General Invoicing Guide

These Ketjen General Invoicing Requirements (the “Requirements”) specify certain requirements for invoices submitted to Ketjen. Ketjen’s Accounts Payables Department will enforce compliance with these Requirements. Failure to comply with these Requirements may result in Ketjen’s rejection of any nonconforming invoice, whether in whole or in part.

1. INVOICING INSTRUCTIONS / NO PO – NO PAY

All invoices submitted to Ketjen must include the applicable Purchase Order (“PO”) number or the applicable Freight Order (“FO”) number. POs are issued by Ketjen to a supplier (“Supplier”) during the purchasing process. FOs are issued by Ketjen to a logistics carrier (“Logistics Carrier”) when freight services are requested via the tendering or booking process. The PO or FO issuance process must precede the submission of any invoice to Ketjen. Any invoice submitted to Ketjen without a valid PO number or FO number will be rejected.

In addition, all invoices submitted to Ketjen must identify the PO number or FO number as follows:

Invoices for goods or services other than freight services must quote a PO number beginning with an “8”: o Example: 8XXXXXXXXX (10 digits)
Invoices for freight services must quote an FO number beginning with a “61” or “62”: o Example: 61XXXXXXXX or 62XXXXXXXX (10 digits)

2. PO REQUIREMENTS

An invoice must identify each purchased item on a separate line so that the invoice matches the same line detail format used in the PO.
A PO issued as a blanket order can, at a maximum, cover only one years' worth of expenditures. Any request for an exception to this one year limitation must be submitted in writing to the applicable Ketjen procurement contact.
Ketjen may, in its discretion and on an exception basis, exempt certain services from the requirement to be associated with a PO.
Any questions related to a PO must be directed to the applicable Ketjen procurement contact that issued the PO.
The purchase prices listed in a PO issued by Ketjen will be net prices, which do not include value added taxes (“VAT”) or any other taxes that may apply. No prices higher than those stated in a PO are permitted to be invoiced unless the PO is amended accordingly in writing by Ketjen.
If Supplier wants to invoice for any goods or services that are not listed in a PO, Supplier must submit a written request for approval to the applicable Ketjen procurement contact. Such request must be accompanied by a detailed justification for, and cost estimate of, such additional goods or services. If Ketjen agrees with the request, an amended PO must be issued to specify any additional goods or services and any agreed costs related thereto; otherwise, Ketjen will not pay for any additional goods or services that are not listed in a PO.

3. INVOICING CHANNELS

Ketjen’s preferred method of invoice submission is through electronic means. Ketjen’s preferred method of submission for freight services invoices is via EDI Elemica. If a Supplier or Logistics Carrier has not enabled e-invoicing or has not been onboarded to Ketjen’s EDI protocols, the Supplier or Logistics Carrier shall submit to Ketjen a PDF formatted document issued to the applicable invoice submission e-mail address below:

BELGIUM

Bill-To Name: Ketjen Belgium SRL
VAT Number: BE0799.331.072
Bill-To-Address: Rue du Bosquet 9, Ottignies-Louvain-la-Neuve, Belgium, 1348
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

CANADA

Bill-To Name: Ketjen Canada Limited
VAT Number: Coming in December 2023
Bill-To-Address: 444 - 7th Avenue SW, Suite400, Calgary, Alberta, T2P0X8, Canada
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

CHINA-SHANGHAI

Bill-To Name: Ketjen Catalysts (Shanghai) Company Limited – 科琴催化剂（上海）有限公司
VAT Number: 91310115MACLFCCJ4P
Bill-To-Address: Room 14, Second Floor,Building 3,No. 39 JiaTai Road, Shanghai, China
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

CHINA-BEIJING

Bill-To Name: Ketjen Catalysts (Shanghai) Company Limited – 科琴催化剂（上海）有限公司
VAT Number: 91110105MACY411HXX
Bill-To-Address: Unit 06, Level 12, China World Office 1, No. 1 Jianguomenwai Avenue, Chaoyang District, Beijing, China
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

CHINA-DALIAN

Bill-To Name: Ketjen Catalysts (Shanghai) Company Limited – 科琴催化剂（上海）有限公司
VAT Number: 91210231MACXWKYH3U
Bill-To-Address: Room 902, Floor 23, Ruanjian East Road No.40, Shahekou District, Dalian, Liaoning Province
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

HUNGARY

Bill-To Name: Ketjen Hungary Limited Liability Company
VAT Number: 32189038-2-41
Bill-To-Address: Váci út 23-27., 1134 Budapest, Hungary
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

JAPAN

Bill-To Name: Ketjen Japan Godo Kaisha
VAT Number: T5010403029275
Bill-To-Address: 1-1, Akasaka 7-chome, Minato-ku, Tokyo, Japan
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

NETHERLANDS

Bill-To Name: Ketjen Netherlands B.V.
VAT Number: NL807679008B01
Bill-To-Address: Nieuwendammerkade 1-3,Amsterdam, Netherlands 1022 AB, Netherlands
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

SAUDI ARABIA

Bill-To Name: Albemarle Saudi Trading Company
VAT Number: 301254861200003
Bill-To-Address: Kawther Business Building, office 205, Al Mazaria (28th) Street, Al Aziziyah District, P.O. Box 52681, Dammam, Saudi Arabia 11573, Saudi Arabia
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

SINGAPORE

Bill-To Name: Albemarle Singapore Pte. Ltd.
VAT Number: 200801966R
Bill-To-Address: 30 Cecil Street, #28-05/08, Prudential Tower,Singapore, Singapore 049712, Singapore
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

SOUTH KOREA

Bill-To Name: Ketjen Korea Limited
VAT Number: 609-87-02941
Bill-To-Address: (Samseong-dong, TradeCenter), Room 602, 511, Yeongdong-daero, Gangnam-gu, Seoul, Korea, 06164
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

TAIWAN

Bill-To Name: Ketjen Taiwan Company Limited
VAT Number: 94187725
Bill-To-Address: 17 F.-1, No. 89, Songren Rd., Xinyi Dist, Taipei City, Taiwan, 110413
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

UAE

Bill-To Name: Ketjen Middle East Trading Company LLC
VAT Number: 100048998700003
Bill-To-Address: Cloud Spaces Town Square Yas Mall, Level 1, P.O. Box 35066, Abu Dhabi, United Arab Emirates
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

Bill-To Name: Ketjen Limited Liability Company
VAT Number: 88-4253232
Bill-To-Address: 13100 Space Center Blvd.,Suite 400, Houston, Texas, 77059, United States
Invoice Submission E-Mail: [email protected]
AP Contact Mail: [email protected]

4. INVOICE SUBMISSION

All invoices must include: a valid PO number or FO number; an invoice number; a date; a title labelling the document as an invoice (or credit memo if applicable); the identity of both parties to the transaction using their correct legal addresses; a description of the goods and/or services to which the invoice relates; accurate pricing and/or rates; the appropriate currency; and any applicable taxes.
Each invoice must be sent as an individual PDF file as an attachment to the e-mail transmission.
The invoice and all supporting documents for that invoice must be bundled as a single PDF file.
The invoice must be the first document in the PDF bundle.
One e-mail transmission is allowed to include a maximum of 10 attachments as 10 separate invoice documents.
Back-dated invoices will not be accepted.
Invoices with a future date will not be accepted.
Invoices must be sent to the applicable Ketjen e-mail address (see table above).
Ketjen’s address must be correctly stated on the invoice.
VAT registration numbers must be included in the invoice for any countries where legally required.
The currency used for the invoice must match the currency used in the PO.

Invoices submitted to Ketjen must comply with any requirements of applicable law regarding invoicing. Nothing in these Requirements will be construed as being inconsistent with any such applicable law.

5. ADDITIONAL REQUIREMENTS FOR FREIGHT SERVICES

In order for the freight invoice settlement process to properly initiate, prior to invoice submission Logistics Carriers must ensure that applicable milestones, such as Proof of Delivery (POD) or confirmation of departure, are updated via the designated connectivity channel either through the Elemica portal or other EDI.
No duplication of charge codes is allowed on EDI freight invoices. Logistics Carriers cannot send two or more identical charge codes on the same invoice.
All freight invoices must include a reference to an FO number in the format of 61XXXXXXXX or 62XXXXXXXX.
For Logistics Carriers providing road transportation, invoices must be submitted after: (i) the shipment has been delivered; and (ii) the Logistics Carrier has updated Ketjen via the applicable channel with proof of delivery (POD).
For Logistics Carriers providing ocean transportation, invoices must be submitted after: (i) the ship has sailed from the port of departure; and (ii) the Logistics Carrier has updated Ketjen via the applicable channel with confirmation the departure milestone has been satisfied.
Logistics Carriers cannot submit a single invoice for multiple FOs, with the exception of freight services occurring in Japan and/or Korea.
For non-standard accessorial charges, Logistics Carriers must, prior to invoice submission, provide supporting documentation to Ketjen for such charges and receive written approval from Ketjen for such charges. Supporting documentation for accessorial charges (such as Spot Rates, Chassis Renting, Trailer Rental/Spotting, Warehouse Storage, Cancellation/Layover Fees) must also be included as part of the invoice submission process and must be bundled as a single PDF file together with the invoice.
All invoices for FOs must indicate both the freight source location and destination location.
The applicable currency must be clearly stated on the invoice and must match the currency used in the FO (or other contract between Ketjen and the Logistics Carrier).

6. QUERY MANAGEMENT

Inquiries related to invoicing must be addressed directly to the Ketjen Accounts Payables Department through the applicable regional accounts payable e-mail address set forth in the table in Section 3 above. Inquiries submitted to the e-mail addresses of individual Ketjen employees are not monitored for such purpose and will not be acted upon.

Inquiries related to account statements have to be submitted as Excel - xls/xlsx files to the applicable regional accounts payable e-mail address, otherwise, they will not be processed.

If a freight invoice is rejected, please read the entire rejection e-mail in which Ketjen will provide a reason for the rejection, and the necessary steps required for resolution. If a freight invoice was rejected during a freight audit, the Ketjen Freight Settlement Team will provide instructions in the rejection e-mail regarding how to resolve the issue.

7. PAYMENT

Ketjen pays invoices on the 2nd and 15th of each month (each a “Payment Cycle Date”). Accurate and complete invoices properly submitted in accordance with these Requirements will be paid on the Payment Cycle Date immediately following the applicable payment due date of the subject invoice. If a Payment Cycle Date falls on a public holiday or a weekend, payment will be made on the next business day.

Unless otherwise specified in a contract with Ketjen (or otherwise mutually agreed by the parties in writing), the default payment timeline is 60 days after receiving an accurate and complete invoice.

Ketjen pays invoices via wire transfer unless Ketjen authorizes in writing a different payment method. All invoices issued to Ketjen must list the payee’s bank account information to which a wire transfer payment can be made.

Further requirements related to the payment process are as follows:

Ketjen will issue a remittance advice in conjunction with the submission of a payment. Remittance advices will be sent to the e-mail address specified in the invoice, or to the contact e-mail address Ketjen has on file for the applicable Supplier or Logistics Carrier.
Any changes to contact or banking details for a Supplier or Logistics Carrier shall be submitted to Ketjen through the applicable regional accounts payable e-mail address set forth in the table in Section 3 above.
If a Supplier or Logistics Carrier requests a change to its bank account information, Ketjen may require proof of the authenticity of such change before Ketjen will carry out the change when making payments.

8. REFERENCE IN OTHER DOCUMENTS

If these Requirements are referred to in, or a link to these Requirements is included in, another document then these Requirements will be deemed to be incorporated by reference into that document.