Frequently Asked Questions

Why are we implementing a new procurement system and centralizing Accounts Payable for Europe ?

To increase the efficiency of the communications with the suppliers and of the internal handling of purchase orders, supplier invoices and the payments to suppliers.

What is changing for suppliers?

• Purchase Orders will be generated for all purchases of goods and services
• Purchase Orders will be required for all payments (PO number must appear on the invoice)
• The phone number for local Accounts Payable will change to that of JNJ GBS
• Payments will be processed under the name J.C. General Services CVBA
• Separate invoices will be required for each legal entity as defined in the Purchase Order
• The preferred future method for receiving invoices will be through the OB10 e-Invoicing network www.ob10.com.

Where is the shared service center (JNJ GBS)?

Prague , Czech Republic .

Do I still deliver against Purchase Orders, received prior to the cutover to the new system, with outstanding items?

Yes, however please note that purchase order line items with older delivery dates will in most cases, have the line items in question cancelled and re-issued in the form of new purchase orders from the new system.

How will I receive Purchase Orders?

There will be no change in how purchase orders are received for direct materials. The generation and distribution of purchase orders for indirect goods & services will be enabled by ARIBA.

Ariba will allow us to send our PO’s electronically using two types of communication:

The first type is to transmit our orders via fax or e-mail.

The second type utilises an Internet-based network called the Ariba Supplier Network (ASN). If you select to register on the ASN, you can choose to receive PO’s by fax, email, XML or EDI. The ASN will store copies of your orders for future reference and has many other features and benefits.

Is there a fee for joining the ASN?

Ariba has recently announced a change in their ASN fee structure that will take effect as of 1/9/07. For details please see: http://www.ariba.com/go/smpupdate

To register on the ASN, go to http://supplier.ariba.com/ and click on the link called ‘Register as a new supplier’

If you currently receive purchase orders via fax, we will continue to use the same fax number. If your fax number has changed or if you are choosing the e-mail transmission method, please send your fax number or e-mail address to your local contact. In order for you to receive purchase orders directly from our systems via email, you will need to inform us of an appropriate email address. This should be a group address accessible to several individuals where possible, for example sales@mycompany.com. The e-mail address should not belong to an individual who may not always be available, for example fred.smith@mycompany.com.

On an exception basis (where you cannot provide a fax number or e-mail address or join the ASN), we will send the PO via post.

Can I accept a verbal Purchase Order?

No, only formal Purchase Orders can be accepted.

What is an electronic catalog?

The Ariba system will allow you to send electronic catalogs, which are price lists of your goods and services. When loaded into our system, our users will be able to search these catalogs and select the items they would like to order.

Electronic catalogs help to ensure that the correct items are ordered at the agreed price; they can even be linked to photographs and specifications. Providing catalogs is not compulsory, however, we may ask you for a catalog.

Why is our bank account changing?

To support the move to standardization, all payments will be processed under the name J.C. General Services CVBA.

How does the bank account change affect me?

Payments to you will be coming from a different bank account; however, you will be paid by the current payment method.

To which companies do these changes apply?

Companies will be added in a phased approach. For a current list of participating companies click here.

What are the benefits for me subscribing to e-Invoicing?

Electronic invoices remove the costs associated with printing, handling and sending paper invoices. It also reduces your expense of following up on missing invoices, gives you increased visibility of invoice issues and increases our consistency of on-time payments. It guarantees that invoices are received timely by our Accounts Payable department

Are there fees associated with using OB10?

Yes, please see the section – “E-Invoicing” .

What information will be sent to support payments?

Remittance advices will be generated for all invoice payments. These advices will be sent directly to you by fax, so please ensure that you provide correct fax details. If you need to change your fax number, please contact your local contact.

What information should I include on the invoice?

Purchase Order Number - The PO number is required on all invoices. It is preferred that invoices only reference one Purchase Order (i.e. only one PO per one Invoice – but we do allow a number of invoices for the same PO for partial invoices and payments).

Item Numbers - The invoice should, by preference, show the item numbers of the PO against the line items in the invoice.

Price - All invoices must match the Purchase Order price and the goods receipt quantity.

Company to Invoice - All invoices must reference the company name and legal address combination listed in the “Bill to” field of the Purchase Order ( incl. VAT number ). The invoice itself should be mailed to the “Mail Invoice To” address on the Purchase Order. (See Appendix A – Sample Purchase Order)

Separate invoices will be required for each of the “Bill to” addresses.

A sample Purchase Order can be found here.

Sample Purchase Order.pdf

What Supplier helpdesk services are available?

JNJ GBS provides an Internet support site for Suppliers. Services available on the site include (but are not limited to) the following:

• Online access to invoice status – Existing Suppliers with a valid Purchase Order number will be able to access their current invoice status via a portal.
• Online enquiry tool – Tool used to submit queries relating to Accounts Payable or Procurement to the Customer Services team.
• Information on e-Invoicing

Suppliers can contact the Customer Services team by phone to resolve queries relating to Accounts Payable (e.g. invoice status) or Procurement. The Customer Service team can be reached using any of the following local telephone numbers:

• Belgium + 32 2 620 0621
• Netherlands + 31 20 654 56 22
• Switzerland + 41 22 567 52 34
• Italy + 39 23 859 12 59
• Germany + 49 69 29993 491
• France + 33 1 70 48 00 70
• Austria + 43 1360 277 28 21
• Spain + 34 91 754 70 24
• Portugal + 351 21 424 51 72
• United Kingdom + 44 207 660 0355
• Ireland + 353 1 605 83 80

Operating Hours: Monday to Friday, 08:00 - 18:00 CET

Alternatively, suppliers can forward questions by e-mail. Calls do have priority over e-mails.

What is the Company’s practice regarding the collection, use, and disclosure of information my company may provide?

Information You Provide

The Company may collect, hold and use personally identifiable information obtained from and about the Suppliers, their employees, agents and other related parties to the procurement transaction(s), as part of the registration process and the ongoing administration of the Procure-2-Pay program. This may include information such as name, title as well as contact information such as business telephone number, mailing and facsimile address and e-mail address and other details provided through the course of business.

In disclosing information to the Company or other parties acting on its behalf, it is requested that no sensitive personally identifiable information be provided. This includes information which reveals :

• racial or ethnic origin,
• political opinions,
• religious or philosophical beliefs,
• trade-union membership,
• data concerning health or sex life, and
• details of offences or criminal convictions.

For example, in the case of invoices relating to healthcare services or clinical trials, the Company asks that Suppliers take appropriate safeguards to avoid where possible, the inclusion of sensitive personally identifiable information in its invoices and communications with the Company. Should you have any specific questions with understanding or meeting this requirement, please see the contact details for further information.

As part of the Procure-to-Pay program, personally identifiable information will be managed by JNJ Global Business Services s.r.o.

Use and Disclosure of Information

The personally identifiable information collected will be processed for the purpose of purchasing, transaction processing, to improve process efficiency, to communicate information to you, and for any other legitimate business purpose. If you provide personally identifiable information, the Company may combine such information with other actively collected information it holds unless specified otherwise at the point of collection. To help continually improve its processes and in the interests of security, the Company may monitor and/or record your communications with it.

The Company may disclose personally identifiable information you provide to affiliates of the Group of Companies worldwide that agree to treat it in accordance with this Privacy Notice and use it for the same purposes. In addition, the company may disclose personally identifiable information you provide to third parties, that are not affiliates of the Group of Companies, but only:

• to contractors used to support the Company 's business (e.g., fulfilment services, technical support, delivery services, and financial institutions), in which case third parties will be required to agree to treat it in accordance with the Company 's Privacy Notice and use it for the same purposes;
• in connection with the sale, assignment, or other transfer of the business to which the information relates, in which case the Company will require any such buyer to agree to treat it in accordance with this Privacy Notice and use it for the same purposes; or
• to respond to law enforcement requests or where required by applicable laws, court orders, or government regulations.

Access, Correction and Deletion

To keep personally identifiable information that is provided accurate, current, and complete, please contact us as specified below. The Company will take appropriate steps to update or correct such information in its possession or to delete your information from its databases.

Other Terms

In the Supplier's provision of services to the Company and the use and access of its information systems, the Supplier acknowledges and agrees to the information collection and use practices set out in this Privacy Notice.

Specifically the Supplier acknowledges and agrees that:

1. The Supplier will provide all its employees and any other party acting on its behalf who provide personally identifiable information to the Company with a copy of this Privacy Notice.
2. If any employee or party objects to the provisions of this Privacy Notice, the Supplier will not provide the Company with their personally identifiable information.
3. The Supplier will refrain from including sensitive personally identifiable information in its invoices and communications with the Company (as defined by the EU Data Protection Directive 95/46/EC or any other applicable data protection laws or regulations). In doing so, the Supplier will put in place appropriate safeguards to prevent sensitive personally identifiable information it holds being captured on the Company 's systems (e.g. masking or anonymising personally identifiable information on invoices relating to healthcare or medical matters).

How to Contact Us

If you or any other party have any questions, comments, or concerns about this Privacy Policy or the information practices of the Company, or if you would like to opt out of future communications, please contact the Company as follows:

By post to:

JNJ Global Business Services s.r.o. Karla Englise 3201 / 6 Prague 5 150 00 Czech Republic

By e-mail to: Supplier-Data-Privacy@janbe.jnj.com