Print Friendly and PDF

English - Français - Deutsch - Polskie - Español

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.

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:

E-mail: P2PhelpdeskUS@Elsevier.com

Telephone:

United Kingdom: +44 1865 84 3198
The Netherlands: +31 20 485 2571
United States/Canada: +1 937 865 7804

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 - ApInvoicesELS-AMS@elsevier.com

France - invoices_france@elsevier.com

Poland - Submit invoice to your Elsevier contact

India - Submit invoice to your Elsevier contact

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 - Invoices-spain@elsevier.com

Mexico - Invoices-mexico@elsevier.com

Frankfurt - supplier.invoices@elsevier.com

Munich - APGermanyGmbH@elsevier.com

Egypt, Italy and Turkey - SBUpayments@elsevier.com

If paper invoices have to be sent for any particular and exceptional reason, any of the following mailing addresses can be used:

Legal Entity

Address

Country

Elsevier Inc.
Attn: Accounts Payable
3251 Riverport Lane
Maryland Heights, MO 63043
United States of America
Elsevier Canada
Attn: Daniela Freitas
420 Main Street East
Suite 636
Milton, ON L9T 5G3
Canada
Mexico Masson Doyma Mexico, S.A. Av.
Insurgentes Sur 1388 Piso 8
Col. Actipan Mixcoac
Del. Benito Juarez
Mexico D.F.
C.P. 03230
Mexico
Elsevier LTD
Attn:  Accounts Payable
The Boulevard, Langford Lane
Kidlington, Oxford OX5 1GB
United Kingdom
Elsevier BV
Attn:  Accounts Payable
PO Box 839
1000 AV Amsterdam
Netherlands
Elsevier Masson SAS Bord de Seine 1
65, rue Camille Desmoulins
CS50083 Issy les Moulineaux 92442
France
Elsevier Espana, SLU Av. Josep Tarradellas, 20-30
1era planta
Barcelona  CP 08029
Spain
Elsevier SRL Via Paleocapa, 7
20121 Milan
Italy
Elsevier Sp z.o.o. ul. Migdałowa 4 lok. 59 (Natpoll)
02-796 Warszawa
Poland
Elsevier Information Systems GmbH Franklinstr. 61-63 (Wing)
60486 Frankfurt
Germany
Elsevier GmbH Hackerbruecke 6
80335 Muenchen
Germany
Elsevier A/S Niels Jernes Vej 10
9220 Aalborg Øst
Denmark
Elsevier Egypt for Consultancy 90th Street, No 67
First Section, City Centre
New Cairo 11835, Cairo
Egypt
Reed International Books Australia Pty Ltd. Tower 1, Level 12,
475 Victoria Avenue
Chatswood, New South Wales
Australia
Reed Elsevier India Pvt. Ltd.
Attn: Elsevier Finance Dept.
14th Floor, Tower 10B
DLF Cyber City
Guragon 122002
India
Elsevier Japan KK
Attn: Elsevier Finance Dept.
1-9-15 Higashi-Azabu
Minato-ku
Tokyo 106-0044
Japan
Reed Elsevier Information Technology (Beijing) Co. Ltd
Attn: Elsevier Finance Dept.
No. 1 East Chang An Ave.
Dong Cheng District
Tower W 1, 7th Floor, Unit 1-7
Beijing 100738
China
Elsevier (Singapore) Pte Ltd
Attn: Elsevier Finance Dept.
3 Killiney Road #08-01
Winsland House I
Singapore 239519
Singapore
Reed Elsevier Information Technology (Beijing) Co. Ltd
Attn: Elsevier Finance Dept.
5/F Unit A, Digital China Centre,
No. 567 Tianshan West Road,
Changning District, 200335
Shanghai
Elsevier Taiwan LLC
Attn: Elsevier Finance Dept.
RM. N-818, 8F
Chia Hsin Building II, No. 96
Zhong Shan N. Road, Sec. 2
Taipei 10449
Taiwan
Elsevier Korea LLC
Attn: Elsevier Finance Dept.
534 Itaewon-dong, Yongsan-gu
4FL, Chunwoo Building
Seoul 140 861
South Korea

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 invoice process, the supplier will comply with the necessary requirements with regard to the format, content and method of invoice submission. These requirements will be provided when requested and the supplier will be provided with an Elsevier technical contact in order to assist with the set up.