In the event of any conflict between these Service Specific Terms and Conditions and the Standard Terms and Conditions, then these Service Specific Terms and Conditions shall prevail.
OCi System reserves the right to update Service Specific Terms & Conditions without prior notice.
Service Specific Terms & Conditions
Service Tokens & Monthly Allocations
- Monthly Free Allowance
Eligible accounts are granted recurring monthly free token allocations as follows: - Email Service: 30 Tokens per calendar month
- PEPPOL Service: 100 Tokens per calendar month
- Usage Rules
- Consumption: One (1) successfully initiated document or email transmission consumes exactly one (1) token.
- Non-Rollover: Unused free tokens expire at the end of each calendar month and do not roll over into the next month.
- Adjustments: Free token allocations are provided at the Company’s discretion and may be adjusted or modified with reasonable prior notice. Additional token top-ups can be purchased separately by contacting Customer Support.
Email Service
Our Email functions rely on 3rd party services and are subject to their terms and conditions.
To ensure service availability, please do not send the following content.
Prohibited Content
The following content is prohibited from being sent via the Twilio SendGrid Email Services:
- Pornography or sexually explicit content;
- Escort services, mail-order bride or spouse finders, international marriage brokers, and other similar services;
- Statements about products claiming to prevent, treat, or cure health issues (e.g., illness or disease) that have not been approved by the applicable government authority or are not permitted under applicable law or regulation;
- Advertising for prescription medication that cannot legally be sold over-the-counter; and
- Content that is fraudulent or that Twilio determines in good faith is intended to mislead a recipient (e.g., phishing emails, chain letters, pyramid schemes) or cause harm or damage (e.g., malware or viruses).
List Hygiene & Audit Logging
- Recipient Verification: You are responsible for ensuring that all recipient email addresses are valid, active, and opted-in to receive communications from you.
- Logging: Sender and recipient email addresses are logged for system audit, delivery monitoring, and security compliance purposes. No email body content or attachments are stored.
PEPPOL (InvoiceNow) Service
- Infrastructure & Compliance Rules
PEPPOL/InvoiceNow Services rely on third-party infrastructure operated by our appointed Access Point ("AP", DataPost) and are governed by the rules of the Info-communications Media Development Authority (IMDA) of Singapore and the OpenPeppol framework. - Data Accuracy, Integrity & Business Responsibility
- Truth & Validity: All data, parameters, and electronic invoices ("E-Invoices") uploaded or transmitted must be true, accurate, complete, technically valid under Peppol standards, and not misleading.
- Sole Liability for Content: You remain solely responsible for the actual business, legal, financial, and tax implications of all datasets exchanged, including any binding contracts or commitments arising from them.
- Indemnification for Inaccurate Data: You are fully liable for any false, invalid, or inaccurate data transmitted via your account. You agree to indemnify and hold harmless the Company and our AP against any direct or indirect loss, legal action, fines, or damages resulting from bad data.
- Acceptable Use, Anti-Fraud & Account Blocking
- Prohibited Conduct: You shall not upload or transmit E-Invoices that are fraudulent, deceptive, unauthorized, or linked to illegal or spam activities.
- Immediate Suspension: The Company and our AP reserve the right to immediately block, suspend, or terminate your access to the Peppol network and our platform, without prior notice, if fraudulent activity is identified or upon directive from IMDA or OpenPeppol authorities.
- System Maintenance & Audit Logs
- System Updates: Users must promptly observe and implement system alerts, hot-fixes, security patches, and migration deadlines published by the AP.
- Audit Trail Sharing: The AP may share operational log data with necessary network actors (senders, receivers) or the Peppol Authority upon reasonable request, strictly adhering to standard confidentiality protocols.
- Proprietary Rights: All source code, technical workflows, system architecture, and operational information associated with the AP remain confidential and proprietary intellectual property.
- Limitation of Liability & Disclaimers
- Network Dependencies: We do not guarantee continuous, uninterrupted, or error-free transmission across the Peppol network, nor do we guarantee specific delivery times.
- Disclaimer: To the maximum extent permitted by applicable law, neither the Company nor the AP shall be liable for transmission delays, network downtime, formatting errors in datasets submitted by you, or invoice rejections by third-party receivers or Peppol nodes.
- Aggregate Liability Cap: In no event shall our total cumulative liability for any claims arising out of or related to the PEPPOL E-Invoicing Services exceed the total fees paid by you for such Services in the three (3) months preceding the event giving rise to the claim.
Coaching Session
Coaching session will need to be purchase or sufficient maintenance credit points are needed before booking of session.
Scheduling is to be done 3 workdays in advance. Timeslots are depended on availability.
Coaching session are 1 hour in duration, please adhere to the time limit.
Coaching sessions are not stackable. due to scheduling limitations we are unable to stack multiple coaching sessions in a day.
Coaching session are conducted using Google meet.
Coaching session are most productive if queries are known in advance. we can better prepare or have sample solutions if we know what the questions.For Ad-hoc questions we may not be able to provide solution on the spot.
Our Staff conducting the session are not accountants, please limit questions to system usage.
Solutions may not always be provided on the spot. Complex actions may require more time and cannot be answered in a shot period of time.
Uses of Coaching Session
Q&A session for system usage.
"How To" type questions for system usage.
Additional Training (compressed to fit 1 hour)
Customized Document Layout
The layouts must be utilized(samples sent) within the project validity date or before subjob is closed. (subjob is a branch from the main job)
Layouts cannot be utilized after job closed.
Customized document layout require 3-7 days per document layout.
Customized document layout requires a confirmed layout before creation.
A appendix is created with the desired layout, the layout will follow the workings of our standard layout unless specifically identified to work differently.
The number of changes are limited to 10 times. changes have to be indicated within 5 workdays of the layout being uploaded.
All layout are uploaded to both live and training database (if training database is available).
If there are multiple layouts, one layout will be done first and the remaining will layouts will follow the first layout's dimensions.
Unless specified as draft, each layout is sent to user is considered done.
The job will be close after 2 weeks if no feedback is provided or extension requested.
The layout can only be deferred up to one month.
OCi System is not a graphic design company, please provide all graphics and images to be used in the layout.
Customized Report
Customized Report requires a confirmed requirement before creation.
An appendix will be created to show sample result of the report. Calculations, functions and restrictions will be stated there
Major changes are not allowed. Major changes are changes that will require a rewrite of the report.
All Reports are uploaded to both live and training database (if training database is available).
Cosmetic changes are limited to 10 times.
Unless specified as draft, each report is sent to user is considered done.
The job will be closed after 2 weeks if no feedback is provided or an extension is requested.
Training Database
Training database uses your own database's resources.
Training database is not meant for live usage.
Training database will not have add-ons or other customization that you have purchased.
Training database will be using the default data (Only COA is provided).
Training database will have the same number of license.
Training database has restrictive permissions; the user may not be able to perform all actions.
There is no support for Training database
There are no migration services for Training database.
Training database can the terminated without prior notification
*For those with Starter Package it is recommended to request delete training database after live database has been released. This is due to limited resources of the Starter Package.
Only one training database is allowed per main database.
Uses for the Training Database
User can change master list item or create new master list item.
User can purge their own transactions.
create sample transactions.
View reports
Test workflow
review the system's default chart of account
review the system's default document layouts
Training tool for staff.
Opening Entry Service
Financial reports must be provided for us to create the entry.
User will need to close their accounts before generating reports.
User will need to create a login account for us to enter the system and create the sample.
An estimated 7 workdays are needed.
We will access your system using the credentials provided and create the live entry in your system using the data you provided.
Data entry may be done by outsourced personnel (Accountant).
We may require additional information, which will impact the above timeframe.
Limits on opening entries
Opening GL/Trial Balance: All entries will be entered except Trade Debtor/Creditor and Stock (if Inventory)
Opening Stock (Inventory): Limit 5 entries
Opening Invoice (Trade Debtor/AR Outstanding): Limit 5 entries
Opening Supplier Invoice (Trade Creditor/AP Outstanding): Limit 5 entries
*Extending the limits will incur additional charges. Please inform your PIC or CS if you need to increase the limit.