CONTENTS ARIBA BPO PROCESS FOR CCA SUPPLIERS Introduction to Ariba Light 1 Ariba Light Workflow 2 Processing and Managing the Blanket Purchase Order 3 Processing the Invoice 4 Ariba Light -Interactive Email November 2016
Introduction to Ariba Light The Ariba Light Interactive Email feature allows suppliers to interact with buyers through the Ariba Network without incurring fees, and is only available to suppliers who are not currently transacting with other buyers across the Ariba Network. Previously, suppliers were required to register with the Ariba Network to transact with buyers. Interactive Emails is a new feature within Ariba that allows suppliers to transact with buyers using email notifications. Suppliers will receive their orders through email. The email will contain two buttons one to confirm the purchase order and one to create the invoice. It is recommended that suppliers maintain a dedicated email address for receipt of Interactive Email orders. Suppliers can forward the order to other parts of the company for fulfillment of service. In this scenario, both the original recipient and the second user will receive notifications through the Ariba Network for the order. When an invoice is generated, the Ariba Network will send suppliers a PDF copy of the invoice and the invoice data in cxml format with the invoice confirmation emails. The invoice will only be made available for 18 months in the system. It is recommended that suppliers retain these files to support their local business record keeping requirements. Suppliers may also send multiple invoices for a purchase order where partial or split deliveries are applicable. Suppliers may choose to register on to the Ariba Network at their own cost where additional services will be made available to them; including electronic integration, catalogue creation, access to Ariba Customer Support and more. The following pages provides the detailed process steps required to confirm a purchase order and create an invoice. For further information, please refer to the attached Ariba video link or contact Coca Cola Amatil on aus.accounts.payable.inquiries@ccamatil.com Light Enablement Video tutorial link: https://support.ariba.com/invoicingvideo 1 P a g e
Ariba Light Workflow CCA Buyer Procurement Supplier Buyer requests to create a Blanket Purchase Order Creates BPO with agreed Item/Price. Approved by respective business manager Interactive email received in the supplier inbox with the BPO details Delivers Goods/Services to Buyer BPO Contact Person approves the invoice in Ariba network Flips the BPO to create an invoice for the goods/services delivered Reconciles the invoices by clearing any invoice Reconciled invoices are interfaced to SAP for payment processing BPO Fully Invoiced? YES Order complete NO Invoices are paid to the supplier based on the payment terms with the Receives Payment after the due date Document Guidelines Highlights the system step and that an action is required Illustrates a point reference for information purposes BPO = Blanket Purchase Order 2 P a g e
Processing and Managing the Blanket Purchase Order Interactiv e Email Notificati on After the buyers submitted BPO is approved, supplier will receive the copy of BPO via email notification. Once email notification is received, follow the below instructions: Check BPO details carefully and ensure everything is correct Confirm the order Place the BPO in your internal ordering system per your usual business process. Store the interactive email until ready to invoice CCA BPO Number Hints and Tips Confirming BPO Create a group inbox specific to CCA and have a dedicated resource to manage this moving forward Once the purchase order has been placed in your system, flag the email as pending in your queue. Once invoice has been sent, flag the email as complete CCA Blanket Purchase Order numbers are 6 characters in length starting with BPO You can t confirm a BPO as the price or amount is the agreed price as per the contract. If you click on the confirm Order button you will receive the below message. 3 P a g e
Processing the Invoice Create Invoice Upon fulfilment of the BPO you are now ready to process the invoice for payment: 1 In the Blanket Purchase Order email, click Create Invoice 1 Invoice Header Details 2 In the Create Invoice page, enter in the below details in the invoice header section a) Invoice Number b) ABN c) At Header level, you can add the below additional items to the invoice. Tax Shipping Cost Special Handling Discount Payment Terms Additional Reference Documents and Dates Comment Attachments (any applicable documents i.e., spreadsheet, company invoice, email trail etc.) NOTE: Attachments to the Header can be added at two locations. One at the Invoice Header section and another one just above the line items details 2(a) 2(c) 2(b) 4 P a g e
2(c) Tax Details 3 Select appropriate tax. Tax is defaulted to Header level but can be changed to line level tax where required. a) Adding Header Level Tax: 1. Select Header Level Tax 2. Select relevant tax category from the drop-down list 3. Check the total tax amount is same as per your company invoice. If not change the total taxable amount b) Adding Line Level Tax: 1. Select Line Level tax 2. Select the BPO line item for which the invoice should be created. 3. Click Edit 4. Select Tax option from Line Item Actions button 5. Select relevant tax category 6. Click Done Repeat steps 2-6 until tax codes are added to all lines of the invoice NOTE: Header Level Tax: Use this Option when Tax is same for all line items of the invoice. OR When invoice tax amount is not exactly 10% of the Line amount. Line Level Tax: Use this Option when Tax is different for each line item (Ex: 10% GST/ 0% GST Free) 3 (a) Header Level Tax: 1 2 3 3 (b) Line Level Tax 1 5 P a g e
2 3 4 5 6 Shipping Cost 4 Shipping cost can be added if required and should always be added to Header level. a) Select Header Level Shipping under Shipping section b) Select Shipping cost from the Add to Header button c) New section for shipping cost appears below the Shipping section. Enter Shipping amount. 4(a) 4(b) 4(c) 6 P a g e
Additional Fields NOTE: Do not tick the Information only field under the heading Additional Fields. Ticking this box will send your Invoice across to CCA as information only and will not be processed for payment Don t tick the box. Line Items 5 Adding invoice line items a) Select the BPO line item that needs to be invoiced. b) Click Goods under Create option c) New window appears. Enter the Quantity and Price to be invoiced. d) Click Create. Repeats steps A-D until all the lines to be invoiced are created. NOTE: Changing price and quantities of a Blanket Purchase Orders above the original values will require manual reconciliation by CCA. This may result in a delay in invoice processing. 6 After all the line items are added/updated. Click Next. 5(a) 5(b) 5(d) 5(c) 7 P a g e
6 Review Invoice Details 7 Check the invoice totals match to your system invoice. 8 Enter in your name and email address in the relevant fields at the bottom of the screen. Click the box confirming your agreement to Ariba s terms of use. 9 Click Next 10 An Email is sent to your nominated email address containing a one-time password to proceed with the invoice. This password is valid for 30 minutes 11 Enter the one-time password in the field provided within the interactive email 12 Click the submit button and a success message will be displayed and a confirmation email sent your inbox. 7 8 9 10 8 P a g e
12 11 Sample of onscreen notification of invoice submission Sample notification of email sent to your inbox stating the invoice is submitted to CCA Futher Information Refer to the following link for further documentation and information https://support.ariba.com/interactive_email Light Enablement Video tutorial link: https://support.ariba.com/invoicingvideo Link to CCA Ariba Light Supplier Guide - PO 9 P a g e