Best Practices for Submitting Invoices to HP Entities

Index ª Objectives Click on these links to visit specific topics ª OB 10 Invoicing ª Information to be provided on the invoices billed to HP £ £ £ United States and Canada United Kingdom and Ireland Germany France Netherlands Spain Click on the HP billing entity/country, to which you are sending your invoices to ª Points to Remember ª Procedure to get the invoices re-processed £ £ ª Return to Vendor Invoice submitted with wrong/missing information Contact Information £ OB 10 £ HP Customer Response Center HP Restricted

Objectives l To ensure speedy and accurate processing of invoices. l To ensure ONTIME PAYMENTS Back HP Restricted

OB 10 Invoicing l To increase efficiency and improve cycle time in the invoicing process, HP has joined the OB 10 electronic invoice delivery network run by OB 10. l OB 10 complies with local tax regulations and allows paper invoices to be completely removed from the invoicing process. l OB 10 is economical as compared to cost involved in sending and following up on paper invoices. l The invoices which are submitted through OB 10 should not be sent not again or faxed to the local mailroom or HP Customer Response Center. Back HP Restricted

Information to be Provided on the Invoices billed to various HP countries HP Restricted

Essentials to be provided on Invoices billed to HP United States and Canada United States Canada 1 Invoice Date 2 Invoice Number 3 HP bill to name and address 4 Gross amount 5 Purchase order number 6 In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone number 7 Vendor name and address (Specific Remit to, if any or bank details) Vendor name and address (Specific Remit to, if any or bank details) 8 Description of Goods/Services 9 Currency of the invoice 10 Ship to address where the goods/services are shipped to 11 If Credit Note, reference to earlier Invoice to which it relates, is required Tax Registration number of the vendor( GST#, QST#) If Credit Note, reference to earlier Invoice to which it relates, is required 12 HP Restricted Back

Essentials to be provided on the invoices billed to HP United Kingdom and Ireland 1 Invoice Date 2 Invoice Number 3 HP bill to name and address 4 Gross amount 5 Purchase order number 6 In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone number 7 Vendor name and address (Specific Remit to, if any or bank details) 8 Description of Goods/Services 9 Currency of the invoice 10 Ship to address where the goods/services are shipped to 11 VAT ID of the vendor 12 HP VAT ID 13 If Credit Note, reference to earlier Invoice to which it relates, is required Back HP Restricted

Essentials to be provided on the invoices billed to HP Germany 1 Invoice Date 10 Tax number(Steuer-Nummer) or the VAT ID Nr of the supplier 2 Invoice number/ Sequential number (= serially numbered - each invoice need a separate number to ensure a clear identification) 11 Issue date (of invoice) 3 HP bill to name and address 12 Time of supply in case the date is different from the date of issuing the invoice 13 Differentiation of the base amounts for all items with different VAT rates, zero rated supplies, VAT exempt supplies and out of scope supplies 14 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 4 Purchase order number 5 In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone number 6 Vendor name and Bank Details of the supplier 15 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) 7 Description of Goods/Services 16 Clear mention of Gross Amounts and Net amounts along with the applicable VAT rates 8 Currency of the invoice 17 If Credit Note, reference to earlier Invoice to which it relates, is required 9 Ship to address where the goods/services are shipped to Back HP Restricted

Essentials to be provided on the invoices billed to HP France 1 Invoice Date 10 VAT ID of HP 2 Invoice Number 11 VAT ID of the Vendor 3 HP bill to name and address 12 Amount excluding VAT 4 Gross amount 13 VAT amount payable 5 Purchase order number 14 Amount including VAT 6 In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone # 15 VAT percentage 7 Vendor name and address (Specific Remit to, if any or bank details) 8 Description of Goods/Services 9 Ship to address where the goods/services are shipped to Equivalent amount of VAT in Euro currency (if the vendor invoices in USD, the equivalent of Euro for VAT should be specified) 16 HP Restricted If Credit Note, reference to earlier Invoice to which it relates, is required Back

Essentials to be provided on the invoices billed to HP Netherlands 1 Invoice Date 12 Customer VAT –ID (for intra-EU transactions) 2 Invoice Number 13 Total amount subject to VAT 3 HP bill to name and address 14 VAT amount 4 Gross amount 15 If invoice in foreign currency, also local VAT amount & exchange rate used 5 Purchase order number 16 If sale is exempt, VAT shown as '0. 00' 6 In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone # 17 If multiple VAT rates, the taxable amount and VAT amount summarised per rate 7 Vendor name and address (Specific Remit to, if any or bank details) 18 Cash discount amount or rate 8 Description of Goods/Services 19 Date of Issue (if not the same as invoice date) 9 Currency of the invoice 20 Date of delivery/shipment 10 Ship to address where the goods/services are shipped to 21 If Credit Note, reference to earlier Invoice to which it relates is required 11 HP VAT ID HP Restricted Back

Essentials to be provided on the invoices billed to HP Spain 1 Invoice Date 12 Customer VAT-ID (for domestic transactions) 2 Invoice Number 13 Customer VAT-ID (for intra-EU transactions) 3 HP bill to name and address 15 Total amount subject to VAT 4 Gross amount 16 VAT amount 5 Purchase order number 17 If invoice in foreign currency, also local VAT amount & exchange rate used 6 In case of a Non PO invoice, Requestor Name (HP Contact) along with the telephone # 18 If multiple VAT rates, the taxable amount and VAT amount summarised per rate 7 Vendor name and address (Specific Remit to, if any or bank details) 19 If a foreign registration, name, address & VATID of fiscal representative is required 8 Description of Goods/Services 20 Cash discount amount or rate 9 Currency of the invoice 21 Date of Issue (if not the same as invoice date) 10 Ship to address where the goods/services are shipped to 22 Date of delivery/shipment 11 HP VAT ID 23 If Credit Note, reference to earlier Invoice to which it relates is required Back HP Restricted

Points to Remember l Please provide the detailed description of the goods or parts sold/services rendered. This is required to determine the correct applicability of rendered sales/use tax on the invoice which will in turn ensure speedy payments. tax l In the “Ship To “ field, please enter the destination where the goods or “ parts are delivered/services rendered. l Please mention the supplier contact information below the “Bill From“ Field. contact l Avoid raising multiple cases with the Customer Response Center for cases payment of an invoice Next HP Restricted

Points to Remember l In case of invoices with Purchase Order number, please include the number complete purchase order number from Hewlett Packard, without any number other marks, symbols or characters. Prefixing or suffixing the HPsuffixing supplied purchase order number with details like “PO”, “PO#”, ”V 3”, “SU 2”, “-”, “/" etc may cause the invoice to be rejected by Accts rejected Payable. (For example: enter SBY 41326, not PO#SBY 41326). " SBY 41326 l In case of Non Purchase Order Invoices, please mention the correct name of requestor (HP Contact) along with the Telephone number and Contact) the booking information (if available) in the “contact” field on the Invoice contact Generator. Absence of this information or mentioning this information or in the wrong/any other place may result in invoices being returned to the vendor l Please provide all the essential information listed in the previous slides information while sending invoices to various HP entities for payment. If any one or more of the essential information is missing on the invoice, it will be missing Returned. Back HP Restricted

What is the procedure to get an invoice reprocessed? Please click on the reasons below to know the Steps to be taken in each case An invoice can be re-processed in 2 cases namely: • Invoice has been returned to Vendor • Vendor has submitted the invoice with the wrong details/missing details. Please Note Anything processed via OB 10 MUST be re-corrected via OB 10 HP Restricted

What is the procedure to get an invoice reprocessed? Invoice has been Returned to Vendor: l An invoice can be returned to vendor in 2 situations: £ One or many of the essentials required to pay the invoice is missing. £ As per the HP Contact (buyer/Requestor). l Once the invoice is returned, the vendor will receive a paper copy of the OB 10 invoice along with the letter stating the rejection reason. invoice letter reason l The vendor is required to either credit and rebill with new inv number and all number required information via OB 10(Please make sure to mention the corresponding invoice number to which the credit refers to, in order to avoid taking credit against wrong invoices) or resubmit the same invoice via OB 10 invoices) with all the required information , by adding an additional letter to previous the invoice number. This is because, OB 10 does not accept the same invoice number accept number which has been successfully transmitted through their network more than once. Example: Invoice number 123 A. once l Please contact the HP Customer Response Center in case of any queries. Back HP Restricted

What is the procedure to get an invoice reprocessed? l When the invoice has been submitted with wrong details/missing details 1. Please submit a credit note through OB 10 to cancel the earlier invoice note submitted with wrong details/missing details. Please make sure to mention the corresponding invoice number to which the credit refers to, in order to avoid taking credit against wrong invoices. 2. Please resubmit the new invoice with all the required information via OB 10 with a new invoice number. 3. Please contact the HP Customer Response Center for any assistance. Back HP Restricted

Contact Information HP Restricted

Issues with OB 10? l For any OB 10 registration issues/ invoice submission issues, Please issues contact OB 10 Support at: Support £ ob 10 support@ob 10. com £ NL - 0031207121386 £ DE - 004969222220293 £ FR - 0033170708109 £ ES – 0034914141473 £ IE - 0035312477710 £ UK - 0870 1657430 £ CA - 1 888 621 0638 £ US - 1 877 752 0900 Back HP Restricted

Payment / Invoice Questions For any payment related issues or queries issues relating to invoice status, kindly contact status the HP Customer Response Center at: 1. 2. Phone – 800 -325 -5372, preceded by your country code available on the AT&T website: http: //www. business. att. com/bt/international_dialin g. jsp Email - £ United States - vendor-payables-us-support@hp. com £ Canada - cnd-vp-crc@hp. com £ United Kingdom – uk-ireland-vp_crc@hp. com Other European countries – ec. crc@hp. com £ After raising a ticket with the HP CRC, please do not send another invoice, unless you are instructed by HP CRC. HP Restricted Back