Ariba Network Invoice Guide

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Content

• Introduction

• Invoice Practices

• Before you Begin Invoicing

– Customer Invoicing Rules

– Electronic Invoice Routing

– Configure Remittance

– Configure Invoice Notifications

• Creating Invoices

– PO Flip Invoice

– Credit Invoices

• Modifying Invoices

• Document Statuses, Searches

and Reports

• How to submit partial invoices

against a Standard PO with a line

item quantity of 1

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Procure-to-Pay Process

This document contains the requirements and training for your organization to

create and submit invoices on-line to Philam via the Ariba Network.

Philam requires suppliers enabled on Ariba Network to submit electronic

invoices through Ariba Network.

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• Detail Invoices

Apply against a single purchase order referencing line item

• Partial Invoices

Apply against specific line items from a single purchase order

• Credit Invoices

Item level credits; price/quantity adjustments

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1 Invoice Practices

• Summary or Consolidated Invoices

Apply against multiple purchase orders; not accepted by Philam

• Duplicate Invoices:

A new and unique invoice number must be provided for each invoice. Philam will reject duplicate invoice

numbers unless resubmitting a corrected invoice that previously had a failed status on Ariba Network

• Header Level Credit Memos

The Header Level Credit Memo feature is not

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2 SUPPORTED

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These rules determine what you can enter when you create invoices.

1.Login to your Ariba Network account. 2.Click on your company name

appearing on top right and then click on Customer Relationships under Account Settings.

3.A list of your customers is displayed. Click the name of your customer (Philam) to view their invoice rules. 4.Click Save when finish reviewing.

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CURRENCY

The currency that Ariba Network uses in the service subscription area of your account is controlled by your

organization’s location, which you specify in

User Account Navigator > My Account > Preferences

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1. Click on Electronic

Invoice Routing at

administration Navigator.

2. Choose one of the following Invoice routing methods

• Online

• cXML

• EDI

3. Under Notifications, enter the email(s) you wish notifications be sent to (Maximum of 3 emails can be entered)

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Invoice Archival

1.Click Weekly, Biweekly or Monthly to indicate how often invoices will be archived 2.To archive immediately click Archive immediately and click Start

Note: After “Archive Immediately” started you can either Stop it or Update Frequency any time 3.In the Archive Delivery URL enter URL you want Ariba to automatically deliver archived zip files 4.Click Save

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1. Scroll down to the Extended

Profile Settings and Information section

2. Set options and enter text to describe your invoice

document policies

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1.Click Remittances tab.

2.Click Create to create new Remittance information.

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Note: Remittance information can be created per customer. If you already have an existing remittance information on your Ariba Network account, you may edit the information for Philam , click Edit.

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Configure Remittance Information

Philam SAP Remittance ID configured on Supplier

profile in AN

NOTE:Do not configure a "Contact" on the EFT/Check Remittances page of your account because the “Contact” name may replace your company name in the Remit-To address on invoices. Leave as Select Contact. 1. On the Create Remittance Address

/ Payment Info section, complete all

required fields listed by an asterisks If you have more than 1 remittance

address / location listed down, at the time of creating the Invoice you will have the to select one of the address to submit your invoice. Hence, in order to identify the correct location your “Address 1” is what will appear default in drop down box. Please provide your “Address 1” as descriptive text to identify and

differentiate the location from others. 2. Select one of your Remittance

Addresses as a default if you have more than one.

3. Assign Remittance IDs for this address.

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Supplier Remittance selection for Invoice on AN

When creating your invoice, the remittance address entered in “Address 1” from the previous slide will be displayed by default in the “Remit to” information. Make sure that youcheck with Philam for the unique “Philam SAP Remittance ID” by sending them an email to

[email protected] and map your “Address 1” correctly. If the remittance ID is invalid an error would be generated and your invoice will not

sync automatically to Philam’s procurement system for invoice reconciliation.

Vendor selects “Remit To” on Invoice in AN from the

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• Click on Network Notifications

at Administration Navigator.

Note:In the invoice section, enter up to 3 email addresses, separated by commas, with NO spaces between them to receive invoice notifications regarding the status of your invoices. Be sure to check the boxes for the types of notifications you wish to receive.

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• To create an invoice against a PO, select PO Invoice under Create on the navigation menu.

Note:You can also get to the create invoice screen by going to your inbox and selecting the PO. A button appears on the PO screen for Create Invoice.

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This feature allows a buying organization to send a purchase order electronically to a selling organization and then allows the selling organization to easily convert the purchase order into an electronic invoice. The seller can then submit the "Flipped" invoice back to the buyer which is an exact duplicate of the original purchase order. This feature eliminates errors, speeds time to approval from weeks to minutes/seconds.

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1. Click on Purchase Order

link to access its details.

2. Click On the Create Invoice button and then choose

Standard Invoice.

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1. Information from the PO defaults into invoice. Complete all fields with an asterisk (*)

2. Enter an Invoice # which is your unique number for invoice identification.

3. The Invoice Date will auto-populate.

4. Select Remit-To address from the drop down box.

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PO Flip Invoice – Header(Tax & Shipping）

NOTE:Choose Tax and Shipping at Line Level if required. Extra lines will disappear after page refreshes.

TAX

1.Tax and Shipping can be entered at either the Header or Line level by selecting the

appropriate radio button.

2.If there is no tax applicable to the invoice, click

Remove to remove the tax.

3.To apply tax at the header, choose a tax

Category

4.Enter either the tax Rate (%) or the Tax Amount.

SHIPPING

1.Choose the Header Level shipping Radio button if such charges to be applied to the invoice.

2.When the screen refreshes, the Shipping Cost section will be displayed.

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PO Flip Invoice – Header(Additional Fields)

DO NOT tick

this Checkbox.

ADDITIONAL FIELDS

1.“Information Only” option is to denote that this invoice requires no action from the customer

2.It includes the phrase "This document is for your information only. No action is required.“ in the invoice.

3.Philam will not able to process and make payment to “Information Only” Invoice.

4.If “Information Only” invoice is

submitted, supplier need to Cancel the “Information Only” invoice and resubmit a standard invoice without ticking

“Information Only” checkbox in order to receive payment.

Note: Please do not use this option for Philam.

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OTHER

1.You can click on “Add to Header” to include additional information to the Header of the invoice such as:

• Special Handling • Discount

• Comment • Attachment

Note: Attachment file size should not exceed 10 MB 2.Scroll down to the Line

items section to select the line

items being invoiced.

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1. Line Items section shows the line

items from the Purchase Order. 2. Review or update Quantity for

each line item you are invoicing.

3. If line item is not invoiced, click the line item’s Green check mark ü

to exclude it from the invoice.

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ü= Included

•

ü = Excluded

4. You can also select the check box þ on the left of the item and click “Line Item Actions” (for more options) or click “Delete” to completely remove the line item from the invoice.

5. You can generate another invoice later for the excluded/deleted item.

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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. Check Tax Category and use the drop down to select from the displayed options. Click Add to Included Lines 3. To configure additional Tax Options within the Tax Category tool, use the Configure Tax Menu option

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1. To apply different tax rates to each line item select the Line Item.

2. Click Line Item Actions > Add > Tax. Upon refresh, the Tax fields will display for each selected line item 3. Within each line item, Select Category, then either populate the Rate (%) or Tax Amount.

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PO Flip Invoice – Different Line Item Tax

1. To apply different tax rates to each line item select the Line Item.

2. Click Line Item Actions > Add > Tax. Upon refresh, the Tax fields will display for each selected line item 3. Within each line item, Select Category, then either populate the Rate (%) or Tax Amount.

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If line level shipping has been selected, enter shipping cost to the applicable line items

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1. To add comments at the line items select Line Items, then click at Line Item Actions > Add >

Comments.

2. Upon refresh, the Comments field will display. Enter applicable Comments in this field 3. Click Next

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1. Review your invoice for accuracy at Review page displayed. Scroll down the page to view the line item details and invoice totals.

2. If no changes are needed, click

Submit to send the invoice to

Philam .

3. If changes are needed, click

Previous to return to previous

screens and make corrections before submitting.

4. Alternatively, Save your invoice at anytime during invoice creation to work on it later. Resume working on the invoice by selecting it from

Outbox > Drafts on your Home

page.

Note:You can keep draft invoices for up to 7 days.

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PO Flip Invoice – Review, Save, Submit

NOTE:If there are any errors, you will get a notification in red where information should be corrected.

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• To create a credit invoice against a PO, select PO Invoice under

Create on the navigation

menu.

Note:You can get to the create invoice screen by going to your inbox and selecting the PO.

1.A button appears on the PO screen for Create

Invoice.

2.Choose either Standard

Invoice or Create Line Item Credit Memo

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1. Create Credit Memo by clicking Create Invoice and clicking Create Line-Item

Credit Memo of Invoice

against which Credit Memo should be created.

2. Complete the Credit Memo Information. Make sure all required fields marked with asterisk are filled in.

3. Click Next once done. 4. Review Credit Memo. Click

Submit.

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1. At any point during invoice creation, click

Save

2. On the Exit page, click

Save the invoice.

3. Click the Outbox tab.

4. In the navigation bar, click Drafts

5. Select an invoice and click Edit.

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1.Click the Outbox tab

2.In the Invoice # column, click a link to view details of the invoice

3.Click Cancel and

Confirm.

4.The status of the invoice changes to “Canceled.”

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1. Click the Outbox tab

2. Click the Invoice # for the failed, canceled, or rejected invoice that you want to resubmit and click

Edit.

3. Click Submit on the Review page to send the invoice.

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5 – Document Status, Search

and Reports

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1. If you configured your Invoice Notifications as noted earlier in this presentation, you will receive emails regarding invoice status.

2. You can also check invoice status from the Outbox.

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ROUTING STATUS

Reflects the status of the transmission of the invoice to Philam via the Ariba Network.

Obsoleted – You canceled the invoice

Failed – Invoice failed Philam invoicing rules. Philam will

not receive this invoice

Queued – Ariba Network received the invoice but has not

processed it

Sent – Ariba Network sent the invoice to a queue. The

invoice is awaiting pickup by the customer

Acknowledged – Philam invoicing application has

acknowledged the receipt of the invoice

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1 Check Invoice Status

INVOICE STATUS

Reflects the status of Philam action on the Invoice.

Sent – The invoice is sent to the Philam but they have not

yet verified the invoice against purchase orders and receipts

Cancelled - Philam approved the invoice cancellation Paid - Philam paid the invoice or is in the process of

issuing payment. This status applies only if Philam uses invoices to trigger payment

Approved - Philam has verified the invoice against the

purchase orders or contracts and receipts and approved if for payment

Rejected - Philam has rejected the invoice or the invoice

failed validation by Ariba Network. If Philam accepts invoice or approves it for payment, invoice status updated to Sent（invoice accepted）or Approved （invoice approved for payment）

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1. Access any invoice.

2. Click on the History tab to view status details and invoice history

3. History and status comments for the invoice are displayed.

4. Transaction history can be used in problem determination for failed or rejected transactions.

5. When you are done reviewing the history, click Done.

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QUICK SEARCH

1.From the Home Tab, select

Invoices and then Documents type to search.

2.Select Philam from Customer Drop down menu

3.Enter Document #, if known

4.Select Date Range , up to 90 days for Invoices.

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3 3 ways to locate Invoice:

• Quick Search

• Refined Search

• Reports

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REFINED SEARCH

1.Allows a refined search of Invoices within up to 90 last days

2.Click the arrow to expand

Search Filters from Outbox

(Invoices)

3.Enter the criteria to build the desired search filter

4.Click Search

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3 Search for Invoice – Reports

1. Invoice reports provide information on invoices

you have sent to customers for tracking invoices over time or overall invoice volume for a period of time.

2. Failed Invoice reports provide details on failed

and rejected invoices. These reports are useful for troubleshooting invoices that fail to route correctly.

Note: Report can be created by Administrator or User with appropriate permissions

3. Click the Reports tab from the menu at the top of the page. Click Create. Fill in required Information. Select an Invoice report type — Failed Invoice or

Invoice.

4. Click Next.

Note: Premier Members may select Manual or

Scheduled report. Set scheduling information if

Scheduled report is selected.

5. After specifying Customer and Invoice Date in Criteria click Submit.

6. You can view and download the report in CSV format when its status is Processed.

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6 – How to submit partial invoices

against a Standard PO with a line item

quantity of 1

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1. Login to your Ariba Network account. Click on Inbox and then click on the PO

Number.

2. Click on Create Invoice > Standard invoice

3. Enter an Invoice #

4. Scroll down and at the line item level, enter a quantity of 1, the amount you wish to partially invoice, click on update and then click Next.

5. Review your partial invoice and click on Submit.

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How to submit partial invoices against a Standard PO with a line item quantity of 1

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6. To create subsequent partial invoices for the remaining amount on the same PO, follow steps 1-3 and when you scroll down, click on the greyed out “Include” icon

7. This will make the fields editable and you can proceed to enter a quantity of 1 and the amount you wish to invoice.

8. Review your new partial invoice and click submit

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How to submit partial invoices against a Standard PO with a line item quantity of 1

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