Western Power Ariba Network Supplier Guide€¦ · • The Ariba Network provides on-line...

Western Power Ariba Network Supplier Guide

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

Western Power Document Workflow

The Ariba Dashboard

1. 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

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

How to Create Documents from within the INBOX

1. 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

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Order Confirmation

• 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

Order Confirmation Review

Order Confirmation - Confirm Entire Order

1. Enter a Confirmation #

2. Enter Shipping Details

3. Click Next

Create Order Confirmation

4. Review the Confirmation details

5. Click Submit to send

Refer to slide 6 to begin the Order Confirmation

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Order Confirmation – Update Line Item

1. 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

Refer to slide 6 to begin the Order Confirmation

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Create Order Confirmation

Order Confirmation – Update Line Item cont.

6. 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

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Create Order Confirmation

Order Confirmation – Update Line Item cont.

8. Click Next

9. Review the Confirmation details

10. Click Submit to send

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Create Order Confirmation

Order Confirmation – Reject Entire Order

1. Enter a Confirmation #

2. Enter Comments for the rejection

3. Click Reject Order

Create Order Confirmation

Refer to slide 6 to begin the Order Confirmation

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Shipping Notice

• 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

Shipping Notice Review

Shipping Notice

Refer to slide 6 to begin the Shipping Notice

1. Enter Packing Slip ID

2. Enter Shipping and Delivery Dates

3. Click Next to proceed

4. Review Shipping Notice

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5. Click Submit

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Create Shipping Notice

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

Standard Invoice

Standard Invoice Review

Standard Invoice – Header Level

1. Summary:

Fill in the Invoice Number. All

other fields should be auto-

populated

Create Standard Invoice

• 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

2. Tax:

• Header Level

• Will default at header

level to 10% GST; or

Refer to slide 6 to begin the Standard Invoice

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Standard Invoice – Header Level cont.

3. 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

Create Standard 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

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Standard Invoice – Line Level

5. Quantity can be changed if required

for partial invoices

6. Unit Price can be changed if

required

Create Standard Invoice

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

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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).

Create Contract Invoice

Contract Invoice

1. Click on the Contract Invoice link

on the Home page

2. Select Customer – Western

Power 1

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3. Click Next

4. Locate Contract

5. Click Select

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Contract Invoice cont.

6. Enter the Invoice Number

7. Enter the Invoice Date

8. Enter the Sold to Email

9. Add in a Customer reference if

required, eg “Mandurah depot”

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10. Click Next

11. Finalise Contract Invoice as per

the Standard Invoice on slides 16-18

Create Contract Invoice

Credit Memo

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

Credit Memo Review

Credit Memo cont.

Create Credit Memo

Refer to slide 6 to begin the Credit Memo – ALWAYS CHOOSE LINE ITEM CREDIT MEMO

1. Enter a Credit Memo #

All other information in the Summary, Tax, Shipping, Special

Handling, Discount, and Additional Fields should default

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Credit Memo cont.

Create Credit Memo

2. Enter a Reason for Credit Memo

3. Check Quantity and Unit Price

4. Click Next

5. Review Credit Memo

6. Click Submit to send the

Credit

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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

Web Form

• Go to http://supplier.ariba.com 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 http://supplier.ariba.com

• Click on the Account Problems? link and submit a ticket. Reference your customer ID

E-mail support

• Available for your account via the Help drop down box

Ariba Technical Helpdesk

• Australia: 1800 993 346

Western Power Contact:

E-Procurement Specialist: ariba.specialist@westernpower.com.au

• T: (08) 9326 6985

Catalogue Coordinator: ariba.specialist@westernpower.com.au

• T: (08) 9326 4665

Support

APPENDICES

Ariba General Functionality

Inbox Functionality - Sorting

1. In the Inbox

2. To sort the data by column; click any

column heading, eg. Order Number,

Customer etc

3. Click again to sort in reverse order

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

Inbox Functionality – Table Options Menu

1. In the Inbox

2. Click the Table Options Menu box

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

• Show/Hide Columns - Select or Deselect

options

• Group by Column - Select or Deselect

options