Completing the Standard Invoice Template

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2 This document is protected under the copyright laws of the United States and other countries as an unpublished work. This document contains information that is proprietary and confidential to ipayables, Inc. or its technical alliance partners, which shall not be disclosed outside or duplicated, used or disclosed in whole or in part for any purpose other than to evaluate ipayables, Inc. Any use or disclosure in whole or in part of this information without the express written permission of ipayables, Inc. is prohibited ipayables, Inc. All rights reserved. Printed in the U.S.A. Copyright ipayables, Inc. 2015

3 Table of Contents Introduction... 1 Template Fields... 2 Trade/Service Area Categories... 5 Copyright ipayables, Inc. 2015

4 Introduction This document describes the fields and information needed to use the Standard Template when invoicing Cracker Barrel. Page 1

5 Template Fields For the Standard Invoice Template, the following fields are explained. The fields with an * are required fields. You will not be able to submit an invoice until these fields are completed. 1. Cracker Barrel s Logo and Home Office Address will always appear. Do not enter a Cracker Barrel invoice unless you see the logo and our address. 2. Business Unit will always be auto populated with Cracker Barrel. 3. *Invoice Number Enter your invoice number. Invoice Number can be up to 20 spaces and can be alphanumeric. 4. *Invoice Date Enter your invoice date. a. If entering an invoice by upload, the invoice date can be backdated 30 days. b. If entering an invoice by online entry, the invoice date can be backdated 7 days. c. If ipayables enters an invoice from a paper copy, the invoice date can be backdated 30 days. d. Remember a $3 processing fee will be charged for invoices mailed, faxed or ed to ipayables as these require additional handling by ipayables. 5. Source Will always be auto populated depending how an invoice is submitted. (Invoice Uploaded, Online Entry, or Imaging which is an invoice submitted by paper, fax, or ) 6. Invoice Type Will always be auto populated. Page 2

6 Page 3 Completing the Standard Invoice Template 7. Vendor ID Vendor ID assigned to your company by Cracker Barrel Old Country Store, Inc. It will always be auto populated. 8. *Store Number Enter the Store Number where you performed your service. You may also search on address, city, and state if store number is unknown. You must bill each store separately on a different invoice. 9. Shipping Method Enter Fedx, UPS, Ground, etc. 10. Work Order Number Please list the work order number if different from the invoice number. The vendor should leave the Work Order at the store for the Manager s record. If you have an extra copy you may attach them to the invoice. 11. *Service Date Please select the ending date of service using the calendar tool. If you are only shipping a product, the service date is the day the product was shipped or the invoice date. NOTE: YOU MUST PROVIDE A REASON IF THE ENDING SERVICE DATE IS 60 DAYS EARLIER THAN THE INVOICE DATE. 12. Credit Invoice Number If you are issuing a credit invoice for material/parts, mistake in billing, etc., you must include the original invoice number in this area. 13. *Quantity self explanatory 14. *Unit of Measure Please select from the following listed: a. Contracted Service Defined as a service which the vendor has contracted directly with the Home Office as to price per month and term and is inclusive of the following: i. Landscaping (monthly service) ii. HVAC Preventive Maintenance iii. Refrigeration Preventive Maintenance iv. NOTE: IF YOU CONTRACT WITH STORE MANAGEMENT FOR A SERVICE, YOU SHOULD NOT USE CONTRACTED SERVICE AS A UNIT OF MEASURE. YOU CAN SEPARATE PARTS AND LABOR OR USE NON CONTRACTED SERVICES. b. Fuel Surcharge self explanatory c. Hours Install Labor self explanatory d. Hours Repair Labor self explanatory e. Materials self explanatory f. Non Contracted Service Store contracted service such as Power Washing, Window Cleaning, etc. g. Other Labor self explanatory h. Parts self explanatory i. Trip Charge self explanatory j. Warranty self explanatory 15. Ref #/Part# Self explanatory 16. Description Description of services performed or parts/materials purchased. a. *If Component Other is selected, Description is required. 17. *Unit Price Self explanatory 18. Line Total Will automatically be calculated 19. *Trade/Service Area Is a high level category of the service, maintenance, etc. Please select from the drop down menu. 20. *Component Detail level of maintenance, service, etc. based upon the Trade/Service Area selected. Please select from the drop down menu.

7 a. *NOTE: ANYTIME YOU SELECT OTHER IN THE COMPONENT SECTION, YOU ARE REQUIRED TO COMPLETE THE DESCRIPTION FIELD. b. Please familiarize yourself with the detailed listing of Trade/Service Area and Components below before making your selections and select the options that most closely correspond with the service(s) provided. The Gray Highlighted are the Trade/Service Area with their Components listed below them. c. The Cracker Barrel team will be glad to assist you at any time for questions you have concerning the Trade/Service area and the related Components. You may call us at or us at 21. *Serial Number is required on the following equipment repaired or serviced. It is the vendor s responsibility to ask Store Management for the serial number on equipment if the vendor is shipping parts to the store. The serial number is the piece of equipment being serviced and not the individual components within this equipment. a. Roof Top Units b. Coils c. Condenser Motor (RTU) d. Duct Detectors e. Exhaust Fans f. Make Up Air Units g. Dish Machine h. Mixers i. Potato Peeler j. Slicer k. Walk In Cooler l. Walk In Freezer m. Cooler Reach In n. Flavor Savor Bread o. Flavor Savor Potato p. Fryer q. Fryer Gas Hose/Line r. Grill s. Grill Gas Hose/Line t. Heat Lamps u. Kettle Repair v. Ovens w. Water Heater 22. Line Sub Total Will automatically calculate 23. Tax Please enter the tax amount here 24. Freight Please enter the freight here 25. Total Due Will automatically calculate Page 4

8 Trade/Service Area Categories ADVERTISING o HELP WANTED o SEASONAL o SPONSORSHIP ELECTRICAL o BASEBOARD HEATERS o BREAKERS o DIMMER PANELS o FANS o OTHER ELECTRICAL o OUTLETS o SECURITY WIRING o PARKING LOT FIXTURE AND BULBS o BUILDING FIXTURES AND BULBS o EXIT & EMERGENCY LIGHTS o INT FIXTURES, BALLAST, SHIELDS o LIGHT BULBS EQUIPMENT RENTAL o EQUIPMENT RENTAL FIRE PROTECTION INSPECTIONS o BACKFLOW REPAIRS o HOOD SUPPR EQP REPAIR o HOOD SUPPR EQP HOSES,NOZZLES o FIRE SUPPR SPRINKLER REPAIR o FIRE EXTINGUISHER REPAIRS FIREWOOD o FIREWOOD FLOORS o TILE AND GROUT REPAIR o RUBBER o METHYL METHACRYLATE (MMA) o WOOD o RETAIL FLOOR CLEAN & REFINISH Completing the Standard Invoice Template Page 5

9 HVAC o COILS o CONDENSER MOTOR (RTU) o DUCT DETECTORS o EXHAUST FANS o EXHAUST HOOD REPAIRS o HINGE KITS o HVAC PREVENTIVE MAINTENANCE o MAKE UP AIR UNITS o OTHER HVAC o ROOF TOP UNITS o THERMOSTATS KITCHEN EQUIPMENT o CO2 TANKS o COOLER DRAWER o COOLER ICE CREAM o COOLER LOW BOY o COOLER REACH IN o DIPPER WELL o DISH MACHINE o FLAVOR SAVOR BREAD o FLAVOR SAVOR POTATO o FRYER o FRYER GAS HOSE/LINE o FRYER GREASE TANK (PORTABLE) o GRILL o GRILL GAS HOSE/LINE o GRILL STAND REFRIGERATED o GRILL STAND NON REFRIGERATED o HEAT LAMPS o HOT BOX o HOT HOLDS o ICE MACHINE o JUICE MACHINE o KETTLE REPAIR o KNIFE SHARPENING o MIXER STAND o MIXERS o OVEN STAND o OVENS o POTATO PEELER o REFRIGERATION FILTER CHG SERV o REFRIGERATION PREVENTIVE MAINT o REFRIGERATION GASKETS Page 6 Completing the Standard Invoice Template

10 o SCALE REPAIRS o SLICER o SMALL EQUIPMENT o STEAMLINE DESSERT o STEAMLINE HOT WELL o STEAMLINE SANDWICH RAIL o WALK IN COOLER o WALK IN FREEZER LANDSCAPING o IRRIGATION BACKFLOW PREVENTER o IRRIGATION CONTROLLER/CNTL PNL o IRRIGATION METER o IRRIGATION PIPES/HEAD o IRRIGATION PUMP o LANDSCAPING (MONTHLY SERVICE) o MULCH (SUPPL OUTSIDE CONTRACT) o RETENTION & DETENTION PONDS o SHRUB / TREE REMOVAL/REPLACE o SNOW PLOWING & ICE REMOVAL LOCKS, KEYS, ALARMS, SAFE o ALARM REPAIRS o DEADBOLTS / CORES o FALSE ALARMS o FIRE ALARM PANEL REPAIRS o KEYS (DOOR) o KEYS (SAFE) o REKEY LOCKS(IF NOT AN UPGRADE) o SAFE REPAIRS MAINTENANCE ORDINARY o MAINTENANCE SUPPLIES o MAINTENANCE TOOLS o MAP HOLDERS MISCELLANEOUS o AWARDS o CHAMBER OF COMMERCE o FLORISTS o IA SOFTWARE LICENSE FEES o CB Processing Fees MUSIC REPAIRS o SOUND SYS REPAIRS,MISC,PARTS Page 7

11 PARKING LOT o ASPHALT PAVEMENT o CATCH BASIN o CONCRETE PAVEMENT o CURBS o STRIPING PLUMBING o ANSUL SYSTEM o BACKFLOW REPAIRS o BOILER INSPECTION o DRAIN LINE BLOCKAGE o EYE WASH STATION o FAUCETS / FLUSH VALVES o GREASE TRAP/INTERCEPTOR REPAIR o HYDROJETTING o LEAK REPAIRS o LIFT STATION o LINES AWAY FROM BUILDING o MIXING VALVES o OTHER PLUMBING o TOILETS / URINALS o WATER FILTERS o WATER FILTRATION o WATER HEATER o WATER SOFTENER REPAIR ROOFS o CAP FLASHING o CLEANING o DOWNSPOUTS o GUTTERS o LEAKS o REPAIRS o SCUPPERS o SNOW JAXS SECURITY o SECURITY Page 8

12 SITE BUILDING o ADA SIGNS o CABINETS (VEST CTR & MGR DESK) o CASH STAND VANITY o CEILINGS o CHIMNEY SWEEP/CAPS o DIFFUSERS o DOORS o DRY CLEANING DRAPES o DUMPSTER & GATES o FIREPLACE o MIRRORS o OTHER WALLS o PAINTING NON NATL ACCT VENDORS o PARTITIONS o PEWS o PORCH o POWER WASHING EXTERIOR o POWER WASHING INTERIOR o RENTAL EQ (IF INVOICED SEPAR) o RESTROOM DISPENSERS o RETAINING WALLS o SHELVING INSTL AND REPAIRS o SHUTTERS o SIDEWALK o SIDING o WALLS FRP o WALLS STAINLESS o WALLS TILE o WINDOW CLEANING o WINDOWS STORAGE FEES o STORAGE FEES SUPPLIES o LINEN RENTAL o KITCHEN SUPPLIES o MEDICAL SUPPLIES o WATER SOFTENER TELECOMMUNICATIONS o TELECOMMUNICATIONS UNIFORMS o UNIFORMS Page 9