OB10 Web Form Invoice Submission Guide

Transcription

1 OB10 Web Form Invoice Submission Guide Submitting an Invoice/ Credit note Page 2 Creating Drafts...Page 9 Purchasing more invoices Page 11 Receiving a copy of the invoice Page 12 Changing other information Page 13 Information to be provided while submitting invoices to HP offices in Spain....Page 14

2 Submitting an Invoice/Credit note Step-1: Log in to your OB10 Account using your OB10 number, user name and password (Please note, this information is case sensitive) at

3 Step 2: Select the option Crear factura/ Nota de credito in the OB10 Menu Principal.

4 Step 3: Select the correct HP Spain Sponsor number from the list. Alternatively you can enter the HP Spain Sponsor number or the sponsor number of any other customer in the o introduzca el numero del cliente OB10 Field. After selecting the customer, click on Crear nuevo option.

5 Step 4: You are in the Invoice template page. Please complete all the details In the Enviar a su direccion, enter where the goods/services are being shipped to (this should match the purchase order, if applicable). 2 Please enter HP s VAT ID. 3 Please enter your HP Contact s Name, telephone number and address respectively in Contacto del cliente, Telefono de contacto del cliente, de contacto del cliente fields (absence of this information in the case of non purchase order invoices will lead to rejection of the invoice). Insert your contact details in Su nombre, Su telefono, Su fields.

6 Step 4: Enter the Invoice details Select Factura or Nota de abono (Please see Credit notes submission for additional information on submitting Credit Notes in Page 8) and enter the invoice date and Purchase Order number. Please enter the purchase order number without any suffixes or prefixes, example: SBE Enter the invoice number and select the currency.

7 Step 4 Enter the line item details Enter your Invoice line item details here Click here to add any additional description of goods/services Click here to add more line items Select the tax code and mention the tax amount, if applicable If you have any other additional information to be included, click on the Informacion Opcional field to provide the information. When you have completed the invoice please click on Enviar.

8 Credit Note submission: While submitting credit notes, all other details remaining the same, please select Nota de abono option and provide Original invoice number to which the credit pertains to in Ingrese no. original de factura field.

9 Creating Drafts If you are invoicing HP for the identical goods/services periodically, you can create drafts of the invoices and use them for submitting the invoices. Step 1: In order to create the drafts, please fill in all the information which are common to all invoices like PO number, ship to address, line item details etc in the Invoice template and click on Guardar borrador option. The draft will be saved with the characters entered in Factura/No de la nota de credito field.

10 Step 2: To access the draft, log into your OB10 account, click on Crear factura/nota de credito or Ver facturas guardadas options in the Menu principal. Click on the Editar option for your draft invoice, make necessary changes like invoice number, invoice date, gross amount, tax rates etc and submit the invoice. You can create and save any number of drafts for future use.

11 Purchasing more invoices To purchase more invoices, please click on Comprar mas facturas option in the Menu principal. You can pay for the invoices using a credit card. If you would like to pay by check, please contact OB10 support and ask them to send an invoice to you. You will find Service and Support contacts for both OB10 and HP at

12 Receiving a copy of the invoice To receive a copy of the invoice, please click on Enviar una copia de una factura por correao electronico option in the Menu Principal, enter the invoice number and address to which the invoice copy should be sent to. Within few minutes, you will receive a copy of the invoice submitted by you through OB10.

13 Changing other information If you need to change other information on your OB10 account, for example the ID of the person managing the OB10 account, static information, tax codes etc, you can do so by accessing various options available under the Informacion de cuenta section in the OB10 Menu Principal.

14 Information to be provided while submitting invoices to HP offices 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 should match purchase order ship-to address, where applicable 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 original invoice number. Failure to include the above information may result in the invoice being returned to the supplier via standard mail by HP Accounts Payable.