myBuy (GEP SMART)
About the myBuy GEP SMART Portal (for indirect procurement suppliers)
Using myBuy GEP SMART comes with several benefits for us and for our suppliers.
It’s easier to do business with us. Suppliers will be able to manage supplier profile information, view and acknowledge purchase orders or participate in requests for quote, and create / send documents online
This digital transformation enables real-time invoice status monitoring, improved accuracy of orders and a historical view of transactions with Roche / Genentech
The usage of myBuy GEP SMART is free of charge
Yes, myBuy GEP SMART is free of charge for all suppliers, irrespective of the amount of their yearly electronic document exchange.
Genentech has already transitioned to myBuy GEP SMART. Roche and its affiliates are in the process of transitioning. If you work with Roche (or any of its affiliates) and Genentech, you may see orders from both Roche and Genentech in the portal.
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 indirect procurement by Roche. Direct materials procurement will continue to occur in other systems. That means suppliers who provide both indirect and direct procurement goods and services may receive POs from multiple platforms. For example, suppliers who provide direct materials will continue to receive POs through SAP / Ariba Network, while indirect goods / services POs would come from myBuy GEP SMART.
No, Roche Diabetes care will not transition to myBuy GEP SMART. They will continue using their existing procurement platform.
No. If you are also a Roche Diagnostics Customer, there is no change to the way you currently place orders with Roche Diagnostics for goods and / or services.
No, the new portal will not apply to you. You can disregard any communications you may receive by clicking unsubscribe at the bottom of the email.
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 invoicing for goods or services Roche may purchase from you.
Yes, if they are actively involved with Roche purchase activity, they will need user credentials to be able to log into myBuy GEP SMART.
Each login credential is tied to an individual. Each contact added will have to define their own username and password to access myBuy GEP SMART. We do not recommend sharing credentials. However, you can also register with a group email address, and each of your colleagues on the distribution list will have access to the same set of login credentials.
Yes. All suppliers will either be invited by email to register for myBuy GEP SMART, or will receive the registration link with the first Purchase Order, or Quick Quote Sourcing Event Notification.
If you have not already received an email with a registration link, please contact support@gep.com and they will send a registration email with the unique link you need to create your user credentials.
Send an email to support@gep.com to delete your ID and then create a new one.
About Your Supplier Profile
Suppliers can update many elements of their myBuy GEP SMART 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 myBuy GEP SMART 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.
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.
It is possible to define both billing and ordering contacts (e.g. individuals who handle contracts or responding to RFPs) within your myBuy GEP SMART supplier profile. You will need to send a registration email to any newly-added contacts so that they can use the unique link to set up their own user credentials. Please find the detailed description of the process . here
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.
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.
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.
About Purchase Orders & Invoicing
The Purchasing module only becomes visible in the myBuy GEP SMART portal once Roche or Genentech places an order with your company. When you receive that first order, you’ll see the Purchasing module at the top of the screen.
Currently, the myBuy GEP SMART 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.
All orders generated in myBuy GEP SMART will begin with the letter “P” and are followed by nine numbers. For example, P000123456.
Since the order was received from a legacy system, please follow whatever steps / process you have previously followed to create and submit that change request. If you receive an order in myBuy GEP SMART that needs a change request, please see the quick help guide on how to create a change request (available on the dedicated Roche website ).
Yes, you will receive a notification if there is a problem with an invoice you submit for payment so that you can correct the issue. You can find a guide on the Roche webpage which explains what corrective actions are required for each error message you might encounter.
No, existing orders will not automatically be transferred to myBuy GEP SMART. Please reach out to your Roche Buyer contact for further details.
Yes, you will have to acknowledge the order before you can create an invoice from that order. The order must be in Supplier Acknowledged status.
We are not currently able to accept non-PO invoices using the myBuy GEP SMART portal. These should be submitted via email or postal mail. Please reach out to the responsible Roche Accounts Payable Team in order to have your non-PO invoice processed manually.
If an integrated supplier logs in to see the documents transacted through cXML, they will look the same as portal POs and invoices.
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 myBuy GEP SMART.
No, you will not receive an email notification. Rather, you will be able to see the status of your invoices on the portal. The only instance when an email will be sent is if Roche cancels or returns an invoice.
Invoices are paid according to the terms negotiated with your company and are based on the date the invoice is submitted in myBuy GEP SMART, not the date that the supplier may enter as the date of their invoice, or the date that may be on any attachment they include.
Yes, invoice status is shown in real time and is continually updated.
No, the original invoice is expected to be generated via the myBuy GEP SMART portal. Supporting attachments providing further details on the invoiced service or material can be provided to support the review and approval process of the invoice and with that enable timely payment.
After myBuy GEP SMART is fully rolled out by the Roche affiliate you are doing business with, you are expected to create and post your invoices through myBuy GEP SMART. If you have trouble uploading your invoices, please contact support@gep.com. Manual invoice processing of PDF documents is possible in exceptional cases only (e.g. supplier cannot upload invoices).
No. It is sufficient and preferred that you upload your invoices to the myBuy GEP SMART portal. Once submitted electronically, please do not send your invoices via email. Our ERP system will recognize that as a duplicate invoice scenario, and processing will be delayed while the issue is resolved.
Yes. From the Invoice module dashboard, click the Export icon.
Purchase Order Migration
The remaining balance will be migrated. If you are registered on myBuy GEP SMART, our supplier portal, you can see the legacy value for each line in the migrated order.
Yes, there is a different numbering scheme used by myBuy GEP SMART. myBuy GEP SMART orders start with a P, followed by a series of numbers. For example, P00001234. Change orders will have additional numbers after the purchase order number (for example, -001 or -002). Migrated purchase orders will have a reference to the old order number in the Order Name field.
No, there should be no system notifications that were triggered by the migration.
Only the remaining balance will be migrated, so you will see that balance in the Line Total field if you are registered on myBuy GEP SMART.
You can submit invoices through the myBuy GEP SMART portal.
If you submit an invoice via postal mail or email using the old purchase order number, the invoice will not be rejected. The Accounts Payable Team will post the invoice to the new purchase order number. If you submit an invoice against a migrated purchase order in myBuy GEP SMART, you will be creating the invoice against the new purchase order and the new number will be used.
For further information about your migrated purchase orders, reach out to your Roche order contact.