Invoicing

Web Electronic Data Interchange (Web-EDI) via Ariba allows Bristol-Myers Squibb to conduct business with suppliers electronically.

Through the SAP ARIBA Network, we offer a Web-based solution that allows purchase orders, invoices, purchase order credit memos, advanced ship notices, and purchase order acknowledgments to be exchanged between Bristol-Myers Squibb and our trading partners. This process reduces invoice discrepancies and billing errors.

At this time, the SAP ARIBA network (at BMS) only provides payment options within the U.S. and Canada. To become an ARIBA network supplier or to inquire about other payment options please contact our accounts payable team by e-mailing apat@bms.com.

SAP Ariba technology will provide suppliers with a number of benefits, some of which include:

• Ability to submit invoices electronically.
• Real-time visibility to invoice and payment status.
• Visibility to potential business opportunities with other Ariba Network Buyers.
• Improved collaboration with Bristol-Myers Squibb through the RFI/RFP and contracting process.

Suppliers

Once you have contacted apat@bms.com, we will send a confirmation e-mail to you within seven to ten business days with your go-live date. You will receive an e-mail with the necessary links to information needed to activate your account. Your prompt completion of the enrollment process will ensure the quickest payment to you possible.

During enrollment you will be asked to verify the information you provided to Bristol-Myers Squibb is accurate. BE SURE THAT THE CONTACT INFORMATION THAT YOU PROVIDE IS THE PERSON THAT SHOULD BE RECEIVING THE E-MAIL REMITTANCE ADVICE FOR YOUR COMPANY.

• Under no circumstances should invoices be mailed to Bristol-Myers Squibb.
• Payment terms are based on the purchase order payment terms or the supplier master records.
• Supplier must supply banking information so payment method can be established as electronic fund transfer through Ariba.
• Suppliers with access to the Expenditures Inquiry should first review their account history on-line prior to contacting Accounts Payable. Invoice questions/issues should be submitted directly from within the Supplier Expenditures Inquiry account. For additional information, including how to request access, click here.

Process Overview

• On your specific go-live date, all new purchase orders will be sent to you via our Internet portal.
  • All purchase orders less than 13 months old that are not fully invoiced will be transferred to the Web for the remaining dollar amount balance.
  • Purchase order changes for existing paper purchase orders need to be verbally communicated and/or manually emailed during the transition.
• Invoices for any purchase orders sent to you via our portal, should be sent to Bristol-Myers Squibb via our portal, PAPER INVOICES WILL NOT BE PROCESSED FOR THESE PURCHASE ORDERS.

Getting Started

• Visit http://www.ariba.com/suppliers/ariba-network-for-suppliers 
• All departments within your organization involved in the order fulfillment and billing processes need to be aware of this new process. Typically this includes - Sales, Customer Service, Billing, Accounts Receivable, etc.

Electronic Data Interchange Support

• From a customer service perspective, your primary resource for resolving ARIBA issues is to reference the Ariba Network site for Suppliers https://service.ariba.com/Supplier.aw/128422069/aw?awh=r&awssk=ElaGCF52&dard=1.

Again, there are many benefits for you, our supplier, after enrolling in the SAP ARIBA network for payment receipt:

• Increase collections efficiency
• Eliminate mail and processing float
• Full remittance detail delivered via e-mail
• Improve cash, collections planning
• Access to historical payment and remittance data online
• Self-service account maintenance - update your bank account and remittance information online
• Add-on customization and automation services available

Evaluated Receipt Settlement allows Bristol-Myers Squibb to pay for purchased materials without receiving an invoice from the supplier.
This is a Self-Billing process.
Based on the order price specified in the purchasing document and the quantity of the goods received, the system calculates the correct invoice amount and systematically posts an invoice for payment purposes. The system obtains payment terms from the purchasing document and applies those terms to the goods receipt document date.

The Evaluated Receipt Settlement function has the following advantages:

• Eliminates invoices submitted by the supplier and eliminates lost invoices
• Eliminates price and quantity discrepancies requiring subsequent approval
• Facilitates timely payment of invoices

Supplier Roles and Responsibilities

• The Bill of Lading (BOL) number must be included on all shipping documents.
  
• The BOL number will be used as the invoice number and appear on the transmittal received with payment.
• If a BOL number is not supplied, Bristol-Myers Squibb will reference "NP" and the date of the receipt as the BOL number.
• Invoice price generation is based on the receipt quantity multiplied by the purchase order price or contract validation period price.
• Price/receipt issues must be resolved with local site buyer/receiving groups.
• Invalid BOL number issues must be resolved with local site buyer/receiving groups.
• Added charges must be billed separately to a service order created by the site's purchasing group. These charges should be billed monthly or quarterly.
• Payment terms are based on purchase order payment terms.
• Suppliers must supply banking information so that a payment method can be established as electronic funds transfer.
• Suppliers must provide a current open invoice aging report to facilitate the clearing of all open invoices prior to evaluated receipt settlement or Web-based payment implementation.
• Suppliers with access to the Expenditures Inquiry should first review their account history on-line prior to contacting Accounts Payable. Invoice questions/issues should be submitted directly from within the supplier's Expenditures Inquiry account.

Another invoicing option for our suppliers is to email their invoices directly to BMSInvoices.NA@bms.com.

Important Information:

• DO NOT attach a cover sheet to the email or add any email message.
• Please ensure that each attachment contains only one Purchase Order invoice. Emails can have multiple attachments, but those attachment must contain only one invoice.
• DO NOT email statements, acknowledgements, confirmations, or correspondence to the email BMSInvoices.NA@bms.com, as they will be discarded.
• Invoices must contain a valid Bristol-Myers Squibb purchase order number. Invoices will not be processed if the Bristol-Myers Squibb purchase order number is not indicated.
• Invoices must be legible. Please do not email invoices with colored backgrounds and DO NOT SHADE OR HIGHLIGHT invoice information.
• If additional items are added to an invoice, the purchase order must reflect these additions.
• Please note any differences between the purchase order unit of measure and the invoice unit of measure, and explain or provide the conversion factor for each related invoice.
• Bristol-Myers Squibb standard payment terms are 2% discount for payment within 10 days, or net 90. Bristol-Myers Squibb pays based on purchase order terms. If there is a question regarding payment terms, please contact your Bristol-Myers Squibb purchasing agent.
• Please include your company's phone and email address on invoices.
• Please provide a unique invoice number for each separate invoice.
• DO NOT email Bristol-Myers Squibb invoices already paid by our corporate card/PCard, or via our Bristol-Myers Squibb recurring payment or Evaluated Receipt Settlement processes.
• DO NOT email Bristol-Myers Squibb invoices if you have already sent us the invoices via Ariba processes.
• Please provide complete "ship to" address on each invoice.

FAILURE TO COMPLY WITH THE ABOVE REQUIREMENTS WILL RESULT IN DELAY OF PAYMENT.