Supplier Invoicing Hewlett Packard Enterprise COMPASS Purchase Orders

Transcription

1 Supplier Invoicing Hewlett Packard Enterprise COMPASS Purchase Orders

2 Objectives This course will discuss: What is required for correct invoicing Invoice submissions methods How to resolve & resubmit rejected invoices How to track payments Support resources and tools Who to contact if issues persist This training will provide detailed instructions on how to submit an acceptable invoice based on the terms and conditions in your services agreement. NOTICE: Until all federal and non-federal accounts migrate to COMPASS, Suppliers may receive POs from other systems. Contact the SmartLabor Supplier Portal for SmartLabor II work orders 2

3 Invoice Requirements Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information 3

4 HPE Invoice Systems What is COMPASS? An HPE enterprise wide system used to manage contracts & sales orders, labor tracking, procurement & delivery, invoicing & collections and financial close & reporting. You know you have a COMPASS PO as the PO number will start with numbers, not letters, such as 89*, or 77* What is CATW? CATW is part of the COMPASS system used to enter contractor worked hours. All approved hours entered will be documented in the Invoice Remittance Report (IRR), which is ed to suppliers on a weekly basis. What is Tungsten Network? Tungsten Network (formerly OB10) is a third party program that creates invoices for HPE. Information from PO s, and/or the IRR must be used to create an invoice in Tungsten Network. What is RevGen? RevGen Procurement is a PO creation tool that is internal to HPE. Some suppliers will receive RevGen PO s instead of COMPASS POs. The data on the RevGen purchase order will be the same as on the COMPASS POs but the format will be slightly different. 4

5 Hourly Labor Invoicing CATW & Invoice Remittance Report Time Entry: Contractor hours worked are recorded in CATW HPE Program Manager must approve time entered Approved time recorded in CATW posts to Compass weekly (Tuesday evenings) 3 way validation: Invoices, Purchase Orders, posting of approved hours Invoice Remittance Report Sent every Wednesday Wednesday through Tuesday new approvals Updated 3 out of every 4 weeks Last two months data Includes approved corrections to previous time periods Only approved time and approved expenses show up on the report 5

6 Invoice Remittance Report Detail When you first get your IRR, sort by: 1. Contractor Name 2. PO Number 3. Activity Date 4. Then filter on Invoice Amount = 0.00 Use these fields in your invoice: Contractor Name (line item description on invoice) Rate Activity Date Range (period of performance) Hours Item Total 6

7 HPE Purchase Order Hourly Labor 1. Bill to Address 2. Invoice (Mail) to Address PO number 4. Item Number 5. Description 6. Quantity 7. Price

8 HPE Purchase order Product 3 1. Bill to Address 2. Invoice (Mail) to Address 3. PO number 4. Item Number 5. Description 6. Quantity 7. Price

9 HPE Purchase order Product (RevGen) 1. Bill to Address 2. Invoice (Mail) to Address 3. PO number 4. Item Number 5. Description 6. Quantity 7. Price

10 The HPE Purchase Order Services 3 1. Bill to Address 2. Invoice (Mail) to Address 3. PO number 4. Item Number 5. Description 6. Quantity 7. Price

11 The HPE Purchase Order Product (RevGen) 1. Bill to Address 2. Invoice (Mail) to Address 3. PO number 4. Item Number 5. Description 6. Quantity 7. Price

12 The HPE Purchase Order Maintenance Purchase Orders You will not submit an invoice for a line on the PO anytime you see a maintenance scheduled details indicated to the right. You MUST provide the tax details to the HPE RLM Administration team mailbox: TPL_GovernmentLeases@hpe. com COMPASS will not generate an invoice on the indicated start date until the tax details are received.

13 The HPE Purchase Order Maintenance Purchase Orders (RevGen) You will not submit an invoice for a line on the PO anytime you see a maintenance scheduled details indicated to the right. You MUST provide the tax details to the HPE RLM Administration team mailbox: TPL_GovernmentLeases@hpe. com COMPASS will not generate an invoice on the indicated start date until the tax details are received.

14 The HPE Purchase Order Lease Purchase Orders Send Invoice to: HPE Financial Services 200 Connell Drive Suite 5000 Berkeley Heights, NJ United States There are a few services PO s that only apply to leases: The Send to address will be in New Jersey The invoice MUST be sent through the mail Instead of showing a start date and payment plan, the lease agreement will be on the second page

15 The HPE Purchase Order Lease Purchase Orders (RevGen) Send Invoice to: HPE Financial Services 200 Connell Drive Suite 5000 Berkeley Heights, NJ United States There are a few services PO s that only apply to leases: The Send to address will be in New Jersey The invoice MUST be sent through the mail

16 The HPE Purchase Order Services or Labor? Labor PO (or Hourly Labor PO): A labor PO quantifies an hourly rate, total number of hours, and expenses (if applicable) for a single named resource. Service PO (or blanket PO): A services PO includes the service name with a total dollar amount. Note: A services PO is NOT broken down by an hourly rate, nor number of hours.

17 Invoice Requirements Invoice data will come from either the PO and/or the IRR General Information needed for ALL invoices 1. Bill to (HPE legal entity name) 2. Invoice date 3. Unique invoice number 4. Address where service provided (deliver to) 5. Specify Invoice or Credit 6. PO number 7. Currency 8. Tax or No Tax 9. Description of line item exactly as it appears on the PO 10. Remittance Data Item Specific Information If Services (blanket or OSS): 1. Line item number 2. Period of performance If a Product: 1. Line item number 2. Quantity and unit cost for EACH line item If Hourly labor: 1. Labor hours and rate 2. Period of performance 3. Expenses if applicable 4. Contractor Name or Named Resource IMPORTANT: Only one PO per invoice

18 Invoice Requirements Sample Hourly Labor Invoice 1 Address where services rendered 2 Correct Bill to HPE legal entity 2 3 Invoice date 4 Unique invoice number (Add RS AFTER invoice number) 3 5 Specify invoice or credit Purchase Order Number Currency Type Include tax or reference no tax

19 Invoice Requirements Sample Hourly Labor Invoice 9 Each item as it appears on the PO 9 10 Description of work and Contractor Name 11 List Hours and Labor Rate 12 Period of Performance (POP) (dates services rendered only) 13 Related travel expenses

20 Invoice Requirements Sample Product Invoice 1 Address where services rendered 2 Correct Bill to HPE legal entity 2 3 Invoice date 4 Unique invoice number (Add RS AFTER invoice number) Specify invoice or credit 6 Purchase Order Number Currency Type 8 Include tax or reference no tax

21 Invoice Requirements Sample Product Invoice 9 10 Each item as it appears on the PO Product Description and Line item Numbers 9 11 Quantity 12 Unit Price 13 Line Totals NOTE: Product PO invoicing: list the line item number(s) and the product description on the invoice

22 Invoice Requirements Sample Services Invoice 1 Address where services rendered 2 Correct Bill to HPE legal entity 2 3 Invoice date 4 Unique invoice number (Add RS AFTER invoice number) Specify invoice or credit 4 6 Purchase Order Number Currency Type 8 Include tax or reference no tax

23 Invoice Requirements Sample Services Invoice 9 10 Each item as it appears on the PO Product Description and Line item Numbers 9 11 Period of Performance 12 Line item subtotal 13 Totals NOTE: If invoicing outsourced services, write the product description on the invoice 13 12

24 Invoice Submission Methods Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information 24

25 Invoice Submission Methods Suppliers may choose ONE of the following methods for invoicing 1 Supplier Electronic Invoice Creation Tungsten Network (OB10) 2 Supplier Electronic Invoice Creation Federal Account 3 Supplier Paper Invoice Creation Postal Service IMPORTANT: Tungsten Network may not be used for Federal and some State and local accounts Invoicing not required for Lease Purchase Orders

26 Invoice Submission Methods Tungsten Network Tungsten Network is HPE s 3 rd - Party Invoicing Partner for electronically submitted invoices from the supplier to HPE Tungsten Network offers HPE Suppliers two options: Low Volume High Volume Tungsten Network may be used when invoicing is a requirement for payment Tungsten Network registration and subscription is required for most non- Federal accounts and some state and local accounts (see PO or specific invoicing instructions). The first 52 Invoices are free! Less than 60 invoices/year Online Web Form More than 60 invoices/year Contact Tungsten Network for Integrated Solution IMPORTANT: Qualifying suppliers interested in registering for Tungsten Network go to the Invoice Registration Guide

27 Invoice Submission Methods Tungsten Network- Create Account Once registered, suppliers can start creating invoices. (Please refer to the next slide)

28 Invoice Submission Methods Tungsten Network When in Tungsten Network: 1. Create an Invoice 2. Check Invoice Status in Tungsten Network 3. List of My PO s 4. Check how many transactions have been used with Tungsten Network 5. Tungsten Network Reports IMPORTANT: Invoice status only applies to submission through Tungsten Network. Suppliers still need to go through AP Online to check final approval status.

29 Invoice Submission Methods Federal Accounts Federal accounts only (PO s starting in 89 ): Invoicing by The Fastest way to submit invoices is electronically through . Ensure that: The PO number is in the subject line The invoice is sent with one attachment in pdf format, only one invoice per Return receipt is used to see confirmation of transmission Remember: submission is for Federal accounts only to: usps-fed-invoices@hpe.com

30 Invoice Submission Methods Hard Copy Delivery Standard Delivery Overnight Delivery Hewlett Packard Enterprise / Hewlett Packard Caribe BV LLC / Hewlett Packard Puerto Rico BV LLC Invoice Document Center Highway 110 North, Km. 5.1 Bldg #1 Aguadilla, PR, IMPORTANT: Do NOT use the Puerto Rico addresses (standard or overnight) as the Bill To address

31 Invoice Rejections and Resubmissions Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information 31

32 Invoicing and Payment Process Once an invoice is received by HPE, the data is validated across multiple sources Supplier Invoice HPE Purchase Order Passes Validation Process? Yes: Invoice processed for payment according to payment terms No: Invoice is ed or hard copy mailed back to supplier with cover letter indicating reason for rejection and instructions for resubmission Invoice Remittance Report Project Approvals Goods Receipt Common Validation Errors: Incorrect Bill To address for HPE Missing data, e.g. Purchase Order number Invoice quantity or price variance Data elements do not match between associated documents, e.g. line item number and description on the invoice is not exactly the same as the PO.

33 Invoice Rejections From Hewlett Packard Enterprise Adjusting and resubmitting the invoice is the supplier s responsibility Invoices should be resubmitted within 30 days of receiving this letter Specific questions should be submitted to Service Central

34 Invoice Rejections From Tungsten Network Invoices can be rejected from Tungsten Network if the invoice Does not reference the correct purchase order number or Includes prefix or suffix, or special characters in the PO number value (ex: PO##### or #####- TGSTN ) Only include the root of the PO number Has an incorrect HPE Tungsten Network buyer account number If rejected You will receive an confirmation or rejection notification directly from Tungsten Network Correct the invoice and resubmit to Tungsten Network by doing either of these options: Submit support ticket to Tungsten Network to have original accepted invoice deleted/archived Add an RS after the original invoice number so Tungsten Network will not reject as a duplicate invoice NOTE: An invoice may still be rejected by HPE even if it is accepted by Tungsten Network. If this occurs; notification will come from HPE & supplier will be charged to resubmit.

35 Support Resources and Tools Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information 35

36 Invoice Support AP Online AP Online is an HPE search and reporting system for validated invoices: It is free and secure Suppliers need to create a supplier login and password to search invoices Go to pe.com/supplierextrane t/adduser.do to register for AP On-line 36

37 Invoice Support AP Online Use AP Online to check payment status Search payments by: Invoice number PO number Invoice date AP Online support: AP Online Navigation Video: nlinedocs/apo%20demo%20part %202%20User%20Guide.swf 37

38 Invoice Support AP Online IMPORTANT: The Document Number is HPE s internal invoice number. Suppliers should use this number to reference the transaction if inquiring about payment. Payment Status: Open = Invoice received, is in process of payment Blocked = Invoice received, but waiting for account approvals Reversed = There is an internal issue with the invoice. Contact Service Central for details. No Status or invoice listed = invoice has not been received or was rejected by AP before posting will be returned to vendor *Note: AP Online will only provide status on invoices that are approved, in process or paid. If invoices have not been received there will be no entry. If invoices are rejected or returned before being processed, there will be no entry. 38

39 Support Resource Tools Customer Resource Center (CRC) For Federal Accounts only: If you ve been unable to obtain information using AP Online or do not have access to this tool, payment and invoice status information can be obtained by opening a ticket with the CRC. Federal COMPASS PO s (248) crc.usgovt@hpe.com Contact CRC when you need information about: AP Online Invoice payment status Invoice rejections Invoice postings 39

40 Support Resource Tools Service Central All Accounts Except Federal Accounts If you are unable to obtain information using AP Online or do not have access to this tool, payment and invoice status information can be obtained by opening a ticket with Service Central It is a free service within HP You must create a user name and password the first time you go to the site From the link above, choose the appropriate company From the Service Central Home page, at the top, choose Accounting Services -> Accounts Payable A new view will open. On the left side choose Accounts Payable -> Resolve an Issue -> Invoice Issues On the right side of the same view, new buttons will appear. You can choose to Start a Chat or Submit a Case Or Call (800) option 1, 0 Contact Service Central about any of the following issues: AP Online Invoice payment status Invoice rejections Invoice postings 40

41 Support Resource Tools Escalations Desk If you are unable to obtain information using AP Online or the HPE CRC, AP has established a process specifically for invoice escalations Non-Federal accounts, log a ticket at: Service Central Federal accounts, crc.usgovt.escalations@hpe.com When escalating an issue Include Supplier name Supplier account number Contact name, telephone, HPE purchase order number Issue (high level) Timeframe issue has occurred Other pertinent information PO initiator, if known Prior contacts (if possible): CRC, names, support, etc Issue description HPE Document # (provided in AP On-Line) 41

42 Contact Information Invoice Requirements Invoice Submission Methods Invoice Rejections and Resubmissions Support Resources and Tools Contact Information 42

43 Reference: HPE Contacts HPE Supplier Portal: SmartLabor Supplier Portal Payment and Invoice Status: All Accounts, Except Federal Accounts AP On-Line: Service Questions and Escalations: Service Central, (800) option 1, 0 Invoice Remittance Report: smartlabor-compass@hpe.com Federal Accounts ONLY AP On-Line: HPE Customer Response Center (CRC) Both New and Migrated Po s: (248) crc.usgovt@hpe.com Federal Escalations: crc.usgovt.escalations@hpe.com Invoice Remittance Report: smartlabor-compass@hpe.com 43