Supplier Guide for Ariba Commerce Automation

Table of Contents
1 Purpose of the document.......................................................................................................................................2
2 Credentials.............................................................................................................................................................2
3 Material PO Process..............................................................................................................................................3
3.1 Access Purchase Order via email...................................................................................................................3
3.2 Create Purchase Order Confirmation.............................................................................................................4
3.2.1 Rejection of Purchase Order...................................................................................................................7
3.3 Create Ship Notice.........................................................................................................................................8
3.4 Ariba: Create Invoice...................................................................................................................................12
4 Service PO Process.............................................................................................................................................13
4.1 Access Purchase Order via email.................................................................................................................13
4.2 Ariba: Create Service entry sheet.................................................................................................................16
4.3 Ariba: Create Invoice...................................................................................................................................18
1 Purpose of the document

This document gives an overview of how different documents can be created by supplier in
Ariba portal.

2 Credentials

There are two types of credentials a supplier need to have, in order to access the documents on
Ariba network.

1. Email ID that was used to register for AN account – All the notifications are sent to this
email.
2. User ID and password that are used during AN account registration

NOTE: Please refer to the supplier registration guide for more details

3 Material PO Process
The following chapters describes creation of different documents by supplier for a Material
Purchase order
3.1 Access Purchase Order via email

As soon as buyer creates Purchase order in their S/4 system, an email is sent to supplier email
account informing that a new purchase order has been sent. Login to your email account, where you
will see an email containing the Purchase order details. Open the email and click on “Process Order”
button.
This is will open up another window where you would require to enter you’re an account user ID and
Password

3.2 Create Purchase Order Confirmation

In order to create order confirmation for the PO, click on “Create Order Confirmation” button .Here
supplier has two options “Confirm Entire Order” and “Reject Entire Order”

Select “Confirm Entire Order” if you are fine with Terms and conditions and other details of the
Purchase order
Fill in the mandatory fields and dates and click on next to review the Order confirmation.

- Confirmation number – Any Alphanumeric value

- Est Shipping date – Enter estimated shipping date
- Est Delivery date – Enter estimated delivery date

Attachment can be added by clicking on “Choose File”

Click on “Add Attachment” button

Attachment is added successfully (Total size of the attachments should not exceed more than 50
MB)

Review the order confirmation created and submit.

Confirmation created and status of the PO is changed to “Confirmed”
3.2.1 Rejection of Purchase Order
There is an option for supplier to reject the order in case he is not in agreement with the terms and
conditions in the PO or with any of the data in PO.

Click on “Create Order Confirmation” and select “Reject Entire Order”

A new Pop-up will open where supplier has to enter his comments.

Click on “Reject Order” after filling the field.

3.3 Create Ship Notice
In order to create the Ship notice for the PO, access the order by going to email and click on “Process
Order”. This will open up new window, where supplier has to enter his AN user id and password.

Click on “Create Ship Notice” button

Enter all the mandatory fields like

- Packing Slip ID
- Shipping Date
- Delivery Date
- Shipping notice type

Add mandatory attachments Invoice and LR within the ship notice by going to Attachment section.
Size limit for the sum of total attachments are 50MB.
After filling in all required details, click on Next and then Submit.

Ship Notice created and the status of the PO has changed to Shipped.
Open the ASN and check in History tab for the status.

Check for the documents created In Confirmations tab.

After the Goods Receipt is created by the Buyer.

Login into Ariba supplier portal and the GR document created is visible.

3.4 Ariba: Create Invoice

Create invoice for the PO, Invoice will only be enabled after Buyer creates the Goods Receipt.

Fill in the necessary information and click on submit

Invoice now sent to buyer. Invoice created will be in parked state initially, finance team will verify
the invoice parked and further be posted.

Document status on each level will be updated in the Invoice document History tab.

4 Service PO Process
The following chapters describes creation of different documents by supplier for a Service Purchase
order

4.1 Access Purchase Order via email

As soon as buyer creates Purchase order in their S/4 system, an email is sent to supplier email
account informing that a new purchase order has been sent. Login to your email account, where you
will see an email containing the Purchase order details. Open the email and click on “Process Order”
button.

Check the e-mails generated for the supplier for the newly created Purchase order

Click on process order, enter the supplier credentials and login into the supplier portal.
Click on confirm entire order

Fill in the mandatory fields and dates and click on next to review the Order confirmation.
Attachments can be added in the confirmation document as shown below.

Review the order confirmation created and submit.

Status of the PO is now changed to Confirmed.

Open the Confirmation document and check for the status in history.

4.2 Ariba: Create Service entry sheet.

Now, create Service entry sheet for the purchase order.

Open the PO in the email click on process order and click on Create Service Sheet.

Enter all the mandatory information and click on next

Validate all the information and submit the document.

The status of the PO is now changed and the service entry sheet created is visible as shown below.

Service Enter Sheet created has to be approved by the buyer organisation. After the Service Entry
Sheet approved an email is sent to supplier on the status.
4.3 Ariba: Create Invoice.

Now, Open the PO from email, click on Process Order, login to supplier portal, and click on Create
Invoice as shown below.

Fill all the mandatory information and click on next.

Validate the information and submit.

Status of the PO is changed and is visible as shown below.

Invoice now sent to buyer, this can be checked in Purchase order history Tab of PO. Invoice created
will be in parked state initially.

In addition, e-mail sent to supplier on the invoice document created.

Invoice now sent to buyer. Invoice created will be in parked state initially, finance team will verify
the invoice parked and further be posted.

Document status on each level will be updated in the Invoice document History tab.