During the past months, we have completed the development, system integration test and super user training: What is going to happen over the next 2 months
KEY MILESTONE
• April: User Acceptance Test,
• May: Scan Operator Training (1 hour duration: scheduled on 2nd week of May
• 5th May: Complete all the invoice scanning for the week.
• 9th May: Complete all the VIM pending work flow items
• 10th to 18th May: Kofax/VIM system will be brought down for the upgrade.
• 19th May: Upgraded VIM will GO LIVE.
CUTOVER (Go Live:19th May: Kofax/VIM Down time: 10-May to 18-May)
• Since the system will be down from 10th May to 18th May, the below cut off dates will have to be followed
o 5th May: Complete the scanning of the invoices so as to allow time for coding, GnS and invoice approval
o 9th May: Complete all Coding, GnS, Invoice approval for the scanned invoices
• Com2 SAP will not be available for use on 10th May & 11th May.
• Kofax/VIM will not be available for use from 10th May to 18th May
• New VIM: Go Live 19th May. Invoices can be scanned from 19th May.
• For those pending invoices as of 10th May, either one of the below can happen
o The workflow will be restarted
o For those invoices whose work flow cannot be restarted, we will need to ask you to rescan the invoice.
POINTS TO NOTE
• We will not have the escalation email to manager as mentioned in the previous update.
• We will work with Global Procurement to encourage vendors to send us PDF invoices for countries which allow PDF invoices as an official document
• As part of best practice and to return to the true spirit of the VIM functionality , GFS strongly encourage the use of VIM workflow to route VIM documents for issue resolution. We will work with each of you to work out the timeline to implement the work flow for quantity and price variance
o Quantity Variance Sent to PR Creator
o Price Variance Sent to PO Buyer
• While the system might be able to convert the pending items to the new VIM, there might be cases whereby the conversion fails. During such situation, we will have to ask you to re-scan the invoices. So please continue to reduce the number of pending VIM items before end Apr.
RECAP OF THE CHANGES WE CAN SEE IN THE UPGRADED VIM
• Real time scanning to server and archiving instead of the current overnight batch jobs
• PDF invoices can be directly imported to VIM. VIM is able to support PDF format. We strongly encourage our suppliers to send us pdf invoices instead of hard copies if the pdf copies are legally acceptable. We will provide more insights on the details in a separate email.
• Reminder emails will be sent if action is not taken by a certain date.
• The Opentext URL will be different and it will be indicated in the OpenText email. You will have to replace this with a new URL if you have put the previous URL in your internet favourites
• There will be a separate password needed for the OpenText. Please refer to below as an example of how you will be asked for your user id and password. We are still working out the details on how you will be informed of the initial password
During the past months, we have completed the development, system integration test and super user training: What is going to happen over the next 2 months
KEY MILESTONE
• April: User Acceptance Test,
• May: Scan Operator Training (1 hour duration: scheduled on 2nd week of May
• 5th May: Complete all the invoice scanning for the week.
• 9th May: Complete all the VIM pending work flow items
• 10th to 18th May: Kofax/VIM system will be brought down for the upgrade.
• 19th May: Upgraded VIM will GO LIVE.
CUTOVER (Go Live:19th May: Kofax/VIM Down time: 10-May to 18-May)
• Since the system will be down from 10th May to 18th May, the below cut off dates will have to be followed
o 5th May: Complete the scanning of the invoices so as to allow time for coding, GnS and invoice approval
o 9th May: Complete all Coding, GnS, Invoice approval for the scanned invoices
• Com2 SAP will not be available for use on 10th May & 11th May.
• Kofax/VIM will not be available for use from 10th May to 18th May
• New VIM: Go Live 19th May. Invoices can be scanned from 19th May.
• For those pending invoices as of 10th May, either one of the below can happen
o The workflow will be restarted
o For those invoices whose work flow cannot be restarted, we will need to ask you to rescan the invoice.
POINTS TO NOTE
• We will not have the escalation email to manager as mentioned in the previous update.
• We will work with Global Procurement to encourage vendors to send us PDF invoices for countries which allow PDF invoices as an official document
• As part of best practice and to return to the true spirit of the VIM functionality , GFS strongly encourage the use of VIM workflow to route VIM documents for issue resolution. We will work with each of you to work out the timeline to implement the work flow for quantity and price variance
o Quantity Variance Sent to PR Creator
o Price Variance Sent to PO Buyer
• While the system might be able to convert the pending items to the new VIM, there might be cases whereby the conversion fails. During such situation, we will have to ask you to re-scan the invoices. So please continue to reduce the number of pending VIM items before end Apr.
RECAP OF THE CHANGES WE CAN SEE IN THE UPGRADED VIM
• Real time scanning to server and archiving instead of the current overnight batch jobs
• PDF invoices can be directly imported to VIM. VIM is able to support PDF format. We strongly encourage our suppliers to send us pdf invoices instead of hard copies if the pdf copies are legally acceptable. We will provide more insights on the details in a separate email.
• Reminder emails will be sent if action is not taken by a certain date.
• The Opentext URL will be different and it will be indicated in the OpenText email. You will have to replace this with a new URL if you have put the previous URL in your internet favourites
• There will be a separate password needed for the OpenText. Please refer to below as an example of how you will be asked for your user id and password. We are still working out the details on how you will be informed of the initial password
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