Ariba Network CSV Invoice Upload Guide

Transcription

1 Ariba Network CSV Invoice Upload Guide

2 Sections CSV Overview Requirements CSV Invoice Upload Invoice Status Troubleshooting CSV Field Definitions Contacts, Resources & Support

3 What is CSV? CSV: Comma Separated Value/Variable With Ariba s release of AN41 (Ariba Network version 41), the capability was introduced to support the transfer, transformation and loading of comma delimited files (CSV) representing a supplier s invoices to be rendered as cxml invoices for their customers. This solution provides an effective means for suppliers with a large number of invoices to submit these to their Ariba customers electronically when they do not have the immediate means to provide these via cxml or EDI directly.

4 Sections CSV Overview Requirements CSV Invoice Upload Invoice Status Troubleshooting CSV Field Definitions Contacts, Resources & Support

5 Regions CSV Requirements CSV process can support both PO and Non-PO based invoices PO Invoices: invoices against purchase orders where the purchase order was received through the Ariba Network. Non-PO Invoices: invoices that do not reference a purchase order OR invoices that reference a purchase order but the purchase order was not received through the Ariba Network. Invoices submitted through CSV upload cannot be greater then 1,000 lines in total and 50 invoices per file, and the file cannot exceed 3MB in size.

6 Additional Data Some suppliers are provided with additional data by Regions directly at the time the order is placed or suppliers may have this information on file. This data is not required but if Regions has provided this information, you must return it in your CSV invoice file. Project Code: Regions Project or Loan Number. Can vary in length up to 12 alpha/numeric characters. Cost Center: Accounting Information Numeric field with up to 6 digits Account Number: Accounting Information Numeric field with 6 digits Company Code: Accounting Information Numeric field with 4 digits NOTE: If you are providing Accounting Information, you must provide all three accounting fields.

7 WARNING! CSV Recommendations Alterations or updates to the original CSV file format downloaded from the Network will cause the CSV to fail during the upload process. You must keep the CSV file you download in its native format. Do not convert to an Excel file, save as a workbook, add macros, delete/add columns or edit the column names in any way. The application Killink is an example of a CSV File Editor where the file will remain in its native format. You can download a free trial at: Note that this is not Ariba software and it not supported by Ariba.

8 Sections CSV Overview Requirements CSV Invoice Upload Invoice Status Troubleshooting CSV Field Definitions Contacts, Resources & Support

9 New CSV Invoice Template is Published You will receive an notification when Regions makes any changes or publishes a new CSV Template. You must always use the current version published by Regions or your upload will produce errors. When new templates are published, the version number is updated and therefore, using the most current version is required. This Notification contains important information about your Ariba Network Account (ANID: AN ).

10 Downloading the CSV Template From your Home Page, Click the Down Arrow that is right beside your Company Name. This is located in the top right hand corner. Click Customer Relationships under Account Settings.

11 Downloading the CSV Template (continued) You will have a display list of all customers that you have a relationship with on the Ariba Network. Click on the Regions Financial Corporation link within your list.

12 Downloading the CSV Template (continued) You will be viewing a list of Regions Invoice Rules as set on their Ariba Network Account. At the very bottom of this list, you will see CSV Invoice Fields. This is a listing of all of the fields on the CSV Template along with a Description or definition of the Field to assist. You will also see whether or not they are required fields. Required Fields

13 Downloading the CSV Template (continued) At the very bottom of the page, there is a Download CSV Invoice Template button, click it to download. You will be prompted to Open or Save the file. Save the file to your local hard drive. Once you are finished saving the template file, click the Done button to exit this section. You will be back at your Customer Relationship page.

14 Populate the CSV Invoice Template Populate each available invoice field as appropriate starting in Row 4, Cell A. Note that Rows 1, 2 and 3 are CSV File information rows and cannot be removed or modified in any way. If these fields are changed or removed, the file will fail at upload. Ideally, this data should be extracted from a suppliers application and automatically populate the CSV. Populating the fields manually is possible, but not the recommended approach. When you have completed populating all fields for your particular invoice, Save the file to your local drive. Killink CSV Editor Standard Rows Do Not Change Begin Invoice Data, Row 4

15 Upload the CSV Invoice From the Home Page, located the Create CSV Invoice link on the left side of the page. This is located in the Quick Links section. Click CSV Invoice. You will see an Import CSV Invoice box. Ensure Regions is selected in the Customer drop-down box. Note: Each customer using the CSV Invoice method has a customized template. You cannot use any other customer's template for Regions. Click the Browse button and find the CSV File you have created and saved. Once the file path is shown, click the Import CSV Invoice button. You will receive a Successful CSV Import message when complete.

16 Sections CSV Overview Requirements CSV Invoice Upload Invoice Status Troubleshooting CSV Field Definitions Contacts, Resources & Support

17 Checking Invoice Status From your Home Page, click on the Outbox tab. You will again, see a listing of all of the invoices you have sent. Each invoice number is a link to open and view that invoice. There are two status types provided: Routing Status: show the routing status of the invoice through the Ariba network to Regions. Invoice Status: shows the status of the invoice itself specifically through it s payment process. NOTE: All status levels are defined on the following pages.

18 Routing Status Definitions: Obsoleted: You canceled the invoice please note that Regions does not support the cancel invoice feature. Failed: The invoice failed Regions invoicing rules as set within their Ariba Network account Queued: Ariba Network received the invoice from a suppliers Network account, but has not sent it to Regions network account. Sent: Ariba Network sent the invoice to Regions Ariba Network account. The invoice is awaiting download into Regions invoicing application. Acknowledged: The invoice has been sent from Regions network account into their invoicing application.

19 Invoice Status Definitions: Sent The customer received the invoice, but has not yet approved or rejected it. (Former status: Processing) Canceled The invoice was canceled by the supplier. Please note Regions does not support the Cancel invoice feature. Rejected Regions has manually rejected the invoice or the invoice failed validation when loading into Regions invoicing system. Failed The invoice failed to load into Regions invoicing system. Approved Regions has approved the invoice for payment. Paid The customer paid the invoice or is in the process of issuing payment. This status applies only if your customer uses invoices to trigger payment.

20 Sections CSV Overview Requirements CSV Invoice Upload Invoice Status Troubleshooting CSV Field Definitions Contacts, Resources & Support

21 Troubleshooting CSV Invoices General Checks As noted earlier, the CSV template was designed to be automatically populated by a script in which the data is extracted from your billing system into the template. IF the template is being populated manually (not recommended, but possible) be sure that the application that is being used to create the file is a true CSV editing application, (see page 7 for details). Compare the completed CSV template with the Field Definition section of this guide to ensure all required fields are complete. Be sure that all value fields such as unit price, tax, subtotal, gross, etc., are entered properly, (for example 2.25 or.58). Ensure that the file does not contain any special characters, (dollar sign, asterisk, quotation marks, etc). Ensure that none of the file data within the first three rows of the template has been modified from its original state. Ensure you are using the correct version of the CSV template for Regions.

22 When is the problem occurring? 1. Is it at the point of uploading the file? 2. Is it after the file is uploaded and invoices show a failed status? 3. Is it after the file is uploaded and invoices show a rejected status? If the problem happens at #1 The file itself does not meet the basic CSV requirements. You will see specific error messaging on the screen to help identify which field needs to be reviewed/changed. This could be: Missing header information or missing data in a required field Incorrect formatting in any field The problem within the file must be corrected and the entire file must be uploaded again nothing was loaded from the CSV file. If the error happens at #2 The invoices (as opposed to the file) failed the invoice rule validation. When the invoices are converted from the.csv file to actual individual invoice documents on the ASN, they are then validated based on the Invoice Rules set in Regions Ariba Network account. Check the History tab on the individual invoice to see which rule was violated and caused the invoice to fail. The problem within the file must be corrected BUT only those invoices that failed need to be resent. If the error happens at #3 The invoices passed.csv validation and Ariba Network validation but were rejected by Regions (either by their invoicing system automatically or by an end user manually). Check the History tab on the individual invoice for additional details, (see page 23 for instruction). The problem with the individual invoices must be corrected and only those invoices that were rejected need to be resent. Invoice numbers must be modified.

23 Sample Error Messages This CSV file produced this warning because an incorrect version was used. The file may still load. Check your Outbox to determine if the invoices loaded successfully. This shows where an invoice failed network validation. This indicates that file itself was completed (required fields) but something within the file did not meet Network validation. This invoice did not route to Regions network account. Check the History Tab within that invoice to see the details of why it failed and correct as necessary. See next slide for additional information on the History Tab.

24 Invoice History An important and valuable step in the troubleshooting process is to check the Invoice History. This history allows you to see all process steps that a particular invoice has followed and most importantly, if an invoice failed, where the failure occurred in the process. From your Outbox, select the invoice that you wish to review by clicking the invoice number. Once the invoice displays, click the History tab.

25 Invoice History (continued) If an invoice has failed or has been rejected, you can see specific comments and information that will help you when creating a new replacement invoice. In this example, you can see that this invoice was rejected by an end user at Regions. The invoice amount of $ was greater than the contract price of $ This invoice would need to be re-submitted with a unit price of $ Note in this example - the History will contain other valuable information such as the specific person at Regions that rejected the invoice. This will help you if you need to contact this person directly to discuss the discrepancy.

26 Sections CSV Overview Requirements CSV Invoice Upload Invoice Status Troubleshooting CSV Field Definitions Contacts, Resources and Support

27 Field Definitions The following slides will provide a reference to the CSV template downloaded from Regions. The fields are shown from left to right and are in the order in which they are within the template. Each slide will contain a graphic of the fields being explained for a visual reference. Each slide will contain a table with the following information: Column: the column being referenced/explained Field Name: name of the field as configured in the CSV template Field Definition: explanation of the data needed Level: where the field is present on the invoice (header, line or summary) Required: Is the field required, yes or no For a additional information and documentation, please visit Regions Supplier Information Portal at:

28 Field Definitions Rows 1, 2 and 3 must remain unchanged. These are standard Ariba header rows and must be present on every CSV invoice file. The Ariba Network will validate the CSV file and if these rows are removed or changed in any way, the file upload will fail.

29 Field Definitions Note that either orderid, salesordernumber or agreementid must be present. Use only one of these three fields field per invoice. Column Field Name Definition Level Required? A invoiceid Suppliers unique invoice number Header B invoicedate Date of the invoice Must be in mm/dd/yyyy format Header C IsTaxInLine Will there be tax present at the line level? Y = tax at line level N = tax at the summary level Header D orderid Regions Purchase Order Number Always begin with the letters DO Header No E orderdate Date the order was placed Header No F salesordernumber Internal Supplier reference number Header No G agreementid Regions Contract Number Always begin with the letter C Header No

30 Field Definitions Column Field Name Definition Level Required? H billtoname Billing Customer: Regions Financial Corp Header I billtostreet Billing Customer Street Address Header J billtocity Billing Customer City Header K billtostate Billing Customer State Must be two-letter abbreviation Header L billtopostalcode Billing Customer Postal Code Header M billtocountry Billing Customer Country Must be two-letter abbreviation Header

31 Field Definitions Column Field Name Definition Level Required? N soldtoname Sold To Name, Regions Personnel Regions employee who placed the order O soldtostreet Sold To Street Address P soldtocity Sold To City Q soldtostate Sold To State Must be two-letter abbreviation R soldtopostalcode Sold To Postal Code S soldtocountry Sold To Country Must be two-letter abbreviation T soldto Sold To Address Must be a valid Regions address or the invoice will be rejected.

32 Field Definitions Column Field Name Definition Level Required? U fromname Supplier/Company Name Header V fromstreet Supplier Street Address Header W fromcity Supplier City Header X fromstate Supplier State Must be two-letter abbreviation Header Y frompostalcode Supplier Postal Code Header Z fromcountry Supplier Country Must be two-letter abbreviation Header

33 Field Definitions Column Field Name Definition Level Required? AA AB shippingdate shiptoname Date that the order was shipped Must be in mm/dd/yyyy format Ship to Name Regions employee or site location to where order was shipped Header Header AC shiptostreet Ship to Street Address Header AD shiptocity Ship to City Header No AE shiptostate Ship to State Must be two-letter abbreviation Header AF shiptopostalcode Ship to Postal Code Header AG shiptocountry Ship to Country Must be two-letter abbreviation Header

34 Field Definitions Column Field Name Definition Level Required? AH shipfromname Ship from Name Supplier Ship from Location Header AI shipfromstreet Ship from Street Address Header AJ shipfromcity Ship from City Header AK shipfromstate Ship from State Must be two-letter abbreviation Header AL shipfrompostalcode Ship from Postal Code Header AM shipfromcountry Ship from Country Must be two-letter abbreviation Header

35 Field Definitions Column Field Name Definition Level Required? AN invoicelinenumber Line number within the invoice Multiple line items would result in a 1, 2, 3 as each line is input Line AO linereferencenumber PO Line Reference Number If this is an invoice against a PO, this must match the line number on the PO. Line AP supplierpartid Supplier s internal part number item being billed Line AQ itemdescription Description of the item being billed Line AR quantity Quantity of items being billed Line AS unitofmeasure Unit of Measure of items being billed For example: EA=each; BX=box; HUR=hour Line AT unitprice Price of the item at the unit level Line AU lineitemsubtotal Subtotal of the line item (AR x AT = AU) Line

36 Field Definitions Note: * This is a required field if Column C is set to = Column Field Name Definition Level Required? AV linetaxamount Total tax amount for that line item If Column C=, complete this line level tax information Line * AW Description Tax type description If Column C= (Ex: Sales Tax, Canada Provincial, Use Tax) Line * AX taxcategory Tax Category If Column C= (Ex: Sales, GST, PST) Line * AY taxpercentagerate Tax Percent Rate If Column C=, the percent rate at which tax is being calculated Line * AZ linetaxableamount Sum of line item amount that tax is applied to If Column C=, typically = value in column AU Line * BA taxdescription Tax Description If Column C=, can be simple or free form description if needed Line *

37 Field Definitions The columns described below are only to be completed if there are two different taxes that apply to the same line item. For example, Canadian suppliers may need to charge tax for GST and HST tax types applicable in Canada. Column Field Name Definition Level Required? BB linetaxamount1 Total additional tax amount for that line item Line No BC taxcategory1 Tax category for additional tax for that line item Ex: GST, PST, HST, QST Line No BD taxpercentagerate1 Tax percent rate at which tax is being calculated Line No BE linetaxableamount1 Sum of line item amount that additional tax is applied to Line No BF Desciption1 Tax type description Line No

38 Field Definitions Column Field Name Definition Level Required? BG grossamount Invoice gross amount Sum of all line item before any additional charges or discounts Summary BH netamount Invoice net amount Total of the invoice (adding in taxes, discounts) Summary

39 Field Definitions There will be times where Regions provides specific accounting information to suppliers. If this information has been provided and is to be returned on an invoice, the columns shown here will be completed. If you have not been provided this information, simply leave these fields blank. Column Field Name Definition Level Required? BI costcentersegid Regions specific Cost Center number Numeric field with up to 6 digits in length Line No BJ accountsegid Regions specific Account Number Numeric field with up to 6 digits in length Line No BK companysegid Regions specific Company Code Numeric field with exactly 4 digits in length Line No BL charge Ariba standard field percent of allocation relevant to accounting Will always be designates that 100% of that line item amount will be charged to the accounting information added Line No BM projectcode Regions specific Project Code Alpha-Numeric field with up to 12 characters in length Line No

40 Field Definitions Summary tax on an invoice is required even if no tax is charged. You must enter zero into the value fields (BN, BQ and BR) and None in the applicable data fields (BO and BP) if no tax is being applied. This is an Ariba Network requirement not specific to Regions. Column Field Name Definition Level Required? BN invoicetaxamount Summary tax amount for the entire invoice Sum of all tax values Summary BO invoicetaxdescription Summary tax description Summary BP invoicetaxcategory Summary tax category Summary BQ taxrate Summary tax percent rate Summary BR invoicetaxableamount Summary of the invoice amount that is taxable Summary BS specialhandlingamount Special handling charges; applied to entire invoice Summary No BT shippingamount Shipping charges; applied to entire invoice Summary No BU discountamount Discount amount applied to invoice Summary No

41 Sections CSV Overview Requirements CSV Invoice Upload Invoice Status Troubleshooting CSV Field Definitions Contacts, Resources and Support

42 Contact Information Resources Ariba Network Support Web Form Go to and logon to your Ariba Network account. Click on the Help link in the upper right corner and choose Contact Support to submit a ticket. Reference your customer. If you have problems logging on to your account Go to Click on the Account Problems? link and submit a ticket. Be sure to reference your customer s name for tracking purposes. Telephone America: Regions Questions & Support For questions about the program, contact APHelp@Regions.com and a representative from Regions Financial Corporation will contact you directly. Supplier Education Portal Contains all supplier information and training documentation for this initiative. Ariba Network Documentation Go to Click on the Help link in the upper right hand corner for documentation & on-line tutorials. Ariba Network Hot Issues and FAQs Ariba Network Notifications Information about downtime, new releases and new features Ariba Supplier Membership page

43 Ariba Specific Help Help Desk From your Home Page, click on the Help link. From here you can view Ariba Network Documentation and Tutorials Or You can choose the Contact Support Link