AP Online Help
TABLE OF CONTENT
Welcome to AP Online
1.0 General Information
1.1 Who can use AP Online
1.2 How AP Online Works
1.2.2 What invoices are supported within AP Online?
2.0 AP Online Process Guide
2.1 Access AP Online via the Supplier Portal
2.1.1 Supplier Portal Sign-in
2.1.2 My Supplier Portal
2.2 AP Online Search
2.3 Summary Reports
2.4 Vendor Details
2.5 Invoice Details
2.6 Purchase Order Details
2.7 Payment Details
3.0 Search Techniques
3.1 Field Value Scenarios
4.0 Detailed Field Descriptions
5.0 Frequently Asked Questions [FAQ]
6.0 Support
6.1 Contact AP CRC
6.2 Portal Help
6.3 AP Online Administrator
Welcome to AP Online
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AP Online a business tool that is intended to provide our valued external customers, partners, suppliers and service providers with easily accessible, up-to-date invoice information that will provide invoice, purchase order, payment remittance, and vendor master data via a secured site. This online service is fast and easy to use and is available anytime you need to find out about an invoice that has been sent to us for payment.
- AP Online Benefits -
•24 hour / 7 days per week access to your invoice data submitted to Hewlett-Packard
•No waiting on the phone for answers to invoice, payment, and transaction questions
•Payment, invoice, and payment remittance data accessible in one central location
•Ability to engage with Hewlett-Packard’s CustomerResponseCenter from AP Online
•Estimated Due Date on open transactions
- Supplier Portal Benefits --
The HP Supplier Portal supply HP Business Partners, HP Suppliers, and HP Vendors with a single point of entry for all their web-based business interactions with HP by providing:
•A Single URL
•A branded and familiar look and feel
•Efficient UI navigation
•Standardized user management
•Single sign-on to user services
•User ID and Password to user services
•A common Support model
1.0 General Information
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1.1 Who can use AP Online
AP Online is available to external business partners with proper registration and access. Currently, AP Online imports transactional data from four Hewlett-Packard payables systems.
- Registration
Password protected services - Password protected services correspond to services with a Class C Authentication model. Services under this model are HP Restricted and can be accessed using user-id and password. This registration process will include your request for Class C protected portal services and will in turn trigger the AP Online administrator to create a user profile.
- User Access
Within two business days of your request, you will receive a confirmation and access information via email. After this, simply access the service by using the "Sign-in using user id and password" link on the Supplier Portal left navigation. You will need to enter your user id and password. After login, the service link will be displayed on the Supplier Portal secure home left navigation.
1.2 How AP Online Works
AP Online interfaces with four Hewlett-Packard vendor payables SAP systems. The systems supported are: US1 and FI1 [pre-merger HP systems] and EPH and SPE [pre-merger Compaq systems]. While HP uses numerous payables systems to render payment to our external customer, AP Online currently only supports the systems referenced above. Programs run daily from Hewlett-Packard’s SAP Vendor Payables systems to extract transactional data. Next, data files are imported into AP Online databases. Extracted SAP data includes:
- Paid & Non-Paid invoices referencing PO number
- Paid & Non-Paid invoices without PO number reference
- Payments (remittance data/invoice details)
1.2.2 What invoices are supported within AP Online?
- Hewlett-Packard’s Payables Systems
Hewlett-Packard receives and processes invoices from all over the world. There are many locations worldwide where Accounts Payables are handled. Depending on the type of transactions purchased by Hewlett-Packard (i.e. Good or Services), determines how and where certain invoices are processed. There are two main centralized invoice processing platforms utilized in HP. An Americas SAP system, US1, and a Europe Middle East and Africa SAP system, FI1. In addition, HP posts and pays other invoices on numerous other SAP systems. Not all the SAP systems are interfaced to the AP Online application. Therefore, if your company is aware that the invoices are submitted on SAP instances, such as IJBU, or JD Edwards, they will not be present on AP Online.
AP Online’s Supported Interfaces
US1 [Americas Centralized Invoice Verification model]; HP 4.5b SAP
FI1 [Europe, Middle East and Africa Centralized Invoice Verification model]; HP 4.5b SAP
LH1 (Light house)
D7C
IJ1
2.0 AP Online Process Guide
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2.1 Access AP Online via the Supplier Portal
To access AP Online, you must logon to Sign-in using the User Id and password provided by the AP Online administrator. Click on the Sign-in using user id and password.
2.1.1 Supplier Portal Sign-in
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- User ID and Password
As stated above, once the external partner registers with AP Online, it should take approximately two business days before receiving a confirmation and access information via email. Once you receive this information, you may access the application by using the "Sign-in using user id and password" link on the Supplier Portal left navigation. Please keep in mind that User Id and password are both case sensitive. Click Sign-on.
2.1.2 My Supplier Portal
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The left navigation bar displays all the applications/services the User is registered to access. Click on the AP Online link.
Click the > AP Online link on the left navigation. This will open a new window.
2.2 AP Online Search
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From the main search page [above screen shot] you have the ability to query items from the following categories:
- Company Code (i.e. US00/us00; not case sensitive)
- Vendor Number (Must select from the drop-down list; able to Ctrl+click to select various vendor numbers)
- Invoice Number
- Invoice Date To (mm/dd/yyyy)
- Invoice Date From (mm/dd/yyyy)
- Purchase Order Number
- Payment Number (also known as Clearing Reference Document)
You have the ability to query all Payment Statuses or select from the following:
- Paid
- Open
- Blocked
You have the ability to sort items with either a primary or secondary sort from the following:
- Company Code
- Vendor Number
- Invoice Number
- Payment Number
- Payment Status
- Purchase Order Number
- Invoice Date (mm/dd/yyyy)
The default sort is by invoice number. The Reset button allows the user to erase all values contained within the selection fields. Pressing the Search button completes the process and sends the query to the database.
Note: Use the > Search link from the Left Navigation menu to return to the AP Online Search screen.
2.3 Summary Reports
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This page shows the results of the selection criteria from the previous search page. If there is too much data to process, you should consider returning to the AP Online Search criteria page and limiting the search with additional parameters. Users may download the Summary Report to an Excel, Word or HTML file format.
Once the results are displayed, a list of all invoices, within the last six months, will appear based on the search criteria [paid, open/reversed or blocked].
From the Summary Report screen the user has the option to drill into one of the following four detail pages:
- Vendor Details
- Invoice Details
- Purchase Order Details
- Payment Details
Note: Use the > Search link from the Left Navigation menu to return to the AP Online Search screen. Download functionality is present in order to save the Summary Report transactions. Microsoft Excel, Microsoft Word and Web [.html] options are available. By clicking one of the download buttons, the user may save the results.
2.4 Vendor Details
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The Vendor Details page shows the vendor number, name, address and bank information (depends on assigned payment method) as it is maintained by the internal HP payables system (SAP). The user may return to the Summary Report by clicking on the > Back to results link.
If the user has a question or issue about the vendor or bank information displayed on this page, please engage with HP’s Customer Service Centre via the e-mail form link. To do this, click on the link titled: > Transaction Questions/Issues
The application will pre-fill the basic vendor and banking information in the form. There will be an opportunity to type additional information to assist the support team in researching the question/issue. Click on Send after entering any pertinent data.
2.5 Invoice Details
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The Invoice Details page shows details about the invoice as it is posted within the internal HP payables system (SAP). The user may return to the Summary Report by clicking on the > Back to results link.
OPEN view
BLOCKED view
PAID view
If the user has a question or issue about the invoice details displayed on this page, please engage with HP’s CustomerServiceCenter via the e-mail form link. To do this, click on the link titled: > Transaction Questions/Issues.
The application will pre-fill the basic invoice information in the form. There will be an opportunity to type additional information to assist the support team in researching the question/issue. Click on Send after entering any pertinent data.
2.6 Purchase Order Details
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The Purchase Order Details page shows details about the purchase order as it is exists within the internal HP procurement systems. The user may return to the Summary Report by clicking on the > Back to results link.
If the user has a question or issue about the purchase order details displayed on this page, please engage with HP’s CustomerServiceCenter via the e-mail form link. To do this, click on the link titled: > Transaction Questions/Issues.
The application will pre-fill the basic purchase order information in the form. There will be an opportunity to type additional information to assist the support team in researching the question/issue. Click on Send after entering any pertinent data.
2.7 Payment Details
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The Payment Details page shows details about the purchase order as it is exists within the internal HP procurement systems. The user may return to the Summary Report by clicking on the > Back to results link.
If the user has a question or issue about the payment details displayed on this page, please engage with HP’s Customer Service Centre via the e-mail form link. To do this, click on the link titled: > Transaction Questions/Issues.
The application will pre-fill the basic purchase order information in the form. There will be an opportunity to type additional information to assist the support team in researching the question/issue. Click on Send after entering any pertinent data.
3.0 Search Techniques
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The Main Search screen is used to limit the data that is retrieved by the AP Online application. The user can fill in many combinations of the data fields to request a summary report – and from the summary, “drill down” to get additional, more detailed information.
To limit “runaway queries” (getting too much data returned), the application requires that a minimum selection criteria is entered. Vendor number is the only required data value that needs to be entered. The user is able to enter additional specific data values, if so desired.
After filling in the selection criteria, the user should click on the Submit button at the bottom of the screen. The AP Online Summary Screen will be presented.
3.1 Field Value Scenarios
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Please refer to the next page for specific examples on numbered items.
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Change Language – The user selects a language preference during registration. The chosen language will default each time the user logs onto AP Online. At any time, the user may select a different language by using the drop-down option.
- EN = English
- ES = Spanish
- DE = German
- FR = French
User ID - The User ID is assigned by the APOnline administrator. Typically, it is the user’s e-mail address. For external customers, this data field cannot be overwritten or modified.
Company Code – This field is ‘optional’ and stands for Hewlett-Packard’s region identifier. This field is maximum 4-digit length (alpha and numeric).
Examples: US00 [United States]; MX00 [Mexico]; SG00 [Singapore]; DE00 [Germany];
ES00 [Spain]; FR00 [France]; CA00 [Canada]; GB00 [Great Britain]; NO00 [Norway]
Vendor Number - A vendor number is a number up to ten-digits (predominantly 8-digits) used to identify the vendor on financial documents received and paid by Hewlett Packard. Vendor numbers are typically numeric, but in a small percentage of cases, they may contain alpha-numeric characters. For external customers, the vendor number list will be provided and this data field cannot be overwritten or modified. The user may select ALL vendor numbers or use the Ctrl+cursor keys to select 2 or more. For, application Super Users, vendor number entry must include two leading zeros.
Examples: 0014011488, 0017009501, 0020098172, 0031096762,
0016001304, 0071008495, 00DH00000034
Invoice Number – External customer’s invoice number. Hewlett-Packard Operations personnel will remove all spaces and special characters [i.e. &%^#@/_-] when posting invoices into the payables system. The invoice number field is not case sensitive. When used in addition to vendor number selection criteria, the system will only list invoices matching. Note: There is no wild-card search functionality.
Examples: INV93743 can be entered as inv93743 or INV93743
09-12314 would be entered as 0912314
Invoice DateRange – The user may limit the query to a specific date range by utilizing the calendar icons. Note: AP Online archives only the past six months worth of data.
Purchase Order Number – This field contains alpha-numeric characters. The purchase order is issued by Hewlett-Packard. Note: There is no wild-card search functionality.
Examples: SBY…, 77…, SBE…, 32…, H4… series
Payment Number – Depending on the user’s region, payment number may refer to different meanings. For instance, in the USA it may be referred to as Check Number, while in the UK or Ireland, it may be referred to as Clearing Reference Number. The only value this field accepts is a 10-digit numeric value beginning with 20… Note: There is no wild-card search functionality.
Examples: 2012871967, 2000002644
Payment Status – The user may leave all three boxes checked or unchecked to pull ALL available transactions. In addition, the user may select only the type of transactions to be viewed.
PAID – The invoice has successfully completed Hewlett-Packard’s payment processes. Payment will be rendered to the external customer via their approved methods.
OPEN – The invoice has been received and posted within by Hewlett-Packard’s payables system. The invoice will pick up for payment when the terms become due.
BLOCKED – The invoice is on hold. An invoice may be on hold for several reasons.
Examples: Pending approval (large invoice amount), Missing Goods Receipts, Pending Credit Memo, Price Discrepancy between invoice and PO, Tax Certificate issues, etc.
REVERSED – The original invoice/payment has been reversed. HP Operations personnel will reverse a transaction if it has been entered in error, etc. If you have specific questions about why the invoice shows reversed, please contact HP.
Sort – The end user has the ability to sort the transactions in a preferred order. If the selection returns many lines of data, the user may wish to sort the lines in a particular order. From the drop-down menu, the user can select the field by which the transactions will be sorted. For example, if the desired sort sequence would be invoice date within purchase order, the user would select purchase order in the primary sort information menu and invoice date in the secondary sort information menu.
4.0 Detailed Field Descriptions
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User IDCompany CodeVendor Number
Invoice NumberInvoice DatePurchase Order Number
Payment NumberPayment StatusPrimary/Secondary Sort
Baseline DateCurrencyEstimated Due Date
Document NumberMultiple PO’sPayment Terms
Payment MethodBank KeyPayment Amount
Swift CodeOpenPaid
BlockedReversed
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Field Name / DefinitionUser ID / A User ID is the code used by a user to identify oneself when logging into a system/starting a Login Session. It is used by the system to uniquely identify the user.
Company Code / Hewlett-Packard’s organizational unit of Financial Accounting within its payables system for tracking external customers based on region. Ex. SG00/Singapore; US00/United States; GB00/Great Britain.
Vendor Number / A vendor number is a number up to ten-digits (predominantly 8-digits) used to identify the vendor on financial documents received and paid by Hewlett Packard. Vendor numbers are typically numeric, but in a small percentage of cases, they may contain alpha-numeric characters.
Invoice Number / The external customer’s or supplier’s commercial document issued to Hewlett-Packard, indicating the products, quantities and agreed prices for products or services that the seller has already provided to Hewlett-Packard. Note: We will remove all spaces and special characters from the invoice number.
Invoice Date / Usually the date when goods are shipped; Payment dates are set relative to the invoice date or Invoice Receipt date
Purchase Order Number / Hewlett-Packard document used to request that a company supply something in return for payment, providing specifications and quantities are met.
Payment Number / Hewlett-Packard document number assigned to the invoice(s) which were cleared/paid. Also known as Clearing Reference Number in some regions. (aka Check number in the US)
Payment Status / The invoice or payment’s current status within Hewlett-Packard’s accounts payables system. The status is updated daily on AP Online; turnaround time 24hrs.
Primary/Secondary Sort / To organize AP Online information in the desired order; AP Online, for example, has sort functions which can organize items in a specific order on the Summary Report.
Baseline Date / Date from which the terms of payment apply; can also be referred to as Invoice Receipt Date.
Currency / The unit of exchange the external customer and/or Hewlett-Packard utilizes to facilitate the transfer of goods and services.
Estimated Due Date / The date at which an invoice is expected to be paid, calculated from the date of the invoice plus payment terms or calculated from HP’s receipt date of invoice plus payment terms depending on region standards. *Note: Estimate Due Date field will appear blank for vendors processed on pre-merger Compaq SAP instances or configured with special payment terms.
Document Number / The document number is the key the system uses to access the accounting document. The document number is unique per company code and fiscal year.
Multiple PO’s / In some regions, Hewlett-Packard accepts external customer invoices which reference multiple purchase order numbers; therefore, you will see Multiple PO’s captured in the PO Number column on AP Online. Clicking on Multiple PO’s link will display the PO’s associated with the transaction.
Payment Terms / Information on an invoice directly relating to the terms and conditions by Hewlett-Packard should render payment to the external customer.
Ex. Net 45 days, discounts, early pay
Payment Methods / Procedure (check, bill of exchange or bank transfer abroad for example) by which payments are made.
Bank Key / Unique identification key for a bank
Payment Amount / Total amount per outgoing Hewlett-Packard payment paid net in document currency
Swift Code / Codes used when transferring money between banks, particularly international transfers. The code is 8 or 11 characters, made up of:4 characters - bank code, 2 characters - ISO country code, 2 characters - location code, 3 characters - branch code, optional ( 'XXX' for primary office).
Open / The invoice has been received and posted within by Hewlett-Packard’s payables system. The invoice will pick for payment when the terms become due.
Paid / The invoice has successfully completed Hewlett-Packard’s payment processes. Payment will be rendered to the external customer via their approved methods.
Blocked / The invoice is on hold. An invoice may be on hold for several reasons. Examples: Pending approval (large invoice amount), Missing Goods Receipts, Pending Credit Memo, Price Discrepancy between invoice and PO, Tax Certificate issues, etc.
Reversed / The original invoice/payment has been reversed. HP Operations personnel will reverse a transaction if it has been entered in error, etc. If you have specific questions about why the invoice shows reversed, please contact HP.
AP Online Help