Brief - Henkel Allgemein

Omya Sp. z o.o.
Chief Financial Officer
ul. Krucza 16/22
00-526 MZ Warszawa
POLAND
Account: 242219
04.04.2011
FO-PTP/
+49 211-7 97 ?? ??
+49 211-7 98 ?? ??
Usprawnienie procesów drogą e-Invoicing-u
Szanowni Państwo,
W celu lepszej obsługi naszych partnerów spółka Henkel kontynuuje działania zapewniające
poprawę efektywności procesów księgowych. Obecnie przygotowujemy zmiany, które pozwolą
na zastąpienie dokumentów w wersji papierowej (faktury drukowanej) fakturą elektroniczną.
Pozwalają na to nowe przepisy prawne wprowadzone w Polsce w styczniu 2011 – tj.
Rozporządzenie Min Fin z dnia 17.12.2010 w sprawie przesyłania faktur w formie
elektronicznej, zasad ich przechowywania oraz trybu udostępniania organowi podatkowemu lub
organowi kontroli skarbowej (Dz.U.10.249.1661).
Poczynając od czerwca 2011, Dział Kontroli Zobowiązań firmy Henkel planuje zaprzestać
przyjmowania faktur w wersji papierowej. W zamian proponujemy procesowanie faktur
elektronicznych z wykorzystaniem interfejsu wybranego przez nas partnera tj. firmy OB10,
Będzie to jedyna droga dla sprawnego dokonania przelewu.. Zasada: „Brak numeru
zamówienia SAP, brak płatności” będzie restrykcyjnie przestrzegana.
Wymierne korzyści dla Państwa firmy z wdrożenia nowego procesu to::
 Redukcja czasu dostarczenia faktury do Henkel oraz gwarancja potwierdzenia jej
wpływu.
 Natychmiastowa informacja zwrotna o ewentualnych błędach na fakturze co umożliwi
proaktywne rozwiązywanie problemów i uniknięcie kosztownego procesu wyjaśniania.
 Ograniczenie kosztów papieru, druku i usług pocztowych
 Redukcja zużycia tonerów i tuszy węglowych.
Zwróciliśmy się do naszego operatora firmy OB10 ażeby skontaktował się z Państwem ciągu
następnych 10 dni Uzyskacie Państwo pomoc i wskazówki, jak przystosować system do
fakturowania elektronicznego. Przyjęcie Waszej firmy do sieci OB10 oznacza również
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możliwość wysyłania faktur elektronicznych do Państwa odbiorców-innych niż Henkel, którzy już
korzystają z takiej usługi. Pozwoli to na poprawę efektywności procedur w Państwa firmie.
W załączonej informacji znajdziecie Państwo opcje rozwiązań oraz koszty obsługi OB10. Strona
www.OB10.com/Henkel dostarczy dalszych informacji o sieci i o zaletach tego rozwiązania dla
Państwa organizacji.. Wszystkie aspekty współpracy zostaną również wyjaśnione, kiedy OB10
skontaktuje się z Państwem. Poprosiliśmy OB10 aby nas informowało o postępie prowadzonej
akcji rejestracyjnej.
Program fakturowania elektronicznego Henkel OB10 w Europie i Ameryce Północnej już
sprawnie funkcjonuje i oczekujemy na Państwa faktury w tym systemie nie później niż 1go
czerwca 2011 r
Dotrzymanie wyżej wymienionego terminu będzie możliwe tylko wtedy gdy zarejestrujecie
Państwa firmę w OB10 przed 29 kwietnia 2011.
Z góry dziękujemy za poparcie tej ważnej inicjatywy. Ażeby skontaktować się z OB10,
wystarczy wysłać e-mail do [email protected]. Zapytania do Henkel prosimy kierować
bezpośrednio na adres [email protected].
Z poważaniem,
Henkel AG & Co. KGaA
Bertrand Conquéret
Corporate Senior Vice President
Purchasing
Dr. Joachim Jaeckle
Corporate Senior Vice President
Financial Operations
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Frequently Asked Questions
What are my benefits from using OB10?
Secure and guaranteed invoice delivery, no more invoices getting lost in the post
It will take us less time to process your invoices and therefore we will be able to pay you on time
No more delays due to missing information, landing on the wrong desk or manual intervention. We
will enforce the “No Order, No Payment” policy
ANY-TO-ANY DATA FORMATTING Technology - there is no need for additional software or
hardware
VAT compliance, regardless of where invoices are sent from or received
Easy and cost efficient to send invoices - at any time
Why should I use OB10 to send my invoices?
Shortly, this will be the only way that Henkel in Europe and North America will accept delivery of
supplier invoices.
Is invoicing via OB10 a requirement for doing business with Henkel in Europe and North
America?
Yes. As from June 2011, Henkel cannot guarantee on time payment if paper invoices continue to be
sent by suppliers.
We also do business with Henkel outside Europe and North America. Does this apply to
Henkel globally?
No. The e-Invoicing program is currently only for invoices managed by the Henkel Accounts
Payables in EUROPE AND NORTH AMERICA.
Will electronic invoicing be a requirement for new tenders and new suppliers?
Yes. Electronic invoicing via OB10 will be included in the evaluation process for new suppliers and
tenders.
Will electronic invoicing substitute self-invoicing agreements?
No. If self-invoicing is agreed with Henkel there is no need to implement electronic invoicing
Will I need to use this service if my account is currently paid on time?
Yes. Your use of the OB10 service will ensure we continue to pay you on time.
What happens if I still send paper invoices?
While you are working with OB10 to complete your registration we will be happy to continue to
receive your paper invoices. We have set a deadline of July 2011 for suppliers to transition to the
network.
Once you are sending invoices via the OB10 network please ensure you cease sending paper
copies.
Can I still send paper invoices to the regular invoice address?
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No, sending paper invoices will either be rejected or result in delays in invoice processing.
What reference do I need to put on paper and e-Invoices?
Please ensure you provide the Henkel Purchase Order Number and line item on your invoice.
This will allow us to obtain fast internal approval of your invoices, which will result in quick
payment. Invoices without a Henkel Purchase Order will be rejected
Are there fees associated with this service?
If you choose the Integrated Solution, there is an annual membership fee plus a transaction fee.
Please see the enclosed Options document for current pricing.
If you choose to use the Web Form, you are not required to pay a set-up or joining fee to start using
this service. You just pay a transaction fee per invoice.
However, OB10’s experience shows that invariably the benefits gained lead to this being cost neutral
to you overall.
What does the membership fee for the Integrated Solution cover?
The membership fee covers the cost to OB10 of setting you up on their network and the general
costs of maintaining the network. This is a once a year cost irrespective of the number of your
customers that you service via the network.
Why doesn’t Henkel pay the fees?
To use the OB10 service, both you and Henkel pay a fee as we will both benefit from the service. At
present, Henkel does not cover Suppliers costs to produce your paper invoices.
Please consider that you will save costs for paper, printing and posting when moving to e-Invoicing.
Our analysis shows that moving to electronic invoicing will create savings for suppliers by
streamlining their processes and significantly reducing the time in which their invoices are paid.
Will Henkel make payments using OB10?
OB10 is not a payment platform. Henkel will continue to use its current payment method.
Will I need to sign an agreement with OB10?
Yes, if you choose to use the Integrated Solution you will sign a specific agreement with OB10. If you
choose to use the Web Form, you will be required to accept the standard terms and conditions
presented.
Do I need to install any software?
No. There is no software required. OB10 provides an easy-to-use solution. Instead of mandating data
standards, OB10’s ANY-TO-ANY DATA FORMATTING capability accepts invoices in any format and
any file structure.
I already send some invoice data directly to other customers; can I send EDI/XML Invoices
directly to Henkel?
EDI and XML are just data formats as far as OB10 is concerned; therefore you can use this preferred
format to deliver the data to OB10 if you choose to use the Integrated Solution. Henkel will not take
any electronic data directly from suppliers as we take a single consolidated invoice file from OB10
which will contain invoices from all of our suppliers.
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I already have the facility to make invoices available to my customers via the Internet –
allowing them to view an image of an invoice on the web. Can I use this facility instead of
OB10?
No, the OB10 network ensures that Henkel receives the data you send in a format that will upload to
our accounting software and, where applicable, match to a goods receipt record. Offering
Henkel an image of the invoice or an option to download the data in a fixed format does not satisfy
Henkel business processes.
What if I don’t have a system capable of creating electronic invoices?
You can access the OB10 secure web site and create invoices online using the Web Form. No
software installation is required. All you need is an Internet connection and a standard browser.
Can I send electronic invoices using OB10 to all of my customers?
Yes. Once you are subscribed to the OB10 network, OB10 can enable you to send electronic
invoices to any other customers that are members of the network.
I am planning to change my Invoicing software soon; can I wait?
Our stated aim is to have all suppliers registered and sending invoices by July 2011. The OB10
network accepts any incoming data formats so you can join the network and send your invoices and
when you are ready to use your new software, simply advise OB10 of the changes to data output and
they will make the necessary changes to the network, ensuring a smooth transition uninterrupted
invoice delivery.
Can OB10 offer assistance in multiple languages?
Yes, OB10 provide Sales, Implementation and Support services in English, French, German, Dutch,
Spanish and Italian.
OB10 also have local client services numbers for the following countries:
Australia +61 (0)1800035399
Belgium +32 (0)24031011
Denmark +45 (0)80885818
Finland +358 (0)800118871
France +33 (0)170708100
Germany +49 (0)69222220290
Ireland +353 (0)12477709
Italy +39 0236006340
Malaysia +60 (0)1800813158
Netherlands +31 (0)207121385
New Zealand +64 (0)800448121
Singapore +65 (0)8001204757
Spain +34 (0)914141472
Sweden +46 (0)850578418
Is there further information available on the OB10 service?
Yes, please visit www.OB10.com/Henkel
How do I learn more about becoming a Buyer using the OB10 service?
Please visit www.OB10.com
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How it works and
Options overview
Join OB10 and benefit from:
 Secure and guaranteed invoice delivery, no more invoices getting lost in the post
 It will take your customer less time to process your invoices and therefore you are more likely
to be paid on time
 No more delays due to missing information, landing on the wrong desk or manual intervention
 OBconnect enables you to send invoices easily, with no need for additional software or
hardware
 Higher processing transparency and better Cash Flow Management due to 24/7 access and
reporting
 VAT compliant, regardless of where invoices are sent from or received
 Easy and cost efficient to send invoices - at any time
There are 2 primary methods for sending Invoice and Credit transactions via OB10. You can
either send a data file directly to OB10 using the Integrated Solution or create invoices on-line
using the Web Form. Charges are made directly from OB10 and will vary dependent on the
service you use. Please read the document fully before deciding which option is best for your
company.
How it works
Supplier
Buyer
OptionsOverviewEUR, EN, 10/10 © Copyright 2010 OB10. OB10 and the OB10 logo are trade marks of OB10 and protected by law.
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Invoices are checked for duplicates and validated in order that each invoice contains the
information required by your customer to ensure automated, straight through processing and
enable on time payment. Through the OBportal you have access to the OBarchive and various
reporting functions.
OB10 provides two options which enable you to send electronic invoices: Integrated Solution
and Web Form. Please see over for more details.
1. Sending an extracted data file, using the Integrated Solution
You benefit from a fully automated process as invoice data is extracted directly from your billing
system using the format, content and structure of your choice. OB10 will create your account on
the network, ensuring integration with your existing system. OBexchange will accept your invoice
and data and translate it directly to the format required by any of your customers on the network.
Data files can be sent to the network via OBportal, EDI or FTP. If you follow OB10’s guidance
when creating your data files, changes shouldn’t be required as additional customers request
your invoices via OB10.
Costs for the integrated solution
Annual Membership
€1100*
Per Invoice Transaction costs
1 – 20 invoices per month
€1.00
21 – 100 invoices per month
€0.80
101 – 500 invoices per month
€0.60
501 – 2,000 invoices per month
€0.44
2001 + invoices per month
€0.32
* Buyer connection fees will apply. The annual fee covers the creation and maintenance of your account for a
single tax entity. If you have multiple tax entities there are likely to be additional charges. The additional charges
will fluctuate based on number of different formats, number of separate connections etc. Please discuss directly
with your OB10 representative. Please Note: Transactions are charged on a monthly basis according to volume.
2. Sending electronic invoices using the Web Form
The OB10 Web Form is designed for companies who send a low volume of invoices per year per
buyer. OB10 provides a state of the art web-based service that allows you to submit your invoices
online, using a secure connection. OB10 guarantees delivery of your invoice to your customer
within hours, allowing them to process your invoice and make prompt payment to you.
OptionsOverviewEUR, EN, 10/10 © Copyright 2010 OB10. OB10 and the OB10 logo are trade marks of OB10 and protected by law.
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Costs for the Web Form
The pricing of the Web Form reflects the flexibility of the service. Once you have completed
registration, you will be asked to purchase your first batch of transactions. This will include your
set-up and access to the OB10 Web Form.
Transaction Level
1
2
3*
Pre-purchase rates
Transactions
25
50
125
€
35.00
65.00
150.00
* The minimum quantity you can purchase is 25. If you select to be invoiced, you will be required to purchase
a minimum of 125 transactions and pay an administration fee of 15% for those 125 transactions
** The first batch of transactions will be valid for 12 months from the date you purchase this first batch of
transactions
How to use the Web Form
To start using the OB10 Web Form, your OB10 representative will send you a
registration link via email. Once your registration is complete you’ll be asked to
buy the first batch of invoices. After you have submitted your details you will
receive your login credentials via e-mail confirming that you can start sending
electronic invoices via OB10.
OptionsOverviewEUR, EN, 10/10 © Copyright 2010 OB10. OB10 and the OB10 logo are trade marks of OB10 and protected by law.