Ariba Network Quick Start Guide for Suppliers

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1 Ariba Network Quick Start Guide for Suppliers

2 Table of Contents Managing Roles and Users...3 Creating a Role... 3 Creating a User... 5 Modifying a User... 7 Account Configuration...8 Company Profile... 8 Network Notifications Electronic Order Routing Electronic Invoice Routing Online Documentation Ariba Network Support Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company.

3 Automate Your Order-to-Cash Cycle to Collaborate More Effectively with Customers This Quick Start Guide will help you set up your Ariba Network account so you can begin transacting electronically with customers across the entire market-to-cash cycle. By taking these steps to join the world s largest trading partner community, you ll be able to quickly and easily find buyers ready to buy, improve customer retention, accelerate the sales cycle, and predict and apply cash. MANAGING ROLES AND USERS The administrator for your Ariba Network account should be chosen carefully, as this person plays an important role in keeping your account running smoothly. The administrator s responsibilities include: Handling account configuration and management Serving as the primary point of contact for users with questions or problems Creating roles and users for your account The administrator is automatically linked to the username and login entered during registration. If necessary, however, you can reassign the administrator role to another person (see page 7 for a note on how to do this). A user is created by the administrator and has exactly one role, which corresponds to the user s real job responsibilities. Each user is responsible for updating his or her personal user information. MANAGING ROLES AND USERS: Creating a Role 1. To create a role within your account, go to and log in. Enter your username and password, then click Login to access your production account. Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company. 3

4 2. Next, click on the administration navigator tab in the upper right-hand corner (the one showing your company name and a drop-down arrow) to open the profile configuration window, which displays the areas available for setup. Click Users. Note: From the administration navigator tab, you can easily select any areas you want to review or update. 3. In the Manage User Roles section, click Create Role. Tip: To modify or delete roles you have created, click Edit or Delete. 4 Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company.

5 4. Next, fill in a name and description for the role, and check off the appropriate boxes to add permissions for the role. 5. To finish creating the new role, click Save. MANAGING ROLES AND USERS: Creating a User 1. To create a user within your account, go to the administration navigator tab and click Users. 2. In the Manage Users section, click Create User. Note: Usernames are not case-sensitive. Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company. 5

6 3. Add all relevant information about the user in the fields indicated. 4. Check the appropriate box to select a role for the user in the Role Assignment section. Note: You can add up to 250 users to your Ariba Network account. 5. To assign responsibility for a particular customer to a user, click on Select Customers within the Customer Assignment section. Note: Assigning a customer or customers to a specific user limits access and data visibility to that user alone which means only that user can then view and process transactions for those customers. 6. Check off the boxes next to the customer(s) you wish to assign to the user. Then click Done. 6 Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company.

7 MANAGING ROLES AND USERS: Modifying a User 1. To modify an existing user, go to the administration navigator tab and click Users. 2. Under Manage Users, check the box next to the name of the user you wish to modify, then click Edit. Note: You may also delete users, add or remove them from the contact list, or make them the administrator for your Ariba Network account. 3. Click Reset Password to update the user s password, or use the checkboxes to make any other necessary changes. Then click Save. Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company. 7

8 ACCOUNT CONFIGURATION: Company Profile Set up your company profile to make your company visible to buying organizations looking to source new products and services on Ariba Network and the Ariba Discovery service. 1. From the drop-down list on the administration navigator tab, select Company Profile. Tip: The more information you enter in your company profile, the more visible your business will be to prospective buyers. 2. Under the Basic tab, complete or update all required fields indicated by an asterisk. 8 Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company.

9 3. Under Product and Service Categories, type in keywords to pull up options for classifying the products or services your company sells, or click Browse to scroll through product and service category lists and make appropriate selections. Under Ship-to or Service Locations, follow the same process to identify all geographic areas your company serves. Under Industries, click the Add/Remove button to select your industry or industries from the list provided. Tip: Product and service categories, ship-to or service locations, and industries are the key search criteria used by buyers seeking new suppliers, so be sure to complete these sections with care. Tip: When you finish entering information on any page, click Save, Done, or OK so you can move on to the next tab. 4. Under the Business tab, enter additional information for your company, such as the year it was founded, number of employees, annual revenue, financial and tax information, and business type. Note: The tax information you enter will automatically appear in any invoices you create through Ariba Network. Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company. 9

10 5. Under the Marketing tab, enter any relevant social networking links, a detailed description of your company, and your Dun & Bradstreet D-U-N-S number if you have one so buyers can access your D&B credit score. You can also provide premium profile information like your company logo, attachments such as datasheets and case studies, and external links to websites or web pages that may be useful to buyers interested in your business. Note: Premium profile information is visible to buyers only if you subscribe to the Advantage or Advantage Plus package through Ariba Discovery. You can learn more about these subscription options by going to discovery.ariba.com and clicking on I m Selling, then on Subscriptions. 6. Under the Contacts tab, provide information that will enable buyers to reach key personnel within your organization. 10 Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company.

11 7. Use the Certifications tab to list any unique credentials for your company, such as green initiatives you have undertaken; being a small disadvantaged or women-, minority-, or veteranowned business; or having ISO certification. Tip: Many buyers are required to use suppliers with green and diversity certifications, so including these credentials in your profile can give you a significant competitive advantage. ACCOUNT CONFIGURATION: Network Notifications 1. To indicate the system notifications you wish to receive and where you would like them sent, go to the administration navigator tab and click on Notifications under Account Settings, or Network Notifications under Network Settings. Note: You can enter up to three addresses per notification type. You must separate each address with a comma with NO spaces between s. 2. Enter the appropriate addresses in the boxes indicated. Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company. 11

12 ACCOUNT CONFIGURATION: Electronic Order Routing 1. To choose how you want to receive orders from your Ariba customers, go to the administration navigator tab and click on Electronic Order Routing under Network Settings. 2. Select your preferred method online (portal), cxml, , EDI, cxml pending queue, or fax and complete the required fields. Tip: Configure your account to accept s from the ariba.com domain to ensure that Ariba notifications do not fall into your junk or spam mailbox. Tip: Choose Online to send POs to your online inbox and gain centralized access to useful features, such as the ability to view and search orders; see real-time order status; send confirmations and ship notices; troubleshoot order problems; flip orders, advance ship notices, and goods receipts as well as specific line items from them into invoices; and more, all from a single location: your Ariba Network account. Note: When Ariba Network sends purchase orders to mailboxes with automatic Out of Office responses, it does not fail the orders, and indicates in the order history log that it received the auto-reply. 12 Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company.

13 3. Farther down on the page, use the drop-down lists to select your preferred method for changing/canceling orders and handling other document types. 4. Be sure to specify a method for sending order response documents (confirmations and ship notices). 5. Finally, set your preferences for receiving notifications and specify a user or users to receive them. Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company. 13

14 ACCOUNT CONFIGURATION: Electronic Invoice Routing 1. To indicate how you want to receive invoices from your Ariba customers, go to the administration navigator tab and click on Electronic Invoice Routing under Network Settings. 2. Choose your preferred invoice routing method online, cxml, or EDI from the dropdown box. 3. Click the invoice notifications you wish to receive and list the s where they should be sent. 4. Under Extended Profile Settings and Information, set options and enter text to describe your invoice document policies. 14 Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company.

15 5. Ariba Network lets you receive, validate, and transform tax invoices and transmit them to buying organizations. Click the Tax Invoice tab to specify information needed to generate tax invoices. 6. On the same page, the Invoice Archival section gives you the option to have your invoices archived; click Configure Invoice Archival to specify your preferences. Alternatively, you can keep the default settings, so your invoices remain visible from your outbox. 7. If you chose to archive your invoices and want to download them, go to the Home dashboard, click the Outbox tab, then click Archived Invoices. 8. In the Actions column, click the Download hyperlink next to the row(s) of invoices you want to save onto your computer. Note: Ariba Network automatically deletes expired transaction documents after 18 months and archived invoices stored in a ZIP format after 3 months. Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company. 15

16 ONLINE DOCUMENTATION For more detailed information and step-by-step instructions on how to effectively manage your Ariba Network account, click Documentation at the bottom of the Ariba Exchange User Community panel, which appears on the right-hand side of any page in your account. This takes you to the Learning Center, where you can choose from the topics listed. If your application pages have not yet been enabled with the Ariba Exchange User Community panel,* click Help Help Center in the top right corner of any page in your account, then click Learning or Learning Center and choose from the topics listed. Note: Though you can access both online documentation and support services without logging in to your Ariba Network account, fewer options will be available. ARIBA NETWORK SUPPORT To get support, click Support at the bottom of the Ariba Exchange User Community panel, which appears on the right-hand side of any page in your account. This takes you to the Support Center, where you can find answers to your questions along with options for contacting the Customer Support team directly. If your application pages have not yet been enabled with the Ariba Exchange User Community panel,* click Help Help Center in the top right corner of any page in your account, then click Support or Support Center. There you can find answers to your questions along with options for contacting the Customer Support team directly. *The Ariba Exchange User Community panel is currently available in Chinese (Simplified), English, French, German, Italian, Japanese, Korean, Polish, Portuguese (Brazilian), Russian, and Spanish. 16 Copyright 2015 Ariba, Inc. All rights reserved. Ariba is an SAP company.

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