Last Updated: 06/06/03 wds. Customer Guide to Invoice Options

Transcription

1 Customer Guide to Invoice Options

2 Table of Contents Electronic Invoicing: Paper Invoicing: Page 4 Fixed Flat Electronic Invoice Page 5 Pipe Delimited Electronic Invoice Page 6 ELAR Electronic Invoice Page 7 Mapping for Fixed Flat Position Invoice Page 8 Mapping for Fixed Flat Position Invoice cont. Page 9 Mapping for Pipe Delimited Invoice Page 10 Mapping for Pipe Delimited Invoice cont. Page 12 Summary Paper Invoice Page 13 Detail Paper Invoice Page 14 Consolidated Paper Invoice Page 15 Miscellaneous Paper Invoice End Of Lease Invoicing: Page 17 Logistics Sample Paper Invoice 2

3 Electronic Invoicing

4 Fixed Flat Electronic Invoice Combines multiple schedules onto one invoice One customer number per invoice file with a unique invoice number for all schedules consolidated in the file Excellent for customers needing up-loadable data delivered via or FTP Data provided in a fixed position text format with fixed positions and fixed lengths Each new invoice begins with a Header record. The Header record includes remittance information, invoice number, schedule number and amount due. Detail records follow the Header record and reflect the details of the assets within the invoice. Includes information from the header record (invoice number and schedule number). The invoice file concludes with a Trailer record. The Trailer record reflects the number of lines within the file, the total dollar amount of file and number of header records. Key information captured ~ monthly payment, purchase order number, cost center (if provided), asset tag, asset description, asset location, tax rate, DELL order number and asset ID number. Invoice charges reflected at asset level Excellent for customers with many assets IH USD DELL FINANCIAL SERVICES PAYMENT PROCESSING CENTER 4319 COLLECTION CENTER DR. CHICAGO, IL ID ADM001 FNJFD11 1.8GHZ, P4, GX240T, SND, N PIKE JET, OK 73106RENTAL JET, OK 0.00% ID ADM001 FNJFD11 1.8GHZ, P4, GX240T, SND, N PIKE JET, OK 73106PROPERTY MNGMNT FEE BASED JET, OK 0.00% ID ADM001 FNJFD11 1.8GHZ, P4, GX240T, SND, N PIKE JET, OK 73106INTERIM RENT JET, OK 0.00% ID ADM001 JNJFD11 1.8GHZ, P4, GX240T, SND, N PIKE JET, OK 73106RENTAL JET, OK 0.00% ID ADM001 JNJFD11 1.8GHZ, P4, GX240T, SND, N PIKE JET, OK 73106PROPERTY MNGMNT FEE BASED JET, OK 0.00% ID ADM001 JNJFD11 1.8GHZ, P4, GX240T, SND, N PIKE JET, OK 73106INTERIM RENT JET, OK 0.00% ID ADM003 23JFD11 1.8GHZ, P4, GX240T, SND, N PIKE JET, OK 73106RENTAL JET, OK 0.00% ID ADM003 23JFD11 1.8GHZ, P4, GX240T, SND, N PIKE JET, OK 73106PROPERTY MNGMNT FEE BASED JET, OK 0.00% ID ADM003 23JFD11 1.8GHZ, P4, GX240T, SND, N PIKE JET, OK 73106INTERIM RENT JET, OK 0.00% ET

5 Pipe Delimited Electronic Invoice Header records and Detail records delivered in two separate files Unique invoice number for all schedules consolidated in a single file Data provided in a Pipe delimited tax format Electronic invoices reduce quantity of paper received Header records and Detail records sent in separate files Each new invoice begins with a Header record. Header record includes contract number, invoice number, invoice date, due date, previous amount due, and invoice amount Header records correspond with Detail records using the invoice ID number, invoice number and the contract number Charges reflected at asset level Key information captured in the Detail record ~ monthly payment, purchase order number, cost center (if provided), asset tag, asset description, asset location, tax rate, DELL order number and asset ID number. One customer number per invoice file Excellent for customers with many assets Excellent for customers requiring minimal amounts of data Excellent for customers needing up-loadable data delivered via or FTP First file includes only Header records IH /03/ /01/ USD IH /03/ /01/ USD Second file includes only Detail records that correspond with the e Header records ID FAL34 LAT,CPXH500GT,PIII,14.1 TFT,US E RANDOLPH DR STE 800 STE 800 CHICAGO, IL RENTAL CHICAGO, IL 6.00% ID FAL38 LAT,CPXH500GT,PIII,14.1 TFT,US E RANDOLPH DR STE 800 STE 800 CHICAGO, IL RENTAL CHICAGO, IL 6.00% ID SQED LAT,CPXH500GT,PIII,14.1 TFT,US NORTH WASHINGTON ST BOSTON, MA RENTAL BOSTON, MA 5.00% ID SQEN LAT,CPXH500GT,PIII,14.1 TFT,US EDEN PARK DR STE ID IKSL LAT,CPXH5000GT MAIN ST STE 500 DALLAS, TX 900 CINCINNATI, OH RENTAL CINCINNATI, OH 5.50% RENTAL DALLAS, TX 8.25% ID IKSS LAT,CPXH5000GT MAIN ST STE 500 DALLAS, TX RENTAL DALLAS, TX 8.25% ID PIPL LAT,CPXH5000GT N TOWER ATLANTA, GA RENTAL ATLANTA, GA 7.00% ID PIPX LAT,CPXH5000GT N TOWER ATLANTA, GA RENTAL ATLANTA, GA 7.00%

6 ELAR Electronic Invoice Excel format with line item detail Unique invoice number for all schedules consolidated in a single file One customer number per invoice file Data provided in an easy to manipulate excel format and delivered via or FTP Key information captured ~ remit to address, invoice number, total due, contract number, asset description, asset tag, asset location, tax rate, transaction description, monthly payment, purchase order number, cost center (if provided), DELL order number and asset ID number. Invoice reads left to right Asset detail information reflected at a per charge level Not recommended for customers with more than 22,000 assets Left portion of ELAR Invoice Remit To Remit To Add2 Remit To City State Zip Customer Name Inv No. Inv Date Date Due Prev Amount Due DELL FINANCIAL SERVICES P.O. BOX 4293 CHICAGO, IL IAMTHECUSTOMER SERVICES, INC Center portion of ELAR Invoice Contract No. Equip Desc Model Serial No. Location Add1 Location Add2 Location City State Zip Trans Desc CELL SPARE 2ND BAT TH AVE 4TH FL NEW YORK, NY RENTAL CELL SPARE 2ND BAT TH AVE 4TH FL NEW YORK, NY INTERIM RENT CELL SPARE 2ND BAT TH AVE 4TH FL NEW YORK, NY RENTAL CELL SPARE 2ND BAT TH AVE 4TH FL NEW YORK, NY RENTAL CELL SPARE 2ND BAT TH AVE 4TH FL NEW YORK, NY INTERIM RENT CELL SPARE 2ND BAT TH AVE 4TH FL NEW YORK, NY RENTAL CELL SPARE 2ND BAT TH AVE 4TH FL NEW YORK, NY RENTAL CELL SPARE 2ND BAT TH AVE 4TH FL NEW YORK, NY INTERIM RENT CELL SPARE 2ND BAT TH AVE 4TH FL NEW YORK, NY RENTAL PIII/133 FSB,GX PFAG 123 7TH AVE HARLINGEN, TX RENTAL PIII/133 FSB,GX PFAG 123 7TH AVE HARLINGEN, TX INTERIM RENT PIII/133 FSB,GX PFAG 123 7TH AVE HARLINGEN, TX SHIPPING/HANDLING Right portion of ELAR Invoice User Defined1 User Defined2 Tax Info Doms Ref No. Asset ID ab123 NEW YORK, NY 8.25% ab123 NEW YORK, NY 8.25% ab123 NEW YORK, NY 8.25% cd345 NEW YORK, NY 8.25% cd345 NEW YORK, NY 8.25% cd345 NEW YORK, NY 8.25% xc125 NEW YORK, NY 8.25% xc125 NEW YORK, NY 8.25% xc125 NEW YORK, NY 8.25% kate HARLINGEN, TX 8.25% kate HARLINGEN, TX 8.25% kate HARLINGEN, TX 8.25%

7 Header Record Mapping for Flat (Fixed) Position Invoices AP INVOICE HEADER RECORD Type Length Position Description Business Rules record_type char 2 1 value 'IH' invoice header identifier Constant value "IH" invoice_id char digit unique sequence number Sequence # assigned by supplier invoice_num char invoice number invoice # left justified..no special characters or spaces SUPPLIER INVOICE # contract_num char contract or schedule number NNN-NNNNNNN-NNN invoice_date date 8 58 invoice date format mmddyyyy SUPPLIER INVOICE CREATION DATE date_due date 8 66 payment date due format mmddyyyy SUPPLIER INVOICE PAYMENT DUE DATE previous_amt_due number previous amount due SUPPLIER INVOICE PREVIOUSLY DUE invoice_amount number invoice amount SUPPLIER TOTAL INVOICE AMOUNT pymnt_crdt_received number payments and credits received SUPPLIER TOTAL PAYMENTS & CREDITS RECEIVED currency_code char Currency Code (for future use - currently USD) CONSTANT VALUE "USD" remit_to_addressee char From remit to address table Remit to Addressee remit_to_addressee_line_1 char From remit to address table Remit to Addressee remit_to_addressee_line_2 char From remit to address table Remit to Addressee remit_to_city_state_zip char From remit to address table Remit to City, State and Zip TOTAL 345 7

8 Mapping for Flat (Fixed) Position continued Detail Record AP INVOICE DETAIL RECORD Type Length Position Description Business Rules record_type char 2 1 value 'ID' invoice detail identifier constant value "ID" invoice_id number digit unique sequence number sequence number assigned by supplier invoice_num char invoice number invoice # left justified..no special characters or spaces SUPPLIER INVOICE # contract_num char contract or schedule number NNN-NNNNNNN-NNN amount number line amount cost_center char department number or cost center Cost Center purchase_order char customer purchase order number Purchase order number serial_num char serial number serial number passed to Supplier if serial number w as provided nnnnn equipment_description char equipment description passed to Supplier from Dell Line description of equipment model char model number model number provided to Supplier from manufacturer location_address_line_1 char location address line 1 location address line 1 location_address_line_2 char location address line 2 location address line 2 location_city_state_zip char location of the city, state and zip code location of the city, state and zip code separate each w ith a space line_type_lookup_code char Invoice line type Values transaction description - ie ITEM','TAX',FREIGHT','MISCELLANEOUS, etc base_pymt number base payment Base payment sales_use_tax number Sales/Use Tax Sales/Use Tax total_due number Total Due Total Due tax_info char Tax information tax information City, State, Rental Tax Pct separated by a space doms_ref_num char DOMS Reference number Dell Order Number asset_id char Assed Identification number Asset number assigned by Supplier TOTAL 395 AP CONTROL RECORD End of File record Type Length Position Description Business Rules record_type char 2 1 value 'ET' end of file indicator record count number 9 3 total records including this record file total amount char total amount of the file total amount of file invoice total char 5 26 invoice total invoice total TOTAL 30 Invoice Header and Details are transmitted in the same file Details for a invoice follow the header for the same invoice Sum of dollars on detail should match the header amount Must use a unique sequence number for each IH/ID combination 8

9 Mapping for Pipe Delimited Invoices Header Record AP INVOICE HEADER RECORD Type Length Description Business Rules record_type char 2 value 'IH' invoice header identifier Constant value "IH" invoice_id char 5 5 digit unique sequence number Sequence # assigned by the Supplier contract_num char 16 contract or schedule number NNN-NNNNNNN-NNN invoice_num char 30 invoice number no special characters or spaces SUPPLIER INVOICE # invoice_date date 8 invoice date format mmddyy SUPPLIER INVOICE CREATION DATE date_due date 8 payment date due format mmddyy SUPPLIER INVOICE PAYMENT DUE DATE previous_amt_due number 14 amount past due SUPPLIER INVOICE PREVIOUSLY DUE invoice_amount number 14 current invoice charges SUPPLIER TOTAL CURRENT INVOICE AMOUNT sales_tax number 15 tax total total of the tax for the contract pymnt_crdt_received number 14 payments and credits received since last invoice left justified SUPPLIER TOTAL PAYMENTS & CREDITS RECEIVED balance_due number 15 total due past due charges plus current charges plus any late fees currency_code char 15 Currency Code (for future use - currently USD) CONSTANT VALUE "USD" account code char 60 payment remittance message/invoice description account code SUPPLIER DESCRIPTION FOR CASH APPLICATION TOTAL 216 9

10 Mapping for Pipe Delimited Invoices continued Detail Record AP INVOICE DETAIL RECORD Type Length Description Business Rules record_type char 2 value 'ID' invoice detail identifier constant value "ID" invoice_id number 5 5 digit unique sequence number sequence number assigned by supplier contract_num char 16 contract or schedule number NNN-NNNNNNN-NNN invoice_num char 30 invoice number invoice # no special characters or spaces SUPPLIER INVOICE # amount number 12 line amount segment 1 char 5 department number or cost center Cost Center purchase_order char 20 customer purchase order number Purchase order number serial_num char 8 serial number serial number passed to Supplier if serial number w as provided nnnnn equipment_description char 25 equipment description passed to Supplier from Dell Line description of equipment model char 25 model number model number provided to Supplier from manufacturer location_address_line_1 char 25 location address line 1 location address line 1 location_address_line_2 char 25 location address line 2 location address line 2 location_city_state_zip char 25 location of the city, state and zip code location of the city, state and zip code separate each w ith a space line_type_lookup_code char 25 Invoice line type Values ('ITEM','TAX',FREIGHT','MISCELLANEOUS') transaction description base_pymt number 12 base payment Base payment sales_use_tax number 12 Sales/Use Tax Sales/Use Tax total_due number 12 Total Due Total Due tax_info char 25 Tax information tax information City, State, Rental Tax Pct separated by a space doms_ref_num char 30 DOMS Reference number Dell Order Number asset_id char 20 Assed Identification number Asset number assigned by Supplier TOTAL 359 Invoice Header and Details are transmitted in different files Details for an invoice follow the header record for the same invoice in separate file Sum of dollars on detail should match the header amount Must use a unique sequence number for each IH/ID combination For each asset id, if duplicated in the K record, include all K record descriptions All information is separated by Pipes 10

11 Paper Invoicing

12 Summary Invoice Example 12

13 Detail Invoice Example 13

14 Consolidated Invoice Example 14

15 Miscellaneous Invoice Example 15

16 End of Lease Invoicing

17 Logistics Sample Invoice 17