Working with Purchase Orders

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Working with

Purchase Orders

Document Version: April 2013

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About Working with Purchase Orders . . . 4

Overview . . . 4

Prerequisites . . . 5

Helpful Hints. . . 6

About Working with Purchase Orders

• “Overview” on page 4

• “Prerequisites” on page 5

• “Helpful Hints” on page 6

• “Related Topics” on page 8

Overview

A purchase order is a customer request for products or services. Your customer’s procurement application assigns a unique number to each purchase order it generates. Ariba Network tracks transactions by these assigned numbers.

Ariba Network supports several types of information in purchase orders:

• Material items, such as raw materials or furniture. • General service items, such as janitorial services. • Labor service items, such as contract labor.

• Travel and expense items, such as airline flights or car rentals.

• Blanket purchase order items, such as any frequently purchased items or services. • Total Landed Cost details, such as allowances and freight charges.

Typical catalog-based purchase order life cycle

Purchase orders can include catalog or non-catalog items. The following is a typical life cycle for catalog-based purchase orders:

1 You create catalog files that describe products and services.

2 You upload these catalog files on Ariba Network. Once these catalogs are validated, you publish them to customers.

3 Ariba Network notifies the buying organization by email that new catalogs are available.

4 Buying organizations download and approve catalogs for use with their procurement application.

5 Users in the buying organization browse the catalogs for products and services and initiate purchase requisitions, which are routed through their organizations for approval.

6 Upon approval, the procurement application automatically sends purchase orders in cXML format to Ariba Network.

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7 Ariba Network sends the purchase orders to your account where you can view them in your online Inbox and process them.

Purchase order routing options

When a customer sends their purchase orders to you through the Ariba Network, you have various options to receive them:

• All purchase orders are always available in the Inbox (Online Inbox) in your Ariba Network account even

if your account is configured for additional routing methods.

• In addition to reviewing your purchase orders in the Inbox, you can route them to an email account or fax

machine.

• If you are using an order fulfillment system that can be integrated with Ariba Network, you can configure

your account to send purchase orders to your order fulfillment system via cXML or EDI.

The following topics describe how you use the Online Inbox to search and view purchase orders, and create order confirmations and ship notices. For more information about configuring your order routing methods, see the topic Configuring Ariba Network Document Processing on the Administration tab in Help@Ariba.

Prerequisites

You must have the Inbox Access permission to view purchase orders and create order confirmation and ship notices. Contact your account administrator if you do not see the Inbox tab after logging into your account.

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Working with Purchase Orders 6 About Working with Purchase Orders

Helpful Hints

Document Retention

Ariba Network automatically deletes purchase orders and their related documents when they are 18 months old. To retain orders longer than 18 months, you must subscribe to the Data Retention service. For more information on Ariba Services, see the topic Manage Service Subscriptions on the Administration tab in Help@Ariba.

Legacy Purchase Orders

Buying organizations transitioning to Ariba Network frequently have purchase orders that have been fulfilled but have not yet been invoiced. In that case, your customer might send you a legacy purchase order. Legacy purchase orders appear in your online Inbox and contain the comment, “This purchase order has already been fulfilled.” You can use a legacy purchase order to create a standard invoice through Ariba Network. For information on creating invoices, see the topic Creating and Managing Invoices.

Language and Currency Support

Your customers determine the language of the purchase order content, such as line item descriptions or comments. Purchase order section titles, messages, tool tips, hint text and field labels on the user interface are based on your web browser’s language setting.

If your web browser is configured for a language that is not supported in Ariba Network, the user interface is displayed in English.

Ariba Network does not perform currency conversion in purchase orders. All money amounts display in the currencies chosen by your customers.

Credit Card Security

Ariba Network prints only the last four digits of credit card and PCard numbers in fax and email purchase orders. Ariba Network hides these numbers for increased security as suppliers using a fax or email routing option will most likely have them on their files already.

Ariba Network always passes full credit card and PCard numbers when routing purchase orders through cXML or EDI.

When viewing purchase order in the Online Inbox, you can only view full credit card numbers if your account administrator has given you the permission to do so. Otherwise, credit card numbers are masked and only the last four digits are displayed.

Advanced Pricing Details

Your buyers can send you a purchase order containing items with advanced pricing details. For buyers to use advanced pricing details, you must upload a catalog containing items with the advanced pricing details. For more information on advanced pricing details, see the Ariba Catalog Format Reference Guide and cXML

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When a buyer sends a purchase order, blanket purchase order, or changed order containing line items that include advanced pricing details, you can view the line item's pricing details in these documents. ThePricing Detailstable displays thePrice DetailsandUnit Detailssection for a line item. You can view theUnit Details

section only when the unit of measure for the ordered item differs from the unit of measure for the price unit quantity specified or if the pricing is based on a different price unit quantity than 1. The advanced pricing details are also available when printing the purchase orders.

If a change order is sent for a blanket purchase order, the changes are not highlighted for the line item in the Pricing Details table. TheChangecolumn displays “Edited” for the line item that changed.

Note: Ariba Network does not support the advanced pricing details in Contracts.

Total Landed Cost

Total Landed Cost (TLC) refers to the total cost of the products in the purchase order along with the additional cost elements such as taxes, allowances, and charges. Purchase orders with total landed cost elements calculate and present the final amount payable by the buyer. TLC elements are applied at the individual line item level or at the header level of a purchase order.

When a buyer sends a purchase order with total landed cost elements at the header or at the line item level, the total landed cost information is displayed to suppliers and buyers when viewing the purchase order page on the Ariba Network.

Order Confirmation page displays the TLC information with modifications only if the order confirmation document is sent to Ariba Network through cXML.

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Working with Purchase Orders 8 About Working with Purchase Orders

About This Topic

If you have many purchase orders in your Inbox, you might find it easier to search for individual orders or create a filtered list than to scroll through the entire list of purchase orders. You can perform the following searches:

• Quick searches using common search filters: Start your search using the Search content item on the

Home dashboard to find documents using the most commonly used search filters (search by customer and/or order number and/or date range).

• Enhanced searches: The Inbox search allows you to use additional filters to refine and narrow your

search. If you started your search on the Search content item on the Home dashboard, those search filters are carried over to the Inbox search for further refinement.

How To...

• “Quickly search purchase orders using common search filters” on page 9

• “Enhance searches using additional search filters” on page 11

• “Organize search results” on page 11

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Quickly search purchase orders using common search filters

1 Click theHometab.

2 In theSearchcontent item, clickPurchase Orders(use theMore...link if necessary) and do any of the following:

• Choose a customer from theCustomerpull-down menu or enter the complete name or the first several letters if they are unique among your trading partners. The Customer text box is case-sensitive.

• Enter a purchase order number in theOrder Numbertext box. Order numbers are case-sensitive, so

DO123is not the same asdo123. If you know the exact order number, enter it in the text box and click

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Working with Purchase Orders 10 Searching Purchase Orders

• Choose a date range on which Ariba Network has received the purchase order. The options areLast 24 hours, Last 7 days, Last 14 days, andLast 31 days.

Note: If you want to search for purchase orders that are older than 31 days, you must use the Inbox search. See “Enhance searches using additional search filters” on page 11 for details.

3 ClickSearch.

Result

The search results are displayed in the Inbox. The top part of the page is expanded to display additional search filters you can use to refine your search, which is particularly useful if the result list is very long. See “Search Filter Fields” on page 13 for a list and usage information of available filters.

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Enhance searches using additional search filters

1 Click theInboxtab.

The Purchase Order page is displayed.

2 Click the expand arrow to open the Search Filters section.

3 If you are searching purchase orders that are older than 31 days, chooseDate Range: Otherand select a start and end date. You can either use the calendar icon, or you can enter a date into the Start Date and End Date text boxes using a valid date format for your locale, such as 9/1/2011 or 1 Sep 2011.

4 Enter additional search criteria as needed to refine your search. See “Search Filter Fields” on page 13 for a list and usage information of available filters.

5 ClickSearch. If you want to undo your search and start again, you have the following options:

• ClickReset, which blanks out all search filters except the date range.

• Click theInboxtab, which displays the Inbox in its original state using default values for the date range.

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Organize search results

1 Click any column heading link in the purchase order display table to sort the table by that column.

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Working with Purchase Orders 12 Searching Purchase Orders

a In the Show / Hide Columns section, click on the column you want to show or hide. ClickMore...if you want to change the display setting for more than one column.

b In the Group by Column section, select how you want to group the results. Use the Grouping Expansion toggle to control your initial display. If you group your results you can then use the expansion triangle to expand or collapse the display per grouping.

c Decide if you want to see the time in your date display, or the date only.

3 Hide purchase orders from your view. If you hide purchase order, you can find them using theViews -> All

orViews -> Only hidden orderssearch filter. To hide purchase orders, click the last icon on the purchase order line or select the purchase orders you want to hide and clickHideat the bottom of the page.

Next Steps

In the Purchase Orders search results table, you can do any of the following:

• Click a link in the Order Number column to view the purchase order details. See “Viewing Purchase Orders and Status Information” on page 14 for more information.

• Select a purchase order and click Create at the bottom of the page to create an order confirmation, ship

notice, or invoice, or hide the order from being displayed in the Inbox. If you hide an order, you can always ‘unhide’ it. Or click the respective icons to create an order confirmation, ship notice or invoice. Hover over the icon to find out what action is associated with each icon.

• Use the Table Options Menu to export your search result to Microsoft Excel.

See “Confirming Purchase Orders” on page 22 or “Creating Ship Notices” on page 27 to find out how to create order fulfillment documents, or see the Creating and Managing Invoices topics for information about the invoicing process.

Helpful Hints

Buyers have the option to not disclose the values for certain fields on blanket purchase orders (BPOs). Typically, these are amount-related fields such as Amount Available, Minimum and Maximum Amount, Price and Quantity. To search for BPOs that have masked values, enter the customer name or exact order number. If you search for purchase orders using theMaximum AmountandMinimum Amountfields, then orders with masked values are not listed in the search results.

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Search Filter Fields

Use these search filter to refine your search results when searching purchase orders in your Inbox:

Use this field… To do this…

Customer Search for a customer with which you have a trading relationship.

Order Number Search by purchase order number. Purchase order numbers are case-sensitive. For example, DO123 is different from do123. Customer procurement applications assign order numbers. You can specify whether the number is a partial number or an exact number.

Note: When you select Exact number, all hidden orders with this purchase order

number are also displayed.

Invoice Number Search by invoice number. Invoice numbers are case-sensitive; for example, Invoice numbers are case-sensitive. For example, INV123 is different from inv123.

Date Range Search by the date on which Ariba Network received the purchase order. You can choose one of the following ranges from the pull-down menu: Last 24 hours, Last 7

days, Last 14 days, Last 31 days, or Other. Use Other to search for orders that are older

than 31 days. If you choose Other, you must specify the start date and end date of your search. Note that if you set your own date range, the range is limited to 14 days.

Start Date End Date

Search by the date on which Ariba Network received the order. The maximum date range is 14 days.

Min. Amount Max. Amount

Search by the document’s total amount. Do not enter currency symbols. To search above or below a given amount, enter only one amount. To search within a range, enter both amounts.

Contractor Search by contractor or supplier name.

Purchase Order Status Search by purchase order document status. For more information, see “Purchase Order Status Information” on page 20.

Routing Status Search by purchase order routing status. For more information, see “Purchase Order Status Information” on page 20.

Search only blanket purchase orders

Search only for blanket purchase orders (BPOs). A BPO is identified in Ariba Network by the prefix “BPO,” for example BPO123.

Views All

All except hidden orders Only hidden orders

Search purchase orders choosing any of the options. Search for all orders, hidden orders, or all except hidden orders.

Number of Results Request more than the default number of search results. By default, the search returns up to 100 records.

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Viewing Purchase Orders and Status Information

• “How To...” on page 14

• “View purchase orders” on page 15

• “View purchase order attachments” on page 19

• “Purchase Order Status Information” on page 20

About This Topic

You view purchase orders, purchase order status information or changes to purchase orders in our Inbox. Each purchase order is identified by a unique number based on your customer and the purchase order number assigned by your customer’s procurement application. Icons provide quick visual information on the order fulfillment status for each purchase order.

The information available on the Purchase Order page depends on the purchase order type and your customer’s procurement application and requirements; different customers may include different line item detail fields. For example, if you receive purchase orders for temporary labor, the details might include the Contractor Name, Starting Date and Ending Date for the service.

How To...

• “View purchase orders”

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View purchase orders

Ariba Network displays a list of purchase orders using default filters. If you cannot find the purchase orders you are looking for, use the search filters to widen or narrow your search.

2 Review the order status and routing status information. See “Purchase Order Status Information” on page 20 for information about these fields.

3 Check the icons for information about the order fulfillment status.

Icons show order confirmation, ship notice, and invoice were not sent. Last icon shows order is displayed in Inbox

Icons show order confirmation, ship notice, and invoice were sent. Last icon shows order is not displayed in Inbox.

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Working with Purchase Orders 16 Viewing Purchase Orders and Status Information

4 Click on theOrder Numberlink to display the purchase order. By default, Ariba Network hides purchase order line item details and shows item groups expanded.

TheView MoreandView Lesslinks expand or hide lengthy comments and other information and the related documents links open related order confirmations and ship notices for the purchase order.

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5 To see line item details, perform one of the following actions:

• ClickShow Item Detailson the line item table to show details for all individual and grouped line items at once. Click the table menu and select or deselect item detail types to show or hide them in the detail display:

• Click theDetailslink for a specific line item to show only its details.

6 To hide previously displayed item details, perform one of the following actions:

• ClickHide Item Detailson the line item table to hide details for all individual and grouped line items at once.

• Click theSummarylink for a specific line item to hide its details.

7 Click the arrow next to an item group to collapse it and hide its grouped items for a more compact review format.

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8 If the order has been changed, you can view the order with or without the changes. ClickHide Changesat the top of the page to view the purchase order without the changes.

By default, a changed order is displayed with the changes highlighted. Ariba Network displays these changes using color, styles and icons. You can view header level changes, and newly added, deleted, or updated line items.

Notes:

• For large purchase orders (POs exceeding 1MB or more than 1,000 line items), only header changes

are displayed. No line item differences are shown. You can also print the purchase order with or without changes.

• For monochrome view of the order, i.e. print, fax and emails without colors, use the icons and font

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View purchase order attachments

1 Click theInboxtab. Purchase orders with attachment are identified by a paperclip icon next to the order number.

2 Click theOrder Numberlink.

3 Do one of the following:

• For header-level attachments, navigate to the Attachments area on the Purchase Order page.

• For line-level attachments, click the Details link for the line to display its attachments. Purchase order

lines with line-level attachments are identified by a paperclip icon next to the line number.

4 Click the name of an attachment.

• Save the file to diskif you want to send it to someone or use it later. Large files can take several minutes to download.

• Open the fileto view it online. Your web browser starts the appropriate plug-in or helper application to display the attachment. If your web browser does not recognize a file format, it prompts you to save the file to disk.

Next Steps

From the Purchase Order page, you can create order confirmations, create ship notices, or invoices. See “Confirming Purchase Orders” on page 22, “Creating Ship Notices” on page 27, or see the topic Creating

and Managing Invoices for more information. Depending on your customers’s configuration, your choice of

available options might be limited.

Note: If your purchase order includes grouped items, you cannot create an invoice from it in Ariba Network.

Helpful Hints

• If you receive email purchase orders that contain credit card numbers, the numbers are masked. To view

the full credit card account number, you can either click the link in the email or log in to your Ariba Network account and go to your online Inbox. Users must have theCredit Card Number Accesspermission to view complete credit card numbers. For information on creating a new user role that includes the Credit Card Number Access permission, see the Ariba Network Account Management Guide.

• Attachments expire 18 months after Ariba Network receives them. After they expire, they are no longer

available online. If you need attachments that have expired, contact your customer directly.

• Ariba Network does not display or fax purchase orders that are larger than 1 MB or that have more than

1,000 line items. It indicates that these purchase orders exceed the maximum limit for online display. It can transmit these purchase orders through email, cXML, and EDI routing.

• The Amount Invoiced column in your Inbox shows purchase order settlement status. It lists how much

money you have invoiced or charged against the purchase order. For older purchase orders, Ariba Network displaysYes, indicating that you have submitted invoices or payment requests.

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• The quantity for an item group is always 1, and the price for the item group is the sum of price * quantity

for all of its grouped items. Grouped items behave much like individual line items and have their own line-level details.

• If a change order is sent for a blanket purchase order containing advanced pricing details, the changes are

not highlighted for the line item in the Pricing Details table. TheChangecolumn displays “Edited” for the line item that changed. For more information on advanced pricing details, see “Advanced Pricing Details” on page 6.

• You can view the receipt information in the purchase orders. In the Order Detail and Order History pages,

each line item detail section displays the quantity of goods received and /or returned for that line item.

Purchase Order Status Information

Ariba Network displays routing and dashboard status for each purchase order. Routing status shows if the purchase order was successfully routed to your account. Fulfillment status informs customers of your actions in response to a purchase order.

• “Routing Status” on page 20

• “Order Status” on page 20

• “Settlement Status” on page 21

Routing Status

Ariba Network reports the following routing status levels for purchase orders:

Order Status

Ariba Network reports the following status levels in the Home dashboard and the online Inbox for purchase orders:

Status Level Definition

Queued Initial state. Ariba Network received the order but no further action was taken.

Sent Ariba Network sent the order to your account.

Acknowledged You received the order.

Failed Ariba Network experienced a problem routing the order to your preferred order routing method. For example, your back end order fulfillment system could have experienced a problem that prevented Ariba Network to successfully route the order. You can resend orders that have a Failed routing status.

Status Level Definition

New Initial state. You have not updated the order status.

Changed Your customer canceled or replaced the purchase order by a sending a subsequent (changed) order.

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Settlement Status

Ariba Network indicates the type of settlement available for each purchase order.

Partially Confirmed Partially Shipped Partially Invoiced Partially Rejected

The purchase order is in progress.

If you update part of a purchase order, Ariba Network reports the partial status for the entire purchase order. For example, if you partially confirmed an order and then you partially ship either the previously confirmed order line or a different order line, the order status is set to Partially Shipped. You can still continue to confirm order line items regardless of the shipping status until you have confirmed all order lines.

Shipped Final state. You shipped the entire order.

Invoiced The order is fully invoiced. The Amount Invoiced column shows how much money you have invoiced or charged against the purchase order. For older purchase orders, Ariba Network displays Yes to indicating that you have submitted invoices.

Received Partially Received Returned

Statuses for receipts that are sent by the buyer from their ERP system. The purchase order status is updated based on this information. In the Order Detail page, each line item detail section displays the quantity of goods received and /or returned for that line item based on the information in the receipts.

Failed Ariba Network experienced a problem routing the order to your account. You can resend failed orders.

Settlement Status Definition

Invoice You can issue an invoice to settle the purchase order.

PCard You can charge a purchasing card through your own charging system.

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Confirming Purchase Orders

• “Limitations” on page 23

• “How To...” on page 23

• “Confirm an entire order” on page 23

• “Partially confirm, backorder or reject line items in a purchase order” on page 24

• “Attach files to order confirmations” on page 25

• “Reject an entire purchase order:” on page 25

About This Topic

Ariba Network lets you confirm or partially confirm purchase orders, reject orders, and send updated status information to your customers. A confirmed purchase order indicates that you have agreed to ship items to your customer.

Ariba Network lets you generate order confirmations and send them either manually or automatically to your customers. If you have an automated order generation system, you can send cXML or EDI documents to your customers.

You can attach one or more files to order confirmations at either the header or line level to give additional information to your customers. Attachments can be in any format, such as Word documents, fax images, or Excel spreadsheets.

You can also change advanced pricing details when confirming individual line items if your buyer allows you to edit these values. When the values are changed, Ariba Network displays the original and changed values for the line item in theCurrent Order Statussection.

You can confirm individual line items with advanced pricing details for the following:

• Confirm with different status (shipped, backordered, rejected) • Confirm partial quantities

• Edit unit price, price unit quantity, price unit, unit conversion, shipping, and tax at the line item level.

You can review any documents that you have sent to your customers after retrieving them from your Outbox.

Prerequisites

You can only confirm partial orders or update advanced pricing details if your customers have configured their accounts to allow you to confirm orders or update advanced pricing details at the line level.

Your customer can allow you to confirm orders at the header or line-item level. They can also restrict you from confirming or rejecting a purchase order more than one time.

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You can only add attachments to order confirmations if your customers have configured their accounts to allow attachments.

Limitations

Depending on your customer, some blanket purchase orders might have masked values for certain fields (amount-related fields, price and quantity). The value for masked fields is set to “Undisclosed”. You cannot create order confirmation for blanket purchase orders with undisclosed fields.

How To...

• “Confirm an entire order” on page 23

• “Partially confirm, backorder or reject line items in a purchase order” on page 24

• “Attach files to order confirmations” on page 25

• “Reject an entire purchase order:” on page 25

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Confirm an entire order

1 In your Inbox, click thePurchase Orderstab. If you have a large list of purchase orders, use the Search filters to narrow your list.

2 Click the link to the purchase order that you want to confirm link in theOrder Numbercolumn and then clickCreate Order Confirmationin the purchase order details page.

3 On the purchase order details page, clickCreate Order Confirmationand selectConfirm Entire Order.

4 On the Confirming PO page, enter the confirmation number, estimated shipping cost, and estimated tax and enter comments and add attachments as required. ClickNext.

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Working with Purchase Orders 24 Confirming Purchase Orders

5 Review the information in the Confirming PO page.

6 ClickSubmitto send the order confirmation to your customer and return to the purchase order details page. ClickPreviousto go back to the previous page and make any changes. ClickExitto leave the application without saving any changes.

7 ClickDoneto go back to the purchase order list in your Inbox.

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Partially confirm, backorder or reject line items in a purchase order

1 Click thePurchase Ordertab in your Inbox.

2 Click the purchase order that you want to partially confirm.

3 ClickCreate Order Confirmationand selectUpdate Line Items.

4 On the Update Item Status page, enter the confirmation number.

5 SelectEnter the shipping and tax information at the line item levelif you want to enter the estimated shipping date, delivery date shipping cost, delivery cost or comments for each line item that you confirm.

6 Enter the estimated shipping date and delivery date for the overall order and any comments. You can overwrite the shipping information on line level if required.

7 Enter numeric values in one or more of theConfirm,Backorder,Rejectfields,

8 ClickDetailsat the line level for a line item. Ariba Network displays the Status Details page, with a section for each status level you designated (Confirm, Backorder, Reject). You can do the following:

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a Edit shipping and delivery dates. Shipping information you entered on the Update Item Status page is displayed as editable text for each status level.

b Specify the shipping and tax cost information. Tax cost information you entered on the Updated Item Status page is not displayed at the line level. For partial lines with status Shipped, you can enter shipping and tax costs.

c Enter values for theUnit Price,Price Unit Quantity,Price Unit, Unit Conversionfields.

d Enter additional information (optional) in thePricing Descriptiontext box.

e Enter additional information (optional) for your customer in theCommentstext box.

9 ClickOKto save your changes. Ariba Network displays the line item information.

10Confirm information on the review page. To make changes, clickPrevious.

11ClickSubmitto send your changes.

12ClickExitto leave the application without saving any changes. If you clickSubmitin the previous step, the purchase order detail page will show the order status as ‘partially confirmed’ or ‘confirmed’.

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Attach files to order confirmations

1 Do one of the following on the Confirming PO page:

• To add attachments at the header level, navigate to the Attachments area.

• To add attachments to a specific line, click the Details link for the line, navigate to the Attachments

area in the line details.

2 ClickBrowseto locate the file that you want to attach.

3 ClickAdd Attachment.

4 To delete the file that you have attached, select the file and clickDelete.

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Reject an entire purchase order:

1 Click thePurchase Ordertab in your Inbox.

2 Click the purchase order that you want to reject.

• Click theCreate Order Confirmationicon to the right of the purchase order.

• Select the purchase order and then clickCreate Order Confirmation.

• Click a link in theOrder Numbercolumn and clickCreate Order Confirmationin the purchase order details page.

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Working with Purchase Orders 26 Confirming Purchase Orders

4 ClickReject Entire Order. Ariba Network displays the Reject Entire Order page.

5 Enter a number in theOrder Confirmation Numbertext box to identify the purchase order you are rejecting.

6 Enter any comments in theCommentstext box.

7 ClickReject Orderto send your changes.

Next Steps

Open your Outbox to view copies of order confirmations you have sent to customers. Order confirmations with attachments have a paper clip icon next to the order confirmation number.

Create ship notices for confirmed purchase orders. For more information, see “Creating Ship Notices” on page 27.

Helpful Hints

• You can attach files to an order confirmation at either the header or line level to give more explanation or

supporting information to your customers only if your customer’s Ariba Network configuration allows order confirmation attachments. Attachments can be in any format, such as Word documents, fax images, or Excel spreadsheets. The maximum attachment size is 10 MB for all attachments associated with a document.

• Ariba Network stores attachments online for a maximum period of eighteen months after which they

expire and are no longer available online.

• If your customer allows you to confirm orders at the line level, you confirm individual grouped line items

within an item group rather than confirming the entire item group.

• You cannot confirm a purchase order that is already shipped or invoiced.

• You can confirm a purchase order even after rejecting it. However, you cannot create an invoice for a

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• “Limitations” on page 27

• “How To...” on page 28

• “Create a ship notice” on page 28

• “Add line-level shipping information” on page 30

• “Attach files to a ship notice” on page 30

• “Diagnose routing problems” on page 31

• “Data Entry Fields on Ship Notices” on page 32

About This Topic

Ship notices inform your customers of shipments you have made or plan to make. You can generate ship notices manually in Ariba Network or receive them programmatically from your external order management system though cXML or EDI. When Ariba Network receives the ship notice documents, it applies the information in them to the affected line items and sends the information to your customers. Regardless how a ship notice is created on Ariba Network, you can review the documents your Outbox.

Prerequisites

You can do the following only if your customers configure their accounts and allow you to:

• Ship partial orders when you create ship notices at the line-item level • Add attachments to ship notices

• Create ship notices containing terms of delivery or transport information when the purchase order does

not have this information

• Enter the actual shipping date or estimated shipping date while creating ship notices

Limitations

Depending on your customer, some blanket purchase orders might have masked values for certain fields (amount-related fields, price and quantity). The value for masked fields is set to “Undisclosed”. You cannot create ship notices for blanket purchase orders with undisclosed fields.

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Working with Purchase Orders 28 Creating Ship Notices

How To...

• “Create a ship notice” on page 28

• “Add line-level shipping information” on page 30

• “Attach files to a ship notice” on page 30

• “Diagnose routing problems” on page 31

Create a ship notice

• Click theCreate Ship Noticeicon to the right of the purchase order. If the order is already fully shipped, you’ll receive an error message that this transaction is no longer available.

• Select the purchase order and clickCreate Ship Notice.

• Click a link in theOrder Numbercolumn and clickCreate Ship Notice.

3 In the header section of the Create Ship Notice page, enter the information for this shipment. At

minimum, you must provide aPacking Slip ID,Tracking #, and the address where you are shipping from. See “The following table lists the field available when creating ship notices:” for a detailed list.

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6 Confirm the information on the review page. To make changes, clickPrevious. Any serial number and asset information you entered appears on this page.

7 ClickSubmit.

Result

Ariba Network routes the ship notice to your customer and returns you to your Inbox.

Add line-level shipping information

1 ClickDetailsfor a line item. The Create Ship Notice Shipping Details page appears.

2 To enter hazardous materials instructions, enter a description of the hazardous materials to be shipped, select a hazardous materials code system from theCode Typepull-down menu, and enter the code.

3 To change the terms of delivery, enter the necessary information in theDelivery Informationsection.

4 To enter serial numbers or asset information, enter the item’s serial number or asset tag and clickAdd. Repeat as necessary to add more serial numbers or asset tags.

Attach files to a ship notice

1 Do one of the following on the Create Ship Notice page:

• To add attachments at the header level, navigate to the Attachments area.

• To add attachments to a specific line, click theDetailslink for the line, navigate to the Attachments area in the line details.

2 ClickBrowseto locate the file that you want to attach.

3 ClickAdd Attachment.

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Diagnose routing problems

1 Click theOutboxtab.

2 ClickShip Noticesin the navigation bar.

3 Click a link in thePacking Slip IDcolumn.

Ariba Network displays the Ship Notice Detail page, with information about your ship notice and a link to the associated purchase order. Line item information is displayed at the bottom of the page. This can include serial numbers and asset information you entered.

4 Click theHistorytab to view routing and update history of the ship notice.

5 ClickDoneto return to the active display.

Next Steps

• You can review copies of the ship notices you have sent in your Outbox.

• You can review order status information in your Inbox. Updated status information for purchase orders is

displayed in the Order Status column in your Inbox. See “Viewing Purchase Orders and Status Information” on page 14.

• You can create invoices against the purchase order. See the topic Creating and Managing Invoices:

Creating Standard Invoices.

Helpful Hints

• You can attach files to ship notices to give more explanation or supporting information to your customers

only if your customer’s Ariba Network configuration allows ship notice attachments. Attachments can be in any format, such as Word documents, fax images, or Excel spreadsheets. The maximum attachment size is 10 MB for all attachments associated with a document.

• Ariba Network always stores attachments online, and you can view them in our Ariba Network account.

Attachments expire 18 months after Ariba Network receives them. After they expire, they are no longer available for viewing.

• Even if you have set the shipping status through cXML or EDI, you can subsequently update the shipping

status manually in Ariba Network using theCreate Ship Noticebutton for that order. If you change the order shipping status manually for these orders, ensure that your integration keeps your external order management system up-to-date with the order information stored in Ariba Network.

• If your customer allows you to create ship notices at the line level, you create ship notices for individual

grouped items within an item group rather than for the entire item group as a unit.

• If your customer sends you a purchase order containing the advanced pricing details, Ariba Network

displays the pricing details information for the line items when you create ship notices.

• Your customer must send the terms of delivery or transport information in the purchase order or allow you

to enter the terms of delivery or transport information while creating ship notices.

• While creating a ship notice, you can add the Terms of Delivery fields to either the header level or

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Data Entry Fields on Ship Notices

The following table lists the field available when creating ship notices:

Field Description

Packing Slip ID Enter the packing slip number from your shipping system or carrier.

Invoice # The associated invoice number.

Ship Notice Type A pull-down menu that lists the following values:

• Actual: If you select this option, specify the Actual Shipping Date and Actual Delivery Date

• Estimated: If you select this option, specify the Estimated Shipping Date and Estimated Delivery Date

Actual Shipping Date (Displayed if you select the Actual Ship Notice Type.) Enter the actual shipping date.

Actual Delivery Date (Displayed if you select the Actual Ship Notice Type.) Enter the actual delivery date.

Estimated Shipping Date (Displayed if you select the Estimated Ship Notice Type.) Enter an estimated shipping date.

Estimated Delivery Date (Displayed if you select the Estimated Ship Notice Type.) Enter an estimated delivery date.

Ship From The name and address are from the Company Address in Configuration. You can revise this information.

Carrier Name A pull-down menu of carriers. If your carrier is not displayed, select Other and enter a name in the adjacent text box that appears. If you choose a carrier, two additional fields are displayed.

Tracking # (Displayed if you select a carrier.) The tracking number provided by your carrier.

Tracking Date (Displayed if you select a carrier.) The tracking date provided by your carrier.

Shipping Method (Displayed if you select a carrier.) The shipping method, for example, air, motor, rail, or ship.

Invoice # The associated invoice number.

Service Level A brief textual information about the shipping service, for example, “Overnight delivery.”

Deliver To Information in this section is taken from the purchase order. You can revise this information.

View/Edit Addresses View and edit the Ship From and Deliver To addresses.

Delivery Information

Delivery Terms A pull-down menu that lists the standard delivery terms and International Commercial terms (Incoterms). You can also enter a delivery term in the text box.

Delivery Terms Description

Enter a description for the delivery term.

Transport Terms A pull-down menu that lists the following terms of transportation:

• Ex Works

• Free on Board

• Other: Any other transport term. When you select this option, you can additionally enter a description.

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Transport Terms Description

Enter a description for the transport terms.

Shipping Payment Method A pull-down menu that lists the following modes of shipping payment:

• Account: The shipping charges are charged to an account.

• Collect: The consignee pays the freight charges.

• Prepaid by Seller: The seller makes the payment to the carrier for freight charges prior to a shipment.

• Mixed: The consignment is partially Collect and partially Prepaid.

• Other: Any other shipping payment method or the third-party pays the shipment charges. When you select this option, you can additionally enter a description.

Transport Information

Shipping Contract Number Enter the contract number associated to the contract for sale. Shipping Instructions Enter any additional information for the shipment.

Additional Fields

Reason for Shipment Enter information for the shipment. For example, if this is a rush order or a partial order, enter a reason for the shipment.

Comments Enter any comments.

Government Issued Shipping ID

Enter the government issued shipping ID required by some buyer/seller countries.

Document Title Enter a document name for the ship notice. This is mainly used while printing the packaging slip for the shipment.

Supplier Reference Number

Enter a supplier’s reference number. This could be an internal reference number which is different from the Packing Slip ID.

Transit Direction Enter information to provide the directions for the shipment.

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Troubleshooting Purchase Orders

• “How To ...” on page 34

• “View purchase order history” on page 34

• “Resend failed orders” on page 36

About This Topic

Each time the status of a purchase order changes, Ariba Network logs the change. You can view the purchase order history on the Order History page. Purchase order history is useful for troubleshooting purchase order problems, particularly when an order routing failure occurred.

How To ...

• “View purchase order history”

• “Resend failed orders”

View purchase order history

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If a purchase order fails to route, you can resend it.The following table describes the common reasons why purchase order failures can occur for each routing method, and what you can do if that happens.

Routing Method Problem Solution

Fax Your fax machine might not be turned on or responding, or you might have provided the wrong fax number.

Turn on your fax machine and resend the order from your online Inbox in Ariba Network.

For more information, see “Resend failed orders” on page 36. Ariba Network is sending purchase orders to the

wrong fax machine in your company.

Make sure the telephone number of your fax machine is the same one entered into your Ariba Network account.

Email Your mailbox might have sent an auto-response that caused the order failure. Ariba Network scans auto-responses and attachments for phrases that indicate the recipient is away. If one of these phrases is found, Ariba Network does not fail the purchase order. Instead it logs the auto-response in the order history log.

To prevent order failure, ensure that your email auto-response contains one of these phrases: • Out of office • OOTO • On vacation • On holiday • Out of town

• Away from the office

• Away until

• Out of the country

• At an off site meeting Your email system incorrectly interprets the email as

spam and rejects it, or stores it in a spam folder.

If your organization uses software to block the receipt of unwanted email messages, configure it to allow messages from Ariba Network’s email address:

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Working with Purchase Orders 36 Troubleshooting Purchase Orders

Resend failed orders

2 ClickResend Failed Orders. Ariba Network displays the following page:

3 Specify search criteria and clickSearch.

You can search for failed orders using the following criteria and then resend them, either singly or as a group. You can resend only purchase orders that are in the “Failed” state.

cXML You did not respond within the timeout limit, you did not return a valid cXML Response document, or you returned a cXML Response document with a status code indicating failure. If Ariba Network receives a 4xx status code, the order fails immediately since this code indicates a fatal error. Ariba Network does not retry the order. If there is no response from the supplier or Ariba Network receives a 5xx status code, then Ariba Network tries resending the order up to 20 times, roughly once every half an hour, before failing the order.

Check your responses.

EDI You did not send back a Functional

Acknowledgment (FA) within 72 hours of receipt of a purchase order, as required by the EDI protocol. If the FA is not received within this timeframe, the order fails. The order history log indicates why the order failed. Alternatively, the FA from the supplier might not contain a document level

acknowledgment.

An EDI order can also fail due to any translation error encountered while processing the EDI document.

You must generate transaction-level, not group-level functional

acknowledgments. Make sure your ANSI X12 997 FA contains an AK2/AK5 segment for each document in the functional group. If you use EDIFACT, the CONTRL FAs must contain a UCM segment for each document in the interchange.

Routing Method Problem Solution

Field Description

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• Select one or more orders and clickResend.

• ClickResend All.

Orders marked for resending are put into a queue, and are sent in the background. Return to your Inbox after several minutes to check the new status of the orders you resent.

Helpful Hints

You can create and save templates to generate invoice reports, order summary reports, payment reports, and purchase order reports with a range of criteria. For more information, see the topic Reporting: Creating

Report Templates.

The best way to diagnose purchase order routing problems is by using the purchase order tester in your test account. For more information, see Chapter 4 in the Ariba Network Catalog Administration Guide for

Suppliers.

Order Number Order number assigned by the procurement application. To search for a specific order, or a range of orders, enter the order numbers. Order numbers are case-sensitive, so DO123 is not the same as do123.

Date The date on which Ariba Network received the order. By default, the report includes today’s date and the preceding 14 days.