STP500: Ariba Network Collaboration for Suppliers

Transcription

1 SAP Training Source To Pay STP500: Ariba Network Collaboration for Suppliers External User Training Version: 5.5 Last Updated: 29-Jun 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 Network (AN) 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. 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 Network account. Choose the routing method ( , fax, online, or cxml) for receiving orders. Refer to the Account Configuration Guide on the Supplier Information Portal for instructions on how to configure your electronic order routing method. Order Confirmations: Required prior to invoicing for all Purchase Orders. 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: 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. Ship Notices are optional prior to invoicing for Non-Customer Part Number Material or Service POs. (ASNs are enforced based on your group and are not always applicable based on individual Purchase Orders.) Service Sheets (SS): Also referred to as Service Entry Sheets (SES) and are required when service has been rendered. 4

5 Requirements (continued) Invoices: Required through the Ariba Network, 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 Purchase Order Management 6

7 Requirements Purchase Orders (New, Changed and Canceled Orders): As of Go-Live, you can expect to receive all your 3M Purchase Orders through the Ariba Network. Orders originate from 3M s internal ERP system. Orders are sent to your Ariba Network account. Choose the routing method ( , fax, online, or cxml) for receiving orders. Refer to the Account Configuration Guide on the Supplier Information Portal for instructions on how to configure your electronic order routing method. 7

8 View Purchase Orders Click the Inbox tab to manage your POs. A list of POs received displays. In the Order Number column, click on the hyperlink to view the Purchase Order details. 8

9 View Purchase Orders (continued) At the Purchase Order Headings, customize your view by clicking the Table icon to the right and selecting or deselecting the type of information you want to display. Click column headings to sort the data set by that column. The small arrow indicates the sort order, ascending or descending. Order Status provides the state of each order. Obsoleted indicates a more recent order exists. Click this icon for additional display and group-by options. 9

10 View Purchase Orders (continued) Search Filters allows you to search using multiple criteria. 1. Click the Search Filters arrow to display query fields. 2. Enter your criteria and click Search. 3. Once you find the order, click the Order Number to view it. Notes: Depending on how you configured your Electronic Order Routing preferences, you may additionally receive a copy of the PO by , fax, or cxml. Your company should train several people to access the Inbox. User accounts can be set up for additional users by your Account Administrator. Click Actions to display the drop-down with valid actions for this as shown above and then click Create Order Confirm, Create Ship Notice, or Create Invoice icons to create the document for the PO. You can also use the options available from the PO view (next slide). Gray icons mean the document has not been sent. Colored icons mean they were sent. 10

11 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. Export cxml to save a copy of the cxml source information. Order History for diagnosing problems and for auditing. 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. 11

12 Purchase Order Detail: Header (continued) The Create Confirmation and Create Ship Notice option is enabled from this page and the Create Invoice option is disabled. You must submit an Order Confirmation and a Ship Notice prior to invoicing 3M. Note: Create Order Confirmation immediately upon receipt. 12

13 Purchase Order Detail: Header (continued) Select Hide to hide orders if you no longer want to see them in your Inbox. Use the search filters to show hidden orders. Use Resend to resend POs with a Failed status that were not sent properly to your , fax, or cxml system or use to test changes to your order routing settings. 13

14 Purchase Order Detail: Header (continued) This is the Sourcing Professional Contact Information, should you have questions, comments, or require changes regarding PO. 14

15 Purchase Order Detail: Header (continued) Configuration steps: 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 15

16 Purchase Order Detail: Header (continued) 2. Ship From location must display accurately. If this is different than the actual Ship From, contact the Sourcing Professional to update. 3. Means of Transportation are the instruction on how to ship. If Supplier intends to ship differently from instructions, contact the Sourcing Professional

17 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. 17

18 Purchase Order Detail: Line The Line Items section describes the ordered items. Each line describes a quantity of items 3M wants to purchase. Use Details within the Line Item section to view additional line item details. Details include: Unit Details Pricing Details Comments (full item description) Tax Details 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. 18

19 Purchase Order Detail: Line (continued) 3M Item ID materials or services, Customer Part Number (if applicable), and description are displayed at the Summary level. For Material POs the Type will be displayed as Material, for Service POs the Type will display as Service. 19

20 Purchase Order Detail: Line (continued) Click Details to view the details of the item. The Confirmation Control Key (CCK) specified on the PO from the Buyer instructs if order confirmation and ship notices are allowed or not allowed for the PO item. 20

21 Purchase Order Detail: Line (continued) The Tax Status displays on the PO item if applicable to the Supplier s country. 21

22 Purchase Order Detail: Line (continued) Tax details display based on country requirements. 22

23 Change Orders 3M may issue Change Orders, to view at the: Header Level, the Order Status displays as Changed. The original order is marked with an Obsolete status. Line Item Level, the changed fields are highlighted. Canceled Orders, are marked Canceled. Changed fields are highlighted. Links to previous versions for quick reference. 23

24 Order Confirmation 24

25 Requirements Order Confirmations (OCs) are required to be completed through the Ariba Network. OCs are required for all POs and must be submitted upon receipt of the Purchase Order. Multiple Order Confirmations are not recommended when: 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 Network. 25

26 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. Suppliers acknowledge the 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 be in direct contact with the Sourcing Professional and specify the correct UOM needed in the Comments. 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. 26

27 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. For Service limit POs, click the Create Order Confirmation and Update Line Items option. This example demonstrates the Update Line Items option: 27

28 Create Order Confirmation: Header Enter the Confirmation #, 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 Item 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. 28

29 Confirm Order with Different Statuses: Line Level This option is used to propose changes or specify back order status. Example: Price changes 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. 29

30 Confirm Order with Different Statuses: Line Level (continued) For Backorder Items, click Details to enter Estimated Shipping, Delivery Dates, and Comments. You cannot create a partial backorder and partial shipment. Contact the Sourcing Professional if this is required. 30

31 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. 31

32 Order Confirmation Notification Order Confirmation notifications are submitted based on Supplier Profile configuration. Upon completing your Order Confirmation, you will receive an notifying you that an Order Confirmation has been submitted. 32

33 Ship Notices 33

34 Requirements Ship Notices (ASNs) are required to be received by 3M 24 hours prior to the shipment arriving at 3M s dock. 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 POs, which would be enforced by your Ariba Group. Ship Notices must be as accurate as possible. 3M receiving processes are tied directly to information on the Ship Notice. Accuracy is monitored closely. 34

35 Requirements (continued) Additional requirements: If an order is in a Partially Shipped status, you can create and submit multiple Ship Notices (ASNs) to ship the remaining line items. Once a Ship Notice (ASN) is submitted in full quantity for all the line items, you can no longer create another Ship Notice (ASN). Ship Notice line item details are required to provide additional line item information. Bill of Lading is a required field. Complete the Bill of Lading field as noted for these freight types: Small Parcel: Enter the tracking number. Less-than-Truckload: Enter the Pro number. Air: Enter the airway bill. Carrier and Bill-of-Lading number Full Truckload: Enter the trailer and seal number Ocean: Enter the container number 35

36 Create Ship Notice Multiple Ship Notices (ASNs) per Purchase Order can be created and sent. From the Purchase Order view, click Create Ship Notice. Note: Create Ship Notice (ASN) 24 hours prior to the the goods arriving at the 3M location. 36

37 Create Ship Notice: Header Fill out the requested information on the Shipping PO form. Enter Packing Slip ID. Enter Actual Delivery Date (at 3M location). In the Carrier Name field, select from the drop-down list: Other, and the Freight Vendor ID: where 3M pays the carrier. A Carrier Name: where you use your own carrier to deliver to 3M. If the carrier name is not listed, you can create the carrier name by clicking on Manage Carrier and completing the required fields. Enter Bill Of Lading. This is a required field. In the Shipping Method field, enter the Means of Transport. This is a required field, if you do not have a Means of Transport ID, enter the Bill of Lading information. 37

38 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. It is also important to make sure you are providing tracking information. Choose one of the three options from the Carrier Name drop-down list or select Manage Carrier to create a new carrier. 38

39 Create Ship Notice: Header (continued) If freight is paid directly to the carrier by 3M, select Other from the Carrier Name drop-down list and enter your Freight Vendor ID (provided by 3M). Freight Vendor ID Note: If you do not know the Freight Vendor ID, reference the Vendor ID list on 3M s Ariba Supplier Information Portal. Contact your Sourcing Professional, if the carrier is not available on the portal. In the Tracking # and Bill of Lading # fields, enter the Bill of Lading number. Do not include special characters or spaces. Choose a Shipping Method from the drop-down menu. 39

40 Create Ship Notice: Header (continued) Suppliers should specify the Trailer ID in the Equipment Identification Code field. Do not include special characters or spaces. The highlighted fields in the Delivery Information section should remain with the system default values. These fields are not used by 3M, but are required fields in the Ariba Network. 40

41 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. 41

42 Create Ship Notice: Line Item For all ASNs, scroll down to enter line item information. Update the quantity shipped for each line item. Enter the Ship Qty. The Batch ID and Production Date are required if the material is 3Mbatch managed. The Batch ID must be 10 digits and alpha numeric, cannot begin with the number zero, and cannot include special characters or spaces. Enter the Production Date. Expiry Date is required if the material is shelf-life managed. 42

43 Create Ship Notice: Line Item If shipping the order in multiple batches, click Add Ship Notice Line to split the quantity into multiple batches. 43

44 Submit Ship Notice To submit the Ship Notice (ASN): 1. Click Next. 2. Review the Ship Notice Summary page for Ship Notice accuracy. 3. Click Submit. 44

45 Ship Notice Submitted After submitting your Ship Notice (ASN), the Purchase Order Status updates to Shipped. If partial items are shipped, the Purchase Order Status updates to Partially Shipped. Submitted Ship Notices (ASNs) can be viewed from the Outbox or by clicking on the hyperlink under Related Documents in the PO view if the ASN routing status is Failed or Rejected click on History to review details on the failure. Click Done to return to the home page. Note: If you are required to submit Order Confirmation and Ship Notices, you will be unable to invoice until those activities are complete. 45

46 Invoicing 46

47 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. 47

48 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. 48

49 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 can be charged at the Header level. Ship To information can be found at the Header level or Line level. 49

50 Adding a Line in an Invoice 4. This button should not be used. 3. This button (Add Material) should be used only to add miscellaneous charges. 1. This button is used only to add discount and tax related charges at line level. 2. This button is used to add a service line for Service PO (Service Order Limit Purchase Orders). 50

51 3M Invoice Rules Prior to invoicing for each Ariba PO, send: Purchase Order Confirmation Advance Shipping Notification (for material POs only) Do not use leading zeros, hyphens, spaces, or special characters. 51

52 View Customer Invoice Rules These rules determine what you can enter when you create invoices. 1. Log into your Ariba Network account. 2. Click the Administration Navigator and then under Account Settings, click Customer Relationships. 3. A list of your Customers displays. Click your Customer (3M) to view their invoice rules. 4. Scroll down to the Invoice setup section and view the invoice rules. 5. Click Done. 52

53 PO Flip Invoice To create an invoice against a PO, select a PO in your INBOX, and click Create Invoice. 53

54 PO Flip Invoice: Select the PO to Invoice Next to the Order Number, select the option you want to view. Then, click Create and select Standard Invoice. Alternately, click directly on the Order Number and from the Purchase Order Detail page, select Create Invoice. 54

55 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. Enter an Invoice Date. Note: Invoice dates cannot be backdated more than 364 days. Note: Invoice numbers cannot contain leading zeros, or they fail in the 3M system. Also, do not put dashes, slashes, spaces, periods, or other special characters in the Invoice # field. 55

56 PO Flip Invoice: Header (continued) If several Remit To addresses are configured, select one from the drop-down list 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. 56

57 PO Flip Invoice: Header (continued) Tax can be submitted at the Header level or the Line level. Select the appropriate option in the Tax section. Shipping Costs must be entered at the Header level. Select the option next to Header level shipping. Comments can also be added to the Header level by selecting from the Add to Header drop-down list. Note: Shipping charges are at the line for integrated Suppliers. 57

58 PO Flip Invoice: Header (continued) 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 (Customer 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 for the invoice originated from VAT countries. The Supplier VAT or Tax ID fills automatically if default value is maintained. VAT number cannot contain spaces, hyphens or any special characters. Enter Supplier Commercial Identifier, if applicable. 58

59 PO Flip Invoice: Header (continued) VATID VATID

60 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 being invoiced, click on the line item s green check mark to exclude it from the invoice or select 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. 60

61 PO Flip Invoice: Line Items (continued) Click on the 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 If required, update the Quantity for each line item you are invoicing. 61

62 PO Flip Invoice: Line Items (continued) Additional fields are available to charge for miscellaneous charges: Assist Commissions Insurance Packaging and Packing Royalties and License Fees Tax Related Charges Other 62

63 PO Flip Invoice: Line Items (continued) Click Add Item. A new line item with available charge fields displays. Add comments at the line item level. Select from the Line Item Actions drop-down list. Click Update to refresh the page with all entered charges. Click Next to review the Summary page to complete your invoice submission. 63

64 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. Select the check box next to Tax Category and select the tax type you want to apply from the dropdown list. Next, select 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. 64

65 PO Flip Invoice: Review and Submit At the bottom the page, click Next. The Review page displays. Review your invoice for accuracy. Scroll down the page to view the line item details and invoice totals. If no changes are needed, click Submit to send the invoice to 3M. Click Previous to continue editing the invoice. Save saves the invoice in the Drafts tab in your Outbox for up to 7 days. Click Submit to send your invoice to 3M. 65

66 Creating Service Invoices Service Invoices AutoGenerated SS (Auto-Gen SS) 66

67 Service Invoices AutoGen SS To create an invoice against a Service PO, in your INBOX, select Service PO, and then click Create Invoice. 67

68 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. 68

69 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 cannot contain 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. 69

70 Service Invoices AutoGen SS: Header (continued) If you configured several Remit To addresses, select one from the drop-down list 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 the appropriate option. Note: Fields displayed are an example only, fill in all applicable fields. 70

71 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. VATID VATID Note: Fields displayed are an example only, fill in all applicable fields. 71

72 Service Invoices AutoGen SS: Line Items At the line items level, click Add/Update to add a general service line. Enter the Description of service provided. Enter the Quantity. Enter the 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. Enter the Unit Price. Enter the Service Start Date. Enter the 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. 72

73 Service Invoices AutoGen SS: Line Items (continued) Select the Tax Category tax 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 (Rate %). Click Update and then Next. 73

74 Service Invoices AutoGen SS: Review and Submit Click Submit to complete the invoice creation process. 74

75 Service Invoices AutoGen SS: Review and Submit (continued) When you submit an invoice that is for a Service or Limit PO you will receive an notification stating when: Document has been sent to pending Document has been accepted 75

76 Service Invoices AutoGen SS: Review and Submit (continued) When an invoice is submitted you will receive the following notifications that inform you of the status. Verified Signed Pending 76

77 Service Invoices AutoGen SS: Review and Submit (continued) The invoice Routing Status remains On Hold and Invoice Status is Pending Approval until Service Sheet is approved. Once the Service Sheet is Approved, the invoice transmits to 3M. The Routing Status changes to Acknowledged and Invoice Status to Sent. 77

78 Service Invoices AutoGen SS: Review and Submit (continued) The Invoice Routing status remains On Hold until Service Sheet is approved. If a Service Sheet has incorrect information, it can be Rejected by the requester. The Invoice Routing status is changed to Rejected and Invoice Status to Rejected. The invoice can be resubmitted by clicking Edit after making the necessary corrections. 78

79 Check Invoice Status If you selected to receive invoice notifications on your account, you will receive s regarding invoice status. You can also check invoice status from the Outbox. Click on the Invoice #. To view status details and invoice history, click the History tab. History and status comments for the invoice display. Transaction history can be used in problem determination for Failed or Rejected transactions. When you are done reviewing history, click Done in the upper right corner of the window. 79

80 Check Invoice Status (continued) Invoice Statuses: Sent / Processing: The invoice has been received and is being processed. Pending Approval: The Service Sheet has been routed for approval. Approved: The invoice has been processed and invoice amounts approved. Rejected: The invoice has been rejected because it did not pass validation or the Buyer/Accounts Payable canceled the invoice. The Comments contain text explaining why the invoice was rejected and the actions you should take to resubmit a corrected invoice. You may use the same invoice number for Rejected or Failed invoices. If invoice is for AutoGen SS, Service Sheet is rejected by requester. Paid: The invoice amounts have been paid. 80

81 Country Specific Rules for 3M All: Supplier is responsible to advise 3M if e-invoices are not legally or regulatorily supported and provide 3M appropriate regulation. EMEA: 3M Sweden: Swedish Suppliers using payment reference numbers (KID or FIK number) in the current invoice process must include this in the Ariba invoice. 3M Belgium: Toll levied when materials are transported by road in a large truck; if not included in the material prices, should be included in the shipping charges. Europe (All): If Supplier billing is located in Europe and sending an invoice to any European 3M entity, both Supplier VAT registration number and 3M VAT registration number must be included in the Ariba invoice. Invoices originated from EU countries should provide this information, per EU directive: o Date of Supply (Header and Item level) o Commercial Registration ID o Supplier VAT or Tax ID o Customer VAT or Tax ID o Enter Payment reference number in the Payment Note field for Sweden o Enter Reason for tax exemption (Header or Item level) in Tax Description field 81

82 Country Specific Rules for 3M (continued) Latin America: Mexican 3 rd -Party Provider selling to 3M Panama Pacifico and shipping to San Luis Potosi in Mexico Include the following Header comment on your invoice: o OPERACION EFECTUADA AL AMPARO DEL ARTICULO 105 Y 112 DE LA LEY ADUANERA, ARTICULO 29 FRACCION I. o DE LA LEY DEL IVA. ARTICULO 156 DEL REGLAMENTO DE LA LEY ADUANERA , 5.2.2, Y DE. o LAS REGLAS DE CARÁCTER GENERAL EN MATERIA DE COMERCIO EXTERIOR VIGENTE. o In addition, Vendor should include IMMEX Number for 3M Purification S de RL de CV ( ). 82

83 Modifying Invoices 83

84 PO Flip Invoice: Review, Save, Edit Invoice numbers cannot contain leading zeros, 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, select the invoice from Drafts and click Edit. Note: You can keep draft invoices for up to 7 days. 84

85 Edit or Resubmit Invoices Access invoices to edit and resubmit: Click the Outbox tab. Click the Invoice # for the failed or rejected invoice you want to resubmit. Then click Edit. After correcting your invoice, click Submit on the Review page to send the invoice. 85

86 Creating Credit Memo Line Level 86

87 Credit Memo: Line Item 1. To create a credit memo against a PO that has previously been invoiced, go to your Outbox and select the Invoice by clicking directly on the Invoice # hyperlink. 1 Note: You can also select the option and from the Create dropdown list, select Credit Memo. Once you are on the Invoice Detail page, verify it is the correct PO or invoice Click Create Line-Item Credit Memo. 87

88 Credit Memo (Line Item): Header Enter Credit Memo #. Enter Credit Memo Date. By default, the original invoice values automatically update (to a negative value) until you select your line items and adjust the Quantity and Value. 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. 88

89 Credit Memo (Line item): Header (continued) When crediting shipping charges, if applicable, select the Header level shipping option. Click on Add to Header and select Shipping Cost. Enter a negative amount for shipping at the Header level. Note: Shipping charges are at the line level for integrated Suppliers. Comments detailing the reason for submitting the credit note can also be added in the designated section. 89

90 Line Item Credit Memo (Line Item): Line Level 1. Click on the check mark to include or exclude the line item from the credit memo. Green check mark: Include on invoice Gray check mark or box: Exclude from invoice 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

91 Line Item 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. 91

92 Creating Credit Memo Header Level Lump Sum 92

93 Credit Memo Header Level To create a Header Credit memo (lump sum) against a previouslyinvoiced PO, go to your Inbox, and select the PO Number hyperlink. Note: You can also select the option from the Create drop-down list, select Credit Memo. Once you are on the Invoice Detail page, verify it is the correct PO or invoice. Click Create Credit Memo. 93

94 Credit Memo Header Level (continued) Enter Invoice #. Enter Invoice Date. Tax credit can be submitted at the Header level credit. Credit shipping or special handling charges. If applicable, at the Header level, enter a negative amount for shipping or special handling. Comments can also be added to the Header Line Item Credit Memo. 94

95 Credit Memo Header Level (continued) Enter credit amount in the Adjustment in Subtotal field. The amount must be a negative value. Tax amount can also be credited. Click on Create Tax. Select the tax type or create your own rate to apply to the credit. If applicable, when crediting shipping charges in Adjustment in Shipping, enter a negative amount. Comments can also be added to the Credit Memo. Click Next to continue. 95

96 Document Status, Searches, and Reports 96

97 Checking Invoice Status From your home page, click the Outbox tab. You will see a listing of all sent invoices. Each Invoice # is a hyperlink to open and view that invoice. There are two status types: Routing Status: Shows the routing status of the invoice through the Ariba network to 3M. Invoice Status: Shows the status of the invoice itself specifically through its payment process. 97

98 Checking Invoice Status (continued) Routing Status: Failed: The invoice failed the 3M invoicing rules as set within the Ariba Network account. Queued: Ariba Network received the invoice from a Supplier s Network account, but was not sent it to the 3M Network account. Sent: Ariba Network sent the invoice to 3M Ariba Network account. The invoice is awaiting download into the 3M invoicing application. Acknowledged: The invoice has been sent from the 3M Network account into the invoicing application. 98

99 Checking Invoice Status (continued) 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. Approved: The Customer has approved 3M for payment. Paid: 3M paid the invoice or is in the process of issuing payment. 99

100 Check Invoice History To access any invoice: 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. 100

101 Search for Invoice (Search or Reports) Quick Search: From the Invoice tab in the Outbox: Select the Customer name from the drop-down list. From the Customer drop-down list, select 3M. Enter Document #, if known. Select Date Range, up to 90 days for invoices. Click Search. 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, and then select Login. 105

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

107 Company Profile Configuration Basic tab: Complete or update all required fields listed by an asterisks in the Basic Company Profile Section. Click Add to classify your company by: Commodities Sales Territory Industries Click Save. 107

108 Company Profile Configuration (continued) Business tab: Optional: Enter additional company information such as Tax IDs. Tax IDs default onto invoices you create using the Create Invoice option. VAT number cannot contain spaces, hyphens or special characters. 108

109 Company Profile Configuration (continued) Marketing tab: Enter additional detail and specific criteria about your company. Add Company Description and Company Logo. It is optional to click Add and add Credit and Risk Information from D&B. 109

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

111 Basic Profile Configuration (continued) Certifications tab: Enter additional information about your company certifications, if applicable. You can 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 On the Administration Navigator, click 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) How to Receive Documents: Methods available include , fax, online (web or portal), or cxml. Note: Online option sends the document to your Inbox, but does not send an additional copy to your , fax, or cxml routing. Selecting one of the other methods provides the order in your inbox in addition to a copy forwarded to the routing selected ( , fax, or cxml system). For routing: You can specify up to 3 addresses separated by a comma. Select Include document in the message. You may also use a non-personalized distribution list address such as: orders@supplierxyz.com 113

114 Network Settings: Electronic Order Routing (continued) Select Include document in the message to include the PO as part of the (or fax). Configure your inboxes so the Ariba Network notifications do not fall in the junk or spam mail box. Business, Integrated, and Enterprise-level Supplier accounts can set customerspecific order routing from the Administration, Customer Relationships section of the Supplier account. 114

115 Network Settings: Electronic Order Routing (continued) For Change Orders and Other Document Types, select Same as new catalog orders without attachments or set according to your preference. Under Other Document Types: Specify a method for sending Order Response Documents (Confirmations and Ship Notices). Specify a user to receive notifications. Click Save. 115

116 Network Settings: Electronic Invoice Routing From the Administration Navigator, click Electronic Invoice Routing. Choose one of these invoice routing methods: Online cxml Configure Invoice Notifications s. Select 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 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 fields 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 Administrator Navigator drop-down 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 Remit To Addresses: Enter the fields 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. For example, 3M does not require banking information. 122

123 Notifications From the Administration Navigator, 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. Switch to their test 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 selecting the check 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 users real job responsibility. Responsible for updating personal user info. 128

129 Create User Role 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 by selecting proper boxes. Click Save. New role is created. To modify or delete roles, in the Actions section, click Edit or Delete. 129

130 Create Users On the Administration Navigator, click the Users tab. The Users page displays. Click Create User to create new user. Add all relevant info about the user. In the Role Assignment section, select a Role. Click Done. Note: You can add up to 250 users to your Ariba Network account. 130

131 Modify User To modify user information, from the Users page, select a user, and then click Edit. From the Edit User window, you can: Reset the password for the user. Update information. Change the user s role assignment. Other options include: Delete users Add to Contact List Remove from Contact List Make Administrator 131

132 Next Steps and Support 132

133 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. 133

134 Support Refer to the additional documentation available on the 3M Supplier Information Portal accessible from the Customer Relationships page of your Ariba Network account. 134