CONTENTS
ARIBA “PO” PROCESS
FOR CCA SUPPLIERS
Ariba Light -Interactive Email
November 2016
Introduction to Ariba Light
1
Ariba Light Workflow
2
Processing and Managing the
Purchase Order
3
Confirming the Purchase Order
4
Processing the Invoice
7
Process for Suppliers
Introduction to Ariba Light
The Ariba Light Interactive Email feature allows suppliers to interact with buyers through the Ariba Network
without incurring fees, and is only available to suppliers who are not currently transacting with other buyers
across the Ariba Network.
Previously, suppliers were required to register with the Ariba Network to transact with buyers. Interactive
Emails is a new feature within Ariba that allows suppliers to transact with buyers using email notifications.
Suppliers will receive their orders through email. The email will contain two buttons – one to confirm the
purchase order and one to create the invoice. It is recommended that suppliers maintain a dedicated
email address for receipt of Interactive Email orders. Suppliers can forward the order to other parts of the
company for fulfillment of service. In this scenario, both the original recipient and the second user will
receive notifications through the Ariba Network for the order.
When an invoice is generated, the Ariba Network will send suppliers a PDF copy of the invoice and the
invoice data in cXML format with the invoice confirmation emails. The invoice will only be made available
for 18 months in the system. It is recommended that suppliers retain these files to support their local
business record keeping requirements.
Suppliers may also send multiple invoices for a purchase order where partial or split deliveries are
applicable.
Suppliers may choose to register on to the Ariba Network at their own cost where additional services will
be made available to them; including electronic integration, catalogue creation, access to Ariba Customer
Support and more.
The following pages provide the detailed process steps required to confirm a purchase order and create an
invoice. For further information, please refer to the attached Ariba video link or contact Coca Cola Amatil
on [email protected]
Light Enablement Video tutorial link: https://support.ariba.com/invoicingvideo
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Process for Suppliers
Ariba Light Workflow
CCA Buyer
Supplier
Buyer raises a Purchase Order in
Ariba
Interactive email received in the
supplier inbox with the PO
details
Receives the confirmation of the
Order
Confirm the Order
Completes the Order – Delivers
Goods/Services to Buyer
Buyer receives invoice in Ariba
network
Reconciles the invoices by
clearing any invoice exceptions
Reconciled invoices are
interfaced to SAP for payment
processing
Flips the PO to create an invoice
for the goods/services delivered
PO Fully
Invoiced?
NO
YES
Order complete
Invoices are paid to the supplier
based on the payment terms
with the supplier
Receives Payment after the due
date
Document Guidelines



Highlights the system step and that an action is required
Illustrates a point reference for information purposes
PO = Purchase Order
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Process for Suppliers
Processing and Managing the Purchase Order
Interactive
Email
Notification
After the buyer-submitted PO is approved, supplier will receive the copy of PO via email notification.
Once email notification is received, follow the below instructions:




Check PO details carefully and ensure everything is correct
Confirm the order
Place the PO in your internal ordering system per your usual business process.
Store the interactive email until ready to invoice
CCA PO Number
Hints and
Tips
 Create a group inbox specific to CCA and have a dedicated resource to manage this moving forward
 Once the purchase order has been placed in your system, flag the email as pending in your queue. Once
invoice has been sent, flag the email as complete
 CCA Purchase Order numbers are 10 digits starting with 11.
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Process for Suppliers
Confirming the Purchase Order
1
In the Interactive Email – Order, click Confirm Order
Sending PO
Confirmatio
n
1
2 On the Confirming Page, enter a confirmation number, estimated shipping cost and estimated tax, enter
comments.
Confirmation numbers can be any value from the supplier’s internal systems. If you don’t have an internally generated
confirmation number, then you can use any value such as the purchase order number with ‘OC’ prefixed; for example:
OC1100000756.
3 Attach any additional documents if required.
In the Attachments section, Click Browse to locate the file that you may want to attach. Attachments can be in any format such as
word documents, fax images or excel spreadsheets. The maximum attachment size is 100MB for all attachments associated with
the document.
4 Review the information on the confirm PO page and click Next
4
2
3
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Process for Suppliers
5 Enter your Name and email address
6
Tick the Box indicating that you have read and agree to the Interactive Email Terms of Use and the
Ariba Privacy Statement
Click Next
Ariba emails a one-time password to the email address suppliers entered on the Confirm PO page.
5
6
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Process for Suppliers
7 Enter the one-time password to validate the email address.
8 Click Submit to send the order confirmation to CCA
7
8
Notification on screen for
successfully submitted
order confirmation
Sample of Purchase Order confirmation notification to CCA
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Process for Suppliers
Processing the Invoice
Create
Invoice
Upon fulfilment of the PO you are now ready to process the invoice for payment:
1 In the Purchase Order email, click Create Invoice
1
Invoice
Header
Details
2 In the Create Invoice page, enter in the below details in the invoice header section
a) Invoice Number
b) ABN
c) At Header level, you can add the below additional items to the invoice.
 Tax
 Shipping Cost
 Special Handling
 Discount
 Payment Terms
 Additional Reference Documents and Dates
 Comment
 Attachments (any applicable documents i.e., spreadsheet, company invoice, email trail etc.)
NOTE:
Attachments to the Header can be added at two locations. One at the Invoice Header section and another one just
above the line items details
2(a)
2(c)
2(b)
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Process for Suppliers
2(c)
Tax
Details
3 Select appropriate tax. Tax is defaulted to Header level but can be changed to line level tax where
required.
a)
b)
Adding Header Level Tax:
1. Select Header Level Tax
2. Select relevant tax category from the drop-down list
3. Check the total tax amount is the same as per your company invoice. If not change the
total taxable amount
Adding Line Level Tax:
1. Select Line Level tax
2. Select the line items that have similar tax code.
3. Select Tax option from Line Item Actions button
4. Select relevant tax category
5. Click Update
Repeat steps 2-5 until tax codes are added to all lines of the invoice
NOTE:

Header Level Tax: Use this Option when



Tax is same for all line items of the invoice. OR
When invoice tax amount is not exactly 10% of the Line amount.
Line Level Tax: Use this Option when
 Tax is different for each line item (Ex: 10% GST/ 0% GST Free)
3 (a) Header Level Tax:
1
2
3
3 (b) Line Level Tax
1
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Process for Suppliers
2
3
4
5
Shipping
Cost
4 Shipping cost can be added if required and should always be added to Header level.
a) Select Header Level Shipping under Shipping section
b) Select Shipping cost from the Add to Header button
c) New section for shipping cost appears below the Shipping section. Enter Shipping amount.
4(a)
4(b)
4(c)
Additional
Fields
NOTE:
Do not tick the ‘Information only’ field under the heading Additional Fields. Ticking this box will send
your Invoice across to CCA as information only and will not be processed for payment
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Process for Suppliers
Don’t tick the box.
Line Items
5 Adding invoice line items
a) Select the line items that need to be invoiced.
b) Amend the quantity and price at the line item section directly
c) Click Update.
NOTE:
Changing price and quantities of a Purchase Order above the original value will require manual
reconciliation by CCA. This may result in a delay in invoice processing.
6 After all the line items are added/updated. Click Next.
5(b)
5(a)
5(c)
Review
Invoice
Details
7
Check the invoice totals match to your system invoice.
8
Enter in your name and email address in the relevant fields at the bottom of the screen.
6
Click the box confirming your agreement to Ariba’s terms of use.
9
Click Next
10
An Email is sent to your nominated email address containing a one-time password to proceed with
the invoice. This password is valid for 30 minutes
11
Enter the one-time password in the field provided within the interactive email
12
Click the submit button and a success message will be displayed and a confirmation email sent to
your inbox.
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Process for Suppliers
7
8
9
10
11
12
Sample of onscreen notification of invoice submission
11 |
Page
Process for Suppliers
Sample notification of email sent to your inbox stating
the invoice is submitted to CCA
Futher
Information
Refer to the following link for further documentation and information
https://support.ariba.com/interactive_email
Light Enablement Video tutorial link: https://support.ariba.com/invoicingvideo
Link to CCA Ariba Light Supplier Guide – BPO (Blanket Purchase Order)
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