EDI Transaction

Guideline

© 2012 Ariba, Inc., All Rights

Reserved. The contents of this
document(s) are confidential and
proprietary information of Ariba,
Inc.

© 2012. Ariba, Inc. All rights reserved. The contents of this document are confidential and proprietary 1
information of Ariba, Inc.
 SAP Specific Information

Introduction:
This document contains SAP specific information regarding transaction requirements.
It must be used in conjunction with the guidelines noted in the Resources section of
this document. New EDI suppliers to Ariba’s Network (AN) must review the following
guidelines:

1. EDI Configuration Guide

2. ANSI X12 850 (if supporting via EDI)
3. ANSI X12 855 (if supporting via EDI)
4. ANSI X12 856 (if supporting via EDI)
5. ANSI X12 ICS (Interchange Control Structure)
6. ANSI X12 997

Information in this document does NOT cover the complete technical aspects of
integrating with the AN using EDI.

Recommended: The Ariba EDI Configuration Guide and Release Notes may be
downloaded at:

http://supplier.ariba.com/help

OR via login to your supplier account (https://supplier.ariba.com) on AN:

1. Click the ‘Help’ link in the upper right hand section of the page. Select
‘Documentation and Tutorials’ from the drop down menu.
2. Click the ‘EDI’ link listed at the top of the ‘Guides’ page.
3. Download the EDI related mapping guides and educational material.

Support:
Electronic Supplier Integration (ESIM) support is available to SAP suppliers. ESIM
support is available during the test phase and two weeks post-go live with SAP, or
until the first production inbound and outbound transactions are exchanged. After
that period, suppliers must leverage Ariba Technical Support for any production
issues.
To contact ESIM support, send an email to AskAribaTech@Ariba.com. Be sure to list
SAP in the subject line of the email.

Depending on your transaction volume across all Buyers on the Ariba Network you
will be automatically subscribed to a Supplier Membership Program
Subscription. These subscriptions provide your organization access to many
premium features and services that are exclusively available to members at these
levels. The Premier, Enterprise, and Enterprise Plus levels provide ongoing technical
electronic document support. To find out more go to:
http://www.ariba.com/solutions/sell/supplier-membership-program.

To find out your Program Subscription, log on to https://supplier.ariba.com, click the

Property Navigator toolbar on the upper right corner of the page and select Service
Subscriptions in the drop down box.
© 2012. Ariba, Inc. All rights reserved. The contents of this document are confidential and proprietary 2
information of Ariba, Inc.
Until subscribed to one of Ariba’s support programs, limited assistance
regarding account registration, access and configuration is available from Ariba:

By Telephone:
Europe, Middle East and Africa: +44 (0) 20 7187 4185
US/Canada toll free: 1-866-31ARIBA (1-866-312-7422)
North/South America +1-412-222-6170
Asia Pacific: +65 6311 4585

By Web form:
If you can log into your Ariba Network If you cannot log into your account
Account
 Go to http://supplier.ariba.com  Go to http://supplier.ariba.com
 Log in with your company's  For login issues select the “Forgot
username and password Username” or “Forgot Password”
 Once logged in, click on the ‘Help’ links near the top of the page
link located on the upper right  Fill out the web form and select
hand side of the page and choose the Submit button
Contact Support.
 Completely fill out the web form
and submit

Ariba EDI Tester

With the release of AN45, suppliers have the option of using Ariba’s EDI Tester tool
accessed via a supplier’s test account on Ariba SN to assist in validating their
inbound X12 transactions (855, 856 and 810) against Ariba’s EDI implementation
guidelines.
The EDI Tester affords a way for suppliers to test as they wait for interconnect setup.
The tester only validates the file according to Ariba’s guidelines. The file must post
to validate against invoice rules setup on the Network
Only one transaction set (ST occurrence) may be tested at a time.
ISA15 must be sent in test mode (‘T’) as only test files are supported at this time.
EDI configuration must be in place in order to use the EDI tester (ISA/GS
maintained) as the tool will validate these values as provided in the ISA/GS envelope.

To Access:

1. Login to test account.

2. Click the EDI Tester link (left side under Tools) from the Home page.
3. On the next page, upload the X12 file (Invoice, Order Confirmation, Advance
Ship Notice are all supported) and click the ‘Validate Document’ button. Note,
the interchange envelop (ISA/GS) with the data configured in their test
account is required.

Ariba SN will validate the file in accordance with Ariba’s X12 guidelines for the
transaction. The UI will render any translation errors the supplier would encounter
had they sent the file through the VAN.

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 SAP
Specifications and Requirements

Ariba Interchange Details:

a. Test ISA Qualifier: ZZ

a. ID: ARIBAEDI
b. Production ISA Qualifier: ZZ
a. ID: ARIBAEDI
c: GS ID: The GS sender ID on outbound transactions from Ariba Network is
ALWAYS SAP’s ANID: AN01011241927
d: GS ID: The GS receiver inbound transactions to Ariba Network is ALWAYS
SAP’s ANID: AN01011241927

Note: ARIBAEDI is always used as the ISA sender and receiver. Ariba SN does not
use a separate sender/receiver ID for test data. Test interchanges are to be
determined by ISA15 (‘T’).

Required Transactions
 Purchase Order- 850
 Invoice- 810

Purchase Order Types Supported

 New orders
 Non-catalog items

SAP Transaction Rules

SAP has configured validation rules which apply specifically to purchase orders.
Review these settings from your supplier account on AN:

1. Login to your supplier account on the AN.

2. Click on the Administration Navigator drop-down menu at the top of
the page then click Customer Relationships.
3. Click on SAP under your list of Current Relationships.
4. Scroll down to the Order Routing Rules at the bottom of the page.

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855/ 856
SAP does not require the order confirmation (855) or ship notice (856) be sent,
however if you choose to send these transactions the supported methods of
providing them are:

Supported methods of providing:

 EDI
 Online

SAP has configured validation rules which apply specifically to order confirmations
and ship notices. Review these settings from your supplier account on AN.

1. Login to your supplier account on the AN.

2. Click on the Administration Navigator drop-down menu at the top of
the page then click Customer Relationships.
3. Click on SAP under your list of Current Relationships.
4. Scroll down to the Order Confirmation and Ship Notice rules.

Invoice Types Supported

 Individual Detail Invoice: applies against a single purchase order referencing
line items; line items may be material items or service items.
 Partial invoice- Invoice against a portion of the items on a purchase order.
 Invoice against material orders
 Line level credit - lineLevelCreditMemo (BIG07=’CN’)
o Line level credits are required to reference a another invoice
REF*I5*12345
o Line level credits require a reason for the credit
N9*L1*en-US
MSG*Reason for Credit
 Duplicate invoice: invoice numbers may be reused in case of Failed original
invoice

Invoice Types Not Supported

 Invoice against service orders
 Non-PO invoice against contract or master agreement
 Invoice against order not transacted via the Ariba Network
 Invoice against Blanket Purchase Order
 Credit Memo
 Debit Memo
 Invoice against PCard
 Information Only
 Duplicate invoice: invoice numbers may NOT be reused in case of Rejected or
Cancel of original invoice
 Header Invoice: single invoice applying to single PO without item details
 Summary Invoice: single invoice applying to multiple PO’s with item details

© 2012. Ariba, Inc. All rights reserved. The contents of this document are confidential and proprietary 5
information of Ariba, Inc.
SAP has configured validation rules which apply specifically to PO and non-PO
invoices. Review these settings from your supplier account on AN.

1. Login to your supplier account on the AN.

2. Click on the Administration tab at the top of the page then click
Customer Relationships from the navigational bar just below.
3. Click on SAP under your list of Current trading partners. Review the
following sections:
a. General Rules
b. PO Invoice Fields
c. PO and Non-PO Invoice Fields
d. Invoice Address Rules
e. Online Invoice Form Rules (indicate whether specific address roles are
allowed to be different then what was on the originating PO)

Tax Requirements
 Tax is supported at the summary or line level
 A summary tax amount is required on all invoices even if that amount is zero
dollars
 Detailed tax information is required in tax summaries

VAT Specific Rules
 customer's VAT ID is required on invoices
o Required only for intra-EU trade

 supplier's VAT ID is required on invoices

<InvoiceDetailRequestHeader>
...
<Extrinsic name="buyerVatID">SE123456789087</Extrinsic>
<Extrinsic name="supplierVatID">CH987654321</Extrinsic>
</InvoiceDetailRequestHeader>

 A supply date when VAT is chosen as tax category

<Tax>
<Money currency="EUR">799.60</Money>
<Description xml:lang="en-GB">Value Added Tax</Description>
<TaxDetail category="vat"percentageRate="8" taxPointDate="2005-04-20T23:59:45+01:00">
<TaxableAmount>
<Money currency="EUR">9995.00</Money>
</TaxableAmount>
<TaxAmount>
<Money currency="EUR">799.60</Money>
</TaxAmount>
<TaxLocation xml:lang="en-GB">Europe</TaxLocation>
</TaxDetail>
</Tax>

 An explanation for zero rate VAT is required

<TaxDetail category="vat" percentageRate="0"exemptDetail="zeroRated">

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Remit To Address Information
 Remit To Address is NOT required on invoices

Other Required invoice Partners:

 Bill To
o Must match Bill To information as shown on purchase orders
 Sold To
 From
 Company Code must be sent on the invoice in the N104 of the Bill To and
Sold To N1 loops, and must match the value sent in the addressID of the
BillTo element on the PO (also sent in the buyerPurchasingCode extrinsic).

Shipping and Special Handling

 Shipping and special handling charges are supported at the line level.

Shipping Address:
 Customer PO will not contain ship to address id’s.
 Customer PO will contain line level shipping
o Line level shipping will be sent if there are multiple Ship To locations
on a single PO.

Extrinsic Elements
Ariba provides for the use of SAP specific data that does not have a standard field to
map to by the use of ‘Extrinsic’ elements. The Extrinsic element can appear at the
header or item level on the transaction.

At the translator level for outbound and inbound transactions, Ariba will map to a
standard extrinsic from the header (REF 1/050) or item level (REF 2/120) segment
with a supporting qualifier. If the extrinsic is not standard (does not appear on the
Ariba Standard Extrinsic list available via online help) the data will map using the
REF segment with a ‘ZZ’ qualifier.

Outbound purchase orders map non-standard extrinsics using N9/MSG.

To enable standard extrinsic mapping, suppliers must:

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 Make sure to repeat the same steps in your production account.

Outbound purchase orders map non-standard extrinsics using N9/MSG.

Extrinsics
The table below describes the extrinsic data sent by Customer on the purchase order
and whether that data must be returned on the invoice.

SAP Specific

Extrinsic Name Purchase Order

Location Example Data

Type Description/Use
N9*ZZ**touText~
touText Header MSG*ExtrinsicValue~ text Terms and condition
N9*ZZ**businessArea~
businessArea Header MSG*ExtrinsicValue~ text Footer Text
N9*ZZ**startDate~
startDate Item MSG*ExtrinsicValue~ text Effective start date
N9*ZZ**registrationNo~
registrationNo Header MSG*ExtrinsicValue~ text BRN
N9*ZZ**plantNo~
plantNo Header MSG*ExtrinsicValue~ text Plant
Item N9*ZZ**costCenter~
costCenter MSG*ExtrinsicValue~ text Coct Center
N9*ZZ**"deliveryRegion~
deliveryRegion Item MSG*ExtrinsicValue~ text Unloading Point
N9*ZZ**locationNo~
locationNo Item MSG*ExtrinsicValue~ text Warehouse Location
N9*ZZ**"groupNo~
groupNo Item MSG*ExtrinsicValue~ text Material Group
N9*ZZ**purchaseDescription~ Purchasing
purchaseDescription Header MSG*ExtrinsicValue~ text description
N9*ZZ**buyerPurchasingCode~ Company Code on
buyerPurchasingCode Header MSG*ExtrinsicValue~ text PO

© 2012. Ariba, Inc. All rights reserved. The contents of this document are confidential and proprietary 8
information of Ariba, Inc.