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||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:
- Suppliers should send all invoices in pdf format to one of the email addresses set out below. Invoices should not be sent to an Elsevier contact, as this will result in a delay of the payment being sent to the supplier's account. (Exception: Invoices related to Elsevier Urban & Partner Sp z.o.o. should be submitted directly to your Elsevier contact.)
- Elsevier will only issue electronic remittance advices to the email address provided.
- Suppliers must give Elsevier at least 3 weeks' notice of changes to bank details.
- Elsevier is not responsible for any bank charges arising from payments.
- Elsevier Global Financial Services will, on a case-by-case basis, determine which suppliers should provide statements, and will also determine the timing of these statements and if required to do so, suppliers shall provide such statements.
- Elsevier treats a supplier with several sites as one supplier; this means Elsevier shall have the right to offset credits from one site against invoices from another site.
- Any changes to a supplier's company name, due to merger or acquisition etc, must be notified to Global Procurement so that Elsevier's records can be corrected and updated.
For any payment or invoicing issues, the supplier can contact the Global P2P support desk:
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 Global Head P2P advising us of the issue and your contact details.
Email addresses for PDF invoices:
US/Canada - AP.General@Elsevier.com
United Kingdom/Netherlands - APinvoices@Elsevier.com
France - email@example.com
Poland - Submit invoice to your Elsevier contact
India - A.APIndia@Elsevier.com
Japan - APJapan@Elsevier.com
China - APChina@Elsevier.com
Singapore, Hong Kong - APSNGHK@Elsevier.com
Taiwan - APTaiwan@Elsevier.com
Korea - APKorea@Elsevier.com
Australia - R12_KFX_AUS_AP@elsevier.com
Spain - Invoicesfirstname.lastname@example.org
Mexico - Invoicesemail@example.com
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:
Canada Pharma Invoices
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:
Singapore & Hong Kong
Spain Elsevier Espana, SLU
Mexico Masson Doyma Mexico, S.A. Av. Insurgentes Sur 1388 Piso 8
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.