ariba supplier network on-line invoice guide · pdf fileariba supplier network on-line invoice...

© 2010 Ariba, Inc., All Rights Reserved. The contents of this document are confidential and proprietary information of Ariba, Inc.

Ariba Supplier Network

On-Line Invoice Guide

© 2010 Ariba, Inc., All Rights Reserved. The contents of this document are confidential and proprietary information of Ariba, Inc. 2

Document Change Log

Initial version06/21/20101

DescriptionDateVersion


� Introduction

�Requirements

�Before you begin Invoicing�Viewing Customer Invoice rules

�Configure Invoice Notifications

�Configure your Remit to Address information & ACH information

�Creating Invoices�PO Flip Invoices

�Non-PO Invoices

�Credit Invoices

� Invoice Reports

�Contacts & Resources

Sections


GlaxoSmithKline PurchaseGlaxoSmithKline Purchase--toto--Pay ProcessPay Process

� This document contains the requirements and training for your organization to create and submit invoices on-line to GlaxoSmithKline via the Ariba Supplier Network (Ariba SN).

• Note: Suppliers utilizing cXML, EDI, or CSV upload technologies should refer to the cXML, EDI, and CSV specification documents available on GlaxoSmithKline Supplier Education portal.

� GlaxoSmithKline requires suppliers enabled on Ariba SN to submit electronic invoices through Ariba SN to GlaxoSmithKline North American locations.

� Please be aware this initiative DOES NOT apply to GSK's North American manufacturing sites of Zebulon, Bristol, External Supply US & Canada (also known as TPCM), Mississauga, Biopharm and GSK Biologicals NA

Introduction


� Introduction

�Requirements





�Non-PO Invoices

�Credit Invoices

� Invoice Reports


Requirements


Requirements

Invoice Practices Supported

� Detail Invoices – Apply against a single purchase order referencing line item

detail

� Partial Invoices – Apply against specific line items from a single purchase

order

� Non-PO invoices – Invoices without a purchase order on the Ariba Supplier Network. You must reference a contract number / contact name or a GlaxoSmithKline PO number on all invoices in order to receive payment.

� Negative invoices – Item-level credit supported by sending an invoice

document with negative quantity and positive unit price to generate a negative

line item subtotal.


Invoice Practices Not Supported� Paper Invoices –GlaxoSmithKline requires invoices to be submitted

electronically through the Ariba SN to GlaxoSmithKline North American sites for POs received through Ariba SN. GlaxoSmithKline will no longer accept paper invoices for these POs. This DOES NOT apply to GSK's North American manufacturing sites of Zebulon, Bristol, External Supply US & Canada (also known as TPCM), Mississauga, Biopharm and GSK Biologicals NA

� Duplicate Invoices – A new and unique invoice number must be provided for each invoice. GlaxoSmithKline will reject duplicate invoice numbers unless resubmitting a corrected invoice that previously had a failed status on Ariba SN.

� Header Level Credit Memos - The Header Level Credit Memo feature is not supported by GlaxoSmithKline on the Ariba.

Requirements


Tax and Shipping Requirements

� TAX DATA

� Tax data is ONLY accepted at the line item level of the

invoice.

� SHIPPING DATA

� Shipping data is ONLY accepted at the header/summary

level of the invoice.


� Introduction

�Requirements





�Non-PO Invoices

�Credit Invoices

� Invoice Reports


Before you begin Invoicing


Before You Begin Invoicing

�Review GlaxoSmithKline Invoice Rules on the Network (instructions following in this section).


� Follow the steps in this section to configure your account to receive important notifications regarding your invoices.



View the Network invoice rules

GlaxoSmithKline has set up for you as a supplier. These rules determine what you can enter when you create invoices.

a. Login to your Ariba SN account.

b. Click on the Administration tab from the top menu and then click on Customer Relationships. A list of your customers is displayed.

c. Click the name of your customer (GlaxoSmithKline) to view their invoice rules.

d. Scroll down to the Invoice setup section and view the invoice rules.

e. Click Done when finished.

1Viewing Customer

Invoice Rules


Click on the Edit Configuration button underEmail Notifications .

IMPORTANT: Under the Invoice section, enter up to 3 email addresses, separated by commas, to receive invoice notifications regarding the status of your invoices. Be sure to check the boxes for the types of notifications you wish to receive.

Configure

Invoice

Notifications

2


19 Configure Remittance Information and ACH

From the Company Profile screen,

located under Settlement, click the Configure button.

Click Create to create new company information.

Note: If you already have an Ariba SN account, you may have already completed this information. If you need to change existing information, click Edit.


On the Create Address/Payment Info section, complete all required fields.

Select one of your Remittance Addresses as a default if you have more than one.

GlaxoSmithKline requires the

Remittance Address to be

entered into your account. If you don’t have this information you must contact GlaxoSmithKline at

[email protected]

Configure Remittance Information (continued)

NOTE: Do not configure a "Contact" on the EFT/Check Remittances page of your account because the “Contact” name may replace your company name in the Remit-To address on invoices. Leave as Select Contact.

GlaxoSmithKline


If your organization uses ACH for payments, select ACH from the Preferred Payment Method drop-down box. ***GSK has requested that you provide your ACH information.

Complete the ACH account information section to complete your ACH setup.

Click OK when finished.Click Save to complete.

20 Enter your ACH Information


� Introduction

�Requirements




�Creating Invoices�PO Flip InvoicesFrom your account, you will be able to review orders in your inbox and select the order to create an invoice. The order data will pre-populate the invoice form.

�Non-PO Invoices

�Credit Invoices

� Invoice Reports


Creating Invoices


PO Flip

Invoice

To create an invoice against a PO, select PO Invoice under Create on the navigation menu.

(Note: You can also get to the create invoice screen by going to your inbox and selecting the PO. A button appears on the PO screen for Create Invoice.)

1


Select the

PO for

which you want to

create an

invoice

Click On the PurchaseOrder # to create an invoice for that purchase order.

Click On the Create Invoice button at the bottom of your screen and then choose Standard Invoice from

the drop down menu.

2


4 Invoice Header

a) The invoice header page displays. Fields with an asterisk (*) are required fields.

b) Enter an invoice number which is any unique number you want to use to identify the invoice. For the GSK

project - Invoice Number is

limited to twenty-six characters.

Letters within Invoice Number

must be capitalized and spaces

are not allowed

c) Enter the invoice date.

d) Select Remit-To address from the drop down box.

e) The Bill-To and Ship-To address will default from the PO. These two fields are not editable.

To edit the Ship From address, click the view/edit address link.


5 Additional Fields at

the header levelGSK has added 3 additionalfields that can be populatedfrom drop down menu’s

• Personal Corp Code:

•Partnership•Non-Profit•Incorporated

• Commodity Type (required field)

•Goods•Services•Goods and Services

• Services Rendered Location:•US•Outside US

Select from the drop down menu to add Shipping, Comments and Attachments at the header level. This sample shows Shipping Costs at the header level. A new section is displayed after your

selection is made.

*** Shipping Costs must be added at the header level for GSK Invoices.


7 Additional Fields at the header level Cont.

a) You can also add additional information to the Header of the invoice such as:

a) Shipping Costb) Payment Terms c) Commentd) Attachment

• When you are done entering header information scroll down to view the line item section.


9 Invoice Line

Items

• You can choose to include or exclude a line item on your invoice by clicking on the green arrow

• You can also choose to delete an item from an invoice by checking the box next to the line item and then selecting the Delete button.

• Validate the line item information and modify the quantity or unit price if needed.

• Part # and Description field has a maximum of 30 characters

There are several actions you can perform at the line item

section of the invoice:


5 Invoice Line Items

Cont.• Enter applicable Tax information.

Note: GlaxoSmithKline will ONLY accept tax at the line item level.


• To add tax at the line, check the box next to the line item and select the tax option in the “Line Item Action” drop down menu at the bottom of the screen.

• You can then select a Tax Category from the drop down menu (Sales, VAT, GST, HST, PST, QST, Use or Other Tax)

• Enter the tax rate percentage or the tax amount. If you enter the tax rate percentage, the system will calculate the tax amount for you once you click the update button on the bottom of your screen

• Click “Next” in the lower right corner to preview the invoice before submitting.

Supplier can enter a 1099 Line wise Category from the drop down menu (Ex. Rents, Royalties, Federal Income Tax

Withheld etc…)


10 Invoice

Confirmation

• You are now on the invoice confirmation screen

• Notice the invoice summary information listed at the top of the screen.


11 Invoice

Confirmation –(continued)

• Scroll down to see the line item information

• You will also see invoice summary information at the bottom of the page.

• You can now choose to Submit the invoice or Save it for later.

• If no changes are needed, click Submit to send the invoice to GlaxoSmithKline. If changes are needed, click Previous to return to previous screens and make corrections before submitting.

• Alternatively, you may Save your invoice at anytime during invoice creation to work on it later. You can resume working on the invoice by selecting it from the Drafts link on your Outbox tab.


12 Print the invoice

or Exit

After clicking Submit, you have the option to Printor Exit invoice creation if finished.

After clicking Exit, you will be returned to the Inbox where you can continue to create additional invoices.


Working

with Saved

Invoices

Saved invoices are stored on the Ariba SN and can be accessed by clicking on the Drafts link from the Outbox of your account.

Simply click on either the Edit or Deletebutton (if you no longer need the invoice).

When the Edit button is clicked, Ariba SN will display the last screen accessed when the invoice was saved and you may continue with invoice creation.

13


Check invoice

status14

a) 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. Click on the invoice number link.

b) To view status details and invoice history, click on the History tab.

c) History and status comments for the invoice are displayed. Transaction history can be used in problem determination for failed or rejected transactions.

d) When you are done reviewing history, click Done.


� Introduction

�Requirements




�Non-PO Invoices

In this section, we will review how to create Non-PO invoices using the

on-line user interface of your Ariba SN account.

�Credit Invoices

� Invoice Reports


Creating Invoices


Non-PO

Invoice

To create a Non-PO Invoice select Non-POInvoice under Create on the navigation menu.

(Note: You can also get to the create invoice screen by going to your outbox and clicking on the Generate non-PO Invoicebutton at the bottom of the screen.)

1


2 Select the

Customer and

invoice type

Click the drop down menu bar to select the customer name (GlaxoSmithKline)

Select Standard Invoice to create a standard Non-PO invoice.

Click Next to proceed.


3 Invoice Header

a) The invoice header page displays. Fields with an asterisk (*) are required fields.

a) Enter an invoice number which is any unique number you want to use to identify the invoice.

a) Enter the invoice date.

b) Select Remit-To address

from the drop down box.

c) Enter at least one of the 2 fields listed:a) Customer Order #b) Sales Order #


5Invoice Header –continued

a) If there are shipping charges

on the invoice, click the Add to Header button and choose Shipping Cost. Note: GlaxoSmithKline will ONLY accept Shipping at the header level.

b) Now you will see the shipping cost section displayed on the invoice.

c) Enter a shipping amount and shipping date.

d) In the Additional Information section – The Commodity type is a required field and you can choose the following options form the drop down menu.

a) Goodsb)Servicesc) Goods and Services

e) Make sure you also enter an email address of your contact

at GlaxoSmithKline.


6 Invoice Header –

Othera) You may also want to add

some additional information to the Header of the invoice such as:a) Shipping Costb) Payment Termc) Commentd) Attachment

b) Make sure you also enter an email address of your contact at GlaxoSmithKline.

a) When you are done entering header information scroll down to view the line item section.


7 Invoice Line

Items

• Click on the Add Item button to add line items to this invoice.

• Once you do this you will see the item information available to complete.

• You can choose to include or exclude a line item by clicking on the green arrow.

• You can also choose to delete an item from an invoice by checking the box next to the line item and then selecting the Delete button.

• Complete all the required line item information.

• Add additional line items if applicable by clicking the Add Item button again.


5Invoice Line Items

Cont.• Enter applicable Tax information.

Note: GlaxoSmithKline will ONLY accept tax at the line item level.


• To add tax at the line, check the box next to the line item and select the tax option in the “Line Item Action” drop down menu at the bottom of the screen.

• You can then select a Tax Category from the drop down menu (Sales, VAT, GST, HST, PST, QST, Use or Other Tax)

• Enter the tax rate percentage or the tax amount. If you enter the tax rate percentage, the system will calculate the tax amount for you once you click the update button on the bottom of your screen

• To edit a line item, select the line by checking the box next to the line number and select Edit from the drop down menu

Supplier can enter a 1099 Line wise Category from the drop down menu (Ex. Rents, Royalties, Federal Income Tax

Withheld etc…)


5 Edit Invoice Line

Items

• This screen appears when you select Edit Line item from the previous screen.

• You have the ability to change all of the fields shown on this screen.

• You also have the ability to enter cost center details if required.

• Click done to take you back to the previous screen.

• Click “Next” in the lower right corner of the previous screen to preview the invoice before submitting.

Previous screen in lower right corner


8 Invoice

Confirmation

• You are now on the invoice confirmation screen

• Notice the invoice summary information listed at the top of the screen.


8 Invoice

Confirmation –(continued)

• Scroll down to see the line item information

• You will also see invoice summary information at the bottom of the page.

• You can now choose to Submit the invoice or Save it for later.

• If no changes are needed, click Submit to send the invoice to GlaxoSmithKline. If changes are needed, click Previous to return to previous screens and make corrections before submitting.

• Alternatively, you may Save your invoice at anytime during invoice creation to work on it later. You can resume working on the invoice by selecting it from the Drafts link on your Outbox tab.


9 Print the invoice

or Exit

After clicking Submit, you have the option to Printor Exit invoice creation if finished.

After clicking Exit, you will be returned to the Inbox where you can continue to create additional invoices.


� Introduction

�Requirements




�Non-PO Invoices

�Credit Invoices

In this section, we will review how to create and submit credits to

GlaxoSmithKline using the on-line user interface of your Ariba SN account.

�Standard Invoice with negative amount

� Invoice Reports


Creating Invoices


� Introduction

�Requirements




�Non-PO Invoices

�Credit Invoices

�Standard Invoice with negative amount

Detailed Invoice (Line-item level invoice) that applies against specific

line items from one purchase order. Use a negative line item quantity

and positive unit price to generate the negative invoice amount.

� Invoice Reports


Creating Invoices


1Creating a credit

using a

Standard Invoice

with Negative

Amount

a) Once you have selected the Purchase Order from your Inbox, click the Create Invoice button and select Standard Invoice.


2 Create a credit

using Standard

Invoice with

Negative Amount

a) Follow steps 4-8 for creating a standard PO based invoice in the Creating Invoices section of this document.

b) Scroll down to the Invoice Line

Items area, enter the amount of the credit for each line item. Enter a negative quantity to issue the credit.

c) Make sure that there is a green arrow in the include column. If there is no arrow here, click the link to include this item.

d) Use the Update button to update the subtotal. Then click Next to proceed.

Enter negative quantity for credit.


3

4

Review your credit invoice. Ensure that the Total Amount Duereflects the total credit

in a negative amount.

Click Submit to send your credit invoice to your GlaxoSmithKline.


� Introduction

�Requirements




�Non-PO Invoices

�Credit Invoices

� Invoice Reports


Sections


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.

To create an Invoice report template:

a. Click the Reports tab from the menu at the top of

the page. Ariba SN displays the Reporting page.

b. Click Create. Ariba SN displays the Report

Description page. Enter a Report Title and Description. Select Time zone and language.

Select an Invoice report type — Failed Invoice or Invoice. Click Next.

c. Premier Members may select Manual or Scheduled report. Set scheduling information if Scheduled report is selected.

d. Click Next. Ariba SN displays the Criteria page for the report type you selected. After specifying

criteria, click Submit.

e. You can view and download the report in CSV format when its status is Processed.

f. For more detailed instructions on generating reports, refer to the Ariba SN Transactions Guidefound on the HELP page of your account.

1 Invoice Reports


� Introduction

�Requirements




�Non-PO Invoices

�Credit Invoices

� Invoice Reports


Sections


Resources

Supplier Education Portal

https://knowledge.ariba.com/GSK

Ariba Supplier Network Documentation

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

b) Click on the Help link in the upper right hand corner for documentation & on-line tutorials.

Ariba SN Hot Issues and FAQs

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

Ariba SN Notifications

Information about downtime, new releases and new features

http://netstat.ariba.com

Ariba Supplier Membership page

http://www.ariba.com/suppliermembership

Contact Information

Ariba Supplier Network Support

•Web Form

a) Go to http://supplier.ariba.com and logon to your Ariba Supplier Network account.

b) Click on the Help link in the upper right

corner and choose Contact Support to submit a ticket. Reference your customer.

If you have problems logging on to your account

•Contact Ariba - Telephone

America: 1-800-577-1522

Customer Specific Questions & Support

For questions about the program, contact [email protected] and a representative from GlaxoSmithKline will contact you.


Supplier Support http://supplier.ariba.com


Submitting a Support Ticket From Your Account

• Log into your account.

• Click the Helplink.

• Click Contact Support.

• Fill out web-form.

• Select Issue Category.

• Note GlaxoSmithKlineas your customer in the Issue Description.

• Reference the Service Request # in future correspondence about the issue.


• Click on the Help button to view the Ariba documentation page.

• Documentation is found on the Guides tab.

• Click the Tutorials tab to view Ariba Supplier Network tutorials.

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