ariba® network light account...limit line items may or may not include contract reference number....

Ariba® Network

Light Account BP Supplier User Guide

© 2016 SAP SE or an SAP affiliate company. All rights reserved. 2Confidential

Receive Interactive Email Order from Customer How to View

Click the Process Order button in the PO notification (interactive email)


Log into/Sign Up Ariba Network Account

Select the Sign up option to create a new light account

-OR- use your existing light account by clicking on Log in

How to register video: https://uex.ariba.com/auc/node/71089?a_fenb=is&a_lang=en

https://uex.ariba.com/auc/node/71089?a_fenb=is&a_lang=en


SECTION 1: Purchase Orders

Purchase Orders

Standard Line Item PO

Limit Line Item

Milestone PO

How to View

Header Details

General Information

Viewing a Change PO


BP Purchase OrdersStandard Line Item PO

Definition:

Used for materials or services where the scope of work, unit value, unit of

measurement & quantity is defined.

Example:

Services Related

Materials Related


BP Purchase OrdersLimit Line Item

Used for services where the general scope of work not to exceed value is known BUT the

exact detail of the services to be rendered is not defined.

Limit lines will reference the unit of measure as “LS” – meaning Lump Sum on the PO.

Limit line items may or may not include contract reference number. When a contract is

referenced, the invoice must be populated by using a contract line item that is located in your

Ariba Catalog.

The catalog available in Ariba is the catalog that is tied to the specific PO you are invoicing

against.

When invoicing a Limit Line without a contract, you will be required to add a line item to the

invoice and manually include the information at the line level details.

Example:


BP Purchase OrdersMilestone PO

A purchase order subject to pre-agreed materials rendered by specific milestone(s).

Suppliers must invoice based on pre-determined milestone(s).

An invoice amount for a milestones cannot exceed the value of line. The invoice

quantity cannot exceed the PO quantity.

Note: Milestone Agreement details & dates will be found in the PO

attachment. Multiple invoices are accepted per milestone if agreed between

both parties.


BP Purchase OrdersMilestone PO

When invoicing a Milestone PO use 0.1 as the quantity. Then manually calculate

the unit price by dividing invoice value by 0.1

For example:

If the 1st Milestone invoice value is $2439.22, which is 24.89% of total value of the

PO line.

Step 1. Update Invoice Quantity to 0.1

Step 2. How to calculate the unit price - 2439.22/0.1 (invoice value/0.1)

Step 3. Update Invoice unit price to = 24392.22


1. PO number, PO status,

and sub-total

2. PO Issued by (Customer

info)

3. Issued To (Supplier info)

4. BP Comments

5. Contract # (if applicable)

6. BP’s purchasing agent

information & contact info

7. Other Information: such

as Order Confirmation

(Order Response)

required

8. Attachments, will include

a copy of the original BP

purchase order and may

also include; Milestone

agreements, quotes,

SOW, drawings etc.

9. Ship To Address, Bill To

Address, and Deliver To

information

10. All related documents

accessible via the

hyperlinks

2 31

45

6

7

10

8 9

Purchase OrderHeader Details


Change OrdersGeneral Information

Change Order:

• All changes to the original Purchase Order will be issued by BP as a Change Order.

• Change Orders have the same Purchase Order number as the original Purchase Order.

These are not duplicate Purchase Orders.

• The original Purchase Order then becomes Obsoleted and cannot be used.

• All changes on Change PO are highlighted and all obsoleted details are struck-through.


When BP issues a Change

Order, the Purchase Order

number does not change.

The changed Purchase Order

will not have a status of

Purchase Order Changed.

The original Purchase Order

becomes Obsoleted and

cannot be invoiced against.

On the Order Detail page,

1. You may navigate to the

original document by

clicking on the Previous

Version link, however

2. The change PO contains

the original information

which is stroked through

and all the new changes

to the PO are highlighted

in a red color to easily

identify the changes

made.

1

2

Viewing a Change PO- updated


Note: BP may issue POs with mixed line item types

SECTION 2: Order Confirmations

Create Order Confirmations (Responses)

Submit Order Confirmation

Review and Submit General Information

Accept Order As-Is

Reject Entire Order

Reject at Line Level

Propose Changes


Order Confirmations (Order Responses)

General Information

Accept the order (Accept the order entirely as-is, no discrepancies)

Reject the entire order

Reject at the line item level on the

order

Accept and Propose changes to the order

Quantity, Price (standard only), Delivery Date, UOM

Requirements:

• Purchase Orders are subject to an Order Confirmation requirement.

• For orders requiring an Order Confirmation, you will NOT have the ability to invoice against the PO

until the Order Confirmation has been created and sent to BP.

To respond to an order, select one of the following options:

Any proposed changes must be agreed upon by BP. BP will update the PO and a revised PO will be sent

to you as a Change Order.


Not Supported:

The below requirements are NOT enforceable by the Ariba Network. Due diligence is required to ensure

you are conforming to BP Order Confirmation requirements:

• No unconfirmed quantities at the line. All quantities at the line must be confirmed or rejected.

• No mixed Statuses on the same line item level. Line item must be fully accepted or rejected.

• No unconfirmed lines. All lines must be responded to.

• No Back Orders allowed.

Scenario: QTY 10. But supplier can only fulfil 8/10.

Supplier to accept full amount and Enter Comments to request a Change PO for QTY8.

Create Order ConfirmationConfirming at the Line Level


To be completed once you agree

to all the information contained in

the PO and no proposed

changes are required.

NOTE: Specific Purchase Order

require an Order Confirmation

prior to invoicing BP.

From the Purchase Order

page select Create Order

Confirmation

1. Select Confirm Entire Order

2. Enter Confirmation

Number (i.e. any number

you use to identify this

order confirmation)

3. Enter Comments (if

applicable)

4. Click Next when finished

1

6

5

3

2

Create Order Confirmation Accept the Order (As-is)


5. Review the order confirmation

and click Submit

Your order confirmation is sent to

BP.

7

Create Order Confirmation Accept the Order (As-is)


1. From the Purchase Order

page click on Create

Order Confirmation

2. Select Reject Entire Order

3. Enter an Order

Confirmation Number

4. Select a Rejection

Reason

5. Enter Comments and

explanation

6. Click Reject Order

7. Click Done

7

6

5

4

3

2

1

Create Order Confirmation Reject Entire Order



page click on Create Order

Confirmation

2. Select Update Line Items

On the Header, enter the

following;

4. Enter Confirmation Number


applicable)

1

2

3

5

Create Order Confirmation Accept at the Line with Proposed Changes


At the Line Level, enter the following;

1. Enter the quantity of confirmed

items

2. Click on Details

NOTE:

When quantity is greater than 1, either

fully Reject or Accept a line.

• DO NOT partially accept or partially

reject a line.

• DO NOT USE BACK ORDER

STATUS.

On the Details, enter;

3. (if applicable) - Unit Price

(proposed change)

4. Comments

5. Click OK

Proposed changes and comments will

now appear on the Order Confirmation

6

5

4

21

Create Order Confirmation Accept at the Line with Proposed Changes



page, click on Create Order

Confirmation.

2. Select Update Line Items.

On the Header, enter the

following;

3. Enter Confirmation

Number.


applicable).

1

2

3

4

Create Order Confirmation Reject at the Line Level


NOTE:

o When quantity is greater than 1,

either fully Reject or Accept a

line. You can NOT partially

accept or partially reject a line.

o DO NOT USE BACK ORDER

STATUS.

On the Line;

1. Click on Reject All

2. Enter Comments

3. OK

Rejection Status and Comments

will now appear on the Order

Confirmation

3

2

1

Create Order Confirmation Reject at the Line Level Cont’d


Once completed, on the Order

Confirmation page

1. Click on Next

1

Create Order Confirmation Submit Order Confirmation


1. Review the Confirmation

summary for accuracy

2. Ensure ALL ITEMS for

ALL QUANTITIES are

either accepted or

rejected

3. Click on Submit

3

Create Order Confirmation Review & Submit


Once submitted, you will be

returned to the Purchase Order.

You will now see;

o An updated Purchase Order

Status

o An active link(s) to the Related

Document(s)

o Create Invoice button is now

active (no longer greyed out)

4. Click Done

4

Create Order Confirmation Successfully Completed & Submitted


SECTION 3: Invoicing BP

General Invoice

Info

Create Invoice & Header

Charges

Invoice Based on Line Type

More Invoice Items

Submit/ Resubmit & Invoice

Status

Credit Memo

• Standard for

Materials

• Add Charges,

Discounts

• Configure Tax Menu

• Add Tax:

• To ALL Items

• At Line Level

• Add Attachments

• Review/Submit

• “Copy This Invoice”

• Status

Descriptions

• Common Invoice

Rejections

• Modify &

Resubmit a

Rejected Invoice

• Create a Credit

Memo• Create the

Invoice &

Header

• Adding

Charges to the

Invoice Header

• General

Information


InvoicesGeneral Information

BP requires invoices to be submitted electronically for all Purchase Orders submitted through the Ariba

Network.

BP will no longer accept paper invoices.

Invoice Data Details:

• Invoice data will be pre-populated from data found on the Purchase Order/Change Order.

• By default, you must create invoices in the currency used on the purchase order.

• Invoices will include Line Item details as reflected on the Purchase Order.

• Tax should only be added at the line level

• If you have an invoice with multiple tax treatments (different types or taxes, or taxes on only part of the

invoice) you must have a separate invoice line for each tax treatment and add tax at the line level.


Invoices

General Information – Attachment Requirement

• Attachments are required for Service Invoices (signed timesheet, service report, field tickets, airway bills etc.)

o Attachment file names are limited. You cannot use more than 35 characters and special characters such as ‘&’, ‘$’, ‘+’,

‘#’, etc.

o Attachments should only be added at the header level of the Invoice. Do not add to the line level

o Attachment files names should not be the same as your invoice name.

o Use only alpha-numeric characters in your naming conventions (single spaces are allowed).

o Attachment file names cannot contain consecutive spaces, meaning a double space or more in the file name.

o 20 MB the maximum file size. Recommendation: should you exceed the maximum file size, please be in direct contact

with BP to determine the appropriate method of submitting the large file).

o BP does not support the following file extensions: exe, zip, dll, ini, com, bat, js, wsh, vbs

o Legal invoices should be attached to Ariba invoice where required by law

o Banking details should be included on the legal invoice where required by law


InvoicesGeneral Information – UK Suppliers

Enter VAT ID information in

company profile to ensure this

is automatically populated on

the invoice screen. This is

mandatory for UK suppliers

Click on the Company

Settings drop

down>Company

Profile>Business Tab

When invoicing tax should be

submitted at the line level.

Do not enter any special

characters or “GB” before

TAX ID

! BP will have to reject your

invoice if this information is

missing,


1. On the Purchase Order

form, Click on Create

Invoice, then Standard

Invoice

On the Invoice form;

HEADER

2. Enter Invoice Number

Invoice number should be

different from attachment name

3. Enter Invoice Date –

Note: Payments are based

on date the invoice is

received into BP system.

4. Click on Add to Header if

applicable to add:

o Add Allowances &

Charges

o Add Attachment(s) –

supporting documentation

– needs to be signed by a

BP Representative

Comments

• No special characters except dashes and underscore.

• 16 character limitation.

• Upper case and lower case supported.

4

32

1

InvoiceCreating the Invoice Header Information

Do not add taxes

at header level


Allowances & Charges

1. Click Add to Header

2. Select Allowance or Charge

3. Select appropriate Service

Code – discounts are not

supported by BP

4. Enter Start & End Date

5. Select Allowance or Charge

description

6. Enter Rate or Amount

*Taxes are not supported at the

header level. Please select Line

level tax

4

3

2

1

Invoice Adding Allowances, Charges, at Header

5 6


Adding allowances and charges can

also be performed at the Line Item

Level.

Scroll to the bottom of the invoice

form;

Select the lines to be included

1. Click on Line Item Actions

2. Select or Allowance or Charge

3. If applicable, select the

appropriate Allowance or

Charge Type;

You may add the following at the

line item level

o Add Taxes

o Add Allowance & Charges

o Comments

2

1

Allowances Charges

Note: For Allowance, please do not

use any of the discount options

Invoice Line Item Allowances & Charges


NOTE: Attachments are required on

all service invoices

1. Click on Browse

2. Locate the document from your

computer

3. Double click the needed

document, click Open.

4. Click on Add Attachment

Attachment is now added

NOTE: Attachment naming

convention

o Use only alpha-numeric

characters. No special characters

(‘&’, ‘$’, +)

o Maximum 35 characters

o No double spaces or more (Single

spaces only).

o Attachment name should not be

the same as the invoice number

Removing Attachments

5. Select the file to delete.

6. Click Delete.

Attachment Document Naming

Convention:

• Use only alpha-numeric characters

• Maximum 35 characters

• Do not use special characters (‘&’,

‘$’, ‘+’, ‘#)

• Single spaces are allowed(cannot

contain double spaces or more).

• Attachment name should not be the

same as the invoice number

Delete/Remove your attachment

3

4

2

1

6

5

InvoiceAdding Attachments


The Ariba Network supports invoicing against a contract. You will be required to populate your invoice by

accessing your contract on the invoice creation page. This is done by clicking add/update and the add

catalog/contract item

Catalog Pricing Type Supported

Term Pricing Yes

Historical Pricing Yes

Tiered Pricing Yes

Future Pricing Yes

Standard Pricing Yes

InvoiceGeneral Information – Reference to a Contract


InvoicePlanned Service- Standard PO Line


2. Update the quantity

3. Update the start and end

date of when the service was

provided.

1

2

3


InvoicePlanned Material - Standard PO Line


2. Toggle the include radio

button to include or exclude a

line

3. Update the quantity

4. Update the taxes if applicable

5. Review and Submit

1

23

4


• At the line level of the PO

click on Show item details.

• The contract number will be

visible if your PO is tied to a

catalog

• If it is not tied to a contract

you will need to manually

add lines to complete this

invoice.

InvoiceHow to determine if PO is tied to a contract


LINE LEVEL

1. Select the Limit Line to be

invoiced and click on

Add/Update

2. From the drop down, click on

Add Contract/Catalog Items

3. You will be taken to the Ariba

contract page. You have the

ability to Search a contract

item by using the Search filter

using Part Number or

description

Once the contract item is found and

ready to be selected,

4. Enter the appropriate quantity

you are invoicing

5. Click on Add to Cart

6. You will see the shopping cart

counter increase as you add

more items

7

6

54

3

1

2

Invoice Limit (Unplanned) Line Item with reference to a Contract


InvoiceCatalog Search Functionality

Use the short description column in your pricebook to search for line

items.

Service:Skill

• Search service:skill = catalog items containing service:skill

• Search service = catalog items containing service:skill

• Search skill = no results returned, because “:” is not treated as a

whitespace


InvoiceUsing Saved Search Functionality

After completing a search you have the ability to save this search to be called upon at anytime. This is convenient if you

regularly search for a few items.

12

3


LINE LEVEL

1. Click on the shopping cart

2. Click on Review cart

3. Click on Done when complete

and you will be returned to the

invoice creation page

1

2

Invoice Limit (Unplanned) Line Item with reference to a Contract- Reviewing Cart

3


InvoiceLimit (Unplanned) Line Item with reference to a Contract - updating reference

date

1. Reference date will pre-

populate to current date.

2. If needed, update the

Reference date to reflect the

start date that the services

were performed. This will

update the unit price based

on the specific rate for that

date range.

3. Click on Done when

complete and you will be

returned to the invoice

creation page

2

3


LINE LEVEL

Error message:

Contract pricing terms are not

applicable for the selected

reference date. Either select a

different date or review the pricing

terms

This is error is shown if a reference

date or service start date is outside

of the contract pricing dates for this

line. Please adjust the dates or

contact the contract owner to

update the dates of the contract.

Invoice Limit (Unplanned) Line Item with reference to a Contract – Detailed Line


InvoiceContract lines with Zero Pricing

Once the contract item is found

and ready to be selected,

1. Enter the appropriate quantity

you are invoicing

2. Click on Add to Cart

3. You will see the shopping

cart counter increase as you

add more items

1

2

3


InvoiceZero Price contract items - continued

1. Click on the shopping cart

2. Click on Review cart

3. Update the Reference date

to the date the service start

date

4. Update the unit price/QTY

5. Click on Done when

complete and you will be

returned to the invoice

creation page

6. Enter the service start and

end date on the invoice

screen

4

6

6


Should you need to add items that

are not covered under the current

contract, you may add an additional

service or material line item on the

invoice.

On the Invoice form, scroll to the

bottom of the invoice page;

1. Click on Add

2. Select the appropriate charge

o Add General Service

o Add Material (for Limit line)Do not use ‘Add

Labor Service or

Material

21

InvoiceLimit (unplanned) Line WITHOUT reference to a Contract


Note:

o Unit Price will automatically default to the currency issued

on the Purchase Order.

o You can it manually overwrite the currency

o When editing the unit price, the default currency will no

longer be the PO currency however. When editing, the

default currency now becomes the preferred currency that

was identifies in your supplier profile.

On the Line Item you must enter;

1. Part #

2. Description of material or service

3. Quantity

4. Unit

5. Unit price

6. Service Start & End Dates

Start date is the start date of the service and the End date is when the services were completed

7. Select appropriate UNSPSC Code from drop down menu

Contact your contract owner with questions about UNSPSC codes

Example of ‘Add General Service’

IMPORTANT:

You must select appropriate Limit Line you are invoicing against

6

5431

InvoiceLimit (unplanned) Line WITHOUT reference to a Contract (cont’d)

2

7


1. Service Start Date & End

Date

2. Cost object will not always be

used by all suppliers. If you are

unsure if you should use cost

object, please reach out to your

BP representative.

3. If you determine you are required

to use cost objects, Select the

appropriate Reference Type (cost

object), o TS (Timesheet)

o Ref# - Personnel number

o Object/item – cost centre, WBS

element or internal order

o PO (Purchase Order)

o Ref# - PO Number

o Object/item – PO line item

number

o CO (Cost Object)

o Ref# - Cost Centre , WBS, or

Internal Order

o Object/item – not a required

field

2

1

InvoiceLimit (Unplanned) Line – adding cost objects and service and start date

BP_Cost Object Slide.pdf


Allowances & Charges

1. Select appropriate Service

Code

2. Enter Start & End Date

3. Select Allowance type

4. Enter Rate or Amount

5. (if applicable) Taxes can be

added to the additional charge

by clicking on Add Tax

6. Select Tax Category

7. Enter Taxable Amount

8. Enter Tax Rate

6

8

7

5

43

2

1

Invoice Adding Additional Charges and/or Discounts (cont’d)


Adding taxes will be performed at

the Line Item Level.

Scroll to the bottom of the invoice

form;

1. At the Header level select Line

item tax

2. Click on Line Item Actions

3. If applicable, select tax;

o Add Taxes

2

1

Invoice Line Item Tax

1. Select the line item to which tax is to be applied using the Line Item # checkbox. To apply the same tax to

multiple line items select those line items to be taxed at the desired rate.

2. To configure additional Tax Options within the Tax Category tool, use the Configure Tax Menu option.

3. Check Tax Category and use the drop down to select from the displayed options. Click Add to Included Lines.

*If you have an invoice with multiple tax treatments (different types or taxes, or taxes on only part of the invoice) you

must have a separate invoice line for each tax treatment and add tax at the line level. *


Configure a Tax Menu

You have the ability to customize a

tax table. You can use the custom

table to easily identify and apply a

specific tax rate

To configure a custom tax menu

1. Click on the Tax Category

drop down to view selections

2. Select Configure Tax Menu

3. A configure Tax box will

appear, click on Create

4. A table will appear. You must

first select the appropriate

Tax Category using the drop

down menu,

5. Populate the applicable tax

rate

6. Enter a tax description

(optional)

7. Click on OK

8. You can now see your

custom tax in the menu

8

7

654

3

2

1

Invoice Customize a tax menu


To submit your invoice,

1. Click on Next

2. Should errors or missing

information be detected, you

will be prompted to correct or

enter the missing information

o The warning will be

displayed at the top of the

form

o The erroneous or missing

item will also include the

details

3. Click on Update to see a

refresh of the invoice

4. Click on Next

5. Must Submit invoice, you can

not save a draft of the invoice

5

4

3

2

1

InvoiceReviewing & Submitting Invoices


On the following page;

1. Review the invoice

Summary for invoice

accuracy.

2. If changes are needed, click

Previous to return to

previous screens and make

corrections before

submitting.

3. Click on Submit to send to

BP

4. If you chose to Exit you will

be given the option to Save,

Delete or Continue with the

invoice. You can not save a

draft invoice.

1

4

32

InvoiceReviewing & Submitting Invoices (cont’d)


You can use the Copy This Invoice

feature, regardless of the invoice

status. The copy invoice replicates

all fields except the invoice date,

invoice number, exchange rate,

and attachments.

1. Open the invoice from PO ,

click on Related Documents

2. On the Detail tab, click Copy

This Invoice

3. Enter an amended invoice

number.

4. Add and/or Edit the other

fields as necessary.

5. Click Next, review the

invoice, and submit it.

Invoice“Copy This Invoice” Feature



click on Related Documents

2. Open the invoice by clicking

on the Invoice link

3. On the Detail tab, review the

Rejection Reason

4. Click on Edit & Resubmit

InvoiceModify & Resubmit a Rejected Invoice


6. Enter an the same invoice

number.

7. Add and/or Edit the other

fields as necessary.

8. Click Next, review the

invoice,and submit it.

6

7

InvoiceModify & Resubmit a Rejected Invoice (cont’d)


To create a credit memo against

an Invoice;


click on Related

Documents

2. Click directly on the Invoice

Number link

3. Click on Create Line Item

Credit Memo

Credit MemoCreating a Credit Memo


HEADER;

4. Enter a Credit Memo Number

5. You have the ability to also

add credits at the Header,

click Add to Header;

o Shipping Costs,

o Special Handling

o Additional Charges

NOTE: When crediting at the

Header, you must include as a

negative amount. NOTE:

You must include a

negative amount5

4

Credit MemoCreating a Credit Memo (cont’d)


LINE ITEM;

You have the ability to edit the

following values:

4. Quantity (must be a negative

amount)

5. Unit Price

6. Taxes (if applicable)

o Taxable Amount (must be negative

value)

o Tax Rate

7. Additional Charges (if

applicable)

8. To exclude line items, click the

Green button. Once excluded,

the status will show as item

excluded and the Green button

will become greyed out

9. Additional credit charges can be

applied by selecting the

appropriate line item & click on

Line Item Actions

10. Select appropriate item to

credit

To Submit;

Click on Next, Review & Submit

8

76

10

9

NOTE: Tax amount

will auto-calculate

once updated

13

12

11

Credit MemoCreating a Credit Memo (cont’d)


Tips and Reminders

• If you are a supplier that previously entered Withholding tax this is not required or

expected in Ariba. Please do not enter any with holding tax.

• Enter VAT ID information in company profile to ensure this is automatically

populated on the invoice screen. This is mandatory for UK suppliers

• VAT Tax is a requirement for suppliers in the North Sea region. This may cause

an issue if the suppliers not located in North Sea. If you encounter an error that

states VAT is required, please enter VAT at 0%.

• When using the catalog to create your invoice, please use the short description

column from your pricebook to search for items

• Your invoice number/name, and supporting document attachment name should

not be identical/match. This will cause delays in processing your invoice.

• Attachments should only be added at the header level of an invoice

• Taxes should always be added at the line level


Support

• For all other issues/ escalations contact the Supplier Enablement Team: [email protected]

• Supplier Invoice portal (SISP) - will allow suppliers to look up invoice status, view payment information, and review rejected invoices using multiple different search options) https://sisp.bpglobal.com

mailto:[email protected]