WORKING PLAYBOOK • TLX implementation & fulfillment

Telemetry X | 3PM — post-sale implementation & fulfillment

Mexico vendor purchase versus US managed-service lease. This post-sale map covers authorization, orders, installation evidence and payment handoffs. Amber notes identify unverified system designs or unresolved controls.

What authorizes TLX to act?

MexicoUnited States
Commercial relationshipPRCEM buys from TLX as a vendor / intercompany buyer.Three-party PRC / TLX / lessee arrangement. TLX signs the Service Agreement attached to the ELS; confirm document-specific signatories.
Fulfillment triggerPurchase order from PRCEM → TLX NetSuite SO.Fully executed ELS and attached Service Agreement → TLX NetSuite SO. No PRC vendor PO is required for this route.
NetSuite customerPRCEM is the buyer; retain the underlying lessee / installation reference.Confirmed: all US deals use customer PRC Irvine. Retain underlying lessee, site and lease traceability. Confirm that live customer/order records follow this direction.
Installer POPRCEM issues and pays; Fleet Manager obtains quote and coordinates installation.TLX Ops issues from NetSuite using Fleet Manager’s selected quote; named accountable person remains open.
Billing and paymentTLX invoices PRCEM using the Installation Certificate.No external TLX invoice. PRC collects and splits cash; Accounting tracks internal invoice and receipts.

Mexico • PO → fulfillment → installation evidence → PRCEM invoice

PRCPRCEMTLX OpsFleet ManagerCreatioBillingAccounting1a. Receive PRCEM POVM sends PDF PO to TLX OrdersVendor / intercompany route2a. Create NetSuite SOMap PO hardware + hosting termRelease fulfillment3. Fulfill hardwarePick / ship devicesVerify truck-to-kit mapping2b. Select installer quoteCoordinate installer selectionSubmit selected quote to PRC4. Issue installer POPRCEM issues PO to installerTLX coordinates throughout5. Coordinate installand verify completeTruck ↔ device serial pairingInstallation date per asset6. Complete certificateInstallation CertificateCompile per-asset evidence7. Collect invoice packageAccounting retrieves Creatio dataCollect shipping / tariff actuals8. Send invoice + certificateSteps 6 + 7 package → PRCEMInclude approved chargebacks9. Process paymentPRCEM pays TLXRecover soft costs from lessee1b. Create Implementationrecord in CreatioCreate / monitor project recordAsset type • quantity • PO numberInstaller quote starts alongside SO creation; Implementation record carries asset type, quantity and PO number.Shipping costs → Accounting (step 7)DHL/UPS reports • 1–2x per weekCharge back to PRCEM → lesseeException: approved shipping waiver
Mexico handoffs and evidence

PO scope and kit selection

Vendor Management sends the PRCEM PDF PO to the TLX Orders inbox. The SO maps hardware and hosting/communication for the agreed months. Installation normally has a separate PRCEM installer PO: if the TLX PO contains installation, reconcile the exception rather than double-charging. Device counts / “advanced units” must be translated into truck-specific kits before shipment. Use the approved kit-selection manual and confirm the accountable mapping owner.

Installation Certificate / Creatio handoff

Required owner inputs: truck serial number, paired device serial number, and installation date for every asset. Fleet Manager completes the Installation Certificate and its per-asset evidence; Accounting retrieves it to prepare the PRCEM invoice. Exact certificate sign-off and upload responsibility should be confirmed.

Shipping and tariffs • expense recovery, not financing

Charge back approved shipping and/or tariff actuals to PRCEM. PRCEM passes them to the lessee as expenses / soft costs, not a financed amount. The lessee/customer PO must cover those soft costs in addition to the normal monthly payment commitment; do not increase financed OEC for this purpose.

Cost evidence: TLX Ops supplies DHL/UPS cost reports once or twice per week for Accounting’s invoice package. Confirm the standard handoff and avoid duplicate collection.

Exception: Apply only approved transaction-specific shipping waivers. Preserve the waiver approval and customer PO coverage; do not apply an exception generally.

Proposed exception gateway before invoicing: approved cost waiver? Yes → omit waived charges and retain approval. No → verify actual-cost evidence and lessee soft-cost PO coverage. Missing PO coverage → resolve with PRCEM before the recovery step; escalation owner is not yet specified.

Accounting boundary: Mexico revenue is recognized upfront. Finance must confirm the recognition event, component treatment and evidence required. Receipt of PO, SO creation, shipment, installation and invoicing are separate events; this map does not select one by assumption.

United States • ELS → order / implementation → installation → cash split

PRCLessee / TLX contractTLX OpsFleet ManagerCreatioAccountingInternal invoice / receiptsInstallation delay • billing source of truthIf installation is delayed, TLX’s action of issuing the invoice is the source of truth.PRC uses that signal for 3PM billing; existing equipment billing remains separate.1a. Executed ELS + agreementPRC / TLX / LesseeFleet monthly 3PM payment1b. Create Implementationrecord in CreatioAt signed-package receiptProject: assets • kits • lease ref2a. Create NetSuite SOFulfillment lines: sales price $0Managed Service: monthly 3PMFleet rate × service months2b. Select installer quoteFleet Manager coordinatesSend selected quote to TLX Ops3. Fulfill hardwarePick / ship devicesVerify truck-to-kit mapping4. Coordinate installand verify completeTruck ↔ device serial pairingInstallation date per asset5. Complete certificateInstallation CertificatePer-asset completion in Creatio6. Collect and split cashPRC performs periodic cash splitMonthly / bi-monthly: clarify7. Monthly internal invoicesMatch LW invoice + cash receivedDo NOT send customer invoiceSO service dates ← executed ELS (original PRC + TLX leases)Signed ≤15th: first of next month • signed >15th: first of month after nextEnd date: equipment lease maturity • extension / early termination owner to confirm2c. Create Installer POTLX Ops issues from NetSuiteUse Fleet Manager’s quoteCONFIRMED • US customer: PRC IrvineInvoice design: full-term SO → monthly internal invoicesSO: stable lease ref; each invoice: monthly LW invoice refAll US deals centralized; retain underlying-client visibilityInvoice automation / reference matching still to validate
US order, dates and reconciliation details

NetSuite SO • separate fulfillment from collection information

  • Fulfillment lines identify hardware, installation and hosting; sales prices are zeroed as specified by the owner.
  • A Managed Service line carries the agreed monthly 3PM service payment. Confirm from the signed agreement whether the price covers the whole fleet. The SO term value is the signed fleet monthly payment × applicable service months, not that amount × devices × months. Hardware, installation, hosting/license and any contracted coaching are inclusive as specified in the signed appendix.
  • For retrofit, use the remaining service months through the original equipment lease maturity—not the full original lease term. Confirm exact month counts, NetSuite line rate/quantity representation and rounding from signed documents. Use signed-document amounts and terms, not informal examples.
  • Zero price does not remove quantities or fulfillment obligations. Verify actual NetSuite item types, fulfillment flags, tax and revenue settings in nonproduction.

Service dates

ELS signing dateActivation requirement
On or before the 15thPlanned start: first day of the next month, subject to installation readiness.
After the 15thPlanned start: first day of the month after next, subject to installation readiness.
Service endMaturity date of the equipment-financing lease. Confirm treatment of extensions, early termination and partial final months.

Installation delay: record completion evidence for every asset. If installation is delayed, TLX’s action of issuing the invoice is the source of truth for PRC’s 3PM billing. Keep existing equipment billing separate; this is an installation note, not an additional decision gate.

Collections without external invoicing

PRC sends the customer’s combo invoice, collects the equipment and 3PM payments, and splits TLX’s share. TLX does not send a duplicate customer invoice. The working design is one full-term SO with monthly internal invoices so Accounting can monitor expected versus received cash. Treat that as a design to validate in NetSuite, not an existing tested capability. Cash-split frequency remains separate from monthly invoice cadence; “bi-monthly” is still ambiguous.

Financial control to validate: which NetSuite action creates the internal invoice, when it is posted, how remittances are applied, and how email/print delivery is suppressed. An SO is not proof that payment or revenue has been recorded.