Mosaic Co. Ariba Network Functional TrainingThe methods available include Online (portal), cXML, Email, EDI or Fax. Note: “Online”means that the PO is sent to your Inbox, without

Mosaic Co. Ariba Network

Functional TrainingSAP /Ariba 2018

© 2016 SAP SE or an SAP affiliate company. All rights reserved. 2Internal

Content

• Introduction

• Purchase Order Management

- Order Confirmations

- Ship Notices

• Ariba Network Support


Introduction

Mosaic Co. e-Procurement Process

This document contains training for your organization around transacting

purchase orders, order confirmations and ship notices with Mosaic Co.,

through the Ariba Network.

Purchase Order Management


View Purchase Orders

Click on Inbox tab to manage

your Purchase Orders.

Inbox is presented as a list of

the Purchase Orders

received by Mosaic Co.

Click the link on the Order

Number column to view the

purchase order details.

Search filters allow you to

search using multiple criteria.

Click the arrow next to

Search Filters to display the

query fields. Enter your

criteria and click Search


Purchase Order Detail

View the details of

your order.

The order header

includes the order date

and information about

the buying organization

and supplier.

Note: You can always Resend a PO which was not sent to your email

address, cXML or EDI properly clicking Resend button.

Additional options:

•Export cXML to save a copy of the cXML source information

•Order History for diagnosing problems and for auditing

Line Items section describes the ordered items.

Each line describes a quantity of items Mosaic

Co. wants to purchase.

Set the status of each line item by sending order

confirmations clicking Create Order Confirmation.

At the bottom of the purchase order is the Sub-

total value.


Network Notifications indicate which system notifications you would like to

receive, along with which email address you would like to send them to.

Notifications and Network Notifications

Click on Notifications at

Administrator Navigator

page. Network

Notifications can be

accessed from here, or you

may switch to tab Network

when in Notifications.

Note: You can enter up to 3

E-Mail addresses per

notification type. You must

separate each address with

a comma with NO spaces

between emails


The way how you would like to transact business with your customers on the

network can be set up in Electronic Order Routing section.

Electronic Order RoutingMethods

The methods available include Online (portal),

cXML, Email, EDI or Fax.

Note: “Online” means that the PO is sent to your

Inbox, without additional copies. Select other

methods to send an additional copy to the routing

selected (recommended - Email).

For e-mail routing, check the box Include

document in the email message. Use a non-

personalized/distribution list email in Email

Address line.

Note: When Ariba Network sends purchase

orders to mailboxes that respond automatically

with “Out of Office” messages, it does not fail the

orders and indicates it received the auto-reply in

the order history log.

Refer to Account Management Guide to find all

possible options.

Note: Configure your e-mail inboxes so that the Ariba

Network notifications do not fall in the junk or spam e-

mail box


Electronic Order RoutingNotifications

For Change Orders and Other

Document Types select “Same

as new catalog orders without

attachments” or set according

to your preference.

Specify a method for sending

Order Response Documents

(Confirmations and Ship Notices)

Specify a User to receive

notifications.

Order Confirmations


Create Order Confirmation: Reject Order

From the PO view, click the Create Order Confirmation button and select Confirm

Entire Order, Update Line Items for individual line items. Please do not reject an

order. Please call your Mosaic Business Relationship Manager.

Do not use the Reject Entire

Order option. Please reach out

to your Buyer.


Create Order Confirmation: Confirm entire Order

This slide explains how to

Confirm Entire Order.

An Order Confirmation (OC) is

required before you can

Invoice.

Enter Confirmation Number,

which is any number you use

to identify the order

confirmation.

Specify Est. Shipping Date or

Est. Delivery Date information,

and it is applied for all line

items. This is required.

Click Next when finished.

Review the order confirmation

and click Submit.

Your order confirmation is then

sent to The Mosaic Co.’s AN

account.

Once the order confirmation is submitted, the Order

Status will display as Confirmed.

When viewing documents online, links to Related

Documents are displayed.

Click Done to return to the Inbox.


Select Update Line Items

to set the status of each

line item.

Fill in the requested

information (the same as

for Confirm-All option).

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 not in

stock. Once items are

available, generate another

order confirmation to confirm

them.

Reject – Please do not

reject, but reach out to your

Mosaic Buyer on PO for any

changes required.

Confirm Order: Update Line Items


Confirm Order: Update Line Items - Backorder

Enter the quantity

backordered in the

Backorder data entry

field.

Click Details to enter

Comments, as well as

Estimated Shipping

and Delivery Dates, for

the backordered items

on the Status Details

page.

Click OK when done.

Note--If using several

statuses for a line item,

the sum of the

quantities for the

statuses should equal

the line item quantity.

Click Next.


Confirm Order: Update Line Items - Price Change

Enter the quantity in the

Confirm data entry field.

Click Details to enter the

details regarding the

price change.

Notice the new price in

the Unit Price field on

the Status Details page

for the line item. Enter a

Comment regarding the

price change, if needed.

Item substitutions for the

requested part can also

be communicated using

the Supplier Part field.

Update the Description as needed.

Click OK when done.


Confirm Order: Update Line Items

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 Seller .

The Order Status will display as Partially Confirmed if items were backordered or not fully confirmed.

Generate another order confirmation to set them to confirm when/if needed.

Click Done to return to the Inbox.

Ship Notices


Create Ship Notice

Create Ship Notice using your Ariba account once items were shipped. For Material PO’s an advanced ship notice (ASN) is required

before you can invoice your PO.

Multiple ship notices per purchase order might be sent.

Click the Create Ship Notice button.

Fill out the requested information on the Shipping PO form.

The Packing Slip ID is any number you use to identify the Ship Notice.

Choose Carrier Name and then Tracking # and Shipping Method will appear.

Enter Ship From

information by

clicking on

View/Edit

Addresses. Any

field with an

asterisk is required.

Check if Deliver to

information is

correct. Click OK.


Delivery Terms and Transportation Details

Delivery terms and other

transportation details can be

included on all advance ship

notices to support a broader

range of shipping information

collaboration.


Create Ship Notice - Details

Scroll down to view

line item information

and update the

quantity shipped for

each line item.

Click Next to proceed

to review your Ship

Notice.


Submit Ship Notice

After reviewing your Ship Notice, click Submit to send Ship Notice to Mosaic Co.

Ship Notices provide improved communications to help avoid unnecessary calls to order support

department.

The *Actual or Estimated Shipping cost field is required on an ASN.

After submitting your Ship Notice, the Order Status will be updated to Shipped.

Submitted Ship Notices can be viewed from Outbox or by clicking the link under

the Related Documents from the PO View.

Click Done to return to the Home page.

Ariba NetworkInvoice GuideSAP Ariba, January 2016


Content

Introduction

Invoice Practices

Before you Begin Invoicing

–Viewing Customer Invoice Rules

–Electronic Invoice Routing and notifications

–Account Configuration and Invoice Archival

Creating Invoices

–PO Flip Invoice

–Credit Invoices

–Service Invoice

Modifying Invoices

Document Statuses, Searches and Reports

Ariba Network Support


Introduction

Procure-to-Pay Process

This document contains the requirements and training for your organization

to create and submit invoices on-line to Mosaic via the Ariba Network.

Mosaic requires suppliers enabled on Ariba Network to submit electronic

invoices through Ariba Network.

Note: Suppliers uploading CSV Invoices or utilizing cXML or EDI

technologies should refer to the specification documents available on the

Mosaic Supplier Information Portal.

Ariba NetworkInvoice PracticesSAP Ariba, January 2016


Mosaic project specifics:

Tax data is not necessary to add to any invoice.

Shipping data is accepted at the line item level.

Service Invoices must have an attachment at the Header Level. (Copy of supplier’s internal invoice)

NOT SUPPORTED

• Summary or Consolidated Invoices

Apply against multiple purchase orders; not

accepted by Mosaic

• Invoicing for Purchasing Cards (P-Cards)

An invoice for an order placed using a purchasing

card; not accepted by Mosaic

• Duplicate Invoices

A new and unique invoice number must be

provided for each invoice; Mosaic will reject

duplicate invoice numbers unless resubmitting a

corrected invoice that previously had a failed

status on the Ariba Network

• Paper Invoices

Mosaic requires invoices to be submitted

electronically through the Ariba Network; Mosaic

will no longer accept paper invoices

• Header Level Credit Memos:

The Header Level Credit Memo feature is not

supported by Mosaic

SUPPORTED• Purchase Order Confirmations

Apply against a whole PO or line items

• Advance Shipment Notices

Apply against PO when items are shipped

• Detail Invoices

Apply against a single purchase order

referencing a line item

• Partial Invoices

Apply against specific line items from a

single purchase order

• Service Invoices

Invoices that require service line item

details

• Credit Invoices

Item level credits; price/quantity

adjustments

Ariba NetworkBefore You Begin InvoicingSAP Ariba, January 2016


Customer Invoice Rules

These rules determine

what you can enter when

you create invoices.

Login to your Ariba

Network account.

Click on the

Administration

Navigator on the top right

hand corner and then on

Customer Relationships

under Account Settings.

A list of your Customers is

displayed. Click the name

of your customer (Mosaic

Co.) to view their invoice

rules.

Scroll down to the Invoice

setup section and view

the invoice rules.

Click Done when finished.


Electronic Invoice Routing and notifications

Click on Electronic Invoice

Routing at Administration

Navigator.

Choose one of the following

Invoice routing methods

• Online

• cXML

• EDI

Configure Notifications to

emails (the same way as in

Order Routing).

Creating Invoices


PO-Flip Invoice

To create a PO-Flip Invoice,

select the PO Invoice link

under the Create section in

the navigation menu on the

left.

For PO Invoice select a PO number.

Click on the Create

Invoice button, and then

choose Standard Invoice.


PO Flip Invoice – Header

Invoice is automatically pre-populated with

the PO data. Complete all fields marked

with an asterisk an.

Enter an Invoice #, which is your unique

number for invoice identification.

The Invoice Date will auto-populate.

Shipping can be entered at Line level by

selecting the appropriate radio button.

You can also add some additional

information to the Header of the invoice

such as:

• Special Handling

• Comment

• Attachment-Mandatory for Service

PO’s only. Copy of supplier’s

internal invoice.

• Logistics Documents*

All Invoice attachments must be in

.PDF format.

Attachment file size should not exceed

10MB individually with 100MB total

capacity. All attachments need to be

placed at HEADER Level.

Scroll down to the Line items section to

select the line items being invoiced.


Remove any Applicable Taxes from the Invoice

To remove taxes at the Header Level, then click Remove.

Upon refresh, the tax will be removed.

Click Next.


PO Flip Invoice – Line Items

Line Items section shows the line items

from the Purchase Order.

Review or update Quantity for each line

item you are invoicing.

If line item should not be invoiced, click

on the line item’s Green check mark to

exclude it from the invoice OR click the

check box on 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.


PO Flip Invoice – Line Item Comments

To add comments at the line items select Line Items, then click at Line Item Actions >Add > Comments.

Upon refresh, the Comments field will display. Enter applicable Comments in this field.

Click Next.


Credit Memo / Negative Invoice

To create a credit memo against an Invoice,

select your previously created invoice in your

Outbox.

A button appears on the Invoice screen for

Create Line-Item Credit Memo.

Complete information in the form of Credit Memo

(the amount will automatically be negative).

Make sure that all required fields marked with

asterisk are filled in.

Click Next once done.

Review Credit Memo. Click Submit.

Ariba NetworkModifying InvoicesSAP Ariba, January 2016


PO Flip Invoice – Review, Save, Submit

Review your invoice for accuracy

at Review page displayed. 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

Mosaic Co.

If changes are needed, click

Previous to return to previous

screens and make corrections

before submitting.

Alternatively, Save your invoice

at anytime during invoice

creation to work on it later.

Resume working on the invoice

by selecting it from

Outbox>Drafts on your Home

page.

Note: You can keep draft

invoices for up to 7 days.

NOTE: In case of

any errors, you will

get a notification in

red where

information should

be corrected.


Edit and Resubmit Invoices

Click the Outbox tab.

1. Click the Invoice # for the

failed, or rejected invoice that

you want to resubmit and

click Edit.

Click Submit on the Review

page to send the invoice.

Do not cancel any invoices.

Ariba NetworkDocument Status, Searches and Reports

SAP Ariba, January 2016


Check Invoice Status

If you configured your Invoice Notifications as noted earlier in this presentation, you will receive emails

regarding invoice status.

You can also check invoice status from the Outbox.

ROUTING STATUS

Reflects the status of the transmission of the

invoice to Mosaic via the Ariba Network.

• Obsoleted – You canceled the invoice

• Failed – Invoice failed Mosaic invoicing rules.

Mosaic will not receive this invoice

• Queued – Ariba Network received the invoice

but has not processed it

• Sent – Ariba Network sent the invoice to a

queue. The invoice is awaiting pickup by the

customer

• Acknowledged – Mosaic invoicing application

has acknowledged the receipt of the invoice

INVOICE STATUS

Reflects the status of Mosaic’s action on the Invoice.

• Sent – The invoice is sent to the Mosaic but they

have not yet verified the invoice against purchase

orders and receipts

• Cancelled – Mosaic approved the invoice

cancellation

• Paid – Mosaic paid the invoice or is in the process

of issuing payment. This status applies only if

Mosaic uses invoices to trigger payment

• Approved – Mosaic has verified the invoice against

the purchase orders or contracts and receipts and

approved if for payment

• Rejected – Mosaic has rejected the invoice or the

invoice failed validation by Ariba Network. If Mosaic

accepts invoice or approves it for payment, invoice

status updated to Sent (invoice accepted) or

Approved (invoice approved for payment)

• Failed – Ariba Network experienced a problem

routing the invoice


Check Invoice History

Access any invoice.

Click on the History tab to view

status details and invoice history.

History and status comments for the

invoice are displayed.

Transaction history can be used in

problem determination for failed or

rejected transactions.

When you are done reviewing the

history, click Done.


Search for invoice - Quick Search and Refined Search

QUICK SEARCH

From the Home Tab, Select

Invoices in the Document

type to search, Select Mosaic

from Customer Drop down

menu. Enter Document # , if

known. Select Date Range,

up to 90 days for Invoices.

Click Search.

REFINED SEARCH

Allows a refined search of

Invoices within up to 90 last

days.

Click the arrow to expand

Search Filters from Outbox

(Invoices).

Enter the criteria to build the

desired search filter.

Click Search.


Search for invoice - Reports

Invoice reports provide information on invoices

you have sent to customers for tracking invoices

over time or overall invoice volume for a period of

time.

Failed Invoice reports provide details on failed

and rejected invoices. These reports are useful for

troubleshooting invoices that fail to route correctly.

Note: Reports can be created by Administrator or

User with appropriate permissions.

Click the Reports tab from the menu at the top of

the page. Click Create. Fill in required Information.

Select an Invoice report type — Failed Invoice or

Invoice.

Click Next.

Note: Select (and higher) members may choose

Manual or Scheduled report. Set scheduling

information if Scheduled report is selected.

After specifying Customer and Created Date in

Criteria click Submit.

You can view and download the report in CSV

format when its status is Processed.

For more detailed instructions on generating

reports, refer to the Ariba Network Transactions

Guide found on the HELP page of your account.

Ariba Network Support


Training and resources

Mosaic Co. Supplier Information Portal

Buyer specific information is available in one place. Select the name of your company in the top right

corner and then click the Customer Relationships link.

1 2

• Select the buyer name to view transactional rules:

o Customer Invoice Rules determine what you can

enter when you create invoices

1

• Select Supplier Information Portal to view the

following presentations to learn more about

transacting with Mosaic Co:

o Account Configuration Guide

o Mosaic Co Purchase Order Confirmation and

Ship Notice Guide

o Mosaic Co. Invoice Guide

o Supplier Membership Program / Supplier

Registration Guide

2


Training and resourcesAriba Network standard documentation and useful links

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

Click on the Help link in the upper right hand corner of the page to access Help Center. In Learning center

there is Product Documentation available for Users or Administrators.

Useful Links

Ariba Supplier Membership page - http://www.ariba.com/suppliermembership

Ariba Network Hot Issues and FAQs - https://connect.ariba.com/anfaq.htm

Ariba Cloud Statistics – http://trust.ariba.com

Detailed information and latest notifications about product issues and planned downtime—if any—

during a given day

Ariba Discovery - http://www.ariba.com/solutions/discovery-for-suppliers.cfm

Ariba Network Notifications - http://netstat.ariba.com

Information about downtime, new releases and new features

http://supplier.ariba.com/

http://www.ariba.com/suppliermembership

https://connect.ariba.com/anfaq.htm

http://trust.ariba.com/

http://www.ariba.com/solutions/discovery-for-suppliers.cfm

http://netstat.ariba.com/


Who should you contact?

Supplier Support Post Go-Live• Ariba Network Support for Actively Transacting SuppliersTo contact Customer Support by phone:

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

Click Help Center

Click Support

Click Get help by phone

Note: Only a subset of the documentation is available in a pre-login state. For full content access,

login to your Ariba Network Supplier account and access the same Help menu.

Supplier Support During Deployment• Ariba Network Registration or Configuration Support

Please contact [email protected] for any questions regarding

registration, configuration, Supplier Membership Program fees, or general Ariba Network

questions.

• Mosaic Co. Business Process Support

Please contact the Mosaic Supplier Enablement team at

[email protected] for business-related questions.


mailto:[email protected]

mailto:[email protected]




Supplier support post Go-LiveHelp Center

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

If you forgot your username or password click on

the link Forgot Username or Forgot Password.

To access our Help Center, log into your

account or go to http://supplier.ariba.com.

Click the Help link in top right corner. Click Help

Center and go to Support section.

Search for any topic you would like to know

more about. If none of the articles answers your

query, click on Create Online Service Request

button to contact our Customer Support.

Fill out our webform. Select Problem Type. Note

Mosaic Co. in the Issue Description.



Thank you


Subscription Level Description

Standard This no-cost subscription level provides the tools you need to manage your key order-to-cash documents on the

Ariba Network. It includes reporting functionality, document repository and status, account administration,

PunchOut and CIF catalogs, and toll-free webform access to Ariba customer support.

Bronze This subscription level offers unlimited proposals and one free response to a buyer RFI/RFQ posting through

Ariba Discovery. Personalized guidance from our supplier commerce consulting team helps you optimize your

account for better collaboration with multiple customers. You get access to collaborative commerce training

courses and can showcase your expertise by displaying digital badges that denote your specific e-commerce

capabilities.

Silver You receive two free sales opportunity responses on Ariba Discovery, unlimited use of EDI and cXML-based

integration protocols, and unlimited post-deployment technical support, enabling you to automate the submission

and receipt of order-to-cash documents between your systems and your customers via the Ariba Network.

Gold You receive unlimited free sales opportunity responses through Ariba Discovery. You can reap the benefits of

automated “touchless” transacting with integration adaptors to connect supported accounting systems to Ariba

Network for automated document exchange. Priority access to the supplier commerce consulting team gives you

personalized, expert advice and resources to make the most of your Ariba Network subscription.

Platinum Make collaborative commerce a competitive advantage with extensive connectivity solutions, support, and validation

services that help you provide a fully automated and seamless collaboration. A pass to SAP Ariba Live gives you

access to in-depth e-commerce insights plus exceptional opportunities to network with key prospects and

customers.

Subscriptions Overview

Effective September 2016

© 2014 - 2016 SAP Ariba. All rights reserved.


Supplier Fee Schedule

Transaction Fees

Billed every quarter

0.155% of transaction volume

Capped at $20,000/year (per Relationship)

Subscription Fees

Billed once a year

Annual Document Count

Across All Customer

Relationships

Subscription Annual Fees

5 to 24 documents Bronze $50

25 to 99 documents Silver $750

100 to 499 documents Gold $2,250

500 and more documents Platinum $5,500

Examples

Volume Subscription Transaction Total Annual

60 documents | $35K Standard - $0 $0 $0

4 documents | $500K Standard - $0 $0 $0

60 documents | $500K Silver - $750 $775 $1525

5 and more documents? More than $50K? Usage

NO NO FREE

YES NO FREE

NO YES FREE

YES YES CHARGEABLE

• FREE for all suppliers to join and begin transacting

• No surcharges for suppliers with multiple divisions or business units

• Documents are considered Purchase Orders and Invoices



© 2014 - 2016 SAP Ariba. All rights reserved.