Setup Guide for the ARIBA Invoice Tool Invoice Creation ... · ARIBA Invoice Tool Invoice Creation Tool for ... Two of the benefits of the Ariba implementation include delivery of

Setup Guide for the ARIBA Invoice Tool

Invoice Creation Tool for Suppliers

Author: Supplier Enablement Team, F. Hoffmann-La Roche AG

Version: 2.0.16

Version of related tool: 2.0.15 and 2.0.16 (Accounting)

Effective Date: 2007-05-31

Invoice Creation Tool - User Guide

Version 2.0.16 Page 2 of 40

CONTENTS

1 INTRODUCTION .......................................................................................3

1.1 OTHER WAYS TO FIND INFORMATION............................................................................................3 1.2 USED TERMS ......................................................................................................................................4

1.2.1 Entry of Formatting Rules ....................................................................................... 4 1.2.2 Selection of Excel Sheets ....................................................................................... 4 1.2.3 Reference to other Resources ................................................................................ 4

2 GETTING STARTED...................................................................................5

2.1 ASSUMPTIONS AND PREREQUISITES...............................................................................................5 2.1.1 Ariba SN Account .................................................................................................. 5 2.1.2 cXML Authentication on ASN Supplier Account ..................................................... 5 2.1.3 Workstation PC ...................................................................................................... 5 2.1.4 Microsoft XML 4.0 ................................................................................................. 6 2.1.5 Excel Macro........................................................................................................... 6

2.2 TOOL SET-UP......................................................................................................................................6 2.2.1 Sheet “Home” ........................................................................................................ 7 2.2.2 Sheet “Taxes” ........................................................................................................ 9 2.2.3 Sheet “Ship To”.................................................................................................... 10 2.2.4 Sheet “Buyer” ...................................................................................................... 11 2.2.5 Sheet “Connections” ............................................................................................ 12 2.2.6 Sheet “HeaderLine Options”................................................................................. 14 2.2.7 Additional Fields (Extrinsics) in “Invoice Details”................................................... 16 2.2.8 FAQs ................................................................................................................... 17

3 USING THE TOOL ...................................................................................18

3.1 STRUCTURE OF THE SHEET “INVOICE DETAILS” ......................................................................... 18 3.2 EXAMPLES IN THE SHEET “INVOICE DETAILS”............................................................................ 24 3.3 ENTERING DATA MANUALLY ....................................................................................................... 27 3.4 LOADING DATA FROM A FILE ....................................................................................................... 28

3.4.1 Load File Format .................................................................................................. 28 3.4.2 Sheet “Load Options”........................................................................................... 29 3.4.3 Load button ......................................................................................................... 31

3.5 CHECKING DATA............................................................................................................................. 32 3.6 SENDING DATA ............................................................................................................................... 33

4 APPENDIX ..............................................................................................34

4.1 COUNTRY CODES ........................................................................................................................... 34 4.2 CURRENCY CODES ......................................................................................................................... 35 4.3 LANGUAGES..................................................................................................................................... 36 4.4 HIDE AND UNHIDE SHEETS ........................................................................................................... 37 4.5 VISIBILITY OF ROW AND COLUMN HEADERS............................................................................. 39



1 Introduction Two of the benefits of the Ariba implementation include delivery of electronic invoices via the Ariba Supplier Network (ASN) and detailed, automated reconciliation of the invoices within Ariba Buyer.

With the Ariba Supplier Network electronic documents can be processed from buyer to supplier and vice versa. The transaction documents are supposed to be in cXML format. The cXML standard is provided by cxml.org.

Ariba has developed the Invoice Creation tool based on Excel described in this document in order to facilitate the process of creating and submitting correctly formed cXML invoices.

Note: In this manual we have abstained from mentioning trademark rights of listed companies or products. But this does not mean that there aren’t trademark rights.

1.1 Other Ways to find Information

Additional information you will find on the following web sites:

1. www.cxml.org: This website provides:

• „cXML User Guide“ – Description of cXML basics including description of protocols, cXML terms, description of electronic orders and invoices, etc.

• InvoiceDetail.zip – You will find an actual InvoiceDetail.dtd and adequate .mod files

2. supplier.ariba.com: Suppliers need an ASN account to send electronic invoices to Roche. There are several ways to create and send electronic invoices to the ASN.

Information you will find on help section in your ASN Account. The section „Documentation@Ariba“ contains several useful documents for suppliers which are separated in the following categories:

o Supplier Documentation

o Buyer Documentation

o Catalog Documentation

o cXML Documentation

o EDI Documentation

o FAQs, etc.

3. http://msdn2.microsoft.com/en-us/xml/bb190622.aspx: This web site contains all necessary information about MSXML 4.0 web services.



1.2 Used Terms

1.2.1 Entry of Formatting Rules

Most Excel work sheets contain a grey coloured format columns or rows which explain, whether there are inputs necessary in the neighbour fields. Some of these rules can be combined:

Grey Row / Column

Content Meaning

required An Input is necessary.

optional Input is not necessary. Field can be empty.

auto This field will be filled automatically by the tool. Any manual entry will be ignored.

-numN The input must be numeral that means numbers, decimals (with point or commas depending on country settings). The suffix ‘N’ specifies the number of decimals which will be considered by the tool.

-date Must be a valid formatted date. The accepted date formats depend on the workstation settings.

<blank> When the grey columns or rows don’t contain a comment then the neighbour field can be empty and if you enter something, there are no formatting rules.

1.2.2 Selection of Excel Sheets

All Excel sheets are list as sub menus which are separated by vertical lines, e.g. Format | Sheet | Unhide. That means: Click on “Format“ in the menu, here choose the sub menu “Sheet” and than click on “Unhide”.

1.2.3 Reference to other Resources

References to other documents or resources are written cursive.



2 Getting Started In this chapter installation and configuration of the Invoice Excel Tool will be explained.

2.1 Assumptions and Prerequisites When you plan to send cXML invoices from your company directly to your ASN account with the Invoice Excel Tool then you need to fulfil the following prerequisites:

2.1.1 Ariba SN Account

You must have a valid Ariba SN supplier account and it must be fully enabled, not a preview account. In addition you must have account administrator privileges to change your account settings, such as cXML authentication method.

For more information about Ariba SN accounts, see the “ASN Account Management Guide” (available on the ASN Help – “Documentations@Ariba”).

2.1.2 cXML Authentication on ASN Supplier Account

To identify cXML documents, ASN is using the so called “Shared Secret” method.

Please consider the following important notes on the “Shared Secret” method:

1. Functionality:

When you enter a confidential text string, the ”Shared Secret”, then all cXML documents which were sent between your system and your ASN account contains this Shared Secret for authentication. This is the only way to authenticate documents supported by the tool.

2. Configuration of your ASN account:

You must have configured the Shared Secret method on the Ariba SN supplier account. Login to your test and production account and perform the following setup:

Go to Configuration | Electronic Order Routing. Now click on “cXML Setup“. Enter a confidential text string.

Then go back to the Configuration Dashboard to Electronic Invoice Routing | Capabilities & Preferences and choose the invoice method “cXML”.

3. Hints to the Shared Secret:

• Please consider that the Shared Secret is not the same as the login pass word. But: for accounts created prior to June 2003 the default/initial shared secret is identical to the (first) admin login password.

• You need to set up a Shared Secret on your test and your production account. Please consider that the passwords need to be different.

• You can not change your Shared Secret, if you don’t know the old one. In this case please contact Ariba Support via Support form on your ASN account.

2.1.3 Workstation PC

• Microsoft Windows 98 or later. • Microsoft Excel 2000 or later (Excel 97 might work but is not officially supported).



2.1.4 Microsoft XML 4.0

Microsoft XML 4.0 (SP2) or higher must be installed.

• To download the parser please go to: http://www.microsoft.com/downloads/details.aspx?familyid=28494391-052b-42ff-9674-f752bdca9582&displaylang=en

• You will find the Microsoft “XML Developer Centre” on the web site: http://www.microsoft.com/xml . Here you will find additional information to XML and the latest version of the XML parser, too.

This site contains all the necessary information regarding MSXML 4.0 web services. Hint (not for Windows XP): Be sure to install the “Windows Installer 2.0” before you download the msxml.msi file!

2.1.5 Excel Macro

Open the Excel file (“RochePharma_InvoiceTool.xls”).

If you don’t want to be asked to “enable Macros” or “Trust access to VB project” go to Tools | Macro | Security | Security Level and select “Medium” and in Tools | Macro | Security | Trusted Publishers select “Trust access to Visual Basic Project”, then close and reopen the file.

2.2 Tool Set-up Before you start creating and sending invoices with the Invoice Excel tool to your ASN account, you need to configure it. Some settings are pre-configured by Roche, therefore you only need to check them. The necessary parameters are spread over several tool sheets as described below.

In the tool the following sheets exists:

• Home (described in chapter 2.2.1 Sheet “Home”)

• Invoice Details (see 3.1 Structure of the sheet “Invoice Details”)

• Taxes ( 2.2.2 Sheet “Taxes”)

• Ship To ( 2.2.3 Sheet “Ship To”)

• Buyer ( 2.2.4 Sheet “Buyer” )

• Connections ( 2.2.5 Sheet “Connections”)

• HeaderLine Options 2.2.6 Sheet “HeaderLine Options”)

• Load (only technical sheet, do not remove)

• Load Options ( 3.4.2 Sheet “Load Options”)

• Languages ( 4.3 Languages)

• Units (list of units of measure)

• Currencies ( 4.2 Currency Codes)

• Countries ( 4.1 Country Codes)

When you receive the Invoice Excel Tool, the forms Load, Languages, Units, Currencies, Countries are hidden for transparency reasons. These forms are only code tables. At the end of this manual you will find the important tables with the country, currency or language codes.

Note: A description how to hide or unhide sheets you will find in chapter 4.4 Hide and Unhide Sheets



If you have problems while configuring the tool or entering data, please contact the Supplier Enablement Team of Roche, mailto: [email protected].

2.2.1 Sheet “Home”

The Home worksheet contains your company business details such as billing and ship from addresses and payment details.

The following table describes the entries on the Home worksheet:

Description Required Format Comments

Supplier Remit To1 and Ship From Addresses (both required):

Address Id No string Unique identifier assigned to the Supplier’s RemitTo or ShipFrom address

Address Name Yes string Name of the address location

Deliver To No string Contact name

Street 1 Yes string

Street 2 No string

Street 3 No string

Street address line(s)

1 The “RemitTo” address is the address of supplier, where the bill was sent from. The “ShipFrom” is the address of supplier where the ordered products were sent from.




City Yes string City name

State/County No string

County name or state code

E.g. used in U.S., but not in Germany or Switzerland.

Postcode Yes string Postal code or zip code

Country Code Yes see 4.1 ISO 3166 2 letter country code; e.g. “GB”

VAT Number Yes string VAT registration number of supplier



2.2.2 Sheet “Taxes”

The Taxes worksheet is used to specify the taxes applicable to the invoices that you will be submitting via the tool. At least one tax must be specified. In general, the tool already contains some pre-defined tax codes. If you want to change these tax codes, please contact your Supplier Enablement Team first.

The following table describes the entries on the Taxes worksheet:


Code Yes string

An arbitrary code used to specify which tax applies to an invoice line item;

E.g. “CH_7.6”, “CH_2.4”, “DE_19.0”.

Category No string Category of tax; e.g. “vat”

Percentage Rate Yes num2 Percentage rate applicable for the tax

Description No string A description of the tax type



2.2.3 Sheet “Ship To”

The Ship To worksheet can contain all addresses to which you ship orders. You can use this worksheet to auto-fill the ship to details in the “Invoice Detail” worksheet. You only need to fill in the Address Id in the sheet “Invoice Details”. But you can also use the table to validate the address details on each line of the Invoice Details worksheet against the entries you provide in this worksheet.

Each address is entered on a separate row as follows:


Address Id Yes string Unique identifier assigned to the Buyer’s Ship To address. The IDs are predefined and will be sent from Roche in the order.

Address Name Yes string Name of the address location

Deliver To No string Contact details

Street 1 Yes string

Street 2 No string

Street 3 No string



State/County No string County name or state code


Country Code Yes See [3] ISO 3166 2 letter country code; e.g. “GB”



2.2.4 Sheet “Buyer”

The Buyer worksheet contains the bill to – addresses of F. Hoffmann-La Roche AG and is filled when you install the tool. As there are strict conventions for the bill to-address, please contact your Supplier Enablement Team before changing.

The following table describes the entries on the Buyer worksheet:


Address Id Yes string Unique identifier assigned to the Buyer’s billing address.

Address Name Yes string Name of the address location, e.g.

Deliver To Yes string Contact name / Accounts Payable

Street 1 Yes string

Street 2 Yes string

Street 3 Yes string



State/County No string County name or state code


Country Code Yes string ISO 3166 2 letter country code; e.g. CH



Note: Please consider that the bill to-address depends on the Roche partition you create the invoice for. Therefore, it is not possible, to create and send invoices for different Roche partitions at the same time. But you can use different copies of this tool.

2.2.5 Sheet “Connections”

The Connections worksheet is used to enter the settings required to communicate with the ASN including proxy settings if necessary. The entries in this sheet are elementary for communication with the ASN.

The following table describes the entries on the “Connections” sheet:


Deployment Mode Yes string

“production” or “test”

It is recommended to use two separate files for production and test mode.

Credentials:

Supplier NetworkID Yes string

The network id as assigned. No ‘-t’ need to be entered. It will automatically be assigned based on the deployment mode.

You will find the NetworkId, when you log in your ASN account. It is visible in the white box on the left side on top.




Shared Secret Yes string

The shared secret as entered in your ASN account.

Please be aware that the Shared Secret for test and productive ASN account may be different.

Information about Shared Secret you will find in 2.1.2 “cXML Authentication on ASN Supplier Account”.

Posting URL The complete URL to which cXML documents are sent is hard coded in the Visual Basic macro.


Proxy Settings:

Proxy Name No string Proxy Name includes port settings. e.g. yourproxy.com

Proxy Credentials:

User Name No string Enter user name if required

Password No string Enter password for proxy if required

Maximum Lines per Document No num

Maximum number of line items in a single invoice; do not modify this entry unless instructed.

Initially set to zero which indicates that there is no maximum.

Invoice Purpose Yes string “standard”; do not modify this entry unless instructed by Roche.

Invoice Operation Yes string “new”; do not modify this entry unless instructed by Roche.

Note: When you have finished entering the passwords you can hide the entire worksheet. How to do this, please see chapter 4.4 Hide and Unhide Sheets.



2.2.6 Sheet “HeaderLine Options”

The HeaderLine Options worksheet is used to specify Tax, Special Handling, Shipping, and Discount Amounts at Invoice Summary Level or at Invoice Detail Level. This sheet is also used to include or exclude Accounting Information and Payment terms.

Note: If you send accounting information in the invoice, please consider that the

accounting information should be sent always “in line”.

Note: Please consider that not all combinations are possible (see the following table).

The following combinations are allowed:

Shipping Costs Special Handling Discount

Header Line Header Line Header Line

Header Yes No Yes No Yes No Tax

Line No Yes No Yes No Yes

In short this means:

When tax is calculated on header level then all other costs like shipping or special handling must be calculated on header level, too.

When tax is calculated on line level then all other costs like shipping or special handling must be calculated on line level, too.



The following table outlines in detail each option.

Option Comments

Shipping Costs To specify shipping amount at invoice summary level activate „in Header“ and to specify at invoice detail line item level activate „in Line“.

If shipping amount is specified at invoice summary level then for a single invoice the shipping values have to be the total shipping amount in every line. Otherwise an error is displayed.

Special Handling Costs To specify special handling amount at invoice summary level activate „in Header“ and to specify at invoice detail line item level activate „in Line“.

If special handling amount is specified at invoice summary level then for a single invoice special handling values have to be the total special handling amount in every line. Otherwise an error is displayed.

Discount To specify discount amount at invoice summary level activate „in Header“ and to specify at invoice detail line item level activate „in Line“.

If discount amount is specified at invoice summary level then for a single invoice discount values have to be the total discount amount. Otherwise an error is displayed.

Tax To specify tax amount at invoice summary level activate „in Header“ and to specify at invoice detail line item level activate „in Line“.

If tax is specified at invoice header level then for a single invoice tax codes have to be the total tax amount. Otherwise an error is displayed.

Accounting To include accounting information at invoice detail line

item level activate „in Line“. If set to „in Header“, then Accounting information is ignored.

Payment Terms To include Payment Terms set to „include“, else „exclude“.

This option is not used at moment and therefore, deactivated.

Shipping Information The shipping information means the Ship From and Ship To addresses. It is necessary to include shipping information, if you send shipping costs.

The default setting is “include”. If you need to change this setting, please contact your Supplier Enablement Team.

If set to „exclude“, the shipping details will not be send.



2.2.7 Additional Fields (Extrinsics) in “Invoice Details”

If additional fields (so called extrinsics) are necessary, the Supplier Enablement Team of Roche will customize your tool. But for completeness the customisation is explained here: 1. Make sure to unhide all rows (1-7) in the Invoice Details worksheet 2. Add columns as needed (anywhere in the Invoice Details worksheet) 3. In row 2 enter the extrinsic name (it will be used in the XML document as the

attribute name of the extrinsic) 4. In row 7 enter your data requirements:

• “optional” or “required”

• “-extDetail” or “-extHeader” to define if line item or header extrinsic

• Define data type definitions as needed: -date -num (with num2 indication 2 decimals) -cur -bool (values allowed: true,false,1,0,t,f,y,x,n) � true or false

For example to define an optional line level extrinsic in numbering type with no decimals use: optional-extDetail-num0.



2.2.8 FAQs Question 1: I do not have shipping information. How do I set the tool for NOT sending shipping info? Answer: Go to worksheet „HeaderLine Options“. Set the option ”Shipping Information” to “exclude”. Question 2: How can I stop checking ShipTo information against values specified in Worksheet „Ship To“? Answer: Go to worksheet „Invoice Details“. Set rule row value (line 7) for column “ShipTo.AddressID” to „optional“. Question 3: I have shipping information but no Roche specific address Ids. How can I send this shipping information? Answer: Step 1: Go to worksheet “HeaderLine Options”. Set the option “Shipping Information” to “include”. Step 2: Go to worksheet “Invoice Details”. Set the rule row value (line 7) for column “ShipTo.AddressID” to „optional“.

Question 4: How do I check ShipTo information specified under Worksheet „Invoice Details“ against values specified in worksheet „Ship To“? Answer: Go to worksheet „Invoice Details“. Set the rule row value (line 7) for column ShipTo.AddressID to „optional-shipto“.



3 Using the Tool The Invoice Tool can be used to enter manually invoice details or to load invoice details from a file. Data which has been entered or loaded will be validated before they are sent to the ASN. For both functions the sheet “Invoice Details” is used.

3.1 Structure of the sheet “Invoice Details”

• Row 1 of the sheet contains the three buttons used to Load a file, Send the data to the Ariba SN and Check the data. These functions are described below in sections 3.4.3, 3.5 and 3.6 respectively.

• Row 2 is normally hidden and contains the names of the columns.

• Rows 3, 4 and 5 contain the data column headings.

• Row 6 is used to enter default data values for each column. The correct usage of this feature is described below.

• Row 7 contains the formatting rules for each column.

• Rows 8 and onwards contain the data entered or loaded invoice line data.

The following table describes all the entries on the Invoice Detail worksheet:


Invoice Number Yes string The unique invoice number – all line items of an invoice must be in contiguous rows.

Invoice Date Yes date The date of the invoice – all line items of an invoice must have the same invoice date.

Comments (Header) No string Comments can be added on header level.

Invoice Line Number Yes num0

The line item number – each line item of an invoice must have a unique number. It is not allowed to use row number “0”.

Purchase Order Number ** string

The purchase order number for this line item – all the lines of an invoice that reference the same purchase order should be grouped together.

Please make sure that the order number is send back completely and exactly like it is on the order (that means spellings and others).

Purchase Order Line Number Yes num0

The line number from the purchase order. It is not allowed to use row number “0”.




Master Agreement ID ** string

The master agreement id if the invoice refers to a contract instead of a purchase order. (Not used with PO invoices).

Supplier Part Number No string Item number of supplier. Must not be the same as in the order

Line Item Description Yes string Item description of supplier.

Serial Number No string Not used at Roche

Currency Yes See

reference table

ISO 4217 Currency code; e.g.

“EUR” – all line items of an invoice must have the same currency.

Account Category optional string

Account category, e.g.

K – Cost center => When „K“ is entered, please fill the field "Cost Center".

F - internal order => When F is entered, please fill the field "Internal Order".

Y – capex / internal order => When Y is entered, please fill the fields "Cost Center" and "Internal Order".

You will be informed by Procurement or Accounts Payable of Roche about the fields to fill.

Cost Center optional string Cost center for this invoice line.

Internal Order optional string Roche internal order number for this invoice line.

GL Account optional string General ledger for this invoice line.

Item

Quantity Yes num Charged quantity

Unit of Measure Yes See

reference table

UN/CEFACT (Recommendation 20) Unit of Measure code; e.g. “EA” - Must be the same as on the order.

Unit Price Yes num2 Amount per unit of measure

Amount No num2 Total Amount per line. Calculated/checked while validation.




Taxable Amount No num2

When left blank, the tool copies item amount. If tax is on header, all line items of an invoice must have the total taxable amount value (see “HeaderLine Options”).

Tax Code Yes See

reference table

A tax code defined in the “Taxes” worksheet. If tax is on header, all line items of an invoice must have the same value (see “HeaderLine Options”).

Tax Amount No Num4

Calculated/checked while validation using item taxable amount and item tax code. If tax is on header, all line items of an invoice must have the total tax amount (see “HeaderLine Options”).

Discount

Percentage No num2

Discount Percentage. If discount is on header, all line items of an invoice must have the same value (see “HeaderLine Options”).

Amount No num2

Total Amount Discount per line/per invoice. Calculated/checked while validation using item amount and discount percentage, if discount percentage is set. If discount is on header, all line items of an invoice must have the total discount amount value (see “HeaderLine Options”).


When left blank, the tool copies discount amount. If discount and / or tax are on header, all line items of an invoice must have the total taxable amount (see “HeaderLine Options”).




Tax Code No See

reference table

A tax code defined in the “Taxes” worksheet. Required, if discount taxable amount is set. If discount and / or tax are on header, all line items of an invoice must have the same value (see “HeaderLine Options”).

Tax Amount No Num4

Calculated/checked while validation using discount taxable amount and discount tax code. If discount and / or tax are on header, all line items of an invoice must have the total tax amount value (see “HeaderLine Options”).

Special Handling Costs

Amount No num2

Total amount special handling costs per line/ per invoice. If special handling costs are on header, all line items of an invoice must have the total special handling amount (see “HeaderLine Options”).


When left blank, the tool copies special handling costs amount. If special handling costs and / or tax are on header, all line items of an invoice must have the total taxable amount (see “HeaderLine Options”).

Tax Code No See

reference table

A tax code defined in the “Taxes” worksheet. Required, if special handling Costs taxable amount is set. If special handling costs and / or tax are on header, all line items of an invoice must have the same value (see “HeaderLine Options”).

Tax Amount No Num4

Calculated/checked while validation using special handling costs taxable amount and special handling costs tax code. If special handling costs and / or tax are on header, all line items of an invoice must have the total tax amount (see “HeaderLine Options”).




Shipping Costs

Amount No num2

Total amount shipping costs per line/ per invoice. If shipping costs are on header, all line items of an invoice must have the total amounts of shipping costs (see “HeaderLine Options”).


When left blank, the tool copies shipping costs amount. If shipping costs and / or tax are on header, all line items of an invoice must have the same value (see “HeaderLine Options”).

Tax Code No See

reference table

A tax code defined in the “Taxes” worksheet. Required, if shipping costs taxable amount is set. If shipping costs and / or tax are on header, all line items of an invoice must have the same value (see “HeaderLine Options”).

Tax Amount No Num4

Calculated/checked while validation using shipping costs taxable amount and shipping costs tax code. If shipping costs and / or tax are on header, all line items of an invoice must have the total tax amount (see “HeaderLine Options”).

Gross Amount No num2 Calculated automatically.

Net Amount No num2 Calculated automatically.

Tax Amount No num2 Calculated automatically.

Due Amount No num2 Calculated automatically.

Ship Date Yes Date The date of shipping of the line item




Ship To Address:

Address Id Yes shipto Unique identifier assigned to the Ship To address

Address Name Yes* string Name of the address location

Deliver To * string Contact name

Street 1 Yes* string

Street 2 * string

Street 3 * string


City Yes* string City name

State/County * string County name or state code

Postcode * string Postal code or zip code

Country Code Yes* See

reference table

ISO 3166 2 letter country code; e.g. “GB”

* If cell is left empty then the value is copied from the Ship To worksheet, otherwise the entry is compared to the value in the Ship To worksheet.

** Each line of an invoice must contain either a PO number or a Master Agreement ID.



3.2 Examples in the sheet “Invoice Details” The example contains 3 invoices to 3 different orders. These are the described scenarios:

A) Invoice 1: Standard

Invoice to order EPBAaaaaa1 (test order); contains 2 items (1. pos. = Rohrleitung / 2. Pos. = Material); unit of measure (1. pos. = 5 pieces / 2. pos = 1 pieces); values (1. pos. = 118.15 CHF unit price / 2. Pos. = 100.00 CHF unit price); delivery date (27.06.2005); taxable with 7.6%.

B) Invoice 2: Example with different tax codes

Invoice to order EPBAaaaaa2 (test order); contains 2 items (1. pos. = Bleistifte / 2. pos. = Zeitschriften); unit of measure (1. pos. = 250 pieces / 2. pos = 20 pieces); values (1. pos. = 0.35 CHF unit price / 2. pos. = 1.50 CHF unit price); delivery date (27.06.2005); tax: pos. 1 with 7.6% / pos. 2 with 2.4 %.

C) Invoice 3: Example with special handling costs

Invoice to order EPBAaaaaa3 (test order); contains 2 items (1. pos. = Rohstoff 08/15 / 2. pos. = Rohstoff 4711); unit of measure (1. Pos. = 1 pieces / 2. Pos = 2 pieces); values (1. pos. = 1500.00 CHF unit price / 2. pos. = 700.00 CHF unit price); delivery date (27.06.2005); tax: pos. 1 with 7.6% / pos. 2 with 2.4 %. There are additional shipping costs for item 2 (50.00 CHF) which are taxed with 7.6 %.

Scrolled to the left:



Scrolled to the middle:

Scrolled a bit to the right:



Scrolled to the right end:



3.3 Entering Data Manually

Entering invoice details manually is intended to be used only when you have a limited number of invoice lines.

You enter the data directly into the Invoice Details spreadsheet.

These are the rules:

• The invoice line items must be in consecutive rows without empty lines.

• All the lines of a single invoice must be together and each line must have a line number which is unique within the invoice.

• All the lines of an invoice which reference the same purchase order should be grouped together.

The tool provides a number of helpful features when used for manual data entry.

• You can enter a default value for each column in the white row between the column headings rows and the formatting rules row. Hint: Use this feature e.g. to specify the currency for every line.

• The formatting row (grey background) specifies the data type (like data, number …) for each column.

• When Amount, Taxable Amount, Net Amount, Tax Amount, Gross Amount and Due Amount fields should left blank, the tool calculates and displays the amounts during validation (dark grey background).

• When the Ship To address fields are left blank, the tool uses the Ship To Address ID to look up the address in the Ship To worksheet and included the details during validation.



3.4 Loading Data from a File There are three steps required to load invoice details from a file:

1. Create the file (see below for formatting details).

2. Select the appropriate options on the Load Options worksheet.

3. Click the Load button on the Invoice Details worksheet.

3.4.1 Load File Format

The load file contains invoice line data and, optionally, Buyer billing information.

These are the rules:

• All the fields used must be present on each line and be in correct order (like the column names), but optional fields can be empty and defaults like currency can be used in the tool.

• The file must be in Windows format (i.e. not Unix format) and should have the file type “.txt” or “.csv”.

• The first line may optionally contain the Buyer’s billing information and this must exactly match the entries in the Buyer worksheet (the field order is fixed):

AddressID, AddressName, DeliverTo, Street1, Street2, Street3, City, StateOrCounty,

Postcode, CountryCode, VatNumber

• The second line may contain column headers; either column names or column labels. When this option is used then the subsequent lines must contain the invoice line item data in the order specified by the column headers, one file line per invoice line.

• When the invoice header line is omitted then the fields must be specified in the same order as they are displayed in the worksheet.

• The delimiter between each field value can be whatever character is convenient (tab and semicolon are often a good choice).

• The field values can be enclosed in double or single quotes if required.

• The decimal number separator used in the file can be either a point or a comma. The options actually used must be correctly set up as described in section 3.4.2 below.

• If a cell is left empty, it isn’t allowed to fill in blanks.

Below is an example of a CSV file using semicolon as the field delimiter, double quote as the text qualifier and a point as the decimal separator. The file contains a buyer identification line, a column header line and one invoice detail lines.

"10716556";"Corporate Centre London";"Billing department";"1 High Street";;;"Newtown";"Surrey";"NT1 4XY";"GB";"GB1234567890" "invoiceNumber";"invoiceDate";"invoiceLineNumber";"purchaseOrderNumber";"purchaseOrderLineNumber";"supplierPartNumber";"partDescription";"currencyCode";"unitPrice";"unitQuantity";"taxCode";"unitOfMeasure";"shipDate";"addressID" "ABC666";6-11-03;"1";"PO1";1;"XYZ123";"Widget";"EUR";10;3;"A";"EA";5-29-2003;10716567



3.4.2 Sheet “Load Options”

The Load Options worksheet is used to specify the format of the CSV files which you load into the tool.

Every combination is allowed.



In the following table the options are described:

Option Comments

Field delimiter Select the character used to separate the individual fields/columns of data in the file.

If the delimiter character is not Tab, Semicolon, Comma or Space then select the Other option and specify the character used in the textbox.

If the selected delimiter character also can occur in the data fields then you will have to use one of the Text qualifiers (see below).

Text qualifier The character placed before and after text fields.

Either Double quote or Single quote must be used if the

selected Field delimiter (see above) can occur in the data fields. Select None if the field data is not enclosed in quotes.

Do not select a text qualifier which can also occur in the data; e.g. using Double quote for “4” diameter pipe” (“ means inch) will cause problems, use single quotes or none instead.

Decimal separator Depending on the region of the world, either a Comma “,” or a Point “.” May be used to separate the whole and fractional parts of a number.

Select the decimal separator which is used in the file to be loaded; i.e. the setting from the computer which produced the file (this is not necessarily the same as the setting of the workstation on which the e-Invoicing tool is being used).

Buyer Identification Specify whether the Buyer identification is Present as first line or None.

Buyer identification is not necessary.

Invoice details Specify whether Column names or Column labels or No column headers are used.



3.4.3 Load button

Initiate file loading by clicking the Load button on the Invoice Details worksheet. You will be reminded that all the existing invoice data will be overwritten.

You will be prompted to select the file to be loaded (you can still cancel the load operation at this point). Select the file and click on Open (or OK or other dialogue confirmation button – it depends on the version of Excel being used) and the tool will attempt to load the file.

The tool will display an error message if it is unable to load the invoice data. If the tool displays such a message, correct the problem and try again.



3.5 Checking Data To validate the data either entered by hand or loaded from a file without sending it to the ASN, click the ”Check without sending” button on the Invoice Details worksheet. All Supplier, Buyer, Tax, Connection and Invoice Details data are validated.

When everything is ok, you will receive the following message:

An error message will be displayed if any problem is discovered during checking. The error messages are self-explanatory. In the case of the Invoice Details, the tool will activate the problem cell so that you can see exactly what the current unacceptable value is.



3.6 Sending Data Only valid data can be sent to the Ariba SN. The Send button will not send any data to the ASN until all the data passes validation.

Important: Confirmation of correct sending of an invoice document by the tool does not imply that the invoice can be processed by Ariba Supplier Network or the Ariba Buyer system. To see the details about any failed invoice you must log in to your ASN account and check the status of invoice that has failed.

In your supplier configuration on the Ariba Supplier Network you should set-up a notification email for any failed invoices. Please log into your ASN account and choose Configuration | Electronic Invoice Routing | Notifications. Here you can add up to 3 email addresses.

The send operation will be aborted if the tool is unable to connect to the Ariba SN or when the Ariba SN rejects an invoice document.

A copy of the XML document is placed in the Archive sub-folder. The filenames are composed of the invoice number, date sent, status (“OK” or “Failed” plus response code) and the file type “.xml”; e.g.

• INV6006_20030602_OK.xml

• INV6006_20030602_Failed_400.xml



4 Appendix

4.1 Country Codes The following table contains the ISO 3166 2 letter country code for selected European countries:

Alpha-2 Code Country Name AT Austria

BE Belgium

BG Bulgaria

CA Canada

CH Switzerland

CY Cyprus

CZ Czech Republic

DE Germany

DK Denmark

EE Estonia

ES Spain

FI Finland

FR France

GB United Kingdom

GR Greece

HU Hungary

IE Ireland

IT Italy

LI Liechtenstein

LT Lithuania

LU Luxembourg

LV Latvia

MT Malta

NL Netherlands

NO Norway

PL Poland

PT Portugal

RO Romania

SE Sweden

SI Slovenia

SK Slovakia

US United States



4.2 Currency Codes The following table contains the ISO 4217 3 letter currency code for selected currencies:

CodeA Name BGN Bulgarian Lev

CAD Canadian Dollar

CHF Swiss Franc

CYP Cyprus Pound

CZK Czech Koruna

DKK Danish Krone

EUR Euro

GBP Pound Sterling

HRK Croatian kuna

HUF Forint

ISK Iceland Krona

LTL Lithuanian Litas

LVL Latvian Lats

MTL Maltese Lira

NOK Norvegian Krone

SEK Swedish Krona

SKK Slovak Koruna

USD US Dollar



4.3 Languages The following table contains the ISO 639 code for selected languages:

Locale Language Country bg-BG Bulgarian Bulgaria

cs-CZ Czech Czech Republic

da-DK Danish Denmark

de-AT German Austria

de-CH German Switzerland

de-DE German Germany

de-LU German Luxembourg

el-GR Greek Greece

en-GB English United Kingdom

en-IE English Ireland

en-US English United States

es-ES Spanish Spain

et-EE Estonian Estonia

fi-FI Finnish Finland

fr-BE French Belgium

fr-CH French Switzerland

fr-FR French France

fr-LU French Luxembourg

hr-HR Croatian Croatia

hu-HU Hungarian Hungary

is-IS Icelandic Iceland

it-CH Italian Switzerland

it-IT Italian Italy

lt-LT Lithuanian Lithuania

lv-LV Latvian Latvia

mk-MK Macedonian Macedonia

nl-BE Dutch Belgium

nl-NL Dutch Netherlands

no-NO Norwegian (Nynorsk) Norway

pl-PL Polish Poland

pt-PT Portuguese Portugal

ro-RO Romanian Romania

sk-SK Slovakian Slovakia

sl-SL Slovenian Slovenia

sv-SE Swedish Sweden



4.4 Hide and Unhide Sheets

Some of the sheets e.g. Load, Languages, Units, Currencies, Countries, are hidden when you receive the tool. To unhide these sheets, please do the following: 1. Go to the menu and click there on Format | Sheet | Unhide.

2. A small window shows all hidden sheets. Now click on the sheet you want to unhide

and then onto the button „OK“.



3. The sheet will open immediately and you can choose it in the bottom menu.

4. To hide this sheet again, open the sheet you want to hide and click on Format | Sheet | Unhide. The sheet isn’t visible any longer.



4.5 Visibility of Row and Column Headers 1. The row and column headers are not visible.

2. To view them, click on Tools | Options.



3. A small window opens. Choose here View and activate the Row & column headers below Window Options“.

4. Now, the row and column headers are visible and you can activate whole rows and

columns.

Documents

Setup Guide for the ARIBA Invoice Tool Invoice Creation ... · ARIBA Invoice Tool Invoice Creation Tool for ... Two of the benefits of the Ariba implementation include delivery of