OB10 Web Form Invoice Submission Guide Submitting an Invoice/ Credit note Page 2 Creating Drafts...Page 9 Purchasing more invoices Page 11 Receiving a copy of the invoice Page 12 Changing other information Page 13 Information to be provided while submitting invoices to HP offices in Germany....Page 14
Submitting an Invoice/Credit note Step-1: Log in to your OB10 Account using your OB10 number, user name and password (Please note, this information is case sensitive) at www.ob10.com
Step 2: Select the option Rechnung/ Gutschrift erstellen in the OB10 Hauptmenu.
Step 3: Select the correct HP Germany Sponsor number from the list. Alternatively you can enter the HP Germany Sponsor number or the sponsor number of any other customer in the Oder OB10-Nummer ihres Kunden eingeben Field. After selecting the customer, click on Neu erstellen option.
Step 4: You are in the Invoice template page. Please complete all the details. 1 2 3 1 In the Lieferadresse, enter where the goods/services are being shipped to (this should match the purchase order, if applicable). 2 Please enter HP s VAT ID. 3 Please enter your HP Contact s Name, telephone number and e-mail address respectively in Kontakt, Kundenkontakt Telefonnummer, Kundenkontakt Email-Addressel fields (absence of this information in the case of non purchase order invoices will lead to rejection of the invoice). Insert your contact details in Ihr Name, Ihre Telefonnummer, Ihre Email Adresse fields.
Step 4: Enter the Invoice details. 5 4 4--Select Rechnung or Gutschrift (Please see Credit notes submission for additional information on submitting Credit Notes in Page 8) and enter the invoice date and Purchase Order number. Please enter the purchase order number without any suffixes or prefixes, example: SBE12345. 5 Enter the invoice number and select the currency.
Step 4 Enter the line item details Enter your Invoice line item details here Click here to add any additional description of goods/services Click here to add more line items Select the tax code and mention the tax amount, if applicable If you have any other additional information to be included, click on the Optionale Informationen field to provide the information. When you have completed the invoice please click on Senden.
Credit Note submission: While submitting credit notes, all other details remaining the same, please select Gutschrift option and provide Original invoice number to which the credit pertains to in Original-Rechnungsnr. Eingeben field.
Creating Drafts If you are invoicing HP for identical goods/services periodically, you can create drafts of the invoices and use them when submitting invoices. Step 1: In order to create a draft, please complete all the information that is common to all invoices such as PO number, ship to address, line item details etc in the Invoice template and click on the Entwurf speichern option. The draft will be saved with the characters entered in Rechnungs-/Gutschriftnr field.
Step 2: To access the draft, log into your OB10 account, click on Rechnung/ Gutschrift erstellen or Gespeicherte Rechungen anzeigen options in the Hauptmenu. Click on the Bearbeiten option for your draft invoice, make necessary changes like invoice number, invoice date, gross amount, tax rates etc and submit the invoice. You can create and save any number of drafts for future use.
Purchasing more invoices To purchase more invoices, please click on Weitere Rechnungen kaufen option in the Hauptmenu. You can pay for the invoices using a credit card. If you would like to pay by check, please contact OB10 support and ask them to send an invoice to you. You will find Service and Support contacts for both OB10 and HP at www.ob10.com/hp.
Receiving a copy of the invoice To receive a copy of the invoice, please click on Kopie einer Rechnung per E- mail senden option in the Hauptmenu, enter the invoice number and e-mail address to which the invoice copy should be sent to. Within few minutes, you will receive a copy of the invoice submitted by you through OB10.
Changing other information If you need to change other information on your OB10 account, for example the e-mail ID of the person managing the OB10 account, static information, tax codes etc, you can do so by accessing various options available under the Informationen zum Account section in the OB10 Hauptmenu.
Information to be provided while submitting invoices to HP offices in Germany 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, Czech Republic) Clear mention of Gross amounts and Net amounts along with the applicable VAT rates. If sending credit note, refer to the original invoice number. Failure to include the above information may result in the invoice being returned to the supplier via standard mail by HP Accounts Payable.