3M Ariba Network Collaboration for Suppliers

Transcription

1 SAP Training Source To Pay 3M Ariba Network Collaboration for Suppliers Web-Based Training Version: 4.0 Last Updated: 27-July M Business Transformation & Information Technology Progress set in motion > 1

2 Course Introduction 3M eprocurement Process: This document contains training for your organization about transacting Purchase Orders (POs) with 3M through the Ariba Network (AN) using online web forms. Refer to the additional documentation available on the 3M Supplier Information Portal accessible from the Customer Relationships page of your Ariba Network account. Suppliers interested in using cxml or Electronic Data Interface (EDI) to transact on Ariba Network should refer to the cxml and EDI documents posted on the Supplier Information Portal and the Ariba Help page. 2

3 Requirements Purchase Orders (New, Changed and Canceled Orders): Orders originate from 3M s internal Enterprise Resource Planning (ERP) system. Orders are sent to your Ariba Network account. Choose the routing method ( , fax, online, cxml, or EDI) for receiving orders. Refer to the Account Configuration Guide on the Supplier Information Portal for instructions on how to configure your electronic order routing method. Order Confirmations Required prior to invoicing for all Purchase Orders. Also required for all Change Orders. Multiple statuses on a single line are not supported by 3M s ERP system. Single status on a single line is supported all back order (B/O) or all accepted. 3

4 Requirements (continued) Ship Notices: Ship Notices, also referred to as Advance Shipping Notifications (ASN), are required prior to 3M being able to receive the material. In addition, the ship notice is required prior to Invoicing for all Material POs that contain a Customer Part Number and orders without a Customer Part Number that ship across borders. Ship Notices are optional prior to invoicing for Non Customer Part Number Material or Service POs. (ASNs are enforced based on your group and are not always applicable based on individual Purchase Orders). Service Sheets: Also referred to as Service Entry Sheets (SES), are required when service has been rendered. The Service Sheet includes time and materials for service activity. 4

5 Requirements (continued) Invoices Invoices are required through the Ariba Network (if enabled for your group) Set up or Validate Remittance Address. Alternate invoicing methods will be rejected Remittance Advice: Contains details about payments made to you by 3M. 5

6 Purchase Order Management 6

7 Requirements Purchase Orders (New, Changed and Canceled Orders) As of Go-Live, you can expect to receive all your 3M Purchase Orders through Ariba Network. Orders originate from 3M s internal ERP system. Orders are sent to your Ariba Network account. Choose the routing method ( , fax, online, cxml, or EDI) for receiving orders. Refer to the Account Configuration Guide on the Supplier Information Portal for instructions on how to configure your electronic order routing method. 7

8 View Purchase Orders Click the Inbox tab to manage your POs. A list of POs received displays. In the Order Number column, click a link to view the Purchase Order details. 8

9 View Purchase Orders (continued) At the Purchase Order Headings, customize your view by clicking the Table icon to the right and selecting or de-selecting the type of information you want to display. Click column headings to sort the data set by that column. The small arrow indicates the sort order (ascending or descending). Order Status provides the state of each order. Obsoleted indicates a more recent order exists. Click this icon for additional display and Group-by options. 9

10 View Purchase Orders (continued) Search filters allows you to search using multiple criteria. Click the Search Filters arrow to display query fields. Enter your criteria and click Search. Once you find the order, click the order number to view it. Note: Depending on how you configured your Electronic Order Routing preferences, you may additionally receive a copy of the PO by , fax, EDI, or cxml. Note: Your company should train several people to access the Inbox. User accounts can be set up for additional Users by your Account Administrator. Click on the Actions button display the drop-down with valid actions for this as shown above and then click Create Order Confirm, Create Ship Notice or Create Invoice icons to create the document for the PO. You may also use the options available from the PO view (see next slide). Gray icons mean the document has not been sent. Colored icons mean they were sent. 10

11 Purchase Order Detail: Header View the details of your order: The Order Header includes the order date and information about the buying organization and Supplier. There are options available for Create Confirmation, Create Ship Notice, Create Invoice, or Print. Additional options: Resend to reprocess orders with failed status or test changes made to order routing settings Export cxml to save a copy of the cxml source information Order History for diagnosing problems and for auditing Header Level order information will include Comments (if applicable), Supplier Address, sourcing professional contact details, Remit To information, Ship From location, Means of Transport instructions, and Ship To location. 11

12 Purchase Order Detail: Header (continued) The Create Confirmation and Create Ship Notice option is enabled from this page and the Create Invoice option is grayed out. You must submit an Order Confirmation and a Ship Notice prior to Invoicing 3M. Note: Create Order Confirmation immediately upon receipt. 12

13 Purchase Order Detail: Header (continued) Select Hide in Inbox to hide orders if you no longer want to see them in your Inbox. Use Search filters to show hidden orders. Resend can be used to resend POs with a Failed status which were not sent properly to your , fax, cxml, or EDI system; or to test changes to your order routing settings. 13

14 Purchase Order Detail: Header (continued) This is the Sourcing Professional Contact information, should you have questions, comments, or require changes regarding PO. 14

15 Purchase Order Detail: Header (continued) 1. Configure your Remit To address so it defaults on your invoice form. See Account Configuration Guide on the Supplier Information Portal or search HELP for instructions. 1 15

16 Purchase Order Detail: Header (continued) 2. Ship From location must be accurately displayed. Should this be different than the actual Ship From, contact the Sourcing Professional to update. 3. Instruction on how to ship. If Supplier intends to ship differently from instructions, contact Sourcing Professional

17 Purchase Order Detail: Header (continued) Order Status Descriptions: New: Initial state; new order Changed: Order has been canceled or replaced by this subsequent (changed) order. Confirmed: All quantities confirmed. Shipped: You shipped the entire order. Invoiced: All ordered quantities have been invoiced. Failed: Ariba Network experienced a problem routing the order to your account. You can resend failed orders after correcting the issue. 17

18 Purchase Order Detail: Line Line Items section describes the ordered items. Each Line describes a quantity of items 3M wants to purchase. Use the Details button within the Line Item section to view additional Line Item details. Details include: Unit Details, Pricing Details, Comments (full item description), AP Tax Recoverable 1, and AP Tax Recoverable 2. Set the status of each Line Item by sending order confirmations (click Create Confirmation). Click Done at top or bottom of page when finished viewing your order. 18

19 Purchase Order Detail: Line (continued) 3M Item ID materials or services, Supplier part number (if applicable), and description will be displayed at the Summary level. 19

20 Purchase Order Detail: Line (continued) Click Details to view the details of the item. 20

21 Purchase Order Detail: Line (continued) 1. Updated line item status will display as you create order confirmations and invoices. 2. Expected taxes payable by 3M

22 Change Orders 3M may issue Change Orders. Header Level: Order Status displays as Changed. The original order is marked with an Obsolete status. Line Item Level: Changed fields are highlighted. Canceled Orders: Marked Canceled. Changed fields are highlighted. Links to previous versions for quick reference. 22

23 Order Confirmation 23

24 Requirements Order Confirmations (OC) are required through Ariba Network: Order confirmations are required for all Purchase Orders and must be submitted upon receipt of the Purchase Order. Multiple Order Confirmations are not recommended: Multiple statuses on a single line requires discussion with the 3M Sourcing Professional to submit the PO Change Order prior to confirmation so the confirmation will not fail in our ERP. Single status on a single line is supported - all back order (B/O) or all accepted. If you are unable to fulfill a Line Item or the entire order, the Supplier must be in direct contact with the Sourcing Professional. A Change Order or Canceled Order will be issued. Do not reject any Purchase Order Line Items or entire POs through the Ariba Network 24

25 Requirements (continued) Quantity and Price: Suppliers may propose changes to quantity and price on the order confirmation. 3M will issue a Change PO if Supplier contacted the Sourcing Professional to communicate changes that were found agreeable. Supplier must receive Change Order with updated quantity or price changes prior to submission of the Ship Notice and Invoice. Unit Of Measure (UOM) Review the UOM on the PO and ensure it will be the UOM used when invoicing. If the UOM is not correct, Supplier must be in direct contact with the Sourcing Professional and specify the correct UOM needed in the comments. Supplier will not be able to invoice in a different UOM than the UOM specified on the Order. Invoices in a different UOM will be rejected. 25

26 Create Order Confirmation Order confirmations are required for all Purchase Orders and must be submitted upon receipt of the Purchase Order. From the PO view, click Create Confirmation and select Confirm All or Update with Different Status for individual Line Items. This example demonstrates the Update Line Items option. 26

27 Create Order Confirmation: Header Enter Confirmation Number, which is any number you use to identify the order confirmation. Specify Est. Delivery Date information. It is applied for all Line Items. Enter Estimated Shipping Cost and Estimated Tax Cost at the Header or Line Level. Note: To enter a different delivery date than the Need By Date, select Create OC with Updates. 27

28 Confirm Order with Different Statuses: Line Level This option is typically used to propose changes (Example: Price changes) or specify back order status. Scroll down to view the Line Items and choose among possible values: Confirm: You received the PO and will send the ordered items. Backorder: Items are backordered. Once they are available in stock, generate another order confirmation to set them to confirm. Reject: DO NOT USE THE REJECT STATUS. Notify the Sourcing Professional directly. Note: You should not use several statuses for a single Line Item. Contact the Sourcing Professional for assistance. 28

29 Confirm Order with Different Statuses: Line Level (continued) For Backorder Items, click Details to enter Estimated Shipping & Delivery Dates, and comments. Note that you cannot create a partial backorder and partial shipment. Contact the Sourcing Professional if this is required. 29

30 Review and Submit Order Confirmation Continue to update the status for each Line Item on the Purchase Order. Once finished, click Next to proceed to the review page. Review the order confirmation and click Submit. Your order confirmation is sent to 3M. Click Previous to navigate back to the Update screen if you need to make further changes. Click Exit to completely exit the order confirmation. AN will not save the order confirmation. 30

31 Ship Notices 31

32 Requirements Ship Notices (ASNs) are required prior to invoicing for all Material POs that contain a Customer Part Number and orders without a Customer Part Number that ship across borders. Ship Notices are optional prior to invoicing for Non Customer Part Number Material or Service POs. (ASNs are enforced based on the Ariba group you were put in.) Ship Notice must be as accurate as possible. Suppliers must submit Ship Notices as soon as Supplier is aware of timing of items being shipped. 3M receiving processes are tied directly to information on the ship notice. Accuracy is monitored closely. 32

33 Requirements (continued) If an order is in a Partially Shipped status, you can create and submit multiple Ship Notices to ship the remaining Line Items. Once a Ship Notice is submitted in full quantity for all the Line Items, you can no longer create another Ship Notice. Ship Notice Line Item details are required to provide additional Line Item information. Bill of Lading is a required field. 33

34 Create Ship Notice Multiple ship notices per Purchase Order can be created and sent. From the Purchase Order view, click Create Ship Notice. 34

35 Create Ship Notice: Header Fill out the requested information on the Shipping PO form. Enter Packing Slip ID. Enter Actual Delivery Date. In the Carrier Name field, from the drop-down list, select Other. *See Supplier Information Page for list of Freight Vendors IDs. Enter Bill Of Lading #. This is a Required field. In the Shipping Method field, enter the means of transport. 35

36 Create Ship Notice: Header / Line Item If freight is paid directly to the carrier by 3M, select Other from the Carrier Name drop-down list and enter your Freight Vendor ID (provided by 3M) below. If you do not know the Freight Vendor ID, reference the Vendor ID list on 3M s Ariba Supplier Information Portal (link to 3M Shipping and Transportation) or contact your Sourcing Professional. From Order Items, Click Add Details, then click PACKAGING to enter the following required fields: 1. Gross Weight 2. Unit (weight unit of measure) 3. Weight (net weight) Note: Gross Weight and Weight (net weight) must be numeric values. Gross Weight must be higher than net weight 36

37 Create Ship Notice: Line Item For all ASNs: Scroll down to enter Line Item information Update the quantity shipped for each Line Item. Click Details for each Line Item. Provide the following information if available: 1. No. of Packages 2. International Article Number Click OK. 37

38 Create Ship Notice: Line Item (continued) If product (material) is 3M batch managed, provide Batch ID and Date of Manufactured. This information is required to receive a product at the Warehouse. Click Add Details to access the Date of Manufactured field. Enter Expiry Date if available. 38

39 Submit Ship Notice Submit the Ship Notice: Click Next. Review the Ship Notice Summary page for Ship Notice accuracy. Click Submit. 39

40 Ship Notice Submitted After submitting your Ship Notice, the Order Status updates to Shipped. If partial items are shipped, the Order Status updates to Partially Shipped. Submitted Ship Notices can be viewed from the Outbox or by clicking the link under the Related Documents from the PO View. Click Done to return to the Home page. Note: If you are required to submit Order Confirmation and Ship Notices, you will be unable to invoice until those activities are complete. 40

41 Service Sheets 41

42 Requirements Service Sheet (SES) is required: All 3M Service orders require an order confirmation prior to creating an SES. All 3M Service orders require an SES prior to invoice. There are two types of Service POs 1. Service PO with Service Line (Service PO) 2. Service PO with no Service line (Limit PO) Unit Of Measure (UOM): Service PO: Review the UOM on the PO and ensure it will be the same UOM used when creating the SES. Limit PO: PO with no Service Line or description This type of PO is intended for Services not known at the time of PO generation. Applicable UOM will be entered at the time of creating SS, for example, 20 HUR (Hours) of Cleaning Service at Rate of $150, 100 EA Snow Plowing service $50 EA. 42

43 PO Examples Example: Limit PO for Marketing Services Example: Service PO with two service lines 43

44 Create Service Sheet for Service Order Service Sheet for Service Order: Next to Order Number, click the radio button. Then, click Create Service Sheet. Alternately, click directly on the Order Number and from the Purchase Order Detail page, select Create Service Sheet. 44

45 Create Service Sheet for Service PO 1. Select which line you would want to create Service Sheet. Note: A given Service may have more than one line. Each line should be selected in a separate step Specify Service Dates, the date actual service is completed A Service line would be copied from a Purchase Order. Verify the Description of service. 4. Specify the Quantity and Unit of service confirmed. 5. Verify the Price copied from the PO

46 Create Service Sheet for Limit PO 1. Enter Service Sheet #. Note that SS# cannot contain leading zeros or special characters. 2. Specify Service Dates, the date actual service is performed. 3. Add SS line by clicking Add Unplanned Item from Add drop-down list. 4. Specify the Description of the service being performed. 5. Choose Type as Service. Specify the Quantity and Unit of service performed, for example 50 HUR. Enter the price

47 Invoicing 47

48 Invoice Practices Supported: Detail Invoices: Apply against a single PO referencing Line Item information Partial Invoices: Apply against specific Line Items from a single Purchase Order Partial quantity or subset of Line Items from a Purchase Order Credit Memo Credit Memo (PO or Invoice) Line Level Credit Memo (PO or Invoice) Header Level 48

49 Invoice Practices (continued) Not Supported: Paper Invoices: Once enabled on Ariba Network, 3M will no longer accept paper invoices for POs sent through Ariba. Header or Summary Invoices: A single invoice that does not provide Line Item details. Summary or Consolidated Invoices: Invoices that apply against multiple POs. Invoicing for Purchasing Cards (P-Cards): An invoice for an order placed using a P-Card. Duplicate Invoices: A new and unique invoice number must be provided for each invoice. 3M will reject duplicate invoice numbers unless resubmitting a corrected invoice with a previously failed or rejected status on Ariba Network. Cancel Invoices: 3M does not support the ability for Suppliers to cancel invoices. Suppliers must issue a credit memo for previously submitted invoices. Non PO Invoices: Not supported by 3M through the Ariba Network. 49

50 Tax and Shipping Data Tax Data: Taxes can be charged at the Header level or Line level of the invoice. Shipping Data: Shipping and Special Handling may be charged at the Header level. Ship To information may be found at the Header Level or Line level. 50

51 Adding a line in Invoice 4) This button should not be used. 3) This button (Add Material) should be used only to add miscellaneous charges 1) This button is used only to add Discount and Tax related charges at line level 2) This button is used to add a service line for Service PO (Service Order Limit Purchase Orders) 51

52 3M Invoice Rules Prior to invoicing for each Ariba PO, send: 1. Purchase Order Confirmation 2. Advance Shipping Notification 3. Service Sheet Do not use leading zeros, hyphens, spaces, or special characters. 52

53 View Customer Invoice Rules These rules determine what you can enter when you create invoices. 1. Log into your Ariba Network account. 2. Click the Administration Navigator and then under Account Settings, click Customer Relationships. 3. A list of your Customers displays. Click your Customer (3M) to view their invoice rules. 4. Scroll down to the Invoice setup section and view the invoice rules. 5. Click Done. 53

54 PO Flip Invoice To create an invoice against a PO, select a PO in your INBOX and click Create Invoice. 54

55 PO Flip Invoice: Select the PO to Invoice Next to the Order Number, click the radio button. Then, click Create and select Standard Invoice. Alternately, click directly on the Order Number and from the Purchase Order Detail page, select Create Invoice. 55

56 PO Flip Invoice: Header The Invoice Header page displays. Information from the PO defaults into invoice. Fields with an asterisk (*) are required fields. Enter an Invoice # which is your unique number for invoice identification. Note: Invoice numbers cannot contain leading zeros otherwise they will fail in the 3M system. Also, do not put dashes, slashes, spaces, periods, or other special characters in the invoice number field. Enter an Invoice Date. Note: Invoice dates cannot be backdated more than 364 days. 56

57 PO Flip Invoice: Header (continued) If you configured several Remit-To addresses, select it from the drop-down box that will appear. Configure your Remit To address so it defaults on your invoice form. See Account Configuration Guide on the Supplier Information Portal or search HELP for instructions. Any changes to Remit To must also be directly reported to 3M Sourcing Professional. The Bill-To address will default from the PO. 57

58 PO Flip Invoice: Header (continued) Tax can be submitted at the Header level or at the Line level. Select by clicking on the appropriate radio button. Shipping Costs must be entered at the Header Level. Click on the radio button next to Header level shipping. (Note: Shipping charges are at the line for integrated Suppliers.) Comments can also be added to the Header level by selecting from the drop- down list of Add to Header. 58

59 PO Flip Invoice: Header (continued) The invoices originated from EU countries must provide the applicable information below on the invoice for the applicable countries as advised by EU directive. Payment Note is used to enter the payment reference number for Norway only. Choose the Customer Address which determines the Customer VAT or Tax ID based on the Customer Bill-to Address. Note: The Buyer rules are configured to assign the Customer VAT ID for the Bill-to Address. Enter Supplier VAT or Tax ID for the invoice originated from VAT countries. The Supplier VAT or Tax ID fills automatically if default value is maintained. Enter Supplier Commercial Identifier, if applicable. 59

60 PO Flip Invoice: Header (continued) 60

61 PO Flip Invoice: Line Items The Line Items section shows the Line Items from the Purchase Order. Review or update Quantity for each Line Item you are invoicing. If a Line Item is not to be invoiced, click the Line Item s green check mark to exclude it from the invoice or click the check box on the left of the item and click Delete to remove the Line Item from the invoice. You can generate another invoice later to bill for that item. Enter Date of Supply as EU directive for applicable country. If the Line Item is taxable, review the Taxable Amount and update as necessary and enter the Rate (%). If a Line Item is tax exempt, select Exempt Detail as Exempt or Zero Rated. Then, in the Tax Description field, provide a reason for tax exemption. 61

62 PO Flip Invoice: Line Items (continued) 1. Click check mark to include or exclude the Line Item from the invoice. Green check mark: Include on invoice Gray check mark or box: Exclude from invoice 2. Update Quantity for each Line Item you are invoicing (if required). 62

63 PO Flip Invoice: Line Items (continued) Additional fields are available to charge for miscellaneous charges: Assist Commissions Discount Insurance Packaging and Packing Royalties and License Fees Tax Related Charges Other 63

64 PO Flip Invoice: Line Items (continued) 1. Click Add Item. 2. A new Line Item with available charge fields displays. 3. Add comments at the Line Item level. Select from the Line Item Actions drop-down list. 4. Click Update to refresh the page with all entered charges. 5. Click Next to review the summary page in order to complete your invoice submission. 64

65 PO Flip Invoice: Review and Submit 1. The Review page displays. Review your invoice for accuracy. 2. Scroll down the page to view the Line Item details and invoice totals. 3. If no changes are needed, click Submit to send the invoice to 3M. Click Previous to continue editing the invoice. Save saves the invoice in the Drafts tab in your Outbox for up to 7 days. Click Submit to send your invoice to 3M. 65

66 Creating Service Invoices I. SS Flip Invoice II. Service Invoices AutoGenerated SS (Auto-Gen SS) 66

67 I. SS Flip Invoice: Select Service Sheet to Invoice To create an invoice against a Service Sheet (SS), select SS from your OUTBOX. You can search SS by Service Sheet Number or Order Number (PO) 67

68 I. SS Flip Invoice: Select Service Sheet to Invoice (continued) Enter PO # in the Order Number field in the Search Filter and search display the Service sheets for the PO. Select Service Sheets with Approved status. Click Next to display the Create Invoice window. Note: SS must be approved by 3M prior to Invoicing. Note: You can select multiple SS for same PO. Alternately, you can also get to the create invoice screen by going to your Outbox Service Sheets and then open a Service Sheet #. A button displays on the Service Sheet window for Create Invoice. 68

69 I. SS Flip Invoice: Select Service Sheet to Invoice (continued) 69

70 I. SS Flip Invoice: Select Service Sheet to Invoice (continued) Click Create Invoice. 70

71 I. SS Flip Invoice: Select Service Sheet to Invoice (continued) Select Service Sheet from Outbox: Select Service Sheets with Approved status and click Create Invoice. Note: You can select multiple SSs for the same PO. Alternately, click directly on a Service Sheet number, then from the Service Sheet detail page, click Create Invoice. 71

72 I. SS Flip Invoice: Header The invoice Header page displays. Information from the PO defaults into invoice. Fields with an asterisk (*) are required fields. Enter an Invoice # which is your unique number for invoice identification. Note: Invoice numbers cannot contain leading zeros or it will fail in the 3M system. Also, do not send dashes, slashes, spaces, periods, or other special characters in the invoice number field. Enter an Invoice Date. Note: Invoice date cannot be backdated more than 364 days. Note: Fields displayed are an example only; fill in all applicable fields. 72

73 I. SS Flip Invoice: Header (continued) If you configured several Remit- To addresses, select it from the drop-down box that displays. Configure your Remit To address so it defaults on your invoice form. See Account Configuration Guide on the Supplier Information Portal or search HELP for instructions. Any changes to Remit To must also be directly reported to 3M Sourcing Professional. The Bill-To address defaults from the PO. Tax can be submitted at the Header level OR at the Line level. Select by clicking on the appropriate radio button. Note: Fields displayed are an example only; fill in all applicable fields. 73

74 I. SS Flip Invoice: Header (continued) Payment Note can be used to enter the Payment reference number for Sweden only. Choose the Customer Address which determines the Customer VAT or Tax ID based on the Customer Bill to address. Note: The Buyer rules are configured to assign the Customer VAT ID for the Bill to address. Enter Supplier VAT or Tax ID for the invoice originated from VAT countries. The Supplier VAT or Tax ID populates automatically if default value is maintained. Supplier Commercial Identifier needs to be entered if applicable. Note: Fields displayed are an example only; fill in all applicable fields. 74

75 I. SS Flip Invoice: Line Items Line Items section shows the Line Items from the Purchase Order. 1. Review Quantity for each Line Item you are invoicing. 2. If a Line Item is not to be invoiced, click the item s green check mark to exclude it from the invoice or click the check box on the left of the item and click Delete to remove the Line Item from the invoice. 3. Fill Date of Supply as EU directive for applicable country. 4. If a Line Item is tax Exempt, select Exempt Detail as Exempt or Zero Rated. In the Tax description field, provide Reason for tax exemption. 5. If the Line Item is taxable, review the Taxable Amount, update as necessary, and enter the Tax Rate (%)

76 I. Check Invoice Status If you selected to receive Invoice Notifications on your account, you will receive s regarding invoice status. You can also check invoice status from the Outbox. Click the invoice number. To view status details and invoice history, click the History tab. History and status comments for the invoice are displayed. Transaction history can be used in problem determination for failed or rejected transactions. When you are done reviewing history, click Done in the upper right corner of the window. 76

77 I. Check Invoice Status (continued) Invoice Statuses: Sent / Processing: The invoice has been received and is being processed. Approved: The invoice has been processed and invoice amounts approved. Rejected: The invoice has been rejected because it did not pass validation. The Comments contain text explaining why the invoice was rejected and the actions you should take to resubmit a corrected invoice. You may use the same invoice number for rejected or failed invoices. Paid: The invoice amounts have been paid. 77

78 II. Service Invoices AutoGen SS To create an invoice against a Service PO, select Service PO in your INBOX and click Create Invoice. Note: If your Invoice Reference is greater than 11 characters long, you should not use Auto-Gen SS. 78

79 II. Service Invoices AutoGen SS: Select Purchase Order to Invoice (continued) Enter PO # in the Order Number field in the Search Filter and search display the Service sheets for the PO. Alternately, you can also get to the create invoice screen by going to your Outbox Service Sheets and opening a Service Sheet #. A button displays on the Service Sheet window for Create Invoice. You will see a pop-up warning indicating Invoice would generate Service Sheet for you. The invoice is sent after the Customer approves the Service Sheet. 79

80 II. Service Invoices AutoGen SS: Header The invoice Header page displays. Information from the PO defaults into invoice. Fields with an asterisk (*) are required fields. Enter an Invoice # which is your unique number for invoice identification. Note: Invoice numbers cannot contain leading zeros or it will fail in the 3M system. Also, do not send dashes, slashes, spaces, periods, or other special characters in the invoice number field. Should not exceed 11 characters. Enter an Invoice Date. Note: Invoice date cannot be backdated more than 364 days. Note: Fields displayed are an example only; fill in all applicable fields. 80

81 II. Service Invoices AutoGen SS: Header (continued) If you configured several Remit- To addresses, select it from the drop-down box that displays. Configure your Remit To address so it defaults on your invoice form. See Account Configuration Guide on the Supplier Information Portal or search HELP for instructions. Any changes to Remit To must also be directly reported to 3M Sourcing Professional. The Bill-To address defaults from the PO. Tax can be submitted at the Header level OR at the Line level. Select by clicking on the appropriate radio button. Note: Fields displayed are an example only; fill in all applicable fields. 81

82 II. Service Invoices AutoGen SS: Header (continued) Payment Note can be used to enter the Payment reference number for Sweden only. Choose the Customer Address which determines the Customer VAT or Tax ID based on the Customer Bill to address. Note: The Buyer rules are configured to assign the Customer VAT ID for the Bill-to Address. Enter Supplier VAT or Tax ID for the invoice originated from VAT countries. The Supplier VAT or Tax ID populates automatically if default value is maintained. Supplier Commercial Identifier needs to be entered if applicable. Note: Fields displayed are an example only; fill in all applicable fields. 82

83 II. Service Invoices AutoGen SS: Line Items 1. At Line Items level, click Add/Update to add a Service line. 2. Enter Description of Service Provided 3. Enter Quantity 4. Enter Unit. HUR for Hours or use EA. Follow Ariba standard Unit of Measure guideline for other type of Unit of Measure. 5. Enter Unit Price 6. Enter Service Start Date 7. Enter Service End Date 83

84 II. Service Invoices AutoGen SS: Line Items Line Items section shows the Line Items from the Purchase Order. 1. Review Quantity for each Line Item you are invoicing. 2. If a Line Item is not to be invoiced, click the item s green check mark to exclude it from the invoice or click the check box on the left of the item and click Delete to remove the Line Item from the invoice. 3. Fill Date of Supply as EU directive for applicable country. 4. If a Line Item is tax Exempt, select Exempt Detail as Exempt or Zero Rated. In the Tax description field, provide Reason for tax exemption. 5. If the Line Item is taxable, review the Taxable Amount, update as necessary, and enter the Tax Rate (%)

85 II. Service Invoices AutoGen SS: Review and Submit Click Submit to complete the invoice creation process. 85

86 II. Service Invoices AutoGen SS: Review and Submit (continued) The invoice Routing Status remains On Hold and invoice Status is Pending Approval until Service Sheet is approved. Once the Service Sheet is Approved, the invoice will be transmitted to 3M. The Routing Status will change to Acknowledged and Invoice Status to Sent. 86

87 II. Service Invoices AutoGen SS: Review and Submit (continued) The invoice Routing Status remains On Hold until service Sheet is approved. If a Service Sheet has incorrect information, it can be Rejected by the Requestor, the invoice Routing Status is changed to Rejected and Invoice Status to Rejected. Invoice can be resubmitted by clicking Edit after making the necessary corrections. 87

88 Check Invoice Status If you selected to receive Invoice Notifications on your account, you will receive s regarding invoice status. You can also check invoice status from the Outbox. Click the invoice number. To view status details and invoice history, click the History tab. History and status comments for the invoice are displayed. Transaction history can be used in problem determination for failed or rejected transactions. When you are done reviewing history, click Done in the upper right corner of the window. 88

89 Check Invoice Status (continued) Invoice Statuses: Sent / Processing: The invoice has been received and is being processed. Pending Approval: The Service Sheet is routed for approval. Approved: The invoice has been processed and invoice amounts approved. Rejected: The invoice has been rejected because it did not pass validation. The Comments contain text explaining why the invoice was rejected and the actions you should take to resubmit a corrected invoice. You may use the same invoice number for rejected or failed invoices. If Invoice is for AutoGen SS, Service Sheet rejected by Requestor. Paid: The invoice amounts have been paid. 89

90 Country Specific Rules for 3M All: Supplier is responsible to advise 3M if submitting einvoices is not supported legally or regulatory and provide 3M appropriate regulation. EMEA: 3M Sweden: Swedish Suppliers using payment reference numbers (KID or FIK number) in the current invoice process must include this in the Ariba invoice. 3M Belgium: Toll levied when materials are transported by road in a large truck, if not included in the material prices, should be included in the shipping charges. Europe (All): If billing Supplier billing is located in Europe and sending an invoice to any European 3M entity, both Supplier VAT registration number and 3M VAT registration number must be included in the Ariba invoice. Invoices originated from EU countries are advised to provide the following information, per EU directive: 1. Date of Supply (Header and Item level) 2. Commercial Registration ID 3. Supplier VAT or Tax ID 4. Customer VAT or Tax ID 5. Enter Payment reference number in the Payment Note field for Sweden 6. Enter Reason for tax exemption (Header or Item level) in Tax Description field 90

91 Country Specific Rules for 3M (continued) Latin America: Mexican 3 rd -Party Provider selling to 3M Panama Pacifico and shipping to San Luis Potosi in Mexico Include the following Header comment on your invoice: OPERACION EFECTUADA AL AMPARO DEL ARTICULO 105 Y 112 DE LA LEY ADUANERA, ARTICULO 29 FRACCION I DE LA LEY DEL IVA. ARTICULO 156 DEL REGLAMENTO DE LA LEY ADUANERA , 5.2.2, Y DE LAS REGLAS DE CARÁCTER GENERAL EN MATERIA DE COMERCIO EXTERIOR VIGENTE. In addition, Vendor should include IMMEX Number for 3M Purification S de RL de CV ( ). 91

92 Modifying Invoices 92

93 PO Flip Invoice: Review, Save, Edit In case of any errors while entering invoice data, you will get a notification in red where information should be corrected. Clicking Exit during the invoice creation prompts User to Save, Delete, or Continue working on the invoice. When ready to resume work on the invoice, select the invoice from Drafts and click Edit. Note: You can keep draft invoices for up to 7 days. 93

94 Edit or Resubmit Invoices Access invoices to edit and resubmit: Click the Outbox tab. Click the Invoice # for the failed or rejected invoice you want to resubmit. Then click Edit. After correcting your invoice, click Submit on the Review page to send the invoice. 94

95 Creating Credit Memo Line Level (PO or Invoice) 95

96 Credit Memo: Line Item (PO or Invoice) 1. To create a credit memo against a PO that has previously been invoiced, go to your Outbox and select the Invoice by clicking directly on the Invoice number link. 1 Note: You can also click on the Radio button and Select Credit Memo from the Create drop-down menu. Once you are on the Invoice Detail page, verify it is the correct PO or invoice Click on Create Line- Item Credit Memo. 96

97 Credit Memo (PO or Invoice): Header 1. Enter Credit Memo #. Enter Credit Memo Date. By default, the original invoice values autopopulate (in a negative value) up until you select your Line Items and adjust the quantity and value 2. Tax credit can be submitted at the Header level or at the Line Item level. If submitting at the Header, once you adjust the Line Item quantity and negative value, the Taxable Amount and Tax Amount will automatically recalculate based on your Line Item value. 97

98 Credit Memo (PO or Invoice): Header (continued) When crediting shipping charges, if applicable, click on the Header shipping radio button. You will enter a negative amount for shipping at the Header level. (Note: Shipping charges are at the line for integrated Suppliers.) Comments can also be added to the Header Line Item Credit Memo (Add to Header). 98

99 Line Item Credit Memo (PO Invoice): Line Level 1. Click the check mark to include or exclude the Line Item from the credit memo. Green check mark = Include on invoice Gray check mark or box = Exclude from invoice 2. Update Quantity, the quantity will automatically fill in a negative quantity value. 3. Adjust unit price, if applicable. This will remain at a positive value. 4. Comments can also be added at the Line Item Level. 5. Click Update for a refresh or Next to review and submit

100 Line Item Credit Memo (PO Invoice): Submit Review the Credit Memo Summary Confirmation page for Credit Memo accuracy. Click Submit. Note: If Miscellaneous charges were used, they will not appear in the summary confirmation page. 100

101 Creating Credit Memo Header Level Lump Sum (PO or Invoice) 101

102 Credit Memo Header Level (PO or Invoice) To create a Header Credit memo (lump sum) against a previously-invoiced PO, go to your Inbox, and click the PO Number link. Note: You can also click the radio button and from the Create drop-down list, select Credit Memo. Once you are on the Invoice Detail page, verify it is the correct PO or invoice. Click Create Credit Memo. 102

103 Credit Memo Header Level (PO or Invoice) (continued) Enter Invoice #. Enter Invoice Date. Tax credit can be submitted at the Header level Credit. Crediting shipping or special handling charges. If applicable, at the Header level, enter a negative amount for shipping or special handling. Comments can also be added to the Header Line Item Credit Memo. 103

104 Credit Memo Header Level (PO or Invoice) (continued) Enter credit amount. The amount must be a negative value. Tax amount can also be credited. Click Create Tax. Select the tax type or create your own rate to apply to the credit. If applicable, when crediting Shipping charges, in Adjustment in Shipping, enter a negative amount. Comments can also be added to the Credit Memo. 104

105 Document Status, Searches, and Reports 105

106 Checking Invoice Status From your Home Page, click the Outbox tab. You will see a listing of all of the invoices you have sent. Each Invoice # is a link to open and view that invoice. There are two status types: 1. Routing Status: Shows the routing status of the invoice through the Ariba network to 3M. 2. Invoice Status: Shows the status of the invoice itself specifically through its payment process. 106

107 Checking Invoice Status (continued) Routing Status: Failed: The invoice failed the 3M invoicing rules as set within their Ariba Network account. Queued: Ariba Network received the invoice from a Supplier s Network account, but has not sent it to the 3M Network account. Sent: Ariba Network sent the invoice to 3M Ariba Network account. The invoice is awaiting download into the 3M invoicing application. Acknowledged: The invoice has been sent from the 3M Network account into their invoicing application. 107

108 Checking Invoice Status (continued) Invoice Status: Sent: The 3M received the invoice, but has not yet approved or rejected it. (Former status: Processing) Canceled: The invoice was canceled by the Supplier. Rejected: The 3M has manually rejected the invoice or the invoice failed validation when loading into the 3M invoicing system. Failed: The invoice failed to load into the 3M invoicing system. Approved: The Customer has approved the 3M for payment. Paid: 3M paid the invoice or is in the process of issuing payment. 108

109 Check Invoice History Access any invoice. Click the History tab to view status details and invoice history. History and status comments for the invoice displays. Transaction history can be used in problem determination for failed or rejected transactions. When you are done reviewing the history, click Done. 109

110 Search for Invoice (Search or Reports) Quick Search: From the Invoice tab in the Outbox: Select the Customer Name from the drop-down list. From the Customer drop-down list, select 3M. Enter Document #, if known. Select Date Range, up to 90 days for Invoices. Click Search. 110

111 Administrator and Account Set Up 111

112 Account Administrator Account configuration: Basic Profile Electronic Order Routing Electronic Invoice Routing Remittance Information Notifications Managing Roles and Users Customer Relationships Ariba Network Support 112

113 Configure Account Information You are responsible for the accuracy of the sections listed below. You can return to these sections at anytime to make changes and keep them updated. Basic Profile: Verify your company information. Notifications: View and update addresses for your account notifications. Electronic Order Routing: Select your preference for receiving orders. 113

114 Login as Administrator Ariba Network Login Page: To log into your account, go to To access your Production Account, enter User Name and Password, then click Login. 114

115 Profile and Account Configuration Access Company Profile: Click Administration Navigator tab. Profile Configuration window opens. Click Company Profile. Note: Your Ariba Network ID (ANID) displays on the upper right corner of the page. 115

116 Company Profile Configuration Basic: Complete or update all required fields listed by an asterisks in the Basic Company Profile Section. Click Add to classify your Company by: Commodities Sales Territory Industries Click Save. IMPORTANT: If your company information changes, notify 3M directly. 116

117 Company Profile Configuration (continued) Business: Optional: Enter additional company information such as Tax IDs. Tax IDs default onto invoices you create using the Create Invoice option. 117

118 Company Profile Configuration (continued) Marketing: Enter additional detail and specific criteria about your company. Add Company Description and Company Logo. If necessary, click Add and add Credit and Risk Information from D&B. 118

119 Basic Profile Configuration Contacts: The main company contacts fields are found on the Contacts tab located on the Company Profile page. 119

120 Basic Profile Configuration (continued) Certifications: Enter additional information about your company certifications, if applicable. You may enter additional information about your company for any green or diversity information that is applicable to your organization. 120

121 Configure Network Settings: Electronic Order Routing On the Administration Navigator, click Electronic Order Routing to indicate how you want to transact business with your Customers on the network. 121

122 Network Settings: Electronic Order Routing (continued) How to Receive Documents Methods available include , fax, online (web or portal), cxml, or EDI. Note: Online option sends the document to your inbox, but does not send an additional copy to your , fax, cxml or EDI routing. Selecting one of the other methods provides the order in your inbox in addition to a copy forwarded to the routing selected ( , fax, cxml or EDI system). For routing: You can specify up to 5 addresses separated by a comma. Select Include document in the message. You may also use a non-personalized distribution list address such as: orders@supplierxyz.com 122

123 Network Settings: Electronic Order Routing (continued) Select Include document in the message to include the PO as part of the (or fax). Configure your inboxes so the Ariba Network notifications do not fall in the junk or spam mail box. Business, Integrated, and Enterprise-level Supplier accounts can set Customerspecific order routing from the Administration, Customer Relationships section of the Supplier account. 123

124 Network Settings: Electronic Order Routing (continued) For Change Orders and Other Document Types, select Same as new catalog orders without attachments or set according to your preference. Under Other Document Types: Specify a method for sending Order Response Documents (Confirmations and Ship Notices). Specify a User to receive notifications. Click Save. 124

125 Network Settings: Electronic Invoice Routing From the Administration Navigator, click Electronic Invoice Routing. Choose one of the following invoice routing methods: Online cxml EDI Configure Invoice Notifications s. Check the boxes for the notifications you want to receive. 125

126 3M Remittance Advice and Procedures Suppliers who submit invoices through the Ariba Network using the Online Interface can configure their Ariba Network account with this information so the Remit To information required by 3M will be available readily when creating invoices. Note: if you are enabled for electronic funds transfer the Remittance information is for reference only. 126

127 3M Remittance Advice and Procedures (continued) Each Supplier is responsible for inputting and validating the correct Remit To Address (*required field dependent on country requirements) *Address1 Address2 Address3 *City *State *Country *Postal Code Suppliers who submit invoices through an integrated method (EDI or cxml) will need to ensure the Remit To address elements are also configured. 127

128 Configure and Validate Remit To Each Supplier must ensure the Remit To Address is provided on the invoice. Log in to your account. From the Administrator Navigator drop-down list, locate the Network Settings area. Select Remittances. 128

129 Settlement The settlement area of your Account Profile will allow you to enter specific Remit To Address information. You may have Remit To information already present for use with other Customers that you are transacting with on the Ariba Network. To create a Remit To Address for 3M, click Create. 129

130 Settlement (continued) From your list of proper Remit To Address: Enter the fields that are marked with an asterisk as those are required. Select one of your address records as the default. Important: Configure your Address1 field so you can identify the Remit to. When creating an invoice, only the Address1 field is visible in the drop-down list. This allows you to see which Remit To address to select when creating your invoices. Remittance ID Assignment is optional. 130

131 Settlement (continued) After all of the information is entered, click OK at the top of the page. On your Settlement page, click Save to complete the setup. Note: There is additional information within the setup for payment method, but you do not need to complete those sections. 131

132 Notifications From the Administration Navigator, select Network Notifications to indicate which system notifications you want to receive. Click the General tab to set general notifications. Click the Network tab to set transaction related notifications. 132

133 Notifications (continued) On the Network tab, review and select to receive important notifications regarding transactions. Note: Enter up to 3 addresses per notification type. Separate each address with a comma. 133

134 Enhanced User Account Functionality The User Account Navigator enables Sellers to: Quickly access their User account information and settings. Link their multiple User accounts. Switch to their test accounts. Note: After multiple User accounts are linked, the User Account Navigator displays the multiple User accounts. 134

135 Enhanced User Account Functionality (continued) User Information: Under My Account, complete or update all required fields listed with an asterisk. Note: If you change your username or password, remember to use it at your next login. Hide personal information if necessary by checking the box. 135

136 Managing Roles and Users 136

137 Users and Roles On the Administration Navigator, click Users. Administrator: Responsible for account management and configuration. Administrator role is automatically linked to the username and login entered during registration. Controls access to the account; creates Users and roles. The primary point of contact for Users with questions or problems. User: Created by Administrator Has exactly one role, which corresponds to the User s real job responsibility Responsible for updating personal User info 137

138 Create User Role From the Users page: In the Manage User Roles section, click Create Role. Enter Name and Description for the Role. Add Permissions for the Role checking proper boxes. Click Save. New Role is created. To modify or delete roles, in the Actions section, click Edit or Delete. 138

139 Create Users On the Administration Navigator, click the Users tab. The Users page displays. Click Create User to create new User. Add all relevant info about the User. In the Role Assignment section, select a role. Click Done. You can add up to 250 Users to your Ariba Network account. 139

140 Modify User To modify User information, from the Users page, select a User and click Edit. From the Edit User window, you can: Reset the password for the User Update information Change the User s role assignment Other options include: Delete Users Add to Contact List Remove from Contact List Make Administrator 140