© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. Supplier Invoicing Standard HP COMPASS Purchase Orders

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 2 Objectives This course will discuss; What is required for correct invoicing Invoice submissions methods How to resolve & resubmit rejected invoices How to track payments Support resources and tools Who to contact if issues persist This training will provide detailed instructions on how to submit an acceptable invoice based on the terms and conditions in your services agreement.

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. HP Restricted. Invoice Requirements Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. HP Systems for Invoicing What is COMPASS? An HP enterprise wide system used to manage contracts & sales orders, labor tracking, procurement & delivery, invoicing & collections and financial close & reporting. You know you have a COMPASS PO as the PO number will start with numbers, not letters, such as 89*, or 77* What is Tungsten Network? Tungsten Network (formerly OB10) is a third party program that creates invoices for HP. Information from PO’s, and/or the IRR must be used to create an invoice in Tungsten Network. What is CATW? CATW is part of the COMPASS system used to enter contractor worked hours. All approved hours entered will be documented in the Invoice Remittance Report (IRR), which is ed to suppliers on a weekly basis.

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 5 Time Entry: Contractor hours worked are recorded in CATW HP Program Manager must approve time entered Approved time recorded in CATW posts to Compass weekly (Tuesday evenings) 3 way validation: Invoices, Purchase Orders, posting of approved hours Invoice Remittance Report Sent every Wednesday Wednesday through Tuesday new approvals Updated 3 out of every 4 weeks Last two months data Includes approved corrections to previous time periods Only approved time and approved expenses show up on the report CATW & Invoice Remittance Report Hourly Labor Invoicing

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 6 When you first get your IRR, sort by: 1.Contractor Name 2.PO Number 3.Activity Date 4.Then filter on Invoice Amount = 0.00 Then Use these fields in your invoice: Contractor Name (line item description on invoice) Rate Activity Date Range (period of performance) Hours Item Total The Invoice Remittance Report: Detail

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 7 1.Bill to Address 2.Invoice (Mail) to Address 3.PO number 4.Item Number 5.Description 6.Quantity 7.Price The HP Purchase Order: Hourly Labor

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 8 1.Bill to Address 2.Invoice (Mail) to Address 3.PO number 4.Item Number 5.Description 6.Quantity 7.Price The HP Purchase Order: Product

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 9 1.Bill to Address 2.Invoice (Mail) to Address 3.PO number 4.Item Number 5.Description 6.Quantity 7.Price The HP Purchase Order: Services

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 10 Labor PO (or Hourly Labor PO): A labor PO quantifies an hourly rate, total number of hours, and expenses (if applicable) for a single named resource. What is the difference? Service PO (or blanket PO): A services PO includes the service name with a total dollar amount. Note: A services PO is NOT broken down by an hourly rate, nor number of hours. The HP Purchase Order: Services or Labor

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 11 General Information needed for ALL invoices 1.Bill to (HP legal entity name) 2.Invoice date 3.Unique invoice number 4.Address where service provided (deliver to) 5.Specify Invoice or Credit 6.PO number 7.Currency 8.Tax or No Tax 9.Description of line item exactly as it appears on the PO 10.Remittance Data Item Specific Information Invoice data will come from either the PO and/or the IRR If Hourly labor: 1.Labor hours and rate 2.Period of performance 3.Expenses if applicable 4.Contractor Name or Named Resource If Services (blanket or OSS): 1.Line item number 2.Period of performance If a Product: 1.Line item number 2.Quantity and unit cost for EACH line item Invoice Requirements IMPORTANT: Only one PO per invoice

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 12 Correct Bill to HP legal entity Invoice date Unique invoice number (Add ‘RS’ AFTER invoice number) Address where services rendered Specify “invoice “or “credit” Purchase Order Number Currency Type Include tax or reference “no tax” Invoice Requirements: Sample Invoice

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 13 Each item as it appears on the PO Description of work and Contractor Name List Hours and Labor Rate Period of Performance (POP) (dates services rendered only) Related travel expenses Invoice Requirements: Hourly Labor

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 14 Credit instead of Invoice Hours and Labor rate for the Credit Reference invoice # that the credit applies to Unique Invoice Credit number Contractor Name and POP Invoice Requirements: Hourly Labor Credit

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 15 Each item as it appears on the PO Product Description and Line item Numbers Quantity Unit Price Line Totals Invoice Requirements: Product NOTE: Product PO invoicing: list the line item number(s) and the product description on the invoice

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 16 Each item as it appears on the PO Item Description Quantity (Hours for stated invoice period) Unit Price Totals Invoice Requirements: Services NOTE: If invoicing outsourced services, write the product description on the invoice

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. HP Restricted. Invoice Submission Methods Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 18 Invoice Submission Methods Suppliers may choose ONE of the following methods for invoicing… IMPORTANT: Tungsten Network may not be used for Federal and some State and local accounts Invoicing not required for Lease Purchase Orders Supplier Electronic Invoice Creation Tungsten Network (OB10) Supplier Electronic Invoice Creation Federal Account Supplier Paper Invoice Creation Postal Service

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 19 Tungsten Network is HP’s 3 rd -Party Invoicing Partner for electronically submitted invoices from the supplier to HP Tungsten Network may be used when invoicing is a requirement for payment Tungsten Network registration and subscription is required for most non- Federal accounts and some state and local accounts (see PO or specific invoicing instructions). The first 12 Invoices are free! Tungsten Network offers HP Suppliers two options: Invoice Submission Methods: Tungsten Network Low Volume Less than 60 invoices/year Online Web Form High Volume More than 60 invoices/year Contact Tungsten Network for Integrated Solution IMPORTANT: Qualifying suppliers interested in registering for Tungsten Network go to the Invoice Registration GuideInvoice Registration Guide

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice Go to Tungsten Network (OB10) S/Registration_Create_Account_ Introduction and start filling out the web form to register S/Registration_Create_Account_ Introduction 2.If a supplier invoices HP more than 60+ times/year, they are a likely candidate for an integrated solution. 3.Once registered, suppliers can start creating invoices. Invoice Submission Methods: Create Account

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 21 When in Tungsten Network: 1.Create an Invoice 2.Check Invoice Status in Tungsten Network 3.List of “My PO’s” 4.Check how many transactions have been used with Tungsten Network 5.Tungsten Network Reports Invoice Submission Methods: Dashboard IMPORTANT: Invoice status only applies to submission through Tungsten Network. Suppliers still need to go through AP Online to check final approval status.

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 22 to: The Fastest way to submit invoices is electronically through . Ensure that: The PO number is in the subject line The invoice is sent with one attachment in pdf format, only one invoice per Return receipt is used to see confirmation of transmission Remember: submission is for Federal accounts only Federal accounts only (PO’s starting in “89”): Invoicing by Invoice Submission Methods: Federal Accounts

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 23 When mailing paper invoices… Standard Delivery Overnight Delivery Hewlett Packard Invoice Document Center Highway110 N KM 5.1 Aguadilla, Puerto Rico Invoice Submission Methods: Postal Service IMPORTANT: Do NOT use the Puerto Rico addresses (standard or overnight) as the ‘Bill To’ address

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. HP Restricted. Invoice Rejections and Resubmissions Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 25 Common Validation Errors: Incorrect Bill To address for HP Missing data, e.g. Purchase Order number Invoice quantity or price variance Data elements do not match between associated documents, e.g. line item number and description on the invoice is not exactly the same as the PO. Once an invoice is received by HP, the data is validated across multiple sources Passes Validation Process? Yes: Invoice processed for payment according to payment terms No: Invoice is ed or hard copy mailed back to supplier with cover letter indicating reason for rejection and instructions for resubmission HP Invoicing and Payment Process Supplier Invoice HP Purchase Order Invoice Remittance Report Project Approvals Goods Receipt

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. 26 Adjusting and resubmitting the invoice is the supplier’s responsibility Invoices should be resubmitted within 30 days of receiving this letter Specific questions should be submitted to Service CentralService Central Invoice Rejections: from HP

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. Invoices can be rejected from Tungsten Network if the invoice… Does not reference the correct purchase order number or Includes prefix or suffix, or special characters in the PO number value (ex: “PO#####” or “#####- TGSTN”) Only include the root of the PO number Has an incorrect HP Tungsten Network buyer account number If rejected… You will receive an confirmation or rejection notification directly from Tungsten Network Correct the invoice and resubmit to Tungsten Network by doing either of these options: Submit support ticket to Tungsten Network to have original accepted invoice deleted/archived Add an “RS” after the original invoice number so Tungsten Network will not reject as a duplicate invoice Invoice Rejections: from Tungsten network NOTE: An invoice may still be rejected by HP even if it is accepted by Tungsten Network. If this occurs; notification will come from HP & supplier will be charged to resubmit.

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. HP Restricted. Support Resources and Tools Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. AP Online is an HP search and reporting system for validated invoices: It is free and secure Suppliers need to create a supplier login and password to search invoices Go to to register for AP On-line Accounts Payable Online Invoice Support: AP Online

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. Suppliers are able to track payment status by: Invoice number PO number Invoice date How to check payment status using AP On-line… AP Online support: AP Online Navigation Video: ocs/APO%20Demo%20Part%202%20 User%20Guide.swf Invoice Support: AP Online

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. Invoice Support: AP Online Payment Status: Open = Invoice received, is in process of payment Blocked = Invoice received, but waiting for account approvals Reversed = There is an internal issue with the invoice. Contact Service Central for details.Service Central No Status or invoice listed = invoice has not been received or was rejected by AP before posting – will be returned to vendor *Note: AP Online will only provide status on invoices that are approved, in process or paid. If invoices have not been received there will be no entry. If invoices are rejected or returned before being processed, there will be no entry. IMPORTANT: The Document Number is HP’s internal invoice number. Suppliers should use this number to reference the transaction if inquiring about payment.

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. For Federal Accounts only: If you’ve been unable to obtain information using AP Online or do not have access to this tool, payment and invoice status information can be obtained by opening a ticket with the CRC Contact CRC when you need information about: AP Online Invoice payment status Invoice rejections Invoice postings Federal COMPASS PO’s (248) Support Resource Tools: Customer Resource Center

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. If you’ve been unable to obtain information using AP Online or do not have access to this tool, payment and invoice status information can be obtained by opening a ticket with Service CentralService Central It is a free service within HP You must create a user name and password the first time you go to the site From the Service Central Home page, at the top, choose Accounting Services -> Accounts Payable A new view will open. On the left side choose Accounts Payable -> Resolve an Issue -> Invoice Issues On the right side of the same view, new buttons will appear. You can choose to Start a Chat, Submit a Case, or talk to a person Or Call (800) option1,1,0 Contact Service Central about any of the following issues: AP Online Invoice payment status Invoice rejections Invoice postings All Accounts Except Federal Accounts Support Resource Tools: Service Central

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. When escalating an issue… Include Supplier name Supplier account number Contact name, telephone, HP purchase order number Issue (high level) Issue description If you’ve been unable to obtain information using AP Online or the HP’s CRC, AP has established a process specifically for invoice escalations Timeframe issue has occurred Other pertinent information PO initiator, if known Prior contacts (if possible): CRC, names, support, etc… HP Document # (provided in AP On-Line) For non-Fed accounts, log a ticket at: Service Central Service Central For Fed accounts, Support Resource Tools: Escalations Desk

© Copyright 2013 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. HP Restricted. Contact Information Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information

© Copyright 2014 Hewlett-Packard Development Company, L.P. The information contained herein is subject to change without notice. HP Supplier Portal: SmartLabor Supplier Portal Payment and Invoice Status: All Accounts, Except Federal Accounts AP On-Line: Service Questions and Escalations: Service Central, (800) option1,1,0Service Central Invoice Remittance Report: Federal Accounts ONLY AP On-Line: HP Customer Response Center (CRC) Both New and Migrated Po’s: (248) Federal Escalations: Invoice Remittance Report: Reference: HP Contacts