CIPS

Account
Enrollment/ Data in CIPS
Access
Navigation

• How do I enroll in CIPS? • Does Chevron Employees need to • Can CIPS store large volume of data? How
maintain a UserID and password? about attachments that we need to send
together with our inquiries?
• Do you have navigation guidelines?
• If my supervisor is not yet
• What is the retention of data in CIPS?
• How does Employee and Vendor’s enrolled in CIPS, can they still
access in CIPS differs? approve my enrollment request?
• What are the data found in CIPS? What if

• Can CIPS be accessed through • If my supervisor missed the data cannot be found in CIPS?

mobile phones? timeline for approval, how can my • Are data submitted in ERP and SMART are
supervisor approve my request? available in CIPS? Interface time from ERP to
CIPS?
• How can I reactivate my UserID?
• Can I export data found in CIPS?

• Why are there transactions showing

'Pending' in CIPS?

• Why are there duplicate entries in CIPS?

• Why are there transactions not found in

CIPS?

Inquiries Technical
Post Activity
Issues

• Who should send inquiries in CIPS? • Why can’t I access CIPS? Error in • What will happen to open inquiries
• How can I raise an inquiry in CIPS? Can I loading CIPS? prior to CIPS full utilization initiative
send an inquiry not related to any (CIPS as Centralized Tool)?
transactions found in CIPS?

• How can I edit my inquiry?

• How will you monitor your group
• Can I cancel a request/inquiry? mailbox after CIPS utilization (post
activity)?
• How would I know that my inquiry was
handled? • What about internally forwarded
emails, will it be handled?
• Can we submit an invoice in CIPS?

• How do we send Audit Confirmation

requests?

• Can we also submit supplier update

requests in CIPS?
• Can Vendor still enroll in CIPS and submit
inquiry even if transactions are not found
in CIPS?
CIPS Enrollment/Navigation
How do I enroll in CIPS?
We have different enrollment process for vendor and employees, see below links:
Vendor Enrollment guidelines: CIPS Enrollment Guide for Suppliers
Employee Enrollment guidelines: CIPS Employee Enrollment Guide

Do you have navigation guidelines?

Yes, refer to this link: CIPS Invoice and Payment Search Navigation.pdf

How does Employee and Vendor’s access in CIPS differs?

Chevron Employees can access all invoice and payment details while Vendors can only view transactions of Vendor
Accounts linked on their User Profile.

Can CIPS be accessed through mobile phones?

Yes, for both Chevron internal users and Chevron Vendors. Vendors need to provide their log-in details, internal users,
will be directed to Microsoft authentication.

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Account Access
Does Chevron Employees need to maintain a UserID and password?
No. The UserID for employees will be automatically set as your Chevron Network ID and your Password will be
controlled by Single Sign On.

If my supervisor is not yet enrolled in CIPS, can they still approve my enrollment request?
Yes.

If my supervisor missed the timeline for approval, how can my supervisor approve my request?
CIPS will automatically route your access request to the system for manual push-email to your Supervisor for approval.
(Note: Supervisor approval is not applicable for Vendors)

How can I reactivate my UserID?

Chevron employees and Vendors would have to send request through the group mailbox,
(Note: Immediate supervisor’s approval is required (only) for Chevron employees reactivation access.)

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Data in CIPS
Can CIPS store large volumes of data? How about attachments that we need to send together with our inquiries?
CIPS accepts attachment with file formats .png, .doc,.docx, .xls, .xlsx, .pdf and .ppt. File size must not exceed 3 mb per
query.

What is the retention of data in CIPS?

CIPS can store 3years worth of data from current date (invoice date for Invoice type of Search/Payment date for
Payment type of Search).

What are the data found in CIPS? What if data cannot be found in CIPS?
CIPS contains relevant information about invoice, credit notes applied to payment and payment status, such as:
(1) Vendor number/name; (2) Invoice/Credit number; (3) Amount Paid; (4) Expected Payment date/Payment date;(5)
Payment reference; (6) Withholding tax; (7) Applicable discount (if applicable); (8) PO (Purchase Order) number (if
applicable)

(Note: For Payment date determination: The basis would be Chevron invoice receipt date plus the payment terms and not the
invoice date)

For data not available in CIPS, submit an inquiry under the "My Inquiries" tab. Provide all information on the required
fields.

Are data submitted in ERP and SMART were available in CIPS? Interface time from ERP to CIPS?
All processed transactions in ERP will be reflected in CIPS, except for (1) Manual Payment transactions (CIPS
limitation); (2) Transactions that are not successfully accepted in ERP from SMART/ARIBA.

Interface time from ERP to CIPS is after 24hours.

Can I export data found in CIPS?

Yes, you can export 3years worth of data for both invoices and payment details.

Why are there transactions showing 'Pending' in CIPS?

There are various reasons for 'Pending' status in CIPS:
(1) not yet due; (2) transactions with temporary payment blocks; (3) manual payments transactions (4) supplier
account in net debit balance (credit memo amount is greater than invoices amount process); (5) manually matched
and cleared transactions in ERP system

Why are there duplicate entries in CIPS?

Duplicate entries in CIPS were due to (1) Payment reversal and re-issuance (any changes in ERP system are shown in
CIPS prospectively, hence changes in payments are treated by CIPS as new transaction); (2) valid duplicates (validation
using Chevron voucher number).

Why are there transactions not found in CIPS?

Below are instances that can affect search results:
(1) Invoice conventions (transactions that have different invoice reference compared to billed invoice);
(2) date range in CIPS has a default of one month only. (You can change the date to 3years worth of data)
(3) Vendor name in Billed Invoice is different from the registered business name in Chevron’s system;
(4) Not yet processed in ERP;
(5) Manual payment transactions.

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Inquiries
Who should send inquiries in CIPS?
Employees and Vendors are required to send their queries in CIPS.
Angola and Eastern Mediterranean Business Units are currently out-of-scope, these BUs would still be in status quo.

How can I raise an inquiry in CIPS? Can I send an inquiry not related to any transactions found in CIPS?
There are two ways to submit an inquiry, (1) If related to a specific transaction, there is an option to click 'Submit an
Inquiry' button on the lower right side, (2) If not, you can submit a General Inquiry through 'My Inquiries' tab, then
click 'New Inquiry'. Provide all the details needed and then click Submit.

How can I edit my inquiry?

You can no longer edit an inquiry submitted but you can provide clarifications/additional information that you want to
edit on the "comment" box and then hit the "Update" button.

Can I cancel a request/inquiry?

Yes, just click the "withdraw" button.

How would I know that my inquiry was handled?

Users will receive notification from CIPS for any updates made on their ticket. To view the details, click on the link
provided on the notifications received, or you may check on "My Inquiries" tab in CIPS.

Can we submit an invoice in CIPS?

No. CIPS is not an invoice submission channel. This is for viewing invoice and remittance details only, and a tool for
sending inquiries.

How do we send Audit Confirmation requests?

Audit Confirmation requests can be submitted through CIPS. Ensure to attach the letter from auditors. (Note: This is
only for Audit Confirmation request from Vendor's Auditors.)

Can we also submit vendor/supplier update requests in CIPS?

Vendor/Supplier update request should be raised by Chevron Buyer through SNOW (Service Now), refer to this link:
S2P Vendor Update request

Can Vendor still enroll in CIPS and submit inquiry even if transactions are not found in CIPS?
No, they cannot enroll in CIPS, data should be found in CIPS, as this will be the system validation use for enrollment.
However, they can still submit an inquiry (subject to criteria noted below).

If they have other Supplier accounts that are found in CIPS, they can still use this to enroll and send general inquiries
through 'My Inquiries' tab.

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Technical Issues
Why can’t I access CIPS? Error in loading CIPS?
For Big IP error, clear cache and close all browser. Open "New" browser and re-type https://cips.chevron.com.
Ensure a stable internet connection.

For any other errors, check first with your IT support for website access restrictions (applicable for vendors only).

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Post Activity
What will happen to open inquiries prior to CIPS full utilization initiative (CIPS as Centralized Tool)?
All inquiries received prior to August 14 will still be handled and replied via the groupmailbox.

How will you monitor your group mailbox after CIPS utilization (post activity)?
Only those inquiries related to CIPS enrollment and CIPS access issues will be accommodated.

What about internally forwarded emails, will it be handled?

Inquiries should be submitted thru CIPS. Enrollment and navigation guide links are provided for further reference.

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