3M Ariba Light Account Network Collaboration for Suppliers

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1 SAP Training Source To Pay 3M Ariba Light Account Network Collaboration for Suppliers External User Training Version: 1.0 Last Updated: 31-Aug M Business Transformation & Information Technology Progress set in motion > 1

2 Course Introduction 3M eprocurement Process: This document contains training for your organization about transacting Purchase Orders (POs) with 3M through the Ariba Light Network account using online web forms. Refer to additional documentation available on the 3M Supplier Information Portal accessible from the Customer Relationships page of your AN account. Suppliers interested in using commerce extensible Markup Language (cxml) to transact on Ariba Network should refer to the cxml documents posted on the Supplier Information Portal and the Ariba Help page. This option is only available to Ariba full account holders. 2

3 Requirements Purchase Orders (New, Changed and Canceled Orders): Orders originate from 3M s internal Enterprise Resource Planning (ERP) system. Orders are sent to your Ariba Light Network account. You will be notified of any new, changed or canceled Orders via . Order Confirmations: Required prior to invoicing for all Purchase Orders. Also required for all Change Orders. Multiple statuses on a single line are not supported by 3M s ERP system. Single status on a single line is supported all back order (B/O) or all accepted. 3

4 Requirements (continued) Ship Notices: Ship Notices, also referred to as Advance Shipping Notifications (ASNs), are required prior to 3M being able to receive the material. In addition, the Ship Notice is required prior to invoicing for all Material POs that contain a Customer Part Number and orders without a Customer Part Number that ship across borders. Additional ASNs may be required for non 3M Custom Part Number purchase orders, which would be enforced by your Ariba Group. 4

5 Requirements (continued) Service Sheets (SS): Also referred to as Service Entry Sheets (SES) and are required when service has been rendered. The Service Sheet includes time and materials for service activity. Service Sheets are created automatically upon submitting the invoice (unless your invoice number is greater than 16 characters, then it must be created manually). Invoices: Required through the Ariba Light Network account (if enabled for your group). Set up or validate Remittance Address. Alternate invoicing methods will be rejected. Remittance Advice: Contains details about payments made to you by 3M. 5

6 Initial order and registration 6

7 Receive Purchase Order via You will receive an notifying you that there is a new 3M order for you in Ariba. Click on Process order at the bottom of the message. You will be redirected to your Ariba Light Account. Note: As every PO can only be accessed via to be processed we advise to keep any PO until it has been fully invoiced. 7

8 Log in to Ariba Light Account If this is the first time you are using your Ariba Light Account choose Sign up and complete your registration. 8

9 Ariba Light Registration Complete your Company Information by filling out all mandatory fields (*), for example: 9

10 Ariba Light Registration (continued) Enter your User Account Information, for example: 10

11 Ariba Light Registration (continued) Select Tell us more about your business. By clicking on Browse you can select your Product and Service Categories as well as Ship-to or Service Locations. Enter your Vat ID making sure no spaces or special characters are used. Accept Terms of Use and click on Register. 11

12 Ariba Light Registration (continued) Upon completion of registration you will receive a confirmation providing some basic information on your Ariba Light Account. 12

13 Ariba Light registration full user account A supplier may at any time upgrade to a full account to get access to full Ariba Network functionality. Full web portal navigation Integration Catalogs Ariba Seller Click Learn More on Homepage 13

14 Ariba Light registration full user account (continued) Press Upgrade button to access full account use. Supplier fees may apply with full use access. 14

15 Purchase Order Management 15

16 Requirements Purchase Orders (New, Changed and Canceled Orders) As of Go-Live, you can expect to receive all your 3M Purchase Orders (POs) through Ariba Network. Orders originate from 3M s internal ERP system. Orders are sent to your Ariba Light Network account. You will be notified of any new, changed or canceled Orders via . 16

17 Process Purchase Order To work on your order you need to access it in Ariba. To do so, it is essential to keep the you received informing you about your new PO from 3M. Select Process Order. If you are unable to find your initial PO , you can have it resent by visiting the dashboard of your Ariba account, choosing your PO in the Orders, Invoices and Payments section, click on Select and Send me a copy to take action. Please note that the number of POs displayed on your dashboard may be restricted. 17

18 Purchase Order Detail: Header View the details of your order: The Order Header includes the order date and information about the buying organization and Supplier. There are options available for Create Confirmation, Create Ship Notice, Create Invoice, or Print. Additional options: Resend to reprocess orders with failed status or test changes made to order routing settings Download PDF to download the PO in PDF format Header Level order information includes Comments (if applicable), Supplier Address, Sourcing Professional Contact details, Remit To information, Ship From location, Means of Transport instructions, and Ship To location. 18

19 Purchase Order Detail: Header (continued) The Create Confirmation and Create Ship Notice option is enabled from this page and the Create Invoice option is grayed out. You must submit an Order Confirmation and a Ship Notice (where required) prior to Invoicing 3M. Note: Create Order Confirmation immediately upon receipt. 19

20 Purchase Order Detail: Header (continued) Your can Print your PO or Download it as PDF. Use Resend to resend POs with a Failed status that were not sent properly to your . Downloading your PO as CSV is currently not supported in the Ariba Light Version. 20

21 Purchase Order Detail: Header (continued) This is the Sourcing Professional Contact information, should you have questions, comments, or require changes regarding PO, that are not supported via the order confirmation. 21

22 Purchase Order Detail: Header (continued) 1. Configure your Remit To address so it defaults on your invoice form. See Account Configuration Guide on the Supplier Information Portal or search HELP for instructions. 1 22

23 Purchase Order Detail: Header (continued) 2. Ship From location must be displayed accurately. Should this be different than the actual Ship From, contact the Sourcing Professional to update. 3. Instruction on how to ship. If Supplier intends to ship differently from instructions, contact the Sourcing Professional

24 Purchase Order Detail: Header (continued) Order Status descriptions: New: Initial state; new order Changed: Order has been canceled or replaced by this subsequent (changed) order. Confirmed: All quantities confirmed. Shipped: You shipped the entire order. Invoiced: All ordered quantities have been invoiced. Failed: Ariba Network experienced a problem routing the order to your account. You can resend failed orders after correcting the issue. 24

25 Purchase Order Detail: Line The Line Items section describes the ordered items. Each line describes a quantity of items 3M wants to purchase. Use the Details button within the Line Item section to view additional Line Item details. Details include: Unit Details, Pricing Details, Comments (full item description), AP Tax Recoverable 1, and AP Tax Recoverable 2. Set the status of each Line Item by sending order confirmations (click Create Confirmation). Click Done at the top or bottom of the page when done viewing your order. 25

26 Purchase Order Detail: Line (continued) 3M Item ID materials or services, Supplier part number (if applicable), and description are displayed at the Summary level. 26

27 Purchase Order Detail: Line (continued) Click Details to view the details of the item. 27

28 Purchase Order Detail: Line (continued) 1. Updated Line Item status displays as you create order confirmations and invoices. 2. Expected taxes payable by 3M

29 Change Orders 3M may issue Change Orders. Header Level: Order Status displays as Changed. The original order is marked with an Obsolete status. Line Item Level: Changed fields are highlighted. Canceled Orders: Marked Canceled. Changed fields are highlighted. Links to previous versions for quick reference. 29

30 Order Confirmation 30

31 Requirements Order Confirmations (OCs) are required through Ariba Network: Order confirmations are required for all POs and must be submitted upon receipt of the Purchase Order. Multiple Order Confirmations are not recommended: Multiple statuses on a single line requires discussion with the 3M Sourcing Professional to submit the PO Change Order prior to confirmation so the confirmation will not fail in our ERP. Single status on a single line is supported - all back order or all accepted. If you are unable to fulfill a Line Item or the entire order, the Supplier must be in direct contact with the Sourcing Professional. A Change Order or Canceled Order will be issued. Do not reject any Purchase Order Line Items or entire POs through the Ariba Light Network account. 31

32 Requirements (continued) Quantity and Price: Suppliers may propose changes to quantity and price on the order confirmation. 3M issues a Change PO if a Supplier contacted the Sourcing Professional to communicate changes that were found agreeable. Supplier must receive Change Order with updated quantity or price changes prior to submission of the Ship Notice and Invoice. Unit Of Measure (UOM) Review the UOM on the PO and ensure it will be the UOM used when invoicing. If the UOM is incorrect, the Supplier must contact the Sourcing Professional to clarify. Supplier will not be able to invoice in a different UOM than the UOM specified on the Order. Invoices in a different UOM will be rejected. 32

33 Create Order Confirmation Order confirmations are required for all Purchase Orders and must be submitted upon receipt of the Purchase Order. From the PO view, click Create Confirmation and select Confirm All or Update with Different Status for individual Line Items. This example demonstrates the Update Line Items option. 33

34 Create Order Confirmation: Header Enter Confirmation Number, which is any number you use to identify the order confirmation. Specify Est. Delivery Date information. It is applied for all Line Items. At the Header or Line Level, enter Estimated Shipping Cost and Estimated Tax Cost. Note: To enter a different Delivery Date than the Need By Date, select Create OC with Updates. 34

35 Confirm Order with Different Statuses: Line Level This option is used to propose changes (Example: Price changes) or specify back order status. Scroll down to view the Line Items and choose among possible values: Confirm: You received the PO and will send the ordered items. Backorder: Items are backordered. Once they are available in stock, generate another order confirmation to set them to confirm. Reject: DO NOT USE THE REJECT STATUS. Notify the Sourcing Professional directly. Note: You should not use several statuses for a single Line Item. Contact the Sourcing Professional for assistance. 35

36 Confirm Order with Different Statuses: Line Level (continued) For Backorder Items, click Details to enter Estimated Shipping, Delivery Dates, and Comments. Note: You cannot create a partial backorder and partial shipment. Contact the Sourcing Professional if this is required. 36

37 Review and Submit Order Confirmation Continue to update the status for each Line Item on the Purchase Order. Once finished, click Next to proceed to the review page. Review the Order Confirmation and click Submit. Your Order Confirmation is sent to 3M. Click Previous to navigate back to the Update window if you need to make further changes. Click Exit to completely exit the order confirmation. AN will not save the Order Confirmation. 37

38 Order Confirmation Notification Upon completing your Order Confirmation you will receive an notifying you that an Order Confirmation has been submitted. 38

39 Ship Notices 39

40 Requirements Ship Notices (ASNs) are required prior to invoicing for all Material POs that contain a Customer Part Number and orders without a Customer Part Number that ship across borders. Additional ASNs may be required for non 3M Custom Part Number purchase orders, which would be enforced by your Ariba Group Ship Notice must be as accurate as possible. Suppliers must submit Ship Notices as soon as they are aware of the timing of items being shipped. 3M receiving processes are tied directly to information on the Ship Notice. Accuracy is monitored closely. 40

41 Requirements (continued) If an order is in a Partially Shipped status, you can create and submit multiple Ship Notices to ship the remaining Line Items. Once a Ship Notice is submitted in full quantity for all the Line Items, you can no longer create another Ship Notice. Ship Notice Line Item details are required to provide additional Line Item information. Tracking # is a required field. 41

42 Process Purchase Order To work on your order you need to access it in Ariba. To do so, it is essential to keep the you received informing you about your new PO from 3M. Select Process Order. If you are unable to find your initial PO , you can have it resent by visiting the dashboard of your Ariba account, choosing your PO in the Orders, Invoices and Payments section, click on Select and Send me a copy to take action. Please note that the number of POs displayed on your dashboard may be restricted. 42

43 Create Ship Notice (continued) Multiple Ship Notices per Purchase Order can be created and sent. From the Purchase Order view, click Create Ship Notice. Note: Create ASN BEFORE the goods arrive at the 3M location (24 hours prior to shipment) 43

44 Create Ship Notice: Header When completing an Advanced Shipment Notification (ASN) please make sure to complete mandatory information. Include a Packing Slip ID and fill out the Actual Delivery Date. Furthermore, make sure you are providing Tracking information. First, choose a Carrier Name from the default Drop Down list or select Manage Carrier to create a new carrier. 44

45 Create Ship Notice: Header (continued) If freight is paid directly to the carrier by 3M, from the Carrier Name drop-down list, select Other and enter your Freight Vendor ID (provided by 3M). s Note: If you do not know the Freight Vendor ID, reference the Vendor ID list on 3M s Ariba Supplier Information Portal (link to 3M Shipping and Transportation). Contact your Sourcing Professional, if the carrier is not available on the portal. Freight Vendor ID Make sure to add a Tracking Number (could be Bill of Lading ID or Packing Slip ID) and choose a Shipping Method from the Drop Down Menu. 45

46 Create Ship Notice: Line Item From Order Items, click Add Details, then click PACKAGING to enter the following required fields: 1. Gross Weight 2. Unit (weight unit of measure) 3. Weight (net weight) Note: Gross Weight and Weight (net weight) must be numeric values. Gross Weight must be higher than net weight. 46

47 Create Ship Notice: Line Item For all ASNs: Scroll down to enter Line Item information. Update the quantity shipped for each Line Item. Click Details for each Line Item. Provide the following information if available: 1. No. of Packages 2. International Article Number Click OK. 47

48 Create Ship Notice: Line Item (continued) If product (material) is 3M batch managed, provide Batch ID and Date of Manufactured. This information is required to receive a product at the Warehouse. Click Add Details to access the Date of Manufactured field. Enter Expiry Date, if available. 48

49 Submit Ship Notice Submit the Ship Notice: Click Next. Review the Ship Notice Summary page for Ship Notice accuracy. Click Submit. 49

50 Invoicing 50

51 Invoice Practices Supported: Detail Invoices: Apply against a single PO referencing Line Item information Partial Invoices: Apply against specific Line Items from a single Purchase Order Partial quantity or subset of Line Items from a Purchase Order Credit Memo Credit Memo (PO or Invoice) Line Level Credit Memo (PO or Invoice) Header Level 51

52 Invoice Practices (continued) Not Supported: Paper Invoices: Once enabled on Ariba Network, 3M will no longer accept paper invoices for POs sent through Ariba. Header or Summary Invoices: A single invoice that does not provide Line Item details. Summary or Consolidated Invoices: Invoices that apply against multiple POs. Invoicing for Purchasing Cards (P-Cards): An invoice for an order placed using a P-Card. Duplicate Invoices: A new and unique invoice number must be provided for each invoice. 3M rejects duplicate invoice numbers unless resubmitting a corrected invoice with a previously failed or rejected status on Ariba Network. Cancel Invoices: 3M does not support the ability for Suppliers to cancel invoices. Suppliers must issue a credit memo for previously submitted invoices. Non PO Invoices: Not supported by 3M through the Ariba Network. 52

53 Tax and Shipping Data Tax Data: Taxes can be charged at the Header level or Line level of the invoice. Shipping Data: Shipping and Special Handling may be charged at the Header level. Ship To information may be found at the Header Level or Line level. 53

54 Adding a Line in an Invoice This button is used only to add Discount and Tax related charges at line level This button should NOT be used. This button is used to add a General Service line for a Service PO (Limit PO) enabling you to specify Quantity, Unit and Unit Price of a line item. Do NOT use Add Labor Service. Add Material may only be used for direct PO miscellaneous charges. 54

55 3M Invoice Rules Prior to invoicing for each Ariba PO, send: 1. Purchase Order Confirmation 2. Advance Shipping Notification (for material POs only) Do not use leading zeros, hyphens, spaces, or special characters. 3M system removes any of the above, therefore, when the invoice is processed and paid it is not able to match against the original invoice number showing in Ariba. The invoice continues to show an unpaid status in Ariba even though it has been settled. 55

56 View Customer Invoice Rules These rules determine what you can enter when you create invoices. 1. Log into your Ariba Light Network account. 2. Click Company Profile and then, click Customer Relationships. 3. A list of your Customers displays. Click your Customer (3M) to view their invoice rules. 4. Scroll down to the General Invoice Rules section and view the invoice rules. 5. Click Done. 56

57 Process Purchase Order To work on your order you need to access it in Ariba. To do so, it is essential to keep the you received informing you about your new PO from 3M. Select Process Order. If you are unable to find your initial PO , you can have it resent by visiting the dashboard of your Ariba account, choosing your PO in the Orders, Invoices and Payments section, click on Select and Send me a copy to take action. Please note that the number of POs displayed on your dashboard may be restricted. 57

58 PO Flip Invoice (continued) To create an invoice against a PO, click Create Invoice and select Standard Invoice. 58

59 PO Flip Invoice: Header The Invoice Header page displays. Information from the PO defaults into invoice. Fields with an asterisk (*) are required fields. Enter an Invoice # which is your unique number for invoice identification. Invoice # cannot exceed 16 characters. It can contain alpha and numeric but NOT lower case letters, leading zeros, dashes, slashes, spaces, periods, or other special characters in the Invoice # field. Enter an Invoice Date. Note: Invoice dates cannot be backdated more than 364 days. 59

60 PO Flip Invoice: Header (continued) If you configured several Remit To addresses, select it from the drop-down box that displays. Configure your Remit To address so it defaults on your invoice form. See Account Configuration Guide on the Supplier Information Portal or search HELP for instructions. Any changes to Remit To must also be directly reported to 3M Sourcing Professional. The Bill To address defaults from the PO. 60

61 PO Flip Invoice: Header (continued) Tax can be submitted at the Header level or at the Line level. Select by clicking on the appropriate radio button. Line level is advised. Shipping Costs must be entered at the Header level. Click on the radio button next to Header level shipping. (Note: Shipping charges are at the line for integrated Suppliers.) Comments can also be added to the Header level by selecting from the Add to Header drop-down list. 61

62 PO Flip Invoice: Header (continued) The invoices originated from European Union (EU) countries must provide the applicable information below on the invoice for the applicable countries as advised by EU directive. Payment Note is used to enter the payment reference number for Norway only. Choose the Customer Address which determines the Customer Value Added Tax (VAT) or Tax ID based on the Customer Bill To Address. Note: The Buyer rules are configured to assign the Customer VAT ID for the Bill To Address. Enter Supplier VAT or Tax ID (without spaces or special characters) for the invoice originated from VAT countries. The Supplier VAT or Tax ID fills automatically if default value in the Company Profile is maintained. Enter Supplier Commercial Identifier, if applicable. 62

63 PO Flip Invoice: Header (continued) 63

64 PO Flip Invoice: Line Items The Line Items section shows the Line Items from the Purchase Order. Review or update Quantity for each Line Item you are invoicing. If a Line Item is not to be invoiced, click the Line Item s green check mark to exclude it from the invoice or click the check box to the left of the item and click Delete to remove the Line Item from the invoice. You can generate another invoice later to bill for that item. Enter Date of Supply as EU directive for applicable country. If the Line Item is taxable, review the Taxable Amount, update as necessary, and enter the Rate (%). If a Line Item is tax exempt, select Exempt Detail as Exempt or Zero Rated. Then, in the Tax Description field, provide a reason for tax exemption. 64

65 PO Flip Invoice: Line Items (continued) 1. Click check mark to include or exclude the Line Item from the invoice. Green check mark: Include on invoice Gray check mark or box: Exclude from invoice 2. Update Quantity for each Line Item you are invoicing (if required). 65

66 PO Flip Invoice: Line Items (continued) If you selected Line level tax in the Header you need add tax lines to every line item you want to invoice. 3. Tick the box next to Tax Category and select the tax type you want to apply from the drop down list. 4. Next, tick the lines you want to calculate the tax rate for and click on Add to Included Lines. You can add the applicable tax rate to each included line. The tax amount will be calculated automatically. 66

67 PO Flip Invoice: Review and Submit 1. At the bottom the page, click Next. 2. The Review page displays. Review your invoice for accuracy. 3. Scroll down the page to view the Line Item details and invoice totals. 4. If no changes are needed, click Submit to send the invoice to 3M. Click Previous to continue editing the invoice. Save saves a draft of your invoice for up to 7 days in the Related documents section of your PO. Click Submit to send your invoice to 3M. 67

68 Creating Service Invoices Service Invoices AutoGenerated SS (Auto-Gen SS) 68

69 Service Invoices AutoGen SS To create an invoice against a Service PO, in your INBOX, select Service PO, and then click Create Invoice. Note: Invoice Reference should not be greater than 16 digits. 69

70 Service Invoices AutoGen SS (continued) A pop-up warning displays indicating the Invoice will generate the Service Sheet for you. The invoice is sent after the Customer approves the Service Sheet. 70

71 Service Invoices AutoGen SS: multi line POs With AutoGen SS only one PO line item per invoice can be processed. Additional invoice lines will need to be on separate invoices. You will therefore be asked to select a line item before you can proceed. 71

72 Service Invoices AutoGen SS: Header The Invoice Header page displays. Information from the PO defaults into invoice. Fields with an asterisk (*) are required fields. Invoice # cannot exceed 16 characters. It can contain alpha and numeric but NOT lower case letters, leading zeros, dashes, slashes, spaces, periods, or other special characters in the Invoice # field. Enter an Invoice Date. Note: Invoice date cannot be backdated more than 364 days. Limit Orders will show as a zero value. The amount is manually populated at a later stage Note: Fields displayed are an example only; fill in all applicable fields. 72

73 Service Invoices AutoGen SS: Header (continued) If you configured several Remit To addresses, select it from the drop-down box that displays. Configure your Remit To address so it defaults on your invoice form. See Account Configuration Guide on the Supplier Information Portal or search HELP for instructions. Any changes to Remit To must also be directly reported to 3M Sourcing Professional. The Bill To address defaults from the PO. Tax can be submitted at the Header level or at the Line level. Select by clicking on the appropriate radio button. Note: Fields displayed are an example only; fill in all applicable fields. 73

74 Service Invoices AutoGen SS: Header (continued) Payment Note can be used to enter the Payment reference number for Sweden only. Choose the Customer Address that determines the Customer VAT or Tax ID based on the Customer Bill To Address. Note: Buyer rules are configured to assign the Customer VAT ID for the Bill To Address. Enter Supplier VAT or Tax ID for the invoice originated from VAT countries. The Supplier VAT or Tax ID populates automatically if default value is maintained. Enter Supplier Commercial Identifier, if applicable. Note: Fields displayed are an example only; fill in all applicable fields. 74

75 Service Invoices AutoGen SS: Line Items 1. At Line Items level, click Add/Update to add a General Service 2. Enter Description of service provided 3. Enter Quantity 4. Enter Unit. Please make sure the Unit of Measure (UoM) on your invoice matches the UoM of the PO. Any discrepancy may result in the invoice being rejected by 3M. 5. Enter Unit Price 6. Enter Service Start Date 7. Enter Service End Date Note: Please make sure you only ever use Add/Update and Add General Service in your Service invoice. Any other options (Add Labor Service or Add Material) will cause the invoice to fail. Note: Instead of selecting button Add use Add/Update (see screenshot above) for adding a General Service line your invoice. 75

76 Service Invoices AutoGen SS: Line Items (continued) Select Tax Category and Add to Included Lines Enter Date of Supply as EU directive for applicable country. If a Line Item is tax Exempt, select Exempt Detail as Exempt or Zero Rated. In the Tax description field, provide Reason for tax exemption. If the Line Item is taxable, review the Taxable Amount, update as necessary, and enter the Tax Rate (%). Click UPDATE and then NEXT 76

77 II. Service Invoices AutoGen SS: Review and Submit Click Submit to complete the invoice creation process. 77

78 II. Service Invoices AutoGen SS: Review and Submit When you submit an Invoice that is for a Service or Limit PO you will receive notification stating when: Document has been sent to Pending Document has been accepted 78

79 Invoice s When an Invoice is submitted you will receive the following notifications that inform you of the status. I. Verified II. Signed III. Pending 79

80 Modifying Invoices 80

81 PO Flip Invoice: Review, Save, Edit Invoice numbers cannot contain leading zeros, lower case letters, dashes, slashes, spaces, periods, or other special characters in the Invoice # field. Clicking Exit during the invoice creation prompts the User to Save, Delete, or Continue working on the invoice. When ready to resume work on the invoice, Click on Orders to Invoice Note: You can keep draft invoices for up to 7 days. 81

82 Creating Credit Memo Line Level 82

83 Process Purchase Order To work on your order you need to access it in Ariba. To do so, it is essential to keep the you received informing you about your new PO from 3M. Select Process Order. If you are unable to find your initial PO , you can have it resent by visiting the dashboard of your Ariba account, choosing your PO in the Orders, Invoices and Payments section, click on Select and Send me a copy to take action. Please note that the number of POs displayed on your dashboard may be restricted. 83

84 Credit Memo: Line Item (continued) Select Create Invoice and click Line-Item Credit Memo. 84

85 Credit Memo: Line Item (continued) Select the invoice you want to submit the credit memo against and click Create Line-Item Memo. 85

86 Credit Memo (Line Item): Header 1. Enter Credit Memo #. Enter Credit Memo Date. By default, the original invoice values autopopulate (in a negative value) until you select your Line Items and adjust the Quantity and Value. 2. Tax credit can be submitted at the Header level or at the Line Item level. If submitting at the Header, once you adjust the Line Item quantity and negative value, the Taxable Amount and Tax Amount will automatically recalculate based on your Line Item value. 86

87 Credit Memo (Line Item): Header (continued) When crediting shipping charges, if applicable, click on the Header lever shipping radio button. Click on Add to Header and select Shipping Cost. Enter a negative amount for shipping at the Header level. Comments detailing the reason for submitting the credit note can also be added in the designated section. 87

88 Credit Memo (Line Item): Line Level 1. Include or exclude lines by moving the button right or left. Green = Include on credit note Grey = Exclude from credit note 2. Update Quantity. It will fill automatically with a negative quantity value. 3. Adjust unit price, if applicable. This will remain at a positive value. 4. Comments can also be added at the Line Item level. 5. Click Update for a refresh or Next to review and submit

89 Credit Memo (Line Item): Submit Review the Credit Memo Summary Confirmation page for credit memo accuracy. Click Previous to edit the credit note. Click Submit to send your credit note to 3M. 89

90 Creating Credit Memo Header Level Lump Sum 90

91 Process Purchase Order To work on your order you need to access it in Ariba. To do so, it is essential to keep the you received informing you about your new PO from 3M. Select Process Order. If you are unable to find your initial PO , you can have it resent by visiting the dashboard of your Ariba account, choosing your PO in the Orders, Invoices and Payments section, click on Select and Send me a copy to take action. Please note that the number of POs displayed on your dashboard may be restricted. 91

92 Credit Memo: Header Level (continued) Select Create Invoice and click Credit Memo. 92

93 Credit Memo: Header Level (continued) Enter Invoice #. Enter Invoice Date. Comments can also be added to the Header Line Item Credit Memo. 93

94 Credit Memo: Header Level (continued) Enter credit amount in Adjustment in Subtotal. The amount must be a negative value. Tax amount can also be credited. Click Create Tax. Select the tax type or create your own rate to apply to the credit by selecting Configure Tax Menu. If applicable, when crediting shipping or special handling charges, enter a negative amount in the respective field. Click Next to continue. 94

95 Credit Memo: Header Level (continued) Review the Credit Memo Summary Confirmation page for credit memo accuracy. Click Previous to edit the credit note. Click Submit to send your credit note to 3M. 95

96 Dashboard and Document Status 96

97 Ariba Light Dashboard: Overview After logging in to your Ariba Light account a dashboard will be available on the Home screen providing a basic overview of your account and orders. Please note that some functionalities are greyed out as they are only available in the Ariba full account version. 97

98 Ariba Light Dashboard: Trends There is a chart enabling you to view trends based on various filter criteria. 98

99 Ariba Light Dashboard: Orders, Invoices and Payments Your orders, invoices and payments are listed in different categories (tiles). These can be customised by clicking Manage Default Tiles. Please note: you cannot directly access orders or invoices from your Ariba Light account. You need to revisit your order to do so. You can have this resent to you by browsing for the order in the dashboard and clicking Send me a copy to take action. Please note that the number of POs displayed on your dashboard may be restricted. 99

100 Checking Invoice Status Invoice Status: Sent: 3M received the invoice, but has not yet approved or rejected it. (Former status: Processing) Canceled: The invoice was canceled by the Supplier. Rejected: 3M has manually rejected the invoice or the invoice failed validation when loading into the 3M invoicing system. Failed: The invoice failed to load into the 3M invoicing system. Pending Approval: The invoice is awaiting approval. Approved: The Customer has approved 3M for payment. Paid: 3M paid the invoice or is in the process of issuing payment. 100

101 Check Invoice History Open your order and select your invoice in the Related Documents section. Click the History tab to view status details and invoice history. History and Status comments for the invoice displays. Transaction history can be used in problem determination for failed or rejected transactions. When you are done reviewing the history, click Done. 101

102 Administrator and Account Set Up 102

103 Account Administrator Account configuration: Basic Profile Electronic Order Routing Electronic Invoice Routing Remittance Information Notifications Managing Roles and Users Customer Relationships Ariba Network Support 103

104 Configure Account Information You are responsible for the accuracy of the sections listed below. You can return to these sections at anytime to make changes and keep them updated. Basic Profile: Verify your company information. Notifications: View and update addresses for your account notifications. Electronic Order Routing: Select your preference for receiving orders. 104

105 Login as Administrator Ariba Network Login Page: To log into your account, go to To access your Production Account, enter User Name and Password, then click Login. 105

106 Profile and Account Configuration Access Company Profile: Click Company Settings. Click Company Profile. Note: Your Ariba Network ID (ANID) displays on the upper right corner of the page. 106

107 Company Profile Configuration Basic: Complete or update all required fields listed by an asterisks in the Basic Company Profile Section. Click Add to classify your company by: Product and Service Categories Ship-to or Service Locations Industries Click Save. IMPORTANT: If your company information changes, notify 3M directly. 107

108 Company Profile Configuration (continued) Business: Please make sure you provide your Vat Id containing no spaces or special characters. Tax IDs default onto invoices you create using the Create Invoice option. 108

109 Company Profile Configuration (continued) Marketing: Enter additional detail and specific criteria about your company. Add Company Description and Company Logo. 109

110 Basic Profile Configuration Contacts: The main company contacts fields are found on the Contacts tab located on the Company Profile page. 110

111 Basic Profile Configuration (continued) Certifications: Enter additional information about your company certifications, if applicable. You may enter additional information about your company for any green or diversity information that is applicable to your organization. 111

112 Configure Network Settings: Electronic Order Routing Click Company Settings and Electronic Order Routing to indicate how you want to transact business with your Customers on the network. 112

113 Network Settings: Electronic Order Routing (continued) This section determines how you receive your documents. For Ariba Light, any order or order change will be sent via only. Any other options (cxml, online, etc.) are solely available in the full Ariba version. 113

114 Network Settings: Electronic Order Routing (continued) Options: You can specify up to 5 addresses separated by a comma. Select Include document in the message. You may also use a non-personalized distribution list address such as: 114

115 Network Settings: Electronic Order Routing (continued) Notifications The following boxes must be checked to ensure you will be notified about any changes and updates to orders. 115

116 Network Settings: Electronic Invoice Routing Click Company Settings and Electronic Invoice Routing. Configure Invoice Notifications s. Check the boxes for the notifications you want to receive. 116

117 3M Remittance Advice and Procedures Suppliers who submit invoices through the Ariba Network using the Online Interface can configure their Ariba Light Network account with this information so Remit To information required by 3M is available readily when creating invoices. Note: If you are enabled for electronic funds transfer, the Remittance information is for reference only. 117

118 3M Remittance Advice and Procedures (continued) Each Supplier is responsible for inputting and validating the correct Remit To Address (*required field dependent on country requirements) *Address1 Address2 Address3 *City *State *Country *Postal Code 118

119 Configure and Validate Remit To Each Supplier must ensure the Remit To Address is provided on the invoice. Log in to your account. From the Company Settings dropdown list, locate the Network Settings area. Select Remittances. 119

120 Settlement The settlement area of your Account Profile allows you to enter specific Remit To Address information. You may have Remit To information already present for use with other Customers that you are transacting with on the Ariba Network. To create a Remit To Address for 3M, click Create. 120

121 Settlement (continued) From your list of proper Remit To Address: Enter the fields that are marked with an asterisk as those are required. Select one of your address records as the default. Important: Configure your Address 1 field so you can identify the Remit To. When creating an invoice, only the Address 1 field is visible in the dropdown list. This allows you to see which Remit To Address to select when creating your invoices. Remittance ID Assignment is optional. 121

122 Settlement (continued) After all of the information is entered, click OK at the top of the page. On your Settlement page, click Save to complete the setup. Note: There is additional information within the setup for payment method, but you do not need to complete those sections. 122

123 Notifications From the Company Settings, select Network Notifications to indicate which system notifications you want to receive. Click the General tab to set general notifications. Click the Network tab to set transaction-related notifications. 123

124 Notifications (continued) On the Network tab, review and select to receive important notifications regarding transactions. Note: Enter up to 3 addresses per notification type. Separate each address with a comma. 124

125 Enhanced User Account Functionality The User Account Navigator enables Sellers to: Quickly access their User account information and settings. Link their multiple User accounts. Note: After multiple User accounts are linked, the User Account Navigator displays the multiple User accounts. 125

126 Enhanced User Account Functionality (continued) User Information: Under My Account, complete or update all required fields listed with an asterisk. Note: If you change your username or password, remember to use it at your next login. Hide personal information if necessary by checking the box. 126

127 Managing Roles and Users 127

128 Users and Roles On the Administration Navigator, click Users. Administrator: Responsible for account management and configuration. Administrator role is automatically linked to the username and login entered during registration. Controls access to the account; creates Users and roles. The primary point of contact for Users with questions or problems. User: Created by Administrator Has exactly one role, which corresponds to the User s real job responsibility Responsible for updating personal User info 128

129 Create User Roles and Users From the Users page: In the Manage User Roles section, click Create Role. Enter Name and Description for the Role. Add Permissions for the Role checking proper boxes. Click Save. New Role is created. You can now select Create User to assign the role to a new user. 129

130 Next Steps and Support 130

131 Next Steps Ensure all your internal resources are fully aware and capable to support all 3M transactions through Ariba Network: Access the User Guides through the Supplier Information Portal. Access the link of the recorded training session through the Supplier Information Portal. Set up your internal resources as Users with the appropriate permission. Set up your notifications. Electronic Order Routing: Select your preference for receiving orders. Be prepared to receive a formal Go Live communication from 3M, one week prior to the Go Live date. 131

132 Support Refer to the additional documentation available on the 3M Supplier Information Portal accessible from the Customer Relationships page of your Ariba Light Network account. 132

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