Invoicing Guide - New Co.

This guide highlights rules relevant to settling payables invoiced to Ketjen. Ketjen’s Accounts Payables department will enforce compliance with the rules set forth in this document. 

1. NO PO – No Pay

All payables invoices issued to Ketjen have to be marked with a Purchase Order (PO) number. PO-s are issued by Ketjen Buyers and are provided to the Ketjen supplier partner (a “Partner”) during the purchasing process; this process must precede any invoice issued to Ketjen. All Partners issuing invoices must identify the PO number on their invoice as follows:

  • All Partners providing a freight service must quote a PO number beginning with a “6”: 
    Example:  6XXXXXXXXXX (10 digits)
  • All Partners providing any goods or service other than freight must quote a PO number beginning with an “8”: 
    Example:  8XXXXXXXXXX (10 digits)

Important notes about the PO process:

  • PO line details must match with the billed invoice lines on the invoice image
  • A PO issued as a blanket order can, at a maximum, cover 1 year’s worth of expenditures; any PO term beyond one (1) year is subject to review with the Ketjen procurement contact
  • Ketjen may, on an exception basis, accept PO exempt services; these PO exempt services are defined in Ketjen’s procurement policy.
  • Any question related to a PO must be directed to the procurement contact issuing the PO 

Any invoice submitted without a valid PO will be rejected and returned to the submitting Partner by Ketjen Accounts Payables.

2. INVOICING CHANNELS

The preferred method of invoice submission is through electronic means. In the event that the Partner has not enabled e-invoicing or has not been onboarded to the Ketjen Ariba EDI protocols, Ketjen prefers to receive a PDF formatted document issued to the invoice submission e-mail addresses 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 76, Budapest, Hungary, 1133, 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]

  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]

  US            

  • 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]

3. INVOICE SUBMISSION

  • All payables statutory legal criteria must be met, including mandatory invoice elements such as: labelling invoices with invoice numbers, dates, labelling the document issued as an invoice (or credit memo), identifying both transacting partners by their correct legal address, describing the subject of the payables transaction with assigning the right value, currency and taxation applicability for the document totals
  • Each invoice must be sent as an individual PDF file as an attachment
  • Invoice supporting documents must be bundled as one file together with the invoice image 
  • The invoice image must be the first page in the PDF bundle
  • One e-mail transmission is allowed to have a maximum of 10 attachments as 10 separate invoice documents
  • Back-dated invoices are not accepted
  • Invoices with future dates are not accepted
  • Invoices must be sent through the dedicated company e-mail addresses (see above)
  • Ketjen’s address must be correctly stated on the invoice
  • VAT registration numbers must be added to the invoice image for all countries where legally required
  • Currency assignment must be clear on the invoice & must match the currency of the PO

Non-compliance with the rules above will result in the subject invoice being sent through rejection protocols by the Ketjen Accounts Payables department.

4. QUERY MANAGEMENT

Inquiries related to invoicing must be addressed directly to Ketjen Accounts Payables through the regional query e-mail addresses set forth in the previous section *Section 2. Table. Queries are actioned within maximum 3 working days. Inquiries submitted to personal mailboxes of Ketjen’s employees are not monitored and will not be acted upon within the Ketjen Accounts Payables framework.

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

5. PAYMENT

Ketjen pays invoices on the 2nd and 15th of each month (each a “Payment Cycle Date”).  Partner’s properly submitted invoices will be paid on the Payment Cycle Date immediately following the applicable payment due date of the subject invoice.  If these dates fall on public holiday or weekend, payment will be made on the next working day.

Unless stated in contract or service agreement (or agreed on during the Purchase Order process – see Purchase Order form issued by Ketjen), the default payment baseline is 60 days from issuing the invoice, in addition to the proxy rule clarified above.

Ketjen Accounts Payables prefers to pay invoices via wire transfer.  If possible, all invoices issued to Ketjen should list the payee’s bank account information to which the wire transfer will be made.   Any other payment method (such as check, direct debit) is discouraged and will be subject to an exception-based process.

Important notes about the payment process:

  • The Ketjen Accounts Payables department issues a remittance advice related to a payment being made.  Remittances are sent to the contact e-mail address specified on Ketjen’s Partner register.
  • The Ketjen Accounts Payables department requires contact or banking details changes to be submitted through the query addresses specified in the section above.
  • Any bank account change requires proof on authenticity of the bank account change request for the Ketjen Accounts Payables to carry out the requested master data change.