Ariba Network Supplier

Account Configuration Guide

Agenda

4 Account configuration 4 Customer Relationships

- Account Configuration on the Ariba

Network
- Company Profile Configuration
- Enhanced User Account Functionality Must setup correct method
- Network Notifications or mailbox to receive PO.
- Electronic Order Routing
- Electronic Invoice Routing
- Configure Remittance

4 Test Account Creation

4 Enablement Tasks
4 Managing Roles and Users

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1– Account Configuration
 nAccount Configuration on the Ariba Network
1 nAriba Network

1. Go to
http://supplier.ariba.com
2. Enter your Username &
Password and click Log In
to access your Production
account.
3. Click on your company
name appearing on top
right
4. Drop down menu opens
5. Click on the area you want
to update

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 nCompany Profile Configuration
2
• Set options to make your company visible to buying organizations looking to source new products and
services on Ariba Network and Ariba Network Discovery.

• Click on the Company

Profile
Note: More information you
enter about your company,
more visible you will be for
Buyers at Ariba Network if
you open your profile for
viewing

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 2A-I Company Profile Configuration – Basic
• Complete the or Basic Company Profile section. The field with
the asterisks (*) sign against any field is Mandatory.

• Company Name:- Suppliers have to provide the registered

company name with Philam. Please send an email to
Philamp2p@aia.com with the supporting documents in case the
company name is changed. Philam will review and revert once
they have updated there SAP system.

• Short Description: Supplier can provide a summary of how

there business fit together, including information about the nature
of their business, Company Ownership, Company Locations and
Facilities.

• Address1:- Please ensure the correct postal address is

mentioned in you AN account.

• Zip/Postal code- Supplier who do not have a postal code should

input “—”.

Note:- The Zip / postal code is a mandatory field and keeping this
field blank will result in error and you can not proceed to the next
page.

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2A-II Company Profile Configuration – Basic

1. Click Add / Remove button to classify your

company by :-
- Commodities- Suppliers can select multiple
commodities they sell. Note: Can select as many
commodities for the Buyer org. to understand the
product & services offered.
- Sales Territory- Suppliers can select Global or
respective country (Under country section -
Eastern Asia) .
- Industries - Supplier can select category/type of
industries e.g.. whether it is Hospitality, Service
Provider, Agriculture, Insurance industry etc.
2. Click Save

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2B Company Profile Configuration – Business

1. Select Business profile

Selection.
2. Enter additional Information for
your company.
3. You can enter additional
company information as shown.

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 2C Company Profile Configuration – Marketing

1. Select “Marketing” Tab

2. You can enter additional detail
and specific criteria about your
company if you have upgraded
to the advantage program.
3. Add Company Description
and Company Logo.
4. Optional:- Add BR information /
Credit and Risk Information
from Duns & Bradstreet
clicking on Add button

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2D Basic Profile Configuration – Contacts

• Suppliers should mention their

main sale representative /
contact under the Contacts tab
on the Company Profile page.

• The suppliers will be searched

by the buying organization via
Ariba Network / Discovery. It is
important for the Buying
organization to know the right
contact for new business
opportunity.

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2E Basic Profile Configuration – Certifications

• Select additional information about your company in Certifications if applicable

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 3 Enhanced User Account Functionality

• The new 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 their multiple
user accounts are linked,
the User Account
Navigator displays the
multiple user accounts.

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 3A Enhanced User Account Functionality – User Information

1. Complete or update all required fields listed by an

asterisks
Note: If you change username or password,
remember to use it at your next login.
2. Phone:- Suppliers have to select the right country
code and enter the latest contact number for up to
date records.
3. Zip/Postal code- Supplier who do not have a postal
code should input “—”.
Note:- The Zip / postal code is a mandatory field and
keeping this field blank will result in error and you
can not proceed to the next Page.
4. Hide personal information if necessary by checking
the box

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 4 Network Notifications
•Indicate email contact information to receive Ariba Network Notifications

• Click on Network
Notifications.
Note: At least one E-Mail
address is mandatory. A
maximum of up to 3 E-Mail
addresses per notification
type can be entered. You
must separate each address
with a comma with NO
spaces between emails

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5 Electronic Order Routing

•Configure the method of transaction with your customers on the network.

• Click on Electronic Order

Routing.

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 5A Electronic Order Routing – Methods
1. The transaction methods available include Online
(portal) , cXML, Email, EDI or Fax.
- Online:- The supplier has to login to AN to view the
PO
- cXML:- Commerce extensible mark up language
technology
- Email:- PO will be routed via email
- EDI:- The PO will be interfaced to you back end
system using Electronic Data Interface
2. For email routing check box Include document in
the email message. Use a non-
personalized/distribution list email in Email Address
line
Note: 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.
3. Refer to Account Management Guide to find all
possible options Note: Configure your email inboxes so
that the Ariba Network notifications do Choose “Email” to receive PO in
not fall in the junk or spam mail box your assigned mailboxes.

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5B Electronic Order Routing – Notifications

1. For all the different document type you

can select the preferred routing method.
For Change Orders and Other Document
Types select “Same as new catalog
orders without attachments” or set
according to your preference.
2. Specify a method for sending Order
Response Documents (Confirmations
and Ship Notices)
3. Specify a User to receive notifications.

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 6 Electronic Invoice Routing

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)

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6A Invoice Archival

1. Click Weekly, Biweekly or Monthly to indicate how often invoices will be archived
2. To archive immediately click Archive immediately and click Start
Note: After “Archive Immediately” started you can either Stop it or Update Frequency any time
3. In the Archive Delivery URL enter URL you want Ariba to automatically deliver archived zip files
4. Click Save

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6B Extended Profile Settings and information

1. Expand the Extended Profile

Settings and Information
section
2. Set options and enter text to
describe your invoice document
policies
3. Click Save

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 6C Download archived invoices

1. On the Home dashboard, click the Outbox tab.

2. Click Archived Invoices.
3. Click Download in the row of archived invoices to save at the computer.
Note: Ariba Network deletes expired transaction documents after 18 months and archived invoices stored in ZIP format
automatically deleted after 3 months. To retrieve documents supplier can opt for data retention services which is available as
additional services.

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 7 Configure Remittances

1. Click Remittances tab.

2. Click Create to create new Remittance information.
• Note: Remittance information can be created per customer. If
you already have Ariba Network remittance information on your
Ariba Network account, you may edit the information for
Philam , click Edit.

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 7A Configure Remittance Information

1.On the Create Remittance

Address / Payment Info section,
complete all required fields listed by
an asterisks
If you have more than 1 remittance
address / location listed down, at the
time of creating the Invoice you will
have the to select one of the address
to submit your invoice. Hence, in NOTE: Do not configure a
order to identify the correct location "Contact" on the EFT/Check
your “Address 1” is what will appear Remittances page of your account
default in drop down box. Please because the “Contact” name may
provide your “Address 1” as replace your company name in the
Remit-To address on invoices.
descriptive text to identify and Leave as Select Contact.
differentiate the location from others.
2.Select one of your Remittance
Addresses as a default if you have
more than one.
3.Assign Remittance IDs for this
address. Philam SAP Remittance ID
configured on Supplier
profile in AN

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7B Supplier Remittance selection for Invoice on AN

When creating your invoice, the remittance address entered in “Address 1” from the previous slide will be displayed by default in the “Remit to”
information. Make sure that you check with Philam for the unique “Philam SAP Remittance ID” by sending them an email to
Philamp2p@aia.com and map your “Address 1” correctly. If the remittance ID is invalid an error would be generated and your invoice will not sync
automatically to Philam’s procurement system for invoice reconciliation.

Vendor selects “Remit To” on Invoice in AN from the configured

list of Remittance location (Philam SAP Remit ID)

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2 – Test Account Creation
 Create Your Test Account

4 You will now duplicate your Production Account settings to create a Test
Account.
4 Your Test Account is used for testing purposes to ensure all transactions
(purchase orders and invoices) are working as expected before
transacting with real trading documents.
4 Note: Test account transaction are free of charge.

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 1 Switch to Test Account

1.To set up your Test Account,

you need to be on the tabular
view of your Ariba Network
Production Account.
2.Click Switch to Test Account
at User Navigator
3.Click OK when Ariba Network
displays a warning indicating You
are about to switch to Test
Mode.
Note: The Switch To Test
Account button is only available
to the Account Administrator
username. The Account
Administrator can create test
account usernames for all other
users needing access to the test
account.

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 2 Create Test Account

1. Create Username and

password for your test
account
2. Click OK
3. You will be transferred to your
test account. Repeat steps
from Basic Profile section to
review your test account
settings
Note: Your Test account should
be configured to match your
Production account. This will
ensure the testing results are
consistent with what will result
in Production.
4. Once you have set up your
test account, you are ready to
receive a test purchase order.

NOTE: The Network will always display which mode you are logged into,
(Production or Test) . Your Test account ID has the suffix “-T” appended
to your Ariba Network ID (ANID) .

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3 - Enablement Tasks
 1 Enablement tasks

1. Philam may have assigned

enablement tasks to
suppliers to prepare for
testing and transacting.
2. Select the Enablement
Tasks tab to view.
Note: If you have enablement
tasks pending you also will
be notified at Home page
of your account with proper
link Action Required to
Complete Enablement
Tasks

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 2 Activities and Tasks

1. Tasks will display as Total

Tasks, My Pending Tasks,
and Pending Buyer Tasks.
2. Click the arrows to expand
the sections to view
individual tasks.
3. Links will allow you to
Configure, Complete
Task, or Review tasks
already completed.
4. Completing a task will
allow you to add comments
before marking as
complete.

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4 – Managing Roles and Users
 1 Create Role

1. Click Users tab at

Administration Navigator.
The Users page appears
2. In the Manage Roles section,
click Create Role.
3. Type Name and Description
for the Role
4. Add Permissions for the
Role by checking the correct
boxes
5. Click Save. New Role is
created
6. To modify or delete roles click
Edit or Delete in Actions
section

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 2 Create User

1. Click Users tab at Administration

Navigator. The Users page appears
2. Click Create User to create new User
3. Add all relevant info about the user
4. Select a role in the Role Assignment
section.
5. While creating users - the administrator
have the option in Ariba "Customer
assignment"
a) Assign to all customers OR
b) Select Customers.
6. Click Done.
Note: You can add up to 250 users to your
Ariba Network account

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 3 Modify User

1. Click Users tab in the

Administration Navigator.
2. Select the desired user and
click Edit.
3. Click 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

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5 – Customer Relationships
Customer Relationships

The supplier should ACCEPT the TRR (Trading Relationship Request) letter to start transacting electronically with any
buyer on Ariba Network

If you have not yet received the Trading Relationship Request from Philam, please contact
apacsupplierenablement@ariba.com

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 1 Current and Potential Relationships

1. Click Customer
Relationships in the
Administration Navigator.
2. Choose either automatically
or manually accept customer
relationships
Note: set up Automatically
accept all relationship
requests as default not to
miss any Potential Buyers
3. In Pending Section Approve
or Reject pending
relationship requests
4. In Current Section review
your current customers’
profiles and information
portals
5. Review rejected customer in
Rejected Section

Note: Find Potential customers in Potential

relationships Tab

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 2 Customer Groups

1. Ariba Network enables to group

customers by shared attributes to
facilitate customer relationship
management.
2. Creating customer groups allows
you to override default order routing
for multiple customers
simultaneously and simplify catalog
publishing and distribution.
Note: Only Business, Integrated,
and Enterprise Package
Members can create Customer
Groups

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