Ariba einvoicing Guide (PURCHASE ORDER (PO))

Transcription

1 Ariba einvoicing Guide (PURCHASE ORDER (PO)) Last Update: November 20, 2017

2 TABLE OF CONTENTS ARIBA EINVOICING GUIDE (PURCHASE ORDER)... 2 Accessing the System and Creating Your Password... 2 Resetting Your Password... 4 Submitting a Purchase Order (PO) Invoice... 6 Searching in the Ariba einvoicing Portal... 8 This document is confidential and intended solely for the client to whom it is addressed. i

3 ARIBA EINVOICING GUIDE (P URCHASE ORDER) WELCOME TO THE ARIBA EINVOICING GUIDE (PURCHASE ORDER) This useful guide provides instructions for registered suppliers to submit invoices with Purchase Orders (POs) in Booz Allen Hamilton s Ariba einvoicing Portal ( Please note that throughout the process, an asterisk (*) denotes a required field. Accessing the System and Creating Your Password Follow these simple steps if you are a new Ariba einvoicing Portal user: If you are a new user to the system, you will receive an Account Creation with your Ariba einvoicing Portal User Name and Temporary Password. Once you receive the Account Creation with your user name and temporary password, go to the Password Center ( Enter the User Name provided in your Account Creation . Enter your temporary Password provided in your Account Creation . Click Log On. Once logged in, select the Enroll My Account link. Figure: Sample Account Creation IMPORTANT: When entering your temporary password, the characters after BoozAllenExtranet must be lower case because the password is case sensitive. Figure: The Enroll My Account link can be accessed from two locations Answer the Security Questions. This document is confidential and intended solely for the client to whom it is addressed. 2

4 Click Next. Figure: Answer the Security Questions when enrolling your account Select the Change My Password link. Figure: The Change My Password link can be accessed from two locations Enter your Current Password, New Password and Confirm New Password. Click Change Password. Figure: Enter your password information Now you can log in to the Ariba einvoicing system ( with your User Name and new Password. This document is confidential and intended solely for the client to whom it is addressed. 3

5 Resetting Your Password Follow these simple steps to reset your password: Go to the Password Center ( Select the Forgot My Password link. The Reset My Password page opens. Enter your User Name. Figure: The Forgot My Password link can be accessed from two locations Click Next. Figure: Enter your User Name i) If you enrolled your account upon initial login, the system s security questions appear: (1) Answer the Security Questions. TIP: Enter the Security Question answers you provided when you initially enrolled in the system. Figure: Answer the Security Questions (2) Click Next. (3) Enter your Current Password, New Password and Confirm New Password. (4) Click Change Password. This document is confidential and intended solely for the client to whom it is addressed. 4

6 ii) If you did not enroll your account upon initial login, you will receive the message below. If you receive this message, please contact the Booz Allen Hamilton Help Desk to have your password reset by calling (toll free from within the US) or (outside the US). Figure: If you have not enrolled your account, you will receive this message when attempting to reset your password This document is confidential and intended solely for the client to whom it is addressed. 5

7 Submitting a Purchase Order (PO) Invoice Follow these simple steps to submit a Purchase Order (PO) invoice in Booz Allen Hamilton s Ariba einvoicing Portal: Log in to the Ariba einvoicing system ( the User Name and Password. Click Login. Under Common Actions select Supplier Invoice eform. Figure: Login page Figure: Accessing the Supplier Invoice eform Complete fields (with Purchase Order): i) Enter *Invoice Number no longer than seven alpha-numeric characters, and no special characters (*, -, /), etc., and no blanks. ii) If this is a *Credit Memo, select Yes. Otherwise, leave as No. iii) Search and select Purchase Order Number. (1) Click Select next to the desired Purchase Order Number to populate the Purchase Order field and add the distribution lines. Figure: Purchase Order Number field iv) Approver will automatically populate based on the Purchase Order selected. v) Select PoP (period of performance) Start Date. You will need to edit the date based on the billing serves dates. vi) Select PoP (period of performance) End Date. You will need to edit the date based on the billing serves dates. vii) Select Tax Type, if applicable. This document is confidential and intended solely for the client to whom it is addressed. 6

8 viii) Select Tax State amount, if applicable. ix) Enter Tax Amount. x) Enter Shipping (Delivery) Amount, if applicable. xi) When the PO number is entered, ALL PO lines are displayed. TIP: The Total Amount and Sub Total Fields will always display as zero ($0.00). Figure: Distribution Lines xii) Only check the boxes in front of the Distribution Lines for which you are billing. You must select the PO lines you are billing against and delete any PO lines that you are not billing against. xiii) Adjust the QTY and or HRS and Unit Cost as needed on each line based on what you are billing. xiv) Confirm all billed lines equal the invoice s Total Amount. xv) If you are billing for the FULL PO amount you would leave all PO lines as displayed xvi) Click Next at the bottom of the page. Click Submit. TIP: The invoice amount is an aggregate of Tax, Shipping and Distribution Lines. If there are no errors, the system will confirm your invoice has been submitted. You can also Print a copy of the request, View the status of your request, create the same type of request, or return to Home Page. Click View to see the status of your request. Click the Summary tab. Figure: Successful invoice submission confirmation This document is confidential and intended solely for the client to whom it is addressed. 7

9 Searching in the Ariba einvoicing Portal Follow these simple steps to search for status/payment information in the Ariba einvoicing Portal: In the Search box, leave the fields blank, but click Search to view all. Figure: Search function Click the underlined invoice number to open the document. Figure: Invoice numbers Navigate within the invoice to check the status. TIP: If there is a Voucher Number and Voucher Date, the invoice was processed and payment will be issued per net terms. Figure: Navigate within the invoice to check the status This document is confidential and intended solely for the client to whom it is addressed. 8

10 About Booz Allen Booz Allen Hamilton has been at the forefront of strategy and technology for more than 100 years. Today, the firm provides management and technology consulting and engineering services to leading Fortune 500 corporations, governments, and not-for-profits across the globe. Booz Allen partners with public and private sector clients to solve their most difficult challenges through a combination of consulting, analytics, mission operations, technology, systems delivery, cybersecurity, engineering, and innovation expertise. With international headquarters in McLean, Virginia, the firm employs more than 22,600 people globally and had revenue of $5.41 billion for the 12 months ended March 31, To learn more, visit BoozAllen.com. (NYSE: BAH) 2017 Booz Allen Hamilton Inc.