Notice of changes due to an upcoming financial system upgrade

We are excited to announce a significant upgrade to our financial system by transitioning to SAP S/4HANA in October 2024. This upgrade will bring numerous benefits to our operations, enabling us to serve you better. However, we want to inform you about the upcoming changes and challenges you may experience during this transition. The upgrade to SAP S/4HANA will require us to suspend some of our financial system functions temporarily. We will make every effort to minimize any inconvenience caused and ensure a smooth transition.

To enable a smooth transition, we would like to share the below overview of the changes you may experience during the transition period and following the upgrade. We recommend that you review this information and make any necessary updates.

1. You may experience delays in our invoice creation during the system migration from 4 October to 7 October 2024: Please note that as of 8 October 2024 customers will notice a change in invoice and credit notes layout, however, all the required standard information will be present. In case of urgent invoice requests, we kindly ask you to get in touch with your regular contact person.
2. There will be a change in the format of our invoice templates (PDF) effective 8 October 2024: Customers may need to make changes to the system setup or to the EDI setup to receive and handle the changed invoice PDF template. As a Danish company, Maersk must comply with the Danish tax legislation and potentially tax legislation in other countries where Maersk supplies its services. This means that one invoice may have to comply with tax and invoice rules in more than one country. To provide you with the necessary details, invoices can include more than one tax line item on the invoice.

Additionally, the invoice changes will include a tax specification table at the end of the invoice specifying tax information for all relevant countries to comply with all our reporting obligations across countries.

To enable a smooth transition, please click below the template links and refer to the changes highlighted in the invoices. Please note that, depending on your local requirements, the invoices may look different.

3. All customers currently receiving EDI/ E-Mail will notice a name change on a few of their invoice type descriptions effective 8 October 2024: Please review the changes listed below and ensure that this information is passed to your Information Technology team (IT), Integration team, or third-party vendor to ensure that they are aligned with these changes.

Further, note that due to the local tax or audit requirements underneath South Africa, Ghana, Sierra Leone, Mauritius, Papua New Guinea, Philippines, Thailand, and Costa Rica will have specific invoice title changes and the details will be circulated through separate advisories.

4. Change in invoice lead time and alignment on the rate of exchange: With this system upgrade, we are introducing a new solution instant invoicing for faster instant availability. With instant invoicing, you will receive the invoices instantly when all pre-conditions are met, and the rate of exchange (ROE) aligns with the invoicing date which gives a consistent experience. The rate of exchange (ROE) for freight invoices will align with the first invoice creation date, which will be utilised for subsequent, rebilled, or disputed invoices, providing a more consistent experience.
5. Notice of change in invoice documents received: Due to regulatory invoicing requirements across countries, customers may notice changes in invoice documents received. The credit note will cover any negative billable items (SPOT compensation fee), while the debit note will cover any positive billable items (Basic Ocean Freight (BAS), Bunker Adjustment Factor (BAF), Terminal Handling Fees, Documentation Fees, etc.).

If you have questions about the above, please contact your regular contact person. We would also like to encourage you to be proactive in preparing for the transition.

Please note that the dates mentioned in this advisory are related to the upcoming system Go-Live. Our teams are dedicated to making this transition as smooth as possible for the parties involved. We will keep you informed about any updates or changes related to the upgrade.

We appreciate your patience and understanding as we work to improve our financial system to better serve you.

This information is relevant for customers in the following countries:

Asia Pacific: Indonesia, Papua New Guinea, Philippines, and Thailand

Europe: Iceland and Morocco,

North America: Mexico

Latin America: Antigua and Barbuda, Netherlands Antilles, Argentina, Aruba, Barbados, Bolivia, Brazil, Bahamas, Belize, Chile, Colombia, Costa Rica, Cuba, Curaçao, Dominican Republic, Ecuador, Grenada, Guatemala, Guyana, Honduras, Haiti, Jamaica, Saint Lucia, Nicaragua, Panama, Peru, Puerto Rico, Paraguay, Suriname, El Salvador, Trinidad and Tobago, Uruguay, Venezuela, and British Virgin Islands.

India, Middle East and Africa: Afghanistan, Angola, Burkina Faso, Benin, Botswana, Congo, The Democratic Republic of the Congo, Côte d'Ivoire, Cameroon, Cape Verde, Djibouti, Ethiopia, Gabon, Ghana, Gambia, Guinea, Guinea-Bissau, Kenya, Liberia, Lesotho, Madagascar, Mali, Mauritania, Mauritius, Malawi, Mozambique, Namibia, Niger, Nigeria, Pakistan, Rwanda, Seychelles, Sudan, Sierra Leone, Senegal, Somalia, Eswatini, Togo, Tanzania, Uganda, South Africa, Zambia, and Zimbabwe.