Working with Purchase Orders

Transcription

1 Ariba Network Working with Purchase Orders Document Version: April 2013

2 Copyright Ariba, Inc. All rights reserved. This documentation, as well as the Ariba software and/or services described in it, contain proprietary information. They are provided under a license or other agreement containing restrictions on use and disclosure and are also protected by copyright, patent and/or other intellectual property laws. Except as permitted by such agreement, no part of the document may be reproduced or transmitted in any form by any means, electronic, mechanical or otherwise, without the prior written permission of Ariba, Inc. Ariba, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in the documentation. The information contained in the documentation is subject to change without notice. Ariba, the Ariba logo, AribaLIVE, SupplyWatch, Ariba.com, Ariba.com Network and Ariba Spend Management. Find it. Get it. Keep it. and PO-Flip are registered trademarks of Ariba, Inc. Ariba Procure-to-Pay, Ariba Buyer, Ariba eforms, Ariba PunchOut, Ariba Services Procurement, Ariba Travel and Expense, Ariba Procure-to-Order, Ariba Procurement Content, Ariba Sourcing, Ariba Savings and Pipeline Tracking, Ariba Category Management, Ariba Category Playbooks, Ariba StartSourcing, Ariba Spend Visibility, Ariba Analysis, Ariba Data Enrichment, Ariba Contract Management, Ariba Contract Compliance, Ariba Electronic Signatures, Ariba StartContracts, Ariba Invoice Management, Ariba Payment Management, Ariba Working Capital Management, Ariba Settlement, Ariba Supplier Information and Performance Management, Ariba Supplier Information Management, Ariba Discovery, Ariba Invoice Automation, Ariba PO Automation, Ariba Express Content, Ariba Ready, and Ariba LIVE are trademarks or service marks of Ariba, Inc. All other brand or product names may be trademarks or registered trademarks of their respective companies or organizations in the United States and/or other countries. Ariba Sourcing solutions (On Demand and software) are protected by one or more of the following patents, including without limitation: U.S. Patent Nos. 6,199,050; 6,216,114; 6,223,167; 6,230,146; 6,230,147; 6,285,989; 6,408,283; 6,499,018; 6,564,192; 6,871,191; 6,952,682; 7,010,511; 7,072,061; 7,130,815; 7,146,331; 7,152,043;7,225,152; 7,277,878; 7,249,085; 7,283,979; 7,283,980; 7,296,001; 7,346,574; 7,383,206; 7,395,238; 7,401,035; 7,407,035; 7,444,299; 7,483,852; 7,499,876; 7,536,362; 7,558,746; 7,558,752; 7,571,137; 7,599,878; 7,634,439; 7,657,461; and 7,693,747. Patents pending. Other Ariba product solutions are protected by one or more of the following patents: U.S. Patent Nos. 6,199,050, 6,216,114, 6,223,167, 6,230,146, 6,230,147, 6,285,989, 6,408,283, 6,499,018, 6,564,192, 6,584,451, 6,606,603, 6,714,939, 6,871,191, 6,952,682, 7,010,511, 7,047,318, 7,072,061, 7,084,998; 7,117,165; 7,225,145; 7,324,936; and 7,536,362. Patents pending. Certain Ariba products may include third party software or other intellectual property licensed from a third party. For information regarding software or other intellectual property licensed from a third party, go to

3 Table of Contents About Working with Purchase Orders...4 Overview....4 Prerequisites...5 Helpful Hints....6 Related Topics....8 Searching Purchase Orders...9 About This Topic....9 How To Next Steps...12 Helpful Hints Search Filter Fields...13 Viewing Purchase Orders and Status Information About This Topic How To Next Steps...19 Helpful Hints Purchase Order Status Information Confirming Purchase Orders...22 About This Topic Prerequisites...22 Limitations...23 How To Next Steps...26 Helpful Hints Creating Ship Notices...27 About This Topic Prerequisites...27 Limitations...27 How To Next Steps...31 Helpful Hints Data Entry Fields on Ship Notices...32 Troubleshooting Purchase Orders...34 About This Topic HowTo...34 Helpful Hints Working with Purchase Orders iii

4 About Working with Purchase Orders Overview on page 4 Prerequisites on page 5 Helpful Hints on page 6 Related Topics on page 8 Overview A purchase order is a customer request for products or services. Your customer s procurement application assigns a unique number to each purchase order it generates. Ariba Network tracks transactions by these assigned numbers. Ariba Network supports several types of information in purchase orders: Material items, such as raw materials or furniture. General service items, such as janitorial services. Labor service items, such as contract labor. Travel and expense items, such as airline flights or car rentals. Blanket purchase order items, such as any frequently purchased items or services. Total Landed Cost details, such as allowances and freight charges. Typical catalog-based purchase order life cycle Purchase orders can include catalog or non-catalog items. The following is a typical life cycle for catalog-based purchase orders: 1 You create catalog files that describe products and services. 2 You upload these catalog files on Ariba Network. Once these catalogs are validated, you publish them to customers. 3 Ariba Network notifies the buying organization by that new catalogs are available. 4 Buying organizations download and approve catalogs for use with their procurement application. 5 Users in the buying organization browse the catalogs for products and services and initiate purchase requisitions, which are routed through their organizations for approval. 6 Upon approval, the procurement application automatically sends purchase orders in cxml format to Ariba Network. Working with Purchase Orders 4

5 About Working with Purchase Orders 7 Ariba Network sends the purchase orders to your account where you can view them in your online Inbox and process them. Purchase order routing options When a customer sends their purchase orders to you through the Ariba Network, you have various options to receive them: All purchase orders are always available in the Inbox (Online Inbox) in your Ariba Network account even if your account is configured for additional routing methods. In addition to reviewing your purchase orders in the Inbox, you can route them to an account or fax machine. If you are using an order fulfillment system that can be integrated with Ariba Network, you can configure your account to send purchase orders to your order fulfillment system via cxml or EDI. The following topics describe how you use the Online Inbox to search and view purchase orders, and create order confirmations and ship notices. For more information about configuring your order routing methods, see the topic Configuring Ariba Network Document Processing on the Administration tab in Help@Ariba. Prerequisites You must have the Inbox Access permission to view purchase orders and create order confirmation and ship notices. Contact your account administrator if you do not see the Inbox tab after logging into your account. Working with Purchase Orders 5

6 About Working with Purchase Orders Helpful Hints Document Retention Ariba Network automatically deletes purchase orders and their related documents when they are 18 months old. To retain orders longer than 18 months, you must subscribe to the Data Retention service. For more information on Ariba Services, see the topic Manage Service Subscriptions on the Administration tab in Legacy Purchase Orders Buying organizations transitioning to Ariba Network frequently have purchase orders that have been fulfilled but have not yet been invoiced. In that case, your customer might send you a legacy purchase order. Legacy purchase orders appear in your online Inbox and contain the comment, This purchase order has already been fulfilled. You can use a legacy purchase order to create a standard invoice through Ariba Network. For information on creating invoices, see the topic Creating and Managing Invoices. Language and Currency Support Your customers determine the language of the purchase order content, such as line item descriptions or comments. Purchase order section titles, messages, tool tips, hint text and field labels on the user interface are based on your web browser s language setting. If your web browser is configured for a language that is not supported in Ariba Network, the user interface is displayed in English. Ariba Network does not perform currency conversion in purchase orders. All money amounts display in the currencies chosen by your customers. Credit Card Security Ariba Network prints only the last four digits of credit card and PCard numbers in fax and purchase orders. Ariba Network hides these numbers for increased security as suppliers using a fax or routing option will most likely have them on their files already. Ariba Network always passes full credit card and PCard numbers when routing purchase orders through cxml or EDI. When viewing purchase order in the Online Inbox, you can only view full credit card numbers if your account administrator has given you the permission to do so. Otherwise, credit card numbers are masked and only the last four digits are displayed. Advanced Pricing Details Your buyers can send you a purchase order containing items with advanced pricing details. For buyers to use advanced pricing details, you must upload a catalog containing items with the advanced pricing details. For more information on advanced pricing details, see the Ariba Catalog Format Reference Guide and cxml User s Guide in the Help@Ariba page. Working with Purchase Orders 6

7 About Working with Purchase Orders When a buyer sends a purchase order, blanket purchase order, or changed order containing line items that include advanced pricing details, you can view the line item's pricing details in these documents. The Pricing Details table displays the Price Details and Unit Details section for a line item. You can view the Unit Details section only when the unit of measure for the ordered item differs from the unit of measure for the price unit quantity specified or if the pricing is based on a different price unit quantity than 1. The advanced pricing details are also available when printing the purchase orders. If a change order is sent for a blanket purchase order, the changes are not highlighted for the line item in the Pricing Details table. The Change column displays Edited for the line item that changed. Note: Ariba Network does not support the advanced pricing details in Contracts. Total Landed Cost Total Landed Cost (TLC) refers to the total cost of the products in the purchase order along with the additional cost elements such as taxes, allowances, and charges. Purchase orders with total landed cost elements calculate and present the final amount payable by the buyer. TLC elements are applied at the individual line item level or at the header level of a purchase order. When a buyer sends a purchase order with total landed cost elements at the header or at the line item level, the total landed cost information is displayed to suppliers and buyers when viewing the purchase order page on the Ariba Network. Order Confirmation page displays the TLC information with modifications only if the order confirmation document is sent to Ariba Network through cxml. Working with Purchase Orders 7

8 About Working with Purchase Orders Related Topics Searching Purchase Orders on page 9 Viewing Purchase Orders and Status Information on page 14 Confirming Purchase Orders on page 22 Creating Ship Notices on page 27 Troubleshooting Purchase Orders on page 34 Working with Purchase Orders 8

9 Searching Purchase Orders About This Topic on page 9 How To... on page 9 Quickly search purchase orders using common search filters on page 9 Enhance searches using additional search filters on page 11 Organize search results on page 11 Next Steps on page 12 Search Filter Fields on page 13 About This Topic If you have many purchase orders in your Inbox, you might find it easier to search for individual orders or create a filtered list than to scroll through the entire list of purchase orders. You can perform the following searches: Quick searches using common search filters: Start your search using the Search content item on the Home dashboard to find documents using the most commonly used search filters (search by customer and/or order number and/or date range). Enhanced searches: The Inbox search allows you to use additional filters to refine and narrow your search. If you started your search on the Search content item on the Home dashboard, those search filters are carried over to the Inbox search for further refinement. How To... Quickly search purchase orders using common search filters on page 9 Enhance searches using additional search filters on page 11 Organize search results on page 11 Quickly search purchase orders using common search filters 1 Click the Home tab. 2 In the Search content item, click Purchase Orders (use the More... link if necessary) and do any of the following: Choose a customer from the Customer pull-down menu or enter the complete name or the first several letters if they are unique among your trading partners. The Customer text box is case-sensitive. Enter a purchase order number in the Order Number text box. Order numbers are case-sensitive, so DO123 is not the same as do123. If you know the exact order number, enter it in the text box and click Exact Match. Working with Purchase Orders 9

10 Searching Purchase Orders Choose a date range on which Ariba Network has received the purchase order. The options are Last 24 hours, Last 7 days, Last 14 days, and Last 31 days. Note: If you want to search for purchase orders that are older than 31 days, you must use the Inbox search. See Enhance searches using additional search filters on page 11 for details. 3 Click Search. Result The search results are displayed in the Inbox. The top part of the page is expanded to display additional search filters you can use to refine your search, which is particularly useful if the result list is very long. See Search Filter Fields on page 13 for a list and usage information of available filters. Working with Purchase Orders 10

11 Searching Purchase Orders Enhance searches using additional search filters 1 Click the Inbox tab. The Purchase Order page is displayed. 2 Click the expand arrow to open the Search Filters section. 3 If you are searching purchase orders that are older than 31 days, choose Date Range: Other and select a start and end date. You can either use the calendar icon, or you can enter a date into the Start Date and End Date text boxes using a valid date format for your locale, such as 9/1/2011 or 1 Sep Enter additional search criteria as needed to refine your search. See Search Filter Fields on page 13 for a list and usage information of available filters. 5 Click Search. If you want to undo your search and start again, you have the following options: Click Reset, which blanks out all search filters except the date range. Click the Inbox tab, which displays the Inbox in its original state using default values for the date range. Organize search results 1 Click any column heading link in the purchase order display table to sort the table by that column. 2 To change the column display and groupings, click the Table Options Menu icon at the top of the table. Working with Purchase Orders 11

12 Searching Purchase Orders a In the Show / Hide Columns section, click on the column you want to show or hide. Click More... if you want to change the display setting for more than one column. b In the Group by Column section, select how you want to group the results. Use the Grouping Expansion toggle to control your initial display. If you group your results you can then use the expansion triangle to expand or collapse the display per grouping. c Decide if you want to see the time in your date display, or the date only. 3 Hide purchase orders from your view. If you hide purchase order, you can find them using the Views -> All or Views -> Only hidden orders search filter. To hide purchase orders, click the last icon on the purchase order line or select the purchase orders you want to hide and click Hide at the bottom of the page. Next Steps In the Purchase Orders search results table, you can do any of the following: Click a link in the Order Number column to view the purchase order details. See Viewing Purchase Orders and Status Information on page 14 for more information. Select a purchase order and click Create at the bottom of the page to create an order confirmation, ship notice, or invoice, or hide the order from being displayed in the Inbox. If you hide an order, you can always unhide it. Or click the respective icons to create an order confirmation, ship notice or invoice. Hover over the icon to find out what action is associated with each icon. Use the Table Options Menu to export your search result to Microsoft Excel. See Confirming Purchase Orders on page 22 or Creating Ship Notices on page 27 to find out how to create order fulfillment documents, or see the Creating and Managing Invoices topics for information about the invoicing process. Helpful Hints Buyers have the option to not disclose the values for certain fields on blanket purchase orders (BPOs). Typically, these are amount-related fields such as Amount Available, Minimum and Maximum Amount, Price and Quantity. To search for BPOs that have masked values, enter the customer name or exact order number. If you search for purchase orders using the Maximum Amount and Minimum Amount fields, then orders with masked values are not listed in the search results. Working with Purchase Orders 12

13 Searching Purchase Orders Search Filter Fields Use these search filter to refine your search results when searching purchase orders in your Inbox: Use this field Customer Order Number To do this Search for a customer with which you have a trading relationship. Search by purchase order number. Purchase order numbers are case-sensitive. For example, DO123 is different from do123. Customer procurement applications assign order numbers. You can specify whether the number is a partial number or an exact number. Note: When you select Exact number, all hidden orders with this purchase order number are also displayed. Invoice Number Date Range Start Date End Date Min. Amount Max. Amount Contractor Purchase Order Status Routing Status Search only blanket purchase orders Views All All except hidden orders Only hidden orders Search by invoice number. Invoice numbers are case-sensitive; for example, Invoice numbers are case-sensitive. For example, INV123 is different from inv123. Search by the date on which Ariba Network received the purchase order. You can choose one of the following ranges from the pull-down menu: Last 24 hours, Last 7 days, Last 14 days, Last 31 days,orother. Use Other to search for orders that are older than 31 days. If you choose Other, you must specify the start date and end date of your search. Note that if you set your own date range, the range is limited to 14 days. Search by the date on which Ariba Network received the order. The maximum date range is 14 days. Search by the document s total amount. Do not enter currency symbols. To search above or below a given amount, enter only one amount. To search within a range, enter both amounts. Search by contractor or supplier name. Search by purchase order document status. For more information, see Purchase Order Status Information on page 20. Search by purchase order routing status. For more information, see Purchase Order Status Information on page 20. Search only for blanket purchase orders (BPOs). A BPO is identified in Ariba Network by the prefix BPO, for example BPO123. Search purchase orders choosing any of the options. Search for all orders, hidden orders, or all except hidden orders. Number of Results Request more than the default number of search results. By default, the search returns up to 100 records. Working with Purchase Orders 13

14 Viewing Purchase Orders and Status Information About This Topic on page 14 How To... on page 14 View purchase orders on page 15 View purchase order attachments on page 19 Helpful Hints on page 19 Purchase Order Status Information on page 20 About This Topic You view purchase orders, purchase order status information or changes to purchase orders in our Inbox. Each purchase order is identified by a unique number based on your customer and the purchase order number assigned by your customer s procurement application. Icons provide quick visual information on the order fulfillment status for each purchase order. The information available on the Purchase Order page depends on the purchase order type and your customer s procurement application and requirements; different customers may include different line item detail fields. For example, if you receive purchase orders for temporary labor, the details might include the Contractor Name, Starting Date and Ending Date for the service. How To... View purchase orders View purchase order attachments on page 19 Working with Purchase Orders 14

15 Viewing Purchase Orders and Status Information View purchase orders 1 Click the Inbox tab. Ariba Network displays a list of purchase orders using default filters. If you cannot find the purchase orders you are looking for, use the search filters to widen or narrow your search. 2 Review the order status and routing status information. See Purchase Order Status Information on page 20 for information about these fields. 3 Check the icons for information about the order fulfillment status. Gray Icons Colored Icons Icons show order confirmation, ship notice, and invoice were not sent. Last icon shows order is displayed in Inbox Icons show order confirmation, ship notice, and invoice were sent. Last icon shows order is not displayed in Inbox. Working with Purchase Orders 15

16 Viewing Purchase Orders and Status Information 4 Click on the Order Number link to display the purchase order. By default, Ariba Network hides purchase order line item details and shows item groups expanded. The View More and View Less links expand or hide lengthy comments and other information and the related documents links open related order confirmations and ship notices for the purchase order. Working with Purchase Orders 16

17 Viewing Purchase Orders and Status Information 5 To see line item details, perform one of the following actions: Click Show Item Details on the line item table to show details for all individual and grouped line items at once. Click the table menu and select or deselect item detail types to show or hide them in the detail display: Click the Details link for a specific line item to show only its details. 6 To hide previously displayed item details, perform one of the following actions: Click Hide Item Details on the line item table to hide details for all individual and grouped line items at once. Click the Summary link for a specific line item to hide its details. 7 Click the arrow next to an item group to collapse it and hide its grouped items for a more compact review format. Working with Purchase Orders 17

18 Viewing Purchase Orders and Status Information 8 If the order has been changed, you can view the order with or without the changes. Click Hide Changes at the top of the page to view the purchase order without the changes. By default, a changed order is displayed with the changes highlighted. Ariba Network displays these changes using color, styles and icons. You can view header level changes, and newly added, deleted, or updated line items. Notes: For large purchase orders (POs exceeding 1MB or more than 1,000 line items), only header changes are displayed. No line item differences are shown. You can also print the purchase order with or without changes. For monochrome view of the order, i.e. print, fax and s without colors, use the icons and font formats to locate the differences. Working with Purchase Orders 18

19 Viewing Purchase Orders and Status Information View purchase order attachments 1 Click the Inbox tab. Purchase orders with attachment are identified by a paperclip icon next to the order number. 2 Click the Order Number link. 3 Do one of the following: For header-level attachments, navigate to the Attachments area on the Purchase Order page. For line-level attachments, click the Details link for the line to display its attachments. Purchase order lines with line-level attachments are identified by a paperclip icon next to the line number. 4 Click the name of an attachment. 5 Do one of the following: Save the file to disk if you want to send it to someone or use it later. Large files can take several minutes to download. Open the file to view it online. Your web browser starts the appropriate plug-in or helper application to display the attachment. If your web browser does not recognize a file format, it prompts you to save the file to disk. Next Steps From the Purchase Order page, you can create order confirmations, create ship notices, or invoices. See Confirming Purchase Orders on page 22, Creating Ship Notices on page 27, or see the topic Creating and Managing Invoices for more information. Depending on your customers s configuration, your choice of available options might be limited. Note: If your purchase order includes grouped items, you cannot create an invoice from it in Ariba Network. Helpful Hints If you receive purchase orders that contain credit card numbers, the numbers are masked. To view the full credit card account number, you can either click the link in the or log in to your Ariba Network account and go to your online Inbox. Users must have the Credit Card Number Access permission to view complete credit card numbers. For information on creating a new user role that includes the Credit Card Number Access permission, see the Ariba Network Account Management Guide. Attachments expire 18 months after Ariba Network receives them. After they expire, they are no longer available online. If you need attachments that have expired, contact your customer directly. Ariba Network does not display or fax purchase orders that are larger than 1 MB or that have more than 1,000 line items. It indicates that these purchase orders exceed the maximum limit for online display. It can transmit these purchase orders through , cxml, and EDI routing. The Amount Invoiced column in your Inbox shows purchase order settlement status. It lists how much money you have invoiced or charged against the purchase order. For older purchase orders, Ariba Network displays Yes, indicating that you have submitted invoices or payment requests. If you see a value of Undisclosed when viewing a blanket purchase order (BPO), then your customer has elected to mask certain field values from their suppliers. Typically, the Order Detail page contains additional BPO-related information for BPO Status, Amount Available, Minimum and Maximum Amount, and BPO Type, but buyers have the option to not disclose amount values, quantity and/or price on BPOs. Working with Purchase Orders 19

20 Viewing Purchase Orders and Status Information The quantity for an item group is always 1, and the price for the item group is the sum of price * quantity for all of its grouped items. Grouped items behave much like individual line items and have their own line-level details. If a change order is sent for a blanket purchase order containing advanced pricing details, the changes are not highlighted for the line item in the Pricing Details table. The Change column displays Edited for the line item that changed. For more information on advanced pricing details, see Advanced Pricing Details on page 6. You can view the receipt information in the purchase orders. In the Order Detail and Order History pages, each line item detail section displays the quantity of goods received and /or returned for that line item. Purchase Order Status Information Ariba Network displays routing and dashboard status for each purchase order. Routing status shows if the purchase order was successfully routed to your account. Fulfillment status informs customers of your actions in response to a purchase order. Routing Status on page 20 Order Status on page 20 Settlement Status on page 21 Routing Status Ariba Network reports the following routing status levels for purchase orders: Status Level Queued Sent Acknowledged Failed Definition Initial state. Ariba Network received the order but no further action was taken. Ariba Network sent the order to your account. You received the order. Ariba Network experienced a problem routing the order to your preferred order routing method. For example, your back end order fulfillment system could have experienced a problem that prevented Ariba Network to successfully route the order. You can resend orders that have a Failed routing status. Order Status Ariba Network reports the following status levels in the Home dashboard and the online Inbox for purchase orders: Status Level New Changed Confirmed Definition Initial state. You have not updated the order status. Your customer canceled or replaced the purchase order by a sending a subsequent (changed) order. You agreed to ship all line items. Working with Purchase Orders 20

21 Viewing Purchase Orders and Status Information Status Level Partially Confirmed Partially Shipped Partially Invoiced Partially Rejected Shipped Invoiced Invoiced Received Partially Received Returned Failed Definition The purchase order is in progress. If you update part of a purchase order, Ariba Network reports the partial status for the entire purchase order. For example, if you partially confirmed an order and then you partially ship either the previously confirmed order line or a different order line, the order status is set to Partially Shipped. You can still continue to confirm order line items regardless of the shipping status until you have confirmed all order lines. Final state. You shipped the entire order. The order is fully invoiced. The Amount Invoiced column shows how much money you have invoiced or charged against the purchase order. For older purchase orders, Ariba Network displays Yes to indicating that you have submitted invoices. The order is fully invoiced. The Amount Invoiced column shows how much money you have invoiced or charged against the purchase order. For older purchase orders, Ariba Network displays Yes to indicating that you have submitted invoices. Statuses for receipts that are sent by the buyer from their ERP system. The purchase order status is updated based on this information. In the Order Detail page, each line item detail section displays the quantity of goods received and /or returned for that line item based on the information in the receipts. Ariba Network experienced a problem routing the order to your account. You can resend failed orders. Settlement Status Ariba Network indicates the type of settlement available for each purchase order. Settlement Status Invoice PCard Definition You can issue an invoice to settle the purchase order. You can charge a purchasing card through your own charging system. Working with Purchase Orders 21

22 Confirming Purchase Orders About This Topic on page 22 Prerequisites on page 22 Limitations on page 23 How To... on page 23 Confirm an entire order on page 23 Partially confirm, backorder or reject line items in a purchase order on page 24 Attach files to order confirmations on page 25 Reject an entire purchase order: on page 25 Next Steps on page 26 Helpful Hints on page 26 About This Topic Ariba Network lets you confirm or partially confirm purchase orders, reject orders, and send updated status information to your customers. A confirmed purchase order indicates that you have agreed to ship items to your customer. Ariba Network lets you generate order confirmations and send them either manually or automatically to your customers. If you have an automated order generation system, you can send cxml or EDI documents to your customers. You can attach one or more files to order confirmations at either the header or line level to give additional information to your customers. Attachments can be in any format, such as Word documents, fax images, or Excel spreadsheets. You can also change advanced pricing details when confirming individual line items if your buyer allows you to edit these values. When the values are changed, Ariba Network displays the original and changed values for the line item in the Current Order Status section. You can confirm individual line items with advanced pricing details for the following: Confirm with different status (shipped, backordered, rejected) Confirm partial quantities Edit unit price, price unit quantity, price unit, unit conversion, shipping, and tax at the line item level. You can review any documents that you have sent to your customers after retrieving them from your Outbox. Prerequisites You can only confirm partial orders or update advanced pricing details if your customers have configured their accounts to allow you to confirm orders or update advanced pricing details at the line level. Your customer can allow you to confirm orders at the header or line-item level. They can also restrict you from confirming or rejecting a purchase order more than one time. Working with Purchase Orders 22

23 Confirming Purchase Orders You can only add attachments to order confirmations if your customers have configured their accounts to allow attachments. Limitations Depending on your customer, some blanket purchase orders might have masked values for certain fields (amount-related fields, price and quantity). The value for masked fields is set to Undisclosed. You cannot create order confirmation for blanket purchase orders with undisclosed fields. How To... Confirm an entire order on page 23 Partially confirm, backorder or reject line items in a purchase order on page 24 Attach files to order confirmations on page 25 Reject an entire purchase order: on page 25 Confirm an entire order 1 In your Inbox, click the Purchase Orders tab. If you have a large list of purchase orders, use the Search filters to narrow your list. 2 Click the link to the purchase order that you want to confirm link in the Order Number column and then click Create Order Confirmation in the purchase order details page. 3 On the purchase order details page, click Create Order Confirmation and select Confirm Entire Order. 4 On the Confirming PO page, enter the confirmation number, estimated shipping cost, and estimated tax and enter comments and add attachments as required. Click Next. Working with Purchase Orders 23

24 Confirming Purchase Orders 5 Review the information in the Confirming PO page. 6 Click Submit to send the order confirmation to your customer and return to the purchase order details page. Click Previous to go back to the previous page and make any changes. Click Exit to leave the application without saving any changes. 7 Click Done to go back to the purchase order list in your Inbox. Partially confirm, backorder or reject line items in a purchase order 1 Click the Purchase Order tab in your Inbox. 2 Click the purchase order that you want to partially confirm. 3 Click Create Order Confirmation and select Update Line Items. 4 On the Update Item Status page, enter the confirmation number. 5 Select Enter the shipping and tax information at the line item level if you want to enter the estimated shipping date, delivery date shipping cost, delivery cost or comments for each line item that you confirm. 6 Enter the estimated shipping date and delivery date for the overall order and any comments. You can overwrite the shipping information on line level if required. 7 Enter numeric values in one or more of the Confirm, Backorder, Reject fields, 8 Click Details at the line level for a line item. Ariba Network displays the Status Details page, with a section for each status level you designated (Confirm, Backorder, Reject). You can do the following: Working with Purchase Orders 24

25 Confirming Purchase Orders a Edit shipping and delivery dates. Shipping information you entered on the Update Item Status page is displayed as editable text for each status level. b Specify the shipping and tax cost information. Tax cost information you entered on the Updated Item Status page is not displayed at the line level. For partial lines with status Shipped, you can enter shipping and tax costs. c Enter values for the Unit Price, Price Unit Quantity, Price Unit, Unit Conversion fields. d Enter additional information (optional) in the Pricing Description text box. e Enter additional information (optional) for your customer in the Comments text box. 9 Click OK to save your changes. Ariba Network displays the line item information. 10 Confirm information on the review page. To make changes, click Previous. 11 Click Submit to send your changes. 12 Click Exit to leave the application without saving any changes. If you click Submit in the previous step, the purchase order detail page will show the order status as partially confirmed or confirmed. Attach files to order confirmations 1 Do one of the following on the Confirming PO page: To add attachments at the header level, navigate to the Attachments area. To add attachments to a specific line, click the Details link for the line, navigate to the Attachments area in the line details. 2 Click Browse to locate the file that you want to attach. 3 Click Add Attachment. 4 To delete the file that you have attached, select the file and click Delete. Reject an entire purchase order: 1 Click the Purchase Order tab in your Inbox. 2 Click the purchase order that you want to reject. 3 Do one of the following: Click the Create Order Confirmation icon to the right of the purchase order. Select the purchase order and then click Create Order Confirmation. Click a link in the Order Number column and click Create Order Confirmation in the purchase order details page. Working with Purchase Orders 25

26 Confirming Purchase Orders 4 Click Reject Entire Order. Ariba Network displays the Reject Entire Order page. 5 Enter a number in the Order Confirmation Number text box to identify the purchase order you are rejecting. 6 Enter any comments in the Comments text box. 7 Click Reject Order to send your changes. Next Steps Open your Outbox to view copies of order confirmations you have sent to customers. Order confirmations with attachments have a paper clip icon next to the order confirmation number. Create ship notices for confirmed purchase orders. For more information, see Creating Ship Notices on page 27. Helpful Hints You can attach files to an order confirmation at either the header or line level to give more explanation or supporting information to your customers only if your customer s Ariba Network configuration allows order confirmation attachments. Attachments can be in any format, such as Word documents, fax images, or Excel spreadsheets. The maximum attachment size is 10 MB for all attachments associated with a document. Ariba Network stores attachments online for a maximum period of eighteen months after which they expire and are no longer available online. If your customer allows you to confirm orders at the line level, you confirm individual grouped line items within an item group rather than confirming the entire item group. You cannot confirm a purchase order that is already shipped or invoiced. You can confirm a purchase order even after rejecting it. However, you cannot create an invoice for a purchase order that is rejected. Working with Purchase Orders 26

27 Creating Ship Notices About This Topic on page 27 Prerequisites on page 27 Limitations on page 27 How To... on page 28 Create a ship notice on page 28 Add line-level shipping information on page 30 Attach files to a ship notice on page 30 Diagnose routing problems on page 31 Next Steps on page 31 Helpful Hints on page 31 Data Entry Fields on Ship Notices on page 32 About This Topic Ship notices inform your customers of shipments you have made or plan to make. You can generate ship notices manually in Ariba Network or receive them programmatically from your external order management system though cxml or EDI. When Ariba Network receives the ship notice documents, it applies the information in them to the affected line items and sends the information to your customers. Regardless how a ship notice is created on Ariba Network, you can review the documents your Outbox. Prerequisites You can do the following only if your customers configure their accounts and allow you to: Ship partial orders when you create ship notices at the line-item level Add attachments to ship notices Create ship notices containing terms of delivery or transport information when the purchase order does not have this information Enter the actual shipping date or estimated shipping date while creating ship notices Limitations Depending on your customer, some blanket purchase orders might have masked values for certain fields (amount-related fields, price and quantity). The value for masked fields is set to Undisclosed. You cannot create ship notices for blanket purchase orders with undisclosed fields. Working with Purchase Orders 27

28 Creating Ship Notices How To... Create a ship notice on page 28 Add line-level shipping information on page 30 Attach files to a ship notice on page 30 Diagnose routing problems on page 31 Create a ship notice 1 Click the Inbox tab. 2 Do one of the following: Click the Create Ship Notice icon to the right of the purchase order. If the order is already fully shipped, you ll receive an error message that this transaction is no longer available. Select the purchase order and click Create Ship Notice. Click a link in the Order Number column and click Create Ship Notice. 3 In the header section of the Create Ship Notice page, enter the information for this shipment. At minimum, you must provide a Packing Slip ID, Tracking #, and the address where you are shipping from. See The following table lists the field available when creating ship notices: for a detailed list. Working with Purchase Orders 28

29 Creating Ship Notices 4 In the item section, enter the number of items that are included in this shipment for each line. 5 Click Next. Working with Purchase Orders 29

30 Creating Ship Notices 6 Confirm the information on the review page. To make changes, click Previous. Any serial number and asset information you entered appears on this page. 7 Click Submit. Result Ariba Network routes the ship notice to your customer and returns you to your Inbox. Add line-level shipping information 1 Click Details for a line item. The Create Ship Notice Shipping Details page appears. 2 To enter hazardous materials instructions, enter a description of the hazardous materials to be shipped, select a hazardous materials code system from the Code Type pull-down menu, and enter the code. 3 To change the terms of delivery, enter the necessary information in the Delivery Information section. 4 To enter serial numbers or asset information, enter the item s serial number or asset tag and click Add. Repeat as necessary to add more serial numbers or asset tags. Attach files to a ship notice 1 Do one of the following on the Create Ship Notice page: To add attachments at the header level, navigate to the Attachments area. To add attachments to a specific line, click the Details link for the line, navigate to the Attachments area in the line details. 2 Click Browse to locate the file that you want to attach. 3 Click Add Attachment. 4 To delete the file that you have attached, select the file and click Delete. Working with Purchase Orders 30

31 Creating Ship Notices Diagnose routing problems 1 Click the Outbox tab. 2 Click Ship Notices in the navigation bar. 3 Click a link in the Packing Slip ID column. Ariba Network displays the Ship Notice Detail page, with information about your ship notice and a link to the associated purchase order. Line item information is displayed at the bottom of the page. This can include serial numbers and asset information you entered. 4 Click the History tab to view routing and update history of the ship notice. 5 Click Done to return to the active display. Next Steps You can review copies of the ship notices you have sent in your Outbox. You can review order status information in your Inbox. Updated status information for purchase orders is displayed in the Order Status column in your Inbox. See Viewing Purchase Orders and Status Information on page 14. You can create invoices against the purchase order. See the topic Creating and Managing Invoices: Creating Standard Invoices. Helpful Hints You can attach files to ship notices to give more explanation or supporting information to your customers only if your customer s Ariba Network configuration allows ship notice attachments. Attachments can be in any format, such as Word documents, fax images, or Excel spreadsheets. The maximum attachment size is 10 MB for all attachments associated with a document. Ariba Network always stores attachments online, and you can view them in our Ariba Network account. Attachments expire 18 months after Ariba Network receives them. After they expire, they are no longer available for viewing. Even if you have set the shipping status through cxml or EDI, you can subsequently update the shipping status manually in Ariba Network using the Create Ship Notice button for that order. If you change the order shipping status manually for these orders, ensure that your integration keeps your external order management system up-to-date with the order information stored in Ariba Network. If your customer allows you to create ship notices at the line level, you create ship notices for individual grouped items within an item group rather than for the entire item group as a unit. If your customer sends you a purchase order containing the advanced pricing details, Ariba Network displays the pricing details information for the line items when you create ship notices. Your customer must send the terms of delivery or transport information in the purchase order or allow you to enter the terms of delivery or transport information while creating ship notices. While creating a ship notice, you can add the Terms of Delivery fields to either the header level or line-item level if your customer allows to add these fields. However, you can add the Transport Information and Additional Fields only at the header level. You can change the Terms of Delivery and the Transport Information values specified by your customer. Working with Purchase Orders 31

32 Creating Ship Notices Data Entry Fields on Ship Notices The following table lists the field available when creating ship notices: Field Packing Slip ID Invoice # Ship Notice Type Actual Shipping Date Actual Delivery Date Estimated Shipping Date Estimated Delivery Date Ship From Carrier Name Tracking # Tracking Date Shipping Method Invoice # Service Level Deliver To View/Edit Addresses Description Enter the packing slip number from your shipping system or carrier. The associated invoice number. A pull-down menu that lists the following values: Actual: If you select this option, specify the Actual Shipping Date and Actual Delivery Date Estimated: If you select this option, specify the Estimated Shipping Date and Estimated Delivery Date (Displayed if you select the Actual Ship Notice Type.) Enter the actual shipping date. (Displayed if you select the Actual Ship Notice Type.) Enter the actual delivery date. (Displayed if you select the Estimated Ship Notice Type.) Enter an estimated shipping date. (Displayed if you select the Estimated Ship Notice Type.) Enter an estimated delivery date. The name and address are from the Company Address in Configuration. You can revise this information. A pull-down menu of carriers. If your carrier is not displayed, select Other and enter a name in the adjacent text box that appears. If you choose a carrier, two additional fields are displayed. (Displayed if you select a carrier.) The tracking number provided by your carrier. (Displayed if you select a carrier.) The tracking date provided by your carrier. (Displayed if you select a carrier.) The shipping method, for example, air, motor, rail, or ship. The associated invoice number. A brief textual information about the shipping service, for example, Overnight delivery. Information in this section is taken from the purchase order. You can revise this information. View and edit the Ship From and Deliver To addresses. Delivery Information Delivery Terms Delivery Terms Description Transport Terms A pull-down menu that lists the standard delivery terms and International Commercial terms (Incoterms). You can also enter a delivery term in the text box. Enter a description for the delivery term. A pull-down menu that lists the following terms of transportation: Ex Works Free on Board Other: Any other transport term. When you select this option, you can additionally enter a description. Working with Purchase Orders 32

33 Creating Ship Notices Field Transport Terms Description Description Enter a description for the transport terms. Shipping Payment Method A pull-down menu that lists the following modes of shipping payment: Transport Information Account: The shipping charges are charged to an account. Collect: The consignee pays the freight charges. Prepaid by Seller: The seller makes the payment to the carrier for freight charges prior to a shipment. Mixed: The consignment is partially Collect and partially Prepaid. Other: Any other shipping payment method or the third-party pays the shipment charges. When you select this option, you can additionally enter a description. Shipping Contract Number Enter the contract number associated to the contract for sale. Shipping Instructions Enter any additional information for the shipment. Additional Fields Reason for Shipment Comments Government Issued Shipping ID Document Title Supplier Reference Number Transit Direction Enter information for the shipment. For example, if this is a rush order or a partial order, enter a reason for the shipment. Enter any comments. Enter the government issued shipping ID required by some buyer/seller countries. Enter a document name for the ship notice. This is mainly used while printing the packaging slip for the shipment. Enter a supplier s reference number. This could be an internal reference number which is different from the Packing Slip ID. Enter information to provide the directions for the shipment. Working with Purchase Orders 33