DFS Online Services Home - Welcome to Dell...

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Welcome to Dell Financial Services

Simplifying IT Financing Customer Profile for

Dell Financial Services Customer Welcome Kit of 16

Welcome! and I are truly looking forward to working with you and your team to create a long lasting leasing relationship. At Dell Financial Services (DFS), we believe communication is the key to a successful integration of processes, and our goal is to provide your organization with the best-in-class lease and finance services. We have designed this Customer Profile Packet to introduce you to your DFS team and to share process information. With the information collected, you and DFS will be able to establish the needs and expectations for your account. Once you have had an opportunity to review the packet and provide your DFS Account Manager with your organizations information and leasing expectations, we will hold an Account Set-up Call. This call brings together your organizations Procurement Team, Accounts Payable Team (including any others involved with the scheduling process), DFS Sales, DFS Operations, DFS Accounts Receivables and DFS End-Of-Lease. Do not hesitate to let us know if there is ever an area you feel we can improve. Thank you for doing business with Dell Financial Services. Sincerely, Account Manager Dell Financial Services 800-289-3355 ext


Your DFS Account Team

Sales Account Executive or Financial Sales Representative

Account Executive:

Phone: - - ext.

Email:

Your DFS Sales Representative is responsible for strategic planning, working out leasing and financing contract issues, and your overall account satisfaction through frequent contact.

Account Manager

Account Manager:

Phone: - - ext.

Email:

Your DFS Account Manager is the primary point of contact to plan, develop and implement new processes and modifications to existing processes to best meet customer requirements. The Account Manager also acts as a liaison between DFS Sales Personnel, Operations, Customers, and Dell Personnel.

Operations Coordinator

Operations Coordinator:

Phone: - - ext.

Email:

Your DFS Operations Coordinator is responsible for lease administration and documentation. Any questions regarding your Lease Schedules should be directed to your operations coordinator.

Accounts Receivable / Invoicing

Accounts Receivable/Invoicing Specialist:

Phone: - - ext.

Email:

The DFS Accounts Receivable/Invoicing Specialist is your primary contact for any billing or invoice questions.

End of Lease

End of Lease Representative:

Phone: - - ext.

Email:

Your End of Lease (EOL) Representative is your primary contact for all EOL requests. Your EOL Representative works closely with the rest of your account team to ensure a smooth EOL process.


Customer’s Account Team

Leasing Contact Primary

Name:

Address:

City: State: Zip:

Phone: - - ext.

Fax: - -

Email:

Schedule Contact Primary

Name:

Address:

City: State: Zip:

Phone: - - ext.

Fax: - -

Email:

Schedule Contact Secondary

Name:

Address:

City: State: Zip:

Phone: - - ext.

Fax: - -

Email:

Accounts Payable Contact Primary

Name:

Address:

City: State: Zip:

Phone: - - ext.

Fax: - -

Email:

Accounts Payable Contact Secondary

Name:

Address:

City: State: Zip:

Phone: - - ext.

Fax: - -

Email:


Customer’s Profile

Company’s Legal Name

Please include any spaces, commas, etc.

Business Type

Corporation ☐ Limited Liability Company ☐

Limited Partnership ☐ Limited Liability Partnership ☐

General Partnership ☐ Sole Proprietorship ☐

Municipality ☐ Other ☐

Federal ID Number -

State of Organization and ID Number

State of Organization:

State ID Number:

* If your company is a General Partnership, Sole Proprietorship or Municipality, we do not need this

information.

Billing Address

Address:

City: State: Zip:

County:

* If more than one billing address is utilized, please provide detail on a separate sheet with Dell

Customer Numbers.


Customer places

PO’s designated for lease via online or

fax

Orders are placed in

Dell’s Order Management System (DOMS) via online or

Dell Order Processors

DFS Operations Coordinator audits orders in DOMS vs.

PO and releases orders into production

All orders shipped

within agreed upon consolidation period are placed on a lease

schedule

Schedules are posted to Premier Page or sent to

the designated signatory(s)

Customer receives

Schedules for reconciliation

Customer executes schedules & returns

within 5 days of receipt

DFS books the

Schedule & Invoicing begins

Order Placement & Scheduling Process

Order / PO Placement

How will Dell receive DFS Lease Purchase Orders?

Dell Premier Page ☐ Fax ☐

Other ☐ Specify:

Do you utilize blanket PO’s? Yes ☐ No ☐

Purchase Orders

DFS requires certain information be included on a Purchase Order.

These items include:

• Customer Name

• Bill to Address of the CUSTOMER

• PO Number

• DFS as Vendor

• Payment Terms – DFS Lease

• Length of Lease in Increments of Months

• Ship to Location

• Purchase Price of Equipment

• Quantity

• Description of Equipment Leased

• Cost Center, if applicable

Outsourced Lease Management

Will your lease management be outsourced?

Yes ☐ No ☐

If Yes, please identify the Provider:


DFS Provides Customer Financing Proposal

to the Partner

DFS prepares and sends financing documentation to

customer for acceptance

Partner or DFS presents

proposal to customer

Partner advises DFS of customer’s acceptance

of the proposal

DFS supplies Letter Of Intent (LOI)

to partner

Partner emails invoice to

[email protected]

Customer executes and returns

documents to DFS

DFS processes

payment to partner

via wire transfer

Partner Financing Program

DFS offers the flexibility to provide Third Party Equipment Financing (equipment not acquired through Dell, but leased through DFS) via our Partner Financing Program. The following quick reference guide provides you with an overview of our simple and efficient process. For additional questions regarding our Partner Financing Program please contact your DFS representative or email us at [email protected]

mailto:[email protected]


Scheduling

Lease Schedule & Exhibit A

Your Lease Schedule will be accompanied by the Exhibit A which contains the

detailed backup for the information contained within the Lease Schedule.

The following items are visible on the Exhibit A to the Lease Schedule:

• Commencement Date

• Dell Order Number

• Cost Center if applicable

• Equipment Cost

• Equipment Description

• Equipment Location

• Expensed Items

• Lease Start & End Dates

• Lease Term

• PO Number

• Rental per Order Number

• Service Tag

If you are returning the products per the applicable Dell return policy or have

any questions regarding your Schedule, contact your Operations Coordinator

within 5 days of receiving your Lease Schedule.

* Issuance of a Lease Schedule may be subject to credit approval and availability as

determined by DFS.

Schedule Requirements*

Is PO Fulfillment required for Scheduling?

Yes ☐ No ☐

If No, DFS will consolidate all shipped orders monthly by Lease Term/Type and place them on a Lease Schedule for the customers review and approval.

Do any of the following criteria apply to your organization for the purposes of scheduling?

Cost Center ☐ Equipment Type ☐

Equipment Location ☐ PO Number ☐

*Invoices will follow the format of the Lease Schedule & breakout of the items above if requested.

Mid-Lease Events

Please notify DFS if any of the following occur and/or need to take place during the life of the lease:

• Identify Lost/Stolen Assets • Buyout Quotes • Early Termination • Location Changes: Please notify DFS of any permanent equipment location

changes as per agreed within your MLA to ensure TAXES are properly removed or assessed based on the equipment location.

Certificate of Incumbency If your authorized signers change, please notify your DFS Operations Coordinator so a new/updated Certificate of Incumbency can be put in place.


Scheduling: Costs, Taxes & Fees DFS Customers have the option to expense and/or finance certain costs, taxes and fees associated with their Leases. Any items deemed ‘expensed’ will be due and payable in full with the first invoice.

Expensed Item Charges

Expensed Item Charges will occur if you have the need to purchase pieces of equipment, peripherals or services in conjunction with your lease. This allows our customers to purchase that portion directly from DFS.

Interim Rent

Interim Rent is a "Daily" or pro-rata rent. The Commencement Date begins the official lease term (i.e. 24 or 36 months) and the monthly rental payment. Interim Rent is charged for use of the equipment from the time of Acceptance (usually 5 days after shipping) to the Commencement Date. Normal calculation for Daily Rent is 1/30 of the monthly rent. Interim Rent appears ONLY on the first invoice for new equipment shipped and is applicable to the terms of your Leasing Structure.

Shipping & Handling Costs

Please indicate your organizations billing preference for Shipping & Handling Costs:

Expensed ☐ Financed ☐

To ensure proper billing, please notify DFS if you will utilize your own shipper or account.

Sales/Use Tax

Leased equipment may be subject to sales tax, just like equipment that is purchased outright. DFS collects the sales tax, which appears on your first invoice, and distributes to the appropriate state taxing authority.

Is your organization direct pay or tax-exempt? Yes ☐ No ☐

If Yes, has a tax certificate been provided? Yes ☐ No ☐

If No, please indicate your organizations billing preference for Upfront Sales Tax:

Expensed ☐ Financed ☐

Only Upfront Sales Tax for those states classified as such can be financed. All others are due and

payable with each monthly/quarterly invoice. If tax exempt, a valid Tax Exemption Certificate or Direct Pay Certificate must be provided for each

state in which the leased products are located.

Tax Exempt Certificate Requirements

Made out to Dell Financial Services

Signed by an authorized employee/owner

Coincide with the date the lease schedule is signed

Have a description of the items being leased; computer hardware/software is generally a sufficient description

Indicate the exempt use or the reason the lease is exempt (i.e. non-profit entity, use in manufacturing, etc.)

What is not considered an exemption certificate

IRS letter declaring the company as non-profit (501-C) entity*

CA letter exempting a company from Franchise and Income Tax

W-9 form

State Registration Certificates

* Mississippi is the only state that accepts the IRS letter as an acceptable exemption certificate.


Scheduling: Costs, Taxes & Fees

Personal Property Tax

DFS will re-bill Personal Property Tax (PPT) on an annual basis. Will the annual re-bill of PPT work for your organization?

Yes ☐ No ☐

If No, DFS will provide the PPT Monthly Management Fee Program found below.

Tangible business personal property is taxable in most states. In general the definition of tangible property is:

Personal property that can be seen, weighed, measured, felt, or otherwise perceived by the senses but does not include a document that constitutes evidence of a valuable interest, claim, or right and has negligible or no intrinsic value.

Since Dell Financial Services owns the equipment, we are required to file and pay property taxes on all equipment owned and leased to individuals, businesses, non-profit companies, and government organizations. PPT is typically invoiced by the taxing jurisdictions to DFS in arrears based on the assets in use the previous year. For example, assets in use on January 1, 2012 will typically be invoiced for PPT charges early in 2013. Often times, this causes DFS to have to re-bill the tax after assets have been returned by our lessee. Due to this situation it is often best that the lessee make an accrual for the estimated charges or take advantage of the Monthly/Quarterly Management Fee structure described below. Property tax cost should be considered when creating a P.O. unless paid from a separate G/L account. Please note that some jurisdictions bill PPT in arrears and that charges may occur post asset return.

PPT Monthly Management Fee Program

In an effort to address the issue of re-billing PPT in arrears, DFS has established a Monthly Management Fee (MMF) program. With this program, DFS adds an appropriate fee to each lease payment invoice (dependent on payment frequency) to cover anticipated PPT charges. The benefits here are twofold; first the charges are assessed and paid in conjunction with the lease payments thus matching the PPT charges with the use of the assets, and second, the program eliminates DFS invoicing in arrears after leased assets have been returned.

PPT Exemptions

Very few exemptions are allowed for Property Taxes. If you feel that your equipment owned and leased from DFS is exempt from the tax, then please provide the Property Tax Department with a letter from each assessor stating the following:

Dell Financial Services and its successors and assigns are exempt from paying property taxes for all equipment leased to (company name).

The letter needs to be signed by the assessor and faxed to your DFS Operations Coordinator for processing.


Scheduling: Costs, Taxes & Fees

California Environmental Fee

For shipments of certain products to California, additional fees might be charged. On

September 24, 2003, California passed legislation establishing a funding system for

the collection and recycling of certain electronic products. This law, referred to as

the Electronic Waste Recycling Act of 2003 (“SB 20”), has several retailer/lessor

responsibilities.

Please indicate your organizations billing preference for the California Environmental

Fee, if applicable: Expensed ☐ Financed ☐

Please note that the California Environmental Fee is an example only and not intended to be a complete list of the taxes and fees that may be applicable to a lease. Taxes and fees vary by state and jurisdiction and new taxes or fees may be imposed or others ended from time to time.


Invoicing Options & Formats DFS offers a wide variety of invoices in both electronic and paper form. These options were designed and developed through direct interaction with our customers to determine which options best fit their systems.

Invoice Preference

Choose 1 from each category:

Invoice Options: Contract Level ☐ Consolidated ☐

Invoice Format: Detail ☐ Summary ☐

Delivery Format: Paper (US Mail) ☐

Electronic: Excel ☐ Pipe Delimited ☐

Fixed Position Flat File ☐

PDF ☐ If this option is selected, no paper copy

will be mailed. Email address(s) for Electronic Invoice:

Note: 50-Character limitation, including the semi-colon to separate email addresses, if more than one is indicated.

Separate Miscellaneous Billings: Yes ☐ No ☐

For leases billed in ‘advance’, there could be more than a one-month billing period due on the first invoice.

Summary Invoice

Summary Invoice format with individual schedule level information

Unique invoice number

One schedule number per invoice file

Invoice available via mail or PDF format

Key information captured: remit to address, invoice number, total due, contract number, transaction description and monthly payment

Not recommended for customers with multiple assets per lease schedule

Detailed Invoice

Paper format schedule level invoice with asset detail information

Unique invoice number for all schedules are consolidated into a single file

One customer number per invoice file

Data provided in easy to manipulate excel format and delivered via email or FTP

Key information captured: remit to address, invoice number, total due, contract number, asset description, asset tag, asset location, tax rate, transaction description, monthly payment, purchase order number, cost center (if provided), DELL order number and asset ID number

Invoice available via mail or in PDF format

Asset detail information reflected at a per charge level

Recommended for customers with multiple assets per schedule

Electronic Invoicing Solutions

Electronic Data Interchange (EDI) and CXML file formats are available in addition to the invoicing options stated above. For more on these customized invoicing solutions, contact your DFS team to explore the benefits and requirements of these options.


Accounts Payable Details

Payment Details

Will Invoices be paid from a central location? Yes ☐ No ☐ If ‘Yes’, please identify the location: What is your organizations normal processing time for paying an invoice?

Net 10 ☐ Net 30 ☐ Net 45 ☐

Other ☐ Specify:

Lead days for Invoicing will be determined based on your organization’s payment

processing requirements.

Lead Days:

Payment by Check

Mail to: Refer to your DFS invoice for proper remit to location Make checks payable to: Dell Financial Services To Ensure proper processing, please be sure to include the following on payments:

Customer Account Number

Schedule Number

Invoice Number

Alternative Payment Options

DFS offers the following alternative payment options:

ACH Payment

Auto Draft Payment

Wire Transfer Payment

Your DFS Accounts Receivable Servicing Specialist can assist you in setting up any of the

alternative payment options offered by DFS.


End of Lease (EOL)

EOL Options DFS offers a variety of End of Lease (EOL) Options:

• Renew the lease on a month to month basis • Extend the lease for a fixed term • Purchase the leased equipment on a full configuration basis at the then Fair

Market Value (FMV). DFS will provide an FMV buyout quote upon request • Return leased equipment to DFS

DFS Requires a 90-Day notification at the end of the lease term to exercise one of the options noted above. However, month-to-month renewals will begin automatically if the lessee fails to return, extend or purchase the leased assets by the end of the primary lease term. The above are typical end of lease options for DFS customers. Certain lease structures may have different notification periods or end of lease options. Please consult your applicable lease schedule for details regarding the notice and end of lease options that apply to the related equipment.

EOL Invoicing Upon expiration of the lease term, DFS will automatically switch all renewal invoices into billing in arrears. This solution allows time to process returned assets and accurately account for renewal billings. Upon receipt of assets at our central processing facility, DFS will process the assets, determine condition and functional state of returned assets, and invoice fees for any assets that are Missing, Wrong & Damaged (MWD).

Operating System Software Media

All systems leased with a Microsoft Operating System installed must be returned with the COA (certificate of authenticity) label still legible and intact on the system. Any system returned without an intact and legible COA may be subject to MWD fees. DFS requests that all operating system manuals and media be returned with the systems.

Return of Leased Assets

A Return Material Authorization is required to return any leased asset. Assets are returned to our main DFS central processing facility or an alternate designated DFS authorized return center. Your Return Material Authorization (RMA) will designate any alternate center. Assets returned at end of lease will be thoroughly processed and refurbished and are remarketed by DFS through various channels, including Retail and Wholesale outlets. DFS manages and inspects all returned assets. In the event that assets are returned damaged, missing parts, or not functional, DFS will assess MWD fees.

Return Assets To: Dell Financial Services (DFS) 6850 Eastgate Blvd., Suite D Dock Doors W39 & W40 Lebanon, TN 37090

Lease Return Services

We offer a variety of optional added services that can assist you with the logistics of equipment returns at end of lease. These services can include some or all of the following:

Return Asset Packaging & Labor

Recording Asset ID Information

Transportation Services

Data Wipe Certification


Online Solutions One of the many benefits of leasing through DFS is our integration with Dell and their systems. This integration allows your organization to take advantage of our industry leading ability to share information.

DFS Online Services* DFS Online Services (DFSOS) is a complimentary lease asset management system available only to DFS customers. DFSOS offers:

• Easy access through your Dell Premier Page

• A new world of leasing information at your fingertips including:

– Query Searches for Data (Account, Contract, Asset information)

– Online Schedule Acceptance*

– Custom Reporting for Active, Received & Disposed reports

– Request PPT or Account Reconciliation reports

– DFS Account team contact information

– Asset location & cost center change requests

– Access to view contract invoices Online (some restrictions apply)

– Request the following online:

• Return of Equipment/Packing Slip

• Buyout Quote

• Extension, Renewal, & Early Termination Options

Take a tour of DFSOS with our interactive demo: https://dfsos.us.dell.com/dfsosdemo/tutorial/setup_html.htm *Online Schedule Acceptance requires prior execution of our Electronic Lease Order Agreement.

Ongoing Commitment With the rapid evolution of how business is done in the new economy, be assured that we are striving to lead the way with the latest advances in equipment leasing. At Dell, we work to provide you with the tools your company needs to remain on the cutting edge and ahead of your competition.

https://dfsos.us.dell.com/dfsosdemo/tutorial/setup_html.htm


Additional Comments & Action Items

Note that the information contained in this Welcome Kit is intended to help create a more effective and efficient relationship between DFS and your company. However, it does not change or supplement the terms and conditions of your Master Lease Agreement. In the event of a conflict, the terms and conditions of your Master Lease Agreement shall control.

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