asn enablement and po flip 29th october, 2007 enablement and po flip 29th october, 2007 ... cxml...

ASN Enablement and PO Flip29th October, 2007

Global Supplier Integration Team

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29th of October, 2007 2

1. Introduction

2. Steps to Participate

3. Registration and Configuration

4. Generate Invoices using PO Flip

5. Check Invoice Status and Reporting on ASN

6. Go Live


1.1 ASN Enablement Process

Get ready for Ariba Supplier Network and PO Flip

Roche Pharma has implemented the Ariba Buyer eProcurement application. This application

utilizes the Ariba Supplier Network (ASN), a web-based service, to facilitate e-Procurement by

enabling buyers and suppliers to exchange information.

To maintain preferred vendor status, Roche requires that you conduct business via ASN.

In order for suppliers to fully participate in Roche’s Ariba platform, a supplier account on the

Ariba Supplier Network (ASN) is required. This account will be used to receive purchase

orders from, and provide electronic invoices to Roche. Note that both a test and production

account is needed. The test account will only be used initially to complete testing activities.

The following pages will guide you through the ASN set up and testing process.


1.2 About Ariba Supplier NetworkThe ASN enables suppliers to improve business practices with the current customers by reducing transaction costs and speeding the exchange of content and business transactions over the Internet.

SPEND

Procurement

Sourcing

AnalysisEDI

Fax

eMail

cXML

Supplier

Supplier

AribaSupplierNetwork

Supplier

Features

4 Internet-based service

4 Multiple formats

4 Outbound – Purchase Order

4 Inbound - Invoice

4 Standard security and transaction model

4 Catalog Publishing

4 Reporting

Benefits

4 Rapid and scalable deployment

4 Single infrastructure

4 Pre-connected community

4 Opportunity for fully automated solution

4 Visible to buying community


1.3 About Ariba Supplier Network

To learn more about the ASN benefits and how to register, please go to http://supplier.ariba.com.

More information you find at http://www.ariba.com/suppliermembership

No fee< 100‘000 USD

0.1 % from annual qualifying volume per ASN account

and per customer

(max. USD 10’000)

100‘000 until 10‘000‘000 USD

No feeLess than 15 transaction documents per year

Fee (per USD)Annual Volume per Buyer-Supplier Relationship

Please be advised that in joining the Ariba Supplier Network, you are entering into a contract

with Ariba, Inc. There is a charge for joining the network. This is applied as follows:


1. Introduction





6. Go Live


2.1 Steps to Participate

To prepare you for the ASN and the PO Flip invoicing, the following steps need to be fulfilled.1. You have been contacted by Roche Pharma.

2. Agree on eInvoicing requirements with Roche Pharma.

3. Register on the ASN Ariba Supplier Network.

4. Send email with your ASN ID to Roche Pharma.

5. Roche will establish the ASN relationship between the productive ASN accounts.

6. Create ASN Test Account.

7. Roche will establish the ASN relationship between the ASN test accounts and send test

order.

8. Confirm Test Purchase Order.

9. Submit Test Invoices.

10. Go Live!


2.2 Step 1: Register on ASN

The first step is to register on the ASN

1. Walk up registration:

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

Click on “Register as a new supplier”

and follow the instructions.

2. You receive (via Email) an invitation

from Roche:

Click on the URL in the Email and follow

the instructions.

3. The newest documentations can be

found on „Help“.

Please consider that you need to have a DUNS and some other company information before

registering. Which information is needed you will find in the Help section.


2.3 Step 2: Confirm the ASN registration

Please inform the Roche Global Supplier Integration Team about the ASN registration.Once your account is set up, provide the following details to Roche e-mail address

([email protected]) with the email subject “NEW ARIBA SUPPLIER

REQUEST”.

• Ariba Account ID (eg. AN01000263700)

• Sales Contact Name

• Sales Contact Phone Number

• Sales Contact Fax Number

• Ariba Account Administrator Name

• Ariba Account Administrator Phone

Number

• Corporate Purchasing Address

• Corporate Remit to Address

• Your contact at Roche Pharma

Roche will then request a relationship with your Supplier Account, which, when accepted by

your organization, will fully enable your Ariba production account.


2.4 Step 3: Activate Test Account

The test account will be used for testing purposes before going live.Before creating your test account, your production account must be fully enabled by a buying

organization.

You may then activate your company’s test account (eg. AN01000263700-T) by switching from

your production ASN account to your test account (see below).

Please be aware that only the Account Administrator can switch from productive ASN account

to the test account. All other users need to log into the test account directly with the test user

name and password.

But the login URL is the same https://supplier.ariba.com.


2.5 Step 4: Order Routing Testing

This test should confirm the configuration of your order routing method.

Now Roche Pharma will establish a

relationship with your ASN test account and

send you some test purchase orders.

The first step in the testing phase is to

confirm the receipt of the test purchase

orders.

When verifying, please ensure that you are

accessing your test account rather than your

production account.


2.6 Step 5: Invoice Testing

It is important to clarify what kind of invoices there are and to test all possible cases.Overview of Invoice Testing:

1. Clarify invoice content. Before creating the invoices some details must be considered:

� Do you want to sent tax on header or on line level?

� Are there different tax codes?

� Are there additional costs like shipping costs or special handling costs?

� Are these costs taxable?

� Will these costs be calculated on header or on line level?

2. Create test invoices (according all cases) based on the test purchase orders. The

Purchase Order Flip, or “PO Flip” is described in the next chapter.

3. If all invoices are successfully reconciled you will be notified of a Go live date.

Due to legal reasons, Roche still needs paper invoices at the moment. Therefore, a digital

signature on invoices is not necessary. Please do not send invoices for credit notes.


1. Introduction





6. Go Live


3.1 Configuration of ASN Account

The first step is to set up or check the configuration of your ASN Account

Log into your ASN account and click on

“Configuration”. The Configuration

Dashboard opens and you need to check:

• Basic Information

• Electronic Order Routing

• Electronic Invoice Routing

• Email Notifications

If a category is not yet configured, you need

to mark it and then click on the red colored

link which will appear.


3.2 Basic Information

Information about the company and the account administrator needs to be entered

Please check if the given information is still

valid.

Enter the „ Tax Identification Number“. This

will be added into every invoice created by

PO Flip automatically.

Also, it is useful to choose the „Default

Currency“ on bottom of the „Administrator

Information“. If you add any costs on

invoices, the default currency will be set.


3.3 Electronic Order Routing

Set the routing method for incoming orders

Choose your preferred order routing method.

This can be changed by you without

notifying Roche and it will be active as soon

as you save it.

All orders are stored automatically in the

inbox, too. If something went wrong and you

have not received an order, please check

your routing method, maybe change it, then

go to the inbox and resend the order.

Please make sure that “Non Catalog Orders”

are accepted. If you can not handle them,

please contact your Supplier Integration

Team.


3.4 Electronic Invoice Routing

PO Flip means invoices are created “Online”

Please select “Online” Invoice Routing

Method.

Note:To receive notifications from ASN when an

invoice failed, it is necessary to add an email

address. You can enter up to 3 e-mail

addresses separated by commas.


1. Introduction





6. Go Live


4.1 Generate Invoice using PO Flip

To create invoices you can go to “Invoicing” or to the “Inbox”.

Log in to your supplier account at:

http://supplier.ariba.com.

Select “Invoicing” within the Transaction

menu on the left side of the screen.

Select “Create PO Invoice“.

Alternative, you can go directly into your

inbox (see next page).


4.2 Choose Purchase Order

For every order you need to create one invoice.

Select the purchase order you would like to

invoice against.

The Advanced Search function allows you to

search by customer, order date and other

key fields.

For creating invoices:

1.Click “Create Invoice”

2.Select „Standard Invoice“ to invoice

against a purchase order.


4.3 PO Flip – Header Information

First of all, header information have to be added.

Enter an invoice number. This number must

be unique within your ASN account, less

than 15 characters long and will be selected

by you, the supplier.

Payment terms does not need to be filled,

because it will not be used by our accounts

payable department.


4.4 PO Flip – Invoice Positions – Scenario 1 (Header)

Invoice positions were created automatically from POs. Price changes must be considered here.

Scenario 1 (tax and costs on header):When only one tax code is used in invoices

and taxable shipping costs are on header

level then you can bill these costs on header.

2 „Line Items“:Please check the prices and if necessary,

correct them.

It is possible to send partial invoices, that

means you can delete positions and / or

reduce the quantity.

But, don’t change the unit of measure.

And don‘t add additional items.


4.5 PO Flip – Invoice Positions – Scenario 1 (Header)

Tax values can be predefined by supplier and selected which reduces errors.

Scenario 1 (tax and costs on header):

Step 3 „Shipping and Tax“:

• Enter the shipping amount.

• Click on „Create Tax“ and select the

predefined tax code. The taxable amount is

taken from order position.

• Please add the shipping costs to the

taxable amount.

Please be aware that you need to configure

the tax rates first.


4.5 PO Flip – Invoice Positions – Scenario 2 (Line)

Invoice positions were created automatically from purchase orders. Price changes must be considered here.

Scenario 2 (tax and costs on line):Should be used when different tax codes are

mentioned in invoices and taxable shipping

costs are on line level.

2 „Line Items“:

• Activate tax and costs on line level.

• Enter the shipping amount.

• Click on „Create Tax“. The taxable amount

is taken from order position. Select tax

code.

• Click on „Create Tax“ again. The same line

appears again. Change the amount to

shipping amount, select category „Other“,

add „Shipping“ in the 2nd column.


4.6 PO Flip – Invoice Overview

In the review check all invoice information before submitting.

It is important to review the created invoice

carefully, because it is not possible to cancel

it after submitting.

Most effective way of proving the invoice is

to check the Invoice Summary.


1. Introduction





6. Go Live


5.1 Check Invoice Status

To see, whether the invoice could be processed or was rejected, you need to check the invoice status

Whether an order is invoiced can be seen in

the supplier‘s ASN Inbox (see left).

The invoice status can be reviewed within

the supplier’s Outbox (see below).

The invoice status will be updated once

Roche has processed the invoice.

If your invoice is rejected it should be

corrected and resubmitted using a different

invoice number.


5.2 Invoice History

To see, whether the invoice could be processed or was rejected, you need to check the invoice history

Invoice status and history can be viewed on

the “History” tab of an invoice.

When an invoice was rejected, please check

here to find the reasons for the rejection.


5.3 Reporting on ASN

To compare the orders sent via ASN and the invoices created on ASN, it is possible to create a report.

To create a report:

• Click on „Create”

• Fill in a title and

• Select a report type

• „Run“

• „Download“ the report results

It is possible to create customer based

reports.


1. Introduction





6. Go Live


6.1 Final Step: Go Live!

Once the invoices are successfully reconciled, Roche will contact your account administrator with a Go Live date

• Use your productive ASN Account to receive orders and send invoices. Please do not use

your test account as these transactions are not considered live orders.

• Paper orders should not be fulfilled.

• Paper invoices will not be paid by Roche, they are only necessary for legal reasons.

After your company is certified for production:

SupportQuestions regarding your Ariba Supplier Account should be directed to:

[email protected]

Specific invoicing questions should be directed to the Roche Accounts Payable Team

Questions regarding the set up process can be directed to:

[email protected]


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asn enablement and po flip 29th october, 2007 enablement and po flip 29th october, 2007 ... cxml...

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