Best Practices for Submitting Invoices to HP Entities in Asia Pacific

Best Practices for Submitting Invoices to HP Entities in Asia Pacific


Best Practices for submitting Invoices to HP entities in Asia Pacific

Index

Objectives

OB10 Invoicing

Information to be provided on the invoices billed to HP

Singapore

Australia

New Zealand

UnitedStates

Canada

UnitedKingdom

Ireland

Germany

France

Netherlands

Spain

Points to Remember

Procedure to get the invoices re-processed

Invoice returned to supplier

Invoice submitted with wrong/missinginformation

Objectives:

To ensure:

  • Speedy and Accurate processing of Invoices
  • Better On-Time Payments.

OB10 e-invoicing:

  • HP has joined OB10 electronic invoice delivery network run by OB10 Sdn bhd to
  • Increase efficiency
  • Improve cycle time in the invoicing process
  • Features of OB10 invoicinginclude:
  • Compliance to local tax regulations
  • Removal of paper from Invoicing process
  • Economy as compared to paper invoicing etc.

Point to be noted:

Invoices submitted through OB10 should not be sent againor faxed to the local mail room or HP Customer Response Center.

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Essentials to be provided on invoices billed to HP in Singapore

Invoice Number

Invoice Date

HP Bill to Name and Address

HP Purchase Order Number, where applicable.

In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone #.

Currency of the invoice.

Supplier’s SGD equivalent of net amount, tax amount and gross amount and exchange rate for those suppliers who charge in Non-SGD currency.

The Supplier’s name, preferred remit to address or bank details

Gross Amount and Tax Amount.

Description of goods/services, supplier’s part numbers if applicable.

The word "Invoice" or "Tax Invoice" (compulsory if you are registered for GST) or "Credit Note" (if you are sending a credit note), whichever is applicable.

The line item details on the invoice (quantity, unit price) should match the line items on the purchase order

The amount of cash discount offered, if applicable

If sending a credit note, please indicate the invoice number*, invoice date*, and the reason for the credit, which is being credited in addition to the above details.

* If the credit note relates to several tax invoices and it is NOT possible to match the credit to a particular tax invoice issued previously, it is not necessary for the credit note to indicate the (i) original invoice number and (ii) invoice date, in this case. The reason for the credit IS STILL REQUIRED.

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Essentials to be provided on invoices billed to HP inAustralia

Invoice Date

Invoice Number

HP Bill to Name and Address

HP Purchase Order Number, if applicable

In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone number

Currency of the invoice

The Supplier’s name, preferred remit to address or bank details

ABN(Australian Business Number) of the supplier

Gross Amount and Tax Amount

Description of goods/services, supplier’s part numbers if applicable

The term “Tax Invoice” to be prominently stated on the invoice

The line item details on the invoice (quantity, unit price) should match the line items on the purchase order

If sending a credit note, please indicate the invoice number, invoice date, PO number and the reason for the credit, which is being credited in addition to the above details (please provide your HP Contact/requestor’s name who can be contacted in case of any queries)

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Essentials to be provided on invoices billed to HP inNew Zealand

Invoice Date

Invoice Number

HP Bill to Name and Address

HP Purchase Order Number, where applicable

In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone number

Currency of the invoice

The Supplier’s name, preferred remit to address or bank details

Gross Amount and Tax Amount

Description of goods/services, supplier’s part numbers if applicable

The term “Tax Invoice” to be prominently stated on the invoice

The line item details on the invoice (quantity, unit price) should match the line items on the purchase order

If sending a credit note, please indicate the invoice number, invoice date, PO number and the reason for the credit, which is being credited in addition to the above details (please provide your HP Contact/requestor’s name who can be contacted in case of any queries)

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Essentials to be provided on invoices billed to HP in United States

Invoice Date

Invoice Number

HP Bill to Name and Address

Gross Amount

Purchase order number

In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone number

Supplier’s name and address (Specific Remit to, if any or bank details)

Description of goods/services, supplier’s part numbers if applicable

Currency of the invoice

Ship to address where the goods/services are shipped to

If sending a credit note, refer to the invoice which is being credited

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Essentials to be provided on Invoices billed to HP in Canada

Invoice Date

Invoice Number

HP bill to name and address

Gross Amount

Purchase order number

In case of a Non PO invoice, Requestor name (HP Contact) along with the telephone number

Supplier’s name and address (Specific Remit to, if any or bank details)

Description of goods/services, supplier’s part numbers if applicable

Currency of the invoice

Ship to address where the goods/services are shipped to

Tax Registration number of the supplier (GST#, QST#)

If sending credit note, refer to the invoice which is being credited

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Essentials to be provided on invoices billed to HP in UK/ HP in Ireland

Invoice Date

Invoice Number

HP bill to name and address

Gross Amount

Purchase order number

In case of a Non PO invoice, Requestor name (HP Contact) along with the telephone number

Supplier’s name and address (Specific Remit to, if any or bank details)

Description of goods/services, supplier’s part numbers if applicable

Currency of the invoice

Ship to address where the goods/services are shipped to

VAT ID of the Supplier

HP VAT ID

If sending credit note, refer to the invoice which is being credited.

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Essentials to be provided on invoices billed to HP in Germany

Invoice Date

Invoice number/ Sequential number (= serially numbered- each invoice need a separate number to ensure a clear identification)

HP bill to name and address

Purchase order number

In case of a Non PO invoice, Requestor name (HP Contact) along with the telephone number

Supplier name and bank details of the supplier

Description of goods/services, supplier’s part numbers if applicable

Currency of the invoice

Ship to address where the goods/services are shipped to.

Tax number (Steuer-Nummer) or the VAT ID number of the supplier

Issue date (of invoice)

Time of supply in case the date is different from the date of issuing the invoice

Differentiation of the base amounts for all items with different VAT rates, zero rated supplies, VAT exempt supplies and out of scope supplies

The base amount(s) and the applicable VAT rate(s). If the supply is zero rated or exempt, the reason for this need to be mentioned on the invoice

VAT ID of HP (Depends on the country whose VAT rate is charged, For Ex: HP GMBH is VAT registered in Germany, GB, France, Netherlands, CzechRepublic)

Clear mention of Gross amounts and Net amounts along with the applicable VAT rates.

If sending credit note, refer to the invoice which is being credited.

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Essentials to be provided on the invoices billed to HP in France

Invoice Date

Invoice Number

HP bill to name and address

Gross amount

Purchase order number

In case of a Non PO invoice, Requestor name (HP Contact) along with the telephone #.

 Supplier name and address (Specific Remit to, if any or bank details)

Description of goods/services, supplier’s part numbers if applicable

Ship to address where the goods/services are shipped to

VAT ID of HP

VAT ID of the supplier

Amount excluding VAT

VAT amount payable

Amount including VAT

VAT percentage

Equivalent amount of VAT in Euro currency (If the supplier invoices in USD, the equivalent of Euro for VAT should be specified)

If sending credit note, refer to the invoice which is being credited.

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Essentials to be provided on the invoices billed to HP in Netherlands

Invoice Date

Invoice Number

HP bill to name and address

Gross amount

Purchase order number

In case of a Non PO invoice, Requestor name (HP Contact) along with the telephone #.

Supplier name and address (Specific Remit to, if any or bank details)

Description of goods/services, supplier’s part numbers if applicable

Ship to address where the goods/services are shipped to

Currency of the invoice

HP VAT ID

Customer VAT ID (for Intra-EU transactions)

Total amount subject to VAT

VAT amount

If invoice in foreign currency, also local VAT amount and exchange rate used

If sale is exempt, VAT shown as ‘0.00’

If multiple VAT rates, the taxable amount and VAT amount summarized per rate.

Cash discount amount or rate

Date of Issue (if not the same as invoice date)

Date of delivery/shipment

If sending credit note, refer to the invoice which is being credited.

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Essentials to be provided on the invoices billed to HP in Spain

 Invoice Date

Invoice Number

HP bill to name and address

Gross amount

Purchase order number

In case of a Non PO invoice, Requestor name (HP Contact) along with the telephone #.

Supplier name and address (Specific Remit to, if any or bank details)

Description of goods/services, supplier’s part numbers if applicable

Ship to address where the goods/services are shipped to

Currency of the invoice

HP VAT ID

Customer VAT ID (for domestic transactions)

Customer VAT ID (for intra-EU transactions)

Total amount subject to VAT

VAT amount

If invoice in foreign currency, also local VAT amount and exchange rate used.

If multiple VAT rates, the taxable amount and VAT amount summarized per rate

If a foreign registration, name, address and VAT ID of fiscal representative is required

Cash discount amount or rate

Date of issue (if not the same as invoice date)

Date of delivery/shipment

If sending credit note, refer to the invoice which is being credited.

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Points to Remember

Please provide the detailed description of the goods or parts sold/ services rendered. This is required to determine the correct applicability of sales/use tax on the invoice which will in turn ensure speedy payments.

In the “Ship To” field, please enter destination where the goods or parts are delivered/ services rendered.

Please mention the supplier contact information below the “Bill from” field.

Avoid raising multiple cases with the CustomerResponseCenter for payment of an invoice.

In case of invoices with Purchase order number

  • Please include the complete purchase order number from HP, without any other marks, symbols or characters.
  • Prefixing or suffixing the HP supplied purchase order number with details like “PO”, “PO#”, “V3”, “SU2”, “-“, “/” etc may cause the invoice to be rejected by Accounts Payable.
  • Example: Enter SBY436 and not PO#SBY436.

In case of Non purchase order invoices

  • Please mention the correct full name of the Requestor (HP Contact) along with the telephone # and booking information (if available) in the “Contact” field on the Invoice Generator.
  • Absence of this information or mentioning this information in the wrong or any other place may result in invoices being returned to the supplier.

Please provide all the essential information listed in previous pages while sending invoices to various HP entities for payment. If any one or more of the essential information is missing on the invoice, it will be Returned.

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Procedure to get an invoice re-processed

Invoice returned to the supplier

Supplier realizes an invoice has been submitted with the wrong details/missing details before notification from HP

Invoice has been Returned to Supplier:

  • An invoice can be returned to supplier mainly for 2 reasons:

One or many essentials required to pay the invoice is missing.

As per the HP Contact (buyer/requestor).

  • Once the invoice is returned, the supplier will receive a paper copy of the OB10 invoice along with the letter stating the rejection reason.
  • The supplier is required to resubmit the invoice with all the essential information through OB10, by suffixing the invoice number with alphabets. This is because, OB10 does not accept the same invoice number which has been successfully transmitted through their network more than once. Example: Original invoice is 123. Resubmitted invoice is 123A.
  • Please contact HP Customer Response Center in case of any queries.

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When a supplier realizes an invoice has been submitted with wrong details/ missing details before notification from HP.

  • The supplier is required to contact HP Customer Response Center and ask them to cancel the processing of the invoice with wrong/missing details.
  • Then, he is required to resubmit the invoice with all the required information through OB10, by suffixing the invoice number with alphabets. This is because OB10 does not accept the same invoice number which has been successfully transmitted through their network more than once. Example: Original invoice 123, Resubmitted invoice 123A.
  • If the HP CRC confirms to him that the invoice with wrong details has already been paid, then the supplier is required to submit a credit note through OB10 to cancel the wrong payment. Please make sure to mention the corresponding invoice number to which the credit refers to, in order to avoid taking credit against wrong invoices. Then submit a revised invoice with all the details through OB10 by suffixing the invoice number with alphabets.

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