Please be informed that the Finance Office will launch the Invoice Intelligent Capture System shortly to streamline the vendor payment process for e-Procurement transactions.  Instead of sending hard copy invoices to the Finance Office, vendors invited to join the new system process are required to send softcopy invoices directly to a designated email account of the Finance Office.  The system will use the optical character recognition (OCR) technique to capture invoice information from invoice image, automatically create payment voucher and automate the subsequent approval and accounting entries generation process.  Moreover, the invoice image will be stored in system which can be viewed by department users online via the Financial Management System.

In addition to the system changes, some workflow and process re-engineering are also required, in particular:

• Purchase Order (PO/DPO) must be issued before delivery of goods/services. This is to ensure that the relevant PO/DPO number will be available on the invoice image for matching with the system PO/DPO record.


• One good receipt record (GRC) should match with one invoice (i.e. one GRC for multiple invoices is not allowed).

Briefing sessions will be arranged via Zoom to help users understand the new process and workflow.   You can download the Zoom Apps on your smartphone.

Agenda:

• Introduction


• Guidelines & Process Flow


• Q&A