OB10 Web Form Invoice Submission Guide

Transcription

1 OB10 Web Form Invoice Submission Guide Submitting an Invoice/ Credit note Page 2 Creating Drafts...Page 8 Purchasing more invoices Page 10 Receiving a copy of the invoice Page 11 Changing other information Page 12 Information to be provided while submitting invoices to HP Singapore....Page 13

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 Create Invoice/Credit note in the OB10 Main menu.

4 Step 3: Select the correct HP Singapore Sponsor number from the list. Alternatively you can enter the HP Singapore Sponsor number or the sponsor number of any other customer in the Enter your Customer s OB10 number Field. After selecting the customer, click on Create New option.

5 Step 4: You are in the Invoice template page. Please complete all the details In the Ship To address, enter where the goods/services are being shipped to (this should match the purchase order, if applicable). 2 Please enter your HP Contact name in Customer Contact field (absence of this information in the case of non purchase order invoices will lead to rejection of the invoice). Insert your contact details in Your Name field. 3--Select Invoice or Credit Note (Please see Credit Note submission for additional information on submitting Credit Notes in Page 7) and enter the invoice date and Purchase Order number. Please enter the purchase order number without any suffixes or prefixes, example: SBA Enter the invoice number and select the currency.

6 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 Optional Information field to provide the information. When you have completed the invoice please click on Submit.

7 Credit Note submission: While submitting credit notes, all other details remaining the same, please select Credit note option and provide Original invoice number to which the credit pertains to in Original Invoice Number field. Creating Drafts If you are invoicing HP for identical goods/services periodically, you can create drafts of the invoices and use them when submitting invoices.

8 Step 1: In order to create a draft, please complete all the information that is common to all invoices such as PO number, ship to address, line item details etc in the Invoice template and click on the Save Draft option. The draft will be saved with the characters entered in Invoice Number field. Step 2: To access the draft, log into your OB10 account, click on Create Invoice/credit note or View saved invoices options in the main menu.

9 Click on the Edit 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. Purchasing more invoices To purchase more invoices, please click on Purchase more invoices option in the Main Menu. You can pay for the invoices using a credit card.

10 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 Receiving a copy of the invoice To receive a copy of the invoice, please click on copy of an invoice option in the Main Menu, enter the invoice number and address to which the invoice copy should be sent to.

11 Within few minutes, you will receive a copy of the invoice submitted by you through OB10. 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

12 etc, you can do so by accessing various options available under the Account Information section in the OB10 main menu. Information to be provided while submitting invoices to HP Singapore Invoice Number Invoice Date

13 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. Failure to include the above information may result in the invoice being returned to the supplier via standard mail by HP Accounts Payable.