Ariba Network SAP AG CSV Invoice Upload Guide Ariba, Inc. All rights reserved.

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1 Ariba Network SAP AG CSV Invoice Upload Guide 2013

2 Sections CSV Overview Requirements CSV Sample / Field Mapping CSV Template Download CSV Invoice Upload Invoice Status Troubleshooting Contacts, Resources & Support 2

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. 3

4 Sections CSV Overview Requirements CSV Sample / Field Mapping CSV Template Download CSV Invoice Upload Invoice Status Troubleshooting Contacts, Resources & Support 4

5 SAP AG 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 4MB in size. 5

6 Additional Data Invoices must contain PO number Invoices may not be backdated greater then 2 days. InvoiceDate & OrderDate format is DD/MM/YYYY. shipto and shipfrom addressing details are optional on all invoices. billto(except state), soldto(except state & ), remitto(except state) are mandatory on all invoices. When istaxinline is set to Y - Line level tax details are present. When isspecialhandlinginline is set to Y Line level specialhandling details are present. When isshippinginline is set to Y Line level shipping details are present. When isdiscountinline is set to Y line level discount details are present. 6

7 Additional Data order ID is required for PO Invoice. SalesOrderNumber is required for Non-PO Invoice. Line item subtotal is required on all invoices. Line tax details are required for invoices. Line level Special Handling and Shipping is optional for Invoice. Summary level Shipping and Special Handling amount is optional. Summary tax details are optional for invoice. 7

8 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

9 Sections CSV Overview Requirements CSV Sample / Field Mapping CSV Template Download CSV Invoice Upload Invoice Status Troubleshooting Contacts, Resources & Support 9

10 CSV Sample / Field Mapping The embedded CSV sample template provides: Data sample of valid CSV invoice processed successfully by SAP AG. The embedded field mapping guide provides: Detailed mapping information on field content and requirements. For accounting and payment related questions please contact your customers relationship manager directly. For CSV upload related questions or errors please contact Ariba Technical Support. 10

11 Sections CSV Overview Requirements CSV Sample / Field Mapping CSV Template Download CSV Invoice Upload Invoice Status Troubleshooting Contacts, Resources & Support 11

12 Downloading the CSV Template From the Home Page of yoru production AN account, Click the Administration tab. Click Current Relationships AN will display a list of all customers that you have a relationship with on the Ariba Network. Click on SAP AG name link within your list. 12

13 Downloading the CSV Template (continued) AN will display a readable version of the template listing fields and short discription. Please refer to the detailed field mapping definition worksheet included with this upload guide for specific field information. At the very bottom of the field list, you will see the Download CSV Invoice Template button. 13

14 Downloading the CSV Template (continued) Click the Download CSV Invoice Template button. 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

15 Sections CSV Overview Requirements CSV Sample / Field Mapping CSV Template Download CSV Invoice Upload Invoice Status Troubleshooting Contacts, Resources & Support 15

16 Auto-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. 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 16

17 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 SAP AG 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. 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. 17

18 Sections CSV Overview Requirements CSV Sample / Field Mapping CSV Template Download CSV Invoice Upload Invoice Status Troubleshooting Contacts, Resources & Support 18

19 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 SAP AG. Invoice Status: shows the status of the invoice itself specifically through it s payment process. 19

20 Routing Status Definitions: Obsoleted: You canceled the invoice. Failed: The invoice failed the SAP AG 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 the SAP AG network account. Sent: Ariba Network sent the invoice to SAP AG Ariba Network account. The invoice is awaiting download into the SAP AG invoicing application. Acknowledged: The invoice has been sent from the SAP AG network account into their invoicing application. 20

21 Invoice Status Definitions: Sent The SAP AG received the invoice, but has not yet approved or rejected it. (Former status: Processing) Canceled The invoice was canceled by the supplier. Rejected The SAP AG has manually rejected the invoice or the invoice failed validation when loading into the SAP AG invoicing system. Failed The invoice failed to load into the SAP AG invoicing system. Approved The SAP AG has approved the invoice for payment. Paid The SAP AG paid the invoice or is in the process of issuing payment. This status applies only if SAP AG uses invoices to trigger payment. 21

22 Sections CSV Overview Requirements CSV Sample / Field Mapping CSV Template Download CSV Invoice Upload Invoice Status Troubleshooting Contacts, Resources & Support 22

23 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. 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 your SAP AG. 23

24 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 AN, they are then validated based on the Invoice Rules set in SAP AG 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 SAP AG (either by their invoicing system automatically or by an end user manually). Check the History tab on the individual invoice for additional details. 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. 24

25 Sections CSV Overview Requirements CSV Sample / Field Mapping CSV Template Download CSV Invoice Upload Invoice Status Troubleshooting Contacts, Resources and Support 25

26 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: SAP AG Questions & Support For questions about the program, contact SAP.com and a representative from SAP AG 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 26

27 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 27