iCollab (GEP NEXXE)
About the iCollab GEP NEXXE Portal (for direct procurement suppliers)
GEP NEXXE is a Supplier & Supply Chain Collaboration platform between Roche and its Direct Material Suppliers and Contract Manufacturing Organizations (CMOs).
Direct suppliers provide procurement goods, equipment and services used in the manufacture of Roche products. Indirect suppliers provide everything else Roche may purchase from our suppliers. Suppliers may:
Provide direct goods and services
Provide indirect goods and services
Provide both direct and indirect goods and services
The supplier portal is used for direct procurement by Roche. Indirect materials procurement will occur in myBuy GEP SMART. That means suppliers who provide both indirect and direct procurement goods and services may receive POs from both GEP NEXXE and GEP SMART. GEP NEXXE and GEP SMART are two different modules of the same system called GEP Business Network.
GEP NEXXE is one single Supply Chain Collaboration platform with real-time information, automated data flows and increased transparency, thus reducing the number of manual interfaces, enabling effective ways of working and an improved collaboration. The benefits of GEP NEXXE are:
Digitizing collaboration management with third parties
Operational process efficiency (exception-based management & automatization)
Working capital reduction by inventory optimization (VMI, JIT, Safety stock, MTO)
Standardizing supplier communication and transactional transparency
Yes, GEP NEXXE is free of charge for all suppliers, irrespective of the amount of their yearly electronic document exchange or the functionalities they utilize.
Yes, both Roche and Genentech are affected with the transition to GEP NEXXE.
All Roche Pharma, Roche Diagnostics, Genentech and Chugai entities will eventually be affected. GEP NEXXE is being deployed globally. The transition takes place in multiple phases.
Suppliers can utilize the Forecast and Advanced Shipping Notification (ASN) functionalities in GEP NEXXE already. However, please be aware that invoicing is not within the current scope of this collaboration.
Customer Service Representatives (CSRs) and Sales Managers.
Due to our modernization initiatives, GEP NEXXE will be the only option to receive direct material purchase orders from Roche. Indirect material and service purchase orders will be issued through GEP SMART. In case you do not have a live account on GEP Business Network (NEXXE or SMART), for each issued purchase order you will receive an email containing purchase order information.
Electronic invoicing through GEP NEXXE is not covered by the current scope. The invoicing process remains the same for now. Once the electronic invoicing functionality is implemented in GEP NEXXE, you will receive a notification with further information.
Supplier registration
Suppliers may add any individual from their company they wish as a contact in the supplier profile. At a minimum, we recommend including the individual(s) from your company who are involved in order processing and forecast collaboration with Roche. Please note that all registered users must complete the corresponding GEP NEXXE training before they can start using the platform.
Through the training, there will be comprehensive coverage of the supplier registration process. You will receive documentation containing detailed steps for the registration process.
Yes. All suppliers will be invited by email to register for GEP NEXXE. The invitation email will come from the following email address: global.mybuy@roche.com.
If you have not already received an email with a registration link, please contact support@gep.comand they will send a registration email with the unique link you need to create your user credentials.
Any supplier user who manages the purchase orders and delivery can register on the platform.
Yes, if they are actively involved with Roche purchase activity, they will need user credentials to be able to log into GEP NEXXE.
The number of supplier users who can register is not limited.
Each login credential is tied to an individual. Each contact added will have to define their own username and password to access GEP NEXXE. We do not recommend sharing credentials. However, you can also register with a group email address, in which case each of your colleagues on the distribution list will have access to the same set of login credentials.
Supplier profile management
Suppliers can update many elements of their GEP NEXXE supplier profile, including:
Basic Information - Upload company logo, update supplier legal name
Certificates - Upload relevant certificates
Diversity Status - Indicate diversity status
Contact Details - Add new or edit existing company contacts, choose or change primary contact
Location Information - Choose or make changes to Ordering Manager field, select a default bank account by location
Banking Details - Add or change banking details
Marketing Information - Add or change website and social media information
When requesting changes, keep in mind:
All changes to your supplier profile start with a change request
Once a change request is submitted, it will be routed for approval by Roche
No other change requests can be submitted until the initial request has been approved or rejected
We recommend not submitting large change requests – break them up in sections
Adding or editing location information or type, changes to your legal company name and identification details, payment terms must be requested from Roche. In order to initiate any of these changes, please reach out to your Roche Buyer Contact. Additionally, please don’t make any changes to the transaction type or engagement model section.
The Primary Contact is the one point of contact who will be notified for all actions connected to the company profile. This means they will receive all GEP NEXXE emails and PO notifications (if an Ordering Manager has not been set up) from Roche. You can designate the Primary Contact in your supplier profile.
The current Primary Contact is shown with a blue icon next to the contact name. If you want the PO notifications to go to someone else, you can mark that individual as the Ordering Manager. You can also set up a contact with a group email address, and designate that group as the Primary Contact.
No. Since you have one supplier profile on GEP Business Network that covers both the GEP SMART and GEP NEXXE modules, the same pieces of supplier profile information (including contact information) will be used for your GEP NEXXE (direct) and GEP SMART (indirect) transactions.
You will be able to designate one Ordering Manager for each of your locations. The Ordering Manager is the one person responsible for all aspects of order processing for the assigned location. If more than one person at a location needs to receive order notifications, a general email address can be used that all of those people have access to.
There is not a way to initiate a delegation of contacts if someone is currently identified as the primary contact for your company or an Ordering Manager for a specific location. You would need to initiate a change request and make the change to the profile. Then, initiate another change request to return to the original contacts set prior to the change.
Yes, you can delete a contact from your supplier profile. However, if they are designated as your Primary Contact, you will first need to define a new Primary Contact before you can delete them. In case you need assistance, please send an email to support@gep.com.
You will need to register for each entity, however you will be able to link them all together, so you can see them all in one place.
PO collaboration
The SC Order Collaboration module only becomes visible in the GEP NEXXE portal once Roche or Genentech places an order with your company. When you receive that first order, you’ll see the SC Order Collaboration module at the top of the screen.
Since GEP SMART and GEP NEXXE are two different modules of the same Business Network, suppliers use the same supplier profile to manage both their indirect and direct transactions. Indirect and direct purchase orders have different PO formats:
indirect POs start with letter “P” followed by 9 digits (e.g. P000012345), while
direct POs consist of 10 digits (all numericals).
If you have different persons managing your indirect and direct orders, we suggest that you set up a contact with a group email address, and designate that group as the Primary Contact so that everyone on the distribution list will receive the notifications.
Currently, the GEP NEXXE system will send orders to the Primary Contact if an Ordering Manager has not been selected. Ordering Managers are set up by location. When an Ordering Manager is selected for a location, he or she will receive order notifications. Please only select one Ordering Manager per location.
There is a push notification in the portal and an automatic email to the Primary Contact or Ordering Manager is triggered. There is no push notification through the browser outside the portal.
Yes, all incoming new documents and requests trigger an email notification to the Primary Contact or the Ordering Manager
Promise date is the delivery date.
Yes, a copy of the PO is emailed by GEP NEXXE at the time of issuance.
Yes, a link to the specifications can be found in the PO. However, global purchasing specifications will not have a link for viewing, instead, the global specification code is mentioned in the PO.
Yes, either through the email notification or via the download functionality in the portal.
You will receive an email notification from GEP NEXXE once a new PO has been issued.
For PO confirmations, it is expected that the supplier performs PO confirmations on the portal once the quantity, delivery date and price are approved. For ASN (Advanced Shipping Notice), it is expected that the supplier attaches Packing list, CoA and BoL.
Yes, you have to acknowledge each new order issued through GEP NEXXE.
Yes, the two different terms refer to the same process.
Yes, you must log into GEP NEXXE to confirm the new purchase orders within 5 days of receipt.
Confirmation via email is not sufficient. You must log into GEP NEXXE to confirm your purchase orders.
In case you are portal enabled and do not have a B2B integration with GEP/Roche, purchase orders need to be accepted manually through the platform.
If an integrated supplier logs in to see the documents transacted through cXML, they will look the same as portal POs and invoices.
The copy of the purchase orders can be downloaded either through the email notification that the Primary Contact receives or via the download functionality on the GEP NEXXE portal.
Payment terms are negotiated at the master agreement, SOW, or contract level. Invoices will continue to be paid according to the terms negotiated.
No. Whichever payment method currently being used to pay you will remain in place. There is no change with GEP NEXXE.
For further information about your migrated purchase orders, reach out to your Roche order contact.
Advanced Shipping Notice (ASN)
Documents due at delivery would be expected to be uploaded in GEP. Any missing document would result in delay of delivery.
Either Date of Manufacturing or Date of Expiry is needed to create an ASN.
Yes, ASN is needed for all your GEP NEXXE Purchase Orders.
Shipment label requirement should remain as is.
Suspend function in ASN is only applicable in the case of any changes in the actual shipment/delivery.
Forecast collaboration
The forecast will be accessible for download within GEP.
Once a month.
To acknowledge the forecast, click on the Commit button. It is important to note that the forecast is not a legally binding commitment; rather, it is provided to enhance the supplier's visibility.
B2B Integration
There is a possibility after you go live on the portal. However, B2B integrations depend on GEP technology and your company's technology to be aligned. It requires technology resources and timelines to be maintained by Roche, GEP, and Supplier. Minimum of 50 POs a year are required for B2B integration.
You can seamlessly integrate the monthly forecast from GEP into your system.
The deployment of EDI is currently not available.
Support
For business related topics such as quantity, delivery date and price changes planners should be contacted. For any question or concern around the NEXXE portal, please send an email to: pharma.gepprojectsupport@roche.com
Training documents
Yes, suppliers will receive the supplier training documents from the clickmeeting once they attend any supplier training sessions.
Yes, after the training session, an email is sent to the suppliers containing the links to the recorded training material.
Support resources
Please use this email address to contact GEP Customer Support: support@gep.com
Call the number for your country
Europe: +420-225-986-501
Switzerland: +41-445859014
UK: +44-20-3478-6123
USA: +1-732-428-1578
Australia: +61-2-8518-1914
Asia: +91-22-6137-2148