How will you be impacted when ordering goods from Ciba sites where the new processes and SAP R/3 system have been implemented?

Our first and foremost priority is to maintain the high service level you are used to. We will do everything possible to ensure a smooth transition and continuity of business operations during the implementation. Nevertheless, you will begin noticing some changes when purchasing from Ciba sites that have already implemented the new processes and SAP R/3 system:

Change in customer, invoice and product numbering
Format changes of various forms
Enhanced e-business functionality

New numbering

• Customer numbering
  Customer numbers will have 8digits instead of 6digits. The numbering will start with the figures“11” (example:11004621). This change is necessary due to the different system structure in SAP.
  
  
• Invoice numbering
  Invoice numbers will change depending on the legal requirement of the country where the customer is located. However, the maximum extent of digits for invoice numbers will be 16.
  
  
• Product numbers
  Product numbers will have 13digits instead of 9digits. These new product numbers will be globally harmonized. During the transition period, our Customer Service will be able to convert between old and new numbers.

Format changes of various forms

You will notice a change in design (look and feel) to several of our forms as they will be standardized worldwide. The new format will make the forms easier to read and understand.

• Invoices
  The format will be standardized for all Ciba sites around the world with limited variations, as needed, to meet local fiscal requirements. One major benefit will be the clarity on pricing including discounts and surcharges applied to the header or order line level.
  
  
• Material Safety Data Sheets
  With this business transformation initiative we are also taking steps to improve the alignment of our MSDSs. The layout as well as the phraseology of our MSDSs will be standardized worldwide – which will make them easier to understand.  The change to the new layout will be phased within the course of the implementation along with the following key legal initiatives:
     ○ REACH (Registration, Evaluation and Authorization of Chemicals)
     ○ GHS (Global Harmonization System)
  
  Please view here the new MSDS layout (European example).
  
  
• Labels
  Our new ERP system will create a common platform for label generation. With this improvement, you may see some format and content changes. Product labels will be based on a common template that will, with some minor local variations, provide consistency both in appearance and content.  In addition, critical data elements will have standard bar codes to allow faster and more accurate data collection.
  
  
• Forwarding instructions
  Forwarding instructions will be standardized for all Ciba products and customers around the world. They will contain all information required for forwarders to transport the goods safely to you (for example, dangerous goods and packaging information). The forms will also act as a proof of delivery and will require both, the signature of the driver and you, on the forms.
  
  
• Order confirmations
  Order confirmations will contain the necessary information, such as your Purchase Order Number, the Ciba contact person, transport mode, payment terms and terms of delivery. The unit price, your requested delivery date and our estimated delivery date will also be shown at line level for easy referencing. These will be easier to read, while being similar in format to other new Ciba documents.

Enhanced e-business functionalities

Our current e-services offering – that is, system-to-system connectivity through ELEMICA as well as the mybusiness@cibasc application suite offered via our corporate web portal - will continue to be available once SAP has been implemented in the countries you are purchasing from.

The on-line ordering application will display new screens – which will require minimal effort to adapt. This application will also offer new functionalities such as access to real-time information concerning material availability. Furthermore, you will be able to change an order and to create re-usable order templates for all products you usually buy; this will speed up the ordering process. Finally, next to the sales orders, you will have the possibility to retrieve other document types such as invoices.

Customers affected by these changes will be informed in more detail by e‑mail.