Application form for the transfer of electronic invoice data/transaction data

Transcription

1 Fax +49 (0) Phone +49 (0) Lufthansa AirPlus Servicekarten GmbH Dornhofstr Neu-Isenburg Germany Application form for the transfer of electronic invoice data/transaction data New installation Change of installation DT EDI-Partner No. (please state for change) 1. Customer details (mailing address for electronic billing) Company Street, No. Zip Code, City Name of business contact person Phone Name of technical contact person Phone 2. Inclusion of the following Accounts/Contracts (in the above mentioned EDI-Partner No.) Remark: One Account or contract can be assigned to only one EDI-Partner No. Valid from: Date (blank = as soon as possible) 3. Cancellation of the following Accounts/Contracts (from the above mentioned EDI-Partner No.) Valid from: Date (blank = as soon as possible) EN-GERMANY Page 1 of 5

2 4. Customer data (optional) EDI-Provider-ID Max. 17 digits, as defined by the customer Blank = LASG 5. Data format Lufthansa AirPlus Servicekarten GmbH ( AirPlus ) will transmit requested transaction data to the customer electronically in compliance with Section 28 of the Federal German Data Protection Act (Bundesdatenschutzgesetz, BDSG) for software-supported preparation of travel expense reports and/or financial accounting. The customer will use this data for internal purposes only. The customer will ensure that AirPlus is authorized to transmit the data for the aforementioned purpose. Furthermore, the customer will ensure that the data transmitted is processed and used for the aforementioned purpose only and in compliance with the regulations concerning data protection, including but not limited to the BDSG, and that the customer s staff and, if applicable, staff representatives (works council or staff council) are informed accordingly. Please furthermore note that AirPlus reserves the right to execute changes (either for upgrade or maintenance purposes) to the file layouts or supported transmission channels offered/mentioned in this document. As this might have a relevant impact on the purpose of this agreement, AirPlus agrees to inform the contractual partner 3 months prior to the planned change. 5.1 Invoice data PDF* (in addition to PDF-invoices in the Online Card Account via the AirPlus Portal) Please note: The following data formats can also be provided as supporting electronic data for automated data import. Important: VAT reclaim is not legally permitted via the following formats. CSV* CSV can be read directly in Microsoft Excel. We would like CSV separators to be indicated by a: Semicolon ( ; ; ) Comma (,, ) We would like decimal separators to be indicated by a: Comma (e.g. 80,50) Point (e.g ) We use the following date format: DD.MM.YY (e.g ) MM.DD.YY (e.g ) YY.MM.DD (e.g ) DD.MM.YYYY (e.g ) YYYY.MM.DD (e.g ) MM.DD.YYYY (e.g ) LARS* EDIFACT* XML* Characterization of invoice data for new installation Test data for 1 month (from date of installation) Full production immediately date Comments to the formats marked with * you can find in Attachment 1 EN-GERMANY Page 2 of 5

3 5.2 Transaction data Transaction data prior billing can be provided independent from the invoice data. ATXcollect* ATX* ATXplus* CDF3* AirPlus DailyFlex* 6. Transfer method address For reasons of data protection we send your data per only PGP encrypted or in password protected ZIP file. Your system administrator may have to enable your account to receive attachments ending with.pgp or.zip PGP encrypted file via Important: Please export your PGP key and send it as attachment to PGP fingerprint of exported key (40 characters, please state always) ZIP file via Important: For reasons of data protection ZIP archives are protected with an encryption of at least 128 bit. In case you would like to have a stronger encryption (256 bit), please tick the following check box. To open and process the files, you need the latest zip software. We would like to have 256 bit encryption Please choose a password to protect your ZIP files. Please note: Your password must be at least eight characters long and made up of upper and lower case letters, digits and/or special characters. Please do not use the following characters for your password: $,?, and /. Password to protect your ZIP files (at least eight characters) 6.2 Data download from AirPlus Business Travel Portal To download data from the AirPlus Business Travel Portal, your company must be registered at the Portal. Please fill in your existing login in case you are registered already. Otherwise, a separate form has to be filled in (Amendment: Additional AirPlus Services). Name of data recipient (given name/surname) address of data recipient Company login If more than one employee of your company is to be authorized to download data, please enclose a list with the necessary details with this application. EN-GERMANY Page 3 of 5

4 6.3 SFTP For new installations and changes of this transfer method, an additional SFTP application form is required. Please note that Airplus cannot ensure the SFTP transmission is processed properly without the submission of a completely filled SFTP application. 6.4 X.400 with the following parameters Country ADMD Surname Given name C A S G Organization Org Unit 1 Org Unit 2 Org Unit 3 Org Unit 4 Common name Private management domain DDA_Type DDA_Value O OU1 OU2 OU3 OU4 CN PRMD DDAT DDVT 7. Used systems Travel and expense Financial accounting Service provider EN-GERMANY Page 4 of 5

5 8. Remarks The customer authorizes AirPlus to transfer electronic invoice and/or transaction data to the service provider mentioned in point 7. Place, date Signature and Company stamp EN-GERMANY Page 5 of 5

6 Attachment 1 to the Application form for the transfer of electronic invoice data CSV (Comma Separated Values) The invoice data in the CSV format can be processed and analyzed in common spreadsheets. It is also possible to process these data in downstream systems. LARS (Layout for AirPlus Records and Statements) The LARS format is an in-house development by AirPlus and provides your billing data in an easy and structured form. Data in the LARS format can also be used for the AirPlus Product Invoice Control. EDIFACT (Electronic Data Interchange for Administration, Commerce and Transport) The internationally adopted and globally uniform EDIFACT standard was developed to satisfy the requirements for company-wide data exchange. It presents all the common types of business processes. The LASG subset is an EDIFACT message subset INVOIC, Version 96.A. This subset provides the invoice content of the business travel segment ideally and with the right quality. XML (Extensible Markup Language) Extensible Markup Language is a flexible data transmission format developed especially for the Internet. This text-based specification language allows data to be integrated into a variety of applications. PDF (Portable Document Format) We can also provide PDF files (e.g. for automated sending via ) in addition to the PDF files in the Online Card Account. ATXcollect This special transaction statement was developed for clients with an SAP environment, who use Release SAP R/3 Enterprise. You receive the transaction data from the AirPlus Company Account and AirPlus Corporate Cards parallel to the invoice for the travel expenses of your employees. ATX This special transaction statement was developed for clients with an SAP environment, who use Release SAP R/3 Enterprise. You receive up-to-date transaction data from the AirPlus Company Account and AirPlus Corporate Cards for the travel expenses of your employees. ATXplus ATXplus is an extended version of the ATX format and includes more additional data fields. CDF3 (Common Data Format) Based on XML, CDF3 developed by MasterCard displays daily updated transaction data from AirPlus Company Accounts and AirPlus Corporate Cards to be used in your staff s travel expense reports. AirPlus DailyFlex AirPlus DailyFlex can be used to transmit pending transactions in an individualized CSV format before they are invoiced. Please note that not all of the invoice information can be provided since the data is provided at an early stage. Attachment 1 to the Application form for the transfer of electronic invoice data