Elsevier Invoicing and Payment Policy with Suppliers

 

Elsevier Invoicing Requirements and Payment Arrangements with Suppliers

This statement of Elsevier's requirements is in two parts.  The first part applies where, under the contract with Elsevier, the supplier is submitting invoices in a pdf or other electronic document format to an approved Elsevier email address or for any particular and exceptional reason (e.g. local law requirements) is submitting paper invoices in hard copy to Elsevier.  The second part applies where, under the contract with Elsevier, the supplier is using Elsevier's electronic invoicing system (currently the Ariba system).

You must invoice Elsevier for any goods or services within six months of the date on which you became entitled to issue an invoice under the Terms of Purchase, and Elsevier shall not accept and shall not be obliged to pay any invoice which is issued late.

 

PART 1 - Requirements applicable to pdf etc. invoices and paper invoices

To reduce the risks of late payments or invoice rejections, invoices must be in English, except where local law requires local language, and the following information MUST be visible on ALL invoices submitted by suppliers: 

The relevant invoice date All
The full company name of the supplier as it appears on the company's certificate of incorporation or otherwise the full name of the entity that is issuing the invoice, and details of any applicable business or trading name, and the address of the supplier entity All
The correct company name and address for the Elsevier entity the invoice is being submitted to All
The Elsevier Purchase Order (PO) number, if applicable, must be quoted on the first page of the invoice All
Invoices received must contain the same details as the PO provided by Elsevier, where applicable i.e. state the goods and services in a similar format (quantity, price per unit, total price per line) All
A valid Elsevier contact name. This should be clearly visible on the first page of the invoice All
A unique identifying invoice number All
VAT/GST registration number Where Applicable
Date the goods/services were supplied to Elsevier All
A clear description that enables Elsevier to identify the goods/services provided All
The quantity of the goods or services with a unit price - excluding VAT/GST All
The rate of VAT/GST per item Where Applicable
Amount being charged without VAT/GST added Where Applicable
Amount being charged including any applicable VAT/GST in the agreed upon/contractual invoice currency (standard invoicing currencies are US Dollars (USD), Euro (EUR), Sterling (GBP), Canadian Dollars (CAD), Indian Rupees (INR), Japanese Yen (JPY), Chinese Yuan (CNY), Singapore Dollars (SGD), Hong Kong Dollars (HKD), Taiwanese New Dollars (TWD), South Korean Won (KRW), Danish Krone (DKK), Egyptian Pound (EGP), and express agreement in the contract will be required for any other currency) All
A valid supplier e-mail address which Elsevier can use to send remittance advices All
A valid supplier telephone contact number All
Such bank details as are required for Elsevier to make an EFT/ACH remittance All
The agreed upon/contractual payment terms All

 

In addition to the above all invoices should contain such particulars as are required by any law imposing tax and such other information as required to claim any credit allowed under a law imposing tax, including but not limited to the VAT registration number or tax ID, the 2 letter country code if applicable and the rate of VAT or sales tax per item.  In the case of an EU VAT registered supplier invoicing an Elsevier entity in another EU country where the products and/or services are VAT exempt, the invoice must clearly state the appropriate Elsevier entity VAT registration number and the supplier must provide appropriate documentation certifying its VAT entrepreneur status.  In the case of an EU VAT registered supplier invoicing an Elsevier entity in another EU country where the services are subject to the reverse charge mechanism, then provided the supplier provides the Elsevier entity with a valid VAT invoice, quoting the Elsevier entity's VAT registration number, any VAT due on the services shall be accounted for by the Elsevier entity to the appropriate tax authority under that mechanism, in accordance with the requirements set out in the European VAT Directive (or any successor or replacement legislation).

If the supplier is not a VAT/GST registered company, the invoice must contain the same information as mentioned above with the exception of all VAT/GST related requirements.

Where applicable, invoices must be accompanied by all relevant supporting documentation to enable Elsevier to verify that the charges appearing on such invoices are correct.

Any invoices not complying with these requirements will be returned to the supplier and the supplier shall be obliged to cancel the non-compliant invoice and to issue a new invoice with the correct details – this resets the "due by" date for payment of the invoice.

Effective 1/1/2014, Elsevier will only issue payments to suppliers via Electronic Funds Transfer (EFT) / Automated Clearing House (ACH).

In addition to the invoice detail requirements as stated above, Elsevier also stipulates that unless otherwise expressly agreed in the contract:

For any payment or invoicing issues, the supplier can contact the Global P2P support desk:

United Kingdom: +44 1865 84 3198
The Netherlands: +31 20 485 2571
United States/Canada +1 937 865 7804
Or E-mail: FSSC@Elsevier.com (Europe), and P2PhelpdeskUS@Elsevier.com (US/Canada)

We commit to responding to your query within 48 hours (Monday – Friday).  If you do not receive a response or you are not satisfied then please contact P2P Operations Lead in the first instance advising us of the issue and your contact details. Should you wish to escalate further please contact the Global Head P2P

Email Addresses for PDF invoices:

If paper invoices have to be sent for any particular and exceptional reason, any of the following mailing addresses can be used for the following legal entities: Elsevier Ltd., Elsevier BV, Elsevier Ireland Ltd., Elsevier Inc., Elsevier Canada Ltd., Reed Elsevier Denmark ApS/Aitra, or any other Elsevier-related US company, with the exception of LexisNexis and Reed Business information:

USA
Elsevier <Legal Entity>
Global Financial Service Centre
3251 Riverport Lane
Maryland Heights, MO 63043
United States of America
United Kingdom
Elsevier <Legal Entity>
Global Financial Service Centre
PO Box 800
Oxford OX5 1DX
United Kingdom
The Netherlands
Elsevier <Legal Entity>
Global Financial Service Centre
PO Box 839
1000 AV Amsterdam
The Netherlands 
Canada
Elsevier <Legal Entity>
Global Financial Service Centre
555 Richmond Street West
11th Floor
Toronto
M5V 3B1
Canada

If paper invoices have to be sent for any particular and exceptional reason to any of the following entities, the relevant mailing addresses are as follows: 

Australia
Reed International Books Australia Pty Ltd.
Tower 1, Level 12,
475 Victoria Avenue
Chatswood, New South Wales,
Australia

India
Reed Elsevier India Pvt. Ltd.
14th Floor, Tower 10B
DLF Cyber City
Guragon 122002 India
Attention : Elsevier Finance Dept.

Japan
Elsevier Japan KK
1-9-15 Higashi-Azabu
Minato-ku
Tokyo
106-0044
Japan
Attention : Elsevier Finance Dept.

China, Beijing
Reed Elsevier Information Technology (Beijing) Co. Ltd
No. 1 East Chang An Ave.
Dong Cheng District
Tower W 1, 7th Floor, Unit 1-7
Beijing
100738
China
Attention : Elsevier Finance Dept.

Singapore & Hong Kong
Elsevier (Singapore) Pte Ltd
3 Killiney Road #08-01
Winsland House I
Singapore
239519
Singapore
Attention : Elsevier Finance Dept

China, Shanghai
Reed Elsevier Information Technology (Beijing) Co. Ltd
Shanghai Branch
5/F Unit A, Digital China Centre,
No. 567 Tianshan West Road,
Changning District, Shanghai, 200335
Attention : Elsevier Finance Dept

Taiwan
Elsevier Taiwan LLC
RM. N-818, 8F
Chia Hsin Building II, No. 96
Zhong Shan N. Road, Sec. 2
Taipei
10449
Taiwan
Attention : Elsevier Finance Dept
Korea
Elsevier Korea LLC
534 Itaewon-dong, Yongsan-gu
4FL, Chunwoo Building
Seoul
140 861
South Korea
Spain
Elsevier Espana, S.L.
Departamento financier
Traversera de Gracia, 17-21
08021 Barcelona
Espana
France
Elsevier Masson SAS
Comptabilite Fournisseurs
62 rue Camille Desmoulins
92442 Issy les Moulineaux
France
Attention : Elsevier Finance Dept
Italy
ELSEVIER SRL
Via Paleocapa, 7
20121 Milan
Italy
Germany
Elsevier GmbH
Abt. Rechnungswesen / Finance Dept.
Postfach 4343
72774 Reutlingen
Germany
Poland
Elsevier Urban & Partner Sp z.o.o.
ul. Kościuszki 29 (Focus Plaza)
50-011 Wrocław
Poland
 

 

Please note: If the Elsevier company that you are dealing with is not shown above, please check with your Elsevier contact as to where invoices must be sent.

PART 2 - Requirements applicable to use of Elsevier's electronic invoicing system

Where, under the contract with Elsevier, Elsevier requires the supplier to use Elsevier's electronic invoicing system (currently the Ariba system) the supplier will comply with the requirements of that system with regard to the format and content and method of submission of invoices.   The Ariba system requirements are specified at http://www.ariba.com/suppliermembership/en/index.cfm.  Use of the system is free up to certain transaction volume thresholds.  The supplier is responsible for securing its right to use the Ariba system or other Elsevier-specified electronic invoicing system, and for all of the supplier's costs (if any) and requirements to utilize such system, and will not pass these costs on to Elsevier.