Ariba Network PO & Invoice Guide

Ariba Network PO & Invoice Guide

Content Introduction Purchase Order Management Order Confirmations Ship Notices Invoice Practices Before you Begin Invoicing Viewing Customer Invoice Rules Electronic Invoice Routing and notifications Account Configuration and Invoice Archival Creating Invoices PO Flip Invoice PO Flip with Allowances and Charges PO Flip against Goods PO Flip against Ship Notice Credit Invoices Non PO Invoice CSV Invoice Modifying Invoices Document Statuses, Searches and Reports Ariba Network Support Appendices- General Auto-Invoice against Goods receipt(s) Appendices- LATAM Mexico Brazil Chile Colombia 2

Introduction Procure-to-Pay Process This document contains the requirements and training for your organization around transacting purchase orders, order confirmations and ship notices, as well as how to create and submit invoices online to SAP via the Ariba Network. SAP requires suppliers enabled on Ariba Network to submit electronic invoices through Ariba Network. Note: Suppliers uploading CSV Invoices or utilizing cxml or EDI technologies should refer to the specification documents available on the SAP Supplier Information Portal. 3

Purchase Order Management

View Purchase Orders Click on Inbox tab to manage your Purchase Orders. Inbox is presented as a list of the Purchase Orders received by SAP. Click the link on the Order Number column to view the purchase order details. Search filters allows you to search using multiple criteria. Click the arrow next to Search Filters to display the query fields. Enter your criteria and click Search Click this icon for additional display and Group-by options. 2014-2016 SAP Ariba. All rights reserved. Public 5

Purchase Order Detail View the details of your order. The order header includes the order date and information about the buying organization and supplier. Note: You can always Resend a PO which was not sent to your email address, cxml or EDI properly clicking Resend button. Additional options: Export cxml to save a copy of the cxml source information Order History for diagnosing problems and for auditing Line Items section describes the ordered items. Each line describes a quantity of items SAP wants to purchase. Set the status of each line item by sending order confirmations clicking Create Order Confirmation. At the bottom of the purchase order is the Sub-total value. 2014-2016 SAP Ariba. All rights reserved. Public 6

Order Confirmations

1 Create Order Confirmation: Confirm Entire Order This slide explains how to Confirm Entire Order. Enter Confirmation Number which is any number you use to identify the order confirmation. If you specify Est. Shipping Date or Est. Delivery Date information, it is applied for all line items. You can group related line items or kit goods so that they can be processed as a unit. Click Next when finished. Review the order confirmation and click Submit. Your order confirmation is sent to SAP. Once the order confirmation is submitted, the Order Status will display as Confirmed. When viewing documents online, links to all related documents are displayed. Click Done to return to the Inbox. 2014-2016 SAP Ariba. All rights reserved. Public 8

2 Create Order Confirmation: Reject Entire Order From the PO view, click the Create Order Confirmation button and select to Confirm Entire Order, Update Line Items for individual line items or Reject Entire Order. This example demonstrates the Reject Entire Order option. (Updating with Different Status will be explained later in the presentation) 2014-2016 SAP Ariba. All rights reserved. Public 9

3 Confirm Order: Update Line Items Select Update Line Items, to set the status of each line item. Fill in the requested information (the same as for Confirm All option). 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 available in stock, generate another order confirmation to set them to confirm. Reject Enter a reason why these items are rejected in the Comments field by clicking the Details button. 2014-2016 SAP Ariba. All rights reserved. Public 10

3 Confirm Order: Update Line Items - Backorder Enter the quantity backordered in the Backorder data entry field. Click Details to enter Comments and Estimated Shipping and Delivery Dates for the backordered items on the Status Details page. Click OK when done. Note: If using several statuses for a line item, the sum of the quantities for the statuses should equal the line item quantity. Click Next. 2014-2016 SAP Ariba. All rights reserved. Public 11

3 Confirm Order: Update Line Items - Price Change Enter the quantity in the Confirm data entry field. Click Details to enter the details regarding the price change. Note the new price in the Unit Price field on the Status Details page for the line item. Enter a Comment regarding the price change, if needed. Item substitutions for the requested part can also be communicated using the Supplier Part field. Update the Description as needed. Click OK when done. 2014-2016 SAP Ariba. All rights reserved. Public 12

3 Confirm Order: Update Line Items - Reject Enter the quantity in the Reject data entry field to reject item. Click the Details button to enter a reason for the rejection in the Comments field on the Status Details page. Click OK when done. 2014-2016 SAP Ariba. All rights reserved. Public 13

3 Confirm Order: Update Line Items 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 SAP. The Order Status will display as Partially Confirmed if items were backordered or not fully confirmed. Generate another order confirmation to set them to confirm if needed. Click Done to return to the Inbox. 2014-2016 SAP Ariba. All rights reserved. Public 14

Ship Notices

1 Create Ship Notice Create Ship Notice using your Ariba account once items were shipped. Multiple ship notices per purchase order might be sent. Click the Create Ship Notice button. Fill out the requested information on the Shipping PO form. The Packing Slip ID is any number you use to identify the Ship Notice. Choose Carrier Name and then Tracking # and Shipping Method will appear. Gross Volume and Gross Weight are optional fields when Collaborative Supply Chain (CSC) is enabled Enter Ship From information by clicking on Update Address. Any field with an asterisk is required. Check if Deliver to information is correct. Click OK. 2014-2016 SAP Ariba. All rights reserved. Public 16

2 Delivery Terms and Transportation Details Delivery terms and other transportation details can be included on all advance ship notices to support a broader range of shipping information collaboration. 2014-2016 SAP Ariba. All rights reserved. Public 17

3 Create Ship Notice - Details Scroll down to view line item information and update the quantity shipped for each line item. Customer Part # is visible when Collaborative Supply Chain (CSC) is implemented Click Next to proceed to review your Ship Notice. 2014-2016 SAP Ariba. All rights reserved. Public 18

3 Direct Material Fields: Ship Notice Line Item (Add Details) If Buyer has implemented Collaborative Supply Chain (CSC), supplier can enter Retail Details on the Ship Notice Supplier can also enter Packaging Details 2014-2016 SAP Ariba. All rights reserved. Public 19

4 Submit Ship Notice After reviewing your Ship Notice, click Submit to send Ship Notice to <Customer Name>. Ship Notices provide improved communications to help avoid unnecessary calls to order support department. After submitting your Ship Notice, the Order Status will be updated to Shipped. Submitted Ship Notices can be viewed from Outbox or by clicking the link under the Related Documents from the PO View. Click Done to return to the Home page. 2014-2016 SAP Ariba. All rights reserved. Public 20

PDF Generation

PDF Generation The option to Download a PDF version of the PO is now present as shown. Note: If the document exceeds 1000 lines or is larger than 1MB size, details are not shown in the UI. Therefore the detail is not included in the PDF generated [Increased Document Size Support feature]. 2014-2016 SAP Ariba. All rights reserved. Public 22

Invoice Practices

SAP project specifics Overview of Supported Documents SUPPORTED Purchase Order Confirmations Apply against a whole PO or line items Detail Invoices Apply against a single purchase order referencing a line item Partial Invoices Apply against specific line items from a single purchase order Non-PO Invoices Apply against a PO not received through the Ariba Network Credit Invoices Item level credits; price/quantity adjustments Invoice Attachments and comments Invoice attachments, and comments, are supported NOT SUPPORTED Summary or Consolidated Invoices Apply against multiple purchase orders; not accepted by SAP Backdating invoices Backdated invoices are not accepted by SAP Duplicate Invoices A new and unique invoice number must be provided for each invoice; SAP will reject duplicate invoice numbers unless resubmitting a corrected invoice that previously had a failed status on the Ariba Network Paper Invoices SAP requires invoices to be submitted electronically through the Ariba Network; SAP will no longer accept paper invoices Header Level Credit Memos The Header Level Credit Memo feature is not supported by SAP Contract Invoices Apply against contracts; not accepted by SAP Service Invoices Invoices that require service line item details; not accepted by SAP Advance Shipment Notices Apply against PO when items are shipped; will not be considered or processed by SAP 24

Before You Begin Invoicing

Customer Invoice Rules These rules determine what you can enter when you create invoices. 1. Login to your Ariba Network account. 2. Click on the Administration Navigator on the top right hand corner and then on Customer Relationships under Account Settings. 3. A list of your Customers is displayed. Click the name of your customer (SAP) to view their invoice rules. 4. Scroll down to the Invoice setup section and view the invoice rules. 5. If SAP enabled Country-Based Invoice Rules then you will be able to choose your Country in Originating Country of Invoice from the drop down menu 6. Click Done when finished. 26

Electronic Invoice Routing and notifications 1. Click on Electronic Invoice Routing at Administration Navigator. 2. Choose one of the following Invoice routing methods Online cxml EDI 3. Configure Notifications to emails (the same way as in Order Routing). 27

Invoice Archival In the Electronic Invoice Routing section, Tax Invoicing and Archiving tab you have two options to set up archiving of invoices: To export invoices to your system for legal compliance define the Invoice Archival section: 1. Select frequency (Weekly, Biweekly or Monthly), choose Archive Immediately to archive without waiting 30 days, and click Start. 2. If you want Ariba to deliver automatically archived zip files to you, also enter an Archive Delivery URL (otherwise you can download invoices from your Outbox, section Archived Invoices). To use integrated archiving solution subscribe in the Long-Term Document Archiving section. Please read the applicable terms and policies and supported list of countries. After you enable the service you have access to Document Archive tab where you can search and view Archived Documents and request to download multiple documents. 2014-2016 Ariba - An SAP Company. All rights reserved. Public 28

Creating Invoices

PO Flip Invoice To create a PO-Flip Invoice 2 1. Select the PO Invoice link under the Create Invoice section in the navigation menu on the left.. 2. For PO Invoice select a PO number. 3. Click on the Create Invoice button and then choose Standard Invoice 1 3 30

PO Flip Invoice - Header Invoice is automatically pre-populated with the PO data. Complete all fields marked with an asterisk and add tax as applicable. 1. Enter an Invoice # which is your unique number for invoice identification. 2. The Invoice Date* will auto-populate. 3. Select Remit-To address from the drop down box if you have entered more than one. 4. Tax and Shipping can be entered at either the Header or Line level by selecting the appropriate radio button. 5. You can also add some additional information to the Header of the invoice such as: Special Handling Payment Term Comment Attachment** Shipping Documents 6. Then Scroll down to the Line items section to select the line items being invoiced. Note: Support of Addt l Reference Documents & Dates is applicable for CSC customers only **Attachment file size should not exceed 40MB. 5 1 2 3 4 *Buyers can allow suppliers to create future dates on invoices submitted 31

PO Flip Invoice Line Items Line Items section shows the line items from the Purchase Order. 1. Review or update Quantity for each line item you are invoicing. 2. If line item should not be invoiced, click on 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. 3. Select the line item to which tax is to be applied using the Line Item # checkbox. To apply the same tax to multiple line items select those line items to be taxed at the desired rate. 4. To configure additional Tax Options within the Tax Category tool, use the Configure Tax Menu option. 5. Check Tax Category and use the drop down to select from the displayed options. Click Add to Included Lines. (see Slide 14 for additional details) 3 2 4 1 5 32

PO Flip Invoice Additional Tax Options & Line Item Shipping To configure additional tax options click Configure Tax Menu under the Tax Category drop down. Create new tax categories and as needed. 1. To apply different tax rates to each line item select the Line Item. 2. Click Line Item Actions > Add > Tax. Upon refresh, the Tax fields will display for each selected line item. 3. Within each line item, select Category, then either populate the Rate(%) or Tax Amount. Click Update. To remove a tax line item, click Remove. 4. Shipping: If line level shipping has been selected at the line level, enter shipping cost to the applicable line items. 33

PO Flip Invoice 0 % Tax option To apply 0 % tax you have to provide the Description and select the Exempt Detail: Note: Select one of the Exempt Detail options from the drop down box. 34

PO Flip Invoice Detail Line Items 5. Additional information can be viewed at the Line Item Level by editing a Line Item 35

PO Flip Invoice Line Item Comments 7. To add comments at the line items select Line Items, then click at Line Item Actions >Add > Comments. 8. Upon refresh, the Comments field will display. Enter applicable Comments in this field. 9. Click Next. 36

PO Flip Invoice With Allowances and Charges If Allowances and Charges are included in the PO, these will convert to the Invoice at either Invoice Header or Lined Item Level based on where the information is on PO Header Allowance and Charges Line level Allowance and Charges 37

PO Flip Invoice Against Goods Receipt You are required to include only received quantities on invoices. 1 1. From the Purchase Order, Create Invoice, select the Receipt(s) that will be invoiced. 2. The invoice is now prepopulated with the items within the Goods Receipt. You now have the ability to select the items to include and/or modify the Quantities on the invoice. 2 38

PO Flip Invoice Against Ship Notice You are required to include only Shipped quantities on invoices. 1 1. From the Purchase Order, Create Invoice, Select the Ship Notice that will be invoiced. 2. The invoice is now prepopulated with the items within the Ship Notice. You now have the ability to select the items to include and/or modify the Quantities on the invoice. 2 39

Credit Memo / Negative Invoice To create a credit memo against an Invoice, 1. Select your previously created invoice in your Outbox. 2. Click the button on the Invoice screen for Create Line-Item Credit Memo. 3. Complete information in the form of Credit Memo (the amount and taxes will automatically be negative). Make sure that all required fields marked with asterisk are filled in. 4. Click Next once done. 5. Review Credit Memo. 6. Click Submit. 1 2 40

Non PO Invoice To create an invoice without a PO, 1. Select Non-PO Invoice under Create on the navigation menu. 2. Select SAP from the Customer dropdown list 3. Select Standard Invoice. If you need to invoice a new customer click Invoice New Customer. Note: Your customer must generate a code for you to create non-po invoices. 4. Click Next. 1 2 3 41

Non PO Invoice 1. Complete all required fields marked with an asterisk (*). 2. Complete at least 1 of the Order Information Fields. If your customer disables the rule you are not required to enter info in Order Information section. 3. Note: Add a customer Email address to have the document properly routed to the right approver. 4. Use Add Item or Add Service Item button to add the details of the item(s) being invoiced. Note: Be certain to provide COMPLETE details of the items or services provided. 5. Add Tax and Shipping as appropriate. Click Next to continue. Then Review, Save or Submit as Standard Invoice. 1 2 3 4 42

Contract Invoice There is an option to add Tax, Shipping, Special Handling, Discount, Comments and Attachments to Contract Invoices. To add Line items to the Invoice: 1. Choose from Noncatalog or Catalog options. 2. Enter required fields marked with an asterisk (*). 3. Update Total. 4. Click on Submit button to submit the invoice. 2 3 4 1 43

CSV Invoices Upload To access a customer s CSV file template, go to Administration > Customer Relationships > Click the customer name > Download CSV Invoice Template. Populate the template and upload it from Create> CSV Invoice > Browse > Import. The CSV file is processed by Ariba Network and forwarded to the customer in the form of cxml message. For more information, please read the CSV Upload Guide available from the Supplier Information Portal. 44

Copy This Invoice Feature

Copy This Invoice Suppliers can copy an existing invoice to use as a basis for a new invoice. The copy includes all fields except the invoice date, invoice number, exchange rate, and attachments. The supplier can edit and submit the new invoice without having to reenter a lot of information. This feature applies to standard invoices and contract-based invoices. Invoices can be copied regardless of status. Common uses for this feature include: Submitting invoices for a balance due Submitting corrected invoices in cases where the first attempt was rejected Enabling This Feature This is an out-of-the-box feature available to all customers. It requires no action to configure it. Limitations You cannot copy the following: Summary invoices (invoices that refer to multiple purchase orders) Credit memos and line-level credit memos Self-signed invoices (invoices that are digitally signed by the supplier) Invoices with 1000 or more invoice lines 46

How to Copy this Invoice To copy an existing invoice in order to create a new invoice 1) On Ariba Network, go to the Outbox. 2) Either Select the radio button for the invoice you want to copy, and click Copy. OR Open the invoice you want to copy, and on the Detail tab, click Copy This Invoice 3) Enter an invoice number. 4) For VAT lines, make sure the date of supply at the line level is correct. 5) Edit the other fields as necessary. 6) Click Next, review the invoice, and save or submit it. 47

Modifying Invoices

PO Flip Invoice Review, Save, Submit Review your invoice for accuracy from the Review page. Scroll down the page to view all line item details and invoice totals. If no changes are needed, click Submit to send the invoice to SAP. If changes are needed, click Previous to return to previous screens and make corrections before submitting. NOTE: In case of any errors, you will get a notification in red where information should be corrected. Alternatively, Save your invoice at anytime during invoice creation to work on it later. You may resume working on the invoice by selecting it from Outbox>Drafts on your Home page. Note: You can keep draft invoices for up to 7 days. 49

Cancel, Edit and Resubmit Invoices Click the Outbox tab. In the Invoice # column, click a link to view details of the invoice. 1. Click Cancel. The status of the invoice changes to Canceled. 2. Click the Invoice # for the failed, canceled, or rejected invoice that you want to resubmit and click Edit. Click Submit on the Review page to send the invoice. 50

How to add an attachment to an invoice

Chose a PO within your inbox 52

Set up the invoice 53

Set up the invoice 54

Document Status, Searches, and Reports

Check Invoice Status If you configured your Invoice Notifications as noted earlier in this presentation, you will receive emails regarding invoice status. You can also check invoice status from the Outbox. ROUTING STATUS Reflects the status of the transmission of the invoice to SAP via the Ariba Network. Obsoleted You canceled the invoice Failed Invoice failed SAP invoicing rules. SAP will not receive this invoice Queued Ariba Network received the invoice but has not processed it Sent Ariba Network sent the invoice to a queue. The invoice is awaiting pickup by the customer Acknowledged SAP invoicing application has acknowledged the receipt of the invoice INVOICE STATUS Reflects the status of SAP s action on the Invoice. Sent The invoice is sent to the SAP but they have not yet verified the invoice against purchase orders and receipts Cancelled SAP approved the invoice cancellation Paid SAP paid the invoice or is in the process of issuing payment. This status applies only if SAP uses invoices to trigger payment Approved SAP has verified the invoice against the purchase orders or contracts and receipts and approved if for payment Rejected SAP has rejected the invoice or the invoice failed validation by Ariba Network. If SAP accepts invoice or approves it for payment, invoice status updated to Sent (invoice accepted) or Approved (invoice approved for payment) Failed Ariba Network experienced a problem routing the invoice 56

Check Invoice History Access any invoice. Click on the History tab to view status details and invoice history. 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 the history, click Done. 57

Search for invoice - Quick Search and Refined Search 2 QUICK SEARCH 1. From the Home Tab, 2. Select Invoices in the Document type to search, 3. Select SAP from Customer Drop down menu. 4. Enter Document #, if known. 5. Select Date Range, up to 90 days for Invoices. 6. Click Search. 1 REFINED SEARCH Allows a refined search of Invoices within up to 90 last days. Click the arrow to expand 1. Search Filters from Outbox (Invoices). 2. Enter the criteria to build the desired search filter. 3. Click Search. 3 58

Search for invoice - Reports Invoice reports provide information on invoices you have sent to customers for tracking invoices over time or overall invoice volume for a period of time. Failed Invoice reports provide details on failed and rejected invoices. These reports are useful for troubleshooting invoices that fail to route correctly. Note: Reports can be created by Administrator or User with appropriate permissions. 1. Click the Reports tab from the menu at the top of the page. 2. Click Create. Fill in required Information. Select an Invoice report type Failed Invoice or Invoice. 3. Click Next. Note: Select (and higher) members may choose Manual or Scheduled report. Set scheduling information if Scheduled report is selected. After specifying Customer and Created Date in Criteria click Submit. You can view and download the report in CSV format when its status is Processed. For more detailed instructions on generating reports, refer to the Ariba Network Transactions Guide found on the HELP page of your account. 2 1 3 59

Ariba Network Support

Training and Resources SAP Supplier Information Portal Buyer specific information is available on the Network. Select the name of your company in the top right corner and then click the Customer Relationships link. 1 Select the buyer name to view transactional rules: o The Customer Invoice Rules determine what you can enter when you create invoices 2 Select Supplier Information Portal to view the following presentations to learn more about transacting with SAP: o Account Configuration Guide o SAP Purchase Order Confirmation and Ship Notice Guide o SAP Invoice Guide o Supplier Membership Program / Supplier Registration Guide 1 2 61

Training and Resources - Ariba Network Standard Documentation Go to: http://svcdev8.ariba.com/supplier.aw/ Click the Help link Click Help Center, Then click on Learning Center to access Product Documentation The Learning Center was created for users interested in technical product documentation. The Learning Center was design to allow you to browse the full library of product documentation and tutorials. Note: Only a subset of the documentation is available in a pre-login state. 62

Training and Resources - Ariba Network Standard Documentation Standard Documentation can also be accessed from your account. Click on Help Center. Click Documentation to view Ariba Network Administrator s documentation 63

Help Center Helpful things to know Search: Perform a search to find content not found under Popular Topics. Results can be sorted or filtered Popular Topics: Title links are selected for you based on the solution that you were using when you clicked on Help, whether or not you are an administrator; and your default language. Click on the link to view the content item. You will be able engage with the content: author, view how many community users have viewed the content and have flagged the content as being helpful to you, and report problems with the content. Popular Tags: These are the tags associated with our most popular content items per solution. It is a quick way to find documents related to the topic. 64

Training and resources Ariba Network standard documentation and useful links Go to: http://svcdev8.ariba.com/supplier.aw/ Click on the Help Center link in the upper right hand corner of the page, then click on View more. In the Learning center there is Product Documentation available for Users or Administrators. Useful Links Ariba Supplier Membership page - http://www.ariba.com/suppliermembership Ariba Network Hot Issues and FAQs - https://connect.ariba.com/anfaq.htm Ariba Cloud Statistics http://trust.ariba.com Detailed information and latest notifications about product issues and planned downtime if any during a given day Ariba Discovery - http://www.ariba.com/solutions/discovery-for-suppliers.cfm Ariba Network Notifications - http://netstat.ariba.com Information about downtime, new releases and new features 65

Who should you contact? Supplier Support During Deployment Ariba Network Registration or Configuration Support Please contact JoinSAP@sap.com for any questions regarding registration, configuration, Supplier Membership Program fees, or general Ariba Network questions. SAP Business Process Support Please contact SAP on procurement_solutions_excellence@sap.com for business-related questions. Supplier Support Post Go-Live Ariba Network Support for Actively Transacting Suppliers 66

Supplier support post Go-Live Help Center Go to http://svcdev8.ariba.com/supplier.aw/ If you forget your username or password click on the link Forgot Username or Forgot Password. To access our Help Center, log into your account or go to http://svcdev8.ariba.com/supplier.aw/ Click the Help link in the top right corner. Click Help Center and go to Support section at the bottom. Search for any topic you would like to know more about. If none of the articles answers your question, click on the Create Online Service Request button to contact our Customer Support. Fill out our webform. Select Problem Type. Note SAP in the Issue Description. 67