Light Account Supplier Quick Guide Version: 1.0 / July 2018
Agenda What is the Ariba Network Light Account Light Account Registration and Setup PO Handling Order Confirmation Handling Advanced Shipping Notices Handling Account Administration IMPORTANT! Support 13/08/2018 2
What is the Ariba Network Light Account The Ariba Network is a web based portal for suppliers to interact with Customers for the exchange of transaction based documentation related to the supply of goods and/or services. This information pack is intended to enable you as a supplier to work with light account in Ariba. What does this mean for you? You will need to register for a Light Ariba Network account via an interactive email you will receive with Purchase Order Once registered on the Ariba Network you shall: Submit an Order Confirmation to acknowledge acceptance of the Order 13/08/2018 3
What is the Ariba Network Light Account Ariba Network Light Account is also known as Interactive Email which is a no cost channel for suppliers with customers procuring via SAP Ariba. This SAP Ariba functionality will deliver purchase orders (PO) via a system generated email, enhanced PO email layout and the ability for suppliers to view all of their PO s, in a single portal. This system generated PO email is sent via the Ariba Network to suppliers without the need to establish a full Ariba Network trading relationship with Ariba. Light Accounts is a free of charge option that provides these capabilities: View all orders, in one portal; Easily send order confirmations; Resend PO copy to your email account for processing. 13/08/2018 4
What is the Ariba Network Light Account The only prerequisite is an internet connection and a web browser to be able to generate Order Confirmations. Suppliers will be required to register for Light Account when you access the first order. Light Account setup criteria All new suppliers who are not contacted by an Ariba Consultant or by us as a customer are not fully enabled on the Ariba Network and will be set up for Light Account by default. You are free to upgrade to a full Ariba Network Account at any time should you decide you need additional functionalities that the Light Account functionality is not able to provide you. 13/08/2018 5
Overview Light Account Process 1. Ariba P2P order is created 2. Ariba P2P generates via Ariba Network an email with PO details and issues to the supplier email address 3. Supplier receives system generated email with the PO 4. (For non registered suppliers) Register your Ariba Network Light Account 5. [Optional] Supplier may confirm receipt of the PO (Order confirmation) through Light Account 6. [Optional] Supplier may submit the ship to notice through Light Account when they ship the goods to us Receive interactive email from your customer Sign up for light account Configure account, accept terms of use, and register Transact with customer using light account 13/08/2018 6
Important Note! Ariba Light account Purchase orders are sent to you via email Please store ALL Ariba generated Purchase order emails You will need the original email to perform certain tasks e.g. generate Order Confirmation, Advanced shipping notices! Please take care that you grant your suppliers organization access to Ariba Network. You can add in up to 5 users in your suppliers organization. 13/08/2018 7
Next Steps Ensure all your internal resources are aware and capable to support all transactions through Ariba Network Set up your internal resources as Users with the appropriate permission Set up your email address notifications Electronic Order Routing: select your preference for receiving orders Be prepared to receive a formal go live communication, one week prior to go live date 13/08/2018 8
Light Account Registration Process You receive a so called interactive email from us through Ariba to process their Purchase Order Click on Process order at the bottom of the message You will be redirected to your Ariba Light Account Note: As every PO can only be accessed via email to be processed we advise keeping any PO email until it has ben fully invoiced. If the interactive email will be forward, someone inside or outside your company may create the account on your behalf so please take care about sharing this email to avoid account creation without desired information. Once the account is set, all POs will be routed accordingly. 13/08/2018 9
Light Account Registration Process You are directed to sign up for a new light account or use an existing account If this the first time you are using your Ariba light Account please choose Sign up and complete your registration. If you have already your Light Account credentials, please process with log in 13/08/2018 10
Light Account Registration Process Configure Account, Accept Terms of Use and Register 1 2 3 13/08/2018 11
Light Account Registration Process Once you are registered on Ariba Network, you ll get a confirmation 13/08/2018 12
Light Account Registration Process Now that you are registered, you will be able to view Purchase Orders and access two important Ariba Network Light Account functionalities: Create Order Confirmation allows you to confirm and acknowledge the receipt of the Purchase Order Create Ship Notice allows you to send notification regarding order readiness 13/08/2018 13
Link Light Account & Full Use Account User ID s optional 1 2 From your light account dashboard, click your name to the right of Company Settings and click on Link User IDs from the menu. Note: Once a User ID is linked it cannot be unlinked Note: If you have different business units and you would like to link that account all information will be transported to that account. So be aware before linking. It does necessarily mean that if USA has an account e.g. Australia will use it. Under No Approval Needed enter the credentials for the full-use account to be linked and click Link Accounts 3 You can then switch between the linked User IDs by clicking your name and the account you would like to access 13/08/2018 14
Ariba light registration full user account optional You may, at any time, upgrade to a full account to get access to full Ariba Network functionality Full web portal navigation Integration Catalogs Ariba Seller Click Learn More on Homepage 13/08/2018 15
Ariba light registration full user account optional Features Light Account Full-use Account Access Through email notifications Online dashboard Company Profile Purchase Order, Order confirmation (full & partial), Ship Notice Electronic Catalogs Legal Archive Email notification and online download Long-term invoice archiving for global compliance (Regional restrictions apply) Capability to mass download invoices for local archiving Ariba Support Online Help Center Support via phone, chat, or email Direct access to enablement experts for onboarding assistance Technical support for configuration and integration assistance Online educational training courses Integration Reporting Multiple customer relationships Multi users Mobile App Ariba Discovery Fees may apply to respond to Click here for more information. leads. Click here for more information. Fees FREE Fees may apply, See complete details. Fees may apply to respond to leads. 13/08/2018 16
Create Order Confirmation optional To work on a Purchase Order, you need to access it in Ariba. To do so, it s essential to keep the email you received informing you about the new PO. Please click on Process Order. If you are unable to find initial the PO email, you can have it resent by visiting the dashboard of your Ariba account, choosing PO in the Orders, Invoices and Payments section, click on Select and send me a copy to take action. Please note that the number of POs displayed on the supplier s dashboard may be restricted. 13/08/2018 17
Create Order Confirmation optional Under Create Order Confirmation you can confirm the order or update line items. Note: you cannot reject orders in Ariba at this time. To reject an order, please contact the buyer. When you select Confirm Entire Order you will have the option to update some of the fields below. Click OK to go to the next screen. 13/08/2018 18
Create Order Confirmation optional Fill out the respective information Click on Next to proceed 13/08/2018 19
Create Order Confirmation optional To confirm the PO, click Submit on this screen and the order confirmation will be sent with updated information. 13/08/2018 20
Create ASN optional To work on the order, you need to access it in Ariba. To do so, it s essential to keep the email received informing supplier about new PO. Please click on Process Order. If you are unable to find initial PO email, you can have it resent by visiting the dashboard of Supplier Ariba account, choosing your PO in the Orders, Invoices and Payments section, click on Select and Send me a copy to take action. Please note that the number of POs displayed on your dashboard may restricted. 13/08/2018 21
Shipping Notices (ASN) optional You can make the Advanced Shipping Notice (ASN) for the full or partial Purchase Order by updating the quantity ready to ship. 13/08/2018 22
Shipping Notices (ASN) optional Once you have completed the details of the ready line items, click Next 13/08/2018 23
Shipping Notices (ASN) optional Review details and if ready click on save to save and proceed later or on submit to submit 13/08/2018 24
Account Administration Account Configuration Basic Profile Electronic Order Routing Remittance Information E-Mail Notifications Managing Roles and Users Customer Relationships Ariba Network Support 13/08/2018 25
Configure Account Information Suppliers are responsible for the accuracy of the selections listed below. Suppliers can return to these selections at anytime to make changes and keep them updated. Basic Profile: verify suppliers company information Email Notifications: view and update email addresses for suppliers account notifications Electronic Order Routing: select supplier s preference for receiving orders 13/08/2018 26
Login as Adminstrator Ariba Network Login Page To log into suppliers account click on https://supplier.ariba.com To access your production account enter User Name and Password and then click Login 13/08/2018 27
Profile and Account Configuration Access Company Profile Click on Company Settings Click on Company Profile 13/08/2018 28
Company Profile Configuration Basic: Complete or update all required fields listed by an asterisk in the basic company profile section Click add to classify your company by Product and service categories Ship to locations Industries Click Save when done If your Company Information changes, notify your Buyer directly. 13/08/2018 29
Company Profile Configuration Business Please make sure you provide your VAT ID containing no special characters 13/08/2018 30
Company Profile Configuration Marketing Enter additional details and specific criteria about your company Add Company Description and Company Logo 13/08/2018 31
Basic Profile Configuration Contacts The main company contact fields are found on the contacts tab localized on the company profile page 13/08/2018 32
Basic Profile Configuration Certifications Enter additional information about your company certifications, if applicable You may enter additional information about your company for any green or diversity information that is applicable to your organization 13/08/2018 33
Configure Network Settings: Electronic Order Routing Click on Company Settings and then on Electronic Order Routing to indicate how you want to transact business with your customers on the Ariba Network 13/08/2018 34
Configure Network Settings: Electronic Order Routing This selection determines how you receive documents. For Ariba Light Account, any order or order change will be sent via email only. Any other options (xxml, online, etc.) are solely available in the Full Ariba Network account version. 13/08/2018 35
Configure Network Settings: Electronic Order Routing Options: You can specify up to 5 email addresses separated by a comma Select Include document in the email message You may also use a non personalized distribution list email address such as: orders@supplier-example.com 13/08/2018 36
Configure Network Settings: Electronic Order Routing Notifications The following boxes must be checked to ensure you will be notified about any changes and updates on orders. 13/08/2018 37
Notifications From the Company Settings, select Network Notifications to indicate which system notifications you want to receive. Click the General tab to set general notifications. Click the Network tab to set transaction related notifications 13/08/2018 38
Notifications On the Network tab, review and select to receive important notifications regarding transactions Note: Enter up to 3 email addresses per notification type. Separate each email address via a comma 13/08/2018 39
Enhanced User Account Functionality The User Account Enables you to: Gain quick access to your user account information settings Link multiple user accounts Note: after multiple user accounts are linked the user account navigator displays the multiple user accounts 13/08/2018 40
Enhanced User Account Functionality User Information Under my account complete or update all required fields listed with an asterisk. Note: if you change your username or password, remember to use it at your next login Hide personal information if necessary by checking the box 13/08/2018 41
Users and Roles On the Administration Navigator click on Users. Administrator: Responsible for account management and confirmation Administrator role is automatically linked to the username and login entered during registration Controls access to the account; creates Users and Roles The primary point of contact for Users with questions or problems User: Created by Administrator Has exact one role which corresponds to the users real job responsibility Responsible for updating personal user info 13/08/2018 42
Create User Roles and Users From the Users Page: In the manage User Roles section click Create Role Enter Name and Description for the Role Add permission for the role checking the boxes properly Click Save. New role is created. You can now select Create User to assign the role to a new user 13/08/2018 43
Supplier Information Portal optional 13/08/2018 44
Supplier Help Resources optional Attend a Live Webinar Register for an upcoming live webinar or review a recorded session Online Help Light Account Help Center Ariba Exchange User Community SAP Ariba Customer Support Click here to view region specific telephone numbers 13/08/2018 45
Supplier Help Resources Please visit BI s Supplier Information Website for important communications and reference documents. BI webuy website Check out the Ariba website and You Tube channel for more information! Ariba Network You Tube videos For more information on the Ariba Network, please visit: https://www.ariba.com/ariba-network https://www.ariba.com/about https://support.ariba.com/interactive_email https://support.ariba.com/ariba-network-light-account 13/08/2018 46
Thank you!