Best Practices for submitting Invoices to HP entities in Europe

This document lists the details that should be provided while submitting OB10 or paper invoices to HP.

Index

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Objectives

OB10 Invoicing

Information to be provided on the invoices billed to HP

UnitedKingdom

Ireland

Germany

France

Netherlands

Spain

United States

Canada

Singapore

Australia

New Zealand

Points to Remember

Procedure for correcting aninvoicealready submitted to HP

Invoice returnedby HP to supplier

Invoice submitted with wrong/missing information

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 Incto
  • 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 replace sending of paper invoices to HP Accounts Payable. Do not send a paper copyor fax copy to Accounts Payable.

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Essentials to be provided on invoices billed to HP in U.K. / 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 – should match purchase order ship-to address, where applicable

VAT ID of the Supplier

HP VAT ID

If sending credit note, refer to the originalinvoice number.

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Essentials to be provided on invoices billed to HP inGermany

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 – should match purchase order ship-to address, where applicable

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 originalinvoice number.

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Essentials to be provided on the invoices billed to HP inFrance

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

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 originalinvoice number.

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Essentials to be provided on the invoices billed to HP inNetherlands

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 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 originalinvoice number.

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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 – 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 originalinvoice number.

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Essentials to be provided on invoices billed to HP inUnited 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– should match purchase order ship-to address, where applicable

If sending a credit note, refer to the originalinvoice number

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Essentials to be provided on Invoices billed to HP inCanada

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 – should match purchase order ship-to address, where applicable

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

If sending credit note, refer to the originalinvoice number

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Essentials to be provided on invoices billed to HP inSingapore

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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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. This must usually match the purchase order ship-to field.

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

Avoid raising multiple cases with the HP Customer Response Center for payment of an invoice.Refer to your previously assigned case number if contacting the HP CRC for an update.

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”, “-“, “/” etcwill cause the invoice to be delayed in processing by Accounts Payable.
  • Example: Enter SBE123456 and not PO#SBE123456.

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 OB10Invoice Generator.
  • Absence of this information will 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. Back

Procedurefor correcting an invoice already submitted to HP

Invoice returnedby HPtothe supplier

Supplier realizes an invoice has been submitted withthe 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 is legally not allowed to accept the same invoice number which has been successfully transmitted through their network more than once. Example: Original invoice is 123. Resubmitted invoice is 123R.(In case of a paper invoice, the supplier is required to resubmit the corrected invoice with the same invoice number or process a credit note referencing original invoice number and send a new invoice.)
  • 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

  • OB10 transmits invoices to HP. Once they are submitted to OB10, the original invoice cannot be changed by HP or OB10.
  • 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 is legally not allowed to acceptthe same invoice number which has been successfully transmitted through their network more than once. Example: Original invoice 123, Resubmitted invoice 123R.(In case of a paper invoice, the supplier is required to resubmit the corrected invoice with the same invoice number or process a credit note referencing original invoice number and send a new invoice.)
  • If the HP CRC confirms that the invoice with wrong details has already been paid, the supplier is required to submit a credit note through OB10 to cancel the original invoice. Please make sure to mention the original invoice number to which the credit refers, to avoid credit being applied against the wrong invoice. The supplier is then required to submit a corrected invoice with all required invoice details through OB10 by suffixing the original invoice number with an alpha-numeric character. For example, invoice number 123R would be submitted to show the revision to invoice 123.(In case of a paper invoice, the supplier is required to submit a credit note referencing original invoice number and send a new invoice.)
  • If the error relates to overcharging or undercharging HP with the invoice amount, please contact the HP Customer Response Center and follow their instructions to get it corrected.

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