By subscribing to the ePerolehan system, all suppliers registered with the Ministry of Finance will be able to participate in the procurement exercise by the government. Upon final implementation of the ePerolehan system, full services will be available to all four types of procurement that is Central Contract, Direct Purchase, Quotation and Tender. The implementation of the ePerolehan system is done in phases.

In Phase 1, the ePerolehan system provides the following modules:

Requisition Processing

The requisition process starts when the Government User selects products or services to procure and ends when a purchase order (PO) has been sent to the Supplier.

• Product Selection
  ePerolehan allows the Government User to select products or services to be procured from the electronic catalogue stored in a central repository.
• Requisition Creation
  As the Government User selects the products, ePerolehan will register the selection of products on the electronic requisition form.
• Requisition Approval
  ePerolehan will support online approval of purchase requisitions that are submitted.
• Purchase Order Generation
  On completion of final level approval of the requisition, the purchase order ("PO") will be automatically generated by ePerolehan.

Order Fulfilment

The order fulfilment process involves acceptance of the PO by the Supplier, fulfilment of order by the Supplier and confirmation of receipt of goods or services by the Government User.

• Acceptance of Purchase Order
  Once the PO has been generated and sent to Supplier, they are acknowledged and accepted by the Suppliers.
• Fulfilment of Order
  Upon acceptance of the PO, a delivery order will be generated and sent prior to the actual delivery of goods.
• Acknowledgement of Goods Received
  Upon checking and verification of the physical goods delivered or services rendered, the Government User is required to acknowledge receipt of goods in ePerolehan and generate a Goods Received Note (GRN).
• Purchase Order Matching
  In order to enable payment, matching of PO, goods received notes, invoices and other supporting documents will be conducted.
• Payment Advice Creation
  Upon successful matching of all relevant documents, a payment advice will be generated by ePerolehan and routed to the Government's legacy system for voucher generation and payment processing. The Government will make payment to Suppliers in accordance with the terms and conditions of the contract entered into between the Government and respective Suppliers.

ePerolehan will be the single point of registration for the Suppliers. All approvals of the application for registration remains with Registration Department of Ministry of Finance.

Services available in the Supplier Registration includes the following:

• Applying for the registration can be done online via the Internet, capturing of information for over-the-counter or mails submission.
• ePerolehan will route the Suppliers' applications for on-line approval by the relevant authority upon full submission of completed documents.
• ePerolehan will facilitate generation of certificate for registered and successful Supplier.
• The Supplier registration module will support on-line renewal of registration by the Suppliers.
• The Supplier registration module will allow on-line application for registration of additional "Bidang" or category. At the moment, only smart card users will be able to perform on-line applications. All non-smart card holders could submit the application by post or over-the-counter.
• ePerolehan will provide a standard disciplinary messaging template. This feature is not available at the moment. However, Decision Capturing and Notice Generation will be available.
• ePerolehan will support on-line suspension or termination of the Supplier registration

Product catalogues that are traditionally paper-based will be transformed to a repository of electronic catalogues. This will make it easier for the Government Procurement officer to view and compare prices. For the suppliers, it will be easier for them to keep the government updated with the latest product information. Paper-based catalogues will eventually be eliminated.

Profile management of both Government Users and Suppliers will define the access rights, limit of authority as well as enable the profile maintenance.

• Maintenance of Government User profile
  Government Users' profile management enables maintenance of Government User profiles and access rights for the Government Users.
• Maintenance of Supplier profile
  Supplier's profile management enables maintenance of user profiles and access rights for the Suppliers

Comprehensive Report Module will provide both the Government and Suppliers end users the capabilities to print business activities between them. The reporting module will provide management reports for both the Suppliers and the Government Users.

Electronic tracking diary allows Government Users and Suppliers to track at any point of the procurement process such as requisition pending approval, requisition approved, etc.

All transactions and data access to ePerolehan will be logged electronically to provide a comprehensive audit trail. Data in the log files can be downloaded for audit purposes. ePerolehan will allow full access to raw data to an authorised Government auditor.

Deploying state of the art security system and using proven security methodology, ePerolehan is offering a very secure and confidential environment to conduct businesses. Every access to the system will require the user to use their ePerolehan ID Card, which is a microprocessor smart card, for identification, authentication and verification by the system.

The smart card will be storing user profile for each appointed and authorised user and also a Digital Certificate issued by Malaysian Government Licensed Certificate Authority (CA). Only certificate issued by the recognized CA will be used for ePerolehan.

By using the Digital Certificate, all transactions will be considered as legal and valid and every data transaction will be encrypted using 128-bit encryption technology.

All security aspects have been looked into by our organisation as well as by the Government's physical and logical security unit from the Prime Minister's Department.