CONFIDENTIAL

2019-05

Approvables reference guide

SAP Ariba Procurement solutions
© 2019 SAP SE or an SAP affiliate company. All rights reserved.

THE BEST RUN

Content

Types of approvables in SAP Ariba Procurement solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4

About approvables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Advance payment (APMT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Advanced ship notice (ASN). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Blanket purchase order (BPO). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Cancel invoice request (CIR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Collaboration proposal/proposal (P). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Collaboration request (R). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Contract (C). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Contract request (CR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Contractor survey (SV). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Copy receipt (CRC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Counter proposal (UR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Custom form (CF). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
eForm. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
ERP order (EP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Expense report (ER). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Invoice (INV). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Invoice reconciliation (IR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
Kit data update (KIT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Milestone tracker (MT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Order (CC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Order confirmation (OC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Payment (PAY). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Payment transaction (PMT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
PCard charge (PCC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
PCard order (PCO). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Purchasing card charge reconciliation (PCCR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .23
Purchase order (PO). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24
Purchase requisition or requisition (PR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
Receipt (RC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Service purchase order (PO). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Service requisition (PR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .27
Service sheet (SS). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Service sheet cart (SSC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Shopping cart (SH). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .30

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2 CONFIDENTIAL Content
 Supplier data update (SDU)/catalog approvable. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
User profile (UP). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31

Revision history. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32

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Content CONFIDENTIAL 3
Types of approvables in SAP Ariba Procurement
solutions

In this section:

About approvables [page 5]

Advance payment (APMT) [page 5]

Advanced ship notice (ASN) [page 6]

Blanket purchase order (BPO) [page 7]

Cancel invoice request (CIR) [page 7]

Collaboration proposal/proposal (P) [page 8]

Collaboration request (R) [page 9]

Contract (C) [page 9]

Contract request (CR) [page 10]

Contractor survey (SV) [page 11]

Copy receipt (CRC) [page 12]

Counter proposal (UR) [page 12]

Custom form (CF) [page 13]

eForm [page 14]

ERP order (EP) [page 15]

Expense report (ER) [page 15]

Invoice (INV) [page 16]

Invoice reconciliation (IR) [page 17]

Kit data update (KIT) [page 18]

Milestone tracker (MT) [page 18]

Order (CC) [page 19]

Order confirmation (OC) [page 20]

Payment (PAY) [page 20]

Payment transaction (PMT) [page 21]

PCard charge (PCC) [page 22]

PCard order (PCO) [page 22]

Purchasing card charge reconciliation (PCCR) [page 23]

Purchase order (PO) [page 24]

Purchase requisition or requisition (PR) [page 25]

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4 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
 Receipt (RC) [page 26]

Service purchase order (PO) [page 27]

Service requisition (PR) [page 27]

Service sheet (SS) [page 28]

Service sheet cart (SSC) [page 29]

Shopping cart (SH) [page 30]

Supplier data update (SDU)/catalog approvable [page 30]

User profile (UP) [page 31]

About approvables
In SAP Ariba Procurement solutions, an approvable is a document that can be subject to an approval process.
Examples of approvable documents include requisitions, contracts, invoices, credit memos, and invoice
reconciliation documents.

 Note

The specific set of approvables that are available in your SAP Ariba solution depends on which features are
enabled.

Each type of approvable has a prefix that's used in the ID for the approvable. For example, the default prefix for
purchase orders is PO, and an example ID is PO123. Each type of approvable also has a set of status codes that
indicate the phase at which the approvable is during the procurement process.

 Note

SAP Ariba Customer Support can customize prefixes for approvables. The prefixes in your SAP Ariba solution
might differ from the default prefixes listed in this document.

Advance payment (APMT)

Definition

An advance payment is an approvable document used to make a payment for a purchase order to its supplier.
Suppliers can use these advance payments to procure raw material or hire resources to process the orders. During
invoice reconciliation, the advance payments made for a purchase order are adjusted against the invoices received
for the purchase order.

In Oracle ERP, an advance payment is called a pre-payment invoice. In SAP ERP, it is called an F-47.

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Types of approvables in SAP Ariba Procurement solutions CONFIDENTIAL 5
Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

Associated status codes

● Composing
● Submitted
● Approved
● Paying
● Paid
● Canceling

Advanced ship notice (ASN)

Definition

A supplier can send ship notices to inform buyers that they have shipped or plan to ship an order. SAP Ariba
solutions create an advanced ship notice when a ship notice is received from Ariba Network.

Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

Associated status codes

● Added
● Updated
● Deleted

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6 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
Blanket purchase order (BPO)
Definition

A blanket purchase order is a purchase order issued to one supplier for multiple purchases of specific goods or
services for a specific time period and a not-to-exceed predetermined amount. The blanket order allows purchases,
within the terms of the order, to be charged to that specific blanket order.

Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

Associated status codes

● Created
● Processing
● Processed
● Open
● Inactive
● Received
● Invoiced
● Closed

Related Information

Purchase order (PO) [page 24]

Cancel invoice request (CIR)

Definition

A cancel invoice request is an approvable document that changes the status of corresponding invoice reconciliation
documents, original invoices, and payment requests with the intent of canceling an invoice.

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Applicable SAP Ariba solutions

● SAP Ariba Buying and Invoicing

● SAP Ariba Invoice Management

Associated status codes

● Reconciling
● Reconciled
● Canceling
● Cancelled

Collaboration proposal/proposal (P)

Definition

The collaboration proposal is an approvable that allows you to analyze data related to all collaboration requests
sent to suppliers and all proposals received from suppliers. This report provides the number of candidates
proposed by each supplier per collaboration request.

After reading about the temporary job position and receiving answers to any questions, the supplier decides
whether they have potential candidates available to propose. If the supplier decides that appropriate candidates
are available, they submit a proposal.

Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

Associated status codes

● Collaboration Accepted
● Collaboration End
● Proposal Partially Accepted by Buyer
● Proposal Accepted and Request Closed
● Response Needed
● Proposal Sent - Waiting for Response

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8 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
● Awaiting Response from Buyer
● Request Cancelled by Buyer

Collaboration request (R)

Definition

A collaboration request is an approvable that has a workflow with associated statuses and controls the
collaborating process from a requisition. It is both a request from the buyer inviting the supplier to collaborate on a
requisition and a bidding invitation used with collaborative requisitions, often for procuring service items and
temporary labor.

Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

Associated status codes

On the Collaboration tab:

● Request Sent – Waiting for Response

● Proposal Received – Please Respond
● Proposal Accepted and Request Closed
● Request Closed by Buyer – Automatically cancelled
● Request Received - Supplier Response Required

Collaboration Request-related statuses for a requisition:

● Collaborating
● Collaboration Completed

Contract (C)
Definition

A contract is a document that is created after a contract request has been fully approved. It is the externally
viewable document to establish a commitment with a supplier to purchase goods or services for specific pre-

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Types of approvables in SAP Ariba Procurement solutions CONFIDENTIAL 9
negotiated pricing repeatedly over time for specific pricing terms. All activities such as creating invoices or receipts
against the contract are tracked on a no-release contract document.

Applicable SAP Ariba solutions

● SAP Ariba Contract Invoicing

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing
● SAP Ariba Invoice Management

Associated status codes

● Created
● Processing
● Processed
● Open
● Inactive
● Received
● Invoiced
● Closed

Contract request (CR)

Definition

A contract request is a document that defines the properties of the contract. It must be approved in order for the
contract to be created. When a contract request is created, a document with the CR prefix (for example, CR21) is
generated. After the contract request is approved, a contract, identified by the prefix C (for example, C21), is
created from the contract request.

Applicable SAP Ariba solutions

● SAP Ariba Contract Invoicing

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing
● SAP Ariba Invoice Management

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10 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
Associated status codes

● Composing
● Submitted
● Denied
● Approved
● Sourcing Confirming (for Integrated sites only)
● Processing
● Processed

Contractor survey (SV)

Definition

Performance evaluations that allow contract managers to rate contractors on their job performance, skill accuracy,
and professional demeanor.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Composing
● Submitted
● Approved
● Denied
● Processing
● Processed

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Copy receipt (CRC)
Definition

Receipts created in the external ERP system are downloaded into Ariba Network and routed to SAP Ariba Invoice
Management as Copy Receipts (in cXML format). ERP receipt copies are also imported to allow 3-way matching
during invoice reconciliation.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Approved
● Composing
● Denied
● Submitted

Counter proposal (UR)

Definition

Together, revised and alternative requests comprise the counter proposal process. Counter proposals make
collaboration into a true negotiation between trading partners. You can offer multiple counter proposals until you
reach an agreement that is mutually beneficial to both parties.

Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

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12 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
Associated status codes

● Collaboration Accepted
● Collaboration End
● Proposal Partially Accepted by Buyer
● Proposal Accepted and Request Closed
● Response Needed
● Request Received - Supplier Response Required
● Proposal Sent - Waiting for Response
● Awaiting Response from Buyer
● Request Cancelled by Buyer

Custom form (CF)

Definition

Custom forms are customizable approvables, and are created and maintained by procurement managers in order
to quickly and flexibly extend the SAP Ariba Procurement solutions processes you already subscribe to.

For more information, see the Building forms in the form builder guide.

Applicable SAP Ariba solutions

● SAP Ariba Buying and Invoicing

● SAP Ariba Buying
● SAP Ariba Contract Invoicing
● SAP Ariba Invoice Management
● SAP Ariba Catalog

Associated status codes

● Composing
● Denied
● Submitted
● Approved

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Related Information

eForm [page 14]

eForm
Definition

A custom approvable object in SAP Ariba Procurement solutions. It is a data-entry page designed for a specific
organization’s business needs when there is no out-of-the-box approvable that fits for the purpose. An example of
an eForm is an Education Authorization form. SAP Ariba assigns prefixes for each eForm based on your
organization's specification.

 Note

eForms are only available as a customization option. SAP Ariba Customer Management Organization (CMO)
designs them to allow customers to automate processes that previously required paper forms or separate
applications.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Composing
● Denied
● Submitted
● Processed

Related Information

Custom form (CF) [page 13]

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14 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
ERP order (EP)

Definition

A purchase order created in SAP Ariba Procurement solutions and exported to an external ERP system. When SAP
Ariba Buying solutions get a response from the ERP system that the export was successful, the status of the order
in the buying solution changes to Ordered.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Ordering
● Ordered
● Confirming
● Confirmed
● Shipping
● Shipped
● Receiving
● Received
● Canceling
● Cancelled

Expense report (ER)

Definition

A report of all requests submitted for reimbursement from expenses incurred for business purposes.

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Applicable SAP Ariba solutions

● SAP Ariba Buying and Invoicing

Associated status codes

● Approved
● Denied
● Composing
● Submitted
● Processing
● Processed

Invoice (INV)
Definition

A request for payment, typically sent by a supplier for goods or services provided to a buyer. Invoices usually reflect
an amount due for a purchase order or a contract. In the most typical case, invoices are sent to your company as
cXML documents over Ariba Network and loaded into SAP Ariba Buying and Invoicing or SAP Ariba Invoice
Management using a scheduled task.

Applicable SAP Ariba solutions

● SAP Ariba Contract Invoicing

● SAP Ariba Buying and Invoicing
● SAP Ariba Invoice Management

Associated status codes

● Composing
● Loaded
● Submitted
● Submitted with Errors
● Approving
● Approved

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16 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
● Awaiting Receipts
● Reconciliation Delayed
● Canceling
● Cancelled
● CC Invoice to AN
● Denied
● Reconciling
● Reconciled
● Rejected

Invoice reconciliation (IR)

Definition

An approvable document created from an invoice. Invoice reconciliation allows invoice exception handlers to
resolve any discrepancies between the invoice, associated orders or contracts, and receipts, and to validate
accounting and other information before an invoice can be approved for payment.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Approving
● Approved
● Cancelled
● Canceling
● Paid
● Paying Failed
● Paying
● Push Failed
● Reconciling
● Rejecting
● Rejected
● Rejecting Failed

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Types of approvables in SAP Ariba Procurement solutions CONFIDENTIAL 17
● Awaiting External Reconciliation

Kit data update (KIT)

Definition

Catalog kits are a collection of related catalog items from the same or different suppliers that are bundled together
into one unit. When ordering from the product catalog, you order the catalog kits as one item, but you can also view
and delete non-required individual items from a catalog kit before ordering. Each catalog kit is assigned its own ID,
description, and supplier part number because the kit itself is an individual item in the product catalog.

Applicable SAP Ariba solutions

● SAP Ariba Catalog

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing
● SAP Ariba Contract Invoicing
● SAP Ariba Invoice Management

Associated status codes

● Approved
● Denied
● Submitted

Milestone tracker (MT)

Definition

Milestone trackers are used to keep track of each milestone item on a contract. Every milestone item has its own
milestone tracker, which is manually created when the contract is created. Prior to a contract milestone date, an
email notification is sent to the verifier of the milestone tracker. Milestone trackers are always created for milestone
items, regardless of whether receiving is enabled for the contract, or whether the contract has release orders.

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18 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Composing
● Submitted
● Approved
● Denied

Order (CC)
Definition

This approvable is created in the external ERP system and downloaded into Ariba Network. Ariba Network sends it
to SAP Ariba Invoice Management as an order (in cXML format).

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

Associated status codes

● Canceling
● Cancelled
● Confirming
● Confirmed
● Ordering
● Ordered
● Receiving
● Received
● Shipping
● Shipped

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Types of approvables in SAP Ariba Procurement solutions CONFIDENTIAL 19
Order confirmation (OC)
Definition

Order confirmations tell you that the supplier has received and understood the purchase order, and is taking action
on the order. Suppliers are encouraged to send an order confirmation for each purchase order that they receive.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Ordered
● Confirming
● Confirmed
● Shipping
● Shipped
● Receiving
● Invoicing

Payment (PAY)
Definition

A payment defines how a buyer should make a payment to a supplier. Typical payments include paper check,
purchasing cards (PCard), and electronic fund transfer (EFT), such as Automatic Clearing House (ACH), SWIFT, or
Wire. Each payment method has associated bank information; for example, ACH requires an American Banking
Association (ABA) routing number.

Applicable SAP Ariba solutions

● SAP Ariba Buying and Invoicing

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20 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
● SAP Ariba Invoice Management

Associated status codes

● Canceling
● Cancelled
● On Hold
● Paying
● Paid
● Processing
● Scheduling
● Scheduled
● Sending

Payment transaction (PMT)

Definition

A payment transaction is an event or condition under the contract between a buyer and a seller to exchange an
asset for payment.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying and Invoicing

Associated status codes

● Cleared
● Canceling
● Cancelled
● Failed
● Paid
● Paying

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PCard charge (PCC)
Definition

A corporate purchasing card (PCard) charge is a statement of charges from a PCard used to purchase goods
through a PCard order. A PCard can either be assigned to an individual or can act as a ghosted card, where only the
card number is provided.

SAP Ariba Procurement solutions handle orders from the following types of PCard:

● Procurement
● Expense
● Combination

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Loaded
● Reconciling
● Reconciled

PCard order (PCO)

Definition

PCard order is an order generated using a purchasing card (PCard). It is a document from a buyer to a supplier
asking the supplier to make a shipment. It's created after the purchase requisition has been fully approved.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying

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22 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
● SAP Ariba Buying and Invoicing

Associated status codes

● Ordering
● Ordered
● Confirming
● Confirmed
● Shipping
● Shipped
● Receiving
● Received
● Canceling
● Cancelled

Purchasing card charge reconciliation (PCCR)

Definition

An approvable document created when discrepancies are detected during charge reconciliation. Purchasing card
charge reconciliation is a process of verifying a bank’s charge data against the numbers for the corresponding
charges in SAP Ariba Procurement solutions. The purpose of the reconciliation process is to review the bank’s
listed charges and make sure they are correct.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Approving
● Approved
● Paying
● Reconciling

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Types of approvables in SAP Ariba Procurement solutions CONFIDENTIAL 23
● Rejected

Purchase order (PO)

Definition

A purchase order is a document from a buyer to a supplier asking the supplier to make a shipment. It's created
after a purchase requisition has been fully approved.

Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

Associated status codes

● Ordering
● Ordered
● Confirming
● Confirmed
● Shipping
● Shipped
● Receiving
● Received
● Canceling
● Cancelled

Related Information

Service purchase order (PO) [page 27]

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24 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
Purchase requisition or requisition (PR)
Definition

A purchase requisition (PR) is the approvable document created when you submit a request to purchase goods or
service items. Each purchase requisition is assigned a unique ID (such as PR2394) to identify and track it as it
moves through the requisition process. A requisition can include catalog items from a supplier and non-catalog
items.

In SAP Ariba Buying and SAP Ariba Buying and Invoicing:

● Default requisitions are composed of catalog and non-catalog items.

● Aggregated requisitions are created by aggregating the items held for consolidation that are displayed in the
Purchasing Workbench.

In addition, amendments can be created for purchase requisitions to manage changes for ordered items.
Amendments appear similar to requisitions. By default, an amendment retains the same ID as the main requisition
and includes the suffix "-A" followed by a numeral. For example, let there be a requisition with ID as PR123. The ID of
the first amendment created for this requisition is PR123-A1. In this example, "A" indicates an amendment and "1"
refers to the first amendment for the requisition. Similarly, the next amendment for the requisition will have its ID
as PR123-A2.

Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

Associated status codes for requisitions

● Approved
● Cancelled
● Composing
● Confirming
● Confirmed
● Invoicing
● Ordered
● Receiving
● Received
● Shipped
● Shipping
● Submitted
● Sourcing Request Sent

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Types of approvables in SAP Ariba Procurement solutions CONFIDENTIAL 25
● Pricing Terms Received
● Collaborating
● Collaboration Completed
● Pending Update from External System (applicable to some integrations withSAP Fieldglass )

Associated status codes for amendments

● Approved
● Composing
● Merged
● Submitted

Receipt (RC)

Definition

A receipt is a document that is created to receive ordered goods. They can be created manually or automatically by
configuring in SAP Ariba Buying solutions.

Applicable SAP Ariba solutions

● SAP Ariba Buying and Invoicing

● SAP Ariba Buying (when Receiving is enabled)

Associated status codes

● Composing
● Submitted
● Approved
● Denied

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26 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
Service purchase order (PO)

Definition

A service purchase order or a service order is a formal document from a buyer organization to a supplier to procure
services provided by the supplier. Service orders provide a basic process to procure services that can have a
planned or unplanned nature of work. In a service procurement workflow, a service order is created after a service
requisition is fully approved.

Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

Associated status codes

● Canceling
● Cancelled
● Confirming
● Confirmed
● Ordering
● Ordered
● Partially Serviced
● Serviced

Service requisition (PR)

Definition

A service requisition or service purchase requisition is the approvable document created when you submit a
request to procure service items. Each service requisition is assigned a unique ID (for example, PR3428) to identify
and track it as it moves through the requisition process. An outline or a parent item on a service requisition can
contain a nested level of child items that can include both catalog items and non-catalog items.

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Types of approvables in SAP Ariba Procurement solutions CONFIDENTIAL 27
Applicable SAP Ariba solutions

● SAP Ariba Buying

● SAP Ariba Buying and Invoicing

Associated status codes

● Approved
● Cancelled
● Composing
● Confirming
● Confirmed
● Invoicing
● Ordered
● Partially Serviced
● Serviced
● Submitted
● Collaborating
● Collaboration Completed

Service sheet (SS)

Definition

A service sheet is a document that describes the goods and services that a supplier has delivered while fulfilling a
service order. Service sheets are either created in an external system and sent through Ariba Network or created
directly in Ariba Network and are transmitted from Ariba Network as cXML documents. Service sheets can also be
created in SAP Ariba Buying solutions with reference to a service order.

Applicable SAP Ariba solutions

● SAP Ariba Buying and Invoicing

● SAP Ariba Buying
● SAP Ariba Invoice Management
● SAP Ariba Contract Invoicing

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28 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
Associated status codes

● Approved
● Awaiting External Approval
● Composing
● Invoiced
● Partially Invoiced
● Processed
● Rejected
● Submitted

Service sheet cart (SSC)

Definition

A service sheet cart is a type of approvable that serves as a container to hold all of the items a supplier adds to a
service sheet during punchin to SAP Ariba Invoice Management or SAP Ariba Contract Invoicing. It is a concept
similar to a shopping cart in a store. Suppliers put contract or catalog and non-catalog items in the cart. Cart
contents then become part of the service sheet sent from Ariba Network. Customer administrators cannot create
an approval process for service sheet cart approvables; however, in SAP Ariba Invoice Management, they do have
default accounting.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

● SAP Ariba Buying and Invoicing
● SAP Ariba Contract Invoicing

Associated status codes

Service sheet cart approvables do not have associated status codes.

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Types of approvables in SAP Ariba Procurement solutions CONFIDENTIAL 29
Shopping cart (SH)

Definition

A shopping cart is a type of approvable used in SAP Ariba Catalog. It is a concept similar to a shopping cart in a
store. You can put catalog and non-catalog items in the cart. Cart contents then become part of a requisition (in
SAP Ariba Buying and Invoicing, SAP Ariba Buying) or shopping cart (SAP Ariba Catalog).

Applicable SAP Ariba solutions

● SAP Ariba Catalog

● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Composing
● Collaborating
● Collaboration Completed
● Transient

Supplier data update (SDU)/catalog approvable

Definition

This is also called catalog approvable. The catalog approval request begins with “SDU” (Supplier Data Update).
Clicking on the catalog approval request ID displays the new catalog items line by line.

Applicable SAP Ariba solutions

● SAP Ariba Invoice Management

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30 CONFIDENTIAL Types of approvables in SAP Ariba Procurement solutions
Associated status codes

● Approved
● Denied
● Submitted

User profile (UP)

Definition

Each user has a personal profile that contains information such as the user name and email address. A user profile
can indicate a user's shipping and accounting information, or identify a user to approve requests on your behalf
while you are on vacation.

A submission to change your user profile is subject to an approval process. Your request is not approved until all
required approvers review and approve your request.

Applicable SAP Ariba solutions

● SAP Ariba Catalog

● SAP Ariba Contract Invoicing
● SAP Ariba Invoice Management
● SAP Ariba Buying
● SAP Ariba Buying and Invoicing

Associated status codes

● Approved
● Denied
● Processed
● Submitted

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Types of approvables in SAP Ariba Procurement solutions CONFIDENTIAL 31
Revision history

The following table provides a brief history of the updates to this guide. SAP Ariba updates the technical
documentation for its cloud solutions if:

● Software changes delivered in service packs or hot fixes require a documentation update to correctly reflect
the new or changed functionality
● The existing content is incorrect or user feedback indicated that important content is missing

SAP Ariba reserves the right to update its technical documentation without prior notification. Most documentation
updates will be made available in the same week as the software service packs are released, but critical
documentation updates may be released at any time.

Month/Year
of update Updated topic Short description

May 2019 Various Minor restructuring and editing.

September Purchase requisition or requisition Added information about amendments.

2018 (PR)

About Approvables Moved information from document preamble to new section

Custom Form (CF) Added new topic

Approvables reference guide

32 CONFIDENTIAL Revision history
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Approvables reference guide

Important Disclaimers and Legal Information CONFIDENTIAL 33
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