Process for PDF invoice submission

To obtain the current status of your invoice at any time, contact us at supplier.invoice.automation@lonza.com to register for access to the supplier portal.

How do I submit PDF invoices to Lonza?

We use an automated solution for vendors to submit invoices in PDF format via email directly to Accounts Payable. This process brings several advantages:

• Faster invoice process and more secure delivery of invoices
• Reduced negative environmental impact
• Reduced cost for enveloping, postage and mailing
• Receipt confirmation for submitted invoices

What are the requirements for the Automated Solution?

• Invoice must be in PDF format. No other format is accepted.
• Only one invoice per PDF document is allowed. Multiple PDF documents can be included in one email, and each PDF document will be processed as one invoice.
• Attachments/back-up material must be included in the same PDF document as the invoice.
• Email must contain a PDF invoice; otherwise, the email will be rejected.
• Email including all attachments cannot exceed 25MB.
• PDF document cannot contain any kind of encryption features.
• Any other communication such as account queries, etc. sent to the automated solution email addresses will not be read.

Frequently Asked Questions

“Which email address should I use to submit invoices to Lonza in PDF?”

• See the email addresses below to use for Lonza. If you are working with our multiple locations, invoices have to be submitted to the email address for the corresponding location.

“I am submitting invoices by post and cannot comply with Lonza requirements. Will my invoice be rejected?”

• No, you can submit your invoices by post if you are unable to comply with our requirements. However, we encourage you to review the benefits of submitting your invoices in PDF.

“I am submitting invoices directly to my Lonza contact; can I put him/her in CC of the email instead?”

• Yes, you can.

“I am submitting invoices with attachments required by Lonza. What should I do?

• Attachments/back-up material must be included in the same PDF document as the invoice. Alternatively, you can submit the required documentation separately directly to your Lonza contact.

“How do I know if invoices have been accepted or rejected?”

• You will receive a confirmation email stating if your invoice has been accepted for further processing. If you do not comply with our PDF requirements, a rejection email will be automatically sent to you.

“Shall I still send invoices by post if I submit by email?”

• No, invoices should only be sent by email OR by post. Invoices sent by both, email and post, will cause delays in processing and payment of your invoice.

Email addresses to use to send PDF invoices to Lonza

Above email addresses are for submission of invoices only. If you have queries regarding your invoice status, statements or reminders, use already communicated channels to contact Lonza.

When issuing invoices, advance payments, down payments, partial invoices, invoices on account and final invoices, documents must be clearly marked as such.

For advance payments include what percentage is being paid down. The final invoice must state the total amount of the order minus the partial or advance payment(s) already made.

What information is required on invoices to Lonza?

Below requirements are mandatory and must be included on your invoices. Failure to comply with these requirements may result in rejection of your invoice and/or late payment.

• Name and Address of the company providing services/goods
• Name and Address of the Lonza location receiving services/goods
• Lonza’s Purchase Order* number of the service/goods recipient
• Quantity and description of the delivered products or type and scope of the service
• Net Amount including Currency
• If applicable Net Amounts broken down by tax rates, the tax amounts due on these amounts and Gross Amounts
• Date of Issue/Invoice Date
• A unique Invoice Number
• Tax number or VAT identification number
• Bank details and terms of payment
• All information must be legible and not hand-written

* Note:

• Purchase Order documentation contains all relevant information
• Only one Purchase Order per invoice
• PO Line Item Number printed on invoice
• If the deliveries/service is accepted by Lonza without a purchase order number, the invoice must include first name and surname of the Lonza employee who placed the order