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Ariba Network Process GuideFor Transacting with Felda Global Ventures

© 2016 SAP SE or an SAP affiliate company. All rights reserved. 2Customer

Agenda

Logging in to Ariba Network

Navigating your Ariba Network

Network Setting configuration

Managing Roles and Users

Access purchase orders from inbox and create Order Confirmation, Advance shipping notice

Creating an invoice (standard invoice, partial invoice)

Supplier Information Portal

PO failure reasons and action to be taken

How to contact Ariba Support

Note: You can click on required processes from the above list.

(right-click on link > open hyperlink on normal view or click link directly on slide show

view), or scroll through the entire guide


IntroductionWelcome to the Ariba Network.

Your customer FGV selected the Ariba Network as their electronic transacting provider. As their preferred supplier, FGV invited you to join the Ariba Network and start

transacting electronically with them.

This document provides step-by-step instructions on how to transact with your customer via the Ariba Network.


How do I login?

1. Go to https://supplier.ariba.com

2. Enter your Username &

Password

3. Click Log In

After successful login, the screen will

display your Home Page

If you have forgotten your login details:

1. Click on Forgot Username or Forgot

Password

2. Enter your email address

3. A password reset link will be sent to

your registered email address.

4. Click on the Password reset link,

update your security question and

answer.

5. Create a new password which

needs to be 8 character long and

alphanumeric. E.g. Aribauser1

https://supplier.ariba.com/


How do I Navigate in My Ariba Account?

A. Ariba Network URL

B. Company Settings

C. Admin Configuration

D. Help Center

E. Documentation, Video Tutorials

and Support

1. Inbox – Documents from your

buyer/s

2. Outbox – Your submitted

documents

3. Reports – Run reports and extract

content into Excel

4. Search – Find documents within

your account

5. Purchase Order Status – Number

of POs and their status

6. Invoice Status – Number of

Invoices and their status

C

A

B1 2 3

4

5

6

D

E


How do I configure My Account?


Configuring Your Account – 1. Company Settings

Company Settings:

1. Click on Company Profile under Company Settings drop down.

Company Profile:

2. Click on Company Profile under Company Settings drop down.

3. Complete or update all required fields listed by an asterisks in Basic Company Profile

section. Click Add button to classify your Company by Commodities, Sales Territory and

Industries.

4. In Business tab, enter additional information for your company, such as Tax ID or

VAT ID. Please add your company’s GST number in the TAX ID field so the same

reflects on your invoice copy.

Note: The more information you provide, the more relevant business

opportunities you may receive.

You may also add Contacts and upload Certificates to further increase

your Profile completeness percentage.

Make sure that all changes you made are saved


Configuring Your Account – 2. Electronic Order Routing

Electronic Order Routing Modes:

1. On the Company Settings, click on Electronic Order Routing (under Network Settings)

2. Choose how you want to receive the Purchase Orders from your customer. The

available Routing methods are Online (Portal), cXML, Email, EDI or Fax.

3. Choose email, if you want to receive the purchase orders in your email address and tick

on the check box Include document in the email message to receive the Purchase

Order document in your email.

Electronic Order Routing Notifications:

4. For Change Orders and Other Document Types select “Same as new catalog orders

without attachments” or set according to your preference. Also, Specify a method for

sending Order Response Documents (Confirmations and Ship Notices) and Specify a User

to receive notifications.

Note 1: Configure your e-mail inboxes so that the Ariba Network notifications do not

fall in the junk or spam mail box.

Note 2: When Ariba Network sends purchase orders to mailboxes that respond

automatically with “Out of Office” messages, it does not fail the orders and indicates

it received the auto-reply in the order history log.


Configuring Your Account – 3. Electronic Invoice Routing

Electronic Invoice Routing Modes:

1. On the Company Settings, click on Electronic Invoice Routing (under Network Settings)

2. Choose one of the available Routing methods Online (Portal), cXML, EDI.

Electronic Invoice Routing Notifications:

3. Configure Notifications to emails (the same way as in Electronic Order Routing).

Note: After Archive Immediately started you can either Stop it or Update

Frequency any time.


How do I create and manage

users?


Administrators and Users

Administrator

• Automatically linked to the username and login entered during

registration

• Responsible for account configuration and management

• Primary point of contact for users with questions or problems.

• Creates roles for the account

User

• Can have different roles, which correspond to the user’s actual job

responsibilities

• Responsible for updating personal user information


Role and User Creation

1

2

Click on the Users tab on the Administration Navigator. The Users page will load.

1. First, create a role.

i. Click on the Create Role button in the Manage Roles section.

ii. Type the Name and a Description for the Role.

iii. Add Permissionsto the Role that correspond to the user’s actual job responsibilities by checking the proper boxes.

iv. Click Save. The new Role is now created.

2. Second, create a

User.

i. Click on Create

User button.

ii. Add all relevant

information about

the user including

name and contact

info.

iii. Select a role in the

Role Assignment

section.

iv. Click on Done.

Note: You can add up

to 250 users to your

Ariba Network

account.


Modify Users

1. Click on the

Administration tab.

2. Click on Edit for the

selected user.

3. Click on the Reset

Password Button to

reset the password of

the user.

4. Other options:

Delete User

Add to Contact List

Remove from

Contact List

Make Administrator


Enhanced User Account Functionality

When clicking on your

name in top right corner,

you’ll access the User

Account Navigator. It

enables you to:

• Quickly access your

personal user

account information

and settings

• Link your multiple

user accounts

• Switch to your test

account

Note: After your multiple

user accounts are linked,

the User Account

Navigator displays the

multiple accounts.

Click on My Account to

view your user settings.

Complete or update all

required fields marked

by an asterisk.

Note: If you change

username or password,

remember to use it at

your next login.

You can hide personal

information if necessary

by checking the box in

the Contact Information

Preferences section.


Purchase Order Management


1. Click on Inbox tab to

manage your Purchase

Orders. Inbox is

presented as a list of the

Purchase Orders

received by FGV.

2. Click the link on the

Order Number column

to view the purchase

order details.

3. 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

View Purchase Orders

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2

3


Purchase Order Detail

View the details of your order:

1. The order header includes the

order date and information about the

buying organization and supplier.

2. Go to the Line Items Section to

view each Line Item detail. The Line

Items section describes the ordered

items. Each line describes a quantity

of items FGV wants to purchase.

A. 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

1A

Order History.

For troubleshooting, diagnosis of

failures, or for auditing purposes

select the “Order History Tab”. This

tab will provide detailed view of any

changes to your PO

2


Order Confirmation


Before You Begin

• Before confirming an order, please make sure to check all pricing

and other items are correct. Items such as Price, Delivery Date,

UOM, should be confirmed.

• A confirmation of “Accepted” means that you agree with the costs

and terms sent to you by FGV in the PO

• If pricing or other details are incorrect you can reject the line-item or

the entire order. Make sure to put notes in the header section and

contact your FGV buyer to inform them of a rejection. You can not

change price or quantity on the OC. Any change in price or quantity

will come in the Order Change if FGV approves the changes

requested

Order Confirmation is not mandatory for PO`s from FGV


Create Order Confirmation

Confirm Entire Order:

1. Enter Confirmation Number which is any number you use to identify the order

confirmation.

2. If you specify Est. Shipping Date or Est. Delivery Date information, it is applied for all

line items.

3. You can group related line items so that they can be processed as a unit.

4. Click Next when finished. Review the order confirmation and click Submit.

Reject Entire Order:

1. 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.

Note: 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.

Note: Whenever a line or entire order is rejected, comments should be included as to

what the issues are. If there is insufficient space to explain the concerns, please

contact your buyer directly (contact information can be found on the PO)


Create Order Confirmation

Confirm Order: Update Line Items

1. Select Update Line Items, to set the status of each line item.

2. Fill in the requested information (the same as for Confirm All option).

3. 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.

Confirm Order: Update Line Items - Reject

1. Enter the quantity in the Reject data entry field to reject item.

2. Click the Details button to enter a reason for the rejection in the Comments field on the

Status Details page.

3. Click OK when done.

Note: Whenever a line or entire order is rejected, comments should be included as to

what the issues are. If there is insufficient space to explain the concerns, please

contact your buyer directly (contact information can be found on the PO)


Attachments can be added

for supporting

documentation such as

copies of quotes or other

helpful information

Note these are not

required by FGV but can

be added.

10MB is the limit for

attachments

Add Attachments

Select “Browse…” find your document on your

desktop.

Next select “Add Attachment”


Shipment Notices


Before You Begin

• Advanced Ship Notices (ASN’s) are requested for material PO’s.

• You cannot change the amount to be shipped – it is inherited from

the PO. If something has changed and you need to ship a greater

amount than was on the PO you will need to contact your FGV

representative or buyer to make the request. If approved FGV may

choose to send a Change Order to update total quantities.

Ship Notices is not mandatory for PO`s from FGV

© 2016 SAP SE or an SAP affiliate company. All rights reserved. 25Customer2

5

Create Ship Notice using your Ariba

account once items were shipped.

Multiple ship notices per purchase order

might be sent, however, do not use

ASN’s to correct an error or send

updates. Total items shipped cannot

exceed total quantity on the line-item

1. Click the Create Ship Notice button.

Create Ship Notice

1


Fill out all fields with an asterisk - these

are required. Fill out any optional fields

as well.

1. Confirm Ship From & Deliver To are

correct.

The Packing Slip ID is any number you

use to identify the Ship Notice.

2. Choose Carrier Name and then

Tracking # and Shipping Method will

appear. If your carrier is not in the list

select “Other” and you can manually

type in the carrier name. Once this field

is selected additional fields appear

Add Attachments as needed. Note

that attachments may not be seen by

FGV. Any important matters to discuss

with FGV regarding Ship Notices –

please call your FGV representative.

Create Ship Notice - Delivery Terms and Transportation Details

1

2


7

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.

Create Ship Notice - Details


8

If Buyer has implemented Collaborative

Supply Chain (CSC), supplier can enter

Retail Details on the Ship Notice

Supplier can also enter Packaging

Details

Create Ship Notice - Details


Submit Ship Notice

1. After reviewing your Ship Notice,

click Submit to send Ship Notice to

FGV.

You can also select “Previous” to make

a correction or “Exit” to remove the Ship

Notice altogether.

After pressing submit click Done to

return to the Home page.

1


Submit Ship Notice

Once your Ship Notice is submitted, 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.


Invoice Practices


Customer Invoice Rules

These rules determine what you

can enter when you create

invoices.

1. In the Company Settings, click

on the Customer Relationships

under Account Settings.

2. A list of your Customers is

displayed in the Current

Relationships Section. Click on

the name of your customer (FGV)

to view their invoice rules.

3. Scroll down to the Invoice

setup section and view the

invoice rules.

If FGV enabled Country-Based

Invoice Rules then you will be

able to choose your Country in

Originating Country of Invoice

from the drop down menu

Click Done when finished.

1

2

3


Invoice Archival

To export invoices to your system

for legal compliance define the

Invoice Archival section:

1. Select frequency (Twice

Daily, Daily, Weekly,

Biweekly or Monthly),

choose Archive Immediately

to archive without waiting 30

days, and click Start.

Choosing the Twice Daily

or Daily option will transfer

the invoice.zip files to the

selected URL / Pending

Queue. It also allows the

time for the transfer to be

chosen.

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).

In the Electronic Invoice Routing section, Tax Invoicing and Archiving tab you have two options to set up

archiving of 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.


Creating Invoices


PO Flip Invoice

12

3

There are three ways to create a PO-Flip

Invoice:

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


PO Flip Invoice - Header level Tax

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. Tax and Shipping can be entered at either

the Header or Line level by selecting the

appropriate radio button.

4. You can also add some additional

information to the Header of the invoice such

as:

• Special Handling

• Payment Term

• Comment

• Attachment**

• Shipping Documents

Then Scroll down to the Line items section to

select the line items being invoiced.

**Attachment file size should not exceed 10MB.

12

3

4


PO Flip Invoice – Line level tax

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. 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)

1

2

3

4

5


PO Flip Invoice – Line Item Shipping

4. Shipping: If line level shipping

has been selected at the line level,

enter shipping cost to the

applicable line items.

To remove a tax line item,

click Remove.


5. Additional information can be viewed at the Line Item Level by editing a Line Item

PO Flip Invoice – Detail Line Items


PO Flip Invoice – Line Item Comments

6. To add comments at the line items select Line Items, then click at Line Item Actions >Add >

Comments.

7. Upon refresh, the Comments field will display. Enter applicable Comments in this field.

8. Click Next.


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 FGV

If changes are needed, click Previous to

return to previous screens and make

corrections before submitting.

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.

NOTE: In case of

any errors, you

will get a

notification in red

where information

should be

corrected.


Handling Failed Purchase Orders

Out of office

OOTO

On vacation

on holiday

out of town

Option 1. Login to your Ariba account > Go to inbox, open the failed purchase order & click on resend

Option 2. Click on the drop down besides the name of your company> Network settings> Electronic order

routing & ensure the email address entered in the tabs are correct. Any incomplete email address would

result in PO’s getting failed.

Option 3. In future when you/your team are out of office please use the below phrases to set your out of

office responses so that no order will be failed on the network.


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

FGV via the Ariba Network.

• Obsoleted – You canceled the invoice

• Failed – Invoice failed FGV invoicing rules. FGV 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 – FGV invoicing application has

acknowledged the receipt of the invoice

INVOICE STATUS

Reflects the status of FGV’s action on the Invoice.

• Sent – The invoice is sent to the FGV but they have

not yet verified the invoice against purchase orders

and receipts

• Cancelled – FGV approved the invoice cancellation

• Paid – FGV paid the invoice or is in the process of

issuing payment. This status applies only if FGV

uses invoices to trigger payment

• Approved – FGV has verified the invoice against

the purchase orders or contracts and receipts and

approved if for payment

• Rejected – FGV has rejected the invoice or the

invoice failed validation by Ariba Network. If FGV

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


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.


Search for invoice - Quick Search and Refined Search

QUICK SEARCH

1. From the Home Tab,

2. Select Invoices in the

Document type to search,

3. Select FGV from

Customer Drop down

menu.

4. Enter Document # , if

known.

5. Select Date Range, up to

90 days for Invoices.

6. Click Search. 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.

2

1

3


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.

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3


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


Ariba Network Support


Select the buyer name to view transactional rules: Customer

Invoice Rules determine what you can enter when you create

invoices

Select Supplier Information Portal to view the following

presentations to learn more about transacting with FGV.

Account Configuration Guide

FGV Purchase Order Confirmation and Ship Notice Guide

FGV Invoice Guide. Supplier Membership Program /

Supplier Registration Guide

Training and resourcesFGV Supplier Information Portal

FGV specific information is available in one place. Select the name of your company in the top right corner

and then click the Customer Relationships link.

1

2


Go to: http://supplier.ariba.com

Click Help link

Click Help Center, Then click on Learning

Center to access Product Documentation

Training and Resources - Ariba Network Standard

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

1

2 3


Training and Resources - Ariba Network Standard

Documentation

Standard Documentation can be accessed

also from your account.

1. Click on the dropdown button on Home

page of your account next to the admin

name, then click My Community Profile

2. From your Community Profile page,

choose the Learning tab

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© 2013 SAP AG. All rights reserved. 53

Help Center – Helpful things to know…A. Search: Perform a search

to find content not found under

Popular Topics. Results can

be sorted or filtered

B. 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 link to view the content

item. You will be able engage with

the content: author, how many

community users have viewed the

content, flagged the content as

being helpful to you, and report

problems with the content.

C. 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.

A

B

C


Training and resourcesUseful links

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

http://www.ariba.com/suppliermembership

https://connect.ariba.com/anfaq.htm

http://trust.ariba.com/

http://www.ariba.com/solutions/discovery-for-suppliers.cfm

http://netstat.ariba.com/


Who should you contact?

Supplier Support During Deployment

• Ariba Network Registration or Configuration Support

Please contact [email protected] for any questions regarding registration, configuration, Supplier

Membership Program fees, or general Ariba Network questions.

• FGV Business Process Support

Please contact the FGV Supplier Enablement team at <[email protected]> for business-related questions.

Supplier Support Post Go-Live

• Ariba Network Support for Actively Transacting Suppliers

mailto:[email protected]

mailto:[email protected]


To access our Help Center, log into your

account

or go to http://supplier.ariba.com.

Click the Help link in top right corner.

Click Help Center and go to Support

section.

Search for any topic you would like to

know more about. If none of the articles

answers your query, click on Create

Online Service Request button to

contact our Customer Support.

Fill out our webform. Select Problem

Type. Note FGV in the Issue

Description.

Supplier support post Go-LiveHelp Center

Go to http://supplier.ariba.com.

If you forgot your username or password click on

the link Forgot Username or Forgot Password.

http://supplier.ariba.com/

http://supplier.ariba.com/

Thank you