval
45
Go to Statements & Reports. Click Transaction Summary Report under File Upload
Reports
Generate
File Transaction Summary Report
File transaction summary table for certain payment date period specified. Each transaction will
listed as one line in the summary table. Information includes payment date, reference, account
number, amount, payee name, and transaction status.
Chose File Transaction Summary Report and click Generate
Chose Personalised Report and key in the Batch ID below the option and click Generate
Create a New IDEAL File Transaction Summary

Report
Customise and schedule your IDEAL File Transaction Summary Report
Batch ID
(optional)
61015
35 characters left
16. Print Bulk Payment Report and Payment Proposal List. Stamp the “Payment
Approval” for marker, verifier and approvers to sign off.
Payment Proposal
List
46
16. Courier the Bulk Payment Report and Payment Proposal List to APAM APO
17. Received couriered documents from APO and verify the payment. APAM
18. Sign on the documents as evidence of review and hand the documents to APH.
19. Upon receipt of the documents, review the payments for the following: APH
 Expenses are approved by the appropriate FMs (non-PO items);
 Disbursement bank account;
 Beneficiary name bank details;
 Amount to pay;
20. Once the above is in order, proceed to approve the transaction in DBS IDEAL.
21. Log into DBS IDEAL (https://ideal.dbs.com) using bank token:
22. Click cash to display the list of payments pending approval:
47
23. Verify the batch reference and hash value to confirm there are no changes to
the payment details. Tick the respective checkbox and click “Approve”:
24. Use the bank token to generate the response and click “Approve Payment”
25. A notification of successful submission will be displayed and the status will be
changed to “Partial Approved”.
26. Please refer to Section 4.1 GIRO Step 20 to 26. Approver 2

(depends on
27. A notification of successful submission will be displayed and the status will be amount)
changed to “Approved”.
Step 3: Auto-Posting to SAP DBS Bank

28. Process the IDEAL returned file payment on the next working day of the value
date. A sample of the Result File is as follows:
48
Bank Result File
29. Retrieve the IDEAL Result File by logging into DBS IDEAL. APO
30. Go to “File then select File Management Center . Locate the batch 60301 and
click the file name. The status needs to show as Processed in order to
download the return file.
31. Click on the Filename .Under View File, click on Download under Inter Bank
Giro
49
32. Click on Download and Save the file to the designated Drive. Click Open to
print the hard copies
33. Launch T-Code: YFII002 module – Ideal Results File. APO
50
34. Key in the following information: APO

 Identification: batch/ file name
 Run Date
 Tick “Proceed to Actual Payment Run” for actual posting after checking
and satisfied with trial run results.
35. Upload the Result File into SAP. APO
36. SAP auto-posts successful entries from the Result file – unsuccessful records
are shown at the end of the Result File.
37. SAP generates an IDEAL Batch Number and Date for bank reconciliation
purposes.
Step 4: Sending Remitance Advice via email to Vendors APO

38. Go to SAP and launch “ZAP_PAYMENT_ADVICE”.
51
39. Payment Id- enter Batch no. /Payment Date- Run date and select Process
Type-select All payment in Payment ID
Printer-select Local Bulk Payment
40. Click execute.
41. Click Process E-Advice
42. Remittance advice will be sent to Vendors email in 10 mins time.
Unsuccessful Entries APO

 Reverse the payment entries in SAP.
For unsuccessful entries due to erroneous invoice documents, execute manual
correction on invoice documents and repeats payment process above.
52
For unsuccessful entries due to incorrect vendor information, raise MDCR APAM’s
action – Refer to Section 6.2 Amendment of Vendor Data. Once amended, repeat
payment process above.
Cheque Express (DBS) – Document No. 38
Disbursement of cheque is outsourced; Prepared and sent out by DBS
The procedures for Cheque Express are the same as that of GIRO payments except step #2 whereby
the Payment method – “P” for Cheque Express. Refer to steps #1 to #41 of GIRO Processing above.
Auto Cheque – Document No. 38
In-house preparation and printing of cheque to be issued to Vendor / Customer.
1. Launch T-Code: F-58 – Payment with Printout in SAP. APO
2. Generate the payment run by manually keying the payment details as follows: APO
Assignment field – cheque number

Vendor – e.g. OTV001 (varies)
53
Thereafter, click “Process Open Items” to select the open item to apply the payment.
Under “Document”, click “Simulate”. If everything is in order, click “Save”.
3. Print the hardcopy cheque from SAP and hand it to APAM for verification. APO
4. Verify the cheque for accuracy by checking it against the invoice attached in APAM
SAP.
5. Upon receipt of the documents, review the payments for the following: Approver
(depends on
 Expenses are approved by the appropriate FMs (non-PO items); amount)
 Disbursement bank account;
 Beneficiary name;
 Amount to pay;
6. Once the above is in order, sign on the printed cheque.
7. Please refer to Section 4.1 Auto Cheque Step 5 and 6. Approver 2
(depends on
amount)
8. Mail cheque or hand it to the vendor directly, depending on request made by APO
Vendor / Customer.
Manual Cheque – Document No. 38
Vendors who do not have local bank accounts in Singapore will opt for this mode of payment.
1. Prepare a Payment Voucher stating the payment details. APO
2. Launch F-63 Park Document and enter details as follows: APO
54
Reference – Payment voucher number

Assignment - Cheque
3. Verify the cheque is in order and post the entry in SAP. APAM
Refer to Steps #5 to #7 of Section 4.1 Payment Processing (Auto Cheque) for approval of cheque.
Telegraphic Transfer – Document No. 38
Overseas vendors who do not have local bank accounts in Singapore will opt for this mode of payment.
1. Log into DBS IDEAL. Go to Payments- Telegraphic Transfer APO
55
56
2. Input the relevant details and click Preview Payment.

3. Click Submit Payment after checking the input details APO
4. Print a hardcopy of the Payment Giro summary, sign off as Preparer and APO
route it to the APAM for verification and checking.
Refer to the attached file for a sample:
20180517154555.pdf
5. Check the information on the print report and sign off as Verifier. Route it APAM
to the APH once verified.
6. Please refer to Section 4.1 GIRO Step 20 to 26. APH
57

(depends on
amount)
8. Once fully approved and processed by DBS (depend on Value Date), print APO
the bank statement from DBS IDEAL Banking platform
20180517154612.pdf
9. Repeat steps #12 to #15 of Section 5.6 UPOS Manual Settlement APO
Refund via GIRO for entries in SAP and take in TT charges if any
Note: Posting Keys used are 50 and 25.

1. AP Aging Report
2. Payment Proposal List
3. Bulk Payment Report
4. Payment Voucher
58
4.2 Payment (eNETS Hong Kong)
Policy
Payments made on behalf of eNETS Hong Kong.
1. Route Tax Invoice from vendor to APO. AP Team
Tax Invoice - Regus
2. Prepare Payment Voucher, log on to DBS IDEAL Hong Kong and prepare the APO
Telegraphic Transfer (TT) in DBS IDEAL and print a hardcopy
Payment view Telegraphic Bank Statement

Voucher-Regus.pdf Transfer-Regus.pdf -Regus.pdf
3. Check the information and sign off as Verifier on the Payment Voucher. APAM
For payments which APH is not an approver, APH will be the 2nd verifier.
4. Repeat steps #4 to #8 of Section 4.3 Payment (eNETS Malaysia).

 Tax Invoice
 Payment Voucher
59
4.3 Payment (eNETS Macau)
Policy
Payments made on behalf of eNETS Macau.
1. Route Purchase Requisition and Tax Invoice to APO from Central Plaza. AP Team
Invoice - Tricor Purchase

Services Requisition - Tricor Services
2. Request the GLM via e-mail to scan a copy of the statement printed from
APO
MOP Macau.
3. Prepare a letter to the eNETS Macau office regarding the Telegraphic Transfer. APO
Telegraphic
Transfer Letter
4. Verify the details of the Payment Voucher and Cheque. If all is in order, sign APAM
off as evidence of review.
For payments which APH is not an approver, APH will be the 2nd verifier.
5. Please refer to Section 4.1 Auto Cheque Step 5 and 6. Approvers

(depending on
amount)
60
6. Repeat steps #12 to #15 of Section 5.6 UPOS Manual Settlement Refund via GIRO for
entries in SAP.

7. Print out the Payment Report for verification and posting by APAM. APO
Payment Report
from SAP

1. Invoice
2. Purchase Requisition Form
3. Telegraphic Transfer Letter
4. Payment Report from SAP
61
4.4 Payment (BCS and NETS Solutions)
Policy
Payments to vendors are processed once monthly during the 3rd week of each month except for vendors
highlighted for exceptional handling such as landlords and utility companies. Similar to NETS process
under section 4.1, at the beginning of the month, APE will send an email to inform all Fiori requesters of
the cut-off date for monthly vendor payment run and remind them to perform GRN timely to avoid late
payment to their vendors.
Both BCS and NETS Solutions mode of payment are via cheque, Giro, Telegraphic Transfers and
Demand Draft
1. For the following vendors with back-to-back payment arrangements, receipt APO
confirmations from AR is required. If there is no receipt received from these
vendors, their payments will be excluded from the payment proposal.
 VT0240 Transnational Technology Solutions Lanka (Pvt) Ltd
 VI0113 Insite MY Systems Sdn Bhd
2. Generate the payment proposal file and exclude payments documented under
Step 1. The steps are identical to Steps #1 to #9 of Section 4.1 GIRO –
Document No. 37.
3. Verify the payment proposal file against the supporting documents and sign off APAM
on the payment proposal file. Send the verified payment proposal to the
respective entities’ Finance team to prepare the cheque payments.
4. Prepare the payment according to the verified payment proposal file and route to BCSFT
the authorized signatories. If the signatories request for supporting documents, it
will be printed from SAP.
5. After the cheques are signed, a scanned copy will be retained and the cheques
mailed out to the vendors. The cheque numbers will be indicated in the payment
proposal file and sent together with the cheques scanned copies to AP team take
up the payment entries.
62
6. Repeat steps #1 to 2 Section 4.1 Manual Cheque – Document No. 38 to park APO
entries in SAP. This also applied to GIRO and TT
7. Verify the entries are in order before posting in SAP APAM

 Payment proposal file generated from SAP
 Scanned images of approved cheques, Giro and TT payments
 Tax invoices
4.5 Payment Clearing
Policy
SAP system will automatically clear the invoices against payments processed using T code : F110 (e.g GIRO
bulk payment and cheque express).
However, for manual cheques and telegraphic transfers, clearing need to be performed to close off the paid
invoices in AP sub ledgers.
1. Launch T-Code: YFII040 Clear Vendor in SAP. APO

Input Vendor Account, Company Code, Clearing Date and Currency as follows:
63
2. Select line Items which require clearing and ensure “Not assigned” field is NIL APO
(payment is applied in full to invoices). Click “Save”.
64
5. Refunds
5.1 NETS FlashPay (NFP), Cashcard and Carpark Discrepancy

(Daily)
Policy
The authorisation limits for refunds are as follows (Section 6.5):
NETS Approval
Matrix_29032021.pdf
Refunds can be made via GIRO, cheque or self-collection.

1. Consolidate administrative forms, receipts and other supporting evidence Customer
provided by the customer. A sample of such documents is as follows: Resolution Team
(Meiban)
NFP Refund Sample Cashcard Cashcard Carpark Refund

Discrepancy Sample Discrepancy Sample Sample
2. Courier documents to AP team through APO. Customer

Resolution Team
(Meiban)
3. Receive scan copy refund documents from Customer Resolution Team APE/ APSA
(Meiban)
4. Launch T-Code: FV60 – Park Incoming Invoices module in SAP. APE/ APSA
5. Manually key the following data as per the screenshots below:

APE/ APSA
 Vendor Code: OTV (one-time vendor)
 Company Code
 G/L Account
 Mode of payment: GIRO – “O”, Cheque – “N”
 Bank account details
65
6. Attached scan document in SAP as supporting.

APE/ APSA
7. Verify that the following are accurately keyed: APAM
 Data reflected in SAP tallies with supporting documents
 Bank code
 GST input
 Hash value
8. Click “Release” to post the entries in SAP if all is in order. APAM
66
Note: Once posted, it will be shown as an “Open Item” under T-code:

FBL1N for payment processing (refer to Section 4. Payment Processing).

1. Memorandum / Dispute Resolution Form by Customer Resolutions
2. Supporting document/ evidence provided by Customer
3. CCMS Ticket
4. Supporting document/ evidence provided by Customer
5.2 Automatic Top-Up (ATU) Refunds (Daily)
Policy
On the refund of ATU, the approving matrix is as follows:
 If less than SGD60.00, APSA is authorised to approve the refund
 If more than or equal to SGD60.00, APAM is authorised to approve the refund.
Note: Maximum refund is capped at $500.00 as per the card limit.
For GIRO payment, there is no need to key the Customer’s bank account details. Refunds are
automatically transferred once authorised through TRAMS by APSA.
For cheque payment, the hardcopy documents are referred to APO for disbursement, once authorised
through TRAMS by APSA.
1. Run a report on a daily basis and consolidate administrative forms, receipts Customer
and other supporting evidence provided by the customer in hardcopy. A sample Resolutions
of such documents is as follows: Team (Level 4,
CP)
ATU Refund Sample
2. Receive ATU refund documents from the Customer Resolutions Team (Level APSA
4).
3. Launch TRAMS Management, clicks “Refund’ and search for the respective APSA
card/ customer account based on CAN number indicated in the form.
67
4. Verify that CAN number, Refund amount and Customer Name in TRAMS tallies APSA
with hardcopy forms.
5. Authorise payment (if < $60.00) by checking the box and clicking “Authorise” APSA
for Refund Type : Lost Card and Surrendered Card.
6. Approve payment (if ≥ $60.00) by checking the box and clicking “Approve”. APSA
Note: TRAMS blocks the refund from processing if the amount of refund
exceeds $60.00.
7. Verify and authorise the payment (if ≥ $60.00) by clicking “Authorise”. APAM
8. TRAMS processes the authorised refund and immediately disburses the -
amount to the customer’s GIRO account. Status changes to “Pending
Payment”.
9. Courier the ATU refund documents to APO for disbursement (if mode of APSA
payment is by cheque). Once authorised, status changed to “Pending Cheque
Info”.
68
10. Print the Refund Summary page from TRAMS, attach it to the supporting APSA
documents and hand the stack to APE.
11. Key the data into an Excel template including: APE
 Vendor Code: VZ9998
ATU Template
12. Check for the GL account to charge to under “Refund ID” based on the following APE
codes:
 Lost Card – 710850400 (N0010211)
 Surrendered Card – 210007400
 Deposit – 210007301
 Debts Fees – 210007501
13. Stamp “Paid” with the date and sign off on the hardcopy documents. APE
69
14. Launch F60 – Park Incoming Invoices module in SAP. APE
15. Upload the Excel template containing all the refunds to be processed for the APE
week.
16. Manually key in the following information: (if payment via Cheque) APE
 Vendor Code
 Invoice Date
 Reference
 Amount
 Text
 G/L Account
70
17. Scan the supporting documents and attach it in the SAP entry. APE
18. Park the entries by clicking “Apply Rules” and they are routed to APAM’s Inbox APE
> Workflow 198.
19. Check Inbox and retrieve the parked entries by APE. APAM
20. Verify that the data reflected in SAP tallies with the scanned supporting APAM
documents.
21. Click “Release” if all is in order, to post the entries in SAP. APAM
Note: Once posted, it will be shown as an “Open Item” under T-code: FBL1N
for payment processing (refer to Section 4. Payment Processing).
71

1. Hardcopy forms from Cards Management and Resolutions team
5.3 Merchant Terminal Deposit via GIRO
Policy
This is applicable in cases whereby merchants pre-maturely terminate their contracts and return the
terminals early, thus NETS will refund back the deposit.
.
1. Route the hardcopy Refund Deposit Form (listing) to AP Team and save the Billings Team
softcopy Batch ID (dat. file) in the shared drive with the following file path:
T:\CS\Fin O&C\Z Refund Via Ideal
A sample of the Refund Deposit Form is as follows:
Refund Deposit
Form
2. Using the Run ID stated on the Refund Deposit Form, go to the folder in the APO
abovementioned file path and search for the corresponding Batch ID.
72
3. Copy and paste the Batch ID to the encryption file folder with the following file APO
path: D:\IDEALConnect Standard Production\User Source Directory\Encrypted
4. Launch IDEAL Connect 1.1.1 to encrypt the file. APO
5. Once encrypted, Log in to DBS IDEAL > File Services> Upload File, to upload the APO
encrypted Batch ID file.
73
6. Proceed to upload the encrypted file as per the following screenshots: APO
74
7. Once uploaded, print the Bulk Payment Report generated.
8. Route the Bulk Payment Report to APAM for verification and sign off. APO
9. Check the information and sign off as Verifier. Route it to the APH once verified. APAM

(depends on
amount)
12. DBS uploads the Result file one day after the “value date” (i.e. if the value date is -
on the 15th, the file is available for retrieval at 5pm onwards on 16th)
13. Log in to DBS IDEAL > File Services > Manage Download Files. APO
14. Input the Run ID and download the Result File when the status shows APO
“Processed”, by clicking on “GIRO_PAYMENT_40503.dat.enc” as follows;
DBS
SINGAPORE
- NETWORK Inter
Bulk
GIRO_PAYMENT_40503.dat.enc FOR Bank No 4 131723 Processed
Payment
ELECTRONIC GIRO
TRANSFERS
(S) PTE LTD
15. Select the Download Format as “Interbank GIRO” under the dropdown list. APO
75
16. Save the downloaded file to Desktop. APO
17. Open the dat. file. APO
76
18. Launch T-Code: YFII002 – IDEAL Result File. APO
19. Input the following information: APO

 Identification – Batch ID
 Run Date – today’s date
 Filename – open the file name from the source
77
20. Click “Execute” once all the information has been filled and the file has been APO
selected to generate the batch entries to SAP.
78
21. Check “Proceed to Actual Payment Run” and “GIRO Status Report” to post to APO
SAP.
APO
22. Launch T-Code: F110 – Parameters for Automatic Payment in SAP.
79
23. Click “Printout” to print the remittance advice. APO
24. Click “Start immediately” and click the Tick icon. APO
80
25. Go to System and select “Own Spool Requests”. APO
26. Once done, the Payment Advice are displayed as “Waiting” status. APO
81
27. Select by checking the box and click the Print icon. APO
28. Route the Remittance Advice to Billings Team for further action (i.e. mailing to APO
merchants).
Refer to the attached document for a sample:
Remittance Advice

1. Refund Deposit Form from Billings Team
2. Batch ID file (txt.)
4. DBS GIRO Results File
5. Remittance Advice
82
5.4 Merchant Terminal Deposit via Cheque Express
Policy
This is applicable in cases whereby merchants pre-maturely terminate their contracts and return the
terminals early, thus NETS will refund back the deposit via Cheque Express, instead of the default method
via GIRO.
1. Route hardcopy Refund Form to Finance – AP Team. Billings Team
Refund Form -
Cheque Express
2. Launch T-Code: F110 – Parameters for Automatic Payment in SAP. APO
3. Using the Run ID stated on the Refund Form, key in the corresponding Batch ID APO
number into the “Identification” field.
83
4. Click on “Payment” to generate the file. APO
5. Launch T-Code: YFII032 – Cheque Express File Generation in SAP. APO
84
6. Input the following data in the respective fields as follows: APO

 Identification – Run ID
 Value Date – refer to Refund form from Billings Team
7. Set the source file location to be saved as Desktop, label the file according to
the month created and click “Execute”
Refer to the file attached for a sample of the Payment Report generated from SAP:
Cheque Express
Payment - YFII032 APO
8. Repeat encryption steps #3 to #4 of Section 5.3 Refund of Merchant Terminal
Deposit via GIRO. APO
9. Log in to DBS IDEAL> File Services> Upload File to upload the file. APO
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10. Select the following options: APO

 Type – Cheques
 File format – PRIME
 File name – open the file from source file location
 Test File – No
 Approval Option – By Transaction
11. Print the Cheque and Draft Detail (Batch) ID generated in IDEAL. APO
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12. Route the Cheque and Draft Detail to APAM for verification and sign off. APO
13. Check the information and sign off as Verifier. Route it to the APH once verified. APAM

(depends on
amount)
16. DBS uploads the Result file one day after the “value date. -
17. Repeat download steps #11 to #12 of Section 5.3 Refund of Merchant Terminal Deposit via
GIRO.
18. Select the Download Format as “PRIME”. APO
19. Save the downloaded file to the file path: C:\Users\skl\Downloads. APO
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20. Open the notepad txt. file downloaded from IDEAL. APO
Cheque Result File

from IDEAL
21. Launch T-Code: YFII0014 – Cheque Express Result File in SAP. APO
22. Input the following data: APO

 Identification – Run ID
23. Under Read Cheque Express File, open the file from source file location APO
(Downloads), select the file and click “Execute”.
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24. Generate and print the Cheque Express Results Reading File as follows: APO
Cheque Express
Results Reading File

1. Refund Form – Cheque Express from Billings Team
2. Cheque Express Payment from SAP
3. DBS Cheque and Draft Detail
4. Cheque Result File
5. Cheque Express Result Reading File from SAP
5.5 Merchant Cashback via GIRO
Policy
This process is based on 1 month backdating (i.e. Payments made in May, is based on April listing)
For this process, the Run ID is self-assigned by the APO in SAP, rather than obtained from the Billings
Team.
Payment Advice provided from the bank is not mailed to merchants, instead it is filed for internal records.
1. Route Cashback Commission Listing for the month to AP Team. Billings Team
Refer to the attached file for such a sample:
Cashback
Commission - April 2017
2. Launch T-Code: F110 – Parameters for Automatic Payment in SAP. APO
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3. Input the following data accordingly: APO

 Identification – Batch ID (self-assigned)
Note: The Batch ID is as follows, “2-mm-01” (mm stands for month)
e.g. Batch ID for May will be “20501”
4. Under “Parameter”, input the following: APO
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5. Input the Cust Code obtained from the Cashback Commission Listing from APO
Billings Team as the Value Date, and click the Tick icon to proceed.
6. Launch T-Code: YFII016A – IDEAL Generation from Payment Run in SAP APO
to generate the file.
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7. Input the following data into the respective fields:

APO
 Identification – Batch ID
 Value Date – 2 or 3 days after Run Date (based on estimation)
Once keyed, click “Execute” to generate the file.
8. Print the file generated. APO

Payment Report
from SAP
9. Repeat steps #3 to #28 of Section 5.3 Refund of Merchant Terminal Deposit via GIRO.
Refer to the attached files for samples:
Bulk Payment GIRO Payment Cashback

Report - Cashback Results File - Cashback
Remittance Advice
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1. Monthly Cashback Commission Listing from Billings Team
2. Payment Report from SAP
4. GIRO Payment Results file (txt. file)
5. Cashback Remittance Advice
5.6 UPOS Manual Settlement via GIRO
Policy
This process arises due to discrepancy from the Settlement Team as a result of failed UPOS transaction.
Thus, refunds to merchants have to be made manually via GIRO or via Cheque through the AP Team.
The UPOS manual settlement refund is performed using eNETS UPOS trust account.
1. Route the Memorandum to the AP Team regarding manual settlement via e-mail Settlement
as follows: Team
Manual Settlement
Memo
2. Prepare Payment Voucher for manual settlement refund. APO

Refer to the attached file as a sample:
Payment Voucher
3. Log in to UOB Business Internet Banking platform. APO
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4. 4. Go to Transaction Type- Click on Transfer to another local UOB APO

Customer.
5. Input the bank account, amount and payee details. Click “Next” once APO
completed.
6. Click Submit after the inputting of all details APO
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7. Print a hardcopy of the View Inter Bank Fund Transfer summary, sign off as APO
Preparer and route it to the APAM for verification and checking.
20210310083530.pd
f
8. Check the information on the print report and sign off as Verifier. Route it to the APAM
APH once verified.
9. Check the information on the print report and sign off as Authoriser 1. Approve APH
the online bank transfer on UOB platform. Route it to the VP/CFO once
authorised.
10. Check the information on the print report and sign off as Authoriser 2. Approve Approver
the online bank transfer on UOB platform. (depends on
amount)
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11. Once fully approved and processed by UOB (depend on Value Date), print the APO
bank statement from UOB Internet Banking platform.
20210310083542.pd
f
12. Launch T-Code: F-63 – Park Vendor Invoice in SAP to pass the journal APO
entries.
13. Input the following to park the journal entries: APO
14. Scan and attach all the above supporting document with the SAP entry. APO
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Note: Include the journal entries for Bank Charges.

15. From SAP Workflow, check and post the journal entries parked by APO. APAM
1. Memorandum from Settlement Team
2. Payment Voucher
3. View Inter Bank Fund Transfer
4. UOB iBanking (result file)
5.7 UPOS Manual Settlement via Cheque
Policy
This process arises due to discrepancy from the Settlement Team as a result of failed UPOS
transaction. Thus, refunds to merchants have to be made manually via GIRO or via Cheque through the
AP Team.
The UPOS manual settlement refund is performed using eNETS UPOS trust account.
1. Route the Memorandum to the AP Team regarding manual settlement via e- Settlement
mail as follows: Team
Memo from
Settlement - Cheque
2. Prepare UOB Account 3 – NPX cheque as per the memo provided. APO
Trendy Image Salon

Cheque
3. Repeat Section 4.1 Auto Cheque Step 5 and 7 for the cheque payment process. Repeat steps
#12 to #15 of Section 5.6 UPOS Manual Settlement Refund via GIRO for entries in SAP.
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1. Memorandum from Settlement Team
2. Cheque
5.8 Virtual Cash Card (VCC) Refund Payment
Policy
Payments are processed via Cheque for refund from Finance. Consumer terminates vCashcard services
via VCC portal successfully. The system will trigger an auto refund back to their credit/debit card or bank
account which has previously registered as the source of fund.
Finance will only process via Cheque if the refund via GIRO is unsuccessful from the system.
1. Finance receives email notification of pending manual refund via cheque. APO
[Sample email]
From: uatvCashCard@nets.com.sg
Sent: Friday, 22 March, 2019 2:48:09 PM (UTC+08:00) Kuala Lumpur, Singapore
To: Accounts Payable
Subject: VCC Manual Refund - Cheque Confirmation
Dear Finance team,
Please note that a new manual refund request has been raised.
Please login to review the case.
Regards,
VCC System
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2. Process the cheque payment to consumer by login to VCC and submit for
verification and cheque signatories.- Refer Section 4.1 for Manual Cheque
Document 38
VCC-vCashCard
Manual Refund for ERP V1.0 (2).pdf
Click on the Reference Number button to view detail and update Cheque Reference
Number and Issued Date and then click on the ‘Submit’ button
(Negative condition cheque) - Reference number field was left blank. System prompted
‘Please enter a reference number’ - System prompted user to enter reference number
which will be the cheque no. after assigned (Refer to images below)
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1) Mail out the cheque to consumer registered address.
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2) Back Office View - Record is no longer listed in the Manual Refund listing
3) Manual Refund report. The following information are updated:

Status = Successful
Reference Number: UOB12345678901234567 (Max 20 Char)
Issue date: 12 Oct 2015 (current date selected)
4) Consumer logs in to CC portal to check on refund status.

Balance is updated to $0.00
Payment Entries :
Cr Bank DBS 5 VCC a/c 110002014
Dr Settlement Clearing 210007500
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6. Vendor Master Data Maintenance
6.1 Creation of New Vendor
Policy
 Before creation of new vendor in system, APAM/ APSA should check:
a) New Vendor Request form is duly declared and signed by vendor;
b) All required information (company name, address, contact, bank details and credit term)
are available; and
c) Vendor does not exist in SAP.
 Based on an MDCR raised by respective users, APAM/ APSA will create new vendors, subject
to approval by APH or VP.
 Vendors need to furbish either cheque image, scanned copy of bank statement or letter from bank
as supporting for payment crediting bank account. Letter of authorization from the vendor itself will
not be accepted. We will always pay to the vendors we engaged except in the scenarios below:
 Vendors undergoing liquidation whereby we will pay to the liquidator. We will verify to the
liquidation documents;
 Vendors selling their invoices to financial institution (invoice factoring). We will verify to the
official letter from vendors and ensure we are paying to a financial institution.
For vendors instructing to pay to their overseas bank account (e.g. Singapore company, with HK
bank), apart from the verification to cheque image/bank statement, we will make a call to the
vendor to confirm.
1. Prepare a New Vendor Request Form, collate the supporting documents and Procurement
obtain the CFO’s signature approval before routing the documents to Finance Team
– AP.
Supporting Documents include:
 Blank Cheque (for bank account number)
 ACRA Biz File
 Financial Statement
 GST Registered Business page (if relevant)
A sample of the supporting documents is as follows:
Vendor Creation
Docs
2. Receive an e-mail from Procurement department containing the request for APAM/ APSA
creation of new vendor and supporting documents.
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3. Launch Vendor Master > T-Code: XK01 – Create Vendor in SAP. APAM/ APSA
4. Check through the master data to ensure that the vendor does not exist in APAM/ APSA
SAP. Input the following information and click the “Tick” icon:
 Company code
 Purchasing Organisation
 Account group
 Vendor Name
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5. Search through the master data for the next available vendor code to use. APAM/ APSA
Under the field “Vendor”, input “V’ followed by the starting alphabet of the
vendor name, followed by “*”. Sort the vendors by numbers and check for the
last number on the listing generated.
Note: The vendor code will be the next (+1) running number.
6. Click “Create Vendor” and key in the following information: APAM/ APSA
 Vendor Code (next available)
 Company Code
 Purchasing Organisation
 Account Group = TC (Trade Creditors)
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 Vendor information – name, address etc. (data can copy and paste
from T-Code: YMDCR)
 GST registration number
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 Bank details. Bank account holder must be the same as the vendor to
be created.
 Reconciliation Account and Sort Key
Note: The “Sort Key” is fixed. The “Reconciliation Account” is in accordance to the
following GL codes:
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7. Input the payment details as follows: APAM/ APSA

 Payment term
 Tick the “Chk double inv.” box
 Payment methods
 Correspondence (vendor contact details) – Clerk at vendor, Act. Clk tel.

no. and Clrk’s internet (e-mail)
8. Input the vendor purchasing data as follows: APAM/ APSA

 Order currency
 Terms of payment
 Tick the “GR-Based Inv. Verif.” Box
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9. Click “Save” after completing the relevant fields.
10. SAP generates a message prompt for APAM to fill in the MDCR number.
-
11. Retrieve the MDCR number from T-Code: YMDCR in SAP> Display Request APAM/ APSA
> Vendor Master.
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12. Key “*1” in the “Vendor” field to obtain the full vendor list and MDCR number.
13. Input the MDCR number in the message prompt and click on the Tick icon.
14. SAP generates an automated system pop-up to confirm that the vendor has -
been created.
15. Launch T-Code: XK03 – Display Vendor APAM/ APSA

16. Key in the following information: APAM/ APSA
● Vendor Code
● Company Code
17. Click “Select all (F7) > Enter”. APAM/ APSA
18. Click “Create>Create Attachment’ to attach the supporting documents. APAM/ APSA
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19. Import the documents from the respective location by clicking “Open”. APAM/ APSA
20. Click “Attachment List” to verify that all the supporting documents are attached. APAM/ APSA
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21. Approve the creation of new vendor in SAP. VP/

APH
1. Email from Procurement Department for creation of new vendor
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6.2 Amendment of Vendor Data
Policy
Based on an MDCR raised by respective users, APAM will amend vendor data such as bank details and
mailing address, subject to approval by VP or APH.
Vendors need to furbish either cheque image, scanned copy of bank statement or bank letter as
supporting for payment crediting bank account. Letter of authorization from the vendor itself will not be
accepted.
We will always pay to the vendors we engaged except in the scenarios below:
 Vendors undergoing liquidation whereby we will pay to the liquidator. We will verify to the
liquidation documents;
 Vendors selling their invoices to financial institution (invoice factoring). We will verify to the
official letter from vendors and ensure we are paying to a financial institution.
For vendors instructing to pay to their overseas bank account (e.g. Singapore company, with HK bank),
apart from the verification to cheque image/bank statement, we will make a call to the vendor to confirm.
1. Receive an e-mail from Procurement department/ AP staff containing the APAM/ APSA
request for amendment of vendor data.
2. Launch T-Code: XK02 – Change Vendor module under Vendor Master folder APAM/ APSA
in SAP.
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3. Key the “Vendor Code” and “Company Code” fields of the existing vendor. APAM/ APSA
4. Select the relevant checkboxes which require data amendment and clicks APAM/ APSA
“Enter”.
5. Manually amend/add the necessary information in SAP. APAM/ APSA

6. Click “Create>Create Attachment” to attach the supporting documents.
7. Import the documents from the respective location by clicking “Open”.
8. Click “Save” on completion. APAM/ APSA
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9. SAP generates a message prompt for APAM/ APSA to fill in the MDCR
-
number.
10. Retrieve the MDCR number from T-Code: YMDCR in SAP> Display Request APAM/ APSA
> Vendor Master.
11. Key “*1” in the “Vendor” field to obtain the full vendor list and MDCR number.
12. Input the MDCR number in the message prompt and click on the Tick icon.
13. SAP generates an automated system pop-up to confirm that the vendor data -
has been amended.
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14. Approve the amendment of vendor data in SAP. VP/

APH
1. Supporting from Procurement Department for amendment of vendor data
6.3 Review of vendor master records
Policy
Vendor master record is a foundational element of the Accounts Payable and Procurement process. It
contains vital information about the vendors and hence, it is essential to perform an annual review to
avoid unauthorized activity, duplicate payments and inefficiencies.
The annual review will include:
 Vendors with no activity for more than 3 years;
 Duplicate vendors;
 Vendors with inconsistent details (e.g. vendor and bank account name are different in the
master record)
The annual review will be performed by a member of the GL team, independent of vendor setup and
payment.
1. Extract the complete list of vendor master records from SAP. SAP team
2. Based on the last PO creation date, extract a list of vendors with no activity for Procurement
the past 3 years from Fiori.
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Please note this only covers PO vendors.
3. Extract the full list entries posted to vendor from “VA0000” to “VZ9999” using T- AP team
code FBL1N. Sort the list by posting date and subsequently by vendor name.
This will be the list of inactive vendors (PO and non-PO) for the past 3 years from
SAP.
4. Review the vendor master records listing for the following: GL team
 Vendors with no activity for the past 3 years. We will validate the list from
SAP in Step 3 against the list from Fiori in Step 2.
If a vendor appears in both lists, it will be marked for blocking. Otherwise,
we will need to investigate and recommend blocking, if necessary.
 Duplicate vendors. Perform a “countif” of the vendors based on their
vendor name. Duplicate vendor (count > 1) will be recommended for
blocking.
 Vendors with inconsistent details:
o Compare the vendor name against the bank account name for
any inconsistency;
o Perform a “countif” of all vendors’ bank account numbers to
detect errors. Different vendors should have different bank
accounts.
Based on the findings from the above, recommend changes to the
vendor’s records.
The recommended changes will be tabled and sent for approval.
5. Review and approve the list of vendors with no activity for the past 3 years Procurement
recommended for blocking. Manger
6. Review and approve all the recommendations from Step 4. APH
7. Once both reviewers approve the changes in Step 5 and 6, MDCR will be raised AP team
in SAP to change the vendor’s master records.
8. Approve the changes to the vendor’s master records in SAP. APH
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7. Withholding Tax
Policy
Policies are in accordance with IRAS S45. Please refer to “GST and Withholding tax” policy in
SharePoint. Below is a sample of the filed S45 form for reference:
S45 Form
1. Route to GLM a list of companies/ e-mail correspondence with vendors which APE/ APSA/
are subject to withholding tax, together with supporting document (e.g. APAM
invoice) as follows:
E-mail from AP Tax Invoice from

vendor
2. ile the tax clearance electronically on IRAS myTax Portal. GLM

3. Approve and submit the tax clearance on IRAS myTax Portal. Refer to the APH
attached file for a sample of S45 submission – including S4
Acknowledgement and Consolidated Statement:
S45 Filing
4. Accounting entries for withholding tax borne by Vendor APE/ APSA

To record the withholding tax payable
Dr 210000000 Vendor
Cr 210007100 Withholding Tax Payable
To record payment of withholding tax to IRAS
Dr 210007100 Withholding Tax Payable
Cr Outgoing – Bank
Accounting entries for withholding tax borne by NETS

To record the withholding tax payable
Dr 810150101 Withholding Tax (Cost Centre : N001xxxx)
Cr 210007100 Withholding Tax Payable
To record payment of withholding tax to IRAS
Dr 210007100 Withholding Tax Payable
Cr Outgoing – Bank
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5. Approve the entry in SAP. APAM
6. Once IRAS reverts back with the Confirmation Letter, provide all the filing GLM
documents to the AP Team.
S45 Confirmation

1. List of eligible companies for withholding tax / E-mail correspondence
2. S45 Filing Documents
3. S45 Confirmation Letter from IRAS
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8. Other Tasks
8.1 Staff Claims
Policy
 All verified and approved claims should be submitted to Human Capital Management on 10 th for
their processing through payroll on 25th every month.
 Finance to ensure:
 Expense claims have been certified and approved
 Accuracy of the expense claims
 Claims are supported with original invoices/ receipts and in accordance to Company’s
policy
 Data entries in Excel spreadsheet are accurate and correct
1. Extraction of e-claim record via HRIS on a weekly basis in excel format APE
2. Check through the supporting documents to ensure submission tally to
attached file in adherence to policy. Refer to e-claims word document under
reference document for further details.
Claim Extraction For

Checking.xlsx
3. Receive manual staff claim forms from employees on an ad-hoc basis – e.g.
stationary, taxi fares, mileage etc.
Samples of such forms are as follows:
Transport Claim General Expense

Form Claim Form
4. Manual claim is only applicable for the following scenarios:

a. Claims that were rejected in HRIS e-claim due to incorrect expense
type submitted and exceeded 90 days from receipt date upon re-
submission
b. Management expense claim which PA will submit on behalf
5. CFO approval is required for manual claims exceeding 90days from receipt
date which was not submitted in HRIS previously.
6. Check through the supporting documents for manual claims to ensure
submission tally to attached file in adherence to policy. Refer to e-
claims word document under reference document for further details.
7. Key the data into an Excel spreadsheet. Consolidate both e-claim and
manual claim Summary Sheet to APAM for verification and submit the
supporting documents via email.
Refer to attached file for a sample:
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Consolidation of
claim summary for approval.xlsx
8. Verify the excel file prepared by APE against the supporting documents. If APAM
everything is in order, route to VP for approval.
9. Approve the staff claims excel worksheet. VP

10. Once approved, login to HRIS and approve the e-claims as per approved APE
report by VP
11. Generate the report from HRIS again and consolidate with manual e-claim
and send it to together with supporting documents to HCM for processing and
reimbursement.
Approved Claim for

HRM.xlsx

1. Staff e-claim and manual form submitted by employees.
E-Claims
Procedure.docx
120
8.2 Supplier Reconciliation
Policy
This policy provides guidelines for reconciliation of vendors’ balances, to ensure that accounts payable
(A/P) are reconciled to general ledger control account and creditors' statements.
The reconciliations between vendors’ statement of accounts to the respective accounts in the Accounts
Payable sub-ledgers are to be performed every quarterly. 20 vendors will be selected each quarter for
reconciliation and they comprise of:
 Top 10 vendors based on Group YTD purchase transactions. The samples selected in Q1,
Q2 and Q3 will not be repeated. If reconciliation has been performed for a particular vendor
in Q1, this vendor will not be selected in Q2. In Q4, reconciliations will be performed for Top
10 vendors of the year (irrespective of Q1, Q2 and Q3 samples);
 10 random active vendors. The samples selected in Q1, Q2, Q3 and Q4 will not be repeated.
The above applies to NETS, BCS and NETS Solutions (NS). As the vendor activity for eNETS and NS
Malaysia Branch are low, reconciliation will only be performed for the top 5 vendors.
The quarterly reconciliations must be completed, reviewed and approved by the last day of the quarter
e.g. Q1 reconciliations to be approved by 31st March.
1. Selects and assigns specific creditor accounts to be reconciled to the team. APAM
2. Request the statement of accounts for the assigned vendors and proceed APSA/ APE
with the reconciliation.
3. Documents used for the selection of creditor’s information for reconciliation
includes:
 Creditor’s statement of account
 GRIR balances generated from SAP
 A/P balances generated from SAP
 Last performed reconciliation statement for the creditor
4. Timing Differences as follows may just be explained in reconciliation statement:
 Newly issued invoices, debit notes or credit notes not received but appears
in creditor's statement.
 Recent payments made but not yet updated by creditor in their statement.
5. AP Executive who performs the reconciliation, shall however inform user and/or
creditor on items not due to timing differences such as:
 Invoices reflected in creditor’s statement for items not purchased by the
company.
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 Invoices not posted in A/P, but found in creditor’s statement for more than
30 days.
 Discrepancies between amount in our A/P and creditor’s statement.
 Any other item which is not the result of timing difference.
6. AP Executive follows up on unresolved reconciling items from the
reconciliation.
7. AP Executive documents conversation with creditor representatives, to
include names, date, time and matter discussed.
8. AP Executive documentation in softcopy for future reference and audit

review, together with reconciliation statement and creditor’s statement.
9. After the above are completed, the reconciliation statement will be routed to
AP Assistant Manager for review.
10. Review the vendors’ reconciliations and follow-up with the team on any open APAM
items.
11. Approve the vendors’ reconciliations. APH
1. Statement of account from vendors.
8.3 Expired Cheque Monitoring
Policy
Cheques issued will only be valid for 6 months. After 6 months, the cheques will expire and banks will no longer
accept them. In this instance, the original payment entry will be reversed and new cheques issued upon request
from vendor.
1. Extract the full list of payment open items at month end using T-code FBL3N – APO
Account Line Items. Input the fields as follows:
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2. Click “Execute” and sort based on the Doc. Date in ascending order (earliest date).
As at 30 June ’18, cheques issued in December are expired (first two entries doc
3800004722 and 3800004790) and to be reversed.
3. Prepare the entries as follows:

DR 110002032 (DBS 12 Outgoing)
CR 210007402 (CC refund/CC discrepancy –Expired Cheque) or
CR 210100001 (Retailers Deposit-Expired Cheque)
4. Review and post the entries in SAP APM

5. Email Billing team to inform prior cheque issued to merchant to refund deposit has APO
expired and it has been reversed to #210100001 (Retailers Deposit-Expired Cheque).
8.4 Blackline Submission
Policy
Blackline is used to prepare balance sheet reconciliations. The review process is formalised and follow up
actions are closely monitored.
The preparation, approval and review of balance sheet reconciliations are to be completed before the stipulated
deadlines.
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The AP-related balance sheet reconciliations and assigned preparers are as follows:
Balance sheet accounts Preparer Approver
Trade creditors (NETS) APO/APSA VP – Finance or GLH
Cashcard refund (LTA) and ATU clearing APO/APSA VP – Finance or GLH
Expired cheque account APO/APSA VP – Finance or GLH
Trade creditors (eNETS) APO/APSA VP – Finance or GLH
GRIR account APO/APSA VP – Finance or GLH
Deposit APO/APSA VP – Finance or GLH
Advance payments APO/APSA VP – Finance or GLH
Withholding tax payable APO/APSA VP – Finance or GLH
AP translation accounts APO/APSA VP – Finance or GLH
Cashcard refund accounts APO/APSA VP – Finance or GLH
Cost recoverable accounts APO/APSA VP – Finance or GLH
Follow-up on Outstanding Items

 All aged outstanding action items to be communicated via e-mail to respective user. The email is to be
attached in Blackline as evidence of follow-up;
 Outstanding items should be resolved within 90 days.
Subledger Schedule APO / APSA /

APAM
1. Launch T-Code : YFIR003 – AP Aging Report to download the SAP creditor aging.
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APAM
2. Input the following data in the respective field :

APAM
3. Click “Execute” the report and to “Select Layout”.
Go to List -> Export -> Spreadsheet to Select Spreadsheet and as formats Excel (in
MHTML Format)
125
GL Schedule APO / APSA /

APAM
4. Launch T-Code: FAGLL03 – G/L Account Line Items (New) to extract the Open
items for the month.
126
5. Download and save the sorted report in the same file path in the shared drive as per APO / APSA /
below : APAM
Use Pivot Table to group open items into meaningful categories before uploading to
Blackline. E.g. Payables beyond 6 years will be recognised as income. Presenting the
open items based on their respective aging bucket (by year) will be useful for forecasting
and their recognition.
6. Login to blackline and all reconciliation assigned will be shown at Dashboard APO / APSA /
including Due Date. APAM
List of all GL which requires reconciliation are shown here.
127
7. Clicking “Close” will enable a detail will bring you to the reconciliation page which APO / APSA /
allow user to close previous month reconciliation worksheet. APAM
128
8. Clicking “Import” will enable a detail will bring you to the reconciliation page which APO / APSA /
allow user to import the excel file or reconciliation worksheet. APAM
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9. Import reconciliation files which are saved in the following file directory and indicate APO / APSA /
the following perimeters and tick all description before importing reconciliation file. APAM
10. After import is successfully, supporting items should include all relevant details APO / APSA /
pertaining to the reconciliation working file. APAM
11. Add reconciliation working file under supporting document before submission via APO / APSA /
Certify Tab APAM

SAP generated reports
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8.5 Unprocessed Invoices in VIM
Policy
All the invoices we received from vendors will be saved to VIM. Invoices that were saved to VIM have to be
monitored and ensure that they are ultimately processed/resolved:
 Matched to an open item in GRIR, ready for payment;
 Wrong billing by vendor. Vendor will raise a credit note and issue a new invoice;
 Business owners have not performed GRN which reminders will be sent;
 Business owners performed GRN of the wrong quantity which they will be advised to cancel GRN and
re-GRN.
In order to ensure unprocessed invoices are processed/resolved timely, the listing will be reviewed weekly by
APAM and monthly by APH.
1. Launch VIM. APAM
2. Sort the list based on document date and export to excel. For items that are more APAM
than 90 days, indicate the reason why the invoice is not processed/resolved yet.
3. Review the list of unprocessed invoices monthly, APAM
4. Review the list of unprocessed invoices quarterly. APH
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Network for Electronic Transfers (Singapore) Pte Ltd

ACCOUNTS PAYABLES PROCEDURES

A1.1 Change Record

No. Version Section Summary of Amendment Date

1 1.0 All Creation of procedure template February ‘99

4 4.0 3.1 Update maintenance of vendor master data July ‘13

6. Vendor Master Data Maintenance 102

7. Withholding Tax 117

8. Other Tasks 119

1.2 Organisation of the Manual

1.3 Distribution of the Manual

1.4 Revision of the Manual

Posting Key Coding Doc Type Coding

Vendor Invoice Status:

 All invoices received in generic shared inbox (apinvoice@nets.com.sg,

3.1 Invoice Processing – Invoice with PO

5. Retrieve scanned copies of supporting documents by clicking the paperclip APE/APSA

6. Verify the following supporting documents: APE/APSA

Error Description Remedy

902 Verify Existing Down Payment  No action needed.

121 Incomplete Credit Memo (PO)  To enter the required

900 Invalid Manager ID (PO)  Amend the e-mail address

 Click to Display Image to view invoice to perform verification.

Key Reports / Reference Document

3.2 Invoice Processing – PO Tolerance

Note: Under step #20, there will be an error indicating “Tolerance

5. Proceed with the Bypass Tolerance exceeded function APE/APSA

Key Reports / Reference Document

3.3 Invoice Processing – 2 Way Matching

#710600000 - Office Rental

FIORI - Two-way match and PO tolerance processing.msg

Key Reports / Reference Document

3.4 Invoice Processing – Invoice without PO

NETS Approval Functional Managers 2022.03.07 - BCS-Attachment

David - RE Starhub Hana Project (Jun'20-Dec'20).msg

Click and Display Image to view invoice to perform verification.

Key Reports / Reference Document

3.5 Subsequent Credit and Credit Memo

Key reports/ Reference Document

3.6 Advance, Deposit and Prepayment

• High-cost equipment manufactured to meet functional specifications

Advance Payment Advance Payment

Double entry for screenshot above:

5. Input the PO number indicated on the invoice.

6. Click the “Account Assignment” tab to view the PO details.

7. Launch T-Code: FV50 – Park GL Account Items module in SAP to reclassify

8. Input the following information with reference to the PO:

9. Click “Simulate” on completion of the data fields.

13. Input the following data: GLE

 Click “More” to input the “Commitment Item” field which can be

The journal entries are as follows:

4.1 NETS Payment

4. Under “Printout/data medium”, select “ZNETS_G” as the Variant. APO

5. Click “Save” after setting the parameters. APO

8. Key the following fields: APO

Step 2: Upload to DBS File

Once successfully uploaded, the status changes to “Pending Approval

Chose File Transaction Summary Report and click Generate

Create a New IDEAL File Transaction Summary

22. Click cash to display the list of payments pending approval:

26. Please refer to Section 4.1 GIRO Step 20 to 26. Approver 2

Step 3: Auto-Posting to SAP DBS Bank

Bank Result File

33. Launch T-Code: YFII002 module – Ideal Results File. APO

Accounts Payables SOP Mar'22

Accounts Payables SOP Mar'22