Attachment Process via OB10

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1 Attachment Process via OB10 HP is able to accept attachments or back up documents like time sheets, receipts etc along with your invoice via the OB10 service. How does it work? Ł Once you are enabled, you can attach extra documents (attachments) to your invoices after you have submitted the invoice. Ł This will be achieved by using the new invoice attachments option on your menu. Ł This entails uploading the attachments in TIFF format via OB10. Ł These are then forwarded to HP and appended to the invoice image in the HP Workflow. Ł There are no additional charges for using this facility. Important Points to be noted Ł The attachment has to be uploaded within 24 hours of submitting the invoice data (excluding weekends midnight to midnight UK time) Ł Only one document can be attached to an invoice but it can contain multiple pages. Ł The document can be attached only in TIFF format. Procedure to attach the document to Invoice: If you are sending data files to OB10: Ł Please contact OB10 to get your profile updated. Ł Raise a request via Ł OB10 will respond within 2 working days with next steps. Ł OB10 will change the profile to show that you want the option to send attachments for HP Invoices. If you are creating invoices via the web based Web Form: 1. Enter Invoice Data & Select the Invoice Attachment Status Ł Enter the invoice data. Ł Click the down arrow in the Attachment Status field and select the Attachments will be provided option (A). Ł Click Submit Invoice (B).

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3 2. Attach Files immediately after Invoice Submission Ł If you don t know the location of the files or the files are not immediately available for attaching, skip to step 4. Ł If you are ready to add the attachments, click the Add Attachment button 3. Browse and Upload Files Ł Click the Browse button to navigate to the location of a file that you wish to attach (A). Ł Click Upload File to attach the file (B). Ł Repeat steps A and B if multiple files need to be attached. Ł When you have finished attaching files, skip to step 6. Note: If you attach a wrong file, you can click the delete button next to that file and then repeat steps A and B, as needed.

4 4. Attach Files at a Later Point in Time Ł From the invoice main menu, select Invoice Management Ł Enter the Invoice Number for the invoice waiting for attachments. Ł Click Load Invoice Note: You can release the invoice without attaching files (if needed) by clicking the check box at the bottom of the display next to the invoice and then clicking Release Selected. 5. Identify and Attach Files Ł Click the Attachments tab (A). Ł Click Browse to navigate to the location of a file that you wish to attach (B). Ł Click Upload File to attach the file. 6. Release the Invoice for Processing Ł From the invoice status display (or from the Invoice Management display), click the check box associated with the invoice and then click Release Selected.

5 FAQ s - Frequently asked questions: Do I have to pay for this? No, there are no additional charges for using this functionality. What is a TIFF image and how can I create one? A TIFF image is a standard picture document format that is created from all types of scanners, digital scanners and as a standard extractable image from most ERP systems. It can also be created by using a desktop converter (see next question below). Note: TIFF files can not be created by simply saving as and changing the document type of a word or excel document, this does not create a proper image file and cannot be accepted, please do not load this type of document. What if I don t have a scanner? Desktop printer converter software can be downloaded either free or for a nominal charge via the internet, which allows most doc types word, excel etc to be saved in Tiff document format. Such software can be found by doing a simple Internet search for example Desktop converter to Tiff Can I send the attachment via OB10 in any other format? No, this is the only format that can be easily and quickly processed within the current solution framework. Suppliers are asked to provide attachments in this format, if this is not possible then please follow back up process. How long do I have after I send the invoice to upload the attachment? You will have the possibility to send an attachment to HP within a period of 24 hours of your invoice being sent via OB10. Does the time out period exclude weekends? Yes. Midnight to midnight UK time. Back up process- If I miss the time out period where do I send my attachment? The attachment should either be sent to the HP Requestor approver by as previously or sent to the HP CRC providing the exact OB10 transaction code (15 digit Transaction# ) and invoice number that the attachment corresponds to, asking them to attach the image to the invoice. How many attachment documents can I send per invoice within the allowed time? You can attach just 1 document per invoice but it can contain numerous pages. Various attachments can simply be put together when creating the TIFF file.

6 What if I have complex Excel attachments today, i.e. Trade load processes that are sent separately to the invoice? This should be checked with HP Contact to whom those files are sent to today. These normally could also be saved as a Tiff file and uploaded via OB10, however if this is not practical the existing process of sending via can still be employed. Can I use this function for all my customers that are registered with OB10 not just HP? Dependant on whether your other customers want to receive attachments to your invoices, you will be notified in a separate communication by them. Is this service available for all HP entities that I invoice via OB10? Yes, Attachments can be provided for all HP entities that are set up to receive invoices via OB10. For detailed questions on the attachment process please send an to Vendor.communication@hp.com. For general questions on the status of an invoice or to follow the back up process for attachments please contact our Customer Response Centre- Accounts Payables helpdesk. Please refer to contact information in the appended Supplier package. More information on electronic invoicing can be found at the e-invoicing section of our supplier portal