Vendors@Gov AGD Singapore Government
 
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FREQUENTLY-ASKED QUESTIONS (FAQ)

Dear Users of Vendors@Gov,

We have compiled this FAQ to help you with the use of the Vendors@Gov. We hope that you will find this FAQ useful.

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Q1. What is Vendors@Gov?
  Vendors@Gov is a secured one-stop portal for Government vendors to:
i. Submit e-invoices
ii. Find out the status and details of your payment from your client agency
iii. Update particulars (such as bank account details)
Q2. How do I log on to Vendors@Gov?
  You can log on to Vendors@Gov through one of the following ways:

(a) For Singapore Registered Companies/Sole Proprietors/Societies with Unique Entity Number (UEN)

Step 1 - Register with IRAS EASY at www.iras.gov.sg. IRAS will send the Access Code within 4 working days from the receipt of your registration.
Step 2 - Authorise your staff via IRAS EASY after receiving the Access Code.
Step 3 - Log in to Vendors @Gov HomePage.
Step 4 - Select 'My Organisation’s Payment Matters' at the Vendors@Gov home page.
Step 5 - Click on 'SingPass' to log onto Vendors@Gov portal.

(b) For Individuals (Singapore Citizens/Permanent Residents)

Step 1 - Log in to Vendors @Gov HomePage.
Step 2 - Select 'My Personal Payment Matters' at Vendors@Gov home page.
Step 3 - Click on 'SingPass' to log onto Vendors@Gov portal.

(c) For Foreign Vendors/Local Organisations without Unique Entity Number (UEN)

Step 1 - Complete the AGD Password Application Form.
Step 2 - Complete the Direct Credit Authorisation (DCA) form with bank endorsement.
Step 3 - Mail the original copy of the AGD password application form and the DCA form to us. AGD password will be sent to you via email within 7 working days upon receipt of your application.
Step 4 - Log in to Vendors @Gov HomePage.
Step 5a - Select 'My Organisation’s Payment Matters' and AGD Password for companies
Step 5b - Select 'My Personal Payment Matters' and AGD Password for Individuals who are not Singapore Citizens/Permanent Residents
Step 6 - Click on 'AGD Password' to log onto Vendors@Gov portal.
Q3. Can I authorize more than 1 staff to log on to Vendors@Gov?
 

(a) If you are using SingPass to log on

You may authorize more than 1 staff via IRAS EASY.

(b) If you are using AGD Password to log on

Only one password will be given to you.
Q4. How can I contact IRAS EASY for queries?
  You can contact IRAS EASY through:

Phone : 1800-356 8015
Email : https://www.iras.gov.sg/irashome/feedbackbusinesses.aspx
Fax : 6351 4427
Q5. How do I reset my AGD Password?
 
Step 1 - Click on 'Request AGD Password'.
Step 2 - Click on 'Reset AGD Password'.
Step 3 - Key in your User ID and click 'Submit'.
Step 4 - A new password will be sent to you via email.
Q6. I have logged on to Vendors@Gov with my SingPass. Why is there no e-invoice panel for me to select?
 
Step 1 - Click on 'Create New Vendor'.
Step 2 - The 'Online Application Form' will open. You may then fill in the details.
Step 3 - Click on 'Submit'. The vendor record has been created successfully and will be routed for verification. The processing time is 3 working days. Please login after 3 working days to check the status. You may submit e-invoices once the 'Create E-invoice' link is displayed.
Step 4 - Please mail a completed Direct Credit Authorisation (DCA) form if you are required to do so. You are required to complete the DCA form with manual bank endorsement and submit an original copy of the form to us if:
i. You are not a bank account holder of DBS, POSB, UOB, OCBC, Far Eastern Bank or Citibank, or
ii. You are not an individual and your organisation is not registered as a business or local company entity.
Q7. Can foreign employees from an ACRA-registered organization log in using their SingPass?
  Yes. The following groups are eligible to apply for SingPass:
i. Singapore citizen or permanent resident;
ii. Employment or dependent pass holder;
iii. S-Pass holder;
iv. Entrepreneur Pass holder;
v. Selected work permit holder

Please refer to the SingPass website for more information.
Q8. My company is a foreign company registered with ACRA but neither my staff nor I are eligible for SingPass, how should I log in?
 
i. Apply for an AGD password to log on to Vendors@Gov.
ii. Refer to Q2 in this section for the application process.
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Q1. How do I update my details?
 

Step 1 - Log on to Vendors@Gov.
Step 2 - Click on Update Vendor Details.
Step 3 - You may then edit your address ,vendor name, contact information,GST number and bank account details.

Q2. Do I need to submit a Direct Credit Authorization (DCA) form?
  Please complete the DCA form with manual bank endorsement and submit an original copy of the form to us each time you update your bank details if
i. You are not a bank account holder of DBS, POSB, UOB, OCBC, Far Eastern Bank or Citibank, or
ii. You are not an individual and your organization is not registered as a business or local company entity.

Processing time is 3 working days from receipt of the DCA form.
Q3. I am a registered vendor with the Statutory Boards and the Schools? Why do I have to apply again with Accountant-General’s Department (AGD)?
 
Payments are made separately by the individual Statutory Boards and the Schools directly to the nominated bank accounts with them while e-invoicing is done centrally at Vendors@Gov.

Vendors will have to register with the Statutory Boards and the Schools, as well as AGD, for e-invoicing and payment purposes.
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Q1. How do I submit an e-Invoice?
 
Step 1 - Log on to Vendors@Gov.
Step 2 - Click on 'Create e-Invoice'.
Step 3 - The 'Create e-Invoice screen' will open. You may then fill in the details.
Step 4 - Click on 'Submit'.
Q2. Why am I unable to locate the ‘Create e-invoice’  panel after creating my vendor records or updating my vendor details?
 
The link 'Create e-invoice' will only be displayed once the vendor status is 'approved'.

Please note that:
i. Company name entered must be the same as the name registered. Include words like 'LLP' or 'PTE. LTD.' (with dots behind PTE and LTD) if they appear in your registered Company name. Following any updates, the system will re-route it for verification. Please check back after 3 days which is the normal processing timeframe.
ii. Direct Credit Authorisation (DCA) form duly endorsed by the bank must be submitted if you are (1) Not a bank account holder of DBS, POSB, UOB, OCBC, Far Eastern Bank or Citibank or (2) Not an individual and your organization is not registered as a business or local company entity. The turnaround time for verification is 3 working days upon receipt of the form. Please login after this timeframe to check the status.
iii. After updating the GST registration number, allow for one working day for the details to be reflected in the system before submitting e-invoice.
Q3. The vendor record status shows 'Inactive' and the system disallows me from updating the bank details. How can I activate the record so that I can submit e-invoice?
 
Please submit an online enquiry to AGD Helpdesk and provide the bank details.

In addition, you are required to complete the Direct Credit Authorisation (DCA) form with manual bank endorsement and submit an original copy of the form to us if:

i. You are not a bank account holder of DBS, POSB, UOB, OCBC, Far Eastern Bank or Citibank, or
ii. You are not an individual and your organisation is not registered as a business or local company entity.

AGD officer will activate and re-route the vendor record for verification. The turnaround time for verification is 3 working days (if a DCA form is required, it will be 3 working days from receipt of the form). The 'Create e-invoice' button will be displayed once the vendor status is approved. Please login after this timeframe to check the status.
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Q1. How do I know which ministry/statutory board, department and sub-Business unit to bill to?
  Please contact the liaison officer of your client agency for the billing information.
Q2. Who should I indicate under the "Attention To" field?
  Please indicate the liaison officer who can verify if goods and services have been duly delivered to your client agency.
Q3. Why can't I find MINDEF/DSTA in the drop-down list for e-invoice submission?
  MINDEF and DSTA vendors will need to submit e-invoices via GeBIZ. (http://www.gebiz.gov.sg)
Q4. Is it compulsory to indicate a Purchase Order (PO) number for all e-invoices?
  No, if no PO number is issued by your client, you need not select a PO number during e-invoice submission.
Q5. How do I e-invoice if I cannot find the Purchase Order (PO) number from the dropdown menu?
 
Step 1 - Enter the PO ID in the 'Description' field.
Step 2 - Click on 'Add Line' button.
Step 3 - Enter the 'line description, quantity and unit price'.
Step 4 - Click on 'Submit'.
Q6. Can I submit one e-invoice for two Purchase Orders (POs)?
  No, you will only be able to select one PO ID for each invoice.
Q7. Why am I unable to view 'Add Line' button when submitting the e-invoice?
  You will only be able to view the 'Add Line' button if you are submitting a direct e-invoice, ie. no PO ID selection from drop down menu.
Q8. How do I submit an e-invoice for partial payment of a Purchase Order?
  You can edit the 'quantity' at the invoice lines.

If you are unable to obtain the desired quantity, you may submit a direct invoice instead by following the steps in Q5 of this section on E-invoice Creation Details.
Q9. Why am I unable to edit the 'Total before GST' and 'Amount Due' fields under Invoice Amount Summary?
  These are non-editable fields that are automatically generated based on your inputs in the individual invoice line and will be re-calculated each time you click on 'Add Line'.
Q10. How do we bill at 7% GST?
  Please enter the 7% GST amount in 'GST field' at the invoice line.
Q11. We are a GST-registered company but we are not required to bill with GST for some cases. Do we have to delete our GST registration number from our bank details to not affect the billing amount?
 
You do not have to remove the GST registration number in the record when creating such invoices. You may remove the GST amount in the line amount if you are submitting a direct e-invoice, ie. invoice without PO ID.
Q12. What is the meaning of Factoring Company?
  A Factoring Company is a commercial finance company (usually a bank) that specializes in the purchase of invoices or accounts receivable for cash.
Q13. How do I submit a Factoring e-invoice?
  You will fill in the following additional fields:
i. Click on 'Yes' button for 'Factoring Company' and 'OK' when prompted to confirm if you wish to have payments made to a Factoring Company.
ii. Select the correct 'Factoring Company Name' from the drop down menu for the invoice to be submitted to the Factoring Company.
Q14. What is the maximum number of lines that I can add during invoice creation?
  The maximum number of lines is 40. You may submit an additional invoice if the number of lines exceed 40.
Q15. How do I submit supporting documents?
  Supporting documents cannot be submitted via Vendors@Gov. You may submit the supporting documents to your client agency directly.
Q16. Do I still need to submit hardcopy invoices after I have submitted e-invoices?
  No, you do not need to submit hardcopy invoices.
Q17. How soon will my client be able to receive e-invoices that I have submitted?
 
(i) If you submit before 6:30pm
   The client agency will receive the e-invoices after 1 working day.
(ii) If you submit after 6:30pm
  The client agency will receive the e-invoices after 2 working days.
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Q1. How do I submit a credit note?
 
Step 1 - Log on to Vendors@Gov.
Step 2 - Click on 'Create e-Invoice'.
Step 3 - The 'Create e-Invoice screen' will open. You may then fill in the details.
Step 4 - Fill in the 'Related Invoice ID' (original invoice number from which this credit note will offset).
Step 5 - Affix a minus sign (-) in front of the amount/unit price at the 'Invoice Line'.
Step 6 - Click on 'Submit'.
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Q1. How do I inquire on the status of my e-invoices?
 
Step 1 - Log on to Vendors@Gov.
Step 2 - Click on View e-Invoices & Payments.
Step 3 - The 'View e-Invoices & Payments screen' will open. You can then key in the details of your e-invoices.

You may then view the status of your e-invoices.
Q2. Why can’t I find my e-invoices in Vendors@Gov?
 
(i) If your e-invoice was submitted less than a day ago
   You will be able to view the e-invoice on the following working day.
(ii) If your e-invoice was submitted more than 6 months ago
  You can only view the status for e-invoices submitted in the past 6 months.
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Q1. How will I know that my e-invoice has been rejected?
 
(i) If you are a Ministry vendor
   You will receive an email notification informing you of the rejected e-invoice.
(ii) If you are a Statutory Board or School vendor
  You will be notified by the respective client agency.
Q2. The Statutory Board/School vendor has rejected my e-invoice but the status is not updated in the system. Can I proceed to resubmit e-invoice?
 
The system will not notify you of invoice rejections from these agencies. The invoice status will remain as 'Sent to [name of agency]' even though it is rejected.

If the agency has confirmed that the invoice is rejected, you may resubmit it with a current date (to avoid invoice duplication) for urgent processing.
Q3. How do I re-submit a rejected e-invoice?
 
Step 1 - Click on the 'View e-Invoices & Payments' link.
Step 2 - Click on the 'Notepad Icon' next to the invoice.
Step 3 - 'Edit e-Invoice' page will open up. You may then amend the details of your e-invoice.
Step 4 - Click on 'Submit'.
Q4. How do I delete a submitted e-invoice?
 
(i) If you submit the e-invoice on the same day before 8pm
  
Step 1 - Click on the 'View e-Invoices & Payments' link.
Step 2 - 'Select the invoices which you want to delete'
Step 3 - Click on the 'Delete Selected Tax Invoices' button.
(ii) If you have submitted the e-invoice before today
  Please request your client agency to reject it.
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Q1. I have a large number of e-invoices to submit on a regular basis and I do not wish to perform manual data entry work. Is there an alternative way for me to submit e-invoices?
 
Yes, a batch interface mode of e-invoice submission is available for vendors who submit a large number of e-invoices.

To find out more about this interface, please send your request to AGD Helpdesk. Please note that AGD will assess your eligibility for batch mode based on a case-by-case basis.
Q2. I am submitting e-invoices via the batch interface. Can I submit additional e-invoices via Vendors@Gov?
  Yes. You may submit e-invoices via both batch interface and Vendors@Gov as long as these are not duplicates.
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Q1. Who do I contact if my e-invoice has not been acted on?
You can contact the liaison officer at your client agency by providing your organization name, invoice number and invoice submission date.
Q2. Can I be excluded from submitting e-invoices?
  A small group of vendors may face practical constraints in submission of e-invoice. The suppliers excluded are:
i. Small proprietorships that do not have ready access to Internet (e.g. newspaper delivery agents, bus operators, canteen operators)
ii. Vendors registered or located overseas
Q3. Do I have to pay for using Vendors@Gov to submit e-invoices?
  No, e-Invoice submission is a free service by the Government.
Q4. Where can I key in Information regarding late payment penalties in the e-invoice?
  You can input additional information that you wish to communicate to your client such as late payment clauses in the 'e-invoice description' field.
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Q1. How do I view my payment details?
 
Step 1 - Log on to Vendors@Gov.
Step 2 - Click on 'View e-Invoices & Payments'.
Step 3 - Enter the search criteria.
Step 4 - Click on 'Search' button.
Step 5 - Click on 'Excel or PDF icon' to download the information in the preferred format. You can then view the payment details of your e-invoices.

Note: You can only view payment details for e-invoices paid during the past 6 months.
Q2. Who do I contact if I still have not received payment after the payment term is over?
  You can contact the purchasing officer whom you liaised with from the respective client agencies.
Q3. Will I receive a remittance advice informing me of the details of the payment(s) made to me?
  You will receive remittance advices via e-mail or hard copy from AGD only if you are a vendor of the Government Ministries, Organs of State (visit www.sgdi.gov.sg for a complete listing) or the following Statutory Boards:

1. Accounting and Corporate Regulatory Authority (ACRA)
2. Competition Commission of Singapore (CCS)
3. Council for Private Education (CPE)
4. Casino Regulatory Authority (CRA)
5. Civil Service College (CSC)
6. National Environment Agency (NEA)
7. Productivity Fund Administration Board (PFAB)
8. Singapore Examinations and Assessment Board (SEAB)
9. Singapore Workforce Development Agency (WDA)*

Please ensure that your vendor record is updated in order to receive the remittance advice.

* Payments for Skills Development Fund (SDF) are administered by WDA. As the payment advice for this will not be sent from AGD, you may wish to login via WDA’s website https://www.skillsconnect.gov.sg/web/guest/home to check for more details. Alternatively, you may contact WDA at wda_enquiry@wda.gov.sg if you require further clarifications.
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Q1. What do the following error messages mean?
  (a) Error message:

"Login attempt unsuccessful. Ensure that you have been authorised by your organisation through EASY if you are representing your organisation"

You have not been authorized to carry out the transaction. You can authorize yourself through one of the following ways:

(i) If you are not authorized via EASY
1. Register with IRAS EASY at www.iras.gov.sg. IRAS will send the Access Code within 4 working days from receipt of your registration.
2. Authorise you or your staff via IRAS EASY after receiving the Access Code. You will then be able to log on to Vendors@Gov.
(ii) If you have not been authorized for AGD
1. Verify the agency for which you are authorized for in IRAS’ EASY Portal.
2. Authorize yourself for AGD in the IRAS’ EASY Portal. You will then be able to log on to Vendors@Gov.

(b) Error message:

"PSI Authentication Error"

You have not selected the correct UEN type. You can change the UEN type through:

i. Log on to Vendors@Gov.
ii. Indicate the correct UEN Type from the drop-down list. You may verify your UEN type on the UEN website.
iii. Enter your vendor ID. You will then be able to log on.

 
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