Invoice

Q: Do I have to send the set of invoice in an order?
A: Yes, the set of invoices are sorted starting from invoice, shipping documents etc. Keep the invoice at the front.

Q: Is there a maximum file size limit for sending set of invoices?
A: There are no limitation, yet some email service providers such as Gmail or Yahoo only provides a capacity of 25MB limit

Q: How to name the file to be sent?
A: There are no rules for setting the file name to be sent, please use the format according to the respective provisions.

Q: Can I attach more than 1 invoice in one email?
A: Please send it in a different email if you have more than 1 billing.

E-mail

Q: Who can send invoices to ptvi.invoice@vale.com?
A: Only Company emails registered with our master data can send invoices. Please update your e-mail address through the procurement support.

Q: How do I know which email is registered on the vale system?
A: The email address registered is in accordance with PT Vale Indonesia's e-Procurement system. Or you can directly contact (Ms.) Yenny.Adriani@vale.com

Q: I have tried to update the email in the e-Procurement system but my invoice is still rejected, does it mean that the email has not been registered?
A: Max register process is 7 working days. if there are problems, please contact (Ms.) Yenny.Adriani@vale.com

Q: Are there provisions for the email subject?
A: For email subject, please enter Vendor Name and Invoice Number. This is intended to facilitate us if there are problematical invoices.

Q: What if my company email is constrained; can I send it with another email in the meantime?
A: No, you can't, because only the registered e-mail is allowed to send e-mail. This is a form of implementing our system's security against e-mails that do not have the authority in that regard

Q: Apakah alamat email PT Vale dapat diterima oleh PTVI invoicing/Kofax jika meneruskan invoice yang sebelumnya salah terkirim oleh vendor?
A: Tidak bisa, karena sistem hanya akan menerima invoice yang dikirim oleh email yang telah terdaftar di vendor master.

Notification

Q: How long does the system take to send GR Notifications?
A: GR notification will be sent directly by the system the day after the GR number is entered into the system by our receiving department.

Q: Where are the notifications sent?
A: Notifications are sent to the registered vendor address. Please update your email information if required.

Q: What if I have not received the GR Notification until the specified time?
A: GR number will be send in Max 5 working days, if there are problems, please contact our receiving staff.

Process

Q: Why is my invoice rejected?
A: When there are invoices that are rejected, the system will automatically send an email notification along with the reason of the rejection. The reason will be attached in the email.

Q: How do I revise invoices when I receive that my invoice is rejected?
A: Please send the invoice back to the way it was when you first made the billing by attaching the revised invoice.

Q: When can I expect for the billed invoice payment?
A: Payment will be made in accordance with the Term of Payment as agreed at the beginning. It is estimated from the time the email notification is accepted, that the invoice has been validated and declared to be complete and correct

Q: How long does the invoice validation process take in the system?
A: Max validation process is 2 working days upon accepting notification entitled “Email Acknowledgement”