CSV Invoice Upload Guide for SAP. April, 2015

Transcription

1 CSV Invoice Upload Guide for SAP April, 2015

2 Table of Contents CSV Overview Invoice types supported by SAP Requirements CSV Sample / Field Mappings CSV Template Download CSV Invoice Upload Invoice Statuses Troubleshooting Contacts, Resources, Support 2

3 CSV Overview

4 CSV (Comma Separated Value) Overview CSV Invoice Upload Supports the loading and mapping of comma delimited files (CSV) representing supplier invoices to be rendered as cxml invoices for Ariba Network SAPs. Provides an effective tool for suppliers with a small number of invoices to submit these via the Ariba Network to SAPs electronically when they do not have the immediate means to support cxml or EDI as an alternative electronic transport method. 4

5 Invoice types supported by SAP

6 Invoice Types Supported by SAP SAP supports the following CSV invoice type: PO Invoices: invoices against purchase orders where the purchase order or blanket purchase order was received through the Ariba Network. Invoices submitted through CSV upload have the following restrictions: Cannot be greater then 2,999 lines in total. Cannot be greater than 2500 invoices per file. File cannot exceed 4MB in size. NOTE! Non-PO invoices and Credit notes are not supported by the CSV for SAP. 6

7 Requirements

8 Additional Invoice Data Requirements PO based invoices should use the orderid field to capture the PO number. Mandatory fields: Invoice ID, invoice Date. The required format is mm/dd/yyyy OrderID, orderdate. The required date format is mm/dd/yyyy originalinvoicenumberreference purpose When istaxinline is set to Y - Line level tax details are present. When isspecialhandlinginline is set to Y Line level specialhandling details are present. When isshippinginline is set to Y Line level shipping details are present. When isdiscountinline is set to Y line level discount details are present. 8

9 Additional Invoice Data Requirements The following contact roles are available in the CSV template: billto, soldto, remitto, from, shipto and shipfrom Mandatory addresses are: billtoaddressid = SAP Company Code (eg. 0008) billtoname = SAP Entity Name (eg. SAP America, Inc) + billtostreet + billtocity + billtopostalcode + billtocountry Sold to: (same fields as Bill to) From: fromaddressid + FromName + fromstreet + fromcity + frompostalcode + fromcountry Optional addresses are: Ship to, Ship from, Remit to Mandatory fields: Please, check the minimum information for mandatory fields in the CSV invoice template, attached on page 15. 9

10 Additional Data Requirements (continued) exemptdetail1:if the tax is 0%, then supplier should enter 'exempt' or 'zerorated' only. Xmllang field: A language code as defined by the XML 1.0 Specification Example: fr, en or other (more information at SubtotalAmount = Total of all line items (unit price * quantity for each line item). No other additional charges are factored into the subtotal. Basically the Subtotal amount is the value without any VAT; GrossAmount = SubtotalAmount plus any tax, shipping or special handling charges but does NOT include discount; This is the Subtotal amount plus taxes (VAT) NetAmount = GrossAmount minus any discounts; 10

11 Additional Data Requirements The SAP invoice requires the following mandatory fields: Payment net terms Line item description Line item subtotal Line tax details. Suppliers are allowed to create a tax rate on their invoices. The Item description is mandatory for both catalog and non-catalog POs. Invoicing rules for SAP: The currency for unit price should be the same as on the PO. The currency field is not mandatory to be provided in local currency The payment net terms should be the same as on the PO. Note: Ariba Network allows suppliers to proceed with the invoice creation process only if it passes the data validation. This means it should have status acknowledged on Ariba. Else, the invoice is rejected and suppliers are requested to resubmit the invoice with the required fields. 11

12 CSV Template Requirements File Requirements: Alterations or updates to the original CSV template downloaded from the Ariba Network will cause the CSV to fail during the upload process. The CSV template must be kept in its native format. Do not convert to an Excel file, save as a workbook, add macros, delete/add columns or edit the column names in any way. This may cause file corruption and failure during upload. The application Killink is an example of a CSV File editor where the file will remain in its native format. You can download a free trial online Note: Killink is not Ariba software and is not supported by Ariba. 12

13 CSV Sample / Field Mapping

14 CSV Sample / Field Mapping The embedded CSV sample template provides: Data sample of valid CSV invoice with minimum mandatory information processed successfully by SAP. The embedded field overview provides: Description file of the fields for the CSV for SAP. 14

15 CSV Template Download

16 Downloading the CSV Template From the Home Page of your production AN account, Click the Administration tab. Click Current Relationships AN will display a list of all SAPs that you have a relationship with on the Ariba Network. Click on SAP name link within your list. 16

17 Downloading the CSV Template (continued) At the bottom of the page you will find a readable version of the template listing fields and short description. Please refer to the detailed field mapping definition worksheet included with this upload guide for specific field information. At the very bottom of the field list, you will see the Download CSV Invoice Template button. 17

18 Downloading the CSV Template (continued) Click the Download CSV Invoice Template button. You will be prompted to Open or Save the file. Save the file to your local hard drive. Once you are finished saving the template file, click the Done button to exit this section. You will be back at your SAP Relationship page. 18

19 CSV Invoice Upload

20 Auto-populate the CSV Invoice Template Populate each available invoice field as appropriate starting in Row 4, Cell A. Note that Rows 1, 2 and 3 are CSV File information rows and cannot be removed or modified in any way. If these fields are changed or removed, the file will fail to upload. Template data should be extracted from a suppliers application and automatically populate the CSV. Populating the fields manually is possible, but not the recommended approach. When you have completed populating all fields for your particular invoice, Save the file to your local drive. Killink CSV Editor Standard Rows Do Not Change Begin Invoice Data, Row 4 20

21 Upload the CSV Invoice From the Home Page, located the Create CSV Invoice link on the left side of the page. This is located in the Quick Links section. Click CSV Invoice. You will see an Import CSV Invoice box. Ensure SAP is selected in the SAP drop-down box. Note: Each SAP using the CSV Invoice method has a customized template. You cannot use any other SAP's template for SAP. Click the Browse button and find the CSV File you have created and saved. Once the file path is shown, click the Import CSV Invoice button. You will receive a Successful CSV Import message when complete. 21

22 Invoice Statuses

23 Supported Invoice Status Updates Routing Status: Reflects the status of the transmission of the invoice to SAP via the Ariba Network. Failed Invoice failed SAP invoicing rules on the Ariba Network. SAP will not receive this invoice. Queued Ariba Network received the invoice but the SAP has not downloaded it. Sent Ariba Network sent the invoice to a queue. The invoice is awaiting pickup by SAP Acknowledged SAP invoicing application has acknowledged the receipt of the invoice Invoice Status: Reflects the status of SAP action on the Invoice received. Sent SAP has received the invoice. Rejected SAP has rejected the invoice. If SAP subsequently accepts the invoice or approves it for payment, invoice status updated to Sent indicating invoice was accepted. Failed Ariba Network experienced a problem routing the invoice. 23

24 Troubleshooting CSV Invoices

25 Troubleshooting CSV Invoices General Checks: The process of populating the CSV is best supported by automatically populating the template where by the data is extracted from your billing system into the template. IF the template is populated manually (not recommended, but possible), be sure that the application being used to create the file is a true CSV editing tool. Ensure the file does not contain any special characters, (dollar sign, asterisk, quotation marks, etc.) Ensure that none of the file data within the first three rows of the template has been modified from its original state Ensure you are using the correct version of the CSV template for SAP. 25

26 Troubleshooting CSV Invoices When is the error occurring? Is it at the point of uploading the file? Is it after the file is uploaded and invoices show a failed status? Is it after the file is uploaded and invoices show a rejected status? If the error happens at the point of upload to Ariba Network: The file itself does not meet the basic CSV requirements. You will see specific error messaging on the screen to help identify which field needs to be reviewed/changed. This could be: Missing header information or missing data in a required field Incorrect formatting in any field The problem within the file must be corrected and the entire file must be uploaded again - the invoice(s) was not posted to the Ariba Network from the CSV file. 26

27 Troubleshooting CSV Invoices If the error happens after the file is uploaded and invoices show a failed status The invoice(s) (as opposed to the file upload) failed one or multiple invoice validation rules put in place by the SAP. When the invoices are converted from the.csv file to a cxml invoice and posted to the AN, they are then validated based on the Invoice Rules configured by the SAP in their Buyer Ariba Network account. Check the History tab on the individual invoice to see which rule was violated and caused the invoice to fail. The problem within the file must be corrected BUT only those invoices that failed validation must be updated and resent. If the error happens after the file is uploaded and invoices show a rejected status The invoices passed.csv validation and Ariba Network validation but were rejected by SAP. Check the History tab on the individual invoice for additional details. The problem with the individual invoices must be corrected and only those invoices that were rejected need to be resent 27

28 Contacts, Resources & Support

29 Training and Resources SAP Supplier Information Portal Supplier Information Portal contains specific documentation and training material from the home page of your account. Click the Administration Navigator and then click the SAP Relationship tab. The portal link is located next to your SAPs name in the middle of the screen Review the presentations to learn more about transacting with SAP Account Configuration Guide SAP PO and Order Confirmation Guide SAP Invoice Guide 29

30 Training and Resources SAP Supplier Information Portal COPY AND PAST SNAPSHOTS OF SAP AN SUPPLIER PORTAL ON THIS SLIDE IF SUPPORTED 30

31 Useful Links Ariba Supplier Membership page - Ariba Network Hot Issues and FAQs - Ariba Cloud Statistics Detailed information and latest notifications about product issues and planned downtime if any during a given day. Ariba Discovery - Information regarding Ariba Discovery for Sellers Ariba Network Notifications - Information about downtime, new releases and new features 31

32 Supplier Support Go to If you forgot your username or password click on the link Forgot Username? or Forgot Password? Go to If you need to contact support click Help and then select Help Center. You can also select this once you have logged into your Ariba Network account. 32

33 Supplier Support During Deployment Ariba Network Registration or Configuration Support Suppliers may contact <SAP > for any questions regarding registration, configuration, Supplier Membership Program fees, or general Ariba Network questions. SAP Business Process Support Suppliers may contact the SAP Supplier Enablement team at for SAP business-related questions.? Align with Petra for Supplier Manager for SAP 33

34 Supplier Support Post Go-Live Go to If you forgot your username or password click on the link Forgot Username? or Forgot Password? Go to If you need to contact support click Help and then select Contact Support. You can also select this once you have logged into your Ariba Network account. 34

35 Supplier Support Post Go-Live: Submit Support Ticket Log into your account. Click the Help link. Click Contact Support. There is a list of frequently asked questions, which may answer your question or help you resolve your issue. You can also submit a support ticket. 35

36 Supplier Support Post Go-Live: Submit Support Ticket Scroll down to the bottom of the page. Click on Ariba SAP Support Webform. Fill out webform. Note SAP in the Issue Description. Click Submit. You will receive an with the Service Request #. Reference the Service Request # in future correspondence about the issue. 36