Purchasing guide for procurement professionals

PUBLIC2022-02

Purchasing guide for procurement professionalsSAP Ariba Buying and InvoicingSAP Ariba Buying

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THE BEST RUN

Content

Purchasing guide for procurement professionals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

Topics about creating and managing requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10

About the workflow of purchase requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11Helpful hints for creating a requisition from the dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12How to create a requisition from the dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Adding catalog items with advanced pricing details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16Adding non-catalog items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16How to add dynamic items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18Adding punchout items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .18How to edit punchout items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20How to delete punchout items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21How to specify nonstandard ship to addresses on requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22How to specify emails of additional supplier contacts for order routing. . . . . . . . . . . . . . . . . . . . . . . 23About defaulting behavior on bill to, ship to, and deliver to fields. . . . . . . . . . . . . . . . . . . . . . . . . . . .24How to view items you want to order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Team requisitioning and team receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Editing line items on requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33Initiating quick sourcing for requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35Approving line items for evaluated receipt settlement and automatic invoicing. . . . . . . . . . . . . . . . . 39How to add accounting distributions to requisition lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .41How to export and import accounting information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42How to mask unit price and amount values of line items from suppliers. . . . . . . . . . . . . . . . . . . . . . .43Adding subcontractor information for suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Pre-defined notes added to requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .45

Service requisitions and service glossary. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Support for SAP ERP service specification hierarchies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Workflow to procure service items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49Creating a service requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50How to search for service requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Simplified procurement of services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Adding limits in service requisitions for unplanned items for SAP-integrated sites. . . . . . . . . . . . . . . 62

Creating standing orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Prerequisites for standing orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Restrictions for standing orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Workflow for standing orders in SAP integrated sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .66

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How to create a requisition for limit items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .67Asset management for SAP ERP-integrated sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

Prerequisites and limitations for using asset management functionality. . . . . . . . . . . . . . . . . . . . . . 70How to add asset information on a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71How to create asset groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .72

Taxes, charges, and discounts on requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73Managing taxes on requisitions using a third-party tax calculation system. . . . . . . . . . . . . . . . . . . . . 75Managing taxes, charges, and discounts on requisitions using the enhanced tax computation engine. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Taxes, charges, and discounts for spot buy items and service items. . . . . . . . . . . . . . . . . . . . . . . . . 77How to apply taxes to the line items on a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 78How to apply charges to the line items on a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79How to edit the currency for line-level charges on a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81How to edit charges for multiple line items on a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83How to apply discounts to the line items on a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84How to edit taxes for multiple line items on a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85How to edit discounts for multiple line items on a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86How to delete taxes, charges, and discounts from multiple line items on a requisition. . . . . . . . . . . . .88How to edit accounting information for deductible tax components. . . . . . . . . . . . . . . . . . . . . . . . . 89

Adding India GST information on requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89How to add India GST information on requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92

Adding and editing partial items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92How to perform a mass edit of requisitioned partial items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Mass edit behavior on the requisition summary tab. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94Mass edit behavior on the catalog search results page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95

Working with projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96Enabling the procurement workspace feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97How to create procurement workspaces from requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97How to add requisitions to existing procurement workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98How to search for procurement workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99How to create requisitions from procurement workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100How to view requisition details from procurement workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . 101How to view requisitions associated with documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 101How to create contract workspaces from requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102How to add requisitions to existing contract workspaces. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103How to create sourcing projects and events from requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . .104How to add requisitions to existing sourcing projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105

How to submit a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106Editing requisitions and editing the requester. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108

How to edit a requisition in the Composing state. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109How to withdraw and edit a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110

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How to edit a requisition during approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111Mass editing requisition line items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112How to mass edit requisition line items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113How to mass edit goods items that require collaboration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

Working with imported requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114Importing requisitions in Excel format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .116Importing requisitions with contracts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 130Importing contracts along with requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131

Working with requisitions created in guided buying. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 132Helpful hints for changing and canceling requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 135Copying requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136Reserving inventory items while creating purchase requisitions for SAP ERP-integrated sites. . . . . . . . . 138

Reservation documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140Workflow for inventory reservation for SAP ERP-integrated sites. . . . . . . . . . . . . . . . . . . . . . . . . . . 141How to reserve items from the inventory. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142How to cancel inventory reservations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143

Managing work order-based requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144Prerequisites for processing work order-based requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146Workflow for processing work order-based requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148How to substitute an item on a work order-based requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149How to submit an RFQ for a work order-based requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .149How to accept a quote for a requisition based on a work order. . . . . . . . . . . . . . . . . . . . . . . . . . . . 150How to cancel a collaboration request for a requisition based on a work order. . . . . . . . . . . . . . . . . .151

Preventing addition or deletion of attachments from approved purchase requisitions. . . . . . . . . . . . . . . 151

Topics about creating and managing aggregated requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . .153Prerequisites for using demand aggregation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153Demand aggregation workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154

Pre-aggregation activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155Manual aggregation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156Automatic aggregation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Post-aggregation activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157Sourcing an aggregated requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Original and aggregated requisition status flows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159

Demand aggregation and aggregated requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160Items held for consolidation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .161Purchasing workbench. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162Aggregated requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163Auto-aggregation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

How to view held line items on the purchasing workbench. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166How to assign held line items to purchasing agents . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167How to create aggregated requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168


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How to add held line items to an existing aggregated requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169How to substitute items on an aggregated requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170How to remove line items from aggregated requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171How to delete an aggregated requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172How to compare original and aggregated line item details. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172How to cancel purchase of held line items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174How to create sourcing requests for aggregated requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174How to cancel a sourcing request sent for an aggregated requisition. . . . . . . . . . . . . . . . . . . . . . . . . . .175How to view sourcing requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176Managing demand aggregation for MRP-run requisitions in sites enabled for demand aggregation and external budget checking functionalities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 177

Topics about Managing Funds Management accounting information. . . . . . . . . . . . . . . . . . . . . . .178Funds Management accounting functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178Adding Funds Management accounting information on requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . 179Funds Management account assignment fields reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180Adding Funds Management accounting information on approvables. . . . . . . . . . . . . . . . . . . . . . . . . . .185

How to add Funds Management accounting information on a requisition. . . . . . . . . . . . . . . . . . . . . 187How to resolve errors for Funds Management account assignment fields on requisitions. . . . . . . . . .188

Topics about managing purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189Purchase order process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

Checking purchase order status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191Order transmission and failed orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193Creation of purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 194

Manual order process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195Purchase orders for manual suppliers using the ERPCC Order method. . . . . . . . . . . . . . . . . . . . . . 196Users with permission to process manual orders and receive email notifications. . . . . . . . . . . . . . . 196How to process or cancel a manual order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 197How to process manual orders after suppliers are enabled on Ariba Network. . . . . . . . . . . . . . . . . . 198Quick enablement on SAP Ariba. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 198

Change and cancel order processes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199Restricting automatic contract version updates on change orders. . . . . . . . . . . . . . . . . . . . . . . . . 202Preventing redefaulting of accounting fields on editing item price or quantity on change orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203Change orders when associated catalog items are deleted or contracts are closed. . . . . . . . . . . . . .203How to change purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204Editing the price of items in fully or partially received purchase orders. . . . . . . . . . . . . . . . . . . . . . 205Helpful hints for canceling orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206How to cancel purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207Working with multiple orders from a single requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208

Changing orders using simultaneous amendments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208


Example of simultaneous amendment process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 210Prerequisites for creating and managing amendments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211Limitations for amendments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Status codes for amendments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .213Difference between how changes for line-level and header-level fields on amendments are merged with requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .213Skipped line numbers for items on amended requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214Preventing changes to payment terms for existing line items in requisition amendments. . . . . . . . . .214How to create an amendment for a requisition. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215How to edit an amendment in the Composing state. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217How to edit an amendment during approval. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218How to search for amendments and amended requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .218How to withdraw an amendment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 219How to copy amendments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220How to delete an amendment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221How to undo the changes to an amendment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222How to approve or deny an amendment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 222Working with imported amendments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223

Closing purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223Sending close order statuses of ERP orders to external systems. . . . . . . . . . . . . . . . . . . . . . . . . . .224How to close purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224Adjusting and closing orders for receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225

Using messaging to initiate conversations from orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227Prerequisites and limitations when using messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228Storage of messaging data and messaging policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229How to start a new conversation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229How to reply to a message from your SAP Ariba solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230How to upload and download file attachments from a conversation. . . . . . . . . . . . . . . . . . . . . . . . . 231How to make a phone call to a user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232How to open a document from an email message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233

Closing individual lines in a purchase order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234Closing lines for invoicing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234Closing lines for receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235Closing lines in ERP orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236Closing for receiving and invoicing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .236How to close individual lines in a purchase order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237

Prevent individual lines in ERP orders from being closed or reopened in SAP Ariba solutions. . . . . . . . . 237Automatic and manual closure of bulk purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238

How to manually close purchase orders in bulk. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239How to close purchase orders closed for changes, receiving, or invoicing. . . . . . . . . . . . . . . . . . . . 240Enforcing order close status imported from SAP back-end systems. . . . . . . . . . . . . . . . . . . . . . . . 240


Content

How to force cancel an order or payment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242How to force orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .242Order fulfillment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 243

How to view order fulfillment status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .244About updating order status based on order fulfillment status. . . . . . . . . . . . . . . . . . . . . . . . . . . . 245Enhanced order confirmations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246

Resending purchase orders to suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249How to resend a purchase order to a supplier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249

Customizing purchase order and invoice print layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250How to print POs or invoices using print templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251How to create a print layout template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .252How to edit a print layout template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253How to customize the layout in a print layout template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

Restricting the ability to delete attachments on purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

Topics about receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256About receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256

Enabling and configuring receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260Under receiving and over receiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .261Receiving tolerance at the purchasing unit level. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262Receipt creation for auto-receipt on due date. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 264Notifications for receipts, order due date calculation, and need-by date. . . . . . . . . . . . . . . . . . . . . 264Sending receipt information to Ariba Network. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265Specifying asset data on receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266Receiving orders from subcontractors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268How to approve or deny receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269How to edit receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270How to change a purchase order that was automatically received in full. . . . . . . . . . . . . . . . . . . . . . 271How to change a purchase order receipt from auto-receiving type to manual. . . . . . . . . . . . . . . . . . 272Reversal of order status after full reversal of receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273How to perform negative receiving for fully-received orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273How to perform negative receiving for partially-received purchase orders. . . . . . . . . . . . . . . . . . . . 274How to perform product returns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275Product returns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276How to create receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277How to create receipts for items marked for goods receipt-based invoice verification. . . . . . . . . . . . 280How to receive orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 280

Additional Information Needed page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .282

Topics about using purchasing cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283Purchasing card process and workflow overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283How to remove users’ access to your PCard charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285


How to give users access to your PCard charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285Working with unassigned charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .286

Group membership required for PCard functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288Search criteria for unassigned charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288How to assign charges to purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289How to reconcile charges as non-purchase-order charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 290How to activate and deactivate charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291

Reconciling charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291How to reject charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .292How to reconcile charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293How to match charges to purchase orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293How to add adjustment line items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294

Types of PCCR exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 295How to accept charge reconciliation exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296How to resolve exceptions that occur during reconciliation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296How to resolve invalid accounting information exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297How to resolve order amount variance exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .298

Topics about accruals reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299Accruals reporting in your buying solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299Accruals export using RNI report and enabling accruals export using PO FACT table. . . . . . . . . . . . . . . 299

Limitations of and accessing the RNI report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300Accrual generation and calculation of accruals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301Customizing the accruals report and setting up accruals export. . . . . . . . . . . . . . . . . . . . . . . . . . .303How to generate the received not invoiced report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 304Purchase Order fact table accumulator fields for accrual generation. . . . . . . . . . . . . . . . . . . . . . . .304

Topics about SAP Ariba Procurement mobile app features for SAP Ariba buying solutions users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305About the SAP Ariba Procurement mobile app. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .305SAP Ariba Procurement mobile app features for SAP Ariba buying solutions users. . . . . . . . . . . . . . . . 307Acessing carts from the Shop tile . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309Creating requisitions in the SAP Ariba Procurement mobile app . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310

Finding items to order and adding to the cart. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 310Completing and submitting requisitions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 311

Viewing and acting on requests in the SAP Ariba Procurement mobile app. . . . . . . . . . . . . . . . . . . . . . 312Viewing submitted requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313How to withdraw and edit your submitted requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313How to approve or deny requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .313

Receiving items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314How to approve or deny receipts in the SAP Ariba Procurement mobile app. . . . . . . . . . . . . . . . . . . 315

Push notifications in the SAP Ariba Procurement mobile app. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .315


Content

Purchasing guide for procurement professionals

This guide is for SAP Ariba users who are responsible for managing requisitions, aggregated requisitions, purchase orders, funds management accounting, and receiving.

A purchase requisition (PR) is the approvable document created in SAP Ariba Buying or SAP Ariba Buying and Invoicing when you submit a request to procure items.

This guide applies to:

● SAP Ariba Buying● SAP Ariba Buying and Invoicing

Related guides

Catalog user guide

Procurement data import and administration guide

Tax and charge configuration

Budget checking in external systems

Managing budgets in SAP Ariba Buying solutions

Purchasing guide for procurement professionalsPurchasing guide for procurement professionals PUBLIC 9

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Topics about creating and managing requisitions

Requisitions [page 10]

Service requisitions and service glossary [page 46]

Creating standing orders [page 63]

Asset management for SAP ERP-integrated sites [page 68]

Taxes, charges, and discounts on requisitions [page 73]

Adding India GST information on requisitions [page 89]

Adding and editing partial items [page 92]

Working with projects [page 96]

How to submit a requisition [page 106]

Editing requisitions and editing the requester [page 108]

Working with imported requisitions [page 114]

Working with requisitions created in guided buying [page 132]

Helpful hints for changing and canceling requisitions [page 135]

Copying requisitions [page 136]

Reserving inventory items while creating purchase requisitions for SAP ERP-integrated sites [page 138]

Managing work order-based requisitions [page 144]

Preventing addition or deletion of attachments from approved purchase requisitions [page 151]

RequisitionsA purchase requisition (PR) is the approvable document created in SAP Ariba Buying or SAP Ariba Buying and Invoicing when you submit a request to procure items.

Each purchase requisition is assigned a unique ID (such as PR2394) to identify and track it as it moves through the requisition process.

Your purchase request can include catalog items from your company’s catalog or a supplier’s Internet catalog (also known as a punchout catalog), and non-catalog items (from another source). If you cannot find what you need in the catalogs, create a non-catalog item by providing a description of the item so that a purchasing agent can locate and order it for you.

Based on specific requirements of your organization, requisitions can be of the following types:

● Purchase requisitions: Includes catalog, non-catalog, and punchout items to request for procurement of goods items and services procurement items.



● Service requisitions: Includes a request for services (service items) that need to be performed by suppliers.● Aggregated requisitions: Consolidates items from multiple requisitions into a single requisition to leverage the

advantage of tiered pricing available on contracts.● Collaborative requisitions: Includes items that require collaboration between buyers and suppliers to finalize

certain item specifications and the price before such items can be ordered.

Related Information

Topics about creating and managing aggregated requisitions [page 153]Service requisitions and service glossary [page 46]Reserving inventory items while creating purchase requisitions for SAP ERP-integrated sites [page 138]Creating collaborative requisitions for services procurement items

About the workflow of purchase requisitions

When you create a purchase requisition (PR) there is a series of steps that must be followed before the process is complete.

Creating a purchase requisition involves the following steps:

1. Request goods by creating a PR and submitting it for approval.2. The requisition is then routed to everyone identified in the approval flow, based on a set of business rules.

Notifications are automatically sent to all approvers informing them of the PR requiring approval.3. Each person identified in the approval flow (approvers) approves or denies the PR:

○ If the PR is fully approved, the supplier is identified for each item, and a purchase order is created for each supplier. Depending on the items and how your system is configured, orders are sent to suppliers via Ariba Network, or the orders are required to be sent manually.

○ If the PR is denied, you can either withdraw it, or edit and resubmit it for approval.4. Suppliers receive the purchase orders, ship the items, wait for receipt, and then request payment.5. If receiving is enabled, each order requires receipts, which are subsequently tracked by your application.6. You receive the items and submit receipts as the items arrive. If the items arrive in batches, partial receipts are

maintained and the overall receipt is kept open until all items have been received.

NoteIf any line items in your requisition are held for aggregation, purchase orders are not generated for them when the requisition is fully approved. These items are displayed in the Items Held for Consolidation table and you cannot edit or delete them. Purchasing agents manage the ordering and receiving for such items and send the items to you. For more information on demand aggregation, see Demand aggregation and aggregated requisitions [page 160].

Purchasing guide for procurement professionalsTopics about creating and managing requisitions PUBLIC 11

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The following diagram illustrates the requisition process:

Related Information

Helpful hints for creating a requisition from the dashboard [page 12]How to create a requisition from the dashboard [page 14]

Helpful hints for creating a requisition from the dashboard

When you create a requisition from the dashboard, there are various options you can select from to customize your requisition.

● Organizational and accounting fields available to you change depending upon the type of ERP system you are using, and are not described in detail in this guide. Field labels may be different depending on your ERP system. For example, in SAP variant, suppliers are referred to as vendors.

● The catalog search results page displays an icon for items with associated contracts.



● You can add a catalog item with advanced pricing details. You can view the advanced pricing details when you hover the mouse pointer over the unit price of the item. For more information about advanced pricing details, see About Adding Catalog Items with Advanced Pricing Details [page 16].

● Every time you add items to your requisition, the cart contents popup menu is displayed, from where you can choose to either review your cart contents (clicking Review Cart) or proceed to checkout (clicking Proceed to Checkout).

● Depending on how your buying solution is configured, requisitions undergo budget checks in one of the following ways:○ Budget checks on requisition items against budget data loaded from the ERP system into your buying

solution.○ External budget checks to validate requisition items against budget information hosted in an external ERP

system.For sites that are enabled for budget checks within your buying solution, the Budget section on the Cart Summary widget provides a snapshot of the reserved budget amounts from the associated budgets. The reserved amount from the associated budget is color coded as follows:

Color When...

Green The reserved amount + consumed amount is less than 70% of the total allocated amount for that budget

Amber The reserved amount + consumed amount is between 70 and 90% of the total allocated amount for that budget

Red The reserved amount + consumed amount is more than 90% of the total allocated amount for that budget

The length of the color fill in the amount bar is not indicative and depends on the length of the characters displayed. For example, the fill is more when the value is 5820.00 (seven character length) than when 590.00 is displayed (six character length).

● On the Review Cart page, if you change the quantity of a kit item at the header level, only those kit items that are configured as required are updated. The quantity of optional kit items is not updated. You must update the quantity for these items manually if required.

Related Information

How to create a requisition from the dashboard [page 14]Budget checking in external systemsManaging budgets in SAP Ariba Buying solutions


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How to create a requisition from the dashboard

When you create a requisition, you can add it to an existing workspace or create a new workspace to add it to.

Prerequisites

● You must have the contract visibility feature enabled and belong to the Contract Manager or Purchasing Manager group to view associated contract pricing details. If you are a Contract Manager, you will be able to view all details pertaining to the selected contract. If you are a Purchasing Manager, you will be able to view only the contract summary and pricing details.

● (If your site is enabled for budget checks within your buying solution) You must belong to the Budget User group in order to view the Budget Details page.

Procedure

1. On the dashboard, click Create Requisition .2. Use the various options on the Catalog Home page to search and select the required catalog or non-catalog

items.

For more information about how to use the catalog options, see Types of items. See Adding punchout items [page 18] for information on how to add PunchOut items to your requisition.

3. Select the items you want to purchase and specify the required quantity for each, then click Add to Cart.4. Click Proceed to Checkout. You can edit your requisition details from here, add more items, delete existing

lines, or submit your requisition for approval.5. To view the approval flow and add more approvers, click Show Approval Flow on the Summary page.6. Do either of the following:

○ To create a procurement workspace and add the requisition to that workspace, click Create Project in the Related Projects field and then click Procurement Workspace.

○ To add the requisition to an existing procurement workspace, click Add To Project.For more information about creating procurement workspaces and adding requisitions to procurement workspaces, and about associating requisitions with other project types, see Working With Projects [page 96].

7. (Optional) Click the contract link in the Line Item Details section to view the applicable contracts page.8. (Optional) For an SAP ERP-integrated site enabled for the Funds Management accounting functionality, add

accounting information for the Funds Management account assignment fields for one or more line items. For more information about adding Funds Management accounting information on a requisition, see How to add Funds Management accounting information on a requisition [page 187].

9. (Optional) Do either of the following:

○ (If your site is enabled for budget checks within your buying solution) Click Edit Budget Details to view the budget details for each line item on the requisition.



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○ (If your site is enabled for budget checks in an external ERP system) Click Check to validate the requisition for budgets in the ERP system. A Success message appears to confirm that the budget check was successful.

NoteInitiating budget checks (clicking the Check button) before submitting a requisition for approval is an optional action. This action only validates the requisition for budget information in the ERP system and does not reserve funds for the requisition.

10. If enabled on your site, send a sourcing request for the line items on the requisition. For more information, see Initiating quick sourcing for requisitions [page 35].

11. (Optional) If enabled on your site, add or change the subcontractor value for the supplier in the Is Subcontractor field. For more information, see Adding subcontractor information for suppliers [page 44].

12. On the Summary page, click Submit to submit the requisition for approval.

Results

If your site is enabled for budget checks in the external ERP system:

● The ERP system performs the following actions if budget checks are successful:○ Assigns an ERP Reference Number to the requisition.○ Reserves funds for the requisition.○ (For an SAP ERP-integrated site) Saves a copy of the requisition in the ERP system.

● The SAP Ariba solution completes the following tasks:○ Sends an email notification to the requester to confirm that funds were successfully reserved.○ Includes the ERP Reference Number on the Summary page of the requisition.

After the requisition is successfully submitted for approval, the status of the requisition changes from Composing to Submitted.

Related Information

Adding catalog items with advanced pricing details [page 16]Adding non-catalog items [page 16]How to specify nonstandard ship to addresses on requisitions [page 22]Approving line items for evaluated receipt settlement and automatic invoicing [page 39]How to add accounting distributions to requisition lines [page 41]How to export and import accounting information [page 42]Taxes, charges, and discounts on requisitions [page 73]


Adding catalog items with advanced pricing detailsThere are different ways to view the pricing details for catalog and non-catalog items with advanced pricing details.

When you add a catalog item or non-catalog item with advanced pricing details, you see these additional fields:

● Price Unit● Price Unit Quantity● Unit Conversion● Pricing Description

When you add a catalog item with advanced pricing details, you can view the advanced pricing details when you hover the mouse pointer over the unit price of the item.When you add this catalog item, you can only view the advanced pricing details values and cannot edit them. However, when you add a non-catalog item, you can add and edit values for the advanced pricing details.

For more information on the advanced pricing details, see Advanced pricing details and fields.

The Requisition Summary page displays information on the line items with advanced pricing details. You can hover the mouse pointer over the Fx link in the Amount column to view the formula used to calculate the amount for the line item with the advanced pricing details. The amount is calculated using the unit conversion as:

Amount = Quantity * (Unit Conversion/Price Unit Quantity) * Unit Price.

When you add a non-catalog item to a requisition, click the Additional Pricing Details link to enter values. Your buying solution validates the values specified in these fields. These values are displayed in the Fx link in the Amount column for a line item in the Requisition Summary page.

When the requisition is approved, the purchase order also displays information on these fields.

NoteThe amount-based commodities, service items, or services procurement line items do not need advanced pricing details, such as quantity, unit of measure, unit conversion, and pricing description.

Related Information

Adding non-catalog items [page 16]

Adding non-catalog itemsIf you cannot find the items you need in the catalog, you can create non-catalog items by describing what you need so that a purchasing agent can locate and order the items for you. Non-catalog orders can take longer to process than catalog orders.

NoteUsers belonging to the No Ad-hoc Item group cannot add non-catalog items to a requisition. The Add Non-Catalog Item button is not visible to these users. Contact your SAP Ariba Customer Support for help.



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You will be required to enter the following information in order to add a non-catalog item:

For this option... Do this...

Full Description (all ERP Integrations)

Enter a description of the item.

Commodity Code Select a commodity code from the available choices, or click Search for more to select a different commodity code. Depending on your ERP integration, you may have to enter additional information, such as Account Type, Material Group (SAP) or Partitioned Commodity Code (PeopleSoft).

Supplier Select a supplier from the available choices, or click Search for more to select a different supplier.

If available, select a supplier configured as a preferred supplier for the selected commodity code. A value of Yes in the Preferred Supplier column indicates that the supplier is configured as a preferred supplier.

Contact The value for this field changes depending on the supplier you choose.

Click the contact name to see details for that person.

Click select to select another contact for the supplier you chose.

Payment Terms The value for this field changes depending on the supplier you choose.

Click the value to view the details of the payment terms.

Click select to select another paymenmt terms option.

Supplier Part Number Enter the Supplier Part Number for the item.

Supplier Auxiliary Part ID Enter the Supplier Auxiliary Part ID for the item.

Quantity Enter the quantity of the new item you are adding. For a service item, you cannot enter a quantity greater than one.

Unit of Measure Select an appropriate unit of measure from the available choices, or click Search for more to select a different unit of measure.

Price Enter the item price, or an estimated price. The total value of the requisition determines the default approvers, who must have a price to approve the request.

If you change the price or quantity, click Update Total to update the requisition total

Select a currency from the available choices, or click Other to select a different currency.

Amount This is a read-only field that is updated when you click Update Total.

A requisition with non-catalog items can be submitted successfully without specifying the supplier details. The SAP Ariba solution does not validate against the missing supplier information at the time of requisition submission (only for non-catalog items). But, the requisition can be fully approved only after one of the approvers in the approval workflow adds the missing supplier details to the non-catalog items.

The SAP Ariba solution validates this field (for non-catalog items) only when the requisition reaches the final approver in the approval flow. If, at this stage, the supplier details are still missing, an error message is displayed asking the approver to enter the supplier details.

The amount-based commodities, service items, and services procurement line items do not need advanced pricing details, such as quantity, unit of measure, unit conversion, and pricing description.


Related Information

How to mask unit price and amount values of line items from suppliers [page 43]How to add non-catalog itemsNon-catalog item fields

How to add dynamic items

Dynamic items are items in your SAP Ariba solution that are configured such that the latest price and availability information is fetched from suppliers in real time.

Procedure

1. Using the various options available in the Catalog Home page, search for the items that you require.

The catalog search results are displayed.

2. You can identify dynamic items visually by a refresh icon ( ) that precedes the price of the item.

If the price of a dynamic item is not available, a Get Latest Price link is displayed instead.3. Click the refresh icon or the Get Latest Price link to fetch the latest price and availability information of the

item from the supplier's website in real time.

The latest price and availability information is also fetched automatically when you click the item to view its details.

4. Click Add to Cart to add the item to the cart.

A message is displayed to indicate that the price of the item has changed and whether you want to add item to the cart or not. Click Add to Cart to add the item to the cart.

5. Click Add to Cart to confirm and add the item to the cart.

Adding punchout items

Punchout items are items that are only available on the supplier’s website. Depending on your catalog configuration, you either punch out to the supplier’s website to search for items (store-level punchout), or you search your local catalog for items and then punch out to the supplier’s website to add the item to your order (item-level punchout).

Alternatively, your catalog might be configured for a more detailed punch out. For example, if you search the catalog for a particular item, and matches are found in a supplier’s punchout catalog, you can view the supplier’s punchout catalog to see store, aisle, shelf, or item-level results that represent different granularity in item grouping for browsing.



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A customer catalog manager can request the latest price and availability updates from suppliers at frequent intervals for item-level punchout catalogs. A user belonging to the Customer Catalog Manager group can configure the frequency at which the request needs to be sent to the supplier.

When a status update is received from the supplier, it is displayed as highlighted text against the item.

Depending on the catalog configuration and buyer-supplier agreements, the price of some punchout items may not be displayed. For such items, a highlighted text is displayed indicating that the price is available from the supplier.

What you see on the supplier’s website depends on the supplier, but when you have selected your items, added them to the supplier’s shopping cart, and checked them out, the selected items are displayed in your buying solution.

Helpful hints for adding punchout items

● When you punch out to a supplier’s site, you can click Close PunchOut Catalog Shopping Session in the upper right of the page to exit the supplier site without adding an item to your requisition.

● On the catalog search results page, you cannot add multiple item-level PunchOut items to your shopping cart in one transaction by selecting multiple items and clicking the Add to Cart button. However, depending on how your catalog is configured, you might be able to add multiple items by punching out to the supplier’s website, searching for items and then adding them to the shopping cart.

Punchout catalog restrictions

There are various restrictions that apply to adding punchout catalog items to your order.

Discounted and specially priced itemsYour company might receive discounts and special prices when you order items from a suppliers’ punchout catalog. If you want to make changes to punchout items in your order, you must return to the suppliers’ website to do so, since your changes might affect the discounts or special pricing applied to the final order. Deleting punchout items can also affect the final cost of your order.

Previously added itemsThe actions you can take on punchout items previously added to a request depend on how the supplier has configured the punchout catalog. For example, you can return to a punchout catalog to edit and delete items if the supplier has enabled those actions, or you might only be able to view descriptions of the items.

Copied items and requestsYou are not allowed to copy items from a supplier’s punchout catalog that you have previously added to a request because the price or other information might have changed since you initially added the items. If you want to add new punchout items or modify existing ones, you return to the supplier’s site to update the information in your request.

You cannot copy an individual punchout item to add it to an order.

If you copy a request that contains punchout items, a copy of your original request is created and any punchout line items are omitted from the copy.


Related Information

How to edit punchout items [page 20]How to delete punchout items [page 21]How to add punchout items

How to edit punchout items

You can edit punchout items on your requisition, but you cannot make changes that impact the cost of the order.

Prerequisites

Your company might have agreements with suppliers for discounts on items from the suppliers’ catalogs. To change punchout items in your shopping cart or requisition, you must return to the suppliers’ website, because changes may affect the discounts applied to the final orders.

RestrictionYou can only edit information for punchout items that do not impact the cost of your order, such as accounting and shipping information, in SAP Ariba Catalog. See About Editing Line Items [page 33] for more information.

Procedure

1. On the Requisition Summary page, check the checkbox for the item you want to edit and click Edit.2. On the item review page, click the Edit this PunchOut catalog item link.3. Make your changes on the supplier’s website.

Related Information

How to delete punchout items [page 21]



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How to delete punchout items

You can delete selected punchout items or all punchout items from the Requisition Summary page.

Context

Deleting punchout items might affect the cost of other punchout items added to your requisition. For example, if you order two items with an agreement that if you buy one you get the second at a 50% discount, and then you delete one, the cost of the other item must be calculated differently.

If you want to delete only a portion of the punchout items from a supplier, you need to do that from the supplier’s website. If you want to delete all items from a supplier, you can do that from SAP Ariba Catalog.

Procedure

1. On the Requisition Summary page, do one of the folowing:

○ To delete all punchout items, check the checkbox for all items from that supplier, then click Delete.○ To delete a selected punchout item, check the checkbox for the item you want to delete, then click Delete.

RestrictionA confirmation message is not issued before the items are deleted.

2. On the Delete Line Item page, click one of the following:

○ Delete to delete all items from this supplier○ Edit to punch out to the supplier's website where you can delete selected items from your shopping cart○ Cancel to cancel the action and return to your shopping cart

Related Information

How to edit punchout items [page 20]


How to specify nonstandard ship to addresses on requisitions

Nonstandard addresses are ad hoc addresses created in your buying solution. They do not exist in the buyer’s ERP system. They may be the home office locations of users and preferred ship to addresses for invoices or the items on a requisition.

Context

If your buying solution allows users to add nonstandard shipping addresses, and you want the items in the requisition to be delivered to a shipping address that is not in the list of addresses available in the system, you can use the Ship To field in the requisition to either choose an existing nonstandard address or create a new one. The nonstandard ship to address that you use can be specific to each line item or can apply to the entire requisition.

When you create a nonstandard address, it is saved for future use. You can edit and deactivate nonstandard addresses, and create additional addresses, using the Manage nonstandard addresses option on the Preferences menu. For information on managing nonstandard addresses, see How to change or deactivate a nonstandard shipping address (SAP Ariba Procurement solutions).

Procedure

1. In the Ship To field under the Shipping heading, click Search for more in the list.

NoteIf you have multiple line items in your requisition, and you want to enter a nonstandard ship to address for a particular line item, first select that line item and click Edit.

2. On the Choose Value for Ship To page, do one of the following:

○ If the nonstandard address you want already exists, find the address, and click Select.○ To create a new nonstandard address, click New. The Create Nonstandard Ship To page appears. Enter all

the required shipping details, and click Save. The address is stored with an internal ID (a unique name) with a prefix of ADBuyer, which indicates that it's an address created in the user interface of SAP Ariba Procurement solutions.

NoteWhen creating nonstandard ship to addresses, you must enter valid values in the Street, City, and Country/Region fields. If you do not enter values in these fields, the nonstandard Ship To address that you are creating will not display in the corresponding purchase orders.



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How to specify emails of additional supplier contacts for order routing

You can have your site configured to route purchase orders to an additional supplier email address for both public and private suppliers on Ariba Network.

Prerequisites

● Each supplier location defined for your site must be configured to accept orders using one of these preferred ordering methods: Fax, Email, Print, or Online.

● For supplier locations configured for manual ordering, your administrator must have configured the approval flow for requisitions to include a member of the Procurement Agent group. Procurement agents can review the additional supplier contact email addresses on submitted requisitions and if required, specify additional supplier contact email addresses if such information is not available on those requisitions.

Context

In the default configuration, the buying solution respects the routing email address preferences entered by suppliers in their Ariba Network accounts.

You can have your site configured to route purchase orders to an additional supplier email address for both public and private suppliers on Ariba Network. Suppliers can be private (unregistered), public registered light account, or public full use account holders on Ariba Network. This setting allows you to specify an additional email address in the details for a line item on a requisition to send the corresponding order to a representative from the supplier organization who is familiar with the requirements to fulfill your order. For help with this configuration, please have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

NoteWhen you specify an additional email address for a line item on a requisition, the buying solution automatically applies the same email address for all line items corresponding to the same supplier location. Therefore, if a requisition includes multiple line items for the same supplier location, you cannot specify different email addresses of additional supplier contacts for each line.

Procedure

1. On the Summary page of the requisition, select the appropriate line item and click Actions Edit .

The Line Item Details page appears.2. Enter the email address of the additional supplier contact in the Additional Supplier Email Address field.


CautionVerify that you have entered the correct email address to ensure that the order is not routed to unintended recipients.

3. Click OK to return to the Summary page of the requisition.

Results

After the requisition is fully approved, the buying solution sends the order to the supplier on Ariba Network and also includes a copy of the order as an attachment in the email notification sent to the additional supplier contact.

Related Information

About defaulting behavior on bill to, ship to, and deliver to fields [page 24]

About defaulting behavior on bill to, ship to, and deliver to fields

The Bill To, Ship To, and Deliver To fields, along with other accounting fields, are typically defaulted from the master data that is loaded in your buying solution, for all users and commodities. You can, however, override these values manually at header and/or line level when creating a requisition.

Your buying solution defaults the Bill To, Ship To, and Deliver To field values only initially. The defaulting mechanism is not triggered again if you have manually changed the values at any point when creating the requisition.

In particular, the Ship To and Deliver To fields are set as follows:

● If you change the header-level Ship To or Deliver To fields, then the Ship To and Deliver To is set to the header values on all existing line items on the requisition unless you have previously modified the values at the line level.

NoteLine-level changes take precedence over header-level changes.

● If you have manually changed the line-level Ship To or Deliver To field from the initial default value, these manually changed values are not re-defaulted and can only be changed through an explicit user action. Subsequent edits to the line items will not trigger the defaulting mechanism to re-default the Ship To and Deliver To fields.

● Any new line items added to the requisition after you have changed the Ship To and Deliver To fields at the header level will then inherit the changed values.



Preventing re-defaulting of address and accounting fields

Sometimes purchase orders remain open for a long time during which, the requesters associated with the corresponding requisitions might need to be changed because of organizational changes. In such a scenario, if the supplier for an order has already shipped the items (fully or partially), you might want to restrict the re-defaulting of the address and the accounting fields on the requisitions to prevent errors. To manage such scenarios, your buying solution can be configured to ensure that the re-defaulting mechanism is not triggered in the following cases:

● The requester of an ordered requisition is changed while a change order is initiated.● The user profile of the requester (based on the master data uploaded in the buying solution) of a requisition is

changed.● A user reassigned as the requester of a requisition initiates a change order action.

The following table lists the address and the accounting fields for which the values do not change when ordered requisitions are revised:

Field category SAP ERP PeopleSoft ERP Simple Generic ERP

Address Plant Ship To Ship To

● Deliver To● Bill To● Purchase Group

● Deliver To● Bill To

● Deliver To● Bill To

Accounting ● Company Code● Purch Org● Cost Center● GL Account

● Business Unit● GL Business Unit ● Location ● Account ● Department● Statistics Code ● Product

● Company● Business Unit● Cost Center● Account ● SubAccount● Purchasing Unit

How to view items you want to order

Before you finalize an order, you can review supplier information, edit items on the order, or add more items to the order.

Procedure

1. On the Catalog page or the Search Results page, do one of the following:

○ Click the shopping cart icon.○ Click Checkout on the Catalog page, or the Search Results page to view your items on the requisition

Summary tab.2. Review the items you want to order:


○ Click Show Details or Hide Details to display or hide detailed information about the line items, such as the supplier and contact.

○ If available, click the arrow next to the catalog kit to collapse or expand it, and hide or show all of the individual items in the kit.

○ The icons in the Type column indicate the line item type, for example, a catalog item.3. Modify item information if necessary.

○ To edit, copy, or delete items, check the checkbox for each item, then click Edit, Copy, or Delete. If you edit an item, resolve any errors before proceeding, else you will be alerted by the application to errors on the page.

○ If you change the quantity, click Update Total. If you copy or delete items, the total cost is automatically updated.

4. To add more items to the cart, click Add from Catalog or Add Non-Catalog Item.

Team requisitioning and team receiving

You can mark your requisitions as team requisitions to allow the team members defined in your user profile to access the requisitions.

For all team requisitions in which you are the preparer, your team members can perform any action that you can do, for example, edit, cancel, submit, delete, or withdraw the requisition. The team member can also take over the team requisitions you create. When a team member takes over a requisition, the buying solution automatically assigns the preparer role for the requisition to the new team member.

This functionality provides the following advantages:

● Enables a team of users in a central purchasing group to work collaboratively to process requisitions.● Ensures continuity of business processes when preparers and requesters of requisitions are not available to

manage their requisitions and receipts.

Example

Let XYZ Inc. be an organization that has a central purchasing unit for its procurement functions. Vanessa, Jeff, and Lee are three users in the purchasing unit who work in shifts. Their roles include preparing requisitions on behalf of different employees of the organization to fulfill their day-to-day procurement needs.

The following provides an overview of the team requisitioning and the team receiving process for a sequence of activities involving multiple users:

1. Vanessa, Jeff, and Lee add each other as team members in their user profiles.2. Vanessa, working in the first shift receives a request from a workshop manager to order for a set of tools.

Vanessa performs the following tasks:○ Checks with the workshop manager whether he has included the appropriate team members in his user

profile so that either he or one of the team members can perform the receiving functions when the ordered items arrive.

○ Prepares a requisition on behalf of the workshop manager.



NoteBecause the workshop manager's name appears in the On Behalf Of field on the requisition, the workshop manager is the requester for the requisition.

○ Flags the requisition as a team requisition and enables the requisition for team receiving.However, Vanessa requires some information from the workshop manager, and therefore saves the requisition. The status of the requisition is Composing.

3. At the end of the first shift, Jeff takes over the responsibilities from Vanessa. Jeff receives the pending information and performs the following actions:○ Searches for team requisitions with Vanessa as the preparer and the workshop manager as the requester.○ Makes the appropriate changes for the requisition and submits it for approval.

4. At the end of the second shift, Lee takes over the responsibilities from Jeff.5. During the approval phase, one of the approvers denies the requisition. Lee performs the following actions:

○ Searches for team requisitions with Vanessa as the preparer and the workshop manager as the requester.○ Makes the appropriate changes and submits the requisition for approval.

6. All approvers approve the requisition and an order is created.7. The supplier receives the order and partially ships the items.8. The workshop manager completes the receiving functions and approves the receipt.

The status of the requisition changes to Receiving.9. Because of an organizational change, Vanessa moves to a new department. Jeff takes over the requisition from

Vanessa. In addition, Jeff and Lee edit their user profiles to remove Vanessa as a team member.10. The supplier ships the remaining items.11. One of the workshop manager's team members who is automatically added as an approver to the approval flow

for the receipt performs the receiving functions and approves the receipt.

Difference between team requisitioning and modelling a store as a user with its associates as its delegatees

You have the option to create user delegations in your buying solution to delegate your approval authority to multiple users to ensure that one of the delegatees can complete the approvals on your behalf. This functionality can be leveraged to model a store as a user and assign the associates of the store as its delegatees. The delegatees can then manage the ordering and receiving tasks on behalf of the store. For more information about delegating your approval authority, see the Approval flows guide.

Based on specific organizational requirements, you can choose between team requisitioning and using the "multi-user delegation" functionality to configure a store as a user and assign multiple store associates as delegatees who can manage the ordering and receiving tasks on behalf of the store. The following table provides a comparison of these features.

Team requisitioningAssigning multiple users as delegatees for a store

Documents applicable Requisitions, which are flagged as team requisitions.

Requisitions and receipts.



Who can access approvable documents Users specified as team members in the preparer's user profile.

Users who are configured as delegatees on behalf of a store.

Applicable time period Team members defined in a user's profile are permanent. The list of team members defined in a user's profile is not configured based on specific time periods.

Delegations are effective only for a specific period of time based on the date and time specified in Ariba Administrator to define the delegation period.

Actions that team members or delegatees of a store can perform

● Edit the preparer's team requisitions.

● Perform all those actions on team requisitions that the preparer can do. For example, edit, cancel, submit, delete, or withdraw requisitions.

● If configured to allow team receiving, a team member can complete the receipts for orders associated with the preparer's team requisitions.

● Take over a team requisition to become the preparer of the requisition.

Create requisitions and receipts and manage the ordering and receiving tasks on behalf of a store.

Group membership requirements Team members must have membership of the appropriate groups to process the preparer's documents.

Delegatees inherit permissions allowed by a store's group membership to perform actions, such as approving and reconciling documents. Customer administrators need not add individual users to the respective groups. For example, if a store is assigned to the Purchasing Manager group, store associates who are configured as delegatees of the store automatically inherit the ability to perform all those tasks that can be performed as a purchasing manager.

Common scenarios where suited for Suitable for organizations, such as central purchasing organizations where a group of users require to work collaboratively to process team-owned requisitions and receipts.

More suited for organizations, such as stores where users work on behalf of a store to manage the ordering and receiving tasks.




Setup process All members of a team who create and manage requisitions update their user profile to include each of their team members and any user groups who can take over their requisitions. Similarly, requesters configure their user profile to add team members who can manage their receipts.

Customer administrators can set up delegations quickly for a large number of stores (delegators) and store associates (delegatees) by using the data import task for this feature.

Related Information

How to enable team requisitioning and team receiving [page 30]How to take over a team requisition [page 32]

Prerequisites for team requisitions and team-received requisitions

● Your site must be enabled for team requisitioning and team receiving. For help with this configuration, have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

● Ensure that you've defined your team members and any user groups in your user profile. In addition, all members of the team who create and manage requisitions must update their user profile to include each of their team members and any user groups who can take over their requisitions. Similarly, requesters must configure their user profile to add team members who can manage their receipts.

NoteBy default, the user preparing a requisition is also the requester of the requisition. Preparers of requisitions can also submit a requisition on behalf of another user specified in the On Behalf Of field. In such a case, the preparer and the requester for a requisition are different users.

For more information about defining team members in your user profile, see About your user profile.● Unless you're included as a team member in your team member's user profile, you can't perform a takeover

action to "take back" a requisition you created. For example, Lavy creates a requisition and a team member named Kim takes over the requisition. If the user profile of Kim doesn't include Lavy as a team member, Lavy can't take over the requisition even though Lavy was the original preparer of the requisition.

● Your administrator must configure the approval process for receipts to include the team members of the requesters to the approval flow of receipts if a requisition is marked for team requisitioning or team receiving. This action ensures that team members of requesters can complete approval actions for receipts if the requesters aren't available to manage the receipts.

● The option to mark a requisition as a team requisition and the option to flag it for team receiving are independent of each other. Therefore, as a preparer if you mark a requisition only for team receiving, your team


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members can't perform any action on the requisition, for example, edit, cancel, or take over the requisition. In such a case, depending on whether the approval process for receipts is configured to add the requester and the requester’s team members to the approval flow of receipts, the team members of the requester (either you or a different user whose name appears in the On Behalf Of field) can manage the receiving functions for the receipts associated with the requisition.

● If the visibility control feature is enabled for your site and you're a responsible user for multiple purchasing units, ensure that the team members you add to your user profile are also configured as responsible users for the same purchasing units. This ensures that your team members can search for team requisitions associated with those purchasing units and take over your team requisitions, if necessary.To process team requisitions faster when visibility control is enabled, you can contact SAP Ariba Support to enable the Application.Purchasing.ProcessTeamRequisitionsFasterWhenVisibilityControlIsEnabled parameter. When this parameter is enabled, the information about the users based on purchasing unit that they're responsible for is stored in the memory for quicker validation.

● Your team members must have membership of the groups in which you're a member to be able to manage your team requisitions or team receipts.

NoteUsers belonging to the Edit Approvable group can edit team requisitions even if they aren't team members of the preparer of a team requisition.

How to enable team requisitioning and team receiving

You can enable team requisitioning, which allows your team members to manage your requisitions, or team receiving, which allows team members to manage receipts associated with your requisitions.

Prerequisites

Ensure that you have reviewed and completed the prerequisites listed in Team requisitioning and team receiving [page 26].

Procedure

1. Perform the following actions on the requisition page:a. Check the Is Team Requisition checkbox to allow team members to take over the requisition.b. Check the Is Team Received checkbox to flag the requisition for team receiving to allow team members to

manage the receipts associated with the requisition.2. Make any necessary changes and click Submit to submit the requisition for approval. Alternatively, click Exit,

then click Save this request to save your changes and leave the requisition in the Composing state.



Related Information

How to search for team requisitions [page 31]How to take over a team requisition [page 32]

How to search for team requisitions

You can search for team requisitions that you've created or for requisitions in which you are added as a team member.

Context

When you perform a search for requisitions, the search results include the following team requisitions:

● Team requisitions created by you.● Team requisitions in which the preparer's user profile includes you as a team member.

Procedure

1. On the dashboard search bar, click the content type menu to the left of the search field and select Requisition.

2. Press Enter or click the search icon .

The Search page opens.3. Select Yes next to the Is Team Requisition search filter.4. To include requisitions marked for team receiving in your search results, select Yes next to the Is Team

Received search filter.5. If required, specify any search criteria and click Search.

The search results display a list of requisitions marked as team requisitions.6. To view a requisition, click its link in the search results.

Related Information

How to take over a team requisition [page 32]


How to take over a team requisition

You can access all team requisitions in which the preparer's user profile includes you as a team member. If required, you can takeover a team requisition to be automatically assigned as the preparer of the requisition.

Prerequisites

● The requisition you want to take over must be flagged as a team requisition.● You must be included as a member of the preparer's team whose requisition you want to take over.

Procedure

1. Search for the team requisition you want to take over and click its link in the search results.

For more information about searching for team requisitions, see How to search for team requisitions [page 31].2. Click Take Over at the top of the requisition page.

A message appears informing that you will become the preparer of the requisition.3. Click OK.

Results

● The History record of the requisition includes a record of the takeover action.● You are assigned with the preparer role for the requisition. The team members defined in your user profile can

peform actions, such as edit, delete, or cancel the requisition. If required, your team members can also take over the requisition.

● The previous preparer of the requisition receives an email notification stating that you have taken over the requisition.

Related Information

Team requisitioning and team receiving [page 26]



Editing line items on requisitions

You can edit requisitions that have a status of Composing or Submitted.

You can edit the following information for a line item on a requisition from either the Shopping Cart or the requisition Summary page:

● Line item details, such as order quantity, suppliers, and item descriptions.● The Bill To and Ship To addresses and the recipient of the shipment.● Accounting information.● (For service requisitions) Maximum and expected amounts, start and end dates, and details of child items. If

enabled for your SAP-integrated site, you can additionally edit the contract limit and the other limit.

NoteIn the default configuration, currency conversion rates if revised by your customer administrator are not applied to the line items when you edit or submit a requisition. To ensure that latest currency conversion rates are applied when you edit or submit a requisition, please have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you to enable it on your site.

Related Information

Mass editing requisition line items [page 112]Editing user-specified prices of partial catalog items [page 33]

Editing user-specified prices of partial catalog items

You can enter prices for partial catalog items before it's checked out and added to the requisition.

In the default configuration, you can enter base prices for partial catalog items on shopping carts if those items do not include price values. However, after you check out a partial catalog item and add it to a requisition, you cannot edit the price. To configure your site to allow editing of base prices for partial catalog items, please have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

Example: Base price and unit price for partial catalog items

The base price of a partial catalog item is the value that a user enters for the Price field on the shopping cart during the process of creating a requisition. Users perform this action if the item does not include a price value.

Conceptually, base price can be considered as the initial price or the lowest price of an item before additional components, such as discounts, taxes, and charges are applied. The buying solution determines the price (unit price) of that item after applying discounts or contract pricing terms to the base price. Taxes and charges are then applied with reference to the unit price.


For example, let the base price of a partial catalog item be $100. If the contract pricing terms applicable for the item is 10%, the price (or unit price) of the item is calculated as ($100 - 10% of $100) = $90. Taxes and charges are calculated on the unit price of $90.

NoteAfter a partial catalog item is checked out from a shopping cart and added to a requisition, the base price is displayed in the Base Price field on the Line Item Details page that appears when you choose to edit the details for a line item. Further, the Line Item Details page includes a Price field that includes the price value after the applicable discount or contract pricing terms are applied automatically on the base price.

Editing payment terms

Your site can be configured to split orders, creating separate purchase orders for each line item in the same order.

You can change the payment terms of a line item if you are a member of one of the following groups:

● Procurement Manager● Purchasing Manager● Purchasing Agent

Your site can be configured to split orders based on payment terms. When this is configured, and if different payment terms are applied to individual line items in a requisition, a separate purchase order is generated for each line item, even when all items are ordered from the same supplier.

How to edit line items on requisitions

You can edit the billing address and other accounting information, spread the cost between multiple accounting groups, or edit the Shipping - by Line Item properties.

Procedure

1. Check the checkbox for the item, then click Edit.2. Edit the properties under Line Item Details following the same procedure you use when you add a non-catalog

item. For more information, see About Adding Non-Catalog Items [page 16].3. Under Accounting - by Line Item, edit the billing address and other accounting information. For each property,

select an appropriate value from the menu, or select Other; then click Select for the value you want to add. If your site is configured to allow export and import accounting information, you can also edit accounting information using an Excel spreadsheet. For more information, see How to export and import accounting information [page 42].

4. To spread the cost among multiple accounting groups, click Split Accounting. For more information, see Adding Accounting Distributions [page 41].

5. Edit the Shipping - by Line Item properties in one of the following ways:



○ For a field that has pre-populated values to be selected from a menu, select an appropriate value from the available choices, or select Other; then click Select for the value you want to add.

○ For a field value that must be specified manually, enter the value in the appropriate field.6. Add comments and attachments if necessary.7. Click OK to save the changes and return to the previous screen, or Cancel to return to the previous screen

without saving changes.

Related Information

Editing user-specified prices of partial catalog items [page 33]

Initiating quick sourcing for requisitions

You can initiate sourcing requests directly from a purchase requisition to explore various supplier options in SAP Ariba Sourcing and get the best purchase deals before you submit the requisition for approval.

Sourcing requests for requisitions can include catalog items, non-catalog items, and items configured for demand holding rules (held line items).

NoteThe unit price currency for all the line items in the requisition must be the same.

When you send a sourcing request for a requisition, a sourcing agent creates a sourcing project for the requisition in SAP Ariba Sourcing and publishes the event. Suppliers bid for the event and after the bidding is complete, the event is awarded to one or more suppliers. After receiving the pricing terms for the requisition, your buying solution applies the pricing terms to the line items on the requisition.

NoteYou cannot send sourcing requests for PunchOut items, Spot Buy items, kit items, collaborative items, and service items.

The following status codes indicate the phase at which a requisition is in during the sourcing process:

Status Description

Sourcing Request Sent The status of a requisition changes from Composing to Sourcing Request Sent after your buying solution sends a sourcing request to SAP Ariba Sourcing.

Pricing Terms Received The status of a requisition changes from Sourcing Request Sent to Pricing Terms Received after a sourcing professional sends the pricing terms to your buying solution.


The following guidelines apply when you manage sourcing requests for requisitions:

● You can send a sourcing request for a requisition only once. Therefore, if you cancel the sourcing request for a requisition, you cannot send another sourcing request for the same requisition.

● When you cancel a requisition that is in the Sourcing Request Sent state, the sourcing request for the requisition is also canceled.

● You cannot add new items to a requisition if the requisition is in the Sourcing Request Sent state. However, when you add new items to the requisition after the pricing terms are received, the newly added items on the requisition follow the regular procurement workflow after the requisition is fully approved.For a requisition in the Pricing Terms Received state, you can also add PunchOut items, Spot Buy items, and kit items. If the newly added items are configured for demand holding rules, your buying solution includes the items in the Purchasing Workbench and assigns those items to purchasing agents for creation of aggregated requisitions.

Related Information

How to create a sourcing request for a requisition [page 38]How to cancel a sourcing request for a requisition [page 39]Topics about creating and managing aggregated requisitions [page 153]

Requisition header-level information sent to quick sourcing requests

For requisitions that are sent for quick sourcing, header-level details of the requisition are sent to the sourcing request. This includes header-level custom fields and attachments from the requisition.

Sending standard requisition header fields to standard sourcing request fields

The following standard requisition fields are sent to the sourcing requests and displayed in the sourcing solution:

Table 1: Standard requisition header fields sent to sourcing requests

Requisition field that is sent Sourcing request field where it is displayed

Title: The requisition title Appears as the sourcing request title

Company Code Company Code

In the field configuration,

● Set the field as ERP Integration Field.● Set the Visibility settings. If any visibility conditions have

been defined, add the OR Origin == 2 condition.



Requisition field that is sent Sourcing request field where it is displayed

On Behalf Of: The requester of the goods or services ● Owner field in the Overview tab● Observers group in the Team Members table of the Team

tab

Total: The total amount for the requisition including the taxes and charges.

Baseline Spend: The currency displayed is the currency of the line items in the requisition.

Sending standard or custom requisition header fields to custom sourcing request fields

For some of the standard requisition header fields such as requisition ID and Need-by date, there are no corresponding standard fields in the sourcing solution. These standard fields and other custom fields from the requisition header can be sent to custom fields in the sourcing request.

● To send a standard field to a custom field in the sourcing request, create a computed custom field in the buying solution and populate it with the values of the standard field. Then, create a corresponding custom field in the sourcing solution.

● The name of the custom field that you create in the buying solution must match the name of the custom field in the sourcing solution.

● The custom fields that you create in the buying solution must be set as quick sourcing request fields in the field configuration.

Note

Your customer administrator can set the field as Quick Sourcing Request Field in Manage Core Administration Customization Manager Field Configuration .

● The custom fields that you create in the sourcing solution must be set as ERP Integration Field in the field configuration.

● To display the custom field in the sourcing request, its Visibility settings must be set in the field configuration.

Sending attachments in requisition headers to quick sourcing requests

You can send requisition header-level attachments to sourcing requests. These attachments are displayed in the Documents tab of the sourcing request.

Prerequisites

● The Application.Purchasing.EnableQuickSourcingForRequisition parameter must be enabled for your site. SAP Ariba sets this option for you.

● Your administrator must enable the Send header-level fields to quick sourcing requests (Application.Purchasing.AllowEnhancedQuickSourcing) parameter. For information about the parameter, see Send header-level fields to quick sourcing requests.


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● The cXML version in SAP Ariba Sourcing must be 1.2.034, or higher.● You must run the NetworkRFQAttributesMigrationTask and the

EnableSourcingERPIntegrationTask tasks in SAP Ariba Sourcing.

Restrictions

● The requisition header-level custom field that you create and send to a sourcing request can be a normal or a computed field, but it can only be of String type. Else, the field is not sent even if it is configured as a Quick Sourcing Request Field.

● The Comments field in the requisition header is not sent to the sourcing request.

How to create a sourcing request for a requisition

You can create a sourcing request for the line items on a requisition before you submit the requisition for approval. If you are an approver for a requisition, you can edit the requisition and then send a sourcing request for the requisition.

Prerequisites

● Your site must be configured to allow users to initiate sourcing requests directly from requisitions. For help with this configuration, please have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

● You must be a member of the Purchasing Agent or the Purchasing Manager group to be able to send a sourcing request for a requisition.

● All line items on a requisition must use the same currency.

Procedure

1. Do one of the following:

○ If you are creating a requisition, add the relevant items to the requisition.○ If you are approving a requisition, click Edit to open the requisition.

2. Verify the details on the requisition and click Create Sourcing Request.

Your buying solution sends a sourcing request to SAP Ariba Sourcing. SAP Ariba Sourcing then creates a sourcing project for the requisition.

The status of the requisition changes to Sourcing Request Sent.



Related Information

How to cancel a sourcing request for a requisition [page 39]

How to cancel a sourcing request for a requisition

After you send a sourcing request for a requisition, you cannot edit it until its pricing terms are received or you manually cancel the sourcing request. If you delete this requisition, the sourcing request is automatically canceled.

Prerequisites

You must be a member of the Purchasing Agent or the Purchasing Manager group to cancel the sourcing request for a requisition.

Context

Before you cancel or withdraw a requisition in the Sourcing Request Sent state, you need to cancel its sourcing request.

Procedure

1. Open the requisition and click Edit.2. Click Cancel Sourcing Request.

Your buying solution sends a cancelation request to SAP Ariba Sourcing. The status of the requisition changes to Composing.

Approving line items for evaluated receipt settlement and automatic invoicing

You can flag line items on requisitions for evaluated receipt settlement (ERS) and automatic invoicing.

This feature is applicable for both material and service items as follows:

● When a material line item is flagged for ERS, an invoice is created automatically after a goods receipt is fully approved.


● When a planned service item is flagged for ERS, the nested level of its child lines automatically qualify for ERS and automatic invoicing. For an unplanned service item on a requisition, items added to service sheets are eligible for automatic invoicing if the service item is flagged for ERS.

Your SAP Ariba Buying and Invoicing solution creates automatic invoices using the information on purchase orders, goods receipts, and service sheets.

Related Information

Creating and managing service sheets

How to flag line items for evaluated receipt settlement

You can flag one or more line items on a requisition for ERS-based transactions.

Prerequisites

● The buyer and the supplier must have a mutual agreement to use ERS for purchasing transactions. When line items are flagged for ERS transactions, suppliers on Ariba Network cannot create invoices for those items.

● The self-service parameter for the ERS feature is disabled by default. Contact your site's customer administrator if you want to turn this feature on in your test or production site.

● Ensure that the data import tasks to enable supplier locations for ERS must be complete. For more information, see Supplier location data (consolidated file) data import.

● You must be a member of the Purchasing Manager or the Invoice Manager group to approve line items for ERS transactions.

● Your customer administrator must configure the approval flows for requisitions to include the Purchasing Manager or the Invoice Manager group if a requisition includes at least one ERS item.

● Ensure that a valid commodity code with receiving enabled is maintained for each line item.● All information related to taxes and allowances must be specified as a percentage rate, not as a flat amount.● Include only those items in requisitions for which you want to use ERS transactions. If you have both ERS and

non-ERS-approved items from the same supplier, the non-ERS items are automatically approved for ERS-based transactions even if one item for the supplier location is flagged for ERS transactions.

NoteYou can configure your SAP Ariba solution to create separate purchase orders for ERS-approved and non-ERS-approved items on a requisition. For help with this configuration, ask your Designated Support Contact to log a service request and an SAP Ariba Customer Support representative will contact you.



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Procedure

1. In the Line Items section, select the checkbox for the appropriate line item, and then select ActionsEdit .

2. Under Line Item Details section, select Yes for the ERS Allowed field.3. Click OK.

How to add accounting distributions to requisition lines

Accounting distributions allow you to distribute the cost of the order between different departments, cost centers, accounts, or projects.

Context

In many cases, for example on bulk orders for your organization, you might have to distribute the cost of the line items to multiple departments, cost centers, accounts, or projects. If your site is enabled for split accounting, you can create multiple accounting split records for each line item. If your site is configured to allow exporting and importing of accounting distribution lines, you can also create and import split accounting records using an Excel spreadsheet for faster entry of accounting distributions.

Procedure

1. In the Line Items section, select the line item and click Edit.2. In the Accounting - By Line Item section, click Split Accounting.3. Click the Split By dropdown menu and select amount, percentage, or quantity as the method for splitting

accounting.

4. Click Add Split if you want to distribute the cost between more than two accounting groups.5. Select the accounting information for each group and enter the split amount, percentage, or quantity for each

accounting group.6. Click Update to make sure that you allocated your entire cost.7. Click OK.

Related Information

How to export and import accounting information [page 42]How to mask unit price and amount values of line items from suppliers [page 43]


How to export and import accounting information

Your site must be configured for exporting and importing accounting information to edit or create accounting distributions for an order using an Excel spreadsheet template.

Prerequisites

Your site can also be configured to automatically populate blank accounting fields in imported requisitions with the default values determined by your buying solution. When configured, your buying solution processes the imported files and updates all blank accounting fields as follows:

● For existing lines, the original field values before the export action (even if they were blank) are retained.● For new split lines, the values are defaulted from the first line. If the corresponding fields values in the first line

are also blank, then the blank fields are populated with the values determined by the accounting information defaulting mechanism.

Procedure

1. Select the line items you want and click Export Accounting. Make sure that you have selected all of the lines you want to include in the accounting distribution export, including any tax, shipping, or other lines.

2. On the Export Accounting Distributions page, if your site uses split accounting, enter the minimum number of split lines per line item to include in the export. To just export the current accounting distributions, accept the default value for Minimum number of accounting split records per line item.

3. Click OK.

The resulting export file includes the following:

○ Depending on the value for the minimum number of accounting split records per line item, each line item will at least include the number of split accounting lines you specified. If a line has less accounting split records than the minimum number you specified to create during export, additional template lines are created for the line.

○ For line items that have more accounting split records than the minimum number to create during export, all accounting split records are exported, but no template lines are added. If you want to add additional splits to those lines, be sure to preserve the Item Number, which is used as a key during import to populate the accounting split records with the information you provided in the Excel spreadsheet.

4. Edit the spreadsheet to specify accounting distributions for the lines you selected.5. If you are splitting by percentage, make sure that each split line has the correct percentage and that they total

100% for each line. For splits by amount or quantity, make sure that the split numbers you enter add up to the line total. To edit split lines or add new lines, do the following:a. Click on a Split Accounting Type cell to change the split accounting type. The cell values are predefined to

allow you to select splitting by percentage (_Percentage), quantity (_Quantity), or amount (_Amount). Depending on your split accounting type, enter the split amounts in the respective associated columns (Percentage, Split Quantity, or Split Amount). Enter the accounting information for the line.

b. You can add new lines anywhere in the spreadsheet. Enter the item number, the split accounting type and values, and the accounting information.



6. Save the Excel spreadsheet7. To import the accounting information, click Import Accounting in your requisition, browse to the location of

the Excel spreadsheet and click OK.

Next Steps

During import, the information in the spreadsheet is validated to make sure that your SAP Ariba solution can process or create the accounting lines. If any accounting information validation errors are found, correct them in the spreadsheet and import it again.

Related Information

How to mask unit price and amount values of line items from suppliers [page 43]

How to mask unit price and amount values of line items from suppliers

You can mask unit prices and amount values of line items when you’re creating a requisition, or even after a requisition has been created.

Prerequisites

To be able to mask the prices of non-catalog items on requisitions, you must have membership of the Hide Price from Supplier or the Purchasing Agent group.

Context

In some purchasing scenarios, where you are not familiar with the best prices to procure certain items, you might not want to let suppliers know of your price expectations to prevent them from quoting item prices based on your estimates. In such cases, you can choose to mask the unit price and amount values of non-catalog items from suppliers when they view your orders.

When you mask the prices of non-catalog items on requisitions, the value of the prices and amounts appear to suppliers as Undisclosed when they view the corresponding orders.

NoteThis functionality is not supported for service items.


Procedure

1. If you are in the process of creating a requisition, perform the following actions:

a. On the dashboard, click Create Requisition .b. Click the appropriate option to add a non-catalog item on the Catalog page.c. On the Create Non-Catalog Items page, select Hide Item Price from Supplier.

2. If you need to mask the price of an item on an existing requisition, perform the following actions:a. Open the requisition.

b. Select the appropriate line item and click Actions Edit Details .c. In the Line Item Details section, select Hide Item Price from Supplier.

Adding subcontractor information for suppliers

Businesses in some regions are required to categorize their suppliers as subcontractors to ensure timely invoicing of the orders placed with such suppliers. If enabled for your site, the buying solutions from SAP Ariba provide the capability to set a field that indicates whether a supplier is a subcontractor.

NoteYou can specify the supplier as a subcontractor for only material line items. You cannot specify this value for service line items.

When you create a purchase requisition and select a supplier for a line item, the subcontractor field shows the value from the supplier master data. However, you can edit that value. Keep the following points in mind when you edit the value:

● When you change the value for a supplier in a line item, the change is automatically applied to all line items for that supplier within the purchase requisition.

● The change applies only to that purchase requisition. The value in the supplier master data is not updated.

When you change a purchase order for a subcontractor, you cannot edit the Is Subcontractor field. You can edit this field only if you select a different supplier.

You can set the Is Subcontractor field to one of the following values:

● Yes: If the supplier is a subcontractor● No: If the supplier is not a subcontractor● Unspecified: If you do not want to specify the subcontractor value

This value is the default value.

After the subcontractor field is set in the requisition, the value is also available on the purchase order. You can search for purchase orders based on the subcontractor field, and then, prioritize the receipts and payments.

NoteWhen you try to modify a purchase order for which the supplier is a subcontractor, a warning message is displayed.



Prerequisites

Your administrator must enable the Identify purchase orders for subcontractors (Application.Procure.EnableSupplierAsSubContractor) parameter for this feature. For information about the parameter, see Identify purchase orders for subcontractors.

Related Information

Receiving orders from subcontractors [page 268]

Pre-defined notes added to requisitions

Pre-defined notes created and configured by customer administrators are added to requisitions if they meet the defaulting rule configured for the notes. These notes are added by default when you create a requisition. They can be used to communicate additional information to suppliers in the order.

When this functionality is turned on and pre-defined notes have been added, you see the Guidelines for suppliers section with a list of pre-defined notes when you create a new requisition. The table in the Guidelines for suppliers section has the following columns:

● Notes Name: This is the unique name used to identify a pre-defined note.● Creator: This shows the value aribasystem to indicate that the note is automatically added by the system.● Notes: This is the actual content of the pre-defined note.

You can search for and add pre-defined notes in addition to the ones added by default. You can also delete the notes added by default.

Related Information

How to search for and add pre-defined notes in a requisition [page 45]How to delete a note [page 46]

How to search for and add pre-defined notes in a requisition

Context

If needed, users can add notes to the list of notes added by default.


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Procedure

1. Click Add Note at the bottom of the Guidelines for suppliers section in the requisition.

This opens the Search and Add Notes page.2. Enter a search keyword in the Search Notes field and click Search.

The Results section displays a list of notes matching the keyword.3. Check the checkbox next to a note to choose it, and then click Add Note.

The chosen notes will be added to the list of notes added by default.

How to delete a note

Context

Users can delete a note that has been added to a requisition.

Procedure

In the Guidelines for suppliers section in the requisition, click Delete next to the note you want to delete.

The deleted note is removed from the list of notes.

Service requisitions and service glossaryA service requisition or service purchase requisition is the approvable document created when you submit a request to procure a service item.

Service Requisitions

A service item is typically a non-catalog item representing a service that needs to be performed by a supplier. Service lines can be planned, meaning that they describe specific pieces of work and have set quantities and amounts. Suppliers create service sheets against them to fulfill those pieces. Service lines can also be unplanned, meaning that they have a mandatory maximum amount but are otherwise open-ended. Supplier users performing the service at the work site (field contractors) can create service sheets against them up to the maximum amount, adding grouped items under the unplanned service line to describe the specific work they did (service line items) and the material goods they used (material line items).

For information about creating service requisitions, see Creating a service requisition [page 50].



You can also choose to configure your site to enable simplified procurement of services that eliminates the service sheet creation and approval process, and simplifies and expedites the invoicing process. For more information, see Simplified procurement of services [page 58].

Service Glossary

The following terms are used to describe a service hierarchy:

Service requisition

A service purchase requisition or service requisition is the approvable document created when you submit a request to procure service items. Each service purchase requisition is assigned a unique ID (for example, PR3428) to identify and track it as it moves through the requisition process.

Service purchase order

Service purchase orders or service orders provide a basic process to procure service items that can be of a planned or unplanned nature of work.

Service hierarchy A structure representing the grouping of service specifications into multiple nested levels in procurement documents. Outline items are used to define the various levels of the parent-child hierarchical structure.

Outline item An element in a service hierarchy that is used exclusively to group service specifications and define the various levels of the parent-child hierarchical structure.

Parent item An item in a service hierarchy that contains one or more nested items. A parent item can contain a nested level consisting of both service items and material items. When you confirm or reject a parent item, you also confirm or reject all its child items.

Child item Item nested below a parent item in a service hierarchy. Also called a subitem.

Service line/item A line item in a service hierarchy that represents a service to be performed.

Material item A line item in a service hierarchy that represents material goods.

Service sheet A service sheet is a document that supplier users performing a service (Field Contractors) create in order to describe that service. Service sheets can contain both service and material goods lines. Suppliers can create a service sheet for one or more service lines on an associated service order.

Maximum amount

The maximum amount allowed for a service item. Suppliers cannot submit a service sheet against a service item if the service sheet amount exceeds the maximum amount specified for the service item on the associated service order. Additionally, the expected amount or the total amount for a service line item cannot be greater than the maximum amount.

NoteSuppliers cannot see maximum amounts on service orders.

Expected amount Specifies the amount estimated to procure a service item.

Contract Limit Specifies the maximum amount to be spent on unplanned contract items. You must select a contract before you can specify this limit.

Other Limit Specifies the maximum amount to be spent on unplanned non-contract items.


Field engineer The field engineer is a user in the buyer organization who oversees the supplier’s work and knows details about the work completed. This role corresponds to the Field Engineer user group.

Approver The approver is a user in the buyer organization who approves service sheets for invoicing.

Related Information

Workflow to procure service items [page 49]Support for SAP ERP service specification hierarchies [page 48]

Support for SAP ERP service specification hierarchies

SAP Ariba solutions support the display of the hierarchical structure of service specification sets (containing service lines) in contracts imported from SAP ERP. The hierarchical structure is also supported in the generated catalog items, associated service orders, and the corresponding service entry sheets that are submitted against the orders.

Compliance contracts can be created in SAP Ariba solutions by importing contract requests from SAP ERP. When service orders associated with such contracts are sent to Ariba Network and the buying solutions from SAP Ariba, supplier users can submit service sheets against the order. To add items to service sheets, supplier users punch in to the SAP Ariba solution and view the associated contract items. They can navigate within the hierarchy to identify the correct contract line item to be added to service sheets.

NoteSuppliers can submit a service sheet against an order associated with imported contracts only if the order is available in Ariba Network and the buying solution from SAP Ariba.

NoteThe functionality provided by this feature is limited to contracts imported from SAP ERP via the Import Contracts in ZIP File data import task that imports CSV files in a ZIP file.

For more information, see Data import tasks for bulk import of contract requests.

Prerequisites

Ensure that the following self-service parameters are enabled for your site:

● Support SAP ERP service specification hierarchies (Application.Procure.AllowServiceHierarchy)● Support SAP ERP service specification hierarchies in

contracts(Application.Contract.AllowServiceHierarchy)



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● Support SAP ERP service specification hierarchies in catalogs(Application.Catalog.AllowServiceHierarchyInCatalogs)

Restrictions

This feature is not applicable to no-release order contracts.

Workflow to procure service items

The general workflow for procuring service items is similar to the workflow for procuring material items, except that service items follow the service sheet process instead of the goods receipt process.

The following describes a high-level workflow to procure a service item:

1. A buyer completes the following tasks:○ Creates a service requisition for service items.○ (For planned services) Adds catalog or non-catalog items as child items for parent line items.○ Submits the requisition for approval.

2. All approvers identified in the approval flow approve the requisition.3. The SAP Ariba solution creates a service purchase order.

(For planned services) The order includes the parent or outline item at the top level, and below it material goods and service lines as child items.

4. The supplier logs in to Ariba Network and opens the service purchase order.5. The supplier creates an order confirmation and confirms the top-level items.

All children of the parent items are also automatically confirmed when the parent items are confirmed.6. The supplier completes the following actions:

○ Starts the activities required to fulfill the service.○ Submits service sheets for each task completed to fulfill the service using one of the following methods:

○ Using the service sheet wizard to create service sheets against service orders on Ariba Network.○ By uploading service sheet CSV files on Ariba Network.

7. The SAP Ariba solution validates the service sheet. After successful validation, the service sheet enters the approval flow.

8. A member of the Field Engineer group approves the service sheet.9. (If the service sheet contains invalid accounting information) A member of the Service Sheet Editor group

identified in the approval flow of the service order edits the accounting information for the service sheet lines.10. Other approvers in the approval flow for the service sheet complete their approvals.11. On Ariba Network, the supplier invoices one or more approved service sheets.12. The SAP Ariba solution creates invoice reconciliation documents for the invoices. The appropriate users

reconcile any exceptions, edit accounting information, and approve the invoice reconciliation documents for payments.


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Creating a service requisition

In the default configuration, the option to create service requisitions is disabled. To configure this option, please have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you to enable it on your site.

You can create service requisitions in one of the following ways:

● By flagging the Is Service Item field on requisitions to mark a line item as a service item. This option is available for sites integrated with either SAP, Generic, or PeopleSoft ERP.

● By using the Item Category option on the Create Non-Catalog Item page or the requisition summary page to mark a line item on a requisition as a service item. This option is applicable only for sites integrated with SAP ERP.

NoteFor sites integrated with SAP ERP, we recommend that you choose to enable the functionality to create service requisitions using the Item Category option.

Prerequisites

● You must have membership of the appropriate groups for procurement tasks to manage service requisitions and service purchase orders through the procurement cycle.

NoteUsers belonging to the No Ad-hoc Item group cannot add service items to a requisition.

● Suppliers providing the services must be registered on Ariba Network and must possess Ariba Network IDs (ANID). To allow users to request trading relationships with unregistered suppliers, ensure that the PO Quick Enablement feature is enabled. For help with this configuration, ask your Designated Support Contact to log a service request and an SAP Ariba Customer Support representative will contact you.

● Ensure that the configurations for supplier punch in, price tolerance limits, and changes to external ERP approval settings for service sheets are complete. Please have your Designated Support Contact log a service request to configure the settings and an SAP Ariba Customer Support representative will follow up to complete the request.

● If you copy a service line item on a requisition to create a new service line, ensure that you also select the appropriate child line items that need to be added to the new service line. The amount for the new service line is automatically recalculated based on the total amount of the copied child line items.

● By default, you cannot add a nested level of child items to a service item if it does not include supplier information. You can choose to configure your buying solution to allow users to submit requisitions for approval without specifying suppliers for service line items. For more information, see Submitting requisitions without specifying suppliers for service line items [page 56].

● If the expected amount for a service line item is not specified, the currency for the item is defaulted to the preferred currency of the user. You can choose to configure your site to default the expected amount's currency to the currency used by the child line items on service requisitions. To configure this option, please have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you to enable it on your site.



● In the default configuration, if the start and end dates for a service item are not specified, its child line items mapped as material items in the SAP Ariba solution do not appear as service items on the orders and the invoices on Ariba Network. To ensure that all child lines associated with a service item are mapped as service items on orders and invoices on Ariba Network, please have your Designated Support Contact log a service request to configure the settings and an SAP Ariba Customer Support representative will follow up to complete the request.

● In the default configuration, when you add a service line item to a requisition from the catalog, you enter the maximum amount and the expected amount values. Your administrator can enable the Default maximum and expected amount to service item price (Application.Purchasing.SetParentExpectedAndMaxAmountsFromCatalogPrice) parameter so that the maximum amount and the expected amount default to the service item price defined in the catalog.

Related Information

How to create a service requisition using the Is Service Item option (applicable for all ERP systems) [page 51]How to create a service requisition by specifying the item category (applicable for sites integrated with SAP ERP) [page 53]Intelligent Configuration Manager parameters reference

How to create a service requisition using the Is Service Item option (applicable for all ERP systems)

When you create a service requisition in sites integrated with PeopleSoft or Generic ERP systems, choose the Is Service Item option in the details for a line item to flag the item as a service item.

Procedure

1. On the dashboard, click Create Requisition .2. On the Catalog page, add a non-catalog item. See Adding non-catalog items [page 16] for information about

adding non-catalog items to your requisition.3. Enter the required quantity as 1.

For a service item, you cannot enter a quantity greater than one.4. Do one of the following on the cart contents popup menu:

○ To review your cart contents, click Review Cart.○ To proceed to checkout, click Proceed to Checkout.

5. On the Summary page of the requisition, enter a title for the requisition.

6. In the Line Items section, select a service line item and click Actions Edit Details .7. Perform the following actions in the Line Item Details section:


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a. Click the Yes radio button next to the Service Item field.

The quantity value for the service line item defaults to one even if you had entered a higher value.b. Specify the values for the maximum amount and expected amount.c. Enter the start and end dates for the service.d. Add taxes and charges as applicable. For more information, see Taxes, charges, and discounts on

requisitions [page 73].e. Click OK.

8. Perform the following actions to add a child item to a service line item:

a. In the Line Items section, select the service line item and click More Add Child Items .b. On the Catalog page, select a catalog or non-catalog item, and then complete the actions required to

checkout the item from the cart.

NoteThe supplier for a child item must be same as that of the parent line item.

c. Repeat the steps to add more child items to the parent line item.

Parent line items include a right arrow icon ( ) to the left of the line number to indicate that the item can be expanded to show its children. When the parent line item is expanded, the icon changes to a down arrow ( ).

9. To view the approval flow and add more approvers, click Show Approval Flow.10. Perform one of the following actions:

○ Click Save to save the requisition and submit it later.○ Click Submit.

Related Information

Submitting requisitions without specifying suppliers for service line items [page 56]



How to create a service requisition by specifying the item category (applicable for sites integrated with SAP ERP)

When you create a service requisition, specify the item category as service to automatically include additional fields that are required to define the service item.

Context

When you create a service requisition by specifying the item category as service, the following conditions determine whether the Max Amount and the Expected Amount field values are mandatory for the service line items on the requisition:

The parent item includes a nested level of child items

The amount value for a parent line item that is displayed under the Amount column on the requisition summary page is inclusive of its expected amount (if entered) and the amounts for its child items. In this case, the buying solution allows you to submit the requisition even if you do not enter a maximum amount.

The parent item item does not include a nested level of child items

The Max Amount and the Expected Amount field values are mandatory for a line item if it does not include child line items. The validation error for missing maximum amount occurs when you submit the requisition for approval.

NoteThe accounting splits configured for a service line is based on the expected amount.

Procedure

1. On the dashboard, click Create Requisition .2. On the Catalog page, click Add Non-Catalog Item.

The Create Non-Catalog Item page appears.3. Specify a title for the item.4. To mark the item as a service item, select Service from the Item Category dropdown.

NoteAlternatively, after you checkout the non-catalog item from the shopping cart, select Service from the Item Category dropdown menu on the summary page of the requisition to mark the item as a service item.

5. Enter information for the service item fields.The following table describes the fields specific to service items on the Create Non-Catalog Item page:


Field Description

Item Category Includes the options Material and Service. Select Service to flag the item as a service item.

Max Amount The maximum allowed amount that can be expensed for the item. This amount must be greater than the sum of the costs of the child items and the amount specified for the parent line item.

Expected Amount The estimated cost of procuring the service.

Service Start Date The expected start date of the service.

Service End Date The expected end date of the service.

Contract Select a contract that you want to associate this item with.

See, Selecting a contract manually when adding a non-catalog service item [page 57].

6. Choose a vendor for the service item and click Add to Cart.7. Do one of the following on the cart contents popup menu:


8. On the Summary page of the requisition, enter a title for the requisition.9. Perform the following actions if you want to add a child item to the service line item:

a. In the Line Items section, select the service line item and click More Add Child Items .b. On the Catalog page, select a catalog or non-catalog item, and complete the actions required to checkout

the item from the cart.

The supplier for a child item must be same as the parent line item.10. To view the approval flow and add more approvers, click Show Approval Flow.11. Perform one of the following actions:


Related Information




Specifying ‘U’ (Unknown) as account assignment category for service items for SAP-integrated sites

Sometimes, while creating requisitions for some service items, you might not be certain of the appropriate account assignment category to which a line item’s expenditure is to be assigned. In such cases, you can choose U (Unknown) as the value for the Account Assignment field for service line items on requisitions. The value U (Unknown) corresponds to the definition of Unknown account assignment category in SAP ERP and SAP S/4HANA. Users can specify this value only for line items that have item category as D (Services).

If the value for the Account Assignment field for line items is U (Unknown), the buying solution does not perform validations for account assignment category and allows you to submit your requisition. The buying solution triggers validations only when buyer or supplier users submit service sheets to ensure that they replace the value U (Unknown) with the appropriate account assignment category values. For sites that are not configured to trigger validations for accounting information on service sheets, or if the service sheet process is not mandatory, the buying solution triggers validations for Account Assignment field values when users submit invoices.

Prerequisites

● In the default configuration, the option to specify Unknown account assignment category for line items on requisitions is disabled. To configure this option, please have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you to enable it on your site.

● Your administrator must complete the following:○ Run the Import Account Categories data import task to define the unknown account category. For more

information about this task, see Import Account Categories.○ Enable the appropriate transaction rule on Ariba Network to ensure that suppliers while submitting service

sheets replace the value U (Unknown) with the appropriate account assignment category values.If this rule is enabled, Ariba Network rejects cXML service sheets that do not contain the appropriate account assignment category. Therefore, integrated suppliers working with buyer organizations that do not use SAP Ariba Buying or SAP Ariba Buying and Invoicing as their buying solution must collaborate with their buyers to ensure that cXML service sheets sent to Ariba Network contain the appropriate account assignment category.

● By default, suppliers are not allowed to edit accounting information for line items on service sheets on Ariba Network after they punch in to add items on service sheets. If you require suppliers to replace the Unknown account assignment category value with the appropriate values, your site must be configured to allow suppliers to edit accounting information for line items on service sheets. For help with this configuration, please contact SAP Ariba Customer Support.

● Your site must be configured to enable supplier users to edit accounting fields while they add shopping cart items to service sheets during punch in from Ariba Network. SAP Ariba sets this option for you.

Related Information

How to specify Unknown account assignment category for a service line item on a requisition [page 56]Default transaction rules


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How to specify Unknown account assignment category for a service line item on a requisition

Procedure

1. Open the requisition in which you want to specify the Unknown account assignment category for a service line item.

2. Click Edit.

3. Select the service item you want to edit and click Actions Edit Details .

The Line Item Details page appears.4. In the Accounting - by Line Item section, select U (Unknown) for the Account Assignment field.

5. Click OK.

Submitting requisitions without specifying suppliers for service line items

In the default configuration, if a service item on a requisition does not include supplier information, you cannot add a nested level of child items to the service item.

Your site can be configured to allow users to add child items to a parent service line on a requisition even if supplier information for the parent line is not defined. This provides the advantage of faster processing of service requisitions even if the appropriate suppliers for a service item are not identified during the early stages of the procurement workflow. For help with this configuration, ask your Designated Support Contact to log a service request and an SAP Ariba Customer Support representative will contact you.

When parent lines do not include supplier information, one of the following applies based on whether you add catalog or non-catalog (ad hoc) items as child lines under a service item:

● If you add a catalog item as a child item to a parent line, the supplier information for the parent line is automatically updated with the same supplier as the catalog item. You can add further child items only from the same supplier. In this case, approvers cannot change the supplier for the parent line after the requisition is submitted.

● If you add a service item with no child items, or add only non-catalog items as child items to a parent line and submit the requisition for approval, one of the approvers for the requisition can specify a supplier for the parent line item. For service items with non-catalog items as child items, the buying solution automatically copies the supplier information from the parent line to the child line items after an approver adds a supplier for the parent line.If none of the previous approvers specify a supplier for a service item, the SAP Ariba solution enforces the completion action on the final approvers to ensure that they include the appropriate supplier before completing their approvals.

● For a parent line item nesting a mix of catalog and non-catalog items as child items, supplier information for the parent line and the non-catalog items is updated with the supplier for the first catalog item that is added as a child line. For example, let a user add two non-catalog items as child lines to a parent item. Suppose none of these child items have a supplier specified. Now, if the user adds a catalog item from “supplier A” as a child item, the supplier information for the parent line and the non-catalog items will also be updated as "supplier A”.



Related Information

How to search for service requisitions [page 58]

Selecting a contract manually when adding a non-catalog service item

When adding a non-catalog service item to a requisition, you can also associate it with a contract by manually selecting an available contract. If the contract contains service specification sets (containing service lines in a hierarchical structure), you can also select a specific service line within the hierarchy. When submitting service entry sheets against orders containing such items, you can add the selected service line (or related child service lines) from the associated contract.

When this feature is enabled for your site, a Contract field is displayed when adding a non-catalog service item to a requisition. Service Line Number and Contract Amount Available fields are additionally displayed if the selected contract contains service specification sets (containing service lines in a hierarchical structure).

Prerequisites

● Enable the Allow contract selection for non-catalog service item self-service parameter to enable this feature.● To use the functionality provided by this feature, the following self-service parameters must also be configured

for your site:○ Support SAP ERP service specification hierarchies

(Application.Procure.AllowServiceHierarchy)○ Support SAP ERP service specification hierarchies in contracts

(Application.Contract.AllowServiceHierarchy)○ Support SAP ERP service specification hierarchies in catalogs

(Application.Catalog.AllowServiceHierarchyInCatalogs)○ Mark a requisition line item as a service item

(Application.Procure.EnableServiceItemFieldInRequisition)○ Display Item Category option to mark line items as service items

(Application.Procure.EnableItemCategoryOnRequisitionLine)○ Allow contract selection for non-catalog service item

(Application.Contract.AllowContractSelectionForAdHocServiceItem)


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How to search for service requisitions

Prerequisites

You must belong to the Purchasing Manager group to view requisitions created by other users. For more information, contact your administrator.

Procedure


○ To open a requisition created by you, click the My Requistions action tile to see a list of your requisitions, and click the ID or title of the requisition you want to check.

○ To open a requisition created by another user, on the dashboard search bar, click the content type menu to the left of the search field and select Requisition. Enter specific search terms in the search field, and press Enter or click the search icon ( ). To search for all requisitions press Enter or click the search icon without specifying search terms in the search field.

2. On the Search page, select Yes next to the Service Requisition field.

NoteBy default, the Service Requisition search option is not displayed on the Search page. To include this search option, select Service Requisition from the Search Options menu.

3. Optional: Enter any other search criteria to narrow your search.4. Click Search.

The Search Results on the Search page displays all service requisitions that match your search terms.

Simplified procurement of services

Buyers can configure their SAP Ariba solution to enable simplified procurement of services that eliminates the service sheet creation and approval process, and simplifies and expedites the invoicing process.

To enable this feature, a customer administrator must enable the self-service site configuration parameter Application.Procure.EnableSimpleServices.

If you enable simplified procurement of services, you cannot:

● Create service purchase orders that require child line items or service sheets.● Add or copy line items in the service invoices.● Create collaborative service purchase requisitions.



Related Information

Workflow to procure service items with the simplified procurement capability enabled [page 59]How to create a service requisition using the Is Service Item option with the simplified procurement capability enabled [page 59]How to create a service requisition by specifying the item category with the simplified procurement capability enabled [page 60]

Workflow to procure service items with the simplified procurement capability enabled

The following high-level workflow describes the steps to procure a service item with the simplified procurement capability enabled:

1. A buyer submits a requisition for service items. The SAP Ariba solution notifies the designated approvers that a purchase requisition is waiting for their approval.

2. Approvers approve or deny the requisition:○ If the requisition is approved, the SAP Ariba solution creates a purchase order and submits the order to

the supplier.○ If the requisition is denied, you can either edit and resubmit it, or withdraw it.

3. The supplier:○ Logs in to Ariba Network and opens the service purchase order.○ Creates an order confirmation and confirms the service items.○ Completes the activities required to fulfill the service.

4. The supplier or the buyer invoices the purchase order.5. The SAP Ariba solution creates invoice reconciliation documents for the invoices. The appropriate users

reconcile any exceptions, edit accounting information, and approve the invoice reconciliation documents for payments.

How to create a service requisition using the Is Service Item option with the simplified procurement capability enabled

When you create a service requisition in sites integrated with PeopleSoft or Generic ERP systems, choose the Is Service Item option in the details for a line item to flag the item as a service item.

Procedure

1. On the dashboard, click Create Requisition .2. On the Catalog page, add a non-catalog item. For information on adding non-catalog items to your requisition,

see Adding non-catalog items [page 16].


3. Enter the required quantity as 1.

For a service item, you cannot enter a quantity greater than 1.4. Do one of the following on the cart contents popup menu:


5. On the Summary page of the requisition, enter a title for the requisition.

6. In the Line Items section, select a service line item and click Actions Edit Details .7. Perform the following actions in the Line Item Details section:

a. Click the Yes radio button next to the Service Item field.

The quantity value for the service line item defaults to 1 even if you had entered a higher value.b. Specify the values for the maximum amount and expected amount.c. Enter the start and end dates for the service.d. Add taxes and charges as applicable. For more information, see Taxes, charges, and discounts on

requisitions [page 73].e. Click OK.

8. To view the approval flow and add more approvers, click Show Approval Flow.9. Perform one of the following actions:


How to create a service requisition by specifying the item category with the simplified procurement capability enabled

When you create a service requisition in sites integrated with SAP ERP, specify the item category as Service to include more fields automatically, which are required to define the service item.

Context

When you create a service requisition by specifying the item category as service, the Max Amount and the Expected Amount field values are mandatory for a line item. The validation error for missing maximum amount occurs when you submit the requisition for approval.

NoteThe accounting splits configured for a service line is based on the expected amount.



Procedure

1. On the dashboard, click Create Requisition .2. On the Catalog page, click Add Non-Catalog Item.

The Create Non-Catalog Item page appears. For information on adding non-catalog items to your requisition, see Adding non-catalog items [page 16].

3. Specify a title for the item.4. To mark the item as a service item, select Service from the Item Category dropdown.

NoteAlternatively, after you check out the non-catalog item from the shopping cart, select Service from the Item Category dropdown menu on the summary page of the requisition to mark the item as a service item.

5. Enter information for the service item fields.The following table describes the fields specific to service items on the Create Non-Catalog Item page:

Field Description

Item Category Includes the options Material and Service. Select Service to flag the item as a service item.

Max Amount The maximum allowed amount that can be expensed for the item. This amount must be greater than the sum of the costs of the child items and the amount specified for the parent line item.

Expected Amount The estimated cost of procuring the service.

Service Start Date The expected start date of the service.

Service End Date The expected end date of the service.

6. Choose a vendor for the service item and click Add to Cart.7. Do one of the following on the cart contents popup menu:


8. On the Summary page of the requisition, enter a title for the requisition.9. To view the approval flow and add more approvers, click Show Approval Flow.10. Perform one of the following actions:



Adding limits in service requisitions for unplanned items for SAP-integrated sites

You can configure your SAP-integrated site to enable adding limits in service requisitions for unplanned items.

When buyers create service purchase requisitions, they can specify the maximum amount to be spent on the orders, and the expected amount for the orders. The service sheets and invoices submitted for the purchase order are validated against this maximum amount. Buyers or suppliers cannot submit services sheets or invoices that exceed this limit.

When buyers enable the support for specifying limits for unplanned items in SAP Ariba Procurement solutions, they can additionally specify the following limits in the purchase requisition:

● Contract Limit for the maximum amount to be spent on unplanned contract items. You must select a contract before you can specify this limit.

● Other Limit for the maximum amount to be spent on unplanned non-contract items.

When service sheets and invoices are submitted, the value of the unplanned contract and non-contract items are validated against these limits. The contract limit and the other limit are optional values, therefore, the validations take place only if the limits are specified. Else, the validations are done against only the maximum amount, which is a mandatory value.

The contract limit value or the other limit value cannot exceed the maximum amount, but the sum of these limits can exceed the maximum amount. However, the total service sheet and invoice accumulations cannot exceed the maximum amount. Once the maximum amount is reached, service sheets and invoices cannot be submitted even if the contract limit or the other limit is not reached.

For example, consider the following limits in a service purchase order:

● Max Amount = USD 300● Contract Limit = USD 200● Other Limit = USD 200

The supplier has already submitted service sheets for unplanned contract items valued at USD 150 and unplanned non-contract items valued at USD 125. Now, if the supplier tries to submit a service sheet for an unplanned contract item valued at USD 50, an error message displays. Even though the service sheet value is within the Contract Limit, it exceeds the Max Amount value for the purchase order, and therefore, the service sheet is not created.

Prerequisites

● Your administrator must enable the Add contract and non-contract item limits for unplanned service items (Application.ServiceSheet.SupportServiceOrdersWithContractAndOtherLimits) parameter. For information about the parameter, see Add contract and non-contract item limits for unplanned service items.

● Buyers that use their own cXML-enabled applications must use cXML 1.2.039, or later.



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Related Information

Creating standing ordersStanding orders in the buying solutions from SAP Ariba are created for items that belong to item category B in SAP ERP and SAP S/4HANA.

Buyers while creating requisitions can mark catalog or non-catalog items as standing order items. Further, both buyers and suppliers can create PO-based invoices for a limit item. Invoicing for standing orders includes matching orders with available contracts at the supplier level, order accumulation against contracts, and validations to flag invoice amounts that exceed the value limit specified on the associated orders.

The basic flow of a standing order is as follows:

Difference between procuring material items following the goods receipt process and the standing order process

Item Category – Material (goods receipt process)

Item Category – Limit (standing order process)

Specifying the item category for non-catalog items

Non-catalog line items on requisitions are flagged as material items by specifying the Item Category as material.

Non-catalog line items on requisitions are flagged as standing order items by specifying the Item Category as limit.

Goods receipts Material items involve creation of manual or automatic receipts based on quantity or amount.

Standing orders do not support goods receipts.

Invoices Both, buyers and suppliers can create invoices. Invoices are typically based on the orders after items are partially or fully received.

Invoices are created based on purchase orders for standing order items.


Item Category – Material (goods receipt process)


Validation for maximum allowed amount Purchase orders for material items do not specify a value limit. Therefore, no warning message is displayed if the total invoiced amount exceeds the maximum amount specified on the order. Depending on the tolerances configured for your site, invoice exceptions are generated and need to be resolved by the appropriate approvers.

The buying solution displays a warning message if the total invoiced amount for a line item exceeds the maximum amount specified on the order. Users can ignore the warning and submit the invoices. Invoice reconciliation approvers must take the appropriate action to resolve the exceptions.

Most suitable for Ordering all types of material items. For example, laptops, engineering equipment, and safety shoes.

Ordering items for which following the goods receipt process might be uneconomical. For example, consumable items, such as stationery, nuts, or screws.

Difference between procuring service items following the service sheet process and the standing order process

Item Category – Service (service sheet process)


Flagging line items on requisitions as service items

Line items on requisitions are flagged as service items by specifying the Item Category as service.

Line items on requisitions are flagged as service items by specifying the Item Category as limit.

Parent-child hierarchy using a nested level of child items on requisitions and orders

Supports hierarchy of item groups (parent and a nested level of child line items) for planned services.

Does not support parent and child hierarchies.

Service sheet requirements It is mandatory that either the supplier or the buyer creates service sheets to confirm the materials consumed or service provided.

Standing orders do not support service sheets.

Invoices for service items Invoices include items described in fully approved service sheets that reference a service order.

Invoices are based on purchase orders in which service items are flagged as limit items.



Item Category – Service (service sheet process)


Validation for maximum allowed amount for a service item

The SAP Ariba solution validates service sheets against the maximum amount defined for an item on the corresponding order. Service sheets cannot be created for an item if the total amount accumulated across all service sheets for the item exceeds the maximum amount.

The buying solution displays a warning message if the total invoiced amount for a line item exceeds the maximum amount specified on the order. Users can ignore the warning and submit the invoices. Approvers while reconciling invoices must take the appropriate action to resolve exceptions.

Nature of service where most suitable for Suited for complex nature of projects covering a significant span of time.

Example: Maintenance services performed for an oil rig during a one-year service period.

Suited for tasks of simple nature. Such services might not require to follow the service sheet process for detailed recording of the tasks performed and materials consumed.

Example: Janitorial services provided by a supplier on a bi-weekly schedule.

Related Information

Prerequisites for standing orders [page 65]Restrictions for standing orders [page 66]Workflow for standing orders in SAP integrated sites [page 66]How to create a requisition for limit items [page 67]How to create invoices for standing orders

Prerequisites for standing orders

● Ensure that you have installed SAP Ariba Cloud Integration Gateway 2008 with support package, SP 0010, or later.

● The Application.Procure.EnableItemCategoryOnRequisitionLine parameter must be enabled for your site. SAP Ariba sets this parameter for you. Have your designated support contact file a service request (SR) to enable the parameter.

● Your administrator must enable the Enable standing orders (Application.Procure.AllowLimitOrderItemCategory) parameter. For information about the parameter, see Enable standing orders.

● Your administrator can optionally enable or configure the following parameters:○ Set unit of measure for service and limit items

(Application.Procure.SelectUnitOfMeasureOnServiceItem). For information about the parameter, see Set unit of measure for service and limit items.


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○ Allow non-limit items in standing orders (Application.Purchasing.AllowLimitRequisitionWithMixedLines). For information about the parameter, see Allow non-limit items in standing orders.

● For catalog items that must be configured as standing order items, customer administrators must flag the item category as B in the commodity code mapping for those items. For more information, see Import Item Categories.

Restrictions for standing orders

Requisitions for standing order items do not support accounting distributions (split accounting). You can add split accounting information for standing order items on the corresponding invoices.

Workflow for standing orders in SAP integrated sites

1. A buyer user completes the following tasks:○ Creates a requisition for standing order items.○ Submits the requisition for approval.

2. All approvers identified in the approval flow approve the requisition.3. The SAP Ariba solution creates an order.4. The supplier performs the following tasks:

1. Logs in to Ariba Network and opens the order.2. Optionally creates an order confirmation.3. Performs the service or supplies the items.

5. One of the following actions apply:○ On Ariba Network, the supplier creates an invoice based on the order.○ In the SAP Ariba solution, a buyer user creates an invoice based on the order.

6. The SAP Ariba solution creates an invoice reconciliation document after the invoice is approved.7. If the invoice includes exceptions for service period or maximum amount variances, the SAP Ariba solution

adds a member of the Invoice Agent group to the approval flow to handle the exception.The appropriate users reconcile other exceptions and approve the invoice reconciliation document for processing of payments.

Related Information

Creating standing orders [page 63]How to create a requisition for limit items [page 67]



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How to create a requisition for limit items

Prerequisites

You must have the contract visibility feature enabled and belong to the Contract Manager or Purchasing Manager group to view associated contract pricing details. If you are a Contract Manager, you will be able to view all details pertaining to the selected contract. If you are a Purchasing Manager, you will be able to view only the contract summary and pricing details.

NoteYou cannot add accounting splits for limit items on a requisition. Instead, you can add accounting distributions to the line items on the corresponding invoice.

Procedure

1. On the dashboard, click Create Requisition .2. (Optional) If a catalog item is configured as a limit item, add the item from the catalog.3. If a catalog item is not configured as a limit item, add the item from the catalog and then perform the following

actions:

a. Select the line item and click Actions Edit Details .b. On the Line Item Details page, edit the value for the Item Category field to flag the item as a limit item.c. Click OK.

4. To add a non-catalog item and flag it as a limit item, perform the following actions:a. On the Catalog page, click Add Non-Catalog Item

The Create Non-Catalog Item page appears.b. Specify a title for the item.c. To mark the item as a limit item, select the appropriate value from the Item Category pulldown.d. Click Add to Cart and then proceed to checkout.

5. On the Summary page of the requisition, select the line item (catalog or non-catalog item) and click ActionsEdit Details .

6. Enter the appropriate information for the fields related to a limit item.The following table describes the set of fields specific to limit items on the Line Item Details page:

Field Description

Item Category Select the appropriate option to flag the item as a limit item.

Max Amount The maximum allowed amount that can be expensed for the item.


Field Description

Expected Amount The estimated cost of procuring the item.

NoteThe Price and the Amount fields are updated automatically based on the amount value entered for this field.

Qty By default, the quantity of the item is one. This value cannot be changed.

NoteFor limit items, the unit of measure cannot be edited.

7. Choose a vendor and then click Add to Cart.8. At the header-level of the requisition, enter the validity start and end dates.

Validity start and end dates specify the period during which invoices can be submitted for an order. The SAP Ariba solution generates invoicing exceptions if buyer or supplier users submit invoices that have reference dates outside the validity period.

9. (Optional) Click the contract link in the Line Item Details section to view the applicable contracts page.10. On the Summary page of the requisition, enter a title for the requisition.11. To view the approval flow and add more approvers, click Show Approval Flow.12. Enter information for all required fields and then perform one of the following actions:


Related Information

Creating standing orders [page 63]Workflow for standing orders in SAP integrated sites [page 66]

Asset management for SAP ERP-integrated sitesYou can use the asset management functionality to integrate with the asset management component in SAP ERP and manage your organization’s fixed assets through various stages in the lifecycle of those assets.

Asset managers who approve requisitions have access to the Asset Workbench workspace in guided buying to perform the following tasks required to manage asset-related information:

● Assign asset information to line items on requisitions based on which asset master records are created.● Split a line item into multiple lines based on the quantity of the item to ensure that each item is assigned a

unique asset number.



● Classify asset items based on asset line types (for example, main assets and sub-assets) to create asset groups in the buying solution. By grouping items based on their asset line types, asset managers can ensure that a common notation for asset numbers is automatically applied to the grouped items (if configured in the ERP system). This also ensures that common methods of calculation and posting of depreciation can be applied to the grouped items.

After an asset manager approves a requisition consisting of asset lines, asset master records are created for those line items in SAP ERP. The buying solution then assigns unique asset numbers to those items on the requisition based on the referenced asset master records. In addition, when the requisition is fully approved, the buying solution copies over the asset numbers to the asset lines on the corresponding orders, receipts, and invoices.

Glossary of terms

Asset master record

An asset master record contains data about an asset held within a company code. The default accounting information for an asset master record is determined based on its asset class.

Asset class Asset class refers to grouping of assets which have common characteristics, such as useful life, depreciation key, and account determination key. For example, irrespective of the brands, you may group laptops under the asset class "Computers".

Each asset can be assigned to only one asset class. Further, asset classes determine the appropriate general ledger accounts to which assets are assigned.

Asset line type

Refers to classifying asset line items as main assets and sub-assets.

Main assets are primary assets that can have sub-assemblies or dependent assets (also known as sub-assets).

Sub-assets can be parts or components of a main asset. For example, if a lathe machine is a main asset, its motor that is purchased separately can be its sub-asset.

Classification of items as main assets and sub-assets help to create asset groups in which a main asset is bundled with one or more sub-assets.

Related Information

Prerequisites and limitations for using asset management functionality [page 70]How to add asset information on a requisition [page 71]


Prerequisites and limitations for using asset management functionality

To enable asset management for your site, have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

Prerequisites

● Further integration with the asset management component in SAP ERP can be achieved using either SAP Ariba Cloud Integration Gateway or SAP Ariba APIs. Your site must be enabled to use one of these integration methods.

● Users who manage asset information on requisitions must have membership of the Asset Manager group.● Ensure that your administrator has configured the approval flow for requisitions to include the Asset Manager

group.

TipIt is recommended that the asset manager must be the last approver in the approval flow to ensure that asset information entered for the line items on requisitions are not overridden inadvertently when other approvers edit requisitions during the approval process.

● Ensure that the data import tasks to qualify items as assets must be complete. For more information, see the following documentation:○ Configuring asset management for SAP-ERP integrated sites○ Import Assets

Limitations

The asset management functionality has the following limitations:

● This functionality is supported only for sites integrated with SAP ERP.● You cannot create change orders based on requisitions that include asset line items.● Requisitions consisting of asset line items do not support tax calculation using the enhanced tax calculation

engine or tax calculation in third-party systems.● For sites enabled for split accounting, creation of accounting splits for asset line items on requisitions might

lead to errors.● When orders consisting of asset lines are canceled in the buying solution, asset records created in the ERP

system are not canceled automatically. Ensure that you cancel such asset records manually in the ERP system.● This functionality does not support service requisitions. Addition of asset items as child lines under service

items might lead to errors.



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Related Information

How to add asset information on a requisition [page 71]How to create asset groups [page 72]Asset Management API

How to add asset information on a requisition

As an asset manager, you can enter asset information for the asset line items on a requisition on the Asset Workbench.

Prerequisites

● You must have membership of the Asset Manager group to be able to access the Asset Workbench and enter asset information to the asset items on a requisition.

● If you require to group together a main asset and one or more sub-assets to assign related asset values, you must create an asset group in which you bundle those items as related items. For more information about creating groups, see How to create asset groups [page 72].

● If a line item on a requisition has multiple quantities, by default the buying solution assigns the same asset number to all units of that item. For example, if a line item on a requisition consists of 10 chairs, the buying solution assigns the same asset value to all 10 chairs. If you require each item to be tracked as a separate asset, you can choose to split a line into the required number of lines to ensure that the buying solution assigns unique asset values to each of those items.

Context

After you finish adding asset information on a requisition, asset records are created and your approval action is complete. The buying solution assigns asset values to the line items on the requisition based on the asset records.

Procedure

1. Perform one of these actions on your dashboard to open the Asset Workbench page in guided buying:

○ Click Manage Asset Workbench .○ Click Approve in your To Do list to approve the required requisition.

The Asset Workbench page appears.2. Click Manage for the appropriate requisition.3. If required, click Request View to view the details of the line items on the associated requisition.


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4. Perform one of the following actions:a. Specify the asset class, asset line type, and description for each asset.b. To specify the same values for asset class and asset line type for multiple line items, click Mass Edit and

specify the appropriate values on the Mass Edit view. Select the appropriate line items to which the values must be applied and click OK.

5. If you require to assign unique asset values for each unit of a line item with multiple quantities, perform the following steps to split the quantity into separate lines:

a. Click the more options icon in the row for the appropriate item and then click Split.b. Enter a numeric value under the Lines column on the Split page to specify the number of independent

lines you want to create.c. Click Split.

The line is split into multiple lines based on the specified value.d. Click Done to return to the previous page.

6. If required, create asset groups. For more information about creating asset groups, see How to create asset groups [page 72].

7. Click Finish.

The buying solution sends a copy of the requisition to SAP ERP and adds asset values received from SAP ERP to the line items on the requisition.

8. Click Done to return to the Asset Workbench page.

Results

● Your approval action for the requisition is complete.● The requisition moves under the In Progress tab on your dashboard in guided buying. During this stage, you

cannot edit, withdraw, or deny the requisition. The requisition moves under the Completed tab only after asset values are successfully assigned to the asset line items on the requisition.

Related Information

How to create asset groups [page 72]

How to create asset groupsYou can group asset items based on their asset line types before you approve a requisition on the Asset Workbench.

Context

An asset group must fulfill the following conditions:



● An asset group must include only one main asset and at least one sub-asset.● All assets must have same asset class, company code, cost center, and accounting information.

Procedure

1. On the dashboard, click Manage Asset Workbench .

The Asset Workbench appears.2. Click Manage and complete the following fields:

Field name Action

Asset Class Choose an appropriate asset class for the item.

Asset Line Type Choose whether the item is a main asset or a sub-asset.

Asset Description Type a description for the asset.

3. Click Manage Asset Groups and then click Create group.

An empty group is created.4. Click Advanced Grouping and then select one main asset line item and the required items having asset line

types as sub-asset.5. Click Next and then click Create.

The items are added to the group.6. If you want to undo your changes, click Revert.

Taxes, charges, and discounts on requisitionsIf enabled for your site, you can apply taxes, discount, and charges, such as shipping and special handling on requisition line items.

You can also import requisitions from external systems with their tax, charge, and discount data. Adding taxes, charges, and discounts on requisitions gives you a better estimate of the total cost of the items and also enables more accurate budget reservations and compliance to approval limits.

Taxes can be calculated for the line items on requisitions using the enhanced tax computation engine or in third-party tax calculation systems integrated with buying solutions that use SAP as their ERP system.

When you copy a requisition or its line item, your buying solution copies the tax code on the line item only if it is active. If the tax code is not active, your buying solution defaults another tax code based on the tax code lookup.

Taxes, charges, and discounts applied on requisitions are copied to purchase orders. Purchase orders sent to Ariba Network and exported to ERP systems include the details of taxes, charges, and discounts applied on the line items.


NoteCharges aren't carried over to invoices or service sheets in the following cases:

● The charges were added during requisition creation● The charges are on an ERP copy order

Tax calculation using the enhanced tax computation engine

If your site is configured to use the enhanced tax computation engine (sometimes referred to as the total landed cost feature, or TLC), your buying solution performs a tax code lookup to identify the tax code applicable for the line items on a requisition based on the values of the fields on the requisition. Tax code lookups enable automatic application of tax codes on requisitions. Tax code lookup field maps define the mapping between tax code lookup fields and line item fields of requisitions. Your buying solution performs a tax code lookup for a line item every time you edit its Common Commodity Code, Ship To, Partitioned Commodity Code, or Purchasing Unit fields. The tax code lookup is not performed if you have manually applied a tax code on a line item.

NoteTax code lookups are also applicable for punchout items.

Tax calculation in third-party tax calculation systems

For SAP-integrated sites configured for tax calculation in third-party systems, your buying solution exports the data on a requisition to calculate taxes in the third-party system when you perform the following actions:

● Click the Update Taxes button on the requisition to manually initiate tax calculation for the line items.

NoteThe Update Taxes button is visible on requisitions only for members of the Tax Manager or the Tax Editor groups.

● Submit the requisition for approval.● Approve the requisition.

The third-party tax calculation system performs a tax code lookup to determine the taxes based on a combination of tax-determining fields on a requisition. Examples of tax-determining fields at the header level of a document include Company Code and the Document Date. Similarly, at the line level, tax-determining fields include Commodity Code, Ship To, Partitioned Commodity Code, Vendor, and any custom fields that are configured as tax-determining fields.

NoteTaxes calculated in third-party systems cannot be edited or deleted from requisitions.



Prerequisites

Following are the prerequisites for adding taxes, charges, and discounts on requisitions and purchase orders:

● Your site must be configured to support taxes, charges, and discounts on requisitions and purchase orders. To enable this feature, please have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will follow up to complete the request.

● Tax data and charges types must be defined for your site. Contact your customer administrator for information on tax data.

● You can include information related to International Commercial Terms (known as Incoterms) on requisitions and invoice reconciliation documents. For help with this configuration, ask your Designated Support Contact to log a service request and an SAP Ariba Customer Support representative will follow up to complete the request.

● For sites configured for using the enhanced tax computation engine, users must be assigned to the Tax Manager and Tax Editor groups to enable them to edit taxes on requisitions.

● Users must be assigned to the Charge Editor group to enable them to edit charges on requisitions.● To edit the discount on a catalog item, users must have the permission to edit the unit price of the item.● If enabled for sites configured to use the enhanced tax computation engine, the split accounting information

for a line item on a requisition is automatically copied to child tax line. The buying solution performs this action if the tax code applied to the parent item has a deductible tax component that does not include any accounting information.

Related Information

Taxes, charges, and discounts for spot buy items and service items [page 77]Tax and charge configuration

Managing taxes on requisitions using a third-party tax calculation system

The following steps describe the workflow for managing taxes, charges, and discounts on requisitions when your SAP Ariba solution is integrated with a third-party tax calculation system:

1. A requester creates a requisition for one or more items and performs the following actions:○ Specifies the discount amount for non-catalog items.○ (If the requester is a member of the Charge Editor group) Applies charges to the requisition line items and

applies taxes on the charges.○ Submits the requisition for approval.

2. The SAP Ariba solution performs the following tasks:○ Exports the requisition data to the third-party system for calculation of taxes.○ Receives the tax information calculated by the third-party system and applies the taxes to the line items.○ Adds a member of the Tax Editor and Charge Editor groups to the approval flow, if configured.

The Line Items section on the requisition summary page displays the tax amounts.



3. The charge editor verifies the charges applied on the requisition line items and edits them if required.4. The tax editor verifies the tax codes applied on the requisition line items and if required, clicks the Update

Taxes button to recalculate taxes for the requisition.5. The SAP Ariba solution performs the following tasks:

○ Exports the requisition data to the third-party system for calculation of taxes.○ Receives the tax information calculated by the third-party system and applies any revised taxes to the line

items.6. All approvers approve the requisition.7. The SAP Ariba solution generates purchase orders for the requisition. Taxes, charges, and discounts applied on

the requisition line items are copied to the purchase orders.8. The SAP Ariba solution sends the orders to the suppliers on Ariba Network.

Managing taxes, charges, and discounts on requisitions using the enhanced tax computation engine

The following steps describe the workflow for managing taxes, charges, and discounts on requisitions when your SAP Ariba solution is configured to use the enhanced tax computation engine, sometimes referred to as the total landed cost feature, or TLC.

1. The requester adds the required line items on a requisition.2. The SAP Ariba solution applies tax codes on the line items based on the tax code lookup and displays the tax

amounts in the Line Items table on the requisition summary page.

NoteTax code is not applied on spot buy items. The tax amount for a spot buy item is automatically updated in the Line Items table.

3. The requester edits the accounting information of deductible tax components, if required.4. The requester specifies the discount for non-catalog items. Users who can edit the unit price of a catalog item

can also edit its discount.5. (If the requester is a member of the Tax Editor group) Changes the tax codes applied on the requisition line

items.6. (If the requester is a member of the Charge Editor group) Applies charges to the requisition line items and

applies taxes on the charges.7. The requester submits the requisition.8. The SAP Ariba solution adds the Tax Editor and Charge Editor groups to the approval flow if configured.9. The tax editor verifies the tax codes applied on the requisition line items and edits them if required.10. The charge editor verifies the charges applied on the requisition line items and edits them if required.11. The approvers approve the requisition.12. The SAP Ariba solution generates purchase orders for the requisition. Taxes, charges, and discounts applied on

the requisition line items are copied to the purchase orders.13. The SAP Ariba solution sends the purchase orders to the suppliers, through Ariba Network.



Related Information

Managing taxes on requisitions using a third-party tax calculation system [page 75]Tax and charge configuration

Taxes, charges, and discounts for spot buy items and service items

The tax, charge, and discounts applied to spot buy items and service items on a requisition appear under the Line Items table.

The tax, charge, and discount details of spot buy items (calculated by SAP Ariba Spot Buy Catalog) are automatically updated in the Line Items table and are used while calculating the final amount of the item. You cannot edit the tax, charge, and discount details of spot buy items on a requisition.

NoteYour buying solution does not perform a tax code lookup to apply tax codes for spot buy items on a requisition.

Taxes for service items are calculated based on the sum of their expected amounts and the total of the amounts for the child items. For example:

● If the expected amount for a service item is $100 and the sum of the amounts for its child lines is $40, the tax calculated for the service item using a tax rate of 5% is (140 × 5%) = $7.

● If the expected amount for a service parent item is $0 and the sum of the amounts for the child lines is $60, the value of tax calculated for the parent line using a tax rate of 3% is (60 × 3%) = $1.8.

NoteCharges aren't carried over to invoices or service sheets in the following cases:

● The charges were added during requisition creation● The charges are on an ERP copy order

Related Information

Service requisitions and service glossary [page 46]How to apply taxes to the line items on a requisition [page 78]How to apply charges to the line items on a requisition [page 79]How to apply discounts to the line items on a requisition [page 84]Tax and charge configuration




How to apply taxes to the line items on a requisition

When you add an item to a requisition or edit a line item's details, a tax code is automatically applied on that line item based on the tax code lookup.

Prerequisites

● You must be a member of the Tax Editor or Tax Manager groups to edit taxes applied on requisition line items.● Tax codes for the country/region to which the item is going to be shipped must be defined in your site.● A line item can have only one tax code. However, a tax code can include different tax types.● You cannot edit the tax details of spot buy items.● Depending on your site’s configuration, if accounting information for a deductible tax component is not

defined, you can choose to copy the accounting information from the line item to the tax line.

Procedure

1. On the requisition Summary tab, click Edit.

2. In the Line Items table, select the line item and click Actions Edit Details .

NoteFor catalog kit items, tax codes need to be applied on the individual child items.

The Line Item Details page is displayed.3. In the Taxes - By Line Item section, select the tax code using the Tax Code dropdown menu.

NoteThe tax code chooser displays only those tax codes that are defined for the country/region to which the line item is going to be shipped to, and the tax codes that are not defined for a particular country/region.

The applicable tax code identified by the tax code lookup is indicated by an icon.

The tax code is applied on the line item and the tax components that are part of the tax code are displayed in the Taxes table.

4. If required, click Accounting Information to edit the accounting information of deductible tax components.5. If configured for your site, perform the following actions to copy accounting information defined for the line

item to a deductible tax components if accounting information for the deductible tax component has not been defined:a. Click Copy Tax Accounting.b. Click OK on the Copy Accounting Confirmation popup.

The accounting information for the line item displayed in the Accounting - by Line Item section is copied to the tax line.



6. Click OK to save your changes.

The requisition Summary tab displays. The tax amount on the line item is displayed in the Taxes column in the Line Items table.

7. To edit the tax code from this page, click the tax amount displayed in the Taxes column.

Details of the tax code are displayed in theTax Details popup box.8. To remove the applied tax code, click Remove.9. To change the applied tax code, click Change.

A list of tax codes is displayed.10. Click Select to select a tax code from the list, or click Done to return to the Tax Details popup box without

selecting a tax code.11. Click Done to apply the tax code on the line item.12. Save the requisition.

Results

The selected tax code is applied on the line item. The Taxes column in the Line Items table displays the tax amount.

How to apply charges to the line items on a requisition

You can apply charges such as shipping, priority delivery, and special handling to the line items on a requisition and apply taxes to the charges.

Prerequisites

● You must be a member of the Charge Editor group to be able to edit charges applied on requisition line items.● Charge types must be defined in your site to apply charges using user-defined charge types.● You can't edit the charges applied to spot buy items.

NoteCharges added at the time the requisition is created aren't carried over to invoices or service sheets.

Procedure




NoteFor catalog kit items, expand the parent item and select the child item on which you want to apply charges.

The line item details page is displayed.3. In the Charges - By Line Item section, click Add.

The Add Charge popup is displayed.4. Select a charge type from the Charge Type dropdown.

NoteThe Charge Type dropdown displays the standard shipping and special handling charge types and charge types imported by the customer administrator.

5. Specify whether to apply the charge as a fixed amount or as a percentage of the net amount by selecting the required option from the Apply As dropdown.

NoteCharges applied as percentages are saved as static amounts and are not automatically updated when the underlying amounts change. For example, a 10% charge on a line item with amount $100, is saved as $10. This charge amount remains as $10 even if the line item amount changes to $200. Hence, you need to manually update the charge amount if the line item amount changes.

6. Specify the charge amount or percentage.7. To apply taxes on charges, in the Taxes on Charge field, select Apply Taxes.8. Click Search to display a list of available tax codes.

Only the tax codes defined for the country/region to which the line item is going to be shipped are displayed.9. Click Select to select a tax code.

Details of the tax code are displayed on the Add Charge popup.10. Click Change to change the selected tax code or click Apply to apply the charge and tax on the line item.

The charge is displayed as a new row in the Charges table in the Charges - By Line Item section.11. To change or delete a charge, select the charge from the Charges table and click Edit or Delete.12. Click OK to save your changes.

The requisition Summary tab is displayed. The charge amount is displayed in the Charges column in the Line Items table.

13. To edit the charge details from the requisition Summary tab, click the charge amount displayed in the Charges column.

The details of the charges applied on the line item are displayed on the Charge Details popup.14. Click Add to add a charge or select a charge and click Edit or Delete to edit or delete it.15. Save the requisition.



Results

The Charges - By Line Item section on the line item details page displays the charge amount and tax amount for every charge type. Total charge amount for a requisition line item including taxes on charges is displayed in the Charges column in the Line Items table on the requisition Summary tab.

Related Information

How to edit the currency for line-level charges on a requisition [page 81]Taxes, charges, and discounts on requisitions [page 73]

How to edit the currency for line-level charges on a requisition

The currency for charge amounts applied to the line items on a requisition is based on the default user currency configured for the preparer of the requisition. If enabled for your site, the currency for charge amounts for line items on requisitions is editable.

Prerequisites

You must be a member of the Charge Editor group to be able to edit the currency for charges applied to line items on requisitions.

Context

When you choose a different currency for charge amounts, the currency for other money fields such as, tax amount, unit price, discount, or total amount does not change. The buying solution recalculates the charge amount based on the currency conversion rates configured in the buying solution.

Example:

A requisition consists of a line item (quantity 1 unit) for which the total charge amount is 9 USD. This charge amount consists of shipping charges for 4 USD and special handling charges for 5 USD. The pricing details for the line item is as follows:

Unit price 100 USD

Tax 8 USD


Charges 9 USD Details of charges:

Shipping charges = 4 USD

Special handling charges = 5 USD

Total 117 USD

Assume that a user changes the currency for shipping charges to Euros (EUR) and special handling charges to Australian Dollars (AUD). The buying solution recalculates the line item’s charge amount and displays the amount and price values in the appropriate currencies as follows:

Unit price 100 USD

Tax 8 USD

Charges 9 USD Details of charges:

Shipping charges = 3.54 EUR (Assuming 1 EUR= 1.13 USD)

Special handling charges = 6.98 AUD (Assuming 1 AUD = 0.72 USD)

Total 117 USD

Procedure


In the Line Items table, the charge amount for a line item appears as a link under the Charges column.2. Click the link for the charge amount.3. On the Charges on the Item view, select the appropriate charge type and click Edit.4. Click the currency code next to the Amount field and select the required currency code.5. Click Apply.6. To edit the currency for another charge item, repeat step 3 through step 5.

The Charges on the Item view displays charges based on the currencies you specified and converts the charge amounts based on the currency conversion rates defined in your buying solution.

NoteFor any line item on a requisition, the Charges column under the Line Items table displays charges based on the currency you specified for the first charge item on the Charges on the Item view.

For example, if the first charge item is handling charges for which the currency code is USD and the second charge item is shipping charges for which the currency code is EUR, the Charges column displays the currency code as USD for the combined value of charges in the Line Items table.



How to edit charges for multiple line items on a requisition

If you're a member of the Charge Editor group, you can edit the charge details of multiple line items on a requisition.

Prerequisites

● You must be a member of the Charge Editor group.● Charge types have been defined in your site.

NoteCharge details of spot buy items cannot be edited.

Procedure


2. In the Line Items section, select the line items on which you want to apply charges and click Actions Edit Charges .

NoteFor a kit item, to apply charges on all its child items, select the parent kit item. To apply charges on some of its child items, expand the kit item and select the required child items.

The Edit Charges popup box is displayed.3. Select a charge type using the Charge Type dropdown menu.

NoteThe Charge Type dropdown menu displays the out-of-the-box shipping and special handling charge types as well as the charge types imported by the customer administrator.

4. Specify whether you want to apply the charge as an amount or as a percentage of the line item's net amount, by selecting the required option from the Apply As dropdown menu.

NoteCharges applied as percentages are saved as static values. They are not automatically updated when the underlying amounts change. For example, a 10% charge on a line item with amount $100 is saved as $10. This charge amount remains as $10 even if the line item amount changes to $200. Hence, you need to manually update the charge amount if the line item amount changes.

5. Specify the charge amount or percentage.6. If you have specified the charge as an amount, in the Apply Amount field:


○ Select Divided between all lines to divide the specified charge amount between the selected lines on a prorated basis, based on the net amount of the lines.

○ Select To each line individually to apply the specified charge amount on each selected line.7. To add taxes on charges, select Apply Taxes.

NoteThis option is not displayed if the selected line items are being shipped to different countries/regions.

8. Use the search criteria to view the applicable tax codes.9. Click Select to select a tax code and view its details.10. Click Change to return to the previous page and select another tax code, or click Apply to apply the selected

tax code on the specified charge.

Results

The charges and their associated taxes are applied on the selected line items. If a line item already has a charge type applied on it and you apply the same charge type again, the original charge amount is replaced by the new amount. You can view the charge details by clicking the charge amounts displayed in the Charges column in the Line Items section.

Related Information

How to edit the currency for line-level charges on a requisition [page 81]

How to apply discounts to the line items on a requisition

You can apply a discount to a line item if you can edit its unit price. You cannot edit the discount values applied to spot buy and punchout items.

Procedure

1. On the requisition Summary tab, click Edit.2. In the Line Items table, specify the discount amount in the Discount column. The discount amount must be a

negative number.

NoteFor catalog kit items, expand the parent item to display its child line items and specify the discount in the Discount column for the child line items.



3. Alternatively, select the line item, click Edit Details, and specify the discount amount in the Discount field on the line item details page.

NoteFor catalog kit items, specify the discount amount on the line item details page of its child line items. The tax, charge, and discount details are not displayed on the line item details page of the catalog kit parent item.

4. Save the requisition.

Related Information

How to edit taxes for multiple line items on a requisition [page 85]How to edit charges for multiple line items on a requisition [page 83]How to edit discounts for multiple line items on a requisition [page 86]

How to edit taxes for multiple line items on a requisition

If your site is enabled to use the enhanced tax computation engine, you can edit the tax details of multiple line items in a requisition.

Prerequisites

● You must be a member of the Tax Editor or Tax Manager groups to edit the taxes applied on requisition line items.

● Tax codes for the country/region to which the items are shipped must be defined for your site.

NoteTax details of spot buy items cannot be edited.

Procedure


2. In the Line Items table, select the line items whose tax details you want to edit and click Actions Edit Taxes .


NoteSelect line items that are being shipped to the same country/region because you cannot apply a common tax code to line items that are being shipped to different countries/regions.

For a catalog kit item, to apply a tax code on all its child items, select the parent catalog kit item. To apply a tax code on some of its child items, expand the catalog kit item and select the required child items.

The Edit Taxes popup box is displayed.3. Use the search criteria to view the applicable tax codes.

NoteThe tax code chooser displays only the tax codes that are defined for the country/region to which the selected items are going to be shipped and the tax codes that are not defined for a particular country/region.

A thumb icon is displayed next to the tax code that is identified based on the tax code lookup.

4. Click Select to select a tax code and view its details.5. Click Change to return to the previous page and select another tax code, or click Apply to apply the selected

tax code.

Results

The tax code is applied on the selected line items. You can view its details by clicking the tax amount displayed in the Taxes column in the Line Items section.

Related Information

Taxes, charges, and discounts on requisitions [page 73]

How to edit discounts for multiple line items on a requisition

You can apply discounts in the form of an amount or as a percentage, which can be applied to each line or divided between selected lines.

Prerequisites

To edit the discount on a line item, you must have the permission to edit its unit price.



NoteDiscounts applied to spot buy and punchout items cannot be edited.

Procedure


2. In the Line Items section, select the line items and click Actions Edit Discount .

NoteFor kit items, to apply the discount on all the child items, select the parent kit item. The discount applied on the parent item is divided among all child items on a prorated basis. To apply discount on some of the child items, expand the kit item and select the required child items.

The Edit Discount popup box is displayed.3. In the Apply As dropdown menu, select Amount to apply the discount as an amount, or select Percentage to

apply the discount as a percentage of the net amount of the line item.

NoteDiscounts applied as percentages are saved as static values. They are not automatically updated when the underlying amounts change. For example, a 10% discount on a line item having amount $100 is saved as $10. This amount remains as $10 even if the line item amount changes to, say $200. Hence, you need to manually update the discount if the line item amount changes.

4. Specify the discount amount or percentage.5. If you have specified the discount as an amount, in the Apply Amount field:

○ Select Divided between all lines to divide the discount amount between the selected lines on a prorated basis based on the net amount of the lines.

○ Select To each line individually to apply the discount amount on each selected line.6. Click Apply to apply the specified discount on the selected lines.

Results

The discount is applied on the selected line items. The discount amount is displayed in the Discount column in the Line Items section on the requisition summary page and in the Discount field on the line item details page.


How to delete taxes, charges, and discounts from multiple line items on a requisition

You can delete the taxes, charges, and discounts applied to multiple line items on a requisition using the enhanced tax computation engine. You cannot delete taxes added on requisitions using third-party tax calculation systems.

Prerequisites

● To delete taxes: You must be a member of the Tax Editor or the Tax Manager group.● To delete charges: You must be a member of the Charge Editor group.● To delete discount: You must have permission to edit the item’s unit price.

NoteThe taxes, charges, and discounts applied on spot buy items cannot be deleted. For punchout items, the values specified as discounts cannot be deleted.

Procedure


2. In the Line Items section, select the line items and click Actions Delete Discount , or ActionsDelete Charges , or Actions Delete Taxes to delete the discounts, charges, or taxes applied on the selected line items.

NoteFor a catalog kit item, to delete the taxes, charges, or discounts applied on all its child items, select the parent item. To delete the taxes, charges, or discounts applied on some of its child items, expand the parent item and select the required child items.

A confirmation message is displayed.3. Click OK to confirm deletion.

The discount, taxes, or charges along with the taxes on charges are removed from the selected line items.



How to edit accounting information for deductible tax components

Customer administrators and tax managers usually define the accounting details of deductible tax components while creating them, but you can also edit these details in your requisition.

Context

Deductible tax components can have different accounting details from that of the requisition line item. This enables the accounting department to track tax refunds and adjust deductible taxes against future tax payable.

Procedure



The line item details page is displayed. The Taxes - By Line Item section lists the tax components applied on the line item.

3. In the Taxes - By Line Item section, click the Accounting Information link for deductible tax components.

Accounting details are displayed.4. Change the accounting information if required and save the requisition.

Adding India GST information on requisitionsEffective from July 1, 2017, all businesses operating in the states and the union territories of India must adhere to the India Goods and Services Tax (GST) act of 2016. GST is a value-added tax levied on goods and services starting from manufacture to final consumption.

Under GST, all goods and services transacted in India are classified under the Harmonized System of Nomenclature (HSN) system and the Service Accounting Code (SAC) system. GST for goods and services is determined based on the HSN code or the SAC code of an item.

The SAP Ariba solution supports the following tax information to meet the requirements of GST rules in India:

● GST identification numbers (GSTINs) of buyer and supplier organizations on requisitions and invoices● Classification codes assigned to the line items on requisitions and invoices● Tax invoice numbers on invoices

When requisitions are fully approved, buyer and supplier information on those requisitions are copied over to the corresponding purchase orders.


Components of GST

Depending on whether a trading transaction is intra-state or inter-state, the components of GST are determined as follows:

● SGST and UTGST: State GST or SGST is a tax levied by the respective state government on supplies of goods and services within the state. The previous state taxes, such as the value-added tax (VAT), entertainment tax, luxury tax, and entry tax are subsumed under SGST.Similar to SGST, UTGST or Union Territory GST is a tax levied by the respective union territory.

● CGST: Central GST or CGST refers to taxes levied by the central government on supplies of goods and services within a state. The previous central taxes, such as the central excise duty, additional excise duty, special excise duty, central sales tax, and service tax are subsumed under CGST.

● IGST: Integrated GST or IGST is the tax levied on the supply of goods and services on inter-state trade across India. The taxes collected under IGST are shared by the central and the respective state governments based on the rates specified by the central government.

The following image illustrates how SGST, CGST, and IGST are applied on goods and services:

Prerequisites

● Ensure that the India GST feature is enabled for your site. For help with this configuration, ask your Designated Support Contact to log a service request and an SAP Ariba Customer Support representative will contact you.

● All buyers and supplier organizations with an annual turnover exceeding a specific limit must be registered under GST in each state or union territory where they operate. The threshold limit varies depending on whether a state or a union territory is classified as a special category state. For more information about the registration requirements, see the Central Board of Excise and Customs website: http://www.cbec.gov.in/htdocs-cbec/gst

.● Buyers and supplier organizations must have separate GST identification numbers (GSTIN) for each state

where they have registered their business. GSTIN refers to a unique, state-wise, 15-character identification code for tax payers in India under the new GST regime. The first two digits of this identification code represent the state code. For example, "29" in the GSTIN "29BFEQB4818G1Z5" is the state code for the state of Karnataka in India.



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● To include supplier's GST identification numbers on requisitions, you must have information about your supplier's GSTIN.

● By default, GSTINs of buyer and supplier organizations are not auto-populated on requisitions in your SAP Ariba solution. Therefore, you must enter GSTINs manually when you create a requisition.You can choose to have your SAP Ariba solution configured to have GSTINs auto-populated when you create a requisition. Contact SAP Ariba Customer Support for help with customizing your SAP Ariba solution to auto-populate GSTINs on requisitions.

● Your administrator must complete the following tasks:○ Define the state codes and add the state code values to the addresses of the plants or supplier locations in

India.○ Map the HSN and SAC codes to the commodity codes defined in your SAP Ariba solution.

For more information, see How to configure India GST data for requisitions and invoices.● If you require additional configuration to include buyer and supplier GSTINs when orders are exported, contact

SAP Ariba Support for help with the required customizations.

Additional configuration for non-SAP ERP sites that do not use the service sheet process for service purchase orders

For non-SAP ERP sites that have disabled the Mark a requisition line item as a service item (Application.Procure.EnableServiceItemFieldInRequisition) parameter, the service items in a purchase order are marked as material items. For these service items, if you want to select the classification code associated with service items during Electronic tax invoicing (e-invoicing), an extrinsic IsServiceItemClassification with the values as Yes or No must be added on the POLineItem. When the extrinsic IsServiceItemClassification is set to Yes, it enables the selection of classification codes associated with service items on India e-invoicing. Contact SAP Ariba Support for the extrinsic creation.

For more information about the registration requirements, see the Central Board of Excise and Customs website: https://www.cbic.gov.in/ .

Related Information

How to add India GST information on requisitions [page 92]


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How to add India GST information on requisitionsYou can assign classification codes and enter GST identification numbers (GSTINs) of buyer and supplier organizations to the line items on a requisition.

Procedure

1. Open the requisition.

2. Select a line item and then click Actions Edit Details .3. Choose an appropriate classification code from the Classification Code dropdown.

By default, the buying solution assigns a classification code to a line item based on its commodity code. If a commodity code for an item is mapped to multiple classification codes, you can assign an appropriate classification code to the item.

4. Enter the appropriate GSTINs for the Buyer GST ID and the Supplier GST ID fields.5. Click OK to return to the Summary page of the requisition.

Adding and editing partial itemsIf this feature is enabled, you can select multiple partial items from the catalog search results page and add them to your requisition.

Adding partial items

Further, if you do not know the appropriate suppliers for partial items at the time of submitting your requisition, you can leave the supplier information blank. During the approval phase, one of the approvers in the approval flow of the requisition can include the appropriate suppliers for the partial items before they complete their approval actions. If none of the previous approvers specify a supplier for the partial items, the buying solution enforces the completion action on the final approver to ensure that the supplier information is specified before the requisition is fully approved. For help with this confguration, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you.

The following example demonstrates how to use the header section when requisitioning partial items.

The header section for each item type lists all the editable fields. The dropdown fields in the header section list all enumerated values for that item type. For example, you might select the following three items of the type Shirt:

● Men's Button Down Shirt (available in colors Red and Blue; sizes Large and Small)● Men's TShirt (available in colors Blue and Green; sizes Large and Medium)● Men's Turtle Neck Shirt (available in colors Blue and Orange; sizes Large, Medium, and Small)

In this example, the Color of Shirt dropdown list in the header lists all four colors; the Size of Shirt lists all three sizes to select from.



If the header field values you selected are not valid for certain items, the corresponding rows are marked with a warning symbol, and a warning message is displayed. The values you selected will not be displayed for such fields.

Continuing the example, you might select the following at the header level:

● Shirt has a collar● Size of Shirt as Medium● Color of Shirt as Green

Only the Men’s TShirt (all fields) and Men’s Turtle Neck Shirt (size field) are populated with the values you selected. The other fields remain unchanged as the selected values are invalid for these item fields.

Editing requisitioned partial items

You can edit partial items on requisitions. If your selection includes two or more partial items, the mass edit page appears. You make the necessary edits on this page and submit the requisition.

To enable the feature of mass editing of requisitioned partial items, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you.

How to perform a mass edit of requisitioned partial items

You can perform a mass edit of requisitioned partial items that belong to the same type.

Procedure

1. On the catalog Search Results page, select the multiple partial items that you want to add to the requisition and click Add to Cart.

The Edit Additional Details for All Items page opens.

NoteThis page is shown only if your requisition includes two or more partial items.

2. Select appropriate values in the header fields and click Fill Data to populate the selected field values across all items of that item type.

3. Resolve any errors by selecting valid values individually for each field. Alternatively, you can also choose to ignore the warning at this stage and proceed by clicking OK. On the page that appears, click Save. The Summary tab is displayed.

NoteAfter selecting individual field values, if you change the header field values again and click Fill Data, the field values that you selected individually (before you made changes to the header field values) do not get overridden unless the new selections are also valid values.


4. In the Line Items section of the Summary tab, select the items belonging to the same type and click Edit to perform a mass edit.

NoteThe mass edit option on the requisition Summary tab is available only if you select two or more items belonging to the same type.

5. On the Edit Items page that appears, make the required changes and click Next.6. The Review page displays the old values as well as the new (post-mass edit) values of all the items fields.

If the changes you made during mass edit are not applicable to any item in the requisition, a warning message is displayed.

7. Review your final selections again on the Summary tab before submitting the requisition.8. Click Done to complete the mass edit and return to the Summary tab.9. Click Submit.

Related Information

Adding and editing partial items [page 92]

Mass edit behavior on the requisition summary tab

When you mass edit the line items on a requisition, your buying solution displays specific fields that you can edit depending on the type of items in your selection.

Select multiple partial items of same type

On the requisition Summary tab, if you select multiple partial items of the same type and click Edit, the mass edit page that is displayed lists contains an Additional Line Item Details section. You can make the necessary edits to all fields of the selected partial items and click Next to proceed.

Select multiple partial items of different types

On the requisition Summary tab, if you select multiple partial items of different types and click Edit, your buying solution displays only the out of the box fields (for all the selected items) that are editable.



Select catalog and partial items

On the requisition Summary tab, if you select catalog items and partial items and click Edit, your buying solution displays the mass edit page with only the out of the box fields (applicable to all selected items) that are editable.

Mass edit behavior on the catalog search results page

When you add partial items to your order, your buying solution displays the default or mass edit pages based on your selection.

Select one partial item

If you select just one partial item and add it to your cart, your buying solution displays the default edit page for that item.

Specify the required field values on this page and click OK to continue. The remaining workflow till requisition submit is the same as for any other regular catalog item.

Select multiple partial items

If you select multiple partial items, your buying solution displays the mass edit page for all selected partial items.

You make the required edits to the partial item fields on this page and click OK to continue.

NoteOn the requisition Summary tab, if you select two or more partial items of the same type and click Edit, the resulting mass edit page displays the Additional Line Item Details section where you can further edit the selected partial item details.

Select regular catalog items along with partial items

If you select regular catalog items along with partial items, your buying solution displays one of the following pages based on your selection:

● The default edit page: if you have selected only one partial item● The mass edit page: if you have selected more than one partial item


Working with projectsIt is often the case that spend happens within the context of a project rather than in isolation through standalone requisitions. In fact, creating requisitions might be only one aspect of a project, which may also require the creation of sourcing events, contracts, and so on.

A single repository, known as a procurement workspace, can be used to store and view all documents relating to a project, such as requisitions, contracts, purchase orders, invoices, receipts, and so on. You can also create many types of documents and events from here, including requisitions, sourcing events, procurement and sales contract workspaces, supplier performance management (SPM) projects, and supplier surveys.

A user can create a procurement workspace from a requisition, or associate a requisition with an existing procurement workspace, and all documents relating to the requisition are visible on and can be accessed from the procurement workspace.

Real time total ordered spend and total invoiced spend for a project can be viewed centrally from a procurement workspace.

A procurement or sales contract workspace or a sourcing project can also be created directly from a requisition, linking the requisition to the contract workspace or sourcing project. You can also link a requisition to an existing contract workspace or sourcing project.

Enabling the procurement workspace feature [page 97]

How to create procurement workspaces from requisitions [page 97]

How to add requisitions to existing procurement workspaces [page 98]

How to search for procurement workspaces [page 99]

How to create requisitions from procurement workspaces [page 100]

How to view requisition details from procurement workspaces [page 101]

How to view requisitions associated with documents [page 101]

How to create contract workspaces from requisitions [page 102]

How to add requisitions to existing contract workspaces [page 103]

How to create sourcing projects and events from requisitions [page 104]

How to add requisitions to existing sourcing projects [page 105]

Related Information

Managing projects, teams, documents, and tasksProject template guide



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Enabling the procurement workspace feature

The procurement workspace feature is disabled by default. To use the procurement workspace feature and reporting, they must be enabled from SAP Ariba.

To enable these features, please have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will follow up to complete the request.

To use other integration features, the following solutions must be enabled:

● SAP Ariba Sourcing must be enabled for integration with sourcing projects and events● Supplier Performance Management must be enabled for integration with supplier performance management

projects● SAP Ariba Contracts must be enabled for integration with contract workspaces

To enable these features, please contact your SAP Ariba Customer Success Manager or Account Manager.

Related Information

How to create procurement workspaces from requisitions [page 97]

How to create procurement workspaces from requisitions

When you create a procurement workspace any documents associated with the requisition are automatically added to the workspace.

Prerequisites

You must be a member of the Procurement Project Creator group to create a procurement workspace from a requisition.

Any purchase orders, receipts, or invoices that are associated with the requisition are added to the procurement workspace automatically.

NoteAfter a requisition is associated with a procurement workspace, it cannot be deleted.

Procedure

1. Create a requisition or open an existing requisition.


2. Open the Summary tab.3. Click Create Project in the Related Projects field and then click Procurement Workspace.4. Enter a name for the workspace in the Name field.5. (Optional) Enter a description of the workspace.6. Select No for the Test Project field.7. Select the project type from the Project Type dropdown menu.8. Select the pricing structure from the Pricing Structure dropdown menu.

For more information about the fields on the Create Procurement Workspace page, see the “Procurement Workspace Request and Procurement Workspace Description Fields” section in the Creating and managing projects guide.

9. Select the template you want to use as the basis for your workspace.10. Click Create.

Results

The requisition is added to the Requisitions folder on the Documents tab of the new procurement workspace, and a link to the new workspace replaces the Create Project and Add To Project links on the Requisition Summary page.

How to add requisitions to existing procurement workspaces

You must be a member of the Procurement Project Creator group to add a requisition to an existing procurement workspace.

Prerequisites

Any purchase orders, receipts, or invoices that are associated with the requisition are added to the procurement workspace automatically.

NoteAfter a requisition is associated with a procurement workspace, it cannot be deleted.

Procedure

1. Create a requisition or open an existing requisition.



2. Open the Summary tab.3. Click Add To Project.

The Add Requisition to Project page is displayed.4. Enter a title for the requisition in the Title field. If you have already entered a requisition title on the Requisition

Summary page, it is displayed here.5. Select Other on the Current Project dropdown menu.6. Select Procurement Workspace on the Project Type dropdown menu and click Search.7. Click Select beside a procurement workspace.8. The requisition is added to the Documents tab on the procurement workspace and a link to the workplace is

added to the Related Projects field on the Summary page of the requisition.

Related Information

How to search for procurement workspaces [page 99]

How to search for procurement workspaces

You can search for procurement workspaces using the content type menu to search for Procurement Workspace and enter keywords in the search field to narrow your search.

Procedure

1. On the dashboard, click the content type menu to the left of the search field and select Procurement Workspace.

2. Enter search terms in the search field.3. Perform one of the following actions:

○ Press Enter or click the search icon ( ) to start the search.○ Select a search filter or a saved search from the filter menu to the right of the search field. The search

starts automatically.4. Click the procurement workspace on the Search Results page and click Open.


How to create requisitions from procurement workspaces

You can create requisitions from procurement workspaces, allowing buyers to manage all requisition activity for a project from a single location.

Prerequisites

The ability to create a requisition from a procurement workspace allows a buyer to manage all requisition activity for a project from a single location. After a requisition has been created, the buyer can open the requisition on the Documents tab of the workspace at any time.

NoteOnce a requisition is associated with a procurement workspace, it cannot be deleted.

Procedure

1. Open the procurement workspace.

For information about searching for procurement workspaces, see Searching for Procurement Workspaces [page 99].

2. Click the Documents tab.

3. Click Actions Create Requisition .4. If you have added documents to the workspace and made them available to be used as requisition content, you

are given the opportunity to add a document to the requisition. Select a document and click OK.

For information about making documents available for use as requisition content, see the “Adding Documents to Procurement Workspaces” section in the Creating and managing projects guide.

5. Browse the catalog and create your requisition.

Results

When you submit the requisition, a link to the workplace is added to the Related Projects field on the Summary page of the requisition.

Related Information

How to view requisition details from procurement workspaces [page 101]



How to view requisition details from procurement workspaces

You can view and compare summary level information about requisitions by opening the requisition in the procurement workspace.

Context

You can open a requisition from a procurement workspace. The current status of each requisition associated with a procurement workspace is displayed on the Documents tab of the workspace. From the requisition, you can compare summary level information about participating suppliers, view details of supplier responses, send messages to suppliers, reject proposals, accept proposals, and so forth.

For additional information about searching for procurement workspaces, see Searching for Procurement Workspaces [page 99].

Procedure

1. Open the procurement workspace.2. Click the Documents tab.3. Click the requisition in the Requisitions folder and click Open.

Related Information

How to view requisitions associated with documents [page 101]How to create contract workspaces from requisitions [page 102]

How to view requisitions associated with documents

You can see which requisition is associated with each document on the Documents tab of a procurement workspace.

Context

For information about searching for procurement workspaces, see Searching for Procurement Workspaces [page 99]


Procedure

1. Open the procurement workspace.2. Click the Documents tab.3. Click the icon to open a folder and then click Show Details.

Related Information

How to create contract workspaces from requisitions [page 102]How to add requisitions to existing contract workspaces [page 103]

How to create contract workspaces from requisitions

When you create a contract workspace from a requisition, a new procurement workspace is created and both the requisition and the contract workspace are added to the Documents tab.

Prerequisites

You must have the ability to create contracts to create a procurement or sales contract workspace from a requisition. The Contract Agent permission is required to create procurement contracts and the Sales Contract Agent permission is required to create sales contracts.

If a purchase order is issued before you create a contract workspace from a requisition, and to only one supplier, the name of the supplier and the purchase order amount are passed from the requisition to the workspace. If the contract is published before the purchase order is issued, or if there is a change order after the contract was published, the contract workspace must be changed manually to add the updated purchase order amount. If you add a requisition containing purchase orders that were sent to multiple suppliers to a newly created contract workspace, the supplier and purchase order amount are not passed to the contract workspace. If you add a requisition that does not contain a purchase order, nothing is passed to the contract workspace.

Procedure

1. Create a requisition or open an existing requisition.2. Open the Summary tab.3. Click Create Project in the Related Projects field and then click Contract Workspace (Procurement) or

Contract Workspace (Sales).4. Enter the required information on the Create Contract Workspace (Procurement) or Create Contract

Workspace (Sales) page.



NoteIf there is only one supplier on the requisition and a purchase order has been issued to that supplier, the supplier is listed automatically in the Supplier field of the Create Contract Workspace (Procurement) page. If there is more than one supplier on a requisition, you must select one of the suppliers from the Supplier dropdown menu when creating the contract workspace.

For information about the fields on this page, see How to create contract projects.

5. Click Create.

Results

A link to the new contract workspace replaces the Create Project and Add To Project links on the Requisition Summary page.

Related Information

How to add requisitions to existing contract workspaces [page 103]

How to add requisitions to existing contract workspaces

When you add a requisition to an existing contract workspace, a new procurement workspace is created automatically, if one did not already exist for the contract workspace, and both the requisition and the contract workspace are added to the Documents tab on the procurement workspace.

Prerequisites

You must have the ability to search for and view contracts to add a requisition to an existing procurement or sales contract workspace that has not been published.

If a purchase order is issued before you add a requisition to an existing contract workspace, and to only one supplier, the name of the supplier and the purchase order amount are passed from the requisition to the workspace. This is true where the supplier matches on the contract workspace and the purchase order, or where the supplier is not specified on the contract workspace. If the contract workspace is published before the purchase order is issued, or if there is a change order after the contract workspace is published, the contract workspace must be changed manually to add the updated purchase order amount. If you add a requisition that does not contain a purchase order, nothing is passed to the contract workspace.

For more information about using contract workspaces and working with contracts, see Managing projects, teams, documents, and tasks.


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RestrictionYou cannot add a requisition containing purchase orders that were sent to multiple suppliers to an existing contract workspace.

Procedure

1. Create a requisition or open an existing requisition.2. Open the Summary tab.3. Click Add To Project.


Summary page, it is displayed here.5. Select Other on the Current Project pull-down menu.6. Select Contract Workspace (Procurement) or Contract Workspace (Sales) on the Project Type pull-down

menu and click Search.7. Click Select beside a contract workspace and then click OK.

Results

The requisition is added to the Documents tab on the contract workspace and a link to the contract workplace is added to the Related Projects field on the Summary tab of the requisition.

How to create sourcing projects and events from requisitions

When you create a sourcing project from a requisition, a new procurement workspace is created automatically and both the requisition and the sourcing project are added to the Documents tab.

Prerequisites

You must have the ability to create sourcing projects to create a sourcing project or event from a requisition. The project.sourcing.create permission is required to create projects.



Procedure

1. Create a requisition or open an existing requisition.2. Open the Summary tab.3. Click Create Project in the Related Projects field and then click Sourcing Project.4. Enter the required information on the Create Sourcing Project page.5. In the Project field, select Full Project to create a sourcing project.6. Click Create.

Results

A link to the new sourcing project replaces the Create Project and Add To Project links on the requisition Summary tab.

Related Information

How to add requisitions to existing sourcing projects [page 105]About creating sourcing projects and requestsHow to create sourcing projects

How to add requisitions to existing sourcing projects

When you add a requisition to an existing sourcing project, a new procurement workspace is created automatically, if one didn't already exist, then both the requisition and the sourcing project are added to the Documents tab on the procurement workspace.

Prerequisites

You must have the ability to search for and view sourcing projects to add a requisition to an existing sourcing project.

Procedure

1. Create a requisition or open an existing requisition.2. Open the Summary tab.


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3. Click Add To Project.


Summary page, it is displayed here.5. Select Other on the Current Project pull-down menu.6. Select Sourcing Project on the Project Type dropdown menu and click Search.7. Click Select beside a sourcing project and then click OK.

Results

The requisition is added to the Documents tab on the procurement workspace and a link to the project is added to the Related Projects field on the Summary tab of the requisition.

How to submit a requisitionYou can submit a requisition from the Summary tab.

Context

Actions taken while a request has the status of Composing (such as adding approvers) do not appear in the summary on the History tab. Actions are recorded only after the status changes to Submitted.

NoteIn the default configuration, currency conversion rates if revised by your customer administrator are not applied to the line items when you edit or submit a requisition. To ensure that latest currency conversion rates are applied when you edit or submit a requisition, please have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you to enable it on your site.

Procedure

1. Supply the following summary information. There might be additional required fields depending on your ERP integration:


Title Enter a title for the requisition.




On Behalf Of

(Required if you are preparing the requisition for someone else)

Select a name from the menu, or click Search for more to select a different name.

You can submit a request on behalf of any other user. When you act as preparer and submit a request on behalf of someone else:

○ The requester is added to the approval flow as a watcher.○ The requester's personal profile is used to determine the delivery and accounting

information for the request.○ The requester’s catalog view constraints are applied.○ Notifications about the request are sent to the preparer and the requester.

Max Amount (For service requisitions only)

Verify the maximum amount for each service line item to set a limit up to which the cost of procuring the service item needs to be restricted.

Delay Purchase Until If you need to delay the purchase until a specific date, use the calendar control to select that date. You can withdraw and edit your requisition until the purchase order is placed, even if it has been fully approved.

Note(For budget checks within your buying solution) Your buying solution considers this date when performing a budget match. If this value is blank, your buying solution takes the current date into consideration when performing the budget match and associating it to the requisition.

My Labels Add one or more labels to your document to make finding it easier.

Ship To (Generic, PeopleSoft) Select a location from the available choices, or click Search for more to select a differ-ent location.

Deliver To Enter the name of the person to whom the shipment is being sent.

NoteThis field in both the Header and the Line Item level on the Requisition page is mandatory in the default configuration. If you do not want this field to be mandatory, you can contact SAP Ariba Customer Support to render it as an optional field.

Need-By Date This is an informational field only. Use this field to document if you need the items in the requisition by a specific date. Use the calendar control to select that date.

Note(For budget checks within your buying solution) You can customize your buying solution to consider this date when performing a budget match (instead of the Delay Purchase Until date). To configure this behavior, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you.

If this date is blank, your buying solution automatically considers the Delay Purchase Until date and (if blank), then the current date, in that order, for a budget match.



Service Start Date This field is applicable only for service requisitions. Specify the expected start date to procure the service.

Service End Date This field is applicable only for service requisitions. Enter an expected date of completion of the service.

2. Edit the line items if necessary. For information, see About Editing Line Items [page 33].3. Review the shipping information.4. Add or review comments and attachments:

○ If you want the comments and attachments visible to suppliers on Ariba Network, click Visible to Suppliers.

○ Enter comments that might help approvers evaluate the request.○ To include an attachment file with your comments, click Add Attachment.

NoteAttachments to suppliers who receive orders through Ariba Network are forwarded electronically if they are marked visible to suppliers. If you use a supplier that is not registered on Ariba Network, attachments must be handled manually by the purchasing agent who handles your manual order.

5. Click the Approval Flow tab to review and edit the approval flow, if required. For information, see Approval flows.

6. Submit or save changes.

○ Click Submit to submit the request for approval or Exit to stop working with it.When you submit the request, it has a status of Submitted.If you exit and choose to save the request, it has a status of Composing. You can edit the request at a later time and then submit it for approval.

○ If you are an approver editing a requisition, click Save to save your changes. You can then view a status screen from which you can approve or deny the requisition.

Related Information


Editing requisitions and editing the requesterIf you are a preparer, you can edit a requisition that has a status of Composing or Submitted, or withdraw a requisition that is in Submitted state, and then edit it.

If you are an approver and have the appropriate group membership, you can edit a requisition during the approval process.



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For more information about the groups and the tasks that associated members can perform, see SAP Ariba Procurement solutions group descriptions table.

Editing the requester

If you edit the requester value (On Behalf Of) in a requisition, the new requester's catalog view constraints are applied and the requester's personal profile is used to determine the delivery and accounting information for the request at the header level.

Any new items that you add to the request contain the accounting information associated with the new requester. However, the accounting information of previously added items is not changed.

Related Information

How to edit a requisition in the Composing state [page 109]How to withdraw and edit a requisition [page 110]How to edit a requisition during approval [page 111]

How to edit a requisition in the Composing state

You can submit edits for a requisition for approval, or you can save edits, leaving the requisition in the composing state.

Prerequisites

You must be a preparer to edit a requisition in the Composing state.

Procedure

1. On the dashboard, click the title of the requisition you want to edit in the My Documents content item.

Alternatively, on the dashboard search bar, click the content type menu to the left of the search field, select Requisition, and press Enter or click the search icon ( ) to start the search. On the Search Results page, click on the appropriate requisition link.

2. Click Detail for each line item to view the details.


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NoteSelecting a catalog kit header line item automatically selects all the kit items, and any changes made are applied to all the items in the kit. For more information, see About Mass Editing Requisition Line Items [page 112].

3. Click Edit.

The Summary page appears.

NoteIf the requisition that you are editing has only one line item, that line is automatically selected for edit on the Summary page.

4. Make any desired changes.5. Click Submit to submit the requisition for approval. Or click Exit, then click Save this request to save your

changes and leave the requisition in the Composing state.

Related Information

How to withdraw and edit a requisition [page 110]

How to withdraw and edit a requisition

If you're a preparer you can withdraw and edit a requisition any time during the approval process.

Prerequisites

You must be a preparer to withdraw and edit a requisition that is in Submitted state.

Context

A requisition returns to the status of Composing when it is withdrawn. When a requisition is withdrawn, there is no further action required, unless the preparer chooses to resubmit the requisition. You can withdraw an approved requisition only if it specifies a Delay Purchase Until date.

A requisition can be withdrawn in the following ways:

● The preparer manually withdraws the requisition by clicking Withdraw. Requisitions can be withdrawn at any time during the approval process. After a requisition has been fully approved, it cannot be withdrawn. The exception to this rule is that a requisition can be withdrawn if it has a “hold” date, and the hold date has not yet



arrived. The intent is to allow users to withdraw requisitions and correct them if the order has not yet been sent.

● The submitted requisition is automatically withdrawn if it has been inactive (that is, no new approvals or changes have been submitted) for a certain amount of time. For more information about automatic withdrawals due to inactivity, see Automatic withdrawal of approval request.

● Your buying solution always withdraws the latest version of a requisition because the requisition becomes invalid if you submit receipts against an earlier version. Your buying solution automatically withdraws a change order (modified requisition) if you submit receipts for the items on the original order, and those receipts conflict with the change order.For example, if you submit a requisition for 10 items, and then perform a change order dropping the quantity to 5. Now, if you receive 7 items on the original order, your buying solution removes all approvals from the change order, set the requisition status back to Composing, and return it back to the preparer.

Procedure

1. On the dashboard, home page, click the title of the requisition you want to withdraw in the My Documents content item.

2. Click Withdraw.3. Click Edit the withdrawn request now.4. Make any desired changes.5. Click Submit to submit the requisition for approval, or click Exit, then click Save this request to save your

changes and leave the requisition in the Composing state.

Related Information

How to edit a requisition during approval [page 111]

How to edit a requisition during approval

Prerequisites

You can perform this task if you are an approver and have the appropriate group membership

Procedure

1. On the dashboard, click the title of the submitted requisition that you want to edit in the To Do content item, or click the My Tasks action tile to view a list of all your tasks, and click the title of the submitted requisition there.

2. Click Edit.


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3. Click OK if the Confirm Edit page appears.4. Make any desired changes.5. Click Save.6. If the Warning page appears, you can review the warnings and then:

○ Click Prev to reopen the requisition and make changes that address the warning.○ Click Save to save the requisition.

Mass editing requisition line items

Mass edit (or bulk edit) occurs when you are editing multiple line items at the same time.

This is useful when you need to make the same change (such as specifying a different billing address or changing the accounting information) to multiple line items.

Helpful hints for mass editing requisition line items

● When you select multiple line items for mass edit, the fields and values that are displayed are from a sample line item selected from the requisition. Your buying solution selects a sample line item based on its restrictive characteristics. That is, if the requisition contains a punchout line, a catalog item, and a non-catalog line item, your buying solution selects the punchout line item as the sample. If there are line items of only one kind (that is, all punchout, or all catalog items), then the first line item among the selected lines becomes the sample line item.

● When you make changes on this page, only those changes to the selected fields get propagated to the rest of the line items that are chosen for mass edit. The unchanged field values on this page do not get propagated to the other line items.For example, in a requisition with four lines, if you selected three line items for mass edit, and changed the values for the fields Bill To, Cost Center, and Sub Account, only these field values get changed to the modified values in all three selected lines. The rest of the field values in each of these line items remain unchanged.

● If the change you make to a field is not valid, the error message is displayed immediately on input, but you can continue with your mass edit.

● All validation checks are performed based on the field values in the sample line item only.For example, if you made a change to a field that is dependent and/or associated with another field (say the Business Unit value that is associated to a specific Cost Center), the validation check determines whether this change is valid with respect to the Cost Center value that exists in the sample line item only. But, this change may not be valid for other selected line items. Such possible errors are not displayed during the mass edit phase.

Related Information

How to mass edit requisition line items [page 113]How to mass edit goods items that require collaboration [page 114]



How to mass edit requisition line items

You can make mass edits to select line items on a requisition or edit all line items at once.

Prerequisites

RestrictionYou cannot mass edit line item details if your selection contains a combination of goods and service items.

Procedure


2. On the requisition Summary tab, check the checkboxes for the line items that you want to edit or check the Select All checkbox to select all the line items.

NoteSelecting a catalog kit header line item automatically selects all the kit items and any changes made are applied to all the items in the kit.

3. Click Edit. The mass edit page displays the Line Item Details, Accounting - By Line Item and the Shipping - By Line Item sections.

4. Click Next after making your changes. The review page displays the changed fields and their values.

The changes made to each field are applicable to all the selected line items.5. Click Done to save your changes and return to the requisition Summary tab.

Related Information

How to edit taxes for multiple line items on a requisition [page 85]How to edit charges for multiple line items on a requisition [page 83]How to edit discounts for multiple line items on a requisition [page 86]


How to mass edit goods items that require collaboration

You can apply mass edits to good items on a requisition when you belong to the Dynamic Collaboration User group.

Prerequisites

You must belong to the Dynamic Collaboration User group for the Collaboration radio button to be displayed on the mass edit page. For more information on dynamic collaboration, see About dynamic collaboration.

When all the selected items are goods items, the Collaboration radio button displays on the mass edit page.

Procedure


2. On the requisitionSummary tab, check the checkboxes against the goods line items that you want to edit or check the Select All checkbox to select all the line items.

3. Click Edit. The mass edit page displays the Collaboration radio button in the Line Item Details section.4. Select Yes to make all the selected items collaborative or select No to make all the items non-collaborative. The

selection is applied to all the line items only if you make a change to the Collaboration radio button.5. The Invited Suppliers dialog box displays if you choose Yes. Click Change to add or remove suppliers. Clicking

Add to invite more suppliers will display a list of all the available suppliers in the system.6. Click Next after making your changes. The review page displays the changed field values. The changes made to

each field are applicable to all the selected line items.7. Click Done to save your changes and return to the requisition Summary tab.8. The edited field values are validated and an error message is displayed against the line items that contain

invalid values. Edit each line item individually to rectify the errors.

Working with imported requisitions

You can create new requisitions, update existing requisitions, and cancel or delete requisitions by importing requisition data in your buying solution.

You can import requisitions (with individual line items and kit line items) with Buyer Part Numbers and Facility values, which can be internally mapped to the appropriate Supplier and Supplier Part Number values, thus ensuring the best price match.



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The following are the ways to import requisitions:

● Importing requisition data using integration channels: Customer administrators can import requisitions using CSV files, web services, or cXML posts. For more information about importing requisitions using different integration channels, see Importing requisitions using various integration channels.

NoteSites integrated with SAP ERP using SAP Ariba Cloud Integration Gateway can be enabled for asynchronous import of requisitions from SAP ERP using web services. Contact SAP Ariba Support to enable this capability.

● Importing requisition data in Microsoft Excel workbooks: You can define the structure of requisitions in the offline mode and then import the Excel file in the buying solution to create, update, or cancel requisitions. You can also perform bulk import operations to create, update, or cancel multiple sets of requisitions put together as Excel workbooks in a ZIP file format. To be able to import requisitions in the Excel format, you must have membership of the Import Requisitions group.Requisitions imported in Excel format are processed asynchronously in the buying solution meaning that such tasks are performed in the background and might take a few minutes to complete especially for ZIP files consisting of large number of Excel files. The buying solution assigns a job ID for each import operation using which you can track the status of the upload operation. You can perform other tasks in the buying solution and later check for the progress of the upload operation on the Upload History screen.

NoteImporting requisitions consisting of service items is currently not supported.

You can perform the following actions when importing requisitions:

● Create new requisitions● Update existing requisitions (imported)● Cancel/Delete existing requisitions (imported)

NoteRequisitions associated with purchase orders that are in the Shipping or Shipped status cannot be updated or canceled using the requisition import task.

If a requisition is imported without errors, its status is Submitted, and it enters the approval process.

If a requisition is imported with errors, its status is Composing, and the preparer is notified by email. If you are the preparer in this case, the requisition is listed in your My Documents content item, and you must change the requisition manually and resubmit it for approval.

Related Information

Importing requisitions in Excel format [page 116]Importing requisitions with contracts [page 130]Importing contracts along with requisitions [page 131]Making changes to requisitions


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Importing requisitions in Excel format

You can take advantage of the functionalities available in Microsoft Excel workbooks to create or update large-sized requisitions particularly if line items on those requisitions consist of a varying mix of accounting combinations.

Note● To use this capability, your administrator must enable the Enable Excel-based requisition import and

export (Application.Purchasing.AllowRequisitionImportAndExport) parameter.● Users who import or export requisitions must be members of the Import Requisitions group.

The following is a high-level overview to create or update a requisition using Excel:

1. Do one of the following:○ Download a requisition template. See Downloading a Microsoft Excel workbook template for requisitions

[page 117].○ Export an existing requisition that has been partially configured to reflect the basic structure you want into

an Excel file. See How to export a requisition in Excel format [page 128].2. Enter the required information in the Excel workbook.3. Upload the finished Excel spreadsheet file. See How to create, update, or cancel requisitions by importing data

in a Microsoft Excel file [page 125] on how to import Excel based requisitions.

Exporting and importing requisitions in Excel format in non-English locales

When you export or import requisitions in an Excel file, the column headers in the Excel file can be in English, or in the language of the non-English user locale. For example, if the user locale is set to Japanese, you can still import a file that has column headers in English.

The following prerequisites must be met to use this capability:

● Your administrator must enable the following parameters in Ariba Administrator under Intelligent Configuration Manager Manage Configurations :○ Enable Excel-based requisition import and export

(Application.Purchasing.AllowRequisitionImportAndExport)○ Enable localization for Excel-based requisition import and export

(Application.Purchasing.LocalizationForExcelBasedRequisitionImportAndExport)● Ensure that the formatter for BigDecimal values is configured based on the locale of the Excel file that is

exported or imported.

The following fields are used as system identifiers for retrieving requisitions. The column headers in the Excel file for these fields must be in English:

● UniqueName: A unique ID of a requisition.● Operation: The operation performed on the requisition. The value must be one of the following:

○ New: Specifies that a new requisition must be created.○ Update: Specifies that a requisition must be updated.○ Cancel: Specifies that a requisition must be cancelled.



NoteIf this field is left blank, the buying solution considers this operation as a new requisition import.

● OriginatingSystem: The name of the external system from which a requisition is imported. If this field is left blank, the default is Imported. This value can be used to search for requisitions on the user interface.

● OriginatingSystemReferenceID: The ID of the external system from which the requisition is imported. This value can be used to search for requisitions on the user interface.

Related Information

Enable Excel-based requisition import and exportEnable localization for Excel-based requisition import and exportHow to change your preferred language and default currency

Downloading a Microsoft Excel workbook template for requisitions

Related Information

How to download an Excel workbook template for requisitions from SAP Ariba Connect [page 117]How to download an Excel workbook template for requisitions from the SAP Help Portal [page 118]

How to download an Excel workbook template for requisitions from SAP Ariba Connect

Procedure

1. Go to http://connect.ariba.com and log in. If you do not have a User ID and Password for SAP Ariba Connect, contact your SAP Ariba account executive.

2. On the Home page, click Product Information and Documentation.3. On the right pane, click Documentation under the Procurement and Invoicing section.4. Expand the list of documents under the Ordering and receiving section and download the Excel templates for

requisitions.


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How to download an Excel workbook template for requisitions from the SAP Help Portal

Prerequisites

Most of the documentation on the SAP Help Portal requires signing in with an S-user (SAP-user) ID. For more information about getting an S-user ID, see everything you need to know about S-User IDs .

Procedure

1. Go to the SAP Ariba page on SAP Help Portal.2. On the SAP Ariba page, click SAP Ariba Procurement solutions.

The SAP Ariba Procurement solutions page appears.3. Click the Use tab.4. Under the Sample Excel Purchase Requisitions section, download the required Excel template for

requisitions.

About the requisition workbook format

Your SAP Ariba solution provides sample Microsoft Excel spreadsheets specific to ERP variants as a starting point to create new requisitions. The sample worksheets are located along with the documentation on SAP Ariba Connect. For information about how to download a sample worksheet, see How to download an Excel workbook template for requisitions from SAP Ariba Connect [page 117].

A typical Excel requisition workbook includes a requisition header sheet, a requisition item details sheet, and an accounting information sheet.

The following table lists the sheets in the requisition workbook.

Sheet name Description

Requisition Header Defines header-level information for a requisition.

RequisitionDetail Describes line-item information.

RequisitionSplitAccounting

Specifies accounting information for the line items.

NoteYou must not rename the sheets on an Excel workbook to make sure errors do not occur when you upload the file to create or update a requisition.



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Related Information

Requisition header sheet [page 119]Requisition line-item details sheet [page 120]Accounting information sheet [page 124]

Requisition header sheet

This sheet contains requisition header information. In the Excel template, the sheet containing this information is named as Requisition Header.

Column Description

Preparer The unique internal identifier of a user who creates a requisition.

Requester The unique internal identifier of a user that appears in the On Behalf Of field on the requisition.

SAPPlantUniqueName (Applicable for SAP ERP) The unique ID of the plant to which an item is to be shipped.

ShipTo (Applicable for PeopleSoft ERP and Generic ERP) The unique identifier for the Ship to address.

ERPRequisitionID The ID assigned to a requisition in the external ERP system from which the requisition is imported.

HoldTillDate The date until which processing of a fully approved requisition is withheld. Post-approval processes do not start until the specified Hold Until Date is reached.

Delay_Purchase_Until The date until which creation of purchase orders must be withheld. On this date, the purchase orders are actually sent to the suppliers and the requisition’s status changes from Approved to Ordered.

ImportedHeaderCommentStaging A comment added at the header level of a requisition.

ImportedHeaderExternalCommentStaging A flag that shows whether a comment is external or not. If set to true, the comment will be visible to the supplier.

IsServiceRequisition Specifies whether a requisition is a service requisition.

IsShared Specifies whether a requisition is a team requisition.

IsTeamReceived Specifies whether a line item is enabled for team receiving.

LineItems Specifies the number of line items on a requisition.


Column Description

Operation This field can contain one of the following values:

● New: Specifies that a new requisition must be created.

● Update: Specifies that a requisition must be updated.

● Cancel: Specifies that a requisition must be cancelled.

NoteIf this field is left blank, the buying solution considers this operation as a new requisition import.

OriginatingSystem The name of the external system from which a requisition is imported. If this field is left blank, the default is Imported. This value can be used to search for requisitions on the user interface.

OriginatingSystemReferenceID The ID of the external system from which a requisition is imported.

PreparerPasswordAdapter The password adapter of the user specified in the Preparer field on a requisition.

RequesterPasswordAdapter The password adapter of the user specified in the On Behalf Of field on a requisition.

ValidityEndDate The validity end date for a limit line item on a requisition.

ValidityStartDate The validity start date for a limit line item on a requisition.

WorkOrderID Applicable for requisitions based on a workorder. Refers to the ID of the work order against which the requisition is created.

Title The title of a requisition.

DeliverTo The user to whom a line item needs to be delivered.

Need_By_Date The Need By date for a line item.

CompanyCode (Applicable for SAP ERP) The name of the SAP company code a user is mapped to.

BusinessUnit (Applicable for PeopleSoft ERP) The business unit associated with a requisition.

UniqueName The unique ID of a requisition. Example: PR123.

Requisition line-item details sheet

This sheet contains information about line items on a requisition. This information is described in the RequisitionDetail sheet in the Excel template.



Column Description

AllowUsersToEditUnitPrice Indicates whether users are allowed to edit the unit price of line items on service sheets. This field can contain the value as Yes or No.

Line_Number The unique serial number for a requisition item.

Quantity The quantity for a line item.

DeliverTo The user name to whom the line item needs to be delivered.

CompanyCode (For SAP ERP) The unique internal identifier for the SAP company code.

Need_By_Date The date by which the item is required.

SplitAccountingType The type of split accounting, such as percentage, quantity or amount for the item.

Account_Assignment The unique internal identifier of the account assignment category for a line item.

ChargeAmount The total charge amount for a line item.

ChargeType The unique internal identifier for a charge type applied on a line item.

BillTo The unique identifier for the Bill To address.

Commodity_Code The commodity code of the item.

Account_Type The type of account associated with the commodity code of a line item.

CommonCommodity_Code The UNSPSC commodity code for the line item.

Currency The currency applicable for the item.

PriceUnit The unit of measure for the unit price.

Unit_Of_Measure Unit of measure for the item.

ShipTo The unique identifier of the Ship To location.

Supplier The name of the supplier.

Supplier_Location The supplier location for the line item.

Domain The name of the domain for the system commodity code.

ExpectedValue.Currency.UniqueName The currency for the expected amount for a service item.

TaxCode The tax code defined in the external ERP system.

TaxCodeCountry The tax code applicable for a country/region.

Item_Category (For SAP ERP) The unique internal identifier for an item category in SAP ERP. An item category describes the characteristics and attributes of an item and controls the processing of the item. Examples of item categories include Material (for material goods) and Service (for services).

OverallLimit.Currency.UniqueName The currency of the overall limit for a line item.


Column Description

Purchase_Group The unique identifier for a purchase group associated with a line item.

SAPPlant (For SAP ERP) The unique identifier for the plant to which the items are to be shipped. A plant is an operational unit within a company code.

Purch_Org The unique identifier for the purchasing organization associated with a line item.

Item_Description Description of the line item.

ItemPartNo Unique part number of the line item.

ItemAuxPartId Unique part auxiliary ID of the item.

ManPartNo The manufacturer's part number for the item.

BuyerPartNumber The buyer's part number for the item.

ContractId The ID of the contract associated with a line item.

UnitConversion The ratio used to convert the ordered unit to the price unit. The unit price is based on the price unit quantity and the price unit.

Unit_Price Unit price of the item.

PriceUnitQuantity The quantity corresponding to the unit price of the item specified by the supplier. The unit price is based on the price unit quantity of the item.

PriceBasisQuantity The item quantity that the quoted unit price is based on. For example, the unit price might be 2 USD for a quantity of 10 but 3 USD for a quantity of five.

PriceBasisQuantityDesc The description that provides the details of pricing when an item’s unit price is determined using the quantity based pricing method.

PricingDescription The user-specified description for quantity-based pricing. Buyers can use the field to store any information on the unit conversion calculation.

DiscountAmount The total discount amount for a requisition. This value is calculated by adding discounts for all line items on a requisition. Discounts are indicated by negative values.

ERP_ITEM_NO The line number of the corresponding line item on the requisition in the external ERP system.

ExpectedValue.Amount The amount a service is expected to cost.

ServiceChild Indicates whether an item is a child item associated with a service parent item.

ItemType The value representing the line item type category, such as normal, composite, or item.

OriginatingSystemLineNumber The line item number in the external system from which the requisition is imported.

OriginatingSystem The ID of the external system from which a requisition is imported.



Column Description

OverallLimit.Amount The maximum amount a service is expected to cost.

OverallLimit.ApproxAmountInBaseCurrency The approximate maximum amount a service is expected to cost in the base currency.

OverallLimit.ConversionDate The currency conversion date for a service line item for which an overall amount limit is specified.

ParentLineNumber The unique serial number for the parent service line item.

PaymentTerms The unique identifier of the payment terms.

ExpectedAmount The expected amount for a service item.

ExpectedAmountCurrency The currency for the expected amount for a parent line item.

MaximumAmount The maximum amount for a service item.

MaximumAmountCurrency The currency for the maximum amount for a parent line item.

IsServiceRequisition An indicator that specifies whether a requisition is flagged as a service requisition. This field can contain the value as Yes or No.

IsShared An indicator that specifies whether a requisition is flagged as a team requisition. This field can contain the value as Yes or No.

IsTeamReceived An indicator that specifies whether a requisition is flagged for team receiving. This field can contain the value as Yes or No.

Operation Indicates whether a new requisition is to be created or an existing requisition is to be updated or deleted. The Operation column can include one of the following values:

● New: To create a new requisition.

NoteIf you do not specify any value for this field, the buying solution considers this operation as a new requisition import.

● Update: To edit an existing requisition.

● Cancel: To cancel or delete a requisition.

RequiresServiceEntry Specifies whether service sheets are required to record details of services performed by suppliers.

ServiceEndDate The end date of a service.

ServiceStartDate The start date of a service.

UniqueName The ID of the requisition. For example, PR123.

Contact_Id The ID of a contact person at the supplier location for the item.

ConversionDate The date on which the currency for a line item was converted.

ExpectedValue.ApproxAmountInBaseCurrency The approximate amount for a line item in the base currency.


Column Description

Facility The location or any other logical entity that helps maintain multiple cross-references for a buyer part number.

ServiceChild Indicates whether a line item is a child line associated with a parent line item. This field can contain the value as Yes or No.

IsTaxOrDiscountLine Indicates whether a line item is a tax or a discount line item. This field can contain the value as Yes or No.

ItemType The value representing the line item type category. This field can contain the value as 1 (for normal item) or 2 (for composite item).

TaxAmount The amount of tax for a line item.

ERPRequisitionID The ID assigned to a requisition in the external ERP system.

Delay_Purchase_Until The date until which purchase of a line item must be delayed.

Amount The amount for a line item.

PreparerPasswordAdapter The password adapter of the preparer of the requisition.

RequesterPasswordAdapter The password adapter of the requester associated with the requisition.

Accounting information sheet

This sheet contains split accounting information. In the Excel template, the sheet containing this information is named as RequisitionSplitAccounting.

Column Description

Line_Number The unique serial number for a requisition item.

SubNumber (Applicable for SAP ERP) The unique internal identifier of an asset line item.

NumberInCollection The line number of the split accounting. The line number must be unique for each split per line item.

Percentage (Applicable if split accounting type is specified as percentage) The percentage assigned to a split.

ProcurementUnit The unique internal identifier of a purchasing unit.

Quantity (Applicable if split accounting type is specified as quantity) The quantity of a split.

Amount (Applicable if split accounting type is specified as amount) The amount assigned to a split.

Currency The currency for the amount specified in the Amount field.

Business_Unit (Applicable for Generic ERP) The unique internal identifier of a business unit for a split.

Company (Applicable for Generic ERP) The unique internal identifier of a company for a split.

Project (Applicable for Generic ERP) The unique internal identifier of a project.



Column Description

Region (Applicable for Generic ERP) The unique internal identifier of a region.

Department (Applicable for PeopleSoft ERP) The unique internal identifier of the department for a split.

GL_Business_Unit (Applicable for PeopleSoft ERP) The unique internal identifier of the general ledger business unit for a split.

Location_Code (Applicable for PeopleSoft ERP) The location of the general ledger business unit for a split.

Product (Applicable for PeopleSoft ERP and Generic ERP) The unique internal identifier of the product for a split.

Statistics_Code (Applicable for PeopleSoft ERP) The unique internal identifier of the statistics code for a split.

Account The unique internal identifier of the account for a split.

Sub_Account (Applicable for PeopleSoft ERP and Generic ERP)

The unique internal identifier for the sub account applicable for an accounting split.

CompanyCode (Applicable for SAP ERP) The unique internal identifier of the company code for a split line item.

Network (Applicable for SAP ERP) The unique internal identifier of the network for a split.

ActivityNumber (Applicable for SAP ERP) The unique internal identifier of an Activity Number.

Asset (Applicable for SAP ERP) The unique internal identifier of an asset.

CostCenter (Applicable for SAP ERP) The unique internal identifier of the cost center for a split line item.

GeneralLedger (Applicable for SAP ERP) The unique internal identifier of the general ledger for a split line item.

InternalOrder (Applicable for SAP ERP) The unique internal identifier of an internal order.

Network (Applicable for SAP ERP) The unique internal identifier of the network for a split line item.

WBSElement (Applicable for SAP ERP) The unique internal identifier of a WBS element.

SubNumber (Applicable for SAP ERP) The unique internal identifier of an asset.

How to create, update, or cancel requisitions by importing data in a Microsoft Excel file

Prerequisites

● To configure this feature, contact your Designated Support Contact and have them log a service request. An SAP Ariba Customer Support representative will follow up to configure your site accordingly.

● You must have membership of the Import Requisitions group to be able to import or export requisitions.● Ensure that you have defined the required data in the Excel workbook template. For information about the

fields defined in the Excel template, see About the requisition workbook format [page 118].● By default, the maximum number of line items per requisition (including split accounting lines and tax lines)

that can be successfully imported using an Excel spreadsheet is 1000. To change this default setting, contact


your Designated Support Contact and have them log a service request. An SAP Ariba Customer Support representative will follow up to configure your site accordingly.

● Ensure that you have specified the appropriate values for the columns in the Excel file:○ The UniqueName column specifying the ID of a requisition must be blank if you want to create a new

requisition. If you want to update a requisition, this field must specify the ID of the requisition.○ The Operation column must include one of the following values:

○ New: To create a new requisition.

NoteIf you do not specify any value for this field, the buying solution considers this operation as a new requisition import.

○ Update: To edit an existing requisition.○ Cancel: To cancel or delete a requisition.

● RememberThe Excel template has three sheets named Requisition Header, RequisitionDetail, and RequisitionSplitAccounting. Do not rename the worksheets in the Excel template. Excel templates with renamed worksheets might cause errors during import.

● To perform bulk import operations to create, update, or cancel multiple sets of requisitions, ensure that you define requisitions in separate Excel workbooks and put them together in a ZIP file format.

● A ZIP file consisting of Excel workbooks for multiple requisitions must not include a directory structure.● In the default configuration, change orders are not allowed by importing requisitions in Excel format. To enable

the change order functionality based on imported requisitions, contact your Designated Support Contact and have them log a service request. An SAP Ariba Customer Support representative will contact you to enable it on your site.

● In the default configuration, when an imported requisition is edited or changed, the SAP Ariba solution overwrites the user-imported values for the accounting fields. If user specified values must be retained on imported requisitions, contact your Designated Support Contact and have them log a service request. SAP Ariba Customer Support runs the appropriate scheduled task to mark all imported fields as “user set” to retain the originally imported values when requisitions are edited or changed.

Context

If you have a requisition defined in an Excel spreadsheet, you can upload it to create a new requisition. SAP Ariba recommends that you first create a requisition template, export it, and use this as the template to build up your requisition details for import.

Procedure

1. On the dashboard, click Create Requisition .2. Under What would you like to create?, click Upload Requisition.



3. Click Browse to locate the Excel file. After you have identified the path to the file, click OK.

A requisition is created, and data imported using the Excel file is displayed on the requisition.4. Make any necessary modifications and click Submit.

The buying solution displays a job ID. Save the ID to track the status of the upload operation.

Next Steps

Check the status of the upload operation on your dashboard using the job ID. For more information, see How to track the status of uploaded requisitions [page 127].

How to track the status of uploaded requisitions

After you upload an Excel file for a single requisition or a ZIP file for multiple requisitions, the buying solution assigns a job ID for the upload operation. You can use the job ID to find whether or not the upload action was successful.

Context

The history for uploaded requisitions display one the following statuses:

● Pending: Indicates that upload operation is not complete.● Processing: Indicates that the upload operation is complete but creation of requisition is under process.● Completed: Indicates that requisitions are created successfully.● Completed with Errors: Indicates partial success, wherein, some requisitions were created successfully and

there were errors for the remaining.● Failed: Indicates that no requisitions could be created.

Procedure

1. On the dashboard, click Manage Upload History .2. On the Upload History window, enter the job ID, and click Search.3. Find the appropriate upload operation corresponding to the job ID and review the details.


How to export a requisition in Excel format

You can use the export functionality to download a requisition in Excel format. If required, you can edit the Excel file and import it again to update the requisition.

Procedure

1. In the My Documents content item on your dashboard, click the ID for the requisition.2. Click Excel Export.3. Click Open to open an Excel version of the requisition on your browser.

Click Save to save the Excel version of the requisition in its current form.

Related Information

How to edit or delete a requisition using Excel import [page 128]

How to edit or delete a requisition using Excel import

You can open a requisition and choose to edit or delete it by importing data in an updated Excel workbook.

Procedure

1. Open the appropriate requisition.2. If required, export the requisition in Excel format and make the necessary changes in the Excel file. For more

information about exporting a requisition in Excel format, see How to export a requisition in Excel format [page 128].○ The Operation column in the Excel file must include one of the following values:

○ Update: To edit an existing requisition.○ Cancel: To cancel or delete a requisition.

3. Click Excel Import.4. Click Browse to locate the Excel file. After you have identified the path to the file, click OK.

○ The buying solution displays a job ID. Save the ID to track the status of the upload operation.○ If the import operation is successful, the requisition is updated, and data imported using the Excel file is

displayed on the requisition.



Related Information

How to track the status of uploaded requisitions [page 127]

Error messages for failed requisition import

The following table lists the error messages that are displayed when requisitions imported in Excel format fail:

Error message Cause

Importing service requisitions using Excel workbooks is not supported.

This feature does not support importing of service requisitions using Excel.

The preparer of the requisition and the logged in user do not match. The preparer of a requisition must be the same user who imports the Excel file.

The name of the user specified as the preparer in the Excel file and the logged in user who actually imports cannot be different, meaning that you as the preparer of a requisition cannot import an Excel file on behalf of another preparer.

Requisition was not created in the SAP Ariba solution because requisition {Requisition ID} with OriginatingSystemReferenceId {ID} already exists.

NoteOriginatingSystemReferenceId refers to the ID of the external system from which a requisition is imported. This field might not contain a value if a requisition is imported locally.

This error occurs if a user tries to create a new requisition using an Excel file in which the ID of an existing is specified. To successfully create new requisitions, the UniqueName column in the Excel file must be left blank.

Requisition {Requisition ID} with OriginatingSystemReferenceId {ID} could not be processed in the SAP Ariba solution because the current status of either the requisition or the associated orders does not support the import operation.

The ability to import requisitions depends on the status of an exisiting requisition or the associated orders. For example, you cannot import a requisition to perform an update operation if the requisition is in the Approved state in the buying solution and the corresponding order is in the Ordering state.

Could not perform the update operation for requisition {Requisition ID} with OriginatingSystemReferenceId {ID} as this requisition is incorrectly associated with one or more orders in the SAP Ariba solution.

The existing requisition is not associated with the appropriate purchase orders.

{Requisition ID} (OriginatingSystemReferenceId: {ID}) has one or more active amendments associated with it. Requisition could not be created in the SAP Ariba solution.

Applicable for sites enabled for creating simultaneous amendments for requisitions. The import operation fails if there are one or more in-process amendments for a requisition.

Requisition {Requisition ID} with OriginatingSystemReferenceId {ID} could not be canceled in the SAP Ariba solution due to unexpected errors.

The cancel operation fails when system errors occur. Contact your administrator for help.

Requisition {Requisition ID} with OriginatingSystemReferenceId {ID} cannot be canceled because either the user does not have the required

This error occurs in one of the following cases:


Error message Cause

permissions or a new version of this requisition exists with errors generated in the external system.

● The user who performs the import operation does not have membership of the appropriate group to be able to cancel requisitions.

● A revised version of the requisition exists in the buying solution.

Importing requisitions with contracts

Your buying solution processes imported requisitions that are associated with contracts as follows:

NoteFor imported requisitions (associated with contracts) to be successfully created with the contract association, ensure the contracts that are available in the external ERP system are also available in your buying solution.

● If a contract is found in your buying solution that is matching the contract that is associated to the requisition created in the external ERP system, that contract is applied and the requisition is created successfully.

● If a matching contract is not found in your buying solution, the requisition is created by applying the best price match available in the catalog for each line item.

● If multiple contract matches are found in your buying solution, then the contract with the best (lowest) price is associated with the lines and the requisition is created.

NoteThe contract with the best price is associated irrespective of the type of contract that was associated with the requisition in the external ERP system.

Consider an example where a requisition that is associated with a supplier level contract is imported. Your buying solution finds an item level and a supplier level contract that matches with the requisition line. In such a scenario, if the pricing of the item level contract is better than the supplier level contract price, the item level contract is applied to the requisition line (though the requisition was originally associated with a supplier level contract in the external ERP system).

Related Information

Importing contracts along with requisitions [page 131]



Importing contracts along with requisitions

You can specify a contract ID during requisition import. The corresponding contract is imported along with the requisition and automatically associated with it.

The contract ID must be specified in the new ContractId column, for the file channel. It must be specified using the new ContractIdStaging tag for each line item, for the web services channel. For imported requisitions with contracts, the system auto-selects a contract to be associated with it. When the contract import functionality is enabled and a contract ID is specified, the contract import overrides the auto selection of contracts.

Importing contracts along with requisitions goes through the following steps:

1. The user specifies a contract ID and initiates requisition import using either file channel import or web services.2. The system checks if the specified contract ID is valid. If the contract ID is valid, the requisition import moves

to the next step. If the ID is invalid, an appropriate error is generated, and the requisition import is reverted.3. The system retrieves the corresponding contract checks if the contract is active. If it is active, the requisition

import moves to the next step. If it is not, an appropriate error is generated, and the requisition import is reverted.

4. The system checks if the contract matches the requisition line item. If it matches the line item, the requisition import moves to the next step. If it does not, an appropriate error is generated, and the requisition import is reverted.

5. The retrieved contract is associated with the imported requisition.

When this functionality is enabled, the data import configurations will be similar to the examples in the following sections.

File channel

Specify the contract ID in the RequisitionDetail.csv file used for requisition import, in the ContractId column, as shown in the following sample.

Sample Code

Cp1252 Requisition_Number,Line_Number,ParentLineNumber,OriginatingSystemLineNumber,Supplier,Supplier_Location,Contact_Id,DeliverTo,Need_By_Date,CommonCommodity_Code,Domain,Commodity_Code,Quantity,Unit_Price,Unit_Of_Measure,Currency,Item_Description,ManPartNo,ItemPartNo,SplitAccountingType,Region,BuyerPartNumber,Facility,UnitConversion,PriceUnitQuantity,PriceUnit,PricingDescription,Account_Type,TaxCode,DiscountAmount,ChargeType,ChargeAmount,ContractId "5302",1,1,1,,,,"Sample DeliverTo","02/10/2020","51",unspsc,"","500","200","EA","USD","VGA Cables",SampleManPartNo,SampleItemPartNo,,SE10,"EOEGeneral","Pittsburgh","1","2","EA","Price for 2 boxes","Expense","TC_US_ITEquipment",-10,"Handling",50,C14

In this sample CSV file, the contract ID specified is C14.


Web services channel

Specify the contract ID in the requisition import web services export XML file, in the <urn:ContractIdStaging></urn:ContractIdStaging> tag within the <urn:LineItems></urn:LineItems> section, as shown in the following sample:.

Sample Code

<urn:ContractIdStaging>C14</urn:ContractIdStaging>

In this example, C14 is the unique name of the contract.

Working with requisitions created in guided buyingIf your organization uses the guided buying capability, you can choose whether to redirect users in certain groups to guided buying when accessing a requisition that originated in guided buying.

Depending on the configuration option your organization chooses, users are directed either to guided buying or to SAP Ariba Buying solutions.

NoteThe RedirectGroups and NoRedirectGroups parameters can't be used together. If values are defined for multiple parameters, the Application.GuidedBuy.NoRedirectGroups is ignored.

Configuration option Result

No redirect parameter is configured Users can log in to either guided buying or SAP Ariba Buying solutions, as long as they have the correct URL.




Application.GuidedBuy.RedirectGroups parameter is configured

Determines the groups whose users are redirected to guided buying.

Users who belong to a group specified in this parameter are redirected to guided buying when doing any of the following:

● Clicking an action button from a requisition email notifica-tion

● Accessing the direct URL for guided buying● Accessing the direct URL for SAP Ariba Buying solutions

NoteIf a user is redirected to guided buying but doesn't belong to the Purchasing User group, they are taken directly to the Approve requests page after logging in to guided buying. These users can't create and submit requests.

This parameter is blank by default, which means that no users are redirected to guided buying.

RememberYou must specify the UniqueName value for each group when configuring this parameter. Separate each group by commas without spaces. The redirection also applies to child groups of the groups that are configured for the parameter.

ExampleYour custom US Guided Buying Catalog group is config-ured for this parameter:

● Users in this group are always redirected to guided buying when logging in.

● Anyone who doesn't belong to the US Guided Buying Catalog group is always directed to SAP Ariba Buying solutions.



Application.GuidedBuy.NoRedirectGroups parameter is configured

Specifies the groups whose users aren't redirected to guided buying.

Users who do not belong to a group specified in this parameter are redirected to guided buying when doing any of the following:

● Clicking an action button from a requisition email notifica-tion

● Accessing the direct URL for guided buying● Accessing the direct URL for SAP Ariba Buying solutions

NoteIf a user is redirected to guided buying but doesn't belong to the Purchasing User group, they are taken directly to the Approve requests page after logging in to guided buying. These users can't create and submit requests.

The default value of All means that no users are redirected.

RememberYou must specify the UniqueName value for each group when configuring this parameter. Separate each group by commas without spaces.

ExampleThe Purchasing Manager group is configured for this parameter:

● Users in this group are always directed to SAP Ariba Buying solutions when logging in.

● Anyone who doesn't belong to the Purchasing Manager group is redirected to guided buying.




Application.GuidedBuy.RedirectMatchUserAccountField parameter is configured

Specifies the default account field for redirected users.

Default value: Accounting.ProcurementUnit.UniqueName

You can change the value of this parameter to a dotted notation field path that evaluates a field in the user's profile (such as accounting or purchasing unit). You can then set the value of the Application.GuidedBuy.RedirectMatchUserAccountValues parameter to the values corresponding to the defined field path (for cases where you want users to be redirected to guided buying).

Application.GuidedBuy.RedirectMatchUserAccountValues parameter is configured

Specifies the default account values for redirected users.

Default value: US100

To update this configuration, please have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

TipYou can tell which requisitions were created in guided buying by running a requisition search using the Source System filter. Enter Ariba Guided Buying into the search filter field when searching. Users who aren't redirected to guided buying when accessing one of these requisitions see a Source System field at the requisition header that shows a value of Ariba Guided Buying. This field doesn't show up for non-guided buying requisitions.

Related Information

Helpful hints for changing and canceling requisitions [page 135]Copying requisitions [page 136]

Helpful hints for changing and canceling requisitionsWhen you change, cancel, or make edits to a requisition, the requisition is affected in the following ways:

● If a Delay Purchase Until date has been specified for a requisition, the requisition remains in the Approved status until the Delay Purchase Until date. On this date, the purchase orders are actually sent to the suppliers and the requisition’s status changes to Ordered. If you need to change an approved requisition during the time it is on hold, click Edit when viewing the requisition’s details. Once the requisition’s status changes to Ordered, click Change to change the requisition.

● If Demand aggregation is enabled on your site and if any line items in your requisition are held for aggregation, you cannot edit or delete these line items after the requisition has been fully approved. Purchase orders are not


generated for these items. If all the line items in your requisition are held, no purchase orders are generated and the requisition remains in Approved state. For more information on demand aggregation, see Demand aggregation and aggregated requisitions [page 160].

● You can change or cancel a requisition that is in the Ordered state, if you are a purchasing agent, requester, or the preparer, or if this activity is part of your job function.

● If you change or cancel a requisition, a new version of the requisition is created, identified by a version number V2, and is submitted for approval. When a change order is approved, a new version of each order impacted by the change is generated and sent to suppliers. When a cancel order is approved, the requisition’s status is changed to Canceled, and all orders associated with the requisition are canceled.

● If you change a requisition by deleting all line items associated with a specific purchase order, the order is canceled after the new version of the requisition has been fully approved. If you delete all the line items on the requisition, the requisition and all associated purchase orders are canceled after the new version of the requisition has been fully approved.

● If you change an approved requisition, the V2 of that requisition is created and is in the Submitted state, pending approval. At this point, if you generate the Requisition Detail Report, both V1 and V2 of the requisition get listed in the report, but the V2 of the requisition is displayed in the report as “Unclassified” in the Order column (that is, the V2 is not seen as associated to any order). This behavior is transient, and remains only till the V2 is approved and goes into the Ordered state.

● If you are editing a line item from an order whose status is Shipping, Shipped, or Receiving, you can change any field except: Commodity Code, Item Description, Supplier, Supplier Location, Supplier Part Auxiliary ID, Supplier Part Number, Unit of Measure, and Unit Price. Note that although you can change the quantity and amount, they cannot be less than what has already been shipped, received, or invoiced.

Copying requisitionsYou can copy requisitions regardless of the state they're in.

When you copy a requisition, the data fields on the copied requisition are evaluated by your buying solution as follows:

● Delay Purchase Until and Need By Date are not copied and need to be entered before submitting the copied requisition.

● Catalog items from PunchOut catalogs not copied. You need to punch out to the supplier’s catalog site again and add the items manually.

● Comments and attachments are not copied.● A history record is added to the new copied requisition to indicate that this requisition was created as a copy.● The requester value (On Behalf Of) is copied and validated. An error message is displayed if the requester is no

longer active in the system.● Accounting and address defaults are set based on commodity code configuration. If matching commodity code

configuration cannot be found, the defaults are set based on the requester’s current user profile.● For service items, the following details are copied and might need to be updated before you submit the service

requisition:○ Expected and maximum amounts○ Service start and end dates○ Child items including their amounts

● The latest currency conversion rates will be applied.



● The discounts, charges, and taxes are copied along with the line items, based on the following rules:○ Discounts applied on the line items are copied.○ The tax code is copied only if it is active. If the tax code is not active, another tax code is applied based on

the tax code lookup.○ Charges are copied only if the charge type is active.○ The tax code applied on a charge is copied only if the tax code is active. Else, only the charge is copied.

● Catalog view constraints are evaluated for the requester when copying. An error message is displayed for any line items that are not valid or available to the requester.

● Supplier information is validated. An error message is displayed for any invalid fields.● Contracts are applied as follows:

○ If the original line items were associated with a contract, and that contract is still valid, then the copied line items are associated with the contract.

○ If the original line items were not associated with a contract, and a new contract was created after the creation of the original requisition, then the new contract is applied to the copied line items.

○ If the contract that applied to the original requisition is closed or the contract expired, and no new contract has been created, then no contract gets associated with the copied line items.

● If any line items in a requisition are held for consolidation, when you copy the requisition, the held line items are also copied and displayed in the Line Items table. When you submit the copy of the requisition, these line items are again evaluated for their eligibility for aggregation.

● The approval flow for the copied requisition is determined based on the requisition’s approval requirements. For example, a currency rate change might impact the local amount values used to determine the approval flow.

If a line item in a requisition contains a default price for the item from the CDF, even if that price is $0, then that CDF price is copied to the requisition. If a default price is not specified in the CDF, the price from original requisition is copied over to the new requisition. Unless it is changed by the buyer when creating a requisition, this price is what the supplier sees when they receive the collaboration request.

NoteIf you attempt to copy a requisition that originated in SAP Fieldglass on the requisition search results page the following error message is displayed: “External approvable cannot be copied.” If you select a number of requisitions to be copied and only some of these originated in SAP Fieldglass, the IDs of the SAP Fieldglass requisitions are included in the error message. For example, “External approvable cannot be copied. IDs PR20 , PR22.” You can remove the identified requisitions from your selection and proceed with copying the rest of your selected requisitions.

NoteWhen copying an existing requisition, for example, using the Buy again option, Spot Buy items are not copied to the new requisition. To re-purchase a Spot Buy marketplace item, you must add the item to you your cart directly from a Spot Buy catalog search.

Additional references

How to copy requisitionsData copied with requisitions


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Reserving inventory items while creating purchase requisitions for SAP ERP-integrated sitesMost organizations prefer to fulfill procurement requirements from the inventory first before opting to purchase externally. In SAP Ariba Buying and SAP Ariba Buying and Invoicing, for SAP ERP-integrated sites, buyers can check and reserve material items that are present in the inventory before initiating the external purchasing process.

When a buyer selects a material item from the catalog for procurement, the catalog indicates whether the item is available in the inventory. The buyer can add items from the inventory and other catalog items that are not present in the inventory, and then checkout the cart. In the purchase requisition that is created, the items from the inventory are listed separately in the Line Items From Inventory table.

When the buyer submits the purchase requisition, it moves through the approval process. You can configure the approval process for requisitions containing items requested from the inventory. For example, in the approval process editor, you can check the value of the predefined condition Requisition.hasReservedLines to include users belonging to the Storeroom Manager group as approvers.

After all configured approvals are received, reservation documents are created for the items in the inventory, and purchase orders are created for the items to be procured externally.

NoteIf the approval flow is not configured, the reservation documents and purchase orders are created immediately after the requisition is submitted.

The reservation documents are sent to SAP ERP to reserve the items and confirm the reservation. Based on the response received from SAP ERP for each reservation document, the document status displays as Reserved or Failed in the buying solution from SAP Ariba.

For more information on reservation documents, see Reservation documents [page 140].

Overriding inventory reservations

Although the material items that you require are present in the inventory, you can choose to procure them through external purchases. You can move the inventory line items to the table that contains the line items for ordering. You can perform this action while creating or editing the purchase requisition, or while submitting it, or while approving it. To override inventory reservations, you must belong to the Storeroom Manager group.

NoteYou can override inventory reservations only in the first version of the purchase requisition.

Prerequisites

● Configure the SAP Ariba Cloud Integration Gateway to integrate catalog data from an SAP ERP to Ariba Network seamlessly.



● Configure the SAP Ariba Cloud Integration Gateway to support checking the stock of inventory items and making reservations.

● Enable or configure the following site configuration parameters. These parameters can be changed by your administrator in Ariba Administrator under Intelligent Configuration Manager Manage Configurations .○ Enable inventory reservation for SAP ERP

(Application.Purchasing.EnableInventoryReservation)Enablng this parameter triggers the Load Inventory Fields scheduled task that creates the following custom catalog fields (supplemental attributes) automatically:○ Plant○ Storage Locations○ Material Number○ Material Group○ Stock Identifier

These fields are required for the inventory related information to be consumed and displayed in the catalog user interface.

NoteIt may take upto 24 hours for the fields to be created.

If your site has one or more existing fields with the same names, then the scheduled tasks fails and no fields are created. You then have to contact an SAP Ariba Customer Support representative to have these fields created manually in your site.

○ Configure Inventory Service settings (Application.Catalog.IS.TenantConfig)○ Enable plant-based defaulting (Application.Common.EnablePlantBasedDefaultingForSAP)

For information about the parameters, see the Intelligent Configuration Manager parameters reference topics.● Create the following custom catalog fields (supplemental attributes) to enable inventory related information to

be consumed and displayed in the catalog user interface. SAP Ariba creates these fields for you.○ Plant○ Storage Locations○ Material Number○ Material Group○ Stock Identifier

● Run the following data import tasks:○ Import Plant to Purchase Organization Mapping to map plants to purchase organizations.○ Import Plants Data to import plants data.○ Import Storage Location to import storage locations.

Restrictions

● You cannot enable the Enable plant-based defaulting (Application.Common.EnablePlantBasedDefaultingForSAP) parameter for existing customer sites. As the inventory reservation capability requires this parameter to be enabled, this capability can be enabled only for new customer sites.


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● You cannot add inventory items to change orders.● You cannot email or print reservation documents.● You cannot search for reservation documents directly on the dashboard. You can search for a purchase

requisition and then view the associated reservation documents.● You cannot use the data in the reservation documents for creating reports.

Reservation documents

Reservation documents are created for inventory items that are requested in a purchase requisition.

Creating, modifying, and cancelling reservation documents

When the the first version of the purchase requisition is submitted and approved, one or more reservation documents are created. The reservation documents are created by grouping the inventory line items based on the accounting type and the date by which the items are needed. Subsequently, you cannot change the inventory line items in the requisition, and therefore, you cannot modify the reservation documents. You can only cancel the reservation documents after the state changes to Reserved.

How to reserve items from the inventory [page 142]

How to cancel inventory reservations [page 143]

Reservation document states

Reservation documents move through different states that are described in the following table:

Reservation document status Description

Reserving The reservation document is created and sent to SAP ERP after the purchase requisition is submitted and fully approved.

Reserved A successful reservation notification is received from SAP ERP.

Failed A reservation failure notification is received from SAP ERP.

Cancelling The reservation document is cancelled in the buying solutions from SAP Ariba, and the cancellation notification is sent to SAP ERP.

Cancelled A successful cancellation notification is received from SAP ERP.

Related Information




Workflow for inventory reservation for SAP ERP-integrated sites

The end-to-end workflow for checking the details of inventory items in SAP Ariba Procurement solutions and reserving them includes the flow of data between the SAP ERP system, SAP Ariba Cloud Integration Gateway, Ariba Network, and the SAP Ariba procurement solution.

Checking the details of inventory items in SAP Ariba Procurement solutions and reserving them involves the following high-level steps:

1. An SAP Ariba Customer Support representative performs the following tasks:○ enables the Inventory Service for your site by setting a site configuration option.○ sets a site configuration option for the SAP Ariba solution to identify the catalogs that contain inventory

items.○ sets a site configuration option for the SAP Ariba solution to support plant-based defaulting.○ creates the following custom catalog fields (supplemental attributes) to enable inventory related

information to be consumed and displayed in the catalog user interface:○ Plant○ Storage Locations○ Material Number○ Material Group○ Stock Identifier

2. An administrator configures the SAP Ariba Cloud Integration Gateway to support checking the inventory details.

3. The administrator configures the SAP Ariba Cloud Integration Gateway to integrate catalog data from an SAP ERP system to Ariba Network seamlessly.

4. Catalogs containing inventory items are sent from the SAP ERP system to Ariba Network through the SAP Ariba Cloud Integration Gateway.

5. The catalogs are downloaded to the SAP Ariba solution when the Ariba Network Full Subscription Synchronization scheduled task is run.They are then published after validation, approval, and activation.

6. The Upload MRO catalog to IMS scheduled task that runs every 30 minutes, uploads the catalogs to the Inventory Service.

7. A scheduled job on the Inventory Service periodically checks the SAP ERP system (through the SAP Ariba Cloud Integration Gateway, add-on for SAP ERP) for the details of inventory items.

8. A user in the process of procuring an inventory item, searches the catalog.The quantity of stock available is displayed in the catalog search results page.

9. User clicks Select to view the inventory item details.The item details page displays the inventory details such as, Plant, Storage Locations, Material Number, Material Group, and Stock Identifier by default. These fields can also be configured to be displayed in the catalog search results pages.

10. User clicks Specify quantity to specify the required quantity.A pop up displays the various storage locations and the quantity of stock available in them.

11. User specifies the quantity to be reserved from each storage location individually and clicks Add to cart to add the items to the cart.The cart contents pop up menu displays the items from each storage location as a separate line item.

12. User clicks Review Cart to review the items added to the cart.The inventory items are displayed under the new Inventory items tab.


13. User submits the purchase requisition for approval.14. After the purchase requisition is fully approved, one or more reservation documents are created.

The reservation documents are created by grouping the inventory items based on the accounting type and the date by which the items are needed.

15. The reservation request for inventory items is sent to SAP ERP to confirm the reservation.

How to reserve items from the inventory

While creating purchase requisitions, if the required items are present in the inventory, the items can be reserved and procured from the organization's storage locations.

Context

You can create a purchase requisition that contains both, the items to be procured externally, and the items to be procured from the inventory.

Procedure

1. On the dashboard, click Create Requisition .2. To search and select the required items, use the various options on the Catalog Home page.

For more information about how to use the catalog options, see Catalog Home page.3. Select the items you want to purchase or reserve, and specify the required quantity for each. Then, click Add to

Cart.4. Click Proceed to Checkout. You can edit your requisition details from here.5. Enter the required by date and verify the account category.

NoteThe required by date and the account category are mandatory values as the reservation documents are created based on these values.

6. Add more items, delete existing lines, or submit your requisition for approval.

The items in the Line Items table are procured externally by placing purchase orders with suppliers. The items in the Line Items From Inventory table are obtained by reserving from the storage locations.

7. To view the approval flow and add more approvers, click Show Approval Flow on the Summary page.8. If you belong to the Storeroom Manager group, you can choose to procure an inventory item externally by

placing a purchase order. Select the item in the Line Items From Inventory table and click Order from supplier.

The inventory line item moves to the Line Items table.



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NoteTo revert this change and reserve the line item from the inventory, you must first delete the item from the Line Items table. Then, add it again from the Catalog.

9. If the purchase requisition contains items to be procured externally, complete the remaining steps to create the purchase requisition. For more information, see How to create a requisition from the dashboard [page 14].

10. On the Summary page, click Submit to submit the requisition for approval.11. If an approval flow is configured, approvers who belong to the Storeroom Manager group can move the

inventory items to the Line Items table for ordering from suppliers. Select the item in the Line Items From Inventory table and click Order from supplier. Then, approve the requisition.

Results

● After the requisition is submitted and approved, the following documents are created:○ Reservation documents are created for the line items to be obtained from the inventory. The reservation

documents are created by grouping the inventory items based on the accounting type and the date by which the items are needed.

○ Purchase orders are created for the line items to be procured from suppliers.● The reservation request is sent to SAP ERP to confirm the reservation.● When the reservation document is created, its initial status displays as Reserving. When a successful

reservation notification is received from SAP ERP, the status changes to Reserved. For more information on reservation document states, see Reservation documents [page 140].

Related Information


How to cancel inventory reservations

You can cancel a reservation document that was previously created for a purchase requisition. Cancelling a reservation does not affect the status or the version of the purchase requisition.

Context

You can cancel a reservation document only if it is in the Reserved state. Cancellation of reservation documents is noted on the History tab of the requisition. You can cancel a reservation document in any version of the requisition.


NoteCancelling a purchase requisition does not cancel the associated reservation documents. The status of the reservation documents continues to remain the same.

Procedure

1. On the dashboard search bar, click the content type menu to the left of the search field and select Requisition.2. Enter search terms in the search field.3. Perform one of the following actions:


starts automatically.4. Click either the ID or the title of the purchase requisition associated with the reservation that you want to

cancel.5. In the requisition, click the Orders tab.6. In the Reservations table, select one or more reservation documents for cancellation.

NoteThe reservations documents that you want to cancel must be in the Reserved state.

7. Click Cancel Reservation.8. Enter any relevant comments. Then, click OK.

Results

When the reservation document is cancelled, its initial status displays as Cancelling. When a successful cancellation notification is received from SAP ERP, the status changes to Cancelled. For more information on reservation document states, see Reservation documents [page 140].

Related Information


Managing work order-based requisitionsThis feature provides integration with SAP ERP or SAP S/4HANA to support procurement processes related to routine maintenance services for a buyer organization's plants and machinery. Buyer users can import work-order



based requisitions from SAP ERP or SAP S/4HANA and process them in a combined setup involving the buying solution and procurement operations desk.

Certain buyer organizations that have SAP ERP or SAP S/4HANA as their back-end system use planned maintenance work orders to procure maintenance and repair services for their plants and machinery. These work orders originate from the Plant Maintenance module in SAP ERP or SAP S/4HANA and describe the materials and services required for the fulfillment of such orders. In scenarios where one or more items listed in those work orders are not available in the inventory, SAP ERP or SAP S/4HANA generates purchase requisitions for those items.These work order-based requisitions can be imported and processed in the buying solutions from SAP Ariba.

Buyer users can import work-order based requisitions using either the file channel method or web services and then process those requisitions in a combined setup involving the buying solution and procurement operations desk.

Work-order based requisitions imported from SAP ERP or SAP S/4HANA can include goods or service items. These requisitions enter the approval flow in the buying solution and automatically flow to procurement operations desk for approval by procurement operations desk agents. This process provides the advantage of leveraging the expertise of procurement operations desk agents to validate the details of line items on requisitions. Procurement operations desk agents can edit these requisitions and perform the following actions before completing their approval:

● Identify preferred suppliers to fulfill orders● Review catalogs from multiple suppliers and substitute non-catalog items with matching catalog items from

the appropriate suppliers● Create request for quotations (RFQs) to initiate collaboration with appropriate suppliers and identify the best

suppliers

The buying solution creates purchase orders when work order-based requisitions are fully approved. Depending on the type of items (goods or service items), buyers and suppliers can create goods receipts or service sheets and complete the invoicing and payment processes for the ordered items.

NoteThis feature is applicable only to sites where the SAP Ariba Procurement solution (with procurement operations desk capability enabled) is integrated with an SAP Ariba Sourcing solution dedicated for Request for Quotation(RFQ) functionality.

The Summary page of a requisition includes a DOC ID field that contains the ID of the associated sourcing request sent to a supplier.

Work Order ID in the user interface

Purchase requisitions, purchase orders, and invoices associated with work orders display a Work Order ID field that contains the ID of the referenced work order. This enables users track the documents associated with the referenced work orders. This field also appears for work order-based requisitions displayed on the dashboard in procurement operations desk.

When importing work order-based requisitions, the ID of the referenced work order is specified as InternalOrder at the line item split accounting level. However, in the user interface, the ID is displayed as Work Order ID at the requisition header level. If different work orders are specified for different accounting split lines, then all the IDs are displayed at the header level separated by commas.


Specifying Work Order ID when importing requisitions

The RequisitionSplitAccounting.csv file used by the Import Requisitions data import task includes a IsWorkOrder field. This field contains a boolean value that indicates whether this is a work order-based requisition. The InternalOrder field value indicates the ID of the work order associated with the requisition in the external system. The following is a sample of the RequisitionSplitAccounting.csv file used by this task:

Cp3456 Requisition_Number,Line_Number,NumberInCollection,Percentage,Amount,Currency,Quantity,CompanyCode,CostCenter,GeneralLedger,WBSElement,Asset,SubNumber,InternalOrder,IsWorkOrderReqImport,2,1,80,,,,"3000","0000004120","0000404000",,,, 000000100015,trueReqImport,2,2,20,,,,"3000","0000002300","0000405000",,,, 000000100016,true

The Import Requisition(s) web services task also includes the WorkOrderID field for imported requisitions associated with work orders.

Prerequisites for processing work order-based requisitions [page 146]

Workflow for processing work order-based requisitions [page 148]

How to substitute an item on a work order-based requisition [page 149]

How to submit an RFQ for a work order-based requisition [page 149]

How to accept a quote for a requisition based on a work order [page 150]

How to cancel a collaboration request for a requisition based on a work order [page 151]

Prerequisites for processing work order-based requisitions

● To enable this feature, have your Designated Support Contact (DSC) submit a Service Request (SR). An SAP Ariba Support representative will follow up to complete the request. SAP Ariba configures the following to enable this feature on your site:○ Application.Purchasing.WorkOrderReqRfqSupport○ Application.Budget.ExcludeRealTimeBudgetChecksOnImportedRequisitions○ Application.Procure.IncludeErrorCodeInWebServiceErrorResponse

● Your buying solution must be integrated with SAP Ariba Sourcing (dedicated for Request for Quotation(RFQ) functionality). Please contact SAP Ariba Support for help with this configuration.

● Procurement operations desk capability must be enabled for your buying solution. Please contact SAP Ariba Support for help with this configuration.For more information, see Procurement operations desk for buying solutions.

● The underlying buying solution must be enabled to support collaboration with suppliers. Please contact SAP Ariba Support for help with this configuration.

● A member of the Integration Admin group must refer to the data dictionary and use the integration migration management utility in Ariba Administrator ( Integration Manager Data Definition workspace) to review and accept the data definition changes for this feature. For more information on accepting data definition changes, see Reviewing the data definition of export and import tasks.

● Your buying solution must be configured to access SAP Ariba Cloud Integration Gateway.For more information, see How to enable the SAP Ariba Cloud Integration Gateway on SAP Ariba Procurement solutions.



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● You buying solution must be integrated with SAP ERP or SAP S/4HANA using SAP Ariba Cloud Integration Gateway.For more information, see SAP Ariba Cloud Integration Gateway overview guide.

● You must enable the ERP-initiated purchase requisitions feature in your SAP ERP or SAP S/4HANA.For information, see ERP-initiated purchase requisition.

● You must configure the program to export the work order-based purchase requisition records in your SAP ERP or SAP S/4HANA.For information, see Transactions for SAP Ariba Procurement solutions.

● Your site integration must support sending work order-based requisitions from SAP ERP or SAP S/4HANA to your buying solution using SAP Ariba Cloud Integration Gateway.For more information, see IG-11130: Integration to support sending work order-based requisitions.

● You must be a member of the Purchasing Agent or the Purchasing Manager group to be able to create a sourcing request for a requisition. In addition, you must have membership of one of the following groups to be able to manage requisitions in procurement operations desk:○ Buyer Procurement Desk Agent○ Buyer Procurement Desk Manager


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Workflow for processing work order-based requisitions

The following graphic describes a high-level workflow for a work order-based requisition:

1. A customer administrator imports a work order-based requisition from SAP ERP or SAP S/4HANA.The requisition enters the approval flow in the buying solution.

2. All approvers before the procurement operations desk agent in the approval flow complete their approval.3. The buying solution sends the requisition to procurement operations desk. Depending on the queue rules

configured in procurement operations desk, the requisition is assigned to a procurement operations desk agent for approval.

4. The procurement operations desk agent reviews the requisition and performs one of the following actions, as required:○ Edits the supplier and specifies a preferred supplier.○ Substitutes a non-catalog item with an appropriate catalog item from a preferred supplier.○ Initiates the collaboration process with suppliers to request for quotations and identify the best supplier.

5. The procurement operations desk agent approves the requisition.



The requisition is sent back to the buying solution where it is fully approved.6. The buying solution generates a purchase order.

After the supplier fulfills the order, invoicing and payment processes are completed based on fully approved goods receipts or service sheets.

How to substitute an item on a work order-based requisition

While editing a requisition in procurement operations desk, you can choose to substitute a line item with a catalog or contract item from a preferred supplier.

Procedure

1. Click the more details icon in the row for the item you want to substitute and then click View.

A detailed view appears displaying the basic header-level information (for example, Ship To and Charge To information, and total cost of the requisition), line items on the requisition, comments, history record, and approval process details.

2. Click Edit and then click View more.

The requisition opens in the underlying buying solution.

3. Select the line item you want to substitute and click More Substitute .4. Perform one of the following actions on the Catalog page:

○ To substitute the item with a catalog item, search for the item from the catalog and add the item to the shopping cart.

○ To substitute the item with a contract item, click Contract under the Shop By section and search for the required contract. Select the appropriate item from the contract and add the item to the shopping cart.

5. Click Proceed to Checkout to replace the item on the requisition.6. Click the Procurement Operations Desk tab to return to procurement operations desk.

How to submit an RFQ for a work order-based requisition

Context

You can initiate the collaboration process with multiple suppliers to finalize the price and certain item specifications before an item can be ordered.


Procedure

1. On the Home page, click the Procurement Operations Desk tab.2. On the procurement operations desk dashboard, select My requisitions view.

3. In the row for the appropriate work order, click the more options icon and click View.

The details of the line item appear.4. Click Create RFQ.5. Select the line items that need to be included in the RFQ.6. Enter values for the required fields.

Field Description

Respond by date The last date of accepting quotation from a supplier.

Start date The date starting from which quotations are accepted.

End date The date after which no quotations can be accepted.

Select suppliers Select the appropriate suppliers who must submit RFQs.

7. Click Request quotes on top of the page.

Results

The RFQ is sent to the suppliers and the sub-status of the requisition changes to Sourcing Request Sent.

How to accept a quote for a requisition based on a work order

Context

On the procurement operations desk dashboard, a work order-based requisition displays its status as Pricing Terms Received after a supplier sends a quotation. You can review and accept the quotation to initiate the sourcing process.

Procedure

1. On the Home page in your buying solution, click the Procurement Operations Desk tab.2. Select Team requisitions view on the procurement operations desk dashboard.3. In the row for the appropriate work order, click the ID of the RFQ under the Follow on doc field.

The details of the quotation submitted by the supplier appear.



4. Click Accept quote.

A confirmation message appears.5. Review the prices specified in the confirmation message and click Confirm.

The status of the request changes to Sourcing Request Completed.

How to cancel a collaboration request for a requisition based on a work order

Context

On the procurement operations desk dashboard, a work order-based requisition displays its status as Pricing Terms Received after a supplier sends a quotation. You can choose to cancel the collaboration process for this requisition in procurement operations desk.

Procedure

1. On the Home page in your buying solution, click the Procurement Operations Desk tab.2. Select Team requisitions view on the procurement operations desk dashboard.3. In the row for the appropriate work order, click the ID of the RFQ under the Follow on doc field.

The details of the quotation submitted by the supplier appear.4. Click Cancel request.5. Provide a reason for the cancellation and an optional comment.6. Click OK.

The status of the requisition changes from Pricing Terms Received to Submitted.

Preventing addition or deletion of attachments from approved purchase requisitionsBuyer organizations can prevent the accidental or intentional, addition or deletion of attachments from approved purchase requisitions.

In the default configuration, users can add or delete attachments from approved requisitions. For some organizations, the change can lead to compliance issues as the change is considered as an alteration of the purchasing record. Organizations that want to prevent such changes can choose to enable this feature.

When the feature is enabled, the users who belong to the Manage Approved Requisition Attachments group can add or delete attachments from approved requisitions in SAP Ariba Buying and SAP Ariba Buying and Invoicing. Users who don't belong to the Manage Approved Requisition Attachments group can follow the change order


process to add or delete attachments from approved requisitions. The change order process creates a new version of the requisition and reinitiates the approval process for the changes made to the requisition.

Prerequisites

Your administrator must enable the Restrict adding or removing attachments on approved requisitions (Application.Purchasing.RestrictAddingOrRemovingAttachmentsOnApprovedRequisitions) parameter. For information about the parameter, see Restrict adding or removing attachments on approved requisitions.



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Topics about creating and managing aggregated requisitions

Prerequisites for using demand aggregation [page 153]

Demand aggregation workflow [page 154]

Demand aggregation and aggregated requisitions [page 160]

How to view held line items on the purchasing workbench [page 166]

How to assign held line items to purchasing agents [page 167]

How to create aggregated requisitions [page 168]

How to add held line items to an existing aggregated requisition [page 169]

How to substitute items on an aggregated requisition [page 170]

How to remove line items from aggregated requisitions [page 171]

How to delete an aggregated requisition [page 172]

How to compare original and aggregated line item details [page 172]

How to cancel purchase of held line items [page 174]

How to create sourcing requests for aggregated requisitions [page 174]

How to cancel a sourcing request sent for an aggregated requisition [page 175]

How to view sourcing requests [page 176]

Managing demand aggregation for MRP-run requisitions in sites enabled for demand aggregation and external budget checking functionalities [page 177]

Prerequisites for using demand aggregationAggregated requisitions are created by leveraging the concept of demand aggregation, wherein line items from different requisitions are consolidated into a single requisition.

Demand aggregation enables you to take advantage of the tiered pricing available in contracts. It also helps in reducing costs and efforts involved in the procurement cycle as less number of orders are generated for the items.

The following activities must be completed to be able to create and manage aggregated requisitions:

● The demand aggregation feature must be enabled on your site.● Your buying solution must include SAP Ariba Sourcing to be able to send sourcing requests to SAP Ariba

Sourcing.● A customer administrator must configure demand holding rules. Requisition line items are not held for

consolidation if demand holding rules are not defined. Configuration of assignment rules and aggregation rules are optional, but recommended activities. Assignment rules are used to assign held line items to purchasing agents while aggregation rules are used to group held line items marked for auto-aggregation.

Purchasing guide for procurement professionalsTopics about creating and managing aggregated requisitions PUBLIC 153

● To access the Purchasing Workbench and create aggregated requisitions, you must be a member of the Purchasing Agent or Purchasing Manager groups.

● In case of sites integrated with generic ERP systems, you must be assigned as a responsible user for the purchasing unit for which you want to view and aggregate the held line items.

● If enabled on your site, the requester on an aggregated requisition is automatically replaced with the requester on the original requisition if all items on the aggregated requisition are associated with the requester on the original requisition.

Related Information

Demand aggregation workflow [page 154]

Demand aggregation workflowBefore you start using demand aggregation, your customer administrator must configure demand holding rules to identify requisition line items to be held for consolidation. The customer administrator must also configure assignment rules to assign held line items to purchasing agents, and aggregation rules to group held line items marked for auto-aggregation.

The following figure provides a high-level overview of how a line item held for consolidation in a requisition moves to the Purchasing Workbench, is added to an aggregated requisition, and finally becomes part of a purchase order.

Figure 1: Concept of demand aggregation

The following figure depicts the demand aggregation workflow starting with creating a requisition to generating a purchase order for the aggregated requisition.



Figure 2: Demand aggregation workflow

Pre-aggregation activities [page 155]

Manual aggregation [page 156]

Automatic aggregation [page 157]

Post-aggregation activities [page 157]

Sourcing an aggregated requisition [page 158]

Original and aggregated requisition status flows [page 159]

Pre-aggregation activitiesThe workflow for pre-aggregation activities starts with the creation of the original requisition and ends when the original requisition is fully approved.

The following activities are performed before aggregation.

1. A requester creates a requisition or a user imports requisitions from external systems.2. The requester or your buying solution submits the requisitions.3. The buying solution identifies line items to be held for consolidation and for auto-aggregation, based on

demand holding rules. The buying solution then assigns held line items to purchasing agents, based on assignment rules.

4. The approvers edit the requisition, if required, and approve it.5. The buying solution invokes demand holding rules and assignment rules every time the requisition is

submitted, and when the requisition is fully approved. The buying solution generates purchase orders for line items that are not held for consolidation.

6. The buying solution displays the held line items in the Items Held for Consolidation table on the requisition summary page and in the Purchasing Workbench.


Related Information

Manual aggregation [page 156]Automatic aggregation [page 157]Post-aggregation activities [page 157]Sourcing an aggregated requisition [page 158]Original and aggregated requisition status flows [page 159]

Manual aggregation

A purchasing agent can use the Purchasing Workbench to manually create an aggregated requisiton.

The following steps describe how a purchasing agent can aggregate held line items to create an aggregated requisition:

1. The purchasing agent opens the Purchasing Workbench and views the line items held for consolidation. For information on this step, see How to view held line items on the purchasing workbench [page 166].

2. The purchasing agent changes assignment of held line items, if required. If purchasing agent A assigns a held line item to purchasing agent B, the held line item is not displayed to purchasing agent A. For information on this step, see How to assign held line items to purchasing agents [page 167].

3. The purchasing agent cancels a held line item, if required. System removes the held line item from the Purchasing Workbench and marks it as Canceled in its original requisition. For information on this step, see How to cancel purchase of held line items [page 174].

4. The purchasing agent selects some held line items from the Purchasing Workbench and adds them to an aggregated requisition, in one of the following ways:○ The purchasing agent creates a new aggregated requisition. For information on creating aggregated

requisitions, see How to create aggregated requisitions [page 168].○ The purchasing agent adds the held line items to an existing aggregated requisition. For information on this

step, see How to add held line items to an existing aggregated requisition [page 169].5. The purchasing agent substitutes a line item in the aggregated requisition with another item, if required. For

example, if an aggregated requisition contains four line items from supplier A and one line item from supplier B, then the purchasing agent can substitute supplier B's item with supplier A's item to avail tiered pricing of contracts. For information on this step, see How to substitute items on an aggregated requisition [page 170].

6. The purchasing agent edits line items in the aggregated requisition, if required.7. The purchasing agent removes a line item from the aggregated requisition, if required. A purchasing agent

might want to do this if the item can be aggregated more effectively with other held line items in the Purchasing Workbench. The removed line item moves back to the Purchasing Workbench and changes made to the line item by the purchasing agent are reverted. For information on this step, see How to remove line items from aggregated requisitions [page 171].

8. The purchasing agent submits the aggregated requisition.

Related Information

Automatic aggregation [page 157]



Post-aggregation activities [page 157]Sourcing an aggregated requisition [page 158]Original and aggregated requisition status flows [page 159]

Automatic aggregation

Your SAP Ariba customer support administrator can configure your buying solution to automatically submit aggregated requisitions.

The following steps explain how held line items marked for auto-aggregation are automatically aggregated:

1. The buying solution displays the label Marked for Auto-Aggregation in the Purchasing Workbench for held line items identified for auto-aggregation. The buying solution then groups the held line items marked for auto-aggregation, based on the aggregation rules defined by the customer administrator.

2. A scheduled task creates and submits aggregated requisitions for each group of held line items created by your buying solution. The scheduled task runs based on the schedule configured by the SAP Ariba customer support administrator.

NoteThe buying solution does not aggregate held line items if they are not assigned to a purchasing agent.

NoteYour administrator can configure your site to update taxes in auto-aggregated requisitions when purchasing agents edit the requisitions to select suppliers. See Allow tax updation in auto-aggregated requisitions on supplier selection.

Related Information

Post-aggregation activities [page 157]Sourcing an aggregated requisition [page 158]Original and aggregated requisition status flows [page 159]

Post-aggregation activities

After the aggregated requisition is submitted, there is a series of steps that must be completed before payment for the requisition is initiated.

The following steps describe the post-aggregation activities. This workflow starts when the aggregated requisition is submitted and ends when payment is initiated.

1. The purchasing agent submits the aggregated requisition or your buying solution submits the auto-aggregated requisition.


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2. The buying solution sets the preparer and requester of the aggregated requisition as the purchasing agent who creates it. It also sets the purchasing unit of the aggregated requisition as the purchasing unit of the held line items added to it.

3. The buying solution generates the approval graph configured for aggregated requisitions.4. Approvers edit the aggregated requisition if required and approve it.5. The buying solution generates purchase orders for the aggregated requisition and sends them to suppliers.6. Suppliers receive the orders and ship the items as follows:

○ If a supplier does not support shipping the ordered items to different addresses, then all the items are shipped to the header-level shipping address of the purchase order.

○ If a supplier supports shipping the ordered items to different addresses, then each line item is shipped to its line-level shipping address.

7. The buying solution generates receipts for the purchase orders, in the aggregated requisition. Receipts are not generated for held line items in their original requisitions.

8. The purchasing agent approves the receipts.9. Suppliers send invoices for the purchase orders.10. The invoice manager reconciles the invoices and initiates payment.

Related Information

Sourcing an aggregated requisition [page 158]Original and aggregated requisition status flows [page 159]

Sourcing an aggregated requisition

The following steps describe the workflow for leveraging SAP Ariba Sourcing for aggregated requisitions:

1. The purchasing agent creates an aggregated requisition by selecting some held line items from the Purchasing Workbench. The aggregated requisition is in the Composing state.

2. The purchasing agent creates a sourcing request for the aggregated requisition. The buying solution sends this sourcing request to SAP Ariba Sourcing.The aggregated requisition cannot be edited until pricing terms are received for it or until the purchasing agent cancels the sourcing request. If the aggregated requisition is submitted or deleted, the sourcing request gets canceled automatically.

3. The sourcing professional creates a sourcing project for the aggregated requisition in SAP Ariba Sourcing. The regular sourcing workflow is followed for the sourcing project and SAP Ariba Sourcing generate pricing terms for the aggregated requisition.

4. The sourcing professional sends the pricing terms to the buying solution.5. The buying solution receives, saves, and applies the pricing terms on the line items in the aggregated

requisition. The buying solution splits a line item if two or more pricing terms are received for it.6. The buying solution sends an email notification to the purchasing agent when pricing terms are received for the

aggregated requisition.7. The purchasing agent submits the aggregated requisition.8. The buying solution generates purchase orders for the aggregated requisition, after full approval.



9. In case of change order scenario, the purchasing agent cannot send a sourcing request for the second version of the aggregated requisition if pricing terms have been received for its first version.

Related Information

Original and aggregated requisition status flows [page 159]Aggregated requisitions [page 163]

Original and aggregated requisition status flows

The following table lists the statuses of original requisitions in which all line items are held for consolidation. It also lists the statuses of held line items and aggregated requisitions.

Original requisitions that include both held and regular line items follow the existing workflow and its statuses. The status of the held line items does not affect the requisition status. For example, if a requisition has one held and one regular line item and the regular line item gets ordered, then the status of the requisition also changes to Ordered.

Table 2: Status flow of original and aggregated requisitions

Action

Status

Original requisitionHeld line item in original requisition Aggregated requisition

Create an original requisition Composing NA NA

Submit the original requisition Composing to Submitted NA NA

Approve the original requisition

Submitted to Approved Ordering NA

Display held line items in the Purchasing Workbench

Approved Ordering NA

Cancel a held line item from the Purchasing Workbench

Approved Canceled NA

Cancel all the held line items in an original requisition, from the Purchasing Workbench

Canceled Canceled NA

Create an aggregated requisition

Approved Ordering Composing

Send a sourcing request for the aggregated requisition

Approved Ordering Composing to Sourcing Request Sent


Action

Status

Original requisitionHeld line item in original requisition Aggregated requisition

Receive pricing terms for the aggregated requisition

Approved Ordering Sourcing Request Sent to Pricing Terms Received

Submit the aggregated requisition

Approved Ordering Pricing Terms Received to Submitted

Approve the aggregated requisition

Approved Ordering Submitted to Approved to Ordering

Generate order for the aggregated requisition

Approved Ordering to Ordered Ordering to Ordered

Demand aggregation and aggregated requisitionsDemand aggregation enables you to consolidate line items from different purchase requisitions into aggregated requisitions.

Requisition line items are held for consolidation based on the demand holding rules configured by the customer administrator. When the requisition is fully approved, these line items are displayed in the Purchasing Workbench. Members of the Purchasing Agent and Purchasing Manager groups view the line items in the Purchasing Workbench and consolidate them into aggregated requisitions.

NoteDemand aggregation is not supported for punchout, spot buy, kit, and service items. Hence, these line items do not get held for consolidation. In addition, the buying solution does not include line items from Fieldglass requisitions for demand aggregation.

Purchasing agents and purchasing managers can explore suppliers options for the items in an aggregated requisition by sending a sourcing request to SAP Ariba Sourcing. Sourcing activities take place in SAP Ariba Sourcing and the resulting pricing terms applied on the aggregated requisition.

Demand aggregation works based on the following types of rules configured by the customer administrator:

● Demand holding rules: These are used to identify requisition line items to be held for aggregation and auto-aggregation.

● Assignment rules: These are used to assign the held line items to purchasing agents.● Aggregation rules: These are used to group the held line items marked for auto-aggregation. A scheduled task

converts these groups into aggregated requisitions.

Contact your customer administrator for information on the rules configured for your site.



Related Information

Items held for consolidation [page 161]Purchasing workbench [page 162]Aggregated requisitions [page 163]Auto-aggregation [page 165]

Items held for consolidation

When you submit a requisition, your buying solution identifies the line items to be held for consolidation and auto-aggregation based on the demand holding rules configured by the customer administrator.

These held line items are assigned to purchasing agents based on assignment rules.

When the requisition is fully approved, held line items are displayed in the Items Held for Consolidation table on the requisition summary page and in the Purchasing Workbench. You cannot edit or delete these line items after this point.

Aggregation details of held line items

You can click a held line item's status in the Items Held for Consolidation table to view the following information:

● The purchasing agent assigned to work on the held line items● The ID of the aggregated requisition to which the held line item has been added. This value is displayed only if

the held line item has been aggregated.● The changes made by the purchasing agent to the held line item. The changes are displayed only if the held line

item has been edited after adding to an aggregated requisition.

Statuses of held line items

The status of a held line item gets updated based on the aggregation activities performed by the purchasing agent. A held line item can have the following statuses:

● Ordering: This status is displayed from the time the original requisition is fully approved till the time an order is placed for the held line item added to an aggregated requisition.

● Ordered: This status is displayed after an order is placed for the held line item added to an aggregated requisition.

● Canceled: This status is displayed if the purchasing agent cancels purchase of the held line item from the Purchasing Workbench.


Comments and attachments on held line items

Header-level comments in an original requisition are copied as line-level comments to the held line items in the requisition. These comments are displayed as line-level comments of the line item, in the Purchasing Workbench and in the aggregated requisition.

Header-level attachments in the original requisition, however, are not copied to the held line items in the requisition. When a held line item is added to an aggregated requisition, the header-level attachments from its original requisition are copied as header-level attachments to the aggregated requisition. The original requisition ID is displayed in the Source column in the Attachments section of the aggregated requisition.

Contract application for held line items

When you add items to a requisition, applicable contracts get attached to its line items. When the requisition is submitted, the contracts attached to the line items held for consolidation are removed. The unit price of these line items can increase as a result.

NoteIf your site is enabled for budget checking in an external ERP system, requisition line items to be held for consolidation are identified when a budget check is performed for the requisition. Any contracts associated with the line items that get held for consolidation are disassociated.

When you add held line items to an aggregated requisition, applicable contracts get attached to its line items and existing contract workflow is followed for the aggregated requisition.

Related Information

Purchasing workbench [page 162]Aggregated requisitions [page 163]Auto-aggregation [page 165]

Purchasing workbench

The Purchasing Workbench enables purchasing agents and purchasing managers to work on line items held for consolidation.

Held line items are displayed in the Purchasing Workbench when their original requisitions are fully approved. To access the Purchasing Workbench on the dashboard, click Manage Purchasing Workbench .



Held line items displayed in the purchasing workbench

You can view a held line item in the Purchasing Workbench only if it satisfies the following conditions:

● Assignment: The held line item is assigned to you, is unassigned, or is assigned to a user who is your subordinate in the supervisors' hierarchy.

● Purchasing Unit: For sites integrated with generic ERP systems, if responsible users have been defined for purchasing units, then the held line item must belong to a purchasing unit for which you have been assigned as a responsible user. For sites integrated with other ERP systems, held line items are displayed based on whether responsible users have been assigned for purchasing units.

NoteIn scenarios where the total ordered quantity of a held line item is split across multiple purchase orders, the Purchasing Workbench does not display the item until all orders are canceled.

If enabled for your site, held line items are automatically cleared from the Purchasing Workbench if the associated orders are canceled.

Actions you can perform in the purchasing workbench

The Purchasing Workbench enables you to do the following:

● Search held line items based on various search criteria● Filter held line items based on their assignment and aggregation status● View details of held line items● Navigate to a held line item's original requisition● Assign held line items to yourself or other purchasing agents● Add held line items to new aggregated requisitions● Add held line items to existing aggregated requisitions● Cancel purchase of held line items

Related Information

Aggregated requisitions [page 163]Auto-aggregation [page 165]

Aggregated requisitionsPurchasing agents or purchasing managers select held line items from the Purchasing Workbench and create aggregated requisitions. The user who creates an aggregated requisition is set as its preparer and requester.

For the aggregation to be valid, the aggregated requisition and its line items should have the same purchasing unit, company code, or business unit, as per your configuration. For example, you cannot aggregate two held line items


that have purchasing units US001 and US002 or add these held line items to an aggregated requisition that has purchasing unit US003.

User actions for aggregated requisitions

The following table describes the actions that purchasing agents and purchasing managers can perform on aggregated requisitions.

Action Purpose Result

Remove line item Remove a line item that can be more effectively aggregated with other held line items in the Purchasing Workbench.

For example, remove a line item for a notepad from an aggregated requisition containing line items for laptops.

The removed line item is returned to the Purchasing Workbench. The changes made to this line item in the aggregated requisition are reverted. If you change the purchase order generated for an aggregated requisition and if you remove a line item from the new version of the aggregated requisition, the line item is returned to the Purchasing Workbench only when this new version of the aggregated requisition gets fully approved.

Substitute item Substitute an item with another catalog or non-catalog item to take advantage of the cost benefits offered by item-based or order-based contracts.

For example, if an aggregated requisition contains four line items of supplier A and one line item of supplier B, then substitute supplier B's item with supplier A's item to avail tiered pricing of contracts.

The original item in the aggregated requisition is replaced by the selected catalog or non-catalog item.

Edit line-item details You can edit a held line item after adding it to an aggregated requisition. You might need to do this to change the quantity of the item or to apply taxes, charges, or discount on it.

The changes you make to a line item in an aggregated requisition are not copied to the original line item. If you remove the line item from the aggregated requisition, the changes made to it are discarded.

View changes Compare the original details of a held line item with its details in the aggregated requisition. You can also navigate to the line item's original requisition and the line item details page of the held line item.

The changes made to a held line item are displayed on the aggregation details page.



Action Purpose Result

Edit header-level details Edit the header-level fields such as accounting or shipping address to provide correct details.

Header-level changes made to the On Behalf Of and Need-by Date fields, shipping address, and accounting fields are not copied to the line items in the aggregated requisition. The line items retain the details copied from their original requisitions.

Send sourcing request Explore supplier options and negotiate for better deals with suppliers. To send a sourcing request, your buying solution must include SAP Ariba Sourcing.

A sourcing project is created in SAP Ariba Sourcing and the resulting pricing terms received from SAP Ariba Sourcing are applied on the aggregated requisition.

Functional differences between aggregated and non-aggregated requisitions

Although aggregated requisitions have a similar workflow to that of non-aggregated requisitions, they differ from non-aggregated requisitions in the following ways:

● You can add only held line items from the Purchasing Workbench to an aggregated requisition. You cannot add catalog or non catalog items to it.

● You cannot copy an aggregated requisition.● You cannot copy or delete line items in an aggregated requisition.● You can remove line items from an aggregated requisition. Removed line items are returned to the Purchasing

Workbench.● You can send a sourcing request for an aggregated requisition.● If you send a sourcing request for an aggregated requisition, you cannot edit it until its pricing terms are

received or until you manually cancel the sourcing request. If you submit or delete this requisition, the sourcing request gets automatically canceled.

● If you delete an aggregated requisition, its line items do not get deleted. Instead, they are returned to the Purchasing Workbench.

Related Information

Auto-aggregation [page 165]

Auto-aggregation

You can automatically aggregate requisitions that have line items held for aggregation.

In large organizations, a large number of line items from multiple requisitions might get held for aggregation. The rule-based auto-aggregation functionality of demand aggregation can be used for such held line items to reduce the workload of purchasing agents.


Held line items are marked for auto-aggregation based on demand holding rules. The label, Marked for Auto-Aggregation, is displayed below the description of these held line items in the Purchasing Workbench.

While creating auto-aggregated requisitions, held line items marked for auto-aggregation are grouped first based on their purchasing unit, company code, or business unit, then based on their assigned purchasing agent, and then based on the fields specified in the demand aggregation rules. The Auto-Aggregate Held Line Items scheduled task creates an aggregated requisition for each group of held line items and submits it. The title of the auto-aggregated requisitions follows the format Aggregated Requisition <Date> <Time>. The purchasing agent assigned for the held line items is set as the preparer and requester of the aggregated requisition.

The Auto-Aggregate Held Line Items scheduled task runs every Monday at 2 a.m. (server time) by default or based on the schedule specified by the SAP Ariba Customer Support Administrator.

You can perform the following actions on held line items marked for auto-aggregation:

● Assign to purchasing agents: The Auto-Aggregate Held Line Items scheduled task does not auto-aggregate unassigned held line items. Hence, to enable auto-aggregation for these held line items, you must assign them to a purchasing agent.

● Add to aggregated requisitions: You can add a held line item marked for auto-aggregation to an aggregated requisition. The held line item does not get auto-aggregated when the scheduled task runs.

● Review auto-aggregated requisition: You can view and edit auto-aggregated requisitions if you are set as its preparer or if you have the required permissions.

● Remove line items from auto-aggregated requisitions: The removed line item is returned to the Purchasing Workbench and gets auto-aggregated during the next run of the scheduled task.

Related Information

Aggregated requisitions [page 163]How to assign held line items to purchasing agents [page 167]How to add held line items to an existing aggregated requisition [page 169]How to remove line items from aggregated requisitions [page 171]

How to view held line items on the purchasing workbenchHeld line items are displayed in the Purchasing Workbench after their original requisitions are fully approved.

Prerequisites

You must be a member of the Purchasing Agent or Purchasing Manager groups to access the Purchasing Workbench.



Context

You can view and work on the held line items if they're assigned to you, assigned to your subordinate, or if they're unassigned. For sites integrated with generic ERP systems, if responsible users have been defined for your site, only those held line items that belong to the purchasing units for which you have been assigned as a responsible user are displayed. For sites integrated with other ERP systems, held line items are displayed based on whether responsible users have been assigned for purchasing units.

Procedure

1. On the dashboard, click Manage Purchasing Workbench .

Held line items pending aggregation are displayed in the Items Held for Consolidation table.2. Use the View dropdown menu to filter the held line items based on their assignment and aggregation status.3. Use the search criteria to further filter held line items based on various criteria.

How to assign held line items to purchasing agents You can assign held line items in the Purchasing Workbench to yourself or other purchasing agents.

Prerequisites

You must be a member of the Purchasing Agent or Purchasing Manager groups to access the Purchasing Workbench. To view the held line items assigned to other users, you must be their supervisor.

Context

This action effectively distributes pending aggregation tasks, reassigns held line items among your subordinates, and assigns held line items marked for auto-aggregation to purchasing agents, making them eligible for auto-aggregation.

Procedure


The assignment status of held line items is displayed in the Assigned To column in the Items Held for Consolidation table.


2. Select one or more held line items and click Assign.

NoteMake sure that all the selected held line items belong to the same purchasing unit, company code, or business unit.

The Select Purchasing Agent popup box is displayed. If responsible users have been configured for purchasing units, the popup box displays the names of only those purchasing agents who are assigned as responsible users for the purchasing unit of the selected held line items.

3. Select the purchasing agent to whom you wish to assign the held line item. If you wish to remove the assignment of the held line item, select <no preference>.

Results

The held line item is assigned to the selected purchasing agent. If you assign a held line item to another user, the held line item is removed from your Purchasing Workbench and is displayed in the Purchasing Workbench of the assigned user. If you unassign a held line item, it starts appearing in the Purchasing Workbench of all purchasing agents responsible for the held line item's purchasing unit.

How to create aggregated requisitionsYou can create aggregated requisitions by selecting held line items from the Purchasing Workbench.

Prerequisites


Procedure


Held line items are displayed in the Items Held for Consolidation table in the Purchasing Workbench. Click Show Details to identify held line items that are marked for auto-aggregation.

2. Select the held line items you want to aggregate and click Aggregate.

NoteThe selected held line items must belong to the same purchasing unit, company code, or business unit.



○ The selected held line items are moved from the Purchasing Workbench to a new aggregated requisition.○ Except for requisitions imported from external systems, the comments associated with held line items on

original requisitions are not included in the aggregated requisition.3. Edit the aggregated requisition and line items details as required.

Header-level changes made to the On Behalf Of, Ship To, and accounting fields are not copied to the line items on the aggregated requisition.

4. Click Submit.

Results

The aggregated requisition is submitted. The default approval graph configured for aggregated requisitions is generated. This approval graph can be different from that generated for original requisitions. The purchasing agent who creates an aggregated requisition is set as its preparer and requester. The purchasing unit, company code, or business unit of the aggregated requisition is set as that of the held line items added to it.

How to add held line items to an existing aggregated requisitionYou can add held line items from the Purchasing Workbench to existing aggregated requisitions you've created in the Composing state.

Prerequisites


Procedure


Held line items are displayed in the Items Held for Consolidation table in the Purchasing Workbench.2. Select some held line items and click Add to Existing.

The selected held line items must belong to the same purchasing unit, company code, or business unit.

The Select Aggregated Requisition popup dialog box is displayed. This popup box displays only the aggregated requisitions created by you, which are in Composing state.

3. Select the aggregated requisition to which you wish to add the selected held line items.


Results

The selected held line items are moved from the Purchasing Workbench to the selected aggregated requisition.

Related Information

How to remove line items from aggregated requisitions [page 171]

How to substitute items on an aggregated requisition

For effective aggregation, you can substitute a line item in an aggregated requisition with another catalog or non-catalog item.

Context

For example, if your aggregated requisition has four items of supplier A and one very similar item of supplier B, you can substitute supplier B's item with supplier A's item to take advantage of the cost benefits offered by contracts.

Procedure

1. Open the aggregated requisition and click Edit.2. Select the line item and click Substitute.

The catalog page is displayed.3. Do the following to substitute the selected item with a catalog or non-catalog item:

○ To substitute with a catalog item, select the catalog item with which you wish to substitute the current item and click Select.

○ To substitute with a non-catalog item, click the non-catalog item icon, specify details of the non-catalog item, and click Substitute.



Results

The original line item is replaced by the new item in the aggregated requisition. Any contract that is applicable on the new item gets automatically applied. You can click Update Total to update the line item and requisition amounts.

How to remove line items from aggregated requisitions

You can remove line items from aggregated requisitions, returning them to the purchasing workbench.

Procedure

1. Open the aggregated requisition and click Edit.2. Select the line item and click Remove.

NoteHeader-level attachments copied from the original requisition of a line item are not automatically removed when you remove the line item. To avoid having irrelevant attachments in your aggregated requisition, identify and remove attachments that are relevant only to the removed line item. You can do this by referring to the Source column in the Attachments section. For example, if you remove a line item whose original requisition ID is PR01, remove all attachments that have been copied from PR01.

Results

The selected line item is removed from the aggregated requisition and returned to the Purchasing Workbench. It remains assigned to you. Any changes made to the line item in the aggregated requisition are discarded.

Related Information

How to delete an aggregated requisition [page 172]


How to delete an aggregated requisition

You can delete an aggregated requisition, returning all its line items to the Purchasing Workbench.

Procedure

1. Open the aggregated requisition.2. Click Delete.

A confirmation message is displayed.3. Click OK to confirm deletion of the aggregated requisition.

Results

The aggregated requisition is deleted and the line items in it are returned to the Purchasing Workbench. These line items remain assigned to you and you can add them to other aggregated requisitions. If you delete an aggregated requisition that is in Sourcing Request Sent state, the sourcing request is canceled. If you change the purchase order generated for an aggregated requisition, and delete the new version of the aggregated requisition, then only the held line items that have been added to the new version are reverted to the Purchasing Workbench. The line items that are part of its previous version are not reverted to the Purchasing Workbench.

How to compare original and aggregated line item details

The original requester of a held line item cannot edit its details after the original requisition is fully approved, but the purchasing agent can still edit the held line item after adding it to an aggregated requisition.

Context

This functionality enables you to compare the original details of a held line item with its details in the aggregated requisition. You can access this information from the original requisition as well as the aggregated requisition.



Procedure

1. Open the original requisition of the held line item, or the aggregated requisition which contains the held line item.

2. Do one of the following based on whether you are viewing the changes from the original requisition or the aggregated requisition:

○ In the original requisition, click the line item status in the Items Held for Consolidation table.○ In the aggregated requisition, click Show Details in the Line Items table and then click the View Changes

link displayed next to the Line No. in Original Req. value.

NoteThe View Changes link is not displayed if the line item details have not changed.

Results

A new page opens and displays the following information:

● Aggregation Details: This section displays the name of the purchasing agent to whom the held line item is assigned and the ID of the aggregated requisition which contains the held line item.

NoteThis section is not displayed if you open this page from the aggregated requisition.

● Changes: This section displays the original and changed details of the held line item in separate tables. If the changed details table has more than one row, it means that the held line item has been split into multiple line items in the aggregated requisition. This happens as a result of sourcing activities when the line item is awarded to multiple suppliers.

NoteThis section is not displayed if the line item details have not changed after aggregation.


How to cancel purchase of held line itemsYou can cancel a held line item in the Purchasing Workbench if you do not wish to purchase it. This action is useful in situations where the original requester of a held line item does not need the item any more.

Prerequisites

You can cancel held line items from the Purchasing Workbench if you are a member of the Purchasing Agent or the Purchasing Manager group.

Procedure

1. On the dashboard, click Manage Purchasing Workbench .2. In the Items Held for Consolidation table, select a held line item and click Cancel.

A confirmation message is displayed asking for your confirmation to cancel the item.3. Click OK to cancel the item.

Results

The held line item is canceled and removed from the workbench. The status of the held line item changes to Canceled in the original requisition and it cannot be processed any further.

How to create sourcing requests for aggregated requisitionsYou can initiate sourcing process for items in aggregated requisitions to explore different supplier options and secure better purchase deals.

Prerequisites

● The aggregated requisition must be in the Composing state● You must be a member of the Purchasing Agent or Purchasing Manager groups.● Your buying solution must include SAP Ariba Sourcing and sourcing must be enabled for aggregated

requisitions.



Procedure

1. Open the aggregated requisition and click Edit.2. Click Create Sourcing Request.

Results

A sourcing request is sent to SAP Ariba Sourcing where a sourcing project is created for it. The Cancel Sourcing Request button is displayed. You cannot edit the requisition until pricing terms are received for it or until you cancel the sourcing request.

When the sourcing activities are complete, resulting pricing terms are sent back to your buying solution and applied to the aggregated requisition. The preparer of the aggregated requisition receives an email when the pricing terms are received.

Related Information

How to cancel a sourcing request sent for an aggregated requisition [page 175]

How to cancel a sourcing request sent for an aggregated requisitionTo edit an aggregated requisition in Sourcing Request Sent state, you need to cancel its sourcing request.

Prerequisites

● You must be a member of the Purchasing Agent or Purchasing Manager groups.● The aggregated requisition must be in the Sourcing Request Sent state.

Context

You can send one sourcing request per aggregated requisition. For example, if you cancel the sourcing request, you cannot send it again for the same requisition. If you submit or delete an aggregated requisition in Sourcing Request Sent state, the sourcing request is automatically canceled.


Procedure

1. Open the aggregated requisition.2. Click Cancel Sourcing Request.

Results

A cancellation request is sent to SAP Ariba Sourcing. The status of the aggregated requisition changes to Composing.

Related Information

How to view sourcing requests [page 176]

How to view sourcing requests

You can view the sourcing request sent for an aggregated requisition, by navigating to SAP Ariba Sourcing.

Procedure

1. Open the aggregated requisition.2. Click the Sourcing Request ID value.

Results

The sourcing request overview page in SAP Ariba Sourcing is displayed. You can work on the sourcing request if you have the required permissions.



Managing demand aggregation for MRP-run requisitions in sites enabled for demand aggregation and external budget checking functionalitiesIn the default setting in sites integrated with SAP ERP using SAP Ariba Cloud Integration Gateway, if the sites are enabled for both demand aggregation and budget checking functionalities, line items that qualify for demand holding rules (held line items) are also sent to SAP ERP when users submit requisitions for approval. During the budget check process for a submitted requisition, the held line items are deleted from the corresponding requisition in SAP ERP. For MRP-run requisitions imported from SAP ERP, the MRP run process in SAP ERP triggers a cyclic update in which multiple requisitions are created for the same set of held line items that are deleted.

If enabled for your site, the held line items on MRP-run requisitions are deleted from SAP ERP only after an aggregated requisition is created in the SAP Ariba solution. This prevents creation of multiple requisitions during the MRP-run process. The SAP Ariba solution initiates budget checks on the aggregated requisition after the line items held for demand aggregation are deleted in SAP ERP. For help with this configuration, ask your Designated Support Contact to log a service request and an SAP Ariba Customer Support representative will contact you.

If the capability is enabled, aggregated requisitions submitted for approval display a status named Submitting. The SAP Ariba solution sets an aggregated requisition to this status after sending a request to SAP ERP to delete line items from the original requisitions in SAP ERP. The status of the requisition changes to Submitted after the SAP Ariba solution receives a deletion confirmation response from SAP ERP.

Related Information

Workflow for managing demand aggregation and external budget checks for MRP-run requisitions


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Topics about Managing Funds Management accounting information

Funds Management accounting functionality [page 178]

Adding Funds Management accounting information on requisitions [page 179]

Funds Management account assignment fields reference [page 180]

Adding Funds Management accounting information on approvables [page 185]

Funds Management accounting functionalityThe Funds Management accounting functionality enables you to include accounting information for Funds Management account assignment fields on approvabe documents for encumbrance accounting and budget availability control on fund-based budgets.

This functionality is supported only if your SAP Ariba solution is integrated with SAP ERP. When the Funds Management accounting functionality is enabled, you can perform the following tasks:

● Include Funds Management account assignment fields as standard Flexible Master Data (FMD) fields on approvable documents based on pre-configured FMD templates.

● Derive accounting values from SAP ERP for Funds Management account assignment fields on requisitions and invoice reconciliation documents based on other accounting information in such documents.

When you perform procurement transactions, Funds Management processes run in SAP ERP using the data sent by your SAP Ariba solution to validate the Funds Management accounting information on the approvable documents.

Related Information

Funds Management account assignment fields reference [page 180]



Adding Funds Management accounting information on requisitionsYou can add Funds Management accounting information on a requistion before you submit it for approval.

The following is a high-level workflow to add Funds Management accounting information on a requisition:

1. The buyer creates a requisition and performs one of the following actions to add Funds Management accounting information on the requisition:

○ Clicks More Get Funds Management Details to populate the Funds Management account assignment fields for one or more line items on the requisition with accounting information from SAP ERP.

○ Completes the following tasks to manually add Funds Management accounting information:1. Enters accounting information for the Funds Management account assignment fields.

2. Clicks More Get Funds Management Details to derive and validate the Funds Management accounting information in SAP ERP.

3. Makes the required updates to resolve any errors and if necessary, changes any accounting value returned from SAP ERP.

4. Clicks More Get Funds Management Details to validate the Funds Management accounting information in SAP ERP and ensure that there are no errors on the requisition.

2. The buyer clicks Submit to submit the requisition for approvals.3. If required, an approver edits the requisition and changes the accounting information for one or more Funds

Management account assignment fields and clicks More Get Funds Management Details to verify the accounting information in SAP ERP.

4. SAP ERP performs the following actions:○ Validates the Funds Management accounting information on the requisition.○ Sends a failure response to the buying solution if validations fail.

5. Your buying solution displays error conditions for line items on the requisition that did not pass validation checks.

6. The approver performs the following tasks:

○ Makes the required updates to resolve any errors and clicks More Get Funds Management Detailsto ensure that all error conditions are resolved.

○ Saves the requisition to save the changes to the Funds Management accounting information.7. Other approvers in the approval flow approve the requisition.8. Your buying solution creates a purchase order.

Purchasing guide for procurement professionalsTopics about Managing Funds Management accounting information PUBLIC 179

Funds Management account assignment fields referenceYour buying solution supports standard FMD fields to enable buyer organizations choose the fields they require to specify Funds Management accounting information on approvable documents.

The following standard FMD fields have been introduced to meet specific needs of a buyer organization to manage Funds Management accounting information:

● FM Posting Date: The FM posting date determines which posting period will be used for posting into Funds Management, when FM values are controlled based on posting periods.

NoteThe FM Posting Date field is associated with a document header and is not a master data object. For sites enabled for split accounting, this field is not included for each accounting split record.

● Earmarked Funds Document: Refers to the earmarked funds document created in Funds Management. Types of earmarked funds documents include funds reservations, pre-commitments, and commitments.

● Earmarked Funds Line Item #: Refers to the number identifying an earmarked funds document created in Funds Management.

● Fund: Refers to moneys provided by a financial source, such as a public organization, that is managed separately for a specific purpose.

● Budget Period: A budget period refers to the time frame of available budget authority during which the organization can encumber funds. The budget period always works together with the fund account assignment element in funds management.

● Funds Center: A funds center is an organizational unit within a Funds Management area to which budget can be assigned.

● Commitment Item: A commitment item represents individual revenue and expenditure line items within a funds management area.

● Functional Area: A Functional Area divides a public organization or enterprise according to functional criteria to fulfill legal reporting requirements for funds management. You can use the functional area to map global aims and purposes, such as public safety, town planning, and the expenditures of your organization.

● Grant: A Grant refers to the legal instrument used to establish a funding relationship between a sponsor (grantor) and grantee, in order to carry out a public purpose of support or stimulation in which the sponsor does not expect to be substantially involved.

● FM Area: An FM area is an organizational unit that plans, controls, and monitors funds and commitment budgets. An FM area may be associated with multiple company codes, but each company code can only be associated with one FM area.

The Funds Management account assignment fields include a combination of specific data attributes that are included in the field structure as sub-fields for use within Funds Management accounting. When Funds Management account assignment fields are added to approvable documents, all accounting split lines for the items



on the approvable documents also include these additional accounting data fields. The following tables describe the data fields that are associated with the Funds Management account assignment fields:

Table 3: Data fields for Earmarked Funds Document

Field Description

Earmarked Funds The number identifying an earmarked funds document created in Funds Management. Types of earmarked funds documents include funds reservations, pre-commitments, and commitments.

Document Date The date on which the original document was issued.

Posting Date The FM posting date determines which posting period will be used for posting into Funds Management, when FM values are controlled based on posting periods.

Entry Date The system date when the document was posted.

Last Change Date The system date of the most recent change made to the document.

Text The description entered on the document header.

Table 4: Data fields for Earmarked Funds Document #

Field Description

Earmarked Funds The number identifying an earmarked funds document created in Funds Management. Types of earmarked funds documents include funds reservations, pre-commitments, and commitments.

Item A line number on an earmarked funds document.

Item Text A description for a line item in the document.

Table 5: Data fields for Fund

Field Description

FM Area An FM Area is an organizational unit that plans, controls, and monitors funds, and commitment budgets. An FM Area may be associated with multiple company codes, but each company code can only be associated with one FM Area.

Fund Moneys provided by a financial source, such as a public organization, that is managed separately for a specific purpose.

Valid From The earliest posting date that a transaction may have when posting to the Fund.


Field Description

Valid To The latest posting date that a transaction may have when posting to the Fund.

Name The name of the Fund.

Description A description of the Fund.

Table 6: Data fields for Budget Period

Field Description

Budget Period The time frame of available budget authority during which the organization can encumber funds. The Budget Period always works together with the fund account assignment element in Funds Management.

Valid From The earliest posting date that a transaction may have when posting to the Budget Period.

Valid To The latest posting date that a transaction may have when posting to the Budget Period.

Name The name of the Budget Period.

Table 7: Data fields for Funds Center

Field Description

FM Area An FM Area is an organizational unit that plans, controls, and monitors funds and commitment budgets. An FM Area may be associated with multiple company codes, but each company code can only be associated with one FM Area.

Fiscal Year The Fiscal Year associated with a Funds Center when year-dependent funds center maintenance is active.

Funds Center The Funds Center is an organizational unit within an FM Area to which budget can be assigned.

Valid From The earliest posting date that a transaction may have when posting to the Funds Center.

Valid To The latest posting date that a transaction may have when posting to the Funds Center.

Name The name of the Funds Center.

Description A description for the Funds Center.



Table 8: Data fields for Commitment Item

Field Description


Fiscal Year Moneys provided by a financial source, such as a public organization, that is managed separately for a specific purpose.

Commitment Item Represents individual revenue and expenditure line items within an FM area.

Valid From The earliest posting date that a transaction can have when posting to the commitment item.

Valid To The latest posting date that a transaction can have when posting to the commitment item.

Name The name of the commitment item.

Description Line 1 The first line of the commitment item description.

Description Line 2 The second line of the commitment item description.

Description Line 3 The third line of the commitment item description.

Superior Commitment Item The parent commitment item, which is directly above the current commitment item in a hierarchy. If you specify a superior commitment item, you can insert the current commitment item into an existing commitment item hierarchy in the funds management area or fiscal year. If you do not specify a superior commitment item, the current commitment item is created as an individual (hierarchy-independent) commitment item in the FM Area or fiscal year.

Table 9: Data fields for Functional Area

Field Description

Functional Area The Functional Area divides a public organization or enterprise according to functional criteria to fulfill legal reporting requirements for Funds Management. You can use the Functional Area to map global aims and purposes, such as public safety, town planning, and the expenditures of your organization.

Valid From The earliest posting date that a transaction may have when using the Functional Area.

Valid To The latest posting date that a transaction may have when using the Functional Area.


Field Description

Name The name of the Functional Area.

Table 10: Data fields for Grant

Field Description

Grant Legal instrument used to establish a funding relationship between a sponsor (grantor) and grantee, in order to carry out a public purpose of support or stimulation in which the sponsor does not expect to be substantially involved.

Valid From The earliest posting date that a transaction may have when posting to the grant.

Valid To The latest posting date that a transaction may have when posting to the grant.

Name The name of the Grant.

Description A description for the Grant.

Grant Type The Grant Type describes a Grant and controls its behavior. You assign number ranges and status profiles to it through configuration.

Grant Type Description A description for the Grant Type.

Award Type Award Type is an optional user-defined classification used for grant reporting purposes only.

Award Type Description A description for the Award Type.

Table 11: Data fields for FM Area

Field Description


FM Area Text A description for the FM Area.

FM Area Currency Currency code for the currency used for the amounts in the FM Area.



Adding Funds Management accounting information on approvables

You can add Funds Management accounting information to a requisition so the associated approvable documents inherit the same accounting information.

For SAP ERP-integrated sites that are enabled for Funds Management accounting functionality, the Funds Management account assignment fields are supported across the following approvable documents in your SAP Ariba solution:

● Purchase requisitions (includes service requisitions and collaborative requisitions)● Purchase orders (Funds Management accounting information is inherited from the associated requisitions)● Invoices● Invoice reconciliation documents● Credit memo● PCard Charge Reconciliation (PCCR) documents● Advance payment documents (inherits the values from the associated orders)● Payment request documents (inherits the values from the associated invoice reconciliation documents)

You can derive accounting values from SAP ERP for Funds Management account assignment fields on requisitions and invoice reconciliation documents. If your site is enabled for split accounting, you can also derive Funds Management accounting information for all or specific accounting split records for each line item on requisitions and invoice reconciliation documents.

You can derive Funds Management accounting information from SAP ERP on requisitions in the following ways:

● Manually select accounting information for the Funds Management account assignment fields for each line item and then select More Get Funds Management Details to validate the accounting information.

● Click More Get Funds Management Details to automatically populate the Funds Management account assignment fields with accounting information from SAP ERP. In addition, you can manually edit the Funds Management accounting information that was received from the ERP system.

If both budget checking in an external ERP system and the Funds Management accounting functionalities are enabled for your site, SAP ERP automatically populates accounting information for the Funds Management account assignment fields on a requisition even if you do not enter the accounting information before submitting it for approval. The following table lists specific user actions and the functionalities that determine whether or not SAP ERP automatically adds accounting information for the Funds Management accounting fields on requisitions:

User action

Functionality enabled

Budget checking in an external ERP system and Funds Management accounting Funds Management accounting

Submits a requisition for approval without including accounting information for the Funds Management account assignment fields.

SAP ERP populates the Funds Management account assignment fields on the requisition with relevant accounting information after validation checks in the ERP system are successful.

The requisition does not undergo validations in SAP ERP and therefore, the Funds Management account assignment fields are not populated with accounting information from SAP ERP.


User action

Functionality enabled

Budget checking in an external ERP system and Funds Management accounting Funds Management accounting

Initiates a change order action and submits the associated requisition for approval without making changes to the accounting information for the Funds Management account assignment fields.

(If Funds Management accounting information in SAP ERP has changed) Errors are indicated for Funds Management account assignment fields that do not match the relevant accounting information in SAP ERP. After the user submits the appropriate changes, the new version of the requisition and the revised purchase order include the updated accounting information for the Funds Management account assignment fields.

The new version of the requisition retains the same accounting information for the Funds Management account assignment fields as the previous version of the requisition.

When Funds Management accounting information is added on a requisition, the associated approvable documents in your SAP Ariba solution also inherit the same accounting information. When a requisition is submitted for approval, the Funds Management accounting information on the requisition is copied to the purchase order that is created after the requisition is fully approved. However, if the Funds Management accounting information in the ERP system is updated after an order has been created in your SAP Ariba solution, the purchase order in the ERP system automatically includes the latest accounting information in the ERP system. In such a case, the corresponding requisition and the order in your SAP Ariba solution are not updated with the changed Funds Management accounting information in the ERP system.

When you perform a change order, the new version of the requisition that is submitted is automatically updated with relevant accounting information in the ERP system. As a result, the changed order is also updated with the updated accounting information on the requisition.

Related Information

How to add Funds Management accounting information on a requisition [page 187]How to resolve errors for Funds Management account assignment fields on requisitions [page 188]About budget checking in external systems



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How to add Funds Management accounting information on a requisition

You can add accounting information for the Funds Management account assignment fields for line items on a requisition before you submit it for approval.

Procedure

1. Enter the required information for the line items on the requisition.2. In the Line Items section of the requisition, do one of the following to add Funds Management accounting

information for one or more line items:

○ (If budget checking in external systems is enabled) To automatically populate the Funds Management account assignment fields for one or more line items with accounting information from SAP ERP, select the required items and click Check.

NoteWhen you click the Check button, SAP ERP also validates all accounting information on the requisition.

○ Select the required line items and then select More Get Funds Management Details .○ To manually add Funds Management accounting information for a line item:

1. Select the line item and click Edit.2. In the Accounting - by Line Item section, enter the accounting values for each Funds Management

account assignment field and click OK.

3. (Optional) Select More Get Funds Management Details to validate the accounting information for the Funds Management account assignment fields.If errors for the Funds Management account assignment fields are received from the ERP system, make the appropriate updates and click More Get Funds Management Details to verify if errors are resolved. Alternatively, if budget checking in external systems is enabled, click Check to verify if errors are resolved.

3. If your site is enabled for split accounting, add Funds Management accounting information for all or specific accounting split records.

For more information about configuring accounting splits, see How to add accounting distributions to requisition lines [page 41].

4. (If budget checking in external systems is enabled) Click Check to verify if budgets for the line items are available in SAP ERP.

Your buying solution sends a request to the external ERP system to validate the accounting information on the requisition and perform checks for availability of funds.

A Success message appears on the Summary page of the requisition if validations in SAP ERP are successful.5. Click Submit to submit the requisition for approval.


Related Information

How to resolve errors for Funds Management account assignment fields on requisitions [page 188]

How to resolve errors for Funds Management account assignment fields on requisitions

When a requisition fails validations for Funds Management accounting information in SAP ERP, errors are displayed at the header level of the requisition.

Context

Funds Management account assignment fields that have errors can be identified by an asterisk symbol (*) in red color that appears next to each field.

Procedure

1. Review the details of the error that is displayed at the header level of the requisition.2. Scroll down the page to locate the Funds Management account assignment field that indicates an error

condition and make the appropriate changes.3. At the header level of the requisition, click Next to view the next error.4. Repeat the procedure to make changes for all Funds Management account assignment fields that have errors.

5. Click More Get Funds Management Details to verify if all error conditions are resolved.



Topics about managing purchase orders

Purchase order process [page 189]

Manual order process [page 195]

Change and cancel order processes [page 199]

Changing orders using simultaneous amendments [page 208]

Closing purchase orders [page 223]

Using messaging to initiate conversations from orders [page 227]

Closing individual lines in a purchase order [page 234]

Prevent individual lines in ERP orders from being closed or reopened in SAP Ariba solutions [page 237]

Automatic and manual closure of bulk purchase orders [page 238]

How to force cancel an order or payment [page 242]

How to force orders [page 242]

Order fulfillment [page 243]

Resending purchase orders to suppliers [page 249]

Customizing purchase order and invoice print layouts [page 250]

Restricting the ability to delete attachments on purchase orders [page 254]

Purchase order process

Purchase orders for goods and service items are automatically generated in your buying solution when a requisition is fully approved.

Those orders are then sent to the relevant suppliers, either through Ariba Network or by manual process, such as fax or email.

A purchase order follows this general process:

1. The requester creates a purchase requisition (PR) and submits it for approval. Your buying solution notifies designated approvers that a PR is waiting for their approval.

2. Approvers approve or deny the PR:○ If the PR is approved, your buying solution creates a purchase order and submits the order to the supplier.○ If the PR is denied, you can either edit and resubmit it, or withdraw it.

3. (For goods items) If your site is configured for receiving, you enter receipt details, based on company guide lines when you receive the items from the supplier.

4. (For service items) You receive service sheets for the order from the supplier and approve the service sheets. Alternatively, you create service sheets in your buying solution.

Purchasing guide for procurement professionalsTopics about managing purchase orders PUBLIC 189

NoteIf demand aggregation is enabled on your site and if some line items on a requisition are held for consolidation, then purchase orders are not generated for those line items when the requisition is approved. A purchasing agent needs to create an aggregated requisition for those line items. Purchase orders are generated for the line items when the aggregated requisition is approved.

Purchase order process diagram

Additional information about the purchase order process

● Ariba System typically appears as the user associated with a purchase order, indicating that the order was automatically generated.

● If enabled for your site, preparers and requesters of requisitions receive email notifications when purchase orders are generated for their requisitions to help them quickly find basic information about the purchase orders. This capability is controlled by the



Application.Purchasing.SendMailToPreparerAndRequesterOnPurchaseOrderGeneration parameter, which your administrator can set in Ariba Administrator. The buying solution sends these email notifications after the purchase order moves to the Ordered state.

NoteThe buying solution triggers email notifications only for the first version of purchase orders. No email notifications are sent for new versions of orders when the corresponding requisitions are revised and fully approved.

● The records and history of purchase orders are maintained in your buying solution, and do not involve an external ERP system.

● Suppliers who receive orders through Ariba Network, email, or fax get the attachments forwarded electronically. If you use a supplier who is not registered, then attachments must be handled manually. For example, if your purchasing agent prints the order and sends it manually, be sure to fax any attachments as well.

● The Service Sheets tab on service purchase orders displays the details of the associated service sheets. This tab displays a progress bar for service line accumulation against related purchase order service lines.

● A purchase order can be changed or canceled, depending on its status and your system configuration. Refer to your company’s business procedures for additional information about changing or canceling orders.

● You can search for and display purchase orders, add comments to them, or print them.

Related Information

Topics about creating and managing aggregated requisitions [page 153]About service sheets

Checking purchase order status

When a purchase order routes to your supplier through SAP Ariba, you can view the current order status. (If an order has been sent manually, this information is not available.)

Each order generated by a requisition you created is listed in your My Documents content item on the dashboard. If your order does not have a status of at least Ordered in the Status column, the requisition might still be pending approval.

NoteIf your order fails to arrive on time, you should contact the supplier.

Orders can be in the following states:

Status Description

Ordered The order has been submitted to the supplier.

Confirming The supplier has provided fulfillment information for part of the order.


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Status Description

Confirmed The supplier has provided fulfillment information for part of the order.

If your site is configured to update purchase order statuses based on the order fulfill-ment status, then the status is updated to Confirmed only when the supplier confirms all the items in the order.

Partially Confirmed The supplier has confirmed one or more items, but has not rejected any item.

This status is displayed only if your site is configured to update purchase order statuses based on the order fulfillment status.

Rejected The supplier has rejected all the items in the order.


Partially Rejected The supplier has rejected one or more, but not all items in the order.


Shipping The supplier has shipped part of the order.

Shipped The supplier has shipped the order.

Partially Serviced (For service orders) At least one service sheet has been created and has the Processed status.

Serviced (For service orders) The total amount from one or more service sheets in the Processed status has reached the maximum amount on the order.

Receiving Your organization has received some of the items on the order.

Received Your organization has fully received the order.

Canceled The order has been canceled.

Permanently failed The order in the Ordering or the Cancelling state failed to be sent to the ERP system after retries were attempted for the number of days specified in the Set number of days to resend failed ERP orders (Application.Purchasing.PermanentFailureRetryCountForERPOrder) parameter.

Related Information

Order transmission and failed orders [page 193]Creation of purchase orders [page 194]Set number of days to resend failed ERP orders



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Order transmission and failed orders

When purchase order transmission fails, there are different reasons why the transmission failed and various techniques you can use to recover the failed order.

After a requisition is approved and the purchase order is created, the status of the requisition and purchase order shows Ordering, indicating that the order transmission is in progress. When an order transmits successfully, its status changes to Ordered. When all of the orders associated with the requisition have been successfully transmitted, the requisition status changes to Ordered as well.

In the event that a requisition or order has not successfully transitioned from Ordering to Ordered, your buying solution sends several different notification messages to indicate the nature of the problem:

● If an order transmission fails because the supplier contact information is invalid or the communication channel is not available, the request remains in the Ordering state and your buying solution sends an email notification message.

● If an order transmission fails because the order did not include enough information to initiate the transmission, your buying solution leaves the request status as Ordering and sends an email notification message.

When a purchase order fails to move from Ordering to Ordered, your buying solution provides the following techniques for error recovery:

● The scheduled task FailedOrders looks for orders that have the status of Ordering and tries to resend those orders. This task simply retries the transmission operation. It doesn’t do any error recovery. Sometimes that’s all that’s necessary—for example, if a transmission fails because of a network connection that’s down, the FailedOrders task keeps resending the order until it succeeds.

● You can handle the order manually, and then click Force Order, which changes the order status from Ordering to Ordered. For example, a purchasing manager might call in a phone order and then move the order status to Ordered by clicking Force Order. After an order has been forced to the Ordered state, future operations on that order (such as change orders) are not supported. Force orders only when you have no other options available.

If there was a problem with the purchase order data, such as an invalid supplier information, or when the supplier information is blank, your buying solution does not allow the requisition to be submitted.

But in instances where the supplier information was valid during requisition submission, but was rendered inactive during the purchase order approval process, the order remains in the Ordering status. The FailedOrders scheduled task tries to process such orders (that remain in the Ordering state) for one day (24 hours). If, after repeated attempts, the order is not processed, such orders are marked as permanently failed, and an email notification to this effect is sent to all members of the Purchasing Administrator group.

In the default configuration for sites enabled for the ERP ordering method, purchase orders associated with a single requisition are not transmitted in a sequential manner. Therefore, if errors occur while processing the ERP response for these orders, the purchase orders fail to move from Ordering to Ordered. You can have your site configured to ensure that purchase orders associated with a single requisition are transmitted sequentially to the ERP system. In this setup, if an error occurs for a purchase order while the ERP response is being processed, a scheduled task runs to process the remaining purchase orders in a sequential manner to ensure that those orders move to the Ordered state. For help with this configuration, ask your Designated Support Contact to log a service request and an SAP Ariba Customer Support representative will contact you.


Related Information

Creation of purchase orders [page 194]

Creation of purchase orders

When a purchase requisition with at least one line item is fully approved, your buying solution creates a purchase order corresponding to that requisition.

In a typical business scenario where one requisition contains multiple line items, your buying solution creates multiple purchase orders if the requisition includes:

● Line items with different suppliers● Mix of catalog and non-catalog items● Line items with different Ship To addresses● Line items with different supplier locations● Line items with different Bill To addresses

For example, suppose a requisition PR1 contains the following line items:

● L1: Catalog item from Supplier ABC Inc., with Ship To address as USA- Chicago● L2: Non-catalog item; supplier is ABC Inc.; defaults to requisition header level Ship To address (USA-Portland)● L3: Catalog item from supplier Foo Corp., with Ship To address as USA-New York● L4: Catalog item from supplier Foo Corp., with Ship To address as USA-New York

In this scenario, when the requisition is fully approved, your buying solution creates three purchase orders:

● PO1 for L1● PO2 for L2● PO3 for L3 and L4 (same supplier and Ship To address)

Note● When two catalog items requested from the same supplier have different Ship To addresses, your buying

solution creates two separate purchase orders.● If the purchase order or a changed purchase order contains line items with advanced pricing details, the

line item displays the Fx link in the Amount column to view the formula used to calculate the amount for the line item. Click Detail to view values for the advanced pricing details in the Line Item Detailspage.For more information on advanced pricing details, see About Adding Catalog Items with Advanced Pricing Details [page 16].

● The History record of the corresponding requisition includes information about the splitting of orders.

This behavior of splitting the purchase orders holds true when the requisition contains catalog and non-catalog items from the same supplier.



NoteYou can configure your buying solution to not split orders based on:

● Different Ship To addresses● Catalog and Non-catalog items from the same supplier

For help with this configuration, ask your Designated Support Contact to log a service request and an SAP Ariba Customer Support representative will contact you.

Manual order processIf you create a requisition that contains items from a supplier that isn't registered on Ariba Network, then any purchase order to that supplier must be handled manually.

A manual purchase order follows this general process:

1. You create the order and submit it for approval.2. The order is approved, but because the supplier isn't registered on Ariba Network, the order remains in the

Ordering status until a purchasing agent opens the order and clicks Mark Ordered.3. The purchasing agent must then manually submit the order to the supplier (for example, via email, fax, or

messenger service).4. If the order uses a PCard, then the PCard information must be communicated to the supplier manually by a

representative of your company. PCard information isn't included in the order.

If you cancel a manual order, the Purchasing Agent must manually cancel the order with the supplier.

When you create a manual order, the following message is included:

This Requisition contains an order for a supplier that is not a member of the Ariba Network. In order for this order to be processed it must be manually sent to the supplier.

If you're a purchasing agent, you need to search for orders that have to be sent manually in order to fully process those orders.

You can change a requisition that generated a manual order. If you change the supplier for a line item to a supplier registered on Ariba Network, the original manual purchase order is cancelled and a new purchase order is created. However, the new purchase order is also created as a manual purchase order. If you require the new purchase order to be processed through Ariba Network, delete the existing line item instead of modifying it. Add a new line item and specify the supplier registered on Ariba Network. The new purchase order is processed through Ariba Network.

Purchase orders for manual suppliers using the ERPCC Order method [page 196]

Users with permission to process manual orders and receive email notifications [page 196]

How to process or cancel a manual order [page 197]

How to process manual orders after suppliers are enabled on Ariba Network [page 198]

Quick enablement on SAP Ariba [page 198]


Purchase orders for manual suppliers using the ERPCC Order method

If your buying solution processes orders using ERPCC order method, you can choose to restrict the purchase orders associated with manual suppliers from being automatically processed to the Ordered status.

To configure this behavior, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will follow up to configure your site accordingly.

After this configuration, all purchase orders for manual suppliers that are processed using the ERPCC order method will remain in the Ordering state until a user belonging to the Procurement Agent, Procurement Manager, Purchasing Agent, or Purchasing Manager manually performs the Mark Ordered action to move such orders into the Ordered state.

● Except manual orders (orders associated with manual suppliers), your buying solution processes all purchase orders associated with Ariba Network suppliers.

● The manual orders are then processed automatically by the ERP order method and the status for such orders moves to Ordered.

Related Information

Users with permission to process manual orders and receive email notifications [page 196]

Users with permission to process manual orders and receive email notifications

Your buying solution allows members of certain groups to process manual orders.

In the default configuration, only members of the following procurement groups have access to processing manual orders and receiving manual order-related email notifications:

● Procurement Agent● Procurement Manager● Purchasing Agent● Purchasing Manager

Your buying solution can be configured to allow either the requester and preparer or members of the Manual Order Processor group to manage manual orders in addition to the members of the procurement groups at a given time. To configure your site to enable additional users to process manual orders, the Application.Procure.ManageManualOrderProcessorsAndEmailNotificationRecipients parameter (set bySAP Ariba Support) must be configured.

Note● The Mark Ordered and Mark Canceled buttons are displayed in purchase orders to requesters, preparers,

and members of the Manual Order Processor group only if they are enabled to process manual orders in your site.



● Users belonging to the procurement groups will continue to have access to process manual orders, but will no longer receive email notifications if other users are enabled to process manual orders.

● If enabled for your site, preparers and requesters of requisitions also receive email notifications after manual orders are processed to the Ordered state. This is applicable irrespective of the settings configured for your site that determine which users or user groups can process manual orders. This capability is controlled by the Application.Purchasing.SendMailToPreparerAndRequesterOnPurchaseOrderGeneration parameter, which your administrator can set in Ariba Administrator.

Related Information

How to process or cancel a manual order [page 197]How to process manual orders after suppliers are enabled on Ariba Network [page 198]

How to process or cancel a manual order

By default, orders are printed in the language that is mapped to the supplier location (country/region where supplier is located). However, you can choose to change this supplier language (for manual suppliers) to a language based on the supplier locale.

Context

Contact your Administrator to change the supplier language based on the locale when printing purchase orders.

Procedure

1. On the dashboard search bar, click the content type menu to the left of the search field and select Purchase Order

2. Press Enter or click the search icon ( ) to start the search.3. On the Search Filters page, set the Order Method option to Manual, and set the Status option to Ordering.4. Click Search.5. Click the title of the order you want to process or cancel.6. Click Mark Ordered or Mark Canceled.7. Enter your comments, then click OK.8. Click Print, and forward the order or the cancellation to the supplier.


Related Information

How to process manual orders after suppliers are enabled on Ariba Network [page 198]

How to process manual orders after suppliers are enabled on Ariba Network

If your system contains manual orders that were created before a supplier was enabled on Ariba Network, you can search for and send those manual orders to Ariba Network.

Context

Members of the Procurement Manager, Purchasing Manager, and Purchasing Administrator groups can search for and send orders manually.

In case of change orders, you can send the latest version of the order even if none of the previous versions had been sent to Ariba Network.

Procedure

1. On the dashboard, click Manage Purchase Orders2. On the Search Filters page, set the Show orders that can be sent to Ariba Network search filter to Yes and

click Search.3. In the search results, select the orders that you want to send to Ariba Network and click Send Orders to Ariba

Network.

Related Information

Quick enablement on SAP Ariba [page 198]

Quick enablement on SAP Ariba

When the Quick Enablement feature is enabled for your site, your buying solution sends orders to suppliers that do not have Ariba Network IDs.

Ariba Network creates accounts for these suppliers and then routes the orders according to each supplier’s preferred ordering method, which can be either Fax or email.



For suppliers that do not have Ariba Network accounts, your buying solution generates an Ariba Network private ID. Private IDs are unique for every supplier location. Administrators can view private IDs for supplier locations by using the Suppliers task in the Supplier Manager workspace in Ariba Administrator.

When Ariba Network routes an order to a supplier, it includes an invitation to log in and complete the registration process. Ariba Network encourages suppliers to take ownership of their accounts, which changes the accounts to regular supplier accounts.

Related Information

Supplier IDsPO and BPO quick enablement

Change and cancel order processesAfter a requisition is approved, your buying solution generates orders and sends them to suppliers. At this point in the process you can change or cancel orders, if required.

You can use one of the following methods to change or cancel orders:

● Change the requisition from which the orders originated.When you change the requisition, all related orders are also changed.

● Cancel the requisition from which the orders originated.When you cancel the requisition, all related orders are also canceled.

● Change or cancel orders.When you change an order or a requisition, a new version of the requisition is created and submitted for approval, based on the current approval rules. If the new version is fully approved, a new version of each order impacted by the change is generated and sent to suppliers.

Note○ The option to change a requisition at any time (in the process) is enabled on your site, by default. But, if

you want to be able to change orders when the orders are invoiced, or are in the Received state, you must ensure that the change order functionality is enabled on your site. To enable this option, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you.

○ If demand aggregation is enabled on your site and some line items in the requisition are held for consolidation, when you do a change order, these held line items are displayed in the Items Held for Consolidation table in the new version of the requisition. You cannot edit or delete these items from the requisition. Hence, you cannot completely cancel the requisition.

Your buying solution generates a new PO ID (creates a new version of the purchase order) in the following circumstances:

● When you attempt to add a new line item, having a different supplier than the other lines in the PO, is added to the purchase order.


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● When a new contract is added before the purchase order is changed. In this case, the previous purchase order is canceled, and a new one is generated, because new contracts cannot be associated to existing purchase orders.

● When fields configured for order splits (for example, Ship To address) is changed for one or more line items on a requisition:○ If an order has a single item, the existing order is canceled, and a new order is created.○ If an order has multiple items, a new version of the existing order is created to indicate the deletion of the

changed line. In addition, a new order for the changed line is created.

Your buying solution sends the revised versions of orders to suppliers only after the previous orders are canceled. Depending on the number of line items on a requisition, the status of the previous and revised orders associated with the requisition change in a specific sequence before the revised orders are sent to suppliers:

● If a requisition consisting of a single line item is changed, the status of the previous order changes to Canceling after the revised requisition is fully approved and a revised order is created.

● If a requisition consisting of multiple line items is revised, the status of the previous order changes to Ordering after the revised requisition is fully approved.

In both cases, the status of the revised version of the order changes from Approved to Ordering and then Ordered only after the previous order is successfully canceled.

You can change or cancel requisitions whose status is Ordered. To change or cancel orders, the corresponding status must be one of the following:

Action Required status

Change order ● Confirmed (Ariba Network only)● Confirming (Ariba Network only)● Ordered● Partially Serviced (For service orders)● Serviced (For service orders)● Received (if configured)● Receiving● Shipped (if configured)● Shipping (if configured)

Cancel order ● Confirmed (Ariba Network only)● Confirming (Ariba Network only)● Ordered

You must be a member of the Purchasing Manager group to:

● Change or cancel orders generated from requisitions that were submitted by other users● Search for specific orders to change or cancel

Changing or canceling orders involves these basic steps:

1. You change or cancel a requisition or order, thereby generating a new version of the requisition, and then submit the new version for approval.When you change an order, any receipts associated with the original order are copied to the new order.

2. Your buying solution notifies designated approvers that the new version is waiting for their approval.3. Approvers approve or deny the new version.

○ If approved and the supplier accepts change or cancel orders, a replacement order with the same ID as the original is generated.



○ If approved and the supplier does not accept change or cancel orders, you must cancel the original order (if the order’s status is such that it can be canceled), and then create a new order either by adding items to the existing requisition or by creating a new requisition.

○ If denied, you can either edit and resubmit the new version for approval, or withdraw, edit, and then resubmit the new version.

4. Receive the items (if your company has enabled receiving) from the supplier and enter receipt details.

Change and cancel order process diagram

The following diagram demonstrates what happens when you need to change or cancel an order process:

Conditions when changes to orders do not generate a new PO ID

There are certain fields in the purchase order that do no create a new version when changes are made. Such changes are considered internal to your buying solution.


All Accounting fields in the purchase order are considered internal. If you change an accounting field of a PO, your buying solution creates a new version of the order. But, in the default configuration, this new version is not sent to the supplier, because it is considered internal.

NoteYou can configure your site to send new versions of a PO to suppliers though these are considered internal orders by your buying solution. To configure this behavior, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will follow up to complete the request.

● A change in the purchase order title is also considered internal, and does not generate a new PO ID.● If the Visible to Supplier option corresponding to the Comments field is not selected, any change to this field

is also considered internal.

Related Information

Restricting automatic contract version updates on change orders [page 202]Change orders when associated catalog items are deleted or contracts are closed [page 203]How to change purchase orders [page 204]Editing the price of items in fully or partially received purchase orders [page 205]Helpful hints for canceling orders [page 206]How to cancel purchase orders [page 207]Working with multiple orders from a single requisition [page 208]

Restricting automatic contract version updates on change orders

There are certain changes that trigger automatic linking of a revised order with the latest version of the contracts.

In buyer organizations, it is a common case where catalogs and contracts associated with line items on orders are revised to include changes for unit prices, pricing terms, and other attributes while the orders are still not received. In such scenarios, a change order action triggers automatic referencing of the new version of the requisitions to the revised version of contracts depending on whether the contracts were applied manually or automatically to the previous version of those requisitions.

For requisitions created using manual selection of contracts, there is no automatic update to the line items, during a change order if the changes do not impact the pricing. However, for purchase orders based on requisitions in which contracts are applied automatically, the buying solution automatically references the requisitions to the revised versions of contracts and catalogs when users initiate change orders. As a result, the line items get updated automatically based on the latest version of contracts and catalogs associated with them, irrespective of the nature of changes.

The following are some of the changes that trigger automatic linking of the revised order with the latest version of the contracts:



● Increase or decrease in the amount value for an ordered item due to a change to its unit price or quantity. For example, if a user decreases the quantity of a contract item on an order, the corresponding decrease in the amount value for the item triggers automatic linking of the order with the most recent version of the contract.

● Changes to the commodity code, supplier, or supplier location for a contract item.● Modifications to the purchasing unit (or procurement unit) or company code field values.

If enabled on your site, when you initiate change orders on requisitions that have auto-selected contracts, catalog and contract items, the revised purchase orders do not automatically link to the revised versions of catalogs or contracts, unless you edit attributes, such as price, quantity, or commodity codes that impact item prices. For help with this configuration, have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

NoteThis feature is not applicable for Fieldglass requisitions and requisitions imported from external systems.

Related Information

Change orders when associated catalog items are deleted or contracts are closed [page 203]

Preventing redefaulting of accounting fields on editing item price or quantity on change ordersIf enabled for your site, the buying solution does not re-trigger the Commodity Export Map Entry (CEME) selection (account type defaulting) when you edit the price or quantity values of the line items on a requisition while initiating a change order.

This ensures accounting information mapped to system commodity codes are not redefaulted on change orders. You can use this functionality to create change orders to revise the price or quantities of items to resolve price or quantity-related exceptions on invoices while ensuring that CEME-based accounting field values are not redefaulted.

Change orders when associated catalog items are deleted or contracts are closedIf enabled for your site, you can perform change orders even if the catalogs referencing the ordered items are deactivated.

By default, the buying solution does not allow change orders when the following conditions exist:

● Contracts associated with line items on orders are closed or revised● Catalog subscriptions or catalog items on orders are inactive

You can perform change orders for contract-based items if the associated contracts are flagged to allow users to change orders even after those contracts are closed. While performing change orders, you can make changes to


field values, such as accounting information, attachments, and comments. However, for contract items, changes to certain fields trigger automatic linking of the revised order with the latest version of the contracts. In such cases where the associated contracts are closed, the buying solution automatically removes references to those contracts if you choose to submit your changes.

For help with this configuration, have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

Related Information

Restricting automatic contract version updates on change orders [page 202]How to change purchase orders [page 204]

How to change purchase orders

Context

You can change a purchase order to edit the properties of the line items in the order, as well as add items to or delete items from the order.

When you change a purchase order with advanced pricing details, you can edit only the quantity of the item on the requisition Summary tab. However, if your purchase order contains non-catalog items, you can edit the values for advanced pricing details for these items on the Line Item Details page, with the following exceptions:

● Advanced pricing details cannot be edited for purchase orders in the Receiving, Received, Invoicing, Shipping, or Shipped statuses

● For users on an SAP ERP, the currency cannot be changed. If the item is a service item or a services procurement item, the requisition line item cannot be changed.

● For users on an Oracle ERP, the currency cannot be changed.

For service purchase orders, you can change an order in the Partially Serviced or Serviced statuses.

In rare cases, your buying solution is unable to process a change order all the way to the Ordering status. As a result, the modified requisition remains in the Approved status rather than moving to the Ordering status. When this happens, your buying solution automatically creates a new version of the requisition, sets it to Composing, and sends a notification to the preparer. The preparer can review and resubmit the new version of the requisition for approval. The History tab of the requisition includes details about the new version of the requisition.

For line items associated with advance payments, you cannot make changes to the quantity or the price of a line item if the amount value for the item is reduced to a value lesser than the total advance paid for the item.

NoteThe following procedure is based on a single order generated by a requisition. For information about working with multiple orders generated by a single requisition, see About Working with Multiple Orders from a Single Requisition [page 208].



Procedure

1. On the dashboard search bar, click the content type menu to the left of the search field and select Purchase Order.



starts automatically.4. Click the title of the purchase order you want to change.5. Click Change.6. To edit the properties of a line item, click the check box for that item, then click Edit.7. To delete a line item, click the check box for that item, then click Delete.8. Add comments and attachments as necessary.9. Click Submit. A new version of the requisition is submitted for approval.10. To add items to the order, or to edit the requisition on which the order is based, use the Click here to change

requisition PRn directly link, edit the requisition, then click Submit.

Editing the price of items in fully or partially received purchase orders

Your site can be configured to allow users to edit the price of items on purchase orders that are in Receiving or Received statuses.

If enabled, users can edit (increase or decrease) the price of line items in in partially or fully received purchase orders when performing a change order action. The changes to the unit price are also updated in all the associated receipts.

This feature can be used to resolve certain invoice exceptions. For example, consider a fully received purchase order for 10 items at the price of 100 USD per item and an associated invoice amounting to 900 USD. An invoice exception occurs in this scenario since the purchase order amount (10 × 100 = 1000 USD) and the invoice amount (900 USD) do not match. To resolve this exception, you can perform a change order and edit the unit price of the item to 90 USD. This results in the purchase order amount to be calculated as 900 (10 × 90) USD, thereby resolving the exception.

You can choose to have your site configured to allow members of the Purchasing Agent group to edit the price of items on purchase orders that are in Receiving or Received statuses. Alternatively, you also have the option to have your site configured to allow any user to perform this action even if they are not members of the Purchasing Agent group. To configure the required option for your site, please have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will follow up to complete the request.


Helpful hints for canceling orders

Before you cancel an order you must determine what step the order is at and then reverse each step that's been completed, including those within and outside of your buying solution.

When you place an order, it moves through the following steps:

1. Ordering2. Ordered3. Confirming4. Confirmed5. Shipping6. Shipped7. Receiving8. Received9. Partially Serviced (For service orders)10. Serviced (For service orders)

Consider the following points when canceling an order:

● Is the order fully ordered? If the status is Ordered (fully ordered), or if you are using Ariba Network and the status is Confirming or Confirmed, you can cancel the order in your buying solution.

● Is the order fully or partially received, serviced, or shipped? If the status is Shipping (partially shipped), Shipped (fully shipped), Receiving (partially received), Received (fully received), Partially Serviced, or Serviced, you can no longer cancel the order. However, you, a purchasing agent, or a user responsible for purchasing or receiving can:○ Add a note explaining why the order needs to be canceled○ Call the supplier and cancel the order verbally○ Write Cancel on a hard copy of the order and send it to the supplier○ Instruct Receiving to return the goods to the supplier○ Add a note when receiving items, or add notes on hard copy documents when receiving items, to explain

who canceled the order, when, and why.● Has the order been invoiced or paid? If yes, the Purchasing or Accounts Payable (A/P) departments can:

○ Cancel or credit the invoice manually○ Arrange a refund○ Add a note to the order to stop further receipts and payments

Related Information

How to cancel purchase orders [page 207]



How to cancel purchase orders

When you cancel a purchase order, a new version of the associated requisition, identified by a version number such as V2, is created and submitted for approval.

Context

The following example is based on a single order generated by a requisition. For information about working with multiple orders generated by a single requisition, see About Working with Multiple Orders from a Single Requisition [page 208].

Canceled orders are noted on the History tab of the new version; the deleted items are listed in the Deleted Lines section on the Summary tab. If the canceled order was the only or last order for the associated requisition, the requisition’s status changes to Canceled when it is approved.

When you can cancel an order:

● You can cancel orders whose status is: Confirming, Confirmed, Ordered; and if configured, Shipping and Shipped.

● If necessary, purchasing administrators or other authorized users can use the Force Cancel command to intervene when there are problems canceling an order.

● You can cancel your own requisitions, which cancels all related orders.

When you cannot cancel an order:

● You cannot cancel purchase orders that have line items associated with advance payments in the Paying or Paid states. To cancel such orders, you must first cancel the associated advance payment documents that are in the Paying or Paid states.

● You cannot cancel an order if a change action has already been initiated on the associated requisition and the revised version of the requisition is in the Composing, Submitted, or the Approved state.

● You cannot cancel an order if amendments for the order are in progress. In such cases, amendments in the Composing state must be deleted and amendments submitted for approval must be approved (Approved state) before you can cancel the order.

Procedure




starts automatically.4. Click the title of the purchase order you want to cancel.5. Click Cancel.


6. Enter any relevant comments, then click OK.

Related Information

Working with multiple orders from a single requisition [page 208]

Working with multiple orders from a single requisition

You can make changes or cancel a requisition that generated multiple orders.

When you view the details of a purchase order that contains multiple orders generated by a single requisition, you have the option to change or cancel the requisition that generated the orders, or to change or cancel the individual orders.

To change or cancel the requisition that generated the orders, use the requisition-level commands.

To change or cancel the individual orders generated by the requisition, go to the Orders tab, select the order you want to change or cancel, and perform the required action.

Changing orders using simultaneous amendmentsWhen you have long-standing purchase orders that require constant change to meet fluctuating requirements, you can create amendments to help process changes for specific line items.

It is common to have long-standing purchase orders that require constant changes to meet fluctuating requirements. Though these requirements can be handled by initiating change orders, it often leads to inefficiencies in the procurement process when line items on large purchase orders require frequent revisions simultaneously. You can create amendments for specific line items on an ordered requisition to process the changes only for those items. An amendment is an approvable document in which buyers add ordered items from a requisition and manage the change process for those items independently of the main requisition or other amendment documents which are in process for other lines on the same requisition. Amendments can be considered as subsets of the main requisition that reference its latest version.

NoteYou cannot use the simultaneous amendments capability if you have configured the integration of SAP Fieldglass with SAP Ariba Procurement solutions for your site.

A requisition can have multiple amendments in process. As and when an amendment is fully approved, the changes in the amendment are merged with the latest version of the requisition and change orders are sent to suppliers. The buying solution performs line-level validations to ensure that no two in-process amendments include the same line item from an ordered requisition.

When you create an amendment, if the original line items were not associated with a contract, and a new contract was created after the creation of the original requisition, then the new contract is applied to the amended line



items. You can modify this default behavior by enabling the Avoid auto-linking contracts to line items in amendments (Application.Contract.AvoidAutoAttachOfContractInAmendment) parameter. When you enable the parameter, the new contract is not linked automatically if the line item did not previously have a contract linked. If necessary, users with the right privileges can select and link the new contract manually. For more information about the parameter, see Avoid auto-linking contracts to line items in amendments.

You can modify the following attributes of an ordered item using amendments:

● Price and quantity of ordered items● Need By Date, Ship To, and Deliver To field values● Header-level and line-level comments and file attachments● Addition of new line items or deletion of ordered line items● Tax, charge, and discount information● Make all those changes to line-level fields that are allowed during a change order action

Glossary of terms

Main requisition (or master requisition)

The first version or the base version of a requisition with reference to which the first order is submitted to a supplier.

Amendment An extract of the latest version of a requisition consisting of ordered items for which the preparer of the requisition needs to make a change. An amendment allows users to change the attributes for ordered items (for example, changes to price, quantity, or tax information), delete ordered items, and add new items to be ordered.

Amended requisition

A revised version of the main requisition that is created after a fully approved amendment is merged with the previous version of the main requisition. Amended requisitions include version numbers in their IDs to indicate a series of revisions to the main requisition. For example, let the first version of a requisition (main requisition) be PR123. After an amendment is merged, this requisition is termed as the amended requisition and its ID becomes PR123-V1. Similarly, this requisition's ID changes to PR123-V2 after the next amendment is merged.

Related Information

Example of simultaneous amendment process [page 210]Prerequisites for creating and managing amendments [page 211]How to create an amendment for a requisition [page 215]How to search for amendments and amended requisitions [page 218]Working with imported amendments [page 223]Preventing changes to payment terms for existing line items in requisition amendments [page 214]


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Example of simultaneous amendment process

The following image displays an example of a requisition (PR123) consisting of four line items for which, two amendments are processed simultaneously. Changes for line item 1 and line item 2 are processed in an amendment (PR123-A1) on one day and line item 3 and line item 4 are processed in another amendment (PR123-A2) on the next day. After these amendments are merged and change orders are created, changes for line item 1 are processed in a third amendment on another day to initiate another change order.



Prerequisites for creating and managing amendments

You must be either a preparer or an approver for a requisition to be able to create or edit an amendment associated with that requisition. In addition, members of the Edit Approvable group can edit an amendment.

● Your site must be configured to allow users to create amendments to process change orders. For help with this configuration, please have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

● Customer administrators must configure appropriate approval flows for amendment and amended requisition subtypes. For more information, see Using the requisition subtype option to create approval processes for requisitions.

● Similar to the change order process, purchase orders for which amendments need to be created must be in the Ordered state. In the default configuration, amendments cannot be created for purchase orders that are later than the Ordered state (for example, Receiving, Received, or Invoiced states). To allow creation of amendments for purchase orders later than the Ordered state, have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

● By default, you can create both change orders and amendments if your site is enabled to support simultaneous amendments.If you want to disable support for change orders while the simultaneous amendments functionality is enabled, have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

NoteIf a change order is in progress for a requisition, you cannot create an amendment for that requisition. Similarly, you cannot create a change order if an in-process amendment exists for the corresponding requisition.

Additional prerequisites for editing header-level information on amendments

● In the default configuration, header-level fields on amendments cannot be edited. Contact your site's customer administrator to turn this feature on in your test or production site.

NoteThis feature is controlled by the site configuration parameter, Application.Purchasing.EditAmendmentHeader.

● You can make changes to the following header-level information on amendments:○ Title of the amendment○ The requester specified in the On Behalf Of field○ Ship to address, deliver to, and need by date○ Comments and attachments○ Any standard custom fields○ Team requisitioning or team receiving flags on requisitions in sites enabled for using the team

requisitioning feature


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RememberEditing the team requisitioning or team receiving flags on amendments can allow team members of a user to access requisitions that were previously disabled for team requisitioning or team receiving. Similarly, this action can revoke a team member's access to a requisition that was previously enabled for team requisitioning. Therefore, users must exercise caution while editing the team requisitioning or team receiving flags while processing amendments.

● Changes to certain header-level fields might also introduce automatic changes to values for the dependent line-level fields on requisitions. Users must verify the changes before they submit their amendments for approval.

● In the default configuration, if a user changes the requester specified in the On Behalf Of field, the purchasing unit filtering mechanism is triggered if the new requester's purchasing unit is different from the previous requester. This results in re-defaulting of accounting information and other data that are dependent on the purchasing unit. To restrict users from specifying requesters from different purchasing units in the On Behalf Of field, customer administrators must define the appropriate customization for the On Behalf Of field to prevent triggering of the purchasing unit filtering mechanism.

Related Information

Limitations for amendments [page 212]Status codes for amendments [page 213]Difference between how changes for line-level and header-level fields on amendments are merged with requisitions [page 213]

Limitations for amendments

There are few limitations related to creating and editing amendments.

● Amendments cannot be created for service items.● Amendments do not support demand aggregation and supplier collaboration processes.● Amendments support external budget checking functionality, but do not support the local budget check

functionality where budgets are validated against budget data loaded in the buying solution.● When you choose to edit an amendment and then decide to cancel the action by clicking Cancel on the

confirmation message, an amendment is still created. Such amendments appear in the Composing state on your dashboard and also under the Amendments tab of the corresponding requisition. In such a scenario, you can take one of the following actions on those amendments:○ Retain the amendments and process them later. Using this option, you do not require a new amendment to

be created. Instead, you can edit one of these amendments and submit them for approval.○ Delete amendments that are not required.

NoteEven if amendments are deleted, the version numbers allocated to subsequent amendments use the next number in the sequence. For example, if three amendments have version numbers as PR123-A1, PR123-A2, and PR123-A3, suppose if PR123-A3 is deleted, the next amendment will have its ID as



PR123-A4 (not PR123-A3). As a result, when amendments are deleted, you might find skipped versions of amendments. Further, the buying solution does not retain any history of deleted amendments.

Related Information

Status codes for amendments [page 213]How to create an amendment for a requisition [page 215]

Status codes for amendments

The following are the associated status codes for amendments:

● Composing: Indicates the pre-submission phase where a user is still working on the amendment.● Submitted: Indicates that the amendment is submitted for approval. If a user withdraws an amendment, the

status of the amendment changes from Submitted to Composing.● Approved: Indicates that the amendment has been fully approved.● Merged: Indicates that the amendment has been fully approved and merged with latest version of the main

requisition. For each amendment that is merged, the associated requisition undergoes a revision and a change order is created. The version numbers of a requisition and its corresponding order increases when an amendment is merged.

Related Information

How to create an amendment for a requisition [page 215]How to edit an amendment in the Composing state [page 217]How to edit an amendment during approval [page 218]

Difference between how changes for line-level and header-level fields on amendments are merged with requisitions

The following table explains the difference between how changes for header-level and line-level fields are processed and how changes in such amendments are merged with requisitions:

Merger of line-level fields Merger of header-level fields

Multiple users can process changes simultaneously for separate line items on a requisition in different amendments. At any point in time, no two amendments can include the same line item from a requisition. Therefore, if a user has

Multiple users can simultaneously process changes for any header-level field in separate amendments. If multiple amendments include changes for a specific field, the changes


Merger of line-level fields Merger of header-level fields

checked out a specific line item to process an amendment, the next user cannot process that item in another amendment.

For example, if "User A" is currently processing an amendment, say "PR123-A1" to make changes for "line item 1", this item is not available for selection if another user creates an amendment. "Line item 1" is available for another amendment only after amendment "PR123-A1" is fully approved and merged with the latest version of the associated requisition.

from the last merged amendment are retained on the requisition.

For example, let there be three users processing changes for a requisition in different amendments, say PR123-A1, PR-123-A2, and PR123-A3. Assume each user changes the title specified at the header level of their amendments. Let PR123-A3 be submitted and merged with the requisition, followed by PR123-A1 and PR123-A2. The title of the requisition changes to the title specified in the amendment, PR123-A2, which was the last amendment to be merged with the requisition.

Skipped line numbers for items on amended requisitions The line numbers assigned to the items on an amendment are unique meaning that no two amendments can have the same line number. If a line item is deleted from an amendment, your buying solution skips the line number assigned to that item on the revised requisition after the amendment is merged. For example, let a requisition consist of three items having line numbers as 1, 2, and 3. If you create an amendment based on this requisition to add two new items, the buying solution assigns line numbers 4 and 5 to the new items. Suppose you delete line number 4 from the amendment, your buying solution skips line number 4 and displays line numbers 1, 2, 3, and 5 on the revised requisition after the amendment is fully approved and merged with the requisition.

Preventing changes to payment terms for existing line items in requisition amendmentsBuying organizations can prevent users from changing the payment terms for existing line items when they are creating amendments to requisitions.

The payment terms for a requisition line item are determined based on the supplier details selected for that line item. These default payment terms can be changed by users belonging to certain groups while editing the requisition. In the default configuration, the payment terms are set in the same way for requisition amendments. If the supplier details are changed for an existing line item, the payment terms also change. When the amendment is approved, the revised payment terms are reflected in the requisition.

Some organizations might not want the payment terms to be changed after purchase orders are created for the line items. These organizations can use this feature to prevent users from changing the payment terms when they are changing existing line items in amendments. When the feature is enabled, the payment terms for existing line items cannot be edited, and do not change even when the supplier details are changed.

Note● When the feature is enabled, the payment terms for existing line items in amendments are copied from the

base requisition.● Enabling this feature does not have any impact on new lines added to requisition amendments. The

payment terms for new line items are set based on the selected supplier details and can be modified.



Prerequisites

● The Simultaneous Amendments feature (feature ID CP-7670) must be enabled for your site.To enable this feature, have your Designated Support Contact (DSC) submit a Service Request (SR). An SAP Ariba Support representative will follow up to complete the request.

● Your administrator must enable the following parameters:○ Enable amendments for long-standing orders

(Application.Purchasing.AllowSimultaneousAmendmentsOnRequisitions)○ Prevent changes to payment terms in requisition amendments

(Application.Purchasing.PreventChangesToPaymentTermsInRequisitionAmendments)

Related Information

Enable amendments for long-standing ordersPrevent changes to payment terms in requisition amendments

How to create an amendment for a requisition

If the order associated with the requisition is in the Ordered state, you can create an amendment.

Context

Procedure

1. Open the appropriate requisition that is in the Ordered state.2. Click Amend.

An amendment based on the requisition appears. If the requisition consists of a mix of material and service items, only material line items are available for selection.

3. Click Add Lines to Amend.4. On the Edit Line Item Selection page, select the appropriate lines for which you need to make changes.

Tip○ To find a line item using a specific text in its description, click the search icon ( ), enter the

appropriate text in the textbox, and press Enter . To close the textbox, click the (×) icon.○ If your requisition includes many lines, click the >> icon to move to the next page. Alternatively, select

the appropriate page number in the Page textbox and press Enter .


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5. To view the details of a line item, perform the following actions:a. Click the Detail button in the row for the line item.

The details of the line appear on the Requisition Details: View Line Item page.b. Click OK.

6. Click Amend lines.

The number displayed on the Amend lines button indicates the number of lines you have selected to make changes.

The lines you selected are added to the amendment.7. Review the lines you have selected and if required, click Change Line Selection to change your selection of

lines on the Edit Line Item Selection page.

8. To delete an ordered line item, select the item and then click Actions Delete .

9. To edit the details of a line item, click Actions Edit and make the required changes for the item.10. To add new line items to the amendment, click Continue Shopping and complete the actions required to add

catalog or non-catalog items.11. If your site is enabled for external budget checks, click Check to verify whether funds are available for the

amendment.12. Click Submit to submit the amendment for approval.

Results

If enabled for external budget checks, the amendment undergoes validations for budgets in the external ERP system. The status of the amendment changes to Submitted only after budget checks are successful. If budget checks fail, errors are displayed and the amendment remains in the Composing state.

Related Information

How to edit an amendment in the Composing state [page 217]How to edit an amendment during approval [page 218]How to search for amendments and amended requisitions [page 218]



How to edit an amendment in the Composing state

If you are a preparer, you can edit an amendment that has a Composing or Submitted status, or withdraw an amendment with a Submitted state, and then edit it.

Context

If you are an approver and have the appropriate group membership, you can edit an amendment during the approval process.

For more information about the groups and the tasks that associated members can perform, see Procurement and invoicing solutions group descriptions.

Procedure

1. On the dashboard, click the title of the amendment you want to edit in the My Documents content item.

Alternatively, on the dashboard search bar, click the content type menu to the left of the search field, select Requisition, and press Enter or click the search icon ( ) to start the search. On the Search Results page, click on the appropriate amendment link.

2. Click Detail for each line item to view the details.3. Click Edit.

The Summary page appears.

NoteIf the amendment that you are editing has only one line item, that line is automatically selected for edit on the Summary page.

4. Make any desired changes.5. Click Submit to submit the amendment for approval, or click Exit, then click Save this request to save your

changes and leave the amendment in the Composing state.

Related Information

How to edit an amendment during approval [page 218]How to search for amendments and amended requisitions [page 218]


How to edit an amendment during approval

You can edit an amendment during approval if you are an approver and have the appropriate group membership.

Procedure

1. On the dashboard, click the title of the submitted amendment that you want to edit in the To Do content item, or click the My Tasks action tile to view a list of all your tasks, and click the title of the submitted amendment there.

2. Click Edit.3. Click OK if the Confirm Edit page appears.

The amendment moves to the Composing state. Further, if external budget checking for requisitions is enabled, funds reserved for the amendment are released in the ERP system.

4. Make any desired changes.5. Click either Save or Submit.

Related Information

How to search for amendments and amended requisitions [page 218]How to withdraw an amendment [page 219]How to copy amendments [page 220]

How to search for amendments and amended requisitions

When you search for amendments and amended requisitions, the search results are based on amendments.

Procedure

1. On the dashboard search bar, click the content type menu to the left of the search field and select Requisition.

2. Press Enter or click the search icon .

The Search page opens.3. Select Yes next to the Amendment search filter to filter the search results to display amendments.4. If required to include requisitions that are revised after merger with amendments, select Yes next to the

Amended Requisition search filter.5. Specify any other search criteria, if required and then click Search.

The search results display a list of amendments and requisitions based on amendments.



6. To view an amendment or a requisition, click its link in the search results.

Related Information

How to withdraw an amendment [page 219]How to copy amendments [page 220]How to delete an amendment [page 221]

How to withdraw an amendmentAn amendment of a requisition returns to the status of Composing when it is withdrawn. After withdrawing an amendment, no further action required, unless the preparer chooses to resubmit the amendment.

Prerequisites

You must be a preparer to withdraw and edit an amendment that is in Submitted state.

Context

An amendment can be withdrawn in the following ways:

● The preparer manually withdraws the amendment by clicking Withdraw. Amendments can be withdrawn at any time during the approval process. After an amendment has been fully approved, it is merged with the requisition and it cannot be withdrawn. The exception to this rule is that an amendment can be withdrawn if it has a “hold” date, and the hold date has not yet arrived. The intent is to allow users to withdraw amendment and correct them if the order has not yet been sent.

● The submitted amendment is automatically withdrawn if it has been inactive (that is, no new approvals or changes have been submitted) for a certain amount of time.

Procedure

1. On the dashboard, home page, click the title of the amendment you want to withdraw in the My Documents content item.

2. Click Withdraw.3. Click Edit the withdrawn request now.4. Make any desired changes.5. Click Submit to submit the amendment for approval, or click Exit, then click Save this request to save your

changes and leave the amendment in the Composing state.


Results

If enabled for external budget checks, funds reserved for the amendment are reverted to budget availability. The status of the amendment then changes to Composing.

Related Information

How to copy amendments [page 220]How to delete an amendment [page 221]

How to copy amendments

You can copy an amendment to create a new requisition that contains the amended line items.

Context

When you copy an amendment, the data fields on the new requisition are evaluated by your buying solution as follows:

● The amendment you want to copy must be in the Approved state.● Delay Purchase Until and Need By Date field values are not copied and need to be entered before submitting

the new requisition.● Catalog items from PunchOut catalogs are not copied. Punch out to the supplier’s catalog site again and add

the items manually.● Comments and attachments are not copied.● The requester value (On Behalf Of) is copied and validated. An error message is displayed if the requester is no

longer active in the system.● Accounting and address defaults are set based on commodity code configuration. If matching commodity code

configuration cannot be found, the defaults are set based on the requester’s current user profile.● The latest currency conversion rates are applied.● Catalog view constraints are evaluated for the requester when copying. An error message is displayed for any

line items that are not valid or available to the requester.● Supplier information is validated. An error message is displayed for any invalid fields.● Contracts are applied as follows:

○ If the original line items were associated with a contract, and that contract is still valid, then the copied line items are associated with the contract.

○ If the original line items were not associated with a contract, and a new contract was created after the creation of the original requisition, then the new contract is applied to the copied line items.

○ If the contract that applied to the original amendment is closed or the contract expired, and no new contract has been created, then no contract gets associated with the copied line items.



● The approval flow for the new requisition is determined based on the approval requirements for the amendment. For example, a currency rate change might impact the local amount values used to determine the approval flow.

Procedure

1. Open the amendment you want to copy.2. Click Copy.

A new requisition is created with all items from the amendment it was copied from.

Related Information

How to delete an amendment [page 221]How to undo the changes to an amendment [page 222]How to approve or deny an amendment [page 222]

How to delete an amendment

You can delete amendments that are in the Composing state.

Procedure

1. Do one of the following to open the amendment:

○ On the Home page of your dashboard, click the amendment.○ Click the Amendments tab on the associated requisition and select one or more in-process amendments.

2. Click Delete.

Related Information

How to undo the changes to an amendment [page 222]How to approve or deny an amendment [page 222]


How to undo the changes to an amendment

You can use the undo option to cancel the changes for an amendment.

Procedure

1. Do one of the following to open the amendment:

○ On the Home page of your dashboard, click the amendment.○ Click the Amendments tab on the associated requisition and select an in-process amendment.

2. Click Undo Change to undo the changes for the amendment.

Related Information

How to approve or deny an amendment [page 222]

How to approve or deny an amendment

You can deny an amendment if you are an approver for the amendment.

Procedure

1. On the dashboard search bar, click the content type menu to the left of the search field and select Requisition. Use the search option as Amendment and enter specific search terms in the search field, and press Enter or click the search icon ( ). To search for all amendments, press Enter or click the search icon without specifying search terms in the search field.

2. On the Search Results page, click the ID link for the amendment you want to approve.3. To approve the amendment, click Approve.

To deny the amendment, click Deny.4. Add any comments you want to include, then click OK.

Related Information

How to delete an amendment [page 221]



Working with imported amendments

You can import amendments based on imported requisitions and process change orders in the buying solution. Using imported amendments, you can add new line items, edit header and line-level fields, and delete line items from the associated requisition. For more information about creating and managing imported amendments, see Importing amendments.

Closing purchase ordersMembers of the Purchasing Administrator or Purchasing Manager group can close orders. You can later click Reopen to reopen the closed purchase order.

You might want to close a purchase order when you:

● Do not want to continue receiving a particular item or continue accepting service sheets for a particular service item (but can still process open invoices).

● Want to block items in a purchase order, thereby preventing any further receiving or invoicing against particular items in that purchase order.

● Want to cancel an item.● Want to cancel the procurement of a service item.● Want to reduce liabilities (commitments) raised from a purchase order to zero.

The commitments on a purchase order can be reduced to zero, if you:○ Indicate the business transaction as closed when the goods receipt is available for a purchase order item.○ Fully complete a service procurement task.○ Indicate the business transaction as closed when an invoice receipt is available for a purchase order item.○ Set the Delivery Completed indicator in the purchase order.○ Lock a purchase order item to prevent further receiving for that item.○ Delete a purchase order item.

Related Information

Sending close order statuses of ERP orders to external systems [page 224]How to close purchase orders [page 224]


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Sending close order statuses of ERP orders to external systems

Your site can be configured to send the close order and reopen statuses of ERP orders to external systems using the file or web services communication channels.

The order statuses are transmitted in real time if you use web services. If you use the file channel for communications, you must manually export the order statuses.

Your site can be configured if your buying solution waits for an acknowledgment from the external system of the receipt of the close order status before proceeding with closing or reopening the orders. When configured to do so, your buying solution closes or reopens the orders only after a response of a successful transmission of the order status is received from the external system. If the statuses fail to transmit to the external system, your buying solution sends email notifications of the failure to the concerned groups.

If you are using the web services channel for communication, then your buying solution retries the transmission for a maximum of five times in intervals of two hours. The Resend Failed ERPPO Close Status scheduled task scans the database for all such statuses that failed to reach the external system for over an hour and retries the transmission. It can potentially retry the same order status each time it runs, for a period of 10 hours. If the transmission fails even after the maximum number of attempts, then the status of the order is reverted to its previous status, and an entry is added to the history records that the order status has failed permanently to transmit to the external system. The task runs every 2 hours.

If your site is not configured to wait for an acknowledgment, then your buying solution closes or reopens the order without waiting for a response from the external system. The status does not change even if the close order status fails to transmit to the external system.

Related Information

How to close purchase orders [page 224]Adjusting and closing orders for receiving [page 225]

How to close purchase orders

When you close a purchase order, the Close Order status of the purchase order changes to the reason that you specified when you closed that purchase order.

Context

When you reopen a closed purchase order, the Close Order status changes to Open.

The close or reopen comments appears on the History tab of the purchase order.

You can close orders with statuses of Ordered or Receiving.



You can search for purchase orders based on their closed state.

Procedure




starts automatically.4. Click the title of the purchase order you want to close.5. Click Close.6. Choose a close order action:

○ Order Closed for Change indicates that the purchase order cannot be changed further.○ Order Closed for Receiving indicates that there can be no further receiving against this purchase order.○ Order Closed for Invoicing indicates that there can be no further invoicing against this purchase order.○ Order Close All Actions indicates that there can be no changes, receiving, or invoicing for the purchase

order.○ Order Adjusted and Closed for Receiving indicates that orders can be adjusted to reflect the amount or

quantities received and then closed for receiving.7. Enter any relevant comments, and click OK.

In case of ERP orders, if your site is configured to send the close orders statuses to external systems and also configured to wait for an acknowledge of the receipt of the close order status before proceeding with closing or reopening the orders, then the order is not closed until a response is received. An intermediary status such as, Close Order status was sent to the external system. Waiting for acknowledgment is displayed in the Summary tab and a relevant corresponding entry is also added to the History tab.

If your site is not configured to wait for an acknowledgment, then your buying solution closes or reopens the order without waiting for a response from the external system. The status does not change even if the close order status fails to transmit to the external system.

Related Information

Adjusting and closing orders for receiving [page 225]

Adjusting and closing orders for receivingYou can adjust orders to reflect the amount or quantities received and then close the order for receiving.

Select Order Adjusted and Closed for Receiving in the dropdown list to adjust and close an order for receiving.


You must ensure the following when adjusting and closing an order:

● Amount or quantity received is less or equal to the requisition associated with the order● Order quantity and amount is reduced on the purchase order● You are associated with the appropriate group to adjust and close an order

For example, if a purchase order with a quantity of twenty is partially received and the receipt is for twelve units, you can close the purchase order for receiving with adjustments. The new dropdown option Order Adjusted and Closed for Receiving is added to the Close Order page, which enables you to close the purchase order and generate the next version of the requisition with reduced amount or quantity.

RestrictionIf your site is configured for the following, you will not be allowed to adjust the quantity or amount for the requisition:

● Suppliers do not accept purchase order changes● Purchase order changes are not allowed in the Shipping state

NoteWhen you select Order Adjust and Closed for Receiving from the dropdown list, the currently active purchase order version is closed, and only if the requisition is changed and the quantity/amount is adjusted, a new version of the purchase order is created. The purchase order status is then set to Order Closed for Receiving.

If you choose the option to adjust and close, a new version of the requisition and purchase order is created when:

● The line item quantity is adjusted. The quantity in the new purchase order (PO) version is equal to the received quantity in the old order.

● The line item amount is adjusted. The new PO amount must be less than or equal to the old PO amount.● If a line item is configured to have a receiving type as “No receipt required”, then the order quantity and amount

are left unchanged.

NoteThe workflow for line items with receiving type “No receipt required” is the same as a manual change to the amount or quantity of the requisition or purchase order.

● If adjustments are not allowed due to restrictions on the associated requisition, you must select an appropriate option from the Close Order dropdown list and submit the purchase order.

NoteTo skip the approval process for requisitions if the quantity or amount has not increased, configure the Automatic Approval of Changed Requisitions filter rule. For more information on configuring the filter rule, see Filter rules for requisition approval processes.

Adjusting and receiving purchase orders in contracts

When adjusting and closing release orders with tiered pricing terms, changing a line item quantity may lead to a change in price. If the change in quantity does not alter the tiered pricing applied to the line item, you can proceed



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with the adjustment and close the purchase order (PO). However, if the change in quantity results in a change to tiered pricing, your buying solution displays an error message. You cannot make the adjustment and close the PO in such instances and your only option is to cancel and re-access the PO page.

Using messaging to initiate conversations from ordersYou can use the messaging feature in your SAP Ariba solution to initiate conversations from purchase orders and invoices to interact with suppliers on Ariba Network.

Messaging includes instant messages or emails that can be used to communicate with other users in your organization to process documents faster. You can initiate conversations from the header and line level of an order for better organization of messages in the document. In addition, you can make phone calls to the participants in a conversation.

Enabling messaging linked to the context of orders provides the following benefits:

● Direct interaction and follow-up with appropriate stakeholders within the buyer organization, and designated contacts in the supplier organization process orders and invoices faster.

● Records of user conversations in orders and invoices, providing a background on why certain decisions were made.

● Ability to review intracompany as well as buyer-supplier conversations to resolve issues that cause processing delays.

● Faster accounts payable cycles, enabling better cash flow management and improved supplier relationships.

Glossary of messaging terms

Conversation A conversation comprises of a subject and at least one message addressed to users and user groups. When you start a new conversation, you choose a subject for the conversation and enter content that forms the body of the message. A conversation includes a message or a thread of messages grouped by a subject.

Message A message refers to the content or the body of a conversation that conveys information to the recipients. Messages that you send and the replies you receive from other users form part of the same conversation. A collection of messages associated with a conversation is referred to as a message thread.

Topic A topic refers to the predefined subject of a conversation. The choice of topics available to initiate conversations for a document (order or invoice) depends on the number of topics your administrator configures for your site.

Related Information


Prerequisites and limitations when using messaging [page 228]Storage of messaging data and messaging policy [page 229]

Prerequisites and limitations when using messaging

Your site must be enabled to use messaging to communicate with suppliers on Ariba Network. To enable this functionality, please have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

Prerequisites when using messaging

● A member of the Customer Administrator group must complete the following tasks:○ Run the data import and export tasks required to support this feature.○ Customize the messaging setup to map approvable documents with the appropriate conversation topics,

users, user groups, and suppliers.● Depending on certain browsers and the browser settings, users might be prompted to specify the location of

the .exe file of their messaging application as a one-time activity when they make a phone call to a user. We recommend users to complete this action if they require to make a phone call to a user.

● Users who initiate conversations with suppliers must have membership of the Supplier Relationship Manager group.

● All users of the messaging feature must review the terms defined in the Data policy, Privacy policy, and the Messaging policy. For more information, see Storage of messaging data and messaging policy [page 229].

● While responding to messages using non-SAP Ariba messaging applications (for example, Microsoft Outlook), ensure that you retain the subject line of the messages. The SAP Ariba solution might not deliver your replies to the intended recipients if the subject lines for the conversations are modified.

Limitations when using messaging

● Personalizations, such as changing font properties, adding profile pictures, and so on, are not supported.● The SAP Ariba solution supports only a chronological ordering of messages in a conversation. You cannot

choose a message from a message thread and add a reply to initiate a subthread of messages.● The SAP Ariba solution supports phone calls between two users at a time. Phone conversations involving

multiple participants (conference calls) are not supported.

Related Information

Storage of messaging data and messaging policy [page 229]



Storage of messaging data and messaging policy

The server hosting messaging data is based in the United States even though your organization might have subscribed to SAP Ariba cloud solutions hosted in other countries/regions.

Storage of messaging data

Ensure that you review the following policies:

● Privacy Policy● Data Policy

Messaging policy

The Messaging Policy describes the legal terms related to the use of the messaging feature in the SAP Ariba solutions.

When you reply to a message for the first time by email, your buying solution automatically adds a Messaging Policy consent statement in your message. To review the contents of the Messaging Policy consent statement, go to:

https://service.ariba.com/w/collab-platform/common/tou/en/MessagingPolicy.html

Important: Ensure that you review the terms described in the messaging policy before you respond to the message.

You must retain the Messaging Policy consent statement in your email response. The messaging system then sends you a Messaging Policy consent confirmation email and enables you to receive and respond to subsequent email messages. If you do not retain the Messaging Policy consent statement in your email response, it implies that you do not accept the terms described in the messaging policy. Ariba Network does not deliver your message to the recipients and sends you a Missing Content email notification. In such a case, you can choose to include the Messaging Policy consent statement and try resending your message.

How to start a new conversation

You can initiate a conversation at the header level or the line level of an order, an invoice, or an invoice reconciliation document.

Prerequisites

You can start a conversation only from your SAP Ariba solution. You cannot start a conversation by email.


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Procedure

1. On the Summary tab of the document, click the messaging icon and then click New Conversation.

We recommend that you choose to initiate a conversation at the header level of a document if the conversation applies to the whole document. Similarly, if a conversation is relevant only for a line item on a document, initiate the conversation for the appropriate line in the Line Items table.

2. In the Send a message view, perform the following actions:

a. Click the messaging icon in the row for the appropriate recipient.b. To add more recipients to the conversation, click the plus sign (+) next to the To box and add the

appropriate recipients from the Add Recipient box.c. Select the appropriate topic for the conversation and type your message.d. If required, upload a file as an attachment to your message.e. Click Send.

A confirmation message appears indicating that the message is sent.

Related Information

How to upload and download file attachments from a conversation [page 231]How to reply to a message from your SAP Ariba solution [page 230]

How to reply to a message from your SAP Ariba solution

When you reply to a message in a conversation, your reply is added to the message thread in the conversation. The message thread includes messages that users send by email and from users who respond from their SAP Ariba solution.

Prerequisites

The following users can reply to a message in the SAP Ariba solution:

● Users who are part of a conversation starting from the time the conversation was initiated.● Users who have the permissions to view an order or an invoice in the SAP Ariba solution can view and reply to

the messages in such documents.

NoteYou cannot add or delete users or user groups when you reply to a message.



Procedure

1. Perform one of the following actions to view a message in a conversation

○ On the Messages tab of the appropriate document, select the appropriate conversation.

○ On the dashboard, click the notifications icon and choose the conversation in which you want to view and reply to a message.

○ On the Summary tab of the document, click the messaging icon and click View All. On the Messages tab, choose the conversation in which you want to view and reply to a message.

2. Click the Reply link and compose your message.3. If required, upload a file as an attachment to your message.4. Click Reply.

Results

● Your reply is added to the message thread associated with the conversation in which you are a participant.● The recipients of the message receive an email notification about the receipt of the new message. The

recipients of your message can choose to reply by email or from their SAP Ariba solution.

Related Information

How to upload and download file attachments from a conversation [page 231]

How to upload and download file attachments from a conversation

Conversations that include file attachments appear with the attachment icon .

Prerequisites

The following conditions apply when you upload file attachments to a conversation:

● A conversation can include a maximum of five file attachments, each file cannot exceed 10MB. Therefore, if a conversation already includes five attachments, you cannot add more attachments when you respond to a message in that conversation.

● Attachments with the following file extensions are not supported: .ade, .adp, .app, .asp, .bas, .bat, .cer, .chm, .cmd, .com, .cpl, .crt, .csh, .exe, .fxp, .hlp, .hta, .inf, .ins, .isp, .its, .js, .jse, .ksh, .lnk, .mad, .maf, .mag, .maq, .mar, .mas, .mat, .mau, .mav, .maw, .mda, .mdb, .mde, .mdt, .mdw, .m


dz, .msc, .msi, .msp, .mst, .ops, .pcd, .pif, .prf, .prg, .pst, .reg, .scf, .sct, .shs, .tmp, .url, .vb, .vbe, .vbs, .vsmacros, .vss, .vst, .vsw, .ws, .wsc, .wsf, .wsh

● Except for files added by you as attachments to a conversation, you cannot delete file attachments added by other users. When you delete a file, the conversation still retains the filename to retain the history of file attachments in the conversation.

NoteThe SAP Ariba solution appends the text "(Deleted)" to the filename of a deleted attachment to help you identify whether the file was deleted from a conversation.

Procedure

1. Click the attachment icon .2. Click the Drag and Drop label and navigate to the appropriate location on your system to select one or more

files that need to be attached.3. Complete the actions required to attach the files to the message. Alternatively, you can drag and drop the files

to the conversation window.4. To delete an attachment, click the delete icon (×) next to the file attachment.

5. To download an attachment from a conversation, click the download icon next to a file attachment and complete the actions to save the file to a location on your system.

Related Information

How to make a phone call to a user [page 232]How to open a document from an email message [page 233]

How to make a phone call to a user

You can call a user whose name appears the list of messages in a conversation if that user's profile includes a contact number.

Prerequisites

Ensure that you have configured a voice calling application, such as Microsoft Skype, to call users online.



Context

● A call icon appears next to the name of a user in a conversation if the user's profile is configured with a phone number.

● Changes to user profiles, such as adding a phone number, deleting a phone number, or updating an existing number do not appear in an ongoing conversation. Changes to the phone number of a user automatically takes effect in an ongoing conversation in one of the following cases:○ The user whose phone number is changed makes a call to another user using the call icon in a new

conversation that is created after the user's phone number changed.○ A participant in a new conversation that is initiated after the user's phone number was changed, calls the

user.● The conversation history of a document does not store records of phone calls between users.

Procedure

1. Perform one of the following actions:a. On the Summary tab of the document, click the conversation icon, and then click the call icon for the

appropriate user.b. On the Messages tab of the document, click the appropriate conversation, and then click the call icon for

the user whom you want to contact.2. Complete the actions required to call the user from your voice messaging application.

Related Information

How to open a document from an email message [page 233]

How to open a document from an email message

Email messages that are part of conversations related to documents, such as purchase orders or invoices include the IDs of those documents. The document IDs appear as links using which you can view those documents in your SAP Ariba solution.

Procedure

1. Open the appropriate email to view the message related to an order or an invoice.2. Click the ID of the document in the message.3. Complete the actions required to log in to your SAP Ariba solution and view the document.


Closing individual lines in a purchase orderYou can close, or reopen, individual line items in a purchase order if your site allows it. This makes it unnecessary to do a change order when only a small number of line items need to be closed for various actions.

You can close individual lines in a purchase order for invoicing or receiving. In addition, you can select all of the line items and close them for adjusting and receiving, for change, or for all actions. Closing all line items for any of these actions has the same effect as closing the PO for that action. Line items closed in this way can also be reopened in the same way. For example, individual lines closed for invoicing or receiving can be reopened by selecting them. Similarly, all line items closed for one of the other actions can be reopened by selecting all of them.

When you use the feature for the first time after it is enabled, the header level close status of legacy POs will be used to update the line item close status, to make them consistent with the new behavior. For example, if a PO was closed for receiving, this status would be added to all the line items in the PO.

This feature is controlled by a site configuration parameter, Application.Purchasing.AllowPurchaseOrderLineClose, that SAP Ariba can set for you.

NoteAfter enabling this feature, the option to close or reopen a PO from the header will not be available. Closing line items will be the only option available. To close a PO, you must select all the line items, and then select close.

NoteYour administrator can set the Disable close or reopen of individual service child line items (Application.Purchasing.SkipChildLevelCloseOnOrder) to Yes to disable closing or reopening of individual service child line items. See Disable close or reopen of individual service child line items.

Related Information

Closing lines for invoicing [page 234]Closing lines for receiving [page 235]Closing lines in ERP orders [page 236]How to close individual lines in a purchase order [page 237]

Closing lines for invoicingYou can close individual lines for invoicing only for PO-based invoices.

When this feature is enabled, you do not have to close the entire PO for invoicing when only some of the lines have been fully invoiced. When individual lines are closed, the corresponding PO will be shown on the invoice creation page without the closed lines. Invoices can be created for the available lines in the PO.

For invoices received from Ariba Network, or through cXML post, the invoice will be rejected if the PO is closed. When this feature is enabled, the closed lines will be marked by the following new IR Exception type: Line Closed



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for Invoicing. If an invoice is submitted, and then the line is closed for invoicing, the exception will be generated when the invoice is approved. The invoice will not be rejected in this case. For cXML invoices, the entire invoice is rejected if any of the lines it contains is closed for invoicing.

For Evaluated Receipt Settlement (ERS) on creation of receipts, if a line is closed for invoicing, the invoice that is generated when the receipt is created will not have the closed line. There is no change in the behavior of credit memos.

Related Information

Closing lines for receiving [page 235]Closing lines in ERP orders [page 236]How to close individual lines in a purchase order [page 237]

Closing lines for receiving

You can close individual lines for receiving. This only applies to manual and auto-receiving.

When the feature is enabled and a line item is closed for receiving, the corresponding receipt in the Composing state will not allow you to receive the line item. You can view the close status in the corresponding field. When you close only one line for receiving, out of two or more lines, the order will not move to the Receiving state. In the case of auto-receiving, the closed line items will be ignored while receiving, and appropriate log entries will be added. When you click the Accept All button to accept outstanding quantities for all receipts, the closed PO lines will not be included. The Close Order radio button to close the order is not available on the receiving page, so you cannot use this option to close the order when a receipt is approved.

NoteFor legacy orders created before this feature is turned on, closing a line item for receiving results in the receipt's status changing to Approved or Processed. Reopening the closed line item will not generate a new receipt in the composing status. As a result, the open order can no longer be received from the purchase order user interface. You must open it from the Manage Receive page by searching for it using the All filter. After all legacy orders have been processed this will no longer be an issue as the receipt stays in Composing status.

Related Information

Closing lines in ERP orders [page 236]


Closing lines in ERP orders

You can close individual lines in ERP orders. The process of closing lines for ERP orders is similar to that for direct orders.

When this feature is enabled, the sending of the close order status to the external ERP system will change from the header level to the line level. As the order line items are closed individually, the line level status will be sent to the ERP system. To enable this, the Export Purchase Order Close Status data export task has been changed by replacing the Close_State field with the ClosedState field. If your site is configured to wait for an acknowledgment from the ERP system about the receipt of the status before proceeding with closing or reopening line items, an appropriate status message will be displayed until the acknowledgment is received. The Closed State column shows the action for which a line is closed, for example, Receiving, or if a line is open, it shows Open. For ERP orders, the status is displayed with "Awaiting Response" appended, to indicate that the line close status has been transmitted to the ERP system and an acknowledgment from it is awaited. For example, it will show Receiving (Awaiting Response) for a line closed for receiving.This applies to lines closed for receiving and invoicing. You will not be able to close or reopen lines that are awaiting a response.

For orders closed by closing all line items, for change, adjust and receive, or for all actions, your buying solution waits until the acknowledgment of successful transmission for all lines before moving the order to closed status. If success response is received for some lines, and failure response is received for some others, the transmission status of the entire order will be treated as failed, and the order is reopened.

Related Information

How to close individual lines in a purchase order [page 237]

Closing for receiving and invoicing

You can close purchase order line items for both receiving and invoicing.

You can use the Close for Receiving and Invoicing option from the dropdown to choose the line-item close option to close the line item for receiving and invoicing.

Related Information

Enforcing order close status imported from SAP back-end systems [page 240]



How to close individual lines in a purchase order

You can close open line items or reopen closed line items in a purchase order.

Procedure

1. In the Line Item summary table on the PO details page, click the checkbox to select the line item to be closed or reopened.

2. From the Actions dropdown, select one of the following options:

○ Close: For open line items. Clicking this opens a popup with a dropdown to choose line-level close options, and a text box to enter comments.

○ Reopen: For closed line items. Clicking this opens a popup with a text box to enter comments.3. In the summary table, view the status of the line item in the Closed State column, which shows the action for

which the line is closed, for example, Receiving.

Prevent individual lines in ERP orders from being closed or reopened in SAP Ariba solutionsYou can configure the SAP Ariba solutions such that the individual lines in ERP orders can be closed or reopened only in the ERP.

Some organizations implement certain controls within their ERP systems for closing or reopening individual lines in ERP orders. As the controls are implemented in the ERP system, they prefer to prevent these actions from being performed within the SAP Ariba solutions. Purchasing users and purchasing agents can close the individual lines only in the ERP.

To configure this scenario for your site, contact SAP Ariba Support to set the following parameters for you:

● Application.Procure.AutoCloseFullyReconciledOrders: This parameter must be set to DoNotAutoClose.

● Application.Purchasing.DisableManualClosingOfPurchaseOrderLines: This parameter must be set to Yes.

When the parameters are configured, the Close and Reopen options are not displayed under Actions in the line items section of the purchase order.


Automatic and manual closure of bulk purchase orders

You can choose to close purchase orders automatically or manually, using any of the following methods:

In general, you can choose one of the following methods for closure of bulk orders:

● Automatic closure of orders after a specific period of non-activity● Manually select multiple orders from the user interface and mark them for closure

All purchase orders that have any of the following statuses can be selected for closure:

● Ordered● Receiving● Received● Shipping● Shipped● Confirming● Confirmed● Canceling● Canceled● Closed for Receiving● Closed for Invoicing● Closed for Changes

NotePurchase orders in the Ordering state cannot be closed.

NoteYou can configure your site to disable the automatic closure of service purchase orders. Contact your administrator to enable the Disable automatic closure of service purchase orders (Application.Purchasing.DisableAutomaticClosureOfServicePurchaseOrders) parameter.

Automatic closure of bulk purchase orders

When your site is configured to close purchase orders automatically, your buying solution selects purchase orders for closure based on the number of days of non-activity (or last updated date) on these orders.

To configure the number of days of non-activity that must be considered for closure, your administrator can set the Configure number of days for closure of inactive purchase orders (Application.Procure.ConfigureDaysOfNonActivityToClosePO) parameter. See Configure number of days for closure of inactive purchase orders.



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For example, you configure your site (associated parameter value) with the value as 365 days (SAP Ariba-recommended value). When the scheduled task runs, your buying solution does the following:

● Searches for all purchase orders in the system that have the last updated date as more than 365 days before the scheduled task is executed.

● Selects those purchase orders and processes them for closure.

Related Information

How to manually close purchase orders in bulk [page 239]How to close purchase orders closed for changes, receiving, or invoicing [page 240]Disable automatic closure of service purchase orders

How to manually close purchase orders in bulk

You can manually close purchase orders in bulk. For any orders you’re not able to close, your buying solution sends an email notification to the user who submitted the request.

Prerequisites

You must belong to at least one of the following groups to be able to perform this action:

● Purchasing Manager● Purchasing Agent● Close Order

Procedure

1. On the dashboard, click Manage Purchase Orders .2. On the Purchase Orders page, enter the appropriate search filter values and click Search.3. The Search Results section lists all the purchase orders matching the search filter values that you specified.4. Check the checkboxes corresponding to the purchase orders that you want to close and click Close for All

Actions.5. On the confirmation page that appears, add appropriate comments, if required. The comments that you enter

here apply to all purchase orders selected for closure.


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Results

NoteThe close order status for all selected purchase orders is reflected after the scheduled task is completed.

NoteIf the scheduled task is not able to process any of the selected orders to closure successfully, your buying solution sends an email notification to the user that submitted the close order request.

Related Information

How to close purchase orders closed for changes, receiving, or invoicing [page 240]

How to close purchase orders closed for changes, receiving, or invoicing

You can still close purchase orders that are already closed for changes, receiving, or invoicing.

Procedure

1. On the dashboard, click Manage Purchase Orders2. On the Purchase Orders page, enter your search terms and click Search.3. Click the order you want to close for all actions and click Close.4. The Close Order page is displayed. When you select an order that is already closed for changes, receiving, or

invoicing) the only option available for selection is Order Closed for All Actions.5. Click OK.

Enforcing order close status imported from SAP back-end systems

You can enforce the order close status imported from your SAP back-end system through SAP Ariba Cloud Integration Gateway in your buying solution from SAP Ariba.

Your site must be integrated with your SAP back-end system through SAP Ariba Cloud Integration Gateway. You can use the Import ERP Order line items Close/Reopen status web service integration task to import the ERP



order close statuses from your SAP system. It can be used to close individual order line items, or to change the line item close status from one status to another, to reflect the status change in your SAP system.

The web service request from the SAP system or from SAP Ariba Cloud Integration Gateway will have the list of unique identifiers of the purchase orders to be closed, and for each purchase order, the line number in the SAP order of the line item to be closed or reopened, and the corresponding status (represented by an internal status code). Individual line items in an order can be closed for the following actions:

● Invoicing● Receiving● Receiving and invoicing

An order can have its status set as delivery completed or final invoiced in the SAP system. In buying solutions from SAP Ariba, these statuses correspond to the closed for receiving and closed for invoicing statuses, respectively. If the status of an order is set to delivery completed and final invoiced, the closed for receiving and invoicing status will need to be enforced in the buying solution.

In buying solutions from SAP Ariba, it is possible to close an order for invoicing, and still receive goods against an order. This is done when an order has been partially received and invoiced, after which it is closed for invoicing. In this case, you can still receive the remaining part of the order. If the order is marked as delivery completed and final invoiced in the SAP system, and the closed for receiving and invoicing status is enforced in the buying solution, you can neither receive nor invoice against the corresponding order.

Prerequisites

Before using this option, ensure the following:

● The ability to close individual line items in a purchase order is turned on for your site.● Support for SAP Ariba Cloud Integration Gateway is enabled in your buying solution.● Support for asynchronous integration events for the web service channel in SAP Ariba Cloud Integration

Gateway is enabled in your solution.

Related Information

Closing individual lines in a purchase order [page 234]


How to force cancel an order or paymentUse the Force Cancel command when you have used Ariba Network to cancel a purchase order or payment transaction with a supplier and the cancellation process has been interrupted, stalling the order or payment transaction in the system. In this case, the status does not progress beyong Canceling.

Prerequisites

You must be a Purchasing Administrator to force cancel an order or payment.

Context

The only orders and payments you can force cancel are those with a status of Canceling. When you use the Force Cancel command, the status of the order or payment transaction changes from Canceling to Canceled, allowing the cancellation process to continue. Keep in mind, however, that only the status changes: you must take further action to actually cancel the order, such as call the supplier.

Procedure

1. On the dashboard, click Manage Purchase Orders or Manage Payement Transactions .2. On the resulting page, enter search terms for the PO or payment transaction you want force cancel,, and click

Search.3. Click the ID link for the order or payment transaction.4. Click Force Cancel.5. Add any comments you want to include, then click OK.

How to force ordersThe Force Order command is available for orders for which the cancellation action is interrupted and has stalled in your buying solution or in Ariba Network.

Prerequisites

You must be a Purchase Manager to force orders.



Context

Use the Force Order command to manually force a purchase order through your buying solution when there has been an interruption in the ordering process and there is no other way to recover from the problem. The only orders you can force are those with a status of Ordering.

Procedure

1. On the dashboard, click Manage Purchase Orders .2. On the Purchase Orders page enter search terms for the PO you want force, and click Search.3. Click the Order ID link for the purchase order you want to force.4. Click Force Order.5. Add any comments you want to include, then click OK.

Order fulfillmentYou can view a summary of the fulfillment status changes on the View Request Details page, and view details of the changes on the View Item Details page.

When fulfilling an order, the supplier sends order confirmation messages and advanced ship notices to acknowledge changes in the fulfillment status.

For example:

● On receiving the order, the supplier sends an order confirmation to confirm that the order was received, though not necessarily that the order will be completed as you have requested.

● When there is a change to the quantity accepted, accepted with changes, back ordered, rejected, or substituted, the supplier sends an order confirmation message.

● When there is a change to the number of items shipped, the supplier sends an advanced ship notice.

Specific users receive email notifications of order confirmation and shipment activities. For example:

● Purchasing agents and requesters receive notification messages when an order is confirmed or fails to be confirmed.

● Purchasing agents, receiving managers, and requesters receive notification messages when an order is shipped or fails to ship.

NoteThese features are available if they are enabled on your site during configuration.

NoteYour buying solution updates the status of the orders (Confirming or Confirmed) as received from Ariba Network, and includes details such as the tax amounts, comments, or attachments added at the order header level or the line item level.


Related Information

How to view order fulfillment status [page 244]About updating order status based on order fulfillment status [page 245]

How to view order fulfillment status

When an order is routed through Ariba Network, you can view the current order fulfillment status.

Context

When an order confirmation or advanced ship notice is received for all purchase orders associated with the requisition, the requisition status is updated to Ordered.

NoteIf an order has been sent manually, this information is not available.

Procedure

1. On the dashboard, click the My Requisitions action tile to see a list of your requisitions.2. Click any requistion in the list for which the status is Ordered.

Tthe status of an order is displayed in the Status column.3. Click the Order ID link for an order to see its details.4. Click Detail to view additional fulfillment details about how the order is being handled or fulfilled.

Details include the line item details, accounting information, shipping information and comments, if any.

If applicable, you also see:

○ Carrier○ Number shipped○ Number accepted○ Number accepted with changes○ Number back ordered○ Number rejected○ Number substituted

If the purchase order or a changed purchase order contains line items with advanced pricing details, the Line Item Details section contains the advanced pricing details.



Related Information

About updating order status based on order fulfillment status [page 245]

About updating order status based on order fulfillment status

Your site can be configured to update purchase order statuses based on the order fulfillment status.

When configured, the purchase order status is updated based on the actual status of the items in the order confirmation messages sent by suppliers. The order confirmation status associated with each line is displayed at the purchase order line level and the overall order confirmation status is displayed at the header level. You can also specify order confirmation status as a search filter when searching for purchase orders.

Additionally, the order status is updated to Confirmed only when the supplier confirms all the items in the order. If the supplier rejects all the items in an order then the status is updated to Rejected. In all other scenarios the status of the order remains as Ordered.

The following order confirmation statuses are displayed on purchase orders:

● Confirmed - when all the items are confirmed by the supplier● Partially Confirmed - when one or more items are confirmed and none are rejected by the supplier● Rejected - when all the items are rejected by the supplier● Partially Rejected - when one or more, but not all items are rejected by the supplier

The following additional order confirmation statuses are displayed on purchase orders if the enhanced order confirmation functionality is enabled:

● Confirmed with changes: The supplier has confirmed all items on the order with changes for one or more items.

● Partially confirmed with changes: The supplier has confirmed one or more items with changes. No items have been rejected by the supplier.

The Order Confirmation Status field at the header level of the order displays the overall order confirmation status and the Order Confirmation Status column at the line level displays the relevant order confirmation statuses of each line item.

You cannot create invoices against rejected items. For invoices received from Ariba Network, or through cXML post against rejected items, the following invoice exceptions occur:

● PO Line Rejected for Invoicing - for rejected items in a partially rejected order.● PO Rejected for Invoicing - for all items in a fully rejected order.

Related Information

Enhanced order confirmations [page 246]


Enhanced order confirmations

You can use the enhanced order confirmation functionality to review order confirmations in the context of purchase orders and accept one or more changes proposed by a supplier to create order confirmation-based change orders.

In the default configuration, to review order confirmations with reference to purchase orders, you need to manually compare line-item details on both documents to assess changes proposed by suppliers. You can have your site configured to use the enhanced order confirmation functionality to easily review details on an order confirmation on a separate tab on the corresponding purchase order and initiate change orders if necessary. The enhanced order confirmation functionality provides the following benefits:

● Additional order confirmation states for confirmed or partially confirmed line items for which suppliers propose changes while confirming orders. These statuses at the header level allow you to filter search results to find orders that have been confirmed with changes. Similarly, these statuses at the line level allow you to quickly identify which line items have been changed.

● Differently formatted text, such as colored text and strikethrough text on order confirmations and associated emails to draw your attention to changes to important details (for example, changes to unit price values, part numbers, and item descriptions) to compare new and changed values.

If you want to review the order confirmation when the quantity confirmed by suppliers is greater than the ordered quantity, your customer administrator must enable the Allow order confirmation review for excess confirmed quantity (Application.Purchasing.AllowOrderConfirmationReviewForExcessConfirmedQuantity) parameter. This parameter is effective only when the Application.Procure.EnableOrderConfirmation parameter (set by SAP Ariba Support) is enabled.

Line-level order confirmation statuses

The following statuses are displayed at the line-level in the review order confirmation tab:

● Accepted with substitution - Indicates that the supplier part number was changed for the line item.● Accepted with changes – Indicates that fields other than the supplier part number were changed for the line

item.● Accepted as is – Indicates that either no change was made, or only the delivery date might have changed.● Backordered – Indicates that the line item can't be fulfilled at the current time because of a lack of available

supply.● Rejected - Indicates that the line item has been rejected.

Related Information

How to review an order confirmation (applicable for sites enabled for the enhanced order confirmation functionality) [page 247]How to create an order confirmation-based change order (applicable for sites enabled for the enhanced order confirmation functionality) [page 248]Allow order confirmation review for excess confirmed quantity



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How to review an order confirmation (applicable for sites enabled for the enhanced order confirmation functionality)

You can review an order confirmation before you choose to accept the changes proposed by the supplier to initiate a change order.

Prerequisites

● You must be either the preparer or a requester associated with the corresponding requisition to be able to review an order confirmation.

NoteMembers of the Purchasing Manager group can also review order confirmations.

● By default, order confirmation review tasks are displayed only in the To Do list of preparers and requesters of the corresponding requisitions. Your buying solution can be configured to ensure that order confirmation review tasks are displayed in the To Do list of users belonging to the Purchasing Manager group or any child groups assigned to the Purchasing Manager group. Contact your site's customer administrator if you want to turn this feature on in your test or production site.

● By default, the Order ID column that contains the ERP purchase order ID is not displayed in the To Do list. You can use the Show/Hide Columns section of the menu to select the column for display.

Procedure


○ On the dashboard, click the title of the order confirmation you want to view in the To Do content item.○ Open the purchase order for which an order confirmation has been received and then click Review Order

Confirmation.

The Review Order Confirmation page appears.2. Review the order confirmation and perform one of the following actions:

○ Click Remove from To Do to remove the order confirmation from your To Do list.For requisitions in which the preparer and requester are different users, this action removes the order confirmation from both the preparer and the requester's To Do list.

○ Click Back to return to the previous page.

Next Steps

You can choose to accept the changes proposed by the supplier on the order confirmation and create a change order. For more information, see How to create an order confirmation-based change order (applicable for sites enabled for the enhanced order confirmation functionality) [page 248].


How to create an order confirmation-based change order (applicable for sites enabled for the enhanced order confirmation functionality)

After you review the changes proposed by a supplier on an order confirmation, you can choose to accept those changes to create a change order.

Prerequisites

You must be either the preparer or a requester associated with the corresponding requisition to be able to create an order confirmation-based change order.

NoteMembers of the Purchasing Manager group can also create order confirmation-based change orders.

Procedure

1. Open the purchase order for which an order confirmation has been received.2. Click Review Order Confirmation and review the details provided by the supplier on the Review Order

Confirmation page.3. Do one of the following:

○ To choose specific lines and include only those changes in the change order, select the required lines, and then click Apply Changes Selected Lines .

NoteIf your selection for a line item includes multiple changes for a single attribute, error messages are displayed when you apply the changes. For example, if you select two lines which have different unit price values for the same item, an error message is displayed. In this case, you can select only one of these lines to apply a change to the item's unit price.

○ To automatically apply all changes in the change order, click Apply Changes Selected Lines .

A revised version of the corresponding requisition appears with the changes updated from the lines on the order confirmation.

RememberAfter you accept the changes, you cannot go back to view the order confirmation. You can choose to undo your changes by clicking the Exit button and start all over again, if required.

4. Add new line items, if required.5. Review the changes you made and click Submit to submit the requisition for approval.



Resending purchase orders to suppliersWhen a supplier loses the emailed order, you can configure you site so that you can resend the order instead of recreating the order.

In some purchasing scenarios, suppliers inadvertently lose the emailed orders or do not receive the orders because of incorrect email addresses. If configured for your site, you can resend the same orders to the suppliers instead of creating the orders again.

While resending an order, you can retain the email address to which the order was previously sent and optionally, specify the email address of an additional contact in the supplier organization.

The buying solution creates a change order and sends a revised version of the order to the supplier after you initiate the resend order action. The History record of the order includes the corresponding actions in the following sequence:

Action Summary

Initiated resending order Indicates that the buying solution has initiated a resend order action.

Changed Indicates that a change order has been created.

Ordered Confirms that the order has been resent to the supplier.

Related Information

How to resend a purchase order to a supplier [page 249]

How to resend a purchase order to a supplier

When changes are made to an order, you add additional suppliers and comments to the updated order before the revised version is sent.

Prerequisites

● You can resend orders to suppliers whose preferred ordering method is Online or Email.● You must have membership of the Resend Purchase Order or the Purchasing Agent group. Alternatively, you

can resend orders for which you are the requester in the associated requisition.● The order you need to resend must be in the Ordered state and must not be fully or partially received.


Procedure

1. Open the order.2. Click Resend to Supplier.

The Resend purchase order to supplier screen appears. The Supplier email address field on this screen retains the supplier email address to which the order was previously sent.

NoteYou cannot change the email address specified in the Supplier email address field.

3. (Optional) Enter the email address of an additional supplier contact in the User specified email address field.4. Add appropriate comments to justify your action.5. If you want the comments to be visible to the supplier on Ariba Network, choose Comments visible to

supplier.6. Review the email addresses of the supplier contacts for correctness and click OK to send the order.

Results

The buying solution initiates a change order action and sends a revised version of the order to the email address of the supplier contacts.

Customizing purchase order and invoice print layoutsAdministrators belonging to certain groups can create custom templates for purchase orders and invoices, and associate templates with a specific purchasing unit.

Administrators belonging to the Customer Administrator, Purchasing Administrator, and Invoice Administrator groups can customize the print layout of purchase orders and invoices. They can add, remove, rename, and rearrange the various available fields in each section of the print layout. They can also add logos and signatures to be displayed in the print layout.

Administrators can create multiple templates for purchase orders and invoices and users can select the template that they want when printing individual orders and invoices. They can also select the locale that they want the document to be printed in.

When creating each template, administrators can optionally associate the template with a specific purchasing unit (company code in SAP variants). Only those templates that are not associated with any purchasing unit and those that associated with the same purchasing unit as that of the approvable document being printed are available for selection to users.

Users can also choose to download the print document in a PDF format. They can also print multiple purchase orders or invoices together by saving them as a single PDF file and printing it. SAP Ariba recommends that users select no more than 10 documents to print them together.



Related Information

How to print POs or invoices using print templates [page 251]How to create a print layout template [page 252]How to edit a print layout template [page 253]How to customize the layout in a print layout template [page 253]

How to print POs or invoices using print templates

You can print orders and invoices using available print layout templates. You can also print multiple purchase orders or invoices together by saving them as a single PDF document.

Procedure


Or select Invoice to search for invoices.

2. Click the search icon ( ) to start the search.

The search results page is displayed.3. Refine your search using the search filters if required and click Search.4. Select one or more purchase orders or invoices that you want to print and click Print.5. In the Print Options popup window, select the required print template, print locale, edit the PDF file name if

required, and click OK.6. Save or open the PDF file when prompted.7. You can then print the PDF file.

Related Information

How to create a print layout template [page 252]How to edit a print layout template [page 253]How to customize the layout in a print layout template [page 253]


How to create a print layout template

As an administrator, you create print layout templates to customize the print layouts of purchase orders and invoices.

Procedure

1. On the Home dashboard, click Manage Print Templates .2. On the Print Templates page, click Create New to create a new print template.3. Provide the following information as required:


Template Name A default template name is displayed by default. You can edit this name as required.

Template Id A default template ID is created.

You cannot edit the template ID.

Approvable Type Select the approvable type that you want the template to be applicable to.

For example, select Purchase Order if you want to create a print layout for purchase orders.

Purchasing Unit

Company Code in SAP variants.

Select an available purchasing unit or company code that you want this template to be associated with.

4. Click OK to save your changes.

The print layout page with the available fields is displayed.5. You can add, remove, rename, or rearrange fields in each section of the print layout. You can also upload logo

and signature files.

For more information, see How to customize the layout in a print layout template [page 253].6. Click Save to save your customized print layout.

A new print layout template is created and moved to the Draft status. You must publish a print template for it to be available for selection when printing the approvable document.

7. To publish the template, click Actions and select Publish.

Related Information

How to edit a print layout template [page 253]How to customize the layout in a print layout template [page 253]



How to edit a print layout template

Members of the Customer Administrator, Purchasing Administrator, and Invoice Administrator groups can edit print layout templates.

Procedure

1. On the Home dashboard, click Manage Print Templates to view a list of available print templates.2. Locate the print template that you want to edit. You can use the search options to search for the template that

you want to edit.

NoteYou can edit only those templates that are in the Draft or Revising statuses.

To edit a template that is in the Published status, click Actions and select Revise.3. To edit, the attributes of the template, click Actions and select Edit Attributes.4. Make changes as required and click OK to save your changes and return to the Print Templates page.5. To edit the print layout, locate the template again, click Actions, and select Edit Layout.

The print layout page is displayed.6. Make changes as required and click OK to save your changes and return to the Print Templates page.

For more information on editing the layout, see How to customize the layout in a print layout template [page 253].

Related Information

How to customize the layout in a print layout template [page 253]

How to customize the layout in a print layout template

You can add, remove, or rearrange fields in each section of the print layout.

Procedure

1. While you're creating or editing a print layout template, navigate to the print layout page.2. The following table lists the various actions that you can perform in the print layout page:


To... Do this...

Upload a logo Click Browse to browse to the location of the file and click Upload Logo.

To remove a logo, click Remove.

Edit the label of a field Click the field name and select Edit Label.

If you edit a field label, ensure that you contact SAP Ariba Customer Support to edit the relevant translations.

NoteYou cannot edit the labels for computed fields (also called derived fields). Contact SAP Ariba Customer Support to create a custom field with the same value as the computed field. Remove the computed field from the layout, add the custom field, and then change the label of the custom field.

Remove a field Click the field name and select Remove from this layout.

Rearrange the layout of the fields Click the field and drag it to the location you want to move it to.

When you drag a field, dotted guidelines show you where you can move the field to.

NoteYou can only move fields within the same section.

Add a field to the header section Select the field that you want to add from the Header fields menu and click Add field to header section

Add a field to the line item section Select the field that you want to add from the Line item fields menu and click Add field to line item section

Upload a signature Click Browse to browse to the location of the file and click Upload Signature.

To remove a signature, click Remove.

3. Click Save to save your changes.

Restricting the ability to delete attachments on purchase orders

This functionality allows customers to restrict requesters of purchase orders, or other users from deleting attachments from approved orders. It allows users assigned to the new Remove Attachments group to override this restriction and delete attachments. However, no user will be able to add attachments directly to purchase orders. To add attachments, users will need to change the requisition and create a new version.



Restricting the ability to delete attachments from an approved purchase order is an important requirement to preserve the integrity of the document. This is required for audit compliance in highly regulated industries like the medical industry.

Your administrator must set the parameter Restrict adding and removing attachments on purchase orders (Application.Purchasing.RestrictAddRemoveAttachmentOnPO) to turn on this functionality.


Topics about receiving

About receiving [page 256]

Additional Information Needed page [page 282]

About receivingYou can receive an order manually or automatically, or you can use line-level receiving to import external receipt data after the receipt is created in the ERP system.

To view the Receive option in the user interface and perform all receiving functions, you must belong to any one of the following groups:

● Purchasing User● Receiving Agent● Receiving Manager

When items from a supplier arrive at their shipping destination, the receiving process begins and a receipt is created using one of the following methods:

● Manual receiving: creating a receipt manually in your buying solution● Automatic receiving: configuring your buying solution to automatically create receipts● Line-level receiving: importing external receipt data after creating receipts in the ERP system

By default, the person responsible for the receiving of ordered items creates a manual receipt of the items by quantity or amount, and submits it for approval.

Receipts can also be handled for a single order using a combination of manual and imported receipts.

Manual receiving

When you manually receive an order, you can revise the receipt to match the actual items received or file a return when items are damaged.

Manually receiving involves these basic steps:

1. Find the order associated with the items you received.

NoteYou can only receive against orders in the Ordered or Receiving states.

2. Create a receipt that indicates the extent to which the order was received. A purchase order can have one or more receipts.For example, an order might be only partially received because the items are on a back order, or you might reject some items because damages were incurred during shipping.



If the order is partially received and remains open, you must create additional receipts as you receive additional line items.

RestrictionIf your buying solution is integrated with SAP ERP, ensure that you create separate receipts for each purchase order. While partial receiving is supported, a single receipt for multiple purchase orders is not supported.

NoteThe status of the purchase order changes from Ordered to Receiving when the first (partial) receipt is created for an order.

When receiving, you can:○ Edit a receipt to revise the quantity or amount until the receipt has been fully approved.○ Revise the quantity or amount upward by entering positive values.○ Revise the quantity or amount downward by entering negative values.○ Create negative receipts to take corrective actions against an order that was received with errors. For more

information, see How to perform negative receiving for partially-received purchase orders [page 273].○ Perform product returns. As a process, this action provides the ability to return purchases from within your

buying solution. For more information on product returns, see About Product Returns [page 276].You can also create a new receipt to revise the quantity or amount for a receipt that has been fully approved. When creating new receipts, enter positive values to revise the quantity or amount upward, and enter negative values to revise the quantity or amount downward.

3. Submit the receipt for approval.If the receipt is denied, you must resolve the problem and continue the receiving process until all items are received, or until the order is closed short.

4. Close the order.When you close an order, its status changes from Receiving to Received and the process is complete.

NoteWhen you change an order, any receipts associated with the original order are copied to the new order.

Manual receiving: helpful hints● You can receive multiple orders at one time, if the orders do not require additional data. If your buying solution

determines that any orders require asset or other data, you are notified to enter individual receipts for those items.

● If a requisition contains line items that do not require a receipt (as configured by your administrator in the case of Auto Receipt, or when the receiving feature is disabled), those line items have a status of Ordered when the requisition is fully approved.

Purchasing guide for procurement professionalsTopics about receiving PUBLIC 257

Manual Receiving: workflow diagram

Manual receiving: receipt statusesA receipt is created when a purchase order is in the Ordered state. The receipt moves through the following states from creation to approval or denial:

Status Description

Composing When the purchase order is in the Ordered state.

NoteIf an order is partially received (PO moves to Receiving state), the receipt that gets created for the remaining items goes into the Composing state.

Submitted When there are multiple approvers for the receipt.

Denied When one of the approvers rejects (deny) the receipt.

Approved When all approvers accept (approve) the receipt.



Automatic receiving

Automatic receiving can eliminate time spent on data entry for low value receipts and reduce the risk of pending payments for small invoices awaiting a manual receipt.

Receipts can be created manually or automatically. In the default configuration, every part number is configured for manual receiving by quantity.

NoteYou can also choose to change the quantity or amount of a purchase order or cancel it completely after it is auto-received. That is, you can create negative receipts for auto-received purchase order lines and convert them to manually received lines. Subsequently, you can choose to either change or cancel such purchase orders, or manually receive them in future.

When automatic receiving is enabled for your site, and either the Keep reopened orders in Receiving status after receipt submission (Application.Purchasing.PreventCloseOrderForReceipt) parameter is set to Yes, or the Application.Purchasing.AllowPurchaseOrderLineClose parameter (set by SAP Ariba Support) is set to Yes, the Application.Receiving.AllowManualSubmissionOfAutoGeneratedReceipts parameter (set by SAP Ariba Support) must be set to Yes. If the Application.Receiving.AllowManualSubmissionOfAutoGeneratedReceipts parameter is enabled, receipts generated for the automatic receiving of reopened purchase orders are in the composing state and can be edited and submitted. Else, if the parameter is not enabled, receipts are generated in the submitted state and cannot be edited causing the associated purchase orders to be stuck in the receiving state.

Your administrator can configure receiving types by part number or commodity code to override the default receiving type (manual receipt by quantity) for orders and line items. The administrator can also associate amount thresholds with part numbers and commodity codes when configuring receiving types. (Amount thresholds determine whether a line item is auto-received based on monetary amount.)

Automatic receiving types:

● Auto-receipt on due date: Generates a receipt on the order due date.● Auto-receipt on invoice reconciliation: Generates a receipt when the invoice reconciliation document is

generated.● Auto-receipt on charge reconciliation: For PCard orders, generates a receipt when the charge reconciliation

document is generated.● Auto-receipt on invoice or charge reconciliation: Generates a receipt when either an invoice reconciliation

document or a charge reconciliation document is generated.● Auto-receipt on order date: Generates a receipt when the item is ordered.

Line-level receiving

Line-level receipts allow you to create manual receipts for certain items on an order and then import an external receipt for the remaining items.

In the default configuration, the way you create receipts for the items on an order depend on how the first receiving transaction is processed for the order. In such a case, you can create receipts for an entire order either manually in your buying solution or by receiving the ordered items in an ERP system and then importing receipt data to your buying solution.


If enabled for your site, you can also choose to create line-level receipts for an order by creating manual receipts for some items on the order and importing external receipts for the remaining items on the order. For example, a buyer places an order with a supplier for electrical cables and laptops. The supplier confirms the order and ships the items to different warehouses of the buyer organization. The buyer can receive the items in the following ways:

● Create a manual receipt for the electrical cables in your buying solution.● Import receipt information from the ERP system to process the receipt transactions for the laptops.

The following guidelines apply for line-level receiving:

● If your site is enabled for line-level receiving in the enhanced mode, you can create receipts for a single line item on an order in multiple ways. For example, let a quantity of 10 laptops arrive in multiple shipments. You can receive the first shipment of the laptops through your buying solution and then you can import external receipts for the remaining shipments of the laptops after you receive in the ERP system.If your site is enabled for line-level receiving, without the enhanced mode, you can create receipts for a single line item on an order either in the buying solution or by using imported receipts, but not both. The receiving method for all shipments of a line item depends on the receiving method you use for the first shipment of the item. For example, if an item arrives in multiple shipments, and you receive the first shipment through your buying solution, you cannot create receipts for later shipments of that item using receipt data imported from the ERP system.

● When you reopen an order, the receipts associated with the order are not editable for line items for which receiving transactions were previously processed using receipts imported from the ERP system.

● You can choose to create line-level receipts for items that are configured for automatic receiving. For a line item on an order that is configured for automatic receiving, you can only import the receipt data from the external ERP system to create a receipt in your buying solution. This is allowed only if the previous receipts for the item on the same order were not based on automatic receipts. When you import receipts for an item configured for automatic receiving, the item is no longer eligible for automatic receiving for further receipt transactions associated with the order.

Related Information

Enabling and configuring receiving [page 260]Under receiving and over receiving [page 261]Receiving tolerance at the purchasing unit level [page 262]

Enabling and configuring receiving

After the receiving feature is enabled, you can configure receiving to better manage the receiving process.

Enabling receiving

The receiving feature is available in the default configuration of SAP Ariba Buying and Invoicing only. You can choose to enable the receiving feature in SAP Ariba Buying. To enable this feature on SAP Ariba Buying, have your



Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you.

Configuring receiving

In SAP Ariba Buying and Invoicing and SAP Ariba Buying (when Receiving is enabled), the default behavior of receiving manually can be overriden.

Your administrator can configure any of the following receiving behaviors:

● Auto-receiving based on supplier part number or commodity code.● Threshold amounts for specific commodities and supplier part numbers so that the items are auto-received

only if the order line is under the specified amount.● Receiving types based on specific fields in the requisition.● Tolerance settings to control over- and under-receiving orders, at both the customer site in general, as well as

at specific purchasing unit levels.● When a receipt is approved, check all the receipts for the purchase order or the contract to determine whether

it's fully received. See Check all receipts to set orders or contracts as fully received.● For SAP ERP-integrated sites with the CI-633 feature and the Application.Common.AsyncIntegration

parameter are enabled, update the received date to the current date when the receipt is fully approved. See Update received date for receipts when fully approved.

NoteOrganizations generally use quantity-based receiving for goods items, and amount-based receiving for services procurement items. When you use amount-based receiving types, all invoice accumulators and invoice exception calculations are based on the Amount field only.

Related Information

Under receiving and over receiving [page 261]Receiving tolerance at the purchasing unit level [page 262]

Under receiving and over receivingYour buying solution handles under- and over- receiving depending on the tolerances configured on your site by SAP Ariba Customer Support.

In general, the quantities and amounts on a receipt are expected to match the quantities and amounts of the purchase order. However, sometimes you may receive fewer items or for a lesser amount than what was specified on the purchase order (under-receiving), or you may receive more items or for a higher amount than on the purchase order (over-receiving).

If you submit receipts for quantities and/or amounts that are within the configured tolerance limits, the purchase order will be considered fully received. Tolerances can be defined based on absolute quantity, percentage of


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quantity or value, and Value (line item amount). Your site can be configured so that both absolute and relative tolerances must be met for a receipt to be fully received, or that either one of the tolerance settings must be met for the receipt to be complete.

Examples:

Tolerances for your site are defined as follows. All three attributes must be met for a receipt to be fully received:

● Quantity tolerance setting: 5● Percentage tolerance setting: 2%● Value tolerance setting: $50

NoteIn the default configuration, all three attributes must be met since the operator that is used has AND as the default value. If you want to change this operator, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you.

Purchase order for PartA is for a quantity of 100. The item price is $20. Receiving is configured for manual receipt by quantity:

● Example A - Under-receiving when the quantity does not meet the tolerance limit: Receive by quantity: 96. Order is not fully received and will remain in Receiving state, since it did not meet the 2% limit (under-receiving up to a quantity of 2 for this order).

● Example B - Under-receiving when the quantity is below the tolerance limit: Receive by quantity: 99. Tolerance limits are met and the order is considered fully received and can be closed.

Purchase order for PartB is for a quantity of 200. The item price is $15. Receiving for PartB is configured for manual receipt by amount:

● Example C - Over-receiving when the amount is within the tolerance limit: Receive by amount: $3,050. Tolerance limits are met for percentage limits ($60) and value limits and the order is considered fully received.

● Example D - Under-receiving when the amount does not meet the tolerance limit: Receive by amount: $2,940. Tolerance limit for percentage is met, but tolerance limit for value is not and the order is not fully received. The order remains in Receiving state.

Related Information

Receiving tolerance at the purchasing unit level [page 262]

Receiving tolerance at the purchasing unit level

A purchasing unit is an SAP Ariba concept that lets you save sets of data that are distinct from one another.You can make the purchasing unit object specific to your buying solution, or you can configure an ERP object to serve as a purchasing unit.

Receiving tolerances configured for a customer site determines how your buying solution handles the receiving of all purchase orders that are generated for a company irrespective of the subsidiary or purchasing unit to which that order is associated.



In a complex business scenario where a company has many subsidiaries that function as independent purchasing units, the receiving behavior for such subsidiaries may differ from that of the parent company due to various business requirements. To facilitate such differences at the purchasing unit level, you can now configure the receiving tolerances specific to each purchasing unit.

To configure the receiving tolerances at the purchasing unit level, contact your administrator.

Similar to a customer site-level configuration, tolerances can be defined at the purchasing unit level based on absolute quantity, percentage of quantity or value, and value (line item amount).

NoteIf you choose to configure any one of these tolerance attributes (quantity, percentage, or value) at the purchasing unit level, you must ensure that the other receiving tolerance attributes are also configured at that level.

Limitations for receiving tolerances

Purchasing unit hierarchies for receiving tolerances is not supported.

If a hierarchical structure (parent-child relationship) exists between purchasing units, and a child purchasing unit does not have the receiving tolerances configured, it will not automatically inherit the receiving tolerances configured at its parent purchasing unit level.

In such an event, the receiving tolerances that are configured at your customer site level will be applicable for that purchasing unit.

For example, If you have the following receiving tolerances configured:

● Entire customer site:○ Quantity tolerance setting: 5○ Percentage tolerance setting: 2%○ Value tolerance setting: $50

● PU001 (Parent):○ Quantity tolerance setting: 7○ Percentage tolerance setting: 4%○ Value tolerance setting: $75

● PU002 (child): No tolerances configured.

In this example, the child (PU002) will not automatically inherit the receiving tolerances that are configured for the parent (PU001). Instead, the child purchasing unit will inherit the tolerances configured at the customer site level.

Related Information

Receipt creation for auto-receipt on due date [page 264]


Receipt creation for auto-receipt on due date

If your site is configured for automatic receiving on the order due date, the receipts get approved automatically on the day the order is due. But the approved receipts are not created immediately.

Approved receipts are created on the following morning when the corresponding receipt creation process is run. For more information on this process, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you.

For example, if an order gets into the Ordered state on the current day at 3 PM local time, the receipt for this order does not get created immediately. Your buying solution automatically generates the receipt for this order the following morning when the corresponding process that generates auto-receipts is configured to run.

Related Information

Notifications for receipts, order due date calculation, and need-by date [page 264]

Notifications for receipts, order due date calculation, and need-by date

Your buying solution sends notifications when the receipt of an item is overdue, by the order due date, or by the need-by date.

Your buying solution sends notifications under the following conditions:

Overdue date:

When the receipt of an item becomes overdue, your buying solution sends an email notification to the receipt approvers on the next working day after the receipt has become due.

Order due date calculation:

Your buying solution uses the order due date to trigger certain actions, such as sending email notifications and auto-receiving by due date. The order, or delivery due date is calculated as follows:

For catalog items:● Delay Purchase Until is blank on requisition: Ordered Date plus catalog item lead time adjusted to next

business day;● Delay Purchase Until is not blank on requisition: Delay Purchase Until date plus catalog item lead time adjusted

to next business day.



For non-catalog items:The order due date for non-catalog items is set to be triggered immediately as the default lead time parameter value is set to zero (0). If you want the auto-receiving or email notifications for non-catalog items to be triggered at a later date (for example, next day or 2 days after), have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you to configure the default lead time as required.

For more information, see the Notifications reference guide.

Sending receipt notifications based on need-by date

You can configure your site to send email notifications for receipts based on the Need-by Date specified in the purchase order. You can also configure your site to send escalation email notifications to a receiver’s supervisor in the event that the receiver fails to receive an order.

This feature is applicable to amount-based items and quantity-based items and is available if your site is configured for manual receiving. To configure this feature, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will follow up to complete the request.

When receipt notifications are configured to be sent based on need-by date, the notification behavior can vary depending on specific scenarios:

● Receipt notifications are configured to be sent based on Need-by Date, and there are multiple line items with different Need-by dates: The notification is sent on the earliest Need-by date for a line item that has not been fully received. For example, say a requisition has three line items with Need-by dates of August 1, August 2, and August 3. If the first line item is not fully received then the Need-by date for receipt notification generation will be August 1. However, if the first line item is fully received and the second one is not, then the Need-by date for receipt notification generation will be August 2.

● Receipt notifications are configured to be sent based on Need-by Date, and a change order is created, changing the Need-by date to a past date: The Need-by date from the past is recognized and a receipt notification is sent immediately.

● Receipt notifications are configured to be sent based on Need-by Date, and there are multiple line items - some configured for auto-receiving and some for manual receiving: The receipt notification based on Need-by Date is only sent for the line items that are configured for manual receiving.

● When Need-by Date is set at the requisition header level and not for individual line items, the Need-by Date for the receipt notification is defaulted from the header to individual line items.

Sending receipt information to Ariba NetworkYou can configure your buying solution to send receipt information to Ariba Network, allowing suppliers to view the approval status of receipts and receipt information, such as quantity of items accepted or rejected.

In the default configuration, when receipts are fully approved, suppliers on Ariba Network can only view the receipt approval status, for example, the Approved status.

With receipt information available on Ariba Network, suppliers can create invoices based on actual receipts. This enables quicker closure of receipt transactions and reduces receipt-related exceptions while reconciling invoices. To configure this behavior, have your Designated Support Contact log a service request, and an SAP Ariba Customer Support representative will contact you.


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Related Information

Specifying asset data on receipts [page 266]

Specifying asset data on receipts

Asset receiving provides an option to add asset data (for example, asset serial number and tag number) to the receipt line items that have been identified as assets.

A receipt line item is identified as an asset based on the Part Number or Commodity Code. Enabling the asset data feature helps to ensure that information on a receipt is accurate before the receipt is approved.

If the asset data feature is enabled on your site, it is mandatory to add asset details to the corresponding asset line items in the receipt before it is approved.

You can add asset data in one of the following ways:

● Manually for each received item● By importing asset data from an Excel template

Any approver in the receipt approval workflow can add asset data. Typically, the main receiver adds asset data at the time of receiving, but this data may not be accurate every time. To ensure accurate information is provided, you can add Asset Receiver group users to the approval flow. The asset receiver can then review the asset information that is specified, change it if required, and approve the receipt.

If your site has been configured to receive orders with asset data, then either the requester or any one of the approvers must ensure that asset data is specified before the receipts are fully approved.

In the default configuration, when asset data is enabled for receiving, an asset receiver or the customer administrator is automatically added at the end of the receipt approval flow. This is to ensure that asset data is specified before the receipt is fully approved.

If the asset receiver tries to approve the receipt without adding this asset data, an exception is raised.

Related Information

How to specify asset data manually for received items [page 267]How to specify asset data using an Excel template [page 268]



How to specify asset data manually for received items

You can specify asset data manually for received items.

Prerequisites

To view the Receive option in the user interface and perform all receiving functions, you must belong to any one of the Purchasing User, Receiving Agent, or Receiving Manager groups.

Procedure

1. On the dashboard, click Manage Receive .2. On the Receiving Steps page, select Order ID from the dropdown menu, and if you know the purchase order ID

enter it in the search field.3. Select one of the following radio buttons:

○ Needs Receiving: Select this option to retrieve only those receipts for which you are the active approver or one of the approvers.

○ All: Select this option to retrieve all receipts, including those for which you are not an approver, but for which you are a responsible user, associated with a purchasing unit.

4. Click Search.5. Click the ID of the receipt to open it.6. On the Summary page, click Edit.7. Add the following asset data information for each line item:

○ Serial Number: The serial number of the received item.○ Tag Number: The tag number of the received item.○ Location: The location where the item was received.

8. Click Next to invoke the receiving wizard and click Submit.

Related Information

How to specify asset data using an Excel template [page 268]


How to specify asset data using an Excel template

You can add asset data to the receipt line items by importing data from an Excel file.

Prerequisites


Procedure

1. Open the receipt in which you want to include the asset information.2. On the Summary page, click Edit.3. In the Line Items section, click Import Asset Details.4. On the Import Asset Information for Received Items page, click the link provided to download an Excel format

of the template to import asset data.5. Add the appropriate asset data information in the Excel template.6. On the Import Asset Information for Received Items page, click Browse and complete the actions required to

upload the completed Excel file in which you entered the asset data.7. Click Next to invoke the receiving wizard and click Submit.

Receiving orders from subcontractors

Businesses in some regions are required to categorize their suppliers as subcontractors to ensure timely payment of the orders placed with such suppliers. You can set the date of delivery in receipts created for orders that are fulfilled by suppliers marked as subcontractors.

When items arrive from a supplier at their shipping destination, the receiving process begins and a receipt is created. While creating a receipt, the following fields are included for subcontracting information:

● Depending on whether the supplier is a subcontractor, the Is Subcontractor field displays Yes, No, or Unspecified. This value is based on the value that was set in purchase requisition. You cannot edit this field.

● The delivery date is included as a field. For manual receiving, you must enter the delivery date in the receipt if the supplier is a subcontractor. For automatic receiving of items from a subcontractor, the date of delivery is automatically set as the date received.If there are multiple items for an order and they're received at different times, then the item with the earliest date of delivery is used to calculate the payment schedule.

NoteYour administrator can configure the Date Delivered field to ensure that the date entered is within a specific date range.



Prerequisites

Your administrator must enable the following parameters:

● Identify purchase orders for subcontractors (Application.Procure.EnableSupplierAsSubContractor)For more information about the parameter, see Identify purchase orders for subcontractors

● Include subcontracting details in receipts (Application.Procure.EnableSubcontractingForReceiving)For more information about the parameter, see Include subcontracting details in receipts.

Related Information

Adding subcontractor information for suppliers [page 44]Invoices from subcontractors

How to approve or deny receipts

When you need to approve or deny a receipt, you can quickly find the receipt using the dashboard search bar.

Prerequisites

To view the Receive option in the user interface and perform all receiving functions, you must belong to one of the Purchasing User, Receiving Agent, or Receiving Manager groups.

Procedure

1. On the dashboard search bar, click the content type menu to the left of the search field and select Receipt. Enter specific search terms in the search field, and press Enter or click the search icon ( ). To search for all receipts press Enter or click the search icon without specifying search terms in the search field.

2. On the Search Results page, click the ID link for the receipt you want to approve.3. To approve the receipt, click Approve.

To deny the receipt, click Deny.4. Add any comments you want to include, then click OK.


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Related Information

How to edit receipts [page 270]

How to edit receipts

If a receipt hasn't been approved or denied yet, you can apply edits to the receipt.

Prerequisites

To view the Receive option in the user interface and perform all receiving functions, you must belong to any of the Purchasing User, Receiving Agent, or Receiving Manager groups.

Context

You can edit a receipt before choosing to approve or deny it. You can revise the quantity ordered or revise the price per item until the receipt has been fully approved.

Procedure

1. On the dashboard search bar, click the content type menu to the left of the search field and select Receipt. Enter specific search terms in the search field, and press Enter or click the search icon ( ). To search for all receipts press Enter or click the search icon without specifying search terms in the search field.

2. On the Search Results page, click the ID link for the receipt.3. Click Edit, and then click Ok to confirm that you want to edit the receipt.

Edit the receipt using the same procedures you used when creating the receipt. See How to create receipts [page 277].

Related Information

How to change a purchase order that was automatically received in full [page 271]How to change a purchase order receipt from auto-receiving type to manual [page 272]



How to change a purchase order that was automatically received in full

You can still make changes to a purchase order receipt even when it’s been automatically received.

Prerequisites


Context

You can make changes to or cancel an auto-received purchase order if the goods haven’t been physically received or if the order hasn’t been fully received.

In scenarios where commodities are configured to be auto received on purchase order creation, your buying solution automatically processes those purchase orders to be fully received soon after the order is created.

If you are not associated with any receiving group and are not permitted to receive purchase orders, and you attempt to reopen fully received orders to make changes to the auto receipts, your buying solution displays the message, “Note: This order is currently closed for receiving. Reopen the purchase order to do further receiving.”

You can successfully reopen the order but will not be able to edit the receipts. Your buying solution displays the message, “You have successfully reopened the order, but do not have the required permissions to edit the receipts. A receiving user can now take appropriate actions on these receipts.

Procedure

1. On the dashboard, click Manage Receive .2. On the Receiving Steps page, enter the Order ID of the PO for which you want to edit the auto receipts, or

select the All option to search for auto received purchase orders.3. Select the fully-received PO from the resulting list.4. On the Summary page, click Reopen to edit the receipts.

Related Information

How to change a purchase order receipt from auto-receiving type to manual [page 272]


How to change a purchase order receipt from auto-receiving type to manual

If an automatically received order does not match the receipt, you can manually receive the order and then perform negative receiving to correct the purchase order.

Prerequisites

To view the Receive option in the user interface and perform all receiving functions, you must belong to any one of the Purchasing User, Receiving Agent, or Receiving Manager groups.You must belong to the Receiving group to take action on auto-received purchase orders after you convert them to manual receiving.

Context

If the goods are not physically received yet, and you want to make changes or cancel such auto-received orders, you can change the purchase order receiving type from auto receiving to manual receiving. Subsequently, make the required changes to the partially received line items (take corrective action by performing a negative receiving or change item quantities as required).

You can also reopen purchase orders that were fully received (auto receipt) and make the required changes to the receipt lines.

All auto receipts are converted to manual receipts when you submit or save the changes on this page.

NoteIf you do not have the required permissions to receive the purchase order (not associated with receiving groups), your action (clicking Receive Manually) still converts all auto receipts to manual receipts, but you will not be able to make any changes to these receipts. The Receipts page displays with the message “You have successfully marked this order for manual receiving, but do not have the required permissions to edit the receipts. A receiving user can now take appropriate actions on these receipts.”

Procedure

1. On the dashboard, click Manage Receive .2. On the Receiving Steps page, enter the Order ID of the PO with the auto receipts you want to edit, or select the

All option to search for auto received purchase orders.3. From the search results, click the Order ID for the PO you want to receive.4. For a purchase order with auto receipts that have been partially received, the Receive Manually button is

displayed.5. Click Receive Manually and enter appropriate values and perform negative receiving to take corrective action.

For more information, see How to perform negative receiving for partially-received purchase orders [page 273].



Related Information

Reversal of order status after full reversal of receipts [page 273]

Reversal of order status after full reversal of receipts

If you need to edit an order in the Receiving state, you can request to configure your buying solution to automatically revert it to its previous status so that it can be edited.

In the default configuration, the status of a partially-received purchase order does not change, even after the full reversal of the receipt. The purchase order remains in the Receiving state even when the accepted quantity or amount of received items is reverted to zero.

You can choose to configure your buying solution to automatically revert the status of the purchase order from Receiving to its previous status after full reversal of received quantity or amount. This enables users to edit certain purchase order line item fields such as, Price, and Commodity Code that cannot be edited if the order remains in the Receiving state. To configure this behavior, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you.

Related Information

How to perform negative receiving for fully-received orders [page 273]How to perform negative receiving for partially-received purchase orders [page 274]

How to perform negative receiving for fully-received orders

If you need to update the quantity of accepted or rejected items in a fully-received order, you can perform negative receiving to correct the order.

Prerequisites


Procedure



2. Press Enter or click the search icon ( ) to start the search.3. Select the fully received purchase order, and on the Summary page, click Close.4. On the Close Order page, select Order Closed for Receiving, and click OK.5. On the Summary page, click Reopen.6. Click Receive to make the necessary corrections.7. On the Receive page, specify appropriate values in the Accepted and Rejected fields.

For example, if you wanted to accept 17 numbers out of the total 24, and reject the remaining seven, enter -7 in the Accepted field and 7 in the Rejected field.

This means that out of the total 24 that was originally received, you now want to accept only 17 (and hence the negative value in the Accepted field).

NoteA negative value in the accepted field does not automatically mean this value has been rejected, unless it is explicitly specified in the Rejected field.

8. Enter the Goods Return Tracking Number and click Submit.9. On the Additional Info page, enter any additional information that is required and click Submit.

The Summary page displays the total quantity accepted and rejected.

Related Information

How to perform negative receiving for partially-received purchase orders [page 274]

How to perform negative receiving for partially-received purchase orders

Negative receiving allows you to take corrective action against an order that was received (accepted or rejected) with errors.

Prerequisites




Context

For example, if there is an order that has one line item with the quantity as 10, and you originally specified that only 6 were received; and then discovered that actually only 5 (not 6) were received, you can perform negative receiving to correct this mistake.

As another example, if you wanted to accept 17 numbers out of the total 24, and reject the remaining seven, enter -7 in the Accepted field and 7 in the Rejected field. This means that out of the total 24 that were originally received, you only want to accept 17 (and hence the negative value in the Accepted field).

A negative value in the accepted field does not automatically mean this value has been rejected, unless it is explicitly specified in the Rejected field.

Procedure


2. Press Enter or click the search icon ( ) to start the search.3. Select the purchase order that you have originally received (partially), and on the Summary page, click

Receive.4. To ensure that you have received the correct quantity, you must specify a negative amount in the Accepted

field.5. Click Total Received. The total received quantity is updated with the correct value.6. Click Submit to save the record.

Related Information

How to perform negative receiving for fully-received orders [page 273]

How to perform product returns

If you’re unsatisfied with the product you received, you can return the product and choose if you’d like your refund in the form of a replacement or as a credit.

Prerequisites

To view the Receive option in the user interface and perform all receiving functions, you must belong to one of the Purchasing User, Receiving Agent, or Receiving Manager groups.


Procedure


2. Press Enter or click the search icon ( ) to start the search.3. Select the purchase order that you are receiving.4. Specify the quantity that you are accepting and rejecting, in the Accepted and Rejected fields respectively.5. Specify an appropriate Goods Return Tracking Number and click Next.6. On the Additional Info page, add a reason for rejecting the product and specify the mode of settlement. You

can choose between Replacement and Credit.7. Click Next to view the Summary page. If you are satisfied with the action taken, click Submit.

Related Information

Product returns [page 276]

Product returns

Product returns offer you the ability to return purchases from within your buying solution.

This feature provides users with an audit trail for returned items, reasons for the return, and the settlement requirements for the invoicing and payment process.

While performing a product return action, you can specify the value of the items you are rejecting (quantity) in the Rejected field.

The value you specify in the Rejected field does not effect accruals or invoicing actions as these actions only consider the value in the Accepted field.

When rejecting items, the Goods Return Tracking Number and Return By fields are not mandatory in the default configuration. If you want these fields to be mandatory, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you and mark them as mandatory.

In the Additional Info page, specify the reason for the rejection and the mode of settlement you want. You can choose from the following:

● Replacement: Select this mode of settlement when you want the rejected quantity to be replaced.● Credit: Select this mode when you want the amount value of the rejected items to be credited.

Example: Product return

If there is an order that has one line item with a quantity of 10 and you only received 6, but later rejected 2 additional items from this order; you can reject this quantity by specifying the value (2) in the Rejected field.



Related Information

Receive page fields [page 277]

Receive page fields

The following list describes the fields you see when an order is received:

Field Description

Previously Accepted Number of items that were accepted previously on this order.

Previously Rejected Number of items that were rejected previously.

Total Accepted Number of items that were accepted in total, til date, for this order.

Total Rejected Number of items that were rejected in total, til date, for this order.

Return By Whether it is a replacement or credit.

Goods Return Tracking Number

A unique alpha-numeric number for that receipt. This is for identification purposes and used when returning the items to the supplier.

Total Received Total items received til date (this gives the sum of all the items that have been accepted and rejected for that order til date).

How to create receipts

After opening an order that contains items you received, you create a receipt for those items.

Prerequisites

● To access the Receive option on the user interface and perform all receiving functions, you must belong to any one of the Purchasing User, Receiving Agent, or Receiving Manager groups.

● You must be a member of the Receiving Agent group to be able to receive multiple receipts at one time. Typically, such users are central receivers in the receiving workflow. You can receive multiple receipts at one time if the receipts do not require additional data. If your buying solution determines that any items require asset or other data, you are notified to enter receipts for those items individually.

● Depending on your requirements, line numbers of received items displayed in the History record of a receipt can be configured to match one of the following:○ Line numbers of the items on the receipt’s summary page○ Lines numbers for those items on the corresponding order

If you require the History record of receipts to display line numbers of received items matching the corresponding line numbers on the associated orders, contact SAP Ariba Customer Support for help.


Context

You create a receipt on the Receive or Verify Items page. Depending on how receiving is configured (by quantity or amount), the columns for line items are either Quantity, Accepted, Rejected, or Amount, Amt. Accepted, Amt. Rejected.

When you create a receipt, you can accept or reject items in a variety of ways:

● Click Accept All to accept the total number of items identified in the Quantity column. If there are a number of distinct line items, this action accepts the total quantity for each item.If enabled for line-level receiving, when you click Accept All, the receipt transaction completes only for the following items:○ Line items for which no previous receipts (automatic or external) exist○ Line items that were partially received using manual receiving in your buying solution

For line items that were received in the ERP system, you can perform receipt transactions only by importing receipt data from the ERP system.

● Click Accept All to accept the total amount charged for items in the Amount column. If there are a number of distinct line items, this action accepts the total amount charged for each item.

NoteThe Accept All button is available only when the line items are required to be manually received. If the line items are of type auto-receiving, this button is not displayed.

● Enter a number in Amt. Accepted or Accepted column of an item to accept a specific number or amount of that item (either the entire quantity/amount or some portion thereof).

NoteIf your purchase order contains taxes, charges, or discount, enter the gross amount accepted. If you have enabled the Allow receiving without deducting tax (Application.Receiving.AllowReceivingWithoutDeductingTax) parameter in Intelligent Configuration Manager, enter the net amount. The gross amount is automatically calculated based on the taxes, charges, and discounts.

● Enter a number in the Amt. Rejected or Rejected column of an item to reject a specific number or amount of that item (either the entire quantity/amount or some portion thereof).

NoteIf your purchase order contains taxes, charges, or discount, enter the gross amount rejected. If you have enabled the Allow receiving without deducting tax (Application.Receiving.AllowReceivingWithoutDeductingTax) parameter in Intelligent Configuration Manager, enter the net amount. The gross amount is automatically calculated based on the taxes, charges, and discounts.

● Enter negative values for the quantity or amount accepted or rejected. Enter negative values when you want to make a downward revision of a receipt you are editing, or when you are creating a new receipt to make a downward revision of one that has already been fully approved and cannot be edited.



Procedure

1. On the Receive or Verify Items page, accept or reject items as needed.2. (PeopleSoft only) Select the appropriate business unit from the menu, or click Search for more to select a

different business unit.3. Use the calendar control to select the date on which you received (accepted or rejected) the items.4. Use the Close Order field to:

○ Close the order for any future receiving upon approval of the receipt. To close the order, click Yes.○ Keep the order open so additional items can be received. To keep the order open, click No.

5. Add any comments or attachments you want to include, then click Next.6. If the Additional Information Needed page opens, enter any additional information that is required, then click

Next. See The Additional Information Needed Page [page 282] for additional information about the fields on this page.

7. Click the Summary tab to review or change the information you entered.8. Click the Approval Flow tab to review the approval flow, and add additional approvers if necessary.9. Click Submit.

Results

A receipt is generated for the items you accepted. The Reference tab on the invoice or invoice reconciliation displays the linked receipt. Depending on your site's configuration, the History record of the receipt displays the line numbers of the items on the corresponding orders or the line numbers on the Summary page of the receipt for which you completed the receiving actions.

Next Steps

If there are still items to be received and the order is left open, an additional receipt will be generated when you accept the next items.

Related Information

How to receive orders [page 280]How to create receipts for items marked for goods receipt-based invoice verification [page 280]


How to create receipts for items marked for goods receipt-based invoice verification

When you receive items marked for goods receipt-based invoice verification, you enter a shipment identifier (a value for the ship notice ID) in the receipt header.

Prerequisites

Find the ship notice, delivery note, or other shipment identifier for the items. You'll enter this information on the receipt.

Procedure

1. Open the order, and click Receive.2. In the Ship Notice field, enter a value for the ship notice ID.3. Fill in the fields in the Line Items table.4. Click Update Totals.

The value you entered in the Ship Notice field in the header is copied to each line. You can see this information if the Line Items table includes the Ship Notice column.

Related Information

Goods receipt-based invoice verification

How to receive orders

The My Receipts action tile displays both the total number of receipts and the number of denied receipts for which you are responsible.

Prerequisites




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Context

The To Do content item lists up to 50 receipts. If you are responsible for more than 50 receipts, the To Do content time displays receipts in the following order:

1. Receipts that are overdue for receiving (calculated based on the ordered time and lead time).2. Receipts for which you are the first approver in the approval flow

For more information, see How to search for a receipt.

Procedure

1. On the dashboard, click Manage Receive .2. On the Receiving Steps page, select Order ID from the dropdown menu, and if you know the purchase order ID

enter it in the search field.3. Select one of the following radio buttons:

○ Needs Receiving: Select this option to retrieve only those receipts for which you are the active approver or one of the approvers.

○ All: Select this option to retrieve all receipts, including those for which you are not an approver, but for which you are a responsible user, associated with a purchasing unit.

4. Click Search.5. Click Order ID for the request you want to receive.

When you select a request, your buying solution assumes that you want to create a new receipt rather than edit an existing one. It automatically creates a receipt in the Composing state where you can receive or verify items. If you need to edit an existing receipt, click Select Receipt on the Receiving Steps page to display the Select Receipt or Milestone Tracker page and then click the ID for the receipt.

NoteIf there are multiple receipts for the same order that are in the Composing state, your buying solution displays a list of all such receipts. You can then select the required receipt from the list.

Related Information

How to create receipts [page 277]


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Additional Information Needed pageDepending on the configuration of your site, you may be required to add asset data when you create a receipt for particular commodity codes or part numbers.

You must enter the data when completing a receipt for an item with those particular commodity code or part number. Asset data information includes serial number, tag number, and location.

The asset data feature is disabled in the default configuration. If you want to use the asset data feature, have your Designated Support Contact log a service request and an SAP Ariba Customer Support representative will contact you to enable it on your site. Your administrator can then configure asset tracking by commodity code or part numbers.

For this field... Do this...

Accepted/Amt. Accepted Enter the quantity or amount accepted.

This value defaults to what you entered on the Receive or Verify Items page.

Rejected/Amt. Rejected Enter the quantity or amount rejected.

This value defaults to what you entered on the Receive or Verify Items page.

Date Received Select the date on which you received (accepted or rejected) the items.

The date defaults to what you entered on the Receive or Verify Items page.

The earliest date you can set is the Ordered Date, and the latest date you can set is the date on which you are entering the receipt.

Email Select the checkbox for Send email to Purchasing to send a message indicating that you have added additional information to the receipt.

Rejection Reason Enter an explanation of why you rejected a quantity or an amount.

Serial Number Enter the serial number for your asset. (This field is available if asset tracking has been config-ured for your site).

NoteThis field is required for the asset when you are approving the receipt. Ensure that the Serial Number field for the asset line items has the appropriate value before you approve the receipt.

Tag Number Enter the tag number for your asset. (This field is available if asset tracking has been configured for your site).

Location Enter the location of the asset. Make this as specific as possible so you can locate the item again. (This field is available if asset tracking has been configured for your site).

Always go directly to the summary page

Select this checkbox to hide this screen in future and instead enter additional receipt information as comments on the Summary page.

This preference takes effect immediately; you must reset preferences to redisplay the page.



Topics about using purchasing cards

Purchasing card process and workflow overview [page 283]

How to remove users’ access to your PCard charges [page 285]

How to give users access to your PCard charges [page 285]

Working with unassigned charges [page 286]

Reconciling charges [page 291]

Types of PCCR exceptions [page 295]

Purchasing card process and workflow overviewYour buying solution handles charges from certain types of purchasing cards and then automatically reconciles the charge, or routes it to the appropriate user.

Purchasing card process

Your buying solution handles charges from the following types of purchasing cards:

Card type Description

Procurement A corporate credit card used to purchase goods on behalf of your company. A procurement card can either be assigned to an individual or can act as a ghosted card:

● Individual cards are physical cards, assigned to users. Only the cardholder can make purchases with that card, and that individual is responsible for resolving any issues that arise.

● Ghosted cards are assigned to supplier locations, but there is no physical card (only a card number). Any orders sent to the supplier location are billed to the ghosted card.

Expense A corporate credit card used to pay for business and travel expenses incurred on behalf of your company.

Combination A corporate credit card that can be used either as an expense card or a procurement card.

Accounting This type of PCards are defined as accounting-specific PCards that are associated to an entire department, purchasing unit (if being used), cost center, a division, or for any accounting combination within their organization, where all users associated with that department, cost center, or division are able to use the same PCard for their purchases.

RestrictionYou can use individual (Procurement) or combination cards to define accounting PCards. Expense PCards must not be used.

Purchasing guide for procurement professionalsTopics about using purchasing cards PUBLIC 283

Card type Description

Unknown This card type is intended for cards that are used outside of your buying solution. If you import charges associated with such a card into your buying solution, users cannot see or manipulate those charges in the user interface.

Purchasing card workflow overview

The reconciliation of charges involves the following steps:

1. Charges are either:○ Loaded into your buying solution.○ Sent from the bank to Ariba Network, and then pushed to your buying solution.

2. If an order number can be determined from the charge, your buying solution attempts to match the charge to the order, and then reconcile the charge.If an order number cannot be determined from the charge, then the charge is displayed on the Unassigned Charges page. If enhanced charge reconciliation for purchasing card orders is enabled for your site, and an order number is unavailable in the charge, your buying solution will find the most recent purchasing card order corresponding to the purchasing card number determined from the charge. The charge is not displayed on the Unassigned Charges page and the workflow skips step 3.If charges against non-existent cards are loaded, they are listed in the Unassigned Charges page so that users associated with the PCardManager group can view those charges and create the missing cards in the system. A scheduled task assigns these charges to the card and then reconciles the charges.

3. Unassigned charges are either:○ Matched to purchase orders, and then reconciled automatically○ Reconciled as non-purchase order charges

4. Charges with exceptions are routed to the appropriate users for reconciliation.5. Once the exceptions are reconciled, the charge reconciliation document (PCCR) enters the approval process.

The automatic validation process checks to see if the validation of the charge can be skipped. Your buying solution skips validation if the total amount of the charge is below a certain configured threshold amount. In the default configuration, the skip amount is set to 5, which represents an amount in the default currency for your site.

If you want to change the default skip amount, contact SAP Ariba Customer Support.

Related Information

How to give users access to your PCard charges [page 285]How to remove users’ access to your PCard charges [page 285]



How to remove users’ access to your PCard chargesWhen a user no longer needs access to your PCard charges, you can remove their access.

Procedure

1. In the upper right corner of the dashboard, click your user name and select Preferences Assign Viewers to Your Charges .

The Assign page opens.2. In the Approved viewers field, click the select link.

A Choose Values dialog box opens.3. In the popup window, under Currently Selected, select the users you want to remove, then click Done.4. Click Next.5. Review the approval flow and add additional approvers.6. Click Next.7. Review your changes and click Submit.

Related Information

How to give users access to your PCard charges [page 285]

How to give users access to your PCard chargesTo allow others to view your PCard charges, you must give them access to your charges.

Prerequisites

You must be configured as a PCard holder (that is, you must be assigned a PCard) in order to see this option.

Context

When you assign a viewer (another user) to your PCard charges, that person can:


● Create expense reports on your behalf for your PCard charges, if the viewer already has permission to create expense reports.

● Reconcile unassigned charges on your behalf, if the viewer already has permission to reconcile charges.

Procedure

1. In the upper right corner of the dashboard, click you name and select Preferences Assign Viewers to Your Charges .

The Assign page opens.2. In the Approved viewers field, click the select link.

The Choose Values dialog box opens.3. Select the users to whom you want to grant access to your charges, and then click Done.4. Click Next.5. Review the approval flow and add additional approvers, if necessary.6. Click Next.7. Review your changes, and then click Submit.

Related Information

How to remove users’ access to your PCard charges [page 285]Helpful hints for editing approval flows

Working with unassigned chargesWhen charges are unassigned, there are two options for processing the charges and there's a process that unassigned charges follow.

You have two options with unassigned charges:

● Assigning Charges to Purchase Orders [page 289]● Reconciling Charges as Non-Purchase-Order Charges [page 290]



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Unassigned charge process diagram

Related Information

Group membership required for PCard functionality [page 288]Search criteria for unassigned charges [page 288]


Group membership required for PCard functionality

PCard Managers can view, assign, and reconcile all charges that are unassigned in your buying solution.

RestrictionThe Search Unassigned Charges page displays results only if the PCard Manager that is performing this search is associated to any purchasing unit, and is also a responsible user for that purchasing unit.

All users belonging to the Charge Users group can view, assign, and reconcile their own unassigned charges.

RestrictionYou cannot take action against expense card charges, combo card charges, and procure card charges for non-existent cards. These charges will only be listed.

The unassigned charges that PCard managers and other users in your buying solution can work with are:

● Charges that are not associated with any PCard order (PCO)● Charges that are loaded against non-existent PCards● Charges against an expense card, which are not associated with a user● Charges against purchasing cards of type Combination

Related Information

Search criteria for unassigned charges [page 288]How to assign charges to purchase orders [page 289]

Search criteria for unassigned charges

PCard Managers and other users belonging to the Charge Users group can search for unassigned charges based on one or more search criteria.

The following table provides a list of search criteria for unassigned charges.

Field Description

ID Unique PCard ID

Charge Type Type of charge (whether a Procurement Card, Expense Card, or a Combo Card)

Reason The reason for the charges to remain assigned (for example, if the order is not assigned to a PCard, there are no users that are set for a particular PCard, etc.)

Transaction Date The date when the transaction was made.

Merchant The supplier that is associated with the PCard order.



Field Description

PCard # The PCard number that is used in the purchase order.

RestrictionUnless the user is also a PCard Manager, the PCard # search filter retrieves only those PCards that are associated with the user. If the logged in user is not associated with any PCard, the search results do not show any PCards.

Active Whether the PCard is active or not.

Date Created The date when the charge was created.

Requester The name of the requester of the charge.

Order The order ID

Status The status of the PCard, for example, Loaded, Reconciling, or Reconciled.

Title Description of the charge.

Total The total amount of the charge. You can specify a range.

Total Tax The total tax amount for the charge. You can specify a range.

Related Information

How to assign charges to purchase orders [page 289]How to reconcile charges as non-purchase-order charges [page 290]

How to assign charges to purchase ordersIf a charge cannot be automatically assigned to a purchase order, it must be assigned manually.

Procedure

1. On the dashboard, click Manage Unassigned Charges .2. On the Search Filters page, select the type of charges for which you want to search:

○ Combo○ Expense (cannot be assigned to a purchase order)○ Procure

You can add or remove search filters to your search.3. Click Search.4. Click the check box for each charge you want to assign to a purchase order, then click Assign.5. From the Field menu select Order ID or Order Title, enter a search string for the order to which you want to

assign the charge, then click Search.


You can also click Advanced to use additional search criteria.6. Click the radio button for the order you want, then click OK.7. On the Confirm Assignment page, click OK.

Related Information

How to reconcile charges as non-purchase-order charges [page 290]How to activate and deactivate charges [page 291]

How to reconcile charges as non-purchase-order charges

If there is no purchase order to which you can assign a charge, you can reconcile that charge as a non-purchase-order charge.

Prerequisites

When reconciling non-PO charges with invalid accounting information exceptions, your buying solution defaults to the accounting information of the user (PCard Manager or a member of the Charge Users group) that is reconciling that charge.

RestrictionIf you reject a charge, that charge cannot be retrieved again, and will be removed from your buying solution permanently.

Procedure

1. On the dashboard, click Manage Unassigned Charges .2. On the Search Filters page, select the type of charges for which you want to search:

○ Combo○ Expense (cannot be assigned to a purchase order)○ Procure

3. Click Search.4. Click the checkbox for the charge you want to reconcile as a non-purchase order charge, then click Reconcile.5. On the Confirm Reconciliation page, click OK.



Related Information

How to activate and deactivate charges [page 291]

How to activate and deactivate charges

Only users belonging to the Delete Charges group are able to perform this action. If you do not belong to this group, the activate and deactivate options are not displayed in the user interface.

Prerequisites

On the Unassigned Charges page, you can view and choose to activate/deactivate Combo, Expense, and Procure charges.

NoteWhen you deactivate a charge, that charge will not be available for any other user to search, or consume it during the reconciliation process.

Procedure

1. On the dashboard, click Manage Unassigned Charges .2. On the Search Filters page, search for unassigned charges. Depending on the action you want to perform

(activate or deactivate), you can select the appropriate search filter to display those charges.3. To deactivate a charge, select that charge and click Deactivate. On the confirmation page that displays, click

OK.4. To activate a charge, select that charge and click Activate.

Reconciling chargesThe type of action you can perform to resolve a PCCR exception depends on the type of the exception.

When a charge includes discrepancies that violate your company's charge policies, exceptions are generated. The exceptions must either be reconciled before you can submit the charge, or you can reject the charge reconciliation as a whole.


When reconciling chargers, you can choose to display exceptions in the following modes:

Select... To ...

Exceptions you have permissions to reconcile Display the exceptions you are authorized to reconcile and accept the exceptions.

All exceptions Display all exceptions and accept the exceptions you are authorized to reconcile.

Unresolved exceptions Display all unresolved exceptions and reconcile those that you are authorized to accept.

NoteYour administrator can configure your site to submit the charges again for approval when the PCard charge reconciler and the PCard user are found to be the same. See Resubmit charges for approval if PCard reconciler and user are same.

How to reject charges

You must be a member of the PCard Manager group or the Charge Rejection Specialist group to reject charges.

Procedure

1. On the dashboard, click Manage Reconcile Charges .2. On the To Do page, select the approvable type and any search filter, and click Search, or select the approvable

from the To Do list below the search filter.3. From the Statuses menu, select Reconciling.4. In the Action column, click the Reconcile link for the charge you want to reconcile.5. Click Reject to reject the charge. Use the Reject Reason list to select one of the following reasons: Discrepancy

Resolved Offline, Unauthorized Charge, or Other.6. Click OK.

Related Information

How to reconcile charges [page 293]How to match charges to purchase orders [page 293]



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How to reconcile charges

You can reconcile a charge by manually matching it to a different purchase order, balancing the charge to the charge amount, or accepting the charge exceptions.

Procedure

1. On the dashboard, click Manage Reconcile Charges .2. On the To Do page, select the approvable type and any search filter, and click Search, or select the approvable

from the To Do list below the search filter.3. In the Action column, click the Reconcile link for the charge you want to reconcile.4. On the Exceptions tab, use the Display menu to select how you want to proceed.5. Depending on the exception you need to reconcile, you have the following options:

○ Manually matching the charge to a different purchase order. The discrepancy between the charge and order amount might have been caused by assigning the charge to an incorrect purchase order (either manually or automatically), or the purchase order has been canceled. For more information, see Matching Charges to Purchase Orders [page 293].

○ Balance the charge reconciliation to the charge amount if the PCard order is overcharged. For more information, see How to add adjustment line items [page 294].

NoteThere are no exceptions generated for undercharged orders and they are always auto-reconciled.

○ Accept the exceptions. See Accepting Charge Reconciliation Exceptions [page 296] for details.

How to match charges to purchase orders

You can reconcile the entire charge by manually matching it to a different purchase card order.

Procedure

1. At the document level, click Manual Match.2. Use the Field menu to filter your search for purchase card orders by ID, Title, or Supplier, then enter an

appropriate search string, and click Search.

LimitationsThe search result lists only those orders that have originated from the PCard that is associated with the charge that you are attempting to reconcile.

3. Click Select for the purchase card order to which you want to match the charge.


You return to the Charge Reconciliation page. The purchase card order to which you have matched the charge is displayed.

4. Click Submit to submit the charge for approval.

Related Information

How to add adjustment line items [page 294]

How to add adjustment line items

Adjustment line items can be added for accounting purposes to PCCRs in Reconciling state for any type of exception.

Context

For example, if a PCard order has been overcharged, a PO Amount Variance exception is generated, which you can justify by balancing the charge reconciliation to the charge amount. Add adjustment line items and/or modify the existing line items to match the charge reconciliation to the charge amount.

NoteThis action does not clear the exception. You still have to accept the exception before submitting the charge reconciliation.

If your system is configured to load Level 3 charges, you cannot edit the line item details sent by the bank. You can only balance the charge reconciliation to the charge by adding adjustment lines items with negative amount values.

Procedure

1. On the Exceptions tab, select All line items in the Display menu. For level 2 charges, a charge line amount and, if available, a tax line are displayed.

2. Modify the line item amount values to reflect the order amount, and add one or more adjustment line items to balance the charge reconciliation to the charge amount. When adding adjustment line items, select an adjustment category from the Adjustment Type dropdown menu. You can choose either Sales Tax or Shipping/Handling as the adjustment type.

3. When you are finished adjusting the charge reconciliation, select Exceptions you have permission to reconcile in the Display menu.

4. Select the checkbox of the PO Amount Variance exception you have just adjusted and click Accept.5. Submit the charge reconciliation for approval.



Results

Note● When adjustment line items are added, accounting information configured for each adjustment type is

copied to the corresponding adjustment line time. The type of accounting information you see depends on your ERP system.

● Once the exceptions are accepted, you cannot add, delete, or modify the adjustment line items, since any discrepancies are now resolved and the charge is reconciled.

Types of PCCR exceptionsThe type of action you can perform to resolve a PCCR exception depends on the type of the exception.

There are four types of PCCR exceptions that can occur:

Exception type Occurs when . . . Resolution

Canceled PO Exception SAP Ariba charge is matched to a purchasing card order that has been canceled.

Accept the exception by selecting an appropriate reason; choose to submit or reject the charge.

You can also resolve this exception by manually matching the charge to another order.

Invalid Accounting Information

The charge in your buying solution has invalid accounting information and hence, cannot be reconciled.

Specify appropriate accounting details to resolve the exception.

PO Amount Variance The charge amount exceeds the available chargeable amount of the associated purchasing card order.

Manually add the required adjustment line items, update the totals, and clear the exception.

Unmatched PO A purchasing order matching the charge details is not found in your buying solution.

Manually associate the charge to an appropriate purchasing card order and reconcile.

Related Information

How to accept charge reconciliation exceptions [page 296]How to resolve exceptions that occur during reconciliation [page 296]How to resolve invalid accounting information exceptions [page 297]How to resolve order amount variance exceptions [page 298]


How to accept charge reconciliation exceptions

The charges you're able to reconcile are displayed on the Exceptions tab.

Procedure

1. On the Exceptions tab, use the Display menu to display the exceptions you are permitted to reconcile.2. Select the checkbox of the exception you want to accept and click Accept.3. From the Reason menu, select:

○ NonPO Charge○ Discrepancy Resolved Offline○ Other

4. Click OK.5. Click Submit. This action submits the charge for approval.

Related Information

How to resolve exceptions that occur during reconciliation [page 296]How to resolve invalid accounting information exceptions [page 297]How to resolve order amount variance exceptions [page 298]

How to resolve exceptions that occur during reconciliation

PCCR exceptions that occur during reconciliation are displayed on the Exceptions tab.

Procedure

1. On the Exceptions tab, use the Display menu to display all the line items that have exceptions.2. On the corresponding PCCR line item that you want to resolve, click Edit.3. On the Charge Reconciliation Details page that displays, resolve the exceptions and click OK.4. Click Update Exceptions to reflect the changes you have made while resolving the PCCR exceptions.

Related Information

How to resolve invalid accounting information exceptions [page 297]



How to resolve order amount variance exceptions [page 298]

How to resolve invalid accounting information exceptions

Accounting information for any charge typically comes from the purchase order details.

Context

When reconciling charges that are of a Non-PO type or not of a type applicable to SAP Ariba, if you encounter invalid accounting information exceptions, resolve these exceptions by specifying appropriate accounting details on the Charge Reconciliation Details page for that line item.

Invalid accounting information exceptions can occur for these reasons:

● The accounting information associated with the user that is reconciling the unassigned charge is incorrect● The accounting combination of the charge is not valid

Procedure

1. On the Exceptions tab, the charges with invalid accounting information exceptions are listed.2. Use the Display menu to display all the line items that have exceptions.3. On the corresponding line item exception that you want to resolve, click Edit.4. On the Charge Reconciliation Details page that displays, the Accounting - By Line Item section lists the

accounting fields that have invalid information or no information at all.5. Specify appropriate values in all the fields and click OK.

Related Information

How to resolve order amount variance exceptions [page 298]


How to resolve order amount variance exceptions

If you encounter a purchase order amount variance exception, resolve this exception by adding appropriate adjustment lines in the Exceptions tab for that line item.

Context

PO Amount Variance exceptions can occur when the charge amount exceeds the available chargeable amount of the associated purchasing card order. By default, the PO Amount Variance invoice exception type compares the total amount of the purchase card order with the purchase card charge amount minus the tax amount on the purchase card charge, that is, the TotalLIAmountLessTaxAndAdjustment amount.

If your purchase card order includes taxes, charges, and discount, for better variance calculation, you can configure the existing PO Amount Variance exception type to compare the total purchase card order amount with the total purchase card charge amount. You can do this using the field - TotalLIAmountLessAdjustment, which captures the total purchase card charge amount.

Procedure

1. On the Exceptions tab, the charges with PO amount variance exceptions are listed.2. Use the Display menu to display all the line items that have exceptions.3. Click Add to add a new adjustment line item.4. Specify appropriate amounts in both the charge line as well as the adjustment line to resolve the amount

variance.

For example, if an amount of $100 is charged for an order of $21.97, resolve the exception by changing the “charge line” amount to $21.97 and specify $78.03 as the amount in the adjustment line.

5. Click Update Totals.6. In the Display menu, select Exceptions you have permission to reconcile. The Header Level Exceptions

sections displays PO Amount Variance.7. Select this line and click Accept. The status of the exception changes to Cleared.8. Click Submit to reconcile the charge.



Topics about accruals reporting

Accruals reporting in your buying solutions [page 299]

Accruals export using RNI report and enabling accruals export using PO FACT table [page 299]

Accruals reporting in your buying solutionsYou can generate export accruals data in your buying solution.

You can generate export accruals data using one of the following methods:

● Generate accruals using the RNI prepackaged report.● Export all transactional data to ERP systems using the financial export feature. See Exporting accrual

transactions.● Export accrual history information in a CSV file format using the accrual export feature. See Exporting accrual

information for more information.

Related Information

Accruals export using RNI report and enabling accruals export using PO FACT table [page 299]

Accruals export using RNI report and enabling accruals export using PO FACT tableThe Received Not Invoiced (RNI) prepackaged report facilitates the generation of accruals information based on the purchase orders that have been received but not yet invoiced.

Accruals export using the RNI report

The Received Not Invoiced (RNI) report takes into account all approved receipts that have not been invoiced or are partially invoiced. The default calculation for the RNI amount is (Received Quantity - Quantity Cleared) x PO Unit Price. You can customize the RNI report differently based on your company’s reporting needs.

For more information on customizing RNI reports, see About Customizing the Accruals Report [page 303].

Purchasing guide for procurement professionalsTopics about accruals reporting PUBLIC 299

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NoteEvery time you run this report, the accruals data is generated to the current date. This feature does not provide the flexibility of generating accruals that are filtered based on a time stamp.

You can generate the accruals report from SAP Ariba Sourcing with the information that is available in SAP Ariba Buying and Invoicing. For more information on how to run this report, see Generating the Received Not Invoiced Report [page 304].

Enabling accruals export using PO FACT table

The accruals export feature using the Received Not Invoiced prepackaged report is available to all users in the default configuration, and requires no user action to enable or configure it.

This feature cannot be disabled.

Related Information

Limitations of and accessing the RNI report [page 300]

Limitations of and accessing the RNI report

The Received Not Invoiced (RNI) report has several limitations that apply to how it's created and which users are able to access the report.

Limitations of the RNI report

The Received Not Invoiced (RNI) report has the following limitations:

● Non-PO invoices are not supportedBecause the accruals report is generated using the purchase order FACT table, non-PO based invoices are not supported for accruals export.

● No-Release-Order contracts are not supportedNo-Release-Order contracts are not supported for accruals reporting using the PO FACT table, because purchase orders are not created against No-Release-Order contracts. Depending on the installed features, you can directly receive and invoice against them. See the Managing contract compliance for more information on No-Release-Order contracts.

● Calculated fields cannot be exported to an excel fileThe calculated field values in the Received Not Invoiced prepackaged report cannot be exported to an Excel format. You must reinsert these calculated fields in the Excel sheet before exporting to an external ERP.



● Filters cannot be applied to accumulators:Reports cannot be generated by applying filters that comprise two or more field values. For example you cannot apply a filter that has a Field A > (greater than) Field B type of an expression and generate the report. In this release, you can only apply single field values as filters (for example, currency or billed amount, etc.).

● Unit price amount is not retained when the report is exported:Currently, the unit price when added to the RNI report gets exported as four formula fields as follows:1. Sum (PO Quantity)2. Sum (PO Spend)3. Sum (if (PO Spend=0.0,0.0, PO Quantity=0.0,0.0, PO Spend))4. Sum (if (PO Quantity=0.0,0.0, PO Quantity))

If you want to derive the unit price (as it exists in the excel sheet) from these formula fields, you must do one of the following:

○ Divide the first field by the second one [Sum(PO Quantity) / Sum (PO spend)]○ Divide the third field by the fourth one [sum(if (PO Spend=0.0,0.0,PO Quantity=0.0,0.0,PO Spend)) / sum

(if(PO Quantity=0.0,0.0, PO Quantity))]

Accessing the RNI report

All users associated with the Report User or Report Manager group will be able to access and generate the Received Not Invoiced accruals prepackaged report. As a Report Manager user, you can schedule view, and run the accruals report.

NoteUsers associated to the Report User group can only access POs that they have created, and generate accruals for them.

Contact your Administrator to be associated with any of these groups.

Related Information

Accrual generation and calculation of accruals [page 301]

Accrual generation and calculation of accruals

The Purchase Order fact table comprises all relevant fields, including the accumulator fields that are required for accrual calculations.

Before running this report, create the RNI calculated field (rename this field as required) and specify the expression for accrual calculations. This calculation expression is of type ((Field A - Field B) x Field C). Save this report by renaming it appropriately.


NoteYou can add more than one calculated field to this report.

You can also schedule this report to be run automatically at a pre-determined time and also configure the system to send the generated report as an email attachment to one or more recipients.

Calculation of accruals

Consider the following example to understand how the accruals data is calculated using the PO FACT accumulators:

A PO split line is created and approved for a quantity of 100.

The following three receipts are created:

● R1 - 50 quantity● R2 - 30 quantity● R3 - 10 quantity

Invoices against this split line are received as follows:

● INV1 - 40 quantity against R1 (reconciled all 40)● INV2 - 35 quantity against R2 (reconciled 30, disputed 5)● INV3 - 10 quantity against R3 (received but not reconciled)

In this example:

● Total quantity in PO split = 100● Total quantity reconciled = 70 (40+30)● Total quantity accepted = 90 (50 +30+10)● Total quantity billed = 75 (same as total number invoiced)

Using this example, the results of the calculated fields are:

● Liability is calculated as Total Quantity in PO Split (100) - Total Accepted (90) = 10● Received Not Invoiced (RNI) is Total Quantity Accepted (90) - Total Quantity Billed (75) = 15● The RNI amount is calculated as RNI x PO Unit Price. In this example, it is 15 x PO Unit Price.



Customizing the accruals report and setting up accruals export

You can customize your RNI report and then set up the report before you export it.

Customizing the accruals report

You can perform the following customizations to your RNI report. These customizations are similar to the customizations done to any prepackaged report under Purchase Order Reports.

● Changing report columns● Customizing existing report● Adding fields to the PO FACT table● Adding filters

○ Purchasing unit filter○ PO close status

● Creating your own RNI amount based on your business needs. Some options include:○ RNI Amount = Received Amount – Cleared Amount○ RNI Amount = (Quantity Received – Quantity Cleared) * Invoice Unit Price○ RNI Amount = (Quantity Accepted * PO Unit Price) – Cleared Amount

Setting up accruals export

You can perform the following tasks when setting your RNI report for export:

● Export the RNI report to an Excel format.

RestrictionThe Excel file will contain all the information except for the calculated fields. You must do one of the following in the Excel file before the results are uploaded to an external ERP:○ Insert RNI calculations again in the Excel (or use the existing template)○ Filter out records with zero or negative RNI

● Schedule accruals report to run automatically

Related Information

How to generate the received not invoiced report [page 304]Purchase Order fact table accumulator fields for accrual generation [page 304]


How to generate the received not invoiced report

You can access the received not invoiced report in the set of prepackaged reports in your buying solution.

Procedure

1. On the dashboard, click Manage Prepackaged Reports .2. Click Purchase Order Reports.3. Click Received Not Invoiced and select Open.4. On the Refine Data page, specify appropriate values and click View Report.5. The RNI Amount is displayed as the last column of this report.

Related Information

Purchase Order fact table accumulator fields for accrual generation [page 304]

Purchase Order fact table accumulator fields for accrual generation

The Purchase Order fact table consists of accumulator fields that are required to generate accrual data.

Accumulator Field Description

Number (Amount) Accepted The number (amount) of goods received for the PO split line.

Number (Amount) Billed The number (amount) of goods for which invoices have been received for the PO split line.

Number (Amount) Cleared The number (amount) of goods for which invoices have been received, reconciled, and approved for the PO split line. This accumulator is the number (amount) billed, after the invoice has been reconciled.

Number (Amount) Invoiced The number (amount) of goods for which invoices have been received, and have no exceptions that can alter the amount or quantity specified in the invoices.

Number (Amount) Reconciled The reconciled number (or amount) of invoices that have been received, reconciled, and approved.

NoteThe reconciled number (amount) may be different from the original billed number (amount).



Topics about SAP Ariba Procurement mobile app features for SAP Ariba buying solutions users

About the SAP Ariba Procurement mobile app [page 305]

SAP Ariba Procurement mobile app features for SAP Ariba buying solutions users [page 307]

Acessing carts from the Shop tile [page 309]

Creating requisitions in the SAP Ariba Procurement mobile app [page 310]

Viewing and acting on requests in the SAP Ariba Procurement mobile app [page 312]

Receiving items [page 314]

Push notifications in the SAP Ariba Procurement mobile app [page 315]

Related Information

Topics about the SAP Ariba Procurement mobile appInstalling and signing in to the SAP Ariba Procurement mobile appSAP Ariba Procurement mobile app administration

About the SAP Ariba Procurement mobile appThe SAP Ariba Procurement mobile app gives you mobile access to your company's SAP Ariba solutions. You can use your mobile device to use many of the features that are available from a web browser, such as the ability to create and approve requisitions for SAP Ariba buying solutions or to manage and complete tasks for SAP Ariba Strategic Sourcing solutions.

Applicable solutions

The SAP Ariba Procurement mobile app is applicable to the folowing SAP Ariba solutions:

● SAP Ariba Buying● SAP Ariba Buying and Invoicing● SAP Ariba Sourcing● SAP Ariba Supplier Information and Performance Management

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Features for SAP Ariba buying solutions users

You can use the SAP Ariba Procurement mobile app to buy items from your organization’s catalog quickly and easily, track orders, approve requests, and more.

SAP Ariba Procurement mobile app includes the following features:

● Shopping cart: Allows you to create purchase requisitions from your mobile device. You can search your organization's internal catalog and order items from it.

● Requisition tracking: You can track purchase requisitions that you've submitted, You can view requisition details and the approval flow. You can also withdraw requisitions.

● Requisition approval: As an approver, you can approve or deny requisitions quickly. You can view requisition details, view attachments,and add comments.

For more information, see Topics about SAP Ariba Procurement mobile app features for SAP Ariba buying solutions users [page 305].

Features for SAP Ariba Strategic Sourcing solutions users

SAP Ariba Procurement mobile app includes the following features:

● Task completion and tracking: Users can complete To Do, review, and approval tasks assigned to them and can also track signature tasks. Users can also view task documents, add comments, and pin tasks. Users can access pinned tasks from the Pinned Items action tile on their web access dashboard.

● Task management: Task owners can view and track approval (and review) flows, view comments from approvers (and reviewers). Additionally, they can nudge approvers (or reviewers),which sends email reminders and push notifications to the approvers.

For more information, see Managing tasks in the SAP Ariba Procurement mobile app.

Supported devices

The SAP Ariba Procurement mobile app supports Apple iOS and Android devices and the following operating systems:

● iOS versions 10.x and later on● Android 8.0 and later on

NoteSAP Ariba Procurement mobile app works best only on smartphone form factor mobile devices. It is not supported on tablets, smart wearables, smart televisions, and other smart devices.

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Related Information

SAP Ariba Procurement mobile app prerequisites and restrictionsSAP Ariba Procurement mobile app security featuresInstalling and signing in to the SAP Ariba Procurement mobile appSAP Ariba Procurement mobile app administration

SAP Ariba Procurement mobile app features for SAP Ariba buying solutions usersThe SAP Ariba Procurement mobile app gives you mobile access to your company's SAP Ariba solutions. You can use your mobile device to use many of the features that are available from a web browser, such as the ability to create and approve requisitions for SAP Ariba buying solutions.

You can use the SAP Ariba Procurement mobile app to buy items from your organization’s catalog quickly and easily, track orders, approve requests, and more. SAP Ariba Procurement mobile app supports the following features for SAP Ariba buying solutions users:

Shopping

You can create purchase requisitions from your mobile device. You can search your organization's internal catalog and order items from it as well as add non-catalog item to your requisition.

For more information, see Acessing carts from the Shop tile [page 309] and Creating requisitions in the SAP Ariba Procurement mobile app [page 310].

Non-catalog requestsYou can create non-catalog requests in the SAP Ariba Procurement mobile app. Guided buying users can also access shopping category tiles related to non-catalog requests in the home page.

Depending on how they are configured, tapping a shopping category tile might display more specific categories before a Non-catalog request page is displayed for you to specify the item details and add the item to their cart.

A Request a Non-catalog item option is displayed in the Shopping Shopping categories section in the home page to enable you to initiate a non-catalog request. You can also see additional non-catalog item tiles that have been configured for your site.

Adding accounting distributionsYou can add accounting distributions to purchase requisition lines. Accounting distributions allow you to distribute the cost of the order between different departments, cost centers, accounts, or projects. If you site is enabled for split accounting, you can create multiple accounting split records for each requisition line item. You can select amount, percentage, or quantity as the method for splitting accounting.

A Split accounting toggle is displayed in the item details pages to enable you to add accounting distributions.Purchasing guide for procurement professionalsTopics about SAP Ariba Procurement mobile app features for SAP Ariba buying solutions users PUBLIC 307

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Requisition tracking and approval

You can track purchase requisitions that you've submitted, view the details and their approval statuses. You can also withdraw requisitions.

As an approver, you can approve or deny requisitions quickly. You can view requisition details, view attachments, and add comments.

For more information, see Viewing and acting on requests in the SAP Ariba Procurement mobile app [page 312].

Receiving items

You can perform quantity-based receiving functions, such as fully or partially accepting or rejecting items. For more information, see Receiving items [page 314].

NoteTo perform receiving functions in the SAP Ariba Procurement mobile app, ensure that the Enable receiving in the SAP Ariba Procurement mobile app (Application.Mobile.EnableReceivingForMobile) self-service parameter is enabled for your site.

Shopping on behalf of another user

You can make purchases on behalf of other users in the SAP Ariba Procurement mobile app. You can prepare and submit purchase requisitions using the on-behalf-of person's catalog items, delivery information, and accounting information.

When you shop on behalf of another user, only those shopping categories and catalog items are displayed that the other user has permission to view. The name of the person that you are shopping on behalf of is displayed on a banner at the top of the page. To make purchases for yourself again, click Stop within the blue banner at any time.

Depending on your company's approval requirements, the person you're buying for is added to the approval flow as a watcher, which simply keeps that user informed about the request.

Before you shop on behalf of another user, you might want to check out any items that are already in your cart and submit the request. Otherwise, information such as purchasing unit and shipping details are defaulted to the on-behalf-of entity's information.

NoteThe on-behalf-of shopping session ends automatically when you sign out of the mobile app or sign in again using the PIN.

On-behalf-of shopping sessions initiated by guided buying users when signed in to the SAP Ariba solution through a web browser are not carried over to the mobile app.

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Change order process

You can initiate the change order process from the SAP Ariba Procurement mobile app to send revised versions of purchase orders to suppliers. You can change a purchase order to edit the properties of the line items in the order, as well as add items to or delete items from the order. An edit icon is displayed in the top right of the purchase order page for orders that can be changed.

When you change an order, a new version of the associated requisition is created and submitted for approval, based on the current approval rules. If the new version is fully approved, a new version of each order impacted by the change is generated and sent to suppliers.

You can change orders that are in the Ordered status and depending on whether the functionality is enabled on your site, you can also change orders that are in the Receiving, Received, Shipping, Shipped, and Invoiced statuses. When editing orders that are in the receiving status, although you can change the quantity and amount, they cannot be less than what has already been received.

Ensure that the following self-service site configuration parameters are enabled on your site:

● Allow change order process in the user interface● Allow change orders for partially received purchase orders● Allow change orders for fully received purchase orders● Allow change orders for partially shipped orders● Allow change orders for fully shipped orders● Allow change orders for invoiced purchase orders

For information about these parameters, see Requisitioning and ordering parameters.

Acessing carts from the Shop tile

About the cart

The cart stores the items that you've selected for purchase. When you check out a cart, you purchase the items, and that cart goes away.

The current cart is the most recent cart that you added items to but did not check out. If no such cart exists, the current cart is a new, empty cart.

Your cart is automatically saved when you close or exit the cart screen. When you submit a cart, a purchase requisition is created with the contents of the cart.

About the Shop tile

The shopping tile when expanded displays the following panels:

● My cart: The most recent cart that you added items to but did not check out or close. If no such cart exists, the current cart is a new, empty cart.


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● Recently viewed items: A carousel of items that you viewed recently.● Promoted items: A carousel of items that are promoted by your organization.

Viewing the current cart

The current cart is the most recent cart that you added items to but did not check out or close. If no such cart exists, the current cart is a new, empty cart. To view the current cart, tap the cart displayed in the My cart panel under the Shop tile on the home screen.

Viewing saved carts

Your cart is automatically saved when you exit the cart without submitting it for approval or when you close it. To view a list of all such saved carts that are in the composing status, tap My Saved Carts displayed under the Shop tile on the home screen.

Tap a saved cart in the list to view its details.

Creating requisitions in the SAP Ariba Procurement mobile app To create a requisition in the SAP Ariba Procurement mobile app, you perform the following tasks:

● Finding items to order and adding to the cart [page 310] from the catalog.● Completing and submitting requisitions [page 311].

Finding items to order and adding to the cart

Prerequisites

You must belong to the Mobile Shopping group in order to use the shopping feature, unless the site is configured to bypass the group membership check for the Mobile Shopping group. You can search your organization’s internal catalog for the items that you want to order.

Procedure

1. Tap the search icon in the top of the home screen.

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The catalog search screen is displayed where you can search for catalog items by keyword (such as a word in the item name), supplier, or part number.

A list of items promoted by your organization is also displayed in the Promoted Items section. Any items that you've searched for and viewed recently are displayed in the Recently viewed items section.

2. Enter your search text and tap the search icon.

A list of items that match your search terms is displayed.

You can also browse the Recently viewed items or Promoted Items sections for items that you want to order.3. Tap an item to view its details.4. Optionally, to add accounting distributions, turn on the Split accounting toggle.

NoteThe Split accounting toggle is displayed only if your site is configured for split accounting.

5. In the item details page, tap one of the following:

Option Description

Add to cart

To add the item to your current cart.

The item is added to your current cart and a number is added to the cart icon ( ) on the upper-right of the page. This represents the number of items currently in the cart, and it is adjusted as items are added to or removed from the cart.

Buy now To order the item now.

The item is added to a new cart and you go to the cart page, which is the summary page for the requisition.

Completing and submitting requisitions

Context

When you are finished adding items to your SAP Ariba Procurement mobile app shopping cart, the next step is to complete and submit the requisition.

Procedure

1. To view the current cart, tap the cart displayed in the My cart panel under the Shop tile on the home screen.2. Alternatively, to select a different cart, tap My Saved Carts under the Shop tile and select one of the available

carts that you saved earlier.3. Expand the Pricing details section to view a summary of the pricing and other details of the items in the cart.

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4. Expand the Cart information section to view and edit any of the following information:

○ Delay Purchase Until: If you need to delay the purchase until a specific date, use the calendar control to select that date.

○ On Behalf Of: Tap the field and select a name from the recently used contacts list or search for and select a different name.

○ Title: Tap the title text and enter a title for the cart.○ Need-By Date: Use this field to document if you need the items in the requisition by a specific date. Use

the calendar control to select that date.○ Deliver To: Enter the name of the person to whom the shipment is being sent.○ Ship To: Tap the field and select a location from the available choices, or search for and select a different

location.○ Comments: View existing comments and add comments.○ Attachments: View the list of attachments. Tap + to add an attachment.

NoteCustom fields are not displayed by default. Ask your Designated Support Contact to contact SAP Ariba Customer Support to enable them to be displayed in the mobile app

5. Expand the Items section to view a list of the items in the requisition. Do any of the following to view or edit details for individual line items:

○ Edit the quantity of the item as required.Tap the trash icon beside an item to delete the item from the requisition.

○ Tap an item to change details for that item. For example, you might want to change the color, quantity, or shipping selection.You can select shipping details for the specific line item here. For example, Deliver To contains the intended recipient of the item, Need-by Date is the date by which the item should arrive, and Ship To is the location to ship to.Tap to change any accounting details. For example, you might want to change the cost center or business unit to be charged. Tap the back arrow to return to the previous page.

○ Tap the comments icon to view or post comments.○ Tap the attachment icon to view and add attachments.

6. Optional: Tap the menu icon on the top-right of the page and:

○ Tap Check to validate your requisition data.○ Tap Close to save and close the cart.

A closed cart will no longer be displayed as the current active cart under the Shop tile on the home screen.○ Tap Delete to delete your cart.

7. Tap Submit to submit your requisition for approval.

Viewing and acting on requests in the SAP Ariba Procurement mobile app

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Viewing submitted requisitions

You can view and track the status of the requisitions that you submitted using the SAP Ariba Procurement mobile app.

1. To view the list of requisitions that you submitted, tap My Requisitions on the home screen2. Use the search icon to search for requisitions.

You can also use the filter icon in the upper-right corner to filter requisitions by status and date.3. Locate and tap the requisition that you want to view the details of.4. Expand the available sections such as Approval flow, Pricing details, Requisition information, and Items to

view the details.The details that are displayed depend on the status of your requisition. For example, the Edit icon is displayed only for those requisitions that have not been approved and moved to the ordered status yet.

5. To withdraw and edit a requisition, tap the menu icon in the upper-right corner and tap Edit.

NoteYou can withdraw and edit only those requisitions that have not been approved and moved to the ordered status yet.

How to withdraw and edit your submitted requisitions

Procedure

1. Tap My Requisitions on the home screen.2. Locate or search for the requisition that you want to withdraw and tap it.

You can edit only those requisitions that are in the submitted status.3. Tap the menu icon in the upper-right corner and tap Edit to withdraw and edit the requisition.

The Cart screen is displayed.4. Review and edit the cart details as required and when you have made your changes, do one of the following:

○ Tap Submit to submit your cart for approval.○ To add more items, tap the search icon in the upper-right corner.○ Tap the menu icon on the top-right of the page and tap Check Cartto validate your requisition data.○ Tap the menu icon on the top-right of the page and tap Close Cart to close your cart.○ Tap the menu icon on the top-right of the page and tap Delete Cart to delete your cart.

How to approve or deny requisitions

Context

If you're the active approver you can approve or deny requisitions using the SAP Ariba Procurement mobile app.Purchasing guide for procurement professionalsTopics about SAP Ariba Procurement mobile app features for SAP Ariba buying solutions users PUBLIC 313

Procedure

1. Tap Requisitions assigned on the home screen to view a list of the requisitions assigned for your approval.2. Locate or search for the requisition that you want to approve or deny and tap it to view its details.3. Expand the available sections such as Approval flow, Pricing details, Requisition information, and Items to

view the details.4. Review the document details and tap Approve or Deny to approve or deny the requisition..

If you are not ready to approve or deny a requisition you can flag it to return to review it later. Tap the Pin icon on the top right to pin an item.

Receiving items You can perform quantity-based receiving functions, such as fully or partially accepting or rejecting items, in the SAP Ariba Procurement mobile app.

You can navigate to an associated purchase order from within a receipt and view its details and history. You can also search for receipts that are in composing status.

A new Orders to receive card is displayed on the home page that allows you to view orders that are pending receiving and perform necessary receiving activities.

You must belong to the Mobile Receiving and one of the following groups to be able to perform receiving functions in the SAP Ariba Procurement mobile app:

● Purchasing User● Receiving Agent● Receiving Manager

NoteTo perform receiving functions in the SAP Ariba Procurement mobile app, ensure that the Enable receiving in the SAP Ariba Procurement mobile app (Application.Mobile.EnableReceivingForMobile) self-service parameter is enabled for your site.

Related Information

About receiving [page 256]How to approve or deny receipts in the SAP Ariba Procurement mobile app [page 315]

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How to approve or deny receipts in the SAP Ariba Procurement mobile app

When you need to approve or deny a receipt, you can quickly find the receipt using the search option in the Orders to receive page.

Context

Procedure

1. On the home page, tap the Orders to Receive card.

The page displays the list of orders that are pending receiving.2. Locate or search for the order that you want to view the receipts for and tap it.

You can search for receipts by requisition title, or requisition, purchase order, and receipt IDs.3. Tap a receipt to view its details and:

○ To fully approve all the items, select all the line items and tap Accept.○ To fully approve one or more line items, select the line items and tap Accept.○ To partially approve or reject line items; specify the accepted or rejected quantities for each line item and

tap Accept.

The receipt details page also includes a link to the associated purchase order. You can navigate to the associated purchase order and view its details.

4. Add comments and attachments if necessary.

Push notifications in the SAP Ariba Procurement mobile appThe SAP Ariba Procurement mobile app alerts you when someone takes action on a request that you are an approver of.

Purchase requisition approvers receive notifications when they receive a requisition for approval or a nudge, or when the requester withdraws a requisition. Push notifications are not displayed to approvers when someone denies a request for which they are a parallel approver.

NotePush notifications related to requisitions are not displayed to requesters.


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