Omd Hungary Kft. Pénzügyi Osztály Chief Financial Officer Bürök út 34-36. 1124 Budapest HUNGARY 04.04.2011 FO-PTP/ Account: 231641 +49 211-7 97???? +49 211-7 98???? A számlázás hatékonyabb folyamata - e-invoicing Tisztelt Hölgyem/ Uram, A Henkel vállalat folyamatosan törekszik a könyvelési folyamatainak optimalizálására és harmonizálására Európa-szerte. Ennek eredményeképpen számos új elemet építettünk be a rendszerünkbe, amelyek segítik a számlák feldolgozását gyorsabbá és hatékonyabbá tenni. Az újítással megszűnik a számla papír változata, ami egy új utat jelent a fizetendő számlák feldolgozásában. 2011. júniusától a Henkel vállalat Pénzügyi osztálya, Európa és Észak-Amerika területén, többé nem fogad el papíralapú számlát. Helyette csak elektronikus számlák lesznek elfogadva. Az OB10 partnervállalat által kifejlesztett program segítségével a számlák így a megfelelő fizetési határidőben kerülnek utalásra. Célunk a Semmi rendelés, semmi fizetés. Az új folyamat bevezetésével az Ön vállalata sokat nyerhet: - Csökken a számla beérkezési ideje, valamint garantálja a számla biztos beérkezését vállalatunkba. - Azonnali értesítés a számlaküldés során felmerült problémáról. Így megelőzhetjük az esetleges problémákat és az így felmerülő járulékos költségeket. - Megtakarítást érhet el a papírköltségeknél, valamint a nyomtatás- és postadíj esetében is. - Csökkenti a számlák duplicitását. Megkértük az OB10 vállalatot, hogy 10 napon belül vegyék fel Önökkel a kapcsolatot, hogy segítsenek az elektronikai számlázás bevezetésében. Amennyiben Ön az OB10 mellett dönt, a többi partnerének is, akik szintén ezt a rendszert használják, ezen a rendszeren keresztül küldheti a számláit. Így korszerűsítheti, tökéletesítheti, és hatékonyabbá teheti saját folyamatait is.
Seite 2 / 5 A mellékelt adatlap az OB10 feltételeit és árait tartalmazza. Bővebben a www.ob10.com/henkel oldalon tájékozódhat. Bízunk benne, hogy mindez pozitívan hozzájárul az Ön üzleti tevékenységéhez. Minden kérdésére választ kap, ha az OB10 felveszi Önnel a kapcsolatot. Az OB10 informál majd bennünket az Ön válaszáról. A Henkel vállalat OB10 elektronikus számlázási programja már sikeresen működik Európa és Észak-Amerika szerte. Várjuk az elektronikus számláinak beérkezését legkésőbb 2011. június 1. A megadott időpont betartásához szükséges regisztráció 2011. április 29-ig. Előre is köszönjük az Ön együttműködését e fontos újításban. Ha szeretné felvenni a kapcsolatot az OB10-el, csupán küldjön e-mailt a clientservices@ob10.com címre. Ha bővebb információt szeretne vállalatunktól, kérem, hogy kérdését erre a címre küldje: einvoicing.ssc@henkel.com. Üdvözlettel, Henkel AG & Co. KGaA Bertrand Conquéret Corporate Senior Vice President Purchasing Dr. Joachim Jaeckle Corporate Senior Vice President Financial Operations
Seite 3 / 5 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?
Seite 4 / 5 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.
Seite 5 / 5 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
1 / 3 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.
2 / 3 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.
3 / 3 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. Pre-purchase rates Transaction Level Transactions 1 25 35.00 2 50 65.00 3* 125 150.00 * 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.