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Completing the Standard Invoice Template
Copyright iPayables, Inc. 2015
This document is protected under the copyright laws of the United States and other countries as an
unpublished work. This document contains information that is proprietary and confidential to iPayables,
Inc. or its technical alliance partners, which shall not be disclosed outside or duplicated, used or
disclosed in whole or in part for any purpose other than to evaluate iPayables, Inc. Any use or disclosure
in whole or in part of this information without the express written permission of iPayables, Inc. is
prohibited.
© 2015 iPayables, Inc. All rights reserved. Printed in the U.S.A.
Completing the Standard Invoice Template
Copyright iPayables, Inc. 2015
Table of Contents Introduction .................................................................................................................................................. 1
Template Fields ............................................................................................................................................. 2
Trade/Service Area Categories ..................................................................................................................... 5
Completing the Standard Invoice Template
Page | 1 Copyright iPayables, Inc. 2015 ‐ Privileged and Confidential
Introduction This document describes the fields and information needed to use the “Standard Template” when
invoicing Cracker Barrel.
Completing the Standard Invoice Template
Page | 2 Copyright iPayables, Inc. 2015 ‐ Privileged and Confidential
Template Fields For the Standard Invoice Template, the following fields are explained. The fields with an * are required
fields. You will not be able to submit an invoice until these fields are completed.
1. Cracker Barrel’s Logo and Home Office Address will always appear. Do not enter a Cracker
Barrel invoice unless you see the logo and our address.
2. Business Unit will always be auto‐populated with Cracker Barrel.
3. *Invoice Number ‐ Enter your invoice number. Invoice Number can be up to 20 spaces and can
be alphanumeric.
4. *Invoice Date ‐ Enter your invoice date.
a. If entering an invoice by upload, the invoice date can be backdated 30 days.
b. If entering an invoice by online entry, the invoice date can be backdated 7 days.
c. If iPayables enters an invoice from a paper copy, the invoice date can be backdated 30
days.
d. Remember a $3 processing fee will be charged for invoices mailed, faxed or emailed to
iPayables as these require additional handling by iPayables.
5. Source ‐ Will always be auto‐populated depending how an invoice is submitted. (Invoice
Uploaded, Online Entry, or Imaging which is an invoice submitted by paper, fax, or email)
6. Invoice Type ‐ Will always be auto‐populated.
Completing the Standard Invoice Template
Page | 3 Copyright iPayables, Inc. 2015 ‐ Privileged and Confidential
7. Vendor ID ‐ Vendor ID assigned to your company by Cracker Barrel Old Country Store, Inc. It will
always be auto‐populated.
8. *Store Number‐Enter the Store Number where you performed your service. You may also
search on address, city, and state if store number is unknown. You must bill each store
separately on a different invoice.
9. Shipping Method ‐ Enter Fedx, UPS, Ground, etc.
10. Work Order Number ‐ Please list the work order number if different from the invoice number.
The vendor should leave the Work Order at the store for the Manager’s record. If you have an
extra copy you may attach them to the invoice.
11. *Service Date ‐ Please select the ending date of service using the calendar tool. If you are only shipping a product, the service date is the day the product was shipped or the invoice date.
NOTE: YOU MUST PROVIDE A REASON IF THE ENDING SERVICE DATE IS 60 DAYS EARLIER THAN
THE INVOICE DATE.
12. Credit Invoice Number‐ If you are issuing a credit invoice for material/parts, mistake in billing,
etc., you must include the original invoice number in this area.
13. *Quantity ‐ self explanatory 14. *Unit of Measure ‐ Please select from the following listed:
a. Contracted Service – Defined as a service which the vendor has contracted directly with
the Home Office as to price per month and term and is inclusive of the following:
i. Landscaping (monthly service)
ii. HVAC Preventive Maintenance
iii. Refrigeration Preventive Maintenance
iv. NOTE: IF YOU CONTRACT WITH STORE MANAGEMENT FOR A SERVICE, YOU
SHOULD NOT USE CONTRACTED SERVICE AS A UNIT OF MEASURE. YOU CAN
SEPARATE PARTS AND LABOR OR USE NON‐CONTRACTED SERVICES.
b. Fuel Surcharge‐self explanatory
c. Hours‐Install Labor‐self explanatory
d. Hours‐Repair Labor‐self explanatory
e. Materials‐self explanatory
f. Non‐Contracted Service‐Store contracted service such as Power Washing, Window
Cleaning, etc.
g. Other Labor‐self explanatory
h. Parts‐self explanatory
i. Trip Charge‐self explanatory
j. Warranty‐self explanatory
15. Ref #/Part#‐Self explanatory 16. Description‐Description of services performed or parts/materials purchased.
a. *If Component “Other‐“ is selected, Description is required.
17. *Unit Price‐Self explanatory 18. Line Total‐Will automatically be calculated
19. *Trade/Service Area‐Is a high level category of the service, maintenance, etc. Please select
from the drop down menu.
20. *Component‐Detail level of maintenance, service, etc. based upon the Trade/Service Area
selected. Please select from the drop down menu.
Completing the Standard Invoice Template
Page | 4 Copyright iPayables, Inc. 2015 ‐ Privileged and Confidential
a. *NOTE: ANYTIME YOU SELECT “OTHER‐‐‐“ IN THE COMPONENT SECTION, YOU ARE
REQUIRED TO COMPLETE THE DESCRIPTION FIELD.
b. Please familiarize yourself with the detailed listing of Trade/Service Area and
Components below before making your selections and select the options that most
closely correspond with the service(s) provided. The Gray Highlighted are the
Trade/Service Area with their Components listed below them.
c. The Cracker Barrel team will be glad to assist you at any time for questions you have
concerning the Trade/Service area and the related Components. You may call us at
615‐235‐4353 or email us at [email protected].
21. *Serial Number is required on the following equipment repaired or serviced. It is the vendor’s
responsibility to ask Store Management for the serial number on equipment if the vendor is
shipping parts to the store. The serial number is the piece of equipment being serviced and not
the individual components within this equipment.
a. Roof Top Units
b. Coils
c. Condenser Motor (RTU)
d. Duct Detectors
e. Exhaust Fans
f. Make Up Air Units
g. Dish Machine
h. Mixers
i. Potato Peeler
j. Slicer
k. Walk‐In Cooler
l. Walk‐In Freezer
m. Cooler Reach In n. Flavor Savor Bread
o. Flavor Savor Potato
p. Fryer
q. Fryer Gas Hose/Line
r. Grill
s. Grill Gas Hose/Line
t. Heat Lamps
u. Kettle Repair
v. Ovens
w. Water Heater
22. Line Sub Total‐Will automatically calculate
23. Tax‐Please enter the tax amount here
24. Freight‐Please enter the freight here 25. Total Due‐Will automatically calculate
Completing the Standard Invoice Template
Page | 5 Copyright iPayables, Inc. 2015 ‐ Privileged and Confidential
Trade/Service Area Categories ADVERTISING
o HELP WANTED
o SEASONAL
o SPONSORSHIP
ELECTRICAL
o BASEBOARD HEATERS
o BREAKERS
o DIMMER PANELS
o FANS
o OTHER‐ELECTRICAL
o OUTLETS
o SECURITY WIRING
o PARKING LOT FIXTURE AND BULBS
o BUILDING FIXTURES AND BULBS
o EXIT & EMERGENCY LIGHTS
o INT FIXTURES, BALLAST, SHIELDS
o LIGHT BULBS
EQUIPMENT RENTAL
o EQUIPMENT RENTAL
FIRE PROTECTION INSPECTIONS
o BACKFLOW REPAIRS
o HOOD SUPPR EQP REPAIR
o HOOD SUPPR EQP‐HOSES,NOZZLES
o FIRE SUPPR SPRINKLER REPAIR
o FIRE EXTINGUISHER REPAIRS
FIREWOOD
o FIREWOOD
FLOORS
o TILE AND GROUT REPAIR
o RUBBER
o METHYL METHACRYLATE (MMA)
o WOOD
o RETAIL FLOOR CLEAN & REFINISH
Completing the Standard Invoice Template
Page | 6 Copyright iPayables, Inc. 2015 ‐ Privileged and Confidential
HVAC
o COILS
o CONDENSER MOTOR (RTU)
o DUCT DETECTORS
o EXHAUST FANS
o EXHAUST HOOD REPAIRS
o HINGE KITS
o HVAC PREVENTIVE MAINTENANCE
o MAKE UP AIR UNITS
o OTHER‐HVAC
o ROOF TOP UNITS
o THERMOSTATS
KITCHEN EQUIPMENT
o CO2 TANKS
o COOLER ‐ DRAWER
o COOLER ICE CREAM
o COOLER LOW BOY
o COOLER REACH IN
o DIPPER WELL
o DISH MACHINE
o FLAVOR SAVOR BREAD
o FLAVOR SAVOR POTATO
o FRYER
o FRYER GAS HOSE/LINE
o FRYER GREASE TANK (PORTABLE)
o GRILL
o GRILL GAS HOSE/LINE
o GRILL STAND‐REFRIGERATED
o GRILL STAND‐NON REFRIGERATED
o HEAT LAMPS
o HOT BOX
o HOT HOLDS
o ICE MACHINE
o JUICE MACHINE
o KETTLE REPAIR
o KNIFE SHARPENING
o MIXER STAND
o MIXERS
o OVEN STAND
o OVENS
o POTATO PEELER
o REFRIGERATION FILTER CHG SERV
o REFRIGERATION PREVENTIVE MAINT
o REFRIGERATION‐GASKETS
Completing the Standard Invoice Template
Page | 7 Copyright iPayables, Inc. 2015 ‐ Privileged and Confidential
o SCALE REPAIRS
o SLICER
o SMALL EQUIPMENT
o STEAMLINE ‐ DESSERT
o STEAMLINE ‐ HOT WELL
o STEAMLINE ‐ SANDWICH RAIL
o WALK IN COOLER
o WALK IN FREEZER
LANDSCAPING
o IRRIGATION BACKFLOW PREVENTER
o IRRIGATION CONTROLLER/CNTL PNL
o IRRIGATION METER
o IRRIGATION PIPES/HEAD
o IRRIGATION PUMP
o LANDSCAPING (MONTHLY SERVICE)
o MULCH (SUPPL‐OUTSIDE CONTRACT)
o RETENTION & DETENTION PONDS
o SHRUB / TREE REMOVAL/REPLACE
o SNOW PLOWING & ICE REMOVAL
LOCKS, KEYS, ALARMS, SAFE
o ALARM REPAIRS
o DEADBOLTS / CORES
o FALSE ALARMS
o FIRE ALARM PANEL REPAIRS
o KEYS (DOOR)
o KEYS (SAFE)
o REKEY LOCKS(IF NOT AN UPGRADE)
o SAFE REPAIRS
MAINTENANCE ORDINARY
o MAINTENANCE SUPPLIES
o MAINTENANCE TOOLS
o MAP HOLDERS
MISCELLANEOUS
o AWARDS
o CHAMBER OF COMMERCE
o FLORISTS
o IA SOFTWARE LICENSE FEES
o CB Processing Fees
MUSIC REPAIRS
o SOUND SYS REPAIRS,MISC,PARTS
Completing the Standard Invoice Template
Page | 8 Copyright iPayables, Inc. 2015 ‐ Privileged and Confidential
PARKING LOT
o ASPHALT PAVEMENT
o CATCH BASIN
o CONCRETE PAVEMENT
o CURBS
o STRIPING
PLUMBING
o ANSUL SYSTEM
o BACKFLOW REPAIRS
o BOILER INSPECTION
o DRAIN LINE BLOCKAGE
o EYE WASH STATION
o FAUCETS / FLUSH VALVES
o GREASE TRAP/INTERCEPTOR REPAIR
o HYDROJETTING
o LEAK REPAIRS
o LIFT STATION
o LINES AWAY FROM BUILDING
o MIXING VALVES
o OTHER‐PLUMBING
o TOILETS / URINALS
o WATER FILTERS
o WATER FILTRATION
o WATER HEATER
o WATER SOFTENER REPAIR
ROOFS
o CAP FLASHING
o CLEANING
o DOWNSPOUTS
o GUTTERS
o LEAKS
o REPAIRS
o SCUPPERS
o SNOW JAXS
SECURITY
o SECURITY
Completing the Standard Invoice Template
Page | 9 Copyright iPayables, Inc. 2015 ‐ Privileged and Confidential
SITE BUILDING
o ADA SIGNS
o CABINETS (VEST CTR & MGR DESK)
o CASH STAND VANITY
o CEILINGS
o CHIMNEY SWEEP/CAPS
o DIFFUSERS
o DOORS
o DRY CLEANING DRAPES
o DUMPSTER & GATES
o FIREPLACE
o MIRRORS
o OTHER‐WALLS
o PAINTING‐NON NATL ACCT VENDORS
o PARTITIONS
o PEWS
o PORCH
o POWER WASHING EXTERIOR
o POWER WASHING INTERIOR
o RENTAL EQ (IF INVOICED SEPAR)
o RESTROOM DISPENSERS
o RETAINING WALLS
o SHELVING INSTL AND REPAIRS
o SHUTTERS
o SIDEWALK
o SIDING
o WALLS ‐ FRP
o WALLS ‐ STAINLESS
o WALLS ‐ TILE
o WINDOW CLEANING
o WINDOWS
STORAGE FEES
o STORAGE FEES
SUPPLIES
o LINEN RENTAL
o KITCHEN SUPPLIES
o MEDICAL SUPPLIES
o WATER SOFTENER
TELECOMMUNICATIONS
o TELECOMMUNICATIONS
UNIFORMS
o UNIFORMS
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