PUBLIC

Document Version: 2311 – 2023-11

SAP Business Network Buyer Administration Guide

SAP Business Network
© 2023 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

SAP Business Network Buyer Administration Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12

SAP Business Network for Buyers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13

How Buyers and Suppliers Connect. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
SAP Business Network Benefits at a Glance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Supplier Interactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
Supplier Order Routing Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Supplier Subscriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Suspended Supplier Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .19
Understanding the Order Life Cycle. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Invoice Conversion and PO Line Level Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20
Supply Chain Finance Capability. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Account Administrator Responsibilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Getting Started with the SAP Business Network User Interface for Buyers. . . . . . . . . . . . . . . . . . . . . . . 22
Overview Tile Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Getting Started Tile Bar. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Home Page Widgets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23

SAP Business Network Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .26

Updating Your Personal Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Timezone and Currency Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Updating Locale Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
cXML Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Configuring cXML Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31
Configure Your SAP Business Network Account to Access SAP Integration Suite, Managed Gateway
for Spend Management and SAP Business Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Audit Logs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Company Profile and Business Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
Specifying Your Company Profile Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Uploading Your Logo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
Setting Default Decimal and Digit Group Separators for Peru. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
Notifications for Buyers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Entering Email Addresses for Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Notification Types for Buyers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Data Deletion Criteria for Buyers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
Requesting Recurring Deletion of Transaction Data for SAP Business Network Buyers. . . . . . . . . . . . 48
Requesting a One-Time Deletion of Transaction Data for SAP Business Network Buyers. . . . . . . . . . . 49

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 Canceling a Request for Deletion of Transaction Data for SAP Business Network Buyers. . . . . . . . . . . 51
Downloading ZIP Files for Deleted Transactions for SAP Business Network Buyers. . . . . . . . . . . . . . .52
Default Transaction Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
Configuring Default Transaction Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Payment Batch Transmission Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Purchase Order Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Blanket Purchase Order Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
Scheduling Agreement Release Setup Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59
Ariba Buyer Contracts Site Setup Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Attachment Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Quick Enablement of SAP Business Network Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Order Confirmation and Ship Notice Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Service Sheet Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
Invoice Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Invoice Archiving. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Long-Term Archiving of Tax Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87
Sales Order Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
D-U-N-S Number Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90
Work Order Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91
Currency Precision and Rounding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93
Overriding Standard Currency Precision and Rounding for Invoices and Credit Memos. . . . . . . . . . . . 95
Country/Region-Based Invoice Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Enablement Process for Country/Region-Based Invoice Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
Configuring Invoice Rules for a Country/Region. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 98
Editing Invoice Rules for a Country/Region. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
Activating or Deactivating Invoice Rules for a Country/Region. . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
Preventing Suppliers from Sending Invoices to Selected Countries/Regions. . . . . . . . . . . . . . . . . . .101
Viewing Invoice Rule Results. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
Downloading Country/Region-Based Invoice Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103
Automatic Invoice Creation from Receipts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
External Tax Invoice Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Workflow for External Tax Invoice Handling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Configuring Transaction Rules for External Tax Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Allowing Automatic Routing of Failed External Tax Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Using Electronic Funds Transfer (EFT) Payment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Enabling Your Account for EFT Payment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 108
Turning on EFT Payment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Catalog Validation Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109
Setting Catalog Validation Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110
Document Number Preferences for Invoices and Service Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .111
Configuring Document Numbering Preferences. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

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 Supplier Profiles and Other Supplier Customizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Reviewing and Approving Customization Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Validating Custom Fields in Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 118
Adding Custom Fields for Validation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Link Multiple Business Applications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Creating a System ID for a Business Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 120
Creating Multiple Bill To Addresses for a System ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
End Points Integration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 121
SAP Business Network Default Document Routing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Configuring End Points When You Have a Single External ERP System. . . . . . . . . . . . . . . . . . . . . . . 126
Configuring End Points When You Have Multiple ERP Systems. . . . . . . . . . . . . . . . . . . . . . . . . . . . 127
Configuring End Points for Guided Buying and Tactical Sourcing Integration. . . . . . . . . . . . . . . . . . 128
Configuring the End Point URL to Access the Catalog Content Management System (CMS). . . . . . . . . . 130
Quote Automation Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .131
Configuring Supplier Invitation Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 131
Configuring the Supplier Invitation Default Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .132
Deleting a Supplier Invitation Rule. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 133
Tracking and Auditing Transaction Rule, Group Membership, and Other Account Configuration
Changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .133
Searching for Changes to Account Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 134
Creating a New Audit Report to Track Changes to Account Settings. . . . . . . . . . . . . . . . . . . . . . . . .135
Searching for Audit Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 136
Purging Audit Logs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Monitoring User Access Activity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Unit of Measure Data for Your Account. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 137
Downloading the Unit of Measure Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 138
Uploading Unit of Measure Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .139
Enabling or Disabling Unit of Measure Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 140
Activating the Analytics Functionality in Your SAP Business Network Buyer Account. . . . . . . . . . . . . . . 141

Supplier Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .142

Supplier Enablement Process. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 142
Supplier Profiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Viewing and Downloading a Supplier’s Basic Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Viewing and Downloading a Supplier’s Extended Profile. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145
Supplier IDs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Private Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Supplier ID Maintenance with Multiple Procurement Applications. . . . . . . . . . . . . . . . . . . . . . . . . . 147
Multiple Unique Supplier IDs for One Supplier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Editing or Deleting a Unique Supplier ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Deleting Unique Supplier IDs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Uploading Multiple Unique IDs for Suppliers in Your Test Account. . . . . . . . . . . . . . . . . . . . . . . . . . 151

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 Creating a Supplier File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Uploading a Supplier File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153
Supplier ID Normalization. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
Supplier Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Viewing Supplier Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176
Overriding Your Rules and Preferences for a Supplier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Terminating Active Supplier Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Creating a Supplier Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Modifying Supplier Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Assigning Suppliers to a Supplier Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Assigning Multiple Vendors to a Supplier Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .185
Assigning Suppliers and Vendors to a Supplier Group Using Vendor CSV Upload. . . . . . . . . . . . . . . 186
Configuring Invoice Rules by Supplier Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Removing a Supplier from a Supplier Group. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Deactivating Unused Supplier Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 188
Hiding Supplier Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .188
Reactivating Supplier Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Custom Routing Method for Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .189
Configuring Your Account to Use a Custom Routing Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190
Commodity and Sales Territory Mappings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190
Uploading Commodity and Sales Territory Mappings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .190
Supplier Contacts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Managing Contact Assignments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 192
Managing Supplier Contact Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
Custom PDF Layouts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .194
Custom PDF Layouts for Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 195
Ship Notice Barcode Labels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196
Custom PDF Layouts for Quality Inspections. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Application Gateway for Supplier Access to Non-SAP Ariba Applications. . . . . . . . . . . . . . . . . . . . . . . 199
Workflow for Single-Sign-On (SSO) Access to Customer Applications. . . . . . . . . . . . . . . . . . . . . . .200
Configuring Third-Party SSO Service Subscriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .201

Reports for SAP Business Network Buyers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203

Report Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 203
Report Templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 204
Creating a Report Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 205
Canceled Payment Transactions Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Collaboration Type Status Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 207
Daily Payment Summary Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 211
Discount Metrics Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212
Discount Acceptance Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213
Early Payment Limit Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 214

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 Failed Dynamic Discounting Credit Memo Creation Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 215
Failed Invoice Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Failed External Invoice Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 217
Failed Order Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .218
Goods Receipt Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220
Invoice Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221
Open Orders Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 223
Order Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 224
Order Summary Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 226
Organization Profile Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227
Payment Transactions Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 228
SCF Trade Details Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229
Service Sheet Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Service Sheet Activity Log Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 233
Ship Notice Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
Supplier Enablement Status Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238
Supplier Enablement Task Status Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Supplier Membership Status Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Supplier Profile Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 245
Supplier Legal Profile Status Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 252
Supplier Remittance Information Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253
Tax Book Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .254
Vendor Data Export Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255
Messaging Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Generate and Download Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Generating and Downloading Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257
Viewing a Generated Report with Double-Byte or Accented Characters. . . . . . . . . . . . . . . . . . . . . . 258

Data Analytics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

Predefined Stories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259

SAP Business Network Users and Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .263

SAP Business Network Roles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263
Creating a Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 265
Modifying a Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 266
Reassigning Users to a Different Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 267
Deleting a Role. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
SAP Business Network Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Creating a User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Changing a User’s Role and Resetting the Password. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272
Reassigning a User Login. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273
Deleting a User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

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 Transferring Administration Ownership. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275
Assigning User Management Capabilities to Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Mass Uploading Users Using an Excel Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 276
Updating Users Using an Excel Template. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 277
SAP Business Network Permissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278
Revoke User Access and Remove a User's Personal Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 286
Workflow for Removing Personal Information for a User from SAP Business Network . . . . . . . . . . . .287
Requesting Removal of Personal Data for a Buyer User. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288
Approving or Rejecting a Buyer User's Request to Remove Their Personal Information. . . . . . . . . . . 288
Viewing and Exporting Revoked Buyer Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 289
Configure Retention Period and Manage Deletion of Revoked Users in SAP Business Network . . . . . . . . 290
Configuring Retention Period for Revoked Users in Your Organization. . . . . . . . . . . . . . . . . . . . . . . 290
Prevention of Manual Login by SAP Business Network Buyer Users. . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Multifactor Authentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 291
Enabling Multifactor Authentication for Login. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 292
Configuring Multifactor Authentication Settings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 293
Managing Multifactor Authentication for Users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Setting Up Multifactor Authentication (Buyer User). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 294
Setting Up Multifactor Authentication Using a New Device (Buyer User). . . . . . . . . . . . . . . . . . . . . 295

Supplier Network Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 296

Search for Products in Network Catalog from Various Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297
Send Check Price Request for Network Catalog Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 297

Supplier Customer Catalogs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299

Downloading a Supplier’s Customer Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 299
Searching for Customer Catalogs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 300
Customer Catalog Search Criteria. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 301
Subscribing to a Public Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 302
Viewing Customer Catalog Contents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 303

Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 305
Pre-Notification and Validation of Remittance Bank Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 306
Batching of Pre-Notes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 307
Bank Holiday Calendar Configuration and Transmission Cut-Off Time. . . . . . . . . . . . . . . . . . . . . . . 307
Zero Net Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Supplier Remittance and Bank Account Change Reporting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 308
Creating a Supplier Remittance Report. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
Payment Process and Control Points. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 309
Payment Capability (US, Canada, Germany) Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 312
Payment Capability Workflow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 313
Bank Holiday Calendar Configuration and Transmission Cut-Off Time. . . . . . . . . . . . . . . . . . . . . . . 314

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 Working with Payments — Next Steps. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 314
Card Payment Capability. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Workflow for Card Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 315
Check Payment Capability. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Workflow for Check Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 316
Mapping a Payment Method Identifier to the Check Payment Method. . . . . . . . . . . . . . . . . . . . . . . 317
Before You Configure Payment Through SAP Business Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 318
Payments Integration Between SAP Business Network and Your ERP System. . . . . . . . . . . . . . . . . . . . 318
Setting Up ACH Payment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Activating the ACH Payment Method. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 319
Viewing Your ACH Payment Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 320
Viewing ACH Payment Batch Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
ACH Payment Batch Rules. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 321
Setting Up Payment Capabilities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Enabling the Payment Capability. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 323
Viewing Your Payment Capability Configuration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 324
Configuring Payment Batch Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .324
Payment Batches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Viewing Payment Batch Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 325
Viewing Payment Batch Files in SAP Ariba Invoice Management or SAP Ariba Buying and Invoicing
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 326
Payment Batch Status Levels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Forced Payment Batch Transmissions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 327
Remittance Advice Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 328
SAP Business Network Payment Workflow Overview. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 329
Viewing Remittances in SAP Business Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 330
Resending a Failed Remittance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 332
Viewing Remittance Advice History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 333
Collaboration with Suppliers on Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Supplier’s View of Payments Through SAP Business Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Private Suppliers and Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 334
Supplier Enablement Considerations for Payment Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 335
Cancel Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 336
Holding the Transmission of Payment Batches Until the End of the Day. . . . . . . . . . . . . . . . . . . . . . 337
Forcing the Transmission of Held Payment Batches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .338
Canceling Payment Batches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 338
Canceling Payments Within Payment Batches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 339

Proof of Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 341

Proof of Service in SAP Business Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .341
Roles with Permissions for Users Related to Proof of Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 342
Proof of Service Personas. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343

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 Proof of Service Workflows. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 343
Proof of Service API for Buyers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Proof of Service Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .346
Proof of Service Using SAP Field Service Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 346
Default Transaction Subrule to Mandate Proof of Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 347
Default Transaction Subrule to Allow Suppliers to Create Proof of Service Using SAP Field Service
Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .348
Integration with SAP Field Service Management with Single-Tenant Crowd Architecture. . . . . . . . . . 349
Creating a Service Call (Proof of Service) from a Purchase Order. . . . . . . . . . . . . . . . . . . . . . . . . . 350
Changes in Purchase Orders with Service Calls. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .350
Adding a Service Call as Proof of Service to a Service Sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 351
Handling Service Calls Deleted in SAP Field Service Management. . . . . . . . . . . . . . . . . . . . . . . . . .352
Individual Buyer Cloud Account in SAP Field Service Management. . . . . . . . . . . . . . . . . . . . . . . . . 352

SAP Business Network Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .355

The Workbench. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 356
Workbench Tile Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 357
Filtering Workbench Tiles. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 358
Customizing Workbench Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .360
Customizing Tiles on Your Workbench. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 361
Grouping Workbench Columns. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 362
Using Search Filters to Find Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Search Filters. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 364
Selecting Suppliers for Searches. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Orders and Releases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 366
Viewing Orders and Releases. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 367
Downloading Orders in PDF Format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 370
Viewing Changes in Purchase Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Viewing Service Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 371
Viewing Blanket Purchase Orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Resending Failed Orders to Private Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 373
Resending a Copy of a Rejected Purchase Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 375
Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 376
Invoice Routing Status Levels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Invoice Document Status Levels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
PDF Copy of Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 377
Unassigned ICS Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .378
Non-PO Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 379
Showing Failed Invoices Submitted by Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Resending Failed Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 381
Transaction Rules for Advanced Pricing Fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 382
Scheduled Payments and Payment Proposal Batch Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384

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 Viewing Scheduled Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 384
Viewing Payment Proposal Batch Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 385
Viewing Ship Notices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 386
Tracking Shipments from the Home Dashboard. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .388
Purchase order tracking Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .389
Tracking Shipments with the Purchase order tracking Page. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 391
Viewing Attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 393
Viewing Notifications. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 394
Printing Online Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 395
Viewing the cXML Content of Online Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Viewing Transaction Audit Reports. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 396
Your Account's Pending Queue. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 397
Viewing the Pending Queue. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 398
Re-Queuing Documents Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 399
Re-Queuing Documents Automatically Using Batch Document Resend. . . . . . . . . . . . . . . . . . . . . .399
Creating the Batch Document Resend File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 401
Uploading the Batch Document Resend File to the Pending Queue. . . . . . . . . . . . . . . . . . . . . . . . . 401
Current SAP Business Network Transactions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .405
Downloading Transaction Data for SAP Business Network Buyers. . . . . . . . . . . . . . . . . . . . . . . . . 406

SAP Business Network Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407

Viewing Service and Subscription Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 407
Optional Service Statuses. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 408
Restoring a Suspended Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 409
Canceling a Service. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 410
Subscription Expiration and Renewal. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411
Auto-Renewals. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411
Renewing Subscriptions Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 411
Credit Card Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 412
Access to Credit Cards. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
Credit Card Charges and Credit Card Statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
Failed Credit Card Charges. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 413
Adding a Credit Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 414
Removing a Credit Card. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 415
Updating Credit Card Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 416
Viewing Credit Card Statements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 417
Viewing Invoices for Services. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418
Modifying Invoice Delivery Options. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 418

SAP Business Network Technical Infrastructure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420

SAP Business Network Physical Location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420
SAP Business Network Availability and Reliability. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 420

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 Error Handling. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .420
Fail-Over. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Operational Status. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
SAP Business Network Communication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 421
Interactive Sessions and Customer Catalog Uploading. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
Communication with SAP Ariba Procurement solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 422
cXML Routing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Fax Routing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Email Routing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 423
Online Order Routing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 424
EDI Routing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 425
Authentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Authentication of Interactive Sessions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Authentication of cXML Documents. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 426
Backups and Maintenance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 427
Technical Acknowledgment Messages Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 428

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SAP Business Network Buyer Administration
Guide

This guide describes how buyers can administer their SAP Business Network accounts.

Use this guide to:

• Configure settings for your SAP Business Network account, such as default transaction rules.
• Manage suppliers by creating supplier groups.
• Generate reports of your SAP Business Network account's activity.
• Manage users and roles.
• Download and view supplier customer catalogs.
• Search and view network catalog products.
• Manage payment and discount processing for the SAP Ariba Payables solution.
• View incoming and outgoing documents.
• Manage SAP Business Network subscription services.
• Learn about the SAP Business Network technical infrastructure.

This guide applies to:

• SAP Business Network

• SAP Business Network for Supply Chain

Related Guides

SAP Business Network Guide to Invoicing

SAP Business Network for Supply Chain Integration and Configuration Guide

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SAP Business Network for Buyers

SAP Business Network is a hosted service that enables buying organizations and suppliers to form relationships
and conduct transactions over the Internet.

Buying organizations use SAP Business Network to find suppliers from which they want to purchase products or
services and invite suppliers to form trading relationships. After the supplier accepts the invitation, the buying
organization can look at the supplier’s customer catalogs and place orders. Buyers can also easily search for
suppliers and their products on the network catalog irrespective of the trading relationship between buyer and
supplier. Suppliers receive the orders and return invoices.

As a buying organization, you can do the following on SAP Business Network:

• Search for or invite suppliers that have the products and services you need to form trading partnerships (see
Enabling Suppliers on SAP Business Network).
• Send orders and receive invoices [page 376].
• Run reports [page 203] on your suppliers.

How Buyers and Suppliers Connect [page 13]

SAP Business Network Benefits at a Glance [page 17]

Supplier Interactions [page 17]

Understanding the Order Life Cycle [page 19]

Account Administrator Responsibilities [page 21]

Getting Started with the SAP Business Network User Interface for Buyers [page 22]

How Buyers and Suppliers Connect

This is the process to establish a business relationship between a buying organization and a supplier.

1. Buyer creates a vendor record and uploads the vendor details

2. Buyer navigates to Supplier enablement , Configure to customize the new template email body with a personal-
ized invitation message

3. Buyer activates the template and invites the potential new supplier to enter into a business relationship. The
template is pre-populated with the available vendor details such as the company address

4. Supplier receives the email invitation and clicks Get started

5. The supplier is redirected to the new registration landing page. SAP Business Network determines whether or not
there is an existing user account or an existing supplier company account

6. The supplier user can view (and search for) existing accounts, use an existing account, or chose to create a new
account

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7. In case the supplier choses to create a new account, they are redirected to a supplier registation form. The
supplier is advized to fill out some more information such as provide product and categories, as well as to finalize
the supplier profile

8. The supplier lands on the supplier portal

Any supplier can register with SAP Business Network. However, a supplier can't obtain a fully-transactional account
until at least one buying organization (a "sponsor") requests and approves a relationship with the supplier.

There is only one template (Trading Relationship Request letter (SAP Business Network). This template should be
activated by the buyer. If a buyer does not already have a logo in their Company Profile and does not add one before
sending any business relationship request, suppliers will go to a registration landing page with no branding (No
buyer brand logo / No SAP Brand logo)

When a registered SAP Business Network buyer wants to initiate a business relationship with a supplier, the buyer
activates and customizes the template mentioned above. The new template supports customization of the header
logo, the invite body text, the company on the invite, and the contact on the invite. After customization the buyer
can send the invitation email

When buyers invite a supplier to collaborate and start a business relationship on SAP Business Network, suppliers
are directed to a landing page. The landing page is the entry point for a supplier to establish a business relationship.
From there potential suppliers can create a new SAP Business Networkaccount, use an existing account, or search
for an existing account. SAP Business Network has a number of automated search and matching capabilities to
surface existing accounts and avoid duplicate accounts creation

When a supplier receives a business relationship email request from a buyer, a supplier can either create a new
SAP Business Networkaccount, or use an existing SAP Business Network account. If a supplier is unsure how to
proceed, there is a search function to determine if there is an existing SAP Business Network account that can
be used. The search function uses an algorithm to show 20 results in a results table. If there is an existing user
account, click Use this account. If there is an existing company account, click Contact administrator. This sends a
message to the administrator to ask how to proceed and request a subuser account to be created.

The search filters and the results table are optimized for ease of use and better understanding of the functionality.
The initial search is the basic search. This provides three search filters: Company name, Corporate email /
domain, and Country. Actions are: Search, Clear, and Cancel

The advanced search adds four additional search filters: Tax/VAT ID , Ariba Network ID, DUNS number, and GLN
(Global Location Number). You can return to the basic search window by clicking the Hide advanced Search link.

Supplier Post Registration Experience

• The SAP Business Network user ID provides a login link allowing you to finish the registration process
• You can requests to resend the email in case you missed it or you want to change the email address used in the
initial registration process
• Upon final email confirmation, you are asked to provide a last bit of information such as the product and
services categories you provide and the ship to and service locations you support. This information helps you
to be discovered by other potential customers and grow your business
• Now the registration process is complete. You are redirected to the SAP Business Network supplier portal.

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New Account Creation from the Landing Page Using the New Registration Form

The registration form is integrated with the landing page. It supports the workflow outlined below:

• Click on the link in the business relationship request email to launch the new landing page
• Click the Create account button on the new landing page to launch the new registration form
• The registration form is auto-populated with the vendor information from the buyer. You can change it if
necessary.
• Auto default the administrator user details
• Perform all field validations and country specific behavior
• Create the account and redirect the supplier to the supplier portal

Automatch on the Landing Page

Account auto match capabilities make it easy for invited suppliers to determine whether there is an existing SAP
Business Network account for their company that they can use. This avoids having to search for an account or
creating unnecessary duplicate accounts.

The auto match function uses a ranking system using either the DUNS number and supplier email, the DUNS
number, or an existing email. The DUNS number and email is based on vendor details from buyer's vendor master.

If there is a match found, the supplier can then use this account to log in by clicking the Use this account button. If
the supplier is still not sure whether to use a matched account, they can contact the buyer administrator to inquire
how to proceed by clicking the Contact administrator button. SAP SAP Business Network confirms whether or not
the message was succesfully sent.

Duplicate Acccount Check on the Registration Form

There are automated checks for duplicate accounts on the SAP Business Network supplier registration form.

There are two possible workflows for the duplicate check function as described below:

Flow 1

1. A supplier receives an invitation email to establish a business relationship

2. The supplier clicks the Create Account button on the landing page which launches the registration form
3. The registration form is auto populated with vendor details available from the invitation
4. The supplier fills out any remaining fields on the registration form and enters the same email that was used in
the invitation
5. The supplier submits the registration form
6. The check duplicate account process detects there is an existing account which is displayed on the screen
7. The supplier realizes there is an existing account and clicks the Use this account button to log in

Flow 2

1. A supplier receives an invitation email to establish a business relationship

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2. The supplier clicks the Create Account button on the landing page which launches the registration form
3. The registration form is auto populated with vendor details available from the invitation including the suppier's
DUNS number
4. The supplier fills out any remaining fields on the registration form
5. The supplier submits the registration form
6. The check duplicate account process detects there is an existing account with the same DUNS number which
is displayed on the screen
7. The supplier cannot proceed and must click the Contact administrator button. This triggers a message to the
buyer's administrator asking on how to proceed
8. The supplier leaves the registration page and waits for further instructions to complete the registration process

Address Validation on the Registration Form

Address validation extends existing HCP/ICP address validations and all other country specific validations and
behaviour on the registration form. It ensures that the company legal name and mandatory address fields are
entered in valid Latin characters.

Manage Multiple Buyer Entities During the Invite Process

Some buying organizations like to have local entities to onboard suppliers.

The From section of the invite letter and the landing page allows buyer user to specify a buyer entity at the vendor
level.

Note that the specified buying entity determines the company name, logo and address displayed to the user on the
new registration experience. If no specific entity is provided, the details specified at the company profile level will be
used.

Configure a Buyer Contact per Vendor

A supplier invited by a buyer to join SAP Business Network often does not know anything about SAP or SAP
Business Network. They only know the buyer with whom they are already conducting business outside the SAP
Business Network. As a buyer you can configure a buy-side contact(one contact) per vendor that is displayed both
on the invite email and also the landing page. This instills confidence in the invited supplier that the invitation is
coming from a trusted source and a contact that they can reach out to.

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SAP Business Network Benefits at a Glance
SAP Business Network offers the following benefits:

• Business automation. SAP Business Network enables trading partners to automate part of their businesses,
providing significant advantages. By processing transactions automatically on SAP Business Network, trading
partners can speed order execution, increase accuracy, and reduce costs.
• Easy supplier enablement. More than 4.6 million companies are already members of SAP Business Network,
operating in nearly every country/region. You can easily search the list of suppliers to see which of yours are
already enabled. Adding new suppliers is simple. You can invite new suppliers through several methods and you
can even have SAP Ariba enable them for you.
• Content distribution. You have access to validated customer catalogs from any supplier. You can manually
download customer catalogs for inspection or subscribe to them so that you are notified of any future changes.
• Access to contract prices. SAP Business Network allows buyers and suppliers to communicate content and
pricing confidentially so that you can negotiate prearranged contract prices. Your suppliers are assured that no
other buyers can see their prices.
• Multi-protocol order routing. SAP Business Network automatically routes orders to suppliers through cXML
(Commerce eXtensible Markup Language), email, fax, or EDI (Electronic Data Interchange). Suppliers specify
their preferred order routing method, and SAP Business Network takes care of the format, protocol, and
delivery details.
• Order status tracking. You and your suppliers can track real-time status of your orders on SAP Business
Network. Suppliers can set order status through order confirmations and ship notices.
• Powerful invoicing. Suppliers can send you invoices, credit memos, and debit memos through SAP Business
Network. They can use several methods to generate invoices, including an easy-to-use invoicing wizard. SAP
Business Network routes invoices to you for reconciliation and payment.
• Access to SAP Business Network Discovery. With the right permission, you can use your SAP Business
Network username and password to easily publish postings (formerly Public RFXs) on SAP Business Network
Discovery. Anyone can search the SAP Business Network Discovery directory for suppliers. When you create
a posting, you can direct SAP Business Network Discovery to automatically notify suppliers that provide the
goods or services you seek, and you can invite any other suppliers you like.

Supplier Interactions
Suppliers register on SAP Business Network, configure their accounts, and store product and service content
there. Buying organizations then download customer catalogs and use their procurement applications to generate
orders.

Procurement applications send purchase orders to SAP Business Network, which either stores them for suppliers
to pick up or routes them to suppliers through one of several protocols. Suppliers can respond with order
confirmations, ship notices, and invoices.

Suppliers cannot see each other on SAP Business Network. They see neither the names nor the customer catalogs
of other suppliers, so their business information and their relationships remain confidential. Buyers, however, can
see the names and basic information of all suppliers on SAP Business Network.

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Supplier Order Routing Methods
SAP Business Network allows you to see the order routing method that each supplier supports.

Suppliers can use any of the following order routing methods, depending on their technical capabilities.

Method Description

Online SAP Business Network stores orders online. Suppliers must log in and read them manually.

Email SAP Business Network sends orders to the supplier’s email mailbox over the Internet.

Fax SAP Business Network sends orders to the supplier’s fax machine.

EDI SAP Business Network sends orders to the supplier’s EDI (Electronic Data Interchange) mailbox
through a private VAN (Value Added Network). SAP Business Network supports both ANSI X12 and
UN EDIFACT standards.

cXML SAP Business Network sends orders as cXML (commerce eXtensible Markup Language) to the
supplier’s website.

XML (eXtensible Markup Language) is a standard for passing data between Internet applications. XML documents
contain data in the form of tag/value pairs. XML has a structure similar to HTML (hypertext markup language), but
Internet applications can extract and use data from XML documents more easily than from HTML.

Supplier Subscriptions
SAP Ariba subscriptions help suppliers to maximize the benefits of SAP Business Network for their business by
providing added functionality and services tailored to their level of participation. Suppliers receive benefits based
on their annual transaction volume.

SAP Business Network calculates transaction service fees for each customer relationship based on the transaction
volume and number of transactional documents.

• Transaction volume is the total dollar value of either:

• purchase orders (PO) and non-PO invoices, or
• invoices (both PO and non-PO)
SAP Ariba distinguishes between PO invoices (invoices that have been generated from a purchase order
issued through SAP Ariba) and non-PO invoices (invoices not associated with an SAP Ariba-managed
purchase order) in order to ensure that fee calculations do not “double count” SAP Ariba-generated
purchase order and invoice volumes.
• Document count is the number of purchase orders and all invoice documents (PO and non-PO invoices). Order
confirmations, change orders, ship notices, ICS invoices (invoices sent from an invoice conversion service),
and other documents are excluded from the document count, ensuring that suppliers can continue to transact
these value-added transaction types at no additional cost.

For more information on the different subscriptions and pricing by region, see the Supplier Subscription Overview
Website

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Suspended Supplier Accounts
If your relationship with a supplier is chargeable, SAP Business Network can suspend your supplier’s ability to
transact with you for one of the following reasons:

• The supplier fails to pay any required transaction service fees

• The supplier fails to replace an invalid credit card with a valid credit card for transaction service fees

 Note

Relationships below the total suspension threshold won’t be suspended unless there has been no payment
during the last 12 months. Relationships with a $0 transaction service fee won’t be suspended.

While a supplier’s account is suspended, they can't:

• Receive purchase orders sent to them through SAP Business Network

• Receive other incoming documents sent to them through SAP Business Network
• Send invoices or other outgoing documents to you
• Send new customer catalogs to you

If you find a new supplier in a search and their account is suspended, you can’t establish a relationship with them.
SAP Business Network shows suppliers with suspended accounts in the Suspended Relationships area of the
Active Relationships page. You also see a message at the top of the supplier’s basic profile.

Related Information

Supplier Membership Status Reports [page 242]

Viewing and Downloading a Supplier’s Basic Profile [page 144]
Supplier Management [page 142]
Supplier Contacts [page 191]
Supplier Profile Reports [page 245]
Supplier Membership Status Reports [page 242]
Supplier Subscription Overview

Understanding the Order Life Cycle

During the life cycle of an order, buying organizations and suppliers communicate information about orders:

1. The supplier creates customer catalog files that describe products and services.
2. The supplier uploads the customer catalog files to SAP Business Network for validation.
3. The supplier publishes customer catalogs to specific customers.
4. SAP Business Network notifies buying organization by email that new customer catalogs are available.
5. Buying organizations download and approve customer catalogs for use with their procurement application.
6. Procurement application end users browse the customer catalogs for products and services and initiate
purchase requisitions, which are routed through their organizations for approval.

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7. Upon approval, the procurement application automatically sends purchase orders in cXML format to SAP
Business Network.
8. SAP Business Network stores orders so that suppliers can view them in their account.

Figure 1: Purchase Order Life Cycle

All suppliers receive orders in their online accounts. However, they can also receive orders through a routing
method.

Related Information

Supplier Customer Catalogs [page 299]

SAP Business Network Documents [page 355]

Invoice Conversion and PO Line Level Mapping

If you subscribe to an SAP Ariba invoice conversion services (ICS) solution, and the service provider supports PO
line level mapping rules, you can have SAP Business Network send a cXML copy of the PO to the service provider
as a CopyRequest document. Copies of POs are sent for all types of POs (new, canceled, or changed). The Order
History tab includes CopyRequest POs sent to service providers.

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Related Information

SAP Business Network Guide to Invoice Conversion

Supply Chain Finance Capability

You can unlock working capital by using supply chain finance, a tool that enables you to extend the payment
terms and Days Payable Outstanding (DPO). The goal of supply chain finance is to optimize your accounts payable
metrics, cash management, working capital, transaction costs, administration, and risk.

On SAP Business Network, supply chain finance involves a third party financing organization connected to SAP
Business Network that pays your supplier early at a discounted rate. The third party executes two separate
agreements, one with you and one with your supplier.

The agreement with you is a guarantee that you will pay the third party the full amount of the approved invoice
at the term due date. The agreement with the supplier is a purchase agreement that transfers ownership of the
supplier’s receivables to the third party when the early payment is settled. When the agreements are in place, the
process works as follows:

1. You approve the invoices to pay and post them through SAP Business Network, which sends a copy to the third
party provider.
2. The third party provider pays the supplier at the agreed upon discount rate.
3. You pay the third party provider the full amount of the invoice at the full term due date of the invoice.

Related Information

Ariba Working Capital Management Services datasheet

Account Administrator Responsibilities

One person in your organization acts as the account administrator. The administrator is responsible for:

• Setting configuration options. See SAP Business Network Configuration [page 26].
• (Optional) Adding additional users to the account. See SAP Business Network Users and Roles [page 263].
• (Optional) Creating a test account for testing document flow with suppliers. See Using Test Accounts on SAP
Business Network.

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Getting Started with the SAP Business Network User
Interface for Buyers
The SAP Business Network application user interface for buyers has the following key components:

1. Home page [page 22]—The default page you see when you log in to SAP Business Network. Click Home to
access your home page from anywhere in the application.
2. Menu bar—Provides access to the various pages in the application. Some menus go directly to a page,
while others provide a dropdown list of commands. The menu bar that you see may vary depending on your
account’s entitlements.
3. Header bar—Provides helpful menus, commands, and information about you and your company.
• Use the dropdown on the top-left corner of the header bar to switch between different SAP Ariba web
applications.
• Click the Account Settings icon to choose one of the following commands from the dropdown:
• ANID (Ariba Network ID)—A number that uniquely identifies your company on SAP Business
Network. You might need this number to contact some support services.
• Switch to Test Account—Change from production to test account modes.
• Manage Services—Manage your SAP Business Network services.
• Manage Profile—Configure your SAP Business Network profile.
• Settings—Access configurations for users and roles, self-service customization, the unit of measure
master list, and your audit log. Also manage purge requests.
• Logout—Exit SAP Business Network when you’re done with your session.
• Click the Help  icon to activate SAP Companion in-app help.

Figure 2: SAP Business Network User Interface for Buyers

Home Page

You can navigate back to the SAP Business Network home page by clicking Home on the menu bar.

Depending on your permissions, the Home dashboard can display the following content items. Only the Alerts and
Messages content item is not permission-based.

• Alerts and Messages. This content item displays important information about SAP Business Network, and
reminders about your account. A yellow icon is shown for alerts that require your attention soon, and a red icon
is shown for alerts that require your immediate attention. You can permanently delete any item that does not
have an icon by clicking the trash can icon.
• Shipment Tracking. See Tracking Shipments from the Home Dashboard [page 388].

Be sure to respond promptly to alerts in the Alerts and Messages content item.

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Overview Tile Bar

The Overview tile bar displays the default tiles for your business role, or tiles that you have configured.

On the SAP Business Network for Supply Chain Home page, up to five tiles are displayed in the Overview tile bar by
default.

You can reveal an additional five tiles with the More button. You can also configure which tiles are displayed from
the Workbench. For more information, see The Workbench [page 356]

The Overview tiles are displayed intelligently: if one or more Pinned documents exist, that tile is displayed first.
Otherwise, it is moved to the end of the order.

Getting Started Tile Bar

The Getting started tile bar offers you recommended tasks and information resources for first time users.

The Getting started tile bar directs you to complete important configuration tasks for your account. For example,
Update company profile, Upload company logo, or Upload vendors.

 Note

The tasks available to you depend on your permissions.

Each Getting started tile includes an info icon that you can click to learn more about the task.

You can mark Getting started tiles as complete to remove them from the tile bar. Marking a task complete
increments the count on the Completed task tile. Click the Completed task tile to view tasks that were previously
marked as complete, when, and by whom.

Home Page Widgets

Your Home page provides widgets to show at a glance current information for your business activities.

The SAP Business Network for Supply Chain Home page displays role-based widgets. These widgets help you
focus on important tasks, insights, key performance indicators, and benchmarks for your business.

To customize the contents of your Home page, see Customizing Your Home Page Widgets.

Shipment Tracking Widget

The Shipment tracking widget allows you to quickly track the status of shipments. Enter a purchase order number
and click Track to view shipment status information.

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Purchase Orders Widget

The Purchase Orders widget shows you the total value of purchase orders you have created in each month of the
selected year. Data is displayed in your preferred currency.

Click View all to view additional details on the Analytics dashboard.

You must have the Analytics dashboard access permission and the analytics functionality must be activated to
access the Analytics dashboard.

 Note

Purchase order and invoice amounts specified in non-USD currencies are converted to USD for the purpose of
aggregation using the currency exchange rate at the time the transaction document is created. The aggregated
amount is further converted to your user-specified currency for display in widgets. Therefore, you may see a
difference between the original amounts displayed in the workbench and the aggregated amount displayed in
widgets.

Invoices Widget

The Invoices widget shows you the total value of invoices you have received in each month of the selected year.
Data is displayed in your preferred currency.

Click View all to view additional details on the Analytics dashboard.

You must have the Analytics dashboard access permission and the analytics functionality must be activated to
access the Analytics dashboard.

Delivery Execution Widget

The Delivery execution widget displays the Perfect delivery, On time delivery, and In full delivery key
performance indicators (KPIs) for your entire supply chain in the previous month. The KPIs are calculated by
the underlying Delivery execution analytics story. You can click View all to view the full story in the Analytics
dashboard.

The KPIs are defined as follows:

• Perfect delivery: The percent of items delivered on time and in full, calculated by dividing the total count of line
items delivered on time and in full by the total count of line items evaluated.
• On time delivery: The percent of items delivered on time, calculated by dividing the total count of line items
delivered on time by the total count of line items evaluated.
• In full delivery: The percent of items delivered in full, calculated by dividing the total count of line items
delivered in full by the total count of line items evaluated.

To view the widget, you must be enabled for SAP Business Network for Supply Chain. You must have the
Analytics dashboard access permission and the analytics functionality must be activated to access the Analytics
dashboard.

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24 PUBLIC SAP Business Network for Buyers
Supplier Enablement Widgets

The Enablement summary, Full enablement progress, and Light enablement progress widgets enable you to
quickly check the real-time enablement progress for your potential suppliers that are planning to use either an
enterprise account or a standard account.

To view the widgets, you must have at least one of the following permissions assigned to your account:
Supplier Enablement Configuration, Supplier Enablement Program Administrator, Supplier Enablement
Report Administration, or Supplier Enablement Task Management

For more information, see Supplier Enablement Widgets.

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SAP Business Network for Buyers PUBLIC 25
SAP Business Network Configuration

On the Configuration page of your SAP Business Network account, you can review and update company settings
such as contact information, locale settings, cXML settings, document routing preferences, system notifications,
default transaction rules, country/region-based invoice rules, payment settings, application end points, and quote
automation rules.

To see the Configuration page, choose Account settings Manage Profile . The options available on the
Configuration page depend on the features that have been enabled for your SAP Business Network account.

 Note

For additional configuration instructions related to SAP Business Network for Supply Chain, see the SAP
Business Network for Supply Chain Integration and Configuration Guide.

Updating Your Personal Information [page 27]

Timezone and Currency Settings [page 28]

cXML Setup [page 29]

Configure Your SAP Business Network Account to Access SAP Integration Suite, Managed Gateway for Spend
Management and SAP Business Network [page 32]

Company Profile and Business Information [page 34]

Notifications for Buyers [page 40]

Data Deletion Criteria for Buyers [page 44]

Default Transaction Rules [page 53]

Currency Precision and Rounding [page 93]

Country/Region-Based Invoice Rules [page 96]

External Tax Invoice Rules [page 106]

Using Electronic Funds Transfer (EFT) Payment [page 108]

Catalog Validation Preferences [page 109]

Document Number Preferences for Invoices and Service Sheets [page 111]

Supplier Profiles and Other Supplier Customizations [page 116]

Link Multiple Business Applications [page 119]

End Points Integration [page 121]

Configuring the End Point URL to Access the Catalog Content Management System (CMS) [page 130]

Quote Automation Rules [page 131]

Tracking and Auditing Transaction Rule, Group Membership, and Other Account Configuration Changes [page
133]

Monitoring User Access Activity [page 137]

Unit of Measure Data for Your Account [page 137]

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26 PUBLIC SAP Business Network Configuration
 Activating the Analytics Functionality in Your SAP Business Network Buyer Account [page 141]

Updating Your Personal Information

The Personal Information page includes the username, password, name, and other information about the current
user. Only the account administrator’s name and email address are included in the company profile.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Personal Information.

The Personal Information page appears.

Figure 3: Personal Information Page

3. Update values on the Personal Information page as necessary, noting the following constraints and guidelines:

• Username is a value you enter when you log in to SAP Business Network. A username must be in the
format of an email address (name @ domain .com); however, SAP Business Network does not send
messages to the address. Usernames are case-sensitive, can contain any English character, and cannot
contain any punctuation except the ampersand and period required by the name @ domain .com format.
• Email Address is where SAP Business Network sends account notifications. By default, SAP Business
Network sends all notifications to the account administrator.
If you change your email address, SAP Business Network sends an email to the newly updated email
address requesting you to confirm the email address. You must use the link in the email to activate and log
in to the account.
• Password is a case-sensitive value you enter when you log in to SAP Business Network. For increased
security on SAP Business Network, passwords expire every 90 days for users who have PCard access

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SAP Business Network Configuration PUBLIC 27
 (granted with Payment Activities permission). For all other users, including administrators, passwords
expire after 5 years (1,826 days).
Passwords are case-sensitive, must be at least eight characters long, and can include only alphabetic
letters (without accents), numbers, and common symbols. You cannot reuse your recent passwords. As a
best practice, you should include at least one numeral between the first and last characters and at least
one letter. To change your password, you must enter your current password as well as the new one, then
confirm the new password.

 Note

The number of asterisks that appear onscreen after you have typed in your password might differ from
the number of characters in your password. This does not indicate a typing error. The difference results
from password encryption and occurs randomly.

• Secret Question and Answer are values that SAP Business Network uses to verify your identity if you
forget your password. SAP Business Network provides a set of pre-determined secret questions for you to
select from. Select a secret question and provide an appropriate answer that you will easily remember in
the future.
• Preferred Language is the language of notifications that SAP Business Network sends you. This is
different than your web browser’s language setting, which controls the user interface and actions you
initiate there.
4. Click Save.

Timezone and Currency Settings

In the Locale Settings area, you can set the following options:

• Preferred Timezone controls how SAP Business Network displays dates and times on purchase orders routed
by fax or email. Date and time stamps are displayed as GMT (Greenwich Mean Time) +/-.
• Default Currency is the currency that SAP Business Network uses for all entered and displayed monetary
amounts in your account.

These settings affect how SAP Business Network displays date/time stamps and currency to all account users.
Users cannot see these settings—only the Administrator can see and change the timezone and default currency.

 Note

The currency that SAP Business Network uses in the Manage Services area of your account is controlled by
your organization’s location, which you specify in Account settings Manage Profile Company Profile .

Updating Locale Settings

You can set the timezone and currency for your account. To convert from GMT (Greenwich Mean Time) to your
local time, go to http://www.timezoneconverter.com .

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28 PUBLIC SAP Business Network Configuration
Prerequisites

You are assigned a role with the Company Information permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Locale Settings.

The Locale Settings page appears.

Figure 4: Locale Settings Page

3. Choose a timezone from the Preferred Timezone list.
4. Choose a currency from the Default Currency list.
5. Click Save.
Changes take effect for users at the next login.

cXML Setup
Several SAP Ariba applications, both on premise and cloud, communicate with SAP Business Network over the
Internet using cXML (commerce eXtensible Markup Language).

To enable this communication, you specify an authentication method and the profile URL of your application.

Authentication Method

For secure access, all cXML applications authenticate cXML documents they receive. This authentication ensures
that the documents are legitimate because they were sent from recognized organizations. You can choose shared
secret authentication or digital certificate authentication.

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Profile and PunchIn URLs

Ariba Buyer on premise and Ariba Sourcing on premise support the cXML Profile transaction. You need to specify
these URLs only if you use Ariba Buyer with the collaboration site, or Ariba Sourcing with the Public RFX feature.

SAP Business Network uses the cXML Profile transaction to check the capabilities of Ariba Buyer and Ariba
Sourcing and the URLs of services they offer. SAP Business Network sends a ProfileRequest when it needs
to send a cXML document, but not more than once in 24 hours. Ariba Buyer and Ariba Sourcing respond with a
ProfileResponse, which SAP Business Network caches.

SAP Business Network uses the cXML Profile transaction immediately before it sends a ProviderSetupRequest
document to initiate a PunchIn session with Ariba Buyer or Ariba Sourcing. PunchIn sessions are initiated by
suppliers in the following situations:

Target Application PunchIn Initiated By

Ariba Buyer Suppliers generating invoices from contracts

Suppliers responding to collaboration requests

Ariba Sourcing Suppliers inquiring about public RFX events

Document Download

Your application can optionally download documents from SAP Business Network:

Document Can Be Downloaded By

Order Confirmations Ariba Buyer, SAP Business Network adapter, SAP Ariba Buying solutions

Ship Notices Ariba Buyer, SAP Business Network adapter, SAP Ariba Buying solutions

Invoices Ariba Buyer, SAP Business Network adapter, SAP Ariba Buying and Invoicing, SAP Ariba
Invoice Management

Status Update Requests Ariba Buyer, SAP Business Network adapter

Payment Schedules SAP Business Network adapter

When these documents are downloaded into your application, you can use the data within them, such as using
invoice data to reconcile orders.

SAP Ariba Support controls whether your SAP Business Network account can download some or all of these
documents. To request to have this feature activated for your account, click Help Help Center Support
Center . Fill out the SAP Business Network Email Support Form. Indicate which documents you want to
download. You can request to download each document type separately.

As a best practice, enable this feature first with your test accounts and thoroughly test the process before enabling
the feature with your production accounts. For more information, see Using Test Accounts on SAP Business
Network.

When SAP Ariba Support activates this feature, SAP Business Network queues some or all of the
following cXML documents for downloading by your application: ConfirmationRequest, ShipNoticeRequest,
InvoiceDetailRequest, or StatusUpdateRequest. Note that if you use Ariba Buyer and request a status
update, the status is “ordering.” When you download the StatusUpdateRequest, the status changes to “ordered.”

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30 PUBLIC SAP Business Network Configuration
Configuring cXML Setup
To enable communication between your SAP Business Network account and Ariba Buyer, SAP Ariba Sourcing, and
applications that use the SAP Business Network Adapter, you must specify cXML (commerce eXtensible Markup
Language) options.

Prerequisites

You are assigned a role with the cXML Configuration permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose cXML Setup.

The cXML Setup page appears.

Figure 5: cXML Setup Page

3. In the Authentication Method section, choose the authentication method from the dropdown:

• Shared Secret. (Default) You enter a confidential text string as your shared secret. The shared secret is
used to authenticate all cXML transactions between your organization and SAP Business Network. If you
change your shared secret, you must also make the same change in your cXML-enabled application. If the
values do not match, your documents cannot be delivered.
To change your shared secret, you must enter the current value in the Current Shared Secret text box.
If you forget your shared secret, SAP Business Network Customer Support must reset it. Choose Contact
Support from the Help menu, and in the Support page set Category of Issue to “Reset Shared Secret”
and click Submit.

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SAP Business Network Configuration PUBLIC 31
 • Certificate. You purchase and maintain a digital certificate signed by a trusted certificate authority. Paste
the signed client certificate into the Certificate text box. Your website and SAP Business Network use this
certificate for cXML authentication.
You can also uses the backup certificate if your primary certificate becomes invalid. Backup certificates are
useful when your primary certificate expires or when you need to perform certificate maintenance.
Digital certificates require more setup steps, they cost money, and they expire over time. However, they
might be more compatible with your organization’s security strategy.You can also use a backup digital
certificate.
For a list of SAP Business Network’s trusted certificate authorities, see the cXML Solutions Guide.
4. In the Profile URL and Public RFX PunchIn URL sections, do one of the following:

• If you use Ariba Buyer with contract collaboration, SAP Ariba Sourcing to create SAP Business Network
Discovery postings, or SAP Business Network Adapter, enter the externally accessible URL of your SAP
Ariba application or SAP Business Network Adapter application in the Profile URL section. Specify a URL
with an https prefix so communication is encrypted. For example:

https://procure.bigbuyer.com:443/Buyer/cxmlchannel

Click Reset Profile to clear your cXML profile cached on SAP Business Network. The next time SAP
Business Network needs to send you a cXML document, it gets your cXML profile instead of using the
cached profile, which can be up to 24 hours old. This function is helpful when developing support for the
Profile transaction.
• If you use both Ariba Buyer with contract collaboration and SAP Ariba Sourcing with the Public RFX
feature, enter your Ariba Buyer cXML channel URL in the Profile URL section and your SAP Ariba Sourcing
cXML channel URL in the Public RFX PunchIn URL section. Specify a URL with an https prefix so
communication is encrypted. For example:

https://yourdomain.com/Sourcing/CXMLChannelServlet

5. Click Save.

Configure Your SAP Business Network Account to

Access SAP Integration Suite, Managed Gateway for
Spend Management and SAP Business Network
Buyers using SAP Business Network can send and receive transaction documents using the SAP Integration Suite,
managed gateway for spend management and SAP Business Network.

As a buyer administrator, you can set up the SAP Integration Suite, managed gateway for spend management and
SAP Business Network to send and receive transaction documents to SAP Business Network. You need to assign
roles and permissions for users to access the SAP Integration Suite, managed gateway for spend management and
SAP Business Network.

Related Information

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32 PUBLIC SAP Business Network Configuration
Enabling the SAP Integration Suite, Managed Gateway for Spend Management and SAP Business Network on SAP
Business Network
Logging into the SAP Integration Suite, Managed Gateway for Spend Management and SAP Business Network
Assigning User Permissions for the SAP Integration Suite, managed gateway for spend management and SAP
Business Network
Switching to the US Data Center of SAP Integration Suite, managed gateway for spend management and SAP
Business Network for Existing SAP Business Network Buyers
SAP Business Network Users and Roles [page 263]

Audit Logs
Audit logs for switching data centers and enabling or disabling SAP Integration Suite, managed gateway for spend
management and SAP Business Network routing in SAP Business Network

• Entries are added to the audit log when a user enables or disables SAP Integration Suite, managed gateway for
spend management and SAP Business Network routing in SAP Business Network.
• Entries are added to the audit log when a user switches between SAP Integration Suite, managed gateway for
spend management and SAP Business Network data centers in SAP Business Network.
• Only SAP Business Network users with administrator or viewer privileges can view the audit log entries.
• Audit logs for test and production accounts are separate and independent of each other.

The following are the functional features:

When users switch data centers and enable or disable SAP Integration Suite, managed gateway for spend
management and SAP Business Network routing, these comments are entered in the SAP Business Network audit
log.

Table 1: Audit Log Operations and Comments

Operation Comments in the Audit Log Description

User enables SAP Integration X Data Center was enabled for SAP Ariba X is the default data center for selected loca-
Suite, managed gateway for
Cloud Integration Gateway tion
spend management and SAP
Business Network routing SSO to SAP Ariba Cloud Integration Gate-
way X Data Center was enabled

User disables SAP Integration X Data Center was disabled for SAP Ariba
Cloud Integration Gateway
Suite, managed gateway for
spend management and SAP SSO to SAP Ariba Cloud Integration Gate-
Business Network routing way X Data Center was disabled

User switches between SAP Inte- X Data Center was disabled for SAP Ariba X is the currently configured data center
gration Suite, managed gateway
Cloud Integration Gateway
for spend management and SAP
Business Network data centers SSO to SAP Ariba Cloud Integration Gate-
way X Data Center was disabled

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Operation Comments in the Audit Log Description

Y Data Center was enabled for SAP Ariba Y is the new data center that the user switches
to
Cloud Integration Gateway

SSO to SAP Ariba Cloud Integration Gate-

way Y Data Center was enabled

Viewing Audit Log Entries

How to view audit log entries

• To view the audit log information go to Settings Audit Log .

• To generate the audit log in PDF format click the Export to PDF button.

Company Profile and Business Information

SAP Business Network provides several different options to provide information about your company and its
business.

On the Configuration page, you can choose any of the following options to provide information about your
company:

• Company profile: Contains information about your company, such as its name, NetworkId, website, D-U-N-S
number, address, and contract information.
• Company business information: Contains information about your company’s business, such as its legal form,
tax ID and VAT ID, number of employees, state of incorporation, industries, and business type. This information
is not visible to suppliers.
• Upload company logo: Allows you to upload your company logo to display on emails, faxes, and purchase
orders.
• Extended profile settings and information: Contains details about your transaction requirements with trading
partners.
• Additional information: Contains a more detailed description of your company for suppliers and links to your
company’s other external websites.

Specifying Your Company Profile Information [page 35]

Uploading Your Logo [page 37]

Setting Default Decimal and Digit Group Separators for Peru [page 38]

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34 PUBLIC SAP Business Network Configuration
Specifying Your Company Profile Information
You can enter or revise information about your company so that suppliers can identify the company and contact
you. You can also enter business information for your company, which is not visible to suppliers.

Prerequisites

You are assigned a role with the Company Information permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Company Profile.

The Company Profile page appears.

Figure 6: Company Profile Page

3. Enter or revise basic information as needed, noting the following constraints and guidelines:

• Main Email—The main email address for your organization. Enter a valid email address that is appropriate
for general inquiries.
• Main Phone—The main telephone number for your organization. Choose your country/region from the
dropdown, then enter your area code and telephone number.
• NetworkId—A unique, automatically generated number that SAP Business Network uses to identify your
organization.
• Company D-U-N-S Number—A nine-digit number issued by Dun & Bradstreet, Inc. to identify each
corporate location of an organization. You can obtain a D-U-N-S number or look up your company’s
existing number on Dun & Bradstreet’s website, https://www.dnb.com .

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4. Click Save.
5. On the Configuration page, choose Company Business Information.

The Company Business Information page appears.

Figure 7: Company Business Information Page

a. Enter or update the following information, which is not visible to your suppliers:
• Supplier Legal Form—Choose the type of business entity or legal status of your company from the
dropdown. The list of values varies per country/region.
• Company Tax Identification Number—Enter the number used to identify your organization for tax
purposes.
• VAT ID—Enter the VAT ID number used to identify your organization for tax purposes.
• Year Founded—Enter the year in yyyy format.
• Number of Employees—The approximate number of people who work for your organization.
• Annual Revenue—Select a currency range. If you prefer not to state your annual revenue, scroll to the
bottom of the list and select Contact Company for Information.
• State of Incorporation (United States buying organizations only)
• Industries—Click Choose Industries to select your company’s industry.
• Business Type—Check the business types that apply to your company.
• Buyer GST Registration Number—Goods and services tax registration number. Required in certain
countries, such as Canada. This field is used on invoices.
• Buyer PST Registration Number—Provincial sales tax registration number. Required in certain
countries, such as Canada. This field is used on invoices.
• Buyer QST Registration Number—Quebec sales tax registration number. Required for businesses in
Quebec. This field is used on invoices.
b. Click Save.
6. If you want to include a more detailed description of your company or add company websites where suppliers
can find more information about your company, click Additional Information.
a. (Optional) In the Company Description field, enter a more detailed description of your company.
b. (Optional) In the Attachments section, click Attach File to attach any files you want to make available to
suppliers, such as customer presentations, case studies, and certifications.

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 c. (Optional) In the External Links section, enter a URL and a description for each additional site, and then
click Add. You must preface URLs with “https://”. For example: https://www.Your-Company.com/service.
d. Click Save.
7. If you want to share more details about your transaction requirements with trading partners, click Extended
Profile Settings and Information.
a. Fill out the questions with the information you want to share with your suppliers.
You do not need to answer all questions. Your suppliers will be able to see only the completed questions.
b. Click Save.

Uploading Your Logo

SAP Business Network can display your organization’s logo on fax, email, and online Inbox purchase orders.

Prerequisites

• You are assigned a role with the Company Information permission. See SAP Business Network Permissions
[page 278].
• File format: GIF
• Maximum file size: 200 KB
• Maximum width/height: 250 pixels
• Color or black and white
• Transparency is supported
• Animation is not supported

 Restriction

If you upload a file containing multiple images, only the first one is used.

Context

You might want to add your logo so suppliers can tell who the customer is at a glance. Logos also appear on all
emails and faxes sent to suppliers registering through the supplier enablement method. Logos do not appear on
cXML or EDI orders.

Your test account and production account each use their own logo. You might want to create a logo for your test
account that clearly indicates that the orders are test orders. You cannot configure different logos to display to your
suppliers.

To save an existing logo on your computer, right-click it and select Save As in your web browser.

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Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Upload Company Logo.

The Upload Company Logo page appears.

Figure 8: Upload Company Logo Page

3. Click Choose File to navigate to and select your logo file.
4. Click Upload. SAP Business Network displays the uploaded logo in the Company Logo area.
5. Click Save to save your changes.
6. Click Close to return to the Configuration page.

Your logo is active immediately after you upload it.

Setting Default Decimal and Digit Group Separators for

Peru
SAP Business Network buyers whose addresses are set to Peru can set default decimal and digit group separators.

For some locales, including Spanish-Peru, the default Web browser setting is to use the comma (,) as a decimal
separator and the dot (.) as a digit grouping separator. This can lead to errors on SAP Business Network in locales
that actually use the dot as a decimal separator and the comma as a digit group separator.

As a buyer, you can set default decimal and digit group separators in SAP Business Network that override the
defaults that apply to your preferred browser in your locale. These defaults can be set by administrators to be
applied at organization level or at individual user level. Preferences set at individual user level override those set at
the organization level.

Separator preferences are reflected in all fields that use separators in SAP Business Network reports.

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Enabling This Feature

This feature is disabled by default. To enable this feature, please have your Designated Support Contact log a
service request. An SAP Ariba Support representative will follow up to complete the request.

Setting Default Decimal and Digit Group Separators at Organization

Level

You can set default decimal and digit group separators at the organization level. These settings override the
defaults that apply to your preferred browser in your locale.

Prerequisites

• You are assigned a role with the Company Information permission. See SAP Business Network Permissions
[page 278].
• The default decimal and digit group separators feature must be enabled for your account.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Company Profile.
3. Add the required defaults for the Decimal Separator and Digit Grouping Separator fields in the Separator
Preference area.
4. Click Save.

Results

Your changes take effect at the next login.

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Setting Default Decimal and Digit Group Separators at Individual
User Level

You can set default decimal and digit group separators at the individual user level, which override settings at the
organization level.

Prerequisites

• You are assigned a role with the Company Information permission. See SAP Business Network Permissions
[page 278].
• The default decimal and digit group separators feature must be enabled for your account.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Locale Settings.
3. Enter the required defaults in the Preferred Decimal Separator and Preferred Digit Grouping Separator
fields.
4. Click Save.

Results

Your changes take effect at the next login.

Notifications for Buyers

You specify which notifications you want to receive to stay informed about different events and activities that affect
your SAP Business Network account. You can use notifications to monitor account activity, such as customer
catalog updates, and to resolve issues related to your account.

Notifications are triggered by events that occur on SAP Business Network. For example, you can choose to be
notified by email whenever an invoice is received or updated.

SAP Business Network sends notifications to two places: on SAP Business Network, and to the specified email
addresses for a particular notification type. Only notifications related to transaction documents (for example,
purchase orders, order confirmations, ship notices, and invoices) are delivered on SAP Business Network. You can
view them on the Quick links Notifications tab.

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  Note

To update notification email addresses for your SAP Ariba subscriptions, click the Account Settings icon,
then click Manage Services to go to the My Services area of your account.

Unsubscribing to Notifications

When a user unsubscribes from a notification by clicking the Unsubscribe link in the email, SAP Business Network
sends a notification to inform the account administrator of the request to unsubscribe and provides the email
address involved. The administrator then fulfills the request, removing the email address from the notification
subscription.

Entering Email Addresses for Notifications

Use notifications to monitor account activity, such as customer catalog updates, and to resolve issues related to
your account. By default, all notifications are sent to your administrator’s email address.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Notifications.

The Notifications page appears.

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 Figure 9: Notifications Page
3. Enter up to three email addresses per notification type. Use a comma between addresses. For example:

[email protected],[email protected],[email protected]

 Tip

To send one notification type to more than three email addresses, create a distribution list in your email
system and enter the name of that distribution list in the appropriate field on the Notifications page.

4. Check the box for each notification type you want to receive.
5. Click Save.

Notification Types for Buyers

Describes notification types for SAP Business Network buyers.

Notification Type Event That Triggers Notification

Order An order is undeliverable, a supplier has updated an order’s status, or a supplier has
generated an order confirmation or a ship notice.

If you request a notification when a supplier updates the status of an order, SAP
Business Network sends an email to the order requester, not to the email address
specified for the notification. You can also include all line item details from the status
update in the notification.

SAP Business Network also sends an email to the order requester when a supplier
acknowledges the order. By default, this option is enabled. If you do not want the order
requester to receive a notification when the order is acknowledged, clear the check
box for “Send a notification to the requester on the order when the order status
changes.”

Service Sheet A supplier has sent a new or updated service sheet.

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 Notification Type Event That Triggers Notification

Data Identification and Deletion Transaction documents have been identified for deletion, or they have been deleted.

Current Transaction Download Requested transaction documents are ready for download.

Invoice An invoice has arrived or been updated by a supplier.

If you subscribe to an invoice conversion service, you can also receive notification
when an unassigned invoice is waiting for you. An unassigned invoice is an invoice
on which the supplier does not match any of the suppliers with which the buying
organization has a trading relationship. For information about working with unassigned
invoices, see the SAP Business Network Guide to Invoice Conversion.

Duplicate Invoice A supplier sends you multiple invoices with the same amount and date.

SAP Business Network excludes rejected, invalid, and canceled invoices when check-
ing for duplicates.

Invoice An unregistered supplier creates a non-PO invoice that includes your customer code.

You can accept or reject the invoice. If you accept it, the supplier’s account changes to
production mode. This is called Invoice Quick Enablement.

Time Sheet A time sheet is undeliverable.

Request for Quotations A request for quotations is undeliverable.

Quotes Quotes are undeliverable.

RFQ Failure An RFQ failed.

Purchase Requisition Request A purchase requisition is undeliverable.

Payment Remittance A remittance advice is undeliverable.

Payment Remittance Status Updates A remittance status has changed to Paid or Failed.

You have the option of receiving only notifications of Paid status or only notifications of
Failed status.

Catalog Service A supplier publishes, updates, or removes a customer catalog to which you have
subscribed.

Order Confirmation An order confirmation is rejected.

Supplier A supplier you invited has registered on SAP Business Network or a supplier with
which you already have a relationship has changed their routing methods.

Supplier-Initiated Relationships A supplier requested a trading relationship with you.

Network Service SAP Business Network has a planned or unplanned downtime or an upcoming soft-
ware release.

Pending Queue You have documents in your account that SAP Business Network has not been able to
download to you for more than three days. SAP Business Network sends an email noti-
fication titled “Documents Delivery Delay” that lists the unacknowledged documents
in an email attachment. See Re-Queuing Documents Automatically Using Batch Docu-
ment Resend [page 399].

Supplier Payment Proposal A supplier sends you a payment proposal.

Payment Proposal A payment proposal is undeliverable.

Payment Cash Limit Used cash amount is approaching configured payment cash limit.

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Notification Type Event That Triggers Notification

Certification Expiration Supplier certification information has expired. Examples of company certifications
include Small and Disadvantaged Business, Minority-Owned Business, and Veteran-
Owned Business.

Certification Supplier certification information has changed.

Transport A transport confirmation is received.

Other Notifications SAP Business Network sends other important notifications that do not belong to any
of the specified notification categories, to the email address specified here.

 Note
SAP Business Network sends all other important notifications to the email ad-
dress you specify here. You cannot clear the check box to stop receiving these
notifications.

Related Information

Notification Types for SAP Business Network for Supply Chain Buyers

Data Deletion Criteria for Buyers

On the Configuration page, the administrator for your SAP Business Network account and other users with
appropriate permission can specify the retention period for transaction documents. Additionally, SAP Business
Network automatically deletes buyer master data after a period of inactivity following contract termination.

You may need to delete old transaction documents to satisfy regulatory needs in your country/region or business
requirements in your organization.

If you request recurring deletion of transaction data, any transaction document sets older than the retention period
are subject to deletion every month. Each document set includes transaction documents and any associated
attachments.

You can also request one-time deletion of transaction data. This operation is similar, but happens only once, not
every month. For example, you can delete your transaction data older than January 1, 2018.

 Note

If a buyer account is deleted from the SAP Business Network, the posted RFx transactions get automatically
deleted. Suppliers associated with the deleted RFx now can't view any of the deleted RFx transactions.

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Types of Transaction Documents That Can Be Deleted

The following transaction documents can be deleted:

• Purchase orders (orders and blanket orders)

• Order confirmations
• Ship notices
• Receipts
• Service sheets
• Invoices, credit memos, and debit memos
• Payment documents
• SAP Business Network for Supply Chain transaction documents
• Notifications
• Quote requests and quote messages
• Associated attachments

Workflow for Deleting Transaction Documents

The following diagram shows the workflow for deleting transaction documents from SAP Business Network:

Figure 10: Workflow for Deleting Transaction Documents from SAP Business Network

 Note

SAP Ariba retains transaction data for a reasonable time after the 30-day grace period.

About Transaction Document Sets

Each transaction document is part of a larger transaction document set, a sequence of related documents sent
between the buyer and supplier (for example, purchase order, order confirmation, ship notice, receipt, invoice, and
so on). Buyers and suppliers maintain their own data retention period. When all documents in a particular set are

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older than the specified data retention period, only then are they ready to be deleted. If any document in a set isn't
older than the data retention period, the entire set is retained.

Figure 11: Transaction Document Set

For example, say that your company retains transaction documents for 36 months. A purchase order was created
60 months ago. However, an invoice associated with the purchase order was created only 30 months ago. Since
the document set (the purchase order and invoice) isn't older than the retention period of 36 months, both the
purchase order and the invoice are retained, not deleted.

Documents are identified for deletion according to the data retention period that you specify (for example, 18
months). The age of a document is based on its creation date or the date of its last status update, whichever is
later. On the first day of each month, the system finds any document sets older than the data retention period.
If all documents in a particular set are older than the data retention period, that set is identified for deletion. The
identified set is queued for deletion and deleted within 1 month after being identified.

When the system deletes a document, it’s deleted permanently; it can’t be restored. You can’t perform any
operations against deleted documents (for example, searching).

 Note

Documents that have been identified for deletion can still be searched until they're deleted.

Data Deletion Restrictions

• This feature doesn't affect archived invoices, which are stored separately.
• Once a document has been identified for deletion, it’s deleted regardless if you later opt out of data deletion.
• Please carefully configure the retention period for transaction documents. Deletion of transaction documents
is an irreversible process. You can’t retrieve any transaction documents after they're deleted by the system.
• If you're using long-term archiving services, we strongly recommend that you specify a retention period for
transaction documents that is greater than or equal to the longest archiving retention period legally required by
countries/regions where you operate. If the system deletes your invoices, you can't search for those invoices

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 in SAP Business Network. Your archived invoices, however, continue to be retained by TrustWeaver or Sovos
(third-party systems that SAP Business Network uses to archive invoices) for the full legal retention period.

Data Deletion Notifications

You can enable the following notifications for data deletion:

Notification Type Notifications

Data Identification and Deletion • Send a notification when the transaction documents have been identified
for deletion
• Send a notification after deletion of transactions

Automatic Deletion of Master Data for Inactive Buyer Accounts

Buyer accounts and their data are automatically deleted when their contract with SAP Ariba is terminated.

 Note

Accounts that have used archiving services at any time are not subject to the automatic deletion of master data
due to inactivity; the account is expired but the master data is maintained.

 Note

Buyers who only use SAP Business Network Discovery are considered inactive after 3 years of inactivity.

When a buyer account's contract with SAP Ariba is terminated, the account status becomes Expired and SAP
Business Network sends a notification to the buyer account administrator. The buyer account administrator can
request reactivation of their account at this time. After 60 days of expiry, if the account has not been reactivated,
the buyer account and all of its data is permanently deleted. Account deletion is irreversable.

 Note

When a buyer account is deleted, they're still visible to their suppliers with the identifier Deleted by SAP
Ariba, and suppliers can still access transactions involving the deleted buyer. No company is able to perform
new transactions with a deleted buyer. When the buyer and all its related suppliers are deleted, all remaining
retained data is permanently deleted.

Related Information

Requesting Recurring Deletion of Transaction Data for SAP Business Network Buyers [page 48]
Requesting a One-Time Deletion of Transaction Data for SAP Business Network Buyers [page 49]
Canceling a Request for Deletion of Transaction Data for SAP Business Network Buyers [page 51]
Downloading ZIP Files for Deleted Transactions for SAP Business Network Buyers [page 52]

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Notifications for Buyers [page 40]

Requesting Recurring Deletion of Transaction Data for SAP

Business Network Buyers
You can request to delete transactions older than a certain age in months on a recurring basis every month for your
SAP Business Network account.

Prerequisites

• You are assigned a role with the Company Data Deletion Configuration permission. See SAP Business
Network Permissions [page 278].
• A transaction document is identified for deletion when all documents in its transaction document set, the
sequence of related documents exchanged between the buyer and supplier, are older than the data retention
period.
• The age of a document is based on its creation date or the date of its last status update, whichever is later.
• Buyers and suppliers maintain their own data retention period. Consequently, your suppliers can retain copies
of documents that have been deleted from your account.
• To receive an email notification when transaction documents for your deletion request are available to
download, the administrator needs to set up notifications [page 40].

 Restriction

Once a transaction document set has been identified for deletion, it’s deleted regardless if you later opt out of
data deletion.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Data Deletion Criteria.

The Data Deletion Criteria page appears.

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 Figure 12: Data Deletion Criteria Page
3. Under Recurring Deletion, click Request.
4. For Delete transactions older than __ months, enter the age in months after which transactions are deleted.
5. Click Done.

 Tip

You can click History log on the Data Deletion Criteria page to view deletion requests that already have
run or been canceled.

Requesting a One-Time Deletion of Transaction Data for

SAP Business Network Buyers
You can request to delete transactions older than a certain date on a one-time basis for your SAP Business Network
account.

Prerequisites

• You are assigned a role with the Company Data Deletion Configuration permission. See SAP Business
Network Permissions [page 278].
• A transaction document is identified for deletion when all documents in its transaction document set, the
sequence of related documents exchanged between the buyer and supplier, are older than the specified date.
• The age of a document is based on its creation date or the date of its last status update, whichever is later.
• Buyers and suppliers maintain their own data retention period. Consequently, your suppliers can retain copies
of documents that have been deleted from your account.
• To receive an email notification when transaction documents for your deletion request are available to
download, the administrator needs to set up notifications [page 40].

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  Restriction

Once a transaction document set has been identified for deletion, it’s deleted regardless if you later opt out of
data deletion.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Data Deletion Criteria.

The Data Deletion Criteria page appears.

Figure 13: Data Deletion Criteria Page

3. Under One-Time Deletion, click Request.
4. For Delete transactions older than, select a date. All transactions created or last updated before that date are
identified for deletion as soon as possible.
5. Click Done.

 Tip

You can click History log on the Data Deletion Criteria page to view deletion requests that already have
run or been canceled.

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Canceling a Request for Deletion of Transaction Data for
SAP Business Network Buyers
You can cancel a request to delete transaction data. After the request is canceled, you can request a new recurring
or one-time deletion at any time.

Prerequisites

• You are assigned a role with the Company Data Deletion Configuration permission. See SAP Business
Network Permissions [page 278].

 Restriction

Once a transaction document set has been identified for deletion, it’s deleted regardless if you later cancel the
deletion request.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, click Data Deletion Criteria.
The Data Deletion Criteria page appears.
3. Under Recurring Deletion or One Time Deletion, click Cancel.
4. Click Yes to confirm.
5. Click Done.

 Tip

You can click History log on the Data Deletion Criteria page to view deletion requests that have been
canceled.

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Downloading ZIP Files for Deleted Transactions for SAP
Business Network Buyers

You can download transaction documents from your SAP Business Network account for 30 days after they were
identified for deletion. SAP Business Network collects the transaction documents into ZIP files for download.

Prerequisites

• You are assigned a role with the Transaction Data Export for Deleted Data permission. See SAP Business
Network Permissions [page 278].
• You have 30 days to download ZIP files for transaction documents identified for deletion. After that, the
documents are permanently deleted.

Procedure

1. Click Quick links, and choose Deleted Transactions in the Document Archive section.

The Deleted Transactions page appears. If files are available for download, they appear in separate tables for
recurring deletion and one-time deletion.

Figure 14: Deleted Transactions Page

2. To download a ZIP file, go to the Action column and click the  Download icon.

 Tip

You can filter the table of ZIP files to show files for which download has not yet started.

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Default Transaction Rules
SAP Business Network default transaction rules control how suppliers submit transaction documents that meet
the buyer’s content requirements.

Some default transaction rules can be set to require suppliers to provide certain information. Other rules control
whether a supplier is allowed to include certain information or not.

SAP Business Network evaluates these rules against online, cXML, or EDI documents from suppliers. It rejects
documents that fail validation, so buyers receive only documents that are compatible with their procurement
system configuration.

Buyers configure default transaction rules on the Default Transaction Rules page in their SAP Business Network
account ( Account settings Manage Profile Default Transaction Rules ). However, they can override them
for specific suppliers and supplier groups. In the case of invoices, they can also override them for the country/
region from which the invoice is sent.

The Require that if suppliers confirm orders with item sets, they do so at the child-line level transaction rule
enables buyers to require suppliers to confirm orders with item sets at the child-line level.
Note

Suppliers can review the transaction rules that have been specified by the buyer in the Customer Details page
of their SAP Business Network account ( Account Settings Settings Customer Relationships Customer
Details ).

Rule Categories

 Note

For additional default transaction rule information related to SAP Business Network for Supply Chain, see the
SAP Business Network for Supply Chain Integration and Configuration Guide.

The Default Transaction Rules page has rules grouped in the following categories:

• Payment batch transmission rules [page 56]

• Purchase order rules [page 56]
• Blanket purchase order rules [page 58]
• Scheduling agreement release setup rules [page 59]
• Ariba Buyer contracts site setup rules [page 60]
• Attachment file extension rules [page 60]
• Attachment filename rule [page 61]
• Order confirmation and ship notice attachment rules [page 61]
• Quick enablement rules [page 62]
• Order confirmation and ship notice rules [page 62]
• Service sheet rules [page 77]
• Invoice rules [page 81]

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• Invoice archival [page 82]
• Long-term document archiving [page 87]
• Sales order rule [page 90]
• D-U-N-S number rule [page 90]

Allow vs. Require Rules

Generally, there are two types of transaction rules:

• Allow rules—When these rules are checked, suppliers have the option to enter values per rule setting or not. If
these rules are not checked, the rule behavior is enforced.
• Require rules—When these rules are checked, the buyer mandates that the supplier provides certain
information on the document. When these rules are not checked, suppliers have the option to leave that
information blank.
• Other rules—There are some rules that don’t start with Allow or Require, but that are processed as Require
rules.

Configuring Default Transaction Rules [page 55]

Payment Batch Transmission Rules [page 56]

Purchase Order Rules [page 56]

Blanket Purchase Order Rules [page 58]

Scheduling Agreement Release Setup Rules [page 59]

Ariba Buyer Contracts Site Setup Rules [page 60]

Attachment Rules [page 60]

Quick Enablement of SAP Business Network Suppliers [page 62]

Order Confirmation and Ship Notice Rules [page 62]

Service Sheet Rules [page 77]

Invoice Rules [page 81]

Invoice Archiving [page 82]

Long-Term Archiving of Tax Invoices [page 87]

Sales Order Rule [page 90]

D-U-N-S Number Rule [page 90]

Work Order Information [page 91]

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Configuring Default Transaction Rules
You can configure default rules that control how suppliers submit transaction documents that meet your content
requirements.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Default Transaction Rules.

The Default Transaction Rules page appears.

Figure 15: Default Transaction Rules Page

3. In each section of the Default Transaction Rules page, specify rules that either require or allow suppliers to
include specific kinds of information on transaction documents.
4. Click Save.

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Payment Batch Transmission Rules

Payment batch transmission rules allow you to choose whether your payment batches are immediately sent for
processing or held until the daily cut-off time.

SAP Business Network offers one payment batch transmission configuration option: Hold payments until the
daily cut-off time.

By holding payment batches until the daily cut-off time, you can cancel an entire payment batch or individual
payments within a payment batch before the processing day cut-off time. If you choose to hold payment batches
until the daily cut-off time, you can still force the transmission of a pyament at any time. You can generate a daily
report containing information about all the payments canceled that day. The Cancelled Payment Transactions
report is sent as a CSV file attachment in an email notification at the end of each day.

When deciding whether or not to hold payment batches until the daily cut-off time, consider the following:

• If you hold payment batches until the daily cut-off time, payment batches will be transmitted to the payment
provider after the daily cut-off time.
• If you submit a payment batch after the daily cut-off time, the payment will be transmitted after the cut-off
time of the following day.
• If you set a payment batch to process at a future date, and that date is a holiday, the payment will be
transmitted after the cut-off time of the day following the holiday.
• The projected settlement date for SAP Ariba Payables payments is based on the transmission date of the
payment and the processing time of the payment provider.

Purchase Order Rules

By default, SAP Business Network doesn't accept change orders or cancel orders for orders that suppliers have
updated to Shipped status. You can override this behavior so your organization can send change and cancel orders
for partially shipped or fully shipped orders.

• Override the following default purchase order rules.

Check this rule to override default rules for purchase orders. These rules do not affect scheduling agreement
releases.
Default setting: No
• Allow change orders for fully shipped orders.
Check this rule to let buyers submit change orders for fully shipped orders.
Default setting: No
• Allow change orders for partially shipped orders.
Check this rule to let buyers submit change orders for partially shipped orders.
Default setting: No
• Retain confirmation status for unchanged line items on change orders.
This rule applies only if you have allowed suppliers to send order confirmations on the line item level. If this rule
is checked, the confirmation status of unchanged line items on a previous order is retained on a subsequent
change order. If this rule is unchecked, the confirmation status of items on a previous order is not retained on a
subsequent change order.
The following purchase order fields are evaluated for changes:

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 Section Field

Line Items • Quantity

• Requested Delivery Date
• Unit Price
• Supplier Part ID
• Auxiliary Part Number
• Estimated Delivery Date
• Description
• Unit of Measure
• Price Basis Quantity (Price Unit, Unit Conversion, and Price Unit Quantity)
• Ship Date
• Buyer Part Number
• Manufacturer Part ID
• Manufacturer Name

Schedule Lines • [Schedule line added]

• [Schedule line removed]
• Quantity
• Requested Delivery Date
• Unit of Measure

When this rule is checked, the confirmation status is also retained for any line item that has a rejected quantity
(full or partial).
For suppliers who are enabled for SAP Business Network for Supply Chain, this rule when checked applies
only to purchase order confirmations. This rule does not apply to confirmations of scheduling agreements or
scheduling agreement releases, which SAP Business Network for Supply Chain supports. Instead, previous
confirmation of unchanged line items is always retained in scheduling agreements and scheduling agreement
releases, except in the following cases:
• If a schedule line is dropped from the new version, the confirmation for the dropped schedule line is not
retained.
• When the quantity of a schedule line changes in the new version, the confirmation for that schedule line is
not retained, and the supplier needs to reconfirm that schedule line.

 Note

There's one exception to this case. When the quantity of a schedule line changes in the new version,
the confirmation for that schedule line is retained if there's a confirmation status that matches the
schedule line's quantity and date. When a schedule line has more than one confirmation status related
to it, the system matches one of the confirmation statuses to the new schedule line. To match, both the
quantity and the delivery date must be the same.

Default setting: No

• Enable ship notice tracking on change orders.

If this rule is checked, all ship notices created for the original order or any previous change orders are tracked
on the latest change order and are included in the ship notice tolerance calculation. If this rule is unchecked,
ship notices for the original order or any previous change orders are not tracked and the ship notice tolerance
calculation is based on the latest change order only.
Default setting: No

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• Allow change orders in invoice aggregation.
Check this rule to let buyers accumulate and track invoice quantities and subtotals against change orders.
By default, when you create an invoice against a changed order, SAP Business Network doesn't consider the
invoiced quantities and amount in the obsolete orders. But when this rule is checked, SAP Business Network
does consider the invoiced quantities and amount in an obsolete order.
Default setting: No
Allow cancel orders for fully shipped orders.
Check this rule to let buyers cancel fully shipped orders.
Default setting: No
Allow cancel orders for partially shipped orders.
Check this rule to let buyers cancel partially shipped orders.
Default setting: No
• Mark purchase order as received when the receipt displays close for receiving.
Check this rule to mark a purchase order as received when the receipt displays close for receiving. When this
rule is active, suppliers can reship goods after receiving a goods receipt notice return.
Default setting: No
• Prevent sending duplicate purchase orders to suppliers.
Check this rule to prevent a duplicate of any type of existing order from posting to hosted or integrated
suppliers. Such orders include purchase orders, change orders, scheduling agreements, scheduling agreement
releases, or blanket orders.
If all of the following information in a new order is the same as in an existing order, this rule rejects the new
order as a duplicate:
• Buyer ANID
• Supplier ANID
• System ID
• Order number
• Order version
• Order type
When SAP Business Network rejects a duplicate order, the buyer receives a status message that the document
was rejected as a duplicate. The message provides the reason for rejection, and includes certain information
from the duplicate order, such as the order ID, payload ID, and supplier ANID.

 Note

• This rule does not remove existing duplicate orders.

• This rule does not apply to new orders with the delete request type.

Default setting: No

Blanket Purchase Order Rules

You can configure these transaction rules for blanket purchase orders.

• Allow suppliers to create order confirmations, ship notices, and invoices for expired blanket purchase
orders. : Uncheck this rule to prevent suppliers from creating transaction documents for expired blanket
purchase orders. The rule is checked by default.
• Allow adding a child item to an invoice for blanket purchase orders. : When this rule is checked, suppliers
can add child items while creating an invoice for blanket purchase orders or from a purchase order with limit

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 order line items. The rule is checked by default. To view this rule, ensure that the Enable BPO-specific invoice
rules rule is enabled under Account settings Manage Profile Default Transaction Rules Blanket
Purchase Order Invoice Rules .

Scheduling Agreement Release Setup Rules

You can configure these transaction rules for scheduling agreement releases, which define the quantities and dates
for the shipments desired for a specific item.

• Allow scheduling agreement release collaboration.

Check this rule to allow this account to share scheduling agreement release documents with suppliers.
Default setting: No
When this rule is checked, the following rules appear:
• Allow suppliers to use only JIT for shipping.
For suppliers that have both JIT (Just In Time) and Forecast release capability, choose this option to
restrict suppliers to using JIT for shipping.
• Allow suppliers to use only Forecast for shipping.
For suppliers that have both JIT (Just In Time) and Forecast release capability, choose this option to
restrict suppliers to using Forecast for shipping.

Scheduling Agreement Release Concepts

Buyers often want to procure pre-defined quantities of materials in releases to be received on pre-determined
dates. For example, a buyer might order 100 items, but want them delivered 10 items at a time on a weekly basis. A
buyer would, in this case, send a scheduling agreement release to a supplier.

A scheduling agreement release can have multiple schedule lines for any single line in a purchase order or other
business document. A single schedule line contains fields for delivery date and time, and for scheduled quantity
and unit of measure. Buyers create schedule agreement releases with external ERP systems.

Suppliers can view scheduling agreement releases in the SAP Business Network user interface. Buyers can
periodically communicate releases to their suppliers, and suppliers can create ship notices for materials requested
through a scheduling agreement release.

 Restriction

Scheduling agreement releases do not support order confirmations. The processing of non-scheduled items is
not affected by scheduling agreement relases.

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Ariba Buyer Contracts Site Setup Rules

If you use Ariba Buyer 8.1 or later or an SAP Ariba cloud solution, you can allow suppliers to access your contracts
site to create invoices against contracts (master agreements) or bids for service line items.

• Allow suppliers to access your Ariba procurement applications for collaborative invoicing, requisitioning,
managing time and expense sheets, and creating service sheets.
Check this rule to let suppliers access their contracts (master agreements) on your contract compliance site.
Default setting: No

Contracts are agreements between trading partners to exchange services for payment over a period of time.
Suppliers can create invoices for some types of blanket purchase orders, such as supplier-, commodity-, and
customer catalog-level BPOs, only by accessing your contracts site.

The process of enabling suppliers to access your contracts site for collaborative invoicing or requisitioning includes
the following steps:

1. Configure your cXML setup [page 29], which requires you to change your shared secret. Make the same
change to the cXML shared secret in your SAP Ariba procurement application.
2. Enable all suppliers or individual suppliers to log in to your contracts site.

 Restriction

You cannot use contract collaboration if you use certificate-based authentication. SAP Ariba cloud
procurement applications use only shared secret authentication.

You can override this option for specific suppliers. See Overriding Your Rules and Preferences for a Supplier [page
178].

Attachment Rules

You can configure several types of transaction rules for attachments.

Attachment File Extension Rules

Choose one of the following options:

• Allow all attachment file extensions. (default)

Suppliers can upload attachments from the user interface with any file extension, except executable file
extensions.
• Allow these file extensions only.
Suppliers are only allowed to upload or send attachments with the specified list of file extensions. Enter a
comma-separated list of file extensions using alphanumeric characters only.
• Do not allow these file extensions.
Suppliers are not allowed to upload or send attachments with the specified list of file extensions. Enter a
comma-separated list of file extensions using alphanumeric characters only.

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  Note

Executable file extensions are automatically disallowed.

Attachment Filename Rule

By default, all characters are allowed in the filenames of attachments. You can disallow certain characters in the
filenames of attachments, particularly if an external system does not allow certain characters.

• Do not allow these characters in filename of attachments.

Check this rule to prevent suppliers from uploading an attachment with the specified characters in the
filenames.
Default setting: No

 Note

The maximum number of disallowed characters you can specify is 25.

Order Confirmation and Ship Notice Attachment Rules

You can check the following rules to allow suppliers to include attachments with orders confirmations and ship
notices:

• Allow suppliers to include attachments with order confirmations.

Check this rule to allow suppliers to attach files to order confirmations.
Default setting: No
• Allow suppliers to include attachments with ship notices.
Check this rule to allow suppliers to attach files to ship notices.
Default setting: No

For both order confirmation and ship notices attachments, you can leave attachments online or send URLs for
them:

• Leave attachments online.

Check this rule to route attachments to your online account. Uncheck it to view attachments in SAP Business
Network. If you can't uncheck this rule, then your account does not allow you to download order confirmations
or ship notices to SAP Business Network. Contact SAP Ariba Customer Support for assistance.
Default setting: Yes
• Send URLs to view attachments on Ariba Network.
This option is available if you are an SAP Business Network Adapter customer. Check this rule to include a URL
to open the attachment on SAP Business Network.
Default setting: No

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Quick Enablement of SAP Business Network Suppliers
SAP Business Network supports multiple supplier enablement methods for establishing trading relationships with
suppliers. These methods allow you to create new SAP Business Network accounts on behalf of suppliers.

The quick enablement setting allows you to initiate trading relationships and create new SAP Business Network
accounts on behalf of suppliers through purchase orders, payment proposals, CC invoices (invoices sent from
the SAP Ariba Procurement solutions or the ERP system), ICS invoices (invoices sent from an invoice conversion
service provider), and requests for quotation.

If you want to receive non-PO invoices from suppliers that don't have an SAP Business Network account, you can
generate a customer code for them. Before you receive a non-PO invoice from an unregistered supplier, you must
provide your unique customer code to the supplier. You can provide your customer code in an email, over the
phone, or by fax. The quick enablement setting and the invoicing rule Allow suppliers to send invoices to this
account are required for you to generate the customer code.

Related Information

Supplier Enablement Process [page 142]

Non-PO Invoices [page 379]

Order Confirmation and Ship Notice Rules

You can configure these transaction rules for order confirmations and ship notices.

 Note

Estimated shipping and delivery dates are attributes of the cXML itemOut element. Therefore, any estimated
shipping and delivery date, even when defined at the header level, is applied at the line-item level without
consideration of any transaction rules that prevent suppliers from editing line items.

To prevent suppliers from editing estimated shipping and delivery dates, you must request a customization
project to hide the Est. Shipping Date and Est. Delivery Date fields in order confirmations.

• Allow suppliers to send order confirmations for material orders.

When this rule is checked, your suppliers can send order confirmations for material orders to you. To restrict
your suppliers from sending you order confirmations for material orders, click to clear this rule setting. You can
also specify this rule for your supplier groups.

 Note

When you change the default setting and clear this rule, SAP Business Network automatically unchecks the
Require suppliers to create an order confirmation for the PO before creating an invoice rule.

Default setting: Yes

• Allow suppliers to send order confirmations for material orders at the line-item level.
When this rule is checked, SAP Business Network allows your suppliers to send order confirmations for
material orders at the line-item level or at the header level. If you don't check this rule, your suppliers can only

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 confirm or reject the entire order. Since SAP Business Network doesn’t match between accumulated service
sheets and partial order confirmations for an order, SAP Ariba recommends that you uncheck this rule for
suppliers who fulfill service orders so that they have to confirm or reject the entire order and then create
service sheets to accumulate against it.
Default setting: Yes
• Allow suppliers to reject quantities for material orders at the line-item level in order confirmations.
This rule is available only when the following two rules are first checked:
• Allow suppliers to send order confirmations for material orders.
• Allow suppliers to send order confirmations for material orders at the line item level. (This rule is
visible only after Allow suppliers to send order confirmations for material orders is enabled.)
This rule has three options:
• No – Prevents suppliers from rejecting quantities at the line-item level.
• Partially – Allows suppliers to reject partial quantities at the line-item level.
• Fully – Allows suppliers to fully reject the line item. Partial rejections aren't allowed. When Fully is selected
for this rule, suppliers can still partially confirm a line item that was fully rejected in a previous order
confirmation.
When an order is for material items only and the Allow suppliers to reject quantities for material orders at
the line-item level in order confirmations rule is unchecked, suppliers can't reject an entire order.
For orders containing material items only, the rule must be checked for the Reject Entire Order button to be
enabled in SAP Ariba pages that create an order confirmation. If an order is for services, or a mixture of service
and material items, this rule doesn't apply, and suppliers can reject an entire order, whether the rule is checked
or not.
Buyers can have a notification email sent to them automatically when a supplier rejects or partially rejects
a quantity in an order confirmation, or when they reject an entire order. The order confirmation details are
included in the email body.
Default setting: Partially
• Allow suppliers to send order confirmations for service orders.
When this rule is checked, your suppliers can send order confirmations for service orders to you. To restrict
your suppliers from sending you order confirmations for service orders, click to clear this rule setting. You can
also specify this rule for your supplier groups.
Default setting: Yes
• Allow suppliers to send order confirmations for service orders at the line-item level.
When this rule is checked, SAP Business Network allows your suppliers to send order confirmations for service
orders at the line-item level or at the header level. If you don't check this rule, your suppliers can only confirm
or reject the entire order. Since SAP Business Network doesn’t match between accumulated service sheets
and partial order confirmations for an order, SAP Ariba recommends that you uncheck this rule for suppliers
who fulfill service orders so that they have to confirm or reject the entire order and then create service sheets
to accumulate against it.
Default setting: Yes
• Allow suppliers to confirm an order multiple times.
The order confirmation can be for a scheduling agreement or a scheduling agreement release.
This rule has the following options:
• Yes
• No – Allows suppliers to confirm the order only once, for the entire order. Suppliers can't confirm the order
at the line-item level.
• Confirm only once at line-item level. – Available when No is first checked. Allows suppliers to confirm
the order only once, either for the entire order or at the line-item level.

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 This rule applies to material orders and service orders independently. If you don't check this rule, your
suppliers can only confirm the entire purchase order once.
For your suppliers to reconfirm an order when this rule is turned OFF, you must send a changed order to the
supplier.
If the rule Retain confirmation status for unchanged line items on change orders is also enabled, and a
supplier receives a new version of an order and the order status is not Confirmed, Backordered, or Rejected,
the supplier can create an order confirmation. In that new order confirmation, the supplier can change
previously confirmed items that kept their confirmation status.
Default setting: blank (disabled)
• Send suppliers an automatic reminder of unconfirmed orders after a specified number of days.
Sends suppliers up to three automatic reminders for orders that are unconfirmed after the specified number of
days from the order date. To send reminders, enter a number from 1 to 10.
At the beginning of every week, SAP Business Network sends to the primary email address for your account a
report of unconfirmed orders that have generated these notifications within the last 30 days.
This rule doesn't apply to scheduling agreement and scheduling agreement release confirmation.
Default setting: blank (disabled)
• Send suppliers an automatic reminder for non-shipped items a specified number of days before the
delivery date.
Sends suppliers up to three automatic reminders for purchase order items that haven't been shipped a
specified number of days before the delivery date. To send reminders, enter a number from 3 to 10.
SAP Business Network sends to the primary email address for your account a report of non-shipped purchase
order items that have generated these notifications within the last 30 days.
• Send suppliers an automatic reminder for non-received items a specified number of days after the
delivery date.
Sends suppliers up to three automatic reminders for purchase order items that haven't been received a
specified number of days after the delivery date. To send reminders, enter a number from 1 to 10.
At the beginning of every week, SAP Business Network sends a report of non-received purchase order items
that have generated these notifications within the last 30 days to the primary email address for your account.
Default setting: blank (disabled)
• Require suppliers to fully confirm line items before fulfillment.
The order confirmation can be for a purchase order, scheduling agreement, or scheduling agreement release.
When this rule is checked, it enables a subrule called Check Delivery Date.
• Check the Check Delivery Date subrule to evaluate whether the supplier’s delivery or completion date for
a line item matches the buyer’s need-by date from the order. If the dates are different, the line item isn't
considered fully confirmed.
When this rule is enabled with the subrule Check Delivery Date, a supplier can't create a service entry
sheet or invoice from an order confirmation that has the status Confirmed With New Date or Confirmed
With Changes.
• Uncheck this subrule to not consider the delivery date when evaluating whether a line item is fully
confirmed.
For scheduling agreements and scheduling agreement releases, this rule is only applied to Firm schedule lines.
• Only confirmation statuses against Firm schedule lines need to be different from Confirmed With
Changes or Confirmed With New Date.
• The overall confirmed quantity for Firm schedule lines needs to be equal to or greater than the item’s
quantity.
Default setting: No
• Require suppliers to create an order confirmation before creating a ship notice.

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 When this rule is checked, your suppliers are required to submit an order confirmation against a purchase
order before sending a ship notice.
Default setting: Yes
• Allow suppliers to send ship notices to this account.
When this rule is checked, your suppliers can send you ship notices. To restrict your suppliers from sending you
ship notices, click to clear this rule setting. You can also specify this rule for your supplier groups.

 Note

When this rule is unchecked, SAP Business Network automatically unchecks the rules Require suppliers
to create a ship notice for the PO before creating an invoice and Require suppliers to include only
shipped quantities on invoices.

Default setting: Yes

• Require delivery dates for order confirmations and ship notices.
When this rule is checked, your suppliers must provide delivery dates on order confirmations and ship notices.
The order confirmation can be for a scheduling agreement or a scheduling agreement release.

 Note

This rule is not enforced for unplanned lean-service items or material items in an order confirmation.

Default setting: No
• Require an estimated shipping date on order confirmations.
When this rule is checked, your suppliers must specify estimated shipping dates when changing order
confirmation line items. The order confirmation can be for a scheduling agreement or a scheduling agreement
release.
Default setting: No
• Require an actual or estimated shipping date on ship notices.
When this rule is checked, your suppliers must specify an actual or estimated date on ship notices.
Default setting: No
• Require ship notice type on ship notices.
Ship notices that lack a type aren't allowed. For the type, the supplier must choose either actual or estimated.
Default setting: No
• Allow suppliers to add delivery and transport information to ship notices.
When this rule is checked, your suppliers can add the delivery and transport information to a ship notice when
the order doesn't contain this information.
Default setting: No
• Require all items in a ship notice to have the same transport terms value.
When this rule is checked, your suppliers must use the same transport terms value for all line items of a ship
notice.
Default setting: No
• Allow suppliers to send non-PO ship notices through cXML.
When this rule is checked, your suppliers can send non-PO ship notices through cXML.
Default setting: No
• Allow zero-quantity line items in ship notices sent through cXML.
When this rule is checked, your suppliers can add zero-quantity line items in ship notices sent through cXML.
Default setting: No
• Allow multiple orders and scheduling agreement releases in ship notices.

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 When this rule is checked, your suppliers can include multiple orders and scheduling agreement releases in
ship notices.
Default setting: No
• Require suppliers to provide a unique asset serial number for each purchase order line item on a ship
notice.
When this rule is checked, suppliers that maintain asset serial numbers must provide a unique asset serial
number for each PO line item on a ship notice. If a supplier doesn't maintain asset serial numbers, this rule
doesn't apply.
Default setting: No
• Do not allow multiple delivery dates in ship notice creation.
When this rule is checked, suppliers can include in a ship notice only item that have the same delivery date and
time.
Default setting: No
• Require the total count of shipment serial numbers not to exceed the total quantity shipped for line items
on ship notices.
When this rule is checked, the total count of shipment serial numbers on a ship notice can't exceed the total
quantity shipped for line items.
Default setting: No
• Require the Packing Slip ID to be unique on ship notices.
When this rule is checked, your suppliers must specify a unique packing slip ID for each ship notice.
Default setting: No
• Allow suppliers to create invoice number automatically from Packing Slip ID when creating a ship notice.
When this rule is checked, the Invoice # field on a ship notice is automatically populated with the Packing Slip
ID value.
Default setting: No
• Require suppliers to provide a Global Individual Asset ID for line items on ship notices that conforms to
the Serial Shipping Container Code (SSCC) format.
Requires that the asset IDs for line numbers on ship notices use the SSCC format used to identify logistics
units, such as a case or pallet. The SSCC code is an 18-digit number, and the last digit is a check digit
that ensures that the data is correct. When you check this rule, SAP Business Network uses the check digit
algorithm to validate the number. For more information about SSCC, see http://www.gs1.org/ .
Default setting: No
• Require suppliers to provide a unique Global Individual Asset ID for line items on ship notices.
Requires that when suppliers provide an asset ID for line items on ship notices, the ID must be unique for the
customer-supplier relationship. It can't be used on ship notices from other suppliers to that same customer.
Default setting: No
• Do not allow multiple Ship To addresses on a ship notice.
When this rule is checked, suppliers can provide only one ship-to address for all items on a ship notice.
Uncheck this rule to allow suppliers to use different ship-to addresses for items on a ship notice.
Default setting: No
• Require all items in a ship notice to have the same storage location.
If this rule is checked, all ship notice items must have the same storage location. Otherwise, ship notice items
can have different storage locations. This rule applies only to orders that specify buyer location and storage
location.
Default setting: No
• Allow recalculation of shipment due quantity based on goods receipts.
This rule allows recalculation of the shipment due quantity based on return and reversal receipts. For purchase
orders, the rule Enable ship notice tracking on change orders must also be enabled.

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 Recalculation isn't made in partial goods receipt returns or reversals for changed line items that aren't in the
Complete status. Also, a shipment due quantity that is calculated when this rule is disabled isn't recalculated
when this rule becomes enabled.
• Apply delivery-date tolerances to ship-notice line items.
This rule sets how many days before and after the requested delivery date of a purchase order, scheduling
agreement, or scheduling agreement release your supplier can ship items. If no value is entered for either early
or late delivery (the field is empty), no tolerance check is performed for that field. A value of "0" means that the
supplier can't deviate from the requested delivery date.
If a ship-notice delivery date is provided at the header level of an order or release, the date must be in tolerance
for each line item or schedule line in the ship notice.

 Note

This tolerance is applied only to your suppliers who are enabled with the entitlement Enforce Control Keys
for All Suppliers. Enablement for SAP Business Network for Supply Chain includes this entitlement.

• Do not allow suppliers to change line item description on order confirmations.

When this rule is checked, your suppliers can't change line item descriptions on order confirmations.
Default setting: No
• Allow suppliers to increase item quantities on order confirmations.
When this rule is checked, SAP Business Network doesn't check item quantities on order confirmations, and
suppliers can modify the item quantity on order confirmations for line items they're confirming. The order
confirmation can be for a scheduling agreement or a scheduling agreement release.
Default setting: No
• Apply line item quantity tolerance to order confirmations.
This rule allows you to specify the maximum quantity by which your supplier can fall below or exceed the
quantity requested for an item in a purchase order when creating an order confirmation. Underdelivery and
overdelivery tolerance values are entered as percentages.

 Note

This tolerance is applied only to your suppliers who are enabled with the entitlement Enforce Control Keys
for All Suppliers. Enablement for SAP Business Network for Supply Chain includes this entitlement.

When quantity tolerances are set, your suppliers can't enter quantities that are outside these tolerances
when creating order confirmations. To determine whether a quantity is within tolerance, order confirmation
quantities are compared with the required quantity on the purchase order line item or scheduling agreement
release line item. While entering quantities on an order confirmation, if your supplier enters a quantity that is
outside the permitted tolerance, a message displays to indicate the error.
Tolerance checks are performed only when a quantity tolerance value is included for either underdelivery or
overdelivery in the Apply line item quantity tolerance to order confirmations transaction rule or in control
keys within the line item cXML. The underdelivery and overdelivery values are evaluated independently, so it's
possible to have a value in one and not in the other.
A value of 0 for either underdelivery or overdelivery means that it is not possible to create an order
confirmation that exceeds the requested quantity in that direction. For example, say a purchase order line
item requests a quantity of 10, and the transaction rule says that up to 10% underdelivery is allowed and 0%
overdelivery is allowed. In this case, an order confirmation can be created with a quantity of either 9 or 10. Any
other quantity is outside the allowed tolerances.
If no tolerance value is included, the default system behavior applies – underdelivery is permitted, and
overdelivery isn't permitted. (Having an empty value for overdelivery isn't permitted – instead, the system
adds 0 as a default value.)
The presence of tolerance values affects order statuses in the following ways:

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 • Orders for which there's underdelivery, but within tolerance, have a status of Partially Confirmed.
• Orders for which there's overdelivery, but within tolerance, have a status of Fully Confirmed.
Default setting: 0
• Apply line item unit price tolerance to order confirmations.
You can specify a tolerance percentage for the line item unit price. Your supplier is allowed to specify any line
item unit price within this tolerance limit for confirmed line items on the order confirmation. By default the line
item price tolerance is blank, which means that there's no restriction on increasing the line item unit price.

 Note

• This tolerance is applied only to your suppliers who are enabled with the entitlement Enforce
Control Keys for All Suppliers. Enablement for SAP Business Network for Supply Chain includes this
entitlement.
• This rule isn't enforced for the Expected Value of an unplanned lean service or a material item.

A tolerance value of 0% applies only to the upper end tolerance of the unit price. The supplier is therefore
allowed to modify the lower limit of the unit price irrespective of the 0% tolerance value specified in the rule.
This rule also requires you to allow suppliers to edit the Price Unit, Price Unit Quantity, and Unit Conversion
fields for advanced pricing details.
Default setting: blank
• Apply line item subtotal amount tolerance to order confirmations.
This rule is unchecked by default.
Specify a tolerance (percentage) by which the line item subtotals can be increased, based on a corresponding
increase to the unit price of a line item. The order confirmation can be for a scheduling agreement or a
scheduling agreement release.

 Note

This tolerance is applied only to your suppliers who are enabled with the entitlement Enforce Control Keys
for All Suppliers. Enablement for SAP Business Network for Supply Chain includes this entitlement.

When a tolerance is specified, SAP Business Network allows your suppliers to increase line item subtotals on
order confirmations within the percentage limit.
This rule must be checked to allow your suppliers to edit the Price Unit, Price Unit Quantity, and Unit
Conversion fields for advanced pricing details in an order confirmation.

 Note

For additional information, see the SAP Business Network Guide to Invoicing.

Default setting: Blank

• Apply line item delivery date tolerance to order confirmations.
This rule allows you to impose tolerances in days for early and late delivery. When this rule is checked, it's
applied to purchase order line items, scheduling agreement line items, and scheduling agreement release line
items.

 Note

• This tolerance is applied only to your suppliers who are enabled with the entitlement Enforce
Control Keys for All Suppliers. Enablement for SAP Business Network for Supply Chain includes this
entitlement.

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 • This rule isn't enforced for unplanned lean-service items or material items in an order confirmation.

When delivery tolerances are set, your suppliers can't enter delivery dates that are outside the delivery
tolerances when creating order confirmations. While entering delivery dates on an order confirmation, if the
supplier enters a delivery date that is outside the permitted tolerance, a message is displayed to indicate this
exceeded tolerance.
To determine whether a delivery date is within tolerance, order confirmation estimated delivery dates are
compared with the required delivery (or Need By) date on the purchase order line item. For example, say that a
purchase order line item has a required delivery date of May 8, and the Apply line item delivery date tolerance
to order confirmations rule sets tolerances of an upper limit of 3 days and a lower limit of 5 days. When your
supplier goes to create an order confirmation for the line item, delivery dates between May 3 and May 11 are
within tolerance. Anything outside that range causes a message to be displayed on the user interface.
Tolerance checks are only performed when a delivery date tolerance value is included for either early or late
delivery in the Apply line item delivery date tolerance to order confirmations business rule. A value of “0”
for either early or late delivery means that items can't be delivered either before or after the requested delivery
date.
Tolerance checks aren't performed if there's no required delivery date specified on a purchase order, or if your
supplier doesn't enter an estimated delivery date when submitting an order confirmation.
Default setting: Blank
• Allow suppliers to increase item quantities on ship notices.
When this rule is checked, SAP Business Network doesn't check the line item quantities on ship notices, and
your suppliers can modify the item quantity for line items when they create a ship notice.
Default setting: No
• Apply line item quantity tolerance to ship notices.
Specify under- and overdelivery tolerances for line items on ship notices.

 Note

• This tolerance is applied only to your suppliers who are enabled with the entitlement Enforce
Control Keys for All Suppliers. Enablement for SAP Business Network for Supply Chain includes this
entitlement.
• The overdelivery tolerance is available only if the rule Allow suppliers to increase item quantities on
ship notices is unchecked.

Enter an integer for the maximum underdelivery or overdelivery percentage allowed, or both. For each ship
notice, SAP Business Network validates that the item quantities don't exceed the tolerance values specified for
this rule. You can also specify this rule for your supplier groups.
The Maximum overdelivery allowed field can’t be empty. If you try to empty the field, the system restores the
default setting (0%).
Default settings: Maximum underdelivery allowed: none (meaning there is no validation for underdelivery);
Maximum overdelivery allowed: 0% (meaning suppliers can’t overdeliver).
• Require suppliers to enter a comment at the order confirmation line-item level when there are any
changes.
When this rule is checked, if during order confirmation a supplier changes an item's unit price, supplier part ID,
or description, the supplier must also provide a comment to explain why the change was made.

 Note

This rule can be checked only when transaction rule Allow suppliers to enter comments on order
confirmations at the line-item level for confirmed or backordered items is checked. If both rules are

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 checked and later Allow suppliers to enter comments on order confirmations at the line-item level for
confirmed or backordered items is unchecked, this rule automatically becomes unchecked.

Default setting: No
• Allow suppliers to change advanced pricing details on order confirmations at the line-item level.
When this rule is checked, it allows your suppliers to alter the values in the Price Unit Quantity, Unit
Conversion, Price Unit, and Pricing Description fields on order confirmations.
Default setting: Yes
• Require suppliers to provide a reason when they reject an order.
When this rule is checked, it causes the Rejection Reason field to appear in the Reject Order dialog box
after a supplier tries to reject an order. Your suppliers can select from a list of reasons, or choose Other and
enter a comment describing the reason for rejecting the order. The order confirmation can be for a scheduling
agreement or a scheduling agreement release.
Default setting: No
• Require suppliers to provide a reason when they reject an order at the line-item level.
If this rule is checked, your suppliers must specify a Rejection Reason when they reject a line item. Your
supplier can select from a list of reasons, or choose Other and enter a comment describing the reason for
rejecting the line item. The order confirmation can be for a scheduling agreement or a scheduling agreement
release.
Default setting: No
• Allow suppliers to change the currency for unit price on order confirmations.
When this rule is checked, your suppliers can change the unit price currency on order confirmations.

 Note

This rule is enforced for the Expected Value of an unplanned lean service or a material item.

When this rule is unchecked, your suppliers can't change the unit price currency on order confirmations.
This rule has a dependency on the rule Apply line item unit price tolerance to order confirmations. For
additional information, see Dependency Between Unit Price Currency and Unit Price Tolerance Rules [page
74].
Default setting: Yes
• Allow suppliers to enter the estimated shipping date on order confirmations at the line-item level
When this rule is checked, your suppliers can enter the estimated shipping date on order confirmations at the
line-item level.
Default setting: Yes
• Allow suppliers to change the supplier part ID and auxiliary part ID on order confirmations at the line-item
level.
When this rule is checked, your suppliers are able to change the supplier part ID and auxiliary part ID for line
items on order confirmations. When the rule is unchecked, suppliers can't edit the Supplier Part or Auxiliary
Part ID fields for line items on order confirmations.
Default setting: Yes
• Allow suppliers to enter comments on order confirmations at the line-item level.
When this rule is checked, your suppliers can enter comments on order confirmations at the line-item level.

 Note

When this rule is unchecked, SAP Business Network also unchecks the rule Require suppliers to enter a
comment at the order confirmation line-item level when there are any changes.

Default setting: Yes

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 • Allow suppliers to cancel ship notices that they create.
When this rule is enabled, your suppliers can cancel ship notices that they create where the goods aren't yet
fully received.
Default setting: No
• Allow suppliers to edit existing ship notices.
When this rule is enabled, your suppliers can update existing ship notices.
Default setting: No
• Require suppliers to explicitly confirm temporary unit prices in the order confirmation.
When this rule is enabled, your suppliers can no longer confirm an entire order if it contains temporary unit
prices. Your suppliers must first explicitly confirm each temporary unit price.

 Note

This rule isn't enforced for the Expected Value of an unplanned lean service or a material item.

Default setting: No

Order Confirmation and Ship Notice Control Keys

Buyers can use control keys to govern how suppliers process a purchase order.

Some back-end enterprise systems use confirmation control keys to control processes that occur after the
creation of a purchase order, specifically the creation of order confirmations and ship notices by the supplier.

For example, in the SAP ECC (Enterprise Central Component) system, the control key is displayed at the purchase
order item detail level, and it controls whether or not confirmation orders and ship notices are required by the
buyer, not required, or optional. SAP Business Network can receive order confirmation and ship notice control keys
at purchase order line-item level, and act on them to control the creation of order confirmations and ship notices.

When confirmation control keys are associated with a purchase order the control keys take precedence over all
transaction rules.

Control keys can apply at purchase order header or line item level, or both. However, only line-item level control
keys are processed and acted upon by SAP Business Network.

For example, a transaction rule might be enabled that allows suppliers to create order confirmations for all
purchase order line items. If a control key forbids the creation of an order confirmation for a specific purchase
order line item, the supplier will not be able to create an order confirmation for that line item.

The following table shows how transaction rules are overridden when line-item control keys appear in the order and
a corresponding order confirmation or ship notice doesn’t exist yet for the line item:

Transaction rule is checked (turned on) Line item control key Can flip the item to a...

Require suppliers to fully confirm line items OCInstruction="notAllowed" Ship notice

before fulfillment
Service sheet

Invoice

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Transaction rule is checked (turned on) Line item control key Can flip the item to a...

Require suppliers to create an order OCInstruction="notAllowed" Ship notice

confirmation before creating a ship notice

Require suppliers to create an order OCInstruction="notAllowed" Service sheet

confirmation before creating a service sheet

Require suppliers to include only shipped ASNInstruction="notAllowed" Invoice

quantities on invoices

Require references to ship notices on invoices ASNInstruction="notAllowed" Invoice

This behavior applies to online and cXML documents. For online documents, suppliers can create a ship notice,
service sheet, or invoice from the Purchase Order page or the Orders and Releases page.

For more information about cXML control keys, see the cXML reference guide available at http://cxml.org/ .

Delivery-Date Tolerances for Order Confirmations

Buyers can set tolerances for delivery dates using control keys within the purchase order cXML.

A delivery-date tolerance is the maximum number of days the actual delivery date can differ from the delivery date
that is requested on an order. These tolerances are processed by SAP Business Network and enforced when a
supplier creates an order confirmation for the order.

If a purchase order contains a delivery-date tolerance value, the supplier can't enter a delivery date that is outside
the tolerance when creating an order confirmation. While entering delivery dates on the order confirmation, if the
supplier enters a delivery date that is outside the permitted tolerance, a warning message displays.

To determine whether a delivery date is within tolerance, tolerance values are compared with the required delivery
(or Need-by) date on the purchase-order line item. For example, say a purchase-order line item has a required
delivery date of May 8, and the delivery-date tolerances included in the purchase order cXML have an upper limit
of 3 days and a lower limit of 5 days. When the supplier goes to create an order confirmation for the line item,
delivery dates between May 3 and May 11 are within tolerance. Anything outside that range causes a message to be
displayed on the user interface.

Tolerance checks are only performed when a delivery-date tolerance value is included with the cXML for a purchase
order and an estimated delivery date is added by a supplier when creating an order confirmation. If a purchase
order contains a delivery-date tolerance value but the supplier confirms an order without adding an estimated
delivery date, then no tolerance check is performed.

Also, if no required delivery date is specified on a purchase order, no delivery-date tolerance check takes place.

 Note

Delivery-date tolerance checks are only applied to purchase order line item required delivery (or Need-by)
dates. This feature does not apply to required delivery dates on purchase-order schedule lines.

The buyer's backend system must be configured to send tolerance values in the purchase order cXML. For more
information, refer to the cXML Reference Guide available at http://www.cxml.org .

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Tolerances for delivery dates in order confirmations can also be set in the default transaction rule Apply line
item delivery date tolerance to order confirmations. For more information, refer to the rule description in Order
Confirmation and Ship Notice Rules [page 62]. For information about the order in which multiple tolerance settings
are processed, refer to Tolerance Hierarchy for Quantity, Delivery Date, and Unit Price [page 73].

Tolerance Hierarchy for Quantity, Delivery Date, and Unit Price

You can automatically enforce what variances you allow in order confirmations and ship notices.

Tolerances for order-confirmation or ship-notice quantity, delivery date, and unit price are tested in the following
order:

1. cXML line item – Tolerances declared at line item level in the cXML for an individual purchase order take
precedence, where they exist. This is true even where only some of the required attributes are used in the
cXML.
2. cXML header – Tolerances declared at header level in the purchase order cXML are next in line, where no line
item level tolerances are specified.

 Note

Header-level tolerances are available only for delivery dates.

3. Supplier group rules – Transaction rules for supplier groups, where enabled and when there are no order-
specific tolerances declared.
4. Default rules – Default transaction rules, where enabled and when there are no supplier group transaction
rules enabled.
5. System default behavior:
• Quantity tolerance – Underdelivery is permitted, but overdelivery is not permitted.
• Delivery date tolerance – The system checks for compliance with the delivery date tolerance only when
one of the conditions in the previous items 1 through 4 is met.
• Unit price tolerance – A price above or below the tolerance limit is not permitted, with one exception: unit
price tolerances are not applied to items with an undisclosed price.

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Dependency Between Unit Price Currency and Unit Price Tolerance
Rules

Unit price currency and tolerance rules affect what suppliers can enter for line items on order confirmations.

If you check the Apply line item unit price tolerance to order confirmations rule, the resulting functionality of the
Allow suppliers to change the currency for unit price on order confirmations rule depends on the tolerance you
specify, as described in the following table:

Allow suppliers to change the currency

for unit price on order confirmations Tolerance Result

Checked Not specified Supplier can change the Unit Price and
the Currency and create order confirma-
tions with the new Unit Price and Cur-
rency values.

Checked 0 Supplier can change the Currency and

create order confirmations with the new
Currency value, but the Unit Price cannot
exceed the value in the purchase order.

Checked Numeric value greater than zero Supplier can change the Unit Price and
the Currency and create order confirma-
tions with the new Unit Price and Cur-
rency values.

Unchecked Not specified Supplier can change the Unit Price and
create order confirmations with the new
Unit Price value, but cannot change the
Currency.

Unchecked 0 Supplier cannot change the Unit Price or

Currency.

Unchecked Numeric value greater than zero Supplier can change the Unit Price and
create order confirmations with the new
Unit Price value, but cannot change the
Currency.

Calculation of Quantity Tolerance Compliance

Quantity tolerance for a line item is subject to a two-part check.

1. Is confirmed quantity plus backordered quantity within the range allowed for the quantity to be confirmed plus
the tolerance? If the sum of these is outside the tolerance range, an error message is displayed to the supplier.
2. Is the sum of confirmed quantity, backordered quantity, and rejected quantity within the range allowed for
the quantity to be confirmed plus the tolerance? If the sum of these is outside the tolerance range, an error
message is displayed to the supplier.

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Setting the Delivery-Date Tolerance in Ship Notices for All Suppliers

You can limit how late or early your suppliers can ship the items you order.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Context

 Note

To instead configure delivery-date tolerances in ship notices for one or more subsets of suppliers, go to Setting
the Delivery-Date Tolerance in Ship Notices for Supplier Groups [page 76].

When you configure delivery-date tolerances for ship notices, SAP Business Network validates the ship notices
sent to you by your suppliers. The system compares the value of Delivery Date in a ship notice to the value of
Delivery Date in its order, to verify that the ship notice is within the configured tolerances. The tolerances apply to
ship notices for purchase orders, scheduling agreement releases, and scheduling agreements.

 Note

When the delivery date for a ship-notice is provided at the header level, the date must be within tolerances for
each line item or schedule line in the ship notice.

If a delivery date in a ship-notice exceeds your tolerances, the ship notice fails submission, and error messages
display to the supplier to identify which items exceed the tolerances.

Procedure

1. Choose Account settings Manage Profile Default Transaction Rules .

2. Scroll to the Order Confirmation and Ship Notice Rules section to find transaction rule Apply delivery-date
tolerances to ship-notice line items.
3. Enter in one or both of the rule's fields the number of days' difference to allow:

• Days (Maximum before the requested delivery date.)

• Days (Maximum after the requested delivery date.)
4. Click Save.

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Setting the Delivery-Date Tolerance in Ship Notices for Supplier
Groups

You can limit how late or early the suppliers in a supplier group can ship the items you order.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Context

 Note

To instead configure delivery-date tolerances in ship notices for all your suppliers, go to Setting the Delivery-
Date Tolerance in Ship Notices for All Suppliers [page 75].

When you configure for a supplier group any delivery-date tolerances for ship notices, SAP Business Network
validates the ship notices sent to you by members of the supplier group. The system compares the value of
Delivery Date in a ship notice to the value of Delivery Date in its order, to verify that the ship notice is within the
configured tolerances. The tolerances apply to ship notices for purchase orders, scheduling agreement releases,
and scheduling agreements.

 Note

When the delivery date for a ship-notice is provided at the header level, the date must be within tolerances for
each line item or schedule line in the ship notice.

If a delivery date in a ship-notice exceeds your tolerances, the ship notice fails submission, and error messages
display to the supplier to identify which items exceed the tolerances.

Procedure

1. Choose Supplier Enablement Supplier Groups .

2. Do one of the following:

• Click the name of an existing supplier group.

• Click Create to configure a new supplier group.

The Edit Supplier Group page opens.

3. Click Supplier Group Transaction Rules.

The Supplier Group Transaction Rules page opens.

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 4. Click Enter supplier group specific transaction rules..
When this radio button is enabled instead of the Use default transaction rules. radio button, all rule settings
on this page override how the same rules are set on the Default Transaction Rules page, for suppliers in this
supplier group..
5. Scroll to the Order Confirmation and Ship Notice Rules section to find transaction rule Apply delivery-date
tolerances to ship-notice line items.
6. Enter in one or both of the rule's fields the number of days' difference to allow:

• Days (Maximum before the requested delivery date.)

• Days (Maximum after the requested delivery date.)
7. Click Ok.

Service Sheet Rules

If services invoicing is enabled for your account, you can configure these transaction rules for service sheets.

• Require suppliers to provide start and end dates on service sheets

Check At line level to require suppliers to include both start and end dates for service sheet line items. The rule
applies only to service items, not material items. Check At header to require suppliers to include both start and
end dates at the service sheet header. When either option is checked, the subrule Do not allow service sheets
for services that are still in progress is available. Both options apply whether suppliers create service sheets
manually or whether SAP Business Network creates them automatically when an order is flipped to an invoice.
Default setting (for both line level and header): No
• Do not allow service sheets for services that are still in progress.
Requires suppliers to include either today’s date or a date in the past as the service end date when submitting
service sheets for service items. Therefore, when this rule is checked, suppliers cannot submit service sheets
for service items that are not completed. This rule applies to both manually created service sheets and those
generated automatically when an order is flipped to an invoice.
Default setting: No
• Require suppliers to create an order confirmation before creating a service sheet.
Requires suppliers to partially or fully confirm an order before creating any service sheets from it.
Default setting: No
• Require suppliers to provide approver information on service sheets.
Requires suppliers to provide the email address of the person at your company responsible for approving the
service sheet (and therefore that the work was completed according to the service sheet description) when
creating a service sheet.
Default setting: Yes
• Allow suppliers to send service sheet attachments.
Allows suppliers to add attachments to service sheets. Service sheets only support attachments at the header
level.
Default setting: No
• Your procurement application can download service sheet attachments (MIME multipart messages).
Allows your procurement application to download header-level service sheet attachments if you allow suppliers
to add them.
The additional setting, Send URLs to view attachments on Ariba Network, is also unchecked by default.
Default setting: No

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• Require suppliers to send service sheet attachments.
Requires suppliers to add at least one attachment to each service sheet. If you check this rule, you must also
check the Allow Suppliers to send service sheet attachments rule.

 Note

There is no way for suppliers to add attachments to service sheets uploaded as CSV files. If you check this
rule for suppliers who upload service sheets as CSV files, their uploads will fail and they must log into SAP
Business Network and edit and resubmit the failed service sheets with attachments.

Default setting: No
• Allow suppliers to add ad hoc line items to service sheets.
Allows suppliers to add items to service sheets that were not included in the original order. If you place
unplanned service orders and your SAP Business Network buyer account is not integrated with SAP Ariba
Procurement solutions, you should check this setting so that suppliers can add items as they fulfill the orders.
Default setting: No
• Do not allow part number to exceed specified characters for ad hoc line items. Prevents suppliers from
providing ad hoc line item part numbers that exceed a specified number of characters.
Default setting: No
• Require suppliers to provide description for ad hoc line items Requires suppliers to provide part descriptions
in ad hoc line items.
Default setting: No
• Require suppliers to provide line item quantity for ad hoc line items Requires suppliers to provide line item
quantities in ad hoc line items.
Default setting: No
• Allow suppliers to change units of measure on service sheets.
Allows suppliers to change units of measure on service sheets. If you check this rule, the Allow suppliers to
increase item quantities on service sheets rule is automatically checked as well. You cannot set an exception
tolerance when this rule is checked.
Default setting: No
• Allow suppliers to increase item quantities on service sheets.
If you uncheck this rule, suppliers can only increase item quantities on service sheets up to the tolerance
level you specify. The default exception tolerance is 0%.Allows suppliers to increase item quantities on service
sheets without restriction. You cannot set an exception tolerance when this rule is checked.
Default setting: No
• Allow suppliers to change unit prices on service sheets.
Allows suppliers to change unit prices on service sheets without restriction. You cannot set an exception
tolerance when this rule is checked.
If you uncheck this rule, suppliers can only change unit prices on service sheets within the tolerance level you
specify. To set unit price tolerance, select Check Price Tolerance.
Default setting: No
• Allow suppliers to change subtotal amounts on service sheets
Allows suppliers to increase itemAllows suppliers to change subtotal amounts on service sheets without
restrictions. You cannot set exception and absolute amount tolerances when this rule is checked.
If you uncheck this rule, suppliers can only change subtotal amounts on service sheets up to either the
exception tolerance or the absolute amount tolerance, whichever computed amount is smaller. For example, if
the subtotal is $100 and you set an exception tolerance of 15% and an absolute amount tolerance of $100, the
supplier can increase the subtotal up to $115. However, if the subtotal is $1000, the supplier can only increase
the subtotal to $100, since 15% of $1000 is $150 and exceeds the absolute amount tolerance.
The default exception tolerance is 0%; there is no default absolute amount tolerance.

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  Note

This rule does not apply to unplanned order lines.

Default setting: No
• Allow suppliers to create multiple service sheets for an amount-based service item
Allows suppliers to create multiple service sheets for an amount-based service item.
If you check this rule, suppliers can create multiple service sheets on amount-based lines on a service
purchase order.
If this rule is unchecked, suppliers can create only one service sheet for amount-based lines on a service
purchase order. If a supplier attempts to create multiple service sheets against an amount-based service line
purchase order when the rule is unchecked, SAP Business Network displays an error message.
Default setting: Yes
• Allow suppliers to include taxes, freight, special handling, discounts, allowances, and charges, on
automatically-generated service sheets
Allows suppliers to include other charges such as taxes, freight, special handling, discounts, allowances, and
charges on automatically-generated service sheets if your procurement application supports them. These
charges also appear on the related invoice.
If your procurement application does not support the processing of additional charges on a service sheet,
you should uncheck this rule. If the rule is unchecked, additional charges are excluded from automatically-
generated service sheets.
Default setting: No
• Allow suppliers to include multiple parent PO lines per service sheet
Allows suppliers to include multiple parent PO lines per service sheet. If you check this rule, suppliers won't
be prompted to select an outline item when they create a service sheet or an invoice for the order. Instead, all
parent PO lines are automatically added to the service sheet and the invoice.
If the rule is unchecked, suppliers can include only one parent PO line per service sheet.
Default setting: No
• Allow suppliers to reuse service sheet numbers
Allows suppliers to reuse a service sheet number if the service sheet has been rejected or failed. Select at least
one of the two options, Rejected and Failed.
If you disable this rule, suppliers can’t reuse service sheet numbers. If a service sheet is rejected or failed, they
must use a new number when they resubmit it.
Default setting: No
• Require suppliers to create service entry sheets where the line item quantity is not zero
Prevents suppliers from creating service entry sheets where the line item quantity is zero.
Default setting: No
• Do not allow part number to exceed specified characters for ad hoc line items
You can prevent suppliers from specifying part numbers (for ad hoc line items in service sheets) which exceed
the configured number of characters. The maximum allowed number is 99.
• Require suppliers to provide description for ad hoc line items
Requires suppliers to provide part descriptions for ad hoc line items.
Default setting: No
• Require suppliers to provide line item quantity for ad hoc line items
Requires suppliers to provide line item quantities for ad hoc line items in service sheets.
Default setting: No
• Require suppliers to provide account assignment information
Buyers can specify U (Unknown) as the value for the account assignment category for service line items on
purchase orders. Buyers can enable this rule to ensure that suppliers submit service sheets only after they

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 replace the value U (Unknown) with the appropriate account assignment category values. Suppliers can punch
in to SAP Ariba Buying and Invoicing to retrieve the appropriate value for the account assignment category and
then submit their service sheets.
Default setting: No
• Allow suppliers to create correction service sheets
Allows suppliers to create a correction service sheet for those service sheets which are invoiced. Suppliers
must enter a negative quantity value in the correction service sheet.
If buyers enable this rule, suppliers can make corrections to invoiced service sheets.
If buyers disable this rule, suppliers cannot make any corrections after service sheets are invoiced. Buyers may
have to reject a service sheet before it is invoiced.

 Note

Suppliers cannot make corrections to approved service sheets whether this rule is enabled or not.

Default setting: No
• Allow suppliers to use the indicator for final service entry sheet
Allows suppliers to indicate in a service sheet that it will be the final service sheet generated against the line
item in a purchase order even if the service is not complete. You must have SAP ERP or SAP S/4HANA directly
connected to SAP Business Network to receive the final service sheet indicator in service sheets.
Default setting: No
• Allow suppliers to cancel service sheets that they create
Allows suppliers to cancel a service sheet if its status is either Sent or Failed. Suppliers can reuse the
service sheet numbers if you enable the corresponding rule in the default transaction rules. On the Default
Transaction Rules page, when the Allow suppliers to reuse service sheet numbers is enabled, the Allow
service sheet numbers to be reused for service sheets with the following statuses now includes the
Canceled checkbox.
Default setting: No
• Do not allow suppliers to manually create service entry sheets for service orders
Requires service sheets to be created automatically when a purchase order is flipped to an invoice. When this
rule is checked, suppliers cannot create service sheets manually for service orders.
Default setting: No
• Require suppliers to create a proof of service (PoS) before submitting a service entry sheet (SES)
Requires suppliers to create a proof of service (PoS) before submitting a service entry sheet (SES). This is a
subrule for Do not allow suppliers to manually create service entry sheets for service orders.
PoS is a digital document that acts as a proof of completion of a service line item in the service order.
Default setting: No

 Note

This rule is applicable for creating a proof of service using SAP Field Service Management only. It is not
applicable for creating a proof of service using Proof of Service API.

• Allow suppliers to create proof of service using SAP Field Service Management
Allows suppliers to create proof of service (service call) using SAP Field Service Management. This is a subrule
for Do not allow suppliers to manually create service entry sheets for service orders.
Default setting: No

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  Note

This rule is applicable for creating a proof of service using SAP Field Service Management only. It is not
applicable for creating a proof of service using Proof of Service API.

• Allow exchange of documents between Ariba Network, SAP Fieldglass, and SAP S/4HANA or SAP S/
4HANA Cloud, for services procurement.
Check this rule to allow exchange of documents such as orders, service sheets, and invoices between SAP
Business Network, SAP Fieldglass, and SAP S/4HANA or SAP S/4HANA Cloud, for services procurement in
the Service Procurement with Ariba Network and SAP Fieldglass (4R2) integration scenario.
Default setting: No

Invoice Rules
Invoice rules allow you to control the information that suppliers can or must supply when submitting electronic
invoices to you.

By default, these rules govern invoices from all your suppliers. However, you can override them for specific
suppliers, supplier groups, or the country/region from where the invoice is sent.

Invoice rules ensure that the invoices you receive comply with your requirements for electronic processing and
acceptance. SAP Business Network evaluates these rules against online, cXML, or EDI invoices from suppliers. It
rejects invoices that fail validation, so you receive only invoices that are compatible with your procurement system
configuration and business process requirements.

 Note

See the SAP Business Network Guide to Invoicing for a detailed list of invoice rules, invoice rule execution,
information on recommended settings, and SAP Ariba solution dependencies on certain rule settings.

You can override invoice rules for individual suppliers or apply country/region-based invoicing rules to them. You
can also create groups of suppliers and assign invoicing rules to them.

For buyers that subscribe to SAP Ariba invoice conversion services (ICS), SAP Ariba provides a separate set of
invoice rules for invoices sent from an ICS provider. For information about ICS invoice rules, see the SAP Business
Network Guide to Invoice Conversion.

 Restriction

Some of the invoice rules are visible only if certain functionality has been enabled for your account by your SAP
Ariba Support representative.

If you send a purchase order with amount-based line items, the following rules do not apply: Allow suppliers
to change the unit price, Allow suppliers to change the unit of measure, Allow suppliers to increase item
quantities. For more information about amount-based line items, see the cXML Solutions Guide.

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Enabling Invoicing

You can configure your SAP Business Network account to allow suppliers to send invoices.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Context

Until you activate your SAP Business Network account to accept invoices, suppliers cannot submit invoices in
SAP Business Network to your account. If they attempt to send you automated invoices using cXML or EDI, those
invoices are rejected before they reach your account.

Once you allow suppliers to submit invoices in SAP Business Network to you, you can download them to an
external ERP using the document automation feature or, if you are using an SAP Ariba invoicing solution, they are
automatically downloaded.

If you subscribe to Invoice Conversion, you can edit invoices that are rejected by your SAP Business Network
invoice rules or by your invoicing application and resubmit them. See Unassigned ICS Invoices [page 378].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Default Transaction Rules.
3. In the General Invoice Rules section, check Allow suppliers to send invoices to this account.
After you check this rule, you can set other business rules for invoices [page 81].
4. Click Save.

Invoice Archiving
SAP Business Network can archive your invoices in zip format. You can indicate whether you want to archive your
SAP Business Network invoices automatically every week, every two weeks, or every month.

For every invoice archival period you specify, SAP Business Network waits for a 30 day period before it can start
archiving your invoices. A 30 day period is taken into consideration given an average time taken for an invoice to
complete the invoicing cycle.

If you want to archive your invoices without waiting for a 30 day period, then choose the “Archive Immediately”
option. SAP Business Network starts archiving invoices the next day after the invoice archival period ends.

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You can download your archived invoices from the Archived Invoices page, from the pending queue, or configure
SAP Business Network to automatically deliver archived zip files (via HTTPS) as soon as they are available. The
Archived Invoices page is available only after you start archiving invoices.

SAP Business Network automatically deletes archived invoices after three months.

Archiving Your Invoices [page 83]

Downloading Archived Invoices [page 84]

Setting the Automatic Archive Invoice Delivery URL [page 85]

Sending Archived Invoice Files to the Pending Queue [page 86]

Archiving Your Invoices

You can configure your SAP Business Network account to automatically archive your invoices.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Default Transaction Rules.
3. In the General Invoice Rules section, check Allow suppliers to send invoices to this account.
4. In the Invoice Archival section, select how often you want SAP Business Network to automatically archive your
invoices:

• Twice daily
Archiving occurs automatically every 12 hours.

 Note

When this option is selected two archive ZIP files are created daily. To avoid file name duplication,
the start time is included in the file name, along with the date. The archive ZIP file naming format is
YYYY-MM-DD-HH.zip (year, month, day, and start time in 12 hour format).

• Daily
Archiving occurs automatically every 24 hours.
• Weekly
• Biweekly
• Monthly

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 • Archiving Start Time
Archiving starts at a set time daily. The start time must be entered in 12-hour format.

 Note

The start time is aligned with your time zone as set in your SAP Business Network account. Your
current time zone is displayed beside the Archiving Start Time field. If you change your time zone, the
start time is updated automatically, and the new time zone is displayed.

If you choose either option, SAP Business Network collects invoices for two months before posting the first
archive to your account, so that any invoices that arrive just before the first period starts can be included in the
first archive.
5. Select Archive Immediately if you do not want SAP Business Network to wait for a 30 day period before
archiving the invoices.
6. Click Start.

You can change how frequently SAP Business Network automatically archives your invoices at any time.
Select a new invoice archival frequency and click Update Frequency. To stop SAP Business Network from
automatically archiving your invoices, click Stop.
7. Click Save.

Related Information

Invoice Archiving [page 82]

Downloading Archived Invoices

You can download archived invoices to your computer.

Prerequisites

You are assigned a role with the Archive Access permission. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Invoices Archived Invoices .

2. In the row of archived invoices you want to save to your computer, click Download.

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Related Information

Invoice Archiving [page 82]

Setting the Automatic Archive Invoice Delivery URL

You can configure your SAP Business Network account to automatically archive invoices and deliver them in a ZIP
file to a specified URL.

Prerequisites

• You are assigned a role with the Transaction Configuration permission. See SAP Business Network
Permissions [page 278].
• Before enabling automatic archived invoice delivery, make sure of the following things:
• You have configured your web servers to receive the files.
• You are able to extract the archive file from the data portion of the HTTP post request and to store the
archive appropriately on your file systems.

Context

Regardless of whether your organization chooses to utilize the HTTPS web server option, archive invoice files
continue to be stored for up to three months on your account.

 Note

SAP Ariba Customer Support assistance is required for those organizations who need to include old invoices
(created prior to SAP Business Network Release 49) in automatically delivered zip files.

The URL for the archived zip file can be any URL where you want SAP Business Network to automatically deliver the
archived zip files. You can specify a URL with an https prefix so that communication is encrypted. SAP Business
Network uses the HTTPS post method to post the archived zip files to the location specified in the URL. You can
authenticate an HTTPS post request based on the client certificate available for SAP Business Network. For a list of
SAP Business Network’s trusted certificate authorities, see the cXML Solutions Guide.

You can view information about automatic delivery attempts in the Delivery Status and Delivery Date columns on
the Archive Invoices page.

If a delivery attempt of an archive fails, SAP Business Network sends you an email notification explaining the failure.
As an alternative, you can check the status in the Delivery Failure Reason column of the Archive Invoices page.

You can have multiple archive zip files per period. Each archive zip file is limited to 50 MB.

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Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Default Transaction Rules.
3. In the General Invoice Rules section, check Allow suppliers to send invoices to this account.
4. In the Invoice Archival section, indicate how often you want SAP Business Network to automatically archive
your invoices by clicking one of the following:

• Weekly
• Biweekly
• Monthly
The Invoice Archival section is available only after you check Allow suppliers to send invoices to this
account.
5. Click Start.
6. In the Archive Delivery URL field, enter the URL you want SAP Ariba to use to automatically deliver archived
zip files (via HTTPS) as soon as they are available.
7. Click Save Delivery Option.

Related Information

Invoice Archiving [page 82]

Sending Archived Invoice Files to the Pending Queue

You can choose to automatically send archived invoice files to the pending queue, facilitating secure download.

Prerequisites

• You are assigned a role with the Transaction Configuration permission. See SAP Business Network
Permissions [page 278].
• To support HTTPS connections from SAP Business Network, the web server used by your business application
must have a valid SSL web server certificate from a trusted certificate authority.

Context

When you choose to send archived invoice files to the pending queue, you can use an HTTPS connection from
your external ERP system to the SAP Business Network to download them via a GetPendingRequest and
DataRequest pair.

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When using a GetPendingRequest to query for archived invoice files in the pending queue, you must set the
maxMessages value to 1 to prevent failure in the case of excessive attachment sizes, for example:

<GetPendingRequest lastReceivedTimestamp="2015-02-13T16:00:00-08:00"
maxMessages="1">
<MessageType>InvoiceArchive<MessageType>
</GetPendingRequest>

 Restriction

If you choose to send archived invoices to the pending queue, you can not also have the archived invoice files
automatically delivered via HTTPS.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Default Transaction Rules.
3. In the Invoice Archival section, check Send archived invoice files to the pending queue for download.
4. Click Save Delivery Option.

Related Information

Invoice Archiving [page 82]

Get Pending/Data Download Transaction
cXML Pending Queue Routing

Long-Term Archiving of Tax Invoices

SAP Business Network provides long term archiving solution for tax invoices. Buyers and suppliers in countries that
do not have their own archiving process can leverage on SAP Business Network’s electronic archiving process to
archive the tax invoices. SAP Business Network partners with third party archive providers to facilitate electronic
archiving of tax invoices and allow tax authorities to access, monitor, and retrieve the archived documents during a
tax audit.

Each country/region has a defined retention time for archived invoices. Archive providers are required to store and
retain the archived invoices for the time specified by the tax authority of their respective countries. This process is
integral to tax invoices since these invoices go through rigorous tax auditing procedures.

You must enable your accounts for long-term document archiving to subscribe to the tax invoice archiving
procedure on the SAP Business Network. Make sure that you read and agree to the terms of use before enabling
long-term document archiving. Clicking the Long-Term Document Archiving link means that you automatically
accept the terms of use. After enabling your account, SAP Business Network automatically archives the latest tax
invoices. However, you can manually archive the older invoices.

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You can download your archived tax invoices by choosing Quick links Archived Documents . The Archived
Documents command is visible only if you have enabled your account for long-term document archiving. In
addition, you must have Archive Access permission to view, access, and download archived documents.

 Restriction

SAP Business Network does not apply a digital signature to paper invoices or invoices generated from invoice
conversion. Consequently, SAP Ariba invoice conversion services invoices aren't archived as part of the SAP
Business Network long-term archiving option.

Configuring Your Account for Long-Term Document Archiving [page 88]

Downloading Archived Tax Invoices [page 89]

Viewing Document Download Status [page 89]

Configuring Your Account for Long-Term Document Archiving

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Context

On the Default Transaction Rules page, the Long-Term Document Archiving section allows you to enable your
account for long term invoice archiving. SAP Business Network supports invoice archiving only if your destination
country/region is among the list of countries/regions supported for long term archiving.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Default Transaction Rules.
3. Go to Long-Term Document Archiving section.
4. Check Enable long term invoice archiving.
5. Click Save.

Related Information

Long-Term Archiving of Tax Invoices [page 87]

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Downloading Archived Tax Invoices

You can download an archived tax invoice through the SAP Business Network user interface

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Quick links Archived Documents .

2. On the Document List page, select the invoice to download, and click Request Download button.
3. To download multiple documents, select one or more invoices and click Request Download.

Archived invoices zip file is downloaded to your local drive.

4. Do one of the following:

• Click Open to view the archived invoices.

• Click Save to save the archived invoices.

Related Information

Long-Term Archiving of Tax Invoices [page 87]

Viewing Document Download Status

You can use the SAP Business Network user interface to view the download status of the invoices in your SAP
Business Network account.

Procedure

1. Choose Quick links Document Status .

2. Check the Status column.

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 One of the following statuses is displayed:

• Available
• Transferred
• Queued
• Processing
• Failed
• Removed

Related Information

Long-Term Archiving of Tax Invoices [page 87]

Sales Order Rule

You can configure this transaction rule for sales orders, which are confirmation documents sent to the customers
before delivery of goods or services.

• Allow sales orders.

Check this rule to allow suppliers to submit sales orders.
Default setting: No

D-U-N-S Number Rule

A D-U-N-S (Data Universal Numbering System) number is a nine-digit number issued by Dun & Bradstreet, Inc. to
identify each corporate location of an organization.

By default, suppliers do not require a D-U-N-S number to register with SAP Business Network. If you prefer, you can
make a D-U-N-S number required for suppliers you invite to register.

• Do not require suppliers to enter their D-U-N-S number.

Uncheck this rule to make a D-U-N-S number mandatory for suppliers that you invite to register with SAP
Business Network.
If you require D-U-N-S numbers and request a relationship with a supplier that has registered without entering
one, after they accept the invitation (either by default or manually), SAP Business Network prompts the
supplier to enter a valid D-U-N-S number at the next login.
Your suppliers can contact Dun & Bradstreet directly with questions about the requirements for acquiring a
valid D-U-N-S number.
Default setting: Yes

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Work Order Information
Purchase orders received by SAP Business Network suppliers contain work order-related information.

Documents transacted in SAP Business Network display workorder information at the line level. The WorkOrder
ID and Equipment ID fields are included at the line level of documents, in a new section named Work Order
Information. These fields are auto populated in documents that are displayed on SAP Business Network. The
work order information is derived from purchase orders received into SAP Business Network. These fields provide
important information to suppliers and enables them to offer accurate and timely services.

Workflow for adding work order information

1. A work order is created in the Plant Maintenance component of SAP S/4HANA or SAP ERP.
2. A purchase order is created if one or more items in the work order are not available in the inventory.
3. SAP Business Network receives the purchase order. The purchase order contains the following information at
the line level, under a new section named Work Order Information:
• WorkOrder ID
• Equipment ID
4. A supplier hosted on SAP Business Network logs in to SAP Business Network and creates one or more of the
following documents from the purchase order:
• invoice
• credit memo
• debit memo
• line item credit memo
• line item debit memo
• service entry sheet
• order confirmation
• advance ship notice
5. SAP Business Network displays work order information fields on the document that is created from the
purchase order. The work order information fields are displayed only if buyers have enabled the Allow supplier
to view work order information rule in their SAP Business Network accounts.

Prerequisites

• To enable suppliers hosted on SAP Business Network and buyer users to view work order information fields,
buyers need to enable the Allow supplier to view work order information rule in Account settings
Manage Profile Default Transaction Rules .
• To send purchase orders with work order information to your suppliers, your organization must use one of the
following:
• Your organization must use either of the following SAP Ariba procurement solutions and enable
Management of Work Order-Based Requisitions:
• SAP Ariba Buying using procurement operations desk
• SAP Ariba Buying and Invoicing using procurement operations desk
• SAP Business Network must be integrated with the buyer’s SAP ERP or SAP S/4HANA to send purchase
orders to suppliers. In this case, buyers need to enable the Integration to support sending work order-
based purchase orders to SAP Business Network feature on SAP Ariba Cloud Integration Gateway.

List of transaction documents in SAP Business Network that display the Work Order ID field

The purchase order cXML document contains work order-related information.

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The following is a list of transaction documents for suppliers hosted on SAP Business Network and buyer users that
displays the work order information:

• purchase order
• invoice
• credit memo
• debit memo
• line item credit memo
• line item debit memo
• service entry sheet
• order confirmation
• advance ship notice
• goods receipt note

Changes to existing functionality

Documents transacted in SAP Business Network display two new fields at the line level. These fields provide work
order-related information and are auto-populated by deriving their values from the purchase order. These fields
provide important information to suppliers and enable them to offer accurate and timely services.

• The purchase order cXML document contains the WorkOrder ID at the line level.

 Note

This feature supports multiple WorkOrder IDs as well. Multiple WorkOrder IDs are displayed as comma-
separated IDs at the line level.

• The WorkOrder ID and Equipment ID fields are included at the line level of documents, in a new section
named Work Order Information. These work order information fields are displayed only if buyers have enabled
the rule Allow supplier to view work order information in their SAP Business Network accounts.

Related Information

Allowing Suppliers to View Work Order Information [page 92]

Allowing Suppliers to View Work Order Information

You can allow your suppliers on SAP Business Network to view the Work Order Information in documents
transacted with them.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

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Context

Documents transacted in SAP Business Network display work order-related information at the line level. The two
new work order information fields are auto populated in documents that are displayed on SAP Business Network.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Default Transaction Rules.
3. Check the box Allow suppliers to view work order information.

This box is unchecked by default.

The WorkOrder ID and Equipment ID fields are included at the line level of documents, in a new section
named Work Order Information.

Related Information

Work Order Information [page 91]

Currency Precision and Rounding

SAP Business Network Commerce Automation customers can configure currency precision and rounding rules for
service entry sheets.

Currency fields in SAP Business Network are, by default, rounded to the precision defined in the ISO standard
currency codes using common rounding rules (commercial rounding). However, to eliminate potential mismatches
between the invoice and your system that could delay payments to suppliers, you can configure currency precision
and specify rounding rules by overriding default settings.

The currency precision and rounding feature enables you to:

• Configure currency precision values for different systems.

• Enforce the number of decimal places that suppliers can include in the unit price field of service entry sheets.
• Enforce precision per currency, and override precision set at the default system level.
• Override rounding rules for the following service entry sheet components:
• Taxes
• Allowances
• Charges

Therefore, the values entered by suppliers in service entry sheets get rounded off according to the currency
precision and rounding rules defined by you.

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  Note

The currency precision and rounding configuration in SAP Business Network must match the configuration in
your system exactly. Any mismatch will result in transmission failures of documents (service entry sheets).

Rounding Rules in SAP Business Network

The following currency rounding rules are available in SAP Business Network:

• Round half up (also called commercial rounding) - rounds off the numerical value to the previous lower
number or the next higher number based on the value to be rounded.

Example

If the value is 82.x, and if x > 4, the value gets rounded to 83

If the value is 82.x, and if x <= 4, the value gets rounded to 82

• Round up - increases the value to be rounded to the immediate higher whole number

Example

If the value is 82.x, it gets rounded to 83

• Round down - decreases the value to be rounded to the immediate lower whole number

Example

If the value is 82.x, it gets rounded to 82

Restrictions

• This feature can be used to configure currency precision and rounding rules for service entry sheets and to
configure how many decimals places are allowed for Unit Price based on the currency or all currencies.
• Currency precision validation applies only to invoices in electronic format. It does not apply to paper based
invoices - these include paper invoices and paper invoices received via ICS.
• The currency settings that you configure are not visible to suppliers. You must ensure that you share the
currency settings with suppliers, so suppliers can evaluate if the currency precision and rounding rules affect
their invoice or credit memo submittals.

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 • Currency precision and rounding will be applied to service entry sheets for purchase orders that are created
after the feature is enabled. If there are any pending purchase orders, you must enable the rule to let suppliers
change the unit price on invoices and credit memos until the pending purchase orders have been closed.
• This feature provides an ability to configure how many decimals places are allowed for Unit Price based on the
currency.
If the buyer enables the option to provide pricing details then the validation of the decimal precision will be
applied to the Pricing Details (Price Unit and Price Unit Quantity).
• All calculated fields like Subtotal are rounded based on buyer configuration settings. If not, commercial
rounding (default) would happen based on system defined precision.
• Decimal precision validation is applied for hosted suppliers, integrated suppliers, and external documents
(channels that are supported like cXML and CSV) to the Database level.
• If the buyer does not configure a rounding mechanism for a currency, it will follow the existing rounding
mechanism (commercial rounding) and ISO standards for that currency.
• This feature provides a validation check if the entered price, amount (in any of the price, amount field) is not
adhering to the allowed precision based on the currency code configuration.

Overriding Standard Currency Precision and Rounding for

Invoices and Credit Memos

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Currency Precision and Rounding.

The Configure currency precision and rounding rules page appears.

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 Figure 16: Configure Currency Precision and Rounding Rules Page
3. Check the Enable currency precision and rounding overrides box in the Configure currency precision and
rounding rules page.

When the Enable currency precision and rounding overrides box is checked, users are shown options to
exclude the following invoices from currency precision and rounding configurations.
• Paper invoices received via ICS
• Paper invoices
4. Choose a specific system (or Default (All Systems)) for which you wish to configure currency precision.
5. Choose the decimal places for unit price for your system from the dropdown.
6. Click Add currency and select the currency for which you want to add precision and rounding overrides.
7. Choose the decimal place and rounding rule for the currency selected in the previous step. The rounding rule
selected here applies by default to all the amount fields for this currency.
8. Choose the override rounding rules for Tax, Allowances, and Charges. The rounding rules selected here
override the defaults set in the previous step.
9. Click Save.

Country/Region-Based Invoice Rules

SAP Ariba provides a set of default country/region-specific invoicing rule templates that you can use as a starting
point when defining invoice rules.

Country/region-based rule templates reflect the current knowledge of invoice requirements for those countries/
regions. SAP Ariba strongly recommends buyers implementing country/region-based invoice rules to consult with
their tax and legal advisors to determine the applicability of any business rule they implement.

 Note

See the SAP Business Network Guide to Invoicing for a detailed list of country/region-based invoice rules.

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 Enablement Process for Country/Region-Based Invoice Rules [page 97]

Configuring Invoice Rules for a Country/Region [page 98]

Editing Invoice Rules for a Country/Region [page 99]

Activating or Deactivating Invoice Rules for a Country/Region [page 100]

Preventing Suppliers from Sending Invoices to Selected Countries/Regions [page 101]

Viewing Invoice Rule Results [page 102]

Downloading Country/Region-Based Invoice Rules [page 103]

Automatic Invoice Creation from Receipts [page 104]

Enablement Process for Country/Region-Based Invoice

Rules
You can use the country/region-based invoicing rule templates to add countries/regions for which you want to
implement specific invoice rules.

By default, country/region-based invoice rules are disabled and no country/region-based invoice rules are
activated. Follow these general steps to enable and activate country/region-based invoice rules:

1. Using the country/region-based invoicing rule templates, add the countries/regions for which you want to
implement specific invoice rules and review the country/region's invoice rules set.
2. Based on legal requirements for a country/region, edit the invoicing rules set for the country/region.
3. View the final invoice rules that get applied based on the rules defined on the default transaction rule, supplier
group rule, and country/region-based invoice rule levels.
4. You might want to discuss any changes to the invoicing rules with your suppliers to avoid unnecessary invoice
rejections as a result of the new invoice rule enforcement.
5. If you are ready to put the rules in production, uncheck the rule Ignore country-based invoice rules:
• If you want to enable country/region-based invoice rules for all suppliers that do not belong to a supplier
group, uncheck Ignore country-based invoice rules on the Default Transaction Rules page.
• If you want to enable country/region-based invoice rules by supplier group, uncheck Ignore country-
based invoice rules on supplier group level.

Suppliers can review the rules that are applied to their invoices by the country/region of origin after you have
enabled country/region-based invoice rules for them.

Related Information

Country/Region-Based Invoice Rules [page 96]

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Configuring Invoice Rules for a Country/Region

You can define country/region-based invoice rules that are different from the invoice rules defined in the Default
Transaction Rules for your SAP Business Network account.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Country-based Invoice Rules.

The Country-based Invoice Rules page appears.

Figure 17: Country-Based Invoice Rules Page

3. Click the Select Country dropdown and choose a country/region.
4. Click Add Country Rules.

A list of invoicing rules for the country/region appears.

5. View the list of invoice rules for the country/region, and edit them if necessary. SAP Ariba recommends that
you consult your tax and legal advisors to determine the applicability of any business rule you implement.
6. Click View Invoice Rules Results to review the rules [page 102] that apply to supplier invoices.
7. Click Done to return to the Country-based Invoice Rules page.
8. Click OK to save rules.

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Related Information

Country/Region-Based Invoice Rules [page 96]

Editing Invoice Rules for a Country/Region

For each country/region that you have defined country/region-based invoice rules for your SAP Business Network
account, you can view and edit the rules.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Country-based Invoice Rules.
3. Select the country/region you want to edit.
4. Click Edit.

The invoicing rules page for the country/region appears.

5. Edit the invoicing rules.
6. Click View Invoice Rule Results to review the rules [page 102] that apply to supplier invoices.
7. Click Done to return to the Country-based Invoice Rules page.
8. Click OK to save rules, or Cancel to exit and disregard the rule edits.

Related Information

Country/Region-Based Invoice Rules [page 96]

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Activating or Deactivating Invoice Rules for a Country/
Region
At any time you can activate or deactivate the invoice rules for a specific country/region.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Country-based Invoice Rules.
3. Select the country/region you want to activate or deactivate.
4. Click Activate or Inactivate.

 Note

After invoice rules for a country/region have been added, you can deactivate them, but you cannot delete
them.

Related Information

Country/Region-Based Invoice Rules [page 96]

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Preventing Suppliers from Sending Invoices to Selected
Countries/Regions
If you do business in countries/regions in which SAP Ariba does not meet e-invoicing requirements, you can
configure country/region-based invoice rules to prevent suppliers from sending invoices to those countries/
regions. This affects all invoices suppliers send to the selected countries/regions, including cXML invoices.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Country-based Invoice Rules.
3. In the Prevent suppliers from sending invoices to the following countries list, select one or more countries/
regions.

 Note

If you don't see a country/region, click << or >> to show other pages.

4. Click Activate.

 Note

To allow invoices to be sent to all countries/regions, click Inactivate All.

5. Click Save.

Related Information

Country/Region-Based Invoice Rules [page 96]

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Viewing Invoice Rule Results

SAP Business Network provides ways to view invoice rule results for a particular country/region, a supplier group,
or the overall system.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Context

When reviewing the rule results in the Invoice Rule Results page, the value in the columns differ based on what
you choose in the Supplier Group and Country dropdowns. The values displayed in the different columns are
determined by the invoice rules configured at the rule level and rule type. For more information, see the SAP
Business Network Guide to Invoicing.

Before your suppliers create an invoice, they can also view the country/region-based invoicing rules that are
applied when submitting invoices to you.

The following table describes how the rule values are represented on the Invoice Rule Results page:

Rule Value Indicates That....

Blank The rule does not exist at supplier group or country/region-based rule levels.

Hyphen Symbol The rule level has not been chosen for evaluation.

For example, if you do not choose a country/region in the Country dropdown, then the
hyphen symbol in the Country column indicates that the country/region-based rule settings
are not included in the final result.

Grayed The rule is overridden by a rule on a different level.

Black colored values (Yes/No) The rule values are considered in the final rule result.

Procedure

Choose one of the following pages to view invoice rule results:

• Country-based Invoice Rules:

1. Choose Account Settings Manage Profile .
2. On the Configuration page, choose Country-based Invoice Rules.
3. Select the country/region whose invoice rules you want to view.
4. Click Edit.

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 5. Click View Invoice Rule Results.
• Default Transaction Rules:
1. Choose Account Settings Manage Profile .
2. On the Configuration page, choose Default Transaction Rules.
3. Click View Invoice Rule Results.
• Supplier Group Transaction Rules:
1. Choose Supplier Enablement Supplier Groups .
2. On the Supplier Groups Page, click the name of a supplier group.
3. Click Supplier Group Transaction Rules.
4. Click View Invoice Rule Results.

Related Information

Country/Region-Based Invoice Rules [page 96]

Downloading Country/Region-Based Invoice Rules

If you want to review the rules for all countries/regions alongside one another, you can download them into a CSV
file.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Country-based Invoice Rules.
3. Click Download Country Rules.

 Note

You can view the invoice rules for countries/regions that are in an “Active” status. The rules belonging to
countries/regions that are in an inactive status are not available in the downloaded CSV file.

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Related Information

Country/Region-Based Invoice Rules [page 96]

Automatic Invoice Creation from Receipts

SAP Business Network buyers in the United States, Australia, and South Africa can enable a country/region-based
invoice rule to automatically create invoices from receipts.

The Enable automatic invoice creation from receipts rule, effective only when Require suppliers to include only
received quantities on invoices is checked, causes SAP Business Network to automatically create an invoice when
you send a receipt for material goods. This rule ensures that invoices are based on goods that you have received.

Before invoices can be automatically generated on behalf of a supplier, based on receipts sent from you, the
supplier must agree to automatic invoicing by completing the Automatic Invoice Creation Acceptance page for
each buyer that has enabled the country/region-based rule. When the supplier logs in to SAP Business Network, an
alert notifies them of the need for confirmation of automatic invoicing against receipts.

When you enable automatic invoice creation, SAP Business Network automatically generates a standard invoice
or line-item credit memo when you send a receipt for received quantities. Partial invoicing is also supported. The
date assigned to the invoice is the system date. Each automatically generated invoice has references to the related
receipt and purchase order.

When SAP Business Network generates an invoice automatically based on a receipt you submit, it gathers
information for the invoice from the order, the receipt, and the supplier's company profile. Header-level information
for the invoice comes from the order. If the tax information is not present on the order, the VAT information is
obtained from the supplier's company profile. Item-level information for the invoice comes from the order with
the exception of Order Line Number and Quantity, which come from the receipt. All taxes for invoices generated
automatically from receipts must come from the purchase order. Taxes can be specified at the header-level of the
order or at the line-item level, but not in both places. To ensure that line item level taxes for standard invoices are
copied from the purchase order, check the Copy tax from purchase order to standard invoice rule. (Note that this
rule does not apply to line item credit memos. For line item credit memos, taxes at line item level default from the
invoice and not from the purchase order, even when this rule is enabled.) The rule Include allowances and charges
in the unit price must be unchecked to ensure correct calculation of line item unit prices when the purchase orders
have taxes and charges applied on the line items. All taxes should be specified as a percentage rate on the order.
The percentage is applied to all invoices generated for the order. If the tax is specified as a flat amount on the order,
it is also applied to all invoices generated for the order, which could result in higher taxes than intended.

Allowances and charges for invoices generated automatically from receipts must come from the order. Allowances
and charges can be specified at the header-level of the order and at the line-item level. Like taxes, all allowances
and charges should be specified as a percentage rate on the order. The percentage is applied to all invoices
generated for the order. If an allowance or charge is specified as a flat amount on the order, it is applied to every
invoice generated from a receipt, which could result in cumulatively higher allowances or charges than intended.

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Invoice Number for Automatically-Generated Invoices

There are two methods SAP Business Network uses to assign invoice numbers to invoices created automatically
from receipts:

• Receipts with Delivery Note Information: If the buyer uses the SAP ERP to create a receipt from a ship notice
coming from SAP Ariba, the Delivery Note field on the receipt is auto-populated with the packing slip ID from
SAP Business Network. In that case, the invoice number for an automatically-generated invoice or line-item
credit memo is based on the delivery note information, with a four-digit number appended to it.
• Receipts without Delivery Note Information: If a receipt does not include delivery note information, the
invoice number is a system-generated unique number that starts with "A" (for example, "AI7VCKN40").

Restrictions

The following receipts do not result in an automatically-generated invoice:

• Receipts for items from multiple orders.

• Receipts for items from a purchase order that contains both services and material goods.

Buyers and cXML-enabled suppliers must upgrade to cXML 1.2.030 or later to support the ShipNoticeIDInfo
child element in the ReceiptRequestHeader element.

All items in a receipt must have either positive or negative quantities and must be either of type "received" or
"returned". Otherwise, the receipt will be rejected. All taxes, allowances, and charges must be specified on the
order as a percent rate, not as a flat amount. The Enable automatic invoice creation from receipts country/
region-based invoice rule is supported only for United States, Australia, and South Africa. The rule only applies to
suppliers that invoice through the SAP Business Network and not through an integrated ERP system.

In addition to required business rules that the buyer must select to enable automatic invoice creation from receipts,
there are other rules that affect the fulfillment flow. The following default transaction rules, if checked, affect the
workflow for automatic invoicing from receipts:

• Allow suppliers to increase item quantities

• Allow suppliers to increase line item subtotals
• Require suppliers to fully confirm line items before fulfillment
• Require suppliers to create an order confirmation for the PO before creating an invoice
• Require suppliers to create a ship notice for the PO before creating an invoice

For example, if the first two rules are unchecked, the invoice quantities and subtotals cannot be increased from
the order. If the last three rules are checked, an order confirmation, ship notice, and receipt must be created in
sequence for an order before SAP Business Network can automatically create an invoice on behalf of the supplier.

Related Information

Country/Region-Based Invoice Rules [page 96]

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External Tax Invoice Rules
An external tax invoice is any tax invoice in electronic format that is not created online in SAP Business Network.
External tax invoice handling allows buyers to apply a specific set of SAP Business Network transaction rules
to all external tax invoices irrespective of the supplier that is referenced in the invoice. This set of configurable
transaction rules is called External Tax Invoice Rules. The configured external tax invoice rules are applied only to
external electronic tax invoices.

To prevent automatic invoice field validations, buyers typically would like to have less stringent rules for external tax
invoices than for regular invoices.

• Buyers are given the option to configure a set of invoice rules to be applied to all external tax invoices.
• Buyers can configure transaction rules for external tax invoices by creating supplier groups and configuring
appropriate rules for such groups.

The following table summarizes what SAP Business Network does with external tax invoices and regular invoices
when a buyer account has external tax invoice rules configured.

Invoice Scenario Supplier Is in a Supplier Group SAP Business Network Action

Any external tax invoice Does not matter Applies external tax invoice rules

Regular invoice created in SAP Business Yes Applies group-specific transaction rules
Network
No Applies default transaction rules

Workflow for External Tax Invoice Handling

When a buyer's account in SAP Business Network is configured to use external tax invoice rules:

1. Buyer administrators configure external tax invoice rules. These rules are a subset of default transaction rules.
2. Suppliers send an external tax invoice to SAP Business Network from their ERP systems or through their
service provider.
3. SAP Business Network receives the external tax invoice invoice and applies external tax invoice rules.

Configuring Transaction Rules for External Tax Invoices

You can create a general set of transaction rules that apply to all external tax invoices regardless of other custom
transaction rules (for example, country/region-specific rules).

Prerequisites

You are assigned the Administrator role.

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Procedure

1. Log in to your SAP Business Network buyer account as an administrator.

2. Choose Account settings Manage Profile .

3. On the Configuration page, choose External Tax Invoice Rules.
4. Select or clear the rule checkboxes to configure the rules.
5. Click Save.

Allowing Automatic Routing of Failed External Tax Invoices

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account settings Manage Profile .

SAP Business Network displays the Configuration page.

2. Click External Tax Invoice Rules.

SAP Business Network displays the External Invoice Rules page.

3. In the Failed External Tax Invoice Configuration section, check the box Allow automatic routing of failed
external tax invoices.

If you check this box, failed external tax invoices will be routed automatically to the end points that you have
configured.

Related Information

Configuring End Points When You Have a Single External ERP System [page 126]
Configuring End Points When You Have Multiple ERP Systems [page 127]

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Using Electronic Funds Transfer (EFT) Payment
SAP Business Network allows you to pay your suppliers through electronic funds transfer (EFT). It uses the
VeriSign network to issue payment instructions to financial institutions.

Getting set up for EFT payment is a three-step process:

1. Obtain a VeriSign account.

2. Request to have your SAP Business Network account enabled for EFT.
3. Configure your SAP Business Network account with information about your VeriSign account.

 Note

This feature is available only in the United States.

Enabling Your Account for EFT Payment

You must perform several steps to enable EFT payment.

Prerequisites

• You must obtain a VeriSign account, request to have your SAP Business Network account enabled for it, and
configure your SAP Business Network account with information about your VeriSign account.
• EFT payment works with Ariba Buyer 8.2 and later.

Procedure

1. Go to www.verisign.com and obtain a VeriSign account.

2. Send a request to SAP Business Network Support to enable your SAP Business Network account for EFT
payment. Click the Help  icon, then click Contact Us, and then fill out a form and submit your request.

Wait for an email indicating that your account has been enabled.

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Turning on EFT Payment
After you have a VeriSign account, enter information about it on SAP Business Network to turn on EFT payment.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Payment Profile.
3. Click VeriSign EFT.
4. Enter your VeriSign account username, password, and partner ID.
5. Click Save.

Next Steps

• Tell your suppliers to enter their EFT information in the EFT/Check Remittances page in their SAP Business
Network accounts. Ariba Buyer 8.2 and later downloads this information and uses it in scheduled payments. If
the Payment Profile page does not include the VeriSign EFT section, your account has not been enabled for
EFT payment.

Catalog Validation Preferences

SAP Business Network enables suppliers to check their customer catalogs against your catalog validation
preferences before publishing the customer catalog to you. The supplier’s ability to qualify their customer catalog
for your organization increases the likelihood that you can upload their customer catalogs without encountering
errors.

You can set the following validation preferences:

• Specify the UNSPSC (United Nations Standard Products and Services Code) code version that you support.
If the supplier’s UNSPSC version is different, SAP Business Network automatically converts the commodity
codes in the customer catalog to your supported version.
• Set an option to allow 0 price values. SAP Business Network’s standard customer catalog checking produces
an error for 0 price values.

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• Set an option to disable Unit of Measure (UOM) checking. This enables you to upload suppliers' customer
catalogs without encountering an error if the customer catalog UOM codes differ from those you support. If
you customize your UOM maps, you should disable UOM checking.
• Set an option to disable commodity code checking. This enables you to download suppliers' customer catalogs
without encountering an error if the customer catalog commodity codes differ from those you support. If you
customize your commodity code maps, you should disable commodity code checking.

Related Information

Setting Catalog Validation Preferences [page 110]

About Overriding Your Rules and Preferences for a Supplier [page 178]

Setting Catalog Validation Preferences

You can configure catalog validation preferences for your SAP Business Network account. Suppliers can check their
customer catalogs against your catalog validation preferences before publishing their customer catalogs to you.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Catalog Validation Preferences.

The Catalog Validation Preferences page appears.

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 Figure 18: Catalog Validation Preferences Page
3. To convert UNSPSC codes in the supplier's customer catalogs to the version supported in your Ariba Buyer
configuration, choose Change and select the version number.
4. To disable some validation checking, choose one or more of the following:

• Disable commodity code (UNSPSC) checking to ignore differences between the commodity codes
specified in customer catalogs and commodity codes you support
• Disable Unit of Measure (UOM) checking to ignore differences between the UOM specified in customer
catalogs and UOM you support
• Ignore zero (0) price values to ignore items with a price of 0
If you do not select a UNSPSC version, SAP Business Network validates against its “pinned” version, which
is 13.5.
5. Click Save.

Document Number Preferences for Invoices and

Service Sheets
The Document Number Preferences page allows you to configure document number preferences for service
sheets, invoices, credit memos, debit memos, line item credit memos, non-PO invoices, and contract invoices in
addition to standard invoices and service entry sheets.

SAP Business Network allows buyer administrators to configure the numbering of documents for all or specific
suppliers using the following rules:

• Include a prefix which is limited to three characters

• Include a suffix which is limited to three characters
• Specify the maximum length of a document number
• Whether to implement the rule for all suppliers or specific suppliers or specific supplier groups
• Whether a document number can include digits (numbers)

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• Whether a document number can include upper case letters
• Whether a document number can include lower case letters
• Whether a document number can include special characters. SAP Business Network supports only the
following special characters in document numbers: `, ~, !, @, #, $, %, ^, &, *, (, ), -, _, =, +, \, |, ', ", ;, :, /,
and ?. However, we recommend that you use these special characters only if necessary.
• Currently, SAP Business Network supports only the English alphabet to be used in the document number.

 Note

• Suppliers cannot view the preferences set by the buyer administrators. However, if the supplier enters
a document number outside the premise of the buyer’s configuration, specific error messages will be
displayed.
• If a buyer has a customization project that customized the document number fields, the options specified
on the Document Number Preferences screen override those settings.
• Specific preferences configured for a supplier takes precedence over general preferences set for all
suppliers.
• Autogenerated service entry sheets have do not follow configured document numbering preferences and
the service entry sheet number is the same as the invoice number.

On the Configuration page, the Document Number Preferences link opens a page which contains the Configure
Document Number Preferences section where you can configure document numbering preferences.

The document subsections display the following fields:

• Suppliers
• Prefix
• Suffix
• Maximum length
• Include numbers
• Include uppercase letters
• Include lowercase letters
• Include special characters

The field Maximum length refers to the maximum number of characters in the document number. This is a
mandatory field.

You can specify the preferences for the document number using the following options:

Rule Description

Remove suffix for auto-generated Service Check this rule to remove the suffix appended to the document number for
Sheet. auto-generated service sheets. Otherwise, SAP Business Network auto-gen-
erates the service sheet number.

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 Rule Description

Maximum number of characters Set the maximum number of characters, up to 35 for service sheets and up
to 16 for invoices.

 Note
Buyers that enable auto-generation of service sheets should apply the
same maximum number of characters to service sheet and invoice
numbers to avoid problems.

Whenever the SES ID exceeds the maximum number of characters preference value set for the service sheet,
the SES ID is auto-generated. This behavior is also applicable for scenarios when the Remove suffix for auto-
generated Service Sheet rule is checked. As a result, the service sheet document number auto-generated with or
without the suffix does not fail, and the invoices are processed successfully.

• If the Remove suffix for auto-generated Service Sheet rule is checked, the following scenarios occur based
on the preference value set for Maximum number of characters for Invoice and Service Sheet:

For invoice For Service Sheet Behavior

No preference value set. No preference value set. The SES ID will be the same as the invoice ID with-
out a suffix.

No preference value set. Preference value set. If the invoice ID exceeds the service sheet docu-
ment number preference, the SES ID will be auto-
generated without a suffix.

Preference value set. Preference value set. If the invoice ID preference value exceeds the serv-
ice sheet document number preference, the SES ID
will be auto-generated without a suffix.

If the invoice ID is lesser than the service sheet

document number preference, the invoice ID is re-
tained as SES ID.

Preference value set. Preference value set. If the service sheet document number preference
is greater than the invoice document number pref-
erence, the SES ID will be the same as the invoice ID
without a suffix.

• If the Remove suffix for auto-generated Service Sheet rule is not checked, the following scenarios occur
based on the preference value set for Maximum number of characters for Invoice and Service Sheet:

For invoice For Service Sheet Behavior

No preference value set. No preference value set. The SES ID will be the same as the invoice ID with
the _SS_1 suffix appended.

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 For invoice For Service Sheet Behavior

No preference value set. Preference value set. If the invoice ID exceeds the service sheet docu-
ment number preference, the SES ID will be auto-
generated without a suffix.

Preference value set. Preference value set. If the service sheet document number preference is
less than the invoice document number preference:
• And, if the invoice ID appended by _SS_1
equals less than the service sheet document
number preference, the SES ID is set to invoice
ID appended with _SS_1.
• And, if the invoice ID is greater than the service
sheet document number preference, the SES
ID is auto-generated.

 Note
The _SS_1 suffix will not be appended to auto-
generated SES ID if the SES ID does not adhere
to service sheet document number preference
after appending _SS_1.

Preference value set. Preference value set. If the service sheet document number preference
is greater than the invoice document number pref-
erence, after appending _SS_1, if the SES ID is
less than the service sheet document number pref-
erence, invoice ID is retained and appended with
_SS_1, otherwise SES ID will be auto-generated.

 Note
The _SS_1 suffix will not be appended to auto-
generated SES ID if the SES ID does not adhere
to service sheet document number preference
after appending _SS_1.

Configuring Document Numbering Preferences

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

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Context

You can configure document numbering preferences for all suppliers or each supplier with whom you have an
active trading relationship. You can configure document numbering preferences for invoices, service sheets, credit
memos, debit memos, line item credit memos, non-PO invoices, and contract invoices in addition to standard
invoices and service entry sheets.

 Note

Specific preferences configured for a supplier takes precedence over general preferences set for all suppliers.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Document Number Preferences.

The Configure Document Numbering Preferences page appears.

Figure 19: Configure Document Numbering Preferences Page

3. To configure document numbering preferences for specific suppliers, choose the required suppliers from the
Suppliers dropdown. To configure preferences for all suppliers, choose All Suppliers. You can choose up to 10
suppliers from the Suppliers dropdown to configure document numbering preferences. To modify the selected
list of 10 suppliers, click Search more.

To configure document numbering preferences for a specific supplier group, choose the required supplier
group from the Supplier Group dropdown.

The document numbering preferences set for a specific supplier takes precedence over the preferences set for
all suppliers.

You can only choose either a supplier group or a list of up to 10 suppliers to set document numbering
preferences.

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4. To configure document numbering preferences for invoices, make the required changes in the Invoices
subsection.
5. To configure document numbering preferences for service sheets, make the required changes in the Service
Sheet subsection.
6. To include special characters in the document number, choose Accept all to enable the inclusion of all special
characters in document numbering. Choose Specify to enable the inclusion of specific special characters in
document numbering and specify the special characters to be included in document numbering. Inclusion of
special characters are automatically enabled for document numbering.

SAP Business Network supports only the following special characters in document numbers: `, ~, !, @, #, $, %,
^, &, *, (, ), -, _, =, +, \, |, ', ", ;, :, /, and ?. It is recommended to use these special characters only if necessary.
7. Click Save.

Supplier Profiles and Other Supplier Customizations

You can customize the SAP Business Network supplier user interface with the help of an SAP representative.

Customization enables you to change the presentation and behavior of SAP Business Network for your specific
business. You can:

• Create customized profile pages and require your suppliers to complete them. This feature enables you to
collect additional information about your suppliers that is not captured in the default SAP Business Network
company profile.
• Add fields to invoices and ship notices. You can add specialized fields that support your procedures. For
example, if your orders include the fixed bin location for items, you can customize ship notices to include that
field, too. The data from the fields you add will be sent to you as extrinsics in cXML documents.
• Control the behavior of fields in order confirmations, and add notes, warnings, page hints, and other text to
order confirmation pop-up messages.
• Hide amount-related fields in blanket purchase orders. You can hide the field labels and values for amount and
subtotal fields. You can also just mask the values of certain fields, so the field label is displayed but the value
shows as Undisclosed.
• Enable your suppliers to upload invoices in CSV (comma-separated value) format. You can specify CSV-to-
cXML conversion parameters and provide your suppliers with a CSV template for smooth integration with your
procurement system. After the CSV template is finalized and available in your SAP Business Network buyer
account, you can create a supplier group for CSV invoicing and assign all suppliers who should have access to
the CSV template to this group.

 Note

Contact your SAP Ariba account manager to begin the CSV invoicing customization process.

Working with an SAP representative, you create customization projects. Each time you and the Ariba representative
create or modify a customization project, it must pass through the required stages described as follows. Stages 1-3
and 6 occur outside of SAP Business Network:

1. Create or edit pages. The SAP representative creates or modifies a customization project according to your
specifications, or to convert CSV invoices to cXML format.
2. Unit test. The SAP representative unit tests each new or modified page in the customization project.

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 3. System test. You work together with the SAP representative to test the new or modified pages in the
customization project. Testing occurs in your buyer test account and all associated supplier test accounts.
At this stage in the process, you review the user interface as it will appear to suppliers and work with the SAP
representative directly to request changes. In addition, through your buyer test account, you can integrate all
installed SAP Ariba products to verify that the customization meets your specification.
4. Review. If the customization project involves adding fields, you log in to SAP Business Network to review
the cXML fragments for a customization project by entering values, submitting the forms, and viewing the
response. This confirms that your ERP system (or other backend system that will receive the response) can
recognize the new extrinsics.
5. Approve. You approve the customization project for publication.
6. Publish. The SAP representative publishes the new or modified pages from a customization project so that
your suppliers can access them.

You can assign customization projects to specific supplier groups. To review and approve customization projects,
you must have the Customized Content Administration permission. To find out more about customization, contact
your Customer Success Manager or Account Manager for more information on SAP Ariba Services.

Reviewing and Approving Customization Projects [page 117]

Validating Custom Fields in Invoices [page 118]

Adding Custom Fields for Validation [page 119]

Related Information

Creating a Supplier Group [page 181]

SAP Business Network Permissions [page 278]

Reviewing and Approving Customization Projects

If you work with an SAP representative to add custom fields to the SAP Business Network supplier interface, you
can review the changes and approve the project for publication.

Context

The purpose of reviewing a customization project is to check the cXML fragment, not how the customized user
interface appears to suppliers. At the review and approval stage, SAP Business Network does not display the
customized user interface as it appears to suppliers.

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Procedure

1. Choose Customization from the menu bar. This link appears only after you and the SAP representative
have begun system testing. SAP Business Network displays a list of all customization projects that the SAP
representative has created for your organization.
2. Click Review for one of the projects. SAP Business Network displays all of the custom fields from that project
on a single Review Customization page.
3. Enter values in the custom fields.
4. Click Submit Forms. SAP Business Network displays the cXML fragment at the bottom of the Review
Customization page with a field key and its associated value for each extrinsic.
5. When you are finished reviewing the output, click Done Reviewing.
6. To approve the project for publication, click Approve. The SAP representative then publishes the new or
customized forms for access by your suppliers.

Related Information

Supplier Profiles and Other Supplier Customizations [page 116]

Validating Custom Fields in Invoices

You specify rules for your suppliers when you want the value in these custom fields to be carried forward or
validated against the order. You can allow or restrict suppliers to change the value in these custom fields when they
create invoices.

To do this, you request your SAP Ariba representative to add extrinsic fields for the order and invoice. Once
these fields are added and published in a customized project, SAP Business Network automatically generates the
corresponding invoicing rule for each custom field added.

These rules are available in the Invoice Custom Field Rules section in the Default Transaction Rules and Supplier
Group Transaction Rules pages.

If the rule is checked, suppliers can edit the values in the custom fields while creating an invoice. SAP Business
Network does not match the value in the invoice against the order.

If this rule is unchecked, suppliers cannot edit the values in the custom fields while creating invoices. SAP Business
Network copies the custom field value from the order to the invoice. The values in the invoice must match the
values specified in the order, else the invoice fails.

Related Information

Supplier Profiles and Other Supplier Customizations [page 116]

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Adding Custom Fields for Validation
You can validate custom fields in invoices against the values on the order.

Procedure

1. Request your SAP Ariba representative to create a project and add custom fields to an order and invoice.

For example, you request to add the CustomerPartID to an order and invoice.
2. You review and publish the project.
3. The following rules are available in the Invoice Custom Field Rules section in the Default Transactions Rules
page. These rules are also available in the Supplier Group Transaction Rules page for supplier groups. By
default, both these rules are checked.

• Allow suppliers to change the line item field customerPartID on PO-based invoices
• Allow suppliers to change the line item field customerPartID on BPO-based invoices

 Note

• If you request to add multiple custom fields, then a rule is added for each custom field.
• If you have subscribed to the ICS Service, then the above rules are also available in the ICS Invoice
Rules section.
• The rules are available in the Invoice Custom Field Rules section until they are a part of the
customized project.
For example, if you request a change and remove the customerPartID for blanket purchase orders in
the customized project, then the rule Allow suppliers to change the line item field customerPartID
on BPO-based invoices is removed from the Invoice Custom Field Rules section. However, if the
customerPartID field is removed from both order and blanket purchase order in the customized
project, then the Invoice Custom Field Rules section itself is not available on the from Default
Transaction Rules and Supplier Group Transaction Rules.

Related Information

Supplier Profiles and Other Supplier Customizations [page 116]

Link Multiple Business Applications

If your organization has more than one business application, you can create an ID for each of them in SAP Business
Network. This allows you to easily manage all transactions with suppliers using a single SAP Business Network
account. To use multiple business applications with a single SAP Business Network account, you must create a
System ID for each business application.

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Creating a System ID for a Business Application
You can use multiple business applications by assigning a unique System ID to each of them. This ID helps SAP
Business Network identify your business application. You can also assign one or more Bill To addresses to each
System ID.

Prerequisites

You are assigned the Administrator role.

Context

You can edit the System ID assigned to a business application. When you modify the System ID, you must ensure
that you change them in your business applications. Your business applications must use the same System IDs as
you have configured in your account.

 Restriction

You cannot delete a System ID.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Business Application IDs.

 Note

If the Business Application IDs link is not visible, it has not been enabled for your SAP Business Network
account. Contact your SAP Ariba Customer Support representative to enable multiple ERP support for
your account.

3. Click Create.
4. Enter a unique name in the System ID text box.

The System ID helps SAP Business Network identify a business application. Ensure that the System ID is
unique for each of your business applications.
5. Enter a unique name in the Unique Address ID text box.

The Address ID helps SAP Business Network identify the Bill To address for a System ID assigned to your
business application.
6. Enter the contact name and address.
7. Click Save. SAP Business Network displays the System ID and Unique Address ID for your business application
in the Manage Business Application IDs page.

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  Note

Be sure your business application’s cXML adapter adds this System ID to the header of any cXML
documents that it sends to SAP Business Network.

Creating Multiple Bill To Addresses for a System ID

You can specify one or more Bill To addresses for a System ID. This helps suppliers choose a Bill To address when
they create an invoice.

Prerequisites

• You are assigned the Administrator role.

• Each System ID must have at least one Bill To address associated.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Business Application IDs.

 Note

If the Business Application IDs link is not visible, it has not been enabled for your SAP Business Network
account. Contact your SAP Ariba Customer Support representative to enable multiple ERP support for
your account.

3. Click the link you want to modify in the System ID column.

The Manage Business Application IDs page appears.

4. Click Create.

The Specify Bill To Address for Your System ID page appears.

5. Enter a unique address ID, contact name and address.
6. Click Save. SAP Business Network returns to the Manage Business Application IDs page.
7. To create another Bill To address, repeat steps 3-6.

End Points Integration

Buyer administrators can configure end points in SAP Business Network to manage and control the flow of data
from an SAP Ariba account to each of the various systems connected to it. An end point in SAP Business Network

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acts as a document routing placeholder that ensures documents from SAP Business Network are sent to the
required destinations (systems).

These destinations could be external ERP systems and the SAP Ariba procurement solution. When the SAP Ariba
end point is configured, SAP Business Network automatically configures a default routing of all documents.

This configuration provides the following benefits:

• End point configuration can be used to define the destination for each inbound transaction from a supplier.
• An end point may be an SAP Ariba solution (for example, SAP Ariba Buying) or your external enterprise
resource planning system (ERP).
• Buyers may configure multiple end points for each System ID/ERP account. Each end point has its own set of
authentication (shared secret or certificate) criteria and profile URL.
• For each transaction/document type, buyers may configure the destination as an SAP Ariba end point, an
external ERP end point, or originating end point on an order.

Figure 20: End Points Integration

End points functionality in SAP Business Network focuses on applying logic to determine the destination system
route for all inbound transactions from a supplier to your SAP Ariba procurement solution or external ERP.

Enabling End Points Integration

To use end points integration in SAP Business Network, contact your SAP Ariba Support Representative for
assistance in enabling your account.

End Points Integration Steps

Configuring an end point and associating it with a specific document type entails the following steps:

• Creating an end point with a unique identifier.

• If necessary, creating or applying the settings from your current cXML configuration.
• Assigning an end point destination for each document type (that is, order confirmation, invoice, order).
• If your organization uses multiple external ERPs, you will need to create a SystemID before creating and
assigning an end point.

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  Note

The first workflow assumes a first-time (out-of-the-box) setup in which your account has been enabled
for end point support (multiple ERP not required), and that you are familiar with your organization’s cXML
configuration. If your organization utilizes more than one external ERP, refer to the second workflow.

Things to Remember When Configuring Document Routing

• SAP Business Network creates the “Default” end point when end points integration is enabled for the
buyer account. This default end point refers to the external ERP system with which SAP Business Network
communicates.
• If the buyer account is not configured for “Multi-ERP”, then the Default end point is automatically considered to
be the ERP end point.
• SAP Business Network creates the SAP Ariba Cloud Solution End Point (default name “Ariba”) as soon as
the buyer account has been configured as an “SAP Ariba Invoice Management user” and/or an “SAP Ariba
procurement solution user”. This means that the SAP Ariba end point becomes the gateway for all documents
to flow between SAP Business Network and the SAP Ariba procurement solution.
• Typically, in a multi-ERP environment, multiple end points are created (for each ERP system). These end points
are available for selection in the drop down list.
• Select the check box corresponding the documents that require copies to be delivered to certain end points
based on customer requirements.
• Keep in mind that each System ID you create will need to have its own document routing configuration.

Example End Points Integration Scenarios

1. Your system landscape may encompass both an SAP Ariba procurement solution and an ERP system that
integrates with SAP Business Network. In this case, orders and releases can originate from both SAP Ariba
procurement system and the ERP system. You can create two end points, one for the SAP Ariba procurement
solution and the other for the ERP system. This allows SAP Business Network to send the corresponding
invoices to the respective systems.
2. If you want your non-PO invoices to be sent to an SAP Ariba procurement solution (for example, SAP Ariba
Buying and Invoicing), you can create and configure one end point accordingly.

SAP Business Network Default Document Routing [page 124]

Configuring End Points When You Have a Single External ERP System [page 126]

Configuring End Points When You Have Multiple ERP Systems [page 127]

Configuring End Points for Guided Buying and Tactical Sourcing Integration [page 128]

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SAP Business Network Default Document Routing

Lists the default routing for SAP Business Network documents. Document types depend on your SAP Ariba
solutions and your configuration.

Document Type Destination Result

Purchase Order Default Routes all purchase orders (POs) to the destination (your SAP
Ariba solution or an external ERP).

Order Confirmation Purchase Order Origin Routes all order confirmations (OCs) to the destination (your
SAP Ariba solution or an external ERP) where the order was
created.

Ship Notice Purchase Order Origin Routes all ship notices to the destination (your SAP Ariba
solution or an external ERP) where the order was created.

PO-flip Invoice Purchase Order Origin Routes all PO-flip invoices to the destination (your SAP Ariba
solution or an external ERP) where the order was created.

Non-PO Invoice Ariba Routes all non-PO based invoices to your SAP Ariba solution.

Summary Invoice of POs Ariba Routes all summary (or multi-PO) invoices to your SAP Ariba
solution.

Invoice Reconciliation Default Routes all invoice reconciliation documents to the default ex-
ternal ERP system.

Payment Proposal Default If the payment proposal is originating in your SAP Ariba solu-
tion, a copy of this document is sent to the destination end
point that is selected.

Payment Proposal Update Payment Proposal Origin Routes all payment proposal updates to the destination where
the payment proposal was created.

Payment Remittance Default If the payment remittance is originating in your SAP Ariba
solution, a copy of this document is sent to the destination
end point that is selected.

Receipt Default If the receipt is created in an external ERP system, then SAP
Business Network routes a copy of this receipt to your SAP
Ariba solution.

Charge File Request Default Routes all charge file requests to the destination (your SAP
Ariba solution or an external ERP).

Collaboration Request Default Routes all collaboration requests to the destination (your SAP
Ariba solution or an external ERP).

Message for Organization Default Routes all messages for organization change to the destina-
Change tion (your SAP Ariba solution or an external ERP).

Provider Setup Request Default Routes all provider setup request messages to the destination
(your SAP Ariba solution or an external ERP).

PunchOut Setup Default Routes all PunchOut setup messages to the destination (your
SAP Ariba solution or an external ERP).

Sales Order Default Routes all sales order messages to the destination (your SAP
Ariba solution or an external ERP).

Message for Subscription Default Routes all messages for subscription change to the destina-
Change tion (your SAP Ariba solution or an external ERP).

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 Document Type Destination Result

Requests for Quotations Default Routes all requests for quotations to the destination (your
SAP Ariba solution or an external ERP).

Quotes Default Routes all quote messages to the destination (your SAP Ariba
solution or an external ERP).

ERP Invoice Copy Ariba If an invoice is created in an external ERP system, then SAP
Business Network routes a copy of this document to your
SAP Ariba solution.

ERP Requisition Ariba If a requisition is created in an external ERP system, then SAP
Business Network routes a copy of this document to your
SAP Ariba solution.

ICS Failed Paper Invoice Ariba Routes all ICS failed paper invoices to the destination (your
SAP Ariba solution or an external ERP).

Failed Invoice Default Routes all failed invoices to the destination (your SAP Ariba
solution or an external ERP).

Service Sheet Purchase Order Origin Routes all service sheets to the destination (your SAP Ariba
solution or an external ERP) where the order was created.

Component Consumption Default Routes all component consumption requests to the destina-
Request tion (your SAP Ariba solution or an external ERP).

Component Receipt Request Default Routes all component receipt requests to the destination
(your SAP Ariba solution or an external ERP).

Product Replenishment Default Routes all product replenishment messages to the destina-
Message tion (your SAP Ariba solution or an external ERP).

Contract Request Default Routes all contract requests to the destination (your SAP
Ariba solution or an external ERP).

Contract Status Update Default Routes all contract status update requests to the destination
Request (your SAP Ariba solution or an external ERP).

Quality Notification Document Default Routes all quality notification documents to the destination
(your SAP Ariba solution or an external ERP).

Approval Request Document Order Confirmation Origin Routes all approval request documents to the destination
(your SAP Ariba solution or an external ERP).

Product Replenishment Default Routes all product replenishment messages with

Message - Manufacturing processType="ManufacturingVisibility" to the
Visibility destination (your SAP Ariba solution or an external ERP).

Product Replenishment Default Routes all product replenishment messages with

Message - SMI processType="SMI" (for supplier-managed inventory) to
the destination (your SAP Ariba solution or an external ERP).

Product Replenishment Default Routes all product replenishment messages with

Message - Forecast processType="Forecast" to the destination (your SAP
Ariba solution or an external ERP).

Quality Inspection Result Default Routes all quality inspection result requests to the destination
Request (your SAP Ariba solution or an external ERP).

ERP SES Copy Ariba Routes all ERP service sheet copies to your SAP Ariba solu-
tion.

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Document Type Destination Result

Transport Confirmation Default Routes all transport confirmations to the destination (your
SAP Ariba solution or an external ERP).

Related Information

End Points Integration [page 121]

Configuring End Points When You Have a Single External

ERP System

If you have a single ERP system that integrates with SAP Business Network, you can configure end points to
manage and control the flow of data.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Business End Points (cXML Setup).

 Note

You can control how data is displayed in the Configure Business End Points page by clicking the  Table
Options Menu icon.

3. Click Create. You are prompted to either copy your organization’s existing cXML configuration data, or enter
information for the new end point.
4. Select Yes to use the existing information. Click No to enter new information and confirm the existing cXML
setup utilized by your organization.
5. Click Save when you have finished to return to the Configure Business End Points page.

You see the name of the end point you created.

6. To designate an end point as the default, select it and then click Set as Default. The default end point is used to
route those documents for which an end point cannot be determined or has not been specified.
7. Click Configure Document Routing.

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  Note

SAP Business Network configures a default routing for all documents at the time of the end point creation.
You can review this routing and change it based on your requirement.

8. Next to each document type, click the arrow to display a dropdown of the names of end points you’ve created
(for example, SAP), and then choose an end point.
9. Click OK to save your changes.

Related Information

End Points Integration [page 121]

Configuring End Points When You Have Multiple ERP

Systems

If you have multiple ERP systems that integrate with SAP Business Network, you can configure end points for each
ERP to manage and control the flow of data.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Business Application IDs and End Points (cXML Setup).
3. Click Create to specify a unique System ID.
4. Click Save to save your changes and return to the Configure Business Application ID page.
5. To manage the System ID details, including the billing address, or to create an end point, click the System ID
name.
6. Click the Bill To Address tab to edit, delete, or create the address information.
7. To configure the document routing, click the End Point tab to display the Configure Business End Points page.
a. To designate an end point as the default, select it and then click Set as Default. The default end point is
used to route those documents for which an end point cannot be determined or has not been specified.
b. Click Configure Document Routing.

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  Note

SAP Business Network configures a default routing for all documents at the time of the end point
creation. You can review this routing and change it based on your requirement.

c. Next to each document type, click the arrow to display a dropdown of the names of end points you’ve
created (for example, SAP), and then choose an end point.
d. Click OK to save your changes.

Related Information

End Points Integration [page 121]

Configuring End Points for Guided Buying and Tactical

Sourcing Integration
If you use the SAP Ariba guided buying capability, several additional end points must be configured for your SAP
Business Network buyer account to support the tactical sourcing scenario that allows you to request quotes from
SAP Business Network suppliers.

Prerequisites

• You are assigned the Administrator role.

• Contact SAP Ariba Support to enable the following options for your buyer account. These options are required
to enable SAP Ariba end points.

Section Option

Entitlement Information Send VendorID, SiteID and SiteAuxID in outgoing documents (checked)

Ariba Open Nework Convert to Ariba Open Network (checked)

SSP Buyer Is SSP buyer? (checked)

End Point Enable end point support (checked)

Procedure

1. Choose Account Settings Manage Profile .

2. On the Configuration page, chooose Business End Points (cXML and OData Setup).

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 3. Click Create to create and configure the following end points:

End Point ID Settings

Ariba Edit these end point settings:

• Profile URL for US data center: https://s1-integration.ariba.com/
Default
Buyer/cxmlchannel/ANID
• Profile URL for EU data center: https://s1-integration-
eu.ariba.com/Buyer/cxmlchannel/ANID
In the previous URLs, ANID is the Ariba Network ID.
• Choose the Post URL checkbox.
• Shared secret for the Ariba end point is for integration between the buying
solution from SAP Ariba and SAP Ariba Sourcing.
• Shared secret for the Default end point is for integration between SAP Business
Network and SAP Ariba Sourcing.

 Note
All end points must use the same shared secret.

GBEndPoint Edit these end point settings:

• Profile URL for US data center: https://s1-
integration.ariba.com/gb/tenant/realmName/cxml/receiver
• Profile URL for EU data center: https://s1-integration-
eu.ariba.com/gb/tenant/realmName/cxml/receiver
In the previous URLs, realmName is your site name.
• Choose the Post URL checkbox.

 Note
All end points must use the same shared secret. The GBEndPoint end point ID
and shared secret must match the guided buying end point values configured in
your buying solution from SAP Ariba exactly. Both values are case sensitive.

S4EndPoint Edit these end point settings:

• Profile URL for US data center: https://s1-integration.ariba.com/
Sourcing/cxmlchannel/ANID
• Profile URL for EU data center: https://s1-integration-
eu.ariba.com/Sourcing/cxmlchannel/ANID
In the previous URLs, ANID is the Ariba Network ID.
• Choose the Post URL checkbox.

 Note
All end points must use the same shared secret.

4. Click Save to save end point settings.

5. Click Configure Document Routing, and edit these settings:

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 Document Type End Point

Request for Quotations S4EndPoint

Quotes GBEndPoint

6. Click OK to save routing settings.

Next Steps

1. Choose Account Settings Manage Profile Default Transaction Rules . Under Quote Automation
Rules, check Forward quotes from public suppliers.
2. Configure a guided buying end point for your buying solution from SAP Ariba. See Configuring the Guided
Buying Endpoint.

Related Information

Default Transaction Rules [page 53]

Configuring the End Point URL to Access the Catalog

Content Management System (CMS)
If you use the content management system (CMS) to manage customer catalogs in your procurement application,
then you must configure the end point URL of your data center to enable the flow of customer catalog data from
SAP Business Network to your procurement application.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Content Management System (CMS) Settings.
3. In the End Point URL section, enter the URL of your data center.

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 4. Click Save to save your changes.

Quote Automation Rules

You can configure rules for Request for Quote (RFQ) postings in SAP Business Network Discovery.

You can configure rules to specify which suppliers are invited to RFQ postings based on the product and service
categories in those events. For example, you can configure a rule to specify that if commodities in the Chemicals
category are specified in the RFQ posting, only vendors in your approved vendor database are invited, and if
commodities in the Office Suppliers and Printing category are specified, all public SAP Business Network suppliers
are invited. You can also configure a default supplier matching rule for any category that might not have a rule. By
default, SAP Business Network Discovery matches commodities with approved vendors.

SAP Business Network applies these rules to an RFQ posting if the SupplierSelector element in the
QuoteRequest document does not include the matchingType attribute. Therefore, you can choose to do one
of the following:

• Include the matchingType element in the QuoteRequest document that is sent to SAP Business Network;
SAP Business Network uses the specified matching type for the RFQ posting as a whole. Any configured quote
automation rules are ignored.
• Remove the matchingType attribute before the QuoteRequest document is sent to SAP Business Network.
SAP Business Network applies the quote automation rules to the commodities in the RFQ postings and selects
an appropriate matching type for the event as a whole.

Configure quote automation rules from the Quote Automation page by choosing Account settings Manage
Profile Quote Automation .

Configuring Supplier Invitation Rules [page 131]

Configuring the Supplier Invitation Default Rule [page 132]

Deleting a Supplier Invitation Rule [page 133]

Configuring Supplier Invitation Rules

You can configure category-specific supplier invitation rules for RFQ postings.

Prerequisites

You are assigned the Administrator role.

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Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Quote Automation.
3. Click Quote Automation Rules.
4. Click the Browse link provided beside the Product or Service Category text box.
The Product and Service Category Selection page is displayed.
5. Add all the product or service categories for which you want to create a rule, and then click OK.
6. Click Create Rule. A rule is created for each category that you selected. The rules are listed in the Categories
table. By default, the rules are set to All Suppliers.
7. In the Categories table, in the Matched Suppliers column, for each category that you added, set the supplier
matching type that you prefer.
8. Click Save.

Related Information

Quote Automation Rules [page 131]

Configuring the Supplier Invitation Default Rule

You can configure the category-specific supplier invitation default rule for RFQ postings.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account Settings Manage Profile .

2. On the Configuration page, choose Quote Automation.
3. Click Quote Automation Rules.
4. In the Configure Quote Request Flow section, from the Default Rule drop-down menu, choose the matching
type that you want to apply to categories for which a supplier category matching rule is not configured.
5. Click Save.

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Related Information

Quote Automation Rules [page 131]

Deleting a Supplier Invitation Rule

You can delete a category-specific supplier invitation rule for RFQ postings.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Quote Automation.
3. Click Quote Automation Rules.
4. In the Categories table, in the row that displays the rule that you want to delete, click Delete.
5. Click Save.

Related Information

Quote Automation Rules [page 131]

Tracking and Auditing Transaction Rule, Group

Membership, and Other Account Configuration
Changes
You can use the Intelligent Configuration Manager to track and audit the changes that users make to your
accounting settings configuration.

Transaction rules are subjected to changes based on the buyer requirements and the different transaction
scenarios. Changes to the transaction rules settings impact the existing buyer configuration and can result in
document validation and processing errors. Auditing and tracking of the transaction rules enable buyers to track
the changes applied to the various sets of the transaction rules in their SAP Business Network account.

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There are three levels of transaction rules you can track:

• Default transaction rules

• Country/region-based invoice rules
• Supplier group transaction rules

Buyers can also track and audit when users

• create a new supplier group

• add suppliers to a supplier group
• remove suppliers from a suppler group
• deactivate a supplier group

Searching for Changes to Account Settings

You can use the Intelligent Configuration Manager to search for recent changes to your account settings.

Prerequisites

You must be assigned the Administrator role.

Context

You can search for data about various events, impacted applications, and actions and operations taken within the
last 90 days.

Procedure

1. Click the account settings icon and choose Settings Audit Log .
2. On the Events tab, reveal More options, choose your Search filters as desired, then click Apply.

Results

The Search results table is displayed.

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Creating a New Audit Report to Track Changes to Account
Settings

You can use the Intelligent Configuration Manager to create reports that help you audit changes to your account
settings.

Prerequisites

You must be assigned the Administrator role.

Context

You can generate reports on up to 3 years worth of data about various events, impacted applications, and actions
and operations taken.

Procedure

1. Click the account settings icon and choose Settings Audit Log .
2. Click the Reports tab.
3. In the bottom right corner, click Create report.
4. Enter a Report name, optionally enter a Description, click More options to expand the available filters, then
configure the Search filters as desired.
5. Click Generate report.
It may take several minutes to generate the report.
6. When the Audit reports table appears, click Download for the report you just created
If the Audit reports table does not appear after several minutes, you can refresh the page and then search for
the report you just created using the Search filters.

Results

Your report downloads as a ZIP file that contains a CSV.GZ file that contains the report CSV. The report displays
information such as TIME, USER, ACTION, and old and new values.

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Example

To generate a report for changes to your account's default transaction rules, configure the following:

Filter Selection

Event type Data modification

From Any date

To Any date within 3 years of your From date

Action Update

Operation DefaultRules

You can replace the DefaultRules Operation with SupplierGroupRules or CountryBasedRules to generate
reports for changes to those rule categories instead.

Generate a report without Event type, Action, or Operation to view more potential report parameters.

Searching for Audit Reports

You can search for audit reports that you've previously created with the Intelligent Configuration Manager.

Prerequisites

You must be assigned the Administrator role.

Context

You can generate reports on up to 3 years worth of data.

Procedure

1. Click the account settings icon and choose Settings Audit Log .
2. Click the Reports tab.
3. Choose Search filters as desired, then click Apply.

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Results

The Audit reports table displays reports you've created previously, including their Report name, who they were
Created by, and the Event type for which the report was created.

Click Download to download a ZIP file that contains the audit report.

Purging Audit Logs

Customer administrators can use the Intelligent Configuration Manager workspace to purge audit log data older
than a specified date or configure recurring data purges based on the retention policy in your site.

For more information, see Data Purge Capabilities in SAP Ariba Solutions in the Intelligent Configuration Manager
Administration guide.

Monitoring User Access Activity

User Access log shows users access information on SAP Business Network. To view the User Access log, choose
Settings Audit Log . Administrators and user administrators can use this log to monitor daily user activity
when users log in to SAP Business Network. Information about the number of failed access attempts and their
reasons since the last successful logon for each user can also be tracked here.

 Note

The User Access log can be exported to PDF format. The log report is limited to 500 records only. If more
records are needed, the user administrator must change the search criteria, like time period or select only a
specific user.

Unit of Measure Data for Your Account

You can use the unit of measure CSV template to define the unit of measure codes that you use in your business, as
well as provide additional information such as the symbol, name, and description for each code.

Unit of measure codes can be based on ISO or UN/CEFACT standards, or they can be any arbitrary codes defined
by your company. If unit of measure codes are company-specific, it's important to provide additional information
about the codes to suppliers so they can understand what the codes mean in purchase orders and other SAP
Business Network documents.

The unit of measure CSV template has the following four header rows at the top of the template:

• Row 1: Character encoding (for example, 8859_1).

• Row 2: Field names (Code, Name, Symbol, and Description).

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• Row 3: Whether the field is required or optional.
• Row 4: Data type and maximum length (for example, "String 100").

The first three fields in the template, Code, Name, and Symbol, are required. The Description field is optional. The
fields can be rearranged in any order as long as the field names are not changed.

 Note

If there is no symbol for a code, we recommend that you repeat the Code value in the Symbol field.

The following table shows an example of unit of measure information that you can add to the CSV template:

Code Name Symbol Description

2N dB decibel decibel

2P kbyte kilobyte kilobyte

2Q kBq kilobecquerel kilobecquerel

2R kCi kilocurie kilocurie

DZN dozen DOZ dozen

PK pack PK pack

TP ten pack TP ten pack

Language Support

The unit of measure master list supports multiple languages. Fill in the template in a separate CSV file for each
locale. To activate a master list, upload strings for at least the English locale.

Downloading the Unit of Measure Template

You can download a CSV template to populate it with unit of measure codes to upload to your SAP Business
Network account. To support different locales, save a different version of the file for each locale.

Prerequisites

You are assigned the Administrator role.

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Procedure

1. Choose Settings Master List .

The Master List page appears.

Figure 21: Master List Page

2. For the Unit of Measure master list, click Download template, and save the file to your computer.

Uploading Unit of Measure Data

You can use the unit of measure CSV template to upload additional unit of measure information to your account for
use in SAP Business Network documents.

Prerequisites

• You are assigned the Administrator role.

• Fill in the CSV template with information about unit of measure information codes for one or more locales. To
activate the list in your account, upload strings for at least the English locale.

Procedure

1. Choose Settings Master List .

2. For the Unit of Measure master list, click Upload or download master list.
3. For the locale of the CSV file you are uploading, click Upload.
4. Click Browse to select a CSV file, and then click Upload.
5. Repeat steps 3 [page 139] and 4 [page 139] for other locales, as needed.

 Note

To verify the data you uploaded, click Download.

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6. Click Done.

Enabling or Disabling Unit of Measure Codes

You can disable and enable unit of measure codes that you uploaded to your account. If you disable a unit of
measure code, suppliers can't find it anymore in the application, although they can still enter it.

Prerequisites

• You are assigned the Administrator role.

• Before you can enable or disable unit of measure codes, you must first upload them to your account. When you
upload unit of measure codes, they are enabled by default.

 Restriction

Once you upload a unit of measure code to your account, you cannot delete it. However, you can update the
Name, Symbol, and Description fields for a unit of measure code.

Procedure

1. Choose Settings Master List .

2. For the Unit of Measure master list, click Enable or disable codes.
The Enable or disable unit of measure codes page appears.
3. Select Code or Name from the list.
4. Type the start of a code or name, and then click Search.
5. Select one or more codes.
6. Click Enable to enable the selected codes, or click Disable to disable them.
7. Click Done.

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Activating the Analytics Functionality in Your SAP
Business Network Buyer Account
You activate the analytics functionality in your SAP Business Network buyer account from the Configuration page.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, click Analytics Configuration.
3. Click Submit to configure and activate the analytics functionality.

If the operation fails, click Retry. You can retry the operation for a maximum of 4 times.

Contact SAP Ariba Customer Suppor for help if the operation fails after the maximum number of tries.

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Supplier Management

To manage SAP Business Network suppliers better, you can assign them to groups, which associate them with a
customization project, define invoice rules, assign discount offers, or assign custom PDF layouts.

Supplier Enablement Process [page 142]

Supplier Profiles [page 143]

Supplier IDs [page 146]

Supplier Relationships [page 176]

Creating a Supplier Group [page 181]

Custom Routing Method for Suppliers [page 189]

Commodity and Sales Territory Mappings [page 190]

Supplier Contacts [page 191]

Custom PDF Layouts [page 194]

Application Gateway for Supplier Access to Non-SAP Ariba Applications [page 199]

Supplier Enablement Process

You enable your suppliers on SAP Business Network in order to exchange business documents with them.
Through SAP Business Network, your organization or an assigned third-party service provider can enable suppliers
efficiently in a self-serviced manner.

You can assign specific activities to suppliers, determine how many suppliers are ready to transact on SAP
Business Network, identify the suppliers that haven't completed their tasks, and evaluate the overall status of your
organization's supplier enablement effort.

The supplier enablement process on SAP Business Network involves the following high-level steps.

Initial Setup for Supplier Enablement

1. Configure your trading relationship request and quick enablement letters.

2. View supplier enablement activities and tasks.
3. Set up the supplier information portal.
4. Set up reminder notifications for your organization. Suppliers can also set up reminder notifications for their
organizations.

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Ongoing Steps for Supplier Enablement

1. Export your vendor data.

2. Upload your vendor data to SAP Business Network.
3. Assign activities to vendors.
4. Start enablement for vendors.
5. Take action on pending tasks.
6. Manage supplier enablement tasks.
7. Monitor the status of suppliers.
8. Assign additional activities to vendors.

Related Information

Enabling Suppliers on SAP Business Network

Supplier Profiles
Suppliers enter both basic and extended profile data in their SAP Business Network accounts. Basic supplier
profile data is available online to all buying organizations. The extended profile, which includes both basic and
extended information, is provided in a downloadable report. You can view a supplier’s extended profile if they
configured their account to display it.

You might want to review suppliers’ extended profiles in order to plan your implementation for doing business
with them. By reviewing this information early, you can establish effective communication and set reasonable
expectations with your trading partners before you begin transacting business with them.

To prevent unrestricted access and potential overuse of Dun & Bradstreet (D&B) data by trading partners, SAP
Business Network monitors the total number of supplier profiles downloaded from the SAP Business Network
platform, which contain DUNS numbers fetched from Dun & Bradstreet (D&B). When the total number of
downloaded supplier profiles with D&B-provided DUNS numbers reaches 100,000 records in a given year, the
D-U-N-S Number column in newly downloaded profiles is left blank. The number of downloaded supplier profiles
is counted at the organization level and this limit includes instances where the same record has been downloaded
multiple times. The start date of each year is determined by the date when a buyer organization first downloads
supplier profiles.

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Viewing and Downloading a Supplier’s Basic Profile

The basic profile enables buying organizations to locate a supplier by company when searching by commodity,
industry, territory, or other criteria.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Supplier Enablement Active Relationships .

The Active Relationships page appears.

Figure 22: Active Relationships Page

2. Click the name of a supplier displayed as a Current Supplier or Pending Relationship.
SAP Business Network displays summary information, including company contact information, classifications,
preferred order routing methods, and other information.
3. Click Actions and choose Download Basic Profile to download a supplier’s basic profile.

Results

If a supplier’s account has been suspended, SAP Business Network displays a message to this effect at the top of
the page. You cannot establish relationships with a supplier if their account is suspended.

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Related Information

Supplier Membership Status Reports [page 242]

Viewing and Downloading a Supplier’s Extended Profile

Suppliers can choose whether to make their extended profile data available to all buying organizations on SAP
Business Network or only to those buying organizations that have sent them a trading partner relationship request.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Context

Supplier profiles are saved as CSV (comma separated value) files, which are viewable in spreadsheet applications,
such as Microsoft Excel. SAP Ariba Sourcing can import SAP Business Network supplier profiles directly from SAP
Business Network.

Procedure

1. Choose Supplier Enablement Active Relationships .

2. Click the name of a supplier displayed as a Current Supplier or Pending Relationship.
SAP Business Network displays the supplier’s basic profile.
3. Click Download Extended Profile. The browser displays a File Download dialog.
4. Click one of the following:

• Open to view the report. Your browser starts Microsoft Excel and displays the report.
• Save to save the report to your hard disk. The profile is in comma separated value (.csv) format.

 Note

You can also download the supplier’s extended profile using the Actions button.

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Supplier IDs
Business applications can assign unique supplier IDs to suppliers. These IDs are called private IDs.

For buyers using on-demand SAP Ariba Procurement solutions or SAP Business Network Commerce Automation,
there is another type of unique supplier ID called the vendor compound key. The vendor compound key is uniform
way to identify supplier sites in communications across the SAP Business Network, SAP Ariba Procurement
solutions, and ERP systems, using values that already exist in ERP vendor master data. This key includes the
vendor ID (which is often the same as the supplier private ID on SAP Business Network) plus two optional keys with
additional supplier site data. For more information, see Supplier ID Normalization [page 154].

SAP Business Network can use private IDs and vendor compound keys to create private suppliers on behalf of
buying organizations in cases where the vendor compound key is not supported (for example, when the quick
enablement document comes from an ICS provider or an Ariba Buyer installation).

On SAP Business Network, you can add and delete unique supplier IDs for suppliers. If you have multiple private IDs
to add, you can specify them in a single file and upload them to SAP Business Network.

Private Suppliers [page 146]

Supplier ID Maintenance with Multiple Procurement Applications [page 147]

Multiple Unique Supplier IDs for One Supplier [page 147]

Editing or Deleting a Unique Supplier ID [page 149]

Deleting Unique Supplier IDs [page 150]

Uploading Multiple Unique IDs for Suppliers in Your Test Account [page 151]

Creating a Supplier File [page 152]

Uploading a Supplier File [page 153]

Supplier ID Normalization [page 154]

Private Suppliers

If you send an order or other document to a supplier that does not have an SAP Business Network trading
relationship with you, or if an unregistered supplier routes an invoice to you, SAP Business Network creates a
private supplier account. This supplier appears as a Private Supplier.

SAP Business Network can create private supplier accounts using one of the following values:

• Unique supplier ID from the procurement application

• Vendor compound key values, if available (cloud SAP Ariba Procurement solutions or SAP Business Network
Commerce Automation)

SAP Business Network classifies private suppliers in the following categories:

• After a private supplier takes ownership of their account, they appear as a Current - Former Private Supplier.
• If a supplier without an SAP Business Network account routes an invoice to you that fails or you send them an
order that fails, SAP Business Network cannot create a private account on the supplier’s behalf. The supplier
appears as a Failed Private Supplier.

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 • If a private supplier declines your trading relationship, SAP Business Network displays the supplier as a
Declined Private Supplier.

Related Information

Supplier IDs [page 146]

Supplier ID Maintenance with Multiple Procurement

Applications
If your organization has more than one procurement application, you define an application system ID to uniquely
identify each procurement application on SAP Business Network.

You can identify suppliers in your procurement application by:

• Private ID, a supplier ID that identifies the supplier as unique within each of your procurement applications.
These IDs can have any alphanumeric value, but they must be unique for each procurement application.
• The values that automatically form the SAP Business Network vendor compound key, a unique supplier ID that
reflects the supplier ID information in the back end ERP system (applicable to cloud SAP Ariba Procurement
solutions).
• ANID, a globally unique identifier.
• D-U-N-S number, a globally unique identifier.

By defining an application system ID for each procurement application, you can easily manage all transactions with
suppliers using a single SAP Business Network account. For each application’s system ID, the unique supplier IDs
are mapped to the supplier’s ANID to ensure correct document routing.

Related Information

Supplier IDs [page 146]

Link Multiple Business Applications [page 119]

Multiple Unique Supplier IDs for One Supplier

If your organization has more than one procurement application, and you use unique supplier IDs to identify
suppliers, you can configure SAP Business Network to map multiple supplier IDs from your procurement
applications to the ANID of the supplier.

 Note

This SAP Business Network feature is available only if your application is enabled to allow multiple unique
supplier IDs (formerly called private IDs) per supplier. To enable this feature, contact SAP Ariba Support.

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Mapping multiple supplier IDs to the supplier’s ANID prevents SAP Business Network from creating multiple
supplier accounts for each buyer–supplier relationship through Purchase Order, Payment Proposal, CC Invoice
(invoices sent from the SAP Ariba procurement solution or the ERP system), or Request for Quotation Quick
Enablement and ensures that all documents are sent to one supplier account.

The following explains the process flow:

1. You configure your unique supplier IDs to map to the supplier’s ANID.
2. You choose one supplier ID as the default.
3. When users anywhere in your organization create orders, payment proposals, CC invoices (invoices sent from
the SAP Ariba procurement solution or the ERP system), or request for quotation for a supplier identified by a
unique supplier ID from the procurement application, SAP Business Network determines the supplier’s ANID
and routes the document to the supplier.
4. If the supplier issues a non-PO invoice, SAP Business Network routes the document to your procurement
application using the default unique supplier ID.
Each procurement application has a system ID associated to the unique supplier ID. SAP Business Network
identifies your procurement application with the Bill To address associated with each application system ID.

Configuring Unique Supplier IDs

You can configure SAP Business Network to map multiple supplier IDs from your procurement applications to the
ANID of the supplier.

Prerequisites

• You are assigned the Administrator role.

• This SAP Business Network feature is available only if your application is enabled to allow multiple unique
supplier IDs (formerly called private IDs) per supplier. To enable this feature, contact SAP Ariba Support.
• You must specify a unique supplier ID for each supplier relationship.
• Don’t append “-T” to supplier ID values for test accounts. You can use the same value in both test and
production accounts, because test environments cannot communicate with production environments.

 Restriction

• Once you enter a supplier ID for a supplier, you can edit but not delete it. You can delete unique supplier IDs
[page 150] only when the supplier declines a relationship request.
• On the Edit Preferences for Supplier page, the Application System ID column in the Unique Supplier ID
Configuration section is displayed only if your organization has configured system IDs.
• SAP Business Network does not map these supplier ID values for documents exchanged between SAP
Business Network and suppliers. Suppliers must identify themselves with NetworkId, DUNS number, or a
login name in order to exchange documents.
• If you try to assign a supplier ID that is already in use, SAP Business Network might display this message:
“This ANID is already assigned to ANID0000xxxx.” This appears because the supplier ID is already
assigned to a supplier in another trading relationship.
• When a supplier ID cannot be assigned for a particular trading relationship, you can edit the supplier ID (or
delete it if the supplier has declined your relationship request).

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Procedure

1. Choose Supplier Enablement Active Relationships .

2. Select the supplier that requires multiple unique supplier ID configurations, click More Actions and then click
Edit..
SAP Business Network displays the Edit Preferences for Supplier page.
3. In the Unique Supplier ID Configuration section, click Add. The Add Supplier Unique Key dialog box opens.
4. Enter the supplier ID information in the dialog box.

• The Vendor ID field can be used for private IDs or for the Vendor ID portion of the vendor compound key.
• The remaining fields are for buyers using SAP Ariba Procurement solutions. Site ID and Site Auxiliary ID
are part of the vendor compound key. Legacy Supplier Private ID holds the private ID that existed before
the supplier ID was converted to the vendor compound key. It is for backward compatibility.
5. Click Save.
6. Click Save to close the Edit Preferences for Supplier page.

Related Information

Supplier IDs [page 146]

Editing or Deleting a Unique Supplier ID

After you define a unique supplier ID, you can edit it. If the supplier declined the relationship request, you can delete
the supplier ID.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Supplier Enablement Active Relationships .

2. In the Current Suppliers text box, enter the ANID specified in the error message and click Search.
3. Do one of the following:

• If the search returns the ANID, click More Actions and then Edit to edit the preferences for the supplier.
Edit the unique supplier ID of the supplier.
• If the search does not return the ANID, delete the supplier’s private ID. [page 150]

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How Editing Unique Supplier IDs Affects Existing Documents

Your SAP Business Network account can be configured to include the vendor compound key values in outbound
documents. This configuration option has the following effects on editing unique supplier IDs on SAP Business
Network:

• If your account is configured to include vendor compound key values in outbound documents, when you edit
the vendor compound key under Unique Supplier ID Configuration on the Edit Preferences for Supplier
page, the changes are applied to supplier responses to orders (order confirmations, advance ship notices, and
invoices) that were received prior to the edit. These documents are enriched with the modified key.
• If your account is not configured to include vendor compound key values in outbound documents, and you edit
the vendor compound key, the behavior is the same as it was before this feature was released: The edited ID is
added as a completely new ID. It is not linked with supplier responses received prior to the edit.

Related Information

Supplier IDs [page 146]

Deleting Unique Supplier IDs

If a private supplier declines a relationship request, you can delete the supplier’s unique ID (or private ID) from SAP
Business Network. This allows you to continue sending orders to the supplier, and possibly later establish a trading
relationship. If you do not delete these supplier IDs, SAP Business Network rejects orders sent to the supplier.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Supplier Enablement Active Relationships .

2. Click Supplier Selector and select Declined Private Suppliers. SAP Business Network displays a list of private
suppliers that have declined your relationship requests.
3. Click Delete Private ID.

 Note

You can use the link in the Alerts and Messages section to view information about your declined
relationships.

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Related Information

Supplier IDs [page 146]

Multiple Unique Supplier IDs for One Supplier [page 147]

Uploading Multiple Unique IDs for Suppliers in Your Test

Account

You can specify multiple supplier IDs and system IDs for suppliers that have an active trading relationship with you.
Using a single file, you can quickly add multiple IDs for suppliers. You can add up to 1,000 unique entries in a single
file.

 Note

This feature is available only in your test account. To upload multiple unique supplier IDs in your production
account, see Enabling Suppliers on SAP Business Network.

You use the following process to upload multiple supplier IDs in your test account:

1. Create a comma-separated values (CSV) file [page 152] with supplier ANID, system ID, and private ID
information.
2. Upload the file [page 153] to SAP Business Network.

Basic Syntax Rules for Creating a Supplier File

A supplier file containing supplier IDs and system IDs has the following requirements:

• The file must be saved in CSV format.

• The file must have four columns using the fields described in Supplier File Fields [page 151]. If the values or
number of columns are incorrect, file validation fails.

Supplier File Fields

The following table specifies requirements for each field in the supplier file:

 Restriction

This supplier file does not support the vendor compound key.

Field Description Required/Optional Content Type

ANID Supplier ANID Required 13 digits number prefixed with AN. For ex-
ample, ANxxxxxxxxxx.

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Field Description Required/Optional Content Type

SystemID An identifier assigned Optional Alphanumeric values

to each of your procure-
ment applications

PrivateID An identifier used to Required Alphanumeric values

define the suppliers in
your procurement appli-
cation. It must be unique
per buyer–supplier rela-
tionship per system ID.

IsDefault Controls routing of non- Required Y to indicate Yes

PO invoices for each
N or Blank to indicate No
procurement application.
You can only dedicate
one supplier private ID as
a default for each applica-
tion system ID.

Related Information

Supplier IDs [page 146]

Creating a Supplier File

You can create your file using a spreadsheet application such as Microsoft Excel.

Procedure

1. Create a new blank CSV file and enter the following headings in the first four columns:

• ANID
• SystemID
• PrivateID
• IsDefault
2. Enter appropriate values in each of the columns.
3. Ensure that the file maintains the correct syntax and values.
4. Save the file.

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Related Information

Supplier IDs [page 146]

Uploading a Supplier File

After you create the supplier file, you must upload it.

Prerequisites

• You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page
278].
• Your application must be enabled to allow multiple unique supplier IDs (private IDs) per buyer–supplier
relationship.

Context

If there are no syntax errors when you upload the supplier file, SAP Business Network puts your file into the queue
to validate and process it. SAP Business Network validates the syntax and values specified in the supplier file.
When validation is complete, SAP Business Network changes its status to Completed. In case there are errors, an
error message is displayed. You can view the list of events and the status of the supplier file in the Upload Events
table.

Procedure

1. Log in to your SAP Business Network test account.

2. Choose Supplier Enablement Active Relationships .

3. Click Upload Private IDs.
4. Enter a name in the text box to identify the uploaded event.
5. Browse for your CSV file and click Upload.
The supplier file can have two kinds of errors:
• Syntax errors. If the file contains syntax errors, an error message is displayed on the Upload Supplier
Private IDs page. Click Download Error Log to download the error log file. Events with syntax errors are
not queued and they are not available in the Update Event table.
• Database or event errors. In case there are database or event errors while uploading the supplier file, the
file is queued and this event appears in the Update Event table. Click the event name to download the error
log and supplier file to view and make changes.

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Results

You receive notifications on the status of the uploaded file.

Related Information

Supplier IDs [page 146]

Supplier ID Normalization

Supplier ID normalization provides a uniform way to identify supplier sites in communications across SAP Business
Network, on-demand SAP Ariba procurement and invoicing solutions, and ERP systems, using values that already
exist in ERP vendor master data.

Supplier ID normalization identifies supplier sites using a vendor compound key. This key includes the vendor ID
(which is often the same as the supplier private ID on SAP Business Network) plus two optional keys with additional
supplier site data.

Supplier ID normalization includes automatic and manual conversion to the vendor compound key. This feature
also provides backward compatibility by preserving legacy supplier site IDs for use in configurations that do not
use the vendor compound key, for example, SAP Ariba invoice conversion services (ICS) and on-premise SAP Ariba
Buying and Invoicing.

With supplier ID normalization:

• Transaction document routing maps to ERP master data without using SAP Ariba internal IDs.
• For existing SAP Business Network supplier accounts that are linked to ERP vendor IDs, quick enablement
transactions no longer trigger the creation of a duplicate SAP Business Network account.
• Quick-enabled suppliers are matched to the vendor IDs used in the supplier enablement process. For example,
when you quick enable a supplier through a purchase order, and you upload the same supplier to SAP Business
Network in a CSV file, SAP Business Network recognizes that the suppliers are the same and combines the
information in one supplier record based on the common vendor compound key.
• It is easier for organizations using the invoice automation feature to integrate with ERP vendor sites for
inbound and outbound documents and to migrate to SAP Ariba Buying and Invoicing or SAP Ariba Invoice
Management, if desired.

Supplier ID normalization enablement [page 155]

Prerequisites [page 155]

Backward compatibility [page 155]

Limitations [page 156]

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Supplier ID Normalization Enablement

Some aspects of supplier ID normalization are available to all buyers.

• The vendor compound key is available for managing vendors in supplier enablement automation and in the
SAP Business Network user interface.
• Documents sent from SAP Ariba Procurement solutions to SAP Business Network include the vendor
compound key when that information is available.
• For buyers using SAP Ariba Buying and Invoicing, SAP Ariba Buying, or SAP Ariba Invoice Management,
existing supplier private IDs on SAP Business Network are converted to the new vendor compound key
automatically through transaction documents sent from the SAP Ariba solution to SAP Business Network.

Prerequisites

• Buyers using the Oracle Fusion Middleware adapter must use a version of the adapter that supports the
supplier ID normalization feature (adapter version 12s2 and later).
• If buyers using Oracle Fusion Middleware with a document automation feature (and without SAP Ariba
Procurement solutions) want to use the vendor compound key, they must convert their SAP Business Network
vendor IDs.
• There is a setting in SAP Business Network buyer accounts for including the vendor compound key in
outbound documents sent to the ERP system. This setting must be either enabled or disabled, depending
on how your site is configured.

 Note

Transactions continue to flow regardless of whether you take full advantage of supplier ID normalization by
configuring your site.

Vendor compound keys and multi-ERP support

For SAP Business Network accounts with multi-ERP support, each vendor compound key is mapped to an
application system ID. System IDs uniquely identify different buyer-side business applications. For details about
system IDs, see the SAP Business Network buyer administration guide.

Backward Compatibility

Supplier ID normalization is backward compatible with SAP Ariba solutions that are unchanged (such as SAP Ariba
Buying and Invoicing and SAP Ariba invoice conversion services).

Legacy supplier site keys still work as they did before, making sure that transactions flow regardless of whether the
new vendor compound key or the legacy key is used.

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The vendor CSV file template includes columns for the vendor compound key and legacy vendor ID values, but you
can still import vendors without including these columns.

Restrictions

• In some circumstances, such as when duplicate supplier accounts previously existed for the same supplier
site, or when using SAP Ariba invoice conversion services (ICS), supplier normalization IDs may not be used to
link accounts.
• If duplicate supplier accounts were already created for the same supplier site, those duplicate accounts
still exist. The supplier ID normalization feature does not link the accounts. Review your vendor list on SAP
Business Network and remove any accounts that are duplicated and not used.
• The payment batch upload CSV file format does not incorporate the vendor compound key values.
• SAP Ariba invoice conversion services does not yet include the vendor compound key values in ICS invoices.
• For suppliers that use a single SAP Business Network account for multiple fulfillment sites, this feature does
not link specific fulfillment sites to the buyer-maintained supplier sites (supplier locations) on SAP Business
Network. (This limitation pertains to suppliers for whom the buyer specified multiple supplier locations.)

Vendor Compound Keys and Legacy Vendor IDs

The vendor compound key is the ID of the supplier site as it is stored in the ERP system. The previously used
vendor ID, called the legacy vendor ID, still exists for backward compatibility.

The fields used in your configuration depend on the type of ERP system used. The following table lists the fields
available in the vendor compound key:

Field Description Notes

Vendor ID Vendor ID from the ERP system Vendor ID is always required on SAP Business Net-
work.

Site ID Vendor location ID Maps to a field in Oracle and PeopleSoft ERP sys-
tems.

Not used in SAP ERP.

Site Auxiliary ID Holds an additional ID of the vendor key, often used Maps to a field in PeopleSoft ERP systems.
for address ID or contact ID
Not used in SAP and Oracle ERP systems.

The previously used vendor ID (sometimes referred to as the supplier private ID) is still used to identify supplier
sites when the vendor compound key is not present. This ID is now called the legacy vendor ID. In some cases, the
legacy vendor ID is the same as the vendor ID.

Field Description

Legacy Vendor ID Formerly used vendor ID / private ID, used for backward compatibility.

Legacy Vendor ID is a separate field from the vendor compound key fields, and is not a required field on SAP
Business Network. However, it is required for successful transacting in environments that combine the previous

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and new approaches to supplier IDs. For example, SAP Ariba Buying and Invoicing uses supplier ID normalization,
but SAP Ariba invoice conversion services does not. So, if you are using both of these solutions, all existing and new
vendors must have the new key and the legacy vendor key.

Vendor compound keys and multi-ERP support

For SAP Business Network accounts with multi-ERP support, each vendor compound key is mapped to an
application system ID. System IDs uniquely identify different buyer-side business applications. For details about
system IDs, see the SAP Business Network buyer administration guide.

Related Information

Vendor Compound Keys Mapping to Vendor IDs in External Systems [page 157]
Supplier ID Normalization Workflow [page 158]

Vendor Compound Keys Mapping to Vendor IDs in External Systems

Fields in the vendor compound key in SAP Business Network map differently to the vendor identification
information in SAP, PeopleSoft, and Oracle ERP systems and in SAP Ariba Procurement solutions.

For buyers using SAP as their external ERP system, only the Vendor ID field is used to identify the supplier site on
SAP Business Network.

Field on SAP Business Network Field in SAP Ariba Procurement solutions Field in SAP ERP System

Vendor ID Supplier.UniqueName Vendor ID

For buyers using PeopleSoft as their external ERP system, all three parts of the vendor compound key are used to
identify a supplier site in SAP Business Network.

Field in SAP Ariba Procurement solu-

Field on SAP Business Network tions Field in PeopleSoft ERP System

Vendor ID Supplier.UniqueName VendorID

Site ID SupplierLocation.UniqueName VendorID:LocationID

Site Auxiliary ID SupplierLocation.ContactID VendorID:AddressID:ContactID

For buyers using Oracle (which corresponds to the Simple Generic variant in SAP Ariba Procurement solutions),
Vendor ID and Site ID are used to identify a supplier site in SAP Business Network.

Field on SAP Business Network Field in SAP Ariba Procurement solutions Field in Oracle ERP System

Vendor ID Supplier.UniqueName VENDOR_ID

Site ID SupplierLocation.UniqueName VENDOR_SITE_ID

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If your ERP system and your SAP Ariba variant use different vendor identifiers, and you use SAP Ariba Buying
and Invoicing, SAP Ariba Buying, or SAP Ariba Invoice Management, an optional customization is available to have
the SAP Ariba solution include only the applicable values in transaction documents. Regardless of whether this
customization is implemented, transactions still flow successfully between SAP Ariba Procurement solutions and
SAP Business Network.

Vendor compound keys and multi-ERP support

For SAP Business Network accounts with multi-ERP support, each vendor compound key is mapped to an
application system ID. System IDs uniquely identify different buyer-side business applications. For details about
system IDs, see the SAP Business Network buyer administration guide.

Related Information

Vendor Compound Keys and Legacy Vendor IDs [page 156]

Supplier ID Normalization Workflow [page 158]

Supplier ID Normalization Workflow

Supplier ID normalization provides a uniform way to identify supplier sites using values from your ERP system to
identify supplier sites uniquely.

The following figure illustrates the workflow of supplier ID normalization:

Figure 23: Supplier ID Normalization Workflow

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In SAP Ariba Procurement solutions, supplier master data fields correspond to the vendor compound key as
follows:

• The UniqueName field of a supplier maps to the Vendor ID field on SAP Business Network.
• The UniqueName field of a supplier location maps to the Site ID field on SAP Business Network.
• The ContactID field of a supplier location maps to the Site Auxiliary ID field on SAP Business Network.

Matching Enabled Suppliers

The additional supplier data included in purchase orders makes it possible for SAP Business Network to find
suppliers that you already enabled.

If an account already exists for the supplier site, SAP Business Network does not create an additional account.
Instead, SAP Business Network matches the new information to the existing account.

The following figure shows what happens on SAP Business Network when a purchase order without an Ariba
Network ID comes in for a supplier site that was already enabled. The ERP system is Oracle, so only Vendor ID and
Vendor Site ID are used.

Figure 24: Matching Account Information on SAP Business Network for a Supplier Site Already Enabled

Related Information

Vendor Compound Keys and Legacy Vendor IDs [page 156]

Vendor Compound Keys Mapping to Vendor IDs in External Systems [page 157]
Impact of Supplier ID Normalization on SAP Ariba Procurement solutions [page 160]

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Impact of Supplier ID Normalization on SAP Ariba Procurement
solutions

All documents sent from SAP Ariba Procurement solutions include the vendor compound key information. This
information enables identification of the supplier and supplier location.

The supplier location private ID (called Ariba Network Private ID in the user interface), which is auto-generated
for each supplier location in SAP Ariba Procurement solutions, is included in documents sent from SAP Ariba
Procurement solutions. The value is sent using the SSPPrivateID domain.

To ensure backward compatibility, SAP Business Network uses both SSPPrivateID and PrivateID to look up
suppliers in cXML documents from SAP Ariba Procurement solutions. Therefore, legacy documents that use the
PrivateID domain for specifying the auto-generated supplier-location-level private ID are properly routed.

Related Information

Supplier ID Normalization Workflow [page 158]

Supplier Credentials in cXML Documents

Outbound documents from SAP Business Network to an ERP system can include vendor information based on
your SAP Business Network configuration.

For information about credentials in cXML documents, see the SAP Business Network cXML solutions guide.

Documents Sent from SAP Business Network to the ERP System

Your SAP Business Network account can be configured to include Vendor ID, Site ID, and Site Auxiliary ID
credentials in documents sent from SAP Business Network to the ERP system.

If your account is not configured to send these values, outbound documents do not include them.

Outbound documents do not include the SSPPrivateID domain. Instead, outbound documents include the legacy
private ID using the PrivateID domain.

For configuration information, see Configuring Supplier ID Normalization on SAP Business Network [page 162].

Vendor compound keys and multi-ERP support

For SAP Business Network accounts with multi-ERP support, each vendor compound key is mapped to an
application system ID. System IDs uniquely identify different buyer-side business applications. For details about
system IDs, see the SAP Business Network buyer administration guide.

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SAP Business Network Transaction Matching Order

SAP Business Network uses supplier credentials in transaction documents to find a matching supplier among your
trading relationships.

When SAP Business Network finds a match, no further matching or validation occurs. SAP Business Network uses
the credentials to find a match in the following order:

1. Supplier Ariba Network ID

2. Vendor compound key (Vendor ID, Site ID, Site Auxiliary ID)

 Note

SAP Business Network rejects documents when the combination of legacy vendor ID and vendor
compound key in the document conflicts with an existing combination on SAP Business Network.

3. Supplier organization private ID corresponds to Vendor ID on SAP Business Network (if no vendor ID is
provided)
4. Ariba Network Private ID (SSPPrivateID domain) corresponds to Vendor ID on SAP Business Network
5. Ariba Network Private ID (SSPPrivateID) and PrivateID correspond to Legacy Vendor ID on SAP
Business Network (for example, ICS uses the PrivateID domain to send a legacy private ID)

If SAP Business Network does not find a match, and the document is of a type that can be used for quick
enablement, SAP Business Network creates a private supplier account using the vendor compound key.

Related Information

Supplier ID Normalization Troubleshooting [page 173]

Management of Supplier ID Normalization

Managing supplier ID normalization involves configuring it on SAP Business Network, optionally including the
vendor compound key in SAP Business Network documents sent to your ERP system, and converting existing
supplier/vendor IDs automatically or manually.

Configuring Supplier ID Normalization on SAP Business Network [page 162]

Including the Vendor Compound Key in Documents Sent from SAP Business Network to the ERP System [page
162]

Converting Existing Vendor/Supplier IDs [page 163]

Converting Vendor IDs Manually [page 168]

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Configuring Supplier ID Normalization on SAP Business Network

Full adoption of supplier ID normalization for existing suppliers may involve several steps.

The following steps provide an overview of the process for fully adopting supplier ID normalization for existing
suppliers:

1. If you use an adapter to integrate with an ERP system other than SAP ERP, update the adapter to the latest
version.
2. For buying organizations using on demand SAP Ariba Procurement solutions, vendor IDs on SAP Business
Network are converted automatically through transaction documents.
3. For vendor IDs that were not converted automatically, we recommend that you convert the IDs manually to
maintain a clean vendor data set on SAP Business Network.
4. To have SAP Business Network include the vendor compound key values in documents sent to the ERP
system, have SAP Ariba Customer Support turn on the entitlement option called Send VendorID, SiteID and
SiteAuxID in outgoing documents. For some buying organizations, this option is enabled automatically.

Related Information

Conversion Using Transaction Documents from SAP Ariba Procurement solutions [page 164]
Converting Vendor IDs Manually [page 168]
Including the Vendor Compound Key in Documents Sent from SAP Business Network to the ERP System [page
162]

Including the Vendor Compound Key in Documents Sent from SAP Business
Network to the ERP System

You can optionally include the vendor compound key in documents sent from SAP Business Network to an ERP
system. SAP Business Network buyer accounts include an entitlement option called Send VendorID, SiteID and
SiteAuxID in outgoing documents that can be enabled at your request by SAP Ariba Customer Support.

The entitlement option determines whether the vendor compound key values are included in documents sent from
SAP Business Network to the ERP system. If this option is not enabled for your account, documents sent from SAP
Business Network include only the legacy vendor ID, which is sent using the PrivateID domain.

The Send VendorID, SiteID and SiteAuxID in outgoing documents option affects what happens to existing
transaction documents when you edit a unique supplier ID.

Depending on how your site is configured, the option Send VendorID, SiteID and SiteAuxID in outgoing
documents must be either enabled or disabled:

• For SAP Business Network buyers using SAP ERP, this option must not be enabled. The SAP adapter has not
been updated to consume values sent using the VendorID domain.
• For SAP Business Network buyers using Oracle Fusion Middleware, this option is not enabled automatically.
Oracle Fusion Middleware sends only Vendor ID unless you set a parameter to have Site ID sent, too. If
you configure the adapter to send Site ID, the option Send VendorID, SiteID and SiteAuxID in outgoing
documents must be enabled.

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 • For SAP Business Network buyers using SAP Ariba Buying and Invoicing and not using SAP Ariba Invoice
Management, SAP Ariba enables this option automatically, with the following exception:
• If the Enable end point support option is turned on in the SAP Business Network account, the option is
not enabled automatically.
• For SAP Business Network buyers whose SAP Ariba sites include both SAP Ariba Buying and Invoicing and
SAP Ariba Invoice Management (as a merged SAP Ariba solutions environment), SAP Ariba Customer Support
confirms whether your adapter can process the new keys at the same time that they configure the merged site:
• If your adapter can process the new keys, the SAP Business Network option for including the vendor
compound key in outbound documents must be left on.
• If your adapter cannot process the new keys, SAP Ariba Customer Support disables this option, giving
you time to upgrade the adapter. To enable supplier ID normalization fully, have your designated support
contact log a service request. An SAP Ariba Customer Support representative follows up to complete the
request.
• For all other existing SAP Business Network buyers, this option is disabled by default to give organizations
that use adapters sufficient time to upgrade to the latest version of the adapter. To enable supplier ID
normalization fully, have your designated support contact log a service request. An SAP Ariba Customer
Support representative follows up to complete the request.

For information on what happens to existing transaction documents when you edit a unique supplier ID, see the
SAP Business Network Buyer Administration Guide [page 12].

Related Information

Integrating with SAP ERP [page 171]

Integrating with Oracle [page 171]

Converting Existing Vendor/Supplier IDs

Existing vendor IDs and supplier private IDs on SAP Business Network can be converted to the vendor compound
key automatically for SAP Ariba Buying and Invoicing, SAP Ariba Buying, and SAP Ariba Invoice Management, or
buyers can convert the IDs manually.

• For buyers using SAP Ariba Buying and Invoicing, SAP Ariba Buying, or SAP Ariba Invoice Management, the
supplier private IDs configured on SAP Business Network are automatically converted using the information in
transaction documents sent from the SAP Ariba solution.
• Buyers can convert vendor IDs manually.

Related Information

Conversion Using Transaction Documents from SAP Ariba Procurement solutions [page 164]
Conversion of Suppliers with Multiple Supplier Locations [page 164]
Suppliers Quick Enabled Through ICS Invoices [page 165]

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Examples of Transaction-Based Vendor Identifier Conversion [page 166]

Conversion Using Transaction Documents from SAP Ariba Procurement

solutions

SAP Business Network uses the supplier credentials in documents from SAP Ariba Procurement solutions (SAP
Ariba Buying and Invoicing, SAP Ariba Buying, or SAP Ariba Invoice Management) to convert existing supplier
private IDs on SAP Business Network to the new vendor compound key.

The conversion process consists of the following steps:

1. SAP Ariba Procurement solutions send a document to the supplier using SAP Business Network.
2. SAP Business Network looks for a supplier record that matches the supplier credentials in the document.
3. If a matching supplier is found, SAP Business Network checks whether the supplier private ID for that supplier
has to be converted to the vendor compound key format. (If there is a value in the Legacy Vendor ID field,
conversion has already occurred. If the matching supplier was found using the vendor compound key, no
conversion is necessary.)
4. If the supplier private ID has not been converted, SAP Business Network converts it. SAP Business Network
converts the existing value in the Vendor ID field into the Legacy Vendor ID field and enters the vendor
compound key values into the appropriate fields (Vendor ID, Site ID, Site Auxiliary ID).

Related Information

Conversion of Suppliers with Multiple Supplier Locations [page 164]

Suppliers Quick Enabled Through ICS Invoices [page 165]

Conversion of Suppliers with Multiple Supplier Locations

For suppliers with multiple supplier locations, automatic conversion of the supplier private ID depends on whether
a private ID is configured at the supplier organization level or the supplier level (partitioned supplier) in SAP Ariba
Procurement solutions.

• For suppliers that have both a private ID at the partitioned supplier level and multiple supplier locations, the
supplier private ID on SAP Business Network is converted to the vendor compound key for each of the supplier
locations.
• For suppliers that have both a private ID at the supplier organization level and multiple supplier locations, the
supplier private ID on SAP Business Network is not automatically converted to the vendor compound key. This
is to ensure backward compatibility with external ERP systems. SAP Business Network sends documents to
the supplier using the supplier organization private ID.

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Related Information

Conversion Using Transaction Documents from SAP Ariba Procurement solutions [page 164]
Suppliers Quick Enabled Through ICS Invoices [page 165]

Suppliers Quick Enabled Through ICS Invoices

For buyers who subscribe to SAP Ariba invoice conversion services (ICS) and use on demand SAP Ariba
Procurement solutions, ICS might not use the new vendor compound key values for initial identification of suppliers
who are quick enabled through ICS invoices.

Invoices sent by ICS providers use either the supplier organization private ID or the auto-generated supplier
location private ID (SAP Business Network Private ID) to identify suppliers. For suppliers that are quick enabled
through ICS invoices, when the supplier is first quick enabled on SAP Business Network, it has a legacy vendor ID
but not the vendor compound key. SAP Business Network receives the vendor compound key values later, from
subsequent transaction documents sent from SAP Ariba Procurement solutions to the supplier (for example, CC
invoices).

 Note

When the ICS provider supports vendor compound keys, buying organizations can stop using the SAP Ariba
Procurement solutions Export Vendor Master File v2 data export task to export vendor details for the
ICS provider. They can use the vendor details from their ERP system.

Related Information

Conversion Using Transaction Documents from SAP Ariba Procurement solutions [page 164]
Conversion of Suppliers with Multiple Supplier Locations [page 164]

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Supplier Management PUBLIC 165
Examples of Transaction-Based Vendor Identifier Conversion

Transaction-based vendor identifier conversion differs depending on your external ERP system.

The following figure shows an example of transaction-based conversion for a buying organization that uses SAP
Ariba Buying and Invoicing, SAP Ariba Buying, or SAP Ariba Invoice Management configured to work with SAP ERP:

Figure 25: Transaction-Based Conversion for a Buyer Using SAP Ariba Procurement solutions with SAP ERP

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166 PUBLIC Supplier Management
The following figure shows an example of transaction-based conversion for a buying organization that uses
SAP Ariba Buying and Invoicing, SAP Ariba Buying, or SAP Ariba Invoice Management configured to work with
PeopleSoft:

Figure 26: Transaction-Based Conversion for a Buying Organization Using SAP Ariba Procurement solutions with PeopleSoft

The following figure shows an example of transaction-based conversion for a buying organization that uses SAP
Ariba Buying and Invoicing, SAP Ariba Buying, or SAP Ariba Invoice Management configured to work with Oracle
(the Simple Generic variant in SAP Ariba Procurement solutions):

Figure 27: Transaction-Based Conversion for a Buying Organization Using SAP Ariba Procurement solutions with Oracle

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Related Information

Vendor Compound Keys Mapping to Vendor IDs in External Systems [page 157]

Converting Vendor IDs Manually

Vendor ID conversion is optional. However, we recommend that you manually convert the vendor IDs that were not
automatically converted through transaction documents from SAP Ariba Procurement solutions. When all vendors
use the new vendor compound keys, SAP Business Network does not create duplicate accounts and supplier
relationships during quick enablement.

 Note

If buying organizations using Oracle Fusion Middleware with SAP Business Network document automation
features (and without SAP Ariba Procurement solutions) want to use the vendor compound key, they must
convert their SAP Business Network vendor IDs.

There are two ways to convert vendor IDs manually:

• Mass conversion using the vendor CSV file

• Converting vendor IDs from the active relationships page

 Tip

To find out which SAP Business Network vendors have not been converted, run the Vendor Data Export
report. If the Site ID column or the Legacy Vendor ID column has no value, then the vendor ID has not been
converted.

Related Information

Converting Vendor IDs in the SAP Business Network User Interface [page 169]
Mass-Converting Vendor IDs Using the Vendor CSV File [page 169]
Converting Supplier Identifiers Used by SAP Ariba Procurement solutions [page 170]

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Mass-Converting Vendor IDs Using the Vendor CSV File

To convert existing vendor IDs to the vendor compound key manually, you edit and upload the vendor CSV file. The
Legacy Vendor ID column is used to look up the old vendor ID. You can add the vendor compound key values in
the appropriate columns as needed.

Context

You can edit the CSV output from a full vendor data export report to move values in the Vendor ID column to the
Legacy Vendor ID column.

Procedure

1. Log in to your SAP Business Network buyer account.

2. Download a full vendor data export report from the Reports tab, and open the resulting CSV file.
3. For the vendors you want to convert, move the values in the Vendor ID column to the Legacy Vendor ID
column in the vendor CSV file.
4. Enter values in the Vendor ID column. If applicable for your ERP system, enter values in the Site ID and
Site Auxiliary ID columns, too.

5. Save and upload the file. (Choose Supplier Enablement Manage Vendors , click Upload, provide a name
for the upload operation, and specify the file.)

Related Information

Converting Vendor IDs in the SAP Business Network User Interface [page 169]
Converting Supplier Identifiers Used by SAP Ariba Procurement solutions [page 170]

Converting Vendor IDs in the SAP Business Network User Interface

You can convert vendor IDs in the user interface by editing the supplier identifiers for suppliers on the Active
Relationships page. These IDs were formerly called supplier private IDs and are the IDs used by SAP Ariba
Procurement solutions.

Related Information

Mass-Converting Vendor IDs Using the Vendor CSV File [page 169]

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Supplier Management PUBLIC 169
Converting Supplier Identifiers Used by SAP Ariba Procurement solutions [page 170]

Converting Supplier Identifiers Used by SAP Ariba Procurement solutions

You can convert vendor IDs from the Active Relationships page.

Procedure

1. Log in to your SAP Business Network buyer account.

2. Choose Supplier Enablement Active Relationships .

3. For the vendor whose supplier identifier you want to convert, choose More Actions Edit .
4. In the Edit Preferences for Supplier page, scroll down to the Unique Supplier ID Configuration section.
5. Click Convert for an ID that you want to convert.

The Convert Supplier Private ID dialog box opens. The value you are converting is in the Legacy Supplier
Private ID field.
6. Enter a value in the Vendor ID field. If applicable, enter values in the Site ID and Site Auxiliary ID fields, too.
7. Click Save.

Related Information

Mass-Converting Vendor IDs Using the Vendor CSV File [page 169]
Converting Vendor IDs in the SAP Business Network User Interface [page 169]

Integration of Supplier ID Normalization with ERP Systems

Buyers can integrate supplier ID normalization with their existing SAP or Oracle ERP systems. No action is required
for buyers that use a PeopleSoft ERP system. With PeopleSoft, there is no integration with the ERP system through
SAP Business Network.

Integrating with SAP ERP [page 171]

Integrating with Oracle [page 171]

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Integrating with SAP ERP

For buyers using SAP ERP, integration is easy because SAP ERP uses only one field to identify suppliers.

If your organization uses SAP ERP, consider the following:

• Buyers that use SAP ERP do not need to do anything to integrate the new vendor compound key with their ERP
system, because SAP ERP uses only one field, Vendor ID, to identify supplier sites.
• The SAP Business Network entitlement option Send VendorID, SiteID and SiteAuxID in outgoing documents
is not turned on for buying organizations using SAP ERP, because the SAP ERP adapter has not been updated
to consume values sent using the VendorID domain.
• New SAP Business Network buyers do not need to fill in the Legacy Vendor ID column when uploading
vendors to SAP Business Network using the vendor upload CSV file.
• When vendor IDs are converted, the vendor ID and legacy vendor ID values are identical.

Related Information

Vendor Compound Keys Mapping to Vendor IDs in External Systems [page 157]

Integrating with Oracle

Buyers using the Oracle Fusion Middleware adapter must use a version of the adapter that supports the supplier ID
normalization feature (adapter version 12s2 and later).

For Buyers Using SAP Ariba Invoice Management

Buyers using Oracle Fusion Middleware with SAP Ariba Invoice Management must decide which credentials to use,
Vendor ID only, or Vendor ID and Site ID.

If you chose to use Vendor ID only, then you must configure the private IDs at the supplier organization level in SAP
Ariba Invoice Management.

If you chose to use Vendor ID and Site ID, you are not required to configure the private IDs in SAP Ariba Invoice
Management, but you must manually convert existing supplier IDs configured on SAP Business Network.

For Buyers Using the SAP Business Network Document Automation Feature for Invoices or
Purchase Orders

If buying organizations using Oracle Fusion Middleware with Ariba Invoice Automation or Ariba Purchase Order
Automation (and without SAP Ariba Procurement solutions) want to use the vendor compound key, they must
convert their SAP Business Network vendor IDs.

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Supplier Management PUBLIC 171
Related Information

Vendor Compound Keys Mapping to Vendor IDs in External Systems [page 157]
Configuring the Oracle Fusion Middleware Adapter to Send the Vendor Site ID [page 172]

Configuring the Oracle Fusion Middleware Adapter to Send the Vendor Site ID

By default, the 12s2 Oracle Fusion Middleware adapter only sends the vendor ID, not the vendor site ID to the ERP
system. Therefore, existing buyers get time to learn about supplier ID normalization details, and to convert their
SAP Business Network vendor IDs to use the vendor compound key.

If you want the adapter to send the vendor site ID to the ERP system, you must:

• Configure the adapter to send the vendor site ID.

To configure the adapter to send the vendor site ID, you must populate the MAP_TYPE, MAP_KEY, and
MAP_VALUE columns in the VALUE_MAP table using Insert/Update SQL commands. To send the vendor site
ID, run the following insert command:
insert into value_map values ('COMP_VENDOR_KEY','VENDOR_SITE_ID','YES')
The following table explains the values in the preceding command:

Field Value

MAP_TYPE COMP_VENDOR_KEY

MAP_KEY VENDOR_SITE_ID

MAP_VALUE YES

 Note
This value tells the adapter to send the vendor site ID.

If you do not insert the record in VALUE_MAP, or if you set MAP_VALUE to NO, the adapter sends only the vendor
ID and not the vendor site ID.

• Manually convert existing SAP Business Network vendors to use the vendor compound key (Vendor ID and
Site ID).
• Contact SAP Ariba Customer Support to enable the SAP Business Network option Send VendorID, SiteID and
SiteAuxID in outgoing documents.

Related Information

Converting Vendor IDs Manually [page 168]

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Supplier ID Normalization Troubleshooting

Issues related to supplier ID normalization may include transaction routing failure, ID conflicts, and legacy IDs that
need correcting.

Transaction Routing Failures [page 173]

Handling ID Conflicts on SAP Business Network [page 173]

Correcting Legacy Vendor IDs [page 176]

Transaction Routing Failures

If transaction routing fails from the buyer to SAP Business Network, check the related SAP Business Network
vendor details to confirm the keys used.

Handling ID Conflicts on SAP Business Network

ID conflicts may occur when a supplier network ID does not match, and sometimes, even when the ID matches.

Related Information

Supplier Network ID Matches but Vendor Compound Key Conflicts [page 174]
Supplier Network ID Matches but Legacy Vendor ID Conflicts with Vendor Compound Key [page 174]
Missing Supplier Network ID and Vendor Compound Key Conflicts with Legacy Vendor ID [page 175]

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Supplier Network ID Matches but Vendor Compound Key Conflicts

An error may occur when SAP Business Network receives a document in which the supplier network ID of the
document matches an existing vendor on SAP Business Network, but the vendor compound key in the document is
different from the one on SAP Business Network.

Supplier Network ID Matches but Legacy Vendor ID Conflicts with Vendor

Compound Key

SAP Business Network attempts to resolve conflicts between the legacy vendor ID and the vendor compound
key, when the supplier network ID in an incoming document matches an existing vendor record on SAP Business
Network. Different processing scenarios are possible depending on existing data.

The following table shows how SAP Business Network handles the conflicts. The table lists the IDs in the following
format:

VendorID, (SiteID, SiteAuxiliaryID), LegacyVendorID, NetworkID

IDs on SAP Business Net- Explanation and SAP Busi- IDs in SAP Business Network
work IDs in Incoming Document ness Network Behavior Return Document

V1,_,_,_,AN101 V1,_,_,_,L1,AN101 The legacy vendor ID in the L1,_,_,_,AN101

document gets priority, for
L1,_,_,_,AN101 backward compatibility in re-
turn documents.
(Neither ID has been con-
verted; there is no value in the
Legacy Vendor ID field.)

V1,_,_,_,AN101 V1,_,_,_,L1,AN101 The legacy vendor ID of the V2,_,_,L1,AN101

enriched vendor record gets
V2,_,_,L1,AN101 priority, for backward compat-
ibility in return documents.
(The second ID has been con-
verted; there is a value in the
Legacy Vendor ID field.)

V1,_,_,_,AN101 V1,_,_,_,L1,AN101 Due to the mismatch in legacy _,_,_,_,AN101

vendor IDs, only the network
L1,_,_,L2,AN101 ID is included in the return
document.
(The second ID has been con-
verted.)

V1,_,_,_,AN101 V1,_,_,_,L1,AN101 SAP Business Network asso- L1, _, _, _,AN101

ciates the vendor ID of a differ-
L1,_,_,_,AN102 ent network ID in the return
documents based on a legacy
(Neither ID has been con-
match.
verted.)

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Missing Supplier Network ID and Vendor Compound Key Conflicts with Legacy
Vendor ID

SAP Business Network attempts to resolve conflicts where an incoming document has no supplier network ID and
contains vendor compound keys and legacy vendor IDs that are different from the IDs in the existing vendor record.
Different processing scenarios are possible depending on existing data.

The following table shows how SAP Business Network handles the conflicts. The table lists the IDs in the following
format:

VendorID, SiteID, SiteAuxiliaryID, LegacyVendorID

IDs on SAP Business Net- Explanation and SAP Busi- Resulting IDs on SAP Busi-
work IDs in Incoming Document ness Network Behavior ness Network

V1,_,_,_ V1,_,_,L1 The legacy vendor ID in the No change:

document matches the ven-
L1,_,_,_ dor ID of a different vendor. V1,_,_,_

(Neither ID has been con- SAP Business Network rejects L1,_,_,_

verted; there is no value in the the document.
Legacy Vendor ID field.)
 Tip
To allow transaction-
based conversion, delete
V1 on SAP Business Net-
work.

V1,S1,A1,L1 V1,S1,A1,L2 Both of the possible unique No change:

IDs in the document (the ven-
V2,S2,A2,L2 dor compound key and the V1,S1,A1,L1
legacy vendor ID) already ex-
V2,S2,A2,L2
ist in two different vendor re-
cords.

SAP Business Network rejects

the document.

V1,S1,A1,L1 V1,S1,A1,L2 The vendor compound key in The legacy vendor ID is up-
the document already exists dated:
on SAP Business Network with
a different legacy vendor ID. V1,S1,A1,L2

SAP Business Network up-

dates the legacy vendor ID in
the vendor record to reflect
the value in the document.

V1,S1,A1,L1 V2,S2,A2,L1 The legacy vendor ID in the No change:

document already exists in a
different vendor record. V1,S1,A1,L1

SAP Business Network rejects

the document.

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When a rejection occurs, buyers can resolve the conflict manually in SAP Ariba Procurement solutions or on SAP
Business Network.

Correcting Legacy Vendor IDs

You can correct the legacy vendor ID in three ways: by editing preferences for the supplier, by editing vendor details,
and by uploading corrected legacy vendor ID.

• Edit preferences for the supplier from the Active Relationships page. In the Unique Supplier ID Configuration
section of the Edit Preferences for Supplier page, the Legacy Supplier Private ID field is always editable.
• Edit the vendor details from the Manage Vendors page. On the Vendor Details page, the Legacy Vendor ID
field is always editable.
• Upload corrected legacy vendor IDs in the CSV vendor upload file.

Supplier Relationships
After you establish a relationship with a supplier, you can manage and view details of suppliers.

On the Supplier Enablement Active Relationships page, you can perform the following supplier
management tasks:

• Use filters to group suppliers and view status and details for them.
• Resend email invitations to private suppliers.
• Override default transaction rules and catalog validation preferences for suppliers.
• Remove a vendor from the list of active suppliers.

Viewing Supplier Relationships [page 176]

Overriding Your Rules and Preferences for a Supplier [page 178]

Terminating Active Supplier Relationships [page 180]

Viewing Supplier Relationships

You can view your organization’s supplier relationships on the Supplier Enablement tab. You can view your invited
and current suppliers, as well as pending and declined relationships.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

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Procedure

1. Choose Supplier Enablement Active Relationships .

2. Click Supplier Selector and select a category of suppliers [page 177] to view.

Supplier Status Information

The Alerts and Messages section displays the status information about your suppliers. You can use this section to
quickly view detailed information about the suppliers you have a relationship with.

The next section on the page displays the different status information you can view by clicking these corresponding
links in the Alerts and Messages section:

• The Chargeable Suppliers link displays the number of suppliers you have a chargeable relationship with.
• The Declined Private Suppliers in the last 30 days link displays the number of your private suppliers who
declined to take ownership of their account in the last 30 days.
• The Failed Private Suppliers in the last 30 days link displays the number of your private suppliers that SAP
Business Network could not enable.
• The New Suppliers added in the last 30 days link displays the number of your suppliers that have been added
in the last 30 days.
• The Suspended Suppliers link displays the number of your suppliers that are currently suspended.
• The Declined Relationships link displays the number of suppliers that have declined to establish a trading
relationship with you.

Supplier Selector Categories

The Supplier Selector button on the Active Relationships page displays the different supplier categories. Click
this button and select a category to view the supplier information.

SAP Business Network has the following supplier categories:

• Private Suppliers displays suppliers with SAP Business Network accounts that were created on your behalf
and of which the supplier has not taken ownership.
You can resend the login information to private suppliers so that they can register and take ownership of their
account.
You can use the supplier enablement process on SAP Business Network to manage and track enablement
activities for private suppliers. See Enabling Suppliers on SAP Business Network for more information.
• Current-Former Private Suppliers displays private suppliers that have taken ownership of their account.
• Declined Private Suppliers displays the private suppliers that have declined to establish a trading relationship
with you.
• Failed Private Suppliers displays the private suppliers for which SAP Business Network cannot create a
private account.
You can resend the login information to private suppliers so that they can register and take ownership of their
account.

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• Invited Registered Suppliers displays registered suppliers that have not responded to relationship requests
you have sent. You cannot yet transact with these suppliers. After SAP Business Network enables these
suppliers, they are classified as Current Suppliers.
If you invite a registered supplier and their account is set up to accept relationship invitations automatically, the
supplier appears as a Current Supplier. If a registered supplier’s account is set up so that a user must review
and respond to relationship requests manually, the relationship appears as a Pending Relationship until the
supplier approves your request.
• Invited Unregistered Suppliers displays unregistered suppliers to which you have sent relationship requests.
You cannot yet transact with these suppliers.
Suppliers might delay accepting requests so they can configure their order receiving systems before receiving
purchase orders from new buying organizations. This process helps ensure that a supplier can receive your
orders effectively.
• Current Suppliers displays suppliers with which you have active relationships. Unless a current supplier’s
account has been suspended, you can transact with these suppliers.
• Suspended Suppliers displays suppliers with suspended accounts, which means you cannot transact with
them.
• Declined Relationships displays the suppliers that have declined your relationship requests.
When a supplier declines your relationship request, SAP Business Network sends email notifications to you
and the supplier. Suppliers might temporarily reject your relationship request if they are having trouble with
your orders or to configure their order receiving systems to handle orders in a different manner. If you feel the
supplier has declined the relationship in error, contact them directly. If you decide to establish a relationship,
you can send them another relationship request.
• Pending Relationships displays the suppliers you have invited and that have configured their accounts to
review relationship requests manually. You cannot yet transact with these suppliers.

Related Information

Suspended Supplier Accounts [page 19]

Supplier Membership Status Reports [page 242]
Supplier Subscriptions [page 18]
Private Suppliers [page 146]
Supplier Relationships [page 176]

Overriding Your Rules and Preferences for a Supplier

You can edit the supplier relationship to override your default transaction rules and catalog validation settings.
These overrides affect only the selected supplier.

The Edit Preferences for Supplier page has the following categories of supplier preferences that you can override:

• Purchase order rules

• Scheduling agreement release setup rules
• Contracts, invoices, time and expense sheets site setup
• Invoice rules

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 • Unique supplier ID configuration
• Catalog validation preferences
• Sales order rules
• Forecast collaboration

Figure 28: Edit Preferences for Supplier Page

Invoice Rules

By default, the invoicing rules you set in Configuration govern all your suppliers. You can choose not to apply your
customized invoice rules to individual suppliers. For example, if you allow some suppliers to change the unit price
during invoicing, but want to block other suppliers from changing the unit price, you can override the invoicing rules
for suppliers who should not be allowed to change the unit price during invoicing.

If you click Enable invoice rules, SAP Business Network uses your invoicing rules [page 81] from this supplier.

 Note

If you clear Enable invoice rules, SAP Business Network does not use any invoicing rules except the following
(these rules cannot be turned off and are set to Yes or whatever is appropriate):

• Allow suppliers to reuse invoice numbers.

• Allow suppliers to send invoices with service information.

You can also override invoice rules for supplier groups [page 181].

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Overriding Rules and Preferences for Suppliers

SAP Business Network enables you to set catalog validation preferences so that suppliers can qualify their
customer catalogs for your organization before publishing them to you. You can override these settings on a
per-supplier basis to enforce or unenforce certain rules.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Supplier Enablement Active Relationships .

2. Click More Actions Edit for a supplier.

3. Select a check box for each rule you want to override.
4. Click Save.

Results

Your updates take effect the next time the supplier logs in to their account on SAP Business Network.

Related Information

Catalog Validation Preferences [page 109]

Terminating Active Supplier Relationships

If you have already enabled a supplier’s account and are no longer buying from their organization, you can remove
them from your list of current suppliers.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

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Context

When you delete an active supplier, you

• Remove your company from the list of companies to which that supplier can publish private customer catalogs
• Cancel any customer catalog subscriptions you have with that supplier

Procedure

1. Choose Supplier Enablement Active Relationships .

2. Click Supplier Selector and select Current Suppliers.
3. Click More Actions and then Delete in the Supplier column. SAP Business Network removes that supplier
from your list of current suppliers.
4. Click Continue.

Results

SAP Business Network sends an email notification to suppliers you delete from your list of current suppliers.

Creating a Supplier Group

You can group suppliers in specific supplier groups to associate them with a customization project, define invoice
rules, assign discount offers, or assign custom PDF layouts.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Context

You can use supplier groups for the following purposes:

• Customization projects—With the help of an SAP representative, you can customize the SAP Business
Network supplier user interface by creating a customization project [page 116]. You can then assign the
customization project to specific supplier groups. A customization project can be used to do several things,
such as customize supplier profile requirements, add invoice or ship notice fields, control the behavior of order
confirmation fields, or enable CSV invoices.

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• Transaction rules—You can use supplier groups to organize your suppliers according to different order
confirmation and ship notice rules [page 62], service sheet rules [page 77], and invoicing rules [page 81],
including country-based rules [page 96]. If you subscribe to an SAP Ariba invoice conversion services (ICS)
solution, you can create supplier groups for the suppliers who send paper invoices to the ICS provider.
Typically, buying organizations want the invoice rules for ICS invoices to be less stringent than the rules for
non-ICS invoices, to prevent some of the automatic validation that occurs with the default rules. For more
information about invoice conversion, see the SAP Business Network Guide to Invoice Conversion.
• Discount management—If your organization uses SAP Ariba Invoice Management or SAP Ariba Buying and
Invoicing with an SAP Ariba payment module, and discount management is enabled for these solutions, you
can define multiple discount offers and then assign them to supplier groups.
• Custom PDF layouts—With the help of an SAP representative, you can define custom PDF layouts for
purchase orders [page 195] and ship notices [page 196] and then assign them to supplier groups.

Procedure

1. Choose Supplier Enablement Supplier Groups .

The Supplier Groups page appears.

Figure 29: Supplier Groups Page

2. Click Create.
The Supplier Group page appears.
3. Enter a meaningful group name and description and click OK.

Suppliers do not see your group names or descriptions.

4. To change transaction rules for the group, click Supplier Group Transaction Rules.
The Supplier Group Transaction Rules page appears. The settings you make here affect only this group of
suppliers.
5. When you are finished configuring transaction rules, click OK to save your settings and close the Supplier
Group Transaction Rules page.
6. Click OK to save the supplier group.

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Related Information

Custom PDF Layouts [page 194]

Modifying Supplier Groups

You can modify a supplier group by adding or removing suppliers from them. You can also search for suppliers
within a group.

Prerequisites

• You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page
278].
• If you defined a custom PDF layout for purchase orders or ship notices, an SAP Ariba Support representative
must upload the PDF layout file (an XSLT file) to your account and configure the layout before you can assign it
to supplier groups.

 Restriction

You cannot delete supplier groups after creating them, but they can be disabled and hidden.

Procedure

1. Choose Supplier Enablement Supplier Groups .

SAP Business Network lists your supplier groups.
2. Click the name of the group you want to modify.
3. To add suppliers to this group:
a. Click Add Members.
b. Search for suppliers to add to the group. You can search only for your current suppliers. You can search for
the supplier’s company name or ANID.
c. When you find the supplier you want to add, select it and click OK.
SAP Business Network adds the supplier to the group.
4. Locate suppliers to remove from this group or assign group members to another group:
a. Enter the name of a supplier at the top right of the Group Members table and click Search.
SAP Business Network performs a match based on exactly the value you specify. For example, entering
“acme” returns all suppliers listed as “acme” or “ACME.” This field is not case-sensitive. you can search
only for your current suppliers.
b. Scroll down through the list of displayed group members. The list includes only the first 200 suppliers in
the group. If you do not see the supplier you are looking for, use the Search feature.

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5. Select the suppliers you want to remove or assign to another group.
6. Do one of the following:

• To remove suppliers, click Remove Members.

• To assign suppliers to another group, click Assign Group. Assign the suppliers to another group and click
OK.
7. To change invoice rules for the group, click Supplier Group Transaction Rules. The settings you make here
affect only this group of suppliers.

If you subscribe to an ICS solution, you can configure one supplier group as the group to which SAP Business
Network adds new suppliers created through ICS quick enablement. The check box Use this group for
suppliers created through the Invoice Conversion service can be selected for one supplier group only. For
details, see the SAP Business Network Guide to Invoice Conversion.

If you want to change invoice rules for suppliers that belong to a country/region that requires specific invoice
rule, specify them. Click View Invoice Rule Results to view invoice rules based on a supplier group level, default
transaction group level, or country/region level.
8. In the Custom PDF Layouts section, find Purchase Order Layouts or Ship Notice Layouts and click Assign
Layouts.
a. Select one or more layouts to assign to the group.

 Note

If the Assignment List is empty, there are no custom PDF layouts configured for your account.

b. Click Save.
c. Click Done to close the Supplier Group Layout Assignment page.
9. Click OK.

Related Information

Invoice Rules [page 81]

Overriding Your Rules and Preferences for a Supplier [page 178]
Custom PDF Layouts [page 194]

Assigning Suppliers to a Supplier Group

For easier configuration, you can assign suppliers to a supplier group. The group's transaction rules apply to all its
members.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

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Procedure

1. Choose Supplier Enablement Active Relationships .

SAP Business Network lists your supplier groups.
2. Select suppliers you want to assign to a group.
3. Click Actions and choose Assign Supplier Group.
4. Click the supplier group to assign the selected supplier and click OK.

Assigning Multiple Vendors to a Supplier Group

On the Manage Vendors page, you can assign multiple vendors to a supplier group. The vendors can include active
suppliers.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Supplier Enablement Manage Vendors .

SAP Business Network displays the Manage Vendors page.

2. Select the vendors you want to assign to a supplier group.

3. Click Actions Assign to Supplier Group .

SAP Business Network displays the Assign to Supplier Group dialog box.
4. Choose the supplier group to which you want to assign the selected vendors.
5. Click Assign.
6. Click Done.

The vendors are now members of the assigned supplier group. You must refresh the Manage Vendors page to
view the updated information.

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Assigning Suppliers and Vendors to a Supplier Group Using
Vendor CSV Upload

You can assign suppliers and vendors to a supplier group by uploading a vendor CSV file.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

 Restriction

If multiple vendors are uploaded with different supplier groups specified, and each vendor corresponds to the
same supplier account, the supplier account is assigned to the last-specified supplier group.

Procedure

1. Choose Supplier Enablement Manage Vendors .

SAP Business Network displays the Manage Vendors page.
2. Click Upload.
SAP Business Network displays the Upload Vendors page.
3. Complete the following steps if you do not have a completed vendor CSV file:
a. Click Download Template on the Upload Vendors page to download the vendor CSV file template.
b. Enter supplier details, including supplier group information in the AN Supplier Group column, in the vendor
CSV file template.
c. Save the vendor CSV file.
4. Enter a name of the vendor CSV file you are uploading in the Name field.
5. Click Choose File and browse for your saved vendor CSV file, then click Open.
SAP Business Network displays the warning, “Existing supplier groups might get replaced with the newly
uploaded supplier group if present in the Vendor row” if values have been entered in the Group column of the
CSV file.
6. Click Upload.

SAP Business Network validates the uploaded vendor CSV file and displays its name, status and other
information in the Upload Details table. You must click Refresh Status to view any updated changes.

If the vendor CSV file is valid and does not create any errors, suppliers without a supplier group are assigned
to the supplier group in the vendor CSV file, and suppliers that are members of a different supplier group are
reassigned to the supplier group in the vendor CSV file.

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Configuring Invoice Rules by Supplier Group

Supplier groups can have different invoice rules than those defined in the Default Transaction Rules for your SAP
Business Network account.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Supplier Enablement Supplier Groups .

2. Click a supplier group link or click Create to create a new supplier group.
3. On the Edit Supplier Group page, click Supplier Group Transaction Rules.
4. The default rule settings are displayed. Select Enter supplier group specific transaction rules and override
the default rules.
5. Click Done.
6. Click OK to save the supplier group.

Removing a Supplier from a Supplier Group

You can remove a supplier from a supplier group at any time.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Supplier Enablement Active Relationships .

2. Select the supplier you want to remove from the group.
3. Click Actions and choose Remove From Supplier Group.

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Deactivating Unused Supplier Groups

If a supplier group isn’t used anymore, you can deactivate it. You can’t delete a supplier group after creating it.

 Restriction

Before they can be deactivated, supplier groups must not contain any supplier or vendor members and they
must not be used for suppliers created through Invoice Conversion Services (ICS).

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Supplier Enablement Supplier Groups .

2. Click Deactivate in the row of the supplier group you want to deactivate.
3. Click Yes to confirm the deactivation.

Hiding Supplier Groups

To simplify the Supplier Groups page, you can hide supplier groups that have been deactivated.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

 Restriction

Supplier groups must be deactivated before they can be hidden.

Procedure

1. Choose Supplier Enablement Supplier Groups .

2. Click Hide Deactivated Supplier Groups.

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Reactivating Supplier Groups

If you deactivated a supplier group temporarily, you can reactivate it and assign suppliers to it again.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Choose Supplier Enablement Supplier Groups .

2. Click Show Deactivated Supplier Groups if the Deactivated Supplier Groups table is hidden.
3. Click Activate in the row of the deactivated supplier group you want to activate.
4. Click Yes to confirm the activation.

Custom Routing Method for Suppliers

You might have suppliers that have invested in a non-SAP Business Network business-to-business integration data
format system and protocol to support their existing customer integrations. You can continue to standardize
your business processes using SAP Business Network while allowing these suppliers to retain their existing
infrastructure and processes to transact with you on SAP Business Network.

Using an intermediary between SAP Business Network and the supplier, you can map cXML documents from SAP
Business Network to the format required by the supplier and route documents between the supplier and SAP
Business Network. To route your documents to the intermediary, you configure a custom routing method.

The following overview describes the process to set up custom routing:

1. Identify the suppliers that require a custom routing method.

2. Contact SAP Ariba Support and request enablement for custom routing.
3. SAP Ariba Support obtains the list of your suppliers that require custom routing and set up these suppliers on
SAP Business Network. SAP Ariba Support then configures your account to use the custom routing method.
4. Choose the suppliers that require the custom routing method in your SAP Business Network account.
5. Your suppliers are contacted and provided instructions on setting up their account. Once the supplier's
account is configured, they receive a confirmation notification.
6. The supplier configures their SAP Business Network accounts to send and receive documents from their
business application to you over SAP Business Network using the custom routing method.

You can view details on the custom routing methods when you generate a Supplier Profile report.

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Configuring Your Account to Use a Custom Routing Method

You can enable a custom routing method to support suppliers that require it.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

Procedure

1. Contact SAP Ariba Customer Support and request enablement for custom routing. Once your account is
configured, log in to SAP Business Network.

2. Choose Supplier Enablement Active Relationships .

SAP Business Network lists your current suppliers.
3. Select the suppliers that require a custom routing method.
4. Click Actions and choose Activate Custom Routing.

Commodity and Sales Territory Mappings

You can bulk upload commodity and sales territory information to Vendor profiles in your SAP Business Network
Vendor Master. After the supplier takes ownership of their account, further commodity and sales territory uploads
do not impact the supplier’s profile. Uploaded commodities should be in UNSPSC version 14 format. To upload
non-UNSPSC taxonomy commodities to SAP Business Network, corresponding mappings must exist in your
sourcing realm.

Uploading Commodity and Sales Territory Mappings

You can map the custom commodity, currency, and unit of measurement values in your ERP system to values in
SAP Business Network. A commodity code map translates custom commodity codes in one domain to another
domain, such as UNSPSC.

Prerequisites

You are assigned a role with supplier enablement permissions. See SAP Business Network Permissions [page 278].

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  Restriction

If a vendor’s profile has missing commodity and sales territories information, then the vendor may not be
matched to the RFQ posting in the Matched Vendor case.

Context

This mapping ensures that the custom taxonomy in your ERP system is mapped to values in SAP Business
Network when you upload your suppliers from your ERP system. During vendor matched supplier enablement, the
mapping allows existing suppliers in your vendor master to be matched to RFQ postings based on commodity and
sales territories.

Procedure

1. Choose Supplier Enablement Manage Vendors .

2. Choose Upload Supplier Commodity Codes and Sales Territories .

The Upload Supplier Commodity Codes and Sales Territories page appears.
3. Click Download Template to download the supplier commodity codes and sales territories template.
4. Upload a CSV file with the supplier commodity codes and sales territories you want to add to your SAP
Business Network profile. Details uploaded will be added incrementally to your existing commodities and sales
territories.

 Note

The maximum recommended upload file size is 10MB. Your browser might time out for larger files.You can
use a zip utility to compress CSV File before uploading it. Zipped files must have a .ZIP file extension.

5. Click Done.

Supplier Contacts
Individuals within your company can serve as contacts for current and potential trading partners. Before you can
assign individuals in your company as specific contact types, you must create a pool of contact personnel.

Suppliers need to know whom to contact within your company with various inquiries, ranging from initial contacts
to technical questions related to your SAP Business Network account.

Managing Contact Assignments [page 192]

Managing Supplier Contact Types [page 193]

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Managing Contact Assignments

You can assign individuals in your company to serve as contacts for current and potential trading partners.

Prerequisites

• You are assigned a role with the Contact Administration permission. See SAP Business Network Permissions
[page 278].
• For each individual, you must provide a first and last name, and either a valid email address or a phone number.

Procedure

1. Choose Supplier Enablement Contacts .

The Contacts page appears.

Figure 30: Contacts Page

2. To create a new contact person, do the following:
a. Click Create. The Create New Contact page appears.
b. Enter the first and last names of the contact. The Business Title field is optional.
c. Enter a valid email address or a phone number, or both, and click Save.
SAP Business Network returns to the Contact Personnel page. Your new contact is displayed.

 Note

When specifying an email address or telephone number, you might want to ask employees which
contact method they prefer, to ensure they are prepared to handle inquiries effectively.

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 3. To edit a person’s contact information, do the following:
a. Select the person and click Edit.
b. Update the person’s name, contact information, or select a different contact type. To create new contact
types, see Managing Supplier Contact Types [page 193].
c. Click Save.
4. To delete a person from your contact personnel pool, select the person and click Delete.

Managing Supplier Contact Types

You can create custom contact types that suit the way your organization does business.

Prerequisites

• You are assigned a role with the Contact Administration permission. See SAP Business Network Permissions
[page 278].
• You must add personnel to your list of contact personnel before you make contact assignments. See Managing
Contact Assignments [page 192].

Context

SAP Business Network provides one standard contact type—Business Contact. You cannot rename or delete this
standard contact type. However, you can create custom contact types.

Your companywide contact types are visible to all suppliers on SAP Business Network. The individuals who are
assigned to these contact types should be prepared to respond to high-level inquiries.

Procedure

1. Choose Supplier Enablement Contacts .

2. Click Companywide Assignments. SAP Business Network displays a list of standard and custom
companywide assignments.
3. To create a new type, do the following:
a. Click Create. The Create Companywide Assignment page appears.
b. Enter a name for the new contact type.
This contact type is visible to supplier organizations on SAP Business Network and to others within your
company.
c. Select an individual from the Contact Person list.
d. Click Save.
SAP Business Network returns to the Companywide Assignments page and displays the new assignment.

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4. To edit a contact type, do the following:
a. Click the contact type.
b. Select a different individual to assign to this contact type. If this is a custom contact type, you can also
modify the contact type name.
c. Click Save.
5. To delete a custom contact type, click Delete in the Actions column.

 Note

If you click the Delete link for a standard contact type, SAP Business Network removes the individual who is
assigned. You cannot delete standard contact types.

Custom PDF Layouts

With the help of an SAP Ariba representative, you can define custom PDF layouts for purchase orders and ship
notices and then assign them to supplier groups.

Enabling This Feature

This feature is disabled by default. To enable this feature, please have your Designated Support Contact log a
service request. An SAP Ariba Support representative will follow up to complete the request.

This feature requires custom XSL-FO stylesheets to be developed before the feature is turned on. You must engage
SAP Ariba Services for help with this. Contact your Customer Success Partner (CSP) or Account Manager for more
information about SAP Ariba Services.

After a custom PDF layout has been configured by SAP Ariba Support for your account, an administrator for your
account can assign the layout to supplier groups. See Modifying Supplier Groups [page 183].

Prerequisites

• SAP Business Network buyers must request help from SAP Ariba Services to develop XSL-FO stylesheets for
custom PDF layouts.

 Note

If you engage with SAP Ariba Services to develop custom XSL-FO stylesheets for custom PDF layouts, you
will incur additional fees.

• When XSL-FO stylesheets for custom PDF layouts are ready to be deployed, an SAP Ariba Support
representative must upload them to your account.
• Suppliers must belong to a supplier group that has been assigned a custom PDF layout to download and print
it.

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 Custom PDF Layouts for Orders [page 195]

Ship Notice Barcode Labels [page 196]

Custom PDF Layouts for Quality Inspections [page 199]

Custom PDF Layouts for Orders

You can define custom PDF layouts for purchase orders to

• Make them consistent with orders that originate from your ERP systems
• Provide a familiar PDF layout for suppliers
• Include only required information on the PDF, thus saving paper when printing

 Note

A custom PDF layout for orders can also include barcode labels. See Supported barcode types [page 197].

Workflow for Custom PDF Layouts for Orders

The following describes the workflow for custom PDF layouts for orders:

1. An SAP Business Network customer contacts SAP Ariba Support to engage with SAP Ariba Services to define
one or more custom PDF layout templates for orders. The templates are XSL-FO stylesheets.
2. An SAP Ariba Support representative uploads the custom XSL-FO stylesheets to the customer's account. Each
custom PDF layout configuration should have a name that clearly identifies its intended purpose (for instance,
an intended supplier, industry, or order format).
3. An administrator for the SAP Business Network customer assigns the custom PDF layout to a supplier group.
Members of the supplier group can now print an order using the assigned PDF layout.
4. A supplier that belongs to the supplier group opens an order, and clicks Download PDF > LayoutName in the
header to download the custom PDF format.

 Note

LayoutName is a placeholder for the name assigned to the custom PDF layout configuration for orders.
There could be multiple PDF layout configurations for different types of orders.

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 Figure 31: Custom PDF Layout for Orders Workflow

Ship Notice Barcode Labels

Buyers can provide suppliers with barcode labels to use for shipments.

To facilitate the shipping of goods, SAP Business Network allows suppliers to print barcode labels directly from a
ship notice in PDF format. The barcode label is generated from a custom PDF layout that customers can implement
for their suppliers with the assistance of SAP Ariba Services.

Ship notice barcode labels help buyers and suppliers to accelerate their logistics processes. They can use barcode
scanners to quickly scan the barcodes for shipment information for their systems.

Barcode label layouts can be applied at the header and the item level of the ship notice, giving suppliers the ability
to print a single set of labels containing all the items of a ship notice or a label containing the information for a
single line item.

The specific fields needed on ship notice barcode labels can vary per customer. The ship notice barcode label
layout can gather needed information at runtime from the ship notice cXML, related documents (such as a
purchase order), and the buyer's and supplier’s SAP Business Network profile. For information about cXML data
you can access from a ship notice or other related SAP Ariba documents, see the cXML reference guide at http://
www.cxml.org .

Barcode Label Scenarios for Different Industries

This feature flexibly supports different industry scenarios for ship notice barcode labels. For instance, suppliers in
the automotive industry may need to generate one barcode label per item, a master barcode label for a grouping
of items in a pallet, or a mixed barcode label for a grouping of a set of mixed items in a pallet. At the same time,
suppliers in the food industry may require a single barcode label per shipping container. All of these scenarios can
be supported by designing and configuring multiple barcode label layouts.

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 Figure 32: Barcode Label Scenarios: Automotive Industry

Figure 33: Barcode Label Scenario: Food Industry

Supported Barcode Types

SAP Business Network uses Barcode4J 2.1 to generate barcodes. The Barcode4J library supports the following 1D
and 2D barcode types:

• Interleaved 2 of 5
• ITF-14
• Code 39
• Code 128
• EAN-128, GS1-128 (based on Code 128)
• Codabar

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• UPC-A and UPC-E (with supplementals)
• EAN-13 and EAN-8 (with supplementals)
• POSTNET
• Royal Mail Customer Barcode (Four State)
• USPS Intelligent Mail (4-State Customer Barcode)
• PDF 417 (ISO/IEC 15438:2001(E))
• DataMatrix (ISO/IEC 16022:2000(E))

For more information about Barcode4J, go to http://barcode4j.sourceforge.net/ .

Workflow for Ship Notice Barcode Labels

The following describes the workflow for ship notice barcode label printing:

1. An SAP Business Network customer contacts SAP Ariba Support to engage with SAP Ariba Services to define
one or more custom layout templates for ship notice barcode labels. The templates are Extensible Stylesheet
Language Transformations, or XSLT, files.
2. SAP Ariba Services uploads the custom PDF layout templates to the customer's account. Each custom PDF
layout configuration should have a name that clearly identifies its intended purpose (for instance, an intended
supplier, industry, or label format).
3. An administrator for the SAP Business Network customer assigns the custom PDF layout to a supplier group.
Members of the supplier group can now print a ship notice using the assigned PDF layout.
4. A supplier that belongs to the supplier group opens a ship notice, and clicks Download PDF >
BarcodeLabelLayoutName in the header or in a line item to print a barcode label in PDF format.

 Note

BarcodeLabelLayoutName is a placeholder for the name assigned to the custom PDF layout
configuration for Ship Notice barcode labels. There could be multiple PDF layout configurations for
different types of barcode labels.

Figure 34: Ship Notice Barcode Label Workflow

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Custom PDF Layouts for Quality Inspections

You can customize the PDF layout for quality inspections. These are some possible customizations:

• Add a company logo.

• Remove one or more of the standard quality inspection fields.
• Add one or more of the quality inspection fields not shown by default.

Workflow for Custom PDF Layouts for Quality Inspections

The following describes the workflow for custom PDF layouts for quality inspections:

1. An SAP Business Network customer contacts SAP Ariba Support to engage with SAP Ariba Services to define
one or more custom PDF layout templates for quality inspections. The templates are XSL-FO stylesheets.
2. A SAP Ariba Support representative uploads the custom XSL-FO stylesheets to the customer's account. Each
custom PDF layout configuration should have a name that clearly identifies its intended purpose (for example,
an intended supplier or industry).
3. An administrator for the SAP Business Network customer assigns the custom PDF layout to a supplier.
4. The supplier opens the quality inspection and downloads the custom PDF layout.

Figure 35: Custom PDF Layout for Quality Inspections Workflow

Application Gateway for Supplier Access to Non-SAP

Ariba Applications
SAP Business Network can be configured as an Application Gateway providing suppliers with access to a buyer's
non-SAP Ariba applications through Single Sign-On (SSO). A buying organization can use this tool to provide any of
its suppliers (with an active trading relationship) access to one or more of its third-party party applications.

Buyers can request SAP Ariba to configure an Application Gateway on the supplier home page. This gateway
shows links to customer applications that supplier users can access through SAP Business Network SSO. Buyers
can then assign suppliers to access the third-party applications SAP Ariba has set up on the buyer's behalf. Buyers

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can configure access for suppliers by uploading a CSV file with the required information. SAP Business Network
uses the uploaded information to enable or disable access. This also allows bulk configuration when there are large
numbers of suppliers.

For more information, see Workflow for Single-Sign-On (SSO) Access to Customer Applications [page 200].

Prerequisites

• To have this feature enabled, please have your Designated Support Contact (DSC) contact your SAP Ariba
Customer Success Partner (CSP) or Services Account Executive (Services AE), who can provide information
about enabling the feature.
• Buying organizations must provide access to their non-SAP Ariba cloud applications to their suppliers.
• To use this feature, buyer third-party applications must be set up for single sign-on access. This is done by SAP
Ariba Services.
• Supplier administrators of authorized suppliers must assign roles that have the required permissions to access
SSO. This authorizes users to access the buying organization's non-SAP Ariba cloud applications.
• The buying organization's non-SAP Ariba cloud applications must support the configuration of SAP Business
Network as the identity provider (IDP) using SAML 2.0.
• Suppliers must have active trading relationships with buying organizations.

Workflow for Single-Sign-On (SSO) Access to Customer

Applications

The workflows for single-sign-on (SSO) access to customer applications cover access using the Application
Gateway widget and direct access.

Workflow for SSO Access to Non-SAP Ariba Customer Applications from the Application
Gateway

1. A supplier user logs in with their default SAP Business Network login credentials.
2. If the supplier is SSO-enabled for one or more customer applications, the Gateway icon is shown on the home
page.
3. The supplier user clicks the Gateway icon to display the Application Gateway widget.
4. The Application Gateway widget will show links to all SSO-enabled applications from all buyers.
5. The supplier user clicks a link to access a customer application.
6. After successful authentication via SSO, the supplier user is redirected to a pre-configured landing page in the
buying organization’s non-SAP Ariba application.

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Workflow for Direct Access to Non-SAP Ariba Customer Applications Using SSO.

1. A supplier user logs in directly to the non-SAP Ariba customer application for which the supplier is enabled for
SSO.
2. This sends a SAML request to SAP Business Network identity provider (IDP).
3. The SAP Business Network login page is shown.
4. The supplier user logs in with their default SAP Business Network credentials.
5. SAP Business Network IDP authenticates the supplier user.
6. After successful authentication, the supplier user is redirected to a pre-configured landing page in the buying
organization’s non-SAP Ariba application.

Configuring Third-Party SSO Service Subscriptions

Prerequisites

You are assigned the Administrator role.

Context

You can configure SSO access for suppliers by uploading a completed SSO service subscription CSV file. The
Upload_Third_Party_SSO_Service_Subscriptions_Template.csv has the following structure:

UTF-8,,,,,,
Service Id,Supplier ANID,Operation
Required,Required,Required
String 150,AN0xxxxxxxxxx,String (must match pre-configured value)
sample.service.com,AN01111111111,Enabled

Column Description Required? Value

Service Id Unique identifier of the third- Yes String of length 150

party service characters

Supplier ANID The ANID of the supplier for Yes Valid ANID
whom access is to be enabled
or disabled

Operation The operation to be Yes Enabled or Disabled

performed for the supplier

Procedure

1. Choose Account settings Manage Profile .

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2. On the Configuration page, choose Third Party SSO Service Subscriptions Configuration.
3. On the Third Party SSO Service Subscriptions Configuration page, complete the following steps if you do not
have a completed SSO service subscription CSV file:
a. Click Download latest template version in the Upload File section to download the SSO service
subscription CSV file template.
b. Enter the Service Id, supplier ANID, and the operation (Enabled or Disabled) in the CSV file template.
c. Save the CSV file.
4. Enter a name for the upload event.
5. Browse to select the SSO service subscription CSV file.
6. Click Upload.

Results

SAP Business Network validates the uploaded CSV file and displays the upload event name, status and other
information in the Upload Details table. You must click Refresh Status to view any updated changes. If there are
no errors, the status shows Successfully updated Third Party SSO Service Subscriptions. If there are any errors, it
shows Errors Found. You can correct the errors and upload the corrected CSV file for an upload event in the Reload
File section of the Upload Details page of that event.

If the uploaded CSV file is valid and does not create any errors, suppliers that are enabled for SSO access will see
the corresponding application in their Customer Application Center, while suppliers whose SSO access is disabled
will stop seeing the corresponding application.

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Reports for SAP Business Network Buyers

Use reports to collect information about activities related to your organization’s SAP Business Network account,
such as transaction activity and the suppliers you transact with.

A report is a snapshot of data generated at a particular point in time. With manual reports, you specify the data to
include and then you generate the report.

When you generate a scheduled report, SAP Business Network creates a report file in CSV (comma separated
value) format, with UTF-8 encoding, and overwrites the last report you ran from that template. You can view and
download reports to your local drive to save a record of your account activity over time.

Your organization can generate a total of 100 reports. The maximum number of scheduled reports is 20. Your
report templates and report files are visible to all account users.

 Note

You can generate up to six months of data in Order and Invoice reports, and up to seven days of data in Failed
Invoice reports.

Report Management [page 203]

Report Templates [page 204]

Generate and Download Reports [page 256]

Report Management
The Reports area of your account enables you to carry out all reporting tasks, including creating, editing, and
deleting report templates, as well as running and downloading reports. To access the Reports area of your account,
choose Reports Reports .

The Reports page allows you to do the following:

Button Description

Run Puts a report into the report queue. SAP Business Network generates reports in the order in which they enter
the queue. Regardless of the actual start time, the report will collect information for the date range and time
zone you specified in the report template. The exact timing of a report run might differ from one run to the
next, but the coverage period is always determined by the criteria in the report template

Download Downloads a report file to view the contents. You can download any report that has run successfully. Save the
file to your computer hard disk if you want to keep a record. The next time you run the same report, the new
report file will overwrite the current report file on SAP Business Network.

Edit Modifies reporting criteria in an existing template. The updated template replaces the previous version.

Copy Copies a report template, edits any criteria, and saves it with a new name. When you save a new report
template, SAP Business Network automatically puts your new report into the queue.

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Button Description

Delete Deletes a report template and its corresponding report file. You might delete a report template if your
organization has reached the maximum of 20, and you want to create an entirely new report rather than use
Edit to modify an existing one.

Create Creates a new report template. When you save a new report template, SAP Business Network automatically
puts your new report into the queue.

Refresh Status Refreshes the onscreen display of report status. You might refresh status when a report has been in Queued
or Processing status for some time.

To maximize the benefits of report templates, you can create scheduled reports.

 Note

If your organization has reached the 20 template maximum, or generated 80 manual and 20 scheduled reports,
the Copy and Create buttons are grayed. Before you can create another template or report, you must delete
unneeded reporting files. If multiple individuals in your organization have reporting permission, you might want
to coordinate your approach to reporting. Changes made by one user affect reporting for all other users.

Related Information

Creating a Report Template [page 205]

Report Templates
With scheduled reports, the data included is specified from a report template. The report template defines what
information is included in reports that are generated from it. For example, a purchase order report template defines
which customers you want to include in the report, specifies that you want to report on purchase orders with
amounts in a particular range, and so on. Your report templates are visible to all account users.

Users see only those report types for which they have permissions. Users with permission can perform all tasks for
a particular report type, including creating new reports, running, downloading, and deleting reports.

You can run a manual report at any time by selecting the report on the Reports page and clicking Run. SAP
Business Network collects information for the time and date ranges you set for the report. The exact timing of a
report run might vary depending on the queue, but the coverage period will always be the same.

Creating a Report Template [page 205]

Canceled Payment Transactions Reports [page 207]

Collaboration Type Status Reports [page 207]

Daily Payment Summary Reports [page 211]

Discount Metrics Reports [page 212]

Discount Acceptance Reports [page 213]

Early Payment Limit Reports [page 214]

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 Failed Dynamic Discounting Credit Memo Creation Reports [page 215]

Failed Invoice Reports [page 217]

Failed External Invoice Reports [page 217]

Failed Order Reports [page 218]

Goods Receipt Reports [page 220]

Invoice Reports [page 221]

Open Orders Report [page 223]

Order Reports [page 224]

Order Summary Reports [page 226]

Organization Profile Reports [page 227]

Payment Transactions Reports [page 228]

SCF Trade Details Reports [page 229]

Service Sheet Reports [page 230]

Service Sheet Activity Log Reports [page 233]

Ship Notice Reports [page 235]

Supplier Enablement Status Reports [page 238]

Supplier Enablement Task Status Reports [page 240]

Supplier Membership Status Reports [page 242]

Supplier Profile Reports [page 245]

Supplier Legal Profile Status Reports [page 252]

Supplier Remittance Information Reports [page 253]

Tax Book Reports [page 254]

Vendor Data Export Reports [page 255]

Messaging Reports [page 256]

Creating a Report Template

You can create report templates that define what information is included in reports and whether they are scheduled
or run manually.

Prerequisites

You are assigned a role with one or more report administration permissions. See SAP Business Network
Permissions [page 278].

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Procedure

1. Choose Reports Reports .

The Reports page appears.

Figure 36: Reports Page

2. Click Create.
3. Enter a unique title that will help you and other users easily identify this report from a list. For example,
“Monthly Rejected Order Report.”
4. Enter a description.

The description is useful for identifying the scope and target of the report for all account users. For example,
“Monthly report of all rejected purchase orders.”
5. Choose a value from the Time zone list.

Date and times in your report file use the time zone you select here, expressed as GMT +/-. In addition, SAP
Business Network uses the time zone to determine the range of information collected for the report.
6. Choose a language.

SAP Business Network uses this language for labels in the resulting report file. It displays report data in the
language in which the information was entered into the system.
7. Choose a report type.
8. Click Next. SAP Business Network displays the Schedule page with details for the report type you selected.
9. Click either Manual Report or Scheduled Report. To generate a manual report, go to the Reports page and
click Run. SAP Business Network automatically generates scheduled reports using the frequency that you
specify.
10. If you choose Scheduled Report, SAP Business Network refreshes the page and displays the Scheduling
section. Do the following:
a. Select a date range. By default, a scheduled report includes three months beginning with tomorrow’s date.

 Note

The maximum date range you can include in Order and Invoice reports is six months. You can include
up to seven days of data in Failed Invoice reports.

b. Choose a value from the Automatically Run list to set the report generation frequency.

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 c. Enter up to three email addresses, each separated by single comma. SAP Business Network sends a
notification to these addresses when the report status is Processed.
11. Click Next.
12. On the Criteria page, choose the parameters for the report.
13. Click Submit.
SAP Business Network puts your report into the queue. You can view and download it when its status is
Processed.
14. To view and download the report, select the report template and click Download. Click one of the following:

• Open to view the report. Your browser starts Microsoft Excel and displays the report.
• Save to save the report to your hard disk.

Canceled Payment Transactions Reports

SAP Business Network emails the Canceled Payment Transactions report as a CSV file attachment at the end
of each day to the email address specified during the report setup. The Canceled Payment Transactions report
contains information about all payment canceled that day, in the following columns:

• Payment Number
• Payment Date
• Cancelled Date
• Supplier ANID
• Supplier Name
• Private ID
• Amount
• Reason for Status
• Cancelled By

Collaboration Type Status Reports

Collaboration Type Status reports contain detailed information about suppliers on SAP Business Network,
assigned to their collaboration activities.

The report includes information on the collaboration status, collaboration type, collaboration role, purchase order
activity, and supplier contact details. The report also shows information on suppliers with the On Hold status and
the reason provided for this status change.

To run this report, you need the Supplier Enablement Report Administrator permission.

 Note

Suppliers can't generate this report.

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Collaboration Type Status Report Fields

This table shows the fields in the Collaboration Type Status report:

Field Description

Vendor Name The vendor name specified in the buying organization’s back-end system.

Vendor ID The buyer-specific vendor identifier in the buying organization’s back-end system,
sometimes called supplier private ID.

The Vendor ID is part of the vendor compound key used with SAP Ariba Procurement
solutions or SAP Business Network Commerce Automation.

Site ID The ID of the vendor location. (Part of the vendor compound key used with SAP
Ariba Procurement solutions or SAP Business Network Commerce Automation.)

Site Aux ID An additional ID of the vendor key, often used for address ID or contact ID. (Part
of the vendor compound key used with SAP Ariba Procurement solutions or SAP
Business Network Commerce Automation.)

Legacy Vendor ID Formerly used vendor ID / supplier private ID in SAP Ariba Procurement solutions
or SAP Business Network Commerce Automation. Now used for backward compati-
bility. (Replaced by the vendor compound key: Vendor ID, Site ID, Site Aux ID.)

System ID System IDs are used to uniquely identify different buyer-side business applications.
Only applicable to multi-ERP customers.

Supplier Name The supplier name on SAP Business Network. Once the supplier takes ownership of
the account, it is self-maintained by the supplier.

Supplier ANID The Network ID (ANID) of the supplier.

Collaboration Type The assigned collaboration type of the supplier.

Collaboration Role The assigned collaboration role of the supplier.

Wave The wave assigned to the vendor.

Supplier Enablement Status The status of the supplier enablement for the supplier.

Status Reason The reason specified while changing the supplier enablement status.

Action Required By The owner who is supposed to follow-up or take action on the task.

Comments The comments entered for the supplier.

Supplier Visibility If the supplier is a public (registered) or private supplier on SAP Business Network.

Relationship Method The method used to initiate a trading relationship with the supplier on SAP Business
Network.

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 Field Description

Collaboration Status The status of the collaboration with the buying organization. Possible values:

• Deprecated: The supplier account has been consolidated into an existing sup-
plier account.
• Enabled: The supplier has an active collaboration type and role with the buying
organization.
• Pending: The collaboration with the buying organization is pending and awaiting
approval.
• Disabled: The supplier doesn't have an active collaboration type and role with
the buyer.
• Enforced: The supplier account has been suspended and is awaiting consolida-
tion.
• Rejected: The supplier has rejected a collaboration type and role with the buyer.

Relationship Date Last Updated The date on which the trading relationship status was last updated.

Request Letter Sent If the trading relationship request letter was sent.

Request Letter Sent Date The date on which the trading relationship request letter was sent.

Supplier Responded to Request The supplier responded to the trading relationship request letter by clicking the
invitation URL, asked a question, or viewed the supplier information portal.

Supplier Responded to Request Date The date on which the supplier responded to the trading relationship request letter.

Terms of Use Accepted If the supplier has accepted the SAP Business Network terms of use.

Terms of Use Accepted Date The date on which the supplier accepted the SAP Business Network terms of use.

Collaboration Relationship Accepted If the supplier has accepted the trading relationship with the buying organization on
SAP Business Network.

Collaboration Relationship Accepted The date on which the supplier accepted the trading relationship with the buying
Date organization on SAP Business Network.

Transacted If the supplier has received a purchase order or sent an invoice on SAP Business
Network.

Transacted Date The first date on which the supplier received a purchase order or sent an invoice on
SAP Business Network.

POs 1 Year The number of purchase orders sent by the buying organization in the past one year
SAP Business Network.

PO Spend The spend value for the purchase orders sent by the buying organization in the past
one year SAP Business Network.

Invoices 1 Year The number of invoices received by the buying organization in the past one year SAP
Business Network.

Invoices Spend The spend value for the invoices received by the buying organization in the past one
year SAP Business Network.

Account Activity The status of the account activity.

Account Activity Completed The date on which the account activity was completed.

Purchase Order Activity The status of the purchase order activity.

Purchase Order Activity Completed The date on which the purchase order activity was completed.

Invoice Activity The status of the invoice activity.

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Field Description

Invoice Activity Completed The date on which the invoice activity was completed.

Catalog Activity The status of the customer catalog activity.

Catalog Activity Completed The date on which the customer catalog activity was completed.

Payment Activity The status of the payment activity.

Payment Activity Completed The date on which the payment activity was completed.

Discount Management Activity The status of the discount management activity.

Discount Management Activity The date on which the discount management activity was completed.
Completed

AribaPay Activity The status of the AribaPay activity.

AribaPay Activity Completed The date on which the AribaPay activity was completed.

Vendor Contact and Supplier Address Details

Vendor Contact First Name First name of the vendor contact

Vendor Contact Last Name Last name of the vendor contact

Vendor Contact Phone Phone number of the vendor contact

Vendor Contact Email E-mail address of the vendor contact

Vendor City Vendor city

Vendor Country Vendor country/region

Supplier Address 1 Address of the supplier

Supplier Address 2 Address of the supplier

Supplier Address 3 Address of the supplier

Supplier City Supplier city

Supplier State Supplier state

Supplier Zip Supplier ZIP code

Supplier Country Supplier country/region

Supplier Phone Phone number of the supplier

Supplier Fax Fax number of the supplier

Supplier Website Web site address of the supplier

Last Vendor Upload Name The name specified when the last CSV file was uploaded. The buying organization
enters a name for each CSV file uploaded in the Upload Vendor page.

Last Vendor Upload Date The date on which the last CSV file was uploaded.

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Daily Payment Summary Reports

You can run scheduled and manual summary reports that contain the status of all payment transactions created
and sent to the payment provider for a particular business day, and you can be notified by email when the daily
summary report is ready.

The scheduled Daily Payment Summary report contains information about payments made from the daily cut-off
time of the previous day to the daily cut-off time of the current day.

The manual Daily Payment Summary report contains information about payments made between 12:00am and
11:59pm on the specified day.

Daily Payment Summary Report Contents

The Daily Payment Summary report contains three sections: Summary, Payments Accepted by Payment
Provider, and Payment Details. An explanation of the columns and information displayed in these sections is
listed in the tables below:

Summary

Payment Method The payment method used for the listed payments.

Payment Expected The number of payments submitted.

Value of Payments Expected The total value of the submitted payments.

Exceptions The number of payments that encountered exceptions.

Value of Exceptions The total value of payments that encountered exceptions.

Payments Processed The number of payments that processed successfully.

Value of Payments Processed The total value of payments that processed successfully.

Payments Canceled The number of payments that were canceled.

Value of Payments Canceled The total value of payments that were canceled.

Payments Accepted by Payment Provider

Total Count The total number of payments accepted by the Payment Pro-
vider.

Total Value The total value of payments accepted by the Payment Provider.

Payment Details

Supplier ANID The ANID of the supplier paid.

Supplier Name The name of the supplier paid.

Supplier Private ID The Private ID of the supplier paid.

Transaction # The Transaction Number of the payment.

Date Created The date the payment was created.

Payment Number The number assigned to the payment.

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Payment Details

Amount The value of the payment.

Status The status of the payment.

Discount Metrics Reports

Discount Metrics reports contain information about all your Discount Management transactions.

There are four types of Discount Metrics reports:

• Discount Volumes Report (Aggregate): Displays discount activity by the supplier at the aggregate level. The
purpose of this report is to show one line of data elements per supplier relationship.
• Discount Volumes Report (Detail): Displays historical discount activity by supplier at the transactional level.
The purpose of this report is to show the data elements at the individual transaction level.
• Discount Metrics Report (Monthly): Displays historical discount metrics by month. The purpose of this report
is to aggregate the discount data at a Buyer/Program level so buyers can track the performance of their overall
discount program.
• Discount Metrics Report (12 Month Rolling): Displays historical discount metrics by 12-month rolling totals/
Avg. The purpose of this report is to aggregate the discount data at a Buyer/Program level so buyers can track
the performance of their overall discount program.

 Note

• To run Discount Metrics reports, you must have the Buyer Discount Management Program Administrator
permission and your account must be enabled for Discount Management by SAP Ariba Support. To set this
permission, go to Modifying a Role [page 266].
• If your organization uses SAP Ariba Invoice Management or SAP Ariba Buying and Invoicing with an
SAP Ariba payment module, and discount management is enabled for these solutions, then no other
configuration is required to use the discount management functionality on SAP Ariba.

 Restriction

Suppliers cannot generate this report.

Discount Metrics Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Payment Date Select the range of payment dates you want to include in the report.

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Discount Metric Report Fields

Field Description

Supplier The name of each supplier included in the report.

Discount Type The type of Discount Management transaction.

Number of Discounts The number of transactions, grouped by supplier and type of Discount Management trans-
action.

Total Net Amount The total net amount of all transactions, grouped by supplier and type of Discount Man-
agement transaction.

Total Discount Amount The total value of the discounts for all transactions, grouped by supplier and type of
Discount Management transaction.

Avg. Discount Amount The standard average discount amount of all Discount Management transactions, grouped
by supplier and type of Discount Management transaction.

Avg. Discount % The standard average percentage of all Discount Management transactions.

Avg. Discount APR % The annual percentage rate average for all discounts taken.

Avg. Days Paid Early The average number of days invoices were paid early for all Discount Management transac-
tions, grouped by supplier and type of Discount Management transaction.

Avg. Days Paid From Invoice The average number of days after the invoice date that the invoice is paid.

Discount Acceptance Reports

Reports for accepted discount offers contain information about your accepted standing early payment term offers,
such as the discount percentage, discount term, and net term.

 Note

• To run Discount Acceptance reports, you must have the Buyer Discount Management Program
Administrator permission and your account must be enabled for Discount Management by SAP Ariba
Support. To set this permission, go to Modifying a Role [page 266].
• If your organization uses SAP Ariba Invoice Management or SAP Ariba Buying and Invoicing with an
SAP Ariba payment module, and discount management is enabled for these solutions, then no other
configuration is required to use the discount management functionality on SAP Ariba.

 Restriction

Suppliers cannot generate this report.

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Discount Acceptance Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Accepted Date Select the range of accepted dates you want to include in the report.

Discount Acceptance Report Fields

Field Description

Supplier The name of each supplier included in the report.

Supplier ANID The Ariba Network ID of each supplier included in the report.

Discount Percentage The invoice face amount discount percentage (the discount amount divided by the total
amount) that SAP Business Network uses to calculate the payment discount each day).

Discount Term (Days) The number of days for which the maximum discount rate is available after you send a
payment schedule.

Net Term (Days) The number of days between the invoice date and the net payment due date, after which no
discount is available.

Sliding Scale Whether or not the discount is on a sliding scale between the net payment term and the
discount payment term.

Date Accepted The date on which the discount terms were accepted by the supplier.

Early Payment Limit Reports

You can run the Early Payment Limit report to analyze historic and anticipated usage against your configured
limits.

Currency-specific early payment limits allow you to ensure that your treasury department’s ability to pay early is
not exceeded. You can configure monthly payment limits per currency that apply to all buyer-initiated discount
offers. When the sum of accepted scheduled payments exceeds the defined limit in a given month, SAP Business
Network prevents your suppliers from requesting further payments in that month.

 Note

• To run Early Payment Limit reports, you must have the Buyer Discount Management Program
Administrator permission and your account must be enabled for Discount Management by SAP Ariba
Support. To set this permission, go to Modifying a Role [page 266].
• If your organization uses SAP Ariba Invoice Management or SAP Ariba Buying and Invoicing with an
SAP Ariba payment module, and discount management is enabled for these solutions, then no other
configuration is required to use the discount management functionality on SAP Ariba.

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  Restriction

Suppliers cannot generate this report, but they have an Early Payment Detail report instead.

Early Payment Limit Report Criteria

Field Description

Currency Choose a currency, or choose All to include all currencies.

Payment Date Select the range of payment dates to include in the report.

Early Payment Limit Report Fields

Field Description

Month Month of the early payment limit.

Currency Currency for the early payment limit.

Limit Limit on scheduled payments for the specified month.

Original Cash Flow Original cash flow before discounts.

New Cash Flow New cash flow after discounts.

Failed Dynamic Discounting Credit Memo Creation Reports

The Failed Dynamic Discounting Credit Memo Creation report displays information about dynamic discounting
credit memos that could not be automatically generated on behalf of your suppliers.

 Note

• To run Failed Dynamic Discounting Credit Memo Creation reports, you must have the Buyer Discount
Management Program Administrator permission and your account must be enabled for Discount
Management by SAP Ariba Support. To set this permission, go to Modifying a Role [page 266].
• Suppliers must have the Payment Profile permission and have established a trading relationship with your
buyer account.
• If your organization uses SAP Ariba Invoice Management or SAP Ariba Buying and Invoicing with an
SAP Ariba payment module, and discount management is enabled for these solutions, then no other
configuration is required to use the discount management functionality on SAP Ariba.

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Failed Dynamic Discounting Credit Memo Creation Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, choose Select and then select suppliers for the report.

Remittance Transaction Date Select the range of remittance dates you want to include in the report.

Failed Dynamic Discounting Credit Memo Creation Report Fields

Field Description

Supplier The supplier for which SAP Business Network attempted to generate a dynamic discounting
credit memo.

Remittance Transaction The date on which the remittance was sent.

Date

Remittance Payment Date The date on which the remittance was paid.

Remittance ID The unique identifier of the remittance.

Payment Proposal ID The unique identifier of the scheduled payment.

Invoice Number The unique identifier of the invoice.

Payment Proposal Discount The discount amount on the scheduled payment.

Amount

Payment Proposal Discount The currency of the discount amount on the scheduled payment.
Currency

Payment Proposal Tax The total value of tax adjustments on the scheduled payment.
Adjustment Amount

Payment Proposal Tax The currency of the total value of tax adjustments on the scheduled payment.
Adjusment Currency

Remittance Discount The discount amount on the remittance.

Amount

Remittance Discount The currency of the discount amount on the remittance.

Currency

Remittance Adjustment The total value of tax adjustments on the remittance.

Amount

Remittance Adjustment The currency of the total value of tax adjustments on the remittance.
Currency

Failure Reason(s) The reason that the dynamic discounting credit memo could not be automatically generated.

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Failed Invoice Reports
Failed invoice reports contain information about failed or rejected invoices over a maximum range of one week.

You can generate a report daily, weekly, or for any week you specify. The report includes the reasons why the
invoices failed or were rejected. In this report, the Status Comments column displays the user-provided comments
and the Rejection Reasons column displays the rejection reasons generated by the ERP or procurement systems.
Rejection reasons in the reports can help understand if there are any patterns in rejections. Using the data in these
two columns can help users take preventive measures to avoid unnecessary reconciliation tasks, and to make it
easy to perform reconciliation tasks.

Suppliers can also generate this report.

For example, you might see the following in a failed invoice report:

INV-73: The Ship From information is missing or incomplete in the invoice header.;
INV-79: The Ship To information is missing or incomplete in the invoice header.

Failed Invoice Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Search by supplier groups Select this option to search for suppliers by supplier group.

Supplier Group To limit the report to suppliers from a supplier group, click Select to select a group.

Filter Invoice By Select a filtering option:

• Date Invoice Created - To create the report based on the creation date of the invoices
• Date Invoice Rejected/Failed - To create the report based on the date the invoice was
rejected or failed

Date Range Select the range of accepted dates you want to include in the report.

Failed External Invoice Reports

Failed external invoice reports contain information about failed external invoices.

SAP Business Network validates invoices based on the SAP Ariba cXML format. Invoices are transformed from a
country/region-specific schema format (for example Fattura PA in Italy or CFDI in Mexico) to the SAP Ariba cXML
format. Therefore, business transaction rules or core validations against data in the SAP Ariba cXML invoice may
lead to failures on SAP Business Network.

You may expect to have these failed external invoices to be transmitted to your procurement systems because
these invoices were already submitted and validated by your country/region specific tax authorities.

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You can generate a report daily, weekly, or for any week you specify. The report includes the system at which
external invoices failed. In this report, the Invoice Origin column displays the location at which the invoice
originated, and the Point of Failure column displays the system at which the external invoice failed. These two
columns in the reports can help understand if there are any patterns in the failures. Using the data in these two
columns can help users take preventive measures to avoid unnecessary reconciliation tasks, and to make it easy to
perform reconciliation tasks.

The column isFailedAndRouted indicates if an external invoice failed, and was then automatically transmitted to a
buyer's procurement system. The column body shows either 'Yes' or 'No' values.

Failed External Invoice Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Date Range Select the range of accepted dates you want to include in the report.

Failed Order Reports

Failed Order reports contain information about orders that have a routing status of Failed.

When an order has a routing status of Failed, it means SAP Business Network experienced a problem routing the
order to the seller. For example, an order fails if the fax number in the purchase order is invalid.

Failed order reports:

• Include the reason for the routing failure

• Help you identify failed orders quickly so you can fix the issues and resend the orders
• Can contain up to seven days’ worth of data, and can be generated daily, weekly, or for any week you specify

 Note

In order to work with failed order reports, a user must have the Purchase Order Report Administration
permission. This is the same permission that is required for working with order and order summary reports.

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Failed Order Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Search by supplier groups Select this option to search for suppliers by supplier group.

Supplier Group To limit the report to suppliers from a supplier group, click Select to select a group.

Filter Order By Select whether to filter the report based on when the purchase order failed or when it was
created.

Date Range Select the range of accepted dates you want to include in the report. You can include up to
one week (seven days) of data in a failed purchase order report. If you don’t specify a date
range, the report includes data for the last seven days before the report is run.

Failed Order Report Fields

Field Description

Order # The order number.

Customer (in seller-created re- The name of the customer.

ports only)

Customer_ANID (in seller-created The customer’s Ariba Network ID.

reports only)

Supplier (in buyer-created reports The name of the supplier.

only)

Supplier_ANID (in buyer-created The supplier’s SAP Business Network ID.

reports only)

Revision The revision number of the order.

Currency The currency used for monetary amounts in the order.

Amount The total monetary amount of the order.

Created Date The date the order was created on SAP Business Network.

Routing Status The routing status of the order. In failed purchase order reports, the value in this column is
always Failed.

Order Status The fulfillment status of the order.

Blanket PO Indicates whether the order is against a blanket purchase order.

Failure Date The date when the routing status of the order became Failed.

Failure Reason The reason the order failed to be routed to the seller. Only the most recent failure reason is
included in the report.

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Field Description

Routing Method The supplier (seller) order routing method.

Payload ID The payload ID of the document. The payload ID uniquely identifies the document and is
used for document logging and tracking.

External Document Type The custom order type supplied by the customer.

Goods Receipt Reports

Goods Receipt reports show information about the goods receipts your account has sent in response to receiving
material goods. They show goods receipt information both at the document and line-item levels, indicating
quantities that were ordered, received, invoiced, and rejected.

Suppliers can also generate this report.

Goods Receipt Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Search by supplier groups Select this option to search for suppliers by supplier group.

Supplier Group To limit the report to suppliers from a supplier group, click Select to select a group.

Goods Receipt Number Optionally, enter a specific goods receipt number assigned by the procurement application.

Document Received Date Select the range of accepted dates you want to include in the report.

Goods Receipt Report Fields

Field Description

Supplier ANID The supplier’s Ariba Network ID.

Supplier Name The name of the supplier.

Receipt # The unique identifier assigned to the goods receipt.

Receipt Date Date of the receipt.

Order # Order number associated with the receipt.

Receipt Line Number Receipt line number for an item.

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 Field Description

PO Line Number Related order line number for an item.

Manufacturer Part Number Manufacturer part number.

Customer Part Number Part number of the item in the buyer's system.

Part Number Part number of the item.

Description Description of the item.

Ordered Quantity Ordered quantity for the item.

Total Received Quantity Total quantity received for the item.

Total Rejected Quantity Total quantity rejected for the item.

Total Invoiced Quantity Total quantity invoiced for the item.

Received Quantity in this Receipt Quantity received for the item in this receipt.

Rejected Quantity in this Receipt Quantity rejected for the item in this receipt.

ASN Number Ship notice number.

UOM Unit of measure.

Unit Price Unit price for the item.

Unit Price Currency Currency associated with the unit price.

Currency The currency used for monetary amounts in the receipt.

Ship To Name Name used in the Ship To address.

Ship To Street Street used in the Ship To address.

Ship To City City used in the Ship To address.

Ship To State State used in the Ship To address.

Ship To Postal Code Postal code used in the Ship To address.

Ship To Country Country/region used in the Ship To address.

Document Received Date Date the goods receipt was received.

Invoice Reports
Invoice reports provide information on invoices your suppliers have sent you over a maximum range of six months.
This can be helpful for tracking invoices from specific suppliers over time or overall invoice volume for a period of
time.

If you use Ariba Services Procurement and either send an order with labor items or receive an invoice with labor
item details, the invoice report contains additional columns for the contractor’s name, start and end dates, and bill
rates.

To create a broad report, use the default values. Your report will include all suppliers that have received orders from
you and all invoices for the default four-week time period.

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  Restriction

When you conduct a search to find specific suppliers to report on, the search results do not include suppliers
with suspended accounts.

In this report, the Status Comments column displays the user-provided comments. This report also includes the
Rejection Reasons column which displays the rejection reasons generated by the ERP or procurement systems.
Rejection reasons in the reports can help you understand if there are any patterns in rejections so that you can take
preventive measures to avoid unnecessary reconciliation tasks.

Invoice Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Search by supplier groups Select this option to search for suppliers by supplier group.

Supplier Group To limit the report to suppliers from a supplier group, click Select to select a group.

Invoice Number To report on an invoice with a specific number, enter a numeral in the text box. Invoice
numbers are case-sensitive, so INV123 is different from inv123.

Invoice Amount To report on orders with amounts in a specified range, enter numerals in the fields. Do not
enter currency symbols. SAP Business Network uses your organization’s default currency.
To override your default currency, enter numeric values and a currency code.

Contractor To report on invoices from a temporary employee or contractor, enter the full name in the
text box.

Routing Status Select a value from the list to report on invoices by routing status. See Invoice Routing
Status Levels [page 377].

Invoice Status Select a value from the list to report on invoices by fulfillment status. See Invoice Docu-
ment Status Levels [page 377].

Invoice Date Select the range of invoice dates you want to include in the report.

 Note
If this is a scheduled report, the Invoice Date list includes appropriate selections for
the frequency you selected on the previous page in the Automatically Run list.

Max Results Returned Select the maximum number or records returned by the report. By default, the report
returns up to 100 records.

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Open Orders Report

The Open Orders report includes information on order status, routing status, and line-item details.

This report can contain up to 70,000 lines, including the header lines.

Prerequisites

To use this report, you must belong to a role that provides the Purchase Order Report Administration permission.

Open Orders Report Criteria

Field Description

Customer (Suppliers only) By default, all buyers are included. Click Select to select buyers for
the report.

Supplier (Buyers only) By default, all suppliers are included. Click Select to select suppliers for
the report.

Search by supplier groups (Buyers only) Check this box, then click Select to select supplier groups for the report.

Supplier State (Buyers only) To limit the report to suppliers in a specific state or province, select a
value from the list.

 Note
This field shows values to choose from only if the specified country or region has
state values.

Supplier Country (Buyers only) To limit the report to suppliers in a specific country/region, select a
value from the list.

Order Number To report on an order with a specific number, enter an order number in the text box.

Ship To State Select from the dropdown the state or province the order is shipping to. Start typing
the name, then choose it from the list.

Ship To Country Select from the dropdown the country or region the order is shipping to. Start typing
the name, then choose it from the list.

Exclude Fully Shipped Excludes orders and line items that are fully shipped. This filter only displays when the
Order Status is Any.

Ship From State (Requires SAP Business Network for Supply Chain) Select from the dropdown the
state or province the order is shipping from. Start typing the name, then choose it from
the list.

Ship From Country (Requires SAP Business Network for Supply Chain) Select from the dropdown the
country or region the order is shipping from. Start typing the name, then choose it
from the list.

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Field Description

Exclude Fully Received Excludes orders and line items that are fully received or closed for receiving. This filter
only displays when the Order Status is Any.

Order Amount Enter an order amount or range. Do not enter currency symbols.

Order Routing Status Choose a routing status, or use the default value, Any.

Order Status Select one to nine values from the list to report on orders by fulfillment status. To
create a broad report, use the default value, Any.

Order Date (Required) Select a range of order dates. The report can be run for a period up to 6
months.

Delivery Date Select the time period of delivery dates to include in the report.

Maximum Results Returned Enter the maximum number of records returned by the report. The default is 100. The
report supports up to 70,000 records.

Exclude Fully Confirmed Excludes orders and line items that are fully confirmed. This filter only displays when
the Order Status is Any.

Customer Location Unique identifier for a location in the buyer organization.

Planner Code Unique code used to identify a planner.

Purchasing Organization A subdivision of a company’s purchasing community.

Purchasing Group The principal channel for the company's vendors.

Company Code The organizational unit for the account used for external reporting.

Related Information

Creating a Report Template

Generating and Downloading Reports
Viewing a Generated Report with Double-Byte or Accented Characters [page 258]

Order Reports

Order reports provide detailed information on orders you have sent over a maximum range of six months.

These reports can be helpful for tracking details of transactions with specific suppliers, for specific time periods,
and for validation. Order reports provide raw order data.

These reports also include the following information on blanket purchase orders (BPOs):

• Whether the order is a blanket purchase order

• Whether it is a release required or no release required BPO
• Whether it is a release purchase order sent against a release required BPO
• The amount available in the BPO
• Whether the BPO is open or closed

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  Restriction

When you conduct a search to find specific suppliers to report on, the search results do not include suppliers
with suspended accounts.

Order Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Search by supplier groups Select this option to search for suppliers by supplier group.

Supplier Group To limit the report to suppliers from a supplier group, click Select to select a group.

Order Number To report on a purchase order with a specific number, enter an order number in the text box.
Order numbers are case-sensitive, so PO123 is different from po123.

Order Amount To report on orders with amounts in a specified range, enter numerals in the fields. Do not
enter currency symbols. SAP Business Network uses your organization’s default currency. To
override your default currency, enter numeric values and a currency code.

Order Routing Status Select a value from the list to report on orders by routing status. [page 368] To create a broad
report, use the default value, Any.

Order Status Select a value from the list to report on orders by fulfillment status. [page 369] To create a
broad report, use the default value, Any.

Include Active Orders Only Select this option to report on orders that are active. This does not include cancel orders and
purchase orders that are in Obsoleted state.

 Note
This option is not available if the Purchase Order Status selected is Obsoleted.

Order Date Select the range of order dates you want to include in the report.

Max Results Returned Select the maximum number or records returned by the report. By default, the report returns
up to 100 records.

Include Line Item Select this option to include line item information in the report.
Information

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Field Description

Include Order Confirmation Select this option to include details on the related order confirmation (if available) for each
Information purchase order line-item.

The following order confirmation information is included in the report:

• Confirmation Number
• OC Creation Date
• Est. Shipping Date
• Est. Delivery Date
• Est. Shipping Cost
• Est. Shipping Cost Currency
• Est. Tax Cost
• Est. Tax Cost Currency
• OC Unit Price
• OC Unit Price Currency
• OC Quantity
• OC Status
• Supplier Email Address

Order Summary Reports

Order summary reports show how much you have purchased from your suppliers. These reports are useful for
tracking procurement activity and negotiating purchasing contracts.

Order summary reports include changes resulting from cancel and change orders. These reports contain
information for your active suppliers, as well as those you have removed from your active supplier list.

SAP Business Network charges suppliers a network transaction fee when each supplier crosses the transaction
threshold. This fee is calculated on the supplier's current transaction value and volume and a percentage of the
total transaction amount is charged. In case your supplier has disputed a transaction against a purchase order, the
disputed amount is displayed in the report. The report also includes the number of disputed orders.

If you have sent orders in multiple currencies to a supplier, SAP Business Network converts the amounts to your
preferred currency using exchange rates imported from Bloomberg L.P. on the day you run the report.

SAP Business Network collects information for the time and date ranges you set for the report. The exact timing of
a report run might vary depending on the queue, but the coverage period will always be the same.

 Restriction

When you conduct a search to find specific suppliers to report on, the search results do not include suppliers
with suspended accounts.

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Order Summary Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific suppliers,
click Select and then select suppliers for the report.

Order Date Select the range of order dates you want to include in the report. By default, the report includes four
weeks preceding today’s date. The narrower the range, the quicker the search.

 Note
If this is a scheduled report, the Order Date list includes appropriate selections for the frequency
you selected on the previous page in the Automatically Run list.

Related Information

Updating Locale Settings [page 28]

Organization Profile Reports

The Organization Profile report provides a simple way to download your company profile information from SAP
Business Network in CSV format.

To generate the Organization Profile report, you need to be the administrator of your SAP Business Network
account. Suppliers can also generate this report.

This report doesn’t have any parameters to set on the Criteria page.

Organization Profile Report Fields

Field Description

ANID The Ariba Network ID of the account

Org Name Company name

Org Address Company address

Admin Name Administrator's name for the account

Admin Email Administrator's email address

Admin Username Administrator's SAP Business Network username

Admin Address Administrator's address

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Field Description

Customer Names The list of trading partners for your account

Customer ANIDs The list of Ariba Network IDs for your company's trading part-
ners

Payment Transactions Reports

The Payment Transactions report provides detailed information on payment transactions, including supplier
details, payment dates, payment amounts, and statuses.

These reports allow you to track payment status quickly outside the ERP system that issued the payment.

Payment Transactions Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Payment Remittance To limit the report to payments with a specific status, choose a status from the dropdown.
Status

Payment Date Select the range of accepted dates you want to include in the report. By default, the report
includes one month preceding today’s date. The narrower the range, the quicker the search.

Payment Transaction Report Fields

Field Description

Transaction Date The date SAP Business Network received the payment.

Transaction # The unique identifier for the payment assigned by SAP Business Network.

Supplier Name The name of the supplier to which the payment was issued.

Supplier ANID The Ariba Network ID of the supplier to which the payment was issued.

Private ID An internal private ID for the supplier to which the payment was issued.

Payment Number The payment ID assigned by the ERP system.

Payment Method The payment method for the payment, such as ACH, check, or AribaPay.

Payment Date The date calculated for the payment based on the payment date specified in the payment batch,
bank holiday and other bank calendar configurations, and processing time.

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 Field Description

Net Amount The net amount of the payment.

Status The payment status.

Status Changed The date of the latest change to the value in the Status column.

Routing Status The payment routing status.

Reason for Status The last status message associated with the current status.

SCF Trade Details Reports

The SCF Trade Details reports displays information about payment obligations traded through the PrimeRevenue
trading platform.

SCF Trade Details Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Trade Date Range Select the range of trade dates you want to include in the report.

SCF Trade Details Report Fields

Field Description

Line Number The line number of the payment obligation as displayed on the Trade document.

Supplier ANID The Ariba Network ID of each supplier included in the report.

Supplier Name The name of the supplier.

Supplier Country The country/region of the supplier.

Invoice Number The number of the invoice associated with the traded payment obligation.

Invoice Amount The value of the invoice associated with the traded payment obligation.

Credit Applied The value of credit applied to the invoice associated with the traded payment obligation.

Trade Amount The value of the traded payment obligation.

Discount Amount The value of the discount achieved by trading the payment obligation.

Trade ID The identification number of the trade document.

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Field Description

Funder ID The ID of the third-party funder who purchased the payment obligation.

Funder Name The name of the third-party funder who purchased the payment obligation.

Transaction Date The date of the original transaction.

Trade Date The date the payment obligation was traded.

Approved Date The date the invoice was approved.

Service Sheet Reports

Service Sheet reports show information about the service sheets your suppliers have submitted to you as they
fulfill service orders. They show service sheet information at the document level, for an overall view of service sheet
activity without the details.

Service Sheet reports are useful for tracking overall service sheet activity related to your orders, as well as your
company’s activity in approving or rejecting service sheets.

Service Sheet Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Purchase Order # To limit the report to service sheets for a specific order, enter an order number in the text box.
Order numbers are case-sensitive, so PO123 is different from po123.

Routing Status To report on service sheets by routing status, select a value from the list. To create a broad
report, use the default value, Any.

Service Sheet Status To report on service sheets by status, select a value from the list. To create a broad report,
use the default value, Any.

Service Sheet Date Select the range of service sheet dates you want to include in the report.

Max Results Returned Select the maximum number or records returned by the report. By default, the report returns
up to 100 records.

Related Information

Service Sheet Activity Log Reports [page 233]

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Service Sheet Report Fields

Field Description

Service Sheet # The unique identifier the supplier assigns to the service sheet.

Issue Date The date the supplier specifies on the service sheet in the Service Sheet Date field.

Purchase Order # The unique identifier for the order from which the supplier created the service sheet.

Supplier The name of the supplier that created the service sheet.

Supplier ANID The Ariba Network ID of the supplier that created the service sheet.

Currency The currency for the Service Sheet Amount.

Service Sheet Amount The total amount for the service sheet.

Routing Status The routing status for the service sheet, which can be one of the following values:

• Queued
• Sent
• Acknowledged
• Failed
• Obsoleted

Service Sheet Status The status for the service sheet, which can be one of the following values:

• Sent
• Failed
• Rejected
• Approved
• Invoiced
• Partially Invoiced

Service Sheet Status Date The date when the service sheet status changed to the current status.

Created On The date when the service sheet document was created as an object in SAP Business Net-
work.

Rejection Reasons The rejection reasons generated by the ERP or procurement systems. Rejection reasons in
the reports can help you understand if there are any patterns in rejections so that you can
take preventive measures to avoid unnecessary reconciliation tasks.

How to Generate Proof of Service Report by a Buyer

Buyers can generate reports for proof of service (PoS) using the following procedure:

1. Choose Reports from the menu bar.

2. Click Create.
3. Enter a unique report title in the Title field in the Report Description section.
4. Enter a description.
5. Choose a value from the Time zone dropdown.
Date and times in your report file use the time zone you select here, expressed as GMT +/-. In addition, SAP
Business Network uses the time zone to determine the range of information collected for the report.

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6. Choose a language.
SAP Business Network uses this language for labels in the resulting report file. It displays report data in the
language in which the information was entered into the system.
7. Choose Proof of Service Report from the Report Type dropdown.
8. Click Next.
The Report Schedule section is displayed with details for the report type you selected.
9. Choose Manual Report or Scheduled Report.
• To generate a manual report, choose Manual Report and click Next.
• To generate scheduled reports, choose Scheduled Report and enter the following details.
• Choose a Start Date and End Date.
• Choose a schedule from the Automatically Run dropdown. the possible values are Monthly, Weekly,
Daily, and Daily (Except Sat, Sun).
• Enter an email ID to receive email notifications in the Email notification.
SAP Business Network automatically generates scheduled reports using the frequency that you specify.
10. Choose the supplier from the Supplier dropdown in the Criteria section.
You can choose all suppliers or a specific supplier.
11. Choose the PoS status from the PoS Status dropdown, based on which the report will be generated.
The value of PoS Status can be one of the following:
• All Statuses
• Approved
• Buyer Rejected
• Pending Approval
12. Choose the date range for PoS report generation from the Date Range field.
13. Click Submit.
SAP Business Network puts your report into the queue. You can view and download it when its status is
Processed.
14. To view and download the report, select the report template and click Download. Click one of the following:
• Open to view the report. Your browser opens to display the report.
• Save to save the report to your local system.

The PoS report generated by the buyer contains the following columns:

Column Description

PoS Number The unique number given to the proof of service by the user.

Project Code Generic code of the project.

Service Location Location or site code of the service.

Status Status of the PoS.

Service Start Date Date of the start of the service.

Service End Date Date of the end of the service.

Response Deadeline Date by which the service is to be completed.

Buyer First name and last name of the buyer.

Hours Worked Number of hours taken to complete the service.

Buyer Comments Comment added by the buyer about the PoS approval or rejec-
tion.

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 Column Description

PO Number PO number.

PO Status Status of the PO.

PO Creation Date Date of creation of the PO.

Accounting Code The accounting code for PoS.

Related Information

Proof of Service in SAP Business Network [page 341]

Proof of Service Using SAP Field Service Management [page 346]

Service Sheet Activity Log Reports

Service Sheet Activity Log reports show line-item information for the service sheets your suppliers have submitted
to you as they fulfill service orders.

For each line in each service sheet, the report shows detailed information, including information about associated
orders and invoices. Service Sheet Activity Log reports are useful for monitoring details of how each service order is
fulfilled and invoiced.

Service Sheet Activity Log Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Purchase Order # To limit the report to service sheets for a specific order, enter an order number in the text box.
Order numbers are case-sensitive, so PO123 is different from po123.

Routing Status To report on service sheets by routing status, select a value from the list. To create a broad
report, use the default value, Any.

Service Sheet Status To report on service sheets by status, select a value from the list. To create a broad report,
use the default value, Any.

Service Sheet Date Select the range of service sheet dates you want to include in the report.

Max Results Returned Select the maximum number of records returned by the report. By default, the report returns
up to 100 records.

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Service Sheet Activity Log Report Fields

Field Description

Service Sheet # The unique identifier the supplier assigns to the service sheet.

Supplier The name of the supplier that created the service sheet.

Supplier ANID The Ariba Network ID of the supplier that created the service sheet.

Issue Date The date the supplier specifies on the service sheet in the Service Sheet Date field.

Purchase Order # The unique identifier for the order from which the supplier created the service sheet.

PO Line Item # The order line item number associated with the service sheet.

PO Item Part # The part number for the order line associated with the service sheet.

Contract # The unique identifier for the contract associated with the order line for the service sheet.

Item Type One of the following two values:

• Material for material goods line items on the service sheet.

• Service for service line items on the service sheet.
• Lean Service for low-value materials and services, such as ordering small items, receiv-
ing multiple small deliveries, and paying small invoices.
• Limit Service for low-value services costing up to a specified amount. The buyer need
not specify the other details of this service such as quantity and service details, at the
time of purchase. The purchased service will be carried out till the buyer-specified limit is
exhausted.

Item Part # The part number that the supplier entered for the service sheet line item.

Description The description associated with the service sheet line item.

Quantity The quantity for the service sheet line item.

Unit of Measure The unit of measure for the service sheet line item.

Unit Price Currency The currency for the Unit Price.

Unit Price The unit price for the service sheet line item.

Item Subtotal Currency The currency for the service sheet Item Subtotal.

Item Subtotal The subtotal for the service sheet line item.

Invoiced Quantity The quantity the supplier has invoiced for the service sheet line item.

Invoiced Currency The currency of the Invoiced Amount.

Invoiced Amount The amount the supplier has invoiced for the service sheet line item.

Routing Status The routing status for the service sheet, which can be one of the following values:

• Queued
• Sent
• Acknowledged
• Failed
• Obsoleted

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 Field Description

Service Sheet Status The status for the service sheet, which can be one of the following values:

• Sent
• Failed
• Rejected
• Approved
• Invoiced
• Partially Invoiced

Service Sheet Status Date The date when the service sheet status changed to the current status.

Created On The date when the service sheet document was created as an object in SAP Business Net-
work.

Ship Notice Reports

Ship Notice reports consolidate detailed information from ship notices and their related purchase orders and
goods receipts.

The generated Ship Notice report is an Excel file named Ship_Notice_Summary_Report.xlsx. The report can
include schedule-line information from a purchase order if the related ship notice was created using the Items to
Ship tab. Suppliers can also generate this report.

Ship Notice Report Criteria

Field Description

Supplier By default, all suppliers are included in the report. To limit the report to specific suppliers,
click Select and choose the suppliers you want the report to include.

Order Number To report on a specific purchase order, enter the order ID in the text box.

Packing Slip ID To report on a specific ship notice, enter the exact ship notice number.

Show Ship Notice By Choose which kind of date to search by: Ship Notice Date, Delivery Date, or Shipping Date.
Default is Ship Notice Date.

Use the Date field to choose the range of Ship Notice By dates to report.

Date Required. Set the range of Show Ship Notice By dates you want to include in the report, up
to 12 months.

Part No. To report on a specific part number, enter the exact number.

Customer Part No. To report on a specific customer part number, enter the exact number.

Receipt Status Choose the receipt status you want to include in the report. Choices are All, Partially
Received, Fully Received, and Returned.

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Field Description

Ship Notice Completion Status Choose the completion status you want to include in the report. Choices are All, Open, and
Completed.

Ship Notice Status Choose the ship notice status you want to include in the report. Choices are All, New,
Obsoleted, and Canceled.

Maximum Results Returned Enter the highest number of results your report can contain. The maximum value is 10000.

Supplier Reference To report on a specific supplier internal document reference, enter the supplier reference in
the text box.

Add Schedule Line Reference Check this box to include schedule line references. This information is available only in ship
notices that were created from the Items to Ship page, based on a schedule line, after the
Ship Notice report was introduced.

When this box is checked, the report includes only ship notices that contain the schedule
line's number, delivery date, and order quantity. If a ship notice has some but not all of this
information, the report excludes that ship notice.

Ship Notice Report Fields

Field Description

Supplier ANID The supplier's Ariba Network ID.

Supplier The name of the supplier.

Ship Notice Number An identifier for a particular shipment.

Ship Notice Line Number Line number of a ship notice item.

Ship Notice Supplier Reference Internal document reference code assigned by the supplier.

Ship Notice Creation Date and Time The date and time that the ship notice was created.

Shipping Date The date of shipment.

Delivery Date The date of delivery.

Ship Notice Status Status of the ship notice. Possible values are New, Changed,
Obsolete, Canceled, and Deleted.

Completion Status Status of the shipment. Possible values are Open and Closed.

Ship Notice Line Receipt Status Status based on the goods receipt.

Customer Part Number Part number of the item in the buyer's system.

Part Number Part number of the item.

Description Description of the item.

Ship Notice Shipped Quantity Quantity of the item that was shipped.

Due Quantity Quantity of the item that was not yet shipped.

UOM Unit of measure code.

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 Field Description

Customer Batch ID Batch ID provided by the buyer for the item.

Supplier Batch ID Batch ID provided by the supplier for the item.

Storage Location Unique identifier for a specific inventory storage location in

the buyer organization.

Customer Location Unique identifier for a location in the buyer organization.

Order Number Unique identifier of the order associated with the ship notice.

Order Version Number of the latest version.

Line Item Number Line number of an item in the order.

Line Item - Ordered Quantity Quantity of the item ordered.

Line Item - Cumulative Shipped Qty Total shipped quantity of the item.

Schedule Line Number Reference Reference number for a schedule line. Included in the report
only when Add Schedule Line Reference is checked.

Schedule Line - Delivery Date & Time Date and time a schedule line is expected to be delivered.
Included in the report only when Add Schedule Line
Reference is checked.

Schedule Line - Ordered Quantity Quantity ordered for the schedule line. Included in the report
only when Add Schedule Line Reference is checked.

Ship Notice Type Identifies whether the shipping and delivery dates are actual
or estimated.

Ship Notice Invoice Number Invoice number associated with the ship notice.

Tracking Number Tracking number associated with the ship notice.

Tracking Date Tracking date provided by the carrier who delivers the
shipment.

Carrier Name The name of the carrier who delivers the shipment.

Receipt Number The number of the associated goods receipt.

Goods Receipt Date and Time The date and time the associated goods receipt was issued.

Receipt Line Number The line item number in the associated goods receipt.

Total Received Quantity The total number of line items received.

Total Returned Quantity The total number of line items returned.

Received Quantity in Receipt The number of line items received, based on the goods
receipt.

Returned Quantity in Receipt The number of line items returned, based on the goods
receipt.

Country of Origin The Country of origin field is added when the online Ship
Notice is created. The existence of the Supplier Batch ID
and whether or not the value is a valid ISO Country code is
validated when the supplier enters a Country of Origin.

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Supplier Enablement Status Reports

Supplier Enablement Status reports contain detailed information about suppliers on SAP Business Network
assigned to supplier enablement activities.

The report includes information on the enablement status, activity status, supplier enablement attributes like wave,
supplier address and the relationship status of the supplier. The report also shows information on suppliers with
the On Hold status and the reason provided for this status change.

To run this report, you need the Supplier Enablement Report Administrator permission.

 Restriction

Suppliers cannot generate this report.

Supplier Enablement Status Report Fields

The following table describes the different fields in the Supplier Enablement Status report:

Field Description

Vendor Name The vendor name specified in the buying organization’s back-end system.

Vendor ID The buyer-specific vendor identifier in the buying organization’s back-end system,
sometimes called supplier private ID.

The Vendor ID is part of the vendor compound key used with SAP Ariba Procurement
solutions or SAP Business Network Commerce Automation.

Site ID The ID of the vendor location. (Part of the vendor compound key used with SAP
Ariba Procurement solutions or SAP Business Network Commerce Automation.)

Site Aux ID An additional ID of the vendor key, often used for address ID or contact ID. (Part
of the vendor compound key used with SAP Ariba Procurement solutions or SAP
Business Network Commerce Automation.)

Legacy Vendor ID Formerly used vendor ID / supplier private ID in SAP Ariba Procurement solutions
or SAP Business Network Commerce Automation. Now used for backward compati-
bility. (Replaced by the vendor compound key: Vendor ID, Site ID, Site Aux ID.)

System ID System IDs are used to uniquely identify different buyer-side business applications.
Only applicable to multi-ERP customers.

Supplier Name The supplier name on SAP Business Network. Once the supplier takes ownership of
the account, it is self maintained by the supplier.

Supplier ANID The Network ID (ANID) of the supplier.

Wave The wave assigned to the vendor.

Supplier Enablement Status The status of the supplier enablement for the supplier.

Status Reason The reason specified while changing the supplier enablement status.

Action Required By The owner who is supposed to follow-up or take action on the task.

Comments The comments entered for the supplier.

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 Field Description

Supplier Visibility If the supplier is a public (registered) or private supplier on SAP Business Network.

Relationship Method The method used to initiate a trading relationship with the supplier on SAP Business
Network.

Relationship Status The status of the trading relationship with the buying organization. Possible values:

• Deprecated: The supplier account was consolidated into an existing supplier

account.
• Enabled: The supplier has an active trading relationship with buying organiza-
tion.
• Pending: The trading relationship with the buying organization is pending and
awaiting approval.

Relationship Date Last Updated The date on which the trading relationship status was last updated.

Key Milestones Status

Received Interactive Email Indicates if suppliers received an interactive email – order.

Request Letter Sent If the trading relationship request letter was sent.

Request Letter Sent Date The date on which the trading relationship request letter was sent.

Supplier Responded to Request The supplier responded to the trading relationship request letter by clicking the
invitation URL, asked a question, or viewed the supplier information portal.

Supplier Responded to Request Date The date on which the supplier responded to the trading relationship request letter.

Terms of Use Accepted If the supplier has accepted the SAP Business Network terms of use.

Terms of Use Accepted Date The date on which the supplier accepted the SAP Business Network terms of use.

Trading Relationship Accepted If the supplier has accepted the trading relationship with the buying organization on
SAP Business Network.

Trading Relationship Accepted Date The date on which the supplier accepted the trading relationship with the buying
organization on SAP Business Network.

Transacted If the supplier has received a purchase order or sent an invoice on SAP Business
Network.

Transacted Date The first date on which the supplier received a purchase order or sent an invoice on
SAP Business Network.

POs 1 Year The number of purchase orders sent by the buying organization in the past one year
through SAP Business Network.

PO Spend The spend value for the purchase orders sent by the buying organization in the past
one year through SAP Business Network.

Invoices 1 Year The number of invoices received by the buying organization in the past one year
through SAP Business Network.

Invoices Spend The spend value for the invoices received by the buying organization in the past one
year through SAP Business Network.

Activity Status Possible values: Completed, Inactive, Active, Not Started

Account Activity The status of the account activity.

Account Activity Completed The date on which the account activity was completed.

Invoice Activity The status of the invoice activity.

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Field Description

Invoice Activity Completed The date on which the invoice activity was completed.

Catalog Activity The status of the customer catalog activity.

Catalog Activity Completed The date on which the customer catalog activity was completed.

Payment Activity The status of the payment activity.

Payment Activity Completed The date on which the payment activity was completed.

Discount Management Activity The status of the discount management activity.

Discount Management Activity The date on which the discount management activity was completed.
Completed

AribaPay Activity The status of the AribaPay activity.

AribaPay Activity Completed The date on which the AribaPay activity was completed.

Vendor Contact and Supplier Address Details

Vendor Contact First Name First name of the vendor contact

Vendor Contact Last Name Last name of the vendor contact

Vendor Contact Phone Phone number of the vendor contact

Vendor Contact Email Email address of the vendor contact

Vendor City Vendor city

Vendor Country Vendor country/region

Supplier Address 1 Address of the supplier

Supplier Address 2 Address of the supplier

Supplier Address 3 Address of the supplier

Supplier City Supplier city

Supplier State Supplier state

Supplier Zip Supplier zip code

Supplier Country Supplier country/region

Supplier Phone Phone number of the supplier

Supplier Fax Fax number of the supplier

Supplier Website Website address of the supplier

Last Vendor Upload Name The name specified when the last CSV file was uploaded.The buying organization
enters a name for each CSV file uploaded in the Upload Vendor page.

Last Vendor Upload Date The date on which the last CSV file was uploaded.

Supplier Enablement Task Status Reports

Supplier Enablement Task Status reports contain detailed information on supplier task status.

The report includes information on the supplier status, vendor details, activities, tasks and their statuses. This
report is helpful when creating aggregated summary reports on tasks and the overall enablement status.

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To run this report, you need the Supplier Enablement Report Administrator permission.

 Restriction

Suppliers cannot generate this report.

Supplier Enablement Task Status Report Fields

The following table describes the different fields in the Supplier Enablement Task Status report:

Field Description

Vendor Name The vendor name specified in the buying organization’s back-end system.

Vendor ID The buyer-specific vendor identifier in the buying organization’s back-end system,
sometimes called supplier private ID.

In SAP Ariba Procurement solutions, the Vendor ID is part of the vendor compound
key.

Site ID The ID of the vendor location. (Part of the vendor compound key used with SAP
Ariba Procurement solutions or SAP Business Network Commerce Automation.)

Site Aux ID An additional ID of the vendor key, often used for address ID or contact ID. (Part
of the vendor compound key used with SAP Ariba Procurement solutions or SAP
Business Network Commerce Automation.)

Legacy Vendor ID Formerly used vendor ID / supplier private ID in SAP Ariba Procurement solutions
or SAP Business Network Commerce Automation, now used for backward compati-
bility. (Replaced by the vendor compound key: Vendor ID, Site ID, Site Aux ID.)

System ID System IDs are used to uniquely identify different buyer-side business applications.
Only applicable to multi-ERP customers.

Supplier Name The supplier name.

Network ID The network ID (ANID) of the supplier.

Wave The name of the wave assigned to the vendor.

Supplier Enablement Status The status of the supplier enablement for the supplier.

Activity The activities assigned for supplier enablement.

Task Name The tasks assigned for supplier enablement.

Task Status The status of the task

Task Failure Reason A predefined reason for the failed task.

Date Due The due date of the task.

Date Marked Completed The date the task was marked complete.

Task Manually Closed By The buyer user who completed a task.

Task Comments The comments entered for the task.

Supplier Visibility If the supplier is a public supplier (has taken ownership of the account) or a private
supplier on SAP Business Network.

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Field Description

Received Interactive Email Indicates if suppliers received an interactive email – order.

Relationship Method The method used to initiate a trading relationship with the supplier on SAP Business
Network.

Relationship Status The status of the trading relationship with the buying organization. Possible values:

• Deprecated: The supplier account was consolidated into an existing supplier

account.
• Enabled: The supplier has an active trading relationship with buying organiza-
tion.
• Pending: The trading relationship with the buying organization is pending and
awaiting approval.

Vendor Contact The name of the supplier contact for payment capability payments.

Vendor Email The email address of the supplier contact for payment capability payments.

Vendor Phone The phone number of the supplier contact for payment capability payments.

Supplier Membership Status Reports

The Supplier Membership Status report provides information regarding unpaid supplier invoices, billed from SAP,
related to the supplier's usage of an SAP Business Network enterprise account. If the invoices are left unresolved, it
may result in the impairment of your supplier's ability to transact with you on SAP Business Network.

Please note that SAP expects suppliers to be responsible for their own fees. We do not expect you to take action on
behalf of SAP Collections. This report is intended to provide visibility in order to mitigate any potential disruption.

 Note

To run this report, you need to have the Supplier Membership Report Administration permission.

 Restriction

Suppliers cannot generate this report.

 Note

Date and times in the Supplier Membership Status report use the time zone you select when creating the
report, expressed as GMT +/-. If your supplier is in a different time zone, the Relationship Status Date
(inclusive of the Suspension Date), Invoice Date, Invoice Due Date, and Last Transaction Date may show a
difference of +/- one day.

Related Information

Supplier Subscriptions [page 18]

Supplier subscription overview

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Supplier Membership Status Report Fields

Field Description

Buyer ANID Your ANID (buyer creating the report).

Supplier ANID Your supplier's ANID.

Supplier Name Company Name of your supplier.

Supplier Country Country of your supplier.

Vendor ID Vendor ID of your supplier.

Supplier Admin Contact Email address of your supplier Administrator.

Non-Payment Status Your supplier relationship is Approaching Suspension 30 days in advance of the approaching
suspension date when there are any past due invoices.

Note that suppliers may have multiple invoices and each row of the report represents one
invoice. If any of a supplier's multiple invoices are in NOT PAID status, the relationship will show
as Approaching Suspension.

Your relationship is Unsuspended status when the supplier made payments within the last 60
days or has unpaid invoices less than 60 days past due.

 Note
The relationship is not displayed in the report if the supplier is unsuspended and all invoi-
ces are paid more than 60 days ago.

Your relationship is in Normal status when it was never suspended and complies to the same
rules as Unsuspended status.

Your relationship is in Suspended status when the supplier has unpaid invoices at least 60 days
past and did not pay after suspension.

Your relationship is in Open Objection status when an objection is applied to skip the next
suspension. The relationship is evaluated again for suspension after the objection has expired.

Non-Payment Status Date This is the projected suspension date of your relationship when relationship status is
Approaching Suspension.

This is the most current date your relationship was unsuspended when relationship status is in
Unsuspended status.

This is the most current date your relationship was suspended when relationship status is in
Suspended status.

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Field Description

Missing Tax Id Status Your supplier relationship is Approaching Suspension due to missing tax Id.

Your relationship is Unsuspended status when the supplier has submitted tax Id within last 60
days.

 Note
The relationship is not displayed in the report if the supplier is unsuspended and the tax
information is added in the last 60 days.

Your relationship is in Normal status when it was never suspended and complies to the same
rules as Unsuspended status.

Your relationship is in Suspended status when the supplier has not submitted tax Id within 60
days.

Your relationship is in Open Objection status when an objection is applied to skip the next
suspension. The relationship is evaluated again for suspension after the objection has expired.

Missing Tax Id Status Date This is the projected suspension date of your relationship when relationship status is
Approaching Suspension due to missing tax Id.

This is the most current date your relationship was unsuspended when relationship status is in
Unsuspended status due to missing tax Id.

This is the most current date your relationship was suspended when relationship status is in
Suspended status due to missing tax Id.

Invoice Number Invoice number.

Invoice Date Invoice date.

Invoice Due Date Date the invoice is due for payment.

Invoice Payment Status PAID indicates the current invoice is fully paid.

NOT PAID indicates the current invoices is one or more days past due.

Active Promise To Pay indicates the supplier has promised to pay the full amount within a
specified period. This delays the approaching suspension status date until after the promise to
pay has expired.

Active Dispute indicates the supplier has an open dispute case for the current invoice.

Exempted indicates the relationship is exempt from fees in the current invoice, but the relation-
ship could still approach suspension due to unpaid fees for non-exempt relationships.

An invoice can have a combination of statuses, for example: NOT PAID, Active Promise To
Pay, Exempted. This means the relationship is exempt from fees for the current invoice and the
supplier promised to pay the rest of the fees for non-exempt relationships.

Last Transaction Date Date of the last transaction you had with the supplier within the past 1 year of the report
creation date.

Order Count The number of orders you sent to the supplier within the past 1 year of the report creation date.

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 Field Description

Invoice Count The number of invoices (PO invoices, non-PO invoices, and Cancel Invoices) your supplier sent
to you within the past 1 year of the report creation date.

Service Entry Sheet Count The number of service entry sheet responses you sent to the supplier during the selected date
range.

Order Spend The order amount you sent to the supplier within the past 1 year of the report creation date.

Invoice Spend The invoice amount (PO invoices, non-PO invoices, and Cancel Invoices) your supplier sent to
you within the past 1 year of the report creation date.

Service Entry Sheet Spend The service entry sheet response amount you sent to the supplier within the past 1 year of the
report creation date.

Related Information

SAP Business Network Permissions [page 278]

Supplier Profile Reports

Supplier profile reports collect profile information about your suppliers. This is especially useful for updating
profile, order routing, and contact information. These reports contain information about your active suppliers.

The supplier profile report includes four report types:

• Profile reports list business information about your suppliers.

• Remittance ID reports list the IDs of each supplier’s remittance addresses. You might need these IDs when
setting up your invoicing or accounts payable application.
• Contacts reports list the contact information on suppliers. The email field in the report shows the email
address of the contact. If the supplier’s contact does not have an email address, the email address of the
account administrator is displayed.
• Account History reports list the dates your suppliers registered, how they registered, the routing method, the
dates they last logged in, and the dates of their first and last transactions, and the total document counts and
amounts for the duration of the active trading relationship. See Account History Report Fields [page 247].

All information for supplier profile reports is optional.

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Supplier Profile Report Criteria

Field Description

Last Logged On To report on suppliers who logged in within a specified date range, select dates in the fields. For
information on suppliers that log in frequently, narrow the range to the past week or past 24
hours.

 Note
Suppliers that use cXML or EDI order routing might log in to their accounts only rarely,
to update routing information. The login frequency setting is most useful for reporting on
suppliers that log in to update orders.

Relationship Created On To report on suppliers with which you have established a relationship within a specified time
range, select dates in the fields.

State and Country To report on suppliers whose company address specifies in a particular region, select a value
from the State and/or Country lists. This might not be the same as their state of incorporation
or corporate headquarters.

 Note
• If you change the country/region selection, SAP Business Network refreshes the page
and displays a list of countries/regions, if any exist for the selected country/region.
• By default, the report returns all the available records.

Report Type Select a report type.

If you select a Profile report, select Include Complete Profile to include all account information,
including the supplier’s primary email address, or Include Only Basic Profile, which includes
only the supplier’s name, ID, address, routing information, and account administrator informa-
tion. By default, the report includes basic profile information.

Commodity Supplied, To report by supplier classifications, select values from the Commodities, Territories, and /or
Territory Served, and Industries lists.
Industries Served
The Classification section allows you to select UNSPSC (United Nations Standard Products
and Services Code) categories. The lower the level of commodity description you select, the
greater the number of potential suppliers that SAP Business Network returns.

Multi-factor Authentication The multi-factor authentication enablement status of a supplier, which can display the following
Enabled values:

• Fields - if only Require multifactor authentication for critical fields is enabled.

• Login - if only Require multifactor authentication for login is enabled.
• Fields and login if both rules are enabled.
• No - if neither rule is enabled.

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Account History Report Fields

The Account History report provides historical information about your supplier relationships including your
transaction volume with your suppliers. Some of the fields may show blank values depending on when a
relationship was established or when a supplier registered. The values in the PO and invoice count columns show
the total number of documents sent or received for the past year, excluding the current month. For example, a
report run on any day in May 2021 includes data from April 1, 2020 to April 30, 2021. These values include only the
active documents, not documents that have an Obsolete, Rejected, or Invalid status.

Field Description

ANID The alphanumeric Ariba Network ID of the suppliers.

Parent Supplier ANID The ANID of the supplier's parent account. Suppliers can create parent-child account
hierarchies to consolidate service management tasks.

Related Test AN-ID The Ariba Network ID of the supplier test account.

Deployment Status The operational environment of the supplier account.

Possible values are:

• Production
• Test

Tax ID The tax identification number allocated to each supplier organization for tax purposes.

Number of Relationships Total number of trading relationships established by the buyer with different supplier
organizations.

Registration Method Suppliers that registered after April 2004. A blank value indicates that the supplier
registered before that date.

Possible values are:

• WalkUp Registration
• Private Supplier Registration
• Buyer Invited Registration
• Bulk Registration
• Created through production account
• RFX Supplier Upgrade
• Dual Registration-Registered through Ariba Sourcing

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Field Description

Ariba Network Status The suppliers’ SAP Business Network account status.

Possible values are:

• Created
• Deleted
• Deprecated - Private supplier account is deprecated when the account is consoli-
dated with the public supplier.
• Deprecating
• Enabled
• Expired
• Invited
• Limited Access
• Uninvited

Account Creation Date The date on which the supplier account was created on SAP Business Network.

Logged In Date The last logged in date of the supplier account.

Network TC Acceptance Date The date on which the suppliers accepted the SAP Business Network terms of use. This
field is populated for suppliers created after June 2003.

Manual Fax Welcome Letter Count The total number of manual invites sent to the supplier through fax for account registra-
tion on SAP Business Network.

Manual Email Welcome Letter Count The total number of manual email (letter) invitations sent to the suppliers for account
registration on SAP Business Network.

Declined Relationship Reason Supplier’s reason for declining the trading relationship invite sent by the buyer.

PrivateID An alphanumeric supplier identifier used by business applications. Buyers map supplier
private IDs to one supplier account for all the documents to be routed to one supplier
account and avoid creating multiple accounts and trading relationships.

Site ID An alphanumeric used by some business applications to identify the supplier location.
This is part of the vendor compound key used with cloud SAP Ariba Procurement
solutions, SAP Business Network Commerce Automation, and Ariba Purchase Order
Automation.

Site Aux ID An alphanumeric identifier used by some business applications to identify additional
supplier information, such as contact ID or address ID. This is part of the vendor com-
pound key used with cloud SAP Ariba Procurement solutions, SAP Business Network
Commerce Automation, and Ariba Purchase Order Automation.

Legacy Private ID Formerly used vendor ID /supplier private ID in cloud SAP Ariba Procurement solutions,
SAP Business Network Commerce Automation, and Ariba Purchase Order Automation;
now used for backward compatibility. (Replaced by the vendor compound key: Vendor
ID, Site ID, Site Aux ID.)

SystemID An alphanumeric identifier you assign to each business application. This ID appears in
the header of each cXML document passed between your business application and SAP
Business Network.

SystemID is created by the buyer to enable transaction with multiple ERP systems.

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 Field Description

Supplier Group The supplier group of the suppliers.

Supplier groups can be created for all suppliers on SAP Business Network. You can
group the suppliers to specific supplier groups and customize profile requirements,
discount management, and invoice rules.

Membership Status The supplier's subscription status. A supplier's subscription lets them maximize the
benefits of SAP Business Network for their business by providing added functionality
and services tailored to their level of participation on SAP Business Network.

Eligible Date The date on which the supplier exceeded the transaction volume and value thresholds.
Suppliers are required to pay the network transaction service fee if they exceed the set
transaction limit.

Subscription Effective Date The date on which the supplier’s subscription started.

Suspension Date The date on which the supplier's account was suspended.

Renewal Date The date on which the supplier renewed their subscription.

Bulk Ramp Event Name The bulk ramp event name.

The process of adding large number of suppliers in a bulk known as an Bulk Ramp
Event. SAP Business Network helps buying organizations and third party service provid-
ers to upload multiple suppliers and customize supplier activities.

Bulk Ramp Event Date The date on which multiple suppliers were uploaded as part of Bulk Ramp Event.

Relationship Status The trading relationship status.

Possible values are:

• Enabled - Trading relationship between the supplier and buyer is activated.

• Disabled - Trading relationship with the supplier is deleted by the buyer.
• Rejected - Trading relationship request sent by the supplier is rejected by the buyer.
• Pending - Trading relationship request is yet to be accepted by the buyer organiza-
tion.
• Enforced/Suspended - Supplier account is suspended until the supplier pays
transaction fees.
• Deprecated - Private supplier account is deprecated when the account is consoli-
dated with the public supplier.

Relationship Status - Last Update The date on which trading relationship status was last updated.

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Field Description

Relationship Method Details on how the buying organization-supplier relationships started (for relationships
starting after April 2007).

Possible values are:

• Buyer Requested
• Buyer Invited
• Bulk Ramp
• Quick Enablement through Purchase Order
• Quick Enablement through Invoice Conversion Service
• Quick Enablement through Payment Proposal
• Quick Enablement through Quote Automation
• Created through transfer of accounts
• Enabled through Non-PO Invoice Web Form

Welcome Letter Mode The welcome letter (trading relationship request invite) mode of the supplier account.

Possible values are:

• Email
• Fax

Order Routing Type The order routing type chosen by the supplier.

Possible values are:

• Online
• cXML
• Email
• EDI
• Fax

Change Orders Accepted? Details if the supplier’s changed order is accepted or not.

Possible values are:

• Yes
• No
• Null

First PO Status The first purchase order status.

Possible values are:

• Queued
• Sent
• Acknowledged
• Failed

 Note
Last PO Status (last sent purchase order) column has the same status values as the
First PO Status.

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 Field Description

PO Count Total number of purchase orders.

 Note
All document counts and amount values are based on the total of the values for the
entire relationship.

PO Spend Total value of purchase orders.

First OC Status The first order confirmation status.

Possible values are:

• Queued
• Sent
• Acknowledged
• Failed

 Note
Last OC status column has the same status values as First OC status.

OC Count Total number of order confirmations.

ASN Count Total number of ship notices.

First ASN Status The first SAP Business Network ship notice status.

Possible values are:

• Queued
• Sent
• Acknowledged
• Failed

 Note
Last ASN Status, First Invoice Status and Last Invoice Status columns have the
same status values as First ASN Status.

Invoice Spend Total value of invoices (including CC invoices).

Invoice Count Total number of invoices (including CC invoices).

Invoice Count-HTML Total number of online invoices (including digitally-signed invoices).

Invoice Count-CSV Total number of CSV invoices (including digitally-signed invoices).

Invoice Count-EDI Total number of invoices sent through EDI (including digitally-signed invoices).

Invoice Count-cXML Total number of invoices sent through cXML (including digitally-signed invoices, and CC
invoices that originated from the buying organization's SAP Ariba procurement solution
or ERP system).

Invoice Count-ICS Total number of invoices sent from an invoice conversion service provider.

Invoice Count Non-PO Total number of non-PO invoices (including CC invoices).

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Related Information

Order Routing Status Levels [page 368]

Supplier Legal Profile Status Reports

Buyers generate reports showing their suppliers' legal profile status

SAP Business Network provides a legal profile, as part of its tax invoice functionality, for suppliers to set up
their company registration information (for example, GST ID in Singapore) currently in Hungary, India, Italy, and
Singapore. These countries use a clearance model wherein the invoice generated in SAP Business Network, along
with this tax information, has to be cleared by the tax authority before being issued to the buyer. Since this is a
prerequisite for generating tax invoices in these countries, it impacts the audit on the buyer side if it requires tax
invoices.

You can generate a supplier legal profile report that can be manually run or scheduled. You can filter the report
for all or some of these countries, and also specifically filter only the supplier addresses that do not have a legal
profile set up. Using this report, you can ensure that you receive only tax invoices by alerting suppliers who have not
configured legal profiles for their company addresses in these countries.

 Note

A legal profile is only a prerequisite for creating tax invoices. There may be other country-specific information
that suppliers must provide, in addition to the legal profile, to generate a tax invoice specific to a country.

You can generate a report called Supplier Legal Profile. You can filter the report using a drop-down list that
displays these countries. You can also choose to run a consolidated report for all the four countries in the
drop-down list using the All option. This report displays basic address information of the suppliers you have a
trading relationship with, and the status of whether they have set up a legal profile as needed for these countries. In
addition, you can filter the report to include only those addresses in which legal profiles have not been configured -
by checking a box Show only address where Legal Profile has not been setup on the reporting wizard.

For information on the process of generating the report, see Generate and Download Reports [page 256].

• SAP Business Network puts your report into a queue. You can view and download it when its status is
Processed.
• In the report, the Legal Profile Status field can display three values:
• Accepted: This means that the supplier has set up a legal profile successfully.
• No Legal profile Found: This means that the supplier has configured additional company addresses that
belong to the supported countries, but has not configured a legal profile for any of those addresses.
• No Additional Address Found: This means that the supplier has not configured any additional company
addresses.

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Supplier Remittance Information Reports
Supplier remittance information reports provide a summary of your suppliers requested payment details, including
the remit to information, preferred payment method, ACH pre-note status, and financial institution account
information.

These reports are helpful to track changes your suppliers make to their address, preferred payment method, and
bank account information.

 Note

To run this report, you must have the Supplier Remittance Information Report permission and have set up your
SAP Business Network account for ACH payment.

Supplier Remittance Information Report Criteria

Field Description

Date Range From/To Select the range of accepted dates you want to include in the report. By default, the report
includes one week preceding today’s date. The narrower the range, the quicker the search.

Max Results Returned Select the maximum number of records returned by the report. By default, the report returns
up to 100 records.

Related Information

SAP Business Network Permissions [page 278]

Setting Up ACH Payment [page 319]
Payment Transactions Reports [page 228]

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Tax Book Reports

Tax book reports contain tax information from invoices, including information related to VAT. Suppliers can also
generate this report.

Tax Book Report Criteria

Field Description

Supplier By default all suppliers are selected for inclusion in the report. To limit the report to specific
suppliers, click Select and then select suppliers for the report.

Created Date Select the range of creation dates you want to include in the report.

Tax Book Report Fields

Field Description

Invoice # The unique invoice number.

Date The date and time of the invoice.

Buyer The name and address of the buying organization. Derived from the Sold To Address in the
invoice. If Sold To information is not available, SAP Business Network uses BillTo information.

Buyer VAT ID The buying organization’s VAT ID.

Supplier The name and address of the supplier. Derived from the IssuerOfInvoice address in the
invoice. If the IssuerOfInvoice information is not available, SAP Business Network uses From
information.

Supplier VAT ID The supplier’s VAT ID.

Tax Representative The name and address of the tax representative.

Tax Representative VAT ID The tax representative’s VAT ID.

Report Line ID The source of the tax data:

• 0, which indicates a header field

• 1, which indicates the first tax rate and location
• 2, which indicates the second tax rate and location

Tax Rates The rate used to calculate the amount of tax.

Currency The default currency for the tax amount.

Tax Amount The amount of tax in the default currency.

Alternate Currency When suppliers use a different currency to calculate tax, this second tax amount is displayed
in the Tax Amount in Alternate Currency column. The currency used for this is displayed in
the Alternate Currency column.

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 Field Description

Tax Amount in Alternate The amount of tax in the alternate currency, if any.
Currency

Shipping Amount The shipping amount.

Special Handling Amount The special handling amount, if any.

Discount Amount The discount amount, if any.

Net Amount The net amount.

Due Amount The due amount.

Tax Point Date The date of supply.

Tax Description An optional description of the tax. Used to explain zero-rate VAT.

Ship From Country The country/region from which the transaction occurred.

Ship To Country The country/region to which the transaction occurred.

Cross Border Trade Indicates whether the transaction is across a country/region’s border.

Intra EU Trade Indicates whether the transaction is within the EU.

Converted Data Indicates whether the invoice was generated electronically or created manually by the buyer.

Status The invoice document status level [page 377], such as sent.

Vendor Data Export Reports

Vendor Data Export reports contain all vendor profiles. The profile details also include changes made online to the
existing saved data.

To run this report, you need the Supplier Enablement Program Administrator permission.

 Restriction

• Suppliers cannot generate this report.

• This report is not available for test accounts.

The Vendor Data Export Report fields are the same as in the vendor CSV file [page 151].

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Messaging Reports

Messaging reports contain information about the conversations between buyers and suppliers. Suppliers can also
generate this report.

Messaging Report Criteria

Field Description

Status Select the status of the conversation based on which the messaging report is generated. You can
select All, Open, or Closed.

Messaging Report Fields

Field Description

Date Date of the initiation of the conversation.

Subject Subject of the conversation.

Message Content of the message.

Context Context of the message, whether it is related to an invoice or purchase order, or if it is a

context-free message, or a broadcast message.

Document Reference Invoice number or the purchase order number to which the message is related. For context-
free messages, this field is blank.

Created By ANID of the creator of the post.

Generate and Download Reports

SAP Business Network generates reports in the order in which they enter the queue. When the report is finished, its
status is “Processed.”

Regardless of the actual start time, the report will collect information for the date range and time zone specified
in the template. The exact timing of a report run might differ from one run to the next, but the coverage period is
always determined by the criteria in the template.

To keep a record of report files, download each report file to your computer hard disk before running the report
again. You can download any report to your local drive that SAP Business Network has generated successfully. The
next time you generate the report, SAP Business Network overwrites the current version with a new report file.
SAP Business Network saves reports in CSV (comma separated value) or XLSX format, viewable in spreadsheet
applications, such as Microsoft Excel.

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If a report file is larger than 1 MB, SAP Business Network stores it in zip format and displays a zip icon in the Size
column for that report.

Generating and Downloading Reports [page 257]

Viewing a Generated Report with Double-Byte or Accented Characters [page 258]

Generating and Downloading Reports

When you generate a report or edit and save an existing report, SAP Business Network puts the report into the
queue and displays the report status as “Processing” on the Reports page.

 Restriction

• Your organization can generate a maximum of 100 reports, including up to 20 scheduled reports.
• SAP Business Network deletes generated reports from your account after 30 days.

Procedure

1. Choose Reports from the menu bar.

2. To generate a report, select the report that you want to generate and click Run. If you want to download the
existing version of the report, skip this step and go to step 3.
SAP Business Network adds your report to the queue and returns you to the Reports page. To update the
statuses of reports on the Reports page, click Refresh Status. You can view and download the report when its
status changes to “Processed.”
3. To view and download the report, select the report template and click Download. Click one of the following:

• Open to view the report. Your browser starts Microsoft Excel and displays the report.
• Save to save the report to your hard disk.

Related Information

Viewing a Generated Report with Double-Byte or Accented Characters [page 258]

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Viewing a Generated Report with Double-Byte or Accented
Characters

Use this procedure to change encoding and delimiter settings of files that include double-byte or accented
characters, which prevent correct display in some applications.

Context

To keep a record of a scheduled report, save the report to your hard disk each time the report runs. If a report file is
over 1 MB, SAP Business Network stores it in zip format and displays a zip icon in the Size column for that report.
SAP Business Network deletes generated reports from your account after 30 days.

Procedure

1. Choose Reports from the menu bar.

2. Select the report and click Download. Your browser prompts you to indicate whether you want to view the
report or save it to disk.
3. Click Save.
4. Modify the file location and name, if necessary, and click Save.
5. Click Close.
6. Start a text viewer.
7. Click to open a file.
8. Choose All Files in the Files of type list.
9. Select the file you want to open.
10. Choose Unicode in the Encoding list.
11. Choose All Files in the Save as type list.
12. Click Save.
If your browser prompts you to overwrite the existing file of the same name, click Yes.
13. Close the file and close the text viewer.
14. Start a spreadsheet application.
15. Click to open a file.
16. Choose All Files in the Files of type list.
17. Open your saved report file.
18. In Step 1 of the Text Import Wizard, choose Delimited for the Original data type, and click Next.
19. In Step 2 of the Text Import Wizard, choose Comma in the Delimiters section, and click Next.
20.Click Finish.
The file displays in the spreadsheet application

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Data Analytics

SAP Business Network, powered by SAP Analytics Cloud, offers data analytics related to your procurement
activities. Information is presented as predefined stories (presentation-style documents that describe data) in
the Analytics dashboard in the SAP Business Network user interface for buyers.

A story is a presentation-style document that uses charts, visualizations, text, and images to describe data. Users
can use the available filters in each story to view the data that they want. The following Predefined Stories [page
259] are displayed:

• Purchase Orders Overview

• Invoices Overview
• Transactions Overview
• Delivery execution

Users with the Analytics dashboard access role permission can access the predefined stories in the Analytics
dashboard under Reports on the menu bar. Users can only view the predefined stories. They cannot edit them or
create new stories.

Buyer administrators add the Analytics dashboard access permission to one or more roles, and assign the roles
to users to grant them access to the Analytics dashboard. In the default configuration, the maximum number of
users (including the buyer administrator) that can access the Analytics dashboard is limited to 15. To increase
this limit, contact your Designated Support Contact and have them log a service request. An SAP Ariba Support
representative will follow up to configure your site accordingly.

Buyer administrators must first activate the analytics functionality before they can grant Analytics dashboard
access to users.

Related Information

Activating the Analytics Functionality in Your SAP Business Network Buyer Account [page 141]

Predefined Stories
Predefined stories offer data analytics related to your procurement activities.

For information on accessing the stories, see Data Analytics [page 259].

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Purchase Orders Overview

The Purchase Orders Overview story presents a high-level overview of data related to purchase orders as a series
of charts. You can choose to view either the number of orders or total order amounts in relation to the following
dimensions:

• Order Date
• Supplier Name
• Supplier Country
• Order Status
• Company Code
• Purchasing Group
• Purchasing Organization
• System ID
• Vendor ID

You can also filter data by these dimensions and their attributes or hierarchies. For customers that have a high
volume of data, the date filter includes quarter as the only filtering option.

Invoices Overview

The Invoices Overview story presents a high-level overview of data related to invoices as a series of charts. You can
choose to view either the total invoice amounts or number of orders in relation to the following dimensions:

• Invoice Date
• Supplier Name
• Original Currency
• Invoice Status
• Company Code
• Purchasing Group
• Purchasing Organization
• System ID
• Vendor ID
• Reference

You can also filter data by these dimensions and their attributes or hierarchies. For customers that have a high
volume of data, the date filter includes quarter as the only filtering option.

Transactions Overview

The Transactions Overview story presents a high-level overview of data related to all transactions sent to and
received from suppliers, as a series of charts. You can view data aggregated by the following measures and
dimensions:

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 Measures Dimensions

• Purchase Orders • Document Date

• Order Confirmations • Supplier Name
• Ship Notices • Company Code
• Goods Receipts • Purchasing Organization
• Invoices • Purchasing Group
• System ID
• Vendor ID

You can also filter data by these dimensions and their attributes or hierarchies. For customers that have a high
volume of data, the date filter includes quarter as the only filtering option.

You can filter the data by year (for customers with high volume of data only filter by quarter is available), supplier
name, company code, purchasing org and purchasing group, system ID and vendor ID.

Delivery Execution

Prerequisite
To view the Delivery execution story, you must be enabled for SAP Business Network for Supply Chain.

Description
The Delivery execution story presents a high-level overview of the suppliers in terms of delivery of ordered goods
measured against requested delivery dates and ordered quantities. Delivery execution is measured by the Items
delivered on time, Items delivered in full, and Perfect delivery key performance indicators (KPIs).

Dates and quantities in receipts are compared against requested delivery dates and quantities in purchase orders
to calculate the KPIs and assess delivery execution. A delivery is considered to be on time if the receipt date is
earlier than or same as the requested delivery date, and it is considered to be in full if the received quantity is same
as the requested quantity. A delivery is considered to be perfect if it is both on time and in full.

For orders with multiple receipts, the latest receipt’s date is taken into consideration to assess whether an order
is on time, and the sum of the received quantity of all the receipts is taken into consideration to assess whether
an order is delivered in full. In case the buyer sends goods receipts of type return or reversal, then the sum of
received quantity to be used for in full metrics calculation will be calculated net of any returns or reversals. However
the return and reversal goods receipts will not impact the on time delivery KPI as they do not represent actual
deliveries.

The story displays delivery execution metrics for your entire supply chain and at a supplier level for the previous
month by default. Please note you will not be able to see supplier level data for more than 3000 suppliers at once.
You can also filter data by supplier and by month using the Supplier Name and Requested delivery month filters.

The delivery execution KPIs per supplier per month are calculated as follows:

• Items delivered on time: The percent of items delivered on time, calculated by dividing the total count of line
items delivered on time by the total count of line items evaluated.
• Items delivered in full: The percent of items delivered in full, calculated by dividing the total count of line items
delivered in full by the total count of line items evaluated.

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• Perfect delivery: The percent of items delivered on time and in full, calculated by dividing the total count of line
items delivered on time and in full by the total count of line items evaluated.

The following types of line items are excluded from the calculations:

• Line items without goods receipts

• Line items with multiple schedule lines
• Blanket purchase order line items
• Service line items
• Line items associated with product returns

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SAP Business Network Users and Roles

By creating roles and then adding users to them, the SAP Business Network administrator controls who can log in
to your organization’s account and which areas of the service each user can access.

SAP Business Network Roles [page 263]

SAP Business Network Users [page 268]

SAP Business Network Permissions [page 278]

Revoke User Access and Remove a User's Personal Information [page 286]

Configure Retention Period and Manage Deletion of Revoked Users in SAP Business Network [page 290]

Prevention of Manual Login by SAP Business Network Buyer Users [page 291]

Multifactor Authentication [page 291]

SAP Business Network Roles

A user with the Administrator role can create a role with certain permissions and assign the role to a buyer user.

A role defines a user function within SAP Business Network, such as Purchase Order Generator. Each role has a
unique name and set of associated permissions that specify what users who are assigned to the role can see and
do in SAP Business Network. A role can be assigned to any number of users.

Using the Administrator Role

After you complete registration, SAP Business Network creates a single default role named Administrator. The
Administrator role is automatically linked to the username and login that you entered during registration. The
Administrator role should be assigned to the individual at your organization who is responsible for setting
configuration options, managing supplier relationships and contacts, and maintaining the account over time. The
account administrator serves as the primary point of contact for users with questions or problems.

As the SAP Business Network account administrator, you control who can log in to your organization’s SAP
Business Network account and which areas of the service each user can access. To do this, you create roles
and then add users. As a best practice, create roles that reflect the way your company does business to prevent
confusion for your account users and maximize the efficiency of your team once roles are in place.

Only one SAP Business Network user can be assigned to the Administrator role. You cannot modify this role,
but you can assign it to another user. The account administrator can assign user management capabilities to
non-administrator buyer users, called user administrators. For more information, see the following topics:

• Transferring Administration Ownership [page 275]

• Assigning User Management Capabilities to Users [page 276]

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SAP Business Network Predefined Roles

Predefined roles are visible only in accounts that were created before roles and permissions were introduced
on SAP Business Network. If you registered with SAP Business Network after roles and permissions were
implemented, Administrator is the only predefined role.

To minimize disruption to these older users, SAP Business Network provides a small set of predefined roles to
be used as templates for custom roles. SAP Business Network assigned the Full Access role to all preexisting
users when it introduced roles and permissions. Administrators for these older supplier accounts should review the
predefined roles and their permissions and consider using them as the basis for custom roles.

The predefined roles are listed in the following table:

This Role… Grants a User Access To…

Administrator All areas of the account, including Settings Users and test account management

Catalog Manager
Catalogs Customer Catalogs

Account Settings Manage Profile Notifications Catalog Service

Full Access All areas of SAP Business Network, except areas that are reserved for administrators

Purchasing Manager Give access to incoming and outgoing transaction documents and the following configuration pages:

Account Settings Manage Profile Default Transaction Rules

Account Settings Manage Profile cXML Setup

Account Settings Manage Profile Notifications (transaction-related notifications only)

Vendor Manager
Supplier Enablement Active Relationships

Supplier Enablement Contacts

Account Settings Manage Profile Notifications Supplier

Account Settings Manage Profile Company Profile

Product Manager Catalogs Network Catalog

Product Approver Catalogs Network Catalog

The Administrator role includes all available permissions. These permissions grant the Administrator role access
to all areas of your SAP Business Network account.

Creating a Role [page 265]

Modifying a Role [page 266]

Reassigning Users to a Different Role [page 267]

Deleting a Role [page 268]

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Creating a Role
Buyer administrators and users assigned a role with the User Administration permission can define new roles with
a specific set of user permissions that determine what the assigned users can see or do in SAP Business Network.

Prerequisites

• You are assigned a role with the User Administration permission. See SAP Business Network Permissions
[page 278].
• Before creating your first role, you might want to review the list of permissions. This list is useful for planning
your approach to roles.
Some companies create broadly defined roles that include all or most of the available permissions, while others
create specialized roles that include narrow sets of permissions. By planning your approach to roles, you can
prevent confusion for your account users and maximize the efficiency of your team after roles are in place.
• Before creating new roles, use the Permission dropdown menu to filter the Roles table for existing roles that
already include that permission.

Context

A role defines a user function within SAP Business Network. You assign roles when you create users.

 Restriction

• You can create no more than 25 custom roles.

• SAP Business Network does not notify users of changes to roles. Before you make changes, you might want
to inform users who will be affected.

Procedure

1. Choose Account Settings Settings Users .

The Account Settings Users page appears with the Manage Roles tab selected by default.

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 Figure 37: Manage Roles Tab

2. Click the Create Role icon  at the top right of the role results table.
3. Enter a distinctive name for the role.
4. Enter a description to record your intentions for this role.
Descriptions can be useful later, if you want to review or revise the structure of your roles.
5. Select one or more permissions for the new role. Each role must have at least one permission.

 Note

You can also select all permissions by clicking on the checkbox at the top left of the list of permissions.

6. Click Save.

Results

SAP Business Network creates the role and returns you to the Manage Roles page.

Modifying a Role
Buyer administrators and users assigned a role with the User Administration permission can edit a role's name,
description, and assigned permissions.

Prerequisites

• You are assigned a role with the User Administration permission. See SAP Business Network Permissions
[page 278].

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 • You have informed users about role changes that will affect them. SAP Business Network does not notify users
of changes to roles.

Procedure

1. Choose Account Settings Settings Users .

2. On the Manage Roles tab, search for a Permission using the search Filters, or scroll down and locate the role
you want to modify.
3. In the Role Name column of the search results table, click the role you want to modify.
4. Check Show me all the available permissions and select the permissions you are looking for. Or, look at the
list and uncheck the permissions you no longer desire for that role.
5. ClickSave.

SAP Business Network applies your changes to all users assigned to the role. Changes take effect for each user
at their next login.

Reassigning Users to a Different Role

Buyer administrators and users assigned a role with the User Administration permission can change the role
assigned to users.

Prerequisites

• You are assigned a role with the User Administration permission. See SAP Business Network Permissions
[page 278].
• You have informed users about role changes that will affect them.SAP Business Network does not notify users
of changes to roles.

Procedure

1. Choose Account Settings Settings Users .

2. On the Manage Roles tab, scroll down to the role you want to investigate.
3. Click the role in the Role Name column.
4. Scroll down to the Assigned Users table.
5. Using the checkboxes, select the users you want to move to another role.
6. Click Move to another role.
7. Click Save to return to the Manage Roles page.

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Deleting a Role

Buyer administrators and users assigned a role with the User Administration permission can delete roles that they
no longer need.

Prerequisites

• You are assigned a role with the User Administration permission. See SAP Business Network Permissions
[page 278].
• You have informed users about role changes that will affect them. SAP Business Network does not notify users
of changes to roles.
• No users can be assigned the role you want to delete. To change a user to another role, see Reassigning Users
to a Different Role [page 267].

Procedure

1. Choose Account Settings Settings Users .

2. On the Manage Roles tab, you can perform a search for the role you want to delete, if necessary.

Search for a Permission using the search filters. Or, scroll down and locate the role you want to delete.
3. In the Actions column of the roles results table, click the Delete  icon.

Results

SAP Business Network deletes the role and returns to the Users page.

SAP Business Network Users

Access to a buyer account is secured with individual user identities and levels of permissions.

A user is an SAP Business Network login (username and password) that enables one individual in your organization
to log in to your account. The administrator adds users to the SAP Business Network account and assigns each
user exactly one role, which typically corresponds to the user’s real-world job responsibilities.

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Best Practices in Managing User Accounts

When the administrator of an SAP Business Network account creates users and assigns roles, it is mandatory that
the administrator assigns a unique user name with an appropriate assigned role for each individual who needs to
access the account. Users must not share their user name or password with other users. This is important for SAP
Business Network and your company in managing data privacy and integrity on SAP Business Network.

For security, account administrators and users who have PCard access but are not the PCard owner are required to
update their password every 90 days. As a best practice, users should not share their secret question and secret
answer.

To ensure your organization and users have secure accounts on SAP Business Network, create individual user
accounts for different roles in the organization. By default, add one role per user. Users can have multiple related
roles, depending on the tasks assigned to the user.

How Roles Control User Interface Access

Every user can see the Configuration Personal Information area, which contains basic contact information
and a preferred language setting for that specific user. Beyond that, the only areas that a user is permitted to
see are those allowed by their role permissions. For example, if the administrator created a role that included the
Contact Administration permission, a user assigned to that role could see only the Configuration Personal
Information area and the Supplier Enablement Contacts area of your SAP Business Network account.

While users can update their own personal information, the administrator is responsible for overall user
maintenance, which includes deleting users or reassigning user logins when individuals leave the company, and
resetting user passwords.

Creating a User [page 270]

Changing a User’s Role and Resetting the Password [page 272]

Reassigning a User Login [page 273]

Deleting a User [page 274]

Transferring Administration Ownership [page 275]

Assigning User Management Capabilities to Users [page 276]

Mass Uploading Users Using an Excel Template [page 276]

Updating Users Using an Excel Template [page 277]

Related Information

SAP Business Network Roles [page 263]

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Creating a User

You can set up login credentials and assign permissions to access an SAP Business Network account.

Prerequisites

• You are assigned a role with the User Administration permission. See SAP Business Network Permissions
[page 278].
• Before you create a user, you can use the Filter function from the Manage Users tab on the Account
Settings Settings Users page to search for a user.
1. Click the dropdown arrow and select which search attribute you wish to use: Username, Email Address, or
First or Last Name.
2. Enter a search attribute value in the text box, then click the add  icon to the right.
3. Enter additional search values for the same search attribute as desired, up to 10.

 Note

You can search with only one attribute type at a time.

4. Click Apply.

Context

 Restriction

• You can create no more than 2,000 users.

• You can create only one user for each employee who performs tasks on SAP Business Network.

Procedure

1. Choose Account Settings Settings Users .

2. Click Manage Users.

The Manage Users tab appears.

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 3. Scroll down to the top right of the user results table and click the Create User  icon.

The Create User page appears.

4. Enter a username, email address, first and last name, and optionally a phone number for this user.
5. Select a role in the Role Assignment section.
6. Scroll down and click Done.

Results

On the Manage Users page, at the top right of the user results table, note the Export Contact List  and Table
Options Menu  icons.

• The Export Contact List function downloads all roles and associated user permissions in a CSV file for offline
review.

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• The Table Options Menu controls what columns to show in the user results table.

After you create a user, SAP Business Network sends an email message to that user with a randomly generated
password. Each new user should log in and change the password to something they can remember.

Next Steps

• Remind users to store their usernames and passwords in a safe place.

• Users who forget their username can go to the Login page, click Forgot Username and follow the instructions
for regaining access to their account.
• If a user forgets their password, an administrator can reset it. You can change a user’s role assignment at any
time. See Changing a User’s Role and Resetting the Password [page 272].
• If an employee leaves your company or changes jobs, and no longer uses the SAP Business Network account,
an administrator can delete the user. See Deleting a User [page 274].

Changing a User’s Role and Resetting the Password

You can select a different role for an existing user or reset the password.

Prerequisites

You are assigned a role with the User Administration permission. See SAP Business Network Permissions [page
278].

Context

Users can forget their login information if they do not log in to SAP Business Network regularly. SAP Business
Network provides a secure and relatively quick way for users to recover login information. However, even with this
process in place, loss of usernames and passwords can cause frustration and lost productivity for you and your
users.

If you do not want to reset a user’s password, instruct him or her to click Forgot Your Password? on the SAP
Business Network Login page. After a user submits a username, SAP Business Network Accounts Services sends
the user an email containing steps to reset the password.

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Procedure

1. Choose Account Settings Settings Users .

2. Click Manage Users.
3. Cick Edit for the user whose password you want to reset.
4. Do one of the following:

• To change a user’s role, select a different role in the Role Assignment section and click Save.
• To reset the user’s password, click Reset Password.
5. Click Save.
SAP Business Network returns to the Users page.

Results

If you reset the user’s password, SAP Business Network sends an email to the user containing a new randomly-
generated password. The password update takes effect immediately.

Reassigning a User Login

If a user has left the company, you can reassign that user’s login to another individual, to retain the user setup and
data.

Prerequisites

You are assigned a role with the User Administration permission. See SAP Business Network Permissions [page
278].

Context

When an employee leaves the company or changes jobs and no longer uses the SAP Business Network account in
their name, the administrator should either delete the user or reassign the user’s login to another individual. If you
want to retain the user’s setup and data, reassign the login. If you want to delete the user’s setup and data, delete
the user.

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Procedure

1. Log in using the user’s username and password.

If you do not know the password, click Help Support to contact SAP Business Network Support.

2. Choose Account Settings Manage Profile .

3. On the Configuration page, choose Personal Information.
4. Change the username and password and optionally other information.
5. Click OK.
6. On the Configuration page, choose Notifications.
7. Make any modifications to notification emails based on the user login reassignment.
8. Click OK.

Deleting a User
If a user has left the company, you can delete the user to prevent its further use to access SAP Business Network.

Prerequisites

You are assigned a role with the User Administration permission. See SAP Business Network Permissions [page
278].

Context

When an employee leaves the company or changes jobs and no longer uses the SAP Business Network account,
the administrator should either delete the user or reassign the user’s login to another individual.

• If you want to retain the user’s setup and data, reassign the login. See Reassigning a User Login [page 273].
• If you want to delete the user’s setup and data, perform this procedure.

User deletion is permanent. There is no way for SAP Business Network or you to recover a deleted user.

Procedure

1. Choose Account Settings Settings Users .

2. Click Manage Users.
3. Search for the user you want to delete.

See Creating a User [page 270] for the steps to perform.

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 4. In the user results table, check the checkbox for the user you want to delete.
5. In the Actions column, click the Delete  icon in the row of the user you want to delete.

Results

SAP Business Network deletes the account and refreshes the page content. It does not maintain a record of deleted
users.

Transferring Administration Ownership

The current account administrator can reassign ownership of the SAP Business Network account to another
person.

Prerequisites

You are assigned the Administrator role.

Context

Account administrators can quickly and easily transfer the Administrator role to another user. After the
Administrator role is transferred to a new user, SAP Business Network sends a notification to the new account
administrator, alerting them that they now have the Administrator role.

 Note

If you do not know who the account administrator is, contact SAP Business Network Support.

Procedure

1. Choose Account Settings Settings Users .

2. Click Manage Users.
3. Select the user you want to transfer the Administrator role to.

4. Choose Actions Make Administrator .

The Assign a Role page opens.
5. Select a new role for your account, and click Assign.

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Assigning User Management Capabilities to Users

The current account administrator can create a role with the User Administration permission and assign it to non-
administrator buyer users, called user administrators. User administrators can perform administrative functions,
such as tasks relevant to user management and buyer user access to SAP Business Network.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account Settings Settings Users .

2. On the Manage Roles page, click the  icon.
3. Enter a distinctive name for the role. Enter a description to record your intentions for this role.
4. Go to the last page of permissions, and select the User Administration permission.
5. Click Save.
6. Click Manage Users.
7. On the Manage Users page, select the user you want to assign the user administrator role to.

8. Choose Actions Edit .

9. In the Role Assignment area of the Edit User page, select the user administrator role you created.
10. Click Save.

Mass Uploading Users Using an Excel Template

Account and user administrators can create and update users through mass upload using an Excel template. Using
an Excel template, user administrators can perform the following actions: create or update users, assign roles,
assign business units, authorization profile assignments.

Prerequisites

• You are assigned a role with the User Administration permission. See SAP Business Network Permissions
[page 278].
• For the mass upload capability using an Excel template, all required fields must be filled out in the Excel
template before uploading it.
• List of the required fields in the Excel template:

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 • Action
• Username
• Corporate Username (if SSO is enabled)
• Email Address
• First Name
• Last Name
• Has Limited Access; if this value is set to "No", at least one role must be assigned
• Only Excel files in the .XLSX format can be uploaded
• Only five roles, business units, and authorization profiles can be assigned using an Excel template. These roles,
business units, and authorization profiles must exist already, and cannot be created using Excel upload. If
additional ones are needed, they can be added from the user interface.
• Change of first name, last name, or email address fields is not allowed when updating user details using Excel
upload, consistent with the handling in the user interface.
• The number of users entered in the Excel file must not exceed 500.

Procedure

1. Choose Account Settings Settings Users .

2. Click Manage Users.
3. Click the Upload Users button on the Manage Users page.
4. Click the Upload button on the Upload Users page.
5. Click the Download template link on the Upload File dialog box.
6. Open the Excel template and fill out the required fields.
7. Click the Browse button on the Upload Files dialog box, choose the filled out Excel template from your
computer and enter a descriptive name.
8. Click the Upload button.
9. Click the Refresh Status button on the Upload Users page and wait until it shows status Completed. If the

status is Completed With Errors or Failed, select the download icon ( ) in the Log column to see the
reasons for errors and to correct them.
10. Click the Done button. This opens the Manage Users page where you can see the uploaded users.

Updating Users Using an Excel Template

Account and user administrators can update multiple users using an Excel template.

Prerequisites

You are assigned a role with the User Administration permission. See SAP Business Network Permissions [page
278].

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Procedure

1. Choose Account Settings Settings Users .

2. Click Manage Users.
3. Click the Upload Users button on the Manage Users page.
4. Click the Upload button on the Upload Users page.
5. Click the Download template link on the Upload File dialog box. Alternatively, if you already have an uploaded

Excel template you can reuse it by selecting the download icon ( ) in the File column on the Upload Users
page
6. Open the Excel template and fill out or update the required fields and click the Upload button on the Upload
Users page.
7. Click the Browse button on the Upload Files dialog box, choose the Excel template from your computer and
enter a descriptive name.
8. Click the Upload button.
9. Click the Refresh Status button on the Upload Users page and wait until it shows status Completed. If the

status is Completed With Errors or Failed, select the download icon ( ) in the Log column to see the
reasons for errors and to correct them.
10. Click the Done button. This opens the Manage Users page where you can see the updated users.

SAP Business Network Permissions

A permission grants access to a certain area of the SAP Business Network user interface. Each role includes one or
more permissions.

For example, the Archive Access permission grants access to the Archived Invoices tab and the functionality of
the Invoices area. Any user who is assigned a role that includes the Archive Access permission can access the
Archived Invoices tab. You can view the list of available permissions while creating a role. See Creating a Role [page
265].

The Administrator role, which can be assigned to only one user for your account, includes all permissions. Some
permissions are exclusive to the Administrator role, and only the user assigned the Administrator role can see
them.

The following table lists SAP Business Network permissions in alphabetical order. The right-hand column briefly
describes what each permission enables a user to do and specifies the area in your SAP Business Network account
to which the permission grants access.

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 This permission… Enables a user to…

Access to order confirmation approvals Access order confirmation approvals in Supply Chain Monitor.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Analytics dashboard access Access predefined stories (presentation-style documents that describe data)

under Reports Analytics on the menu bar.

Archive Access View and search archived items.

Grants access to this area:

Invoices Archived Invoices

Buyer Dashboard for Supply Chain Grants access to the Buyer Dashboard for Supply Chain Collaboration.
Collaboration
 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Buyer Discount Management Program Create, maintain, and deactivate Discount Management rules. You must also
Administrator specify the Payment Activities permission to view and manage discounts.

Grants access to these areas:

• Manage Profile Ariba Discount Management

• Reports (Discount Acceptance, Discount Metrics, Early Payment Limit,
and Failed Dynamic Discounting Credit Memo Creation reports only)

Buyer Treasury Agent Accept or reject early payment requests. Grants access to this area:

Manage Profile Ariba Discount Management

Catalog Management Set up and manage customer catalog-related activities. Grants access to this
area:

Catalogs Customer Catalogs

Product Manager View staged products and online products, add products, edit product data, pre-
view product details page that will be visible to buyers when they search for your
product, view and resolve validation errors, send products for approval, move
products from online version to staged version, and delete staged products.

Gives access to the Catalogs Network Catalog page to manage staged

products and online products.

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This permission… Enables a user to…

Product Approver Review product data of the products that are sent for approval, preview the
product details page that will be visible to buyers when they search for your
product, and approve or reject the products that are sent for internal approval.

Gives access to the Catalogs Network Catalog page to manage pending

approval products.

Company Data Deletion Configuration Request recurring or one-time deletion of transaction data. Grants access to this
area:

Manage Profile Data Deletion Criteria

Company Information Review and update company profile and website information. Grants access to
these areas:

Manage Profile Company Profile

Manage Profile Additional Information

Component planning collaboration View the Component planning collaboration tile in the Workbench.

Contact Administration Set up and maintain company-wide and supplier-specific contact assignments.
Grants access to this area:

Supplier Enablement Contacts

Copy Partner Update Bulk add or replace copy partners.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Create and manage postings in Ariba Create, modify, close, and award postings on SAP Business Network Discovery.
Discovery

Customization Editor Create and edit customization projects from the Account Settings

Settings Customization – Self Service page.

 Note
This permission is for SAP Business Network for Supply Chain buyer test
accounts only.

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 This permission… Enables a user to…

Customization Publisher Publish customization projects from the Account Settings Settings

Customization – Self Service page.

 Note
This permission is for SAP Business Network for Supply Chain buyer pro-
duction accounts only.

Customized Content Administration Review and approve customized content.

 Note
This permission is visible only to users assigned the Administrator role.

cXML Configuration Configure your account for cXML transactions, including specifying the cXML
version you support, your authentication method, and profile URL. Grants ac-
cess to this area:

Manage Profile cXML Setup

Download Current Transactions Download your account's transaction data for any period up to 90 days. Grants
access to this area:

Quick links Current Transactions

Forecast Visibility Grants access to forecast and commit visibility.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Goods Receipt Report Administration Create, delete, modify, run, and download goods receipt reports. Grants access
to this area:

Reports (Goods Receipt report only)

Inbox and Order Access View and search incoming transaction documents and take actions based on
your role. This permission includes viewing invoices, order confirmations, ship
notices, and notifications, as well as performing a search for invoices, order
confirmations, and ship notices.

Invoice Report Administration Create, delete, modify, run, and download invoice reports. Grants access to this
area:

Reports (Invoice Report only)

Manage Time and Expense Sheets View time and expense sheets. Grants access to this area:

Fulfillment Time and Expense Sheets

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This permission… Enables a user to…

Mobile Application Access Access the SAP Business Network mobile application.

Outbox Access View and search outgoing transaction documents and take actions based on
your role. This includes viewing orders and transaction audit reports, as well as
performing a search for orders and download results.

Part status for planning collaborations Change part status for material items to Active or Inactive.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

 Note
Part status actions are not supported in a combined view of forecast and
supplier-managed inventory. This view is identified by a Multiple value in the
Process type column.

Payment Activities View payments in the Payments area, view complete PCard account numbers on
purchase orders, and maintain your company’s payment account. Grants access
to this area:

Payments

For increased security on SAP Business Network, users with this permission are
required to change their password every 90 days.

PCard Configuration and Notifications Enable PCard settlement, maintain card administrator information, and maintain
email addresses for card processing notifications. Grants access to these areas:

• Manage Profile Settlement PCard Settlement Services

• Manage Profile Settlement PCard Administrator Information

• Manage Profile Settlement PCard Charge Methods

• Manage Profile Settlement PCard Processing Notifications

This permission is available to the administrator account if the organization is

enabled for payment. If you created roles before your account was enabled for
payment, you can revise roles and add this permission.

Permission to approve or reject date Allow users to approve or reject a supplier’s date deviations from the order in
deviation Supply Chain Monitor.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

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 This permission… Enables a user to…

Permission to approve or reject price Allows user to approve or reject a supplier’s price deviations from the order in
deviation Supply Chain Monitor.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Permission to approve or reject quantity Allow users to approve or reject a supplier’s quantity deviations from the order in
deviation Supply Chain Monitor.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Planning Collaboration Visibility Grants access to planning collaboration visibility.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Planning Settings Authorization Grants access to planning settings.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Premium Membership and Services Manage your premium service subscriptions.

Management

Proof Of Service Approval Access Allow buyers to approve or reject a proof of service sent by suppliers.

Proof Of Service Create Access Allow suppliers to create a proof of service.

Proof Of Service Create On Behalf Access Allow suppliers to create a proof of service on behalf of the contractor. This is
useful when the supplier contractor does not have the resources to create a
proof of service.

This permission in the SAP Business Network proof of service workflow is ap-
plicable while creating service calls (proof of service) using SAP Field Service
Management.

Proof Of Service Report Access Allow users to create the report of all proof of service based on specified criteria,
such as start date or status.

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This permission… Enables a user to…

Proof Of Service Review Access Allow a supplier supervisor to review the proof of service created by a supplier or
contractor. The supplier supervisor can then reject the proof of service or submit
the proof of service for approval.

The supplier supervisors can view the details only for the proof of service for
which they are specified as reviewers.

Purchase Order Report Administration Create, delete, modify, run, and download purchase orders, failed purchase or-
ders, and order summary reports. Grants access to this area:

Reports (Order, Failed Order, and Order Summary reports only)

Quality Collaboration Access Allow users to view the Quality collaboration tab.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Quality Inspection Access Allow suppliers to view quality inspection documents.

Quality Inspection Creation Allow suppliers to create quality inspection documents.

Quality Inspection Signature Allow suppliers to electronically sign quality inspection results.

 Note
The supplier's personal data will be transferred to the electronic signature
provider enabled for the supplier's account.

Quality Notification Access Allow suppliers to view quality notification documents.

Quality Notification Creation Allow suppliers to create quality notification documents.

Quality Review Access Allow users to view quality review documents.

Quality Review Admin Perform administrative functions on quality reviews. This permission includes
enabling a buyer to open a Closed quality review, and in an open quality review to
delete attachments and set or unset a legal hold.

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Quality Review Creation Allow users to create quality review documents.

Service Sheet Report Administration Create, delete, modify, run, and download service sheet reports. Grants access
to this area:

Reports (Service Sheet and Service Sheet Activity Log reports only)

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 This permission… Enables a user to…

Supplier Enablement Configuration Configure supplier invitation letters, tasks, activities, and the Supplier Informa-
tion Portal.

Supplier Enablement Program Manage supplier relationships. Configure the supplier enablement process, up-
Administrator load vendors, start supplier enablement, manage supplier enablement tasks,
and access the vendor data export reports.

Supplier Enablement Report Access to the supplier enablement status and supplier enablement task status
Administration reports.

Supplier Enablement Task Management Manage supplier enablement tasks. Grants access to this area:

Supplier Enablement Tasks

Supplier Membership Report Create, delete, modify, run, and download supplier membership status reports.
Administration Grants access to this area:

Reports (Supplier Membership Status report only)

Supplier Profile Report Administration Create, delete, modify, run, and download supplier profile reports. Grants access
to this area:

Reports (Supplier Profile report only)

Supplier Remittance Information Report Create, delete, modify, run, and download supplier remittance information re-
ports. Grants access to this area:

Reports (Supplier Remittance Information Report only)

Supply Chain Monitor Settings Make setting changes to Supply Chain Monitor.
Administration
 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

Tax Book Report Administration Create, delete, modify, run, and download tax book reports. Grants access to this
area:

Reports (Tax Book report only)

Test Account Administration Create and manage test accounts. Grants access to this area:

Account Settings Switch to Test Account

 Note
This permission is visible only to users assigned the Administrator role.

Timestamp Verification Verify timestamp token on invoices.

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This permission… Enables a user to…

Transaction Configuration Specify requirements and/or preferences for routing and responding to orders,
order request messages, cancel orders, order response documents; specify a
PunchOutSetupRequest URL. Grants access to this area:

Administration Configuration Default Transaction Rules

Transaction Data Export for Deleted Data Download ZIP files of deleted transaction documents. Grants access to this area:

Quick links Deleted Transactions

Transaction Monitoring Visibility Access the Transaction Document Report job type for Upload/Download with-
out having the administrator role. Grants access to this area:

Quick links Upload/Download

 Note
This permission is for SAP Business Network for Supply Chain buyer ac-
counts only.

User Administration Create, delete, and manage users and roles. Grants access to this area:

Manage Users

 Note
This permission is visible only to users assigned the Administrator role.

Revoke User Access and Remove a User's Personal

Information
SAP Business Network users can request the administrator for their account to remove their personal information
from the system. If approved, the user can’t log into SAP Business Network any longer, and their personal
information is no longer visible to users, including in transaction documents shared and exchanged with business
partners.

 Note

For audit and compliance purposes, the user's personal information is still visible to the user who is the
administrator for your SAP Business Network account.

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Restrictions

• Comments or attachment files associated with transaction documents aren’t affected when users remove
personal information. Therefore, avoid entering personal information in comments or attached files.
• After a user’s revocation of user access request is approved, their personal information is pseudonymized in
SAP Business Network transaction documents. However, transaction documents that were integrated with
other systems (such as an ERP) or downloaded before the request was approved may still have the user’s
personal information. The customer needs to take additional action, including informing impacted business
partners, to remove it.
• If a customer needs to re-identify a user that has been pseudonymized for legal purposes, the administrator of
the account can provide that information.

Workflow for Removing Personal Information for a User from SAP Business Network [page 287]

Requesting Removal of Personal Data for a Buyer User [page 288]

Approving or Rejecting a Buyer User's Request to Remove Their Personal Information [page 288]

Viewing and Exporting Revoked Buyer Users [page 289]

Workflow for Removing Personal Information for a User

from SAP Business Network
This procedure describes the workflow for removing personal information for an SAP Business Network user:

Figure 38: Workflow for Removing Personal Information for a User

1. A user logs in to the SAP Business Network portal to request the removal of their personal information.
2. The administrator for the account receives an email notifying them of the user's request.
3. The administrator logs into the SAP Business Network portal and approves or rejects the user's request.
4. If the administrator approved the request, the user's personal information is removed.
5. If the administrator approved the request, the user can't log in to SAP Business Network.

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Requesting Removal of Personal Data for a Buyer User

SAP Business Network users can request the administrator for their account to remove their personal information
from the system. If your request is approved, your personal information is removed, and you can't log in to SAP
Business Network.

Prerequisites

If you are currently assigned the Administrator role for your account, you can't perform this task until after you
transfer the Administrator role to another user. See Transferring Administration Ownership [page 275].

Procedure

1. Click the Account Settings icon, and choose Manage Profile.

2. Click Personal Information.
The Personal Information page opens.
3. In the Personal information usage section, check the Request to remove my personal information option.
4. Click Save.

Results

The administrator is notified of your request, and they can approve or reject it.

Approving or Rejecting a Buyer User's Request to Remove

Their Personal Information

As an administrator, you can approve or reject a user's request to remove their personal information from SAP
Business Network. If you approve the request, the user's personal information is removed, and they can't log in to
SAP Business Network.

Prerequisites

You are assigned the Administrator role.

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Procedure

1. Choose Account Settings Settings Users .

2. Click Manage Users.
3. In the Users table, select the user who requested revocation of access. In the AN Access column, the value is
Revocation request pending.
4. Click Actions, and choose one of the following actions:

• Accept Revocation Request

• Reject Revocation Request
5. Click OK.

Viewing and Exporting Revoked Buyer Users

As an administrator, you can view the list of revoked users and export the table to an XLS file.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account Settings Settings Users .

2. Click Revoked Users.
3. The Revoked Users table lists all users whose access to SAP Business Network has been revoked.

 Tip

You can filter the table by Username, Email Address, or First or Last Name.

4. To export the table, click the  Table Options Menu icon, and choose Export All Rows.

Results

An XLS file containing the list of revoked users downloads to your computer.

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Configure Retention Period and Manage Deletion of
Revoked Users in SAP Business Network
As a buyer administrator, configure a retention period for revoked users.

SAP Business Network users can request the administrator of their account to remove their personal information
from the system. This is called a revocation request. If the request is approved, users cannot log in to SAP Business
Network any longer, and their personal information is no longer visible to other users.

As an administrator, you can configure a retention period for the user data of all the revoked users in your
organization. The data of revoked users is automatically removed from SAP Business Network after this retention
period is reached. In the meantime, you can view the list of revoked users in the Revoked Users tab. You must have
configured the retention period before accepting or rejecting any revocation request. If the retention period for an
organization is not configured, SAP Business Network prompts you to configure the retention period before you
can act on a revocation request. You can change the retention period at any time before the previously configured
retention period is reached. The newly configured retention period takes effect immediately. The retention period
must be configured in months, and must be between 1 and 999 months.

 Note

• Only users with non-administrator roles can request revocation of their access from SAP Business
Network. Administrators cannot raise a revocation request. If administrators want to request revocation
of their access from SAP Business Network, they must transfer their administrator role to another user. For
more information, see Transferring Administration Ownership [page 275].
• Transaction documents such as purchase orders and invoices created by users before they were revoked
will remain unchanged in SAP Business Network even after revocation and subsequent permanent deletion
of such users.

Configuring Retention Period for Revoked Users in Your

Organization

As an administrator, you can configure the retention period of user data for revoked users in your organization.

Procedure

1. Log in to your SAP Business Network buyer account.

2. Click Account Settings Settings Users .

3. Click Manage User Deletion.
4. Enter a retention period between 1 and 999 in the Retention period in months box.

The data of all revoked users in your organization will be retained for a period that you configure here.
5. Click Save.

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 • After the retention period is over, user data will be deleted permanently from SAP Business Network.
• You cannot act upon a revocation request unless you configure the retention period first.
• Revoked users' data is available for you to view for purposes such as regulatory audits.
• All the data of an organization (including users' data - both revoked as well as deleted) is deleted when an
organization is permanently deleted.

Prevention of Manual Login by SAP Business

Network Buyer Users
Buyers whose SAP Business Network accounts are configured for single sign-on corporate authentication can
prevent users from logging in to the SAP Business Network manually, outside of the single sign-on configuration.

This SAP Business Network feature is applicable to all buyers who use single sign-on corporate authentication for
accessing the SAP Business Network. This feature does not affect SAP Business Network suppliers.

Preventing users from logging in manually enhances the security of SAP Business Network accounts using single
sign-on authentication. When this feature is enabled, users cannot log in to the SAP Business Network in any
way other than through single sign-on. They cannot log in by entering the URL buyer.ariba.com directly into
a browser. Even users with the Administrator role cannot log in manually. Users who try to log in manually will
receive an error message that says The username and password pair you entered was not found.

If this feature is not enabled, users can use their username and password to manually log in to the SAP Business
Network.

Enabling This Feature

This feature is disabled by default. To enable this feature, ask your Designated Support Contact to log a case
(formerly Service Request). An SAP Business Network Support representative will follow up to complete the
request.

Enabling the feature involves SAP Business Network setting an option in the single sign-on configuration for the
SAP Business Network account to disable manual login.

Multifactor Authentication
Multifactor authentication is a two-step verification process where you are required to authenticate yourself a
second time using a time-based verification code. As compared to the single step authentication process, the
multifactor authentication process provides enhanced security.

If multifactor authentication is enabled for critical fields, you are required to perform the two-step verification
process while attempting to update the values of critical fields such as email addresses, phone numbers,
remittance information and so on. With multifactor authentication enabled for login, you are required to perform
the two-step verification process to log in to SAP Business Network.

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SAP Business Network administrators can now enable the following functionalities for users in their organization by
selecting the desired users from a table:

• Require multi-factor authentication for critical fields

• Require multi-factor authentication for login

 Note

• Only buyer administrators with the required permissions can disable multifactor authentication for login.
• SAP Business Network does not prompt newly created users to complete the multifactor authentication
setup immediately after a successful login. New users are recommended to set up multifactor
authentication for login after they change their initial password.

Prerequisites

When multifactor authentication is enabled for your organization, you must install an authenticator application
such as SAP Authenticator from iTunes (for iOS devices) or from Google Play (for Android devices) in your
hand-held devices to generate a time-based verification code (also called time-based one-time password). The
time-based verification code setup is also compatible with third-party authenticators such as Google Authenticator
or Microsoft Authenticator.

Enabling Multifactor Authentication for Login [page 292]

Configuring Multifactor Authentication Settings [page 293]

Managing Multifactor Authentication for Users [page 294]

Setting Up Multifactor Authentication (Buyer User) [page 294]

Setting Up Multifactor Authentication Using a New Device (Buyer User) [page 295]

Enabling Multifactor Authentication for Login

Prerequisites

You are assigned a role with the User Administration permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account Settings Settings Users .

2. Click Manage User Authentication.

The Multi-factor Authentication User Setup page is displayed.

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 3. Select the box Require multi-factor authentication for login.
4. Click Yes in the dialog box that appears.

5. Select the desired users by checking the boxes against their user names from the table, and click Enable.

 Note

Only the selected users are enabled for "multifactor authentication for login". If you do not select
any user from the table, none of the users in your organization will be enabled for multifactor
authentication.

Configuring Multifactor Authentication Settings

Prerequisites

You are assigned a role with the User Administration permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account Settings Settings Users .

2. Click Manage User Authentication.
3. Click Configure MFA Settings.

The Configure Multi-factor Authentication Settings page appears.

4. Enter a value in the Time allowed to skip multi-factor authentication setup box.
This field specifies the maximum number of days the user can skip the multifactor authentication setup when
an administrator has enabled it for that user. The default value is 5 days.
5. Enter a value in the Number of invalid multi-factor authentication attempts allowed box.
This field specifies the maximum number of invalid multifactor authentication attempts that the user can
make. The default value is 5 attempts. After the number of invalid attempts specified in this field, the user
account is locked. It can be unlocked only by an administrator.
6. Enter a value in the Retry period for locked out users box.
• After the number of minutes (the default value is 120 minutes) specified in this field, the user account is
automatically unlocked and can be re-used.
• If the user gets locked a second time, the default value becomes 240 minutes, and the user is unlocked
only after 240 minutes.
• If the user gets locked a third time, the user account is locked for good, and can be unlocked only by an
administrator.

 Note

Users can contact their administrator at any time during this period to get their account unlocked.

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7. Select the Enable the Remember me option check box.

This checkbox (unchecked by default) specifies if users can choose the Remember me option for multifactor
authentication in the one-time password input screen. If this box is checked, an input box Remember device
for is displayed.
8. Enter a value in the Remember device for box.
This field specifies the maximum number of days the user's device and browser will be remembered, during
which they will not be prompted for the multifactor authentication passcode during login. The default value is 5
days.
9. Click Save.

Managing Multifactor Authentication for Users

Prerequisites

You are assigned a role with the User Administration permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account Settings Settings Users .

2. Click Manage User Authentication.
3. Select the desired multifactor authentication check boxes.
4. Select the users (from the table) for which you want to manage multifactor authentication.
5. Click the following buttons depending on what you wish to do:

• Enable: Enables multifactor authentication for the selected users.

• Disable: Disables multifactor authentication for the selected users.
• Reset: Resets multifactor authentication for the selected users. These users must either enter the secure
key displayed on the user interface, or scan a new QR code during their next login session.
• Send Email Reminder: Sends a reminder email to the selected users.
• Unlock: Unlocks the selected users.
6. Click Save.

Setting Up Multifactor Authentication (Buyer User)

Context

You can set up multifactor authentication after your SAP Business Network administrator has enabled the feature.

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Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, click Personal Information.

The Personal Information page appears.

3. Below the Username text box, click the Set up multi-factor authentication link.

The Set up Multi-factor Authentication page appears.

4. Download and install SAP Authenticator or any compatible authenticator application such as Google
Authenticator or Microsoft Authenticator on your hand-held device.
5. Open the authenticator application that you have installed on your mobile device and do either one of the
following:
1. Scan the QR code displayed on the page, and enter the code in the Time-based Verification Code input box, or
2. Enter the secure key displayed on the page in the Time-based Verification Code input box.
6. Click Done.

Setting Up Multifactor Authentication Using a New Device

(Buyer User)

Context

When you change your mobile device, you can reset the multifactor authentication that had been configured using
your old device. Using the verification code from the old device, you can set up multifactor authentication on your
new device.

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, click Personal Information.

The Personal Information page appears.

3. Below the Username text box, click the Reset multi-factor authentication link.
4. Enter the verification code from your old mobile device.
5. Set up multifactor authentication again, using a new QR code on your new mobile device.
6. Click Done.

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Supplier Network Catalog

Suppliers use network catalog to easily maintain a master catalog that includes products from all categories,
regardless of how it is measured, priced, or delivered. All the buyers on SAP Business Network can easily search
and view these products and send a Request for Information (RFI) which results in possible new business for
buyers and suppliers.

Buyers access network catalog products using the product search solution on the SAP Business Network trading
partner portal homepage to see what you offer and to make purchases from suppliers.

Buyers can search for products using product title, description, category, or manufacturer name. The search
results are displayed in the form of product preview tiles with basic information such as product name, image,
supplier name, price, and Check Price button. Also, the search results are displayed in the language that is defined
in the buyer’s web browser. Buyers can view more detailed information about the product on the Product Details
page. The product details will be displayed in the language specific to the buyer’s delivery location. If the product
data is not available in the buyer’s regional language, then the product details are displayed in the English language.

Buyers can perform the following actions on the search results page:

• Request for price using the Check Price button on each product preview tile.
• Filter products by category, manufacturer name, and price.
• View the Product Details page of the desired product by clicking on the product preview tile.

Buyers can perform the following actions on the Product Details page:

• View detailed information about the product such as product name, images, supplier name, manufacturer
name, category, specifications, and description.
• Select the required quantity and view the price of the selected product quantity.
• Send a check price request for the selected product quantity.
• Add inputs for the supplier if any and set the response deadline.

When buyers submit the check price request, a private posting will be created in SAP Business Network Discovery.
A pop-up message is displayed with the posting ID and buyers can view the Posting Details page by clicking on
the posting ID link. Buyers can also search and view the posting details using the posting ID or product title on
the SAP Business Network Discovery page. The supplier receives a notification that a posting has been
created. When the supplier responds to the posting, the buyer receives a notification with a link to the Posting
Details page to view the supplier response.

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Search for Products in Network Catalog from Various
Suppliers

Context

The SAP Business Network product discovery functionality ranks and suggests the top suppliers for products
available in the selected delivery location.

Procedure

1. Log in to your SAP Business Network account.

2. On the homepage, select the Discover option from the dropdown list on the search bar.
3. Select the delivery location from the In Location dropdown list on the search bar.

The search results are displayed based on the products available in the specified geographic location.
4. Enter the product name, description, category, supplier name, or manufacturer name in the search bar. While
typing the text, SAP Business Network displays suggestions of what you intend to type. You can then select one
of the recommended options.
5. Click on the Search icon.

The search results are displayed in the form of product preview tiles with basic product details such as product
name, supplier name, price, and Check Price button.
6. In the Filters section, select the required criteria to further filter the search results based on category, supplier
name, manufacturer name, and price.

 Note

For more information on how to view additional product details and send a check price request for the
desired product, see Send Check Price Request for Network Catalog Products [page 297] topic.

Send Check Price Request for Network Catalog

Products

Context

Buyers can easily send a check price request to suppliers for the desired product quantity. Check price request
enables you to request a quote from suppliers, negotiate the price of the requested product, set a response
deadline, and enquire for more product details such as certifications, quality, and delivery time.

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Procedure

1. Log in to your SAP Business Network account.

2. Search for the required products. For more information on how to search for products, see Search for Products
in Network Catalog from Various Suppliers [page 297] topic.
3. On the product search results page, click on the Check Price button or click on the product preview tile of the
required product.

The Product Details page is displayed with detailed information about the product.
4. Add the required product quantity in the Quantity field.

The delivery address is displayed by default based on the location selected during the product search. From
the Deliver to list box, you can only select a region within the country specified on the SAP Business Network
homepage while searching for a product.
5. Click on the Check Price button to send a check price request to the supplier.

The Check Price dialog is displayed.

6. Do the following on the Check Price dialog:
1. Review the product details.
2. Add required inputs to the supplier in the Comments text box.
3. Select the date and time from the Response Deadline field.
4. Click Submit.

On successful submission of the check price request, a posting will be created in SAP Business Network
Discovery. A pop-up message is displayed with the posting ID and the link to the Posting Details page. The
supplier receives a notification that a posting has been created. When the supplier responds to the posting, you
will receive a notification with a link to the Posting Details page to view the supplier response.

 Note

You must have the Create and manage postings on Ariba Discovery user permission to create and
manage SAP Business Network Discovery postings. Make sure that the "Notify me, when A supplier
responds to my posting" check box is selected on the Postings section of the Account settings
Manage Profile Notifications Discovery page to receive a notification when a supplier responds to
your posting.

7. Click on the posting ID link on the pop-up message to view the Posting Details page.

 Note

You can also search and view the posting details using the posting ID or product title on the SAP
Business Network Discovery page.

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Supplier Customer Catalogs

Suppliers use electronic customer catalogs to describe the products and services they provide. You can download
customer catalogs, subscribe to them to have updates automatically downloaded, and view content online.

Suppliers publish customer catalogs in either of two formats: Catalog Interchange Format (CIF) or commerce
eXtensible Markup Language (cXML). For more information on customer catalog formats, see the Customer
Catalog Format Reference.

Customer catalogs are simple text files. To use a customer catalog to which you are not subscribed, you can
download it manually. Manually downloading a customer catalog does not create a subscription nor does it
download a supplier’s profile.

Your suppliers can also upload a customer catalog containing items with the advanced pricing details.

Before a supplier can publish a private customer catalog for your organization, it must qualify the catalog for your
organization—check the catalog against your catalog validation preferences.

Downloading a Supplier’s Customer Catalog [page 299]

Searching for Customer Catalogs [page 300]

Subscribing to a Public Catalog [page 302]

Viewing Customer Catalog Contents [page 303]

Downloading a Supplier’s Customer Catalog

You can download a supplier’s customer catalog and save it on your computer.

Prerequisites

You are assigned a role with the Catalog Management permission. See SAP Business Network Permissions [page
278].

 Restriction

You cannot receive new catalogs from a suspended supplier.

Procedure

1. Choose Catalogs Customer Catalogs from the menu bar.

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 The Customer Catalogs page appears.
2. To search for a customer catalog to which your organization is not subscribed, do the following:
a. Click the Search tab.
b. Enter search criteria. See Searching for Customer Catalogs [page 300] for descriptions of the search
fields.
c. Click Search. SAP Business Network displays catalogs that match the search criteria at the bottom of the
page.
3. Click the name of a catalog.
SAP Business Network displays details about the catalog, such as supplier name, industry, and date published.
4. Click the Content tab.
5. Click Download.
6. Your web browser prompts you whether to open the file or save it to disk. If you choose to save it to disk, use
the default file name.

Related Information

Supplier Interactions [page 17]

Catalog Validation Preferences [page 109]
Overriding Your Rules and Preferences for a Supplier [page 178]

Searching for Customer Catalogs

You can source new suppliers and products by searching all customer public catalogs on SAP Business Network.
You can also search for customer catalogs published privately to your organization.

Prerequisites

You are assigned a role with the Catalog Management permission. See SAP Business Network Permissions [page
278].

Context

You might want to contact the supplier directly to negotiate contract pricing, delivery methods, and payment
details. To send email to the supplier, click the name that appears in the Contact column of the search results.

Public catalogs usually contain list prices. Private catalogs usually contain negotiated prices.

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Procedure

1. Choose Catalogs Customer Catalogs from the menu bar.

SAP Business Network displays your subscribed catalogs in the Catalogs Customer Catalogs page.
2. Click the Search tab.
3. Specify criteria for the search. See Catalog Search Criteria [page 301].

The more criteria you specify, the narrower the search. SAP Business Network finds items that match all of the
search criteria that you enter (it ANDs the search criteria).
4. Click Search.
SAP Business Network lists all the customer catalogs that match your search criteria.

Results

Now you can:

• View customer catalog contents.

• Download a customer catalog.
• Subscribe to a customer public catalog.

Related Information

Supplier Customer Catalogs [page 299]

Viewing Customer Catalog Contents [page 303]
Downloading a Supplier’s Customer Catalog [page 299]
Subscribing to a Public Catalog [page 302]

Customer Catalog Search Criteria

Lists the criteria on which you can search for customer catalogs.

Use This Parameter… To Do This…

By Supplier Search by supplier company name. You can leave off the Co., Inc., or Ltd. title.

By Commodity Search by product type or service type; for example, “Building, Construction, and Mainte-
nance Services.” The lower the level of commodity description you select, the greater the
number of potential suppliers returned.

Catalog Classification Search by customer catalogs you have received, or that have been published to you or to
all buyers. Select multiple categories to widen searching.

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Use This Parameter… To Do This…

By Name or Description Search by the supplier’s customer catalog name or description—for example, “fall prices”
or “laptop catalog.”

Date Published by Supplier Search by the date the customer catalog was published. You can specify just an end date
or start date, or both start and end dates.

Subscribing to a Public Catalog

You can subscribe to a supplier customer catalog to receive an email notification whenever the catalog changes.
Subscribing also enables your procurement application to download those catalogs and all future updates to them.

Prerequisites

You are assigned a role with the Catalog Management permission. See SAP Business Network Permissions [page
278].

Context

Subscribing does not immediately download catalogs. Instead, it allows your procurement application to
automatically detect new or updated customer catalogs.

You are automatically subscribed to private catalogs published to you. You do not need to take any action for these
catalogs.

To remove a subscription, delete your relationship with that supplier.

Your procurement application initiates polling for new catalogs.

Procedure

1. Choose Catalogs Customer Catalogs from the menu bar.

SAP Business Network displays the customer catalogs to which your organization is already subscribed.
2. To find the customer catalog to which you want to subscribe:
a. Click the Search tab.
b. Enter search criteria. See Searching for Customer Catalogs [page 300] for descriptions of the search
fields.
c. Click Search.
SAP Business Network displays customer catalogs that match the search criteria at the bottom of the
page.

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 3. Click the name of the customer catalog to which you want to subscribe.
SAP Business Network displays details about the customer catalog, such as supplier name, industry, and date
published.
4. Click Subscribe. (If a Subscribe link does not appear, it means that you are already subscribed to that
customer catalog.) You will receive an email notification when you are subscribed to the customer catalog.

Results

After you subscribe, the following events occur that download customer catalogs automatically:

1. You schedule your procurement application to regularly poll SAP Business Network.
2. Suppliers publish private catalogs to you or you subscribe to public catalogs.
3. When your procurement application polls SAP Business Network, it downloads your subscription list. This list
contains catalog names and time stamps of the latest versions.
4. Your procurement application compares these customer catalog names and time stamps to the ones stored in
its database.
5. For each out-of-date customer catalog, your procurement application downloads the new version from SAP
Business Network and stores it in the staging directory.
6. If a customer catalog line item contains a D-U-N-S® number that does not exist in your procurement
application’s supplier list, your procurement application downloads the supplier’s profile and loads it.
7. Upon successful validation, your procurement application submits the customer catalog changes to the
catalog manager for approval.

Related Information

Customer Catalog Administration Guide for Buyers

Viewing Customer Catalog Contents

You can view customer catalog contents online, which is convenient when sourcing new products or services. You
can view customer catalog item details, such as price, part number, and description.

Prerequisites

You are assigned a role with the Catalog Management permission. See SAP Business Network Permissions [page
278].

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Procedure

1. Choose Catalogs Customer Catalogs from the menu bar.

SAP Business Network displays your subscribed customer catalogs in the Customer Catalogs page.
2. To perform a search for a customer catalog to which your organization is not subscribed, do the following:
a. Click the Search tab.
b. Enter search criteria. See Searching for Customer Catalogs [page 300] for descriptions of the search
fields.
c. Click Search.
SAP Business Network displays customer catalogs that match the search criteria at the bottom of the
page.
3. Click the name of the customer catalog you want to view.
SAP Business Network displays details about the customer catalog, such as supplier name, industry, and date
published.
4. Click the Content tab.

SAP Business Network displays the line items in the customer catalog. Large customer catalogs might take
several minutes to display. Click one of the following:

• Subscribe to load the catalog into your procurement application. If the Subscribe link does not appear,
your organization is already subscribed.
• Download to view or edit this catalog locally on your computer.

Related Information

Subscribing to a Public Catalog [page 302]

Downloading a Supplier’s Customer Catalog [page 299]

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Payments

SAP Business Network facilitates payment and discount processing for the SAP Ariba Payables solution.

The SAP Ariba Payables solution combines SAP Ariba cloud services features and third-party services related to
payments, supply chain finance, and discounting. The SAP Ariba Payables solution offers the following capabilities
and services:

• Payment (US)
• Payment (Canada)
• Payment (Germany)
• Check payment
• Card payment
• Supply chain finance
• Discounting

The SAP Ariba Payables solution offers the following features:

• Remittance delivery to supplier via portal, email, EDI, VAN, cXML

• Payment status visibility
• Track and trace display of payments
• Supplier self-service portal
• ACH payment processing
• Prenotification validation
• Fraud reduction through payment provider activity monitoring
• Supplier remittance name, address, and bank account changes report
• Enablement status (with supplier contact information changes) and payment transaction reports
• Supplier-maintained bank account information
• ACH returns and notification of change processing
• Compatibility with any bank
• Payment cancelation

Basic ACH Payment Workflow

The follow high-level steps describe the workflow for the SAP Ariba Payables solution:

1. An invoice ok2pay file is sent to the ERP system.

2. The ERP system schedules payments.
3. The ERP system sends payments and remittances to SAP Business Network.
4. Depending on the capability or service you are using, one of the following occurs:
• The ERP system transmits payments to the buyer's bank.
• SAP Business Network transmits payments to the buyer's bank via ACH.

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 • For payment (US) or payment (Canada), SAP Business Network transmits payments to the payment
provider; the payment provider processes them and sends payment instructions to the buyer's bank.
5. SAP Business Network sends remittance advice to suppliers.
6. The buyer's bank settles with suppliers.

For detailed information about the supply chain finance service and discounting capability, please see the
Payments and Discounting Buyer Guide.

Pre-Notification and Validation of Remittance Bank Information [page 306]

Supplier Remittance and Bank Account Change Reporting [page 308]

Creating a Supplier Remittance Report [page 309]

Payment Capability (US, Canada, Germany) Overview [page 312]

Card Payment Capability [page 315]

Check Payment Capability [page 316]

Before You Configure Payment Through SAP Business Network [page 318]

Payments Integration Between SAP Business Network and Your ERP System [page 318]

Payment Batches [page 325]

Remittance Advice Documents [page 328]

Collaboration with Suppliers on Payments [page 334]

Cancel Payments [page 336]

Pre-Notification and Validation of Remittance Bank

Information
ACH pre-notification or pre-note is a zero dollar transaction that is sent to the bank to verify the accuracy of bank
account information. This ensures that payments are sent correctly to your supplier’s bank or financial institution.

When there is a change in your supplier’s remittance bank information, SAP Business Network sends a pre-note to
the bank. Once the bank receives the pre-note, it verifies the information and, if necessary, sends a Notification of
Change (NOC) email message to SAP Business Network. Once SAP Business Network receives the NOC, it alerts
the supplier, who can then update the remittance information in their supplier account.

The pre-notification process takes approximately 10 business days.

SAP Business Network generates a pre-note when:

• A trading relationship is established between a supplier (who has ACH remittance information in their supplier
account) and an ACH-enabled buyer, or,
• A supplier either configures ACH remittance information in their supplier account, or updates existing ACH
remittance information (assuming that a trading relationship already exists between ACH-enabled buyer and
supplier).

A pre-note impacts the supplier’s remittance information status as follows:

If the supplier has configured multiple ACH remittance addresses in their account, a separate pre-note is generated
for each of those addresses. Each pre-note results in a zero-dollar payment, which is transmitted to the disbursing

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bank. This remittance information is associated with one of the following statuses: Unverified, Verifying, Verified, or
Incorrect bank information.

When a pre-note document is generated, the remittance information status automatically changes from Unverified
to Verifying, SAP Business Network waits for a period of ten days to receive the NOC/RTN (Notification of Change/
Return) from the bank. If no NOC/RTN is received from the bank within the stipulated 10 days, the remittance
information is automatically marked as Verified. The supplier remittance information status changes to Verified
when SAP Business Network receives the NOC from bank, and is updated to Incorrect bank information upon
receipt of a RTN.

 Note

There is no guarantee that the bank will send a NOC/RTN if there is a problem with the remittance information.
It is not mandatory for the bank to respond with a NOC/RTN when they receive a pre-note document from SAP
Ariba. Regardless, the pre-note verification process, services as one of the many business controls that reduce
the risk of a payment failure or problem.

Batching of Pre-Notes
Previously, SAP Business Network sent pre-notes as separate EDI 820 files to the bank, typically resulting in a
$25 (USD) charge per (pre-note) file received. Now, the pre-note validation process becomes more cost-effective,
due to the ability to batch pre-notes into a single EDI 820 file prior to sending them to the designated bank. The
batching is done on a daily basis usually transmitted to the bank five hours before the bank’s cut-off time.

In case the supplier creates or modifies the remittance information after the pre-note batch is created for the
current day, the remittance information will be generated the next day.

Bank Holiday Calendar Configuration and Transmission

Cut-Off Time
Your SAP Ariba Support representative will work with you to ensure proper configuration of your bank’s calendar,
including bank holidays. You are expected to set up your ERP to incorporate NACHA guidelines and ensure that
funds settle in your supplier’s bank account on the net due date; this implies that you transmit your payment files
one business day prior to the expected settlement date.

SAP Ariba will also work with you to establish the appropriate transmission cut-off time for your bank. In doing so,
Ariba will provide enough buffer time (approximately two hours) to ensure timely delivery of files, thereby allowing
you to address exceptions.

By default, SAP Ariba sends payment batches to the bank immediately. However, you can choose to hold payment
batches until the daily cut-off time. If you choose to hold payment batches until the daily cut-off time, you can
cancel pending payment batches before the daily cut-off time. For more information about holding payment
batches and canceling payments, see Cancel Payments [page 336].

The following are some important considerations to keep in mind regarding how SAP Ariba configures bank
transmission cut-off times:

• SAP Business Network sends the transmission to bank immediately upon receipt of clean file by default.

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• SAP Business Network sends email notifications upon bank transmission, so you know when payments are
held up by your bank. These notifications help you reconcile the payment run and complete the bank-defined
authorization process. See Configuring Payment Batch Notifications [page 324] for more information on these
types of notifications.
• You can log in to SAP Business Network directly by clicking on the batch ID link contained in the notification
email to see the batch details.
• If a batch contains exceptions or if it is a duplicate, SAP Business Network issues a separate notification.
(Notification subjects include the batch number.)
• If the payment is received after the bank cut-off time, SAP Business Network transmits the payment on the
next business day (10 am PST/1 pm EST)

Zero Net Payments

An ERP payment run may result in a vendor payment with a net value of $0 (that is, the invoice payment is offset
by a credit memo for the same amount, resulting in a net payment to the supplier of $0). Buyers may include such
netting or clearing transactions within a payment batch to mark the related invoices or credit memos as “Paid.”
However, banks often reject $0 payments.

Ariba Payment Professional automatically filters $0 payments from the transmission to the bank. This filtering not
only reduces the risk that the bank will encounter problems when processing your payment transmission but also
any exceptions that necessitate follow-up and investigation by your Accounts Payable department. This process
helps to eliminate unnecessary bank processing fees for something the banks ultimately will reject.

However, SAP Ariba does send $0 remittance advice to suppliers so that their Accounts Receivable department
can perform the appropriate reconciliation on their side.

Supplier Remittance and Bank Account Change

Reporting
You can obtain supplier account change information by creating a Supplier Remittance Information report.

The Supplier Remittance Information report allows you to keep your ERP system’s vendor master in sync
with supplier changes, block vendors for payment if necessary, and obtain the correct supplier bank account
information. The report serves as an alert that a supplier has enrolled so that you may change the payment method
in your ERP system’s vendor master to begin sending ACH payments via your disbursing bank and the SAP Ariba
process.

Supplier remittance information reports provide a summary of your suppliers’ payment details, including the
address (or remit-to) information, preferred payment method, and financial institution account information. These
reports can help track any changes your suppliers make to their address, payment, and bank information.

This report displays status information in the ACH Pre-Note Status column which helps to identify whether the
pre-note sent for a supplier’s remittance information was processed successfully.

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The following statuses are displayed in the ACH Pre-note Status column:

Column Value Denotes The...

Verified Pre-note was processed successfully for the ACH remittance address.

Ariba provides the disbursing bank a 10 day window to send a NOC/RTN (Notification of
change/return) to indicate that there is a problem with the suppliers’ bank account configu-
ration. Once the 10 day window closes, the ACH remittance address is “Verified.”

Unverified ACH Remittance address was created or changed by the supplier

Verifying Pre-note was created and sent to the bank for verification on the ACH remittance informa-
tion.

Incorrect Bank Information Pre-note failed and the bank sent an “Incorrect bank information” status for the pre-note
sent by SAP Business Network.

Creating a Supplier Remittance Report

You can create supplier remittance information reports to help track any changes your suppliers make to their
address, payment, and bank information.

Prerequisites

• You are assigned a role with the Supplier Remittance Information Report permission. See SAP Business
Network Permissions [page 278].
• To view the “ACH Pre-note Status” column, your account must be enabled for the ACH payment method. See
Setting Up ACH Payment [page 319].

Procedure

1. Choose Reports Reports .

2. Click Create and then select Supplier Remittance Information from the Report type drop-down list.
3. Enter a title, description, and set the time zone and language in the fields provided.
4. Click Next to finish creating the report and enter scheduling and additional report criteria in the fields provided.

Payment Process and Control Points

The following diagram provides more specifics on the payment process and control points between your ERP
system, SAP Ariba, and your bank. You can review the various control points with your auditor that help you ensure
secure, reliable & accurate payments.

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 Figure 39: Payment Process and Control Points

The process points and control points are as follows:

000 - Generate & Authorize Payment Batch in ERP

• Buyer’s ERP checks supplier and transaction level payment blocks

• Buyer’s ERP checks vendor/customer balances
• Buyer’s ERP checks against account balances
• Buyer’s ERP links to cash-flow management process
• Buyer approval of payment batch in ERP

010 – Interface Payment Batch from ERP

• Buyer transmission via https

• Buyer transmission with shared secret
• Batch Level controls:
• Buyer’s ERP batch number for reconciliation and control
• Automatic rejection of corrupted or incomplete batch (sum of payments not equal to control totals)
• Automatic rejection of duplicate batch
• Automatic rejection of unknown routing number
• Payment Level controls:
• Buyer invites and accepts suppliers
• Buyer payments to known, accepted suppliers
• Automatic rejection of payment to unknown supplier
• Automatic rejection of payment to supplier without valid banking information

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 • Automatic rejection of unknown payment method
• Buyer Email notification if exceptions occur

Reconciliation and Visibility

• Buyer payment reconciliation by batch

• Online batch control totals (quantity and value) for expected, processed, and exception
• Online drill down from batch to payment to remittance detail for exception analysis
• Buyer visibility to online document link to PO and Invoice
• Buyer transaction level requestor and preparer visibility to related payments

020 - Transmit Payment to Bank

• Buyer controlled transmission timing to bank (sent immediately upon receipt of clean file)
• Buyer email upon bank transmission with batch control totals
• Buyer controlled ability to transmit after cutoff for emergency payments
• Auto-correction of settlement date based on bank calendar
• Bank defined file format and transmission standard
• Bank EDI 997 for transaction receipt confirmation
• Bank EDI 824 for transaction content errors and paid status update

 Restriction

SAP Ariba transmits payment according NACHA rules defined for third-party service providers
(www.achrulesonline.org/).

030 – Reconcile and Authorize Payment

• Buyer executes bank defined process for authorization

040 – Execute Payment

• Bank executes payment according to NACHA rules http://www.achrulesonline.org

050 – Issue supplier remittance advice

• Supplier visibility to payment, payment status, and related document links

060 – Process ACH Return

• Bank EDI 827 for ACH transaction returns

• Ariba EDI 997 to Bank for transaction receipt confirmation
• Buyer & Supplier Email alert of return
• Buyer & Supplier Online visibility of payment status

070 – Reconcile Bank Statement

• Buyer reconciles bank statement

• Buyer receives payment and ACH return information from bank in statement

Additional controls are provided as follows:

• AES (Advanced Encryption Standard) encryption of bank accounts prevents database override of bank
account.
• PCI (Payment Card Industry) compliant process controls to review and update production sources code.

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• Supplier payment administrator maintains accounts.
• Supplier double-key entry of bank routing and account numbers
• Buyer may choose to consume supplier bank accounts from report and only transmit payment if bank
accounts in ERP match those in the SAP Business Network.

Payment Capability (US, Canada, Germany) Overview

The payment capability offerings, available to SAP Ariba Payables customers, are fast, reliable ways for you to pay
your suppliers through SAP Business Network.

Your back-office ERP system transmits payment request batches as CSV files to SAP Business Network, where
they flow through to the payment provider, and then to your and your suppliers’ bank accounts. Your bank account
is debited and the supplier’s bank account is credited. Multiple status updates during the payment cycle let buyers
and suppliers track payments in progress. Your suppliers can log into their accounts to download the remittance
information into their accounts receivable systems, print it, or save it into an XML format. Suppliers can use this
detailed remittance information, including identified differences, to quickly and easily reconcile payments to related
invoices and orders.

Payment capabilities deliver:

• Security and fraud protection: the payment provider vets supplier financial information and issues the supplier
an AribaPay Merchant ID, which is a unique identifier that you use to pay the supplier. You do not have to
maintain any banking information for the supplier in your systems.
• Incentives for suppliers to engage with you on SAP Business Network and start accepting electronic payments.
• Reduced payment processing costs, including fewer supplier payment inquiries.

Payment capability (US) is only available for transactions that originate from and are settled in banks in the United
States of America. Payment capability (Canada) is only available for transactions that originate from and are
settled in banks in Canada. Payment capability (Germany) is only available for transactions that originate from and
are settled in banks in Germany. Test transactions through the payment provider are not supported. You cannot
make USD, CAD, and EUR payments with a single APMID; you must have a separate APMID for each USD, CAD, and
EUR.

You can optionally choose to make payments with the CTX payment format. The CTX payment format combines
payment information and a variable-length record, called an addendum (or remittance), which contains payment
information such as invoice numbers, allowing multiple payments to trade creditors in a single transfer of funds.
The CTX payment format allows up to 9,999 addenda with approximately 800,000 characters. With this capability,
CTX allows full and complete remittance information to be transmitted with payments through the entire ACH
network, ultimately allowing a single CTX payment to cover multiple invoices. If you are interested in or want more
information about payments in the CTX payment format, please contact your SAP Ariba Support Specialist; a
representative of the payment provider will work with you to help you choose the best payment format for your
needs.

About Payment Capability (Canada)

The ability to make payments in CAD is only available to customers in Canada. Contact your SAP Ariba Support
Specialist to enable payments in CAD.

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USD-to-CAD and CAD-to-USD payments are not supported. You cannot make CAD and USD payments with a
single APMID; you must have a separate APMID for each CAD and USD. Payments in CAD are transmitted with
consideration of the Canadian Bank Holiday Calendar.

About Payment Capability (Germany)

The ability to make payments in Euro (EUR) in accordance with Single Euro Payments Area (SEPA) standards
and processes, is only available to customers in Germany. Contact your SAP Ariba Support Specialist to enable
payments in EUR. Payments in EUR are transmitted to the payment provider for processing each business day at 11
AM CET, with consideration of the German Bank Holiday Calendar.

Payment Capability Workflow

The following diagram describes the workflow for payment capability (US) and payment capability (Canada).

Figure 40: Payment Capability Workflow

There is a specific supplier enablement activity for payment capability (US) or payment capability (Canada).
For more information, see Supplier Enablement Considerations for Payment Suppliers [page 335] and Enabling
Suppliers on SAP Business Network.

The following high-level steps describe the workflow for enabling a supplier for the payment capability and issuing
payments:

1. You decide to pay suppliers using the SAP Ariba Payables payment capability, contact SAP Ariba to start an
enablement program, and identify the suppliers you want to pay this way.
2. The SAP Ariba enablement team enables a payment capability in your account.
3. You configure your ERP payment systems to generate payment batches, then configure your SAP Business
Network account for payment integration and configure the SAP Ariba integration toolkit to upload payment

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 batch files; see Payments Integration Between SAP Business Network and Your ERP System [page 318] for
more information.
4. On SAP Business Network, you start a supplier enablement activity called AribaPay for each selected supplier.
5. If the supplier has not already enabled the payment capability for another customer, they enable it now, are
issued an AribaPay Merchant ID, and then notify you that they have activated it, either by contacting you
directly or by completing the Confirm AribaPay for This Relationship task. You can also track enablement
status for suppliers using Supplier Enablement Status and Supplier Enablement Task Status reports; see
Enabling Suppliers on SAP Business Network for details on these reports.
6. You make sure that your ERP system is ready to issue payments to the supplier. You can then mark the optional
Customer Is Ready to Use AribaPay for This Relationship task for the AribaPay activity complete; otherwise,
it is marked complete automatically when you issue your first payment to the supplier.
7. Your payment system generates payment batches and transmits them to SAP Business Network using the SAP
Ariba integration toolkit.
8. SAP Business Network validates the payment batch and sends it to the payment provider for processing.
9. SAP Business Network creates remittance advice for the payment.
10. The payment provider processes the payment and issues payment instructions to your bank. Your bank
account is debited and the supplier’s bank account is credited. During this process, SAP Business Network
updates the remittance advice available to both you and the supplier with status updates from the payment
provider.

Bank Holiday Calendar Configuration and Transmission

Cut-Off Time
Payment capability (US) and payment capability (Canada) payments use the bank holiday calendar, business day,
and transmission cut-off information for the payment provider to calculate settlement dates. Payment batches
transmitted before the 7pm EST cut-off time settle in 3 banking days. Payment batches transmitted after the 7pm
EST cut-off time settle in 4 banking days. Payment batches should specify the current date as the payment date.
If a batch contains payment dates in the past, SAP Business Network updates those dates to a future date based
on the settlement date calculations described above. If a batch contains payment dates in the future, SAP Business
Network processes those payments when they are loaded.

By default, SAP Ariba sends payment batches to the bank immediately. However, you can choose to hold payment
batches until the daily cut-off time. If you choose to hold payment batches until the daily cut-off time, you can
cancel pending payment batches [page 336] before the daily cut-off time.

Working with Payments — Next Steps

To learn more about the tasks you need to perform to set up and work with payments, see the following topics:

• Before You Configure Payment Through SAP Business Network [page 318]: How to integrate SAP Business
Network with your ERP system by using the payment integration toolkit.
• Configuring Payment Batch Notifications [page 324]: Information on setting notification preferences.
• Payment Batches [page 325]: How to view payment batch information in SAP Business Network (including
SAP Ariba Invoice Management and SAP Ariba Buying and Invoicing), and understand batch status levels and
exception types.

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 • Remittance Advice Documents [page 328]: How to view remittances, understand status levels, and resend
failed remittances.
• Supplier’s View of Payments Through SAP Business Network [page 334]: Information on what your suppliers
need to know to set up their SAP Business Network account to work with payments through SAP Business
Network.
• Supplier Enablement Considerations for Payment Suppliers [page 335]: Information about supplier
enablement for payment-only suppliers.

Card Payment Capability

The SAP Ariba Payables solution supports payments by card. Card payments sent trhough SAP Business Network
generate a single-use card and securely deliver funds to suppliers.

You can use the credit card payment method in cXML payment batches sent to SAP Business Network to pay
vendors and suppliers using a temporary, single-use card. Your supp;liers do not have to exist on SAP Business
Network to pay them with the credit card payment method. SAP Ariba creates a private supplier account for
any supplier not already registered for SAP Business Network. For this reason, payment batches with the credit
card payment method must include the supplier email address in the PaymentPartnercontact role="payee"
information.

Card payment capability is available to customers in the United States only, and limited to payments in USD. Please
contact your SAP Ariba Support Specialist to enable card payments.

The payment provider assings you a static card account number during the enablement process. You must include
the first six and last four digits of your assigned card acfcount number and the expiration date in payment batches
with thte credit card payment method. See the cXML Solutions Guide for more information.

Workflow for Card Payments

The following describes the basic workflow for card payment capability:.

1. A supplier sends an invoice to a buyer.

2. The buyer sends a cXML payment batch to SAP Business Network; SAP Business Network sends the payment
batch to the payment provider.
3. The payment provider initiates a fund transfer from the buyer, depositing into a prepaid account.
4. The payment provider sends a single-use virtual card and PIN to the supplier's payment email address, as
specified by the buyer. The virtual card and PIN are delivered in two separate emails for security purposes.
5. The payment provider sends status updates to SAP Business Network and SAP Business Network sends
status updates to the supplier.
6. The supplier authorizes and settles the payments within seven days.
7. The payment provider moves funds from the pre-paid account to the supplier's bank account.

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Check Payment Capability
Payment by paper check continues to represents significant portion of noncash business-to-business payments
in the United States. SAP Ariba offers payment by check to all SAP Ariba Payables customers, subject to regional
limitations as to where it can be used.

The check payment capability offers buyers who outsource their payment processing a complete payment
solution, without the need to maintain multiple payment providers or separate reconciliation processes. You can
submit payment batches with the Check payment type. Check payments are automatically printed and mailed by
the payment provider and delivered to the supplier, even if the supplier is not registered on SAP Business Network.
Check payments use the visual payment tracking feature to provide detailed information to you and your registered
suppliers about the status of the payment.

Check payment is available to customers in the United States only. Contact your SAP Ariba Support Specialist to
enable check payments.

All checks are printed in and mailed from Salt Lake City, Utah. Check printing occurs on business days and
Saturdays, excluding holidays. Check payments are printed with your bank account information on the check. You
can choose to include your company logo on printed checks; SAP Ariba Support collects your logo information
during the enablement process. Check comments are commented to the first 20 characters. Check stubs are
printed with invoice date, invoice number, and invoice net payment amount. Checks are mailed via first-class mail.
Checks are mailed with your return address on the envelope.

You must map a Payment Method Identifier to the check payment method and include this identifier in payment
batches for payment by check. You are responsible for your own stop payments and bank reconciliation. You must
include check numbers in the payment batch sent by SAP Business Network.

Check Payment Restrictions

Check payments must originate from a bank in the United States. SAP Business Network does not validate the
Payee (supplier) address. Company logos on checks are printed in black and white only. Stop payment is not
supported for check payments. Payment batches with the check payment method are processed at 8 PM ET each
business day. Buyers can only submit payment batches with a single payment type; payment batches with multiple
payment types are not supported. The total value of a single check payment must be greater than $0 USD and can
not exceed $99,999,999.99 USD.

Workflow for Check Payments

The following describes the basic workflow for check payment after a buyer has completed the enablement
process:

1. A buyer creates a payment batch that includes payments with the check payment type and sends it to the SAP
Business Network. SAP Ariba forwards the payment batch to the payment provider.
2. SAP Business Network checks if the payee (supplier) has a registered SAP Business Network account. If the
supplier has not registered on the SAP Business Network, a new vendor and private supplier is created to
process the payment.

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 3. The payment provider validates the payment batch and buyer bank account information and sends a
confirmation that the check payment request was received. SAP Ariba forwards the confirmation to the buyer
and supplier (if registered).
4. The payment provider prints the check and mails it to the supplier's remittance address as specified by the
buyer.
5. The payment provider sends check payment details and status updates to SAP Business Network. SAP
Business Network sends payment details to the buyer.
6. The supplier deposits the check in their bank account. The supplier bank presents the check to the buyer bank.
The buyer bank transfers funds to the supplier bank.

Mapping a Payment Method Identifier to the Check

Payment Method

Prerequisites

You are assigned the Administrator role.

Context

Before you send payment batches with the check payment method to SAP Business Network, you must map a
new alphanumeric value to be included in payment batches that will indicate to the SAP Business Network which
payment method to use.

Procedure

1. Choose Account settings Manage Profile .

2. Click Payment Integration Toolkit.
3. In the Payment Method Mapping section, click Create.
4. Enter a Payment Method Identifier. You must include this alphanumeric value in payment batches to indicate
payment by check.
5. Choose Check as the Payment Method.
6. Choose the Use Ariba Network Payment checkbox.
7. Click Save.
8. Click Save.

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Before You Configure Payment Through SAP
Business Network
Many of the procedures and data needed to configure your account for making payments through SAP Business
Network will be handled for you by your SAP Business Network account representative before you can proceed.
Once you’ve been enabled, you will need to perform some additional steps. Use the following checklist to make
sure you have the necessary information needed to set up payment management options for your account at
buyer.ariba.com.

Action Needed Where to Go

Set authentication method Account settings Manage Profile Cloud Integration Gateway Setup

Define payment mapping method Account settings Manage Profile Cloud Integration Gateway Setup

Configure your bank account and EDI x12 Account settings Manage Profile Payment Profile
details

Configure ACH rules (SAP Ariba Payables Account settings Manage Profile Payment Profile
only)

Configure payment batch notifications Account settings Manage Profile Notifications Remittance Batch

Your SAP Business Network account representative or the SAP Ariba Payables provider might require additional
bank information to assist in your setup.

Related Information

SAP Integration Suite, Managed Gateway for Spend Management and SAP Business Network Overview Guide
SAP Integration Suite, Managed Gateway for Spend Management and SAP Business Network Configuration Guide

Payments Integration Between SAP Business

Network and Your ERP System
You can enable and configure SAP Integration Suite, managed gateway for spend management and SAP Business
Network to integrate with your ERP system, specify ACH or AribaPay payment methods, and configure ACH
payment batch rules.

SAP Integration Suite, managed gateway for spend management and SAP Business Network allows ERP systems
to integrate with SAP Business Network to send payments and remittances in CSV (comma separated value)
format.

Setting Up ACH Payment [page 319]

Activating the ACH Payment Method [page 319]

Viewing Your ACH Payment Configuration [page 320]

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 Viewing ACH Payment Batch Rules [page 321]

ACH Payment Batch Rules [page 321]

Setting Up Payment Capabilities [page 323]

Enabling the Payment Capability [page 323]

Viewing Your Payment Capability Configuration [page 324]

Configuring Payment Batch Notifications [page 324]

Setting Up ACH Payment

SAP Ariba allows you to transmit ACH (Automated Clearing House) payments generated from your ERP to your
disbursing bank. Along with configuring bank account information, you need to specify the ACH payment format:
CTX, CCD+, or CCD. All payments sent to your supplier will be in this format.

If you use the ACH payment option, SAP Business Network does the following:

• Receives payment batch file consisting of both payments and remittances sent from your ERP system through
the Data Transfer tool.
• Transmits a payment batch file in the appropriate format required by the bank. A remittance file is then
generated, passed to your suppliers, and then copied to SAP Ariba Buying and Invoicing or SAP Ariba Invoice
Management (if you have licensed these complementary solutions).

Currently, SAP Business Network supports the following banks as ACH payment providers:

• Citibank
• BNY Mellon Bank
• Wachovia Bank

 Note

ACH payment is available in North America only.

Activating the ACH Payment Method

You can submit a request to SAP Ariba Support to enable Automated Clearing House (ACH) payments.

Procedure

1. Contact your SAP Ariba Support representative to enable your account for Ariba Payment Professional for ACH
payment. Choose Contact Support from the Help menu to fill out the form and submit your request.
2. When you receive an email message indicating that your account has been enabled, you can check the
payment information entered by your SAP Ariba Support representative. See Viewing Your ACH Payment
Configuration [page 320].

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Viewing Your ACH Payment Configuration
After you enable Automated Clearing House (ACH) payments, you can verify the payment information entered by
your SAP Ariba Support representative.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Payment Profile.
3. Click the ACH tab.

This page is read-only, and displays following types of payment information (as entered by your SAP Ariba
Support representative):

Field Description

Originating Bank The banks that are registered with SAP Business Network.

Account Type SAP Business Network supports two kinds of accounts:

• Savings
• Checking

Company Identification The company ID used to identify the source of the document.

Bank Account # The default bank account number to use for disbursements. If you configure your
bank account here, then there is no need for your IT department to include it in
your remittance CSV file.

Payment Format Code The ACH format used to issue payments. By default, Corporate Trade Exchange
(CTX) is selected. The payment format codes are:
• Corporate Trade Exchange (CTX)
• Cash Concentration or Disbursement (CCD)
• Cash Concentration or Disbursement with the addition of an addenda record
(CCD Plus)

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Viewing ACH Payment Batch Rules
To address those events where your supplier’s bank account information may be missing or contain errors, you can
set options for how SAP Business Network transmits ACH instructions (also called transmission parameters).

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Payment Profile.
3. Scroll down to the ACH Payment Batch Rules section to view one of three payment rules:

• Reject payment batch if remittance information does not match that in the supplier account
• Use remittance information in the payment
• Use remittance information in the supplier account

Related Information

ACH Payment Batch Rules [page 321]

ACH Payment Batch Rules

When your ERP system sends a payment batch file with the ACH information to SAP Business Network, SAP Ariba
validates the remittance information in the payment batch against the information in the supplier’s account. If
there are differences, SAP Ariba processes the payment based on the ACH payment process rules you’ve specified.

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The following diagrams illustrate the effect of each ACH rule on the ACH payment process:

Figure 41: Reject Payment Batch if Remittance Information Does Not Match That in the Supplier Account

ACH payment is issued only if the bank account information in your ERP system matches that in the SAP Ariba
system.

When this rule is selected, supplier remittance information will always be considered as mismatched and the
payment batch rejected when the supplier remittance information in the supplier account is in either of the
following states: Unverified, Verifying, or Incorrect bank information.

The payment batch file will be accepted by SAP Business Network only if the remittance information in the
payment file and supplier account matches, and the remittance information in the supplier account is in a Verified
state.

Supplier remittance information matching is based on the supplier's bank account #, ABA #, and the remittance
address fields (for example, postal code, address line #1, address line #2, and so on). SAP Business Network
considers the supplier remittance information to be an exact match when the bank account #, ABA # and at least
one of the remittance address fields matches.

Figure 42: Use Remittance Information in the Payment

ACH payment is issued using the bank account information in your ERP system.

Figure 43: Use Remittance Information in the Supplier Account

ACH payment is issued using the bank account information in the Ariba system.

The remittance information that is marked as the default in the supplier account will be utilized for making the
payment to the supplier. If the default does not have ACH configured, SAP Business Network goes through the list
of remittance addresses in the system to find the first address with ACH configured.

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Related Information

Pre-Notification and Validation of Remittance Bank Information [page 306]

Setting Up Payment Capabilities

The SAP Ariba Payables payment capabilities allow you to send payments to your suppliers through SAP
Business Network; SAP Business Network sends payment data to the payment provider, which transmits payment
instructions to your bank. The payment provider manages supplier data such as bank account information and
assigns each supplier an AribaPay Merchant ID.

The payment provider also assigns you an AribaPay ID for each bank account you want to use to pay suppliers.

If you use the payment capability, SAP Business Network does the following:

• Receives payment batch files consisting of both payments and remittances sent from your ERP system
through the Data Transfer tool.
• Transmits a payment batch file in the appropriate format to the payment provider.
• Generates remittance date, which it passes to your suppliers; it copied remittance advice to integrated ERP
systems or SAP Ariba Buying and Invoicing or SAP Ariba Invoice Management (if you have licensed these
complementary solutions).

The payment provider works with a large number of banks. Contact SAP Business Network Support for information
on whether or not your bank is supported.

 Note

Payment capability (US) is only available for payments that originate in, and are settled in, banks in the United
States of America; payment capability (Canada) and payments that originate in and are settled in banks in
Canada. USD-to-CAD and CAD-to-USD payments are not supported.

Multiple Bank Accounts

The SAP Ariba Payables payment capability supports payments originating from multiple bank accounts. You must
first fully-configure one payment account and associate it with a specific bank account before you can make
payments from other bank accounts. Please contact your SAP Ariba Support representative to add map additional
bank accounts to your account.

If you have multiple bank accounts setup for the AribaPay payment method, you must include the specific bank
account and routing numbers in payment batches.

Enabling the Payment Capability

Contact your SAP Ariba Customer Support representative to start a payment capability enablement program.

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Viewing Your Payment Capability Configuration
After you enable one or more payment capabilities, you can verify the payment information entered by your SAP
Ariba Support representative.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Payment Profile.
3. Click the AribaPay tab.

Configuring Payment Batch Notifications

You can specify options for receiving payment batch notification emails.

Prerequisites

You are assigned the Administrator role.

Context

SAP Business Network sends an email notification to you immediately upon transmission of a clean payment batch
file. If a payment batch contains exceptions or is a duplicate, SAP Ariba issues an error notification. You can view
the batch file in SAP Business Network by clicking on the batch ID number and then logging in to your account.

Procedure

1. Choose Account settings Manage Profile .

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 2. On the Configuration page, choose Notifications.
3. To enable notifications, select your preferred delivery options and then enter the destination email address for
each:

• For remittance notifications for all payment solutions, set notification preferences in the Payment
Remittance area.
• For AribaPay-specific remittance notifications, set notification preferences in the Payment Remittance
Status Updates area.
4. Click Save.

Payment Batches
Payments are generated on your ERP system and then uploaded as payment batch files to SAP Business Network.
SAP Business Network supports cXML payment batches loaded through the SAP Business Network Adapter for
SAP NetWeaver and CSV payment batches loaded through the payment integration toolkit.

SAP Business Network supports payment batches with the following restrictions:

• Not support for multiple currencies in a single payment batch

• Maximum of 20,000 payment lines per batch
• Maximum of 10,000 invoices per payment line
• Maximum of 100,000 invoices per payment batch

You can view details of these batch files online. If there are errors, you can correct them and then upload the
payments as part of a new payment batch file. All the payments in the batch must use the same payment method
and be made from the same disbursing account.

Viewing Payment Batch Files [page 325]

Viewing Payment Batch Files in SAP Ariba Invoice Management or SAP Ariba Buying and Invoicing [page 326]

Payment Batch Status Levels [page 327]

Forced Payment Batch Transmissions [page 327]

Viewing Payment Batch Files

Once your ERP transfers the payment batch file to SAP Business Network using the Data Transfer Tool, you can
view them and check the statuses in your SAP Ariba buyer account. The batch files are transmitted in CSV format.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

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  Restriction

Payment batch files do not support the vendor compound key used with on-demand SAP Ariba Procurement
solutions or SAP Business Network Commerce Automation.

Procedure

1. Choose Payments Payment Batches .

The Payment Batches page appears. You can search for a particular payment batch by clicking on Search
Filters and entering search criteria.
2. To view details of a payment batch file, including transmission errors, click a link in the Batch ID column. To
view the history details for this batch, click the History tab.

The Payment Details page for each payment can display relevant vendor identification information, such as
the Supplier ANID, Vendor ID/Supplier Location, and Private ID, to help you troubleshoot errors in payment
batches.

On the Payment Details page, the following items have been updated:

• The “Status” field on the remittance advice represents updates from the bank only
• The “Routing Status” field on the remittance advice represents status of remittance delivery to the supplier
only

 Note

You can control how data is displayed in the Payment Details page by clicking the  Table Options Menu
icon.

Viewing Payment Batch Files in SAP Ariba Invoice

Management or SAP Ariba Buying and Invoicing

Context

You can easily view payment batch information from within SAP Ariba Invoice Management or SAP Ariba Buying
and Invoicing without having to log in to your SAP Business Network account first.

Procedure

1. In Common Actions or on the command bar, choose Manage Payments .

2. By default, the Pending tab is displayed, showing pending payment requests.
3. Click Payment Batch.

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 4. A new browser window opens and displays the Remittance Batch page on SAP Business Network.
5. Use the Search Filters to locate a specific payment batch file.
6. Click a link in the Batch ID column to view the payment details for the batch file.

Payment Batch Status Levels

SAP Business Network displays the transmission status of each payment batch in the Status column of the
remittance batch window.

The following table lists the different status levels for payment batches:

Status Level Definition

Pending Initial state. SAP Business Network is routing the batch file to the payment provider.

Transmitted SAP Business Network successfully transmitted the batch file to the payment provider.

Voided There are problems with the batch file, i.e., a user previously chose to void the entire batch or the file was
corrupted.

Partially Voided There are problems with some of the payments in the batch file. One or more of the payments in the
batch is invalid, for example, SAP Business Network could not identify the supplier. You can click the
Batch ID to review the details and then proceed to void or transmit the payment. Keep in mind that you
will be expected to reissue any failed payments in a subsequent ERP payment run.

Incomplete Some payments are missing from the batch file; the batch was not completed as expected or the number
or value of the payments does not match.

Canceled All payments within the payment batch have been canceled and will not transmit to the payment provider
after the daily cut-off time.

You can perform the following actions on a payment batch:

• Void: click this button to void the entire batch file

• Transmit: Click this button to manually transmit the batch file without the voided or erroneous payments

Forced Payment Batch Transmissions

You have until the transmission cut-off time to review a partially voided batch file, at which point you can either
void the entire batch, or transmit the partial batch without the voided payments. If you do not take any action, SAP
Business Network automatically transmits the partial batch without the voided payments.

For non-payment capability (US or Canada) payments, if a payment batch file is sent to SAP Business Network
after the transmission cut-off time, the payment batch file will have a Pending status. You can view the payment
batch file and then forcefully transmit the payment batch file by clicking Transmit. Otherwise, SAP Ariba transmits
the payment on the next business day (1pm EST/10am PST).

 Note

Transmit payment batches after the defined cut-off at your own risk. The bank procedures for managing
payment capability (US or Canada) payments files after the bank’s actual cutoff vary by bank. Your bank may

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 fail the batch, may process the file the next business day, or process the file accordingly depending on your
bank relationship and the steps you have take to alert them.

Payment capability payment batches transmitted before the 7pm EST cut-off time are settled in 3 banking days.
Payment capability payment batches transmitted after the 7pm EST cut-off time are settled in 4 banking days.
There is no need to force transmission.

Remittance Advice Documents

Remittance advice data contains details about why, when, and how a payment was made. The data typically
indicates the invoices included in the payment, the payment method used, bank information, discount amounts,
and other information.

Remittance information is imported to SAP Business Network using SAP Integration Suite, managed gateway
for spend management and SAP Business Network from your external system, and copied to your SAP Ariba
Invoice Management or SAP Ariba Buying and Invoicing solution. This provides synchronization of your payment
information between the external system, SAP Ariba Invoice Management, SAP Ariba Buying and Invoicing and
SAP Business Network. You can view remittance advice files in your SAP Business Network account. Loading
remittance data completes the invoice status life cycle by marking the invoice as “Paid” in SAP Ariba Invoice
Management and SAP Ariba Buying and Invoicing.

If your organization uses the SAP Integration Suite, managed gateway for spend management and SAP
Business Network to upload payment batch files from your ERP system to SAP Business Network, you
can view detailed remittance information in the payment batch files. The batch files (Remittance.csv and
RemittanceDetails.csv) are transferred to SAP Business Network in a CSV file format.

Regardless of where payments are made, SAP Business Network routes remittance advice information to you and
your supplier, so both parties can verify the status of their payment activity.

Remittance advice documents display information about the amount per withholding tax type, and supplier
header-level Supplier Tax ID, references to payment proposals at the line-item level, and comments.

cXML remittance advice documents can be sent with header-level attachments. Please contact your SAP Ariba
Customer Support Specialist to enable remittance attachments.

Related Information

SAP Integration Suite, Managed Gateway for Spend Management and SAP Business Network Overview Guide
SAP Integration Suite, Managed Gateway for Spend Management and SAP Business Network Configuration Guide

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SAP Business Network Payment Workflow Overview

The following is an overview of how a payment flows from the buying organization to SAP Business Network:

Payment Flow for SAP Ariba Payables

1. Buying organizations sends payments from their ERP system to SAP Business Network.
2. SAP Business Network processes the payment based on the payment method. SAP Business Network
processes the ACH payments with the bank and receives the payment acknowledgment from them.
• If it is successful, then the payments are uploaded on SAP Business Network and the status is updated to,
“Transmitted.” The Payment Batch page contains a list of batch payments uploaded on SAP Business
Network using the Payment Integration toolkit and the Remittance page contains all the individual
payments.
• If there is a mismatch or any error in the payment batch files, SAP Business Network updates the status of
the payment to “Voided.”
3. If the buying organization cancels a payment and sends a batch payment for the canceled payment, SAP
Business Network processes the canceled payment and updates the status of the payment to, Canceled. SAP
Business Network accepts all status updates for payments that were canceled from the buying organization’s
ERP system or bank. This is especially helpful if your bank does not have the ability to send a canceled status
updates to SAP Business Network.
4. An email notification is sent to the supplier notifying them of the canceled payment.

When the payment is canceled or failed by the buying organization, the status for the payment is also updated in
SAP Ariba Buying and Invoicing and SAP Ariba Invoice Management. The payment status stored in SAP Business
Network is used to update the status.

Workflow for Payments Sent Through SAP Business Network

1. Buying organizations sends payments from their ERP system to SAP Business Network.
2. SAP Business Network processes the payment.
• If it is successful, then the payments are uploaded on SAP Business Network and the status is updated to,
Transmitted. The Payment Batch page contains a list of batch payments uploaded on SAP Business
Network using the Payment Integration toolkit and the Remittance page contains all the individual
payments.
• If there is a mismatch or any error in the payment batch files, SAP Business Network updates the status of
the payment to “Voided.”
3. SAP Business Network sends the payment data to the payment provider, which provides status updates as
they payment progresses.
4. SAP Business Network creates remittance advice based on the payment.

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Viewing Remittances in SAP Business Network

You can view remittance advice files in SAP Business Network. Loading remittance data completes the invoice
status life cycle by marking the invoice as Paid in SAP Ariba Invoice Management and SAP Ariba Buying and
Invoicing.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Payments Remittances .

2. To view details of a remittance, click a link in the Transaction # column.

Remittance Advice Status Levels

SAP Business Network provides the routing and transaction status for each remittance advice. Routing status
describes delivery of a remittance advice. Document status describes the payment status of a remittance advice.

SAP Business Network Routing Status Levels

SAP Business Network displays these routing status levels for remittance advice.

Routing status levels currently display as follows:

• The “Status” field on the remittance advice represents updates from the bank only and is:
• Updated based on the status update request (SUR) from the bank
• Not updated by the document routing status to the bank
• Not updated by remittance delivery status updates from the supplier
• The “Routing Status” field on the remittance advice represents status of remittance delivery to the supplier
and is:
• Updated based on the routing status, that is, remittance delivery to the supplier
• Not updated by the document routing status to the bank
• Not updated by the status update request (SUR) from the bank

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 Status Level Definition

Queued Initial state. SAP Business Network received the remittance advice but no further action has been
taken.

Sent SAP Business Network sent the remittance advice to the supplier.

Forwarding The document has been forwarded to bank/supplier in an interchange through AS2/VAN.

Acknowledged The bank/supplier acknowledged the receipt of the remittance advice.

Failed SAP Business Network experienced a problem routing the remittance advice to the bank/supplier.

SAP Business Network Document Status Levels

SAP Business Network displays these document status levels for remittance advice.

Status Level Definition

Processing SAP Business Network forwarded the document to the bank and is awaiting a response.

Paid The payment transaction is complete. The funds have been transferred successfully.

Failed SAP Business Network was unable to send the document to the bank/supplier; or, SAP Ariba did
not receive an acknowledgment within 72 hours.

Rejected The payment transaction was rejected by the bank.

Canceled The payment transaction was canceled by the customer.

Payment Progress Status

For payments sent through SAP Business Network, the Remittance Advice page includes a payment tracking area
that displays these stages of payment progress.

Payment Progress Description

Received by SAP Business SAP Business Network has validated the payment batch and created remittances based on it.
Network

Sent for Processing The payment data is sent to the payment provider for processing.

Accepted for Processing The payment provider has validated the payment data.

Funds Withdrawn from The payment provider has sent payment instructions to your bank.
Buyer

Funds Sent to Supplier The payment provider has transmitted funds to supplier banks. The Funds Sent to Supplier stage
does not currently indicate whether or not the supplier’s bank has credited the supplier account.

These payment progress stages are only available on the Remittance Advice page and are designed to allow
suppliers to easily track the progress of all of your payments to them.

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Resending a Failed Remittance

You can send remittances that have a Failed state.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Context

Occasionally, remittances fail to route correctly due to technical problems. SAP Business Network marks these
remittances as Failed. Reasons for the failure are usually noted in the transaction history. You can search for failed
remittances and then resend them either singly or as a group.

Payment file-to-bank transmissions may include any of the following standard NACH failure codes and reasons as
follows:

Payment Code Reason

R01 Insufficient funds

R02 Account closed

R03 No account/unable to locate account

R04 Invalid account number

Procedure

1. Choose Payments Remittances .

2. On the Remittances page, click the Payment Status column to sort the remittances by status, and look for
remittances whose status is Failed.
3. To view the details of a failed remittance, click a link in the Transaction # column.
SAP Business Network displays the Remittance Advice page, with document information and line item
information.
4. Click Resend.
SAP Business Network asks if you want to resend the remittance and any update requests.
5. Click Resend.
6. Repeat steps 4-6 as needed for other failed remittances.

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Results

SAP Business Network puts each remittance into a queue, and sends it in the background. To check the new status
of a remittance you have resent, go to Payments Remittances after several minutes.

Viewing Remittance Advice History

Each time the status of a payment remittance changes, SAP Business Network logs the change on the History
tab. Payment history is useful for tracking the status of your pending payment transactions and the status of your
payment-related invoices. It can also be useful for tracing payment delays.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Payments Remittances .

2. Click a link in the Transaction # column.
3. Click the History tab on the Detail page.

Current remittance advice status is displayed in the Routing Status section. Status update information for the
remittance advice is displayed in the Status History section.
4. To return to the Detail page, click the Detail tab.
5. To return to the Remittances page, click To Search Results.

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Collaboration with Suppliers on Payments
You can successfully work with suppliers by enabling them to work with you on SAP Business Network, keeping
track of their account changes, and being informed of the different tasks they need to complete in order to receive
payments through SAP Business Network.

Supplier’s View of Payments Through SAP Business

Network
Suppliers with whom you have created a trading relationship can log in to their SAP Business Network account to
set up their own bank account information, payment configuration, and remittance delivery options. This allows
them to quickly and easily reconcile payments on their own and reduce processing costs and time for your
payment administrators.

The following is a list of the tasks your suppliers need to understand or complete to facilitate setting up their bank
account and remittance delivery options. Instructions on completing these tasks are provided in the various topics
for suppliers in the help center:

• Viewing remittance advice documents

• Completing a Supplier Remittance Address and Payment Profile
• Set remittance delivery options (online, email, cXML, or EDI)
• Configure bank account information
• Configuring payments

Private Suppliers and Payments

SAP Ariba Payables supports the transmission of remittance information from your ERP system to private
suppliers on SAP Business Network. However, you cannot send payments to private suppliers.

Remittance files contain details about payments. This file typically indicates the invoices included in the payment,
the payment method used, bank information, discount amounts, and other information. Remittance information is
imported to SAP Business Network using the payment integration toolkit from your external system, and copied
to your SAP Ariba Invoice Management or SAP Ariba Buying and Invoicing solution. This provides synchronization
of your payment information between the external system, SAP Ariba Invoice Management, SAP Ariba Buying and
Invoicing and SAP Business Network. You can view remittance advice files in your SAP Business Network account.
Loading remittance data completes the invoice status life cycle by marking the invoice as “Paid” in SAP Ariba
Invoice Management and SAP Ariba Buying and Invoicing.

How SAP Business Network Processes Private Suppliers

When your ERP system sends a remittance to SAP Business Network, SAP Business Network processes the
remittance file by first checking if the private ID available in the CSV file already exists on SAP Business Network.

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If the private ID for the supplier is not available on SAP Business Network, the following is the process flow of the
remittance file when not using the payment capability:

• You manage the ACH payments with your bank

• Once the payment is processed from your bank, you send the payment information to SAP Business Network
• SAP Business Network creates a temporary private supplier account.
• The remittance information is processed on SAP Business Network.
• SAP Business Network stores the detailed remittance information for the private supplier. It does not send the
remittance details to the private supplier.

If the private ID already exists for the supplier, the private ID is mapped to the existing buying organization-supplier
relationship on SAP Business Network. Once the remittance information is processed on SAP Business Network,
the remittance detail is sent to the supplier.

Supplier Enablement Considerations for Payment Suppliers

Buying organizations can upload multiple vendors using the supplier enablement process on SAP Business
Network and later invite them to register on SAP Business Network.

We recommended using this method to inform payment-only suppliers about your e-payment program and to
begin the process of enrolling them on SAP Business Network.

Before you enable large numbers of suppliers, keep the following in mind:

• The columns in the vendor CSV file do not vary for payment suppliers. The Remittance Address column
is optional and contains the remittance address of the supplier. The Upload Vendor feature does not allow
buyers to upload bank account information (that is, ACH-relevant bank information) as part of the Remittance
Address. The supplier account administrator must always update this information on the SAP Business
Network.
• The Remittance Address field supports multiple remittance entries separated by a semicolon (;). Each
remittance location should be entered in this format:

remittanceid:contact name:street1:street2:street3:city:state:country:zip

• Payments sent through SAP Business Network always use the remittance address associated with the
supplier’s AribaPay Merchant ID rather than the remittance addresses you specify when uploading vendors.
• For ACH payments, suppliers must be made aware that you will only pay them electronically through the SAP
Business Network using the ACH method. The Payment activity should be used to instruct the supplier on
how to configure the settlement area for the supplier account and supply accurate remittance data with bank
account details. In addition, customer-specific text can be added to the trading relationship request letter and
also in the Supplier Information Portal, where the buyer may provide more customer-specific details.
• For payments, you must let suppliers know that you want to pay them using the payment capability using
the AribaPay activity. Suppliers must complete additional steps with the payment provider outside of SAP
Business Network, and those steps are only initiated after you start the AribaPay activity for them.
• Populating the remittance address information for the payment suppliers allows linking the supplier remittance
address with the buyer remittance ID. In any case suppliers can review and update the remittance address
information when they log in to their account on SAP Business Network. And, they must configure ACH-
relevant bank information (for example, Bank Account #, ABA #, Bank Account Type, Bank Branch). This
information does not apply to AribaPay, where the AribaPay provider maintains supplier banking information
and the remittance address is always the address associated with the supplier’s AribaPay Merchant ID.

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• A trading relationship is established once the supplier has accepted the SAP Business Network Terms of Use.
The supplier can also use an existing SAP Business Network account
• In case the trading relationship letter delivery to a supplier fails, then the buyer is informed.
• Since a supplier can later modify their remittance information, it may impact you depending on whether you
have checked the ACH rule Reject payment batch if remittance information in payment file does not match
the remittance information in the supplier account. If this rule is unchecked, there is no impact.
• Supplier remittance information matching takes place based on the supplier's bank account number and ABA
number (or AribaPay merchant ID for payments made using the SAP Ariba Payables payment capability) and
additionally the remittance address fields (for example, postal code, address line #1, address line #2, address
line #3, and so on). SAP Business Network considers the remittance information to be an exact match when
the bank account number and ABA number or AribaPay Merchant ID and at least one of the remittance
address fields matches.

Related Information

Enabling Suppliers on SAP Business Network

Private Suppliers [page 146]
Pre-Notification and Validation of Remittance Bank Information [page 306]
Supplier Management [page 142]
Payments Integration Between SAP Business Network and Your ERP System [page 318]

Cancel Payments
You can cancel an entire payment batch or individual payments within a payment batch before the processing day
cut-off time.

You can choose to hold all payment batches until the daily cut-off time. If you hold payments until the daily cut-off
time, you can cancel payments in the Pending state.

When evaluating whether or not to hold payment batches until the daily cut-off time, keep in mind the following:

• If you hold payment batches until the daily cut-off time, payment batches are transmitted to the payment
provider after the daily cut-off time.
• If you submit a payment batch after the daily cut-off time, it is transmitted after the cut-off time of the following
day.
• If you set a payment batch to process at a future date, and that date is a holiday, the payment is transmitted
after the cut-off time of the day following the holiday.
• The projected settlement date for payments is based on the transmission date of the payment and the
processing time of the payment provider.
• If you choose to hold payments until the daily cut-off time, you can still force the transmission of a payment at
any time.

You can generate a daily report containing information about all the payments canceled that day. SAP Business
Network sends the Canceled Payment Transactions report in an email notification as a CSV file attachment at the
end of each day.

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 Holding the Transmission of Payment Batches Until the End of the Day [page 337]

Forcing the Transmission of Held Payment Batches [page 338]

Canceling Payment Batches [page 338]

Canceling Payments Within Payment Batches [page 339]

Holding the Transmission of Payment Batches Until the End

of the Day

You can hold payments for payment batches until the daily cut-off time.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, choose Default Transaction Rules.
3. In the Payment Batch Transmission Rules section, check the Hold payments until the daily cut-off time rule.

Results

Payment batches that you submit transmit to the payment provider after the daily cut-off time. Payment batches
submitted after the cut-off time will be held until the cut-off time of the following day. Pending payment batches can
be canceled before the daily cut-off time.

Related Information

Cancel Payments [page 336]

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Forcing the Transmission of Held Payment Batches

If you held payments until the daily cut-off time, you can still force the transmission of a payment at any time.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Payments Payment Batches .

2. Select the payment batch for which you want to force transmission, and click Transmit.

Results

The selected payment batch is immediately transmitted to the payment provider for processing and displays the
status Transmitted.

Related Information

Cancel Payments [page 336]

Canceling Payment Batches

You can cancel pending payment batches before the daily cut-off time.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

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Procedure

1. Choose Payments Payment Batches .

2. Select the payment batch you want to cancel and click Cancel Batch.
3. Enter the reason you are canceling the payment batch in the Reason for Cancelation dialog box and click Ok.

Results

The payment batch will not transmit to the payment provider for processing and displays the status Canceled.

Next Steps

You can review the reason you canceled the payment batch by clicking the Canceled hyperlink in the Status
column of the Payment Batches page.

Related Information

Cancel Payments [page 336]

Canceling Payments Within Payment Batches

You can cancel pending payments within a payment batch.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Payments Payment Batches .

2. Click the name of the payment batch that contains the payment or payments that you want to cancel.
3. Select one or more payments to cancel, and click Cancel Payment.

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4. Enter the reason you are canceling the payment or payments in the Reason for Cancelation dialog box and
click Ok.

Results

The selected payments will not transmit to the payment provider for processing and display the status Canceled.
The status of the payment batch containing the canceled payments remains Pending unless all payments within
the batch are canceled, in which case the status displayed is Canceled.

Next Steps

You can review the reason you canceled the payments by clicking the Canceled hyperlink in the Status column of
the Payment Details page.

Related Information

Cancel Payments [page 336]

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Proof of Service

Proof of Service in SAP Business Network [page 341]

Proof of Service Using SAP Field Service Management [page 346]

Proof of Service in SAP Business Network

Proof of service (PoS) is a digital document that acts as a proof of completion of a service line item in the service
order.

The ability to create a proof of service is important for organizations to create a digital record as the proof of a
completed service. This feature helps organizations increase efficiency and save time required to process hard
copies of receipts as proof of service. For example, a field contractor of a supplier, who has completed a line item
from the service order for the buyer, can now create a PoS as digital proof of completion of a service line item. The
PoS includes details for field contractor, document reviewer, service duration, location, materials, and other details
of the service or material.

 Restriction

• A PoS can correspond to only one line item in the purchase order.
• A PoS can be created only at the purchase-order line-item level.
• A PoS can be created only for service items.

Prerequisites

The buyer and supplier organizations must have an active trading relationship.

Roles with Permissions for Users Related to Proof of Service [page 342]

Proof of Service Personas [page 343]

Proof of Service Workflows [page 343]

Proof of Service API for Buyers [page 346]

Proof of Service Reports [page 346]

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Roles with Permissions for Users Related to Proof of
Service

To ensure that users perform only those roles that are assigned to them, SAP Business Network provides five
permissions related to proof of service (PoS). An administrator can assign these permissions to different roles and
then assign these roles to the users.

The following are the five PoS-related permissions:

Proof Of Service Create Supplier users having this permission can create a PoS.
Access

Proof Of Service Create Supplier users having this permission can create a PoS on behalf of the contractor.
On Behalf Access This is useful in a business scenario where the supplier contractor does not have the
resources to create PoS.

Proof Of Service Review Once a supplier user or a contractor creates a PoS, a supplier supervisor with this
Access permission can review the PoS and reject it or submit it for approval. These supplier
users can view the details only for the PoS for which they are specified as reviewers.

Proof Of Service Buyer users having this permission can approve or reject the PoS sent by the supplier.
Approval Access

Proof Of Service Report Users having this permission can create the report of all PoS based on specified
Access criteria such as start date or status.

 Note

Only the Proof Of Service Create On Behalf Access permission in the SAP Business Network proof of service
workflow is applicable while creating service calls (proof of service) using SAP Field Service Management.

Related Information

Creating a Supplier Role Related to Proof of Service

Creating a Buyer Role Related to Proof of Service

Buyer administrators can create a role related to proof of service (PoS) and assign this role to users.

Prerequisites

You are assigned a role with the User Administration permission. See SAP Business Network Permissions [page
278].

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Procedure

1. Choose Settings Users .

2. On the Manage Roles section, click Create Role.
3. Enter a distinctive name for the role.
4. Enter a description for this role.
5. Select one or more of the following permissions for the new role:
• Proof Of Service Approval Access
• Proof Of Service Report Access

Each role must have at least one permission.

6. Click Save.

Proof of Service Personas

The proof-of-service lifecycle involves different personas.

In some business scenarios, a supplier may choose to hire one or more contractors to execute the service order. In
the absence of digitalized processes, the supplies or the supplier's contractors create manual documents which act
as proof to completion of a service. With proof of service (PoS), SAP Business Network allows suppliers and their
designated contractors to create a PoS as a digital proof.

The following table describes the different personas involved in the PoS lifecycle:

Table 2: Proof of Service Personas

Persona Description

Contractor Supplier user who completes a service for a supplier. A con-

tractor can directly create a PoS or the supplier can create it on
behalf of the contractor.

PoS Assigner Supplier user who can create and assign a PoS to a contractor.
This user can also create and submit a PoS on behalf of the
contractor.

Supervisor Supplier user who reviews the PoS created by a contractor or

a supplier administrator. The reviewer can send the PoS for
the buyer's approval. Supervisors with the Proof Of Service
Create On Behalf Access permission can create a PoS for the
contractor.

Approver Buyer user who approves or rejects a PoS sent by a supplier.

Proof of Service Workflows

The end-to-end workflow of proof of service can develop in different ways, depending on the persona who creates
it.

The following are few of the different ways in which a proof of service (PoS) workflow can develop:

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• A contractor who works for the supplier creates a PoS.

• A supervisor creates a PoS from the purchase order and assigns it to a contractor.

• A PoS assigner creates a PoS from the purchase order and assigns it to a contractor.

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 • A supervisor creates and submits a PoS for a contractor.

• A PoS assigner creates and submits PoS for contractor and the reviewer is a different supplier user.

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Proof of Service API for Buyers

The Proof of Service (PoS) is a digital document that acts as a proof of completion of a service line item in the
service order. The Proof of Service API for buyers allows buyers to view a single proof of service PoS or a list of
PoS (based on specific filter criteria), approve or reject a PoS by updating the PoS status parameter, or update the
accounting name for PoS. For more information, see Proof of Service API for buyers.

Proof of Service Reports

You can generate reports for proof of service (PoS) based on start date, end date, and status.

You can create a report template and generate reports for proof of service data. For more details, see Generating
Proof of Service Reports.

Related Information

Reports and Report Templates

Proof of Service Using SAP Field Service

Management
Suppliers can use the service call feature in SAP Field Service Management as proof of service.

SAP Field Service Management is a business solution that helps you speed up issue resolution and makes the
service experience easier and more effortless. With SAP Field Service Management solution, you can support your
technicians with mobile tools to provide proactive customer service, leading to greater customer satisfaction.

You can use the service call feature in SAP Field Service Management as proof of service in integration with SAP
Business Network. The service call created in SAP Field Service Management acts as proof of service in SAP
Business Network. Technicians can use SAP Field Service Management to manage and fulfill the service call and
the corresponding information gets reflected in SAP Business Network against the service on the purchase order
for which the service call is created.

For more information about SAP Field Service Management, see the SAP Field Service Management
documentation.

Related Information

Creating a Service Call (Proof of Service) from a Purchase Order [page 350]

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Adding a Service Call as Proof of Service to a Service Sheet [page 351]

Default Transaction Subrule to Mandate Proof of Service

By default, the Do not allow suppliers to manually create service entry sheets for service orders transaction
rule is unchecked, thus allowing suppliers to create service entry sheets. SAP Business Network provides a default
transaction subrule which buyers can enable to ensure that suppliers create at least one proof of service (PoS) and
attach it to the service sheet before submitting it.

On the Default Transaction Rules page, the Do not allow suppliers to manually create service entry sheets
for service orders transaction rule has a subrule Require suppliers to create a proof of service (PoS) before
submitting a service entry sheet (SES).

 Note

If the Do not allow suppliers to manually create service entry sheets for service orders transaction rule is
checked, the subrule Require suppliers to create a proof of service (PoS) before submitting a service entry
sheet (SES) is not displayed.

Mandating Proof of Service Before Submitting a Service Entry Sheet

Buyer administrators can mandate that suppliers create at least one proof of service and attach it to the service
sheet before submitting a service sheet.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. Click Default Transaction Rules.
The Default Transaction Rules page appears.
3. Scroll down the page to locate the Do not allow suppliers to manually create service entry sheets for service
orders rule and ensure that it is unchecked.
4. Check the Require suppliers to create a proof of service (PoS) before submitting a service entry sheet
(SES) subrule.
5. Click Save.

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Default Transaction Subrule to Allow Suppliers to Create
Proof of Service Using SAP Field Service Management

By default, the Do not allow suppliers to manually create service entry sheets for service orders transaction
rule is unchecked, thus allowing suppliers to manually create service sheets. SAP Business Network provides a
default transaction subrule which buyers can enable to ensure that suppliers use SAP Field Service Management
for service completion.

The proof of service (PoS) is a digital document that acts as a proof of completion of a line item in the service
order. The ability to create proof of service is important for organizations to create a digital record as the proof of a
completed service, which allows them to increase efficiency and save on the time required to process hard copies
of receipts as proof of service. For more information on proof of service, see Proof of Service in SAP Business
Network [page 341].

 Note

• Only Proof Of Service Create On Behalf Access permission in the SAP Business Network proof of service
workflow is applicable while creating service calls (proof of service) using SAP Field Service Management.
For more information on different permissions related to proof of service, see Roles with Permissions for
Users Related to Proof of Service [page 342].
• SAP Field Service Management has its own user authentication and authorization management.
• Proof of Service Report does not include service calls (proof of service) created using SAP Field Service
Management.
• If the Do not allow suppliers to manually create service entry sheets for service orders transaction rule
is checked, the subrule Allow suppliers to create proof of service using SAP Field Service Management
is not displayed.
• If the Allow suppliers to send service sheet attachments rule is not checked, the supplier will not be
allowed to create PoS using SAP Field Service Management.

Prerequisites

To create service calls (proof of service) using SAP Field Service Management, you must have Proof Of Service
Create On Behalf Access permission in the SAP Business Network proof of service workflow.

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Allowing Suppliers to Create Proof of Service Using SAP Field
Service Management

Buyer administrators can allow suppliers to create proof of service using SAP Field Service Management and
attach it to a service sheet.

Prerequisites

You are assigned a role with the Transaction Configuration permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Account settings Manage Profile .

2. On the Configuration page, click Default Transaction Rules.
The Default Transaction Rules page appears.
3. Scroll down the page to locate the Do not allow suppliers to manually create service entry sheets for service
orders rule and ensure that it is unchecked.
4. Check the Allow suppliers to create proof of service using SAP Field Service Management subrule.
5. Check the Allow suppliers to send service sheet attachments rule.
6. Click Save.

Integration with SAP Field Service Management with

Single-Tenant Crowd Architecture
SAP Business Network integration with SAP Field Service Management with single-tenant crowd architecture
supports onboarding multiple suppliers in a single company or tenant.

The single-tenant crowd architecture provides the following advantages:

• Eliminates the need to deploy configurations multiple times. Now, users need to deploy configurations (for
example, Field Service Management Business Rules, Field Service Management Smartforms, Field Service
Management Workflows, Field Service Management Checkout Report Templates) only once.
• Automates the onboarding of Field Service Management supplier and supplier technician.
• Increases scalability.
• Provides an option to view the execution of all activities across all suppliers in the Field Service Management
planning board.

In the single-tenant crowd model, SAP Field Service Management creates a crowd account for every buyer.
Suppliers on SAP Business Network map to a Business Partner (type=supplier) and buyers on SAP Business
Network map to a Business Partner (type=customer). Buyer administrator configures a single company (tenant)

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with the buyer ANID as the name. Every supplier is registered manually in each SAP Field Service Management
account through an invite. During SAP Field Service Management registration supplier configures the name with
the ANID.

To use this feature, the buyer administrator must enable and configure Proof of service using SAP Field Service
Management and Support SAP Field Service Management integration for individual buyer cloud account.

Creating a Service Call (Proof of Service) from a Purchase

Order

Suppliers can use purchase orders to create service calls (proofs of service).

Suppliers can create a service call (proof of service) from a purchase order (PO) as part of the integration with SAP
Field Service Management. SAP Business Network provides suppliers the option to create a service call (PoS) from
a PO.

For more information about proof of service, see Proof of Service in SAP Business Network [page 341].

Prerequisites

You must meet the following requirements to create a service call (PoS) from purchase order using SAP Field
Service Management:

• You must have the Proof Of Service Create On Behalf Access permission in the SAP Business Network proof
of service workflow. For more information about the different permissions related to proof of service, see Roles
with Permissions for Users Related to Proof of Service [page 342].
• The default transaction rule Allow suppliers to send service sheet attachments must be enabled.
• The default transaction rule Allow suppliers to create proof of service using SAP Field Service Management
must be enabled.

 Note

If the default transaction rule Do not allow suppliers to manually create service entry sheets for
service orders is enabled, its subrule Allow suppliers to create proof of service using SAP Field Service
Management does not show.

Changes in Purchase Orders with Service Calls

SAP Business Network provides buyers the option to make changes to a purchase order (PO) with service calls
attached to it.

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Cancellation of a PO

Buyers cannot cancel a PO when there is at least one service call associated with a service line item in a PO. This is
applicable regardless of whether the service call status is Completed or Ready to Plan.

Updates to a PO

• Deletion of a service line item: Buyers cannot delete a service line item in a PO when there is a service call
associated with it.
• Change in quantity of a service line item: Buyers cannot change the quantity of a service line item in a PO
when there is a service call associated to it.
• Change in unit of measure for a service line item: Buyers cannot change the unit of measure for a service line
item in a PO when there is a service call associated to it.
• Change in other attributes of a service line item: Both buyers and suppliers can change other attributes of a
service line item in a PO even when there is a service call associated to it.

 Note

• When a change is successfully made in a PO, the service calls associated to the PO, along with the service
call status, gets automatically associated to the updated PO.
• Changes made to attributes of material line items are not reflected in service calls associated to the PO.
• Changes made in a PO with service calls are not reflected in SAP Field Service Management.

Adding a Service Call as Proof of Service to a Service Sheet

Suppliers can attach the service call for a line item as proof of service, when creating the service sheet for that line
item.

When a supplier creates a service sheet from a purchase order in which at least one line item has completed
service calls (proof of service), the attachments corresponding to the selected and completed service calls (proof
of service) are automatically uploaded to the Attachments section in the service sheet. This is in addition to the
existing option of adding attachments to the service sheet.

To exclude a service call (proof of service) attachment from the service sheet, suppliers choose the attachment
from the Attachments section and click Delete. Suppliers can also remove a service call (proof of service)
attachment from the service sheet by turning off the Include toggle against the corresponding line item.

When the default transaction rule Require proof of service to create service sheet is checked, suppliers can
create the service sheet only if at least one purchase order line item has completed service calls (proof of service).

When the default transaction rule Require proof of service to create service sheet is unchecked, suppliers can
create the service sheet irrespective of whether the purchase order line item has completed service calls (proof of
service).

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Prerequisites

To enable suppliers to add a service call as proof of service to a service sheet:

• The default transaction rule Allow suppliers to send service sheet attachments on the Default Transaction
Rules page must be checked.
• The subrule Allow suppliers to create proof of service using SAP Field Service Management under the
Do not allow suppliers to manually create service entry sheets for service orders transaction rule on the
Default Transaction Rules page must be checked.

 Note

If the Do not allow suppliers to manually create service entry sheets for service orders transaction rule
is checked, the subrule Allow suppliers to create proof of service using SAP Field Service Management
is not displayed.

Handling Service Calls Deleted in SAP Field Service

Management
Service calls deleted in SAP Field Service Management can affect SAP Business Network.

There are two possible scenarios in SAP Business Network related to service call deletion in SAP Field Service
Management:

• Deletion of service call with status Completed: When a service call in Completed status is deleted in SAP Field
Service Management, no change is recorded in SAP Business Network.
• Deletion of service call with status Ready to plan: When a service call in Ready to plan status is deleted in
SAP Field Service Management, the service call gets deleted in SAP Business Network. This is displayed in the
Order History tab of the corresponding purchase order. When a service call in Ready to plan status is deleted,
suppliers can create a service call again for the purchase order line item.

Individual Buyer Cloud Account in SAP Field Service

Management
Service call information is managed through a buyer's individual SAP Field Service Management account.

You can complete actions and operations in SAP Field Service Management by owning and managing your own
SAP Field Service Management account. Buyers can configure their SAP Field Service Management account
details in SAP Business Network which is then used by SAP Business Network in completing any SAP Field Service
Management operation.

Service call (proof of service) information for an individual buyer account is managed through their own individual
SAP Field Service Management account. Buyers can log in to the SAP Field Service Management web application
and can approve the service call using the web application or the field technician's SAP Field Service Management
mobile application. Since the buyer owns the SAP Field Service Management account, they have access to all SAP
Field Service Management features.

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Suppliers can log in to each individual buyer account and can view, schedule, or update service calls for the
individual buyer owning the account.

Prerequisites

To use individual buyer cloud account for the integration of SAP Field Service Management with SAP Business
Network, the buyer must enable and configure the use of proof of service using SAP Field Service Management,
and the supplier must be invited by the buyer to register with SAP Field Service Management.

Configuring SAP Field Service Management Integration for

Individual Buyer Cloud Account

Buyers can now configure SAP Field Service Management integration in SAP Business Network to manage the
operations in SAP Field Service Management.

Prerequisites

You are assigned the Administrator role.

Procedure

1. Choose Account settings Manage Profile .

2. On the bottom of the Configuration page, choose SAP Field Service Management integration configuration.
The SAP Field Service Management integration configuration page is displayed.
3. Enter the details in the fields under the following sections:

Field Service Management API Access Configuration:

Option Description

Data center Choose the data center for your SAP Field Service Management account from the dropdown. For example,
if your account is at the United States data center, choose us from the dropdown and if your account is at
the China data center, choose cn.

 Note
Data center can be identified from the login URL of SAP Field Service Management. For example, if
your login URL is https://us.coresystems.net/admin/login/auth, your data center is
us.

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 Option Description

Account Enter your SAP Field Service Management account name.

Name

Client ID Enter the OAuth client ID associated to your SAP Field Service Management account.

Client Secret Enter the OAuth client secret associated to your SAP Field Service Management account.

Configuring the above details enables the flow of service call (proof of service) information from your SAP
Business Network account to your SAP Field Service Management account.

Shared Secret for SAP Field Service Management call back:

Option Description

Auth user Your SAP Business Network ANID that is used in setting up Streaming API (call back) configuration in
SAP Field Service Management. Auth user is not editable.

Auth password The authentication password setup in SAP Business Network and used in SAP Field Service Management
to enable Streaming API (call back) into SAP Business Network.

Configuring the above details enables the flow of service call (proof of service) information from your SAP Field
Service Management account to your SAP Business Network account.

4. Click Save to save the changes and Close to exit the page.

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SAP Business Network Documents

You can use SAP Business Network object-oriented menus and the workbench to view incoming and outgoing
documents.

SAP Business Network acts as the intermediary for transactions between you and your suppliers. It allows you to
manage many types of documents, including orders, releases, order confirmations, ship notices, invoices, credit
memos, payment schedules, and remittance advice documents. SAP Business Network stores your account's
electronic documents online for eacy access.

View incoming and outgoing documents using the object-oriented menus. For a customized view of transaction
documents, create tiles for the workbench.

Table 3: Menus for Documents

Menu Command

Orders Purchase Orders (for buyers without SAP Business Network for Supply Chain)

Orders and Releases (for buyers with SAP Business Network for Supply Chain)

Order Inquiries

Requisitions

Requests for Quotations

Fulfillment Order Confirmations

Service Sheets

Time and Expense Sheets

Ship Notices

Component Shipments

Transport Requests

Transport Confirmations

Goods Receipts

Component Receipts

Quality Review

Inspection

Notification

Invoices Invoices

Unassigned Invoices

Archived Invoices

Payments Discount Opportunities

Scheduled Payments

Scheduled Payments Files

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Menu Command

Payment Batches

Remittances

Charge Files

The Workbench [page 356]

Using Search Filters to Find Documents [page 364]

Selecting Suppliers for Searches [page 366]

Orders and Releases [page 366]

Invoices [page 376]

Transaction Rules for Advanced Pricing Fields [page 382]

Scheduled Payments and Payment Proposal Batch Files [page 384]

Viewing Ship Notices [page 386]

Tracking Shipments from the Home Dashboard [page 388]

Purchase order tracking Page [page 389]

Viewing Attachments [page 393]

Viewing Notifications [page 394]

Printing Online Documents [page 395]

Viewing the cXML Content of Online Documents [page 396]

Viewing Transaction Audit Reports [page 396]

Your Account's Pending Queue [page 397]

Current SAP Business Network Transactions [page 405]

The Workbench
The workbench displays configurable tiles based on transaction documents, statuses, and additional filters.

Overview of the Workbench

The workbench is a customizable page that allows you to get a quick overview of transaction documents and take
action on them. It displays up to 25 customized tiles. When more tiles are available that can fit on your screen
(based on your screen resolution), the tile bar displays a right arrow button ( ) to scroll through the tiles.

Each tile displays a count or amount, title, and subtitle.

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 1. The count is the number of transactions, action items, or events that match the tile filter criteria, up to 1000; if
the count is greater than 1000, the count displays 1000+.
The amount is the total value of scheduled payments, remittances, or early payment offers contained in the
tile. It is displayed in your local currency.
2. The title is the name of the base tile, a label describing the type of transaction, action item, or event that
matches the tile criteria, such as Invoices.
3. The subtitle is a configurable label to further describe the contents of the tile, which is particularly useful when
you create your own variant of a tile based on a complex combination of filters.

Custom attributes
Custom attributes you create with a customization project can be extended to workbench tiles, allowing you and
your suppliers to view them as filters and columns.

The actions column

The Actions column displays a more button ( ) that allows you to complete actions on documents. The actions
available are based on the document type and status. Some workbench tiles also support multi-select and bulk
actions.

Column grouping
You can group workbench columns for many tiles. Grouping workbench columns is helpful when you need to
perform bulk edits on similar line items. When you group columns for a workbench tile, the search results show
documents that have the same values for the filters you've selected. For example, you can look for documents with
the same description, order number, and item number.

The export button

The workbench also features an export button ( ), which allows you to download the information displayed in the
table as an .xlsx file. The download includes only the information currently displayed in the list view. Any lines
or columns that are hidden from your current list view are not included in the .xlsx file.

Workbench Tile Reference

This topic contains information about the workbench tiles that are available to you.

Tile Document Status Permission Required More Information

Component Planning Component planning

Collaboration collaboration

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Tile Document Status Permission Required More Information

Invoices Invoice Inbox Access

Item confirmation Purchase order Outbox Access

status
Scheduling agreement
release

Item shipment status Purchase order Outbox Access

Scheduling agreement
release

Order change requests Purchase order Outbox Access

Orders Purchase order Outbox Access

Scheduling agreement
release

Payment batch Payment batches Outbox Access

Payment Activities

Remittances Remittance Outbox Access

Payment Activities

Return items Purchase order Outbox Access

Scheduling agreement
release

Scheduled payments Scheduled payment Outbox Access

Payment Activities

Service sheets Service entry sheet Inbox Access

Filtering Workbench Tiles

When you open a workbench tile, all of the documents associated to that tile are displayed, but you can apply filters
and refine which documents are shown. For example, you can choose to only see orders from a specific customer
by using the Customers filter.

Context

When a tile is selected, SAP Business Network displays filter tags for any filters configured for that tile. The
screenshot of the Orders tile below has the following filters and their values applied, Creation date: Last 365 days,
Routing status: Sent, Max amount: 10,000, and Currency: USD.

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You can edit the filter on some tiles, while others have set filters that cannot be changed. For example, the New
orders tile is pre-set with the New status so that you only view new orders. The filters available are based on the tile
type. Below is a screenshot of filters available for the Scheduled payments tile.

Procedure

1. On the Workbench page, click the tile to which you want to apply filters.
2. Click Edit filter.
3. Set filters as needed, then click Apply.
4. Click Save filter.
5. Review the subtitle and enter a new one if necessary, then click Save.

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Customizing Workbench Columns
You can show, hide, and rearrange workbench columns as needed, which helps to speed up the search process.

Procedure

1. On the Workbench page, click the tile you want to adjust the columns for.
2. Click the settings icon ( ).

3. In the Table setting dialog, do any of the following:

• To show a new column, move the column from Available columns to Displayed columns.

• To hide a column, move the column from Displayed columns to Available columns.

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 • Use drag and drop to rearrange the columns as needed. The order of the columns in this dialog, first to last,
is presented from left to right on the workbench.
4. Click Apply to save your changes.

Customizing Tiles on Your Workbench

Use this procedure to add workbench tiles, add custom subtitles to the tiles, and remove or rearrange tiles as
needed.

Procedure

1. On the Workbench page, click the Settings icon ( ) in the top-right corner.

2. Do any of the following:

• Click the plus symbol ( ) to add a new tile. The value for the tile populates after you save your changes.

• Click the delete symbol ( ) to remove a tile.

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 • Select the three lines icon ( ) in the center of the tile to move the tile.
3. Click Apply to save your changes.

Next Steps

Further customize your tile by adding filters. For more information, see Filtering Workbench Tiles [page 358].

Grouping Workbench Columns

You can group workbench columns for many tiles. Grouping workbench columns is helpful when you need to
perform bulk edits on similar line items.

Context

When you group columns for a workbench tile, the search results show documents that have the same values for
the filters you've selected. For example, you can look for documents with the same description, order number, and
item number, as shown in the screenshot below.

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Procedure

1. On the Workbench page, click the tile for which you want to group columns.
2. Click the settings icon ( ).

3. In the Table setting dialog, select Column grouping.

4. Use drag and drop to move columns from the Available columns list to the Grouping list.

5. Click Apply to save your changes.

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Using Search Filters to Find Documents
SAP Business Network provides different search filters for each type of document. You can use the filters to
show only documents you are responsible for, documents from a particular date range, or documents that match
particular amounts or status values.

Prerequisites

You are assigned a role with the Inbox and Order Access and Outbox Access permissions. See SAP Business
Network Permissions [page 278].

Procedure

1. Choose a menu command to view documents, for example, Orders Orders and Releases or Invoices
Invoices
The associated page appears.
2. At the top of the page, expand the Search Filters section.
3. Specify different filter values, such as a particular supplier, a date range, different amounts, or different status
values.
4. Specify the number of results to display in the table: 100, 200, or 500.
5. Click Search.

 Tip

To reset filters to their default values, click Reset.

The search results appear in the table.

Search Filters

You can use search filters to search for documents on SAP Business Network.

Field Description

Order Number Search by an order number assigned by your procurement application. You can specify whether
the number is a partial number or an exact number. Order numbers are case-sensitive, so DO123 is
not the same as do123.

Date The date on which SAP Business Network received the document. Choose a date or a range of
dates.

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 Field Description

Supplier A supplier with which you have a trading relationship. You can enter the complete name or the first
several letters if they are unique among your trading partners. The Supplier entry is case-sensitive.

Payment Date (Payment only) The date on which payment was made.

Payment Ref # (Payments only) The reference number for the payment, typically assigned by your payment
provider.

Payment Proposal ID (Payments only) The ID number for the scheduled payment.

ID (Time sheets only) The ID number for the time/expense sheets.

Contractor Name (Time sheets only) The full name of the temporary employee. You can enter the first several letters
of the employee’s name.

Time Sheet Status (Time sheets only) The time sheet routing status on SAP Business Network.

Status Search by routing status.

Supplier Search by a specific supplier. If you have more than 50 suppliers, you can change the suppliers in
this menu. See Selecting Suppliers for Searches [page 366].

Order Number Search for an order number. Be sure to specify the complete number, including any letters.

Order numbers are case-sensitive, so “DO123” is different from “do123.”

To find all orders that begin with a certain sequence, enter the first several characters. For exam-
ple, enter “PO1234” to find orders that begin with PO1234, including such numbers as PO12345
and PO12346.

Start Date Search by the date on which SAP Business Network received the document. By default, the results
End Date include matches with today's date.

Payment Date (Payments only) The date on which payment was made.

Method (Payments only) The payment method used, such as wire, check, or ACH.

Payment Ref # (Payments only) The payment reference number, for example, a check number.

Contractor Name (Time sheets only) The full name of the temporary employee. You can select from the first 50
contractors (alphabetically sorted) or you can enter the name of a contractor.

Minimum Amount (Purchase orders only) Search by total amount of the purchase order. Do not enter currency
Maximum Amount symbols. To search above or below a given amount, enter only one amount. To search within a
range, enter both amounts.

Routing Status Search by routing status.

Purchase Order Status Search by purchase order status. Search for blanket purchase orders only.

Number of Results Request more than the default number of search results. By default, the search returns up to 100
records.

Transaction # (Remittances only) Search by remittance advice number.

Receipt ID (Receipts only) Search by receipt ID number. You can also search using the Order Number search
filter to search receipts by order. You can also view the orders that are associated with a receipt
from the Receipts page.

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Selecting Suppliers for Searches
You can customize the supplier selection menu to select the suppliers you want to search for any document type.

Context

If you have more than 50 suppliers, SAP Business Network displays Others... at the bottom of the supplier filter in
the Search Filters section of a page. Select this item to add or delete suppliers to the menu. The supplier selection
menu can hold a maximum of 50 suppliers.

Changes you make to supplier selection menu are available in subsequent sessions.

Procedure

1. Go to a page for a particular document type.

2. At the bottom of the supplier selection menu, click Others....
The Select Items to Display page appears.
3. In the Displayed Items list, click the check box next to suppliers you want to remove from the menu.
4. In the Excluded Items list, click the check box next to suppliers you want to add to the menu.

 Note

You can add and remove names in one operation.

5. You can search for suppliers by entering their full or partial names and clicking Search.
6. Click OK.

Orders and Releases

Viewing Orders and Releases [page 367]

Downloading Orders in PDF Format [page 370]

Viewing Changes in Purchase Orders [page 371]

Viewing Service Orders [page 371]

Viewing Blanket Purchase Orders [page 373]

Resending Failed Orders to Private Suppliers [page 373]

Resending a Copy of a Rejected Purchase Order [page 375]

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Viewing Orders and Releases

You can use the Orders menu in SAP Business Network to shows orders and releases. Your procurement
application assigns a unique number to each order. SAP Business Network tracks orders by these assigned
numbers.

Prerequisites

You are assigned a role with the Outbox Access permission. See SAP Business Network Permissions [page 278].

Context

The Amount Invoiced column in the order shows settlement status. It lists how much money the supplier has
invoiced or charged against the order. For older orders, SAP Business Network displays Yes, indicating that
suppliers have submitted invoices. You can set rules that determine whether suppliers can invoice more than
the amount in orders.

 Restriction

• SAP Business Network doesn't show purchase orders that are larger than 1 MB or that have more than
1,000 line items. The order indicates that it exceeds the maximum limit for online display. It can transmit
these orders through email, cXML, and EDI routing.
When the feature toggle VALIDATE_MAX_AMT_FOR_UNPLANNED_LINES_ONLY is enabled for a buyer
organization and the buyer organization sends the service purchase order with maximum amount, the
overall limit defined in MaxAmount of purchase orders includes only the sum of the values for unplanned
line items. Then, the supplier can add adhoc items.
• You cannot delete orders from SAP Business Network. For this reason, do not use your production account
for test orders; instead, use your test account. For more information, see Using Test Accounts on SAP
Business Network.

Procedure

1. Do one of the following:

• For buyers without SAP Business Network for Supply Chain: Choose Orders Purchase Orders .
• For buyers with SAP Business Network for Supply Chain: Choose Orders Orders and Releases .
• Navigate to an order-based workbench tile.

SAP Business Network displays a table with a list of orders you have sent. By default, the table shows up to 100
of your most recent orders, up to a year old.

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 You can use the  Table Options Menu icon at the top of the table to organize the list of transactions. It allows
you to show or hide columns, group transactions by column, export tables to spreadsheet applications such as
Microsoft Excel, and control the number of transactions displayed.

Orders with a paper clip  icon indicate attachments.

2. To view details of an order, click a link in the Order Number column. SAP Business Network displays the Order
Detail page, with document information and line item information. SAP Business Network displays links to
related documents.
3. Click Hide Item Details if you want to collapse the item details lines and only display high level information in a
table format.
4. To view the status and order history, click the Order History tab. SAP Business Network displays information
on routing and status updates for the order. Viewing history can be a useful aid in tracing order problems. Each
time the order status changes, SAP Business Network logs the change on the History page. The Order History
tab includes CopyRequest orders sent to invoice conversion service providers.

Related Information

Invoice Rules [page 81]

Viewing Attachments [page 393]

Order Routing Status Levels

Routing status conveys information on delivery and supplier acceptance or rejection of an order as a whole, but
does not constitute a commitment by a supplier to fill an order.

Status Level Definition

Queued Initial state. SAP Business Network received the order but no further action has been taken.

Sent SAP Business Network sent the order to the supplier.

Acknowledged The supplier received the order.

Duplicated This order is a duplicate of another order; it will not be filled.

Failed SAP Business Network experienced a problem routing the order to the supplier. Suppliers can
resend failed orders.

Order Settlement Status

Settlement status indicates the type of settlement available for the order.

Settlement Status Definition

Invoice Suppliers can issue an invoice to settle the order.

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 Settlement Status Definition

PCard Suppliers can charge a purchasing card through their own charging system.

Order Fulfillment Status Levels

Fulfillment status reports on supplier actions in response to an order.

Status Level Definition

Unconfirmed Initial state. The supplier has not updated order status.

Supplier Canceled The supplier canceled the order, and nothing will be shipped. A canceled order cannot be updated
further.

Obsoleted You canceled or replaced the order by a sending a subsequent (changed) order. Obsoleted orders
cannot be updated; they appear in your account for tracking purposes only.

Rejected The supplier rejected all line items.

Confirmed The supplier agreed to ship all line items.

Backordered The supplier backordered all line items and will ship them when they are available.

Replaced The supplier replaced all items in the purchase order with different items.

Shipped Final state. The supplier shipped the entire order.

If a supplier updates part of an order, SAP Business Network reports Partial status for the entire order. For example,
a Partially Rejected order contains at least one rejected subquantity and no subquantity at a higher status level
(Confirmed, Backordered, or Shipped).

The final fulfillment status is Shipped. Any line item or subquantity that has been updated to Shipped status
cannot be updated again. If a line item is partially shipped, the supplier can update the remaining subquantities
individually.

Tax Summary Section Fields

The Tax Summary section on the Purchase Order page has the following fields:

Field Description

Tax Category The tax category for the tax applied on the product.

Tax Rate The tax rate for the specific tax category.

Taxable Amount The sum of all line item amount values. The total amount on which tax is applied in an order.

Tax Location The name of the location in which the tax will be paid.

Description A brief description of the tax.

Exempt Detail Indicates if the tax on services or goods is zero rated or exempt.

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Allowances and Charges Section Fields

The Allowances and Charges section on the Purchase Order page has the following fields:

Field Description

Type The type of cost deduction allowed on a product.

Description Brief description on the type of allowance and charges applied for a product.

Service Code The code associated with the type of cost deduction and additional charges applied on a product.
For Example, if a product has a discount, service code displays the type of discount applied on the
product such as volume discount and discount special. Service code for Charges display the type
of charges applied on a product such as freights and royalties.

Start Date The start date from when allowances and charges on the products are effective.

End Date The date on which the allowances and charges on the products expire.

Amount The amount reduced from the original price.

Percentage The additional charges percentage applied on the products.

Downloading Orders in PDF Format

You can download orders and change orders in PDF format, allowing you to store them for auditing purposes.

Prerequisites

You are assigned a role with the Outbox Access permission. See SAP Business Network Permissions [page 278].

Context

Buyers and suppliers can download orders and change orders in PDF format, using the Download PDF link at the
top of every order.

Procedure

1. Do one of the following:

• For buyers without SAP Business Network for Supply Chain: Choose Orders Purchase Orders .
• For buyers with SAP Business Network for Supply Chain: Choose Orders Orders and Releases .
2. Click the Order Number link to display the order you want to download.
3. Click the Download PDF link.

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 4. Select a location to save the PDF and click Save.

 Note

By default, the PDF filename is the order number.

Viewing Changes in Purchase Orders

When a procurement agent make changes to an order in your procurement solution, a change order is sent to SAP
Business Network and routed to the supplier. You can view the last changes made to an existing order.

SAP Business Network displays these changes using color, styles and icons to denote the changes in the order. You
can view any header level changes, and any newly added, deleted, or updated line items.

 Note

Changes to the Comments section are not highlighted.

For large orders (exceeding 1MB or more than 5,000 line items), only header changes are displayed. No line item
differences are shown. You can also print the order with or without changes.

 Note

• For monochrome view of the order, that is, print, fax and emails without colors, the icons and font formats
will aid you to locate the differences.
• If a change order is sent for a blanket purchase order, the changes are not highlighted for the line item in
the Pricing Details table. The Change column displays “Edited” for the line item that changed.

Viewing Service Orders

Service orders can contain lines for both material items, services, or a combination.

The following types of line items are supported in a service purchase order:

• Material
• Service
• Lean Service
• Limit Service
• Limit Order

Lean services simplify the process of procuring services. They can be either Lean Service items for planned lean
services or Limit Service items for unplanned lean services.

Planned lean services focus on improving the customer experience by optimizing the use of existing resources. It
reduces the time and effort involved in procuring low-value items, and reduces the steps involved, such as ordering,
receiving, processing invoices, and so on.

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For example, regular cleaning of office premises can be considered as a lean service. The buyer does not need to
know the specific details of the regular cleaning process, such as the exact time when the cleaning is done or the
details on supplies used per day. Here, the buyer purchases the service item as a lean service.

Limit items for unplanned lean services, also known as Limit Services, are used to procure unplanned low-value
services costing up to a predefined spend limit. It reduces the time and effort involved in procuring low-value items,
and reduces the steps involved, such as ordering, receiving, processing invoices, and so on.

Limit services can be purchased like planned lean services. The buyer does not need to specify all the details at
the time of purchase. The purchased service will be carried out until the buyer-specified predefined spend limit is
reached.

For example, regular cleaning of office premises can be considered as a limit service. The buyer does not need to
know the specific details of the regular cleaning process, such as the exact time when the cleaning is done or the
details on supplies used per day. Here, the buyer purchases the service item as a limit service, specifying the spend
limit as the value for the Expected Value for Unplanned Spend field in the service purchase order. As a result, the
cleaning service is carried out until that spend limit is exhausted.

A Limit Order line item is defined as the fulfillment of a service or material delivery at a price limited by a
predetermined amount within a time period specified by the buyer. It focuses on improving customer experience
by optimizing the use of resources. It reduces the time, user effort, and processes involved in procuring low-value
materials and services. The source of a purchase order with limit order line item can be SAP Ariba Buying and
Invoicing or SAP Ariba Buying.

Limit Order line items can be materials or services in SAP Business Network. For example, cleaning of office
premises can be considered as a limit order service line item. This service will be carried out regularly at a price and
within a period that are previously agreed upon by the buyer and supplier.

 Note

• The Lean Service and Limit Service item types in SAP Business Network correspond to and support SAP
S/4HANA and SAP S/4HANA Cloud standard and enhanced limit item categories for services.
• SAP Business Network supports a mixed order with materials and lean services. In such cases, a ship
notice is valid for the material items in the order.
• SAP Business Network supports a mixed order of material items and service items, including both Lean
Service and Limit Service line items.
• SAP Business Network supports a mixed order of Limit Order material or service line items and regular
material or service line items.
• Cancellation of service sheets with Limit Service items is not supported.
• Attachments are not supported.
• The Quantity for a Limit Order line item is always 1 and it is not editable.
• The Subtotal for a Limit Order line item should not exceed the limit set by the buyer for that line item in the
purchase order.
• Quick enablement of suppliers is not supported.

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Viewing Blanket Purchase Orders

You can view blanket purchase orders sent by your procurement application to suppliers in your Outbox on SAP
Business Network.

SAP Business Network allows buyers to mask values in the amount, quantity, and price fields while sending a
blanket purchase order to the supplier. To enable this feature, configure your adapter (either an SAP Business
Network Adapter or your own adapter) to send the required extrinsic in the blanket purchase order. For more
information about the extrinsic, see the cXML Solutions Guide.

As a buyer, you can always view all the values available in a blanket purchase order from your SAP Business
Network buyer account. When the blanket purchase order contains a masked value, the string “The purchase order
contains masked values for the supplier.” appears. When a supplier views the order containing masked values in
the Orders and Releases page, Order Details page, purchase order reports, and Create Invoice page, the string
“Undisclosed” appears for the masked values.

When a change order is sent to a supplier, the differential values are not displayed in the original or changed order.
The string “Undisclosed” is displayed for all the masked values.

Resending Failed Orders to Private Suppliers

You can resend purchase orders that have failed due to technical problems.

Prerequisites

• Your account is enabled for quick enablement.

• You are assigned a role with the Outbox Access permission. See SAP Business Network Permissions [page
278].

Context

Occasionally, orders fail to route correctly due to technical problems, such as an invalid email address for the
private supplier. SAP Business Network marks these orders as failed. You can search for failed orders and then
resend them either individually or as a group. You can resend only orders in Failed status that were sent to
private suppliers. If a supplier doesn't have an SAP Business Network account and you send them an order or an
unregistered supplier routes an invoice to you, SAP Business Network creates a private supplier account on the
supplier's behalf.

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Procedure

1. Do one of the following:

• For buyers without SAP Business Network for Supply Chain: Choose Orders Purchase Orders .
• For buyers with SAP Business Network for Supply Chain: Choose Orders Orders and Releases .
2. Click View Failed Orders to Private Supplier.
3. Specify the search criteria by entering the Supplier ANID, Start Date, and End Date.
4. Click Search.

 Note

The date range you specify must not exceed 31 days.

5. In the search results, click the ANID of the supplier in the Supplier ANID column.

SAP Business Network shows the private supplier information and the failed orders sent to the private supplier.
6. Specify a different method for the supplier in the Routing Method boxes.
7. Do one of the following:

• Choose one or more orders and click Resend.

• Click Resend All.
• Choose one or more orders and click Mark Obsolete. You can't resend these obsolete orders and SAP
Business Network no longer returns them in search results.
8. Click Done.

Results

SAP Business Network puts the orders marked for resending into a queue and sends them in the background. To
check the new status of the orders you have resent, go to the Orders area after several minutes.

Related Information

Quick Enablement of SAP Business Network Suppliers [page 62]

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Resending a Copy of a Rejected Purchase Order
Buyers using SAP Ariba Invoice Management with SAP Business Network Commerce Automation can resend a
copy of a rejected order to suppliers.

Prerequisites

• You are assigned a role with the Outbox Access permission. See SAP Business Network Permissions [page
278].
• Buyer users must have configured system notifications to receive email messages when orders are
undeliverable or rejected.
• Before resending the order, you must ensure that you have configured your suppliers correctly in SAP Ariba
Invoice Management to receive copies of orders successfully from SAP Business Network.

Context

When a procurement agent sends an order from their external ERP system to a supplier on the SAP Business
Network, and the order is rejected by SAP Ariba Invoice Management (for example, because the supplier is not yet
configured in SAP Ariba Invoice Management), SAP Business Network sends you a notification notifying you that
the order copy was rejected by SAP Ariba Invoice Management. The notification contains the order details. After
correcting the problem in SAP Ariba Invoice Management, the order can then be resent from your SAP Business
Network account to SAP Ariba Invoice Management

Procedure

1. Choose Quick links Documents to Resend .

2. Choose the purchase order you want to resend to SAP Ariba Invoice Management and then click the link in the
Order Number column. The Order Details page appears.
3. Click Resend Copy. The Purchase Order Details confirmation page appears.
4. Click Resend.

Next Steps

If you suspect that a supplier is not receiving your orders, check the Orders menu on SAP Business Network:

• If the failed orders are not listed, the procurement application has not sent them to SAP Business Network.
Consult your procurement application documentation to troubleshoot your configuration.
• If the failed orders are listed on SAP Business Network, check order status. If an order has the state Queued or
Failed, SAP Business Network has not sent it to the supplier. If an order has the state Duplicated, SAP Business

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 Network has refused it. Click the link for an order in the Order #column to view details of the order. View the
order status history to see where the problem occurred. If the supplier rejected the order, contact the supplier
directly.

Related Information

Notification Types for Buyers [page 42]

Invoices
Through SAP Business Network, buyers and suppliers can seamlessly integrate their invoicing processes on a
single network.

By enabling the appropriate invoice rules, buyers can allow suppliers to:

• Create standard invoices against purchase orders.

• Create non-PO invoices and credit memos.
• Create invoices against contracts by accessing the customers’ contract collaboration sites.

 Note

If your supplier’s account is suspended, you cannot receive invoices or other incoming documents from this
supplier. SAP Business Network displays a message at the top of the supplier’s basic profile if their account is
suspended. SAP Business Network suspends your supplier’s account for failure to remit payment for network
transaction service fees.

Invoice Routing Status Levels [page 377]

Invoice Document Status Levels [page 377]

PDF Copy of Invoices [page 377]

Unassigned ICS Invoices [page 378]

Non-PO Invoices [page 379]

Showing Failed Invoices Submitted by Suppliers [page 381]

Resending Failed Invoices [page 381]

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Invoice Routing Status Levels

Invoice routing status levels describe invoice validation against your invoicing rules.

Status Level Definition

Obsoleted The supplier canceled the invoice.

Queued SAP Business Network received the invoice but has not processed it.

Sent SAP Business Network sent the invoice to a queue. The invoice is awaiting pickup by you.

Acknowledged Your application has acknowledged the receipt of the invoice.

Unassigned Applies only to ICS invoices (invoices sent from an invoice conversion service provider). Indicates an
unknown supplier. SAP Business Network either did not find an order matching the invoice or cannot
verify the supplier ID. For information about invoice conversion, see the SAP Business Network Guide to
Invoice Conversion.

Invoice Document Status Levels

Invoice document status levels describe your updates to invoices.

Status Level Definition

Sent You received the invoice, but have not yet approved or rejected it.

Approved You matched all amounts in the invoice against amounts in an order or a contract or are in the process of
issuing payment.

Paid You paid the invoice. This status applies only if you use invoices to trigger payment.

Rejected You rejected the invoice or the invoice failed validation by SAP Business Network.

Failed SAP Business Network experienced a problem routing the invoice.

Canceled The supplier canceled the invoice or you approved the invoice cancellation.

Suppliers can cancel invoices that do not have an invoice status of “reconciled,” “paying,” or “paid.” Suppliers
cannot cancel an invoice that is already canceled.

After you reconcile invoices against purchase orders, suppliers cannot change or cancel them. If you cancel an
order, suppliers cannot invoice against it.

Invoice status is displayed on invoice list and Detail pages.

PDF Copy of Invoices

SAP Business Network provides buyers and suppliers a PDF copy of invoices, which is a fast and easy method to
create human readable invoice copies in bulk if requested by a tax authority.

All EU countries and certain other countries require that taxable entities produce records in a human readable form
for visual inspection to tax authorities within a reasonable time frame. The PDF invoice copy includes all invoice

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details as well as digital signature information. PDF invoice copy is an optional feature that requires enablement
through SAP Ariba Support.

The PDF rendering includes the text “Copy of Invoice - Not A Tax Invoice” to clarify to tax authorities, suppliers, and
you that the cXML invoice remains the legal document.

SAP Business Network generates the PDF invoice copy in the language of the supplier's locale. PDF invoice copy is
supported in the following languages:

• Brazilian Portuguese • Japanese

• Bulgarian • Korean
• Croatian • Norwegian
• Czech • Polish
• Danish • Romanian
• Dutch • Russian
• English • Simplified Chinese
• French • Spanish
• German • Swedish
• Greek • Thai
• Hungarian • Traditional Chinese
• Italian • Turkish

If the supplier's locale is not supported for PDF invoice creation, SAP Business Network creates the PDF invoice
copy in English.

 Restriction

The PDF copy of invoices, as part of the invoice archival functionality, is not available for ICS invoices (invoices
sent from an invoice conversion service provider). These invoices include a human-readable version as an
attachment.

Unassigned ICS Invoices

If you subscribe to an SAP Ariba invoice conversion services (ICS) solution, SAP Business Network displays a page
in your Inbox named Unassigned Invoices. This page lists ICS invoices that do not reference suppliers with whom
you have a trading relationship.

During the invoice conversion process, if the service provider does not find the supplier in the vendor master
file, the provider uses a provider ID to specify the supplier. When the invoice reaches SAP Business Network,
if the supplier does not match any of the suppliers with which your organization has a trading relationship, the
invoice is listed on the Unassigned Invoices page so you can manually associate a supplier to the invoice. You
associate invoices by selecting them and entering a known supplier ID. Each invoice must be associated with an
SAP Business Network supplier before SAP Business Network can route it to you.

 Note

Buyers that subscribe to SAP Ariba invoice conversion services and use SAP Ariba Buying and Invoicing or
SAP Ariba Invoice Management can have their SAP Business Network account configured to send unassigned
invoices and other ICS invoices with conversion exceptions to their Ariba solution for exception handling. To

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 do this, the enhanced ICS exception handling feature must be enabled for your account. If you subscribe to
SAP Ariba invoice conversion services and want to enable this feature, please contact your Customer Success
Manager or Account Manager for more information about SAP Ariba Services.

For more information about invoice conversion and working with unassigned invoices, see the SAP Business
Network Guide to Invoice Conversion.

Non-PO Invoices

Non-PO invoices are invoices that either reference purchase orders that are not routed through SAP Business
Network or do not reference any purchase orders. You can view your suppliers’ non-PO invoices in your Inbox.

Suppliers can create non-PO invoices in the following cases:

• If there is no corresponding purchase order

• If a purchase order was not routed through SAP Business Network
• If a purchase order was routed through SAP Business Network, but later expired and was deleted from SAP
Business Network

Another use for non-PO invoices is to invite suppliers that you want to establish a trading relationship with but do
not have an SAP Business Network account. By default you do not receive invoices from unregistered suppliers.

To receive non-PO invoices from suppliers that do not have an SAP Business Network account, generate your
customer code. Before you receive a non-PO invoice from an unregistered supplier, you must provide your unique
customer code to the supplier. You can provide your customer code in an email, for example, over the phone, or by
fax.

After receiving your customer code, the supplier registers as a new supplier, then creates a non-PO invoice and
includes your customer code. When you receive the unassigned invoice, you can either accept it or reject it. If you
accept it, you enable the supplier to have a production account on SAP Business Network. This is called Invoice
Quick Enablement.

Fields That Identify Non-PO Invoices

If suppliers sent you a non-PO invoice, the values for the Source Doc and Reference Document on the Invoices
pages indicate that the supplier entered an invoice as a non-PO invoice. These fields make it easier for you to easily
identify if the invoice was a non-PO invoice.

The following table shows the values displayed in the Source Doc and Reference Document fields:

Supplier Enters Value… Reference Field Source Doc Field

Contract ID Contract Contract

Sales Order # Non-PO Sales Order

Customer Order # (exists in Active link to the purchase order Purchase Order
SAP Business Network)

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Supplier Enters Value… Reference Field Source Doc Field

Customer Order # (does not Non-PO Customer Order

exist in SAP Business Net-
work)

No value in the order informa- Non-PO Non-PO

tion

The Invoice report and Failed Invoice report also display “Non-PO” in the Source Doc column when a non-PO
invoice is created in the following cases:

• Sales Order Number is provided

• If Customer Order Number is not provided or not available on SAP Business Network
• Order Information is not provided

Impact of Non-PO Invoices on SAP Ariba Buying and Invoicing and SAP Ariba Invoice
Management Solutions

Buying organizations that use SAP Ariba Buying and Invoicing and SAP Ariba Invoice Management solutions can
also easily identify if suppliers created an invoice as a non-PO invoice. The Source Doc field in the Invoices pages
display a relevant value for the non-PO invoices and credit memos created.

If a non-PO invoice or credit memo does not contain a customer order number or contract number, the Source Doc
field value now displays, “Non-PO.”

 Restriction

• All non-PO invoices created prior to Release 11s3 continue to display the old value, “External PO” in the
Reference and Source Doc fields.
• Invoices archived prior to Release 11s3 continue to display the old value, “External PO” in the Reference
and Source Doc fields.

Related Information

Invoices [page 376]

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Showing Failed Invoices Submitted by Suppliers
By default, failed invoices that don’t comply with your invoice rules aren’t shown in the invoices table. However, you
can choose to show them.

Prerequisites

You are assigned a role with the Inbox and Order Access permission. See SAP Business Network Permissions
[page 278].

Procedure

1. Choose Invoices Invoices .

The Invoices page appears.
2. At the top right of the invoices table, click the  Table Options Menu.
3. Under Invoice Filter, select Show Failed Invoices.
If there are failed invoices, they appear in the invoices table.

Resending Failed Invoices

In some cases, invoices fail to reach the external ERP system due to technical problems and SAP Business Network
marks these invoices as Failed. You can resend these failed invoices.

Prerequisites

You are assigned a role with the Inbox and Order Access permission. See SAP Business Network Permissions
[page 278].

 Note

Customers enabled for SAP Ariba Invoice Management can resend approved invoices from SAP Business
Network to the ERP system.

Procedure

1. Choose Invoices Invoices .

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2. On the Invoices page, click the Routing Status column to sort the invoices by status, and look for invoices
whose status is Failed.
3. To view the details of a failed invoice, click a link in the Invoice # column. SAP Business Network displays the
details of the invoice.
4. Select invoices that have the Failed status by selecting checkboxes on the left of each invoice.

 Note

You can also select all invoices in the current page by selecting the checkbox on the left of the invoice list
header.

5. Click Resend.
6. Repeat steps 3-4 as needed for other failed invoices.

SAP Business Network puts each invoice into a queue, and sends it to the ERP system. To check the new status
of an invoice you have resent, go to your Invoice History page after a few minutes.

Transaction Rules for Advanced Pricing Fields

Catalogs can contain advanced pricing details and fields. Buyers can set transaction rules to allow suppliers to add
or edit the Price Unit, Price Unit Quantity, and Unit Conversion fields in order confirmations and invoices.

SAP Business Network administrators set transaction rules on the Default Transaction Rules page.

Under Order Confirmation And Ship Notice Rules, the following rules pertain to advanced pricing details:

• Apply line item unit price tolerance to order confirmations

You can specify a percentage by which unit prices for a line item can exceed the unit price specified in the
invoice. When a percentage is specified, suppliers can increase the unit price only within the percentage limit.
• Apply line item subtotal amount tolerance to order confirmations
You can specify a percentage by which the subtotal of a line item can be increased based on the increase in the
unit price for the line item. When a percentage is specified, suppliers can increase the subtotal for a line item in
the order confirmation only within the percentage limit.

Under PO Invoice Field Rules, the following rules pertain to advanced pricing details:

• Allow suppliers to change the unit price.

If you check this rule, suppliers can add or edit the unit price while creating an invoice. However, while
validating invoices, SAP Business Network doesn't check unit prices.
You can also check Check Price Tolerance and enter a percentage by which unit prices in an invoice can
exceed the unit price specified in purchase orders. For example, if you allow a unit price tolerance of 10% for an
item that is listed at $100, a supplier can price the item in the invoice up to $110. An exception tolerance of 0%
allows no change in unit prices.
• Allow suppliers to increase line item subtotals.
If you check this rule, SAP Business Network doesn't check invoice line item subtotals.
If you don't check this rule, SAP Business Network displays two exception tolerance fields, Exception
Tolerance and Absolute Amount Tolerance.
• In the Exception Tolerance field, enter a percentage by which invoice line item subtotals can exceed those
on purchase orders. For example, if you order a line item that subtotals $50, an exception tolerance of 10%

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 allows suppliers to invoice that line item for up to $55. An exception tolerance of 0% allows no increase in
line item subtotals.
• In the Absolute Amount Tolerance field, enter an absolute monetary exception amount. For example, you
might allow a percentage exception of 10%, but prohibit any exception over $100. If you don't have an
absolute monetary exception limit, leave this field empty. SAP Business Network converts the monetary
exception amount to the currency specified in the invoice if necessary.

 Note

To allow suppliers to view and edit the pricing details for blanket purchase orders, define both the
preceding rules in the Blanket Purchase Order Invoice Rules section.

Under General Invoice Rules, the following rule pertains to advanced pricing details:

• Allow suppliers to enter advanced pricing details at line item level.

If you check this rule, suppliers can enter price unit quantity, price unit, unit conversion, and pricing description
for a line item on a PO invoice, non-PO invoice, and invoices using blanket purchase orders.
If the rule isn't checked, suppliers can't add pricing details to a non-PO invoice. However, suppliers can enter
advanced pricing details in a PO invoice or an invoice for blanket purchase orders only if:
• You allow them to edit the unit price of a line item
• The purchase order has at least one line item with advanced pricing details

Subtotal Validation

When validating the subtotal price for a line item with advanced pricing details, the subtotal amount tolerance
specified by the buyer for order confirmations and invoices is also considered. The unit price tolerance is used
while validating the unit price for a line item.

To validate the unit price of a line item with advanced pricing details, SAP Business Network uses the calculated
unit price based on the pricing details as follows:

Calculated Unit Price = (Unit Conversion/Price Unit Quantity) * Unit Price of the line item

When the value of the subtotal exceeds the subtotal tolerance and the unit price exceeds the unit price tolerance
specified by the buyer, SAP Business Network rejects the invoices created by the supplier against the purchase
order.

Related Information

Default Transaction Rules [page 53]

Advanced Pricing Details and Fields

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Scheduled Payments and Payment Proposal Batch
Files

Viewing Scheduled Payments [page 384]

Viewing Payment Proposal Batch Files [page 385]

Viewing Scheduled Payments

You can view payment proposals as scheduled payments or, if you are using Discount Management, as early
payment offers.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Context

Scheduled payments specify payments to be made in the future. Early payment offers are any payment that you
have offered for early settlement in exchange for a discount.

To view your Discount Management payment proposals, click Discount Opportunities on the navigation bar.

Scheduled payments with an associated discount display the Payment Timeline section. This visual audit trail
displays the major events in the lifecycle of a discounted payment, including original and revised due dates that
automatically reflect bank and holiday schedules.

Scheduled payments that have been trading to third-party funders through supply chain financing display the
Trade Information section. You can view the associated Trade document by clicking the Trade ID.

Scheduled payments are also used for automatic payment (payments transmitted by SAP Business Network to
a specified financial institution). SAP Business Network can store them and make payments on the dates they
specify. Your suppliers also receive remittance advice, so both parties can verify that payment transactions are
accurate.

Procedure

1. Choose Payments Scheduled Payments or navigate to a Scheduled payments workbench tile.

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 2. To view payment details, click a link in the ID column. SAP Business Network displays details of the payment
transaction.

Related Information

Using Electronic Funds Transfer (EFT) Payment [page 108]

Early Payment Status Levels

SAP Business Network reports the following early payment status levels:

Status Level Definition

Enabled The payment qualifies for an early payment proposal by either the buyer or the supplier.

Supplier Proposed The early payment proposal was sent to the customer. The customer can either accept the
payment terms or suggest new ones.

Processed (Buyer- The buyer-initiated early payment proposal was accepted by the supplier and was processed by
Initiated) SAP Business Network.

Payment Term Applied The standing early payment terms were automatically applied to the payment proposal.

Viewing Payment Proposal Batch Files

A payment proposal represents a scheduled payment that you send to your supplier. It lists the payment amount
and date, and can be used for information only or for triggering payment.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Payments Scheduled Payments Files .

2. To view details of a payment proposal, click a link in the Uploaded Payment Proposal Batch Files column.

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Uploading or Downloading a Payment Proposal Batch File

Payment proposals generated on your ERP system can be uploaded as batch files to SAP Business Network. You
can view details of these batch files in your Outbox. If there are errors, you can download the file, correct the errors,
and upload the file again. If your scheduled payments are updated with early payment details, you can download
the updated payment proposal. Once you have uploaded a payment proposal batch file, you can view the processed
individual payment proposals.

Prerequisites

You are assigned a role with the Payment Activities permission. See SAP Business Network Permissions [page
278].

Procedure

1. Choose Payments Scheduled Payments Files .

2. Do one of the following:

• To upload a payment proposal batch file, click Upload.

• Click Browse and select a file to upload.
• To download an updated payment proposal batch file with early payment details, click Download Updates.
• Specify a date range and click Download.

Related Information

Viewing Scheduled Payments [page 384]

Viewing Ship Notices

Suppliers can send ship notices to inform you that they have shipped or plan to ship your orders. Each ship notice
includes a link to the associated order.

Prerequisites

You are assigned a role with the Inbox and Order Access permission. See SAP Business Network Permissions
[page 278].

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Context

Suppliers can include asset information, such as pre-assigned asset tags, in ship notices if you provide this
information to them after you receive the order confirmation. For example, you could send the supplier an email
containing the asset tag numbers you want to use for an order. Suppliers can also include serial numbers in ship
notices.

Ariba Buyer 8.1 and later can download ship notices.

By tracking ship notices online, you can increase your visibility into transaction status with individual suppliers or
for all your suppliers over a period of time. In addition, suppliers include shipment tacking URLs on the ship notices.
Clicking this URL allows you to track the shipment progress online.

Suppliers can attach files to ship notices.

Procedure

1. Choose Fulfillment Ship Notices .

SAP Business Network displays a list of your ship notices. Ship notices with attachments have a paper clip icon
next to the Packing Slip ID. Multiple PO appears in the Order # column for every ship notice containing items
from more than one order.

You can use the  Table Options Menu icon at the top of the table to organize the list of transactions. It allows
you to show or hide columns, group transactions by column, export tables to spreadsheet applications such as
Microsoft Excel, and control the number of transactions displayed (the default is 100).
2. Click a link in the Packing Slip ID column. SAP Business Network displays details of the ship notice. Packing
slip information, a link to the related order, shipping addresses are displayed in the top section. Line item
information is displayed at the bottom.
3. To view ship notice history, click the History tab. SAP Business Network displays the History page, which is
useful for troubleshooting routing problems.

Related Information

Using Search Filters to Find Documents [page 364]

Viewing Attachments [page 393]

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Tracking Shipments from the Home Dashboard
When a supplier updates an order to be shipped, they can enter a tracking number. If their carrier supports online
shipment tracking, you can track those items.

Procedure

1. On the Home dashboard, enter the tracking number in the Shipment Tracking section, near the end of the
page.

2. Choose the carrier from the dropdown.

3. Click Track.

 Note

If a carrier is performing maintenance on their Web site, their tracking numbers appear in SAP Business
Network as plain text, and the carrier’s name is not displayed in the dropdown.

Related Information

Tracking Shipments with the Purchase order tracking Page [page 391]

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Purchase order tracking Page
The Purchase order tracking page consolidates all relevant information about a purchase order's status, history,
and execution.

When a supplier updates an order to be shipped, they can enter a tracking number. A buyer can access that
tracking information with the Purchase order tracking page.

Milestones Timeline

The page includes a timeline of the 10 most recent event milestones and their dates, from order creation through
invoicing.

The milestones shown depend on the type of document being created. For example, when a ship notice is
generated, the milestone is either Partially shipped or Shipped.

 Note

There is no milestone to track return shipments. Also, if you are enabled for SAP Business Network for Supply
Chain, there are no milestones to track component shipment, component receipt, or component consumption
of subcontracting orders.

You can set the milestones filter for the number of milestones and the types of documents you want to see. When a
milestone has previous documents of the same type, it shows a View history dropdown that shows up to 10 of the
most recent versions of the document. For each previous document, the dropdown shows its status, date and time,
and an active link.

Tracking information

The Tracking information section of the page contains a table of ship notices.

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In the Action column, you can select the … icon to do one of the following:

• Choose View detail to go to that ship notice's details page.

• If SAP Business Network Global Track and Trace is enabled, choose View tracking detail to go to the global
track and trace page.

 Note

For setup requirements to access the global track and trace page see the Prerequisites section of Tracking
Shipments with the Purchase order tracking Page [page 391].

Purchase order tracking Sections for SAP Business Network for Supply Chain Buyers

If you are enabled for SAP Business Network for Supply Chain, you can also see the following sections in the
Purchase order tracking page:

• Order change requests reported – This section shows the total count of open change requests that have a
supplier response status and buyer response status that are both marked Pending.

• Confirmations pending approval – This section shows the count of approval requests for the purchase order's
line items. You can click the count number to go to the Order confirmation approval alerts page. There you
can approve or reject the proposed changes for line items of the purchase order. For more information about
configuring and responding to order confirmation approval alerts, see Order Confirmation Deviation Approval
Alerts and its subtopics.
• Status and alerts – This section shows a donut chart with the number and types of order confirmation alerts
that were issued for this order.
• Delivery performance – This section shows bar charts that report on the key performance indicators (KPIs)
used to evaluate the success at reaching delivery targets. A KPI is calculated for each purchase-order line item,
but not for line items with multiple schedule lines. The following table lists the KPI statuses and what they
stand for:

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 KPI evaluation status Description

On time The requested delivery date matches the goods-receipt date.

Late The requested delivery date does not match the goods-receipt date.

In full The requested quantity matches the goods-receipt quantity.

Partial The requested quantity does not match the goods-receipt quantity.

Perfect delivery The line item was delivered both On time and In full.

Not perfect The line item was not delivered both On time and In full.

Related Information

Tracking Shipments from the Home Dashboard [page 388]

Tracking Shipments with the Purchase order tracking Page

Buyers can track shipments that have a tracking number.

Prerequisites

You are assigned a role with the Outbox Access permission.

The following setup is required to use the Purchase order tracking page to access SAP Business Network Global
Track and Trace:

• SAP Business Network integration using SAP Integration Suite, managed gateway for spend management and
SAP Business Network, add-on for SAP S/4HANA is set up. This integration enables SAP Business Network to
send the corresponding inbound delivery number to SAP Business Network Global Track and Trace.
• SAP Business Network Global Track and Trace is enabled up for your SAP Business Network account.
• For setup instructions, see How to Integrate SAP Business Network Global Track and Trace with Ariba
Network.
• For more information about SAP Business Network Global Track and Trace, see Administration Guide for
Data Contributors.

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Context

 Restriction

Using the Purchase order tracking page to access SAP Business Network Global Track and Trace is only
supported for material purchase orders, scheduling agreements, and scheduling agreement releases. It is not
supported for service orders or orders that have a mix of material and service items.

Procedure

1. Search for the purchase order you want to track.

• If you are enabled for SAP Business Network for Supply Chain, go to Orders Orders and Releases .
• If you are not enabled for SAP Business Network for Supply Chain, go to Orders Purchase Orders .
2. Click the link in the Order Number column for the desired purchase order.
The purchase order details page opens.
3. In the Order Details tab, choose the tracking information you want to see.

• To track the progress of your order, click the Track Order button to open the Purchase order tracking
page.
• To track a specific ship notice, click the desired ship notice number in the Related Documents field.
When the ship notice details page opens, click the Track Ship Notice button in the Ship Notice Tracking
section.

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Next Steps

See Purchase order tracking Page [page 389] for information about the functionalities available on the Purchase
order tracking page. Some functionalities require SAP Business Network for Supply Chain enablement.

Related Information

Tracking Shipments from the Home Dashboard [page 388]

Viewing Attachments
Suppliers can attach files of any format that you allow to invoices, order confirmations, and ship notices.

Context

The file extensions you allow or disallow for attachments is displayed to suppliers on your Customer Details page.
Suppliers use attachments to provide additional information such as associated memos, drawings, or faxes.

 Restriction

Executable files are never allowed as attachments.

Always review attachments before responding to documents. Documents with attachments have a paper clip icon
next to the document ID in your Inbox. SAP Business Network can forward attachments to you through cXML or
store them for online retrieval.

 Note

• By default, the cumulative size of attachments associated with a document cannot exceed 10 MB. You can
change the setting of the maximum size of attachments by asking your Designated Support Contact to log
a service request. An SAP Ariba Support representative will follow up to change the setting. The size of
attachments can be from 10 MB to 100 MB.
• During file upload, attachment files are converted to plain ASCII text using base64 encoding. This
conversion increases the file size by approximately 35%. Therefore, the actual file size limit is 65% of
the configured maximum limit. For example, if the maximum allowed limit is set to 10 MB (10000 KB), the
actual total attachment file size that users can add is 6500 KB.
• SAP Business Network stores attachments for a maximum period of eighteen months, after which the
attachments expire and are no longer available online. If you need attachments that have expired, contact
the supplier directly.

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Procedure

1. Navigate to a transaction document and choose an appropriate option:

• For invoices, click a link in the Invoice # or Order Number column.

• For order confirmations, click a link in the Confirmation ID or Order # column.
• For ship notices, click a link in the Packing Slip ID or Order # column.
2. Click the Attachment(s) link or scroll to the bottom of the page. SAP Business Network lists all attachments
for the invoice (or purchase order), order confirmation, or ship notice.
3. Click the name of an attachment.

Your browser might ask whether you want to open the attached file or save it to disk.
4. Click one of the following:

• Save the file to disk if you want to send it to someone or use it later. Large files can take several minutes to
download.
• Open the file to view it online. Your web browser starts the appropriate plug-in or helper application to
display the attachment.

Related Information

Attachment Rules [page 60]

Invoice Rules [page 81]
Order Confirmation and Ship Notice Rules [page 62]

Viewing Notifications
SAP Business Network sends email notifications to your account about changes to catalogs, supplier order routing
settings, and other changes.

Context

SAP Business Network stores every notification that it sends to you, and you can read them online. You can delete
account notifications from your Inbox. Some notification types are sent to your online Inbox and to your email
account, while others are sent only to your email account.

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Procedure

1. Choose Quick links Notifications .

2. To view a notification, click the subject text of a notification.
3. To delete a notification item, click Delete Notification.

Related Information

Notification Types for Buyers [page 42]

Printing Online Documents

SAP Business Network can display online documents in a format that is easy to print. As a rule, you can print any
business document displayed online in SAP Business Network.

Procedure

1. Open an SAP Business Network document.

2. Click Print on the document Detail page.
3. For orders, choose one of the following options:

• All Details: Prints the full document.

• Screen Contents Only: Prints only the portion of the document shown on screen.
4. Click Print or Save (if you are printing to a file).

Related Information

Reports for SAP Business Network Buyers [page 203]

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Viewing the cXML Content of Online Documents
Online documents provide information in two forms: displayed on screen in your online account, and in cXML.
Some suppliers refer to cXML information to diagnose routing, validation, and other problems.

Context

Viewing cXML can be useful for troubleshooting routing and content problems in transactions.

 Note

When you export cXML, the exported cXML does not reflect the credentials included with documents sent from
the procurement application to SAP Business Network. Instead, the cXML reflects the credentials included in
the outgoing document (the document sent from SAP Business Network).

Procedure

1. Open an SAP Business Network document.

2. Click Export cXML.
3. Follow the instructions in the browser to save the file, or simply view the file.

Viewing Transaction Audit Reports

Use transaction audit reports to review the results of quick, simple searches. Transaction audit reports are available
from the  Table Options Menu on the results pages for document searches, such as for orders and invoices.

Context

Transaction audit reports are most useful for locating specific information quickly or establishing a broad view of
account activity. You can use transaction audit reports to store header-level order information in an archive.

 Restriction

• Transaction audit report files are UTF-8 encoded. If your application does not read UTF-8, it might not
display all Asian and accented characters in the file correctly.
• Transaction audit reports provide header-level information only, with limited criteria.

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Procedure

1. Open an SAP Business Network document.

2. Choose one of the following from the  Table Options Menu:

• To download a maximum of 500 rows, choose Export all Rows.

• To download only the current page, choose Export Current Page.
3. Follow the instructions in the application window that appears.
4. To view the report in a format that is easy to read, save it to your computer hard disk. Then, open the saved file
using a spreadsheet application, such as Microsoft Excel.
5. To create a space-separated or csv file, open and export the file in Excel.

Related Information

Report Templates [page 204]

Your Account's Pending Queue

Your account’s pending queue contains documents that your procurement application will download from SAP
Business Network. It is a temporary storage location for documents addressed to you.

Your procurement application queries for these documents and downloads them regularly, such as once per hour.
SAP Business Network allows you to monitor this queue, remove documents from the queue, and re-queue them.

The pending queue is organized by document type, such as by invoice or ship notice. If your procurement
application fails to download a document, all documents of that type become “stuck.” That is, all documents of that
type remain on SAP Business Network and cannot be downloaded by your procurement application. If you remove
the problem document from the queue, your procurement application can download the remaining documents.

If you have documents in your account that SAP Business Network has not been able to download to you for more
than three days, SAP Business Network sends you a notification called “Documents Delivery Delay” that lists the
unacknowledged documents in an attachment.

Viewing the Pending Queue [page 398]

Re-Queuing Documents Manually [page 399]

Re-Queuing Documents Automatically Using Batch Document Resend [page 399]

Creating the Batch Document Resend File [page 401]

Uploading the Batch Document Resend File to the Pending Queue [page 401]

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Related Information

Notification Types for Buyers [page 42]

Viewing the Pending Queue

If you suspect that documents are stuck, view the pending queue and look for documents that might be stuck.

Context

To find stuck documents, compare the document date in the Pending Queue page to the last date your
procurement application attempted to download those documents. If your procurement application was scheduled
to download documents after the document date listed, the document might be stuck. You can also look for error
messages in your procurement application’s download log.

If the queue is stuck, delete the document that your procurement application cannot download (possibly the
oldest document in the queue) and instruct your procurement application to download again. The stuck document
might have a format or data problem that your procurement application cannot process, which prevents further
downloading of that document type from the queue. Removing the stuck document from the queue might allow the
queue to flow again.

You can configure SAP Business Network to send you email notifications if documents remain in the pending queue
for three or more days.

Procedure

1. Choose Quick links Pending Queue .

SAP Business Network displays documents in the pending queue.
2. Choose a document type:

• Invoice
• Order Confirmation
• Ship Notice
• Status Update
• Scheduled Payment
• Remittance Advice
3. To narrow the search to a specific document, enter a document number and click Search. SAP Business
Network displays the document that matches your criteria.
4. To remove documents from the queue, select them and click Remove From Queue.

This button removes documents from the pending queue, but does not delete them from SAP Business
Network. You can re-queue them either manually or automatically.

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Related Information

Your Account's Pending Queue [page 397]

Re-Queuing Documents Manually

If your procurement application cannot download documents, remove them from the pending queue and attempt
to download again. After documents flow, you can re-queue the problem documents manually.

Re-queue documents only after removing them from the pending queue. You can re-queue the following
documents by viewing them online and clicking Resend:

• Order Confirmations
• Ship Notices
• Invoices
• Scheduled Payments
• Remittance Advice

Do not re-queue documents that your procurement application already received successfully. Your procurement
application might reject them or exhibit unexpected behavior.

Related Information

Your Account's Pending Queue [page 397]

Re-Queuing Documents Automatically Using Batch

Document Resend

You can re-queue batches of documents by uploading a batch document resend file in CSV format.

You might want to re-queue documents if:

• Documents are stuck in the pending queue.

• Documents failed processing in the receiving system.

Documents Stuck in the Pending Queue

If you receive email notification from SAP Business Network indicating that documents have been stuck in the
pending queue for three days or more, you can remove those documents from the pending queue and attempt to
download again. After documents flow, you can re-queue the problem documents using the batch resend file.

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SAP Business Network attaches a document resend file to each of these email notifications that you can upload
on SAP Business Network to re-queue those documents. SAP Business Network sends notifications only for
documents that are less than 30 days old.

Re-queue documents only after removing them from the pending queue. You can re-queue all document types by
uploading document resend files.

Related Information

Notification Types for Buyers [page 42]

Creating the Batch Document Resend File [page 401]

Documents That Failed in the Receiving System

You can use the batch document resend file to resend large numbers of inbound documents to your receiving
system without specifying the payload ID of each document.

In the batch document resend file, you use a combination of the Document Number, Type, and Network ID
fields as an alternative key. This makes it easier to resend documents that failed to be processed correctly in the
receiving system.

You can resend inbound documents only. Inbound documents are documents that are sent to your organization via
SAP Business Network.

• For buyers, examples of inbound documents are invoices, order confirmations, and advance ship notices.
• For sellers, examples of inbound documents are orders and remittances.

SAP Ariba recommends that you limit the size of the batch document resend file you upload to 10,000 lines
for optimal performance. This is a recommendation, not a firm limit. The same recommendation existed in the
previous release for resending documents.

The following steps provide a general idea of how to use the batch document resend file:

1. Gather the required information for the failed documents. For example, generate a report that includes the
failed documents, and make sure the report includes the information required by the batch document resend
file.
2. Analyze the rejections, and resolve any issues. For example, if an invoice failed due to incorrect master data in
the receiving system, correct the master data.
3. Create the batch document resend file. [page 401]
4. Upload the batch document resend file [page 401] to the Batch Document Resend Files section of the
pending queue.
5. For each document listed in the batch document resend file, SAP Business Network looks for a matching
document and adds it to the pending queue.

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Related Information

Your Account's Pending Queue [page 397]

Creating the Batch Document Resend File

If documents failed to be processed correctly in the receiving system, you can create a batch document resend file
to resend them.

Procedure

Create the batch document resend file in one of the following ways:

• If you are re-queuing documents that were stuck in the pending queue, view the email notification you received
from SAP Business Network, save the attached document resend file to your computer, and edit the file in
a spreadsheet application, such as Microsoft Excel, to list only the problem documents. Save the file in CSV
format.
• If you are resending documents that failed processing in your receiving system, create a CSV file of the
documents to resend.

Related Information

Your Account's Pending Queue [page 397]

File Format for the Batch Document Resend File [page 402]

Uploading the Batch Document Resend File to the Pending

Queue

After you create a batch document resend file, you can upload the file to SAP Business Network to re-queue the
documents.

Prerequisites

• You are assigned the Administrator role.

• You already created a batch document resent file. See Creating the Batch Document Resend File [page 401].

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Procedure

1. Choose Quick links Pending Queue .

2. Scroll to the bottom of the page and click Create.

The Upload Batch Document Resend File page appears.

3. Click Browse to select the file on your computer.
4. Click Upload.

 Note

SAP Business Network processes batch document resend files individually. You can upload multiple files.

Results

• Documents are added back to the pending queue (or pushed out if the SAP Business Network buyer account is
configured to use HTTP post), and if fax or email routing is configured for the supplier, SAP Business Network
resends the document accordingly via fax or email. To see the latest status of the resend file, click Refresh
Status.
• When the documents are processed, if the CSV file is missing required information, or if SAP Business Network
does not find a matching document using either of the keys, error messages describe the issues. To view error
messages for documents in the pending queue, click the file name in the pending queue. The History page lists
errors only; it does not provide information on successful transfers.
• After SAP Business Network processes your batch document resend files, you can delete them.

File Format for the Batch Document Resend File

Following is an example of the CSV file for resending documents:

UTF-8

From,Document Number,Type,Created,Payload ID,Network ID

[email protected],Inv_0134,InvoiceDetailRequest,3/25/2010,1ty12345,AN000000333

The following table describes the fields in the CSV file.

Field Description

From Identifies the organization that sent the document. In the CSV file send with the pending queue
notification, this value corresponds to the value of the Identity attribute in the From credential.

This field is optional.

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 Field Description

Document Number The ID of the document resent by the From organization. For example, enter the Confirmation # in the
Document Number field for an order confirmation.

This field is required only if there is no payload ID specified.

Type The type of cXML request (or document type). This field is required only if there is no payload ID
specified.

If there is no payload ID specified, the Type value must reflect the cXML name of the type. For exam-
ple, to specify that the document is an invoice, enter InvoiceDetailRequest. For information
about the names of cXML requests, see the cXML reference guide at http://www.cxml.org .

Created The date the document was created on SAP Business Network.

This field is optional.

Payload ID The payload ID of the document. The payload ID uniquely identifies the document and is used for
document logging and tracking. If the payload ID is specified, SAP Business Network uses it to find the
matching document.

This field is required unless the following three fields does not contain values: Document Number,
Type, Network ID.

 Note
While resending failed order confirmations and ship notices, specify the payloadID of the docu-
ment.

Network ID The Ariba Network ID of the From organization (the sender).

This field is required only if there is no payload ID specified.

Each row must include a key for identifying for the document. This key can be one of the following:

• Payload ID
• The combination of document number, document type, and Ariba Network ID

If there is no payloadID specified, SAP Business Network uses the combination of values in the Document
Number, Type, and Network ID fields for document matching. If there is a value specified in the payloadID
field, it is used as the key for document matching. In this case, if SAP Business Network does not find a document
with a matching payloadID field, an error message is logged.

For rows that contain a payloadID, the Document Number, Type, and Network ID fields are optional.

For rows that do not contain a payload ID, follow these guidelines:

• You must include values in the Document Number, Type, and Network ID fields. The combination of these
three fields forms a key identifying the document.
• The value in the Type field must reflect the cXML name of the document type.

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Special Considerations for Invoice Number Reuse

Buyers can allow sellers to reuse invoice numbers for failed, canceled, and rejected invoices. When a seller reuses
an invoice number to send a new invoice document, this is what happens on SAP Business Network:

• The original invoice on SAP Business Networkis obsoleted.

• The invoice number, previously associated with the payload ID of the original invoice, is now associated with
the payload ID of the new invoice.

If the buyer includes the invoice in the batch document resend file, SAP Business Network looks for the matching
document. The document SAP Business Network resends depends on which key was used to identify the
document:

• If the batch document resend file includes the alternative key (document number, type, and Ariba Network ID)
and does not include the payload ID, SAP Business Network might find more than one matching document, but
only the most recent invoice is added to the pending queue.
• If the batch document resend file includes the original payload ID, SAP Business Network finds the single
document with a matching payload ID—the original invoice—and resends it, overwriting the most recent
invoice. (This is not new behavior.)

Following are two examples of what happens if the buyer resends invoices in which the seller has reused invoice
numbers.

Example 1: Seller Cancels an Invoice and Creates a New Invoice Using the Same
Number

Suppose the seller cancels an invoice and then creates another invoice using the same invoice number as the
canceled invoice. The original, canceled invoice is obsoleted on SAP Business Network.

Now, suppose the buyer includes the invoice in the batch document resend file. The document SAP Business
Network resends depends on which key is used to identify the document:

• If the buyer uses the payload ID to identify the document, SAP Business Network sends the obsoleted
document (the canceled invoice) to the receiving system.
• If the buyer uses the combination of invoice number, document type, and Ariba Network ID to identify the
document, SAP Business Network sends the new invoice to the receiving system.

Example 2: Buyer Rejects an Invoice, and Seller Creates a New Invoice Using the
Same Number

Suppose the seller sends an invoice to the buyer, and the buyer rejects the invoice. The seller then creates a new
invoice using the same invoice number as the rejected invoice. The original, rejected invoice is obsoleted on SAP
Business Network.

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Now, suppose the buyer includes the invoice in the batch document resend file. The document SAP Business
Network resends depends on which key is used to identify the document:

• If the buyer uses the payload ID to identify the document, SAP Business Network resends the obsoleted
document (the rejected invoice) to the receiving system.
• If the buyer uses the combination of invoice number, document type, and Ariba Network ID to identify the
document, SAP Business Network sends the new invoice to the receiving system.

Related Information

Your Account's Pending Queue [page 397]

Current SAP Business Network Transactions

The administrator for your SAP Business Network account and other users with appropriate permission can
request to download your account's transaction data at any time for any period up to 90 days.

If you would like to be notified by email when ZIP files are available to download, ask your administrator to set up
notifications [page 41].

The following transaction documents can be downloaded:

• Purchase orders (orders and blanket orders)

• Order confirmations
• Ship notices
• Receipts
• Service sheets
• Invoices, credit memos, and debit memos
• Payment documents
• SAP Business Network for Supply Chain transaction documents
• Notifications
• Quote requests and quote messages

SAP Business Network maintains transaction documents in cXML (Commerce eXtensible Markup Language)
format, and you can download them in ZIP files. For more information about cXML, see the cXML Reference
Guide at cXML.org .

Related Information

Downloading Transaction Data for SAP Business Network Buyers [page 406]

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Downloading Transaction Data for SAP Business Network
Buyers
You can download transaction documents from your SAP Business Network account at any time.

Prerequisites

• You are assigned a role with the Download Current Transactions permission. See SAP Business Network
Permissions [page 278].
• The age of a document is based on its creation date or the date of its last status update, whichever is later.
• To receive an email notification when requested documents are ready for download, the administrator needs to
set up notifications [page 41].
• After your download request is processed, you have 7 days to download ZIP files for the requested transaction
documents. After that, the ZIP files are deleted. The original transaction documents are unaffected and remain
on SAP Business Network.

Procedure

1. Choose Quick links Current Transactions .

The Current Transactions page appears.
2. Select a start date and an end date for transaction documents. The date range can be up to 90 days.
3. Click Request.
4. After your request is processed, you should receive an email notification informing you whether ZIP files are
available for download.

5. If ZIP files are available, choose Quick links Current Transactions again.
6. To download a ZIP file, go to the Action column and click the  Download icon.

 Tip

You can filter the table of ZIP files to show files for which download hasn't started yet.

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SAP Business Network Services

SAP Business Network offers services on a subscription basis for a nominal fee.

Services provide your organization with additional benefits and features beyond what is available with a standard
account. Only SAP Business Network administrators, or users who have been granted the appropriate permission,
can access and manage services.

The service offerings and their service plans might change over time—for information about the current offerings,
see the Manage Services area of your production account.

Viewing Service and Subscription Information [page 407]

Restoring a Suspended Service [page 409]

Canceling a Service [page 410]

Subscription Expiration and Renewal [page 411]

Credit Card Management [page 412]

Viewing Invoices for Services [page 418]

Modifying Invoice Delivery Options [page 418]

Viewing Service and Subscription Information

SAP Business Network provides detailed information on services and your subscriptions to them.

Prerequisites

You are assigned a role with the Premium Membership and Services Management permission. See SAP Business
Network Permissions [page 278].

Context

If you have not yet signed up for a service, you can read information about its benefits and how it works. SAP
Business Network’s service offerings change over time. Check the My Services area periodically to see what’s new.

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Procedure

1. Click the Account Settings icon, and choose Manage Services.

2. On the My Services page, use the following table to find the information you need.

To View… Do This…

Service benefits Click More in the Service Description column for the service. This information is available before
and after you sign up.

Subscription informa- Click Details in the My Subscription column for the service after you have subscribed. SAP Busi-
tion ness Network displays the subscription term, payment method, and other subscription-specific
information, such as the years for which you want SAP Business Network to retain your data.

To review the agreement that you accepted when you subscribed to a service, click

Subscription status Look in the Status column.

Optional Service Statuses

Use the following table as a guide to reading statuses in the Optional Services table:

Service Status Description

Not Subscribed You are not subscribed to the service.

Not Subscribed Your organization is exempt from service fees and you are not subscribed to the service.
Exempt

Auto-Renew Pending Your service subscription has expired and is up for renewal [page 411].
Payment Due

Payment Past Due You did not pay the service fees by the due date. See the invoice in the Manage Services
Billing area of your account for the payment due date and remittance information.

Subscribed You have subscribed to the service and you selected credit card as your payment method. Your
Processing credit card payment is currently processing.

Subscribed You have subscribed to the service and you selected credit card as your payment method. Your
Payment Due credit card payment failed within 90 days of your chargeable date.

Subscribed You have subscribed to the service and your service fees are paid in full.
Paid

Subscribed You have subscribed to the service and your organization is exempt from service fees.
Exempt

Suspension Pending SAP Business Network will suspend the service if you do not remit payment for service fees. See
Payment Past Due the alert on the Home dashboard for the scheduled suspension date.

 Note
This status indicates that immediate action is required to avoid service suspension.

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 Service Status Description

Suspended SAP Business Network suspended the service for failure to remit payment for service fees. See
Payment Past Due Restoring a Suspended Service [page 409].

Restoring a Suspended Service

If your optional service is suspended, you cannot use the service until you resolve the payment issue.

Context

You can view the payment and subscription status for your optional services in the Manage Services My
Services area of your account.

A suspended optional service is an optional service that SAP Ariba has temporarily terminated for failure to remit
payment for service fees.

SAP Business Network displays alerts on the Home dashboard that notify you when deadlines have passed and an
optional service is pending suspension. You can also check service payment statuses in the Manage Services
My Services area of your account.

Procedure

To restore a suspended service, do one of the following to resolve the issue that resulted in your service
suspension:

• Remit payment according to the terms specified in your SAP Ariba service invoice. See Viewing Invoices for
Services [page 418].
• Select a valid credit card for your service fees. See Canceling a Service [page 410].

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Canceling a Service
After you sign up for an optional service, you can cancel your subscription.

Prerequisites

You are assigned a role with the Premium Membership and Services Management permission. See SAP Business
Network Permissions [page 278].

Context

After you cancel your subscription, SAP Business Network continues your service for the remainder of the period
for which you have already paid. You will not receive a refund. For example, if you have already paid for a year of
service and you terminate early, your service will continue until the end of the year.

If you cancel a service and want to re-subscribe at a later date, the payment method associated with your original
subscription might no longer be available.

Procedure

1. Click the Account Settings icon, and choose Manage Services.

2. On the My Services page, click the Billing tab.
3. Choose the invoice that needs to be canceled and click the invoice link.

The Service Fees Summary page appears.

4. Click Cancel Subscription. SAP Business Network displays the Cancel Subscription button until payment for
the service is made.

When you click Cancel Subscription, SAP Business Network displays a confirmation page, you can then
confirm the cancelation or quit without unsubscribing.
5. Click OK.

Related Information

Updating Credit Card Information [page 416]

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Subscription Expiration and Renewal
SAP Business Network provides several options for subscription renewal. However, if you do nothing after your
previous subscription expires, SAP Business Network automatically renews your subscription so that you do not
lose service.

On the day that your old service subscription expires, SAP Business Network starts the renewal period for your new
subscription and does the following:

• Sends an email to notify you that the renewal period for your new subscription has begun. You can click a link
in this email to go to the Renew Service Subscriptions page and manually renew or cancel the subscription, as
well as any other subscriptions whose renewal period overlaps.
• Changes the subscription’s status in My Services to Auto-Renew Pending.
• Displays a message in the Alerts and Messages content item in the Home page indicating that the renewal
period has begun.

During the renewal period, which lasts thirty days, SAP Business Network enables you to renew your subscription
manually or cancel your renewal. If you do nothing, SAP Business Network automatically renews your subscription.

Auto-Renewals
If you do nothing, SAP Business Network automatically charges the credit card on file for your subscription 30 days
after your old subscription expires. Go to the Alerts and Messages content item on the Home page to view the
date on which auto-renewal will occur.

When performing an automatic renewal, SAP Business Network uses the options and payment method you
specified for your previous subscription. Note the following special cases:

• If you paid for your expired subscription by credit card and SAP Business Network cannot validate the card
for your new subscription fees, it renews your subscription but begins the failed credit card email notification
process. See Failed Credit Card Charges [page 413].
• If you were exempt from fees for the expired subscription but are no longer exempt for the new subscription,
SAP Business Network automatically sends you an invoice that displays your company’s billing address. See
Viewing Invoices for Services [page 418].

Renewing Subscriptions Manually

You can renew a service subscription immediately or automatically at the end of the renewal period.

Prerequisites

You are assigned a role with the Premium Membership and Services Management permission. See SAP Business
Network Permissions [page 278].

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Context

A manual renewal enables you to:

• Update notification email addresses for the renewed subscription. If SAP Business Network automatically
renews your subscription, it uses the options set for your old subscription.
• Cancel subscription renewals. If you decide not to renew your subscription, SAP Ariba does not terminate your
service until the first day of the following month. SAP Business Network provides a grace period to reactivate
the renewal, and renew your subscription. Go to the Alerts and Messages content item on the Home page to
view the date on which SAP Business Network will suspend the service.

If you requested an invoice for your subscriptions, you can view it in the Manage Services Billing area of
your account.

Procedure

1. Click the Account Settings icon, and choose Manage Services.

2. On the My Services page, click Pay Now in the Status column for a subscription that is due for renewal.
3. Select one of the following options in the Actions column:

• Pay Now renews your subscription immediately.

• Auto-Renew Pending permits SAP Business Network to renew your subscription automatically at the end
of the renewal period.
4. Select a payment method for your renewal.
5. Read the Terms of Service carefully and then select the check box to indicate that you have read them.
6. Click Submit.

Related Information

Canceling a Service [page 410]

Credit Card Management

SAP Business Network allows each organization to keep a maximum of 10 credit cards on file. In the Manage
Services Payment Methods area of your account, you can view all cards that you have registered and any
cards registered by other account users that are designated for corporate use.

Access to Credit Cards [page 413]

Credit Card Charges and Credit Card Statements [page 413]

Failed Credit Card Charges [page 413]

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 Adding a Credit Card [page 414]

Removing a Credit Card [page 415]

Updating Credit Card Information [page 416]

Viewing Credit Card Statements [page 417]

Access to Credit Cards

As the owner of a credit card (the person who registered it with SAP Business Network initially), you can update
some of its associated information, such as the cardholder name or expiration date. You cannot modify the card
number—you must delete the card and add a new one.

Any member of your organization with permission to access the Manage Services area can remove a credit card
that was designated for use by other account users. If a credit card has not been designated for other account
users, only the person who added it can view and remove it.

To update credit card information, you must be the user who registered the card originally. SAP Business Network
requires you to reenter the card verification number before submitting your changes.

Credit Card Charges and Credit Card Statements

After your subscription begins, SAP Business Network charges your credit card according to the payment plan you
selected.

You can view your statements online to reconcile them against the statements you receive from your credit
card company. During the subscription process, you can instruct SAP Business Network to send you an email
notification when a new statement is available for viewing.

Related Information

Canceling a Service [page 410]

Viewing Credit Card Statements [page 417]

Failed Credit Card Charges

If SAP Business Network detects that your credit card is invalid when attempting to charge it for your service
subscription, it sends an email notification requesting that you update the credit card information.

If you do not update the information, SAP Business Network attempts to charge your credit card the following day,
and if invalid, sends another email. It continues to notify you in this way for a grace period, the length of which is
specified by your payment plan. If you have not entered a valid credit card within the grace period, SAP Business
Network suspends the service.

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Your organization should use caution when deciding which credit cards to register on SAP Business Network and
who is responsible for managing them.

Related Information

Restoring a Suspended Service [page 409]

Adding a Credit Card

You can add a credit card in the Manage Services Payment Methods area of your account or while you are
subscribing to an optional service.

Prerequisites

You are assigned a role with the Premium Membership and Services Management permission. See SAP Business
Network Permissions [page 278].

Procedure

1. Click the Account Settings icon, and choose Manage Services.

2. On the My Services page, click Payment Methods.

SAP Business Network displays a list of any existing credit cards.

3. Click Create.
4. Enter a unique name for this card in the Card Nickname text box.

This value helps you to easily differentiate the card from other cards that you and other members of your
organization have registered with SAP Business Network. Card nicknames are unique across your SAP
Business Network account.
5. Specify the credit card number, type, expiration date, verification number, and cardholder information.

For Visa and MasterCard, the verification number is the last three numbers that appear in the signature box
on the back of the card. For American Express, the verification number is a 4-digit number that appears on the
front of the card, just above and to the right of the card number.
6. Select one of the Allow other account users to use this card... options to control access to this credit card:

• Click No to hide this card from other account users. SAP Business Network only displays it when you are
logged in.
• Click Yes to enable anyone with permission to access the Manage Services area to see this credit card in
the list of available cards, use it to subscribe to a service, or remove it from SAP Business Network.

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 7. Click OK.

Results

SAP Business Network validates your credit card. If the credit card is invalid, SAP Business Network displays the
Add Credit Card page again, indicating which values it could not validate. If you receive an error indicating that
your card nickname is not unique, it means that another member of your organization has already chosen that
nickname. If someone has designated their card as personal, you cannot see it in the list of available cards.

If the credit card is valid, SAP Business Network returns you to the Payment Methods page and displays the new
card in the list.

After you submit your credit card information, SAP Business Network never displays the entire credit card number,
to you or to any member of your organization. To change the credit card number, you must delete the card and add
a new card.

Removing a Credit Card

You can remove a credit card from your account.

Prerequisites

You are assigned a role with the Premium Membership and Services Management permission. See SAP Business
Network Permissions [page 278].

Context

If you added a credit card to your account when you subscribed to an optional service or by using the Manage
Services Payment Methods area of your account, you can remove the card.

 Restriction

You cannot remove a credit card if it is linked to a service subscription. If SAP Business Network detects that
the credit card is still linked to a service subscription, it prompts you to exit and select a different card for the
subscription before deleting the card.

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Procedure

1. Click the Account Settings icon, and choose Manage Services.

2. On the My Services page, click Payment Methods.
3. Select the credit card you want to remove.
4. Click Delete.
5. Click OK.

Related Information

Canceling a Service [page 410]

Updating Credit Card Information

You can update the credit card information for your account. To ensure that your service continues without
interruption, you should periodically check the credit card information registered with SAP Business Network to
make sure it is up to date.

Prerequisites

• You are assigned a role with the Premium Membership and Services Management permission. See SAP
Business Network Permissions [page 278].
• To update credit card information, you must be the user who registered the card. SAP Business Network
requires you to reenter the card verification number before submitting your changes.

 Restriction

You cannot modify the card number of an existing credit card. To change credit card numbers, you must
remove the card and add a new one.

Procedure

1. Click the Account Settings icon, and choose Manage Services.

2. On the My Services page, click Payment Methods.
3. Select the credit card you want to update, and then click Edit.
4. Update credit card information.
5. Reenter the Card Verification Number value.

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 For Visa and MasterCard, the verification number is the last three numbers that appear in the signature box
on the back of the card. For American Express, the verification number is a 4-digit number that appears on the
front of the card, just above and to the right of the card number.
6. Click OK.

SAP Business Network validates your updated credit card information. If invalid, it displays the Update Credit
Card Information page again, indicating which values it could not validate.

Related Information

Canceling a Service [page 410]

Viewing Credit Card Statements

SAP Business Network adds a credit card statement to the Billing area of your account each time it charges your
credit card. You can set a subscription option to receive an email each time a new statement is available for viewing.

Prerequisites

You are assigned a role with the Premium Membership and Services Management permission. See SAP Business
Network Permissions [page 278].

Procedure

1. Click the Account Settings icon, and choose Manage Services.

2. On the My Services page, click Billing.
3. On the Billing page, click an invoice in the Invoice Number column to view the invoice.

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Viewing Invoices for Services
You can view service invoices for your account to confirm the amount that SAP Business Network bills you for
service subscriptions and to view remittance information.

Prerequisites

You are assigned a role with the Premium Membership and Services Management permission. See SAP Business
Network Permissions [page 278].

Procedure

1. Click the Account Settings icon, and choose Manage Services.

2. On the My Services page, click Billing.
3. On the Billing page, click an invoice in the Invoice Number column to view the invoice.

Modifying Invoice Delivery Options

You can select a delivery option to control how SAP Business Network notifies you that a new invoice has been
generated.

Prerequisites

You are assigned a role with the Premium Membership and Services Management permission. See SAP Business
Network Permissions [page 278].

Context

When a new invoice has been generated, you can be notified via one of the following delivery options:

• Receive a copy of the invoice in the body of an email.

• Receive an email notifying you that a new invoice is available for viewing in the Manage Services Billing
area of your account. This option is the more secure, as it requires SAP Business Network to authenticate
users before they can view the invoice.

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Whichever delivery option you choose, you can always view your service invoices in the Manage Services
Billing area of your account.

Procedure

1. Click the Account Settings icon, and choose Manage Services.

2. In the Subscription Notifications section of the My Services page, click Edit.
3. Enter the email address of the individuals who will receive notifications about Ariba service invoices.

Any user whose email address you specify for receiving invoices must have permission to access the Manage
Services area.
4. Click Save.

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SAP Business Network Technical Infrastructure

Provides information about the SAP Business Network technical infrastructure, including physical location and
access, availability, reliability, communication and routing methods, authentication and encryption, backups, and
preventive maintenance.

SAP Business Network Physical Location [page 420]

SAP Business Network Availability and Reliability [page 420]

SAP Business Network Communication [page 421]

Authentication [page 426]

Backups and Maintenance [page 427]

Technical Acknowledgment Messages Reference [page 428]

SAP Business Network Physical Location

The computers that run SAP Business Network are located at a secure co-location facility in California. A backup
facility in Pennsylvania is available for disaster recovery. SAP Business Network uses heavy-duty servers with
redundant features to ensure maximum availability.

Only certified SAP Business Network representatives have direct access to these computers and the data they
contain. Outside organizations cannot access your transactions or customer catalogs. Only the organizations
involved in a transaction can see that transaction. The only parties that can see customer atalogs are buying
organizations to whom suppliers have given permission.

SAP Business Network uses a high-speed connection to an Internet Service Provider (ISP). A firewall prevents
unauthorized access.

SAP Business Network Availability and Reliability

SAP Ariba recognizes that you need the highest possible availability and reliability. The procurement
application/SAP Business Network transaction model is designed so you can depend on it for your business.
To provide high availability and reliability, SAP Business Network has extensive error handing and fail-over features.

Error Handling
SAP Ariba Procurement solutions and SAP Business Network have built-in order error handling at all stages of the
transaction process.

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 1. When SAP Business Network receives a transaction from SAP Ariba Buying, it first stores the transaction
within a secure database before any processing takes place. This action ensures that no transactions are lost.
2. SAP Business Network sends an acknowledgment to SAP Ariba Buying that it received the transaction. If this
acknowledgment does not take place, SAP Ariba Buying considers the transaction transmission to have failed.
If an error occurs during transaction transmission, SAP Business Network notifies the SAP Ariba Buying
administrator and SAP Ariba Buying automatically resends the transaction.
3. If the supplier selected the cXML order-routing method, SAP Business Network sends the transaction to the
supplier’s website.
4. The supplier’s website sends an acknowledgment to SAP Business Network that it received the transaction. If
this acknowledgment does not take place, SAP Business Network considers the transaction transmission to
have failed and it automatically resends the transaction.

At any time, both the supplier and its customer can view the status of orders on SAP Business Network.

Fail-Over

SAP Business Network runs redundant copies of all critical software subsystems related to transaction routing.
This redundancy enables automatic fail-over in the event of an error so that there is no disruption of service. Even if
automatic fail-over for order routing does not work, you can view orders online on SAP Business Network.

Operational Status

SAP Business Network hosts a user-accessible Event Website that disseminates notifications about operational
issues. It also contains archived notifications from the previous 60 days. The Event Website displays the same
event notifications sent through email.

Users can view the operational status of SAP Business Network by going to the Event Website at http://
netstat.ariba.com . The website is available 24 hours a day, 7 days a week.

SAP Business Network Communication

For increased security, SAP Business Network communicates using HTTPS, which is Hypertext Transfer Protocol
Secure.

HTTPS uses TLS encryption to protect web communications. The TLS security protocol provides RSA data
encryption, server authentication, message integrity, and optional client authentication for TCP/IP connections.
TLS is built into both Microsoft’s and Mozilla’s web browsers.

 Note

SAP Ariba does not support using TLS 1.0, and it supports using TLS 1.1 through January 13, 2021. Starting
January 14, 2021, SAP Ariba recommends that you use TLS 1.2 or TLS 1.3.

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For information about enabling TLS for external cXML sites, such as PunchOut sites and order receiving systems,
see the cXML Solutions Guide.

Interactive Sessions and Customer Catalog Uploading

Users use web browsers to initiate interactive sessions on SAP Business Network. Buying organizations go to
buyer.ariba.com and suppliers go to supplier.ariba.com.

SAP Business Network redirects interactive sessions to https URLs, which instruct web browsers to encrypt all
communication. The level of encryption is determined by the web browser.

Suppliers upload customer catalogs while logged on to interactive sessions. Customer catalogs are encrypted for
transport like all other data in the sessions.

Communication with SAP Ariba Procurement solutions

SAP Ariba Procurement solutions post data in the form of cXML documents to SAP Business Network through
HTTPS using 128-bit encryption.

SAP Business Network authenticates the received data to ensure that it comes from a valid buying organization.

See these topics for additional information about communication:

• cXML Routing [page 423]

• Fax Routing [page 423]
• Email Routing [page 423]
• Online [page 424]
• EDI Routing [page 425]

SAP Business Network web servers use a server digital certificate to enable TLS connections. SAP Business
Network supports 40-bit, 56-bit, and 128-bit encryption. The longer the key, the more difficult it is to break the
encryption code. Both Mozilla Firefox and Microsoft Internet Explorer can support 128-bit keys.

Related Information

Authentication [page 426]

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cXML Routing
The cXML order routing method posts cXML documents to the web URL that the supplier specifies during account
configuration.

Because this URL has an https prefix, SAP Business Network encrypts all communication. The level of encryption
is determined by the supplier’s web server.

If the supplier’s web server is down or if it rejects the cXML post, SAP Business Network retries the post every hour.
After 10 retries, SAP Business Network holds the transaction and labels it “Failed.”

HTTPS connections require TLS. For information about enabling TLS for external cXML sites, such as PunchOut
sites and order receiving systems, see the cXML Solutions Guide.

Related Information

Authentication [page 426]

Fax Routing
The fax order routing method sends faxes to the supplier’s fax machine or fax modem using standard Group III
protocol. Faxes transmit at speeds up to 14.4 kbps and have a resolution of 200 x 200 dpi.

SAP Business Network uses a fax service provider to send faxes. SAP Business Network submits fax messages to
the fax service provider securely over the Internet through HTTPS using TLS. Faxes are then sent to the supplier’s
fax machine over private telephone lines.

SAP Business Network does not fax orders and releases larger than 1 MB or that have more than 1,000 line items. It
indicates that these orders exceed the maximum limit for display. It can transmit these orders and releases through
email, cXML, and EDI routing.

SAP Business Network prints only the last four digits of credit card and PCard numbers in fax and email orders and
releases. SAP Business Network hides these numbers for increased security as suppliers already have them on file.
Suppliers continue to see credit card and PCard numbers in cXML and online orders and releases.

SAP Business Network correctly handles routing or fax problems. If the fax machine does not connect, SAP
Business Network tries calling it 10 more times.

Email Routing
The email order routing method uses standard SMTP (Simple Mail Transport Protocol) Internet electronic mail.
SAP Business Network sends email to the addresses specified by the supplier. Suppliers can specify up to five
email addresses.

Each email order contains both a plain-text message and a duplicate message in HTML format. The email recipient
should use an HTML-aware email reader such as Microsoft Outlook for the best looking results.

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Suppliers can optionally configure SAP Business Network to attach the cXML OrderRequest document to all
email purchase orders.

SAP Business Network prints only the last four digits of credit card and PCard numbers in fax and email orders and
releases. SAP Business Network hides these numbers for increased security as their suppliers already have them
on file. Suppliers see full credit card and PCard numbers in cXML and online orders and releases.

When SAP Business Network sends orders and releases to mailboxes that respond automatically with “Out of
Office” messages, it does not fail the orders if it detects one of the following phrases in the auto-reply message:

• Out of office
• OOTO
• On vacation
• on holiday
• out of town
• away from the office
• away until
• out of the country/region
• at an off site meeting

When SAP Business Network detects an auto-reply containing one of these phrases, it indicates that it received the
auto-reply in the order history log.

Email is not considered secure, because it is sent as clear text. However, suppliers can configure SAP Business
Network to send just a brief email notification for each order. Then, they can log in and read their orders online,
which is more secure.

Online Order Routing

The online order routing method requires suppliers to log in to SAP Business Network with a web browser to
manually read transactions.

To connect to SAP Business Network, the supplier uses the URL supplier.ariba.com. SAP Business Network
redirects the session to an HTTPS connection, so all communication for that session is encrypted.

SAP Business Network does not display orders and releases larger than 1 MB or that have more than 1,000 line
items. It indicates that these orders exceed the maximum limit for display. It can transmit these orders and releases
through email, cXML, and EDI routing.

The level of encryption is determined by the supplier’s web browser.

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EDI Routing
Suppliers can select the type of EDI (Electronic Data Interchange) routing when they configure their SAP Business
Network accounts.

SAP Business Network supports two kinds of EDI (Electronic Data Interchange) document routing:

• ANSI ASC X12 EDI v004010

• UN EDIFACT version D98A with syntax version 3

SAP Ariba recommends that suppliers subscribe to the Supplier Technical Support (STS) service. STS membership
offers an enhanced level of support that a standard account does not include, such as the ability to view online case
status, extended support hours, guaranteed response times, and an escalation path.

EDI Routing Options

There are two routing options for EDI documents:

• Value Added Network (VAN) routing through Inovisworks from Inovis, Inc.
• EDI over the Internet (EDIINT) routing using the Applicability Statement 2 (AS2) method.

Suppliers choose one of these methods when setting their EDI configuration.

Inovis, Inc. (formerly Harbinger and Extricity) has provided B2B solutions to the world’s most successful
companies since 1984. The Inovisworks network provides mission critical and flexible connectivity to electronic
B2B trading communities. For more information, see www.inovis.com .

EDI Setup

When suppliers select X12 or EDIFACT document routing in their SAP Business Network accounts, they enter data
about their EDI profile, including their EDI IDs and VAN names. Suppliers must also contact SAP Ariba Support,
specifying their NetworkId and their customers’ NetworkIds and names.

EDI Document Mapping

SAP Business Network performs EDI mapping according to its published guidelines, not a supplier’s preferred
guidelines. It does not customize mapping for each customer.

When SAP Business Network maps data between cXML and EDI documents, it passes as much of the sender’s
original data as possible. For example, the EDI order generated by SAP Business Network is as complete
a rendering of the cXML OrderRequest that can be produced within the confines of the X12 or EDIFACT
standards. So, generated documents might contain what appears to be verbose optional content, such as
currency declarations, redundant postal addresses, and text comments, because that data is present in the original
document.

For EDI and EDIFACT implementation guidelines, see the help center.

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Retrieving EDI Orders

Suppliers can establish EDI mailboxes with Inovis or any other VAN. Suppliers set up their own mailbox services,
and they are responsible for any interconnect fees between VANs.

Suppliers retrieve orders and releases using the medium their VAN supports—usually private telephone lines.
They use EDI retrieval and translation software to read their EDI mailboxes and to translate orders for their order
fulfillment system.

Related Information

EDI Configuration Guide

Authentication
For secure access, SAP Business Network and supplier organizations perform authentication of both interactive
user sessions and cXML documents.

Authentication of Interactive Sessions

SAP Business Network authenticates online sessions by requiring users to log in with a unique user ID/password
pair. SAP Business Network encrypts account passwords before storing them. Each organization can view only its
own information. Some buyer/supplier data can be viewed by other organizations.

Suppliers can explicitly publish customer catalogs to make them visible to specific customers. Transactions
between a supplier and its customer can be seen by both parties. Supplier company profiles can be viewed by
buying organizations when they search for new suppliers.

Authentication of cXML Documents

For secure access SAP Business Network, SAP Ariba Buying, SAP Ariba Sourcing, and external cXML-enabled sites
(such as PunchOut sites) authenticate cXML documents they receive. This authentication ensures that the senders
are recognized organizations.

SAP Business Network provides two methods for authenticating received cXML documents:

• Shared Secret (default)—You enter a confidential text string into a field in your SAP Business Network account.
All documents passed between you and SAP Business Network are authenticated using this shared secret.
• Digital Certificate—Organizations purchase and maintain a digital certificate from a trusted Certificate
Authority and then enter that certificate into their SAP Business Network account. SAP Business Network

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 uses the digital certificate for authentication. SAP Business Network supports backup certificates, which are
useful when the primary certificate expires or when you need to perform certificate maintenance.

For instructions on setting up digital certificates, see the cXML Solutions Guide.

Related Information

cXML Setup [page 29]

Backups and Maintenance

SAP Ariba performs regular backups of your SAP Business Network data—registration and account information,
uploaded customer catalogs, transactions, and discrete data (uploaded files). Backups do not interrupt the normal
operation of SAP Business Network.

Database Backups

• Database transaction logs are copied from disk to tape four times per day in each datacenter.
• Database copy-on-write snapshot disk backups are completed twice per day in each datacenter. Database
transaction logs are saved to disk and to tape from the point in time of each database disk backup in each
datacenter.
• Database physical disk backups are completed once per week in each datacenter, copied to physically separate
disks from the database data and transaction log volumes. Database transaction logs are saved to disk and to
tape from the point in time of each database disk backup in each datacenter.
• Full database backup copies are written to tape once per week in each datacenter.

Discrete Data Backups

• Copy-on-write snapshot disk backups are completed four times per day in each datacenter.
• Discrete data full backup copies are written to tape once per week in each datacenter.
• Discrete data incremental backup copies are written to tape daily in each datacenter.

SAP Business Network receives periodic preventive maintenance. This preventive maintenance is scheduled for
low-use times, such as weekends and late at night. Transaction queues wait while maintenance occurs, and they
resume processing when maintenance concludes. SAP Ariba usually lists planned preventive maintenance times on
the Event Website.

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Related Information

Operational Status [page 421]

Technical Acknowledgment Messages Reference

Buyers receive notifications, such as functional acknowledgments and status messages, which keep them current
with the technical status of the documents they send. This reference gives the definitions for the messages.

Definitions for the technical acknowledgment messages follow:

Received The document reached SAP Business Network at the respective technical interface. The
document is syntactically correct and has valid AN IDs. The document was parsed and can
be loaded into the queue for processing.

Successfully The document was successfully processed and validated in both buyer and supplier
processed communities, including successful third-party processing and flow-extensions, but has not
yet been sent to the integration layer.

Processing failed Propagation of the document from the buyer community to the supplier community failed.
Ariba Operations was notified, prior to buyer notification, after 10 retries.

Processing delayed Because of temporary errors, the document is not yet successfully propagated.

Sent The document could be transferred to the integration layer without any technical issue.
The data are no longer in the SAP Business Network sphere of responsibility.

Delivery to gateway Delivery of the document to the integration layer was delayed, perhaps because of a short
delayed outage in the connection between SAP Business Network and the integration layer. Ariba
Operations and administrators will perform retries.

Delivery to gateway The document could not be transmitted to the integration layer, even after retries. The
failed data quality is good, and you can retrieve the data from the SAP Business Network user
interface. Ariba Operations and network administrators will retry the transfer.

Delivery successful After successful mapping into the target format the message was transmitted to the
supplier. This is a technical acknowledgment on the transmission level.

Delivery failed An error prevented the delivery of the document. The error could be a mapping error, an
addressing error, the permanent unavailability of the target system, or another type of
error.

Delivery delayed Indicates the first delivery attempt failed. Another attempt to deliver will happen
automatically.

Delivery confirmed The target system received, validated and loaded the data. The business data arrived
in the recipient processing landscape. The data were accepted, but have not yet been
processed.

Negative confirmed The target system received and validated the data. This status is based on a negative
functional acknowledgment.

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 Processing When a buyer and a supplier officially confirm the processing of the business data, the
acknowledged confirmation results in the status processing acknowledged. A document reaches this
status only when the supplier actively confirms the successful processing with a positive
acknowledgment. Buyers and suppliers should first make an agreement whether or not to
employee this status.

Receiving successful This status defines the beginning of the message tracking for inbound documents. The
message from the supplier was received, and could be stored on the integration layer.

Passed This status defines the beginning of the message tracking for inbound documents. The
message from the supplier passed, and could be stored on the integration layer.

Delivery to AN failed The integration layer could not post the data to SAP Business Network, even after all
retries.Notice of the failure will be sent back to the supplier.

Msg queued The document was queued to get retrieved by the buyer organization. Only the buyer is
responsible for the further document life cycle.

Delivery processing The message now was queued to get retrieved by the buyer organization. Only the buyer is
acknowledged responsible for the further document life cycle.

Message never The message was placed in the queue for the buyer, but the buyer has not retrieved the
disclosed data from the queue. The file has not been picked up.

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Important Disclaimers and Legal Information

Hyperlinks
Some links are classified by an icon and/or a mouseover text. These links provide additional information.
About the icons:

• Links with the icon : You are entering a Web site that is not hosted by SAP. By using such links, you agree (unless expressly stated otherwise in your agreements
with SAP) to this:

• The content of the linked-to site is not SAP documentation. You may not infer any product claims against SAP based on this information.

• SAP does not agree or disagree with the content on the linked-to site, nor does SAP warrant the availability and correctness. SAP shall not be liable for any
damages caused by the use of such content unless damages have been caused by SAP's gross negligence or willful misconduct.

• Links with the icon : You are leaving the documentation for that particular SAP product or service and are entering an SAP-hosted Web site. By using such links,
you agree that (unless expressly stated otherwise in your agreements with SAP) you may not infer any product claims against SAP based on this information.

Videos Hosted on External Platforms

Some videos may point to third-party video hosting platforms. SAP cannot guarantee the future availability of videos stored on these platforms. Furthermore, any
advertisements or other content hosted on these platforms (for example, suggested videos or by navigating to other videos hosted on the same site), are not within the
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Beta and Other Experimental Features

Experimental features are not part of the officially delivered scope that SAP guarantees for future releases. This means that experimental features may be changed by
SAP at any time for any reason without notice. Experimental features are not for productive use. You may not demonstrate, test, examine, evaluate or otherwise use the
experimental features in a live operating environment or with data that has not been sufficiently backed up.
The purpose of experimental features is to get feedback early on, allowing customers and partners to influence the future product accordingly. By providing your feedback
(e.g. in the SAP Community), you accept that intellectual property rights of the contributions or derivative works shall remain the exclusive property of SAP.

Example Code
Any software coding and/or code snippets are examples. They are not for productive use. The example code is only intended to better explain and visualize the syntax and
phrasing rules. SAP does not warrant the correctness and completeness of the example code. SAP shall not be liable for errors or damages caused by the use of example
code unless damages have been caused by SAP's gross negligence or willful misconduct.

Bias-Free Language
SAP supports a culture of diversity and inclusion. Whenever possible, we use unbiased language in our documentation to refer to people of all cultures, ethnicities, genders,
and abilities.

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Copyright © 2023 Ariba, Inc. All rights reserved.

This documentation, as well as the Ariba solutions, software and/or

services described in it, contain proprietary information. They are
provided under a license or other agreement containing restrictions on
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their respective logos are trademarks or registered trademarks of
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Ariba Sourcing solutions (On Demand and software) are protected

by one or more of the following patents, including without limitation:
U.S. Patent Nos. 6,199,050; 6,216,114; 6,223,167; 6,230,146; 6,230,147;
6,285,989; 6,408,283; 6,499,018; 6,564,192; 6,871,191; 6,952,682;
7,010,511; 7,072,061; 7,130,815; 7,146,331; 7,152,043;7,225,152; 7,277,878;
7,249,085; 7,283,979; 7,283,980; 7,296,001; 7,346,574; 7,383,206;
7,395,238; 7,401,035; 7,407,035; 7,444,299; 7,483,852; 7,499,876;
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7,657,461; 7,693,747; 8,364,577; and 8,392,317. Patents pending.

Other Ariba product solutions are protected by one or more of the

following patents:

U.S. Patent Nos. 6,199,050, 6,216,114, 6,223,167, 6,230,146, 6,230,147,

6,285,989, 6,408,283, 6,499,018, 6,564,192, 6,584,451, 6,606,603,
6,714,939, 6,871,191, 6,952,682, 7,010,511, 7,047,318, 7,072,061,
7,084,998; 7,117,165; 7,225,145; 7,324,936; 7,536,362; 8,364,577; and
8,392,317. Patents pending.

Certain Ariba products may include third party software or other

intellectual property licensed from a third party. For information
regarding software or other intellectual property licensed from a third
party, go to http://www.ariba.com/copyrights.cfm.

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