In preparation for transition, please note the following dates and related actions:

Transcription

1 March 13 th, 2014 ACTION REQUIRED: Effective date f change April 27 th, 2015 Dear Valued Supplier, Beginning April 27 th, 2015 Zetis is mving t new ERP system (SAP) fr the US rganizatin that will enable us t imprve internal and external business interactins. As a valued supplier f gds and services t Zetis, we want t infrm yu f imprtant impacts and related dates fr the changes. Please review the fllwing prcedure changes carefully t avid unnecessary delays in payment. Please nte that Zetis lcatins utside the US are scheduled t transitin t the new sftware at a later date, and will remain n the current systems beynd April 27, In the event that yur cmpany cnducts business with lcatins remaining n the current systems as well as lcatins mving t the new sftware, yu will receive tw different purchase rder frmats. Pay clse attentin t yur purchase rder t determine the accurate billing infrmatin and prcess. In preparatin fr transitin, please nte the fllwing dates and related actins: Date April 7 t May 1, 2015 April 17, 2015 April 27, 2015 Actin and Additinal Infrmatin Please submit invices in a timely manner fr gds delivered r services rendered prir t April 7, Invices received during this perid will be held and will nt be psted and scheduled fr payment until this time perid elapses. New Purchase Orders will be suspended fr sites mving t the new sftware. Purchase Orders will resume fr the US sites mving t the new sftware. Invices that are received after April 6 will be psted after this date. We appreciate yur supprt and patience fr any minr delays that may be encuntered during this brief perid f transitin. Key Changes The fllwing changes will be in effect n April 27 th, 2015 fr all US Zetis lcatins migrated t the new sftware: 1. Purchase Orders (PO) The PO frmat will change, and be sent via the Ariba Supplier Netwrk, r fax. Please see the examples belw fr bth Direct and Indirect materials, gds and services. The PO number frmat will change t a 10-digit, all numeric frmat as fllws: 44XXXXXXXX 45XXXXXXXX 46XXXXXXXX

2 2. Invices T ensure prmpt and accurate payment f all invices submitted by yur cmpany, please review the fllwing instructins: Infrmatin required n invices: The invice shuld be clearly marked as Invice and must be billed t Zetis with the crrect Zetis Entity Name and ship t lcatin where the gds / services were delivered. The invice shuld reference a valid Zetis Purchase Order Number. Invices shuld be fr ne Purchase Order nly. If Purchase Order is nt available, a Zetis Cntact and address must be listed n the invice. Each invice must have a unique invice number. Invice Number and Invice Date must be prminently mentined n the main invice, nt n attachment r subsequent pages. The invice must cntain a detailed descriptin f gds r services prvided, amunts wed and the currency fr payment. Invice billing currency must match the Purchase Order billing currency. The Vendr name, address and remittance instructins (address, bank details) must be mentined n the invice.tax type and rate (if any) shuld be mentined n the invice and calculatins shuld be crrect. The invice must be legible and printed n paper stck that can be scanned fr prcessing. D nt use clr, shading, r water marks n the invice. Credits issued t Zetis shuld be sent separately as Credit mem and shuld nt be the part f actual invice. NOTE: Any invice withut a PO number r the name/ address f a Zetis clleague will NOT be prcessed and will be rejected. Fr yur cnvenience, Zetis Accunts Payable ffers three ptins fr submitting invices: Optin 1: address: usinvices@zetis.cm and requirements D nt attach backup dcuments t the . Must be TIFF r PDF frmat. DO NOT zip any f these file types. D nt put additinal infrmatin in the bdy f the . D nt send ther dcuments r questins t this mailbx. See belw fr cntact infrmatin. Optin 2: Pstal Mail ( Send Invice T address indicated n the PO) Regular Mail Overnight Mail Zetis LLC Zetis PO Bx ATTN: Genpact AP Imaging El Pas, TX Hawkins Blvd. Suite A El Pas, TX NOTE: Send yur invices directly t Zetis Accunts Payable. D nt mail yur invices t ther Zetis lcatins. Optin 3: E-invicing via the Ariba Supplier Netwrk Zetis utilizes the Ariba Supplier Netwrk (ASN) fr electrnic PO and invice submissin, ur preferred methd fr receiving invices. Cntact Zetis_AN_Admin@zetis.cm r g t the Ariba website at supplier.ariba.cm fr additinal infrmatin n the ASN. Page 2 f 5

3 Nte t e-invicing Suppliers: If yu are already participating in Zetis e- invicing initiatives, please d nt send invices t Accunts Payable. 3. Material Numbers Material number frmat will change t a nn-intelligent numbering system fr mst types f items including raw, intermediate and finished gds and services. Fr an interim perid, plant maintenance and lcal packaging items may retain existing material numbers with an additinal prefix. Material number frmat will change t an all numeric 8-digit frmat as fllws: 10xxxxxx (Finished Prducts) 20xxxxxx (Service Materials) 30xxxxxx (Literature and Marketing Materials) 40xxxxxx (Raw Materials and Semi-Finished Prducts) 50xxxxxx (Packaging Material) 60xxxxxx (Maintenance and Operating Supplies) 70xxxxxx (Spare Parts) 80xxxxxx (Operating Supplies) Cntact Infrmatin Cntacting Zetis Accunts Payable Befre yu cntact Accunts Payable, please nte: Allw ten (10) days frm sending yur invice t Accunts Payable fr the invice t be received, prepared, ruted and prcessed Check the status f yur invices r payments at Zetis enhanced Accunts Payable Inquiry website at supplier.ariba.cm (directins fr accessing this site are belw) If yu still have questins, please reach ut: Phne number: address: zfsamericas.ap@zetis.cm T access the NEW Accunts Payable Inquiry Website With Zetis NEW Accunts Payable Inquiry website, all users will need t register fr accunt activatin: Visit supplier.ariba.cm Select Register t begin the quick and easy Registratin prcess. Cntacting Zetis Prcurement Fllw Registratin steps and Assciate yur Vendr ID t yur Accunt. Nte: When yu submit an invice, if we have yur address recrded in ur supplier database and yu are nt registered with Ariba, yu will receive an with instructins n hw t register t view statuses f yur invice, payment schedules, and remittance data Inquiries regarding details n yur PO shuld be addressed t the Prcurement Specialist listed at the bttm f yur PO. We appreciate yur supprt and patience. Please refer t the Zetis Supplier website at fr further infrmatin. Regards, Glbal Prcurement & Operatins Zetis Financial Slutins (ZFS) Page 3 f 5

4 Example 1: New PO frmat fr Zetis sites mving t the new ERP system fr direct materials #1. Invice t Address /Bill T Send yur invice directly t this address unless directed therwise. #2. PO Number #3. VAT Registratin r Tax Identificatin Number #4. Prcurement Cntacts please address any PO questins t the cntact at the bttm f the PO. #2 #1 #3 #4 Page 4 f 5

5 Example 2: New PO frmat fr Zetis sites mving t the new ERP system r indirect gds and services (Ariba) #1. Invice t Address /Bill T Send yur invice directly t this address unless directed therwise. #2. PO Number #3. Prcurement Cntacts please address any PO questins t the cntact at the bttm f the PO. #2 #1 #3 Page 5 f 5