Western Power Ariba Network Supplier Guide

Transcription

1 Western Power Ariba Network Supplier Guide

2 Overview The purpose of this document is to provide suppliers who transact with Western Power via the Ariba Network an overview of the electronic document flow between buyer and supplier This document covers the unique requirements for Western Power suppliers transacting through the Ariba Network The Ariba Network provides on-line functionality that includes the following actions: View Purchase Order Create Order Confirmation Create Shipping Notice Create Invoice View Invoice Status Create Line Item Credit Note The most common types of orders you will receive via the Ariba Network include: Standard Purchase Order Contract Order

3 Western Power Document Workflow

4 The Ariba Dashboard Configuration and Administrator Options 2. Dashboard Tabs 3. Profile Completeness and Quick Links 4. Search Quickly find documents within your account 5. Alerts & Messages Important information regarding the system or buyer requirements 6. Purchase Order Status Quick access to Pos and view of their status 7. Invoice Status Quick access to Invoices and view of their status 8. Early Payments Initiated by your customer and invoices

5 Standard Purchase Order Detailing goods/services to be provided as per purchase order prices and quantities

6 How to Create Documents from within the INBOX Click the Inbox tab on the Dashboard 2. Locate the Order 3. Click on the Order Number to open the order, or 3. Select from the quick icons to the far right hand side to create a document (eg. Invoice) NOTE for option 3: Whichever method you choose select the document you wish to create

7 Order Confirmation Order Confirmation Review When a new order is received into Ariba, you can create an optional Order Confirmation For example; you may choose to provide an order confirmation where the quantities being delivered do not match the purchase order. This can include notifications of back orders A Confirmation can be created to either confirm, update or reject the order: Confirm Entire Order: used to confirm all line item details of the order Update Line Item: used to advise if there is a portion of the order on backorder Reject Entire Order: used to reject the order if it cannot be fulfilled

8 Create Order Confirmation Order Confirmation - Confirm Entire Order Refer to slide 6 to begin the Order Confirmation Enter a Confirmation # 2. Enter Shipping Details 3. Click Next 4. Review the Confirmation details 5. Click Submit to send 5 3

9 Create Order Confirmation Order Confirmation Update Line Item Refer to slide 6 to begin the Order Confirmation Enter the Confirmation Number 2. Estimated Shipping and Delivery dates and Comments 3. Add Attachment (if necessary) 4. Enter the appropriate quantity into the Confirmed/Backorder/Reject fields 5. Click Details to edit individual lines

10 Create Order Confirmation Order Confirmation Update Line Item cont If the Backorder option is used - Add backorder Est Shipping and Delivery Date 6. If Confirmed option is used review/update Unit Price and add further Comments 6. If the Rejected option is used Add Comments to advise reason for rejection 7. Click OK to proceed

11 Create Order Confirmation Order Confirmation Update Line Item cont Click Next 9. Review the Confirmation details 10. Click Submit to send 10

12 Create Order Confirmation Order Confirmation Reject Entire Order Refer to slide 6 to begin the Order Confirmation Enter a Confirmation # 2. Enter Comments for the rejection 3. Click Reject Order

13 Shipping Notice Shipping Notice Review A Shipping Notice is the delivery information and is sent to your buyer to advise them of the ship date and delivery date for the goods A Shipping Notice is optional and is not required prior to Invoicing The Ship To information can be changed from what is on the original PO

14 Shipping Notice Create Shipping Notice Refer to slide 6 to begin the Shipping Notice Enter Packing Slip ID 2. Enter Shipping and Delivery Dates 3. Click Next to proceed 4. Review Shipping Notice 5. Click Submit 5

15 Standard Invoice Standard Invoice Review Invoices can be sent to Western Power via the Ariba Network and do not need to be sent in the mail Please also note the following when creating invoices: The Tax rate and category must be selected for each invoice Taxes can be added at the header level or at line level Partial invoicing is allowed

16 Create Standard Invoice Standard Invoice Header Level Refer to slide 6 to begin the Standard Invoice Summary: Fill in the Invoice Number. All other fields should be autopopulated 2. Tax: Header Level Will default at header level to 10% GST; or Line Level (refer to slide 13 for line level view) At line level select Line Item Actions - Tax Enter Tax Rate % as 10 for GST Enter Tax Amount as 10% of Taxable Amount

17 Create Standard Invoice Standard Invoice Header Level cont Shipping: Leave at Header level shipping as Western Power requisitioners will add the cost to the Purchase Order as a separate line item Suppliers are not required to enter shipping cost separately to the invoice 4. Additional Fields - IMPORTANT: Please Note that If the "Information Only. No action is required from the customer" box is ticked the invoice will be deemed information only and it will not be processed for payment NOTE: Comments: To add comments, click Add to Header Comments

18 Create Standard Invoice Standard Invoice Line Level Quantity can be changed if required for partial invoices 6. Unit Price can be changed if required Note: on some orders you may need to click Include when you are submitting additional partial invoices against an item If changes are made, click Update to recalculate and retain the changes 7. Click Next to Proceed 8. Review Invoice 9. Click Submit to send the Invoice 9

19 Contract Order Contract Review A Contract Order manages the expenditure and payments of contracted services between Western Power and the supplier. Contracted services are typically where the supplier is performing recurring tasks as defined in a master agreement, where agreed pricing terms and rates exist and invoices are submitted at regular intervals (i.e. monthly).

20 Contract Invoice Create Contract Invoice 1 1. Click on the Contract Invoice link on the Home page 2. Select Customer Western Power 3. Click Next 4. Locate Contract 5. Click Select

21 Create Contract Invoice Contract Invoice cont Enter the Invoice Number 7. Enter the Invoice Date 8. Enter the Sold to 9. Add in a Customer reference if required, eg Mandurah depot 10. Click Next 11. Finalise Contract Invoice as per the Standard Invoice on slides 16-18

22 Credit Memo Credit Memo Review Credit Memos can be sent to Western Power via the Ariba Network and do not need to be sent in the mail. Please also note the following when creating Credit Memos: Credits are supported against specific line items from a previously submitted invoice Credits can be for full or partial amounts

23 Create Credit Memo Credit Memo cont. Refer to slide 6 to begin the Credit Memo ALWAYS CHOOSE LINE ITEM CREDIT MEMO 1 1. Enter a Credit Memo # All other information in the Summary, Tax, Shipping, Special Handling, Discount, and Additional Fields should default

24 Create Credit Memo Credit Memo cont Enter a Reason for Credit Memo 3. Check Quantity and Unit Price 4. Click Next 5. Review Credit Memo 4 6. Click Submit to send the Credit 6

25 Remittance Advice The Remittance informs of when and how payment for an invoice is made The Remittance is an informational document only and does not require any action New Remittances can be viewed from the Inbox area under Remittances

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27 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 ID If you have problems logging on to your account Go to Click on the Account Problems? link and submit a ticket. Reference your customer ID support Available for your account via the Help drop down box Ariba Technical Helpdesk Australia: Western Power Contact: E-Procurement Specialist: ariba.specialist@westernpower.com.au T: (08) Catalogue Coordinator: ariba.specialist@westernpower.com.au T: (08)

28 Ariba General Functionality APPENDICES

29 Inbox Functionality - Sorting 1. In the Inbox 3. Click again to sort in reverse order 2. To sort the data by column; click any column heading, eg. Order Number, Customer etc

30 Inbox Functionality - Searching 1. In the Inbox 2. If not already open, click the arrow next to the Search Filter, this will open up the search options 3. Enter search criteria. (To refine search add more information and to expand the search enter less information into the search fields) 4. Click Search

31 Inbox Functionality Table Options Menu 1. In the Inbox 2. Click the Table Options Menu box Show/Hide Columns - Select or Deselect options Group by Column - Select or Deselect options Export to Excel Click Export all Rows to export all items within the Inbox Click Export Current Page to export the page of items that you are currently viewing