Customer Guide to Invoice Options
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
Electronic Invoicing
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 email 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 IH00001 22238997 001-3924276-533 04242002060120020.00 1565.37 0.00 USD DELL FINANCIAL SERVICES PAYMENT PROCESSING CENTER 4319 COLLECTION CENTER DR. CHICAGO, IL 60693 ID00001 22238997 001-3924276-533 107.68 ADM001 FNJFD11 1.8GHZ, P4, GX240T, SND, 220-5728 410 N PIKE JET, OK 73106RENTAL 107.68 0.00 107.68 JET, OK 0.00% 808057798 8478346 ID00001 22238997 001-3924276-533 1.79 ADM001 FNJFD11 1.8GHZ, P4, GX240T, SND, 220-5728 410 N PIKE JET, OK 73106PROPERTY MNGMNT FEE BASED1.79 0.00 1.79 JET, OK 0.00% 808057798 8478346 ID00001 22238997 001-3924276-533 45.31 ADM001 FNJFD11 1.8GHZ, P4, GX240T, SND, 220-5728 410 N PIKE JET, OK 73106INTERIM RENT 45.31 0.00 45.31 JET, OK 0.00% 808057798 8478346 ID00001 22238997 001-3924276-533 107.70 ADM001 JNJFD11 1.8GHZ, P4, GX240T, SND, 220-5728 410 N PIKE JET, OK 73106RENTAL 107.70 0.00 107.70 JET, OK 0.00% 808057798 8478347 ID00001 22238997 001-3924276-533 1.80 ADM001 JNJFD11 1.8GHZ, P4, GX240T, SND, 220-5728 410 N PIKE JET, OK 73106PROPERTY MNGMNT FEE BASED1.80 0.00 1.80 JET, OK 0.00% 808057798 8478347 ID00001 22238997 001-3924276-533 45.32 ADM001 JNJFD11 1.8GHZ, P4, GX240T, SND, 220-5728 410 N PIKE JET, OK 73106INTERIM RENT 45.32 0.00 45.32 JET, OK 0.00% 808057798 8478347 ID00001 22238997 001-3924276-533 108.40 ADM003 23JFD11 1.8GHZ, P4, GX240T, SND, 220-5728 410 N PIKE JET, OK 73106RENTAL 108.40 0.00 108.40 JET, OK 0.00% 808076558 8478348 ID00001 22238997 001-3924276-533 1.81 ADM003 23JFD11 1.8GHZ, P4, GX240T, SND, 220-5728 410 N PIKE JET, OK 73106PROPERTY MNGMNT FEE BASED1.81 0.00 1.81 JET, OK 0.00% 808076558 8478348 ID00001 22238997 001-3924276-533 45.61 ADM003 23JFD11 1.8GHZ, P4, GX240T, SND, 220-5728 410 N PIKE JET, OK 73106INTERIM RENT 45.61 0.00 45.61 JET, OK 0.00% 808076558 8478348 ET11 465.42 1 4
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 email or FTP First file includes only Header records IH 00002 001-5606702-043 20072842 03/03/2002 04/01/2002 1078.14 8526.01 52.23 8915.95 3604.15 USD 001560670204300009 IH 00003 001-5606702-044 20072843 03/03/2002 04/01/2002 132.96 19394.27 42.36 19473.30 13527.23 USD 001560670204400009 Second file includes only Detail records that correspond with the e Header records ID 00002 001-5606702-043 20072842 134.62 030200 FAL34 LAT,CPXH500GT,PIII,14.1 TFT,US 220-3522 130 E RANDOLPH DR STE 800 STE 800 CHICAGO, IL 60601 RENTAL 127.01 7.61 134.62 CHICAGO, IL 6.00% 344010673 2041451 ID 00002 001-5606702-043 20072842 134.63 030200 FAL38 LAT,CPXH500GT,PIII,14.1 TFT,US 220-3522 130 E RANDOLPH DR STE 800 STE 800 CHICAGO, IL 60601 RENTAL 127.01 7.62 134.63 CHICAGO, IL 6.00% 344010673 2041452 ID 00002 001-5606702-043 20072842 133.36 032300 1SQED LAT,CPXH500GT,PIII,14.1 TFT,US 220-3522 98 NORTH WASHINGTON ST BOSTON, MA 02114 RENTAL 127.01 6.35 133.36 BOSTON, MA 5.00% 352753362 2041455 ID 00002 001-5606702-043 20072842 134.00 032300 1SQEN LAT,CPXH500GT,PIII,14.1 TFT,US 220-3522 625 EDEN PARK DR STE ID 00003 001-5606702-044 20072843 137.46 032900 2IKSL LAT,CPXH5000GT 220-3522 1717 MAIN ST STE 500 DALLAS, TX 900 CINCINNATI, OH 45202 RENTAL 127.01 6.99 134.00 CINCINNATI, OH 5.50% 352755573 2041456 75201 RENTAL 127.02 10.44 137.46 DALLAS, TX 8.25% 356928176 2428517 ID 00003 001-5606702-044 20072843 137.50 032900 2IKSS LAT,CPXH5000GT 220-3522 1717 MAIN ST STE 500 DALLAS, TX 75201 RENTAL 127.02 10.48 137.50 DALLAS, TX 8.25% 356928176 2428518 ID 00003 001-5606702-044 20072843 207.19 032900 2PIPL LAT,CPXH5000GT 220-3522 2300 N TOWER ATLANTA, GA 30303 RENTAL 193.78 13.41 207.19 ATLANTA, GA 7.00% 356943597 2428519 ID 00003 001-5606702-044 20072843 207.36 032900 2PIPX LAT,CPXH5000GT 220-3522 2300 N TOWER ATLANTA, GA 30303 RENTAL 193.79 13.57 207.36 ATLANTA, GA 7.00% 356943597 2428557 5
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 email 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 60693 IAMTHECUSTOMER SERVICES, INC. 13817360 20010914 20011010 0.00 Center portion of ELAR Invoice Contract No. Equip Desc Model Serial No. Location Add1 Location Add2 Location City State Zip Trans Desc 001-0000155-001 6-CELL SPARE 2ND BAT 312-7209 149 7TH AVE 4TH FL NEW YORK, NY 10018 RENTAL 001-0000155-001 6-CELL SPARE 2ND BAT 312-7209 149 7TH AVE 4TH FL NEW YORK, NY 10018 INTERIM RENT 001-0000155-001 6-CELL SPARE 2ND BAT 312-7209 149 7TH AVE 4TH FL NEW YORK, NY 10018 RENTAL 001-0000155-001 6-CELL SPARE 2ND BAT 312-7209 149 7TH AVE 4TH FL NEW YORK, NY 10018 RENTAL 001-0000155-001 6-CELL SPARE 2ND BAT 312-7209 149 7TH AVE 4TH FL NEW YORK, NY 10018 INTERIM RENT 001-0000155-001 6-CELL SPARE 2ND BAT 312-7209 149 7TH AVE 4TH FL NEW YORK, NY 10018 RENTAL 001-0000155-001 6-CELL SPARE 2ND BAT 312-7209 149 7TH AVE 4TH FL NEW YORK, NY 10018 RENTAL 001-0000155-001 6-CELL SPARE 2ND BAT 312-7209 149 7TH AVE 4TH FL NEW YORK, NY 10018 INTERIM RENT 001-0000155-001 6-CELL SPARE 2ND BAT 312-7209 149 7TH AVE 4TH FL NEW YORK, NY 10018 RENTAL 001-0000155-001 667PIII/133 FSB,GX11 220-6403 4PFAG 123 7TH AVE HARLINGEN, TX 78552 RENTAL 001-0000155-001 667PIII/133 FSB,GX11 220-6403 4PFAG 123 7TH AVE HARLINGEN, TX 78552 INTERIM RENT 001-0000155-001 667PIII/133 FSB,GX11 220-6403 4PFAG 123 7TH AVE HARLINGEN, TX 78552 SHIPPING/HANDLING Right portion of ELAR Invoice User Defined1 User Defined2 Tax Info Doms Ref No. Asset ID ab123 NEW YORK, NY 8.25% 379099554 6087814 ab123 NEW YORK, NY 8.25% 379099554 6087814 ab123 NEW YORK, NY 8.25% 379099554 6087814 cd345 NEW YORK, NY 8.25% 379100443 6087815 cd345 NEW YORK, NY 8.25% 379100443 6087815 cd345 NEW YORK, NY 8.25% 379100443 6087815 xc125 NEW YORK, NY 8.25% 379145383 6087816 xc125 NEW YORK, NY 8.25% 379145383 6087816 xc125 NEW YORK, NY 8.25% 379145383 6087816 kate HARLINGEN, TX 8.25% 367389063 6087803 kate HARLINGEN, TX 8.25% 367389063 6087803 kate HARLINGEN, TX 8.25% 367389063 6087803 6
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 9 3 5 digit unique sequence number Sequence # assigned by supplier invoice_num char 30 12 invoice number invoice # left justified..no special characters or spaces SUPPLIER INVOICE # contract_num char 16 42 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 14 74 previous amount due -1000000000 SUPPLIER INVOICE PREVIOUSLY DUE invoice_amount number 14 88 invoice amount -99999999.99 SUPPLIER TOTAL INVOICE AMOUNT pymnt_crdt_received number 14 102 payments and credits received -99999999.99 SUPPLIER TOTAL PAYMENTS & CREDITS RECEIVED currency_code char 15 116 Currency Code (for future use - currently USD) CONSTANT VALUE "USD" remit_to_addressee char 35 131 From remit to address table Remit to Addressee remit_to_addressee_line_1 char 60 166 From remit to address table Remit to Addressee remit_to_addressee_line_2 char 60 226 From remit to address table Remit to Addressee remit_to_city_state_zip char 60 286 From remit to address table Remit to City, State and Zip TOTAL 345 7
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 9 3 5 digit unique sequence number sequence number assigned by supplier invoice_num char 30 12 invoice number invoice # left justified..no special characters or spaces SUPPLIER INVOICE # contract_num char 16 42 contract or schedule number NNN-NNNNNNN-NNN amount number 12 58 line amount -99999999.99 cost_center char 20 70 department number or cost center Cost Center purchase_order char 20 90 customer purchase order number Purchase order number serial_num char 25 110 serial number serial number passed to Supplier if serial number w as provided nnnnn equipment_description char 25 135 equipment description passed to Supplier from Dell Line description of equipment model char 25 160 model number model number provided to Supplier from manufacturer location_address_line_1 char 25 185 location address line 1 location address line 1 location_address_line_2 char 25 210 location address line 2 location address line 2 location_city_state_zip char 25 235 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 25 260 Invoice line type Values transaction description - ie ITEM','TAX',FREIGHT','MISCELLANEOUS, etc base_pymt number 12 285 base payment Base payment -99999999.99 sales_use_tax number 12 297 Sales/Use Tax Sales/Use Tax -99999999.99 total_due number 12 309 Total Due Total Due -99999999.99 tax_info char 25 321 Tax information tax information City, State, Rental Tax Pct separated by a space doms_ref_num char 30 346 DOMS Reference number Dell Order Number asset_id char 20 376 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 14 12 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
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 -99999999.99 SUPPLIER INVOICE PREVIOUSLY DUE invoice_amount number 14 current invoice charges -99999999.99 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 -99999999.99 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
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 -99999999.99 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 -99999999.99 sales_use_tax number 12 Sales/Use Tax Sales/Use Tax -99999999.99 total_due number 12 Total Due Total Due -99999999.99 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
Paper Invoicing
Summary Invoice Example 12
Detail Invoice Example 13
Consolidated Invoice Example 14
Miscellaneous Invoice Example 15
End of Lease Invoicing
Logistics Sample Invoice 17