Questions and answers about Ariba

Transcription

1 Questions and answers about Ariba

2 Table of contents Q&A... 3 SSAB s self registration form in Ariba (Initial registration)... 3 What does the change in practice mean for me as a supplier?... 3 On the first page of the registration, after I have clicked our link, I cannot select Växjö at Ship-to or Service Locations. What should I do?... 3 I have been asked to create an account at Ariba. I don t understand whether the account in Ariba must be company-specific or whether each user must have their own login. About personal logins: Must each user then fill in the same company data again?... 3 Whose responsibility is it to update the profile and how often must it be done?... 3 How do we find out your Inquiries?... 3 Where do you put the contact details for Orders and Invoices in the profile I was asked to create?... 3 Order and invoice management in Ariba... 4 What is the difference between the registration I have already completed and what you are now asking me to do in step 2?... 4 What does the change in practice mean for me as a supplier?... 4 What does working on the Ariba Network portal mean?... 4 What does integrating the systems mean?... 4 Will my order continue to be a free text order?... 4 What does it cost?... 5 How do we find out about your purchase orders?... 6 Do I have to invoice through this system?... 7 Can I acknowledge an order for more than the ordered quantity or unit price?... 7 Can I invoice for more than the quantity ordered or unit price? How have you planned your additional costs such as for packaging, currency clauses etc?... 7 I need to confirm an order or invoice for more, and am getting an error message, what do I do?... 7 I have to invoice something that I do not have a purchase order on?... 7 You can reach SSAB Business Services via:... 7 We currently use web solutions for many customers, where we have agreed with them that we get orders, order confirmations and sometimes also delivery notifications in the portal. Can you imagine that we only use part of the portal?... 7 No other customer with a web solution has asked us to pay to use their system. They provide access free of charge. Have you any thoughts on this and on how long these prices will stay at the level you have specified in your documentation?... 7 I have read all the instructions and can t find the answer here. How can I get help and an answer to my question?... 8

3 Q&A Below are some common questions that have arisen regarding Ariba. SSAB s self registration form in Ariba (Initial registration) What does the change in practice mean for me as a supplier? - The registration in Ariba forms a part of our contract database and enables you to receive and respond to inquiries from SSAB. On the first page of the registration, after I have clicked our link, I cannot select Växjö at Ship-to or Service Locations. What should I do? - First, select northern Europe and then Sweden. I have been asked to create an account at Ariba. I don t understand whether the account in Ariba must be company-specific or whether each user must have their own login. About personal logins: Must each user then fill in the same company data again? - Answer no, you add ONE profile per company. In the company profile, you can add any number of users, such as sellers etc. The profile is the foundation of our supplier database, and you are responsible for updating the profile annually. You will receive an from Ariba every year to remind you about this. The creator of the profile becomes an administrator and receives administrative rights. You can change the administrator if you wish. You/your company decide if you have a former info address as an administrator or a specific person as an administrator. If you have subsidiaries, you may choose to connect those companies to the parent company. Whose responsibility is it to update the profile and how often must it be done? - You are yourself responsible for updating the profile annually and you will also receive a reminder about this from the Ariba system. Enter all the information about your company such as ISO, CSR and contact people into the Ariba profile. The profile is also used for sourcing events from our strategic buyers. To create an account and respond to a sourcing event is completely free of charge. How do we find out about sourcing events directed to our company? - You will receive this via , just like today. The difference is that the has a link to the sourcing event contained in Ariba. Where do you put the contact details for Orders and Invoices in the profile I was asked to create? - This will go in what we call step 2. The registration we have asked you to complete is the one that allows you to receive sourcing events from SSAB. Once the registration is approved, Ariba will contact you to add the functionality for order and invoice management. In SSAB questionnaire there is a request to fill out details of your contact people for order and invoice management, please state them. The information given in the questionnaire is available for SSAB personnel to reach your staff easily if questions arise in various areas.

4 Order and invoice management in Ariba What is the difference between the registration I have already completed and what you are now asking me to do in step 2? - The self-registration you did when you answered SSAB s questionnaire containing CSR, ISO certifications, questions about the company, contact person, etc., is for our supplier database. The supplier database allows sourcing events and filing of agreements. - The registration and activation in step 2, allows orders and invoice management. It is a business relationship with Ariba. Your membership level and cost depends on your spending and your order/invoice flow to SSAB. The basic membership program is for free. What does the change in practice mean for me as a supplier? - You as the supplier have the option to choose if you want to integrate your system with us and Ariba, or work on the Ariba Network Portal. What does working on the Ariba Network portal mean? - Working in the Ariba Network portal briefly means you as a supplier receive an order from SSAB through Ariba by , to the you selected when you configured your Ariba Network account. The contains a link to the Ariba Network. The link will take you into the Ariba Network and acknowledge SSAB s order. You create the invoice according to your current practice in your own system - but take the invoice number from your system and create the invoice on the Ariba Network. The invoice is pre-created by the order, which means that the work takes less than 1 minute per invoice. - If you as supplier have a flow with us of about 500 invoices/year, integration is another suitable option. What does integrating the systems mean? - Integrating the system means that you choose to integrate purchase orders and invoices directly into your systems. You do not log in to Ariba to handle order/invoices. - There will be an annual membership cost of about SEK 3,500 - SEK 17,000. The cost will depend on the technical solution and which membership you as supplier choose. Ariba provides resources and knowledge in the integration work, which is expected to take anywhere from 5-8 weeks. The above given transaction cost is added to this cost. How are orders and invoices handled while integration is in progress? - SSAB prefers that suppliers who intend to integrate, use the portal while integration is in progress. An assessment is made with the supplier on a case by case basis. Will my order continue to be a free text order? - SSAB strives for an automated flow and aims to minimize free text orders as far as possible. Whichever choice you make as a supplier on the issue of membership of Ariba, Ariba offers you as supplier the opportunity of creating product catalogs, among other things, with pictures and descriptions of your products to SSAB s customer organization. There are a number of other possibilities depending on manner of purchase that we at SSAB, and you as

5 a supplier, can review to establish an automated flow to minimize the administrative burden on both parties. What does it cost? - Ariba is expanding in the Nordic countries. The cost to you as a supplier is variable, depending on whether you have other customers on the network, and your choice of account. All Ariba invoices to you as a supplier are in Euros. - There is no cost for step 1 - which means for example, answering general questions about your company, entering contact persons, uploading any ISO certificates and answering SSAB s CSR is completely free. Step 1 means that you are included in our supplier base and may participate in any future inquiries and connect agreements to SSAB. - The cost for step 2 -The cost is based on your choice of subscription with Ariba and your sales and invoice flows to SSAB. Basic membership is free and enables invoice and order processing on the Ariba network. Basic membership means that you as supplier choose to work in the Ariba Network portal. - The transaction fee is variable, and calculated on the total invoice amount with a percentage rate of 0.155% if there are 5 or more documents, and the annual cost is 35K or more. Suppliers can thus receive orders and send invoices free of charge, if the number of documents is less than 5 or the cost is under 35K.

6 - You will receive assistance from Ariba in choosing the subscription form. State your total sales to SSAB and the number of invoices per year. How do we find out about your purchase orders? - You will receive the order via , just like today. You need to login to Ariba to do your order confirmation. We have a parent company and 5 subsidiaries. How do we set up the account in Ariba and how do we allocate the cost? - The manner in which cost allocation takes place between different sets of companies, is up to you as the supplier to decide, just like order processing. It is up to you as a supplier if you wish to connect 1, 2 or more companies and have different channels for how orders are sent. (Several Ariba Network IDs) The alternative is as follows: 1. 1 AN account - Supplier allocates orders internally to subsidiaries 2. 2 or more AN accounts and orders go straight to the right company. Regarding cost, you can choose:

7 1. To merge the total spending of the companies and to take out a subscription for all AN IDs invoiced to the parent company for example, this is called Multi org that must be created. 2. One subscription per company. Do I have to invoice through this system? - Yes. SSAB has decided to use Ariba for sourcing events, order processing and invoices. Can I acknowledge an order for more than the ordered quantity or unit price? - If necessary, you will be able to acknowledge an order at a different unit price or quantity within the agreed prices. Can I invoice for more than the quantity ordered or unit price? How have you planned your additional costs such as for packaging, currency clauses etc? - You should be able to invoice another unit price or quantity if necessary. (It must comply with agreed prices.) - We can handle discrepancies due to currency clauses, packaging, etc. Note: Any deviations in price and quantity will need to be approved by SSAB s customers. I need to confirm an order or invoice for more, and am getting an error message, what do I do? - Contact SSAB Business Services. SSAB will either create a new version of the purchase order or send a completely new order which corresponds to that being invoiced. I have to invoice something that I do not have a purchase order on? - Contact SSAB Business Services and request a purchase order. If no purchase order exists, no invoice can be created. Be prepared to state who your project commissioner/purchaser was at SSAB regarding what you wish to invoice for You can reach SSAB Business Services via: emea-p2i.supplier@ssab.com Telephone: (Weekdays 09:00-11:30 and 12:30-15:00) We currently use web solutions for many customers, where we have agreed with them that we get orders, order confirmations and sometimes also delivery notifications in the portal. Can you imagine that we only use part of the portal? - SSAB has decided that the portal must be fully used, including for inquiries, orders and invoice management. No other customer with a web solution has asked us to pay to use their system. They provide access free of charge. Have you any thoughts on this and on how long these prices will stay at the level you have specified in your documentation? - We have chosen Ariba as our cooperation partner. We have not received indications that prices will change in the near future. The prices you accept now are the applicable prices, any price change will only be made after your approval and that of SSAB.

8 I have read all the instructions and can t find the answer here. How can I get help and an answer to my question? - Please our support at emea-p2i.supplier@ssab.com and you will receive assistance shortly.