Invoices & Orders

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• Customer number
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IMPORTANT: ALL copies of Software must be destroyed per cancellation process and confirmation of this must be included in the notification. You are required to provide 30 day notification unless your installed machine has also been removed from use.

Submit an online request quoting your contract number and your contact details.

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• Customer Number
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• Reason for transfer of ownership.
  Note: A month's notice is required for maintenance related charges.

The requested information will help us determine the last day of charge to your customer number.

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You can access your invoices using our Invoices tool.

Payments can be made by bank transfer, bank receipt or check quoting our invoice number(s).

• Bank account information can be found on the invoice.
• Send us your remittance by submitting an online request.

IBM invoices are due upon receipt, as detailed in the IBM Client Relationship Agreement and as stated in the payment terms on your invoice.

An invoice address change can be made by submitting an online request .

Use the Manage Payment Method application to register a new card, update an existing card and/or remove a card.

1. Open the Manage Payment Method application
2. Log in with your IBM id and password.
3. Select one of the following options.
   Note: In all 3 options you will need to click the Save button and then the Done button. A confirmation that the credit card information was updated will display once complete.
   1. Register a new card: There is a link to register a new card at any time.
   2. Update an existing card: Click on the link to the credit card itself under preferred payment methods and update expiry date etc.
   3. Remove card: There is a "Remove" link beside each Credit Card which allows you to remove specific card(s)  

Updating your credit card is just like adding a new one.

1. Go to the Payments page in the IBM Cloud console.
2. In the Add Payment Method section, enter the billing information for your new card, and click Add credit card.
3. To switch to a different payment method, select Pay with Other, and click Submit change request. A support case to change your payment method is then created for you.

If your payments are managed outside of the console, go to IBM.com and log in to the Manage Payment Method application to update your credit card.

For more information, see How do I add a credit card when the option isn't available through the console?

1. Credit card expired.
2. Charge denied.
3. Credit card information has been wiped.
   • After 18 months (per business controls) IBM wipes customers' credit card information.

• IBM Cloud

• Solution depends on country: submit an online request for questions.

Australia, Canada, Italy, New Zealand, United States

e-Invoicing - Electronic Data Interchange (EDI)

How it works

• EDI integrates with your existing supplier network including Ariba, Tungsten and others (Italy INTESA) *.
• EDI also supports several message formats including cXML, RosettaNet, EDIFACT, EDI X12 and PEPPOL UBL as well as multiple transport mechanisms such as HTTPS and VAN - with and without digital signatures.
  * Note: enabled supplier networks vary by country

How to get started

• Use one of the contact options and our electronic invoicing expert will contact you.

Austria, Belgium, Denmark, France, Germany, Netherlands, Norway, Portugal, Serbia, Spain, Sweden, Switzerland, United Kingdom

e-Invoicing - Digitally signed PDF invoice (ePDF)

How it works

• With the ePDF solution, you will get IBM invoices and credit notes digitally signed and delivered as email to a designated email address within your company. The ePDF is an exact mirror image of the current paper invoice.
• Because it uses open industry standards, ePDF integrates with your existing supplier network including Ariba, Tungsten and others*.
• ePDF also supports several message formats including cXML, RosettaNet, EDIFACT, EDI X12 and PEPPOL UBL as well as multiple transport mechanisms such as HTTPS and VAN - with and without digital signatures.
  * Note: enabled supplier networks vary by country

How to get started

• Use one of the contact options and our electronic invoicing expert will contact you.

A valid Tax Exemption Certificate needs to be provided to your Accounts Receivable Representative or Customer Support Representative by submitting an online request.

Email your purchase order to eorder@us.ibm.com.

Solution depends on country: submit an online request with your questions.

United States - e-Pay

By taking advantage of automated electronic payments, you save time and money.

• Eliminate paper checks
• Ensure timely payment

• Receive a 0.25% discount off the invoice amount for payments transferred within 15 days of invoice date using the IBM Direct Debit program or the ACH payment method available from the Invoices application.

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e-Pay through Invoices@IBM

Pay your invoices by credit card or automated clearing house (ACH) using the Invoices web application. Viewing and paying your invoices using this secure method is fast and efficient.

When you use e-Pay to pay your IBM invoices, you'll be able to:

• Manage when and how your invoices are paid using a credit card or automated clearing house (ACH) options
• Receive a 0.25% discount when you pay within 15 calendar days of the invoice date using ACH payments
• Accelerate payment tracking and reconciliation by using the reporting capability to post e-Payments to your ledger.

These rules apply:

• Credit Card payments must be made within 20 calendar days of invoice date. The per invoice limit is $99,999.99 US.
• The per invoice limit for the ACH payment method is $9,999,999 US.
• Credit Cards cannot be used to pay IBM Global Financing - Lease invoices, however the ACH payment method can be used. The 0.25% discount does not apply to these invoices.

• View your invoices and make payments

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More electronic payment processes and methods

IBM supports several other electronic payment methods outside of the Invoices application including direct debit, credit card and purchase card (P cards). If desired, you can even vary the payment method by invoice type. If the following details don't adequately address your questions, you can contact your Accounts Receivable Representative for answers to your specific questions.

Direct debit:

This program authorizes IBM to initiate a debit entry to your bank to execute an electronic funds transfer (EFT) on a pre-defined schedule. Direct debit can be chosen for most billing types and set up is quick. You will still receive an invoice for review prior to the payment date, but payment will be automatic and electronic.

To initiate automatic payment authorization, complete and sign the Direct Debit authorization form (51KB). Mail this completed authorization form, along with a voided check, to your IBM Customer Support Representative (CSR) for processing. The form specifies the types of invoices to be paid using automated payment, and defines the agreement between you and IBM. It also documents the payment timing, normally 15 days after the invoice date. Remember, as long as the timing is no more than 15 days from the invoice date, you'll receive a 0.25% discount off the invoice.

If you notice inaccuracies with your invoice, or need the debit amount changed or stopped altogether, contact us using the contact information that appears on your invoice. As long as a minimum of three workdays remain before the automatic payment date, we can make the change before the payment occurs. Otherwise, you do nothing and the payment will be processed.

If post-payment review finds the invoice amount or billing were inaccurate, you can contact us. We can electronically transfer any excess charges back to your account if we are notified within the first ten days after the payment. After that, we can issue you a refund by check.

Should you want to modify an automatic payment, including adjusting contracts, customer numbers or bank routing and account information, contact us for an amendment form. We will process the form and implement the changes as quickly as possible.

If you need to end your automatic payment plan, we will need written notification. Although we will try to stop on the date you wish, the automated nature of the process may require more time. Also, if you've only been paying automatically for a short time, and have no previous credit history with us, we may require a cash deposit or credit card number to continue contracted billing.

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Electronic funds transfer

In addition to the options for recurring payment option above, you can gain many of the same electronic payment benefits for non-recurring payments. IBM can receive customer initiated electronic funds transfers (EFT) including Automated Clearing House (ACH) payments and wire transfers (FEDWIRE). Unlike the recurring payments, these EFTs require you to initiate each payment to IBM through your bank rather than IBM drafting the payments on a regular schedule.

You can initiate several types of ACH payments through your bank. IBM’s preferred ACH format is the Corporate Trade Exchange (CT>C) that provides both electronic payment and remittance information. We accept other ACH formats and wire transfers, but often you must communicate the remittance information separately to your Accounts Receivable Representative.

Credit card:

If recurring billing is desired, for example monthly or quarterly, your IBM representative can provide you a form to fill out that authorizes the recurring billing to be collected via credit card. IBM is not obliged to accept credit cards for all transactions. Once established, you will receive an invoice-like document with the charge details and confirmation IBM has charged your credit card. For protection, your credit card statement should show the invoice number and include a brief description of the purchase, along with a phone number you can call if you have any questions.

Purchase card:

IBM currently accepts purchase cards issued by American Express, MasterCard, and Visa. Due to demand for the service, IBM provides level 2 or level 3 support for this payment method.

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Canada - e-Pay

IBM Canada offers you several options to pay your invoices.

• e-Pay through Invoices@IBM
• Direct debit for recurring invoices
• Electronic Funds Transfer (EFT)
• Payment by check

e-Pay through Invoices@IBM

Pay your invoices by credit card using the Invoices web application. Viewing and paying your invoices using this secure method is fast and efficient.

When you use e-Pay to pay your IBM invoices, you'll be able to:

• Manage when and how your invoices are paid using a credit card option
• Accelerate payment tracking and reconciliation by using the reporting capability to post e-Payments to your ledger.

These rules apply:

• Credit Card payments must be made within 20 calendar days of invoice date. The per invoice limit is $99,999.99 US / $99,999.99 CAD.
• Credit Cards cannot be used to pay IBM Global Financing and Lease invoices.

• View your invoices and make payments

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Direct debit for recurring invoices

Direct debit payments authorize IBM to initiate an electronic bank debit entry to automatically transfer payments at a pre-set time. You will still receive an invoice for review prior to the payment date.

Direct debit eliminates your need to issue a check, reduces manual processing and ensures you do not incur late payment fees. Implementing direct debit is quick, easy and automates monthly payments.

Enroll for direct debit payments Complete and sign the authorization form and provide us with a voided check. Contact your IBM Global Financing (IGF) representative to obtain the form.

Set it up Once we receive your form and voided check, your bank routing and account numbers will be stored with your customer number(s) and payment timing in a confidential, secured database.

Process your invoices Each month before the due date, you will receive invoices for review. These invoices will include your products and services, the billing period and other information related to the charges along with the date the automated debit will occur.

Execute your payments On the payment date, our accounts receivable system receives your banking information from the confidential, secured database and transfers the appropriate record to our bank. Our bank then communicates electronically with your bank and the funds are transferred from your account to our account, paying the invoice.

Update your automatic payment If you wish to update your banking information, just provide us with an updated, voided check and we will ensure your banking information is updated in the confidential, secured database.

Fix direct debit payment failure If for any reason the automatic payment process fails, the IBM Customer Support Representative responsible for your account will contact you to make other payment arrangements.

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Electronic Funds Transfer (EFT)

Paying your invoices using EFT enables you to directly transfer payments into an IBM account. Unlike direct debit, EFT requires you to initiate this transaction each time payments are due.

However, it allows you to combine multiple invoice payments into one transaction. It also eliminates the need to manually create and mail checks, along with the delay and loss risks associated with this process.

To perform your initial EFT transaction, you will need to have our banking information including bank name, branch address, transit number and account number.

• To receive these banking details, contact us.

We encourage you to make payments in the same currency as your invoice wherever possible. For each wire transfer payment, send us your confirmation either by

• Fax: 905-316-4336

• Submit an online request

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Payment by check

Hard copy checks should be made payable to: IBM Canada Ltd.

Send mail to one of the following locations:

TORONTO

IBM Canada Ltd.
P.O. Box 5100 Station F
Toronto, Ontario, M4Y 2T5

VANCOUVER

IBM Canada Ltd.
P.O. Box 34030
Vancouver, B.C., V6J 4M1

MONTREAL

IBM Canada Ltd-M2108
C.P.11572, Centre-Ville Montréal (QC) H3C 5N7

When paying by check, include details of invoices or credits along with your customer number.

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