Professional Documents
Culture Documents
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
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.
Attachment is added successfully (Total size of the attachments should not exceed more than 50
MB)
A new Pop-up will open where supplier has to enter his comments.
- 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.
Login into Ariba supplier portal and the GR document created is visible.
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
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.
Open the PO in the email click on process order and click on Create Service Sheet.
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.
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.