Supplier Guide for the Ariba SN

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© 2009 AT&T Intellectual Property. All rights reserved. AT&T, the AT&T

logo and all other AT&T marks contained herein are trademarks of AT&T Intellectual Property and/or AT&T affiliated companies. All other marks

contained herein are the property of their respective owners.

AT&T EPIC

Supplier Guide for the Ariba SN

A Supplement to the Ariba Supplier Network Transactions Guide

TABLE OF CONTENTS

I. INTRODUCTION ............................................................................................................................... 1

II. REGISTERING ON THE ARIBA SUPPLIER NETWORK .......................................................... 2

III. LOGGING IN AND VIEWING THE INBOX ................................................................................. 3

IV. SETTING UP NOTIFICATIONS ..................................................................................................... 6

V. UNDERSTANDING THE PURCHASE ORDER ............................................................................ 9

SUMMARY LEVEL ............................................................................................................................................ 9 PO Corrections....................................................................................................................................... 9

LINE ITEM DETAIL ........................................................................................................................................... 9 Comments ............................................................................................................................................. 9 Other Information – Line Item Level ....................................................................................................10

CHANGED ORDERS .........................................................................................................................................10

VI. CREATING THE ORDER CONFIRMATION .............................................................................. 11

REVIEW CONFIRMATION .................................................................................................................................11

VII. CREATING THE SHIP NOTICE .................................................................................................... 14

REVIEW SHIP NOTICE .....................................................................................................................................14

VIII. CREATING THE INVOICE .............................................................................................. 16

REJECTED INVOICE RETURNED TO SUPPLIER ........................................................................................................21 ISSUING A NEGATIVE INVOICE FOR CREDIT ..........................................................................................................21 REVIEW INVOICE ............................................................................................................................................23 SUMMARY: WHAT NOT TO DO ON AN INVOICE ..................................................................................................23

IX. WHERE TO FIND HELP ................................................................................................................. 25

Supplier Guide for the Ariba Supplier Network (AN48) AT&T EPIC Edition

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I. INTRODUCTION

AT&T’s Enterprise Purchasing (EPIC) system uses the Ariba Supplier Network (Ariba SN) to communicate with suppliers via the Internet. This communication primarily consists of sending purchase orders to and receiving invoices from suppliers. The Ariba SN offers several ways of establishing electronic communication between AT&T and our suppliers, including online, email, fax, EDI, and cXML. The focus of this document is online communication. AT&T will place its purchase orders (POs) on a secure Ariba SN Internet site that only you can access using a username and password that will be assigned to you by Ariba. The PO will reference appropriate terms, conditions or associated contracts. Upon receiving a PO from AT&T on the Ariba SN, you may access this same site to:

Submit your order confirmation

Submit your ship notice

Submit your invoice In each case, data from the PO is used to pre-populate the document being submitted. The instructions provided in this document have been created as a supplement to the standard Ariba instructions in order to assist suppliers with creating online Order Confirmations, Ship Notices, and Invoices against AT&T Purchase Orders. (Note: The Ariba SN sample screen shots found throughout this document correspond to Ariba SN Release 48.)


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II. REGISTERING ON THE ARIBA SUPPLIER NETWORK

The AT&T Enterprise Purchasing system requires that AT&T suppliers be registered on the Ariba SN to enable future PO and invoice transactions with AT&T. This section outlines the Ariba Supplier Network (Ariba SN) registration process. Step 1: Go to the Ariba SN web site and click Register as a New Supplier. A registration wizard will walk you through the online registration process. Ariba will assign you a username and password to access your account. Make sure your username and password are kept in a secure yet accessible place. Step 2: As soon as you have successfully completed registration in Ariba, please notify your AT&T representative and provide your assigned Ariba Network ID (ANID). You can view your Ariba Network ID (ANID) when you are logged into your Ariba SN account; the ANID is displayed with an ANID label under the Help and Logout links (upper right). Step 3: AT&T will send a Customer Relationship invitation to you via the Ariba SN. This establishes an e-commerce relationship on the Ariba SN between your firm and AT&T. Once you approve this relationship, electronic ordering and invoicing can commence on the Ariba SN between your firm and AT&T.

For quick reference, refer to the Registration Quick Reference Guide for Ariba SN onboarding.

Figure 1 - Log In

https://service.ariba.com/Supplier.aw


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III. LOGGING IN AND VIEWING THE INBOX

This section summarizes the log in process.

Enter https://supplier.ariba.com in the browser address bar to open the Log In page of Ariba SN.

Enter your username and password.

Click Log In.

A Note About Your Ariba SN Username: The Ariba SN username is created during registration or by your Account Administrator. The Ariba SN username is used only to log into your Ariba SN Account. While the Ariba SN username must be in email address format, the Ariba SN as a means of communication does not use this email address. The email address is a username that is used for logon purposes only. More information and detailed instructions for username and password administration can be found on-line in the Ariba SN Supplier’s Guide. Help with Ariba access and password resets are available on Ariba by clicking on “Forgot Username?” or “Forgot Password?” located below the Log In button.

The first screen you will see after logging in is the Home Dashboard. This is where you can find out about any new features on Ariba SN, review your Account Inbox and Outbox, and complete administrative tasks.

Figure 2 – Home

The Ariba SN stores electronic documents, such as purchase orders and invoices, for online retrieval in an Account Inbox and Outbox. Each transaction is saved and sorted according to the Date on which Ariba SN received it.

The Inbox displays purchase orders (POs) and notifications

The Outbox displays invoices, order confirmations, and ship notices Copies of the POs sent to you through the Ariba SN will reside in your Ariba SN account Inbox so you can read them online. To create an invoice, you need to locate the Purchase Order to invoice against. To reach your account Inbox from the Welcome screen, click on the Inbox tab.

https://supplier.ariba.com/


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Figure 3 – Inbox

A Note About the Inbox: Your company should train several people to log on and read purchase orders to insure that an absence will not cause delays. User accounts can be set up to enable several people to read purchase orders by your organization’s Account Administrator. Instructions on setting up User Accounts are available online in the Ariba SN Account Management Guide.

Upon clicking the Inbox, Ariba SN displays the current section of your Inbox, which will list all of your POs sent to your account. Use the Search Filters option to locate the PO required for billing. Searches are Case Sensitive! * Reporting tools are available on the Ariba SN (under the Reports tab) and can be used to generate PO and Invoice data. Reporting instructions can be found online in the Ariba SN Transactions Guide.

Note:

Purchase orders cannot be deleted from the Ariba SN.

Purchase orders can be sorted by column name by clicking on the column name (e.g. Date). The following describes the purpose of each column in the Inbox view.

Table 1: Field Descriptions - Inbox

Column Name Description


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Column Name Description

Order Number A unique purchase order number assigned by the AT&T Enterprise Purchasing application.

Customer Name of the Customer/Buyer who has selected you as a supplier and created the Purchase Order.

Contractor Contractor name for an ordered service.

Start Date Start date for an ordered service.

End Date End date for an ordered service.

Amount Total purchase order amount.

Date Date and time on which Ariba SN received the purchase order.

Order Status The status of the Purchase Order on the Ariba SN. The Supplier may change the status through an Order Confirmation Notice, Shipping Notice, or Invoice. See table below.

Settlement The type of settlement available for each purchase order (i.e. Invoice).

Balance How much money remains to invoice or charge against the purchase order (compare to Amount).

Revision The version of the order (i.e. Original, Changed).

Table 2: Order Status Descriptions

Status Description

New Initial state. This is a new purchase order.

Changed Existing purchase order has been canceled or replaced (“obsoleted”) by this subsequent (changed) order.

Confirmed All sub-quantities are confirmed.

Failed Ariba SN experienced a problem routing the order to the supplier. Suppliers can resend failed orders.

Shipped Final state. All sub-quantities are shipped. A line item or sub-quantity that is shipped cannot be updated again.

Invoiced All ordered quantities have been invoiced.

Partially Confirmed Some of the ordered quantities have been confirmed.

Partially Shipped Some of the ordered quantities have been shipped.

Partially Invoiced Some of the ordered quantities have been invoiced.

Partially Rejected Some of the ordered quantities have been rejected.

Obsoleted Purchase order that has been replaced by a subsequent (changed) order.

A Note about Navigation: The use of the Back button on your browser is not recommended while logged onto the Ariba SN. Click Previous to return to the previous screen or click Next to continue to the next screen. Click Update to update changes made on the current screen.


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IV. SETTING UP NOTIFICATIONS

Notifications are generated by the Ariba SN and sent to email addresses specified by you, the supplier. You will need to open the Configuration Dashboard page on the Ariba SN to ensure that email notifications are delivered to the correct email address. To do this, you will first need permissions assigned by your Account Administrator. You would then click on Configuration in the Administration tab (you can also click on Manage Profile in the header) to reach the Profile Configuration screen and select Electronic Order Routing and Electronic Invoice Routing to administer the type of notifications available. AT&T recommends that you configure your Ariba SN Email Notification with the minimum following details: under Electronic Invoice Routing, place a check in the box for Send a notification when invoices are undeliverable or rejected and enter the destination email address in the To email addresses field.

Refer to your Invoice History (by viewing the invoice from the Outbox and selecting the Invoice History tab) for further details when notified of an undeliverable invoice.

Contact your AT&T Contract Manager if notified of an undeliverable Order. Additional system notifications may be selected as appropriate based on your preference.

A Note About Notification Email Addresses: You may want several people from your organization to receive email notifications from the Ariba SN. This can be achieved by creating a distribution list within your organization. The Ariba SN only allows three comma-separated email addresses to be entered per notification type. Creating a distribution list will allow several recipients to receive notifications by entering a single distribution email address in a field provided within the Notifications screen. Contact your AT&T Buyer when an email address is changed under Notifications on the Ariba SN to ensure our internal records remain up to date.

Below are samples of three types of notifications that are sent by the Ariba SN to the email address provided in your configuration. The sample Notifications include: Notice of UPDATE to invoice status (rejected), Notice of NEW Invoice, and Notice of UNDELIVERABLE ORDER.

Figure 4 – Profile Configuration


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Figure 5: Sample Notice of update to Invoice Status (rejected)

Figure 6: Sample Notice of New Invoice


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Figure 7: Sample Notice of Undeliverable Order


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V. UNDERSTANDING THE PURCHASE ORDER

This section outlines the Purchase Order received on the Ariba Supplier Network (Ariba SN) in three sections: the Summary Level, the Line Item Details, and the Contract section.

Details of a Purchase Order can be displayed by clicking on its Order Number from the Inbox.

Note: On the Order Details screen, it is possible to create a confirmation, create a ship notice, create an invoice, resend the PO, or print your PO, among other functions.

Create Confirmation: Create and submit an order confirmation to update the items’ availability status. Create Ship Notice: Create and submit an advance shipping notice. Create Invoice: Create and submit a standard invoice against all or part of the Purchase Order. Hide Changes / Show Changes: For change orders, hides and displays the detailed changes made to the

purchase order. Hide in Inbox / Show in Inbox: Hides and displays the purchase order in the Inbox. Print: Print the Purchase Order. Export cXML: To view cXML version of the Purchase Order. Resend: Resend the entire order. If a purchase order fails to route (Status appears as Failed), you may

resend it to by clicking on Resend.

Opening a Purchase Order (PO) on the Ariba SN will display the PO number and the status of the PO along the top of the display. The date and time stamps of when the order was submitted by AT&T and received by the Ariba SN follow this.

A Note About Related Documents: A “RELATED DOCUMENTS” section will appear towards the top of the Order Details (under the PO Number) after an Order Confirmation, Ship Notice, or Invoice has been submitted on the Ariba SN. Clicking on a link in RELATED DOCUMENTS will open the selected document for review. RELATED DOCUMENTS will not appear on newly received POs.

Summary Level

The Summary Level contains all pertinent Address and Contact information, including the SUPPLIER, SHIP ALL ITEMS TO, BILL TO, DELIVER TO, CONTACT INFORMATION, and OTHER INFORMATION. It is essential that this information is correct for proper shipping and billing purposes.

PO Corrections

Please contact the individual listed under the CONTACT INFORMATION section on your PO if corrections are needed to a PO before invoicing occurs.

Line Item Detail

The next section of the PO contains the LINE ITEMS details. Line # identifies each line item. Item details include Part ID, Quantity, Unit of Measure, Description, Need By Date, Unit Price, and the Extended Price. Below each line is an INVOICING SUMMARY indicating the amount and quantity invoiced (if any). Each line item also contains a STATUS; Unconfirmed will appear until the PO has undergone some activity, such as a confirmation (“Confirmed”) or ship notice (“Shipped”). Invoices can be generated for both Unconfirmed and Confirmed Line Items.

Comments

Summary level COMMENTS and/or item level COMMENTS may contain useful information regarding the purchase order.


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Other Information – Line Item Level

Each line item may also include OTHER INFORMATION, such as:

Taxability: Yes - represents that the Line Item may be taxed.

Final Destination Name, Final Destination Address, and Telephone Number – delivery information

Changed Orders

A change to a PO can be recognized on the Ariba SN under the Revision column (i.e. Original, Changed, Cancelled). A Changed Order will list the previous order as Obsoleted under the Order Status column. Only the most recent version of a PO can undergo confirming, shipping, or invoicing. The Ariba SN will not display a version number as part of the Order Number. To obtain a PO’s version number, click on the Order Number under the Order Number heading. The version number will be displayed in the Order Detail. If Show Changes is enabled, the Change column in the Line Items section will indicate if the item was changed. Data fields that were updated (such as Price) will show both the current value and the previous value.

Figure 8 – Purchase Order: Order Detail


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VI. CREATING THE ORDER CONFIRMATION

Suppliers use order confirmation messages to tell buying organizations the status of purchase order line items. For example, an order confirmation message tells the buying organization whether an item was accepted, accepted with changes, rejected, or backordered.

For quick reference, refer to the Order Confirmation Quick Reference Guide for completing your confirmations.

To start creating an Order Confirmation, either:

on the Purchase Orders/Search Results screen, click the Create Order Confirmation icon ( ) for the PO; or

on the Purchase Orders/Search Results screen, select the PO then click Create and choose Confirmation; or

on the PO Order Detail screen, click on Create Confirmation. This will bring you to the Generate Order Confirmation screen. On the Generate Order Confirmation screen you have a choice of either confirming the entire order or updating the order with a different status (i.e. Confirm, Backorder or Reject).

To confirm the entire order, select Confirm All and click Next to go to the Confirm Entire Order screen. Enter the fields identified in the table below.

To update the order with different status, select Update with Different Status and click Next to go to the Update Item Status screen. Enter the fields identified in the table below. For each line item, click Details to go to the Status Details screen and enter additional information and click OK to return to the Update Item Status screen.

When done, click Next to continue to the Review Confirmation screen.

Table 3: Field Descriptions

Field Name Description / Purpose

Confirmation # Enter a confirmation number.

Est. Shipping Date Use this field to indicate the estimated date items are shipped.

Est. Shipping Cost Use this field to indicate the estimated shipping cost.

Est. Delivery Date Use this field to indicate the estimated delivery date.

Est. Tax Cost Use this field to indicate the estimated tax cost.

Comments Enter comments about the confirmed order.

Current Order Status If updating the order with different status, enter item values for Confirm, Backorder and/or Reject (the item total must be less than or equal to the number of Unconfirmed items). If confirming the entire order, this read-only field shows the full quantity as confirmed.

Review Confirmation

Validate the contents of the Review Confirmation screen and, if correct, click Submit. If the content is in error, click Previous to return to the previous screen to correct your data.


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Figure 9 – Generate Order Confirmation

Figure 10 – Confirming PO: Confirm Entire Order


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Figure 11 – Confirming PO: Update Item Status


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VII. CREATING THE SHIP NOTICE

Suppliers may use ship notice messages to tell buying organizations the shipping status of purchase order line items. For example, a ship notice message includes shipping information such as delivery dates, number of items shipped and carrier used.

For quick reference, refer to the Ship Notice Quick Reference Guide for completing your shipping notices.

To start creating a Shipping Notice, either:

on the Purchase Orders/Search Results screen, click the Create Ship Notice icon ( ) for the PO; or

on the Purchase Orders/Search Results screen, select the PO then click Create and choose Ship Notice; or

on the PO Order Detail screen, click Create Ship Notice. This will bring you to the Shipping Line Items screen. Complete the Shipping Line Items form, entering all required fields. For each line item, click Details, enter any additional shipping information and click OK. When done, click Next to proceed to the Review Shipment Screen.

Review Ship Notice

Validate the contents of the Review Shipment screen and, if correct, click Submit. If the content is in error, click Previous to return to the previous screen to correct your data.


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Figure 12 – Shipping PO: Shipping Line Items


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VIII. CREATING THE INVOICE

Invoices must be submitted to AT&T using the electronic invoicing process. To avoid any future confusion or payment delays, we will not be able to process any paper invoices from your firm. All paper invoices will be returned to you with a memo indicating that they must be submitted to us via our electronic process. Suppliers will receive Purchase Orders from the Ariba Supplier Network (Ariba SN) electronically. Invoices can be generated against POs received online from the Ariba SN; PO data will be used to prepopulate the invoice. Ariba invoicing performed online is also referred to as “PO Flip”. The process to create an online invoice involves completing and submitting an invoice form composed of several sections including summary, tax, shipping cost, comments, and line items.

For quick reference, refer to the Invoicing Quick Reference Guide for completing your electronic invoices.

To begin the invoice process, on the Home page either click PO Invoice under the Create section of the Quick Links table, or select the Inbox tab. The Purchase Orders screen will appear where you will then:

Select an Order Number and click Create (towards the bottom) and select Standard Invoice; or

Click the Create Invoice icon ( , towards the right on the order line) and select Standard Invoice; or

Click on the Order Number itself to display the Order Details screen. Click Create Invoice (towards the top) and select Standard Invoice.

Selecting the Standard invoice option will display the Invoice screen. Invoice-level fields are at the top of the form while item-level fields are at the bottom.

A Note About Credit Memos: Choose either Standard Invoice or Line-Item Credit Memo to create and submit an invoice credit to AT&T Enterprise Purchasing. Do not select Credit Memo (i.e. header level credit memo) when invoicing AT&T through the Ariba SN; AT&T will reject header level credit memos. Instead, follow the instructions in the Issuing a Negative Invoice for Credit section.

A Note About Duplicate Invoices: Duplicate invoices created against the same PO cannot be accepted through the Ariba SN and will be rejected. Please refer to the Error Invoice Returned to Supplier section for process directions on resending an invoice.

A Note About Invoice Fields Sent to AT&T: In the Field Descriptions table it has been noted if AT&T uses the field. If the description states that AT&T uses the field, the information entered on the Invoice Form will be sent to AT&T’s Accounts Payable system. However, if the description states that AT&T does NOT use the field, the data entered will NOT be sent to AT&T, therefore changes made during the invoice process will not be sent to AT&T Accounts Payable. In this event AT&T Accounts Payable will use the information from the Purchase Order. Where it is applicable, it has been noted how to send updates to AT&T if these field values need to be changed.

The table below provides instructions on how to use each field.

Table 4: Field Descriptions


COMPLETE THE SUMMARY SECTION

Invoice # Required: Use this field to provide a unique invoice number. This is a number provided by you, the Supplier. The invoice number must be unique and not yet used to bill AT&T; duplicate Invoice numbers will not be accepted. No special characters


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or spaces are allowed. The maximum length of the invoice number field is 16 characters (EPIC will truncate this value if more than 16 characters are used). This number will appear on a Remittance for reconciliation purposes.

Invoice Date Required: Use this field to provide the date the invoice is created. By default, Ariba SN defaults to today’s date. No future dated invoices will be accepted. Do not send invoices more than two years old. You may use the calendar icon provided to the right of this field to select the Invoice Date.

Supplier Tax ID This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field.

Remit To Address This is the address to which the payment is sent. The Remit To Address is posted from the AT&T Supplier database. This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field. To make changes to the Remit To Address, contact your AT&T Buyer.

Bill To Address This is the physical address where AT&T receives invoices. The Bill To Address is posted from the Supplier’s account information provided during the registration process. This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field. To make changes to the Bill To Address, contact your company’s Account Administrator.

COMPLETE THE TAX SECTION (Add additional Tax entries to the Invoice Header as needed by clicking Add to Header)

Category Use this field to designate the tax category of the item. Select a category from the drop down list provided. This field is required if Tax Rate and Taxable Amount are entered.

Taxable Amount This field will populate with the total amount being invoiced and can be manually adjusted if needed. If there is a shipping amount that should be taxed, this value should be adjusted to include all taxable elements. The Ariba SN will calculate the tax amount based on the Tax Rate and the Taxable Amount fields. The tax amount will be passed to AT&T Accounts Payable system.

Rate Use this field to enter the tax rate percentage to be applied to the Taxable Amount. Ariba SN according to the Tax Rate and the Taxable Amount entered will calculate the Tax amount. The Tax Amount will be displayed on the invoice passed to AT&T Accounts Payable system.

Tax Amount This is the tax amount calculated from the Rate and Taxable Amount entered.

Location Use this field to provide a geographical location (i.e. two-character ISO country code) from where the Taxable Amount is applied.

Description Use this field to provide a description of the Tax entered in the Taxable Amount field.

A Note About Removing Tax: If tax does not apply to the invoice, be sure to click Remove in the TAX section to delete the default tax item from the invoice. Do not send a tax entry (even if zero) on the invoice if there is no tax. If tax does apply, send header level tax only by ensuring Header level tax is clicked. AT&T requires header-level Tax; inclusion of line-level Tax will result in invoice processing issues and delays. Do not send tax-only invoices.

A Note About Tax Configurations: Suppliers are encouraged to use the “Configure Tax Menu” feature to create


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pre-configured taxes. This ensures quick and accurate entry of the supplier’s most commonly and frequently used taxes. To set up, click the tax category menu icon ( ), select Configure Tax Menu, and enter up to twenty tax configurations in the Configure Tax screen by clicking Create, populating the required fields, and clicking OK. Your Tax Configurations will appear in the tax category menu. Selecting a supplier-configured tax from this menu will pre-populate the category, rate, description, and tax amount fields.

COMPLETE THE SHIPPING SECTION

Ship From Address This is the address from which the shipment originates. To revise the address, click View/Edit Addresses.

Ship To Address This is the physical address where AT&T receives shipment.

Deliver To This is the recipient of the shipment, located at the Ship To Address.

COMPLETE THE SHIPPING COST SECTION (Add this section to the Invoice Header by clicking Add to Header)

Shipping Amount Use this field only if there is a Freight charge to be applied. This information will be passed to the AT&T Accounts Payable system. AT&T prefers Shipping Amount to be provided at the Invoice level, not at the Line level; inclusion of line-level freight charges will result in invoice processing issues and delays.

Shipping Date Use this field to indicate the date items are shipped.

COMPLETE THE ADDITIONAL FIELDS SECTION

Supplier Account ID # This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field.

Customer Reference This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field.

Supplier Address Your address. To revise the address, click View/Edit Addresses.

Customer Address AT&T’s address. To revise the address, click View/Edit Addresses.

Email AT&T’s email address

Supplier VAT Your VAT ID

Customer VAT/Tax ID AT&T’s tax ID

A Note About the ‘Information Only’ check box: In the ADDITIONAL FIELDS section of the Invoice Header, do not select Information Only; AT&T will ignore the invoice if you do. Leave Information Only blank.

COMPLETE THE COMMENTS SECTION (Add this section to the Invoice Header by clicking Add to Header)

Comments This information is passed to AT&T's A/P system but will not display on the payment status web site. (Do not use carriage returns.)

Default Invoice Comment Text

This information is passed to AT&T's A/P system but will not display on the payment status web site. (Do not use carriage returns.)

A Note About Other Invoice Header Sections: The data fields in the Special Handling, Payment Term, Discount, and Attachment sections will not be processed by AT&T; they should not be populated. Generally, entries in


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these fields will be ignored, although they may instead result in invoice processing issues and delays.

COMPLETE THE GOODS (LINE ITEMS) SECTION

Part # Use this field to identify the Part number of an item.

Description A textual description of the line item.

Quantity Enter the quantity to be invoiced against the PO (or in the case of services, the dollar amount to be invoiced). This should only be the quantity (or amount of dollars) that have been provided or authorized.

It is imperative that the default values be adjusted to the amount to be invoiced;

The quantity can only be equal to or less than the total quantity on the purchase order;

The sum of all invoices can not exceed the total quantity of the purchase order;

Any lines not being billed must be deleted from the invoice. Do not send $0 invoices.

This information provided in the quantity fields will be passed to the AT&T Accounts Payable system for matching against the Purchase order.

Unit The Unit of Measure such as EA for “Each” or M4 “For Monetary Value”.

Unit Price This field defaults to the unit price of the purchase order. This field may be modified, but must be equal to or less than the unit price on the purchase order. Unit Price can be modified on the Item Details screen. This information will be passed to the AT&T Accounts Payable system. Do not send $0 invoices.

A Note About Services Invoice Lines: When invoicing for services performed please use the Quantity field to identify the monetary amount that is being invoiced. For example, to invoice $9,545.00, the Quantity field should be 9545 when the line item Unit Price is $1.00USD. When the Quantity value on the line item is 9545, the amount of the Subtotal line item amount becomes $9,545.00 upon review of the invoice.

COMPLETE THE COMMENTS SECTION (Add this section to each line item by clicking Line Item Actions and selecting Comments)

Comments This information is passed to AT&T's A/P system but will not display on the payment status web site.

A Note About Other Invoice Item Sections: The data fields in the Item Details page (displayed by clicking Line Items Action then Edit), including Inspection Date, Discount, Special Handling and Accounting Reference, will not be processed by AT&T; entries in these fields will be ignored.


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Figure 13 – Generate Invoice (top)

Figure 14 – Generate Invoice (bottom)


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Rejected Invoice Returned to Supplier

Once you have submitted an original invoice to AT&T via the Ariba SN, the invoice is edited and matched against the PO by AT&T. A significant benefit to suppliers who take advantage of the AT&T eInvoicing feature on the Ariba SN is that invoice/PO matching errors and invoice rejections should be minimized. However, it is possible that the invoice may be rejected by AT&T during the editing process if, for example, the current invoice causes the total value billed against the PO to be exceeded in either total price or total quantity. If an error has been detected and you are notified that the invoice has been rejected, please follow the steps listed below.

Determine the reason for the invoice rejection based on the notification you receive.

Correct the problem on the invoice that caused the rejection.

Add the word "resend01" or "RESEND01" (without the quotation marks) after the original invoice number documented in your first submission. Do not use spaces. For example, to resend Invoice # PT122003, enter PT122003resend01.

For multiple resends of the same invoice, please sequence the subsequent documents using the pattern resend01, resend02, etc.

Submit the invoice. It is critical that this process be followed so that both AT&T and the Ariba SN can appropriately recognize your invoice in future submissions. It is also important to remember that AT&T supplier invoicing policy requires that the same invoice number (or followed by the RESEND01 nomenclature described above when required) and the same invoice date always be used when resubmitting previously rejected invoices. If this policy is violated, it could result in failure to remit appropriate or timely payments.

A Note About Invoice Re-send: This process should only be used after you have submitted an original invoice to AT&T via the Ariba SN and have subsequently been notified that the invoice has been rejected. This process should not be used in any other circumstance. This process also should NEVER be used if submitting invoices to AT&T through any means other than the Ariba SN. The resend of the invoice is done through the Ariba SN with the PO flip process; a paper duplicate invoice should not be sent to Accounts Payable.

A Note About Invoice Rejection Notification: In certain circumstances, AT&T may not be able to send automatic rejection notices when invoice formatting issues are encountered. Such issues may need to be communicated via e-mail, mail and/or phone.

Issuing a Negative Invoice for Credit

AT&T will allow a credit to be submitted electronically via the Ariba SN by using either line-item credit memo or a modified Standard Invoice process (i.e.” negative invoice”). Do not credit AT&T for more than previously billed. The Credit Memo link found on the Ariba SN is not to be used if a credit is to be issued.

Line Item Credit Memo. To issue a line-item credit memo via the Ariba SN, select Line-item Credit Memo (i.e.

upon clicking Create or the Invoice icon, , on the PO Search results screen), select the invoice to credit and click Create Line-Item Credit Memo. Enter the credit memo #, date, and any additional information.

Click Update to see the result of your changes. Click Next to review your completed Memo. The credits will appear as negative values under Credit Memo Summary on the Generate Line-Item Credit Memo screen.


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Figure 15 – Invoices for Line-Item Credit Memo

Figure 16 –Generate Line-Item Credit Memo


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Negative Invoice. To issue a negative invoice via the Ariba SN, follow the same steps outlined in the Standard Invoice process previously described with the following modifications: In the Invoice Header’s Summary section:

In the Invoice # field, add the word "credit01" or "CREDIT01" (without the quotation marks) after the original invoice number documented in your previous submission or after a newly created invoice number. For example, to credit invoice 23456, enter 23456credit01 as the invoice number.

For multiple credits of the same invoice, please sequence your subsequent documents using the pattern credit01, credit02, etc.

In the Invoice Header’s Tax section:

To enter a tax credit, select the Category, enter the Rate, and then enter a negative Taxable Amount.

In the Invoice Header’s Shipping Cost section:

To enter a shipping credit, enter a negative Shipping Amount.

In the Line Items section:

Delete or enter zero (0) quantity for any line items that are not to be credited.

IMPORTANT: Do not mix both positive and negative values on the same Standard Invoice. When issuing a negative invoice for credit, these values must be either negative values or zero.

Enter a negative value in the Quantity field. This will be the total amount to be credited.

For most Units of Measure, such as “EA” (Each), it might look like this example: Quantity -1, Unit Price $33.20 = -$33.20 credit.

For Line Items created to specifically allow multiple invoicing, such as when the Unit of Measure is “M4” (For Monetary value), ensure the Quantity equals the credit amount; for example, Quantity -100, Unit Price £1.00 = -£100.00 credit.

Click Update to see the result of your changes. Click Next to review your completed Invoice. The credits will appear as negative values under Invoice Summary on the Review Invoice screen.

Review Invoice

The Review Invoice (or Review Line-Item Credit Memo) screen will allow you to review your document before submitting to the Ariba SN. Click Previous to navigate to a previous screen if changes are needed. Once submitted, your Invoice will be sent by the Ariba SN to the AT&T Purchasing system where it will be subject to validation, matching and approvals. Verified invoices will be sent to the AT&T Accounts Payable system for further processing. You may view the actual status of the invoice payment within 24-48 hours after processing is completed at AT&T Accounts Payable by going to the AT&T Web Payment Status Facility at https://paymentstatus.att.com. AT&T does not utilize the Payment Schedules or Remittance Advices through the Ariba SN. Please refer to the instructions provided by the AT&T Payment Status Facility web site.

Summary: What Not To Do On An Invoice

The following list collects the key instructions mentioned throughout the Creating the Invoice section. Failure to follow these instructions will likely delay the processing of your invoice:

Do not submit paper invoices.

Do not use special characters or spaces on invoice numbers.

Do not use more than 16 characters on invoice numbers (numbers exceeding this length will be truncated in EPIC).

https://paymentstatus.att.com/


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Do not send duplicate invoice numbers for the same PO. Append "resend01", “resend02”, etc. (for resubmittals), and “credit01”, “credit02”, etc. (for credits) to the original invoice number.

Do not send future dated invoices or invoices more than 2 years old.

Do not send a tax entry (even if zero) on the invoice if there is no tax.

Do not send line level tax (only header level tax is accepted).

Do not send Tax-only invoices.

Do not send line level shipping charges (only header level shipping charges are accepted).

Do not send header level credit memos (only line level credits are accepted).

In the ADDITIONAL FIELDS section of the Invoice Header, do not select Information Only; AT&T will ignore the invoice if you do.

Do not populate the header level Special Handling, Payment Term, Discount and Attachment sections.

Do not populate the Item Details sections, including Inspection Date, Discount, Special Handling and Accounting Reference.

Do not increase the unit price.

Do not increase the ordered quantity. All quantities not being billed must be changed to zero (0) or deleted from the invoice.

Do not send $0 invoices.

Do not mix both positive and negative values on the same invoice.

Do not credit AT&T for more than previously billed.

Do not input a carriage return or special character in the Comments field.

Do not send duplicate Packing Slip ID numbers for more than one shipping notice.


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IX. WHERE TO FIND HELP

Assistance is available on the Ariba SN home page by clicking Help (located at the top right side of the screen). Help is available on each screen of the Ariba SN. Assistance is also available on the Ariba SN login page via the Forgot Username?, Forgot Password?, and Help links.

https://service.ariba.com/Supplier.aw/1481226/ad/forgotPassword?

https://service.ariba.com/Supplier.aw/1481226/ad/accountProblems?