| 13.09 Open Book Account: |
| 1. The Application Service Provider provides the Customer with open and transparent access to the accounts for the operation of the Bespoke Application Service. The customer owns and specifies the Bespoke Application Service and so it is only reasonable that the Application Service Provider share relevant accounting information without upsetting third party auditors, consultants or trade secrets. |
| 2. Open Book Accounting is an optional set of data that the Customer may access and audit as part of their Bespoke Application Service. As a policy, the names of companies and people are never disclosed. Any information that could assist a criminal with a phishing attack must be excluded. Diligence is needed because in some cases such as encryption key authorities, the number of alternative suppliers is somewhat limited. |
| 3. No Personally Identifiable Information (PII) is stored, however all business data is treated as if it was as significant as PII. |
| 04 Business Annual Account... |
| 4. Project number CM.7733. |
| Transparent Accounts: |
| 1. The Application Service Provider (ASP) shares financial details with the Customer in open and transparent accounts. |
| 2. Invoicing is 100% automated with regular Customer invoices generated at one minute past midnight on the first day of each calendar month for the service fees due for the previous month. |
| 3. When Customer payment is made by bank transfer, the payment detail is identified in the bank account and replicated in the shared accounts. |
| 4. VAT accrual is automated based on cash accounting rules with a quarterly payment. |
| 5. A continual balance is shown beween invoiced and paid amounts as the extent of the Customer and ASP liability. |
| 6. Cost transactions are added as they accur with cost codes for:- |
| TAS Travel and Subsistance |
| SUP Supplies |
| SEC Security charges |
| PRO Processing charges |
| STO Storage charges |
| NET Networking charges |
| NET License charges |
| SEC Accounting and Auditing charges |
| ENC Domain and Encryption charges |
| DPO Data Protection Officer charges |
| NET Bank charges |
| NET Insurance Charges |
| NET Energy Charges |
| 7. As a policy, no entertaining expenses are permitted. |
| 8. As a policy, no marketing or advertising expenses are permitted. |
| 9. As a policy, no capital expendature charges are permitted. |
| 10. As a policy, no commissions are permitted. |
| 11. Every transaction is designed for multi-currency accounting with:- |
| NET Net Amount without tax |
| VPE VAT Percent of net |
| VAT VAT Amount |
| GRO Gross Amount with tax |
| COU Country Code |
| CUR Currency Code |
| EXC Exchange Rate to base currency |
| 12. Every monthly invoice includes an offer to download a copy of the Customers Encrypted Data. |
| 08 Customer Encrypted Data... |
| Contract: |
| 1. Every set of books is based on a contract between a pair of companies. Each month, one company invoices and one company pays. Payment terms are 30 days. Expiry days may be 90 days. The contract has a start date and a rolling end date - the contract ends when a payment is not made or the end date expires. |
| 2. Monthly service fees are billed in the first day of each calendar month for the services provided in the previous calendar month. The invoice is created on the first day of the month showing the payment terms. |
| 3. A bespoke HTML invoice template is provided that specifies the pair of company names with placeholders for variable data. The template holds the bank transfer details. |
| 4. For legal reasons and VAT accrual purposes, multi-currency support is enabled with country code, currency code and exchange rate. To avoid tax rate changes needing to be externally referenced, the actual VAT percentage used is included in the transaction. |
| Transaction: |
| Every set of books is actually a set of transactions with the following encrypted fields:- |
| 01.INT Primary Key |
| 02.INT Contract Key |
| 03.INT Created Date |
| 04.INT Created Time |
| 05.INT Created User |
| 06.INT Tax Point Date |
| 07.INT Service From Date |
| 08.INT Service To Date |
| 09.INT Invoice Number |
| 10.INT Net Amount with 2 decimals |
| 11.INT VAT Amount |
| 12.INT Gross Amount |
| 13.INT Balance Amount |
| 14.INT VAT Code as Standard |
| 15.INT VAT Percentage as 20.0000 |
| 16.INT Country Code as England |
| 17.INT Currency Code as GBP |
| 18.INT Exchange Rate as 1.0000 |
| 19.INT Mileage |
| 20.INT Event Code |
| 21.INT Cost Code as type of transaction |
| 22.VARCHAR Transaction Line encrypted text to set of INT fields |
| 23.VARCHAR Comment encrypted text to string of digits |
| 24.VARCHAR Company encrypted pseudonymised token |
| 25.VARCHAR Location encrypted pseudonymised token |
| 26.VARCHAR Contact encrypted pseudonymised token |