PUBLIC

Document Version: 2311 – 2023-12

Invoicing Data Import and Administration Guide

SAP Ariba Buying and Invoicing
SAP Ariba Invoice Management
© 2023 SAP SE or an SAP affiliate company. All rights reserved.

SAP Ariba Contract Invoicing

THE BEST RUN

Content

Invoicing Data Import and Administration Guide. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

Getting Started with Invoicing Data Import and Administration . . . . . . . . . . . . . . . . . . . . . . . . . . . 8

About Invoice Exceptions and Reconciliation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

About Approvers for Invoice Exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Rejection Reason Codes for Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Enabling and Configuring Rejection Reason Codes for Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . .10
Rejection Reason Codes in the User Interface and Email Notifications. . . . . . . . . . . . . . . . . . . . . . . . 12
About invoice exception types and conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Default invoice exception types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Applying invoice exception types to specific types of invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Restricting dispute on invoice exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
How to restrict users from disputing an invoice exception. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
Defining invoice exception types for specific invoice source documents. . . . . . . . . . . . . . . . . . . . . . 23
Invoice exception type overrides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28
Tolerance calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
About validation behavior. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
Skipping validation for an invoice exception type or override. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 32
About invoice exception ranking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
About standard line categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Procurement line types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
Maintaining invoice exception types in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
Adding or modifying invoice exception types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 37
About configuring invoice exception type overrides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Applying an override to an invoice exception type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
How to configure an invoice exception type to be skipped. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
How to view or delete invoice exception types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .44
Data import tasks for invoice exception types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
About import invoice exception types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46
About the Import Invoice Exception Type Validation Data task. . . . . . . . . . . . . . . . . . . . . . . . . . . .47
About import invoice exception overrides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .48
Forcing reconciliation to change the status of an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
How to re-reconcile an invoice reconciliation against updated invoice exception types. . . . . . . . . . . . . . . 51
Holding line-item credit and debit memos until the ERP system receives the invoice. . . . . . . . . . . . . . . . 51
How to configure exception types for price-adjustment debit and credit memos. . . . . . . . . . . . . . . . . . . 53
Configuring exceptions that check for pending credit memos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Invoicing Data Import and Administration Guide

2 PUBLIC Content
 Configuring goods receipt-based invoice verification. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
How to delay invoice reconciliation for goods receipt-based invoices. . . . . . . . . . . . . . . . . . . . . . . . .59
Invoice exception types for goods receipt-based invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Setting goods receipt-based invoice verification for items based on supplier location. . . . . . . . . . . . . 62
Integration support for goods receipt-based invoice verification. . . . . . . . . . . . . . . . . . . . . . . . . . . . 63

Managing Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68

About Maintaining Payment Methods in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Viewing Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Adding or Modifying Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
Deleting Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
About Importing Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70
About Translations for Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72

Managing Supplier Payment Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73

Remittance Locations and Payment Models. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
External System Payment Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75
Data Relationships of Supplier Payment Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
Supplier Location Matching on Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Examples of Remittance Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80
Maintaining Supplier Payment Information in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Viewing Supplier Payment Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Adding or Modifying Supplier Remittance Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
Adding or Modifying Supplier Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83
Adding or Modify Supplier Payment Models for Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
Adding or Modify a Payment Model for a Supplier Location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85
About Importing Remit To Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Import Remittance Location Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
Import Supplier Location Remittance Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .87

Managing Funds Management Accounting Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88

Funds Management Accounting Functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
Enabling the Funds Management Accounting Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88
Prerequisites for the Funds Management Accounting Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Configuring Funds Management Accounting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
Enabling Web Services Integration Tasks for Funds Management Account Assignment Fields. . . . . . . 90
Importing Flexible Master Data Templates for Funds Management Account Assignment Fields
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Configuring Messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .95

Import Messaging Topics Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
Import Conversation Context Rules for Messaging Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96
Configuring the Messaging Setup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Invoicing Data Import and Administration Guide

Content PUBLIC 3
 About Importing Service Sheets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
Importing Service Sheets Using Various Integration Channels. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107
Importing Service Sheets from SAP ERP-Integrated Sites Using SAP Integration Suite, managed
gateway for spend management and SAP Business Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

How to Import External cXML Invoices to SAP Ariba Procurement solutions . . . . . . . . . . . . . . . . 110
cXML Guidelines for Importing External Invoices to SAP Ariba Procurement solutions. . . . . . . . . . . . . . 113
cXML Requirements for Importing Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
cXML Invoice Header for Importing External Invoices to SAP Ariba Procurement solutions . . . . . . . . 114
cXML Invoice Request Element. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116
Invoice Submission Method for Importing External cXML Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . 117
Tax Information cXML. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 117
Required and Optional Calculated Totals cXML. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Attaching the Digital Image of a Paper Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 119
Invoice Data to Include When Importing External cXML Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Invoice-to-cXML Data Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 124
Sample cXML for a PO-Based Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .138
Sample cXML for a Non-PO Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 141
Sample cXML for a Contract-Based Invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 146
Creating an Approval Rule for External cXML Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150

About Exporting Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152

Invoice Data Export Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Exporting Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 153
Invoice Data in Generic Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
About Invoice Header Data in Generic Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 154
About Invoice Detail Data in Generic Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
About Invoice Split Accounting Data in Generic Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156
Invoice Data in SAP Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
About Payment Header Data in SAP Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
About Invoice Detail Data in SAP Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158
About Invoice Split Accounting Data in SAP Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160
Invoice Data in PeopleSoft Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
About Payment Header Data in PeopleSoft Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 161
About Invoice Detail Data in PeopleSoft Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162
About Invoice Split Accounting Data in PeopleSoft Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 163

Exporting Payment Requests in SAP Ariba Buying and Invoicing . . . . . . . . . . . . . . . . . . . . . . . . . 165

About Exporting Payment Requests in SAP Ariba Buying and Invoicing . . . . . . . . . . . . . . . . . . . . . . . . 165
About Payment Request Data Export Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166
Exporting Payment Requests Manually. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .168
PeopleSoft Payment Request Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168
Payment Header Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169

Invoicing Data Import and Administration Guide

4 PUBLIC Content
 Payment Detail Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .170
Payment Bank Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 171
Payment Split Accounting Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 172
Advance Payment Detail Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
SAP Payment Request Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173
Payment Header Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 174
Payment Line Item Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175
Payment Account Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .177
Payment Detail Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 178
Payment Tax Export Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180
Advance Payment Detail Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181
Generic Payment Request Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .181
Payment Header Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .182
Payment Bank Export Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183
Payment Detail Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 184
Payment Split Accounting Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 186
Advance Payment Detail Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187
Payment Detail with Split Accounting Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . 188
Amount Precision in Payment Request Export Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189
Columns Affected by Amount Precision. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 190

About Importing Remittances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191

Introduction to Remittance Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 191
Import Remittances Data Import Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193
About Importing Remittances Asynchronously. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .195

About Importing and Exporting Advance Payment Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196

About Importing Document Types for Advance Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
Import Document Types for Advance Payment: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . 199
About Importing Translations for Advance Payment Document Types. . . . . . . . . . . . . . . . . . . . . . . . . 199
Import Translations for Advance Payment Document Types: Sample File. . . . . . . . . . . . . . . . . . 200
About Importing GL Indicators for Advance Payment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 200
Import GL Indicators for Advance Payment: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .200
About Importing Translations for Advance Payment GL Indicators. . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Import Translations for Advance Payment GL Indicators: Sample File. . . . . . . . . . . . . . . . . . . . . 201
About Exporting Advance Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201
Exporting Advance Payments Using the File Channel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202
Exporting Advance Payments Using the Web Services Channel. . . . . . . . . . . . . . . . . . . . . . . . . . . 205
About Exporting Payment Requests with Advance Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 209
Export Payment Requests with Advance Payments: Sample Files - SAP ERP. . . . . . . . . . . . . . . . 209
Export Payment Requests with Advance Payments: Sample Files - PeopleSoft ERP. . . . . . . . . . . . . 219
Export Payment Requests with Advance Payments: Sample Files - Generic ERP. . . . . . . . . . . . . . . .224

Invoicing Data Import and Administration Guide

Content PUBLIC 5
 About Importing Advance Payment ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 230
Import Advance Payment ID: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
About Importing Advance Payment Errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 231
Import Advance Payment Errors: Sample File - Generic ERP Systems. . . . . . . . . . . . . . . . . . . . . . 232
Import Advance Payment Errors: Sample File - SAP ERP Systems. . . . . . . . . . . . . . . . . . . . . . . . 232
Import Advance Payment Errors: Sample File - PeopleSoft ERP Systems. . . . . . . . . . . . . . . . . . . .233
About importing advance payment remittance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 234
Import Advance Payment Remittance: sample file. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235
About Exporting Cancel Advance Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Exporting Cancel Advance Payments Using the File Channel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 237
Exporting Cancel Advance Payments Using the Web Services Channel. . . . . . . . . . . . . . . . . . . . . . 238
About Importing Cancel Advance Payment ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 239
Import Cancel Advance Payment ID: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
About Importing Cancel Advance Payment Errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
Import Cancel Advance Payment Errors: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240
About Importing Advance Payment Cancellation Reasons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 242
Import Advance Payment Cancellation Reasons: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . 243
About Exporting Advance Payment Cancellation Reasons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .243
Export Advance Payment Cancellation Reasons: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . 243

Configuring Support for One-Time Vendor Invoicing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245

Non-PO Invoices for One-Time Vendors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245
One-Time Vendors in SAP Ariba Solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246
Changes to Invoicing Functionality When One-Time Vendor Invoicing Is Enabled. . . . . . . . . . . . . . . . . . 249
Configuration Overview for One-Time Vendor Invoicing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 251
Configuring a One-Time Vendor in SAP Ariba Buying and Invoicing. . . . . . . . . . . . . . . . . . . . . . . . . . . 256
Configuring SAP Business Network to Support One-Time Vendor ICS Invoices. . . . . . . . . . . . . . . . . . . 258
Supplier and Payment Information on One-Time Vendor Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . 258
Multiple One-Time Vendor Invoices for the Same Supplier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260
Preparing ICS Providers for One-Time Vendor Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262
ICS Exceptions for One-Time Vendor Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Configuring Approval Rules for One-Time Vendor Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268
Integration with External Systems. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270
Creating a Non-PO Invoice for a One-Time Vendor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 273

Invoicing and Payment Data CSV Files Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275

Cancellation of Approved Invoices in the ERP System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278

Configuring a Web Service for Auto-Rejecting Approved Invoices Canceled in the ERP System. . . . . . . . 282
Configuring an ERP SOAP Request to Send Invoice Status Updates to SAP Ariba Buying and Invoicing
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 283

Resending Invoice Documents to SAP Business Network. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 285

Invoicing Data Import and Administration Guide

6 PUBLIC Content
Invoicing Data Import and Administration Guide

This guide is for SAP Ariba administrators responsible for configuring invoice exception types, managing payment
and funds management information, and importing and exporting invoicing data.

Buyers process invoices from suppliers in order to pay for goods and services.

This guide applies to:

• SAP Ariba Buying and Invoicing

• SAP Ariba Invoice Management
• SAP Ariba Contract Invoicing

Related guides

Invoicing and Payment Process Guide

Common Data Import and Administration for SAP Ariba Procurement Solutions

Administration and Data Maintenance Fundamentals

Approval Process Management Guide

Creating and Managing Invoices

Reconciling Invoices

Managing Contract Compliance

SAP Business Network Guide to Invoicing

Tax and Charge Configuration

Invoicing Data Import and Administration Guide

Invoicing Data Import and Administration Guide PUBLIC 7
Getting Started with Invoicing Data Import and
Administration

Invoicing data includes master data such as supplier payment information and invoice exception configurations as
well as transactional data such as exporting approved invoices for payment.

Before you begin, make sure you read the Administration and Data Maintenance Fundamentals to learn about the
data import process in general, entering data in comma-separated-value (CSV) files, downloading and using the
Data Dictionary, and using Ariba Administrator.

Most of the master data setup is common in all SAP Ariba Procurement solutions. In general, you define and
import common data before defining and importing invoicing and payment data. See the Common Data Import and
Administration for SAP Ariba Procurement Solutions for master data import and administration that apply to all
SAP Ariba Procurement solutions.

Some data objects discussed here can be imported as part of the Import Batch Data data import task, but if
you are planning to manually import single files, make sure you import them in the expected order. Many files
require that other information has already been loaded to 'link' information together using unique names. See the
ImportBatchData tab in the data dictionary for the order of import events.

Invoicing Data Import and Administration Guide

8 PUBLIC Getting Started with Invoicing Data Import and Administration
About Invoice Exceptions and Reconciliation

The invoicing process can result in discrepancies between the data on the supplier invoice and the order, contract,
or receipt data in SAP Ariba Procurement solutions. These invoice exceptions are handled through a reconciliation
process.

An invoice is a request for payment, typically sent by a supplier. Invoices are usually created by the supplier, to
reflect an amount due for a purchase order or a contract. In the most typical case, invoices are sent electronically
to your company as cXML documents, over SAP Business Network.

For each invoice, the reconciliation process creates an additional approvable document, called an invoice
reconciliation document, that lists any invoice exceptions on that document. An invoice exception represents
a single discrepancy between the data on the supplier invoice and the order, contract or receipt data in SAP
Ariba Procurement solutions. Exceptions can represent a variety of issues, such as missing receipts, mismatched
quantities or prices, duplicate invoices, or tax variances.

About Approvers for Invoice Exceptions [page 9]

Rejection Reason Codes for Invoices [page 10]

About invoice exception types and conditions [page 13]

Maintaining invoice exception types in Ariba Administrator [page 36]

Data import tasks for invoice exception types [page 45]

Forcing reconciliation to change the status of an invoice [page 50]

How to re-reconcile an invoice reconciliation against updated invoice exception types [page 51]

Holding line-item credit and debit memos until the ERP system receives the invoice [page 51]

How to configure exception types for price-adjustment debit and credit memos [page 53]

Configuring exceptions that check for pending credit memos [page 54]

Configuring goods receipt-based invoice verification [page 55]

About Approvers for Invoice Exceptions

In the default configuration, each invoice exception type is associated with a group, which determine the list of
users on the approval flow for each invoice reconciliation document.

For example, in the default configuration, users who are members of the:

• Tax Manager group can reconcile tax exceptions

• Invoice Manager group can reconcile unmatched invoice exceptions
• Receiving Manager group can reconcile receiving invoice exceptions
• Invoice Agent group can reconcile contract invoice exceptions

The default approval rules use the groups associated with exception types to determine the set of approvers. The
approval rules look over the invoice reconciliation document, find all exceptions on that document, and define as

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 9
approvers those users who have permission to reconcile the specified exceptions. These approvers are typically the
first approvers on the flow, and are the users who are expected to reconcile any listed exceptions.

SAP Ariba Invoice Management and SAP Ariba Buying and Invoicing include a standard set of invoice exception
types.

Related Information

Maintaining Invoice Exception Types in Ariba Administrator [page 36]

Approval Process Management Guide

Rejection Reason Codes for Invoices

Reason rejection codes provide a framework for buyers to develop a structured approach to capturing and
communicating why an invoice was rejected. If you enable and configure reason rejection codes, users who reject
an invoice must select one or more rejection reasons from a list of rejection reasons you define.

Without reason rejection codes, when an invoice agent or an invoice approver rejects an invoice, they can enter
a free-form comment visible to the supplier explaining the rejection. While comments to suppliers for rejected
invoices can be made mandatory, different users might use different explanations to explain the invoice rejection,
which can be confusing to suppliers. Furthermore, such a free-form format does not allow for development of
reports and metrics to understand and improve invoice quality issues.

Enabling and Configuring Rejection Reason Codes for

Invoices

Before enabling the feature for your users by setting the parameter Require reason codes for invoice rejection
(Application.Invoicing.UseInvoiceRejectionReasonCodes) to Yes, you use data import tasks to load
your rejection reason codes. Once you have enabled this feature, users must select a rejection reason before they
can submit their invoice rejection.

 Note

If you are currently requiring supplier comments for invoice rejections, and you implement the rejection reason
codes for invoices, you might want to make comments to suppliers optional.

You use the Import Invoice Rejection Reasons data import task to define your rejection reasons. This task reads
data from the CSV file named InvoiceRejectionReason.csv. ReasonCode must have unique values.

Following is an example of InvoiceRejectionReason.csv:

UTF8
ReasonCode,Description
A100,Price is different from negotiated price for one or more line items.

Invoicing Data Import and Administration Guide

10 PUBLIC About Invoice Exceptions and Reconciliation
 B200,Tax amount on invoice is different from expected tax.
C300,Invoiced and received quantity do not match for one or more line items.
D400,We found miscellaneous issues with this invoice.

 Tip

• There is no limit to the number of rejection reasons you can load. However, we recommend to keep the list
manageable to drive user compliance. In particular, if your site is configured for email approval/rejection,
the rejection email includes all available rejection reasons for users to choose.
• Rejection reasons are ordered in the UI and in emails by the reason code you provide using text-based
ordering. For example, RR_1, RR_2, and RR_12 are ordered RR_1, RR_12, RR_2. If the order in which the
rejection reasons are presented to the user is important, make sure you use values for the reason codes
that provides the expected order.
• Do not use colons (:) or commas (,) in the ReasonCode field. Colons and commas are used by SAP Ariba
solutions as text separators in the UI. Using these characters can lead to confusing text display for users.

Translations for invoice rejection reasons

You can use the Import Invoice Rejection Reasons Translations data import task to import translations for invoice
rejection reason. The language for your users is determined by the locale settings for their account. The language
for your suppliers is determined based on the country/region in the supplier location's address. If no translations
are available for that geographical location, the default language is used (the language you used to define the
rejection reasons using the Import Invoice Rejection Reasons data import task).

Following is an example of a CSV file of invoice rejection reason translations:

UTF8
ReasonCode,Description,Language
A100,Der Preis fuer eins oder mehrere Teile ist unterschiedlich vom verhandelten
Preis.,German
A100,Le prix est différent du prix négocié pour un ou plusieurs éléments.,French
A100,El precio es diferente del precio negociado para una o más líneas de
pedido.,Spanish

Integration with external systems

 Note

This section applies only to SAP Ariba Invoice Management customers.

SAP Ariba Invoice Management provides an option to send reconciled IRs in Approving status to an external
system for final approval. After the invoice is approved for payment in the ERP, the ERP sends a status update
request document to SAP Business Network, which is used to update the invoice status in SAP Business Network
for suppliers to track the invoice progress and also update the invoice status in SAP Ariba Invoice Management.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 11
If your external system supports rejected reason codes, you can send the rejection reason codes as an Extrinsic
in the invoice status update request document. Suppliers will see the rejection reason in the Rejected Invoice text
box when reviewing the invoice and the History tab of the invoice:

<Request>
<StatusUpdateRequest>
<DocumentReference payloadID="xW/9u5XlhUklaIw5F49fpR9k="/>
<Status text="" code="200"></Status>
<InvoiceStatus type="rejected">
<InvoiceIDInfo invoiceDate="2017-07-27T18:35:03-07:00" invoiceID="N-
NonPO-0727-6"/>
<Comments xml:lang="en">
Please correct the invoice and resubmit it again.</Comments>
</InvoiceStatus>
<Extrinsic name="RejectionReasons">
<Extrinsic name="RejectionReason">
<Extrinsic name="ReasonCode">A100</Extrinsic>
<Extrinsic name="Description">Price is different from negotiated
price for one or more line items.</Extrinsic>
</Extrinsic>
<Extrinsic name="RejectionReason">
<Extrinsic name="ReasonCode">C300</Extrinsic>
<Extrinsic name="Description">Invoiced and received quantity do not
match for one or more line items.</Extrinsic>
</Extrinsic>
</Extrinsic>
</StatusUpdateRequest>
</Request>

This functionality requires custom integration and mapping. Make sure that the reason codes and descriptions are
synchronized between your external ERP system and SAP Ariba Invoice Management. If the status update request
document includes a reason code that is not configured in SAP Ariba Invoice Management, the status update
request process fails in SAP Ariba Invoice Management and the invoice status is not updated.

 Note

You can find out if a status update request could not be processed in SAP Ariba Invoice Management by
checking the document status in your SAP Business Network account.

Rejection Reason Codes in the User Interface and Email

Notifications

When rejection reason codes for invoices is enabled, users must select one or more rejection reason codes when
rejecting an invoice. The selection of rejection reasons is supported in the user interface and when rejecting from
emails.

Rejection reason codes in the UI

When users reject an IR, they must select one or more applicable reason codes from the Rejection Reasons
chooser. Subsequent users on the approval flow of an invoice rejection can override or change the rejection reasons
selected by the previous approver.

Invoicing Data Import and Administration Guide

12 PUBLIC About Invoice Exceptions and Reconciliation
In the default configuration, IRs in Reconciling or Approving status can be rejected, but your site can be configured
to not allow rejecting IRs in Approving status.

Rejection reasons are included in the IR document, on the History tab of the IR, and are sent to the supplier on SAP
Business Network, where suppliers can see them on the invoice review page and the History tab of the invoice.

 Note

If an invoicing agent first resolves an invoice exception by adjusting the invoiced amount with the expected
amount from the associated reference document such as the purchase order, contract, or receipt, that
information is sent to the supplier when the invoice is approved for payment. (In contrast, information that
an exception was resolved by accepting the values in the invoice is not included in the invoice update to
the supplier.) This means that if your invoice validation processes allow approvers to resolve exceptions by
accepting the amount specified on the associated reference document before rejecting an invoice, suppliers
will see the invoice exception description of the disputed invoice exception, the rejection reason codes, and any
additional comments to them.

Rejection reason codes in email rejections

When users reject an IR through email, the way to select the rejection reason codes differs depending on the email
format:

• In plain text format, which includes embedded links and allows users to approve, deny, or reject requests using
checkboxes, the list of rejection reason codes and descriptions is displayed in the reply message when users
click the Reject button in the email. Users place an 'X' in the bracket ([ ]) in front of the rejection reason code to
select applicable reasons for rejection.
• In compact text format, which does not include embedded links and requires a user to type customizable
keywords to indicate their action, users manually enter the action ('reject') followed by a comma separated list
of rejection reason codes in the next line. The list of rejection reason codes and their descriptions are included
in the email message for reference.
• In HTML format, users cannot reject an IR via email. Instead, they will be redirected to the SAP Ariba
application when they click the Reject button.

About invoice exception types and conditions

Invoice exception types describe the situations that result in exceptions. Conditions, such as tolerance calculations
and invoice exception ranking, describe factors that affect when an exception is triggered and how exceptions are
ranked in importance when there are multiple exceptions.

Default invoice exception types [page 14]

Applying invoice exception types to specific types of invoices [page 20]

Restricting dispute on invoice exceptions [page 21]

How to restrict users from disputing an invoice exception [page 22]

Defining invoice exception types for specific invoice source documents [page 23]

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 13
 Invoice exception type overrides [page 28]

Tolerance calculations [page 29]

About validation behavior [page 32]

Skipping validation for an invoice exception type or override [page 32]

About invoice exception ranking [page 34]

About standard line categories [page 35]

Procurement line types [page 35]

Default invoice exception types

The default configuration defines typical validation rules for an extensive set of possible invoice exception types.

These exception types handle situations, such as:

• Matching exceptions, such as those for unmatched invoice or line item

• General exceptions, such as those for shipping charges or tax amounts
• Purchase order exceptions, reflecting differences between an order and an invoice
• Contracts exceptions, reflecting differences between a contract and an invoice
• Payment exceptions, such as differences in payment terms

Some exception types interact with other functionalities available in your SAP Ariba solution. These include:

• Tax Calculation Exceptions [page 14]

• Receiving Exceptions [page 15]
• Exception Types for Partial Invoicing [page 15]
• Unmatched Exceptions [page 16]
• PO Variance Exceptions [page 16]
• Exception types for goods receipt-based invoice verification [page 17]
• Invalid Requester Exception [page 19]

Tax calculation exceptions

Tax tables are used to verify the tax amount on invoice line items. When the tax amount on the invoice does not
match the calculated tax amount, a tax exception occurs.

The TaxCalculationFailed and WHTTaxCalculationFailed exception types use a tolerance operation of

any. These exceptions occur if an invoice has an indirect or withholding tax but SAP Ariba Procurement solutions
are unable to calculate an applicable tax on the invoice. These exceptions indicate a possible gap in your tax tables.
If your tax tables are correct, these exceptions indicate an invalid tax applied on the invoice. These exception types
use only a percentage tolerance. Absolute tolerances are not appropriate for these exceptions.

If both the invoice and calculated taxes exist, the UnderTaxVariance, OverTaxVariance,
WHTUnderTaxVariance, and WHTOverTaxVariance exceptions are used to compare the two tax amounts and
validate the difference against the tolerances defined in your configuration. For withholding taxes, the absolute

Invoicing Data Import and Administration Guide

14 PUBLIC About Invoice Exceptions and Reconciliation
values of the taxes are considered. For example, a withholding tax of USD -20 if considered greater than a
withholding tax of USD -10.

 Note

For UnderTaxVariance and WHTUnderTaxVariance, if you set an absolute tolerance, specify a negative
number. It's incorrect to specify a positive number.

If your company uses accrual accounting, the differences in tax amounts might reflect accounting differences
rather than actual exceptions. For example, if the vendor does not record tax at the point of sale, the tax amount on
the invoice might differ from the calculated tax amount. In this situation, your SAP Ariba application includes the
ability to accumulate accrued taxes as an expected payment, and to recognize the difference in tax amounts as an
accrued tax amount.

Also, if sales tax was included for a line item on the invoice that was meant for accrual, an AccrualTaxVariance
exception is returned.

The date based on which taxes are calculated in invoice reconciliation documents is customizable. By default, SAP
Ariba Procurement solutions use the creation date of the invoice reconciliation document; but for more acurate tax
calculations, SAP Ariba recommends you to use the invoice date. Contact SAP Ariba Support to change the tax
calculation date.

Receiving exceptions

The default configuration defines exception types based on received quantities. The behavior of these exception
types depends on how receiving is set up for your site.

The received quantity variance exception checks the OrderLineItem.NumberAcceptedInvoiceable field. This
field is set during receiving, and updated when receipts are generated.

Related Information

Exception types for goods receipt-based invoice verification [page 17]

Exception types for partial invoicing

When comparing invoice amounts for partial invoicing, a cumulative amount invoiced accumulator is used to
calculate invoice exceptions for partial invoicing.

In exceptions such as the reject amount variance, this accumulator is used to make sure that the percentage
variance does not become artificially high as the amount left to be invoiced decreases. For calculating such
exceptions, the cumulative amount invoiced is compared to the amount ordered. This comparison ensures that the
percentage tolerance remains constant, even as the amount left to be invoiced decreases.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 15
Unmatched invoice exceptions

Exceptions of type UnmatchedInvoice occur when the invoice reconciliation document cannot be matched to the
order or contract.

The FieldPathToValidate value is ignored during the validation, but is used for formatting the exception
description, for example:

Ariba Invoice is unable to match a purchase order to the invoice of amount {1}

Unmatched exceptions have a higher priority than other exception types. If an invoice reconciliation document has
an unmatched exception, no other exceptions are initially generated. Header exceptions and line item exceptions
are ranked separately—if an unmatched line item exception occurs, it does not prevent other header-level
exceptions from being generated.

PO variance exceptions

POAmountVariance Exception Type

Exceptions of type POAmountVariance occur when the POAmountInvoiced field on the invoice does not match
the Order.AmountOrderedInvoiceable field on the order. The POAmountInvoiced field includes regular line
invoiced amounts as well as charge amounts, if any, such as taxes, shipping, and handling.

If your site supports taxes, charges, and discounts on purchase orders, the Order.AmountOrderedInvoiceable
field includes any taxes, charges, and discounts applied on the purchase order. In this case, the default
configuration for the POAmountVariance exception is correct.

If your site does not support taxes, charges, and discounts on purchase orders, you can configure
the POAmountVariance exception type to compare the Order.AmountOrderedInvoiceable field
on the purchase order with the derived field POAmountInvoicedLessCharges on the invoice.
The POAmountInvoicedLessCharges field is calculated by excluding the charge amounts from the
POAmountInvoiced field.

For example:

Cp1252
"UniqueName","HeaderOnly","InvoiceCategory","LineCategory","LineType","FieldPathToVa
lidate",
"FieldPathTarget","FieldPathToValidateAgainst","FieldPathSourceOnDispute","NullAllow
ed",
"ToleranceOperation","AbsoluteTolerance","PercentageTolerance","AbsoluteRank","Relat
iveRank",
"AutoReject","QuantifiableOnly","SpendCategoryDriver","SpendCategory","IgnoreAutoAcc
ept"
"POAmountVariance",true,3,0,"","POAmountInvoicedLessCharges","TotalCost",
"Order.AmountOrderedInvoiceable","POAmountOrderedLessPreviouslyInvoiced",false,"or",
10,1.20,10,2,false,false,"","",false

POAmountInvoicedLessCharges is the amount that is already invoiced on the matched purchase order,
including the current invoice amount, but excluding any tax and shipping amounts.

Exceptions of type POPriceVariance are filtered by line category, and apply to standard line items only, not to
items assigned to line-type categories. When your SAP Ariba application extracts line items to validate, it filters the

Invoicing Data Import and Administration Guide

16 PUBLIC About Invoice Exceptions and Reconciliation
set of line items and checks only those that are of line category 1 (exception line items). This exception specifies
that a line item has an exception when the Description.Price field does not match the ExpectedPrice field
within the defined tolerances.

POCatalogPriceVariance Exception Type

Exceptions of type POCatalogPriceVariance are filtered both by line category and by line type. Your SAP Ariba
application validates only line items that are procure line items and then filters again to select only line items that
are of line type _CatalogItem.

Purchase Order Tax and Charge Amount Variance Exception Types

If your site supports taxes, charges, and discounts on purchase orders, you can
activate the POTaxAmountVariance, POTaxLineAmountVariance, POChargeAmountVariance, and
POChargeLineAmountVariance invoice exception types to generate invoice exceptions when the tax or charge
amounts on the purchase order do not match the tax and charge amounts on the invoice. To resolve these
exceptions, you can only accept the invoice tax or charge amounts.

• POTaxAmountVariance: This exception is displayed if the total tax amount on the invoice and the total tax
amount on the purchase order vary by a value greater than the tolerance set.
• POTaxLineAmountVariance: This exception is displayed if the line-level tax amount on the invoice and the
line-level tax amount on the purchase order vary by a value greater than the tolerance set.
• POChargeAmountVariance: This exception is displayed if the total charge amount on the invoice and the total
charge amount on the purchase order vary by a value greater than the tolerance set.
• POChargeLineAmountVariance: This exception is displayed if the line-level charge amount on the invoice
and the line-level charge amount on the purchase order vary by a value greater than the tolerance set.

Exception types for goods receipt-based invoice verification

For SAP Ariba Invoice Management sites that support goods receipt-based invoicing, there are invoice exceptions
for discrepancies between the amount, quantity, and unit price between the invoice and receipt. There's also an
exception if no matching receipt is found.

If your site supports goods receipt-based invoice verification, we recommend activating these exception types.

When invoices are validated, if these exceptions arise, SAP Ariba Invoice Management adds the Receiving Manager
group to the approval flow of the invoice reconciliation to resolve them.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 17
Receipt Amount Variance

The amount for a line item on the invoice doesn't match the amount for the item on the associated receipt, and the
difference is greater than the tolerance defined for the exception. For example:

• Receipt Amount Variance tolerance set to 4%.

• 10 keyboards were ordered, invoiced, and received.
• Amount on invoice: 1,050 USD.
• Amount on receipt: 1,000 USD.

Receipt Amount Variance exception is triggered because the amount difference of 50 is greater than 4%.

Receipt Quantity Variance

The quantity for a line item on the invoice doesn't match the quantity for the item on receipts that reference the
same ship notice, and the difference is greater than the tolerance defined for the exception.

This exception is also triggered if the quantity for the invoice item’s matching receipt item has already been fully
allocated. For example:

• Receipt Quantity Variance tolerance set to 10%.

• 10 keyboards were ordered and invoiced.
• 8 keyboards were received.

Receipt Quantity Variance exception is triggered because quantity difference of 2 is greater than 10%.

Receipt Unit Price Variance

The unit price of a line item on an invoice doesn't match the unit price of the item on the receipt, and the difference
is greater than the tolerance defined for the exception. For example:

• Receipt Unit Price Variance tolerance set to 10%.

• 10 keyboards were ordered, invoiced, and received.
• Price on invoice: 120 USD.
• Price on receipt: 100 USD.

Receipt Unit Price Variance exception is triggered because price difference of 20 is greater than 10%.

Matching Receipt Not Found

The invoicing solution could not find a receipt referencing the ship notice associated with a line item on the invoice.
For example:

• 10 keyboards were ordered and invoiced.

The item was marked as Ship Notice Required on the order, but there's no receipt for that ship notice.

Invoicing Data Import and Administration Guide

18 PUBLIC About Invoice Exceptions and Reconciliation
Matching Receipt Not Found exception is triggered.

 Note

An electronic invoice typically arrives in SAP Ariba Invoice Management before goods
are received. You can set the parameter Days to delay creating an IR document
(Application.Invoicing.DaysToDelayIRCreation) to delay the start of reconciliation for a specific
amount of time to avoid triggering the Matching Receipt Not Found exception all the time.

Invalid requester exceptions

Use the invalid requester invoice exception to autoreject non-PO invoices submitted from SAP Business Network.

 Note

Autorejection does not apply to non-PO invoices submitted through an invoice conversion service. For
information about working with an invoice conversion service, see the SAP Business Network Guide to Invoice
Conversion.

In addition to allowing to autoreject non-PO invoices with invalid email addresses, the Requester Defaulting feature
defaults the requester (on behalf of) on an invoice to the requester of the order for manually entered PO-based
invoices or PO-based invoices submitted from SAP Business Network and validates the requester on all invoices.

Use the Invalid Requester invoice exception to configure autorejection for non-PO supplier entered invoices that
have invalid Sold To addresses. If you want to disable autorejection, you must deactivate the invoice exception,
which allows members of the Invoice Agent group to correct any invalid email addresses.

About Invalid Requester invoice exception is activated

Non-PO invoices that have been entered manually by the supplier or submitted through EDI or cXML
(SubmissionMethod = Online or EDI or cXML and InvoiceOrigin = Supplier) are auto-rejected.

This also applies to non-PO invoices that reference invalid purchase order IDs or invalid contract IDs (Customer
Order # or Contract # field in the Create Invoice supplier user interface in SAP Business Network).

Invoices are rejected with the following messages:

The email address (Sold To) <email address> on the invoice is invalid.

All other types of non-PO invoices with invalid or missing requester (Sold To) addresses including non-PO invoices
that have been submitted through an invoice conversion service (ICS invoices identified by SubmissionMethod =
PaperViaICS) generate a validation error and the Invoice Agent group is added to the approval flow to choose a
valid requester and process the invoice reconciliation. The requester is set to ‘aribasystem’.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 19
About Invalid Requester invoice exception is deactivated

Regardless of the submission method or origin, the invoice is forwarded to an exception handler to resolve the
invalid requester validation error. The requester is set to ‘aribasystem’.

 Note

The Invalid Requester invoice exception is only checked in sites where the requester defaulting feature is
enabled.

Applying invoice exception types to specific types of

invoices
You can choose which types of invoices an invoice exception type applies to.

Each invoice exception type includes a Apply to Specific Invoice Types field that lets you limit the types of invoices
the exception type applies to. If you limit an exception type to specific types of invoices, an exception is raised only
for the invoice types you specify, increasing flexibility for the invoice reconciliation processes.

Setting Apply to Specific Invoice Types to Yes displays a list of choices. You can choose one or more of the
following:

• Standard (for standard invoices)

• Credit Memo
• Line Item Credit Memo
• Line Item Debit Memo

The Import Invoice Exception Type Validation Data and Export Invoice Exception Type Validation Data tasks
include an InvoicePurposes column, which holds a comma-separated list of the types of invoice documents are
applicable for the invoice exception type. This column corresponds to the Apply to Specific Invoice Types field
in the user interface. An empty value in the InvoicePurposes column means the invoice exception type is not
restricted; it's applied to all invoice types.

 Note

Choosing invoice types for an invoice exception type doesn't override site parameter settings. For example,
if the parameter Application.Invoicing.SkipLineCreditMemoExceptions, which is set by SAP Ariba
Support, is set to Yes, exceptions aren't raised against line-item credit memos, regardless of the Apply to
Specific Invoice Types field.

Related Information

Defining invoice exception types for specific invoice source documents [page 23]
Invoice exception type overrides [page 28]
Skipping validation for an invoice exception type or override [page 32]
Tolerance calculations [page 29]

Invoicing Data Import and Administration Guide

20 PUBLIC About Invoice Exceptions and Reconciliation
Restricting dispute on invoice exceptions
You can restrict users from disputing certain invoice exceptions, preventing them from disputing some exceptions
while allowing them to dispute other exceptions.

You control which exceptions users can and cannot dispute on the edit page of the exception type. To prevent users
from disputing an exception, set the Prevent Invoice Dispute field to Yes for the invoice exception type. To allow
users to dispute an exception, set the Prevent Invoice Dispute field to No.

 Note

Your site might be using a custom label other than Accept Expected for the dispute action.

When the parameter Prevent dispute of invoices(Application.Invoicing.DisallowDispute) is set to

No, you can disable the Accept Expected option using the Prevent Invoice Dispute field on the invoice
exception type configuration page.

Related Information

How to restrict users from disputing an invoice exception [page 22]

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 21
How to restrict users from disputing an invoice exception
You can prevent users from disputing individual exceptions on an invoice. For example, when legally mandated
taxes are applied to an invoice, you can restrict users from disputing exceptions related to those taxes.

Prerequisites

Members of the Customer Administrator or Invoice Administrator group can perform this task.

The parameter Prevent dispute of invoices (Invoicing.Application.DisallowDispute) must be set to No

in order for the Prevent Invoice Dispute option to take effect.

The SINV-6861: Restrict dispute per invoice exception type feature must be enabled.

Context

You can choose which invoice exceptions they want to restrict users from disputing. By restricting which exceptions
users can dispute, users must accept what the supplier is offering. The Prevent Invoice Dispute field on the
Invoice Exception Types page controls whether or not the user can dispute the exception. When the Prevent
Invoice Dispute field is set to Yes, users cannot dispute the exception. When the Prevent Invoice Dispute field is
set to No, users can dispute the exception.

If your site has the parameter Prevent dispute of invoices set to Yes, but you want to allow users to dispute certain
exceptions and prevent them from disputing all exceptions, you can configure the exception types and then turn
the parameter off. Set the Prevent Invoice Dispute field to Yes for the exception type you want to allow users to
dispute, and then set the parameter to No. This allows users to dispute certain exceptions and prevents undesired
disputes from occurring.

When the parameter Prevent dispute of invoices is set to Yes, the Prevent Invoice Dispute field can be changed to
Yes or No, but the Accept Expected option is never available. When the parameter Prevent dispute of invoices is
set to No, the Prevent Invoice Dispute field can be changed and the Accept Expected option is available.

 Note

Your site might be using a custom label other than Accept Expected for the dispute action.

With the following exception types, the Prevent Invoice Dispute field is set to Yes and cannot be edited:

Canceled Order Contract Amount Variance Contract Hard Maximum Limit

Exceeded

Contract Line Amount Variance Contract Not Invoiceable Contract Not Invoicing

Invalid Invoice Date Invalid Requester Invoice currency mismatch

Invoice has mathematical errors Invoice has mixed amounts Invoice has mixed currency

Invoice Line matched to a Pcard Order Matching Receipt Not Found PO Amount Variance

PO Charge Amount Variance PO Closed for Invoicing PO Line Charge Amount Variance

Invoicing Data Import and Administration Guide

22 PUBLIC About Invoice Exceptions and Reconciliation
 PO Line Closed For Invoicing PO Line Rejected for Invoicing PO Line Tax Amount Variance

PO Max Amount Variance PO Rejected for Invoicing PO Service Date Variance

PO Tax Amount Variance Tax Calculation Failed Withholding Tax Calculation Failed

You can also prevent users from disputing exceptions based on the invoice. The Prevent Invoice Dispute field can
be overridden for any one of the following invoices:

• Invoices that use a specific supplier

• Invoices with a specific commodity code for line items
• Invoices that belong to a specific procurement unit
• Invoices that are based on a specific currency

Procedure

1. From the dashboard, choose Manage Core Administration .

2. Navigate to the invoice exception type by performing one of the following actions:

• In SAP Ariba Buying and Invoicing, choose Procure-to-Pay Manager Invoice Exception Types .
• In SAP Ariba Invoice Management, choose Invoicing Manager Invoice Exception Types .
3. Search for the invoice exception type you want to apply the restriction to.
4. From the Actions dropdown, select Edit.
5. In the Prevent Invoice Dispute field, choose one of the following options:

• Select Yes to hide the Accept Expected option on the Invoice Exception Types page.

• Select No to allow users to select the Accept Expected option on the Invoice Exception Types page.
6. Click Save.

Defining invoice exception types for specific invoice source

documents

You can define a custom invoice exception type so it's applied only to invoices that have a particular type of order or
other source document.

For example, some customers want to raise certain invoice exceptions for service order invoices and other invoice
exceptions for invoices for material goods orders. Limiting the situations in which exceptions are raised can ease
the invoice reconciliation process.

In Ariba Administrator, each invoice exception type has an Invoice Source field (formerly called Invoice Category)
for specifying which invoices the exception type applies to based on the source document for the invoice.
Exceptions are raised only for invoices that are based on the specified source.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 23
If you choose All documents or Purchase orders only as the invoice source, the field Refine invoice source by
conditions is available, with the following options:

• No, apply to all conditions: there is no additional refinement of the selected invoice source. This is the default
setting.
• Yes, apply to specific conditions: use the checkboxes to specify conditions that refine the invoice source. For
example, you can refine the source to service orders only, or to both service orders and orders marked for
goods receipt-based invoice verification.
The following figure shows the checkboxes available when the invoice source is All documents. In this example,
the invoice exception type is applicable to invoices based on either service orders or orders marked for goods
receipt-based invoice verification.

The following table describes invoice source documents and the conditions for further refining them.

Invoicing Data Import and Administration Guide

24 PUBLIC About Invoice Exceptions and Reconciliation
 Predefined conditions for refining the
Invoice source Description source

All documents The exception type applies to invoices re- • Regular order (not a limit order,
gardless of the type of source document. an order marked for goods receipt-
based invoice verification, or a serv-
ice order with a service sheet)
• Regular contract
• Regular non-PO (for example, or-
ders created in an external ERP sys-
tem)
• Service order (with a service sheet)

 Note
Service orders without service
sheets are treated as regular or-
ders.

• Limit order
• Order marked for goods receipt-
based invoice verification

Purchase orders only The exception type applies to invoices • Regular order (not a service order,
based on purchase orders created in the limit order, or order marked for
SAP Ariba solution. goods receipt-based invoice verifica-
Checkboxes let you narrow the orders tion)

down to orders with or without a con- • Service order (with a service sheet)
tract: • Limit order
• Order marked for goods receipt-
based invoice verification

No-release contracts only The exception type applies to invoices No conditions exist for contract source
based on no-release contracts.
documents.

This option is the same as choosing All

documents and refining by the Regular
contract condition.

None (non-PO) The exception type applies to invoices No conditions exist for non-SAP Ariba
based on purchase orders or other docu-
source documents.
ments created outside the SAP Ariba sol-
ution (non-PO invoices). This option is the same as choosing All
documents and refining by the Regular
non-PO condition.

Invoice source fields in data import and export tasks

The Import Invoice Exception Type Validation Data and Export Invoice Exception Type Validation Data tasks
include columns for indicating the applicable invoice source documents.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 25
Table 1: Invoice source document fields in Import Invoice Exception Type Validation Data and Export Invoice Exception Type
Validation Data
Import/export field Value Field name in the user interface

InvoiceCategory Integers represent invoice source docu- Invoice Source

ment types. Here are the possible integer
values with their corresponding settings
in the user interface.

• 0: All documents
• 1: Purchase orders only, with the
Orders without contract checkbox
selected
• 2: Purchase orders only, with
the Orders with contract (release
orders) checkbox selected
• 3: Purchase orders only, with
the Orders without contract and
Orders with contract (release
orders) checkboxes selected
• 4: No-release contracts only
• 8: None (non-PO)

Invoicing Data Import and Administration Guide

26 PUBLIC About Invoice Exceptions and Reconciliation
 Import/export field Value Field name in the user interface

SpecialConditions An expression that defines the conditions The refinement options under Invoice
Source.
for refining the specified source docu-
ment.

• RegularOrder
• RegularContract
• RegularNonAriba (corresponds
to None (non-PO) in the user inter-
face)
• ServiceOrder
• LimitOrder
• GRBased

For example:

RegularNonAriba or GRBased

means the invoice exception type applies

to invoices that have no source docu-
ment in SAP Ariba or are for orders
marked for goods receipt-based invoice
verification.

To remove all conditions, enter null.

This is the same as choosing No, apply
to all conditions for the exception type in
Ariba Administrator.

An empty value leaves the current re-

finement conditions in place. In other
words, it makes no changes to the
SpecialConditions field.

Example

The following 3-column excerpt of the InvoiceExceptionTypeValidationExport.csv file shows an example

of InvoiceCategory and SpecialConditions values.

 Sample Code

UniqueName,InvoiceCategory,SpecialConditions
MyCustomExceptionType,3,RegularOrder or ServiceOrder or LimitOrder

In the example, the invoice exception type MyCustomExceptionType:

• Applies to purchase orders with or without a contract: InvoiceCategory = 3

• Applies to invoices based on regular orders, service orders, or limit orders
• Doesn't apply to invoices based on goods receipts

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 27
Related Information

Applying invoice exception types to specific types of invoices [page 20]

Invoice exception type overrides [page 28]
Skipping validation for an invoice exception type or override [page 32]
Tolerance calculations [page 29]

Invoice exception type overrides

The Invoice Exception Type Override feature allows you to define tolerances at the supplier level and the commodity
code level for each invoice exception type.

This allows for more efficient invoice reconciliation and exception handling, where, for example, a greater tolerance
is more suitable for some suppliers, while for others, a more narrow tolerance is desirable.

Configuring invoice exception type overrides is a two step process: creating the override, and applying it.

1. Create available exception type overrides by suppliers, commodity code, purchasing unit, or currency.
You can create these overrides on the Invoice Exception Types page for any invoice exception type.
Each exception type has an Overrides tab. Regardless of which invoice exception type you're editing when you
create an override, the override will be available for use with any invoice exception type.
2. Apply the override to the invoice exception type, and specify the absolute and percentage tolerances, a rank for
the applied override, and whether to automatically reject invoices that trigger exceptions.

 Note

You cannot create invoice exception type overrides for boolean (yes/no) or field type (Supplier, Commodity)
checks on PO Payment Terms mismatched exceptions.

Invoice exception overrides by currency are applied in one of two ways, depending on site configuration:

• In sites that apply exception type absolute tolerance values in the site's default currency (the default behavior),
if the site's default currency is USD, an absolute tolerance value of $10 is applied to all invoices, and is
converted into the invoice currency for invoices that use non-USD currencies. An invoice manager can create
an exception override for JPY of 10; that amount is converted from dollars to yen and then applied to invoices
in JPY. In this case, the absolute tolerance amount for the currency override fluctuates with the exchange
rate, and if there is a significant change to the exchange rate between when the purchase order is created
and invoiced, the invoice reconciliation might generate unintended variance exceptions that must be manually
reconciled. It also might not reflect purchasing power or other local conditions for the specific currency.
• In sites that are configured to apply absolute tolerance amounts in the invoice currency rather than the site
default currency (the recommended configuration), invoice managers can set an exception type absolute
tolerance of 10, which is applied as $10 on a USD invoice and ¥10 on a JPY invoice. The invoice manager
can then set an exception type override with an absolute tolerance of 110 for JPY. In this case, the absolute
tolerance amount for the currency override is fixed and is applied consistently as ¥110. It can be adjusted up or
down to reflect purchasing power or other local conditions for the specific currency, rather than being tied to
the site's default currency and the current exchange rate.

Invoicing Data Import and Administration Guide

28 PUBLIC About Invoice Exceptions and Reconciliation
Related Information

About exception type override ranking [page 35]

Applying an override to an invoice exception type [page 42]
Skipping validation for an invoice exception type or override [page 32]
How to configure an invoice exception type to be skipped [page 43]

Tolerance calculations

Tolerance calculations are based on operations that define how the absolute and percentage tolerances are
evaluated to trigger exceptions.

The absolute tolerance setting is evaluated first. The absolute tolerance values can be either based on the invoice
amount or quantity only (invoice-based absolute tolerance) or based on the difference between the invoice and the
PO or contract amount or quantity (difference-based absolute tolerance).

 Note

For the UnderTaxVariance and WHTUnderTaxVariance exception types, if you set an absolute tolerance,
specify a negative number. It's incorrect to specify a positive number.

Absolute Tolerance Threshold Tolerance Operator. Result

Exceeded And Exception is triggered

Exceeded Or Evaluate percentage tolerance:

• Percentage tolerance met --> No exception

• Percentage tolerance exceeded --> Exception is
triggered

Met (below threshold) And Evaluate percentage tolerance:

• Percentage tolerance met --> No exception

• Percentage tolerance exceeded --> Exception is
triggered

Met (below threshold) Or No exception

Absolute Tolerance Threshold is Exceeded

Absolute tolerance threshold exceeded means the absolute tolerance threshold is not met.

If the tolerance operation is And, the percentage tolerance does not have to be evaluated, and an exception is
triggered by having exceeded the absolute tolerance value alone. If the tolerance operation is Or, the percentage
tolerance is evaluated to determine if the values on the invoice are within the percentage tolerance calculation (no
exception) or if the values on the invoice exceed the percentage tolerances (exception is triggered).

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 29
Absolute Tolerance Threshold is Met

Absolute tolerance threshold met means that the values on the invoice (for invoice-based absolute tolerance
configuration) or the difference between the values on the invoice and PO or contract (for difference-based
absolute tolerance configuration) are below the threshold settings.

If the tolerance operation is Or, no further calculations are necessary and the invoice line or invoice is accepted. If
the tolerance operation is And, the percentage tolerance is evaluated. If the percentage tolerance is met, no invoice
exception is triggered. If the percentage tolerance is not met, an invoice exception is triggered.

If the absolute tolerance value is 0 (zero), the tolerance operation is always evaluated, and the percentage
tolerance setting determines exception handling.

If the percentage tolerance is 0, invoice amount or quantities are evaluated using the absolute tolerance values
alone.

Tolerance threshold examples

Tolerance threshold examples are based on this scenario: an absolute tolerance value of 50 is set on the PO Line
Amount Variance exception, and the tolerance is applied to the difference between the invoice and the PO. The
percentage tolerance value is 1.03 (3%).

Tolerance threshold example 1:

The PO line item amount is 1,000.00 and the invoice line item amount is 1,045.00. The tolerance operation is Or.

Result: The absolute tolerance (the difference between the PO line amount and invoice amount, 45, is less than the
tolerance threshold of 50) is met, and the tolerance operation is evaluated. The invoice line is accepted because the
tolerance operation is Or.

Tolerance threshold example 2:

The PO line item amount is 1,000.00 and the invoice line item amount is 1,045.00. The tolerance operation is And.

Result: The absolute tolerance (the difference between the PO line amount and invoice amount, 45, is less than the
tolerance threshold of 50) is met, and the tolerance operation is evaluated. The percentage tolerance is evaluated
because the tolerance operation is And. The percentage tolerance threshold (3% of PO line amount of 1,000.00 =
30) is not met. An invoice exception is triggered.

Tolerance threshold example 3:

The PO line item amount is 1,000.00 and the invoice line item amount is 1,055.00. The tolerance operation is Or.

Invoicing Data Import and Administration Guide

30 PUBLIC About Invoice Exceptions and Reconciliation
Result: In this case, regardless of the tolerance operation, an invoice exception is triggered because both, the
absolute (50) and percentage (3% of PO line amount of 1,000.00 = 30) tolerance thresholds are exceeded.

Tolerance threshold example 4:

The PO line amount is 5,000.00, invoice line amount is 5,065.00. Tolerance operation is Or.

Result: The absolute tolerance difference threshold (50) is exceeded, and the tolerance operation is evaluated.
The percentage tolerance (3% of 5,000.00 = 150.00) is met (i.e. the difference between the line item invoice
amount and PO line item amount is within the threshold set by the percentage tolerance setting). The invoice line is
accepted.

Tolerance threshold example 5:

The PO line amount is 5,000.00, invoice line amount is 5,065.00. Tolerance operation is And.

Result: The absolute tolerance difference threshold (50) is exceeded, and the tolerance operation is evaluated.
Since the tolerance operation is And, and the absolute tolerance is not met, an invoice exception is triggered.

About absolute variance tolerances with contract limits

When defining a contract request, contract managers can set a percent tolerance value on the contract’s maximum
limit. That tolerance is checked during exception calculation to decide if an invoice triggers an exception or not.

Suppose a contract of USD 10,000.00 has a percentage tolerance of 2%. If the invoice line amount is for USD
10,150.00, the invoice is accepted because the amount is within the allowable tolerance limit.

If the contract line item variance exception is configured for an absolute variance tolerance of 100, and the contract
tolerance limit is not a hard limit, then only invoice line item amount values greater than 10,300 will trigger an
exception. In effect, the allowable tolerance values of the contract and the invoice exception are combined to
determine the maximum allowable amount that does not trigger an exception.

If the contract limit is defined as a hard limit, the variance tolerance defined for the exception is disregarded. In this
example, any invoice amount over USD 10,200.00 will lead to an automatic rejection of the invoice.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 31
About validation behavior

The behavior of validation depends on the values in Field Path to Validate, Field Path to Validate
Against, and Tolerance Operation (columns FieldPathToValidate, FieldPathToValidateAgainst, and
ToleranceOperation in InvoiceExceptionTypeValidation.csv).

The process is as follows:

• If you specify Field Path To Validate, but not Field PathTo Validate Against or Tolerance Operation, the validity
check tests only the specified Field Path to Validate to see if it is null.
• If you specify Field Path To Validate and Field Path To Validate Against, but not ToleranceOperation, the validity
check tests to see if the two fields are equal.
• If you specify Tolerance Operation of or or and, the validity check tests the absolute tolerance first and then the
percentage tolerance (if necessary).
• If you specify Tolerance Operation of any, the validity check tests for the existence of a field.
• If you specify Tolerance Operation of boolean, the validity check tests for the Boolean value of the field Field
Path To Validate Against, which can be set to any Boolean field. If the boolean is set to True, no exception will be
generated.
• If you specify Tolerance Operation of boolean, the validity check skips NullAllowed.

Skipping validation for an invoice exception type or

override

During invoice reconciliation, it's possible to skip validation of an exception type in some cases while applying it in
other cases.

For example, you might want to skip currency mismatch validation for one or two purchasing units but apply it to all
other purchasing units. Or you might want to skip an exception type for all suppliers except one or two.

Skipping exception types in specific circumstances can reduce the number of unnecessary exceptions, speeding
up the reconciliation process.

Workflow

The following high-level steps describe the workflow when you configure the invoice reconciliation process to skip
validation for an invoice exception type.

1. A user with administrative permissions configures an invoice exception type to be skipped either by default or
with an override.
2. The invoice reconciliation process checks the Skip Exception settings for the active invoice exception types,
checks the information in the invoice (if there are overrides for skipping exception types), and determines
whether to validate for an exception type or skip it.

Invoicing Data Import and Administration Guide

32 PUBLIC About Invoice Exceptions and Reconciliation
  Note

If more than one exception type override is applicable to the invoice, only the highest-ranking applied
override is used. Keep this in mind if the override for skipping (or applying) the exception type has a lower
rank.

3. In cases where the invoice reconciliation process skips validation for an exception type, no exceptions are
raised. In cases where validation is not skipped, exceptions are raised if applicable.

Example

Suppose you have purchasing units set up based on countries/regions, and you want to skip currency mismatch
validation for Russia but apply it to all other countries/regions.

1. In Ariba Administrator, open the Invoice currency mismatch exception type.

2. Because you want the reconciliation process to validate for this exception type for almost all purchasing units,
make sure Skip Exception is set to No on the Default tab of the exception type.
3. On the Overrides tab for the exception type, create an override based on purchasing unit, and specify the
Russia purchasing unit.
4. Add the override to Applied Overrides, and check Skip Exception. Checking Skip Exception tells the
reconciliation process not to raise currency mismatch exceptions for invoices associated with the Russia
purchasing unit.

 Note

You might have to use the Table Options icon  to display the Skip Exception column in the Applied
Overrides table.

Behavior of Skip Exception combinations for exception types and overrides

The following table describes the effects of the possible combinations of Skip Exception settings for a particular
invoice exception type.

• A setting of No means the reconciliation process can raise exceptions based on the exception type. Validation
is not skipped.
• A setting of Yes means the reconciliation process skips validation for the exception type and doesn't raise
exceptions.

Skip Exception setting on the Default Skip Exception setting in the applied
tab override Result

No No The reconciliation process always vali-

dates for the exception type.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 33
Skip Exception setting on the Default Skip Exception setting in the applied
tab override Result

No Yes The reconciliation process validates for

the exception type by default and skips
validation for invoices that satisfy the
conditions set in the override.

Yes No The reconciliation process skips valida-

tion for the exception type by default but
validates for invoices that satisfy the con-
ditions set in the override.

Yes Yes The reconciliation process always skips

validation for the exception type. This is
similar to what happens when you deac-
tivate an exception type. The difference
is that, as long as an exception type is
active, a higher-ranked applied override
with a different Skip Exception setting
can affect the reconciliation process.

Related Information

How to configure an invoice exception type to be skipped [page 43]

Applying invoice exception types to specific types of invoices [page 20]

About invoice exception ranking

The reconciliation engine uses the Absolute Rank value to determine the order for checking exceptions.

The process is as follows:

1. The reconciliation engine generates exceptions for the header.

A higher-ranked header exception prevents any lower-ranked header exceptions from being generated.
2. The reconciliation engine executes the same logic for lines. It uses any previously generated header exceptions
in the comparison. A higher-ranked header exception can supersede all line-level exceptions.
3. If an invoice has two or more exceptions with the same absolute rank, the results depend on whether the
invoice exception types have the same target field (Field Path Target):
• If the target field is the same, the Relative Rank field determines the relative precedence of the exceptions.
The exception with the lowest precedence is ignored.
• If the target field is different, no exceptions are ignored.

The reconciliation engine does not re-check lower-ranked exceptions when higher-ranked exceptions are
reconciled. The ranking is used only as a filtering mechanism during the exception generation phase.

Invoicing Data Import and Administration Guide

34 PUBLIC About Invoice Exceptions and Reconciliation
About exception type override ranking

If an invoice exception has multiple overrides defined for them, and both overrides apply to the invoice line, it uses
the override rank to determine which override takes precedence.

For example, suppose the invoice exception PO Quantity Variance has both a commodity code override and a
supplier override applied to it:

Exception Type Override Type Field Value % Tolerance Override Rank

PO Qty Variance Supplier JCN 10% 10

PO Qty Variance Commodity Code Electronic 8% 20

In this example, because the rank of the Supplier override is higher than the commodity code override, the PO
Quantity Variance for the Supplier takes precedence.

About standard line categories

The Line Category field (LineCategory column in InvoiceExceptionTypeValidation.csv) specifies a line

category of the line item. Line categories separate procurement line items from the various additional categories,
such as tax, shipping, and discount. This field is used to filter line items to validate.

The following table describes the default line categories.

Category Number Category Name Description

1 Line Item For all line items, including non-catalog, customer catalog, and PunchOut

2 Tax For all tax lines

4 Shipping Charge For all charge lines with the out-of-the-box shipping charge type

8 Special Handling Charge For all charge lines with the out-of-the-box special handling charge type

16 Charge For all charge lines with customer-defined charge types

32 Discount For all discount lines. Discount lines have a negative amount.

64 Withholding Tax For withholding tax lines. These lines have a negative amount.

Procurement line types

The Line Type value (LineType column in InvoiceExceptionTypeValidation.csv) specifies the unique
internal identifier of a procurement line type. This field is used to restrict validation to line items of a certain type.

The following table describes the internal identifiers and user-visible descriptions of the default procurement line
types.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 35
Internal ID User-Visible Description

_CatalogItem Customer catalog Item

_NonCatalogItem Non-Catalog Item

_PunchOutItem PunchOut Item

_ContractExpenseItem Contract Expenses Item

Discount Discount

_FeeItem Fee (Fixed/Recurring) Item

GSTTax Goods and Services Tax

HSTTax Harmonized Sales Tax

_MiscExpenseItem Miscellaneous Expenses Item

PSTTax Provincial Sales Tax

QSTTax Quebec Sales Tax

SUTTax (PeopleSoft only) Sales/Use Tax

SalesTax (SAP and Generic only) Sales Tax

UseTax (SAP and Generic only) Use Tax

_SLAItem Service Level Agreement Item

FreightCharge Shipping

HandlingCharge Special Handling

VATTax Value Added Tax

WHTTax Withholding Tax

 Note

The leading underscore character (_) in an internal identifier for a procurement line type indicates that the
procurement line type is required.

Maintaining invoice exception types in Ariba

Administrator
Members of the Invoice Administrator, Payment Administrator, Invoice Manager, Payment Manager,
Procurement Manager, and Customer Administrator groups can manage invoice exception types using the
Invoice Exception Types task in the Invoicing Manager workspace (SAP Ariba Invoice Management) or the
Procure-to-Pay Manager workspace (SAP Ariba Buying and Invoicing) in Ariba Administrator.

If you need to add or modify multiple invoice exception types, SAP Ariba recommends you define your data in CSV
files and run the Import Invoice Exception Types and Import Invoice Exception Type Validation Data data import
tasks.

Invoicing Data Import and Administration Guide

36 PUBLIC About Invoice Exceptions and Reconciliation
 Adding or modifying invoice exception types [page 37]

About configuring invoice exception type overrides [page 41]

Applying an override to an invoice exception type [page 42]

How to configure an invoice exception type to be skipped [page 43]

How to view or delete invoice exception types [page 44]

Related Information

About Data Import Tasks for Invoice Exception Types [page 45]

Adding or modifying invoice exception types

You can create a new invoice exception type or modify an existing invoice exception type.

Prerequisites

You must be a member of the Invoice Administrator, Payment Administrator, Invoice Manager, Payment
Manager, Procurement Manager, or Customer Administrator group to add or modify exception types.

Procedure

1. Choose Ariba Procure-to-Pay Manager Invoice Exception Types (SAP Ariba Buying and Invoicing) or
Payment Manager Invoice Exception Types (SAP Ariba Invoice Management) and click Create New to
create a new invoice exception type, or select the invoice exception type you want to modify and click Edit.
2. Enter or modify information on the Create Invoice Exception Types or Edit Invoice Exception Type page. The
following table describes the fields on these pages.

 Note

Certain fields, such as Field Path To Validate, specify field names. You will need to work with SAP Ariba
Support when specifying field names.

Field Description

Partition This information is for SAP Ariba internal use.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 37
 Field Description

Adapter Source The adapter source, which can be one of the following values:
• AribaManaged—The object is not maintained in an external system. Objects with
this data source are maintained in Ariba Administrator.
• External—The object and all its data fields are maintained in an external system,
such as an ERP system or a set of CSV files. Objects with this adapter source can be
overwritten or deleted when data is imported from the external system.
• ManuallyMaintained—The source of the object is an external system, but the object
cannot be overwritten or deleted when data is imported from the external system.
You cannot modify this field in edit mode.

Unique Name The unique internal identifier for the invoice exception type. You cannot modify this field in
edit mode.

Name The display name for the invoice exception type.

Description The user-visible description for the invoice exception type. The string can take parame-
ters, indicated as {0} and {1}, where:
• {0} is the field designated in the Field Path To Validate Against field.
• {1} is the field designated in the Field Path To Validate field.

Group The Group field specifies the unique identifier of a group. Members of this group are
authorized to reconcile exceptions of the invoice exception type.

Depending on the group assigned to reconcile an invoice exception and the users’ group
memberships, users may be required to correct validation errors before they can submit
the IR. For example, users of the Invoice Agent group have full editing access and are
therefore required to correct all validation errors. Users of the Invoice Exception Processor
group have no editing access to the IR and can only reconcile exceptions (and validation
errors will need to be corrected by subsequent approvers or other exception handlers
with editing capabilities). Create custom invoice exception groups, for example combining
the Invoice Exception Processor, Invoice Header Editor, and Invoice Rejection Specialist
group, if you want to give exception handlers limited editing capabilities while ensuring an
efficient invoice exception handling workflow.

You can also associate an exception type with an approval queue by creating an approval
queue for the group specified in the Group field. When an approval queue exists for a
group, the invoice exception appears as an item in the approval queue instead of on the To
Do page of the users who belong to the group.

For information on configuring approval queues, see Approval Queues, Approval Escala-
tions, and Withdrawal Periods.

Invoicing Data Import and Administration Guide

38 PUBLIC About Invoice Exceptions and Reconciliation
 Field Description

Requester Allowed A Boolean value that determines if the requester is granted temporary permission to re-
solve this exception type. In the default implementation, the following invoice exceptions
have the Requester Allowed flag set to Yes:
• Contract Received Line Amount Variance
• Contract Milestone Amount Variance
• Contract Received Quantity Variance
• PO Received Line Amount Variance
• PO Received Quantity Variance
• Item Unmatched
If during reconciliation any of these invoice exceptions are found, the requester is
added as a watcher to the approval flow. They can then reconcile the exception that
they have been granted permission to resolve.
How the requester on the order is determined depends on your site’s configuration
and integration with your ERP:
• On orders created in the SAP Ariba procurement solution, the requester is the re-
quester on the original requisition.
• On copy orders imported from an ERP system, the requester on the last order line is
used to determine the requester on the order.

Header Only A Boolean value that specifies whether the validation considers only header-level fields.
If set to No, the validation iterates through the line items on the invoice. Header-only
exceptions are not generated for summary (or multi-PO) invoices.

Invoice Source Specifies the invoices to apply this exception type to, based on the source document for
the invoice, such as purchase order or no-release contracts. A value of All documents
means the exception type applies to invoices from all invoice sources. Any other value
means the exception type applies only to invoices with the specified invoice source docu-
ment. See also Refine invoice source by conditions.

Refine invoice source by Lets you further refine the type of source document to which you want to apply the
conditions exception type. For example, buyers might want to raise certain invoice exceptions for
service order invoices and other invoice exceptions for invoices for material goods.

Apply to Specific Invoice Lets you limit the types of invoices the exception type applies to: standard invoices, credit
Types memos, line-item credit memos, line-item debit memos.

Line Category The line category used to filter line items to validate. A value of Apply to all line
categories and line types means no filtering is performed. Any other value means that
the validation applies only to lines of the specified line category. This value is not relevant
for header-level exceptions.

Line Type The procurement line type used to restrict validation to line items of a certain type. This
field is hidden if Line Category is set to Apply to all line categories and line types.

Field Path To Validate The invoice field being validated. If the Header Only field is set to Yes, the field path starts
from the invoice reconciliation object. Otherwise, the field path starts from the invoice
reconciliation line item.

If you are defining a custom exception type, the value of the Field Path To Validate field
must name an extrinsic, which you compute and maintain. Do not specify an internal
field. Using internal fields can change the value of those fields, disrupting the logic of the
application and causing errors.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 39
 Field Description

Field Path Target The invoice field to be set when the invoice reconciliation is accepted or disputed. This
field is particularly useful when Field Path To Validate is a derived field and cannot be
used as the target field. If Field Path Target is null, Field Path To Validate is used as the
default target.

Field Path To Validate Against The invoice field to be used for comparison. This path often names a field on the purchase
order, accessible from the invoice reconciliation document.

Field Path Source On Dispute The path of the field on the invoice reconciliation document or invoice reconciliation
document line item that is used to select the value to test on the target field when the
invoice exception is disputed.

Null Allowed A Boolean value that indicates whether a null is allowed in the Field To Validate Against
field. This field is useful for comparing limits associated with contracts.

Tolerance Operation A value that specifies how the tolerance is chosen. If the tolerance operation is not
specified, the tolerance is not checked and only an exact match is valid.

Absolute Tolerance A floating-point number that defines an absolute acceptable amount.

Absolute Tolerance is typically combined with a Percentage Tolerance, using the OR

operator. For example, if you specify $5 OR 1.05%, items with tax under $5 are ignored,
and items with tax over $5 are checked to make sure the amount is within the designated
percentage.

Absolute tolerance can be a negative number. For example, if you set an absolute toler-
ance for the Under Tax Variance exception type, specify a negative number.

Apply Absolute Tolerance to If set to Yes, applies the value in Absolute Tolerance to the difference between the invoice
Difference (Field Path to Validate) and the purchase order or contract amount or quantify (Field
Path to Validate Against) (difference-based absolute tolerance).

If set to No, the value in Absolute Tolerance is applied to the invoice amount or quantity
(Field Path to Validate) only (invoice-based absolute tolerance).

Percentage Tolerance A floating-point number that defines the percentage of the field validated against. If the
value in Percentage Tolerance is 0, only the value in Absolute Tolerance is applied.

Absolute Rank An integer that determines the order for checking exceptions when multiple exceptions
exist on the invoice. Exceptions with lesser values have higher rank and are given prece-
dence.

For example, the reconciliation engine checks exceptions of rank 1 first. If the reconcilia-
tion engine generates a higher-rank exception due to a discrepancy, it does not check
the lower-rank exceptions. Only the higher-rank exception is presented to the user. The
header exceptions and line exceptions are ranked separately.

Relative Rank An integer that determines how to rank two exceptions with the same absolute rank
and target field (Field Path Target). If an invoice has multiple exceptions with the same
absolute rank and target path, the relative rank determines the relative precedence of
those exceptions. The exception with the lowest precedence is ignored.

Auto Reject A Boolean value that indicates whether failure of the validation causes the automatic
reconciliation engine to reject the invoice reconciliation document. A value of Yes means
an exception of this type causes the invoice to be auto-rejected.

Ignore Auto Accept A Boolean value that indicates whether the exception type disables auto-accept. If this
field is set to Yes, auto-accept is disabled when exceptions of this type are present. If this
field is No, exceptions of this type have no effect on auto-accept.

Invoicing Data Import and Administration Guide

40 PUBLIC About Invoice Exceptions and Reconciliation
 Field Description

Skip Exception A Boolean value that indicates whether to skip validation for the exception type. Use
this option along with the corresponding option on the Overrides tab to have the invoice
reconciliation process skip validation of an exception type in some cases while applying
it in other cases. If this field is set to Yes, the reconciliation process skips validation for
(ignores) the exception type.

Prevent Invoice Dispute A Boolean value that indicates whether to disable the Accept Expected option for invoice
exception types. If this field is set to Yes, the Accept Expected option is not available for
invoice exceptions, preventing users from disputing an exception. If this field is set to No,
the Accept Expected option is available for invoice exceptions, allowing users to dispute
an exception.

 Note
This field is only applicable if the parameter Prevent dispute of invoices
( Application.Invoicing.DisallowDispute) is set to No.

3. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.

Related Information

About Standard Line Categories [page 35]

Procurement Line Types [page 35]
About Validation Behavior [page 32]
About Tolerance Calculations [page 29]
About Invoice Exception Ranking [page 34]
Skipping validation for an invoice exception type or override [page 32]
Applying invoice exception types to specific types of invoices [page 20]
Defining invoice exception types for specific invoice source documents [page 23]

About configuring invoice exception type overrides

Configuring invoice exception type overrides is a two step process: creating the override, and applying it.

1. Create available exception type overrides by suppliers, commodity code, purchasing unit, or currency. You can
create these overrides on the Invoice Exception Types page for any invoice exception type.
2. Apply the override to the invoice exception type and specify the absolute and percentage tolerances, and
whether to automatically reject invoices that trigger exceptions.

 Note

You cannot create invoice exception type overrides for boolean (yes/no) or field type (Supplier, Commodity)
checks on PO Payment Terms mismatched exceptions.

Invoice exception overrides by currency are applied in one of two ways, depending on site configuration:

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 41
• In sites that apply exception type absolute tolerance values in the site's default currency (the default behavior),
if the site's default currency is USD, an absolute tolerance value of $10 is applied to all invoices, and is
converted into the invoice currency for invoices that use non-USD currencies. An invoice manager can create
an exception override for JPY of 10; that amount is converted from dollars to yen and then applied to invoices
in JPY. In this case, the absolute tolerance amount for the currency override fluctuates with the exchange
rate, and if there is a significant change to the exchange rate between when the purchase order is created
and invoiced, the invoice reconciliation might generate unintended variance exceptions that must be manually
reconciled. It also might not reflect purchasing power or other local conditions for the specific currency.
• In sites that are configured to apply absolute tolerance amounts in the invoice currency rather than the site
default currency (the recommended configuration), invoice managers can set an exception type absolute
tolerance of 10, which is applied as $10 on a USD invoice and ¥10 on a JPY invoice. The invoice manager
can then set an exception type override with an absolute tolerance of 110 for JPY. In this case, the absolute
tolerance amount for the currency override is fixed and is applied consistently as ¥110. It can be adjusted up or
down to reflect purchasing power or other local conditions for the specific currency, rather than being tied to
the site's default currency and the current exchange rate.

Applying an override to an invoice exception type

You can apply an existing override to an invoice exception type.

Prerequisites

An exception override must exist in the Available Overrides table of the Overrides tab before you can apply it.

Procedure

1. On the Invoice Exceptions Type page, use List All to show all invoice exceptions types, or use the search filter
to find the invoice exception type you want to apply an override for. Select Edit from the Actions button.
2. Click the Overrides tab.
3. Click Create New in the Applied Overrides section.
4. Select one of the available overrides from the pull-down menu.
5. Assign the user group responsible to resolve any invoice exceptions for this override (for example, Invoice
Agent).
6. Specify the percentage tolerance and absolute tolerance values.
7. Specify whether or not to auto-reject the invoice when this invoice exception occurs for the supplier or
commodity code on the invoice.
8. Use the Applied Driver Rank column to make sure each applied override has a different rank in the Applied
Overrides table.

Invoicing Data Import and Administration Guide

42 PUBLIC About Invoice Exceptions and Reconciliation
  Note

Changing the values in the Applied Driver Rank column doesn't affect the rank assigned to the override in
the Available Overrides table.

9. Click Save.

Related Information

How to configure an invoice exception type to be skipped [page 43]

How to configure an invoice exception type to be skipped

You can have the invoice reconciliation process skip validation of an invoice exception type in some cases while
applying it in other cases.

Prerequisites

You must be a member of the Invoice Administrator, Payment Administrator, Invoice Manager, Payment
Manager, Procurement Manager, or Customer Administrator user group in order to manage invoice exception
types in Ariba Administrator.

Context

Configuring invoice reconciliation to skip an exception type in some cases but not others typically involves setting
the Skip Exception option one way by default and setting it the opposite way in an override. In other words:

• Setting the Skip Exception field to Yes by default and applying an override where Skip Exception is set to No.
• Setting the Skip Exception field to No by default and applying an override where Skip Exception is set to Yes.

This procedure shows how to configure an exception type to be skipped using the Invoice Exception Types task
in Ariba Administrator. You can do the same thing using the Import Invoice Exception Type Validation Data and
Import Invoice Exception Type Override Validation Data data import tasks.

Procedure

1. On the dashboard, choose Manage Core Administration .

2. Perform one of the following actions:

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 43
 • In SAP Ariba Buying and Invoicing, choose Procure-to-Pay Manager Invoice Exception Types .
• In SAP Ariba Invoice Management, choose Invoicing Manager Invoice Exception Types .

3. Find the invoice exception type you want to modify, and choose Actions Edit .
4. On the Default tab, scroll down to the Skip Exception field, and choose Yes or No:

• To have the reconciliation process skip validation for this exception type by default, choose Yes. You can
create an override for the cases where you want to validate for the exception type.
• To have the reconciliation process validate for this exception type by default, choose No. You can create an
override for the cases where you want to skip validation.
5. On the Overrides tab, if you don't see the Skip Exception column in the Invoice Exception Type Default
Values table and the Applied Overrides table, use the Table Options icon  to display it.
6. In the Available Overrides section, click Create New to create an override for skipping (or not skipping)
validation for the exception type.
7. In the Applied Overrides section, click Create New to apply the override you just created.
8. Set the Skip Exception checkbox as follows:

• If you set Skip Exception to Yes on the Default tab, and you want the override to apply validation, leave the
Skip Exception checkbox unchecked.
• If you set Skip Exception to No on the Default tab, and you want the override to skip validation, check the
Skip Exception checkbox.
9. Adjust the ranks in Applied Driver Rank column of the Applied Overrides table as needed to ensure that each
applied override has a different rank.

Related Information

Skipping validation for an invoice exception type or override [page 32]

How to view or delete invoice exception types

You can see a list of your existing invoice exception types and view their details. if you don't need an invoice
exception type, you can delete it.

Prerequisites

Before deleting any invoice exception types, export your invoice exception type data to CSV files in case you need to
add them back later by running the Export Invoice Exception Types and Export Invoice Exception Type Validation
Data data export tasks.

Invoicing Data Import and Administration Guide

44 PUBLIC About Invoice Exceptions and Reconciliation
Procedure

1. Choose Ariba Procure-to-Pay Manager Invoice Exception Types (SAP Ariba Buying and Invoicing)
or Payment Manager Invoice Exception Types (SAP Ariba Invoice Management) and click List All to
display all invoice exception types, or enter search criteria and then click Search or press the Enter key.

The following table describes the columns available on the Invoice Exception Types page.

Column Description

Name The display name for the invoice exception type.

Description The user-visible description for the invoice exception type.

Header Only When checked, this column indicates that the validation considers only header-level fields. When
unchecked, this column indicates that the validation iterates through the line items on the
invoice.

Invoice Source The invoices to apply this exception type to, based on the source document for the invoice, such
as purchase order or no-release contracts.

Invoice Type Restriction The types of invoices to which the exception type applies (standard, credit memo, line-item
credit memo, line-item debit memo). A value of All means the exception type applies to all types.

This column corresponds to the field Apply to Specific Invoice Types on the details page of
invoice exception types.

2. To view the details for an exception type, click its name in the Name column. To delete it, select the invoice
exception type and click Delete.
3. Click Done to return to the previous page.

Data import tasks for invoice exception types

Data import tasks define invoice exception types and specify whether the data is required. Data import tasks are
recommended if you are creating multiple exception types at the same time.

The following table lists data import task in the recommended order of use.

Data Import Task CSV Files Imported Required

About Import Invoice Exception Types [page 46] InvoiceExceptionType.csv No

About Import Invoice Exception Type Validation Data InvoiceExceptionTypeValidation.csv No

[page 47]

About Import Invoice Exception Overrides by Common InvoiceExceptionTypeCCCOverride.cs No

Commodity Code [page 48] v

Import Invoice Exception Overrides by Supplier [page 49] InvoiceExceptionTypeSupplierOverri No

de.csv

Import Invoice Exception Overrides [page 49] InvoiceExceptionTypeOverrideDriver No

.csv

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 45
Data Import Task CSV Files Imported Required

Import Invoice Exception Type Override Validation Data InvoiceExceptionTypeOverrideValida No

task [page 50] tion.csv

You manually enter data in these CSV files.

About import invoice exception types

You can use the Import Invoice Exception Types data import task to define your own set of invoice
exception types. This task reads data from the CSV file named InvoiceExceptionType.csv.

Following is an example of InvoiceExceptionType.csv:

UTF8
UniqueName,Name,Description,Group,RequesterAllowed
UnmatchedInvoice,Invoice Unmatched,Ariba Invoice is unable to match a purchase
order to the invoice of amount {1}.,Invoice Manager

About Translations for Invoice Exception Types

You can use the Import Invoice Exception Type Translations data import task to load translations for
invoice exception type names and descriptions.

Additionally, for each exception type, you can use this task to customize the preprogrammed names of the accept
and the dispute exception-handling actions to meet the requirements of your organization. For example, in the
default configuration, the accept and dispute actions to resolve a PO Received Quantity Variance exception appear
in the Action dropdown menu on an invoice reconciliation document as follows:

• Accept Invoice Quantity

• Accept Expected Quantity

In this scenario, you can choose to configure a different name for either or both of these action labels. For example,
you can choose to configure a different name, Accept Received Quantity, instead of Accept Expected Quantity.

The following is a sample of the InvoiceExceptionType.csv file used by the Import Invoice Exception
Type Translations data import task:

UTF8
Name,UniqueName,Description,AcceptString,DisputeString,Language
Over Tax Variance,OverTaxVariance,The Amount field on the invoice
tax ,AcceptingOverTax_Custom,Not Accepting OverTax_Custom,English
Under Tax Variance,UnderTaxVariance,The Amount field on the invoice tax ,Accepting
UnderTax_Custom,Not Accepting UnderTax_Custom,English

Invoicing Data Import and Administration Guide

46 PUBLIC About Invoice Exceptions and Reconciliation
About the Import Invoice Exception Type Validation Data task
Use the Import Invoice Exception Type Validation Data data import task to define your own invoice exception type
validation data. This data defines exactly which fields to compare and what tolerances to allow for each type of
invoice exception.

You can configure behavior such as:

• Which fields to compare when determining if an exception exists. For example, you can specify that an
amount variance exception occurs when the field TotalInvoiced on the invoice does not match the field
Order.AmountOrderedLessInvoiced on a purchase order.
• Whether the exception applies to the header or to line items, and whether it applies to all line items or only line
items of a certain line item type or category.
• Whether the exception applies to all types of invoices or specific types of invoices only (standard, credit memo,
line-item credit memo, line-item debit memo).
• Whether the exception is filtered by the type of source document that the invoice is based on. For example, an
exception might apply only to invoices based on purchase orders, or to contracts without release orders.
• Whether the exception includes a tolerance buffer. You can define tolerances either as absolute amounts, or
percentage amounts, or both. You can combine tolerance values with the operators AND, OR, and ANY.
• Whether an exception type is related to other exception types, and which takes precedence when the same
exception can potentially be described in several ways. For example, if an invoice has unmatched item
exceptions, it probably also has quantity exceptions, amount exceptions, and price exceptions. Displaying
the unmatched item exception first makes sense, because resolving the first exception might resolve the other
exceptions as well.
• Whether an exception triggers an automatic rejection during the automatic reconciliation phase.
• Whether to skip validation for the exception type (if you want to apply it only through an override rather than by
default).
• Whether an exception type can be disputed or if the user must accept the exception type.

The Import Invoice Exception Type Validation Data data import task reads data from the CSV file
named InvoiceExceptionTypeValidation.csv.

Following is an example of InvoiceExceptionTypeValidation.csv:

UTF8
UniqueName,HeaderOnly,InvoiceCategory,SpecialConditions,LineCategory,LineType,FieldP
athToValidate,FieldPathTarget,FieldPathToValidateAgainst,FieldPathSourceOnDispute,Nu
llAllowed,ToleranceOperation,AbsoluteTolerance,PercentageTolerance,AbsoluteRank,Rela
tiveRank,AutoReject,QuantifiableOnly,SpendCategoryDriver,SpendCategory,IgnoreAutoAcc
ept,ApplyAbsoluteToleranceToDifference,InvoicePurposes,SkipException,AppliedDriverRa
nk,PreventInvoiceDispute
UnmatchedInvoice,TRUE,3,ServiceOrder,0,TotalCost,IsMatched,IsMatched,FALSE,boolean,0
,0,1,1,FALSE,FALSE,,,FALSE,Standard,FALSE,-1,FALSE

 Note

The following fields in the pre-defined default exception types are not editable: FieldPathToValidate,
FieldPathToValidateAgainst, FieldPathSourceOnDispute, and FieldPathTarget. The fields in
custom invoice exception types remain editable.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 47
About Percentage Tolerance behavior

The PercentageTolerance column specifies a percentage of the field path to validate against
(FieldPathToValidateAgainst column).

Following is an example of InvoiceExceptionTypeValidation.csv for the POLineReceivedAmountVariance

invoice exception with a 10% percentage tolerance setting.

"UniqueName","HeaderOnly","InvoiceCategory","LineCategory","LineType","FieldPathToVa
lidate",
"FieldPathTarget","FieldPathToValidateAgainst","FieldPathSourceOnDispute","NullAllow
ed",
"ToleranceOperation","AbsoluteTolerance","PercentageTolerance","AbsoluteRank","Relat
iveRank",
"AutoReject","QuantifiableOnly","SpendCategoryDriver","SpendCategory","IgnoreAutoAcc
ept",
”ApplyAbsoluteToleranceToDifference”
"POLineReceivedAmountVariance",false,3,1,"","OrderLineItem.AmountInvoiced","Amount",
"OrderLineItem.AmountAcceptedInvoiceable","RLIAmountAcceptedLessPreviouslyInvoiced",
true,
"or",1,1.1,4,3,false,false,"","",false

In this exception:

• FieldPathToValidate is set to OrderLineItem.AmountInvoiced (the invoiced amount)

• FieldPathToValidateAgainst is set to OrderLineItem.AmountAcceptedInvoicable (the accepted
amount)
• PercentageTolerance is set to 1.1 (110 percent)

Suppose the accepted amount is 116,169.90 and the invoiced amount is 124,690.20. In this case, multiplying the
accepted amount by 110 percent results in 127,786.89:

116,169.90 * 1.1 = 127,786.89

Because 124,690.20 (the invoiced amount) is less than 127,786.89 (the accepted amount multiplied by 110
percent), the exception is not generated. In other words, the POLineReceiveAmountVariance exception is
generated only if the invoiced amount is more than 10 percent larger than the accepted amount.

About import invoice exception overrides

You can define your own set of invoice exception overrrides using data import tasks.

Import Invoice Exception Overrides by Common Commodity Code

Use the Import Invoice Exception Overrides by Common Commodity Code data import task to define your
own set of invoice exception overrides by commodity codes. This task reads data from the CSV file named
InvoiceExceptionTypeCCCOverride.csv.

Following is an example of InvoiceExceptionTypeCCCOverride.csv:

UTF8

Invoicing Data Import and Administration Guide

48 PUBLIC About Invoice Exceptions and Reconciliation
 Rank,CommodityCodeDomain,DriverName,CommodityCodeId
3,unspsc,OverrideforComputers,4321

Import Invoice Exception Overrides by Supplier

Use the Import Invoice Exception Overrides by Suppliers data import task to define your own
set of invoice exception overrides by suppliers. This task reads data from the CSV file named
InvoiceExceptionTypeSupplierOverride.csv.

Following is an example of InvoiceExceptionTypeSupplierOverride.csv:

UTF8
Rank,SupplierUniqueName,DriverName
3,11,OverrideforJCN

Import Invoice Exception Overrides

Use the Import Invoice Exception Overrides data import task to define your own set of invoice
exception overrides by purchasing unit and currency. This task reads data from the CSV file named
InvoiceExceptionTypeOverrideDriver.csv.

This file contains the following fields:

DriverName A name for either the purchasing unit or currency override; for
example, PUOverride.

FieldPath PurchasingUnit for a purchasing unit-level override or

Currency for a currency-level override.

Rank The numerical rank for the override, which determines which
override takes precedence when an exception has multiple
overrides defined for it. Lower numbers denote a higher prior-
ity; higher numbers denote a lower priority.

Key The unique name for the procurement unit or currency as de-
fined in your site.

For purchasing units, as for commodities, if you define an invoice exception override for a purchasing unit in one
part of a hierarchy, the override applies for all purchasing units underneath it in the hierarchy. For example, an
override for a purchasing unit for the entire United States applies to any state-specific purchasing units underneath
it in the hierarchy.

Following is an example of InvoiceExceptionTypeOverrideDriver.csv:

UTF-8
DriverName,FieldPath,Rank,Key
CurrencyOverride,Currency,10,BHD
PUOverride,PurchasingUnit,20,US100

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 49
Import Invoice Exception Type Override Validation Data task

Use the Import Invoice Exception Type Override Validation Data task to define the specific tolerance override
values to apply to an invoice exception for specific suppliers or specific commodity codes. For each invoice
exception, you can override the following values:

For each invoice exception, you can override the following values:

• Auto-acceptance and auto-rejection of invoices if an exception is found based on this override

• Percentage and absolute tolerance value overrides
• The relative rank of the override, which is used to determine the override to apply if multiple overrides are
defined for an invoice exception
• The group that is added to resolve invoice exceptions that result from applying the override. For example, this
allows the invoice administrators to add specific groups to the approval flow that are responsible to resolve
invoice exceptions with specific suppliers or for certain commodities.
• Whether to skip validation for the exception type.
• Whether an exception type can be disputeed or if the user must accept the exception type.

Use the AppliedDriverRank column to assign a rank to each applied override, making sure that each one has a
different rank.

This task reads data from the CSV file named InvoiceExceptionTypeOverrideValidation.csv. The
following shows an example of this file:

UTF-8
UniqueName,IgnoreAutoAccept,PercentageTolerance,DriverName,RelativeRank,AutoReject,G
roup,AbsoluteRank,AbsoluteTolerance,SkipException,AppliedDriverRank,PreventInvoiceDi
spute
POPriceVariance,No,3,OverrideforJCN,1,No,Invoice Agent,3,1,FALSE,0,TRUE
POPriceVariance,No,2,OverrideforComputer,1,No,Invoice Agent,3,1,TRUE,1,FALSE

Related Information

Adding or Modifying Invoice Exception Types [page 37]

Forcing reconciliation to change the status of an

invoice
In some cases, you might need to force an invoice to be reconciled.

Invoices originating from SAP Ariba Procurement solutions are routed to your supplier, but by default, they're not
tracked on SAP Business Network. Your SAP Business Network account might be configured to store a copy of the
invoice originating from SAP Ariba Procurement solutions and route that copy to your supplier. The supplier can
then view the status of their invoices and monitor their progress through your invoice reconciliation process.

If the system fails to route the invoice copy, the invoice can stall and remain in the CCInvoicetoAN status. To
resolve such cases, a Force Reconcile button is available when you view the details of an invoice. Click Force

Invoicing Data Import and Administration Guide

50 PUBLIC About Invoice Exceptions and Reconciliation
Reconcile to manually change the status from CCInvoicetoAN to Reconciling. The status of all related invoices
also changes to Reconciling.

 Note

When you click Force Reconcile, a warning that explains what the force reconcile action does and doesn't do is
displayed. For more information, see Enhanced warnings for force actions on invoices and payments.

Only members of the Invoice Administrator or Customer Administrator group can force reconcile an invoice.

How to re-reconcile an invoice reconciliation against

updated invoice exception types
Misconfigured invoice exception types can cause unnecessary exceptions to occur. After the exception types
are corrected, invoice administrators can use the Update Exceptions button to re-reconcile the IR against the
exception types.

Prerequisites

Members of the Invoice Administrator or Customer Administrator group can perform this task.

Procedure

1. From the dashboard, find and open the IR document, and then click Edit.
2. Click Update Exceptions.
3. Click Save or Submit to save the changes.

Holding line-item credit and debit memos until the

ERP system receives the invoice
You can configure invoice exception types to prevent the SAP Ariba solution from sending line-item credit and debit
memos to the ERP system before the ERP system has received the associated invoice.

• Make sure your site allows line-item credit memos to raise exceptions during
invoice reconciliation. The site configuration parameter that controls this is
Application.Invoicing.SkipLineCreditMemoExceptions, which SAP Ariba sets for you.
• In Ariba Administrator, find and activate the exception type Credit Memo References Unapproved Invoice
Reconciliation.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 51
 Make sure to leave the Header Only field set to Yes for this exception type so that individual lines are
accumulated even if this exception is raised. (This makes it possible for lines on the credit memo to clear
exceptions on the original IR.) Leave the Restrict to Specific Invoice Types field set to Yes, with Line Item
Credit Memo selected.
• If your site accepts line-item debit memos (used for price increases from suppliers), find and activate the
exception type Debit Memo References Unapproved Invoice Reconciliation.
Leave Restrict to Specific Invoice Types set to Yes, with Line Item Debit Memo selected.
• To prevent users from accepting line-item credit and debit memos with these exceptions, have a member of the
Customer Administrator group add the following values to the self-service parameter Prevent acceptance of
specific exceptions (Application.Invoicing.DisallowAcceptOnExceptionTypes):
• CreditMemoReferencesUnapprovedInvoice
• DebitMemoReferencesUnapprovedInvoice
Members of the Customer Administrator group can access self-service parameters in Ariba Administrator
under Intelligent Configuration Manager Manage Configurations .

 Note

For sites that were enabled after this feature was released, the parameter Prevent acceptance
of specific invoice exceptions already includes CreditMemoReferencesUnapprovedInvoice and
DebitMemoReferencesUnapprovedInvoice.

Workflow

The following high-level steps describe how invoice exception types prevent line-item credit and debit memos from
reaching the ERP before the original invoice.

1. The supplier sends an invoice.

2. SAP Business Network sends the invoice to the SAP Ariba solution.
3. The SAP Ariba solution creates an invoice reconciliation (IR) document.
4. The supplier sends a line-item credit memo or line-item debit memo for the original invoice.
5. SAP Business Network sends the line-item credit or debit memo to the SAP Ariba solution.
6. Upon receiving the line-item credit or debit memo, the SAP Ariba solution checks the status of the associated
invoice.
• If the invoice has a status of Paying, Paid, or Paying Failed, the line-item credit or debit memo proceeds
with the usual reconciliation and approval process. (These three statuses indicate that the ERP system has
received the invoice.)
• If the invoice has any other status, one of the following exceptions is raised: Credit Memo References
Unapproved Invoice Reconciliation or Debit Memo References Unapproved Invoice Reconciliation.

 Note

For line-item credit memos, individual lines are accumulated even if the Credit Memo References
Unapproved Invoice Reconciliation exception is raised, because the exception occurs at the header
level, not the line level. This makes it possible for lines on the credit memo to clear exceptions on the
original IR. For example, suppose an IR has a price variance exception, and a line-item credit memo
brings the price down within the tolerance. In this case, the exception on the original invoice is cleared
even though the credit memo won't be fully processed until the ERP system receives the invoice.

Invoicing Data Import and Administration Guide

52 PUBLIC About Invoice Exceptions and Reconciliation
 As soon as the invoice moves to a status of Paying, Paid, or Paying Failed, the line-item credit or debit
memo is rereconciled, which resolves the initial exception and regenerates the approval flow.
7. Once any exceptions for the line-item credit or debit memo is resolved, and the documents are approved, the
SAP Ariba sends the documents to the ERP system.

How to configure exception types for price-

adjustment debit and credit memos
If your site supports price-adjustment debits and credits, consider making the following modifications to invoice
exception types.

Prerequisites

• Members of the Customer Administrator and Invoice Administrator groups can perform this task.
• Make sure your site allows line-item credit memos to raise exceptions during
invoice reconciliation. The site configuration parameter that controls this is
Application.Invoicing.SkipLineCreditMemoExceptions, which SAP Ariba sets for you.

Context

It's important that line-level credit memos (for price or quantity adjustments) and line-level debit memos are not
processed until the original invoice is reconciled, approved, and fully posted in the ERP system. To ensure this
sequence, you activate exception types that raise an exception if a line-level debit or credit memo arrives before the
IR for the original invoice is in Paid, Paying, or Paying Failed status.

We recommend additional changes to ensure that price variance exceptions take price adjustments into account.

Procedure

1. From the dashboard, choose Manage Core Administration .

2. Perform one of the following actions:

• In SAP Ariba Buying and Invoicing, choose Procure-to-Pay Manager Invoice Exception Types .
• In SAP Ariba Invoice Management, choose Invoicing Manager Invoice Exception Types .
3. Find and activate the following invoice exception types:
• Credit Memo References Unapproved Invoice Reconciliation
• Debit Memo References Unapproved Invoice Reconciliation

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 53
4. If you're using a Receipt Unit Price Variance exception type (for goods receipt-based invoice verification), a
PO Price Variance exception type, or a Contract Price Variance exception, change the Field Path To Validate
setting from Description.Price to PriceIncludingReferencedInvoiceAdjustments.

This change ensures that the adjusted price is taken into account during invoice re-reconciliation. That way, a
price-adjustment credit can clear this price variance exception on an invoice, depending on the size of the price
adjustment. Price-adjustment debits, on the other hand, can trigger a price variance exception.

 Note

If you're using the default price variance exception types rather than custom exception types, you can't
change the Field Path To Validate setting. In order to do this step, you create a new invoice exception
type that duplicates the default exception type, except that the Field Path To Validate setting is set to
PriceIncludingReferencedInvoiceAdjustments.

5. If you're using price variance exception types, edit the Apply to Specific Invoice Types field of those exception
types to exclude line-item credit memos. Select only the following invoice types: Standard, Credit Memo, Line
Item Debit Memo.

Otherwise, price variance exceptions can be raised for price-adjustment line-item credit memos, which is
unnecessary because the price variance exception on the original invoice is sufficient.
6. (Optional) If you're using the Receipt Quantity Variance exception type (for goods receipt-based invoice
verification), apply it to standard invoices only using the Apply to Specific Invoice Types field.

This prevents the exception from being raised on a price-adjustment debit or credit, which don't change the
quantity. It's sufficient to raise this exception on the original invoice only.

Next Steps

Have a member of the Customer Administrator group make sure that the exception types Credit
Memo References Unapproved Invoice Reconciliation and Debit Memo References Unapproved
Invoice Reconciliation have been added to the parameter Prevent acceptance of specific invoice
exceptions(Application.Invoicing.DisallowAcceptOnExceptionTypes) to prevent users from accepting
price-adjustment debits and credits that raise the exceptions.

Configuring exceptions that check for pending credit

memos
If you've implemented approval processes for credit memos, you might not be notified of pending credit memos for
invoices with quantity- or price-related discrepancies. For example, if the line item quantity is greater than allowed
by the contract, you might have expected to see the Contract Received Quantity Variance or the PO Received
Quantity Variance exception raised, but the exception wasn't raised because of a pending credit memo against the
invoice. You can configure an exception type to alert invoice agents when there's a pending credit memo against the
contract or purchase order.

Following are two models for configuring invoice exception types based on the Boolean field, HasNoCreditMemo,
which determines whether pending credit memos exist for the contract or order.

Invoicing Data Import and Administration Guide

54 PUBLIC About Invoice Exceptions and Reconciliation
Example settings for an invoice exception type for credit memos against a contract:

Name Contract has open credit memo

Description An open credit memo exists for the same contract

Field Path To Validate Against HasNoOpenCreditMemo

Field Path Source On Dispute HasNoOpenCreditMemo

Header Only Yes

Invoice Category Applies to contracts without release orders only

Line Category Applies to regular line types

Example settings for an invoice exception type for credit memos against a purchase order:

Name Purchase order has open credit memo

Description An open credit memo exists for the same purchase order

Field Path To Validate Against HasNoOpenCreditMemo

Field Path Source On Dispute HasNoOpenCreditMemo

Header Only Yes

Invoice Category Applies to contracts without release orders only

Line Category Applies to regular line types

 Restriction

The invoice exception types you create with HasNoOpenCreditMemo don't apply to consolidated invoices

Configuring goods receipt-based invoice verification

A member of the Customer Administrator group configures goods receipt-based invoice verification by setting
parameters in Intelligent Configuration Manager workspace.

To enable goods receipt-based invoicing:

• Set the parameter Enable goods receipt-based invoice verification

(Application.Procure.EnableGRBasedInvoice) to Yes to turn on goods receipt-based invoice
verification.
• Set the parameter Use receipt unit price to validate invoice unit price
(Application.Procure.EnablePriceDateControl ) to Yes so that the SAP Ariba solution uses the unit
price on the receipt for price verification on invoices.

Also configure the following parameters as needed for your business requirements:

• Set the parameter Match receipts to invoices without ship notices

(Application.Invoicing.MatchReceiptToInvoiceWithoutShipNotice)
• Include matched receipts in payment request export
(Application.Invoicing.IncludeMatchedReceiptsInPaymentExport)

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 55
• Allow edits to matched quantity in receipt matching
(Application.Invoicing.AllowMatchedReceiptQuantityEdit)
• Days to delay creating an IR document (Application.Invoicing.DaysToDelayIRCreation)
• Application.Invoicing.RespectMatchedReceiptsFromAribaNetwork (set by SAP Ariba Support)
In sites enabled for goods receipt-based invoice verification, determines if the invoicing
solution uses the receipt information in SAP Business Network invoices when matching line
items to receipts. If set to Yes, the invoicing solution matches invoice line items to receipts
based on receipt information in the invoice. If set to No, matching is based on receipt
information on the purchase order (PO). For invoices without receipt information, matching
is always based on the PO. A setting of No can lead to unexpected results for PO line items
with multiple receipts.

On SAP Business Network, enable the following invoice transaction rules:

• Require suppliers to include only shipped quantities on invoices ensures that suppliers can't create invoices
for more than they've shipped. This rule is visible only if the rule Require suppliers to include only received
quantities on invoices is disabled.
• Require references to ship notices on invoices ensures that the invoice includes references to ship notices for
each line item. If there are multiple ship notices for an order, suppliers can select one or more ship notices to
create the invoice for. This rule is visible if Require suppliers to include only shipped quantities on invoices is
selected.

If your SAP Ariba Buying and Invoicing site is integrated with an SAP connected system through SAP
Integration Suite, managed gateway for spend management and SAP Business Network, set the parameter
Web service for exporting payment requests asynchronously (Application.Invoicing.PaymentAsyncEvent)
to PaymentAsyncExport_v2 and configure the integration events Export Payment Requests with Receipts
Asynchronously and Import Status of Payment Requests with Receipts Asynchronously.

Where goods receipt-based invoice verification shows up in the user interface

Changes to requisitions and orders

Each line item on a submitted requisition, and on the resulting order, includes the read-only field Goods Receipt-
based Invoice Verification. This field indicates whether the invoice line for the item will be reconciled using goods
receipt-based invoice verification. The field is set to Yes or No based on supplier location. Users can see this field
when they view line-item details.

Invoicing Data Import and Administration Guide

56 PUBLIC About Invoice Exceptions and Reconciliation
 Figure 1: Indicator of goods receipt-based invoice verification in requisition and order line items

When the Goods Receipt-based Invoice Verification field is set to Yes for an item, receipts for the item include a
field for specifying a ship notice or other shipment ID, and invoices are matched to receipts.

For supplier locations that aren't configured for goods receipt-based invoice verification, the value of this field is No.

Changes to receipts

Figure 2: Receiving items marked for goods receipt-based invoice verification

• Receipts created for items marked for goods receipt-based invoice verification include the following fields:
• A text field called Ship Notice in the header, for specifying a ship notice, delivery note, or other shipment
identifier. The value the user enters is copied to all receipt lines.
• A Return Receipt checkbox to indicate if the receipt is a return receipt. When Return Receipt is checked,
an additional field, Receipt Reference, identifies the receipt from which the items are being returned so
the system can then adjust the actual accepted quantity on the original receipt. On return receipts:
• The accepted quantity is a negative value.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 57
 • You can't return more than the actual accepted quantity of the original receipt.
• You can't change the rejected quantity and amount.
• The details of line items on the Summary tab on receipts can include the following columns:
• Ship Notice: The ship notice, delivery note, or other shipment identifier associated with a line item.
• Unit Price: The unit price of a line item on the receipt. This price might be different from the unit price of
the item on the associated order.
With goods receipt-based invoice verification, the SAP Ariba solution uses the unit
price on receipts to validate the unit price on invoices, as long as the parameter
Application.Procure.EnablePriceDateControl is set to Yes (recommended). The Unit Price field
for receipt line items is editable unless the receipt is a return receipt. If you leave it blank, the receipt gets
the unit price from the receipt (or from the order, if the parameter is set to No).
By default, the Ship Notice and Unit Price columns aren't displayed on the receipt page. To include these
columns, select Ship Notice and Unit Price from the Table Options menu  .
• Available Qty on the receipt is recalculated for returns associated with it (return quantity is deducted from
previous available quantity when the return is processed).
• Receipts include an Invoices tab to display the details of the associated invoices.

Changes to invoices

The Invoice Entry page for PO-based invoices includes a Receipts chooser if the selected purchase order contains
at least one item marked for goods receipt-based invoice verification. The Receipts chooser includes associated
processed receipts that have an uninvoiced quantity remaining. Users can search for the receipt they want based
on receipt ID, the value in the receipt's Ship Notice field, or an external receipt ID.

For each receipt selected, a line is added to the invoice. This receipt information is carried to the invoice
reconciliation (IR) document.

The Line Items table on the invoice Summary tab includes the following columns:

• Receipts: If the invoice line is matched to a single receipt, this column shows the receipt ID. If the invoice line is
matched to multiple receipts (including return receipts), this column indicates Multiple and shows the number
of associated receipts, for example, Multiple (3). This value is a link that opens the details of the associated
receipts in a read-only view.
• Ship Notice: The ID of the ship notice, delivery note, or other shipment document associated with a line item
on the invoice.

If a reconciliation delay period is configured (through the parameter

Application.Invoicing.DaysToDelayIRCreation), goods receipt-based invoices without at least one
associated receipt initially have a status of Awaiting Receipts. Invoices in this status include a Start Reconciliation
button that members of the Invoice Administrator group can click to force the reconciliation process to start.

 Note

When an invoice administrator clicks the Start Reconciliation button, the reconciliation process starts. There's
no onscreen confirmation.

Changes to IR documents

• There's a Ship Notice Title on the Exceptions and Line View tabs
• You can display a Receipts column on the Line View tab to show the receipts associated with invoice lines.
• The Line-Item Details page has a Ship Notice field.

Invoicing Data Import and Administration Guide

58 PUBLIC About Invoice Exceptions and Reconciliation
 • Invoice lines with an exception related to goods receipt-based invoicing include the action Manual Match to
Receipts. Choosing Manual Match to Receipts to reconcile an invoice line opens a page that lists the receipts
that have been matched to the line and additional processed receipts that are available for matching. For
details, see Information on the Manual Match to Receipts Page.

Changes to the Manual Match of Line Items page

Similar to the invoice page, the Manual Match of Line Items page for matching invoice lines with order lines can
include Receipt ID and Ship Notice columns. If you don't see the new columns, click the Table Options icon  to
display them.

 Note

The Manual Match of Line Items page appears when you select Action Manual Match to Order on the
Line View tab on the invoice reconciliation page.

Restrictions

• This feature works with manual, quantity-based receiving. It doesn't support amount-based receiving or
automatic receiving.
• This feature supports PO-based invoices. It doesn't support invoices for release contracts, invoices for service
orders, or invoices created through evaluated receipt settlement (ERS). The feature hasn't been tested with
summary (multi-PO) invoices.
• To export payment requests with information about matched receipts, use Web services. This feature doesn't
support exporting payment requests in CSV files.

Related Information

Goods Receipt-Based Invoice Verification

How to delay invoice reconciliation for goods receipt-based

invoices
Buyers who create goods receipts after receiving invoices from suppliers can delay the automatic start of
reconciliation for a specified number of days, preventing invoice lines from triggering the Matching Receipt Not
Found exception too soon in the context of your business processes.

Prerequisites

Members of the Customer Administrator group can perform this task.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 59
Context

Electronic invoices generally arrive in the SAP Ariba solution before the goods are received, triggering the
exception Matching Receipt Not Found. This exception would occur for most invoice lines against order
items that have Receipt Required turned on. If you don't want this exception to be raised so often, you
can delay the start of invoice reconciliation using the parameter Days to delay creating an IR document
(Application.Invoicing.DaysToDelayIRCreation).

Procedure

1. On the dashboard, choose Manage Core Administration .

2. Choose Intelligent Configuration Manager Manage Configurations .

3. Choose Buying and Invoicing Parameters .

4. Find the parameter Days to delay creating an IR document
(Application.Invoicing.DaysToDelayIRCreation).
5. In the New Value field, enter an integer that represents the number of days you want to delay the start of
reconciliation when supporting documents required for automatic invoice reconciliation are still outstanding.
6. Click Save.

Results

When a goods receipt-based invoice is received and approved in the SAP Ariba solution, and receipts are still
outstanding, the invoice remains in Awaiting Receipts status during the delay period. The invoice reconciliation
document is created within 6 hours after the delay period ends or when an invoice administrator manually starts
the reconciliation process (by clicking the Start Reconciliation button).

Invoicing Data Import and Administration Guide

60 PUBLIC About Invoice Exceptions and Reconciliation
Invoice exception types for goods receipt-based invoices
There are several default line-level invoice exception types specifically for use with goods-receipt based invoice
verification.

Exception type Situation that triggers the exception Example

Receipt Unit Price Variance The unit price of a line item on an in- • Receipt Unit Price Variance toler-
voice doesn't match the unit price of the
ance set to 10%.
item on the receipt, and the difference is
greater than the tolerance defined for the • 10 keyboards were ordered, in-
exception. voiced, and received.
• Price on invoice: 120 USD.
• Price on receipt: 100 USD.

Receipt Unit Price Variance exception is

triggered because price difference of 20
is greater than 10%.

Receipt Quantity Variance The quantity for a line item on the invoice • Receipt Quantity Variance toler-
doesn't match the quantity for the item
ance set to 10%.
on receipts that reference the same ship
notice, and the difference is greater than • 10 keyboards were ordered and in-
the tolerance defined for the exception. voiced.

This exception is also triggered if the

• 8 keyboards were received.

quantity for the invoice item’s matching Receipt Quantity Variance exception is
receipt item has already been fully allo- triggered because quantity difference of
cated. 2 is greater than 10%.

 Note
If a quantity variance exception is
raised on an invoice without a ship
notice, and the invoice was automati-
cally matched to receipts on the PO,
the only way to resolve the exception
is to manually match any additional
receipts to the invoice.

Receipt Amount Variance The amount for a line item on the in- • Receipt Amount Variance tolerance
voice doesn't match the amount for the set to 4%.
item on the associated receipt, and the • 10 keyboards were ordered, in-
difference is greater than the tolerance voiced, and received.
defined for the exception. • Amount on invoice: 1,050 USD.
• Amount on receipt: 1,000 USD.

Receipt Amount Variance exception is

triggered because the amount difference
of 50 is greater than 4%.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 61
Exception type Situation that triggers the exception Example

Matching Receipt Not Found The invoicing solution could not find a • 10 keyboards were ordered and in-
receipt referencing the ship notice asso- voiced.
ciated with a line item on the invoice. The item was marked as Ship
Notice Required on the order, but
An electronic invoice typically arrives in
there's no receipt for that ship no-
the SAP Ariba solution before goods are
tice.
received. You can configure your site to
delay the start of reconciliation for a spe- Matching Receipt Not Found exception
cific amount of time to avoid triggering is triggered.
the Matching Receipt Not Found excep-
tion all the time.

These exceptions are available in the list of exceptions in the Procure-to-Pay Manager or Invoice Manager
workspace in Ariba Administrator. When invoices are validated, if these exceptions arise, the SAP Ariba solution
adds the Receiving Manager group to the approval flow of the invoice reconciliation to resolve them.

You can also define custom invoice exception types to apply only to invoices based on orders marked for goods
receipt-based invoice verification. For information, see Defining invoice exception types for specific invoice source
documents [page 23].

Setting goods receipt-based invoice verification for items

based on supplier location

When the goods receipt-based invoice verification feature is enabled for SAP Ariba Buying and Invoicing, you
can configure specific supplier locations for goods receipt-based invoice verification. When users add items to
a requisition, the supplier location for the item determines whether the item goes through goods receipt-based
invoice verification.

To configure supplier locations for goods receipt-based invoice verification, use one of the following supplier
location import tasks:

• Import Supplier Location Contacts

• Import Supplier Locations Data (Consolidated File)

Include the column GRBasedInvoicingPreferred in the CSV import file. This column determines whether the
items associated with the supplier location are set up for goods receipt-based invoice verification by default.

• If you use Import Supplier Location Contacts, include the GRBasedInvoicingPreferred column in the file
SupplierLocationSupplement.csv.
• If you use Import Supplier Locations Data (Consolidated File), include the GRBasedInvoicingPreferred
column in the file SupplierLocationConsolidated.csv.

For the supplier locations with which you plan to use goods receipt-based invoice verification, enter true in the
GRBasedInvoicingPreferred column. When users order an item from the supplier, the Goods Receipt-based
Invoice Verification field for the item will be set to Yes.

When GRBasedInvoicingPreferred is set to false or is empty, the Goods Receipt-based Invoice Verification
field on requisitions is set to No.

Invoicing Data Import and Administration Guide

62 PUBLIC About Invoice Exceptions and Reconciliation
Integration support for goods receipt-based invoice
verification
You can integrate payment requests that reference one or more good receipts with your ERP system.

• SAP Integration Suite, managed gateway for spend management and SAP Business Network supports goods
receipt-based invoice verification for sites integrated with SAP ERP or SAP S/4HANA.
• You can export payment requests using Web services, not CSV files.

Supplier location master data from SAP connected systems

The vendor master data export program exports the GR-Based Invoice Verif flag from the buyer’s SAP ERP or
SAP S/4HANA to SAP Ariba Buying and Invoicing.

For more information, see Import Supplier Data.

Purchase orders and receipts

Exported purchase orders include the field that indicates whether a line item is enabled for goods receipts-based
invoicing, GRBasedInvoice.

To support return receipts:

• Imported and exported receipts include the ship notice ID. The field is ASNReference for Web services events.
File events aren't supported.
• Exported receipts include the ERP receipt number of the reference receipt. The field is ERPReceiptNumber for
Web services events, ERPReferenceReceiptNumber for file events.

For more information, see the following topics:

• Integration of Orders and Return Receipts for Goods Receipt-Based Invoice Verification in Procurement Data
Import and Administration Guide.
• Import Supplier Data in SAP Integration Suite, Managed Gateway for Spend Management and SAP Business
Network Overview Guide.

 Note

In SAP ERP or SAP S/4HANA, the delivery note in the goods receipt contains the ship notice ID. After you
export this to SAP Ariba Buying and Invoicing, the delivery note is displayed in ship notice ID. See Maintaining
Parameters to Export Goods Receipts.

Including receipts in exported payment requests

You can configure your site to include matched receipts in payment requests exported through Web services by
setting the parameter Include matched receipts in payment request export.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 63
• When an invoice has been approved, invoice lines with references to order lines marked as Goods Receipt-
based Invoice Verification are split according to the goods receipt lines that were matched to the invoice item.
• For each goods receipt item, a ReceiptItem element is generated.
• For SAP variants, exported payment request line items have a GrBasedInvoice element to show whether the
supplier location is configured for goods receipt-based invoice verification.

Asynchronous payment request export through SAP Integration Suite, managed gateway for
spend management and SAP Business Network using Web services

To integrate payments with SAP connected systems using goods receipts, each invoice reconciliation (IR) line in
the exported payment request can be matched to only one receipt. To accommodate this requirement, configure
your site to use the export event Export Payment Requests with Receipts Asynchronously. This export event
splits IR lines to match the number of receipts. For example, if there are two receipts matched to an invoice line, the
line is split to occur twice in the export, once per receipt. Each split reflects the appropriate receipt quantity. The
original IR remains unchanged.

Export Payment Requests with Receipts Asynchronously works regardless of whether an invoice has goods
receipt-based lines and regardless of whether goods receipt-based invoice verification is enabled.

To enable asynchronous export of payment requests with receipts:

• A member of the Customer Administrator group sets the parameter Web service for exporting payment
requests asynchronously.
Also remember to set Include matched receipts in payment request export.
• A member of the Integration Admin group configures and enables the following events in the Integration
Manager workspace of Ariba Administrator.
• Export Payment Requests with Receipts Asynchronously
• Import Status of Payment Requests with Receipts Asynchronously

In the WSDL for the event Export Payment Requests with Receipts Asynchronously:

• At the payment level, the element Payment_PaymentMatchedReceiptsDetForExport_Item contains

item-level details about the payment.
• Within the element Payment_PaymentMatchedReceiptsDetForExport_Item, the element
InvoiceReconciliationForExport contains receipt information from the associated IR.
• Within the element InvoiceReconciliationForExport, the element MatchedReceipts contains all the
receipts matched to one line.
• The MatchedReceipts element contains one or more MatchedReceiptItems elements. Each
MatchedReceiptItems element contains only one receipt line, to accommodate SAP connected systems.

The following WSDL excerpt illustrates how lines are split when one IR line with a quantity of 90 is matched to two
receipts with quantities of 20 and 70.

 Sample Code

WSDL excerpt showing the split IR lines with receipt information.

[...]
<Payment_PaymentMatchedReceiptsDetForExport_Item>
<item>
<InvoiceReconciliationForExport>

Invoicing Data Import and Administration Guide

64 PUBLIC About Invoice Exceptions and Reconciliation
 <MatchedReceipts>
<item>
<LineNumber>1</LineNumber>
<MatchedReceiptItems>
<item>
<Quantity>20.00000 element contains the split IR
lines, one</Quantity>
<ReceiptItem>
<ERPReceiptDate>2021-11-03T20:18:06Z</
ERPReceiptDate>
<NumberInCollection>2</NumberInCollection>
<Receipt>
<ERPReceiptNumber/>
<UniqueName>RC12</UniqueName>
</Receipt>
</ReceiptItem>
</item>
</MatchedReceiptItems>
</item>
<item>
<LineNumber>3</LineNumber>
<MatchedReceiptItems>
<item>
<Quantity>70.00000</Quantity>
<ReceiptItem>
<ERPReceiptDate>2021-11-03T20:18:23Z</
ERPReceiptDate>
<NumberInCollection>2</NumberInCollection>
<Receipt>
<ERPReceiptNumber/>
<UniqueName>RC13</UniqueName>
</Receipt>
</ReceiptItem>
</item>
</MatchedReceiptItems>
</item>
</MatchedReceipts>
</InvoiceReconciliationForExport>
</item>
</Payment_PaymentMatchedReceiptsDetForExport_Item>
[...]

For information about SAP Integration Suite, managed gateway for spend management and SAP Business Network
support for asynchronous export of payment requests with receipts, see the documentation for feature IG-32627.

Synchronous payment request export through Web services

For synchronous export of payment requests, use the Export Payment Requests Web service. To include receipt
information in the export, remember to set the parameter Include matched receipts in payment request export.

If an invoice line is matched to multiple receipts, the receipts are grouped together under the
MatchedReceiptItems element.

 Sample Code

WSDL excerpt showing receipt information in the <Payment_PaymentLineItemDet_Item> and

Payment_PaymentMatchedReceiptsDet_Item groups of the PaymentExportRequest element

[...]
<Payment_PaymentLineItemDet_Item>

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 65
 <item>
<InvoiceReconciliation>
<LineItems>
<item>
<AdjustedCostInERPPrecision>
<Amount>300.0000</Amount>
</AdjustedCostInERPPrecision>
<Amount>
<Amount>300.0000</Amount>
</Amount>
<Description>
<Description>Sample item</Description>
<UnitOfMeasure>
<UniqueName>EA</UniqueName>
</UnitOfMeasure>
</Description>
<ERPPONumber>4500061373</ERPPONumber>
<IsComposite>false</IsComposite>
<LineType>
<Category>1</Category>
<UniqueName>_NonCatalogItem</UniqueName>
</LineType>
<NumberInCollection>1</NumberInCollection>
<Order>
<UniqueName>VPO310</UniqueName>
</Order>
<OrderLineItem>
<ERSAllowed>false</ERSAllowed>
<SAPPOLineNumber>00010</SAPPOLineNumber>
</OrderLineItem>
<POLineNumber>1</POLineNumber>
<POLineReceivingType>2</POLineReceivingType>
<Quantity>220</Quantity>
<ReferencedInvoiceLineNumber>0</
ReferencedInvoiceLineNumber>
<GRBasedInvoice>true</GRBasedInvoice>
</item>
</LineItems>
</InvoiceReconciliation>
<UniqueName>PAYT4500061373_3-169</UniqueName>
</item>
<Payment_PaymentAccountDet_Item>
<Payment_PaymentGLAccDet_Item>
<Payment_PaymentTaxExport_Item>
<Payment_PaymentMatchedReceiptsDet_Item>
<item>
<InvoiceReconciliation>
<MatchedReceipts>
<item>
<MatchedReceiptItems>
<item>
<Quantity>16.0000</Quantity>
<ReceiptItem>
<ERPReceiptDate>20210901</ERPReceiptDate>
<NumberInCollection>1</NumberInCollection>
<Receipt>
<ERPReceiptNumber>_RCT_123</
ERPReceiptNumber>
<UniqueName>CRC222</UniqueName>
</Receipt>
<NumberInCollection>1</NumberInCollection>
</ReceiptItem>
</item>
<item>
<Quantity>9.0000</Quantity>
<ReceiptItem>
<ERPReceiptDate>20210901</ERPReceiptDate>
<NumberInCollection>1</NumberInCollection>

Invoicing Data Import and Administration Guide

66 PUBLIC About Invoice Exceptions and Reconciliation
 <Receipt>
<ERPReceiptNumber>_RCT_456</
ERPReceiptNumber>
<UniqueName>CRC226</UniqueName>
</Receipt>
<NumberInCollection>1</NumberInCollection>
</ReceiptItem>
</item>
</MatchedReceiptItems>
<LineNumber>1</LineNumber>
</item>
</MatchedReceipts>
</InvoiceReconciliation>
</item>
</Payment_PaymentMatchedReceiptsDet_Item>
[...]

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation PUBLIC 67
Managing Payment Methods

A payment method defines how a buying organization makes a payment to a supplier. Typical payment methods
include check, Automatic Clearing House (ACH) electronic transfer, wire transfer, and credit card (purchasing
card).

You define payment methods for SAP Ariba Buying and Invoicing and SAP Ariba Invoice Management.

When a payment request is created, your SAP Ariba solution sets a default payment method. Users can see
payment methods when viewing a payment request on the Payment page. Information displayed includes the
payment method, terms, approval amount, due date, pay date, adjustment, amount to pay, originating bank, and
receiving bank, among other fields.

Payment methods are associated with remittance locations. Each supplier location must have its own remittance
location.

To see which payment methods are loaded in your site, run the Export Payment Method Types data export task.

About Maintaining Payment Methods in Ariba Administrator [page 68]

About Importing Payment Methods [page 70]

About Maintaining Payment Methods in Ariba

Administrator
Members of the Customer Administrator and Payment Administrator groups can manage payment methods
by using the Procure-to-Pay Manager workspace (SAP Ariba Buying and Invoicing) or the Payment Manager
workspace (SAP Ariba Invoice Management) in Ariba Administrator.

You can view, add, modify, delete, and import payment methods.

Viewing Payment Methods

You can review existing payment methods.

Procedure

Choose Ariba Procure-to-Pay Manager Payment Methods (SAP Ariba Buying and Invoicing) or
Payment Manager Payment Methods (SAP Ariba Invoice Management) and click List All to display all
payment methods, or enter search criteria and then click Search or press the Enter key.

Invoicing Data Import and Administration Guide

68 PUBLIC Managing Payment Methods
The following table describes the columns on the Payment Methods page:

Column Description

ID The unique internal identifier of the payment method.

Description The user-visible description of the payment method.

Electronic Payment Indicates whether this is an electronic payment method.

Preferred Indicates whether this is the preferred payment method.

Clearance The number of days after which a payment made with this payment method is considered
cleared.

Payment Method Type The SAP Business Network canonical payment method that corresponds to the payment
method. You choose a value from the list, which includes ach, creditCard, wire, check,
and other. These method types are mandated by the cXML protocol.

Adding or Modifying Payment Methods

You can create new payment methods and modify existing payment methods.

Procedure

1. Choose Ariba Procure-to-Pay Manager Payment Methods (SAP Ariba Buying and Invoicing) or
Payment Manager Payment Methods (SAP Ariba Invoice Management) and click Create New to create
a new payment method, or select the payment method you want to modify and click Edit.
2. Enter or modify information about the payment method on the Add Payment Method or Edit Payment
Method page. The following table describes the fields on those pages:

Field Description

Payment Method Name The unique internal identifier of the payment method. You cannot modify this field in edit
mode.

Name The user-visible name of the payment method.

Description The user-visible description of the payment method.

Preference Rank The numeric rank of the payment method, which is used to select a preferred payment
method when several are available. Lower numbers have higher precedence.

Clearance The number of days after which a payment made with this payment method is considered
cleared.

Electronic Payment Whether this is an electronic payment method.

Preferred Indicates whether this is the preferred payment method to be used if a payment method
cannot be determined from the remittance location. You can only set a preferred payment
method on the Payment Methods administration interface.

Invoicing Data Import and Administration Guide

Managing Payment Methods PUBLIC 69
 Field Description

Payment Method Type The SAP Business Network canonical payment method that corresponds to the payment
method. Choose other for third-party financing payment methods.

3. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.

Deleting Payment Methods

When a payment method is no longer valid, for example, because a credit card has expired, you can delete it.

Prerequisites

Before deleting any payment methods, Ariba recommends you export your payment method data to a CSV file by
running the Export Payment Method Types data export task.

Procedure

1. Choose Ariba Procure-to-Pay Manager Payment Methods (SAP Ariba Buying and Invoicing) or
Payment Manager Payment Methods (SAP Ariba Invoice Management), select the payment method,
and then click Delete.
2. Click OK to delete the payment method, or Cancel to return to the previous page without deleting the payment
method.

About Importing Payment Methods

The Import Payment Method Types data import task defines payment methods. This data import task is required
for SAP and Generic variants. It is optional for PeopleSoft variants.

The Import Payment Method Types data import task reads data from the CSV file named
PaymentMethodType.csv. You manually enter data in this CSV file for PeopleSoft and Generic variants. For SAP
variants, this file can be manually maintained, or you can retrieve the data from your SAP ERP system.

 Note

If you want to configure a default (preferred) payment method, edit the payment method you want to configure
as the default payment method using the Payment Methods task in Ariba Administrator.

Invoicing Data Import and Administration Guide

70 PUBLIC Managing Payment Methods
PaymentMethodType.csv: PeopleSoft Example

Following is an example of PaymentMethodType.csv for PeopleSoft variants:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName
ach,ACH,Payment via Automated Clearing House,1,true,3,ach
CC,Credit Card,Payment via Credit Card,4,true,5,creditCard
CHK,Check,Payment via check,2,false,15,check
DD,Direct debit,Payment via direct debit,4,true,5,debitCard
DR,Draft,Payment via draft,2,false,15,draft
EFT,EFT,Payment via Electronic Funds Transfer,3,true,3,wire
orbian,Orbian Financing,Payment via Orbian 3rd Party Financing,7,true,3,other
zorbian,3rd Party Financing via Zorbian,Payment via Zorbian 3rd Party
Financing,8,true,3,other

PaymentMethodType.csv: SAP Example

Following is an example of PaymentMethodType.csv for SAP variants:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName
A,ACH,Payment via Automated Clearing House,2,TRUE,3,ach
C,Check,Payment through check,1,FALSE,15,check
S,Single Check,Payment through check,3,FALSE,15,check
T,Bank Transfer,Payment via Bank Transfer,4,TRUE,3,wire
U,International Bank Transfer,Payment via International Bank Transfer,5,TRUE,3,wire
wire,Fed WIRE,Payment via WIRE,6,TRUE,3,wire
Orbian,Orbian Financing,Payment via Orbian 3rd Party Financing,7,TRUE,3,other
Zorbian,3rd Party Financing via Zorbian,Payment via Zorbian 3rd Party
Financing,8,TRUE,3,other

PaymentMethodType.csv: Generic Example

Following is an example of PaymentMethodType.csv for Generic variants:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName
ach,ACH,Payment via Automated Clearing House,1,true,3,ach
check,Check,ERP payment through check,2,false,15,check
wire,WIRE,Payment via WIRE,3,true,3,wire
creditCard,Credit Card,Payment via Credit Card,4,true,5,creditCard
3rd Party Financing via Zorbian,zorbian,Payment via Zorbian 3rd Party
Financing,8,Yes,3,other
Orbian Financing,orbian,Payment via Orbian 3rd Party Financing,7,Yes,3,other

Invoicing Data Import and Administration Guide

Managing Payment Methods PUBLIC 71
About Translations for Payment Methods

You can use the Import Payment Method Type Translations data import task to import translations for
payment method names and descriptions.

Payment Method Tanslations: PeopleSoft Example

The CSV file contains the following columns: UniqueName, Name, Description, Rank, Electronic,
ClearancePeriod, CanonicalName, Language.

For example:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName,Language
ach,ACH,Payment via Automated Clearing House,1,true,3,ach,English
ach,ACH,Bezahlung durch ACH,1,true,3,ach,German

Payment Method Tanslations: SAP Example

The CSV contains the following columns: UniqueName, Name, Description, Rank, Electronic,
ClearancePeriod, CanonicalName, Language.

For example:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName,Language
A,ACH,Payment via Automated Clearing House,2,TRUE,3,ach,English
ach,ACH,Bezahlung durch ACH,1,true,3,ach,German

Payment Method Tanslations: Generic Example

The CSV contains the following columns: UniqueName, Name, Description, Rank, Electronic,
ClearancePeriod, CanonicalName, Language.

For example:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName,Language
ach,ACH,Payment via Automated Clearing House,1,true,3,ach,English
ach,ACH,Bezahlung durch ACH,1,true,3,ach,German

Invoicing Data Import and Administration Guide

72 PUBLIC Managing Payment Methods
Managing Supplier Payment Information

Supplier payment information consists of the supplier’s bank information, payment model and payment method
used to pay the supplier, and the remittance location where payment is sent.

Remittance Locations and Payment Models [page 73]

External System Payment Model [page 75]

Data Relationships of Supplier Payment Information [page 76]

Supplier Location Matching on Invoices [page 80]

Examples of Remittance Information [page 80]

Maintaining Supplier Payment Information in Ariba Administrator [page 82]

About Importing Remit To Information [page 86]

Related Information

Managing Payment Methods [page 68]

Import Supplier Bank Payment Locations

Remittance Locations and Payment Models

SAP Business Network-enabled suppliers define remittance locations on SAP Business Network (in the Settlement
configuration section), to indicate the address to which payment is sent.

To obtain information about suppliers (including profile settings about the payment methods that each supplier
remittance location supports, bank names, and bank account IDs), the SAP Ariba solution downloads supplier
profile information from SAP Business Network.

You can associate a payment model with a specific supplier or supplier location.

Validation of Remit To addresses

The remit to address on an invoice is validated against the remittance address location configured in your site.
Validation behavior depends on your site configuration.

• The following parameters affect validation of invoice remit to addresses:

• If you pay your suppliers through an external ERP system (External System payment model), and the
source of truth for remittance information is the ERP system, SAP Ariba can disable remittance location

Invoicing Data Import and Administration Guide

Managing Supplier Payment Information PUBLIC 73
 validation; and defining a master list of valid remittance locations is optional. This behavior is controlled by
the parameter Application.Invoicing.ValidateRemittanceLocation, set by SAP Ariba Support.
• Members of the Customer Administrator group can set the parameter Remit To on invoice
reconciliations is from invoice (Application.Invoicing.RemittanceLocationUsingRemitToId)
in the Intelligent Configuration Manager workspace in Ariba Administrator.
• SAP Ariba Support can set the parameter
Application.Invoicing.SupportSupplierBankInfoOnInvoices, which determines whether the
SAP Ariba solution processes the supplier bank details in cXML invoices (in the payment method extrinsic)
and whether the supplier bank details in cXML invoices from SAP Business Network are used on invoice
reconciliation (IR) documents.
• SAP Ariba sites enabled in the year 2010 (Release 10s2) or later: By default, if the remit to address on an
invoice received from SAP Business Network does not match any configured address, an ad hoc remit to
address is created. An ad hoc address is an address that's from the supplier and is not part of your master
data. Users must resolve an ad hoc remit to address before the IR can be fully reconciled and approved.
Resolving an ad hoc remittance location might require adding the missing remittance location to the master
data loaded in your site.
• SAP Ariba sites enabled before Release 10s2: By default, if the remit to address on the invoice is different
from any of the remittance locations for the supplier location, the remit to address is defaulted to the first
remittance location found for the supplier location. If no remittance locations are configured, the remit to
address on the invoice is set to blank.

The Ariba Pay payment model

The Ariba Pay payment model is not available for new implementations of SAP Ariba Procurement solutions.

To prevent suppliers from adding additional remittance addresses and receiving payments to those addresses
fraudulently, you must define a master list of valid remittance locations. The SAP Ariba solution uses that list to
verify the remittance locations defined by the suppliers on SAP Business Network.

The remittance location for the supplier must match the remittance location configured in SAP Business Network
for that supplier. If the values do not match, validation errors occur in the user interface.

If your site is configured to send payments to your suppliers through SAP Business Network, the remittance
address chooser in the user interface shows only the valid addresses pulled from your master list. The SAP Ariba
solution sends payments to SAP Business Network only if the remittance address selected from the chooser
matches a remittance address read from SAP Business Network.

Related guides

Common Data Import and Administration for SAP Ariba Procurement Solutions

Related Information

Managing Supplier Payment Information [page 73]

Invoicing Data Import and Administration Guide

74 PUBLIC Managing Supplier Payment Information
Remit To on invoice reconciliations is from invoice
External System Payment Model [page 75]

External System Payment Model

Payment models determine where payments are scheduled. SAP Ariba supports the External System payment
model, which means payments are scheduled and processed through an external ERP system.

The previously available Ariba Pay payment model option is no longer available to customers who are not already
using it.

The payment process consists of the following phases:

• The payment scheduling phase, in which you review and finalize a payment request
• The payment settlement phase, in which the actual payment is executed

In the external system payment model, initial scheduling of payments occurs in the SAP Ariba invoicing solution,
but the final payment scheduling and payment processing occurs in the external system. The following steps
describe the payment process for external system payments:

1. The SAP Ariba invoicing solution initially schedules the payment based on the payment terms defined in the
invoice.
2. SAP Ariba Invoice Management sends invoices approved for payment through your SAP Business Network
account in cXML format to your external ERP system. SAP Ariba Buying and Invoicing send approved invoices
in OK-to-Pay files to the external system.
3. The external system creates a matching invoice record and schedules the payment.
4. Remittance information is imported from the external system into your SAP Ariba solution , and the invoice
reconciliation is marked Paid after the remittance data is received and the clearance period defined for the
payment method has passed for all payment (remittance) transactions associated with the invoice.

When the external system creates a matching invoice record, it sends an update back to SAP Ariba, where the
invoice reconciliation is updated with the external system invoice ID. Your external system can submit payment
request updates and remittance information through the payment integration toolkit to SAP Business Network to
ensure that payment-related information is synchronized between SAP Business Network, your SAP Ariba invoicing
solution, and the external system.

When an IR is approved, the associated payment request status changes to Scheduled. If you get back payment
remittance data from your external system, the system then generates a payment transaction with a status of
Paid. If the data indicates that the invoice was not paid in full (underpayment), the system creates a new payment
request document for you to track and process payment of the outstanding balance. The ID of the new payment
request is the same as the original payment request, plus a suffix, such as -1.

Underpayments and overpayments are noted on the History tab of the IR document.

If the payment is canceled by the external system, when that cancellation data is received, a payment transaction
with the status Cancelled is created in the SAP Ariba invoicing solution.

If your external system fails to create an associated invoice for the payment, the payment request remains in
Scheduled status and the IR status changes to Push Failed. The History tab of the payment also notes that the
push has failed.

Invoicing Data Import and Administration Guide

Managing Supplier Payment Information PUBLIC 75
Payments for advance payment documents in SAP Ariba Buying and Invoicing

The payment process for advance payment documents is similar to that of invoices. Approved advance payments
are exported to the external system for payment processing, using the web services or file channel. The status
of the advance payment document changes to Paying when the external system sends an acknowledgment for
the advance payment document. The external system then processes the payment and sends the remittance
information. The status of the advance payment document changes to Paid when remittance information is
received for its entire amount.

Related Information

Payment Document Status Flow

Advance Payment Workflow
Advance Payment Status Flow

Data Relationships of Supplier Payment Information

In SAP Ariba Buying and Invoicing and SAP Ariba Invoice Management, all supplier payment information, from
supplier and remittance locations to supplier bank information, is interconnected.

PeopleSoft Supplier Payment CSV File Relationships

PeopleSoft supplier payment CSV file relationships

exist between SupplierLocation.csv, SupplierLocationSupplement.csv,
SLRemittanceInformation.csv, SupplierRemittancenformationDetails.csv,
RemittanceLocation.csv, RemittanceLocationDetails.csv, PaymentMethodType.csv, and
SupplierPaymentBankLocation.csv.

The following diagram illustrates how you associate payment information with supplier locations for PeopleSoft.

Invoicing Data Import and Administration Guide

76 PUBLIC Managing Supplier Payment Information
SAP Supplier Payment CSV File Relationships

SAP supplier payment CSV file relationships exist between SupplierLocation.csv, SupplierLocationSupplement.csv,
SLRemittanceInformation.csv, SupplierRemittancenformationDetails.csv, RemittanceLocation.csv,
RemittanceLocationDetails.csv, PaymentMethodType.csv, and SupplierPaymentBankLocation.csv.

The following diagram illustrates how you associate payment information with supplier locations for SAP.

Invoicing Data Import and Administration Guide

Managing Supplier Payment Information PUBLIC 77
Generic Supplier Payment CSV File Relationships

Generic supplier payment CSV file relationships exist between SupplierLocation.csv,

SupplierLocationSupplement.csv, SLRemittanceInformation.csv, SupplierRemittancenformationDetails.csv,
RemittanceLocation.csv, RemittanceLocationDetails.csv, PaymentMethodType.csv, and
SupplierPaymentBankLocation.csv.

The following diagram illustrates how you associate payment information with supplier locations for Generic.

Invoicing Data Import and Administration Guide

78 PUBLIC Managing Supplier Payment Information
Related Information

Import Supplier Bank Payment Locations

Invoicing Data Import and Administration Guide

Managing Supplier Payment Information PUBLIC 79
Supplier Location Matching on Invoices
When you receive a supplier invoice from SAP Business Network, your SAP Ariba solution checks the From
credentials in the invoice cXML to determine which supplier sent the invoice. The From credential might also
contain a supplier location.

For suppliers with multiple supplier locations, if the cXML invoice doesn't include a valid supplier location, the SAP
Ariba solution adds the information as follows:

1. If the invoice has a remittance address, the SAP Ariba solution uses the remittance address information to
determine the supplier location and the supplier location's Remit To ID. That Remit To ID becomes the Remit To
on the invoice header (effectively overwriting any incorrect addressID on the cXML invoice).
2. If no matching remittance address is found for any supplier location associated with the supplier, the SAP Ariba
solution uses a default supplier location based on zip code distances. An ad-hoc remittance location is created
for the remittance address on the cXML invoice.

By default, when creating a payment request, SAP Ariba invoicing solutions use the remittance location associated
with the supplier location. Your site might instead use the remittance information on the cXML invoice. This
behavior is determined by the following parameters:

• Application.Invoicing.SupportSupplierBankInfoOnInvoices (set by SAP Ariba Support)

• Application.Invoicing.RemittanceLocationUsingRemitToId, Remit To on invoice reconciliations
is from invoice

Related Information

Remit To on invoice reconciliations is from invoice

Examples of Remittance Information

These examples of the remittance information CSV files explains how
Remittance.csv, RemittanceLocationDetails.csv, SLRemittanceInformation.csv, and
SLRemittanceInformationDetails.csv files link together through common values.

RemittanceLocation.csv

RemittanceLocation.csv defines the address to which a remittance is made

The following example defines a remittance location for the Schafer Office in Hamburg called RL1.

UTF8
UniqueName,AddressUniqueName,Name,Lines,City,State,PostalCode,CountryUniqueName
RL1,RA1,Schafer Office,Heinerstraße 98-100,Hamburg,,27563,DE

Invoicing Data Import and Administration Guide

80 PUBLIC Managing Supplier Payment Information
RemittanceLocationDetails.csv

RemittanceLocationDetails.csv is linked by the Parent column to the remittance location defined in

RemittanceLocation.csv. RemittanceLocationDetails.csv defines information about the payment method, and the
supplier’s payment bank location.

The value in the Parent column is a remittance location defined in RemittanceLocation.csv.

UTF8
Parent.UniqueName,PaymentMethod,BankInfo,RemittancePCardNumber
RL1,C,SupplierBankLocation-1,

The value in the PaymentMethod column is a payment method defined in PaymentMethod.csv. The value in the
BankInfo column links a supplier payment bank location to the remittance location.

SLRemittanceInforamtion.csv

SLRemittanceInformation.csv associates a supplier locations with SAP Business Network payment

information. The value in the UniqueName column is a supplier location defined in SupplierLocation.csv.

For example:

UTF8
UniqueName,ContactID,ANPayEnabled
0000000001,0000000001,NO

When you have different contacts within the same supplier location, you use the contact ID to differentiate between
the locations.

SLRemittanceInformationDetails.csv

SLRemittanceInformationDetails.csv is linked by the value in the Parent.UniqueName column to a

supplier location specified in SLRemittanceInformation.csv. The value in the RemittanceLocation column
links the supplier location to a remittance location in RemittanceLocation.csv.

For example:

UTF8
Parent.UniqueName,Parent.ContactID,RemittanceLocation
0000000001,0000000001,RL1

When you have different contacts within the same supplier location, you use the contact ID to differentiate between
the locations.

Related Information

Managing Payment Methods [page 68]

Invoicing Data Import and Administration Guide

Managing Supplier Payment Information PUBLIC 81
Import Supplier Bank Payment Locations

Maintaining Supplier Payment Information in Ariba

Administrator
In Ariba Administrator you can view supplier payment information, add or modify a supplier remittance location,
add or modify supplier payment methods, and add or modify supplier models.

Viewing Supplier Payment Information

You can examine payment information for all suppliers or you can use search filters to view payments for one or
more specific suppliers.

Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (SAP Ariba Buying and
Invoicing) or Payment Manager Supplier Payment Information (SAP Ariba Invoice Management) and
click List All to display all suppliers, or enter search criteria and then click Search or press the Enter key.
2. Click the triangle icon next to a supplier name to view city and contact information for each supplier location.
3. To view the payment model and the remittance locations for a supplier location, click Payment Info.
4. To view the payment methods, supplier payment bank locations, and ghosted purchasing cards (SAP Ariba
Buying and Invoicing only) for a remittance location, click Edit to view the Remittance Locations - Add
Remittance Locations page.
5. To view details for a particular payment method, click the links in the Payment Method and Bank Information
columns.
6. Click Done to return to the previous page.

Adding or Modifying Supplier Remittance Locations

You can create new supplier remittance locations or modify the information about existing locations.

Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (SAP Ariba Buying and
Invoicing) or Payment Manager Supplier Payment Information (SAP Ariba Invoice Management), click

Invoicing Data Import and Administration Guide

82 PUBLIC Managing Supplier Payment Information
 the triangle icon next to the supplier name, and then click Payment Info for the supplier location to view the
Remittance Locations page.
2. Click Create New to create a remittance location, or click Edit to modify a remittance location.

You can add or modify the name and address information for the remittance location. You can also add or edit
the payment method associated with a remittance location. .

 Note

When a supplier uses the SAP Business Network payment model, the remittance location for the supplier
must match the remittance location configured in SAP Business Network for that supplier. If the values do
not match, validation errors occur in the user interface.

3. Click OK to save your changes, or Cancel to return to the previous page without saving your changes.

Related Information

Adding or Modifying Payment Methods [page 69]

Adding or Modifying Supplier Payment Methods

You can create new supplier payment methods or modify the information about existing methods.

Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (SAP Ariba Buying and
Invoicing) or Payment Manager Supplier Payment Information (SAP Ariba Invoice Management),
click the triangle icon next to a supplier name, and then click Payment Info for the supplier location. The
Remittance Locations page appears.
2. Click Edit next to the remittance location. The Add Remittance Locations page appears.
3. Click Add to add a payment method, or click Edit to modify a payment method.

If no payment methods exist in the chooser, you have not created any payment methods.
4. To choose or modify the bank information, click Select.

If no bank information exists in the chooser, you have not created any supplier bank locations.

In SAP Ariba Buying and Invoicing, if you choose a credit card as the payment method, the Bank Information
menu changes to Buyer PCard Number and you can select a ghosted purchasing card number.
5. Click OK to save your changes, or Cancel to return to the previous page without saving your changes.

Invoicing Data Import and Administration Guide

Managing Supplier Payment Information PUBLIC 83
Related Information

Managing Payment Methods [page 68]

Adding or Modify Supplier Payment Models for Suppliers

You can add or modify supplier payment models for suppliers. Payment models determine where payments are
scheduled.

Prerequisites

If you need to modify the payment model for a supplier, ensure that all of your payments are processed completely
before you modify the payment model.

Context

SAP Ariba supports the External System payment model, which means payments are scheduled and processed
through an external ERP system. The previously available Ariba Pay payment model option is only available in older
SAP Ariba sites.

This procedure pertains to suppliers. There's a separate task for setting payment models for supplier locations.

Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (SAP Ariba Buying and
Invoicing) or Payment Manager Supplier Payment Information (SAP Ariba Invoice Management) and
click Edit next to the supplier name.

The Supplier Payment Information page appears.

2. Choose the payment model in the Payment Model menu.

• Default: The payment model defaults to the payment model configured for your site. SAP Ariba Support
configures the payment model for your site during the site enablement process using the parameter
Application.Settlement.PaymentModel.
• External System: Payment requests are handled in an external system, such as an ERP system. This is the
default setting of the parameter Application.Settlement.PaymentModel.
• Ariba Network: Ariba Pay payment model. Payment requests are sent to SAP Business Network, which
makes the payment. This model is only available in older SAP Ariba sites.
3. Click Save to save your changes.

Invoicing Data Import and Administration Guide

84 PUBLIC Managing Supplier Payment Information
Related Information

External System Payment Model [page 75]

Adding or Modify a Payment Model for a Supplier Location

You can add or modify supplier payment models for individual supplier locations. Payment models determine
where payments are scheduled.

Prerequisites

If you need to modify the payment model for a supplier location, ensure that all of your payments are processed
completely before you modify the payment model.

Context

SAP Ariba supports the External System payment model, which means payments are scheduled and processed
through an external ERP system. The previously available Ariba Pay payment model option is only available in older
SAP Ariba sites.

This procedure pertains to supplier locations. There's a separate task for setting payment models for suppliers.

Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (SAP Ariba Buying and
Invoicing) or Payment Manager Supplier Payment Information (SAP Ariba Invoice Management), click
the triangle icon next to the supplier name, and then click Payment Info for the supplier location.

The Remittance Locations page opens.

2. In the Payment Info section, choose or modify the payment model in the Payment Model menu.

• Default: The payment model defaults to the payment model for the supplier. If a payment model is not
associated with the supplier, the payment model configured for your site is used. SAP Ariba Support
configures the payment model for your site during the site enablement process.
• External System: Payment requests are handled in an external system, such as an ERP system.
• Ariba Network: Ariba Pay payment model. Payment requests are sent to SAP Business Network, which
makes the payment. This model is only available in older SAP Ariba sites.
3. Click Save to save your changes.

Invoicing Data Import and Administration Guide

Managing Supplier Payment Information PUBLIC 85
Related Information

External System Payment Model [page 75]

About Importing Remit To Information

Two data import tasks enable you to import remittance location information: Import Remittance Location
Information, and Import Supplier Location Remittance Information.

The following table lists the data import tasks and CSV files that define remittance location information. Tasks
appear in the recommended data import order.

Data Import Task CSV Files Imported Required

About Import Remittance Location Information [page 86] Yes

RemittanceLocations.csv
RemittanceLocationDetails.csv

About Import Supplier Location Remittance Information Yes

[page 87] SLRemittanceInformation.csv
SLRemittanceInformationDetails
.csv

Import Remittance Location Information

The Import Remittance Locations data import task defines remittance locations.

Import Remittance Locations reads data from the following CSV files:

CSV File Description

RemittanceLocation.csv Defines the physical address for each remittance location.

RemittanceLocationDetails.c Defines the details of each remittance location specified in

sv RemittanceLocation.csv.

Following is an example of RemittanceLocation.csv:

UTF8
UniqueName,AddressUniqueName,Name,Lines,City,State,PostalCode,CountryUniqueName
sid480-be,sid480-be,1-800-flowers.com: Belgique,Boulevard du 800 Fleur
480,Brussels,,B-1000,BE
sid480-hq,sid480-hq,1-800-flowers.com: HQ,480-800 Flowers Alley,Algonac,MI,48001,US
sid481-si,sid481-si,1-800-flowers.com: SI,481-800 Flowers Alley,Algonac,MI,48001,US
sid482-hq,sid482-hq,Barnes and Noble: HQ,496 BN Circus,Cadillac,MI,49601,US

Following is an example of RemittanceLocationDetails.csv:

UTF8
Parent.UniqueName,PaymentMethod,BankInfo,RemittancePCardNumber
sid480-be,ach,sid480-be-ach,

Invoicing Data Import and Administration Guide

86 PUBLIC Managing Supplier Payment Information
 sid480-be,CHK,sid480-be-check,
sid480-be,EFT,sid480-be-wire,
sid480-hq,ach,sid480-hq-ach,
sid480-hq,CHK,sid480-hq-check,

Import Supplier Location Remittance Information

The Import Supplier Location Remittance Information data import task defines SAP Business Network
payment information for each supplier location, and associates each supplier location with a remittance location.

Import Supplier Location Remittance Information reads data from the following CSV files:

CSV File Description

SLRemittanceInformation.csv Defines SAP Business Network payment information for supplier locations.

SLRemittanceInformationDetails. Associates supplier locations with remittance locations. Each supplier location
csv must have its own remittance location. You cannot associate multiple supplier
locations with the same remittance location.

For information on defining and importing supplier locations, see the Common
Data Import and Administration for SAP Ariba Procurement Solutions.

Following is an example of SLRemittanceInformation.csv:

UTF8
UniqueName,ContactID,ANPayEnabled
9,9,NO
9,64,YES
13,13,NO
14,63,YES
15,14,NO

Following is an example of SLRemittanceInformationDetails.csv:

UTF8
Parent.UniqueName,Parent.ContactID,RemittanceLocation
9,9,RL6-1
9,64,RL6-2
13,13,RL10-1
14,63,RL11-1
15,14,RL10-2

Invoicing Data Import and Administration Guide

Managing Supplier Payment Information PUBLIC 87
Managing Funds Management Accounting
Information

Funds Management Accounting Functionality [page 88]

Enabling the Funds Management Accounting Feature [page 88]

Prerequisites for the Funds Management Accounting Feature [page 89]

Configuring Funds Management Accounting [page 89]

Funds Management Accounting Functionality

The Funds Management accounting functionality enables you to include accounting information for Funds
Management account assignment fields on approvable documents, such as requisitions and invoice reconciliation
documents for encumbrance accounting and budget availability control on fund-based budgets.

This functionality is supported only on buying solutions integrated with SAP ERP.

When the Funds Management accounting functionality is enabled, you can perform the following tasks:

• Include Funds Management account assignment fields as standard Flexible Master Data (FMD) fields on
approvable documents based on pre-configured FMD templates.
• Derive accounting values from the SAP ERP for Funds Management account assignment fields on requisitions
based on other accounting information that is included in such documents.

When you perform procurement transactions, Funds Management processes run in the SAP ERP using the
data sent by the buying solution to validate the Funds Management accounting information on the approvable
documents.

Enabling the Funds Management Accounting Feature

The Funds Management accounting feature is not enabled on your site in the default configuration.

To enable this feature, have your Designated Support Contact log a service request, and an SAP Ariba Customer
Support representative will contact you. Additionally, include a request for the following:

• Add visibility conditions for specific Funds Management account assignment fields that you do not want to
include for your site.
• Add visibility conditions for specific approvable documents for which you do not want to include Funds
Management account assignment fields.
• Configure control attributes, such as mandatory, optional, or read-only, for specific Funds Management
account assignment fields.

Invoicing Data Import and Administration Guide

88 PUBLIC Managing Funds Management Accounting Information
  Note

If visibility conditions are not configured, there is no action possible to remove the Funds Management account
assignment fields that are already added to any approvable document.

Additional references

See the Purchasing Unit Administration Guide for more information about the visibility control feature.

Prerequisites for the Funds Management Accounting

Feature
• Your site must be configured to support ERP Order or ERPCC as the ordering method.
• In multi-ERP configurations, enable the required functionality in all child sites.
• Funds Management accounting information in your SAP Ariba solution must be synchronized with the master
data for the Funds Management application in SAP ERP.

 Note

There is no synchronization with SAP ERP to support organic data growth for the Funds Management account
assignment fields. As a result, Funds Management accounting master data in your SAP Ariba solution is not
automatically updated if there are changes to the master data in SAP ERP. In addition, your SAP Ariba solution
does not maintain or validate the relationship between Funds Management account assignment fields.

Configuring Funds Management Accounting

To configure Funds Management accounting functionality, you must run the related data import tasks and
configure the end points for the web services used by this feature.

Procedure

1. Run the data import tasks to import Funds Management accounting information for your site. For more
information, see Importing Flexible Master Data Templates for Funds Management Account Assignment Fields
[page 90].
2. Configure and enable the end points for the communication channel used by the web services. For more
information, see Enabling Web Services Integration Tasks for Funds Management Account Assignment Fields
[page 90].

Invoicing Data Import and Administration Guide

Managing Funds Management Accounting Information PUBLIC 89
Enabling Web Services Integration Tasks for Funds
Management Account Assignment Fields
You must configure the end points for the web services used by the Funds Management accounting functionality.

Context

For more information about integrating data using web services and configuring an end point, see Web Services
Overview.

Procedure

1. Build the integration using an Enterprise Application Integration (EAI) tool to support web services-based
integration of transactional data between the buying solution and the ERP system.

 Note

For SAP NetWeaver PI, the buying solution provides an end-to-end integration with SAP ERP using SAP
NetWeaver PI.

2. Depending on your SAP Ariba solution, configure the end points for the following web services:
• Export Requisitions to Derive the Accounting Information for Funds Management
• Export Invoice Reconciliation Documents to External System to Add Funds Management Accounting
Information
3. Enable the web services.

Importing Flexible Master Data Templates for Funds

Management Account Assignment Fields
SAP Ariba provides pre-configured FMD templates to configure the Funds Management account assignment fields
for use with SAP ERP-integrated sites. Depending on the requirements of your site, import the appropriate FMD
templates to your buying solution.

Procedure

1. Go to Manage Core Administration Site Manager Data Import/Export .

2. On the Import tab, perform a search for the Funds Management accounting data import tasks.

You can use Flex as a keyword to perform a search for Funds Management accounting data import tasks.

Invoicing Data Import and Administration Guide

90 PUBLIC Managing Funds Management Accounting Information
3. Click Import for the appropriate task.
4. Click Browse and select the appropriate CSV file.
5. Click Run to enable the task.

Related Information

Sample CSV File Formats for FMD Templates [page 91]

Sample CSV File Formats for FMD Templates

The sample formats of the CSV files illustrate the column header definitions for the data import tasks used by the
Funds Management feature.

The following table lists the simplified data import tasks and the corresponding CSV files for the Funds
Management account assignment fields:

Data Import task Name of CSV file

Import Flex Master Data EarmarkedFundsDocument EarMarkExport.csv

Import Flex Master Data EarmarkedFundsLineItem EarmarkedFundsDocumentExport.csv

Import Flex Master Data Fund FundExport.csv

Import Flex Master Data BudgetPeriod BudgetPeriodExport.csv

Import Flex Master Data FundsCenter FundsCenterExport.csv

Import Flex Master Data CommitmentItem CommitExport.csv

Import Flex Master Data FunctionalArea FuncAreaExport.csv

Import Flex Master Data Grant GranteeExport.csv

Import Flex Master Data FMArea FMAreaExport.csv

Import Flex Master Data EarmarkedFundsDocument

The Import Flex Master Data EarmarkedFundsDocument data import task defines the Earmarked Funds
Document field and related information and reads from the EarMarkExport.csv file.

Following is an example of the EarMarkExport.csv file:

 Sample Code

UTF-8,,,,,,,

Invoicing Data Import and Administration Guide

Managing Funds Management Accounting Information PUBLIC 91
 UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMArea,cus_FMValidfromdate,cus_FMV
alidtodate,cus_Description
10,Item Nozzle,,,Atlanta,1/1/2015,1/1/2016,Nozzle for Rocket IVX
11,Item Oxidizer,,,Toronto,1/1/2015,1/1/2016,Oxidizer for Rocket IVX
12,Propulsion Pumps,,,columbia,1/1/2015,1/1/2016,Pumps for Rocket IVX

Import Flex Master Data EarmarkedFundsLineItem

The Import Flex Master Data EarmarkedFundsLineItem data import task defines the Earmarked Funds Line
Item # field and related information and reads from the EarmarkedFundsDocumentExport.csv file.

Following is an example of the EarmarkedFundsDocumentExport.csv file:

 Sample Code

UTF-8
UniqueName,Name,CompanyCode,PurchasingUnit,cus_DocumentItem,cus_ItemText,Amount,U
niqueName,ApproxAmountInBaseCurrency,ConversionDate,UniqueName
10,Roket Nozzle,,,10,Fund For Nozzle,2000,,,,
11,Oxidizer,,,11,Fund for Oxidizer,2001,,,,
12,Propulsion pumps,,,12,Fund for propulsion Systems,2002,,,,

Import Flex Master Data Fund

The Import Flex Master Data Fund data import task defines the Fund field and related information and reads from
the FundExport.csv file.

Following is an example of the FundExport.csv file:

 Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FundAREA,cus_ValidStartDate,cus_Va
lidEndDate,cus_Description
10,Space Discovery,,,Atlanta,01/01/2014,01/01/2016,Fund for Space Discovery
11,Space Station,,,Toronto,01/01/2015,01/01/2017,Fund for Space Station
12,Mars project,,,Columbia,01/01/2013,01/01/2018,Fund for Mars project

Import Flex Master Data BudgetPeriod

The Import Flex Master Data BudgetPeriod data import task defines the Budget Period field and related
information and reads from the BudgetPeriodExport.csv file.

Invoicing Data Import and Administration Guide

92 PUBLIC Managing Funds Management Accounting Information
Following is an example of the BudgetPeriodExport.csv file:

 Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_BudgetPeriod,cus_FMValidfromdate,c
us_FMValidtodate,cus_Description
10,FiscalYear2015-2016,,,FIY15,01/01/2015,01/01/2016,FiscalYear2015-2016
11,FiscalYear2016-2017,,,FIY16,01/01/2016,01/01/2017,FiscalYear2016-2017

Import Flex Master Data FundsCenter

The Import Flex Master Data FundsCenter data import task defines the Funds Center field and related
information and reads from the FundsCenterExport.csv file.

Following is an example of the FundsCenterExport.csv file:

 Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMArea,cus_FundsCenter,cus_FMValid
fromdate,cus_FMValidtodate,cus_Description
10,R&D,,,Atlanta,R&D,01/01/2015,01/01/2016,Research and Development
11,Space Exploration,,,Toronto,Space Exploration,01/01/2015,01/01/2016,Space
Exploration
12,Propulsion Systems,,,Columbia,Propulsion
Systems,01/01/2015,01/01/2016,Propulsion Systems

Import Flex Master Data CommitmentItem

The Import Flex Master Data CommitmentItem data import task defines the Commitment field and related
information and reads from the CommitExport.csv file.

Following is an example of the CommitExport.csv file:

 Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMArea,cus_CommitmentItem,cus_FMVa
lidfromdate,cus_FMValidtodate,cus_SuperiorCommitmentItem,cus_Descriptionline1,cus
_Descriptionline2,cus_Descriptionline3
10,R&D,,,Atlanta,R&D,01/01/2015,01/01/2016,ReasearchOnMars,Research&Development,M
ars Project,Ongoing
11,SpaceShuttle,,,Toronto,SpaceShuttle,01/01/2015,01/01/2016,SpaceShuttle,SpaceSh
uttle,Shuttle Project,Final Stage

Invoicing Data Import and Administration Guide

Managing Funds Management Accounting Information PUBLIC 93
Import Flex Master Data FunctionalArea

The Import Flex Master Data FunctionalArea data import task defines the Functional Area field and related
information and reads from the FuncAreaExport.csv file.

Following is an example of the FuncAreaExport.csv file:

 Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMValidfromdate,cus_FMValidtodate,
cus_Functionalareatext
10,Engineering,,,01/01/2015,01/01/2016,Engineering
11,Applied Science,,,01/01/2015,01/01/2016,Applied Science
12,Opearations,,,01/01/2015,01/01/2016,Opearations

Import Flex Master Data Grant

The Import Flex Master Data Grant data import task defines the Grant field and related information and reads
from the GranteeExport.csv file.

Following is an example of the GranteeExport.csv file:

 Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_Sponsor,cus_Validfromdate,cus_Vali
dtodate,cus_GrantName,cus_GrantDescription,cus_GrantType,cus_GrantTypeDescription
10,COFAR,,,Financial Reform Dept,01/01/2015,01/01/2016,COFAR,Council on
Financial Assistance Reform,Finance,Nasa's Exisiting Fund
11,PMS,,,Payment Managemt System,01/01/2015,01/01/2016,PMS,Payment Management
System,Payment,USA Govt Allocation

Import Flex Master Data FMArea

The Import Flex Master Data FMArea data import task defines the FM Area field and related information and
reads from the FMAreaExport.csv file.

Following is an example of the FMAreaExport.csv file:

 Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMAreatext,cus_FMAreaCurrency
10,Atlanta,,,Atlanta,USD
11,Toronto,,,Toronto,USD
12,Columbia,,,Columbia,USD

Invoicing Data Import and Administration Guide

94 PUBLIC Managing Funds Management Accounting Information
Configuring Messaging

The messaging feature allows users to initiate conversations from orders and invoices to interact with suppliers on
SAP Business Network and other users in your organization to get information they require to process approvable
documents.

To configure this feature, you must complete the following tasks:

1. Run the data import tasks (Import Messaging Topics and Import Conversation Context Rules
for Messaging) to import conversation context rules and messaging topics.
2. Configure the messaging setup to map approvable documents with the appropriate conversation topics, users,
user groups, and suppliers.

Import Messaging Topics Task [page 95]

Import Conversation Context Rules for Messaging Task [page 96]

Configuring the Messaging Setup [page 104]

Related Information

Configuring the Messaging Setup [page 104]

Import Conversation Context Rules for Messaging Task [page 96]
Import Messaging Topics Task [page 95]

Import Messaging Topics Task

The Import Messaging Topics task imports predefined messaging topics used for conversation by the messaging
service.

Users while initiating a conversation can choose one of the messaging topics to specify the subject of the
conversation.

The Import Messaging Topics task uses the MessagingTopicExport.csv file. The following table describes the
fields in the MessagingTopicExport.csv file:

Field name Required Type and description Sample value

UniqueName Yes String. The unique internal QuantityIssue

identifier for a messaging
topic.

Invoicing Data Import and Administration Guide

Configuring Messaging PUBLIC 95
Field name Required Type and description Sample value

DisplayName Yes Boolean. The user-visible Incorrect quantity

name for the messaging topic.

DefaultMessage No String. The user-visible mes- Incorrect quantity

saging topic that is displayed
by default.

Following is a sample of the MessagingTopicExport.csv file:

"UTF-8"
UniqueName,DisplayName,DefaultMessage
RequestForPartialCreditMemo,"Request for partial credit memo",
RequestForTotalCreditMemo,"Request for total credit memo",
PaymentIssue,"Payment issue",
PricingIssue,"Pricing issue",
TaxIssue,"Tax issue",
QuantityMismatch,"Quantity mismatch",
QualityIssue,"Quality issue",
MissingInvoiceData,"Missing invoice data",
ProductServiceQuestion,"Product/Service question",
RequestForSupportingDocuments,"Request for supporting documents",
Wrongquantity,"Wrong quantity",
Wrongdeliveryaddress,"Wrong delivery address",
Confirmation,"Confirmation",
PartialConfirmation,"Partial Confirmation",
Refuseddelivery,"Refused delivery",

Import Conversation Context Rules for Messaging

Task
The Import Conversation Context Rules for Messaging task defines the approvable document types (for
example, orders and invoices) for which messaging must to be enabled. In addition, this task maps each
approvable document type with predefined topics, suppliers, user groups, and specific users who can participate in
conversations related to such documents.

You can also customize the format of the subject line for invoices and orders. For example, you can set options that
automatically append the order ID to a topic in the subject line for conversations related to orders.

The Import Conversation Context Rules for Messaging task uses the
CollaborationConfigurationDataPull.csv file. The following table describes the fields in the
CollaborationConfigurationDataPull.csv file:

Field name Required Type and description Sample value

UniqueName Yes String. The unique internal Invoice

identifier for the messaging
context.

Invoicing Data Import and Administration Guide

96 PUBLIC Configuring Messaging
 Field name Required Type and description Sample value

Name Yes Boolean. The user-visible Invoice

name for the messaging con-
text.

Invoicing Data Import and Administration Guide

Configuring Messaging PUBLIC 97
Field name Required Type and description Sample value

ConfigData Yes String. The configuration data

"{
specific to the messaging con- \"id\":
text. \"INVOICE\",

The value of this field contains \"contextName\":

\"Invoice\",
five parts: \"contacts\":
[{
1. \"id\": The unique inter-
\"id\":
nal identifier for the mes- \"Invoice
saging context. Set it Manager\",
\"name\":
to the same value as
\"Invoice
UniqueName. Manager\"
}],
2. \"contextName\": The
\"topics\": [{
user-visible name for the \"id\":
messaging context. Set \"RequestForTotalC
reditMemo\",
it to the same value as \"name\":
Name. \"Request for
total credit
3. \"contacts\": The users memo\",
or user groups who can \"desc\":
participate in conversa- \"Request for
total credit
tions related to the de- memo\"
fined messaging contexts }, {
and topics.
\"id\":
\"MissingInvoiceDa
4. \"topics\": The topics to ta\",
be mapped with the mes- \"name\":
\"Missing invoice
saging context. You can data\",
map multiple topics to \"desc\":
one messaging context. \"Missing invoice
data\"
Each topic is included in a }],
pair of braces and con-
\"defaultMessage\"
tains an ID, name, and de-
:\"Invoice# :
scription. The topics {0},Supplier:
added here must be de- {1}, Total
Amount: {2}\"
fined in the }"
MessagingTopics.c
sv file using the Import
Messaging Topics task.
5. \"defaultMessage\": The
default types of informa-
tion included in a mes-
saging topic. For example,
if you add
\"defaultMessage\
":\"PO#:
{0},Supplier:
{1}, Amount:

Invoicing Data Import and Administration Guide

98 PUBLIC Configuring Messaging
 Field name Required Type and description Sample value

{2}\" for the messaging

context Purchase
Order in the
CollaborationConf
igurationDataPull
.csv file, the messaging
topics mapped to this
messaging context will in-
clude three types of infor-
mation: PO number, Sup-
plier, and PO amount.

Following is a sample of the CollaborationConfigurationDataPull.csv file:

"UTF-8"
UniqueName,Name,ConfigData
"INVOICE","Invoice","{
\"id\": \"INVOICE\",
\"contextName\": \"Invoice\",
\"contacts\": [{
\"id\": \"Invoice Manager\",
\"name\": \"Invoice Manager\"
},
{
\"id\": \"Purchasing Agent\",
\"name\": \"Purchasing Agent\"
}, {
\"id\": \"Purchasing Manager\",
\"name\": \"Purchasing Manager\"
},
{
\"id\": \"Supplier\",
\"name\": \"Supplier\"
},{
\"id\": \"Requester\",
\"name\": \"Requester\"
}],
\"topics\": [{
\"id\": \"RequestForTotalCreditMemo\",
\"name\": \"Request for total credit memo\",
\"desc\": \"Request for total credit memo\"
},{
\"id\": \"RequestForPartialCreditMemo\",
\"name\": \"Request for partial credit memo\",
\"desc\": \"Request for partial credit memo\"
},{
\"id\": \"Delay\",
\"name\": \"Delay\",
\"desc\": \"Delay\"
},{
\"id\": \"PaymentIssue\",
\"name\": \"Payment Issue\",
\"desc\": \"Payment issue\"
},{
\"id\": \"PricingIssue\",
\"name\": \"Pricing issue\",
\"desc\": \"Pricing issue\"
}, {
\"id\": \"QuantityMismatch\",

Invoicing Data Import and Administration Guide

Configuring Messaging PUBLIC 99
 \"name\": \"Quantity Mismatch\",
\"desc\": \"Quantity Mismatch\"
}, {
\"id\": \"TaxIssue\",
\"name\": \"Tax Issue\",
\"desc\": \"Tax Issue\"
}, {
\"id\": \"QualityIssue\",
\"name\": \"Quality issue\",
\"desc\": \"Quality issue\"
}, {
\"id\": \"MissingInvoiceData\",
\"name\": \"Missing invoice data\",
\"desc\": \"Missing invoice data\"
}, {
\"id\": \"ProductServiceQuestion\",
\"name\": \"Product/Service question\",
\"desc\": \"Product/Service question\"
},{
\"id\": \"RequestForSupportingDocuments\",
\"name\": \"Request for supporting documents\",
\"desc\": \"Request for supporting documents\"
}],
\"defaultMessage\":\"Invoice# :{0},Supplier: {1}, Total Amount: {2}\"
}"
"INVOICE_LINE_ITEM","Invoice Line Item","{
\"id\": \"INVOICE_LINE_ITEM\",
\"contextName\": \"Invoice Line Item\",
\"contacts\": [{
\"id\": \"Purchasing Agent\",
\"name\": \"Purchasing Agent\"
}, {
\"id\": \"Requester\",
\"name\": \"Requester\"
},{
\"id\": \"Supplier\",
\"name\": \"Supplier\"
}],
\"topics\": [{
\"id\": \"PricingIssue\",
\"name\": \"Pricing issue\",
\"desc\": \"Pricing issue\"
}, {
\"id\": \"QuantityMismatch\",
\"name\": \"Quantity Mismatch\",
\"desc\": \"Quantity Mismatch\"
}, {
\"id\": \"TaxIssue\",
\"name\": \"Tax Issue\",
\"desc\": \"Tax Issue\"
}, {
\"id\": \"QualityIssue\",
\"name\": \"Quality issue\",
\"desc\": \"Quality issue\"
}, {
\"id\": \"MissingInvoiceData\",
\"name\": \"Missing invoice data\",
\"desc\": \"Missing invoice data\"
}, {
\"id\": \"ProductServiceQuestion\",
\"name\": \"Product/Service question\",
\"desc\": \"Product/Service question\"
},{
\"id\": \"RequestForSupportingDocuments\",
\"name\": \"Request for supporting documents\",
\"desc\": \"Request for supporting documents\"
}],

Invoicing Data Import and Administration Guide

100 PUBLIC Configuring Messaging
 \"defaultMessage\":\"Invoice#:{0}, Supplier:{1}, Line Item: {2}, Qty: {3},
Price: {4}, Amount:{5}\"
}"
"INVOICE_LINE_ITEM_EXCEPTION","INVOICE Line Item Exception","{
\"id\": \"INVOICE_LINE_ITEM_EXCEPTION\",
\"contextName\": \"INVOICE Line Item Exception\",
\"contacts\": [{
\"id\": \"InvoiceExceptionGroup\",
\"name\": \"Invoice Exception Group\"
}, {
\"id\": \"Invoice Manager\",
\"name\": \"Invoice Manager\"
}, {
\"id\": \"Receiving Manager\",
\"name\": \"Receiving Manager\"
},
{
\"id\": \"Requester\",
\"name\": \"Requester\"
},{
\"id\": \"Supplier\",
\"name\": \"Supplier\"
}],
\"topics\": [{
\"id\": \"PricingIssue\",
\"name\": \"Pricing issue\",
\"desc\": \"Pricing issue\"
}, {
\"id\": \"QuantityMismatch\",
\"name\": \"Quantity Mismatch\",
\"desc\": \"Quantity Mismatch\"
}, {
\"id\": \"TaxIssue\",
\"name\": \"Tax Issue\",
\"desc\": \"Tax Issue\"
}, {
\"id\": \"QualityIssue\",
\"name\": \"Quality issue\",
\"desc\": \"Quality issue\"
}, {
\"id\": \"MissingInvoiceData\",
\"name\": \"Missing invoice data\",
\"desc\": \"Missing invoice data\"
}, {
\"id\": \"ProductServiceQuestion\",
\"name\": \"Product/Service question\",
\"desc\": \"Product/Service question\"
},{
\"id\": \"RequestForSupportingDocuments\",
\"name\": \"Request for supporting documents\",
\"desc\": \"Request for supporting documents\"
}],
\"defaultMessage\":\"Invoice#: {0}, Supplier: {1}, Exception Type: {2}\"
}"
"IR","Invoice Reconciliation","{
\"id\": \"IR\",
\"contextName\": \"Invoice Reconciliation\",
\"contacts\": [{
\"id\": \"Invoice Manager\",
\"name\": \"Invoice Manager\"
},{
\"id\": \"Purchasing Agent\",
\"name\": \"Purchasing Agent\"
}, {
\"id\": \"Payment Manager\",
\"name\": \"Payment Manager\"
}, {
\"id\": \"Requester\",

Invoicing Data Import and Administration Guide

Configuring Messaging PUBLIC 101
 \"name\": \"Requester\"
}],
\"topics\": [{
\"id\": \"PricingIssue\",
\"name\": \"Pricing issue\",
\"desc\": \"Pricing issue\"
}, {
\"id\": \"QuantityMismatch\",
\"name\": \"Quantity Mismatch\",
\"desc\": \"Quantity Mismatch\"
}, {
\"id\": \"TaxIssue\",
\"name\": \"Tax Issue\",
\"desc\": \"Tax Issue\"
}, {
\"id\": \"QualityIssue\",
\"name\": \"Quality issue\",
\"desc\": \"Quality issue\"
}, {
\"id\": \"MissingInvoiceData\",
\"name\": \"Missing invoice data\",
\"desc\": \"Missing invoice data\"
}, {
\"id\": \"ProductServiceQuestion\",
\"name\": \"Product/Service question\",
\"desc\": \"Product/Service question\"
},{
\"id\": \"RequestForSupportingDocuments\",
\"name\": \"Request for supporting documents\",
\"desc\": \"Request for supporting documents\"
}],
\"desc\":\"Messaging configuration for Invoice Reconciliation\"
}"
"IR_LINE_ITEM","IR Line Item","{
\"id\": \"IR_LINE_ITEM\",
\"contextName\": \"IR Line Item\",
\"contacts\": [{
\"id\": \"Invoice Agent\",
\"name\": \"Invoice Agent\"
}, {
\"id\": \"Purchasing Agent\",
\"name\": \"Purchasing Agent\"
}, {
\"id\": \"Requester\",
\"name\": \"Requester\"
}],
\"topics\": [{
\"id\": \"PricingIssue\",
\"name\": \"Pricing issue\",
\"desc\": \"Pricing issue\"
}, {
\"id\": \"QuantityMismatch\",
\"name\": \"Quantity Mismatch\",
\"desc\": \"Quantity Mismatch\"
}, {
\"id\": \"TaxIssue\",
\"name\": \"Tax Issue\",
\"desc\": \"Tax Issue\"
}, {
\"id\": \"QualityIssue\",
\"name\": \"Quality issue\",
\"desc\": \"Quality issue\"
}, {
\"id\": \"MissingInvoiceData\",
\"name\": \"Missing invoice data\",
\"desc\": \"Missing invoice data\"
}, {
\"id\": \"ProductServiceQuestion\",

Invoicing Data Import and Administration Guide

102 PUBLIC Configuring Messaging
 \"name\": \"Product/Service question\",
\"desc\": \"Product/Service question\"
},{
\"id\": \"RequestForSupportingDocuments\",
\"name\": \"Request for supporting documents\",
\"desc\": \"Request for supporting documents\"
}],
\"desc\":\"Messaging configuration for Invoice Reconciliation Line Item\"
}"
"PO","PO","{
\"id\": \"PO\",
\"contextName\": \"Purchase Order\",
\"contacts\": [{
\"id\": \"Purchasing Manager\",
\"name\": \"Purchasing Manager\"
}, {
\"id\": \"Supplier\",
\"name\": \"Supplier\"
}, {
\"id\": \"Purchasing Agent\",
\"name\": \"Purchasing Agent\"
}, {
\"id\": \"Requester\",
\"name\": \"Requester\"
}],
\"topics\": [{
\"id\": \"Confirmation\",
\"name\": \"Confirmation\",
\"desc\": \"Confirmation\"
}, {
\"id\": \"PartialConfirmation\",
\"name\": \"Partial Confirmation\",
\"desc\": \"Partial Confirmation\"
}, {
\"id\": \"RequestForSupportingDocuments\",
\"name\": \"Request for supporting documents\",
\"desc\": \"Request for supporting documents\"
},{
\"id\": \"Wrongquantity\",
\"name\": \"Wrong quantity\",
\"desc\": \"Wrong quantity\"
}, {
\"id\": \"Wrongdeliveryaddress\",
\"name\": \"Wrong delivery address\",
\"desc\": \"Wrong delivery address\"
}, {
\"id\": \"QualityIssue\",
\"name\": \"Quality issue\",
\"desc\": \"Quality issue\"
}, {
\"id\": \"Refuseddelivery\",
\"name\": \"Refused delivery\",
\"desc\": \"Refused delivery\"
}],
\"defaultMessage\":\"PO#:{0},Supplier: {1}, Amount: {2}\"
}"
"PO_LINE_ITEM","PO Line Item","{
\"id\": \"PO_LINE_ITEM\",
\"contextName\": \"PO Line Item\",
\"contacts\": [{
\"id\": \"Purchasing Manager\",
\"name\": \"Purchasing Manager\"
}, {
\"id\": \"Supplier\",
\"name\": \"Supplier\"
}, {
\"id\": \"Purchasing Agent\",
\"name\": \"Purchasing Agent\"

Invoicing Data Import and Administration Guide

Configuring Messaging PUBLIC 103
 }, {
\"id\": \"Receiving Manager\",
\"name\": \"Receiving Manager\"
},{
\"id\": \"Requester\",
\"name\": \"Requester\"
}],
\"topics\": [{
\"id\": \"Confirmation\",
\"name\": \"Confirmation\",
\"desc\": \"Confirmation\"
}, {
\"id\": \"PartialConfirmation\",
\"name\": \"Partial Confirmation\",
\"desc\": \"Partial Confirmation\"
}, {
\"id\": \"RequestForSupportingDocuments\",
\"name\": \"Request for supporting documents\",
\"desc\": \"Request for supporting documents\"
},{
\"id\": \"Wrongquantity\",
\"name\": \"Wrong quantity\",
\"desc\": \"Wrong quantity\"
}, {
\"id\": \"Wrongdeliveryaddress\",
\"name\": \"Wrong delivery address\",
\"desc\": \"Wrong delivery address\"
}, {
\"id\": \"QualityIssue\",
\"name\": \"Quality issue\",
\"desc\": \"Quality issue\"
}, {
\"id\": \"Refuseddelivery\",
\"name\": \"Refused delivery\",
\"desc\": \"Refused delivery\"
}],
\"defaultMessage\": \"PO#:{0}, Supplier:{1}, Description: {2}, Qty: {3}, Amount:
{4}\"
}"

Configuring the Messaging Setup

You can configure the messaging setup in Ariba Administrator to enable users to participate in messaging
conversations with suppliers and other users in the organization.

Procedure

1. On the dashboard, click Manage Core Administration .

2. Depending on your SAP Ariba solution, perform one of the following actions in Ariba Administrator:

• Click Procure-to-Pay Manager Messaging Setup .

• Click Invoicing Manager Messaging Setup .

The Messaging Setup page appears.

Invoicing Data Import and Administration Guide

104 PUBLIC Configuring Messaging
 3. To configure users and user groups that can participate in messaging conversations for a document type
(order or invoice), perform the following actions:
a. Click the edit icon  for the document type under the Contacts column.
b. In the Identify Contacts window for the document type, choose the appropriate users and user groups
and add them to the Selected Contacts list.
c. Click Save.
d. If required, repeat the steps to configure the contacts for the next document type.
4. To configure users and user groups that can participate in messaging conversations for a document type
(order or invoice), perform the following actions:
a. To configure topics that are applicable for a document type, click the edit icon  for the document type
under the Topics column.
b. In the Topics window for the document type, choose the appropriate topics and add them to the Selected
Topics list.
c. Click Save.
d. If required, repeat the steps on the Messaging Setup page to configure the topics for the next document
type.

Invoicing Data Import and Administration Guide

Configuring Messaging PUBLIC 105
About Importing Service Sheets

You can import service sheets in the Processed state from external ERP systems using web services. In addition,
you can also send processed service sheets from SAP Business Network to the SAP Ariba solution in cXML format.

 Note

The SAP Ariba solution does not perform validations for maximum amounts on Processed service sheets
based on the amount limits specified on the associated orders.

The following diagram illustrates the service sheet import workflow:

By default, service sheets that are successfully imported in the SAP Ariba solution display the Processed status.
You can create PO-based invoices based on processed service sheets. After invoices based on those service sheets
are fully reconciled, the status of those service sheets change to Invoiced.

Prerequisites

• To import service sheets using web services, your site must be configured to use web services for data
integration.
• To import service sheets using cXML Posts, ensure that your site is configured to use XML for data integration.

 Note

The cXML channel applies only to SAP Business Network and not from the ERP system to your SAP Ariba
solution.

• Ensure that copies of the associated purchase orders are available in your SAP Ariba solution to ensure that
service sheet imports do not fail.

Invoicing Data Import and Administration Guide

106 PUBLIC About Importing Service Sheets
 Importing Service Sheets Using Various Integration Channels [page 107]

Importing Service Sheets Using Various Integration

Channels
You can import service sheets using Web Services or using cXML Posts.

Importing Service Sheets Using Web Services

You can import service sheets in the Processed state using the ImportExternalServiceSheetPull web
services task.

If enabled for your site, you can import service sheets for SAP ERP-integrated sites through SAP Integration Suite,
managed gateway for spend management and SAP Business Network, add-on for SAP ERP. See Importing Service
Sheets from SAP ERP-Integrated Sites Using SAP Integration Suite, managed gateway for spend management and
SAP Business Network [page 109].

Importing Service Sheets Using cXML Posts

You can import service sheets from SAP Business Network using cXML posts.

cXMLs of service sheets that have an AribaNetwork.isECCOriginated attribute indicate that a service sheet
originated from an external system.

The following is a sample of a cXML file used to import service sheets from SAP Business Network:

<?xml version="1.0" encoding="UTF-8"?>

<!DOCTYPE cXML SYSTEM "http://svcdev6.ariba.com/schemas/cXML/1.2.036/Fulfill.dtd">
<cXML payloadID="[email protected]"
timestamp="2018-02-23T02:19:51-08:00">
<Header>
<From>
<Credential domain="NetworkID">
<Identity>AN70000000004</Identity>
</Credential>
<Credential domain="PrivateID">
<Identity>sid496___0000000100___0000000100</Identity>
</Credential>
</From>
<To>
<Credential domain="NetworkID">
<Identity>AN71000004081</Identity>
</Credential>
</To>
<Sender>
<Credential domain="NetworkID">
<Identity>AN70000000004</Identity>
<SharedSecret>welcome1a</SharedSecret>
</Credential>

Invoicing Data Import and Administration Guide

About Importing Service Sheets PUBLIC 107
 <UserAgent>Supplier</UserAgent>
</Sender>

</Header>
<Request deploymentMode="production"><ServiceEntryRequest>
<ServiceEntryRequestHeader serviceEntryDate="2018-02-23T17:01:24+05:30"
serviceEntryID="s065">
<PartnerContact><Contact role="from"><Name xml:lang="en-US">JCN Technologies
- do NOT edit (sunita2- 1/26/12)</Name><PostalAddress><Street>An
der Welle 4</Street><Street>cathy edit 1/13/2012 test
org sync</Street><Street></Street><Street></Street><City>Paris</City><State>CA</
State><PostalCode>94089</PostalCode><Country isoCountryCode="US">United States</
Country></PostalAddress></Contact></PartnerContact>
<PartnerContact><Contact addressID="3000" role="to"><Name xml:lang="en-US">New
York</Name><PostalAddress><Street>691 Broadway</Street><Street></Street><Street></
Street><Street></Street><City>NEW YORK</City><State>NY</State><PostalCode>10001</
PostalCode><Country isoCountryCode="US">United States</Country></PostalAddress></
Contact></PartnerContact>
<PartnerContact><Contact role="requester"><Name xml:lang="en-
US">s</Name><Email>[email protected]</Email></Contact></PartnerContact><Extrinsic
name="AribaNetwork.isECCOriginated"/>
</ServiceEntryRequestHeader>
<ServiceEntryOrder>
<ServiceEntryOrderInfo>
<OrderReference orderID="PO14"><DocumentReference
payloadID="1520496871385.1261350791.000000007@l7IgrXp9Kz8knBIpFnwvBawCanQ="></
DocumentReference></OrderReference>
</ServiceEntryOrderInfo>
<ServiceEntryItem quantity="1" serviceLineNumber="1" type="service"><ItemReference
lineNumber="2">
<ItemID><SupplierPartID>ADNM251</SupplierPartID></ItemID>
<Description xml:lang="en">Adapter Null Modem DB25F/F</Description>
</ItemReference><UnitOfMeasure>EA</UnitOfMeasure>
<UnitPrice><Money currency="USD">7.95</Money></UnitPrice>
<SubtotalAmount><Money currency="USD">7.95</Money></SubtotalAmount>
<Distribution>
<Accounting name="DistributionCharge">
<AccountingSegment id="0000001110"><Name xml:lang="en-US">Cost Center</Name>
<Description xml:lang="en-US">ID</Description>
</AccountingSegment>
<AccountingSegment id="0000404000"><Name xml:lang="en-US">GL Account</
Name><Description xml:lang="en-US">ID</Description></AccountingSegment>
<AccountingSegment id="100"><Name xml:lang="en-US">Percentage</Name><Description
xml:lang="en-US">Percentage</Description></AccountingSegment>
</Accounting>
<Charge><Money currency="USD">7.95</Money></Charge></Distribution>
<Extrinsic name="punchinItemFromCatalog">no</Extrinsic><Extrinsic
name="parentPOLineNumber">1</Extrinsic>
<Extrinsic name="isLineFromPO">yes</Extrinsic>
</ServiceEntryItem>
<ServiceEntryItem quantity="1" serviceLineNumber="2" type="service">
<ItemReference lineNumber="3"><ItemID><SupplierPartID>KYB52 10</SupplierPartID></
ItemID><Description xml:lang="en">Keyboard Din5M/M</Description></ItemReference>
<UnitOfMeasure>EA</UnitOfMeasure><UnitPrice><Money currency="USD">8.95</Money></
UnitPrice>
<SubtotalAmount><Money currency="USD">8.95</Money></
SubtotalAmount><Distribution><Accounting name="DistributionCharge">
<AccountingSegment id="0000001110"><Name xml:lang="en-US">Cost Center</
Name><Description xml:lang="en-US">ID</Description>
</AccountingSegment>
<AccountingSegment id="0000404000"><Name xml:lang="en-US">GL Account</Name>
<Description xml:lang="en-US">ID</Description></AccountingSegment>
<AccountingSegment id="100"><Name xml:lang="en-US">Percentage</Name><Description
xml:lang="en-US">Percentage</Description></AccountingSegment></Accounting>
<Charge><Money currency="USD">8.95</Money></Charge></Distribution>
<Extrinsic name="punchinItemFromCatalog">no</Extrinsic><Extrinsic
name="parentPOLineNumber">1</Extrinsic>

Invoicing Data Import and Administration Guide

108 PUBLIC About Importing Service Sheets
 <Extrinsic name="isLineFromPO">yes</Extrinsic></ServiceEntryItem></
ServiceEntryOrder>
<ServiceEntrySummary><SubtotalAmount><Money currency="USD">16.90</Money></
SubtotalAmount></ServiceEntrySummary></ServiceEntryRequest>
</Request>
</cXML>

Importing Service Sheets from SAP ERP-Integrated Sites

Using SAP Integration Suite, managed gateway for spend
management and SAP Business Network

Service sheets can be imported from SAP ERP-integrated sites through SAP Integration Suite, managed gateway
for spend management and SAP Business Network, add-on for SAP ERP. This capability is enabled through two
web services, Import Service Sheets from External Application Asynchronously and Export Service Sheet
Response to External System Asynchronously.

When you successfully import approved service sheets from SAP ERP, the status of the service sheets is set to
Processed in the SAP Ariba solution. The date of the import is set as the creation date of the service sheets.

Table 2: Web Services for Importing Service Sheets Using SAP Integration Suite, managed gateway for spend management and
SAP Business Network, add-on for SAP ERP
Web Service Description

Import Service Sheets from External Used to import the approved service sheets from SAP ERP using SAP Integration
Application Asynchronously Suite, managed gateway for spend management and SAP Business Network.

Export Service Sheet Response to Used to send the import success or failure notification from the SAP Ariba solution to
External System Asynchronously SAP ERP.

Prerequisites

• To enable this feature, have your Designated Support Contact (DSC) submit a case. SAP Support will follow up
to complete the case.
• Ensure that copies of the associated purchase orders are available in your SAP Ariba solution to ensure that
service sheet imports do not fail.

Restriction

The SAP Ariba solution does not perform validations for maximum amounts on Processed service sheets based on
the amount limits specified on the associated orders.

Invoicing Data Import and Administration Guide

About Importing Service Sheets PUBLIC 109
How to Import External cXML Invoices to SAP
Ariba Procurement solutions

Buyers who create cXML invoices can import the invoices directly into SAP Ariba Buying and Invoicing or SAP Ariba
Invoice Management. An HTTP API lets buyers post cXML invoices to their SAP Ariba site.

Prerequisites

To enable this feature, have your Designated Support Contact (DSC) submit a case. SAP Support will follow up to
complete the case. They'll configure the following to enable this feature on your site:

• Feature toggle SINV-9541

This task requires the following:

• A tool that lets you do an HTTP post.

• The URL for your SAP Ariba Buying and Invoicing or SAP Ariba Invoice Management site.
• Your organization's Ariba Network ID on SAP Business Network.
• The shared secret for your SAP Business Network account. To get the shared secret, contact the SAP Business
Network administrator at your organization. They configured the shared secret as part of cXML setup for your
SAP Business Network account.

Context

You post the cXML invoices to a URL that includes the HTTP Query parameter ExternalCXMLRequest=true.

The URL consists of:

• The URL for your SAP Ariba Buying and Invoicing or SAP Ariba Invoice Management site
• The import channel you're using, cxmlchannel
• For child sites in multi-ERP configurations, the SAP Business Network business application system ID
• Your organization's Ariba Network ID on SAP Business Network
• The query parameter ExternalCXMLRequest=true

For standalone sites, the syntax of the query is:

https://service-base/Buyer/cxmlchannel/AribaNetworkID?ExternalCXMLRequest=true

Examples for standalone sites:

https://s1.ariba.com/Buyer/cxmlchannel/AN000123456789?ExternalCXMLRequest=true

https://s1-eu.ariba.com/Buyer/cxmlchannel/AN000123456789?ExternalCXMLRequest=true

Invoicing Data Import and Administration Guide

110 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
For child sites in multi-ERP configurations, the syntax of the query is:

https://service-base/Buyer/cxmlchannel/SystemID- AribaNetworkID?
ExternalCXMLRequest=true

Examples for child sites:

https://s1.ariba.com/Buyer/cxmlchannel/CHILD1SAP-AN000123456789?
ExternalCXMLRequest=true

https://s1-eu.ariba.com/Buyer/cxmlchannel/CHILD1SAP-AN000123456789?
ExternalCXMLRequest=true

Imported cXML invoices are treated the same way as cXML invoices from SAP Business Network, with the following
exceptions:

• When an external invoice is imported, the SAP Ariba solution sends a CC invoice to SAP Business Network.
External invoices support CC invoice quick enablement on sites that use it.
The SAP Ariba solution also sends subsequent status update requests (SURs).
In these ways, imported cXML invoices are treated the same way as invoices the buyer enters in the user
interface.
• Because imported cXML invoices bypass SAP Business Network, they're not validated by SAP Business
Network transaction rules.
• Your site can process up to 10 concurrent incoming external cXML invoices.
• You can't use this feature to import cancel invoice requests. Cancel invoice requests are applicable only for
invoices sent by suppliers through SAP Business Network.
• You can't use this feature to import SAP Fieldglass or ERP CC invoices.

Procedure

1. Create properly structured cXML invoices that include the buyer shared secret and buyer Ariba Network ID in
the Sender credential.
2. In the posting tool, specify a destination URL that identifies your SAP Ariba Buying and Invoicing or SAP Ariba
Invoice Management site and ends with the HTTP query parameter ?ExternalCXMLRequest=true.
3. For the body of the post, provide the cXML invoice.

Results

When the cXML invoice is posted to a URL, the receiving server returns a synchronous HTTP response. The body of
the response contains a cXML document with a Response message that includes a status code and text describing
the success or failure of the transmission.

Following is an example of a Response message:

<?xml version="1.0" encoding="UTF-8"?>

<!DOCTYPE cXML SYSTEM "http://xml.cXML.org/schemas/cXML/1.2.019/cXML.dtd">
<cXML payloadID="[email protected]" xml:lang="en-US"
timestamp="2001-03-12T18:39:10-08:00">
<Response>

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 111
 <Status code="200" text="OK"/>

The status code attribute contains a numeric value that falls within one of the following ranges:

• 200–299 indicates success.

• 400–499 indicates a permanent failure. Review the transmission to resolve the issue.
• 500–599 indicates a transient error. Retry the transmission.

The following table lists the most common status codes. For a complete list of the codes that can be returned, see
the cXML Solutions Guide.

Code Text Description

200 OK The server was able to execute the request or deliver it to the final
recipient. The cXML Request itself generated no errors or warnings.

This status does not reflect any errors or warnings that might be
generated afterward by the application (in this case, SAP Ariba Buy-
ing and Invoicing). The returned Response might contain application
warnings or errors.

No further status updates are sent, unless an error occurs during

later processing.

201 Accepted The Request was accepted for forwarding by an intermediate hub,
or was accepted by its ultimate destination and was not examined
yet. The sender receives updates on the status of the Request if a
mechanism to deliver the updates is available.

400 Bad Request The Request was unacceptable to the server, although it parsed
correctly.

401 Unauthorized The credentials in the Sender element of the Request were not rec-
ognized by the server.

403 Forbidden The user sending the Request has insufficient privileges to execute
the Request.

406 Not Acceptable The Request is unacceptable to the server, likely due to a parsing
failure.

409 Conflict The current state of the server or its internal data prevented the (up-
date) operation request. An identical Request is unlikely to succeed
in the future, but only after another operation has executed, if at all.

500 Internal Server Error The server was unable to complete the Request.

551 Unable to Forward Request The server was unable to forward the Request due to service pro-
vider misconfiguration. For example, an intermediate hub failed to
authenticate itself to a service provider.

Clients can't rectify this error, but this error might be resolved before
the client retries.

560 Temporary Server Error The server was unable to process the Request due to a temporary
issue with the server. For example, a server might be down for main-
tenance. Try resending the Request.

cXML Guidelines for Importing External Invoices to SAP Ariba Procurement solutions [page 113]

Creating an Approval Rule for External cXML Invoices [page 150]

Invoicing Data Import and Administration Guide

112 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
cXML Guidelines for Importing External Invoices to
SAP Ariba Procurement solutions
There are guidelines for structuring cXML invoices for importing into SAP Ariba Buying and Invoicing or SAP Ariba
Invoice Management.

cXML is an open language defined by public Document Type Definitions (DTDs). These DTDs define cXML so
that it is extremely flexible. The cXML Solutions Guide provides cXML solution guidelines, recommendations,
and examples to supplement the general description of cXML provided by the cXML reference guide at http://
www.cxml.org .

cXML Requirements for Importing Invoices [page 113]

cXML Invoice Header for Importing External Invoices to SAP Ariba Procurement solutions [page 114]

cXML Invoice Request Element [page 116]

Invoice Submission Method for Importing External cXML Invoices [page 117]

Tax Information cXML [page 117]

Required and Optional Calculated Totals cXML [page 119]

Attaching the Digital Image of a Paper Invoice [page 119]

Invoice Data to Include When Importing External cXML Invoices [page 122]

Invoice-to-cXML Data Mapping [page 124]

Sample cXML for a PO-Based Invoice [page 138]

Sample cXML for a Non-PO Invoice [page 141]

Sample cXML for a Contract-Based Invoice [page 146]

Related Information

cXML solutions guide

cXML Requirements for Importing Invoices

Following are the cXML transmission requirements and high-level invoice requirements for importing invoices into
SAP Ariba Buying and Invoicing or SAP Ariba Invoice Management.

• Use a posting utility that supports HTTP transactions.

• Use cXML DTD version 1.2.020 or later when defining cXML invoices.
• A cXML invoice must contain a Header element and a Request element.
• The Request element for an invoice contains an InvoiceDetailRequest.
• The Header element contains the credentials of the parties to the invoice transmission.

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 113
cXML Invoice Header for Importing External Invoices to SAP
Ariba Procurement solutions
The cXML invoice header contains supplier and buyer credentials.

• A From credential identifies the supplier who sent the invoice.

• A To credentials identify the buyer to whom the supplier sent the invoice. In multi-ERP configurations, the To
credentials also identify the child site.
• A Sender credential identifies the party providing the cXML invoice. In multi-ERP configurations, the Sender
credential also identifies the child site.

Following is an example of a cXML document header for a buyer child site. The sections that follow explain the
credentials in more detail.

<Header>
<From>
<Credential domain="privateid">
<Identity>50000145224</Identity>
</Credential>
<Correspondent preferredLanguage="en-US">
<Contact role="correspondent">
<Name xml:lang="en-US">MySupplier2</Name>
<PostalAddress>
<Street>1 Supplier Street</Street>
<City>Test Supplier City</City>
<State>NJ</State>
<PostalCode>08877</PostalCode>
<Country isoCountryCode="US"/>
</PostalAddress>
</Contact>
</Correspondent>
</From>
<To>
<Credential domain="SystemID"> <!-- Required if the buyer site has a
business application system ID. Generally used to identify child sites. -->
<Identity>ERPCHILD1</Identity>
</Credential>
<Credential domain="networkid">
<Identity>AN02003873343</Identity>
</Credential>
</To>
<Sender>
<Credential domain="networkid">
<Identity>ERPCHILD1-AN02003873343</Identity> <!-- Buyer Ariba Network
ID preceded by the buyer site system ID, if there is one. If there were no system
ID, this would be AN02003873343. -->
<SharedSecret>welcome3z@</SharedSecret>
</Credential>
<UserAgent>Buyer</UserAgent>
</Sender>
</Header>

Identifying the Supplier in the From Credential

The supplier is identified by a supplier ID, which consists of a domain and a value. Examples of domains are
privateid and duns. Use an ID assigned to the supplier in SAP Ariba Buying and Invoicing or SAP Ariba Invoice
Management.

Invoicing Data Import and Administration Guide

114 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Following is an example of a From credential in which the supplier is identified using the privateid domain. The
Correspondent element is optional.

<From>
<Credential domain="
privateid
">
<Identity>50000145224</Identity>
</Credential>
<Correspondent preferredLanguage="en-US">
<Contact role="correspondent">
<Name xml:lang="en-US">My supplier2</Name>
<PostalAddress>
<Street>1 Supplier Street</Street>
<City>Test Supplier City</City>
<State>NJ</State>
<PostalCode>08877</PostalCode>
<Country isoCountryCode="US"/>
</PostalAddress>
</Contact>
</Correspondent>
</From>

Identifying the Buyer in the To Credential

In the To credentials, the buying organization is identified by their Ariba Network ID on SAP Business Network.

For child sites in multi-ERP configurations, a system ID (the SAP Business Network business application system ID)
identifies the specific buyer site.

Example for standalone site:

<To>
<Credential domain="networkid">
<Identity>AN02003873343</Identity>
</Credential>
</To>

Example for multi-ERP child site:

<To>
<Credential domain="SystemID">
<Identity>ERPCHILD1</Identity>
</Credential>
<Credential domain="networkid">
<Identity>AN02003873343</Identity>
</Credential>
</To>

Identifying the Buyer in the Sender Credential

The buyer is considered to be the sender of the invoice because the buyer is the entity posting the invoice. In the
Sender credential, the buyer is identified by the buyer’s Ariba Network ID on SAP Business Network.

For child sites in multi-ERP configurations, include the business application system ID from SAP Business Network.

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 115
The Sender credential also has authentication information in the form of a shared secret.

The UserAgent element identifies the originating application.

Example for a standalone site:

<Sender>
<Credential domain="networkid">
<Identity>AN02003873343</Identity>
<SharedSecret>welcome3z@</SharedSecret>
</Credential>
<UserAgent>Buyer</UserAgent>
</Sender>

Example for a standalone site:

<Sender>
<Credential domain="networkid">
<Identity>ERPCHILD1-AN02003873343</Identity>
<SharedSecret>welcome3z@</SharedSecret>
</Credential>
<UserAgent>Buyer</UserAgent>
</Sender>

cXML Invoice Request Element

The Request element of a cXML invoice contains a single InvoiceDetailRequest, the content of which
represents the invoice data on the paper invoice from the supplier.

A cXML invoice can represent a standard invoice, a credit memo, or a debit memo. The invoice detail can be at
either the invoice header level or line level. The cXML invoice Request element includes three main sections:

• The invoice header element (InvoiceDetailRequestHeader) contains information about the parties
involved in the invoice transaction (BillTo, RemittTo, From, SoldTo, and so on) as well as banking
information, shipping information, and comments, extrinsic data. The header also contains information
about referenced documents, such as a PO or contract. The header element can also include the
InvoiceSubmissionMethod extrinsic element to indicate how the invoice was submitted, for example,
PaperViaICS or cXML. The Comments element can include information about the attached image file, when
sent.
• A summary element (InvoiceDetailRequestSummary) is required. It must contain a subtotal plus the sum
of the tax and shipping amounts from the lines or the summary tax and shipping amount. A gross amount is
also required.
• The invoice line element (InvoiceDetailItem or InvoiceDetailServiceItem) includes details about the
lines. Use InvoiceDetailServiceitem to indicate service lines, which might have additional data specific
to the service. Invoice lines can contain information about shipping, tax, and special handling. If included, they
must also be summarized in the summary section. Each line must contain a subtotal with an optional gross
amount and net amount.

This section does not cover all the details of InvoiceDetailRequest. It provides some general guidelines for
transforming data extracted from a paper invoice into cXML.

 Tip

It's good practice for the invoice converter to go through a mapping exercise, mapping the data from their
standard extract format to the cXML invoice document.

Invoicing Data Import and Administration Guide

116 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Related Information

Invoice-to-cXML Data Mapping [page 124]

cXML Invoice Requirements
cXML Document Header
Invoice Submission Method cXML
cXML Requirements for Importing Invoices [page 113]
cXML Invoice Header for Importing External Invoices to SAP Ariba Procurement solutions [page 114]
Invoice Submission Method for Importing External cXML Invoices [page 117]
Tax Information cXML [page 117]
VAT ID cXML [page 118]
Required and Optional Calculated Totals cXML [page 119]

Invoice Submission Method for Importing External cXML

Invoices

The invoiceSubmissionMethod extrinsic indicates how the invoice was submitted. For invoices you're going to
import directly into an SAP Ariba solution, set the value to cXML.

Following is an example of the invoiceSubmissionMethod extrinsic:

<?xml version="1.0" encoding="UTF-8"?>

<!DOCTYPE cXML SYSTEM "http://xml.cxml.org/schemas/cXML/1.2.020/InvoiceDetail.dtd">
...
<InvoiceDetailRequestHeader invoiceDate="2019-08-11T01:34:42+01:00"
invoiceID="280064482"
operation="new" purpose="standard" ...>
<Extrinsic name="invoiceSubmissionMethod">cXML</Extrinsic>
</InvoiceDetailRequestHeader>
...

When an invoice is imported directly into SAP Ariba Buying and Invoicing or SAP Ariba Invoice Management,
the Invoice Submission Method field on the Summary tab of the invoice and the invoiceSubmissionMethod
element in the cXML file contain the value cXML.

Tax Information cXML

Tax information in an invoice can be included in the summary or at the line level.

To indicate that tax is included at the line level, set the following attribute under InvoiceDetailRequestHeader/
InvoiceDetailLineIndicator (in InvoiceDetailItem and/or InvoiceDetailServiceItem):

isTaxInLine="yes"

If tax information is provided only in the Summary element, do not include the isTaxInLine attribute.

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 117
The Tax element in InvoiceDetailSummary must include the total tax for the invoice. If tax is included at the line
level, the InvoiceDetailSummary/Tax/Money value must reflect the sum of the Tax/Money elements at the line
level.

Tax information specified in the summary or at the line level can include details (TaxDetail) describing the
percentage rate, category, amount, and taxable amount of the component taxes. (Additional attributes are
available.) TaxDetail, if included, must include at least the category attribute and TaxAmount element.
TaxDetail can occur multiple times within the Tax element, to provide for details of multiple tax categories.
When provided, the TaxAmount values in TaxDetail must total to the value specified in the Tax/Money element.

Following is an example of a Tax element with a single TaxDetail element:

<Tax>
<Money currency="USD">13.00</Money>
<Description xml:lang="en-US">tax </Description>
<TaxDetail category="sales" percentageRate="6.5">
<TaxableAmount>
<Money currency="USD">200.00</Money>
</TaxableAmount>
<TaxAmount>
<Money currency="USD">13.00</Money>
</TaxAmount>
</TaxDetail>
</Tax>

The person constructing the cXML invoice determines the level of tax detail to include based on the requirements
of the buyer and level of detail available on the paper invoice.

Related Information

Invoice-to-cXML Data Mapping [page 124]

VAT ID cXML

The supplier VAT ID must be included as an extrinsic in cXML invoices.

The following cXML excerpt shows the VAT ID of the buyer and the supplier in extrinsic elements:

<InvoiceDetailRequestHeader>
...
<Extrinsic name="buyerVatID">NL001605768B01</Extrinsic>
<Extrinsic name="supplierVatID">NL007369633B01</Extrinsic>
</InvoiceDetailRequestHeader>

Related Information

cXML Solutions Guide

Invoicing Data Import and Administration Guide

118 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Required and Optional Calculated Totals cXML
In cXML invoices, the InvoiceDetailSummary element must include values for the SubTotal, Tax, and
NetAmount calculated totals. The GrossAmount and DueAmount calculated totals are optional.

• SubTotal: The sum of all the line level SubTotal elements

• Tax: Total tax amount for the line.
• NetAmount: The gross amount minus any discount applied (InvoiceDetailDiscount)

The following calculated totals are optional at the summary level:

• GrossAmount: The subtotal plus any shipping, special handling, and tax
• DueAmount: The net amount minus any prepaid amounts

At the line level, SubTotal, Tax, and NetAmount are optional. It is a good idea to provide a subtotal at the line level
for clarity. The SubTotal at the line level is the individual line quantity multiplied by unit price.

GrossAmount and DueAmount are not applicable to the line level.

Related Information

Invoice-to-cXML Data Mapping [page 124]

Attaching the Digital Image of a Paper Invoice

cXML invoices can include an attachment that contains a digital image of the paper invoice. Attaching the digital
image provides the buyer with a copy of the paper invoice, which assists in resolving issues.

In some cases, it's required to include a digital image of a paper invoice.

• With SAP Ariba ICS, service providers are required to include an attachment of the digital image. We
recommend that SAP Ariba Open ICS providers include it as well.
• A digital image isn't required for buyers importing invoices into SAP Ariba Procurement solutions, regardless of
whether they're using the Open ICS technology to import them.

 Note

cXML invoices sent inside a ProviderDataRequest rather than as an InvoiceDetailRequest can't include
an invoice image attachment. (ICS providers use a ProviderDataRequest to send an incomplete or image-
only invoice.)

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 119
Attachment Guidelines

The following guidelines apply to attachments to cXML invoices:

• Attachments in one cXML document can total up to 10 MB. (This limit is for the total size of all attachments
associated with the invoice, but it doesn't include the invoice itself. The invoice can be up to 4 MB or 3000 line
items. The total size limit for invoices with attachments is 14 MB.)
• The process to attach the image file involves a multi-part Multipurpose Internet Mail Extensions (MIME)
message to capture the transmission. The first part of the multi-part MIME message is the cXML invoice, and
the second part is the attached image.
• The attached image can be encoded with any valid content-Transfer-encoding (for example, base64 or binary).
The MIME part header indicates the type of encoding used.
• For an attachment to be included in a cXML invoice, one of the Comments elements in the cXML invoice must
contain an Attachment element. The Attachment element contains a URL element that indicates the content
ID (Content-ID) of the MIME part. The URL element specifies the content ID with a cid: prefix. In the MIME
part header of the attachment part, the content ID is enclosed in angle brackets.
• In multi-part MIME messages, specify the content type according to the format of the image. For example:
Content-Type: image/tiff
Content-Type: application/pdf
• For ICS invoices: SAP Business Network stores invoice attachments for retrieval by buyers and suppliers. Users
can retrieve the files by logging in to their SAP Business Network accounts. Attachments expire 18 months
after SAP Business Network receives them. Expired attachments aren't available online.

The following example shows a skeleton of a multi-part MIME message for sending a cXML invoice with an
attachment. Each part is set off by a boundary, which is defined in the second line.

POST /cXML HTTP/1.0

Content-type: multipart/related; boundary=unique boundary name;
type="text/xml"; start=<[email protected]>
--unique boundary name
Content-type: text/xml; charset="UTF-8"
Content-ID: <[email protected]>
<?xml version="1.0" encoding="UTF-8"?>
…
<Attachment>
<URL>cid:[email protected]</URL>
</Attachment>
…
--unique boundary name
Content-type: image/jpeg
Content-ID: <[email protected]>
…
--unique boundary name--

The following example of a multi-part MIME message includes a bit more detail than the preceding
example. In the following example, there are two parts. The name of the boundary separating the parts is
=_Part_2_7059338.1312213970506. The example includes [...] in place of actual invoice details.

------=_Part_2_7059338.1312213970506
Content-Type: text/xml; charset=UTF-8
Content-Disposition: attachment; filename=WNSMessageMultiAttach080811.xml
Content-ID:
<?xml version="1.0" encoding="utf-8"?>
<!DOCTYPE cXML SYSTEM "http://xml.cXML.org/schemas/cXML/1.2.021/InvoiceDetail.dtd">
<cXML timestamp="2008-04-23T16:37:23-8:00" payloadID="Apr232008_04372337PMRTL13">
<Header>

Invoicing Data Import and Administration Guide

120 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
 [...]
</Header>
<Request deploymentMode="test">
<InvoiceDetailRequest>
[...]
<InvoiceDetailRequestHeader purpose="standard" invoiceID="ARBA_Mime_2"
invoiceDate="2010-02-09T19:20:17-9:00">
<InvoiceDetailHeaderIndicator /><InvoiceDetailLineIndicator />
[...]
<Comments>
<Attachment><URL>cid:TestImageURL</URL></Attachment>
</Comments>
</InvoiceDetailRequestHeader>
[...]
</InvoiceDetailRequest>
[...]
</Request>
</cXML>
------=_Part_2_7059338.1312213970506
Content-Type: image/tiff
Content-transfer-encoding: 7bit
Content-ID:
<TestImageURL>
<!--
The angle brackets are required. Content-ID must match the cid in the URL in
the Attachment element.
-->
Content-Disposition: attachment; filename=TestImageURL.tif
Content-Length: 23618
[...]

Including Attachments in PDF Format

Some buyers using SAP Ariba Procurement solutions have enabled a feature that lets them view the image
side-by-side with the invoice data. For these buyers, use PDF format instead of TIF in InvoiceDetailRequest
documents.

For buyers who haven't requested PDF attachments, and for all test buyers, send TIF files.

Following is an example of an InvoiceDetailRequestHeader specifying a PDF invoice attachment:

<InvoiceDetailRequestHeader>
<Extrinsic name="
invoicePDF
"><Attachment>
<URL>cid:[email protected]</URL>
</Attachment></Extrinsic>
</InvoiceDetailRequestHeader>

In multi-part MIME messages, specify the following content type when including a PDF image attachment:

Content-Type: application/pdf

Related Information

cXML Solutions Guide

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 121
Incomplete or Image-Only Invoices

Invoice Data to Include When Importing External cXML

Invoices
When you create a cXML invoice from a paper invoice, you use data from the invoice header, the invoice line, the
vendor master file, and Ship To master data.

Fields from the Invoice Header

Required fields are noted in parentheses:

• Language
• Invoice Type
• Invoice Number (required)
• Original PO Number, or Contract ID, or Supplier Sales Order ID for the PO (required—the invoice must contain
one of these three fields)
• Invoice Date (required)
• Currency (required)
• Subtotal (required)
• Invoice Total (required)
• Tax Description (required)
• Tax Amount (required)
• Tax Rate
• Freight Amount
• Supplier (Vendor) ID
• Supplier Name
• Supplier Address
• Payment Terms
• Comments
• Requester Email Address

Fields from the Invoice Line

• Item Description
• Invoice Line Item Number (required)
• PO Line Number (required for PO based invoices)
• Supplier Part Number
• Quantity (required)

Invoicing Data Import and Administration Guide

122 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
• Unit of Measure (required)
• Unit Price (required)
• Line Item Amount
• Currency
• Tax Description
• Tax Rate
• Tax Amount
• Shipping and Handling Amount (can be at the header or line level)
• Line Subtotal
• Line Total

Fields to Fill in Based on the Vendor Master File

• Remit To ID
• Remit To Name
• Remit To Address
• Remit To City
• Remit To State
• Remit To Country
• Remit To Post Code

Fields to Fill in Based on the Ship To Master Data

 Note

Ship To information for PO-based invoices comes from the purchase order.

• Ship To Name
• Ship To Address
• Ship To City
• Ship To State
• Ship To Country
• Ship To Post Code

VAT-Related Invoice Information

VAT-related information captured includes:

• Line item tax/VAT percent

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 123
• Line item taxable amount
• Line item tax/VAT amount
• Line–tax tax amount in local currency
• Line item tax description
• Date of supply

Other legal fields can be captured for an additional charge.

Fields Added as Part of the Conversion Process

• ImageID
• CustomerID (identifies the buyer)

Invoice-to-cXML Data Mapping

Service providers must be able to map invoice data from standard extract format to the fields in the request
element, header element, summary element, and invoice line fields of a cXML invoice (InvoiceDetailRequest).

Request Element Fields

In the request element fields table, the Field Name column represents data that appears in a paper invoice. Service
providers can adjust the values to their format as needed.

Field Name cXML Field Description and Notes

Deployment Optional.
mode
InvoiceDetailRequest/@deploymentMode Possible values:

• "test"
• "production"

Fields in the Header Element of the Request

In the Header element fields table, the Field Name column represents data that appears in a paper invoice. Service
providers can adjust the values to their format as needed.

Invoicing Data Import and Administration Guide

124 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Field Name cXML Field (XPath) Description and Notes

Invoice purpose, Optional.

Invoice operation InvoiceDetailRequestHeader/@purpose
(Invoice type)
InvoiceDetailRequestHeader/@operation • For a standard invoice, specify
purpose="standard" and
operation="new".
• For a credit memo, which speci-
fies credit to a buyer, spec-
ify purpose="creditMemo"
and operation="new". This
must be a header invoice, and
amounts must be negative.
• For a standard invoice with line
item level credit, the quantity
amount is negative at the item
level.

Description and InvoiceDetailRequestHeader/@invoiceID Required.

notes
The unique invoice number. Case sen-
sitive.

For ICS invoices, the recommended

best practice is to set this value using
the scan date plus the account num-
ber (or just the scan date if the paper
invoice does not include an account
number).

Invoice date InvoiceDetailRequestHeader/@invoiceDate Required.

The invoice date on the paper invoice.

Invoice origin InvoiceDetailRequestHeader/@invoiceOrigin Optional.

This field is a constant, always set to

"supplier".

Original PO InvoiceDetailOrder/InvoiceDetailOrderInfo/ Conditionally required. The header

OrderIDInfo/orderID must include either this element
or MasterAgreementIDInfo or
Example: <InvoiceDetailOrderInfo><OrderIDInfo SupplierOrderInfo ID.
orderID="2" /></InvoiceDetailOrderInfo>
The PO number as shown on the pa-
per invoice. In this case, the PO num-
ber is a PO ID known to the buyer.

Supplier order InvoiceDetailOrder/InvoiceDetailOrderInfo/ Conditionally required. The header

SupplierOrderInfo/orderID must include either this ele-
ment or OrderIDInfo or
MasterAgreementIDInfo.

The PO number as shown on the pa-

per invoice. In this case, it is the sup-
plier sales order ID of the PO.

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 125
Field Name cXML Field (XPath) Description and Notes

Contract InvoiceDetailOrder/InvoiceDetailOrderInfo/ Conditionally required. The header

MasterAgreementIDInfo/agreementID must include either this ele-
ment or OrderIDInfo or
SupplierOrderInfo.

The buyer’s ID of a corresponding

master agreement.

Payment terms InvoiceDetailRequestHeader/PaymentTerm Optional.

Payment terms are numeric only. Map

net and discount terms if included on
the paper invoice.

Indicator for InvoiceDetailHeaderIndicator Required.

header/line infor-
Example: Required even if empty.
mation
<InvoiceDetailHeaderIndicator></
InvoiceDetailHeaderIndicator>

If empty:
<InvoiceDetailHeaderIndicator/>

Invoice line indi- InvoiceDetailLineIndicator/@isTaxInLine Optional.

cator
Example: Set to "yes" if tax is at the line item
<InvoiceDetailLineIndicatorisTaxInLine="yes"> level.
</InvoiceDetailLineIndicator>

Sold to/customer InvoiceDetailRequestHeader/InvoicePartner/ Optional. (This information must be

contact Contact/[@role='soldTo'] mapped if the supplier provides it.)

Contact role type where

role="soldTo"

Buyer contact.

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact/[@role='soldTo' /Name invoices that include soldTo informa-
tion.
Example: <Name xml:lang="en-US">SupplierName</
Must include the language attribute.
Name>

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='soldTo'/PostalAddress/Street invoices that include soldTo infor-
mation.

Up to three occurrences of Street

are supported.

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='soldTo' /PostalAddress/City invoices that include soldTo infor-
mation.

InvoiceDetailRequestHeader/InvoicePartner/ Optional.
Contact[@role='soldTo' /PostalAddress/State
State, province, or region.

Invoicing Data Import and Administration Guide

126 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Field Name cXML Field (XPath) Description and Notes

InvoiceDetailRequestHeader/InvoicePartner/ Optional.
Contact[@role='soldTo'/PostalAddress/
PostalCode

InvoiceDetailRequestHeader/InvoicePartner/ Optional.
Contact[@role='soldTo'/Email
The email address of the requester.

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='soldTo'/PostalAddress/Country invoices that include soldTo infor-
mation.
Example: <Country
Must include the ISO country code.
isoCountryCode="US">UnitedStates</Country>

Remit to InvoiceDetailRequestHeader/InvoicePartner/ Optional. (This information must be

Contact/[@role='remitTo'/] mapped if the supplier provides it.)

Contact role type where

role="remitTo"

Remit to ID InvoiceDetailRequestHeader/InvoicePartner/ Optional.

Contact[@role='remitTo' @addressID]
An ID from the buyer that uniquely
identifies the remittance address of
the supplier. This field enables the
buyer to match the remittance ad-
dress in the invoice with a remittance
address in their accounting system.

Remit to InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='remitTo'/Name invoices that include remitTo infor-
mation.
Example: <Name xml:lang="en-US">SupplierName</
Must include the language attribute.
Name>

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='remitTo'/PostalAddress/Street invoices that include remitTo infor-
mation.

Up to three occurrences of Street

are supported.

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='remitTo'/PostalAddress/City invoices that include remitTo infor-
mation.

InvoiceDetailRequestHeader/InvoicePartner/ Optional.
Contact[@role='remitTo'/PostalAddress/State
State, province, or region.

InvoiceDetailRequestHeader/InvoicePartner/ Optional.
Contact[@role='remitTo'/PostalAddress/
PostalCode

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 127
Field Name cXML Field (XPath) Description and Notes

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='remitTo'/PostalAddress/Country invoices that include remitTo infor-
mation.
Example: <Country
Must include the ISO country code.
isoCountryCode="US">UnitedStates</Country>

IDReference@type="ach/eft/routingcode" Optional.

Bill to InvoiceDetailRequestHeader/InvoicePartner/ Optional. (This information must be

Contact/[@role='billTo'] mapped if the supplier provides it.)

Contact role type where

role="billTo".

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='billTo']/Name invoices that include billTo infor-
mation.
Example: <Name xml:lang="en-US">SupplierName</
Must include the language attribute.
Name>

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='billTo']PostalAddress/Street invoices that include billTo infor-
mation.

Up to three occurrences of Street

are supported.

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='billTo']PostalAddress/City invoices that include billTo infor-
mation.

InvoiceDetailRequestHeader/InvoicePartner/ Optional.
Contact[@role='billTo']/PostalAddress/State
State, province, or region.

InvoiceDetailRequestHeader/InvoicePartner/ Optional. Required for invoices that

Contact[@role='billTo']/PostalAddress/ include billTo information.
PostalCode

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='billTo']/PostalAddress/Country invoices that include billTo infor-
mation.
Example: <Country
Must include ISO country code.
isoCountryCode="US">UnitedStates</Country>

From InvoiceDetailRequestHeader/InvoicePartner/ Optional. (This information must be

Contact/[@role='from'] mapped if the supplier provides it.)

Contact role type where

role="from". Generally, the ad-
dress from which goods are sent.

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='from']/Name invoices that include from informa-
tion.
Example: <Name xml:lang="en-US">SupplierName</
Must include the language attribute.
Name>

Invoicing Data Import and Administration Guide

128 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Field Name cXML Field (XPath) Description and Notes

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='from']PostalAddress/Street invoices that include from informa-
tion.

Up to three occurrences of Street

are supported.

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='from']PostalAddress/City invoices that include from informa-
tion.

InvoiceDetailRequestHeader/InvoicePartner/ Optional.
Contact[@role='from']PostalAddress/State
State, province, or region.

InvoiceDetailRequestHeader/InvoicePartner/ Optional.
Contact[@role='from']PostalAddress/PostalCode

InvoiceDetailRequestHeader/InvoicePartner/ Conditionally required. Required for

Contact[@role='from']PostalAddress/Country invoices that include from informa-
tion.
Example: <Country
Must include the ISO country code.
isoCountryCode="US">UnitedStates</Country>

Shipping Detail InvoiceDetailRequestHeader/ Optional. (This information must be

(Ship To) InvoiceDetailShipping/Contact/ mapped if the supplier provides it.)
[@role='shipTo']
Contact role type where role
="shipTo"

shipTo must be sent with shipFrom. If

only one is available, neither can be
sent.

shipTo can be specified at the sum-

mary level or the line level but not
both. If the paper invoice includes
header tax only, map shipTo at the
summary level. If the paper invoice
includes line tax information, map
shipTo at the line level (see the
Shipping Detail fields in the Invoice
line fields table).

InvoiceDetailRequestHeader/ Conditionally required. Required for

InvoiceDetailShipping[@role='shipTo']/Name invoices that include shipTo infor-
mation.
Example: <Name xml:lang="en-US">SupplierName</
Must include the language attribute.
Name>

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 129
Field Name cXML Field (XPath) Description and Notes

InvoiceDetailRequestHeader/ Conditionally required. Required for

InvoiceDetailShipping[@role='shipTo']PostalAd invoices that include shipTo infor-
dress/Street mation.

Up to three occurrences of Street

are supported.

InvoiceDetailRequestHeader/ Conditionally required. Required for

InvoiceDetailShipping[@role='shipTo']PostalAd invoices that include shipTo infor-
dress/City mation.

InvoiceDetailRequestHeader/ Optional.
InvoiceDetailShipping[@role='shipTo']PostalAd
State, province, or region.
dress/State

InvoiceDetailRequestHeader/ Optional
InvoiceDetailShipping[@role='shipTo']PostalAd
dress/PostalCode

InvoiceDetailRequestHeader/ Conditionally required. Required for

InvoiceDetailShipping[@role='shipTo']PostalAd invoices that include shipTo infor-
dress/Country mation.

Example: <Country Must include the ISO country code.

isoCountryCode="US">UnitedStates</Country>

InvoiceDetailRequestHeader/ Optional
InvoiceDetailShipping[@role='shipTo']/Email

Shipping Detail InvoiceDetailRequestHeader/ Optional. (This information must be

(Ship From) InvoiceDetailShipping/Contact/ mapped if the supplier provides it.)
[@role='shipFrom'] Contact role type where
role="shipFrom".

shipFrom is supported at the

header level only.

shipFrom must be sent with shipTo. If

only one is available, neither can be
sent.

InvoiceDetailRequestHeader/ Conditionally required. Required for

InvoiceDetailShipping[@role='shipFrom']/Name invoices that include shipFrom in-
formation.
Example: <Name xml:lang="en-US">SupplierName</
Must include the language attribute.
Name>

InvoiceDetailRequestHeader/ Conditionally required. Required for

InvoiceDetailShipping[@role='shipFrom']Postal invoices that include shipFrom in-
Address/Street formation.

Up to three occurrences of Street

are supported.

Invoicing Data Import and Administration Guide

130 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Field Name cXML Field (XPath) Description and Notes

InvoiceDetailRequestHeader/ Conditionally required. Required for

InvoiceDetailShipping[@role='shipFrom']Postal invoices that include shipFrom in-
Address/City formation.

InvoiceDetailRequestHeader/ Optional.
InvoiceDetailShipping[@role='shipFrom']Postal
State, province, or region.
Address/State

InvoiceDetailRequestHeader/ Optional.
InvoiceDetailShipping[@role='shipFrom']Postal
Address/PostalCode

InvoiceDetailRequestHeader/ Conditionally required. Required for

InvoiceDetailShipping[@role='shipFrom']Postal invoices that include shipFrom in-
Address/Country formation.

Example: <Country Must include the ISO country code.

isoCountryCode="US">UnitedStates</Country

Comments InvoiceDetailRequestHeader/Comment Optional.

This is for additional information from

the supplier. For example, the field
can provide details about the status
of a back ordered item or inform the
buyer that the invoice differs from the
related PO in some ways.

Attachments InvoiceDetailRequestHeader/Comment/ Optional. (Map this field to include the

Attachment/URL scanned image in the cXML invoice so
it can be sent to the ERP system.)
Example:
With ICS, this is the location of the
<Comments> ID used for the scanned image attach-
<Attachment><URL>cid:TestImageURL</URL></ ment.
Attachment>
<Attachment><URL>cid:b9991630-7b0e-1000-999
b-0a0e06110001</URL></Attachment>
</Comments>

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 131
Field Name cXML Field (XPath) Description and Notes

Extrinsic ICS invoices: Optional but recommended.

InvoiceDetailRequestHeader/Extrinsic/ Indicates how the invoice was submit-

[name="invoiceSubmissionMethod"]="PaperViaICS ted.
"
ICS note: It is a best practice to
Example: <Extrinsic set invoiceSubmissionMethod
name="invoiceSumissionMethod">PaperViaICS</ to PaperViaICS to prevent the in-
Extrinsic> voice from being digitally signed.

cXML invoices that you're importing directly into an SAP Ariba solu-
tion:

InvoiceDetailRequestHeader/Extrinsic/
[name="invoiceSubmissionMethod"]="cXML"

Example: <Extrinsic
name="invoiceSumissionMethod">cXML</
Extrinsic>

Extrinsic (legacy) InvoiceDetailRequestHeader/Extrinsic/ Legacy, replaced by

[name="convertedInvoiceData"] invoiceSubmissionMethod.

Example: <Extrinsic Indicates conversion method.

name="convertedInvoiceData"/> This field is supported for leg-
acy interfaces. Including the
convertedInvoiceData extrin-
sic prevents the invoice from being
digitally signed.

Fields in the Summary Element of the Request

In the Summary element fields table, the Field Name column represents data that appears in a paper invoice.
Service providers can adjust the values to their format as needed.

Field Name cXML Field Description and Notes

Subtotal Required.

InvoiceDetailSummary/SubtotalAmount/Money Sum of line item quantities multiplied

by unit price. Must include the cur-
rency type.
Example: <Moneycurrency="USD">3.05</Money>

Invoicing Data Import and Administration Guide

132 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Field Name cXML Field Description and Notes

Tax Required.

InvoiceDetailSummary/Tax/TaxableAmount/ Amount. Must include the currency

Money type:
<Moneycurrency="USD">3.05
Following is a complete Tax example. See the following rows for </Money>
details on tax-related fields.

<Tax><TaxDetail
category="sales" percentageRate="7.75">
<TaxableAmount>
<Money
currency="USD">6.95</Money>
</TaxableAmount>
<TaxAmount>

<Money alternateAmount="0.54"
alternateCurrency="USD" currency="USD">0.54
</Money>
</TaxAmount>
<Description
xml:lang="en-US"></Description>
</TaxDetail></
Tax>

Tax Required.

InvoiceDetailSummary/Tax/Description Description of the tax.

Tax detail Required.

InvoiceDetailSummary/Tax/TaxDetail Detail on the tax amount. Multiple oc-

currences.

Tax category Conditionally required. Required for

invoices that include TaxDetail in-
InvoiceDetailSummary/Tax/TaxDetail/
@category formation.

The type of tax. Sample values are”

• "sales"
• "gst"
• "vat"

Tax summary rate Optional.

InvoiceDetailSummary/Tax/TaxDetail/ Percentage rate of the tax.

@percentageRate
Percentage rate multiplied by taxable
amount equals tax amount.

Tax summary tax- Conditionally required.

able amount
InvoiceDetailSummary/Tax/TaxDetail/
TaxableAmount

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 133
Field Name cXML Field Description and Notes

Tax summary lo- Optional.

cation
InvoiceDetailSummary/Tax/TaxDetail/ The location or description of the tax
TaxLocation authority.

Tax summary de- Optional.

scription
InvoiceDetailSummary/Tax/TaxDetail/ Map if the information is provided.
Description Must include language attribute.

Example: <Description xml:lang="en-US">tax

desc</Description>

Total tax Conditionally mandatory.

InvoiceDetailSummary/Tax/TaxDetail/ Total tax.

TaxAmount

Total special han- InvoiceDetailSummary/SpecialHandlingAmount/ Optional.

dling Money
Total special handling charge.
and Supplier can optionally add a
Description element to explain
/Description
the charge.

Total shipping Optional.

InvoiceDetailSummary/ShippingAmount/Money Total shipping charge.

Total gross Optional.

amount
InvoiceDetailSummary/GrossAmount/Money Sum of subtotal, taxes, special han-
dling charges, and shipping charges,
before discounts.

Total discount InvoiceDetailSummary/InvoiceDetailDiscount/ Optional.

amount @percentageRate
The total discount or penalty applied
and in the invoice.

/Money

Total net amount Required.

InvoiceDetailSummary/NetAmount/Money Total gross amount minus discounts.

Amount due Optional.

InvoiceDetailSummary/DueAmount/Money Total amount due and payable.

Invoicing Data Import and Administration Guide

134 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Invoice Line Fields

In the Invoice Line fields table, the Field Name column represents data that appears in a paper invoice. Service
providers can adjust the values to their format as needed.

Field Name cXML Field Description and Notes

Invoice line item Conditionally required.

number
InvoiceDetailItem/[@invoiceLineNumber] Invoice line number.

ICS note: Required for

invoiceDetailItem method.

Invoice line num- Conditionally required.

ber
InvoiceDetailItem/ The line reference number for each
InvoiceDetailItemReference/lineNumber line item, corresponding to the PO line
number.

ICS note: Required when referencing

a PO.

Part number Conditionally required. The service

provider must include this field in
InvoiceDetailItem/
cXML invoice if the paper invoice has
InvoiceDetailItemReference/ItemID/
SupplierPartID the supplier part ID.

The complete part number. With non-

PO based invoices, or if the buyer al-
lows changes to the part number for
PO based invoices, the part number is
displayed in editable format.

Description Optional.

InvoiceDetailItem/ A text description of the line item.

InvoiceDetailItemReference/Description Must include a language attribute.

Quantity Conditionally required.

InvoiceDetailItem/quantity The quantity of the item, as a float.

Fractional amounts are supported
with weights and lengths (for exam-
ple, 6 or 6.43).

ICS note: Required for

invoiceDetailItem method.

Unit of measure Conditionally required.

InvoiceDetailItem/UnitOfMeasure UN/CEFACT unit of measure code, for

example, "EA"

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 135
Field Name cXML Field Description and Notes

Unit price Conditionally required.

InvoiceDetailItem/UnitPrice/Money The price per unit of measure. This is

a negative number if the invoice is in-
tended to provide credit to the buyer.

ICS note: Required for

invoiceDetailItem method.

Subtotal Optional.

InvoiceDetailItem/SubtotalAmount/Money A calculated field showing the quan-

tity multiplied by unit price. SAP Busi-
ness Network calculates the subtotal
Example: <SubtotalAmount><Money
for online invoice entry.
currency="USD">36.85</Money>
For general service items, the subto-
tal can be entered directly rather than
calculated.

Gross amount Optional. (Map if the paper invoice in-

cludes the information.)
InvoiceDetailItem/GrossAmount/Money

Example: <GrossAmount><Money
currency="USD">800.66</Money></GrossAmount>

Net amount Optional. (Map if the paper invoice in-

cludes the information.)
InvoiceDetailItem/NetAmount/Money

Example: <NetAmount><Money
currency="USD">836.85</Money></NetAmount>

Tax details Optional.

InvoiceDetailItem/Tax Tax can be specified at the header

level or the line level.

Line–tax rate Optional.

InvoiceDetailItem/Tax/TaxDetail/ The tax rate as a numeric value, with a

percentageRate decimal point if appropriate.

Line–tax taxable Optional.

amount
InvoiceDetailItem/Tax/TaxDetail/ The amount that is taxable.
TaxableAmount

Line–tax tax Optional.

amount
InvoiceDetailItem/Tax/TaxDetail/TaxAmount The calculated tax.

Invoicing Data Import and Administration Guide

136 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Field Name cXML Field Description and Notes

Line–tax location Optional.

InvoiceDetailItem/Tax/TaxDetail/TaxLocation The name of the locale in which this

tax is to be paid.

Line-tax descrip- Optional.

tion
InvoiceDetailItem/Tax/TaxDetail/Description A brief description of the tax. Sample
values:

• "California sales tax"

• "exempt"
• “zero tax”
May be required for some coun-
tries.

Special handling Optional.

description InvoiceDetailItem/
InvoiceDetailLineSpecialHandling/
Description

Special handing Optional.

amount InvoiceDetailItem/
InvoiceDetailLineSpecialHandling/Money

Shipping detail Optional.

InvoiceDetailItem/
InvoiceDetailLineShipping/
InvoiceDetailShipping/shippingDate

Example: <InvoiceDetailShipping
shippingDate="2008-04-11T00:00:00">

Line-level Ship To Optional. (Map if the supplier includes

InvoiceDetailItem/ item-level shipping information.)
InvoiceDetailLineShipping/
InvoiceDetailShipping/Contact/ Contact role type where role =
[@role='shipTo']
"shipTo"

Optional.
InvoiceDetailItem/
InvoiceDetailLineShipping/ Must include the language attribute.
InvoiceDetailShipping/[@role='shipTo']/Name

Example: <Name xml:lang="en-US">Supplier Name</

Name>

Optional.
InvoiceDetailItem/
InvoiceDetailLineShipping/ Up to three occurrences of Street
InvoiceDetailShipping/[@role='shipTo']/
are supported.
PostalAddress/Street

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 137
Field Name cXML Field Description and Notes

Optional.
InvoiceDetailItem/
InvoiceDetailLineShipping/
InvoiceDetailShipping/[@role='shipTo']/
PostalAddress/State

Optional.
InvoiceDetailItem/
InvoiceDetailLineShipping/
InvoiceDetailShipping/[@role='shipTo']/
PostalAddress/PostalCode

Optional.
InvoiceDetailItem/
InvoiceDetailLineShipping/ Must include the ISO country code.
InvoiceDetailShipping/
[@role='shipTo']PostalAddress/Country

Example: <Country isoCountryCode="US">United

States</Country>

Optional.
InvoiceDetailItem/
InvoiceDetailLineShipping/
InvoiceDetailShipping/[@role='shipTo']/
Email

Sample cXML for a PO-Based Invoice

Here's a cXML invoice example for buyers importing external PO-based cXML invoices to SAP Ariba Buying and
Invoicing or SAP Ariba Invoice Management.

 Note

This example is for a standalone buyer site. In multi-ERP configurations, include both the Ariba Network ID
and the business application system ID from SAP Business Network in the To and Sender credentials, as in
ERPCHILD1-AN71000003970.

 Sample Code

<?xml version="1.0" encoding="UTF-8"?>

<!DOCTYPE cXML SYSTEM "http://xml.cxml.org/schemas/cXML/1.2.035/
InvoiceDetail.dtd">
<cXML payloadID="15077886091-903867768609504416.109.111.112"
timestamp="2017-10-09T04:18:06-07:00" version="1.2.035">
<Header>
<From>
<Credential domain="privateid">
<Identity>1234567</Identity>
</Credential>
</From>
<To>
<Credential domain="NetworkID">
<Identity>AN71000003983</Identity>
</Credential>

Invoicing Data Import and Administration Guide

138 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
 </To>
<Sender>
<Credential domain="NetworkID">
<Identity>AN71000003983</Identity>
<SharedSecret>welcome1a</SharedSecret>
</Credential>
<UserAgent>Buyer</UserAgent>
</Sender>
</Header>
<Request deploymentMode="test">
<InvoiceDetailRequest>
<InvoiceDetailRequestHeader invoiceDate="2017-10-09T16:48:05+05:30"
invoiceID="INV31" invoiceOrigin="supplier" operation="new" purpose="standard">
<InvoiceDetailHeaderIndicator/>
<InvoiceDetailLineIndicator isAccountingInLine="yes" isShippingInLine="yes"
isSpecialHandlingInLine="yes"/>
<InvoicePartner>
<Contact addressID="2050000348" role="remitTo">
<Name xml:lang="en-US">Any Name Inc</Name>
<PostalAddress>
<Street>300 West Avenue Street</Street><Street/><Street/
><Street/>
<City>Syracuse</City>
<State>NY</State>
<PostalCode>13202</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact addressID="2026" role="billTo">
<Name xml:lang="en">Algun nombre</Name>
<PostalAddress>
<Street>PASEO DE TAMARINDOS</Street>
<City>MEXICO CITY</City>
<State>DIF</State>
<PostalCode>05110</PostalCode>
<Country isoCountryCode="MX"/>
</PostalAddress>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact role="from">
<Name xml:lang="en-US">Any Name Inc</Name>
<PostalAddress>
<Street>300 West Avenue Street</Street><Street/><Street/
><Street/>
<City>Syracuse</City>
<State>NY</State>
<PostalCode>13202</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact role="billFrom">
<Name xml:lang="en-US">Any Name Inc</Name>
<PostalAddress>
<Street>300 West Avenue Street</Street><Street/><Street/
><Street/>
<City>Syracuse</City>
<State>NY</State>
<PostalCode>13202</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
</InvoicePartner>
<InvoicePartner>

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 139
 <Contact role="soldTo">
<Name xml:lang="en-US">Another Contact Name</Name>
<PostalAddress>
<Street>19001 S WESTERN AVE</Street><Street/><Street/><Street/>
<City>CACITY</City>
<State>CA</State>
<PostalCode>90501</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
</InvoicePartner>
<PaymentTerm payInNumberOfDays="1"/>
<Extrinsic name="invoiceSourceDocument">PurchaseOrder</Extrinsic>
<Extrinsic name="invoiceSubmissionMethod">cXML</Extrinsic>
<Extrinsic
name="invoicePDF"><Attachment><URL>cid:[email protected]</URL></
Attachment></Extrinsic>
</InvoiceDetailRequestHeader>
<InvoiceDetailOrder>
<InvoiceDetailOrderInfo>
<OrderReference orderID="4501731">
<DocumentReference
payloadID="[email protected]"></DocumentReference>
</OrderReference>
</InvoiceDetailOrderInfo>
<InvoiceDetailItem invoiceLineNumber="1" quantity="10">
<UnitOfMeasure>EA</UnitOfMeasure>
<UnitPrice><Money currency="USD">10.00</Money></UnitPrice>
<PriceBasisQuantity conversionFactor="1" quantity="1">
<UnitOfMeasure>EA</UnitOfMeasure>
<Description xml:lang="en-US"></Description>
</PriceBasisQuantity>
<InvoiceDetailItemReference lineNumber="1">
<ItemID>
<SupplierPartID>Non Catalog Item</SupplierPartID>
</ItemID>
<Description xml:lang="en">Green thing</Description>
</InvoiceDetailItemReference>
<SubtotalAmount><Money currency="USD">100.00</Money></SubtotalAmount>
<InvoiceDetailLineSpecialHandling>
<Description xml:lang="en-US"></Description><Money
currency="USD">40.00</Money>
</InvoiceDetailLineSpecialHandling>
<InvoiceDetailLineShipping>
<InvoiceDetailShipping>
<Contact role="shipFrom">
<Name xml:lang="en-US">Any Name Inc</Name>
<PostalAddress>
<Street>300 West Avenue Street</Street><Street></
Street><Street></Street><Street></Street>
<City>Syracuse</City>
<State>NY</State>
<PostalCode>13202</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
<Contact addressID="21AH" role="shipTo">
<Name xml:lang="EN">MFG MX</Name>
<PostalAddress><DeliverTo></DeliverTo><DeliverTo></DeliverTo>
<Street>PASEO DE TAMARINDOS, BOSQUES 642-H</Street>
<City>MEXICO CITY</City>
<PostalCode>05110</PostalCode>
<Country isoCountryCode="MX"></Country>
</PostalAddress>
</Contact>
</InvoiceDetailShipping>
<Money currency="USD">50.00</Money>
</InvoiceDetailLineShipping>

Invoicing Data Import and Administration Guide

140 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
 <GrossAmount><Money currency="USD">190.00</Money></GrossAmount>
<NetAmount><Money currency="USD">190.00</Money></NetAmount>
<Distribution>
<Accounting name="DistributionCharge">
<AccountingSegment id="6171720002">
<Name xml:lang="EN">GeneralLedger</Name>
<Description xml:lang="EN"></Description>
</AccountingSegment>
<AccountingSegment id="50F000">
<Name xml:lang="EN">CostCenter</Name>
<Description xml:lang="EN"></Description>
</AccountingSegment>
<AccountingSegment id="100.00">
<Name xml:lang="EN">Percentage</Name>
<Description xml:lang="EN"></Description>
</AccountingSegment>
</Accounting>
<Charge><Money currency="USD">100.00</Money></Charge>
</Distribution>
<Extrinsic name="punchinItemFromCatalog">no</Extrinsic>
</InvoiceDetailItem>
</InvoiceDetailOrder>
<InvoiceDetailSummary>
<SubtotalAmount><Money currency="USD">100.00</Money></SubtotalAmount>
<Tax>
<Money currency="USD">0</Money>
<Description xml:lang="en-US"></Description>
</Tax>
<SpecialHandlingAmount><Money currency="USD">40.00</Money></
SpecialHandlingAmount>
<ShippingAmount><Money currency="USD">50.00</Money></ShippingAmount>
<GrossAmount><Money currency="USD">190.00</Money></GrossAmount>
<NetAmount><Money currency="USD">190.00</Money></NetAmount>
<DueAmount><Money currency="USD">190.00</Money></DueAmount>
</InvoiceDetailSummary>
</InvoiceDetailRequest>
</Request>
</cXML>

Sample cXML for a Non-PO Invoice

Here's a cXML invoice example for buyers importing external non-PO cXML invoices to SAP Ariba Buying and
Invoicing or SAP Ariba Invoice Management.

 Note

This example is for a standalone buyer site. In multi-ERP configurations, include both the Ariba Network ID
and the business application system ID from SAP Business Network in the To and Sender credentials, as in
ERPCHILD1-AN71000003970.

 Sample Code

<?xml version="1.0" encoding="UTF-8"?>

<!DOCTYPE cXML SYSTEM "http://svcdev6.ariba.com/schemas/cXML/1.2.042/
InvoiceDetail.dtd">
<cXML payloadID="1566287213497-3191938426863.1.124"
timestamp="2019-08-20T00:46:53-07:00">
<Header>
<From>

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 141
 <Credential domain="privateid">
<Identity>1234567</Identity>
</Credential>
</From>
<To>
<Credential domain="NetworkId">
<Identity>AN71000003970</Identity>
</Credential>
</To>
<Sender>
<Credential domain="NetworkId">
<Identity>AN71000003970</Identity>
<SharedSecret>welcome1a</SharedSecret>
</Credential>
<UserAgent>Buyer</UserAgent>
</Sender>
</Header>
<Request>
<InvoiceDetailRequest>
<InvoiceDetailRequestHeader
invoiceOrigin="supplier" invoiceDate="2019-11-06T13:47:50-08:00"
operation="new" purpose="standard"
invoiceID="_88">
<InvoiceDetailHeaderIndicator />
<InvoiceDetailLineIndicator
isAccountingInLine="yes" />
<InvoicePartner>
<Contact addressID="US006" role="billTo">
<Name xml:lang="en">New York Sales</Name>
<PostalAddress name="default">
<Street>89 That Street</Street>
<City>City</City>
<State>NY</State>
<PostalCode>18037</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
<Phone name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US">1</CountryCode>
<AreaOrCityCode>212</AreaOrCityCode>
<Number>5551212</Number>
</TelephoneNumber>
</Phone>
<Fax name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US" />
<AreaOrCityCode />
<Number />
</TelephoneNumber>
</Fax>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact addressID="RA11-1" role="remitTo">
<Name xml:lang="en">Any Name</Name>
<PostalAddress name="default">
<Street>89 That Street</Street>
<City>City</City>
<State>TX</State>
<PostalCode>78701</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact addressID="RA11-1" role="soldTo">
<Name xml:lang="en">Any Name</Name>
<PostalAddress name="default">

Invoicing Data Import and Administration Guide

142 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
 <Street>89 That Street</Street>
<City>City</City>
<State>TX</State>
<PostalCode>78701</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
<Email></Email>
</Contact>
</InvoicePartner>
<InvoiceDetailShipping>
<Contact addressID="144" role="shipFrom">
<Name xml:lang="de">jeder Name</Name>
<PostalAddress name="Standardwert">
<Street>Schelmenwasenstrasse 00</Street>
<City>Stuttgart</City>
<PostalCode>7000</PostalCode>
<Country isoCountryCode="DE">Germany</Country>
</PostalAddress>
<Phone name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="DE">49</CountryCode>
<AreaOrCityCode>1</AreaOrCityCode>
<Number>1720000000</Number>
</TelephoneNumber>
</Phone>
</Contact>
<Contact addressID="US0806" role="shipTo">
<Name xml:lang="en">New York buyer</Name>
<PostalAddress name="default">
<Street>89 That Street</Street>
<City>City</City>
<State>NY</State>
<PostalCode>10937</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
<Phone name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US">1</CountryCode>
<AreaOrCityCode>212</AreaOrCityCode>
<Number>5551212</Number>
</TelephoneNumber>
</Phone>
<Fax name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US" />
<AreaOrCityCode />
<Number />
</TelephoneNumber>
</Fax>
</Contact>
</InvoiceDetailShipping>
<PaymentTerm payInNumberOfDays="45"></PaymentTerm>
<PaymentTerm payInNumberOfDays="30">
<Discount>
<DiscountPercent percent="2" />
</Discount>
</PaymentTerm>
<PaymentTerm payInNumberOfDays="20">
<Discount>
<DiscountPercent percent="3" />
</Discount>
</PaymentTerm>
<Comments>
<Attachment>
<URL>cid:testpdf</URL>
</Attachment>
</Comments>

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 143
 <Extrinsic name="invoiceSourceDocument">NoOrderInformation</
Extrinsic>
<Extrinsic name="invoiceSubmissionMethod">cXML</Extrinsic>
<Extrinsic name="PurchasingUnit">US100</Extrinsic>
<Extrinsic name="Custom(H)" />
</InvoiceDetailRequestHeader>
<InvoiceDetailOrder>
<InvoiceDetailOrderInfo>
<SupplierOrderInfo orderID="Unknown" />
</InvoiceDetailOrderInfo>
<InvoiceDetailItem quantity="1"
invoiceLineNumber="1">
<UnitOfMeasure>EA</UnitOfMeasure>
<UnitPrice>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5.95</Money>
</UnitPrice>
<InvoiceDetailItemReference lineNumber="0">
<ItemID>
<SupplierPartID> NEWHEIRARCHYabc156</SupplierPartID>
</ItemID>
<Description xml:lang="en-US">Adapter Din5M/MD6F
Keyboard</Description>
<ManufacturerPartID>abc156</ManufacturerPartID>
<ManufacturerName>All Cables</ManufacturerName>
<Country isoCountryCode="DE">Germany</Country>
</InvoiceDetailItemReference>
<SubtotalAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5.95</Money>
</SubtotalAmount>
<GrossAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5.95</Money>
</GrossAmount>
<NetAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5.95</Money>
</NetAmount>
<Distribution>
<Accounting name="DistributionCharge">
<AccountingSegment id="301">
<Name xml:lang="en">AccountingCombinationID</
Name>
<Description
xml:lang="en">AccountingCombinationID</Description>
</AccountingSegment>
<AccountingSegment id="GD">
<Name xml:lang="en">Company</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
<AccountingSegment id="">
<Name xml:lang="en">ERPSplitValue</Name>
<Description xml:lang="en">ERPSplitValue</
Description>
</AccountingSegment>
<AccountingSegment id="100">
<Name xml:lang="en">Percentage</Name>
<Description xml:lang="en">Percentage</
Description>
</AccountingSegment>
<AccountingSegment id="US100">
<Name xml:lang="en">BusinessUnit</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
<AccountingSegment id="3100">
<Name xml:lang="en">CostCenter</Name>
<Description xml:lang="en">ID</Description>

Invoicing Data Import and Administration Guide

144 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
 </AccountingSegment>
<AccountingSegment id="US100">
<Name xml:lang="en">ProcurementUnit</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
<AccountingSegment id="5008">
<Name xml:lang="en">SubAccount</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
<AccountingSegment id="7752">
<Name xml:lang="en">Account</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
</Accounting>
<Charge>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5.95</Money>
</Charge>
</Distribution>
<Comments>
[Ariba added comment: Created in the name and on behalf
of the supplier]
<Attachment>
<URL>cid:test.pdf</URL>
</Attachment>
</Comments>
<Extrinsic name="OriginatingSystemLineNumber">0</Extrinsic>
<Extrinsic name="Custom(L)" />
</InvoiceDetailItem>
</InvoiceDetailOrder>
<InvoiceDetailSummary>
<SubtotalAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5.95</Money>
</SubtotalAmount>
<Tax>
<Money alternateCurrency="" alternateAmount=""
currency="USD">0.00</Money>
<Description xml:lang="en">TotalTax </
Description>
</Tax>
<SpecialHandlingAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">0.00</Money>
</SpecialHandlingAmount>
<ShippingAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">0.00</Money>
</ShippingAmount>
<GrossAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5.95</Money>
</GrossAmount>
<InvoiceDetailDiscount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">0.00</Money>
</InvoiceDetailDiscount>
<NetAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5.95</Money>
</NetAmount>
<DueAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5.95</Money>
</DueAmount>
</InvoiceDetailSummary>
</InvoiceDetailRequest>
</Request>

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 145
 </cXML>

Sample cXML for a Contract-Based Invoice

Here's a cXML invoice example for buyers importing external contract-based cXML invoices to SAP Ariba Buying
and Invoicing or SAP Ariba Invoice Management.

 Note

This example is for a standalone buyer site. In multi-ERP configurations, include both the Ariba Network ID
and the business application system ID from SAP Business Network in the To and Sender credentials, as in
ERPCHILD1-AN71000003970.

 Sample Code

<?xml version="1.0" encoding="UTF-8"?>

<!DOCTYPE cXML SYSTEM "http://svcdev6.ariba.com/schemas/cXML/1.2.043/
InvoiceDetail.dtd">
<cXML payloadID="1567054577535-48042314483318910.163.0.90"
timestamp="2019-08-28T21:56:17-07:00">
<Header>
<From>
<Credential domain="privateid">
<Identity>1234567</Identity>
</Credential>
</From>
<To>
<Credential domain="NetworkID">
<Identity>AN71000003970</Identity>
</Credential>
</To>
<Sender>
<Credential domain="NetworkID">
<Identity>AN71000003970</Identity>
<SharedSecret>welcome1a</SharedSecret>
</Credential>
<UserAgent>Buyer</UserAgent>
</Sender>
</Header>
<Request deploymentMode="production">
<InvoiceDetailRequest>
<InvoiceDetailRequestHeader invoiceDate="2019-06-14T07:41:40-07:00"
invoiceID="34343433333" invoiceOrigin="supplier" operation="delete"
purpose="standard">
<InvoiceDetailHeaderIndicator/>
<InvoiceDetailLineIndicator isAccountingInLine="yes"/>
<InvoicePartner>
<Contact addressID="US006" role="billTo">
<Name xml:lang="en">New York Sales</Name>
<PostalAddress name="default">
<Street>4500 Avenue Street</Street>
<City>New York</City>
<State>NY</State>
<PostalCode>10037</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
<Phone name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US">1</CountryCode>

Invoicing Data Import and Administration Guide

146 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
 <AreaOrCityCode>212</AreaOrCityCode>
<Number>5551212</Number>
</TelephoneNumber>
</Phone>
<Fax name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US"/>
<AreaOrCityCode/>
<Number/>
</TelephoneNumber>
</Fax>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact addressID="RA11-1" role="remitTo">
<Name xml:lang="en">My Contact 1</Name>
<PostalAddress name="default">
<Street>3450 Park Road</Street>
<City>Austin</City>
<State>TX</State>
<PostalCode>78701</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact addressID="14" role="from">
<Name xml:lang="de">jeder Name</Name>
<PostalAddress name="Standardwert">
<Street>Schelmenwasenstrasse 00</Street>
<City>Stuttgart</City>
<PostalCode>7000</PostalCode>
<Country isoCountryCode="DE">Deutschland</Country>
</PostalAddress>
</Contact>
</InvoicePartner>
<InvoiceDetailShipping>
<Contact addressID="14" role="shipFrom">
<Name xml:lang="de">jeder Name</Name>
<PostalAddress name="Standardwert">
<Street>Schelmenwasenstrasse 00</Street>
<City>Stuttgart</City>
<PostalCode>7000</PostalCode>
<Country isoCountryCode="DE">Deutschland</Country>
</PostalAddress>
<Phone name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="DE">49</CountryCode>
<AreaOrCityCode>1</AreaOrCityCode>
<Number>1720000000</Number>
</TelephoneNumber>
</Phone>
</Contact>
<Contact addressID="US006" role="shipTo">
<Name xml:lang="en">New York Sales</Name>
<PostalAddress name="default">
<Street>4500 Street Avenue</Street>
<City>New York</City>
<State>NY</State>
<PostalCode>10037</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
<Phone name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US">1</CountryCode>
<AreaOrCityCode>212</AreaOrCityCode>
<Number>5551212</Number>
</TelephoneNumber>

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 147
 </Phone>
<Fax name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US"/>
<AreaOrCityCode/>
<Number/>
</TelephoneNumber>
</Fax>
</Contact>
</InvoiceDetailShipping>
<PaymentTerm payInNumberOfDays="30">
<Discount><DiscountPercent percent="2"/></Discount>
</PaymentTerm>
<PaymentTerm payInNumberOfDays="45"></PaymentTerm>
<PaymentTerm payInNumberOfDays="20">
<Discount><DiscountPercent percent="3"/></Discount>
</PaymentTerm>
<Extrinsic name="invoiceSourceDocument">Contract</Extrinsic>
<Extrinsic name="invoiceSubmissionMethod">cXML</Extrinsic>
<Extrinsic name="paymentMethod"/>
<Extrinsic name="PurchasingUnit">US100</Extrinsic>
<Extrinsic name="Custom(H)"/>
</InvoiceDetailRequestHeader>
<InvoiceDetailOrder>
<InvoiceDetailOrderInfo>
<MasterAgreementReference agreementDate="2019-05-31T11:30:00-07:00"
agreementID="C1557309735069">
<DocumentReference payloadID=""></DocumentReference>
</MasterAgreementReference>
<SupplierOrderInfo orderID="Unknown"></
SupplierOrderInfo>
</InvoiceDetailOrderInfo>
<InvoiceDetailItem quantity="10" invoiceLineNumber="1">
<UnitOfMeasure>EA</UnitOfMeasure>
<UnitPrice>
<Money alternateCurrency="" alternateAmount="" currency="EUR">29.21</
Money>
</UnitPrice>
<InvoiceDetailItemReference lineNumber="1">
<ItemID>
<SupplierPartID>MON152X 6</SupplierPartID>
</ItemID>
<Description xml:lang="en-US">Monitor HD15M/M Extension Coax</
Description>
<Classification domain="unspsc">432118</
Classification>
<ManufacturerPartID>MON152X 6</ManufacturerPartID>
<ManufacturerName>All Cables</ManufacturerName>
<Country isoCountryCode="DE">Germany</Country>
</InvoiceDetailItemReference>
<SubtotalAmount>
<Money alternateCurrency="" alternateAmount=""
currency="EUR">292.10</Money>
</SubtotalAmount>
<GrossAmount>
<Money alternateCurrency="" alternateAmount=""
currency="EUR">292.10</Money>
</GrossAmount>
<NetAmount>
<Money alternateCurrency="" alternateAmount=""
currency="EUR">292.10</Money>
</NetAmount>
<Distribution>
<Accounting name="DistributionCharge">
<AccountingSegment id="298">
<Name xml:lang="en">AccountingCombinationID</Name>
<Description xml:lang="en">AccountingCombinationID</
Description>

Invoicing Data Import and Administration Guide

148 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
 </AccountingSegment>
<AccountingSegment id="GD">
<Name xml:lang="en">Company</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
<AccountingSegment id="">
<Name xml:lang="en">ERPSplitValue</Name>
<Description xml:lang="en">ERPSplitValue</Description>
</AccountingSegment>
<AccountingSegment id="100">
<Name xml:lang="en">Percentage</Name>
<Description xml:lang="en">Percentage</Description>
</AccountingSegment>
<AccountingSegment id="US100">
<Name xml:lang="en">BusinessUnit</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
<AccountingSegment id="3100">
<Name xml:lang="en">CostCenter</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
<AccountingSegment id="US100">
<Name xml:lang="en">ProcurementUnit</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
<AccountingSegment id="5008">
<Name xml:lang="en">SubAccount</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
<AccountingSegment id="7520">
<Name xml:lang="en">Account</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
</Accounting>
<Charge>
<Money alternateCurrency="" alternateAmount=""
currency="EUR">292.10</Money>
</Charge>
</Distribution>
<Comments></Comments>
<Extrinsic name="GR Based Invoice">No</Extrinsic>
<Extrinsic name="OriginatingSystemLineNumber">0</Extrinsic>
<Extrinsic name="receiptID"></Extrinsic>
<Extrinsic name="ReceiptLineNumber"></Extrinsic>
<Extrinsic name="Custom(L)"></Extrinsic>
<Extrinsic name="parentPOLineNumber">unknown</Extrinsic>
</InvoiceDetailItem>
</InvoiceDetailOrder>
<InvoiceDetailSummary>
<SubtotalAmount>
<Money alternateCurrency="" alternateAmount=""
currency="EUR">292.10</Money>
</SubtotalAmount>
<Tax>
<Money alternateCurrency="" alternateAmount="" currency="EUR">0.00</
Money>
<Description xml:lang="en">TotalTax</Description>
</Tax>
<SpecialHandlingAmount>
<Money alternateCurrency="" alternateAmount="" currency="EUR">0.00</
Money>
</SpecialHandlingAmount>
<ShippingAmount>
<Money alternateCurrency="" alternateAmount="" currency="EUR">0.00</
Money>
</ShippingAmount>
<GrossAmount>

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 149
 <Money alternateCurrency="" alternateAmount=""
currency="EUR">292.10</Money>
</GrossAmount>
<InvoiceDetailDiscount>
<Money alternateCurrency="" alternateAmount="" currency="EUR">0.00</
Money>
</InvoiceDetailDiscount>
<TotalCharges>
<Money alternateCurrency="" alternateAmount="" currency="EUR">0.00</
Money>
</TotalCharges>
<NetAmount>
<Money alternateCurrency="" alternateAmount=""
currency="EUR">292.10</Money>
</NetAmount>
<DueAmount>
<Money alternateCurrency="" alternateAmount=""
currency="EUR">292.10</Money>
</DueAmount>
</InvoiceDetailSummary>
</InvoiceDetailRequest>
</Request>
</cXML>

Creating an Approval Rule for External cXML Invoices

Use this procedure to create approval rules for external cXML invoices.

Prerequisites

Members of the Customer Administrator or Invoicing Administrator group can manage approval processes for
invoicing.

This procedure assumes you're familiar with managing approval processes.

Context

Your approval process for invoices and invoice reconciliation (IR) documents can include approvers specifically for
external cXML invoices posted directly to SAP Ariba Buying and Invoicing or SAP Ariba Invoice Management.
To identify imported cXML invoices, you create an approval rule condition using the LoadedFrom field.
To identify invoices that were submitted with errors, you create another approval rule condition using the
HasValidationError field.

Invoicing Data Import and Administration Guide

150 PUBLIC How to Import External cXML Invoices to SAP Ariba Procurement solutions
Procedure

1. Choose Manage Approval Processes .

2. Find and open the approval process you want to edit, and choose Edit in the approval process editor.
3. In the Approval Process Diagram section, add an approval rule, filling in a rule title and description.
4. In the Condition section, add a Field Match condition.

5. Choose Select Select Field .

The Select Field popup opens.

6. Scroll down and select the LoadedFrom field.
7. From the second Select button, choose Select Value.
8. In the Value field, enter 10.

The value 10 represents external cXML invoices that were imported.

9. In the Condition section, add a Field Match condition.
a. Select the HasValidationError field.
b. From the second Select button, choose Select Value.
c. In the Value window, select True.
10. Add an action for the approval rule.

Invoicing Data Import and Administration Guide

How to Import External cXML Invoices to SAP Ariba Procurement solutions PUBLIC 151
About Exporting Invoices

Invoices that have been transmitted to SAP Ariba Buying and Invoicing solutions configured for the Generic, SAP,
and PeopleSoft variants and integrated with your ERP through the Ariba Integration Toolkit, but have not yet had
reconciliations approved are processing invoices.

Processing invoices are preliminary and are subject to a number of changes during reconciliation. For example, the
reconciliation process might adjust an invoice total downwards because some invoiced goods were not actually
received. Once the reconciliations are approved, the invoices are then “OK to Pay.”

The Export Invoices task exports header, detail, and split accounting data for all invoices that are processing
but have not yet had reconciliations approved. You can use this preliminary invoice data in a number of different
accounting processes. For example, some companies want to account for, or book, all outstanding invoices
preliminarily so that they have accurate data on all potential accounts payable at a given time. They distinguish
these preliminary bookings from final reconciled, approved invoice bookings.

Each invoice that SAP Ariba Buying and Invoicing is currently processing generates a record for invoice export.
When a processing invoice is rejected or cancelled, that event generates another record for invoice export. The
Status and StatusDate fields in the exported data file show when an invoice is marked as processing, rejected
or canceled. After an invoice reconciliation is approved, it is no longer included in the invoice export. Instead, it is
included in the payment request export.

The following table describes how invoices with different statuses are included in data exports:

Status Export

Processing Data for the invoice is added to the invoice export with a status of Processing. In
most sites, invoices automatically go straight into reconciliation. However, some sites
are configured to require manual approval of all processing invoices before they can
be reconciled; the invoice is not added to the export until it has been manually or
automatically approved for reconciliation.

Rejected or Cancelled Data for the invoice is added to the invoice export with a status of Rejected or Cancel-
led. This data is only added if the invoice was already Processing. Data for invoices
that are rejected or cancelled before entering Processing status are not added to the
export.

Approved Data for approved invoice reconciliations are not included in the invoice export; in-
stead, they are added to the payment request (OK-to-Pay) export.

 Note

• Invoice export is an optional feature and is disabled by default; SAP Ariba Customer Support must enable it
in your site by setting the Application.Invoicing.InvoiceExport.Enabled parameter to Yes. Once the
export is enabled, the exported invoice data only includes new invoices. It does not include any invoices that
are in the process of or have completed reconciliation, approval of invoice reconciliation, or payment at the
time of enablement.
• SAP Ariba recommends that you configure your integrations to pull invoice export data before payment
request data so that it can be used for preliminary invoice bookings.

Invoice Data Export Task [page 153]

Invoicing Data Import and Administration Guide

152 PUBLIC About Exporting Invoices
 Invoice Data in Generic Variants [page 154]

Invoice Data in SAP Variants [page 157]

Invoice Data in PeopleSoft Variants [page 161]

Related Information

Managing Payment Methods [page 68]

Invoice Data Export Task

You can export invoices by running the Export Invoices data export task in Ariba Administrator.

You can also export invoices using the SAP Ariba data transfer tool, which is part of the SAP Ariba integration
toolkit.

Related Information

SAP Ariba integration toolkit guide

Exporting Invoices

Use this procedure to export invoices by running the Export Invoices data export task in Ariba Administrator.

Procedure

1. Choose Site Manager Data Import/Export and click the Export tab.
2. Find the Export Invoices task and click Export.
3. Select a date range for the export by choosing dates in the From and To fields. Ariba Administrator exports all
the invoices that register a status of Processing, Rejected, or Cancelled within that time range. Invoices that are
reconciled and approved during the specified date range are not included in the export.
4. Click Run to export the data.

Invoicing Data Import and Administration Guide

About Exporting Invoices PUBLIC 153
Next Steps

After the data has finished downloading, click Open to view the contents of the ZIP file or Save to save the file to
your local hard drive.

Invoice Data in Generic Variants

When you run the Export Invoices data export task in Ariba Administrator on Generic variants, it creates a ZIP
file containing three CSV files with the invoice data.

The Export Invoices data export task exports a ZIP file containing the following CSV files:

• InvoiceHeaderExport.csv
• InvoiceDetailExport.csv
• InvoiceSplitAccountingExport.csv

About Invoice Header Data in Generic Variants

InvoiceHeaderExport.csv contains general information about each invoice.

The following table describes the columns in InvoiceHeaderExport.csv.:

Field Description Format

InvoiceRequester The unique name of the user who requested the invoice. This field String (255)
does not appear on the invoice in SAP Ariba Buying and Invoicing.

StatusDate The date on which the invoice is received/approved, rejected, or can- String (100)
celled. This field does not appear on the invoice in SAP Ariba Buying
and Invoicing.

PaymentTerms The invoice’s payment terms. String (50)

InvoiceType The type of the invoice: standard invoice, header-level credit memo, String (32)
line-level credit memo, or debit memo. This field does not appear on
the invoice.

TaxExchangeRate The exchange rate captured when a cXML invoice comes in from Decimal
SAP Business Network and has tax lines in different currency than
the item lines. The alternate amount/currency for the tax lines is
calculated using this exchange rate. This field does not appear on the
invoice in SAP Ariba Buying and Invoicing.

SupplierLocationContactI The ID of the contact person at the specified supplier location. String (50)
D

RemittanceLocation The remittance address for the invoice. String (50)

SupplierLocation The unique internal identifier of the supplier location to which the String (50)
payment is made.

Invoicing Data Import and Administration Guide

154 PUBLIC About Exporting Invoices
 Field Description Format

Supplier The unique identifier for the supplier that generated the invoice. String (50)

GrossAmount The gross total of the invoice. Decimal

GrossAmountCurrency The currency code for the gross amount of the invoice. String (50)

InvoiceID The unique identifier for the invoice. String (50)

Status The status of the invoice: Processing for received/approved (but not String (100)
yet reconciled) invoices, Rejected for rejected invoices, and Cancel-
led for cancelled invoices. This field does not appear on the invoice in
SAP Ariba Buying and Invoicing.

InvoiceNumber The number associated with the invoice. String (50)

InvoiceDate The date on which the invoice was created. String (100)

PurchasingUnit The unique identifier for the purchasing unit that placed the order. String (50)

Following is an example of InvoiceHeaderExport.csv:

InvoiceId,PurchasingUnit,InvoiceNumber,InvoiceDate,InvoiceType,Status,StatusDate,Sup
plier,
GrossAmount,GrossAmountCurrency,PaymentTerms,TaxExchangeRate,SupplierLocation,
SupplierLocationContactID,InvoiceRequester,RemittanceLocation
"INVINV159-159","US100","INV159","02/20/2013 11:08:48-0800","standard","Processing",
"02/20/2013 11:13:44-0800","11","6.9500","USD","PT1","0","14","63","ghalas","RA11-1"
"INVINV159-159","US100","INV159","02/20/2013 11:09:48-0800","standard","Cancelled",
"02/20/2013 11:13:44
-0800","11","6.9500","USD","PT1","0","14","63","ghalas","RA11-1"

About Invoice Detail Data in Generic Variants

InvoiceDetailExport.csv contains information about invoice line items.

The following table describes the columns in InvoiceDetailExport.csv.

Field Description Format

ERPOrderLineNumber The purchase order line number associated with the invoice rec- Integer
onciliation line number.

LineTypeCategory The category of the invoice line item. Line categories separate Integer
procurement line items from various special handling categories
such as tax and freight. The line categories are as follows:

• 1 — Line Item (for all line items)

• 2 — Tax charge (for all tax charges)
• 4 — Freight charge (for all freight-related charges)
• 8 — Handling charge (for all handling-related charges)
• 16 — Charge added using a user-defined charge type
• 32 — Discount (for all discounts related to invoicing)

Description The description of the invoice line item. String (2000)

Invoicing Data Import and Administration Guide

About Exporting Invoices PUBLIC 155
Field Description Format

Amount The amount of the invoice line item, such as the amount for a Decimal
commodity or a tax charge.

AmountCurrency The currency code for the amount. String (50)

InvoiceId The unique identifier for the invoice. String (50)

UnitPrice The unit price for the invoice line item or, for tax line items, the Decimal
tax charge.

LineNumber The unique identifier for an individual or grouped invoice line. Integer

ERPCommodityCode The ERP commodity code for the invoice line item. If your site String (50)
does not use ERP commodity codes, this field is blank.

ParentLineNumber The unique identifier for an invoice item group that contains Integer
child grouped items.

TaxCode The tax code for the invoice line item. String (50)

TaxType The tax type for the invoice line item; for example, SalesTax. String (50)

ERPOrderID The purchase order ID associated with the invoice reconciliation String (50)
line number.

Purchasing Unit The unique identifier for the purchasing unit that generated the String (50)
order.

Following is an example of InvoiceDetailExport.csv:

InvoiceId,PurchasingUnit,LineNumber,ParentLineNumber,LineTypeCategory,TaxCode,TaxTyp
e,Description,Amount,UnitPrice,AmountCurrency,ERPCommodityCode,ERPOrderID,ERPOrderLi
neNumber
"INVINV159-159","US100","1",,"1",,,"Mac Angled Keyboard Adapter MD4M/
F","6.9500","6.9500","USD",,,
"INVINV159-159","US100","1",,"1",,,"Mac Angled Keyboard Adapter MD4M/
F","6.9500","6.9500","USD",,,

About Invoice Split Accounting Data in Generic Variants

InvoiceSplitAccountingExport.csv contains information about invoices where accounting is split among

different subaccounts.

The following table describes the columns in InvoiceSplitAccountingExport.csv:

Field Description Format

Company The unique identifier for the company. String (50)

AccountingCombinationID The unique identifier for the accounting combination defined in String (50)
SAP Ariba Buying and Invoicing.

SubAccount The unique identifier for the sub-account. String (50)

Project The unique identifier for the project. String (50)

Account The unique identifier for the account; for example, Expense. String (50)

Invoicing Data Import and Administration Guide

156 PUBLIC About Exporting Invoices
 Field Description Format

Quantity The line item quantity. Decimal

CostCenter The unique identifier for the cost center. String (50)

Product The unique identifier for the product. String (50)

Region The unique identifier for the accounting region. String (50)

InvoiceId The unique identifier for the invoice. String (50)

LineNumber The unique identifier for an individual or grouped invoice line Integer
item.

BusinessUnit The unique identifier for the general ledger business unit. String (50)

SplitLineNumber The unique identifier for the invoice line. Integer

Purchasing Unit The unique identifier for the purchasing unit that generated the String (50)
order.

Amount The split amount. Decimal

Following is an example of InvoiceSplitAccountingExport.csv:

InvoiceId,PurchasingUnit,LineNumber,SplitLineNumber,Company,BusinessUnit,CostCenter,
Account,
SubAccount,Product,Project,Quantity,Amount,Region,AccountingCombinationID
"INVINV159-159","US100","1","1","GD","US100","3100","7520","5008",,,"1.0000","6.9500
",,"298"
"INVINV159-159","US100","1","1","GD","US100","3100","7520","5008",,,"1.0000","6.9500
",,"298"

Invoice Data in SAP Variants

When you run the Export Invoices data export task in Ariba Administrator on SAP variants, it creates a ZIP file
containing three CSV files with the invoice data.

In SAP variants, the Export Invoices task exports an InvoiceExport.zip file containing the following invoice
data CSV files:

• InvoiceHeaderExport.csv
• InvoiceDetailExport.csv
• InvoiceAccountDetails.csv

About Payment Header Data in SAP Variants

InvoiceHeaderExport.csv contains general information about each invoice.

The following table describes the columns in InvoiceHeaderExport.csv.

Invoicing Data Import and Administration Guide

About Exporting Invoices PUBLIC 157
Field Description Format

GROSS_AMT The total cost of the invoice. BigDecimal

PMNTTRMS A unique code of payment terms. String (50)

StatusDate The date on which the invoice was approved, canceled, or rejected. String (100)
This field does not appear on the invoice.

COMP_CODE The company code for invoice. String (50)

InvoiceType The type of the invoice: standard invoice, header-level credit memo, String (32)
line-level credit memo, or debit memo. This field does not appear on
the invoice.

DOC_DATE The date on the invoice. Date

DIFF_INV The supplier ID. String (50)

InvoiceId The unique identifier for the invoice. String (50)

Status The status of the invoice for export. This field does not appear on the String (100)
invoice.

REF_DOC_NO The invoice number as reference document number. The maximum String (16)
permissible length for this field is 16 characters. This field does not
appear on the invoice.

InvoiceDate The date on which the invoice was created. String (100)

CURRENCY The type of reporting currency of the invoice. String (50)

URL URL to access the site. This field does not appear on the invoice. String (100)

Following is an example of InvoiceHeaderExport.csv:

InvoiceId,REF_DOC_NO,COMP_CODE,CURRENCY,DOC_DATE,PMNTTRMS,InvoiceDate,DIFF_INV,Invoi
ceType,Status,StatusDate,URL,GROSS_AMT
“INVINV-4853-INV856566678-20”,”INV-4853-INV8565”,”3000”, “USD”, “20140601”,”PT1”,
“6/1/2014”, “6:20”, “100”, “standard”, “Processing”, URL, “695”

About Invoice Detail Data in SAP Variants

InvoiceDetailExport.csv contains information about invoice line items.

The following table describes the columns in InvoiceDetailExport.csv:

Field Description Format

ORDERID The unique value of internal order account assignment category String (50)
for that line item.

LINE_TYPE_LOOKUP_CODE The category of line item. This field does not appear on the Integer
invoice.

COSTCENTER The unique value of the cost center account assignment cate- String (50)
gory for each line item.

GL_ACCOUNT The unique value of the general ledger accounting type for each String (50)
line item.

Invoicing Data Import and Administration Guide

158 PUBLIC About Exporting Invoices
 Field Description Format

LINEITEM_AMOUNT The amount of the line item. BigDecimal

ITEM_AMOUNT The amount for the line item. BigDecimal

INVOICE_DOC_ITEM The line number of the line item. Integer

PLANT The unique code of the ship-to location for each line item. String (50)

QUANTITY The quantity for the line item. BigDecimal

CHARGE_FLAG The line number of the line item. Integer

PBQ_DESC The price basis quantity fields for each item in the requisition String (2000)
line items.

ITEM_AMOUNT_ROUNDED The amount for the line item in ERP precision. BigDecimal

IS_COMPOSITE The flag indicating if the line is composite or not. Composite Boolean
lines may consist of child lines for a regular line item. This field
does not appear on the invoice.

COMP_CODE The company code of the invoice. String(50)

PO_UNIT A unit of measure for the line item. String(50)

ITEM_TEXT The description of a reference line. String(2000)

LINE_COMP_CODE The unique value of the Company Code for the line item. This String(50)
field will be populated for non-purchase order invoices and
Application.Invoicing.AllowLegalEntityCodeA
tSplitLevel parameter is set to Yes.

HDR_LEVEL This field determines whether a line item is at the header level. Boolean
This field does not appear on the invoice.

PRICE_UNIT The quantity on which the price is quoted. BigDecimal

PO_PR_UOM The quantity on which the price is quoted. String(50)

INVOICEID The unique ID for the invoice. String(50)

TAX_CODE The tax code. String(50)

CONV_UNIT The quantity on which the price is quoted. BigDecimal

ORDER The ERP purchase order number. String(50)

PO_NUMBER The unique ID of every purchase order the invoice belongs to. In String(50)
case of an ERP order, the field provides a reference to the ERP
order ID.

WBS_ELEM The unique code of the WBS element account assignment cate- String(50)
gory for that line item.

PO_ITEM The line number of the corresponding line item. Integer

ASSET_NO The unique value of the Asset account assignment category for String(50)
each line item.

Following is an example of InvoiceDetailExport.csv:

InvoiceID, Item_Amount, Item_Amount_Rounded, LineItem_Amount, WBS_Elem, Quantity,

Asset_No, CostCenter, PO_Unit, Invoice_Doc_Item, OrderID, GL_Account, Comp_Code,
Line_Comp_Code, Tax_Code, Plant, PO_Item, Item_Text, Order, Line_Type_Lookup_Code,

Invoicing Data Import and Administration Guide

About Exporting Invoices PUBLIC 159
 HDR_Level, PO_Number, Charge_Flag, Price_Unit, PO_PR_Uom, Conv_Unit, PBQ_Desc,
Is_Composite
“INVINV-4853-
INV856566678-20”,”695”,”695”,”695”,,”100”,,”2100”,”EA”,”1”,,”405000”,”3000”,”3000”,,
”3300”,”0”,”Adapter DB9F/MD8M Mac Serial”,”1”,”No”,,,,,,”No”

About Invoice Split Accounting Data in SAP Variants

InvoiceSplitAccountingExport.csv contains information about invoices where accounting is split among

different subaccounts.

The following table describes the columns in InvoiceAccountDetails.csv:

Field Description Format

ORDERID The unique value of internal order account assignment category String(50)
for the line item.

SERIAL_NO The serial number of the line item. String(100)

QUANTITY The quantity for the line item. BigDecimal

PO_UNIT The unique unit of measure value. String(50)

CATEGORY The category of the line item. This field does not appear on the Integer(50)
invoice.

COSTCENTER The unique value of the cost center account assignment cate- String(4)
gory for each line item.

SUB_NUMBER The asset SubNumber for the asset account assignment cate- String(50)
gory for each line item. This field does not appear on the invoice.

LINE_COMP_CODE The unique value of the company code for the line item. This String(50)
field will be populated for non-purchase order invoices and
Application.Invoicing.AllowLegalEntityCodeA
tSplitLevel parameter is set to Yes.

PO_PR_UOM The unit of measure for the quantity defined by price, basis, and String(50)
quantity.

GL_ACCOUNT The unique value of the general ledger accounting type for each String(50)
line item.

INVOICEID The unique ID of the invoice. String(50)

INVOICE_DOC_ITEM The line number of the line item. Integer

ITEM_AMOUNT The amount for the line item. BigDecimal

TAX_CODE The unique tax type code. String(50)

PO_NUMBER The unique ID of every purchase order the invoice belongs to. In String(50)
case of an ERP Order, the field provides a reference to the ERP
Order ID.

ORDER The ERP purchase order number. String(50)

WBS_ELEM The unique code of the WBS element account assignment cate- String(50)
gory for that line item.

Invoicing Data Import and Administration Guide

160 PUBLIC About Exporting Invoices
 Field Description Format

ITEM_AMOUNT_ROUNDED The amount for the line item in ERP precision. BigDecimal

ASSET_NO The unique value of the Asset account assignment category for String(50)
each line item.

Following is an example of InvoiceAccountDetails.csv:

Item_Amount,Item_Amount_Rounded,WBS_Elem,Asset_No,CostCenter,Quantity,PO_Unit,Serial
_

No,Invoice_Doc_Item,OrderID,GL_Account,Tax_Code,InvoiceID,Category,Order,Line_Comp_C
ode,Sub_Number,PO_PR_UOM,
PO_Number
“695”,”695”,,,”2100”,”100”,”EA”,,”1”,,”405000”,,”INVINV-4853-
INV856566678-20”,”1”,,”3000”,,,

Invoice Data in PeopleSoft Variants

When you run the Export Invoices data export task in Ariba Administrator on PeopleSoft variants, it creates a
ZIP file containing three CSV files with the invoice data.

In PeopleSoft variants, the Export Invoices task exports an InvoiceExport.zip file that contains the
following invoice data CSV files:

• InvoiceHeaderExport.csv
• InvoiceDetailExport.csv
• InvoiceSplitAccountingExport.csv

About Payment Header Data in PeopleSoft Variants

InvoiceHeaderExport.csv contains general information about each invoice.

The following table describes the columns in InvoiceHeaderExport.csv:

Field Description Format

INV_ID The unique invoice ID. String(50)

BUSINESS_UNIT The business unit for the invoice. String(50)

INVOICE_ID The unique invoice number/ID for the invoice/voucher. String(50)

INVOICE_DT The invoice/voucher date. String(100)

VENDOR_SETID The set ID of the supplier. This field does not appear on the String(50)
invoice.

Invoicing Data Import and Administration Guide

About Exporting Invoices PUBLIC 161
Field Description Format

InvoiceType The type of invoice: String(32)

• Standard invoice
• Header-level credit memo
• Line-level credit memo
• Debit memo
This field does not appear on the invoice.

VENDOR_ID The vendor ID of the supplier. This field does not appear on the String(10)
invoice.

Status The status of the invoice for export. String(100)

StatusDate The date on which the invoice was approved, canceled, or re- String(100)
jected.

GROSS_AMT The total cost of the invoice. BigDecimal

TXN_CURRENCY_CD The currency of the invoice. String(50)

PAYMENT_TERMS The payment term. String(50)

VENDOR_LOC The location of the supplier. String(20)

VENDOR_ADDR_SEQ_NUM The sequence number of the supplier's location. This field does String(10)
not appear on the invoice.

Following is an example of InvoiceHeaderExport.csv:

INV_ID, BUSINESS_UNIT, INVOICE_ID, INVOICE_DT, VENDOR_SETID, InvoiceType,

VENDOR_ID, Status, StatusDate, GROSS_AMT, TXN_CURRENCY_CD,
PAYMENT_TERMS,
VENDOR_LOC, VENDOR_ADDR_SEQ_NUM
'INVINV-4853-INV159566299-10”,”US003”,”INV-4853-
INV159566299”,,”SHARE”,”standard”,”USA0000006”,”Processing”,”6/1/2014
5:10”,”695”,’USD”,”PT1”,”HQ”,”1”,,

About Invoice Detail Data in PeopleSoft Variants

InvoiceDetailExport.csv contains information about invoice line items.

The following table describes the columns in InvoiceDetailExport.csv:

Field Description Format

INV_ID Ariba Procure-to-Pay Professional invoice ID. String(50)

BUSINESS_UNIT The business unit for the invoice. String(50)

VOUCHER_LINE_NUM The voucher line number. This field does not appear on the Integer
invoice.

PARENT_LINE_NUM The parent line number for each line in the invoice. This field Integer
does not appear on the invoice.

Invoicing Data Import and Administration Guide

162 PUBLIC About Exporting Invoices
 Field Description Format

LINE_TYPE_LOOKUP_CODE The line type lookup code that distinguishes each line with tax Integer
codes. This field does not appear on the invoice.

TAX_CODE The tax code. This field does not appear on the invoice. String(25)

TAX_TYPE The tax type. String(50)

DESCR The description of the line item. String(2000)

UNIT_PRICE The unit price of each line item. BigDecimal

CURRENCY_CD The currency of each line item. String(50)

PO_ID The ERP PO Number of the purchase order-based invoice. In String(50)

case of an ERP Order, the field provides an ERP Order ID.

SHIPTO The ShipTo address of the invoice line item. String(50)

UNIT_OF_MEASURE The unit of measure of each line item. String(50)

LINE_NBR The ERP purchase order line number associated with the invoice Integer
line number.

BUSINESS_UNIT_PO The business unit of a purchase order-based invoice. String(50)

PriceBasisQuantity The quantity on which the price is quoted. BigDecimal

PriceBasisQuantityUOM The quantity on which the price is quoted. String(50)

ConversionFactor The quantity on which the price is quoted. This field does not BigDecimal
appear on the invoice.

PriceBasisQuantityDesc The price basis quantity fields for each item in requisition line String(2000)
items.

IsComposite Indicates whether this line is composite or not. Composite lines Boolean
may consist of child lines for a regular line. This field does not
appear on the invoice.

Following is an example of InvoiceDetailExport.csv:

INV_ID,BUSINESS_UNIT,VOUCHER_LINE_NUM,PARENT_LINE_NUM,LINE_TYPE_LOOKUP_CODE,TAX_CODE
,TAX_TYPE,DESCR,UNIT_PRICECURRENCY_CD,PO_ID,SHIPTO,UNIT_OF_MEASURE,LINE_NBR,BUSINESS
_UNIT_PO,PriceBasisQuantity,PriceBasisQuantityUOM,ConversionFactor,PriceBasisQuantit
yDesc,IsComposite
“INVINV-4853-INV159566299-10”,”US003”,”1”,”1”,,”Adapter DB9F/MD8M Mac
Serial”,”6.95”,”USD”,,”US013”,”EA”,”0”,,,,,”No”

About Invoice Split Accounting Data in PeopleSoft Variants

InvoiceSplitAccountingExport.csv contains information about invoices where accounting is split among

different subaccounts.

The following table describes the columns in InvoiceSplitAccountingExport.csv:

Field Description Format

INV_ID Ariba Procure-to-Pay Professional invoice ID. String(50)

Invoicing Data Import and Administration Guide

About Exporting Invoices PUBLIC 163
Field Description Format

BUSINESS_UNIT The business unit for an invoice. String(50)

VOUCHER_LINE_NUM The voucher line number of each line item. This field does not Integer
appear on the invoice.

DISTRIB_LINE_NUM The distribution line number of each line item. This field does Integer
not appear on the invoice.

BUSINESS_UNIT_GL The general ledger business unit. String(50)

ACCOUNT The account number. String(20)

DEPTID The department ID. String(20)

QTY_VCHR The quantity of each line item. BigDecimal

MERCHANDISE_AMT The merchandise amount of each line item. This field does not BigDecimal
appear on the invoice.

SPLIT_TYPE The split type. String(50)

PO_ID The purchase order number of the purchase order-based in- String(50)
voice. In case of ERP Order, the field provides a reference to
the ERP order ID.

Following is an example of InvoiceSplitAccountingExport.csv:

INV_ID,BUSINESS_UNIT,VOUCHER_LINE_NUM,DISTRIB_LINE_NUM,BUSINESS_UNIT_GL,ACCOUNT,DEPT
ID,QTY_VCHR,MERCHANDISE_AMT,SPLIT_TYPE,PO_ID
“INVINV-4853-
INV159566299-10”,”US003”,”1”,”1”,”US003”,”131000”,”10200”,”100”,”695”,”_Percentage”

Invoicing Data Import and Administration Guide

164 PUBLIC About Exporting Invoices
Exporting Payment Requests in SAP Ariba
Buying and Invoicing

About Exporting Payment Requests in SAP Ariba Buying and Invoicing [page 165]

About Payment Request Data Export Tasks [page 166]

PeopleSoft Payment Request Data [page 168]

SAP Payment Request Data [page 173]

Generic Payment Request Data [page 181]

Amount Precision in Payment Request Export Files [page 189]

About Exporting Payment Requests in SAP Ariba

Buying and Invoicing
After an invoice has been approved in SAP Ariba Buying and Invoicing, the final step is to send a payment to
the supplier. SAP Ariba Buying and Invoicing creates a document called a payment request to track the payment
process.

SAP Ariba Buying and Invoicing creates the payment request and the IR document at the same time.

Most payment requests represent amounts due to a supplier, such as for an unpaid invoice. SAP Ariba Buying and
Invoicing also provides support for payment requests associated with credit memos. For example, if your company
purchased equipment that was later returned, the supplier might first issue an invoice and then (after the return)
a credit memo, which represents the amount due to be refunded to you. SAP Ariba Buying and Invoicing creates
credit payment requests to represent credit memos.

The payment request includes a payment schedule based on the payment terms in the invoice reconciliation (IR)
document. Payment requests also include the amounts for indirect and withholding tax lines and charges.

 Note

SAP Ariba Buying and Invoicing exports payment requests that use the External System payment model only.
The External System payment model specifies that payments are handled in an external system, such as an
ERP system.

 Note

This information applies to SAP Ariba Buying and Invoicing only. In SAP Ariba Invoice Management, reconciled
and approved invoices are transmitted from SAP Business Network to your ERP through an SAP Business
Network adapter.

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 165
Related Information

Payment Request Documents

About Payment Request Data Export Tasks

Your site can export payment requests (also referred to as OK-to-Pay invoice data) using one of several data export
tasks in Ariba Administrator. These export tasks support the CSV file channel and the Web services channel.

For information about exporting payment requests to an SAP ERP system using SAP Integration Suite, managed
gateway for spend management and SAP Business Network, see Invoice in SAP Integration Suite, Managed
Gateway for Spend Management and SAP Business Network Overview Guide.

Table 3: Payment Request Data Export Tasks

Task Name Description

Export Payment Requests Exports payment request data to 5 CSV files. This task can
be used with SAP ERP and PeopleSoft as well as generic ERP
systems that can handle line item details and split accounting
information in separate files.

Export Payment Requests with Advance Payments This task is for sites configured to export approved invoices
for payment directly from the SAP Ariba Buying solutions to
the ERP system in CSV file format, and not from SAP Business
Network.

This task exports payment request data, including details of

advance payments and Funds Management accounting infor-
mation (if enabled for SAP ERP), to the external ERP system.
See About Exporting Payment Requests with Advance Pay-
ments [page 209].

Export Payment Requests with Advance Payments and This task is for SAP Ariba sites that use third-party tax integra-
Taxes tion and are configured as PeopleSoft or Generic variants.

This task exports payment request details, including details of

advance payments, Funds Management accounting informa-
tion (if enabled), and taxes to the ERP system. This task is
similar to the task Export Payment Requests with Advance
Payments, except it includes tax details in a separate CSV
file (PaymentTaxExport.csv) or Web services element
(&ltPayment_PaymentTaxExport_Item>). For more
information, see Tax Info in Payment Requests with Enhanced
third-party tax calculation for invoicing.

You can automate the export of payment requests using the SAP Ariba data transfer tool. For information, see SAP
Ariba integration toolkit guide.

SAP Ariba Buying and Invoicing supports export of payment requests to the SAP ERP in real time (triggered when
the transactions are ready to be sent to the ERP) using the Web services channel and SAP Netweaver.

Invoicing Data Import and Administration Guide

166 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
  Note

SAP Ariba Buying and Invoicing exports payment requests that use the External System payment model only.
SAP Ariba Buying and Invoicing doesn't export partial payments, even if you import a partial remittance from
your SAP system.

Using Web Services to Export Payment Requests

When you use Web services to expot payment requests, the following parameter controls which payment request
export task your site uses:
Application.Invoicing.PayablePushEvent (set by SAP Ariba Support)
Specifies which payment export task the site uses. The setting determines which data is
included payment request export. Following are the valid values:

• PaymentRealTimeExport: Enables the Export Payment Requests task. This task

exports payment request details to the external system.
• PaymentRealTimeExport_v2: Enables the Export Payment Requests with Advance
Payments task. This task exports payment request details including details of advance
payments and Funds Management accounting information (if enabled) to the external
system.
• PaymentRealTimeExport_v3: Enables the Export Payment Requests with Advance
Payments and Taxes task. This task exports payment request details including details
of advance payments and Funds Management accounting information (if enabled) and
taxes to the external system.

After SAP Ariba sets the parameter, a user who belongs to the Integration Admin or Customer Administrator
group configures the export task, which involves setting the end point, enabling the task, and disabling the task
previously used. For more information, see Web Services Overview.

For ERP Systems That Require Line Item and Split Accounting Information in 1 File

If your ERP system can't handle line item details and split accounting information in separate files, you can use the
task Export Payment in 3 file Format. This task exports data to 3 CSV files. It's available only for Generic variants.
It doesn't include tax information. Customers who use the Generic variant can configure their ERP to export tax
data as needed.

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 167
Exporting Payment Requests Manually

Use this procedure to export payment requests to CSV files manually using the data export task appropriate for
your configuration.

Procedure

1. Choose Site Manager Data Import/Export .

2. On the Export tab, find the data export task you want to use.

The tasks are described under About Payment Request Data Export Tasks [page 166],
3. Choose Export for the task.
4. Select a date range for the export by choosing dates in the From and To fields. Ariba Administrator exports
all the payment requests that were marked “OK-to-Pay” during the specified date range. A payment request
is marked “OK-to-Pay” when the associated invoice reconciliation document has been fully approved and the
invoice is reconciled.
5. Choose Run to export the data.

SAP Ariba Buying and Invoicing does not export partial payments, even if you import a partial remittance from
your ERP system.

Next Steps

After the data has finished downloading, choose Open to view the contents of the ZIP file or Save to save the file to
your local hard drive.

PeopleSoft Payment Request Data

The payment request data for sites integrated with PeopleSoft ERP systems is exported in a ZIP file containing the
following five CSV files:

• PaymentHeaderExport.csv
• PaymentDetailExport.csv
• PaymentBankExport.csv
• PaymentSplitAccountingExport.csv
• AdvancePaymentDetailExport.csv

Invoicing Data Import and Administration Guide

168 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
Payment Header Data in the PeopleSoft Variant

PaymentHeaderExport.csv contains general information about payments.

The following table describes the columns in PaymentHeaderExport.csv:

Column Description Format

PMNT_ID The unique reference ID of the payment. String (50)

ECQUEUEINSTANCE The unique name of the electronic document in your ERP system. String (50)

BUSINESS_UNIT The PeopleSoft business unit. String (50)

INVOICE_ID The invoice number. String (50)

INVOICE_DT The invoice date. Date

VENDOR_SETID The vendor Set ID. String (50)

VENDOR_ID The vendor ID. String (10)

GROSS_AMT The gross invoice amount. Numeric

TXN_CURRENCY_CD The invoice transaction currency code. String (50)

PAYMENT_TERMS The unique internal identifier of the payment terms selected for the invoice. String (50)
Payment terms specify the time period in which a supplier requests payment
and any discounts that the supplier chooses to make available for early pay-
ment.

TAX_ACCRUAL_PMNT A value that indicates whether the payment is an accrual payment. Boolean

VENDOR_LOC The vendor location. String (20)

REMIT_ADDR_SEQ_NUM The unique internal identifier of the remittance location. When sending a String (50)
payment to a given supplier location, SAP Ariba Buying and Invoicing sends
to the remittance location associated with that supplier location.

VENDOR_ADDR_SEQ_NUM The vendor address sequence number. String (10)

INVOICE_TYPE The type, or purpose, of the invoice. For price adjustments, indicates line-item String
credit memo or line-item debit memo.

IS_PRICE_ADJUSTMENT Indicates whether the invoice is a price adjustment. Applies to line-item credit Boolean
memos and line-item debit memos only.

REF_INVOICE_ID Reference number of the original invoice line. Applies to line-item credit String
memos and line-item debit memos only.

Following is an example of PaymentHeaderExport.csv:

PMNT_ID,ECQUEUEINSTANCE,BUSINESS_UNIT,INVOICE_ID,INVOICE_DT,VENDOR_SETID,VENDOR_ID,G
ROSS_AMT,TXN_CURRENCY_CD,PAYMENT_TERMS,TAX_ACCRUAL_PMNT,VENDOR_LOC,REMIT_ADDR_SEQ_NU
M,VENDOR_ADDR_SEQ_NUM,INVOICE_TYPE,IS_PRICE_ADJUSTMENT,REF_INVOICE_ID

"PAYTue Aug 01 03:27:42 2006-18","IRTue Aug 01 03:27:42 2006-18","US003","Tue

Aug 01 03:27:42 2006","08/01/2006 00:00:00 -0700","SHARE","USA0000006","24.9500",
"USD","2D","No","HQ","sid496-an","1",,,
PAYTue Aug 01 05:34:04 2006-21","IRTue Aug 01 05:34:04
2006-21","US003","Tue Aug 01 05:34:04 2006","08/01/2006 00:00:00
-0700","SHARE","USA0000064","7","6.6400","CAD","00","No","HQ","sid815-hq","1",,,

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 169
Payment Detail Data in the PeopleSoft Variant

PaymentDetailExport.csv provides line level details for invoices.

The following table describes the columns in PaymentDetailExport.csv:

Column Description Format

PMNT_ID The unique reference ID of the payment. This value matches a payment String (50)
defined in PaymentHeaderExport.csv.

ECQUEUEINSTANCE The unique name of the electronic document in your ERP system. String (50)

BUSINESS_UNIT The PeopleSoft business unit. String (50)

VOUCHER_LINE_NUM The line number on the voucher. Numeric

PARENT_LINE_NUM The voucher line number of the parent for a charge line on the invoice. Numeric

LINE_TYPE_LOOKUP_CODE The line category. Line categories separate procurement line items from Numeric
the various special handling categories, such as tax and freight. The line
categories are as follows:

• 1 - Line Item (for all line items, including non-catalog, customer catalog
and PunchOut)
• 2 - Tax Charge (for all tax-related charges)
• 4 - Freight Charge (for all freight-related charges)
• 8 - Handling Charge (for all handling-related charges)
• 32 - Discount (for discounts related to invoicing)

TAX_CODE The line item tax code. SAP Ariba Buying and Invoicing initially sets the String (25)

tax code based on invoice information and the tax code it obtains from the
tax code lookup table. However, if a business user modifies the tax code
during invoice reconciliation, the modified tax code, not the initial tax code,
appears in this column.

In sites using enhanced third-party tax calculation for invoices, this is the
tax code from the posting call.

TAX_TYPE The tax type, for example, SUTTax (Sales/Use tax). String (50)

TAX_ACCRUAL A value on the invoice tax line that indicates a tax accrual line. Boolean

• If TAX_ACCRUAL is No and the MERCHANDISE_AMT for the tax line

is 0 or greater, the supplier is paid for the tax amount on the invoice
and taxes are not accrued in PeopleSoft.
• If TAX_ACCRUAL is Yes and the MERCHANDISE_AMT for the tax line
is 0, the supplier is not paid for the tax amount (even though the tax
appears on the invoice). and the complete tax amount as expected by
the system is accrued in PeopleSoft.
• If TAX_ACCRUAL is Yes and the MERCHANDISE_AMT for the tax line
is greater than 0, a partial accrual is indicated. In this case, the supplier
is paid for the tax amount on the invoice and the remaining tax amount
(the amount expected by the system less the amount charged by the
supplier) is accrued in PeopleSoft.

DESCR A description of the invoice line item. String (2000)

Invoicing Data Import and Administration Guide

170 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
Column Description Format

MERCHANDISE_AMT For a line item, the value in this column is the amount charged for the Numeric
commodity. For a tax line item, the value in this column is the tax amount to
pay to the supplier. This column can also include the values of withholding
taxes.

UNIT_PRICE The unit price of the merchandise. Numeric

CURRENCY_CD The currency code for the invoice line item amount. String (50)

PRICEBASISQUANTITY The quantity corresponding to the unit price of the item specified by the Big Decimal
supplier. The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR The ratio used to convert the ordered unit to the price unit. The unit price is Big Decimal
based on the price unit quantity and the price unit.

PRICEBASISQUANTITYDES Any information for the advanced pricing details. String (2000)
C

PRICEBASISQUANTITYUOM The unit of measure for the unit price. String (50)

Following is an example of PaymentDetailExport.csv:

PMNT_ID,ECQUEUEINSTANCE,BUSINESS_UNIT,VOUCHER_LINE_NUM,PARENT_LINE_NUM,LINE_TYPE_LOO
KUP_CODE,
TAX_CODE,TAX_TYPE,TAX_ACCRUAL,DESCR,MERCHANDISE_AMT,UNIT_PRICE,CURRENCY_CD,PRICEBASI
SQUANTITY,PRICEBASISQUANTITYUOM,CONVERSIONFACTOR,PRICEBASISQUANTITYDESC

PAYNPOINv-67, IRNPOINv-67, US003, 1, , 1, CA, , No, Composite Monitor Ext. RCA M/F,
6950.0000, 6.9500, USD,"2.0000","GAL","1","Gallon price"
PAYNPOINv-67, IRNPOINv-67, US003, 2, 1, 2, CA, SUTTax, No, Sales/Use tax (auto-
generated), 0.0000, 0.0000, USDPayment Bank Data

Payment Bank Data in the PeopleSoft Variant

PaymentBankExport.csv contains information about bank data associated with invoices.

The following table describes the columns in PaymentBankExport.csv:

Column Description Format

PMNT_ID The unique reference ID of the payment. This value matches a payment de- String (50)
fined in PaymentHeaderExport.csv.

ECQUEUEINSTANCE The unique name of the electronic document in your ERP system. String (50)

BUSINESS_UNIT The PeopleSoft business unit. String (50)

PYMNT_METHOD The unique internal identifier of the payment method. A payment method String (50)
defines how a buying organization makes a payment to a supplier.

BANK_ACCT_KEY The bank account key. String (50)

COMPOSITE_ACCT_KEY The unique internal identifier of the SAP Ariba Buying and Invoicing buyer String (50)
bank payment location.

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 171
Column Description Format

SCHEDULED_PAY_DT The date of the scheduled payment. Date

BANK_CD The unique code number of the bank. String (25)

PAYMENT_AMT The payment amount. Numeric

PAYMENT_GROSS_AMT The payment gross amount. Numeric

PAYMENT_DISC_AMT The payment discount amount. Numeric

PAYMENT_CURRENCY_CD The transaction currency code for the payment. String (50)

Following is an example of PaymentBankExport:

PMNT_ID,ECQUEUEINSTANCE,BUSINESS_UNIT,PYMNT_METHOD,BANK_ACCT_KEY,
COMPOSITE_ACCT_KEY,
SCHEDULED_PAY_DT,BANK_CD,PAYMENT_AMT,PAYMENT_GROSS_AMT,PAYMENT_DISC_AMT,PAYMENT_CURR
ENCY_CD

PAYNPOINv-67, IRNPOINv-67, US003, ach, chec, BuyerBankLocation-1, 04/24/2006

12:43:48 -0700, 77777, 6950.0000, 6950.0000, 0.0000, USD

Payment Split Accounting Data in the PeopleSoft Variant

PaymentSplitAccountingExport.csv contains information about split accounting associated with an invoice.

The following table describes the columns in PaymentSplitAccountingExport.csv:

Column Description Format

PMNT_ID The unique reference ID of the payment. This value matches a payment defined String (50)
in PaymentHeaderExport.csv.

ECQUEUEINSTANCE The unique name of the electronic document in your ERP system. String (50)

BUSINESS_UNIT The PeopleSoft business unit. String (50)

VOUCHER_LINE_NUM The line number of the voucher. Numeric

DISTRIB_LINE_NUM The distribution line number. Numeric

BUSINESS_UNIT_GL The PeopleSoft general ledger business unit. String (50)

ACCOUNT The account ID. String (20)

DEPTID The PeopleSoft department ID. String (20)

QTY_VCHR The quantity of the invoice line item. Numeric

MERCHANDISE_AMT The currency amount of the merchandise. Numeric

Following is an example of PaymentSplitAccountingExport.csv:

PMNT_ID,ECQUEUEINSTANCE,BUSINESS_UNIT,VOUCHER_LINE_NUM,DISTRIB_LINE_NUM,BUSINESS_UNI

Invoicing Data Import and Administration Guide

172 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
 T_GL,ACCOUNT,DEPTID,QTY_VCHR,MERCHANDISE_AMT

PAYNPOINv-67, IRNPOINv-67, US003, 1, 1, USBC3, 156000, 105000, 1000.0000, 6950.0000

PAYNPOINv-67, IRNPOINv-67, US003, 2, 1, USBC3, 156000, 105000, 1.0000, 0.0000

Advance Payment Detail Data in the PeopleSoft Variant

AdvancePaymentDetailExport.csv contains the details of the advance payments adjusted against the invoice
for which the payment request is generated.

The following table describes the columns in the AdvancePaymentDetailExport.csv file.

Column Description Format

PMNT_ID The unique identifier of the payment request created for String (50)
the invoice

PAY101ECQUEUEINSTANCE The unique identifier of the invoice reconciliation docu- String (50)
ment for the invoice

ORDER_ID The unique identifier of the purchase order associated String (50)
with the invoice and advance payment documents

ADVANCEPAYMENT_ID The unique identifier of the advance payment adjusted String (50)
against the invoice

ERPADVANCEPAYMENT_ID The unique identifier of the payment request created in String (50)
the ERP for the advance payment

CONSUMEDAMOUNT_AMOUNT The advance payment amount adjusted against the in- Numeric
voice, in the user's currency

CONSUMEDAMOUNT_CURRENCY The unique name of the invoice currency String (50)

CONSUMEDAMOUNT_INBASECURR The advance payment amount adjusted against the in- Numeric
ENCY voice, in the site base currency

Following is an example of AdvancePaymentDetailExport.csv:

ADVANCEPAYMENT_ID,ECQUEUEINSTANCE,PMNT_ID,ORDER_ID,ERPADVANCEPAYMENT_ID,CONSUMEDAMOU
NT_AMOUNT,CONSUMEDAMOUNT_CURRENCY,CONSUMEDAMOUNT_INBASECURRENCY
"APMT10","INV-IR101","PAY101","PO101","ERPAPMT10",10.00,"USD",10.00

SAP Payment Request Data

SAP Ariba Buying and Invoicing supports export of payment requests to the SAP ERP in real time (triggered when
the transactions are ready to be sent to the ERP) using the Web Services channel and SAP Netweaver.

 Note

SAP Ariba Buying and Invoicing exports payment requests that use the External System payment model only,
and does not export partial payments, even if you import a partial remittance from your SAP system.

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 173
This section describes the SAP data that Ariba Administrator exports when you run the Export Payment Requests
data export task. The data is stored in a ZIP file containing the following CSV files:

• PaymentHeaderExport.csv
• PaymentLineItemDet.csv
• PaymentAccountDet.csv
• PaymentDetailExport.csv
• PaymentTaxExport.csv
• AdvancePaymentDetailExport.csv

You can run the SAP function module ZARIBA_SSP_INVOICELOAD to transfer payment information from CSV files
into the SAP database.

Payment Header Data in the SAP Variant

PaymentHeaderExport.csv contains general information about payments.

The following table describes the columns in PaymentHeaderExport.csv:

Column Description Format

PAYMENTID The unique reference ID of the payment. String (50)

REF_DOC_NO The unique name of the invoice. Invoice numbers exceeding 16 characters are String (16)
truncated to 16 characters during export.

COMP_CODE The unique internal identifier of the SAP company code. String (4)

GROSS_AMOUNT The invoice’s gross amount to be paid to the supplier. For credit memos and Numeric
negative amounts, this value is positive.

CURRENCY The payment amount currency code. String (3)

DOC_DATE The invoice date. Date

PMNTTRMS The unique internal identifier of the payment terms selected for the invoice. Pay- String (4)
ment terms specify the time period in which a supplier requests payment and any
discounts that the supplier chooses to make available for early payment.

DIFF_INV The invoice’s vendor ID. String (50)

INVOICE_IND The invoice ID. String (50)

PYMT_METH The unique internal identifier of the payment method. A payment method defines String (50)
how a buying organization makes a payment to a supplier.

ITEM_TEXT The unique name of the invoice reconciliation document. String (50)

BLINE_DATE The invoice baseline date. String (50)

URL A direct action URL. When external users click this URL, they are authenticated String (100)
and taken directly to the invoice reconciliation document in SAP Ariba Buying and
Invoicing.

ACCRUAL_PMNT_AMT The accrual payment amount determined by SAP Ariba Buying and Invoicing to be Numeric
paid separately.

Invoicing Data Import and Administration Guide

174 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
Column Description Format

INVOICE_TYPE The type, or purpose, of the invoice. For price adjustments, indicates line-item String
credit memo or line-item debit memo.

IS_PRICE_ADJUSTME Indicates whether the invoice is a price adjustment. Applies to line-item credit Boolean
NT memos and line-item debit memos only.

REF_INVOICE_NUM Reference number of the original invoice line. Applies to line-item credit memos String
and line-item debit memos only.

Following is an example of PaymentHeaderExport.csv:

PAYMENTID,REF_DOC_NO,COMP_CODE,GROSS_AMOUNT,CURRENCY,DOC_DATE,PAYMENT_TERMS,DIFF_INV
,INVOICE_IND,PYMT_METH,ITEM_TEXT,BLINE_DATE,URL,ACCRUAL_PMNT_AMT,INVOICE_TYPE,IS_PRI
CE_ADJUSTMENT,REF_INVOICE_NUM

PAYPO10Invoice-LineLevel-10,PO10Invoice-
Line,3000,8920,USD,20060726,NT60,1000,X,IRPO10Invoice-LineLevel-10,20060726,https://
sampleurl,125,,,

Payment Line Item Data in the SAP Variant

PaymentLineItemDet.csv provides line level details for invoices.

The following table describes the columns in PaymentLineItemDet.csv:

Column Description Format

PAYMENTID The unique reference ID of the payment. String (50)

TAX_CODE The unique tax type code. String (50)

POLINERECEIVINGTY The purchase order receiving type. String (50)

PE

ITEM_AMOUNT The amount for each line item. For credit memos and negative line item amounts, Numeric
this value is negative.

QUANTITY The quantity for each line item. Numeric

PO_UNIT The unique unit of measure value. String (50)

INVOICE_DOC_ITEM The line number of every line item. Numeric

PO_NUMBER The unique ID of every purchase order for the ERP it belongs to. String (50)

PO_ITEM The line number of the corresponding line item. String (50)

ITEM_TEXT The line item description. String (2000)

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 175
Column Description Format

LINE_TYPE The unique internal identifier of the line type of the line item. This field holds the String (50)

tax type for indirect and withholding tax lines. For charges, this field holds the
values FreightCharge, HandlingCharge, or Charge. For discount lines,
this field holds the value Discount. For other line items, this field holds the values
CatalogItem or NonCatalogItem.

CATEGORY The category of each line item. Numeric

ORDER The purchase order number in SAP. String (50)

PRICEBASISQUANTITY The quantity corresponding to the unit price of the item specified by the supplier. Big Decimal
The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR The ratio used to convert the ordered unit to the price unit. The unit price is based Big Decimal
on the price unit quantity and the price unit.

PRICEBASISQUANTITY- Any information for the advanced pricing details. String (2000)
DESC

PRICEBASISQUANTI- The unit of measure for the unit price. String (50)
TYUOM

Following is an example of PaymentLineItemDet.csv:

PAYMENTID,TAX_CODE,POLINERECEIVINGTYPE,ITEM_AMOUNT,QUANTITY,PO_UNIT,INVOICE_DOC_ITEM
,PO_NUMBER,
PO_ITEM,ITEM_TEXT,CATEGORY,ORDER,

PRICEBASISQUANTITY,PRICEBASISQUANTITYUOM,CONVERSIONFACTOR,

PRICEBASISQUANTITYDESC

PAYsap01-20,I1,2,25.79,3,EA,1,4700000860,10,Sales tax (auto-

generated),1,EPCK24,"2.0000","GAL","1","Gallon price"

 Note

Adding a custom flex field to an IR results in pre-pending the label InvoiceReconciliation_LineItems_

to the custom field label when exported to PaymentLineItemDet.csv. For example, if
you create a column named cat.IRLI.inv2343, the resulting column heading is displayed as
InvoiceReconciliation_LineItems_cus_catIRLIinv2343.

Invoicing Data Import and Administration Guide

176 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
Payment Account Data in the SAP Variant
PaymentAccountDet.csv contains line item payment information.

The following table describes the columns in PaymentAccountDet.csv:

Column Description Format

ITEM_AMOUNT The amount for each line item. For credit memos and negative line item amounts, this Numeric
value is negative.

WBS_ELEM The unique code of the WBS element account assignment category for that line item. String (50)

ASSET_NO The unique value of the asset account assignment category for each line item. String (50)

COSTCENTER The unique value of the cost center account assignment category for each line item. String (50)

POLINERECEIVINGTY The purchase order receiving type. String (50)

PE

QUANTITY The quantity for each line item. Numeric

PO_UNIT The unique unit of measure value. String (50)

SERIAL_NO The serial number of each line item. Numeric

INVOICE_DOC_ITEM The line number of each line item. Numeric

ORDERID The unique value of the internal order account assignment category for the line item. String (50)

GL_ACCOUNT The unique value of the general ledger accounting type for each line item. Numeric

LINE_TYPE The unique internal identifier of the line type of the line item. This field holds the String (50)

tax type for indirect and withholding tax lines. For charges, this field holds the val-
ues FreightCharge, HandlingCharge, or Charge. For discount lines, this
field holds the value Discount. For other line items, this field holds the values
CatalogItem or NonCatalogItem.

TAX_CODE The unique tax type code. String (50)

PAYMENTID The unique ID of each payment that has a status displayed. String (50)

CATEGORY The category of every line item. Numeric

ORDER An SAP purchase order number. String (50)

PO_NUMBER The unique ID of each purchase order. String (50)

ACTN The unique value of the network account assignment category for each line item. String (50)

ACTY The unique value of the activity number account assignment category for each line Numeric
item.

Following is an example of PaymentAccountDet.csv:

ITEM_AMOUNT,WBS_ELEM,ASSET_NO,COSTCENTER,POLINERECEIVINGTYPE,QUANTITY,PO_UNIT,SERIAL
_NO,
INVOICE_DOC_ITEM,ORDERID,GL_ACCOUNT,TAX_CODE,PAYMENTID,CATEGORY,ORDER,PO_NUMBER,ACTN
,ACTY

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 177
 12.50,3-1200/31,1005,2100,2,3,EA,1,1,400046,404000,I0,PAYsap01-20,1,EPCK24,470000086
0,Network1,4001

Payment Detail Data in the SAP Variant

PaymentDetailExport.csv provides line level details for invoices.

The following table describes the columns in PaymentDetailExport.csv:

Column Description Format

PAYMENTID The unique reference ID of the payment. This value matches a payment defined in String (50)
PaymentHeaderExport.csv.

ITEM_AMOUNT The item amount. For credit memos and negative line item amounts, this value is Numeric
positive. This column is also applicable for withholding taxes.

WBS_ELEM The unique internal identifier of the SAP work breakdown structure (WBS) element. String (50)

ASSET_NO The unique internal identifier of the SAP asset number. String (50)

ITEM_AMOUNT_ROUN The amount for the item in ERP precision. BigDecimal

DED

COSTCENTER The unique internal identifier of the SAP cost center. String (50)

INVOICE_DOC_ITEM The invoice line number. Numeric

ORDERID The internal order ID. String (50)

GL_ACCOUNT The unique internal identifier of the SAP general ledger account. String (50)

COMP_CODE The unique internal identifier of the SAP company code. String (50)

LINE_TYPE The unique internal identifier of the line type of the line item. This field holds the String (50)

tax type for indirect and withholding tax lines. For charges, this field holds the val-
ues FreightCharge, HandlingCharge, or Charge. For discount lines, this
field holds the value Discount. For other line items, this field holds the values
CatalogItem or NonCatalogItem.

TAX_CODE The line item tax code. SAP Ariba Buying and Invoicing initially sets the tax code String (50)
based on invoice information and the tax code it obtains from the tax code lookup
table. However, if a business user modifies the tax code during invoice reconcilia-
tion, the modified tax code, not the initial tax code, appears in this column.

PLANT The unique internal identifier of the SAP plant, which is the ship-to address. String (50)

ITEM_TEXT The item’s description. String (2000)

DB_CR_IND A value that specifies whether the item is a debit or a credit as follows: String (10)

• S - debit
• H - credit

Invoicing Data Import and Administration Guide

178 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
Column Description Format

LINE_TYPE_LOOKUP The line category. Line categories separate procurement line items from the various Numeric
_CODE special handling categories, such as tax and freight. The line categories are as
follows:

• 1 - Line Item (for all line items, including non-catalog, customer catalog and
PunchOut)
• 2 - Tax Charge (for all tax-related charges)
• 4 - Freight Charge (for all freight-related charges)
• 8 - Handling Charge (for all handling-related charges)
• 32 - Discount (for discounts related to invoicing)

HDR_LEVEL A value that specifies whether the item is a header-level or line-level item as follows: Boolean

• Yes - header level

• No - line level

PRICEBASISQUANTI The quantity corresponding to the unit price of the item specified by the supplier. Big Decimal
TY The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR The ratio used to convert the ordered unit to the price unit. The unit price is based Big Decimal
on the price unit quantity and the price unit.

PRICEBASISQUANTI Any information for the advanced pricing details. String (2000)
TYDESC

PRICEBASISQUANTI The unit of measure for the unit price. String (50)
TYUOM

ACTN The unique value of the network account assignment category for each line item. String (50)

ACTY The unique value of the activity number account assignment category for each line Numeric
item.

Following is an example of PaymentDetailExport.csv:

PAYMENTID,ITEM_AMOUNT,WBS_ELEM,ASSET_NO,COSTCENTER,INVOICE_DOC_ITEM,ORDERID,
GL_ACCOUNT,COMP_CODE,TAX_CODE,PLANT,ITEM_TEXT,DB_CR_

IND,LINE_TYPE_LOOKUP_CODE,HDR_LEVEL,PRICEBASISQUANTITY,PRICEBASISQUANTITYUOM,CONVERS
IONFACTOR,PRICEBASISQUANTITYDESC,ACTN,ACTY

PAYPO10Invoice-LineLevel-10,8800,,,2100,1,,445000,3000,I1,3000,Adapter SUN Monitor

4-BNCF/13W3M,S,1,No,"2.0000","GAL","1","Gallon price",Network1,4001

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 179
Payment Tax Export Data in the SAP Variant
PaymentTaxExport.csv contains tax data about an invoice.

The following table describes the columns in PaymentTaxExport.csv:

Column Description Format

PAYMENTID The payment’s unique ID. This value matches a payment defined in String (50)
PaymentHeaderExport.csv.

TAX_AMOUNT The invoice line item tax amount. For credit memos and negative line item amounts, Numeric
this value is positive.

TAX_CODE The line item tax code. SAP Ariba Buying and Invoicing initially sets the tax code String (50)

based on invoice information and the tax code it obtains from the tax code lookup
table. However, if a business user modifies the tax code during invoice reconciliation,
the modified tax code, not the initial tax code, appears in this column.

In sites using enhanced third-party tax calculation for invoices, this is the tax code
from the posting call.

REF_LINE_NUM The reference line number on the invoice. For header taxes, this is the item line. For Numeric
line-level taxes, this is the actual tax line.

TAX_AMOUNT_ROUN The amount for the tax item in ERP precision. BigDecimal
DED

ITEM_TEXT The tax line description. String (255)

DB_CR_IND The indicator for debit or credit. String (10)

Following is an example of PaymentTaxExport.csv:

PAYMENTID,TAX_AMOUNT,TAX_CODE,REF_LINE_NUM,ITEM_TEXT

PAYPO10Invoice-LineLevel-10,30,I1,2,Sales tax - line level

Export of Header Tax When Invoice Line Amount Is Zero

By default, header tax isn't exported in the PaymentTaxExport.csv file if the invoice line amount is zero.

To have the invoice header tax exported even when all line items have a zero amount, have your Designated
Support Contact (DSC) log a Service Request (SR). SAP Ariba Support will follow up by enabling feature
SINV-11089, Export header tax amount in SAP variant even when all lines have zero amount.

• When feature SINV-11089 is enabled, if an invoice has a header tax, and all line items have a zero amount, the
header tax is still exported. In the PaymentTaxExport.csv file, the header tax is applied to the first line.
• If feature SINV-11089 is disabled, the header tax is not exported if all line items have a zero amount.

Invoicing Data Import and Administration Guide

180 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
Advance Payment Detail Data in the SAP Variant

AdvancePaymentDetailExport.csv contains the details of the advance payments adjusted against the invoice
for which the payment request is generated.

The following table describes the columns in the AdvancePaymentDetailExport.csv file.

Column Description Format

PAYMENTID The unique identifier of the payment request created for String (50)
the invoice

INVOICERECONCILIATIONID The unique identifier of the invoice reconciliation docu- String (50)
ment for the invoice

ORDERID The unique identifier of the purchase order associated String (50)
with the invoice and advance payment documents

ADVANCEPAYMENTID The unique identifier of the advance payment adjusted String (50)
against the invoice

ERPADVANCEPAYMENTID The unique identifier of the payment request created in String (50)
the ERP for the advance payment

CONSUMEDAMOUNT_AMOUNT The advance payment amount adjusted against the in- Numeric
voice, in the user's currency

CONSUMEDAMOUNT_CURRENCY The unique name of the invoice currency String (50)

CONSUMEDAMOUNT_INBASECURR The advance payment amount adjusted against the in- Numeric
ENCY voice, in the site base currency

Following is an example of AdvancePaymentDetailExport.csv:

ADVANCEPAYMENTID,INVOICERECONCILIATIONID,PAYMENTID,ORDERID,ERPADVANCEPAYMENTID,CONSU
MEDAMOUNT_AMOUNT,CONSUMEDAMOUNT_CURRENCY,CONSUMEDAMOUNT_INBASECURRENCY
"APMT10","INV-IR101","PAY101","PO101","ERPAPMT10",10.00,"USD",10.00

Generic Payment Request Data

Ariba Administrator exports Generic data when you run the Export Payment Requests or Export Payment
Requests in 3 File Format data export tasks.

The Export Payment Requests data export task exports a ZIP file containing the following CSV files:

• PaymentHeaderExport.csv
• PaymentBankExport.csv
• PaymentDetailExport.csv
• PaymentSplitAccountingExport.csv
• AdvancePaymentDetailExport.csv

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 181
The Export Payment Requests in 3 File Format data export task exports a ZIP file containing the
following CSV files:

• PaymentHeaderExport.csv
• PaymentBankExport.csv
• PaymentDetailWithSplitAccountingExport.csv

Payment Header Data in the Generic Variant

PaymentHeaderExport.csv is exported by both Export Payment Requests and Export Payment
Requests in 3 File Format.

The following table describes the columns in PaymentHeaderExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. String (50)

InvoiceReconciliationId The invoice reconciliation document ID. String (50)

PurchasingUnit The unique internal identifier of the purchasing unit. String (50)

InvoiceNumber The invoice number. String (50)

InvoiceDate The invoice date. Date

Supplier The unique internal identifier of the supplier. String (50)

GrossAmount The gross invoice amount. Numeric

GrossAmountCurrency The invoice transaction currency. String (50)

PaymentTerms The unique internal identifier of the payment terms selected for the in- String (50)
voice. Payment terms specify the time period in which a supplier requests
payment and any discounts that the supplier chooses to make available for
early payment.

ForTaxAccrual A value that specifies whether the payment is an accrual payment. Boolean

SupplierLocation The unique internal identifier of the supplier location. String (50)

SupplierLocationContact The contact ID of the contact person at the supplier location specified in String (50)
ID the SupplierLocation column.

RemittanceLocation The unique internal identifier of the remittance location. When sending String (50)
a payment to a given supplier location, SAP Ariba Buying and Invoicing
sends to the remittance location associated with that supplier location.

InvoiceType The type, or purpose, of the invoice. For price adjustments, indicates line- String
item credit memo or line-item debit memo.

IsPriceAdjustmentInvoic Indicates whether the invoice is a price adjustment. Applies to line-item Boolean
e credit memos and line-item debit memos only.

ReferencedInvoiceNumber Reference number of the original invoice line. Applies to line-item credit String
memos and line-item debit memos only.

Following is an example of PaymentHeaderExport.csv:

Invoicing Data Import and Administration Guide

182 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
 PaymentId,InvoiceReconciliationId,PurchasingUnit,InvoiceNumber,InvoiceDate,Supplier,
GrossAmount,GrossAmountCurrency,PaymentTerms,ForTaxAccrual,SupplierLocation,Supplier
LocationContactID,RemittanceLocation,InvoiceType,IsPriceAdjustmentInvoice,Referenced
InvoiceNumber

"PAYSUPPLIER_INVOICE_NUM-11","IRSUPPLIER_INVOICE_NUM-11","US005","SUPPLIER_INVOICE_N
UM","07/22/2006 00:00:00
-0700","prid515","29.9700","USD","PT1","No","10151,63,RL515",,,

Payment Bank Export Data in the Generic Variant

PaymentBankExport.csv is exported by both Export Payment Requests and Export Payment Requests
in 3 File Format.

The following table describes the columns in PaymentBankExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. This value matches a payment defined String (50)
in PaymentHeaderExport.csv.

InvoiceReconciliation The invoice reconciliation document ID. String (50)

Id

PurchasingUnit The unique internal identifier of the purchasing unit. Purchasing units keep String (50)
different sets of data separate.

PaymentMethod The unique internal identifier of the payment method. A payment method String (50)
defines how a buying organization makes a payment to a supplier.

BankAccountType The unique internal identifier of the bank account type, such as checking String (50)
or savings.

BuyerBankLocation The unique internal identifier of the SAP Ariba Buying and Invoicing buyer String (50)
bank payment location.

ScheduledPaymentDate The date of the scheduled payment. Date

BankId The bank identifier. String (25)

Amount The payment amount. Numeric

GrossAmount The payment gross amount. Numeric

DiscountAmount The discount amount. Numeric

AmountCurrency The transaction currency code for the payment. String (50)

Following is an example of PaymentBankExport.csv:

PaymentId,InvoiceReconciliationId,PurchasingUnit,PaymentMethod,BankAccountType,Buyer
BankLocation,ScheduledPaymentDate,BankId,Amount,GrossAmount,DiscountAmount,AmountCur
rency

"PAYSUPPLIER_INVOICE_NUM-11","IRSUPPLIER_INVOICE_NUM-11","US005","check","checking",
"BuyerBankLocation-1","08/11/2006 11:18:47
-0700","TRBNK","29.9700","29.9700","0.3891","USD"

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 183
Payment Detail Data in the Generic Variant

PaymentDetailExport.csv is exported only by the Export Payment Requests data export task. It provides
line item payment details.

The following table describes the columns in PaymentDetailExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. This value matches a payment defined String (50)
in PaymentHeaderExport.csv.

InvoiceReconciliation The invoice reconciliation document ID. String (50)

Id

PurchasingUnit The unique internal identifier of the purchasing unit. Purchasing units keep String (50)
different sets of data separate.

LineNumber The line number in the voucher. Numeric

ParentLineNumber The voucher line number of the parent for a charge line on the invoice. Numeric

LineTypeCategory The line category. Line categories separate procurement line items from String
the various special handling categories, such as tax and freight. The line
categories are as follows:

• 1 - Line Item (for all line items, including non-catalog, customer catalog
and PunchOut)
• 2 - Tax Charge (for all tax-related charges)
• 4 - Freight Charge (for all freight-related charges)
• 8 - Handling Charge (for all handling-related charges)
• 32 - Discount (for discounts related to invoicing)

TaxCode The line item tax code. SAP Ariba Buying and Invoicing initially sets the tax String (50)

code based on invoice information and the tax code it obtains from the tax
code lookup table. However, if a business user modifies the tax code during
invoice reconciliation, the modified tax code, not the initial tax code, appears
in this column.

In sites using enhanced third-party tax calculation for invoices, this is the tax
code from the posting call.

TaxType The line item tax type, for example, SalesTax. String (50)

IsAccrual A value that indicates whether the line item is a tax accrual line item. Boolean
IsAccrual is set to Yes if:
• an ‘Accrual Tax Variance’ exception is disputed: The reconciler agrees to
pay the supplier no tax and accrues the entire calculated tax amount to
be paid to the government authority.
• an ‘Under Tax Variance’ exception is disputed: The reconciler agrees to
pay the supplier the charged tax amount and accrue the remaining dif-
ference (calculated – charged) to be paid to the government authority.
• Reconcilers check the Accrual check box for a tax detail line during
reconciliation.

Description A line item description. String (2000)

Invoicing Data Import and Administration Guide

184 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
Column Description Format

Amount For a line item, the value in this column is the amount charged for the Numeric
commodity. For a tax line item, the value in this column is the tax amount to
pay to the supplier.

 Note
This column is also applicable for withholding tax values.

UnitPrice For goods or services lines, UnitPrice represents the line item unit price. Numeric

For tax lines that are disputed (but reconcilers have not checked the Accrual
flag), UnitPrice contains the expected tax amount (the total tax amount
for the reconciled line item, including both the tax amount paid to the
supplier and the accrual amount to be paid separately to the government
authority).

For tax lines that have been manually flagged as accruals, UnitPrice is
set to 0 (zero).

For all other tax lines, UnitPrice contains the tax amount.

AmountCurrency The currency code for the line item amount. String (50)

ERPCommodityCode The ERP commodity code for the line item. This column is blank if your site Numeric
does not use ERP commodity codes.

TaxAdjustmentAmount The accrued tax amount to be paid separately to the government author- Numeric
ity. For tax line items with Under Tax Variance exceptions that are dis-
puted, TaxAdjustmentAmount is calculated as the difference between
UnitPrice (total expected tax amount) and Amount (tax amount to pay
to supplier).

ERPOrderID The ERP purchase order number. Numeric

ERPOrderLineNumber The unique identifier of each line in an ERP purchase order Numeric

PRICEBASISQUANTITY The quantity corresponding to the unit price of the item specified by the Big Decimal
supplier. The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR The ratio used to convert the ordered unit to the price unit. The unit price is Big Decimal
based on the price unit quantity and the price unit.

PRICEBASISQUANTITYDESC Any information for the advanced pricing details. String (2000)

PRICEBASISQUANTITYUOM The unit of measure for the unit price. String (50)

Following is an example of PaymentDetailExport.csv:

PaymentId,InvoiceReconciliationId,PurchasingUnit,LineNumber,ParentLineNumber,LineTyp
eCategory,
TaxCode,TaxType,IsAccrual,Description,Amount,UnitPrice,AmountCurrency,ERPCommodityCo
de,
TaxAdjustmentAmount,ERPOrderID,ERPOrderLineNumber,

,PriceBasisQuantity,PriceBasisQuantityUOM,ConversionFactor,PriceBasisQuantityDesc,

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 185
 "PAYSUPPLIER_INVOICE_NUM-11","IRSUPPLIER_INVOICE_NUM-11","US005","1","","1","TC16","
","No",
"Maps & Globes, Map Measurer, Simply run it along the route to be measured. One
pride shows miles and kilometers. The other pride shows statute miles, kilometers
and nautical miles. Attached magnifier, zippered
case.","12.9700","12.9700","USD","","3.52","2.0000","GAL","1","Gallon price"
"PAYSUPPLIER_INVOICE_NUM-11","IRSUPPLIER_INVOICE_NUM-11","US005","2","1","2","TC16",
"SalesTax",
"No","Sales tax - line level","2.0000","2.0000","USD","","2.64",,

Payment Split Accounting Data in the Generic Variant

PaymentSplitAccountingExport.csv is only exported by the Export Payment Requests data export tasks.
It contains information about split accounting data associated with invoices.

The following table describes the columns in PaymentSplitAccountingExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. This value matches a payment defined in String (50)
PaymentHeaderExport.csv.

InvoiceReconciliation The invoice reconciliation document ID. String (50)

Id

PurchasingUnit The unique internal identifier of the purchasing unit. String (50)

LineNumber The line number of the voucher. Numeric

SplitLineNumber The split accounting line number. Numeric

Company The unique internal identifier of the company. String (50)

BusinessUnit The unique internal identifier of the business unit. String (50)

CostCenter The unique internal identifier for the cost center. String (50)

Account The unique internal identifier of the account, for example, Expense, String (50)

SubAccount The unique internal identifier of the subaccount. String (50)

Product The unique internal identifier of the product. String (50)

Project The unique internal identifier of the project. String (50)

Quantity The line item quantity. Numeric

Amount The line item amount. Numeric

Region The unique internal identifier of the accounting region. String (50)

AccountingCombination The unique internal identifier of an accounting combination defined in SAP String (50)
ID Ariba Buying and Invoicing.

Following is an example of PaymentSplitAccountingExport.csv:

Invoicing Data Import and Administration Guide

186 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
 PaymentId,InvoiceReconciliationId,PurchasingUnit,LineNumber,SplitLineNumber,Company,
BusinessUnit,CostCenter,Account,SubAccount,Product,Project,Quantity,Amount,Region,Ac
countingCombinationID

"PAY545-21","IR545-21","US005","1","1","GD","US005","3300","7720","1210",,,"5.0000",
"359.9500",,
"PAY545-21","IR545-21","US005","2","1","GD","US005","3300","7720","1210",,,"1.0000",
"0.0000"
"PAY24324-29","IR24324-29","US100","1","1","GD","US100","3100","7720","5008",,,"10.0
000","25.7000",,

Advance Payment Detail Data in the Generic Variant

AdvancePaymentDetailExport.csv contains the details of the advance payments adjusted against the invoice
for which the payment request is generated.

The following table describes the columns in the AdvancePaymentDetailExport.csv file.

Column Description Format

PaymentID The unique identifier of the payment request created for String (50)
the invoice

InvoiceReconciliationID The unique identifier of the invoice reconciliation docu- String (50)
ment for the invoice

OrderID The unique identifier of the purchase order associated String (50)
with the invoice and advance payment documents

AdvancePaymentID The unique identifier of the advance payment adjusted String (50)
against the invoice

ERPAdvancePaymentID The unique identifier of the payment request created in String (50)
the ERP for the advance payment

ConsumedAmount_Amount The advance payment amount adjusted against the in- Numeric
voice, in the user's currency

ConsumedAmount_Currency The unique name of the invoice currency String (50)

ConsumedAmount_InBaseCurr The advance payment amount adjusted against the in- Numeric
ency voice, in the site base currency

Following is an example of AdvancePaymentDetailExport.csv:

AdvancePaymentID,InvoiceReconciliationID,PaymentID,OrderID,ERPAdvancePaymentID,Consu
medAmount_Amount,ConsumedAmount_Currency,ConsumedAmount_InBaseCurrency
"APMT10","INV-IR101","PAY101","PO101","ERPAPMT10",10.00,"USD",10.00

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 187
Payment Detail with Split Accounting Data in the Generic
Variant
PaymentDetailWithSplitAccountingExport.csv is exported only by the Export Payment Requests in
3 File Format data export task.

The following table describes the columns in PaymentDetailWithSplitAccountingExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. This value matches a payment defined in String (50)
PaymentHeaderExport.csv.

InvoiceReconciliation The invoice reconciliation document ID. String (50)

Id

PurchasingUnit The unique internal identifier of the purchasing unit. Purchasing units keep String (50)
different sets of data separate.

LineNumber The line number of the voucher. Numeric

ParentLineNumber The voucher line number of the parent of the charge line on the invoice. Numeric

LineTypeCategory The line category. Line categories separate procurement line items from String
the various special handling categories, such as tax and freight. The line
categories are as follows:

• 1 - Line Item (for all line items, including non-catalog, customer catalog
and PunchOut)
• 2 - Tax Charge (for all tax-related charges)
• 4 - Freight Charge (for all freight-related charges)
• 8 - Handling Charge (for all handling-related charges)
• 32 - Discount (for discounts related to invoicing)

TaxCode The line item tax code. SAP Ariba Buying and Invoicing initially sets the tax String (50)
code based on invoice information and the tax code it obtains from the tax
code lookup table. However, if a business user modifies the tax code during
invoice reconciliation, the modified tax code, not the initial tax code, appears
in this column.

For more information on the tax code lookup table, see Tax Data in SAP Ariba
Procurement Solutions. For more information on invoice reconciliation, see
Reconciling Invoices.

TaxType The line item tax type, for example, SalesTax. String (50)

IsAccrual A value (always False) that indicates whether the line item is a tax accrual Boolean
line item.

Description A line item description. String (2000)

UnitPrice The line item unit price. Numeric

AmountCurrency The currency code for the line item amount. String (50)

SplitLineNumber The split accounting line number. Numeric

Company The unique internal identifier of the company. String (50)

Invoicing Data Import and Administration Guide

188 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
Column Description Format

BusinessUnit The unique internal identifier of the business unit. String (50)

CostCenter The unique internal identifier for the cost center. String (50)

Account The unique internal identifier of the account, for example, Expense, String (50)

SubAccount The unique internal identifier of the subaccount. Subaccounts are account- String (50)
ing entities that are subordinate to the accounts.

Product The unique internal identifier of the product. String (50)

Project The unique internal identifier of the project. String (50)

Region The unique internal identifier of the accounting region. String (50)

AccountingCombination The unique internal identifier of an accounting combination defined in SAP String (50)
ID Ariba Buying and Invoicing.

Quantity The line item quantity. Numeric

Amount The line item amount. Numeric

PRICEBASISQUANTITY The quantity corresponding to the unit price of the item specified by the Big Decimal
supplier. The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR Ratio used to convert the ordered unit to the price unit. The unit price is Big Decimal
based on the price unit quantity and the price unit.

PRICEBASISQUANTITYDESC Any information for advanced pricing details. String (2000)

PRICEBASISQUANTITYUOM The unit of measure for the unit price. String (50)

Following is an example of PaymentDetailwithSplitAccountingExport.csv:

PaymentId,InvoiceReconciliationId,PurchasingUnit,LineNumber,ParentLineNumber,LineTyp
eCategory,
TaxCode,TaxType,IsAccrual,Description,UnitPrice,AmountCurrency,SplitLineNumber,Compa
ny,
BusinessUnit,CostCenter,Account,SubAccount,Product,Project,Region,AccountingCombinat
ionID,
Quantity,Amount,

,PriceBasisQuantity,PriceBasisQuantityUOM,ConversionFactor,PriceBasisQuantityDesc

"PAYtestgreaerinv-91","IRtestgreaerinv-91","US005","1",,"1","TC21",,"No","Enter a
description for this
item.","1.0000","USD","1","GD","US005","3300","7752","1210",,,,"261","150.0000","150
.0000","2.0000","GAL","1","Gallon price"

Amount Precision in Payment Request Export Files

During export, a configuration parameter controls the precision of amount values in payment request export files.

Amounts are rounded to the precision specified in the configuration parameter. If rounding of the amount fields
in the split accounting records or line level records during payment request export results in a discrepancy with

Invoicing Data Import and Administration Guide

Exporting Payment Requests in SAP Ariba Buying and Invoicing PUBLIC 189
the line level total or header level total respectively, then the amount values of the last line level or split accounting
level are adjusted so that the total equals the line level or header level total based on the specified precision.

Example: Split amounts are 3.33333, 3.33333, 3.33334, and the line level amount is 10.00000. During export, with
precision set to 3, the split amounts are exported as: 3.333, 3.333 and 3.334. If precision is set to 2, then the split
amount values are: 3.33, 3.33 and 3.34.

The amount values in the exported CSV files are always exported with 4 decimal places regardless of the precision
setting. If the precision is set to 3, amount values are exported as 1.2340. If the precision is set to 2, amount values
are exported as 1.2300.

By default, the decimal amount precision is set as follows:

• For SAP and Generic sites: 4 decimal places

• For PeopleSoft sites: 3 decimal places

The maximum out-of-the-box supported precision is 4 decimal places.

Columns Affected by Amount Precision

The columns affected by amount precision depend on your ERP system.

PeopleSoft:

• MERCHANDISE_AMT in PaymentDetailExport.csv
• GROSS_AMT in PaymentHeaderExport.csv
• AMOUNT in PaymentSplitAccountingExport.csv
• PAYMENT_AMT, PAYMENT_GROSS_AMT, PAYMENT_DISC_AMT in PaymentBankExport.csv

Generic:

• Amount in PaymentDetailExport.csv
• GrossAmount in PaymentHeaderExport.csv
• Amount in PaymentSplitAccountingExport.csv
• Amount, GrossAmount, DiscountAmount in PaymentBankExport.csv

SAP:

Precision adjustment is not required in SAP integrated sites. SAP provides its own rounding handling.

 Note

Contact SAP Ariba Customer Support if you need to change the amount precision to be able to import payment
request files into an ERP system that cannot handle the default amount precision.

Invoicing Data Import and Administration Guide

190 PUBLIC Exporting Payment Requests in SAP Ariba Buying and Invoicing
About Importing Remittances

Importing remittances applies to existing customers using the remittance import tasks in SAP Ariba Buying and
Invoicing or SAP Ariba Invoice Management, or you are an existing or new customer and do not have all of your
suppliers either enabled or configured for quick enablement on SAP Business Network.

The SAP Business Network payment integration toolkit only loads remittance information for invoices that are
recognized on SAP Business Network. Therefore, it does not load remittance information for invoices that were
created manually by a buyer user in SAP Ariba Buying and Invoicing for a supplier who is not enabled on SAP
Business Network, since those invoices are not copied to the associated SAP Business Network buyer account.
Therefore, you must use the remittance import tasks in SAP Ariba Buying and Invoicing.

Asynchronous remittance import applies to customers who have integrated their SAP Ariba Procurement solutions
with their SAP back-end system through the SAP Integration Suite, managed gateway for spend management and
SAP Business Network. Remittance information can be imported from SAP back-end systems using the new web
service remittance import task. For more information, see About Importing Remittances Asynchronously [page
195].

Introduction to Remittance Information [page 191]

Import Remittances Data Import Task [page 193]

About Importing Remittances Asynchronously [page 195]

Related Information

Introduction to payment integration using the SAP Ariba integration toolkit

Introduction to Remittance Information

Remittances, also called remittance advice, are summary statements that provide details about payment
transactions. For example, a remittance might list the invoices associated with the payment, the payment method
used, bank information, discount information, and amount paid.

Remittance advice 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.

Some older SAP Ariba sites might use the Import Remittance data import task. This option is deprecated and
might be removed in a future release.

For advance payments, members of the Customer Administrator group can import remittance information using
the Import Advance Payment Remittance task.

If remittance data is not successfully pulled from SAP Business Network or an external system, members of the
Payment Administrator group receive an email notification indicating that there's a problem.

Invoicing Data Import and Administration Guide

About Importing Remittances PUBLIC 191
About Pulling Remittances from SAP ERP

You can run the SAP function module ZARIBA_SSP_REMITTANCE_PULL to transfer remittance transaction
information from the SAP database into CSV files.

You can use the DB Connector to extract remittance transaction information from the following ERP system
databases:

• Oracle
• DB2
• SQL Server

About Importing Remittances in SAP Ariba Buying and Invoicing

When importing remittance information from an external ERP system into SAP Ariba Buying and Invoicing, note the
following:

• SAP Ariba Buying and Invoicing does not consider accrual payments in determining if an invoice is completely
paid.
• Importing accrual remittances in SAP Ariba Buying and Invoicing is not supported.
• Payment documents generated in an SAP ERP don't specify a payment method by default. For SAP Ariba
Buying and Invoicing to import remittance transaction data, specify a payment method value (for example,
check) in the Remittance.csv file.

Remittance Locations

When the SAP Ariba solution generates a payment request, it uses the remittance location associated with
the supplier location. You define remittance locations in SAP Ariba Buying and Invoicing and SAP Ariba Invoice
Management. Each supplier location must have its own remittance location. You can't associate multiple supplier
locations with the same remittance location, but you can associate multiple remittance locations with the same
supplier location.

Additional References

Common Data Import and Administration for SAP Ariba Procurement Solutions

Related Information

Exporting Payment Requests in SAP Ariba Buying and Invoicing [page 165]
Remit To on invoice reconciliations is from invoice

Invoicing Data Import and Administration Guide

192 PUBLIC About Importing Remittances
Supplier Bank Details Processing

Import Remittances Data Import Task

The Import Remittances data import task imports transactional remittance information from an external ERP
system to your SAP Ariba procurement solution.

Import Remittances reads data from the following CSV files:

CSV File Description

Remittance.csv Defines the remittance information.

RemittanceDetails.csv Defines the details of each remittance specified in Remittance.csv.

Following is an example of Remittance.csv for PeopleSoft and Generic:

UTF8

LookupID,SupplierLocation,SupplierLocationContactID,PurchasingUnit,TransactionType,C
HECK_ID,
PaymentNumber,PaymentDate,CanceledDate,NetAmount,NetAmountDefaultCurrency,PaymentMet
hodType,
ExternalProcessedState,CreatedDate,VENDOR_ID,SupplierRemitToAddressName,VENDOR_SITE_
CODE,
SupplierRemitToAddressStreet,SupplierRemitToAddressCity,SupplierRemitToAddressState,
SupplierRemitToAddressCountry,RemitToAddressPostalCode,BuyerBankID,BuyerBankAccountI
D,
BuyerBankAccountType,BuyerBankName,BUYER_BANK_BRANCH_NAME,BUYER_ROUTING_NUMBER,BUYER
_BANK_NUMBER,SupplierBankID,SupplierBankAccountID,SupplierBankName,SupplierBankAccou
ntType,
SUPPLIER_BANK_BRANCH_NAME,SUPPLIER_ROUTING_NUMBER,SUPPLIER_BANK_NUMBER,PAYMENT_UPDAT
E_DATE,
GrossAmount,AdjustmentAmount,DiscountAmount,GrossAmountDefaultCurrency,AdjustmentDef
aultCurrency,DiscountAmountDefaultCurrency,BuyerRemitFromAddressName,BuyerRemitFromA
ddressStreet,
BuyerRemitFromAddressCity,BuyerRemitFromAddressState,BuyerRemitAddressPostalCode,
BuyerRemitAddressCountry,BuyerBankIDType,SupplierBankIDType,SupplierBankAccountIDTyp
e,
BuyerBankAccountIDType,BatchID,NumberofPayments,AllPaymentsAmount

29155,4815,4820,600,1,29155,100062,6/23/2008 0:00,,1500,EUR,check,0,6/23/2008
21:52,4814,
JCN Technologies,Albany,"1000815 Main St.,,",NEW YORK,NY,US,10281,13641,560032,,
ICICI,ICICI-Bangalore,100000,60001,13682,12321400,CA-123214-JCN,,CA-123214-JCN-
BAN,,123214,
6/23/2008 21:52,1500,0,0,EUR,EUR,EUR,,,,,,,,,,,Quick Payment: ID=29155,1,1500

Following is an example of Remittance.csv for SAP:

UTF8

LOOKUPID,COMP_CODE,PAYDOC,FISCALYEAR,VENDOR,CHECKNO,STAT,VERSION,POSTINGDATE,CREATIO
NDATE,
CURRENCY,PAYMENTMETHOD,NAME1,NAME2,NAME3,NAME4,STREET,CITY,STATE,COUNTRY,POSTALCODE,
POBOX,PSLT2,
PAYEEBANKNAME,PAYEEBANKACCNO,PAYEEBANKNO,PAYEESWIFT,PAYERBANKNAME,PAYERBANKACCNO,PAY
ERBANKNO,

Invoicing Data Import and Administration Guide

About Importing Remittances PUBLIC 193
 NETAMOUNT

PMT_77_IRSAP-
Invoice-03-22,3000,78,2006,500004,79,0,001,20060822,20060822,USD,C,RL6,,,,
300 10th Avenue,San Francisco,CA,US,94111,,,Bank of
America,10004912,121000358,abaRoutingNumber,
Citibank,30050021,134329042,109.04
PMT_81_IRSAP-
Invoice-04-23,3000,82,2006,500004,83,0,000,20060822,20060822,USD,C,RL6,,,,
300 10th Avenue,San Francisco,CA,US,94111,,,Bank of
America,10004912,121000358,abaRoutingNumber,
Citibank,30050021,134329042,109.04
PMT_85_IRAK-SAP-
John-01-24,3000,86,2006,1000,87,0,001,20060822,20060822,USD,A,RL3,,,,
Kolping Str. 15,Berlin,CA,US,12001,,,Mellon
Bank,10003230,238100235,abaRoutingNumber,
Citibank,30050021,134329042,66.4
PMT_89_IRAK-
Credit-666-25,3000,90,2006,500004,91,0,001,20060822,20060822,USD,C,RL6,,,,
300 10th Avenue,San Francisco,CA,US,94111,,,Bank of
America,10004912,121000358,abaRoutingNumber,
Citibank,30050021,134329042,-20

Following is an example of RemittanceDetails.csv for PeopleSoft and Generic:

UTF8

LookupID,NumberInCollection,PayableDate,PayableReferenceNumber,PayableType,
ExternalPayableReferenceNumber,SupplierPayableReferenceNumber,SecondaryPayableRefere
nceNumber,
SecondaryPayableType,ExternalSecondaryPayableReferenceNumber,GrossAmountDefaultCurre
ncy,
GrossAmount,DiscountAmountDefaultCurrency,DiscountAmount,AdjustmentAmountDefaultCurr
ency,
AdjustmentAmount,NetAmountDefaultCurrency,NetAmount

R6,1,9/12/2006,IR66666-12,1,MyRef1,INVNPO2-68,,2,,USD,42.75,USD,1.2825,USD,0,USD,41.
4675

Following is an example of RemittanceDetails.csv for SAP:

UTF8

LOOKUPID,COMP_CODE,PAYDOC,FISCALYEAR,DOC_NO,ITEM_NO,DOCDATE,REFDOC,PONUMBER,DEBITCRE
DIT,
GROSSAMOUNT,CASHDISCOUNT,NETAMOUNT,ITEMTEXT,CURRENCY

3000:1500000023:2008,3000,1500000023,2008,5100000840,1,20080401,INV_123,,H,100,0,100
,
IRINV_123-10,USD

Related Information

Introduction to Remittance Information [page 191]

About Importing Remittances Asynchronously [page 195]

Invoicing Data Import and Administration Guide

194 PUBLIC About Importing Remittances
About Importing Remittances Asynchronously
You can import remittance information asynchronously if you have integrated your SAP Ariba Procurement
solutions with your SAP back-end system through the SAP Integration Suite, managed gateway for spend
management and SAP Business Network.

You can import remittance information asynchronously using the new Import Remittances web service task in
the Integration Manager workspace. This task can be configured for use with the SAP Integration Suite, managed
gateway for spend management and SAP Business Network. The end point URL for the new web service task
must be configured in the buying solution from SAP Ariba. Customer administrators must enter the URL in the
Integration Manager page.

Prerequisites

Before using this feature, ensure the following:

• Support for the SAP Integration Suite, managed gateway for spend management and SAP Business Network is
enabled in your solution.
• Support for asynchronous integration events for the web service channel in SAP Integration Suite, managed
gateway for spend management and SAP Business Network is enabled in your solution.

Invoicing Data Import and Administration Guide

About Importing Remittances PUBLIC 195
About Importing and Exporting Advance
Payment Data

Members of the Payment Agent and Payment Manager groups can create advance payments for purchase orders
in SAP Ariba Buying and SAP Ariba Buying and Invoicing.

Though the advance payments are created in SAP Ariba Buying solutions, the actual payment for these happens in
the external system using the External System payment model.

Advance payments can be exported to external systems using the file channel as well as the web services channel.
Before using the web services channel, ensure that your site is configured to use web services for data integration.

The table below lists the data import and export tasks that enable you to import and export advance payment data
to the external ERP system. The following table lists the tasks in the sequence in which they need to be run.

Supported Integration
Task Name CSV Files Required Task Description Channels

Import Document Types DocumentType.csv Imports ERP document types that are File channel
for Advance Payment used for advance payments. This task is
required and available only for sites inte-
grated with SAP ERP systems.

Import GL Indicators for GLIndicator.csv Imports ERP GL indicators that are used File channel
Advance Payment for advance payments. This task is re-
quired and available only for sites inte-
grated with SAP ERP systems.

Import Translations DocumentType.csv Imports translations for ERP document File channel
for Advance Payment types that are used for advance pay-
Document Types ments. This task is required and available
only for sites integrated with SAP ERP
systems.

Import Translations for GLIndicator.csv Imports translations for ERP GL indica- File channel
Advance Payment GL tors that are used for advance payments.
Indicators This task is required and available only
for sites integrated with SAP ERP sys-
tems.

Export Advance AdvancePaymentExpo Exports approved advance payments for File channel
Payments rt.csv integration with external systems
Web Services channel
AdvancePaymentLine
ItemExport.csv

Invoicing Data Import and Administration Guide

196 PUBLIC About Importing and Exporting Advance Payment Data
 Supported Integration
Task Name CSV Files Required Task Description Channels

Import Advance Payment AdvancePaymentIDIm Imports IDs returned by the ERP after File channel
ID port.csv successful upload of advance payments
Web Services channel:
from SAP Ariba Buying solutions
Internally invoked in re-
sponse to the Export
Advance Payments task

Import Advance Payment AdvancePaymentErro Imports errors generated by the exter- File channel
Errors rImport.csv nal system while uploading advance pay-
Web Services channel:
ment documents sent by the SAP Ariba
Internally invoked in re-
Buying solutions
sponse to the Export
Advance Payments task

Import Advance Payment AdvancePaymentRemi Imports remittance information for ad- File channel
Remittance ttance.csv vance payment documents exported to
Web Services channel:
AdvancePaymentRemi external systems Real-time import triggered
ttanceDetail.csv by payments made in the
external ERP system

Export Cancel Advance CancelAdvancePayme Exports advance payments with status File channel
Payments ntExport.csv Canceling for integration with external
Web Services channel
systems

Import Advance Payment AdvancePaymentExpo Imports a list of reasons for cancellation File channel
Cancellation Reasons rt.csv of advance payments.

Import Cancel Advance CancelAdvancePayme Imports IDs of canceled advance pay- File channel
Payment ID ntIDImport.csv ments returned by the external system
Web Services chan-
after successful upload of canceled ad-
nel: Internally invoked
vance payments from SAP Ariba Buying
in response to the
solutions
Export Cancel Advance
Payments task

Export ERP Document DocumentTypeExport Exports the ERP document types that are File channel
Types for Advance .csv used for advance payments. This task
Payment is available only for sites integrated with
SAP ERP systems.

Import Cancel Advance CancelAdvancePayme Imports the errors generated by the File channel
Payment Errors ntErrorImport.csv ERP system while uploading advance
payment documents marked for cancel-
lation in the SAP Ariba Buying solutions.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 197
 Supported Integration
Task Name CSV Files Required Task Description Channels

Export GL Indicators for GLIndicatorExport. Exports the ERP GL indicators that are File channel
Advance Payments csv used for advance payments. This task
is available only for sites integrated with
SAP ERP systems.

Export Advance Payment AdvancePaymentCanc Exports IDs and descriptions associated File channel
Cancellation Reasons elReasonCodesExpor with the reasons for cancellation of ad-
t_sap.csv (For SAP vance payments to the ERP system.
ERP)

AdvancePaymentCanc
elReasonCodesExpor
t_psoft.csv (For Peo-
pleSoft ERP)

AdvancePaymentCanc
elReasonCodesExpor
t_generic.csv (For
Generic ERP)

About Importing Document Types for Advance Payments [page 199]

About Importing Translations for Advance Payment Document Types [page 199]

About Importing GL Indicators for Advance Payment [page 200]

About Importing Translations for Advance Payment GL Indicators [page 201]

About Exporting Advance Payments [page 201]

About Exporting Payment Requests with Advance Payments [page 209]

About Importing Advance Payment ID [page 230]

About Importing Advance Payment Errors [page 231]

About importing advance payment remittance [page 234]

About Exporting Cancel Advance Payments [page 237]

About Importing Cancel Advance Payment ID [page 239]

About Importing Cancel Advance Payment Errors [page 240]

About Importing Advance Payment Cancellation Reasons [page 242]

About Exporting Advance Payment Cancellation Reasons [page 243]

Invoicing Data Import and Administration Guide

198 PUBLIC About Importing and Exporting Advance Payment Data
About Importing Document Types for Advance
Payments
This task is required only for sites integrated with SAP ERP systems. It enables you to import the ERP document
types that can be used for advance payments. The imported document types are used while creating advance
payments.

This task is available using only the file channel. You can import document types for advance payments using the
Import Document Types for Advance Payment task on the Data Import/Export page in Ariba Administrator.

The Export ERP Document Types for Advance Payment task enables you to export the ERP document types
being used in the site for advance payments. It uses the same fields as that used for the Import Document Types
for Advance Payment task.

Import Document Types for Advance Payment: Sample File

The table below provides descriptions and sample values for fields in the DocumentType.csv file required to
import ERP document types for advance payments. This file is required only for sites integrated with SAP ERP
systems.

Field Name Required Description Sample Value

BLART Yes String. The unique identifier of CP

the ERP document type

LTEXT Yes MultiLingualString. The name Customer Payment

of the ERP document type

About Importing Translations for Advance Payment

Document Types
This task is required only for sites integrated with SAP ERP systems. It is available using only the file channel.
It enables you to import translations for the ERP document types used for advance payments. The translated
document type names are displayed on the user interface while creating and viewing advance payments.

You can import translations for document types using the Import Translations for Advance Payment Document
Types task on the Data Import/Export page in Ariba Administrator.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 199
Import Translations for Advance Payment Document Types:
Sample File

The table below provides descriptions and sample values for fields in the DocumentType.csv file required to
import translations for ERP document types used for advance payments. This file is required only for sites
integrated with SAP ERP systems.

Field Name Required Description Sample Value

BLART Yes String. The unique identifier of CP

the ERP document type

LTEXT No MultiLingualString. The name Customer Payment

of the ERP document type

Language Yes String. The language to which French

the general ledger name is
translated

About Importing GL Indicators for Advance Payment

This task is required only for sites integrated with SAP ERP systems. It enables you to import the ERP general
ledger indicators that can be used for advance payments. The imported general ledger indicators are used while
creating advance payments.

This task is available using only the file channel. You can import GL indicators for advance payments using the
Import GL Indicators for Advance Payment task on the Data Import/Export page in Ariba Administrator.

The Export GL Indicators for Advance Payments task enables you to export the ERP GL indicators being used
in the site for advance payments. It uses the same fields as that used for the Import GL Indicators for Advance
Payment task.

Import GL Indicators for Advance Payment: Sample File

The table below provides descriptions and sample values for fields in the GLIndicator.csv file required to import
and export ERP general ledger indicators for advance payments. This file is required only for sites integrated with
SAP ERP systems.

Field Name Required Description Sample Value

UMSKZ Yes String. The unique identifier of A

the ERP GL indicator

Invoicing Data Import and Administration Guide

200 PUBLIC About Importing and Exporting Advance Payment Data
Field Name Required Description Sample Value

LTEXT Yes MultiLingualString. The name Down Payment

of the ERP document type

About Importing Translations for Advance Payment

GL Indicators
This task is required only for sites integrated with SAP ERP systems. It is available using only the file channel. This
task enables you to import translations for the general ledgers used for advance payments. The translated general
ledger names are displayed on the user interface while creating and viewing advance payments.

You can import translations for general ledger names using the Import Translations for Advance Payment GL
Indicators task on the Data Import/Export page in Ariba Administrator.

Import Translations for Advance Payment GL Indicators:

Sample File

The table below provides descriptions and sample values for fields in the GLIndicator.csv file required to import
translations for ERP general ledger indicators for advance payments. This file is required only for sites integrated
with SAP ERP systems.

Field Name Required Description Sample Value

BLART Yes The unique identifier of the A

ERP GL indicator

LTEXT No The translated name of the Paiement au vendeur

ERP GL indicator

Language Yes The language to which the GL French

indicator name is translated

About Exporting Advance Payments

The Export Advance Payments task enables you to export the advance payment documents in your site for
integration with external systems. You can use the file channel or Web Services channel to export advance
payments.

Exporting Advance Payments Using the File Channel [page 202]

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 201
 Exporting Advance Payments Using the Web Services Channel [page 205]

Exporting Advance Payments Using the File Channel

Before you export advance payments using the file channel, SAP Ariba Customer Support must complete the
following configuration activities:

• Ensure that the parameter, Application.Settlement.TransactionPush.AdvancePayment.Enabled is

enabled. Advance payments are not exported to a CSV file if this is not enabled.
• Configure a list of status strings using the parameter
Application.Settlement.TransactionPush.AdvancePayment.Statuses. When the status of an
advance payment document changes to any of the statuses specified in this parameter, the advance payment
is automatically queued for export. By default, only approved advance payments are exported to the CSV file.

This task uses the following CSV files:

• AdvancePaymentExport.csv (for header-level advance payments)

• AdvancePaymentLineItemExport.csv (for line-level advance payments)

After you export advance payments, you need to import the advance payment IDs generated by the external
system using the Import Advance Payment ID task. An advance payment document proceeds to the Paying
status only when an advance payment ID is received for it from the external system.

If the export fails, you need to import the errors generated by the external system using the Import Advance
Payment Errors task. In this case, the status of the advance payment document in SAP Ariba Buying solutions
changes back to Composing and an email notification is sent to the requester, with details of the error. For more
information on this email notification, see Payments Messages.

Export Advance Payments: Sample File - Generic and PeopleSoft ERP Systems [page 202]

Export Advance Payments: Sample File - SAP ERP System [page 204]

Export Advance Payments: Sample File - Generic and PeopleSoft ERP

Systems

The following table provides descriptions and sample values for the fields in the AdvancePaymentExport.csv file
generated by exporting header-level advance payments for integration with Generic and PeopleSoft ERP systems:

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad-
vance payment document

Title No String. The user-specified title Advance payment for PO12

or name of the advance pay-
ment document

Invoicing Data Import and Administration Guide

202 PUBLIC About Importing and Exporting Advance Payment Data
Field Name Required Description Sample Value

Amount Yes BigDecimal. The amount to be 50

paid as advance payment, in
the user's currency

Currency Yes String. The unique name of EUR

the user's currency

Amount_InBaseCurrenc No BigDecimal. The advance pay- 64

y ment amount converted to the
site base currency

Order ID Yes String. The unique identifier of PO12

the purchase order for which
the advance payment is made

Supplier Yes String. The unique identifier of 11

the supplier to which the ad-
vance payment is made

Payment Due Date Yes Date. The due date for making 12/31/2015 12:00:00 AM
the advance payment.

Payment Method Yes String. The unique identifier of CHK

the payment method by which
the advance payment needs
to be made. The value speci-
fied here must match a value
defined in the
PaymentMethodType.cs
v. file.

The following table provides descriptions and sample values for fields in the
AdvancePaymentLineItemExport.csv file generated by exporting line-level advance payments for integration
with Generic and PeopleSoft ERP systems:

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad-
vance payment document.

Line Item No String. The name or descrip- Item name

tion of the line item.

Advance Payment Yes BigDecimal. The amount to be 50

Amount paid as advance payment for
a line item in the user's cur-
rency.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 203
Export Advance Payments: Sample File - SAP ERP System

The following table provides descriptions and sample values for fields in the AdvancePaymentExport.csv file
generated by exporting header-level advance payments for integration with SAP ERP system:

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad-
vance payment document.

Title No String. The user-specified title Advance payment for PO12

or name of the advance pay-
ment document.

Creation Date Yes Date. The date when the ad- 20160518
vance payment document is
created.

Amount Yes BigDecimal. The amount to be 50

paid as advance payment, in
the user's currency.

Currency Yes String. The unique name of EUR

the user's currency.

Amount_InBaseCurrenc No BigDecimal. The advance pay- 64

y ment amount converted to the
site base currency.

Order ID Yes String. The unique identifier of PO12

the purchase order for which
the advance payment is made.

Supplier Yes String. The unique identifier of 11

the supplier to which the ad-
vance payment is made.

Payment Due Date Yes Date. The due date for making 12/31/2015 12:00:00 AM
the advance payment.

Payment Method Yes String. The unique identifier of CHK

the payment method by which
the advance payment needs
to be made. The value speci-
fied here must match a value
defined in the
PaymentMethodType.cs
v. file.

Invoicing Data Import and Administration Guide

204 PUBLIC About Importing and Exporting Advance Payment Data
Field Name Required Description Sample Value

CompanyCode Yes String. The unique identifier of 001

the company code of the pur-
chase order associated with
the advance payment.

DocumentType Yes String. The unique identifier of CP

the ERP document type of the
advance payment.

GeneralLedger Yes String. The unique identifier of A

the ERP GL indicator of the
advance payment.

The following table provides descriptions and sample values for fields in the
AdvancePaymentLineItemExport.csv file generated by exporting line-level advance payments for integration
with SAP ERP system:

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad-
vance payment document.

Line Item Yes String. The name or descrip- Item

tion of the line item.

Advance Payment Yes BigDecimal. The amount to be 50

Amount paid as advance payment for
the line item in the user's cur-
rency.

PO_ITEM Yes String. The line number of the 12

item on the associated order.

Exporting Advance Payments Using the Web Services

Channel

The Export Advance Payments task on the Web Service Status tab uses web services to export advance payment
documents to external systems. On receiving the advance payment document, the external system sends the
advance payment ID back to SAP Ariba Buying solutions. The status of the advance payment document in SAP
Ariba Buying solutions changes to Paying when this ID is received. Payments are then made for these advance
payments in the external system.

If the export fails, the external system sends an error message to SAP Ariba Buying solutions. In this case, the
status of the advance payment document in SAP Ariba Buying solutions changes back to Composing and an email

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 205
notification is sent to the requester, with details of the error. For more information on this email notification, see
Payments Messages.

AdvancePaymentExportRequest Elements [page 206]

AdvancePaymentExportReply Elements [page 207]

AdvancePaymentExportRequest Elements

AdvancePayment_AdvancePaymentExportWS_Item

The table below describes the fields in an AdvancePayment_AdvancePaymentExportWS_Item in the

AdvancePaymentExportRequest sent to external systems.

Element Required Type and Description Sample Value

UniqueName Yes String. The system-generated APMT10

unique identifier of the ad-
vance payment document.

Name No String. The user-specified title Advance payment for PO12

or name of the advance pay-
ment document

Supplier Yes String. The Name element Supplier Corporation

within the Supplier ele-
ment holds the name of the
supplier to whom the advance
payment is made

PurchaseOrder Yes String. The OrderID element PO12

within the PurchaseOrder
element holds the unique
identifier of the purchase or-
der for which the advance pay-
ment is made

PaymentMethodType Yes String. The UniqueName Cheque

element within the
PaymentMethodType ele-
ment holds the unique identi-
fier of the payment method by
which the advance payment is
made.

NetDueDate Yes Date. The due date for making 12/31/2015 12:00:00 AM
the advance payment.

Invoicing Data Import and Administration Guide

206 PUBLIC About Importing and Exporting Advance Payment Data
Element Required Type and Description Sample Value

Amount Yes BigDecimal. The Amount ele- 50

ment within the Amount ele-
ment holds the amount to be
paid as advance payment, in
user's currency

Currency Yes String. The UniqueName el- EUR

ement within the Currency
element, which is in turn
within the Amount element,
holds the unique name of the
user's currency

ApproxAmountInBaseCu No BigDecimal. The 75

rrency ApproxAmountInBaseCu
rrency element within the
Amount element holds the
advance payment amount
converted to the base cur-
rency

CompanyCode Yes String. The unique identifier of 001

the company code of the pur-
chase order associated with
the advance payment. This
field is applicable only for sites
integrated with SAP ERP sys-
tems.

DocumentType Yes String. The unique identifier of CP

the ERP document type of the
advance payment. This field is
applicable only for sites inte-
grated with SAP ERP systems.

GeneralLedger Yes String. The unique identifier of A

the ERP GL indicator of the
advance payment. This field is
applicable only for sites inte-
grated with SAP ERP systems.

AdvancePaymentExportReply Elements

When advance payment documents are exported from SAP Ariba Buying solutions to external systems, the
external system sends either an acknowledgement on receiving the advance payment document or the details of

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 207
the errors that occured while receiving the advance payment document. The acknowledgement or error details
are sent in an AdvancePaymentExportReply in the AdvancePayment_AdvancePaymentIDImport_Item or
AdvancePaymentError_AdvancePaymentErrorImport_Item item.

AdvancePayment_AdvancePaymentIDImport_Item

The table below describes the fields in an AdvancePayment_AdvancePaymentIDImport_Item in the

AdvancePaymentExportReply sent by external systems.

Element Required Type and Description Sample Value

ERPRequestID Yes String. The unique identifier Pay001245

generated for the advance
payment document in the ex-
ternal system

UniqueName Yes String. The system-generated APMT102

unique identifier of the ad-
vance payment document.

AdvancePaymentError_AdvancePaymentErrorImport_Item

The table below describes the fields in an AdvancePaymentError_AdvancePaymentErrorImport_Item in the

AdvancePaymentExportReply sent by external systems.

Element Required Type and Description Sample Value

Id Yes String. The unique identifier APMT102

of the advance payment docu-
ment

Date No Date. The date of creation of 9/12/2006

the error record

ERP No String. The ERP type, such as Oracle

PeopleSoft or SAP

ErrorTable No String. The name of the table AP_INVOICE_LINES_INTER-

holding the error records FACE

ErrorValue No String. The description of the INVALID DISTRIBUTION ACCT

error generated

NumInSet No Integer. The number of error 1

records in a batch

Invoicing Data Import and Administration Guide

208 PUBLIC About Importing and Exporting Advance Payment Data
Element Required Type and Description Sample Value

Type No String. The type of the trans- Invoice

action for which the error was
generated

About Exporting Payment Requests with Advance

Payments

The Export Payment Requests with Advance Payments task exports payment request details including
details of advance payments and Funds Management accounting information (if enabled for SAP ERP) to the
external ERP system. Use this task only if your site is configured to export approved invoices for payment directly
from the SAP Ariba Buying solutions to the ERP system in CSV file format, and not from SAP Business Network.

Export Payment Requests with Advance Payments: Sample Files - SAP ERP [page 209]

Export Payment Requests with Advance Payments: Sample Files - PeopleSoft ERP [page 219]

Export Payment Requests with Advance Payments: Sample Files - Generic ERP [page 224]

Export Payment Requests with Advance Payments: Sample

Files - SAP ERP

The Export Payment Requests with Advance Payments task for SAP ERP uses the following CSV files:

• PaymentHeaderExport.csv
• PaymentLineItemDet.csv
• EnhancedPaymentAccountDet.csv
• PaymentDetailExport.csv
• PaymentTaxExport.csv
• AdvancePaymentDetailExport.csv

The following table lists the fields in the PaymentHeaderExport.csv file:

Field name Required Type and description Sample value

DIFF_INV Yes String. The unique identifier 125

for the supplier.

BLINE_DATE Yes Date. Defines the baseline 20160101

date of the payment.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 209
Field name Required Type and description Sample value

CURRENCY Yes String. The type of currency of USD

the payment.

BLINE_DATE_USERTIMEZ Yes Date. Defines the baseline 20160815

ONE date of the payment in the us-
er's timezone. The format of
the date is YYYYMMDD.

PMNTTRMS Yes String. The unique code for 10

the payment terms.

DOC_DATE Yes Date. The date on the invoice. USD

PYMT_METH Yes String. The payment method Card

used.

BLINE_DATE_ISO_USERT Yes Date. Defines the baseline 08/28/2008

IMEZONE date of the payment in the re-
quester's time zone.

ACCRUAL_PMNT_AMT Yes BigDecimal. The accrued 250

amount for payment.

GROSS_AMOUNT_ROUNDED Yes BigDecimal. The gross 275

amount on the invoice recon-
ciliation in ERP precision.

REF_DOC_NO Yes Defines the invoice number as IN23

reference document number.

URL Yes String. The URL for the pay- url

ment.

BLINE_DATE_ISO Yes Date. Defines the baseline 08/28/2008

date of the payment.

COMP_CODE Yes String. Specifies the company 1000

code applicable for the pay-
ment.

GROSS_AMOUNT Yes BigDecimal. The gross 230

amount of the payment.

INVOICE_IND Yes String. Indicates whether the INV

document is an invoice or a
credit memo.

ITEM_TEXT Yes String. The description for the Line

line item.

Invoicing Data Import and Administration Guide

210 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Type and description Sample value

PAYMENTID Yes String. The unique ID of every PAYCK1-12

payment for which a status is
displayed.

The following table lists the fields in the PaymentLineItemDet.csv file:

Field name Required Type and description Sample value

ITEM_TEXT Yes String. The description for the Line

line item.

IS_COMPOSITE Yes Boolean. A flag to indicate True

whether a line is composite.

PO_UNIT Yes String. A unit of measure. EA

QUANTITY Yes BigDecimal. The quantity for a 3

line item.

PO_PR_UOM No String. The quantity for which 5

the price is quoted.

ITEM_AMOUNT_ROUNDED No BigDecimal. The amount of 310

the line item in ERP precision.

LINE_TYPE Yes String. The unique internal WHT

identifier of the line type for
the line item. This field de-
fines the tax type for indi-
rect and withholding tax lines.
For charges, this field speci-
fies the values freight charge,
handling charge, or charge.
For discount lines, this field
specifies the value discount.
For other line items, this field
specifies the values customer
catalog item or non catalog
item.

PO_ITEM Yes String. The line number of the 12

item on the order.

PBQ_DESC No String. The description for the 200

price basis quantity fields for a
line item on the requisition.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 211
Field name Required Type and description Sample value

INVOICE_DOC_ITEM Yes Integer. The line number of an 1

item on the invoice.

CONV_UNIT No BigDecimal. The quantity for 25

which the price is quoted for.

PAYMENTID Yes String. The unique ID for every PAYsap01-20

payment that has its status
displayed.

PO_NUMBER Yes String. The unique ID of the 23645

purchase order for the ERP
system it belongs to.

TAX_CODE Yes String. The unique code for 12

the tax type.

POLINERECEIVINGTYPE Yes String. The purchase order re- 3

ceiving type.

ITEM_AMOUNT Yes BigDecimal. The amount for a 50

line item.

CATEGORY Yes Integer. The category of a line 1

item.

ORDER Yes String. The purchase order EPCK24

number in the ERP system.

PRICE_UNIT No BigDecimal. The price for the 25

quoted quantity.

The following table lists the fields in the EnhancedPaymentAccountDet.csv file:

Field name Required Type and description Sample value

GL_ACCOUNT Yes String. The unique value of 50506

the general ledger accounting
type for each line item.

LINE_COMP_CODE No String. The unique value of 3000

the company code for the line
item. This field will be popu-
lated for non-purchase order
invoices if your site is con-
figured to enable accounting
splits for line items on invoi-
ces.

Invoicing Data Import and Administration Guide

212 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Type and description Sample value

SUB_NUMBER Yes String. The asset subnumber 0005

for the asset account assign-
ment category for a line item.

PO_UNIT Yes String. The unique unit of EA

measure value.

PO_PR_UOM No String. The unit of measure for EA

the quantity defined by price
basis quantity.

SERIAL_NO Yes String. The serial number of a 2

line item.

COSTCENTER Yes String. The unique value of 2100

the cost center account as-
signment category for a line
item.

ASSET_NO Yes String. the unique value of 1005

the asset account assignment
category for each line item.

ITEM_AMOUNT Yes BigDecimal. The amount for a 24

line item.

LINE_TYPE Yes String. The unique internal WHTax

identifier of the line type for
an item. This field holds the
tax type for indirect and with-
holding tax lines. For charges,
this field specifies the val-
ues freight charges, handling
charges, or other charges. For
discount lines, this field speci-
fies the value for discounts.
For other line items, this field
specifies the values for cus-
tomer catalog or non-catalog
items.

ITEM_AMOUNT_ROUNDED No BigDecimal. The amount for a 33

line item in ERP precision.

WBS_ELEM Yes String. The unique code of the 3-1200/31

WBS element account assign-
ment category for that line
item.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 213
Field name Required Type and description Sample value

INVOICE_DOC_ITEM Yes Integer. The line number of an 2

item.

ORDERID Yes String. The unique value of the 40046

internal order account assign-
ment category for a line item.

PAYMENTID Yes String. The unique ID of a pay- PAYsap01-20

ment that has a status dis-
played.

PO_NUMBER Yes String. The unique ID of a pur- 4536000

chase order for the ERP sys-
tem it belongs to.

POLINERECEIVINGTYPE Yes String. The purchase order re- 2

ceiving type.

QUANTITY Yes BigDecimal. The quantity for a 21

line item.

TAX_CODE Yes String. The unique tax type 29

code.

CATEGORY Yes Integer. The category of a line 20

item.

ORDER Yes String. The purchase order EPCK24

number in the ERP system.

ACTN No String. The unique value of the Network1

network account assignment
category for each line item.

ACTY No String. The unique value of 4001

the activity number account
assignment category for each
line item.

The following table lists the fields in the PaymentDetailExport.csv file:

Field name Required Type and description Sample value

ITEM_TEXT Yes String. The description for the Line

line item.

GL_ACCOUNT Yes String. The unique value of 56500

the general ledger accounting
type for a line item.

Invoicing Data Import and Administration Guide

214 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Type and description Sample value

LINE_COMP_CODE Yes String. The unique value of 3000

the Company Code for the line
item.

SUB_NUMBER No String. The subnumber of 0005

the asset account assignment
category for a line item.

PO_PR_UOM No String. The quantity for which 5

the price is quoted.

CHARGE_FLAG Yes Integer. The line number of an 2

item.

ITEM_AMOUNT Yes BigDecimal. The amount for 50

the line item in ERP precision.

LINE_TYPE String. The unique internal WHT

identifier of the line type for
the line item. This field de-
fines the tax type for indi-
rect and withholding tax lines.
For charges, this field speci-
fies the values FreightCharge,
HandlingCharge, or Charge.
For discount lines, this field
specifies the value Discount.
For other line items, this field
specifies the values CatalogI-
tem or NonCatalogItem.

WBS_ELEM Yes String. The unique code of the 3-1200/31

WBS element account assign-
ment category for a line item.

ORDERID Yes String. The unique value of the 4560

internal order account assign-
ment category for a line item.

DB_CR_IND Yes String. A debit or credit indica- D

tor.

PO_NUMBER Yes String. The unique ID of the 23654

purchase order for the ERP
system it belongs to.

IS_COMPOSITE Yes Boolean. A flag to indicate True

whether a line is composite.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 215
Field name Required Type and description Sample value

HDR_LEVEL No Boolean. Specifies whether a No

line item is at the header level.

COSTCENTER Yes String. The unique value of 2500

the cost center account as-
signment category for a line
item.

ASSET_NO Yes String. The unique value of 1005

the asset account assignment
category for a line item.

PBQ_DESC No String. The description for the 200

price basis quantity fields for a
line item on the requisition.

ITEM_AMOUNT_ROUNDED No BigDecimal. The amount for 250

the line item in ERP precision.

COMP_CODE Yes String. The company code of 3000

the payment.

PLANT Yes String. The unique code of the 3200

ship-to location for a line item.

INVOICE_DOC_ITEM Yes Integer. The line number of an 1

item on the invoice.

CONV_UNIT No BigDecimal. The quantity for 25

which the price is quoted for.

PAYMENTID Yes String. The unique ID for every PAYCK30

payment that has its status
displayed.

PO_NUMBER Yes String. The unique ID of the 23645

purchase order for the ERP
system it belongs to.

TAX_CODE Yes String. The unique code for 12

the tax type.

LINE_TYPE_LOOKUP_COD Yes String. The category of line 3

E item.

PRICE_UNIT No BigDecimal. The price for the 25

quoted quantity.

Invoicing Data Import and Administration Guide

216 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Type and description Sample value

ACTN No String. The unique value of the Network1

network account assignment
category for each line item.

ACTY No String. The unique value of 4001

the activity number account
assignment category for each
line item.

The following table lists the fields in the PaymentTaxExport.csv file:

Field name Required Type and description Sample value

TAX_AMOUNT Yes BigDecimal. Defines the 50

amount of tax.

INVOICE_DOC_ITEM Yes Integer. Defines the line num- 12

ber of the invoice line item as-
sociated with the tax distribu-
tion.

TAX_AMOUNT_ROUNDED No BigDecimal. Defines the 50

amount of tax in the precision
defined the ERP system.

TAX_CODE Yes String. Defines the tax code. 10

DB_CR_IND Yes String. Indicates a debit or a D

credit.

PAYMENTID Yes String. The unique ID of a pay- PAYsap01-20

ment that has a status dis-
played.

ITEM_TEXT Yes String. The description for a 21

line.

REF_LINE_NUM Yes Integer. The reference line 6

number in the tax distribution
vector.

The following table lists the fields in the AdvancePaymentDetailExport.csv file:

Field name Required Type and description Sample value

PAYMENTID Yes String. The unique ID of a pay- PAYsap01-20

ment that has a status dis-
played.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 217
Field name Required Type and description Sample value

CONSUMEDAMOUNT_AMOUN Yes BigDecimal. The advance pay- 12

T ment amount adjusted against
the invoice in the user's cur-
rency.

FISCALYEAR Yes Integer. The financial year for 2016

the advance payment transac-
tion.

CONSUMEDAMOUNT_CURRE Yes String. The currency applica- USD

NCY ble for the user.

INVOICERECONCILIATIO Yes String. The unique identifier 35

NID of the invoice reconciliation
document for the invoice.

ADVANCEPAYMENTID Yes String. The unique identifier of APMT10

the advance payment that is
adjusted against the invoice.

ERPADVANCEPAYMENTID Yes String. The unique identifier of 210

the payment request created
in the ERP for the advance
payment.

CONSUMEDAMOUNT_INBAS Yes BigDecimal. The advance pay- 250

ECURRENCY ment amount adjusted against
the invoice in the site's base
currency.

ORDERID Yes String. The unique identifier 21

of the purchase order associ-
ated with the invoice and the
advance payment documents.

ORDERITEM Yes String. The line number as- 6

signed to a line item on the
advance payment.

ERPADVANCEPAYMENTITE Yes Integer. The line item for ad- 22

M vance payment remittance.

Invoicing Data Import and Administration Guide

218 PUBLIC About Importing and Exporting Advance Payment Data
Export Payment Requests with Advance Payments: Sample
Files - PeopleSoft ERP

The Export Payment Requests with Advance Payments task for PeopleSoft ERP uses the following CSV
files:

• PaymentHeaderExport.csv
• PaymentDetailExport.csv
• PaymentSplitAccountingExport.csv
• PaymentBankExport.csv
• AdvancePaymentDetailExport.csv

The following table lists the fields in the PaymentHeaderExport.csv file:

Field name Required Type and description Sample value

VENDOR_LOC Yes String. The identifier for the 10

location of the vendor.

TXN_CURRENCY_CD Yes String. The currency code for 21

the tax.

PAYMENT_TERMS Yes String. The unique code for 25

the payment terms.

INVOICE_DT Yes String. The date on the invoice 20160815

or the voucher.

GROSS_AMT Yes BigDecimal. The total amount 1000

on the invoice.

INVOICE_ID Yes String. The unique ID on the PYT234

invoice or the voucher.

REMIT_ADDR_SEQ_NUM Yes String. The sequence number 23

for the remittance address.

VENDOR_ADDR_SEQ_NUM Yes String. The sequence number 345

of the supplier's location.

VENDOR_SETID Yes String. The set ID of the sup- 100

plier.

ECQUEUEINSTANCE Yes String. Unique identifier for INV10

the invoice.

BUSINESS_UNIT Yes String. The businness unit of DL25

the user.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 219
Field name Required Type and description Sample value

PMNT_ID Yes String. The unique payment ID PMNT10

generated by the buyer for the
invoice or the voucher.

VENDOR_ID Yes String. The unique ID of the 235

supplier.

TAX_ACCRUAL_PMNT Yes Boolean. Specifies whether Y

tax is accrued.

The following table lists the fields in the PaymentDetailExport.csv file:

Field name Required Type and description Sample value

DESCR Yes String. The description for a Text

line on the invoice.

CURRENCY_CD Yes String. The currency code for USD

a line item on an invoice.

SHIPTO Yes String. The ship to location for NGLS

the invoice line item.

UNIT_PRICE Yes BigDecimal. The unit price for 3

a line item.

IsComposite No Boolean. The flag indicating True

whether a line is a composite.

BUSINESS_UNIT_PO Yes String. The business unit of 265

the associated order for a
purchase order-based invoice

UNIT_OF_MEASURE Yes String. The unit of measure EA

for a line item.

PriceBasisQuantityUO Yes String. The quantity for which 12

M the price is quoted for.

TAX_ACCRUAL Yes Boolean. Specifies whether Yes

tax is accrued.

MERCHANDISE_AMT Yes BigDecimal. The total amount 28

on the order.

PARENT_LINE_NUM Yes Integer. The parent line num- 25

ber for a line on the invoice.

TAX_TYPE Yes String. The type of tax. PAYsap01-20

Invoicing Data Import and Administration Guide

220 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Type and description Sample value

LINE_NBR Yes String. The purchase order 21

line number associated with
the invoice reconciliation line
number.

PriceBasisQuantityDe No String. The description that A description.

sc describes the price basis
quantity fields for an item on
the invoice.

VOUCHER_LINE_NUM Yes Integer. The voucher line 3

number.

ECQUEUEINSTANCE Yes String. The queue instance 50

which is unique for a buyer in-
stance.

BUSINESS_UNIT Yes String. The business unit of DL24

the user.

ConversionFactor No BigDecimal. The quantity for 12

which the price is quoted for.

PMNT_ID No String. The payment ID gen- PMNT10

erated by the buyer.

TAX_CODE Yes String. The unique tax code. 10

PO_ID Yes String. The ID of the order as- PO23

sociated with a purchase or-
der-based invoice.

LINE_TYPE_LOOKUP_COD Yes Integer. The unique identifier 12

E for the line type.

RECEIVING_TYPE Yes Integer. The purchase order 2

receiving type. This value
specifies whether the receipts
are amount based.

PriceBasisQuantity Yes BigDecimal. The quantity for 25

which the price is quoted for.

The following table lists the fields in the PaymentSplitAccountingExport.csv file:

Field name Required Type and description Sample value

SPLIT_TYPE Yes String. Defines the split type. 2

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 221
Field name Required Type and description Sample value

DEPTID Yes String. The department to 5000

which the user belongs.

BUSINESS_UNIT_GL Yes String. The business unit of DL2003

the user.

ACCOUNT Yes String. The account number. 24521

MERCHANDISE_AMT Yes BigDecimal. The total amount 2350

of the purchase order.

VOUCHER_LINE_NUM Yes Integer. The voucher line num- 2

ber for a line item.

DISTRIB_LINE_NUM Yes Integer. The distribution line 21

number for a line item

ECQUEUEINSTANCE Yes String. The queue instance 50

which is unique for a buyer in-
stance.

BUSINESS_UNIT Yes String. The businness unit of 24

the user.

PMNT_ID No String. The payment ID gener- PMNT10

ated by the buyer.

PO_ID Yes String. The ID of the order as- PO23

sociated with a purchase or-
der-based invoice.

QTY_VCHR Yes BigDecimal. The quantity of a 3

line item.

RECEIVING_TYPE Yes Integer. The purchase order 1

receiving type. This value
specifies whether the receipts
are amount based.

The following table lists the fields in the PaymentBankExport.csv file:

Field name Required Type and description Sample value

PAYMENT_AMT Yes BigDecimal. The payment 250

amount.

Invoicing Data Import and Administration Guide

222 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Type and description Sample value

PAYMENT_GROSS_AMT Yes Integer. Defines the line num- 12

ber of the invoice line item as-
sociated with the tax distribu-
tion.

BANK_ACCT_KEY No BigDecimal. Defines the 50

amount of tax in the precision
defined the ERP system.

PAYMENT_CURRENCY_CD Yes String. Defines the tax code. 10

SCHEDULED_PAY_DT Yes Date. The scheduled payment 20160101

date.

PYMNT_METHOD Yes String. The payment method. 25

BANK_CD Yes String. The code which 21

uniquely indentifies a bank.

ECQUEUEINSTANCE Yes String. The queue instance 50

which is unique for a buyer in-
stance.

BUSINESS_UNIT Yes String. The business unit of 200

the user.

COMPOSITE_ACCT_KEY Yes String. The unique identifier of 32

the composite account.

PMNT_ID Yes String. The payment ID gener- PMNT10

ated by the buyer.

PAYMENT_DISC_AMT Yes BigDecimal. The discount 2

amount for the payment.

The following table lists the fields in the AdvancePaymentDetailExport.csv file:

Field name Required Type and description Sample value

PMNT_ID Yes String. The unique identifier of PMNT10

the payment request created
for the invoice.

CONSUMEDAMOUNT_AMOUN Yes BigDecimal. The advance pay- 12

T ment amount adjusted against
the invoice, in the user's cur-
rency.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 223
Field name Required Type and description Sample value

FiscalYear Yes Integer. The financial year for 2016

the advance payment transac-
tion.

CONSUMEDAMOUNT_CURRE Yes String. The currency applica- 50

NCY ble for the user.

ECQUEUEINSTANCE Yes String. The queue instance 50

which is unique for a buyer in-
stance.

ADVANCEPAYMENT_ID Yes String. The unique identifier of APMT10

the advance payment that is
adjusted against the invoice.

ERPAdvancePaymentIte Yes Integer. The line item for the 21

m advance payment remittance.

ERPADVANCEPAYMENT_ID Yes String. The unique identifier of 210

the payment request created
in the ERP for the advance
payment.

CONSUMEDAMOUNT_INBAS Yes BigDecimal. The advance pay- 250

ECURRENCY ment amount adjusted against
the invoice in the site's base
currency.

ORDER_ID Yes String. The unique identifier 21

of the purchase order associ-
ated with the invoice and the
advance payment documents.

Export Payment Requests with Advance Payments: Sample

Files - Generic ERP

The Export Payment Requests with Advance Payments task for Generic ERP uses the following CSV files:

• PaymentHeaderExport.csv
• PaymentDetailExport.csv
• PaymentSplitAccountingExport.csv
• PaymentBankExport.csv
• AdvancePaymentDetailExport.csv

The following table lists the fields in the PaymentHeaderExport.csv file:

Invoicing Data Import and Administration Guide

224 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Type and description Sample value

PurchasingUnit Yes String. The unique ID for the 200

purchasing unit.

GrossAmountCurrency Yes String. The currency code for USD

the gross amount on the in-
voice.

PaymentTerms Yes String. The payment terms on 10001

the invoice.

SupplierLocation Yes String. The unique internal 2550

identifier of the supplier loca-
tion for which the payment is
made.

InvoiceDate Yes String. The date on which the 02/19/2008 16:13:29 +0530
invoice is created.

GrossAmount Yes BigDecimal. The gross pay- 500

ment amount.

InvoiceNumber Yes String. The invoice number as- INV25

sociated with invoice.

RemittanceLocation Yes String. The remittance loca- LOC15

tion for the invoice.

Supplier Yes String. The unique identifier 4814

for the supplier to whom the
invoice is sent.

InvoiceReconciliatio Yes String. The unique identifier IR56

nId for the invoice reconciliation.

PaymentId Yes String. The unique identifier PAYINVGF12-10

for the payment.

ForTaxAccrual Yes Boolean. Indicates whether No

tax accrual is applicable for
the invoice.

SupplierLocationCont Yes String. The ID assigned to the 450

actID contact person at the supplier
location.

The following table lists the fields in the PaymentDetailExport.csv file:

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 225
Field name Required Type and description Sample value

PurchasingUnit Yes String. The unique ID for the 500

purchasing unit.

Description Yes String. The description of the Description

line item.

ERPOrderID Yes String. The purchase order ID 32

associated with the invoice
reconciliation line item.

PriceBasisQuantityUO Yes Boolean. The quantity for EA

M which the price is quoted for.

IsAccrual Yes Boolean. Specifies whether No

the line item has an accrual
amount.

ERPOrderLineNumber Yes Integer. The purchase order 21

line number associated with
the invoice reconciliation line
number.

Amount Yes BigDecimal. The amount for 12

an item.

ParentLineNumber Yes Integer. The unique line num- Yes

ber of the parent line item.

TaxAdjustmentAmount Yes BigDecimal. The amount ad- 25

justed as tax.

AmountCurrency Yes String. The currency type for USD

the payment amount.

UnitPrice No BigDecimal. The net price of a 22

line item on the order.

IsComposite Yes Boolean. The Voucher Line 3

number.

Quantity Yes BigDecimal. The net quantity 10

of a line item on the order.

TaxType No String. The unique internal 50

identifier of a tax type.

Invoicing Data Import and Administration Guide

226 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Type and description Sample value

PriceBasisQuantityDe Yes String. The description that A description.

sc describes the price basis
quantity fields for an item on
the invoice.

LineNumber Yes Integer. The unique identifier 2

indicating the line number.

InvoiceReconciliatio Yes String. The unique identifier IR12

nId of the invoice reconciliation.

ERPCommodityCode Yes String. The unique internal BENEFIT:AUTOLEASE

identifier of the ERP com-
modity code.

ConversionFactor Yes BigDecimal. The quantity for 25

which the price is quoted for.

PaymentId Yes String. The unique identifier PAYINVGF12-10

for the payment.

LineTypeCategory Yes Integer. The unique identifier 1

for tax, shipping, and miscel-
laneous for a line.

TaxCode Yes String. The tax code applied 2

for a line item.

PriceBasisQuantity Yes BigDecimal. The quantity for 15

which the price is quoted for.

The following table lists the fields in the PaymentSplitAccountingExport.csv file:

Field name Required Type and description Sample value

PurchasingUnit Yes String. The unique ID for the 500

purchasing unit.

BusinessUnit Yes String. The unique ID of the 1001

business unit for each split
line item.

Product Yes String. The unique ID of the 752

product for each split line
item.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 227
Field name Required Type and description Sample value

SubAccount Yes String. The unique ID of the 650

sub account for each split line
item.

CostCenter Yes String. The unique ID of the 2150

cost center for a split line
item.

Company Yes String. The unique ID of the 2000

company for each split line
item.

Project Yes String. The unique ID of the 2100

project for each split line item.

Region Yes String. The unique ID of the re- 750

gion for each split line item.

Amount Yes BigDecimal. The amount for a 25

split line item.

LineNumber Yes Integer. The unique identifier 2

that specifies the line number.

SplitLineNumber Yes Integer. The unique identifier 3

that specifies the line number
of the split account.

InvoiceReconciliatio Yes String. The unique identifier of 12

nId the invoice reconciliation.

PaymentId Yes String. The unique identifier of PMNT12

the payment.

Account Yes Account. The unique internal 125

identifier of an account.

Quantity Yes BigDecimal. The number of 5

split accounts.

AccountingCombinatio Yes String. The ID for the split ac- 24

nID counting combination.

The following table lists the fields in the PaymentBankExport.csv file:

Invoicing Data Import and Administration Guide

228 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Type and description Sample value

PurchasingUnit Yes String. The unique ID for the 500

purchasing unit.

Amount Yes BigDecimal. The amount for a 300

line item.

GrossAmount Yes BigDecimal. The gross pay- 1500

ment amount.

BankAccountType Yes String. Defines the tax code. 10

AmountCurrency Yes Date. The currency used for USD

the payment.

ScheduledPaymentDate Yes Date. The scheduled payment 20160801

date.

PaymentMethod Yes String. The code which 21

uniquely indentifies a bank.

BankId Yes String. The identifier of the BNK50

paying bank.

InvoiceReconciliatio Yes String. The unique identifier IRINVGF12-10

nId for invoice reconciliation.

BuyerBankLocation Yes String. The unique identifier of PYORG12

the bank location of the paying
organization.

PaymentId Yes String. The unique identifier of PMNT12

the payment.

DiscountAmount Yes BigDecimal. The value for the 10

amount specified as discount.

The following table lists the fields in the AdvancePaymentDetailExport.csv file:

Field name Required Type and description Sample value

PaymentId Yes String. The unique identifier of PMNT12

the payment request created
for the invoice.

ConsumedAmount_Amoun Yes BigDecimal. The advance pay- 12

t ment amount adjusted against
the invoice, in the user's cur-
rency.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 229
Field name Required Type and description Sample value

FiscalYear Yes Integer. The financial year for 2016

the advance payment transac-
tion.

ConsumedAmount_Curre Yes String. The currency applica- 50

ncy ble for the user.

InvoiceReconciliatio Yes String. The unique identifier IR50

nId of the invoice reconciliation
document for the invoice.

ERPAdvancePaymentId Yes String. The unique identifier of AP10

the payment request created
for the advance payment in
the ERP system.

AdvancePaymentId Yes Integer. The line item for the APMT21

advance payment remittance.

ERPAdvancePaymentIte Yes String. The unique identifier of 210

m the payment request created
in the ERP for the advance
payment.

ConsumedAmount_InBas Yes BigDecimal. The advance pay- 250

eCurrency ment amount adjusted against
the invoice in the site's base
currency.

OrderId Yes String. The unique identifier 21

of the purchase order associ-
ated with the invoice and the
advance payment documents.

About Importing Advance Payment ID

This task enables you to import the unique identifiers generated by the external system for the advance payment
documents received from SAP Ariba Buying solutions. The status of the advance payment document in SAP Ariba
Buying solutions changes from Approved to Paying when an ERP ID is received for it.

To import advance payment IDs using the file channel, run the Import Advance Payment ID task on the Data
Import/Export page in Ariba Administrator.

In case of the Web Services channel, advance payments IDs are imported in response to the exported advance
payments and you do not need to manually invoke any task.

Invoicing Data Import and Administration Guide

230 PUBLIC About Importing and Exporting Advance Payment Data
Import Advance Payment ID: Sample File
The table below provides descriptions and sample values for fields in the AdvancePaymentIDImport.csv file
required to import advance payment IDs generated by the external systems. This file can be used for all types of
ERP systems.

Field Name Required Type and Description Sample Value

AdvancePayment_ID Yes String. The system-generated APMT10

unique identifier of the ad-
vance payment document

ERPPostingDate Yes Date. The date of posting a 20160518

document in the ERP system.

ERP_Payment_ID Yes String. The unique identifier 00005429

generated for the advance
payment document in the ex-
ternal system

FISCALYEAR Yes String. The financial year of 2016

the advance payment transac-
tion.

About Importing Advance Payment Errors

This task enables you to import the errors generated by the external system while uploading the advance payment
documents sent by SAP Ariba Buying solutions. The imported error data is included in the email notification sent to
the requesters of the advance payment documents.

To import advance payment errors using the file channel, run the Import Advance Payment Errors task on the
Data Import/Export page in Ariba Administrator.

In case of the Web Services channel, advance payments errors are imported in response to the exported advance
payments and you do not need to manually invoke any task.

Import Advance Payment Errors: Sample File - Generic ERP Systems [page 232]

Import Advance Payment Errors: Sample File - SAP ERP Systems [page 232]

Import Advance Payment Errors: Sample File - PeopleSoft ERP Systems [page 233]

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 231
Import Advance Payment Errors: Sample File - Generic ERP
Systems

The table below provides descriptions and sample values for fields in the AdvancePaymentErrorImport.csv file
required to import the errors generated by the external system while uploading advance payment documents sent
by SAP Ariba Buying solutions.

Field Name Required Description Sample Value

AdvancePaymentID Yes String. The unique identifier APMT10

of the advance payment docu-
ment

Type Yes String. The type of the trans- Invoice

action for which the error was
generated

Erp Yes String. The ERP type, such as Oracle

PeopleSoft or SAP

CreationDate Yes Date. The date of creation of 9/12/2006

the error record

ParentTable Yes String. The name of the table AP_INVOICE_LINES_INTER-

holding the error records FACE

RejectLookupCode Yes String. The description of the INVALID DISTRIBUTION ACCT

error generated

NumInSet No Integer. The number of error 0

records in a batch

Import Advance Payment Errors: Sample File - SAP ERP

Systems

The table below provides descriptions and sample values for fields in the AdvancePaymentErrorImport.csv file
required to import the errors generated by the external system while uploading advance payment documents sent
by SAP Ariba Buying solutions. These fields are used for SAP variants.

Field Name Required Description Sample Value

ADVANCEPAYMENTID Yes String. The unique identifier APMT10

of the advance payment docu-
ment

Invoicing Data Import and Administration Guide

232 PUBLIC About Importing and Exporting Advance Payment Data
Field Name Required Description Sample Value

FLDNAME Yes String. The name of the field PO_ITEMo

for which the error is gener-
ated

MSGID Yes String. The unique identifier of M8

the error message

TYPE Yes String. The type of the trans- E

action for which the error was
generated

MSGNR Yes String. The sequence number 375

of the error

MESSAGE Yes MultiLingualString. The de- Fill in mandatory field

scription of the error PO_ITEM (table parameter
ITEMDATA, row 000003)

DATETIME2 Yes Date. The date of creation of 3/6/2015 6:30:00 AM

the error record

NUMINSET No Integer. The number of error 0

records in a batch

Import Advance Payment Errors: Sample File - PeopleSoft

ERP Systems
The table below provides descriptions and sample values for fields in the AdvancePaymentErrorImport.csv file
required to import the errors generated by external systems while uploading advance payment documents sent by
SAP Ariba Buying solutions. These fields are used for PeopleSoft ERP systems.

Field Name Required Description Sample Value

AdvancePaymentID Yes String. The unique identifier APMT10

of the advance payment docu-
ment

Type Yes String. The type of the trans- Invoice

action for which the error was
generated

Erp Yes String. The ERP type, such as Oracle

PeopleSoft or SAP

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 233
Field Name Required Description Sample Value

CreationDate Yes Date. The date of creation of 2015-8-24

the error record

RecordName Yes String. The name of the table PS_VOUCHER

holding the error records

ErrorMessage Yes MultiLingualString. The de- AP_VCHRBLD results in error

scription of the error gener-
ated

ErrorCode Yes String. The error code of the 9999

error generated

NumInSet No Integer. The number of error 0

records in a batch

About importing advance payment remittance

This task imports remittance information for advance payments from external systems. Multiple remittance details
can be received for one advance payment if the external system makes the payment in installments. The status of
an advance payment changes to Paid when remittance information is received for its entire amount.

To import advance payment remittance using the file channel, run the Import Advance Payment Remittance task
on the Data Import/Export page in Ariba Administrator.

 Note

For a successful import of advance payment remittance data, first run the Import Advance Payment ID task.
That task changes the status of advance payments to Paying, which is required before the remittance import
can change the status to Paid.

Line-level and header-level advance payment remittances

When you import line-level advance payment remittances, the import includes both a header-level file and a detail
(line-level) file. For line-level advance payments:

• The remittance amount must be specified in the line-level file, AdvancePaymentRemittanceDetail.csv.

• The Amount field in the header file, AdvancePaymentRemittance.csv, must be 0.
• Except for Amount, fields that exist in both AdvancePaymentRemittance.csv and
AdvancePaymentRemittanceDetail.csv are expected to contain the same value in both files.

If the header-level file includes an amount other than 0 for a line-level advance payment, the status of the advance
payment doesn't change to Paid.

Invoicing Data Import and Administration Guide

234 PUBLIC About Importing and Exporting Advance Payment Data
For header-level advance payments, specify the entire amount in AdvancePaymentRemittance.csv. The
AdvancePaymentRemittanceDetail.csv file can be empty.

Web services

In case of the web services channel, advance payments remittance information is imported as and when the
payments are made by the external system. You do not need to manually invoke any task to import this
information.

Related Information

About Importing Advance Payment ID [page 230]

Import Advance Payment Remittance: sample file [page 235]

Import Advance Payment Remittance: sample file

Sample values for header-level advance payment remittance

The following table provides descriptions and sample values for fields in the AdvancePaymentRemittance.csv
file required to import remittance information for header-level advance payments from the external systems. This
file can be used for all types of ERP systems.

For header-level advance payments, the file AdvancePaymentRemittanceDetail.csv can be blank.

Field name Required Description Sample value

ERPRequestID Yes String. The unique identifier 00005429

generated for the advance
payment document in the ex-
ternal system.

DocID Yes String. The unique identifier APMT10

for the advance payment re-
mittance document in the ex-
ternal ERP system.

LookupID No String. The unique identifier 00346

generated for the remittance
document in the external sys-
tem.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 235
Field name Required Description Sample value

Amount Yes BigDecimal. The remittance 40

amount

Currency No String. The currency in which USD

the remittance was made

Sample values for line-level advance payment remittance

The following table provides descriptions and sample values for fields in the AdvancePaymentRemittance.csv
and AdvancePaymentRemittanceDetail.csv files required to import remittance information for line-level
advance payments from the external systems. This file can be used for all types of ERP systems.

Field name Required Description Sample value

AdvancePaymentRemittance.csv

LookupID No String. The unique identifier 00346

generated for the remittance
document in the external sys-
tem.

DocID Yes String. The unique identifier APMT10

for the advance payment re-
mittance document in the ex-
ternal ERP system.

ERPRequestID Yes String. The unique identifier 00005429

generated for the advance
payment document in the ex-
ternal system.

Amount Yes BigDecimal. The remittance 0

amount.
For line-level advance pay-
ments, the Amount value in
the header-level file must be 0.

Currency No String. The currency in which USD

the remittance was made.

AdvancePaymentRemittanceDetail.csv

DocID Yes String. The unique identifier APMT10

for the advance payment re-
mittance document in the ex-
ternal ERP system.

Invoicing Data Import and Administration Guide

236 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Description Sample value

DocumentLineNumber Yes Integer. The line number of the 23

item in the advance payment
remittance document in the
ERP system.

ERPRequestID Yes String. The unique identifier 00005429

generated for the advance
payment document in the ex-
ternal system.

ERPRequestLineNumber Yes String. The unique identifier 512

for the line item in the advance
payment document.

Amount Yes BigDecimal. The remittance 40

amount.

Currency No String. The currency in which USD

the remittance was made.

About Exporting Cancel Advance Payments

The Export Cancel Advance Payments task enables you to export advance payments with Canceling status for
integration with external systems. Based on the exported canceled advance payments, the advance payments are
canceled in the external system. You can use the file channel or Web Services channel to export canceled advance
payments.

Exporting Cancel Advance Payments Using the File Channel [page 237]

Exporting Cancel Advance Payments Using the Web Services Channel [page 238]

Exporting Cancel Advance Payments Using the File Channel

You can export cancel advance payments to the external system using the Export Cancel Advance Payments task
on the Data Import/Export page in Ariba Administrator.

After you export cancel advance payments, you need to import the IDs of the advance payments canceled in the
external system, using the Import Cancel Advance Payment ID task. The status of an advance payment document
changes from Canceling to Canceled only when a canceled advance payment ID is received for it from the external
system.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 237
Export Cancel Advance Payments: Sample File

The table below provides descriptions and sample values for fields in the CancelAdvancePaymentExport.csv
file generated by exporting canceled advance payments for integration with external systems. This file is used for
all types of ERP systems.

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad-
vance payment document.

ERP_Payment_ID No String. The unique identifier of AP10093

the payment request created
in the ERP for the advance
payment

Exporting Cancel Advance Payments Using the Web

Services Channel

The Export Cancel Advance Payments task on the Web Service Status tab uses web services to export the
canceled advance payment documents to external systems. On receiving these details, the external system cancels
the advance payments and sends the IDs of the canceled advance payments to SAP Ariba Buying solutions. The
status of the advance payment document in SAP Ariba Buying solutions changes from Canceling to Canceled
when these IDs are received. If an error occurs in the external system while canceling an advance payment, the
advance payment document in SAP Ariba Buying solutions stays in the Canceling state until it is manually marked
as canceled.

CancelAdvancePaymentExportRequest Elements

CancelAdvancePaymentExportWS_Item

The table below describes the fields in the AdvancePayment_CancelAdvancePaymentExportWS_Item in the

CanceledAdvancePaymentExportRequest sent to external systems.

Element Required Type and Description Sample Value

UniqueName Yes String. The system-generated APMT10

unique identifier of the can-
celed advance payment docu-
ment.

Invoicing Data Import and Administration Guide

238 PUBLIC About Importing and Exporting Advance Payment Data
Element Required Type and Description Sample Value

ERPRequestID No String. The unique identifier Pay001245

generated for the advance
payment document in the ex-
ternal system

CancelAdvancePaymentExportReply Elements

AdvancePayment_CancelAdvancePaymentIDImport_Item

When canceled advance payment documents are exported from SAP Ariba Buying solutions to external
systems, the external system sends back the IDs of the advance payment documents canceled in the
external system. The IDs are sent in AdvancePayment_CancelAdvancePaymentIDImport_Item in the
CancelAdvancePaymentExportReply item.

Element Required Type and Description Sample Value

ERPRequestID Yes String. The unique identifier Pay001245

of the canceled advance pay-
ment document in the exter-
nal system

UniqueName Yes String. The system-generated APMT10

unique identifier of the ad-
vance payment document.

About Importing Cancel Advance Payment ID

This task enables you to import the IDs of the advance payment documents that have been successfully canceled
in the external system. This task follows the Export Cancel Advance Payments task, which exports the canceled
advance payments to external systems. The status of the advance payment document in SAP Ariba Buying
solutions changes from Canceling to Canceled when a canceled advance payment ID is received for it.

To import canceled advance payment IDs using the file channel, run the Import Cancel Advance Payment ID task
on the Data Import/Export page in Ariba Administrator.

In case of the Web Services channel, cancel advance payments IDs are imported in response to the exported cancel
advance payments and you do not need to manually invoke any task.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 239
Import Cancel Advance Payment ID: Sample File

The table below provides descriptions and sample values for fields in the CancelAdvancePaymentIDImport.csv
file required to import IDs of advance payments canceled in the external systems. This file can be used for sites
integrated with all ERP systems.

Field Name Required Type and Description Sample Value

ADVANCEPAYMENTID Yes String. The unique identifier APMT10

of the canceled advance pay-
ment document in SAP Ariba
Buying solutions.

ERPPAYMENTID Yes String. The unique identifier 00005429

of the canceled advance pay-
ment document in the exter-
nal system.

FISC_YEAR Yes Integer. The financial year 2016

of the canceled advance pay-
ment transaction.

About Importing Cancel Advance Payment Errors

This task imports the errors generated by the external ERP system while uploading advance payment documents
marked for cancellation in the SAP Ariba Buying solutions.

Import Cancel Advance Payment Errors: Sample File

The Import Cancel Advance Payment Errors task uses the CancelAdvancePaymentErrorImport.csv file to
import the errors generated while uploading the cancelled advance payments.

The following table provides the descriptions and sample values for the fields in the
CancelAdvancePaymentErrorImport.csv file for integration with SAP ERP:

Field name Required Description Sample value

DATETIME2 Yes Date. The date of creation of 2016-08-15

the error record.

MESSAGE Yes String. The description of the Fill in andtry field.

error.

Invoicing Data Import and Administration Guide

240 PUBLIC About Importing and Exporting Advance Payment Data
Field name Required Description Sample value

MSGNR Yes String. Defines the error num- 23

ber.

FLDNAME Yes String. The field that has an PO Item

error.

MSGID Yes String. The error message ID. M10

ADVANCEPAYMENTID Yes String. The system-generated APMT-10

unique identifier of the ad-
vance payment document.

NUMINSET No Integer. The number of error 3

records in a batch.

TYPE Yes String. The type of the trans- Advance Payment

action for which the error was
generated.

The following table provides the descriptions and sample values for the fields in the
CancelAdvancePaymentErrorImport.csv file for integration with the PeopleSoft ERP:

Field name Required Description Sample value

CreationDate Yes Date. The date of creation of 2016-08-15

the error record.

Erp No String. The type of the ERP PeopleSoft

system.

ErrorCode No String. Error code assigned to 1026

the failed advance payment
document.

ErrorMessage No String. Description of the er- AP_VCHRBLD results in error

ror.

AdvancePaymentID Yes String. The unique identifier APMT-10

of the advance payment
document.

NumInSet No String. The number of error 0

records in a batch.

RecordName No String. Name of the error ta- AP_VOUCHER

ble.

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 241
Field name Required Description Sample value

Type No String. The type of the trans- Advance Payment

action for which the error was
generated.

The following table provides the descriptions and sample values for the fields in the
CancelAdvancePaymentErrorImport.csv file for integration with the Generic ERP:

Field name Required Description Sample value

CreationDate Yes Date. The date of creation of 2016-08-15

the error record.

Erp Yes String. The type of the ERP Oracle

system.

ParentTable Yes String. The name of the table AP_INVOICE_LINES_INTER-

containing the error records. FACE

RejectLookupCode Yes String. The description of the Invalid accounting distribu-

error. tion.

AdvancePaymentID Yes String. The unique identifier APMT-10

of the advance payment
document.

NumInSet No String. The number of error 0

records in a batch.

Type Yes String. The type of the trans- Invoice

action for which the error was
generated.

About Importing Advance Payment Cancellation

Reasons

The Import Advance Payment Cancellation Reasons task enables you to import the IDs and descriptions
associated with the reasons for cancellation of advance payments. The reasons for cancellation imported by this
task are listed on the Cancel Advance Payment popup on the advance payment page to enable users choose a
reason for cancellation of an advance payment.

Invoicing Data Import and Administration Guide

242 PUBLIC About Importing and Exporting Advance Payment Data
Import Advance Payment Cancellation Reasons: Sample File

The Import Advance Payment Cancellation Reasons task uses the

AdvancePaymentCancelReasonCodesImport.csv file to list the reasons for cancellation of advance
payments. The following table provides the descriptions and sample values for the fields in the
AdvancePaymentCancelReasonCodesImport.csv file.

Field name Required Description Sample value

REASON Yes String. A unique identifier as- 3

sociated with a description
specifying the reason for can-
cellation of an advance pay-
ment.

ALTERNATE_POSTING Yes Boolean. Specifies whether False

the reason code requires a
posting date.

TEXT Yes String. Describes the reason Reversal in closed period.

for cancellation of an advance
payment.

About Exporting Advance Payment Cancellation

Reasons

This task exports IDs and descriptions associated with the reasons for cancellation of advance payments to the
external ERP system.

Export Advance Payment Cancellation Reasons: Sample File

The Export Advance Payment Cancellation Reasons task uses the following CSV files:

• AdvancePaymentCancelReasonCodesExport_sap.csv for SAP ERP

• AdvancePaymentCancelReasonCodesExport_psoft.csv for PeopleSoft ERP
• AdvancePaymentCancelReasonCodesExport_generic.csv for Generic ERP

The following table provides the descriptions and sample values for the fields used in the CSV files for the Export
Advance Payment Cancellation Reasons task:

Invoicing Data Import and Administration Guide

About Importing and Exporting Advance Payment Data PUBLIC 243
Field name Required Description Sample value

REASON Yes String. A unique identifier as- 3

sociated with a description
specifying the reason for can-
cellation of an advance pay-
ment.

ALTERNATE_POSTING Yes Boolean. Specifies whether No

the reason code requires a
posting date.

TEXT Yes String. Describes the reason Reversal in closed period.

for cancellation of an advance
payment.

Invoicing Data Import and Administration Guide

244 PUBLIC About Importing and Exporting Advance Payment Data
Configuring Support for One-Time Vendor
Invoicing

Non-PO Invoices for One-Time Vendors [page 245]

One-Time Vendors in SAP Ariba Solutions [page 246]

Changes to Invoicing Functionality When One-Time Vendor Invoicing Is Enabled [page 249]

Configuration Overview for One-Time Vendor Invoicing [page 251]

Configuring a One-Time Vendor in SAP Ariba Buying and Invoicing [page 256]

Configuring SAP Business Network to Support One-Time Vendor ICS Invoices [page 258]

Supplier and Payment Information on One-Time Vendor Invoices [page 258]

Multiple One-Time Vendor Invoices for the Same Supplier [page 260]

Preparing ICS Providers for One-Time Vendor Invoices [page 262]

ICS Exceptions for One-Time Vendor Invoices [page 268]

Configuring Approval Rules for One-Time Vendor Invoices [page 268]

Integration with External Systems [page 270]

Creating a Non-PO Invoice for a One-Time Vendor [page 273]

Non-PO Invoices for One-Time Vendors

SAP Ariba Buying and Invoicing sites integrated with SAP ERP support one-time vendor invoices.

Buyers sometimes make one-time purchases from suppliers that aren't in their established list of suppliers. For
example:

• A department manager might purchase a cake from a local baker or rent bicycles for a team outing.
• A buyer might use a temporary supplier if the usual supplier can't provide the required goods.

With one-time vendor support, when a supplier sends the invoice for such a one-time purchase, Accounts Payable
(AP) can enter and process the non-PO invoice without adding a new supplier record to their master data. All the
payment information is stored directly on the invoice.

This feature is for non-PO invoices entered by the buyer's AP department and for paper invoices converted via
the buyer's invoice conversion service (also known as SAP Ariba Open ICS). The feature is supported on sites
integrated with SAP ERP.

For details about the workflow of one-time vendor invoices, see One-Time Vendors in SAP Ariba Solutions [page
246].

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 245
Prerequisites

One-time vendor invoices are supported on SAP Ariba Buying and Invoicing sites integrated with SAP ERP.

To enable this feature, have your Designated Support Contact (DSC) submit a case. SAP Support will follow up to
complete the case. They'll configure the following to enable this feature on your site:

• Site configuration parameter Application.Invoicing.AllowOneTimeVendorInvoices

Restrictions

• You create one-time vendor records (also referred to as one-time vendor types) manually in Ariba
Administrator rather than importing them.
• Ship From information can be entered and edited at the header level but not at the line level.
• One-time vendor credit memos and debit memos are not supported.
• This feature supports ICS invoices from the buyer's invoice conversion service (open ICS) but not from SAP
Ariba invoice conversion services.

Related Information

Invoicing and payment process guide

One-Time Vendors in SAP Ariba Solutions

In SAP Ariba solutions, a one-time vendor is a special type of supplier record. It's for a group of suppliers with
whom you conduct business only once or rarely.

The typical process for one-time vendor invoices is to have a type of vendor record specifically for one-time
vendor invoices (for example, a vendor record called "One-time Expenses," or several vendors for different types
of expenses, such as "Catering" and "Charitable Donations"). A one-time vendor record represents an account
from which the ERP system pays one-time vendor invoices. When the invoice entry user creates an invoice and
checks the one-time vendor option, additional fields let the user choose the type of one-time vendor and enter the
actual supplier name and payment information. The supplier and payment information is used for payments and
remittances as well as reporting, and the invoice is registered against the one-time vendor record. The invoice can
then be routed for approval if required.

Invoicing Data Import and Administration Guide

246 PUBLIC Configuring Support for One-Time Vendor Invoicing
 Figure 3: One-Time Vendor Invoices and Payments

In SAP Ariba, one-time vendors don't reference supplier-specific master data such as supplier name and payment
information. Instead, users enter the supplier details directly on the invoice.

The one-time vendor record contains an ID that enables invoices to be routed to the appropriate one-time vendor
account in your ERP system. One-time vendors are not actual suppliers. The suppliers aren't aware that the buyer
is processing their invoices using SAP Ariba. They're just sending invoices and getting paid.

The ERP system, SAP Business Network, and SAP Ariba Buying and Invoicing must all have corresponding one-
time vendor information for one-time vendor invoices and payments to flow correctly.

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 247
Supplier export from SAP Ariba Buying and Invoicing includes one-time vendor records.

Table 4: Regular Suppliers Versus the Individual Suppliers Listed on One-Time Vendor Invoices

Regular supplier Supplier on one-time vendor invoice

A record for the supplier exists in the Yes No

buyer's ERP system master data and
SAP Ariba solution as part of master data

Buyer's SAP Business Network account Yes No

has a record for the supplier

Buyer has an SAP Business Network Yes No

trading relationship with the supplier

Suppliers can be notified automatically Yes No

when invoices are rejected

Payment information (for example, Remit Yes No

To addresses, bank information) is mas- Payment information for the supplier ex-
ter data associated with the supplier ists only on the invoice.

Payment information is included in pay- Yes Yes

ment exports from the SAP Ariba solu-
Payment information comes from the Payment information comes from the in-
tion so the ERP system can pay the sup-
supplier record. voice fields.
plier

Invoice information can be included in re- Yes Yes

ports

Related Information

Configuration Overview for One-Time Vendor Invoicing [page 251]

Invoicing Data Import and Administration Guide

248 PUBLIC Configuring Support for One-Time Vendor Invoicing
Configuring a One-Time Vendor in SAP Ariba Buying and Invoicing [page 256]
Configuring SAP Business Network to Support One-Time Vendor ICS Invoices [page 258]

Changes to Invoicing Functionality When One-Time

Vendor Invoicing Is Enabled
Turning on support for one-time vendor invoicing results in several changes in the user interface, reporting, and
other functionality related to invoicing.

User Interface Changes

The Invoice Entry page includes the following changes:

• A One-time Vendor checkbox is displayed when the Non-PO invoice type is selected.
When the invoice is not in edit mode, the checkbox is replaced with One-time Vendor: Yes, and the field is
displayed only for one-time vendor invoices.
• When One-time Vendor is checked:
• A One-time Vendor Type chooser is added. It contains a list of one-time vendor records. (As with all
choosers, before the chooser opens, a list of the most recently used choices appears. Even though the
chooser contains only one-time vendor records, the list of most recent choices might also include regular
suppliers.)
• The Supplier, Supplier Contact, and Supplier Location fields are removed.
• A Supplier Name text field is added.
• A Supplier Information section is added, with Remit To and Ship From sections for entering supplier
address information.
• A Payment Information section is added. Only users in the Edit One Time Vendor Invoice Payment
Information group can edit the Payment Information section. Users who can view invoices can see the
section on saved and submitted invoices for users who can view invoices. The Bank Account ID and IBAN
ID fields, if used, are masked when the payment information is not editable (when the invoice isn't in edit
mode or the user isn't authorized to edit payment information).
In the Payment Information section, the Payment Method field is required before the invoice can be
fully approved. You can have SAP Ariba customize your site so that the payment method determines
which payment fields are displayed. For example, if the selected payment method is Wire, bank account
information is required. A payment method of Check might require only a remit-to address.

The one-time vendor information provided on the Invoice Entry tab or through the buyer's invoice conversion
service (SAP Ariba Open ICS) is available on the related IR document and payment request.

In searches for invoices, IR documents, and payment requests:

• You can use the Supplier search criteria to find invoices based on the value in the One-time Vendor Type field.
The Supplier chooser in these searches includes one-time vendor records as well as regular suppliers.
• In search results, you can add the column One-time Vendor Name. This column displays the value that's
in the Supplier Name field of one-time vendor invoices so you can see which invoices are for each supplier
associated with a particular one-time vendor type.

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 249
 To add the column, click the Table Options menu  . Click More if you don't see One-time Vendor Name on
the menu.

Changes to Printouts

Printouts for one-time vendor invoices and IR documents include one-time vendor information: an indicator that
the invoice is for a one-time vendor (One-time Vendor: Yes), a One-time Vendor Type field, and a Supplier field
that corresponds to the Supplier Name field of the invoice. The printouts don't include a Supplier Location field.

Administrator Interface Changes

The page for creating a supplier (the Create Partitioned Supplier page) includes the following new fields at the
bottom:

• One-time vendor: Checkbox to indicate whether the supplier is to be used for one-time vendor invoices.
• Invoices allowed per supplier: A limit for the number of invoices that can be submitted for a supplier using this
one-time vendor. This field is visible if One-time vendor is checked.
• When maximum number of invoices is exceeded: Determines whether users can submit invoices for a
supplier even though the maximum number of invoices has been reached for that supplier. This field is visible
when One-time vendor is checked.
• Show warning: Informs the user that their invoice exceeds the maximum number. Allows the user to
submit the invoice anyway.
• Show error: Informs the user that their invoice exceeds the maximum number. Prevents the user from
submitting the invoice.

Changes to Groups

This feature adds a new group, Edit One Time Vendor Invoice Payment Information. Users who belong to this
group can enter and edit payment information on one-time vendor invoices. Users who don't belong to this group
can't edit payment information on one-time vendor invoices. The group Edit One Time Vendor Invoice Payment
Information requires the permission to create invoices.

By adding users to the Edit One Time Vendor Invoice Payment Information group, you can implement a process
where one person enters basic invoice information (supplier, line items) and submits the invoice, and an authorized
approver then adds the payment information. In this way, buyers can separate the duties of the person keying in
the transaction and the person entering the supplier bank details.

 Note

Regardless of whether the approval flow includes approvers from the Edit One Time Vendor Invoice Payment
Information group, users can submit invoices without adding payment information. However, one-time vendor
invoices require payment information before they can be fully approved. The invoice must have a payment
method and any other payment-related fields your site requires for one-time vendor invoices. At some point, a
member of the Edit One Time Vendor Invoice Payment Information group must enter the information.

Invoicing Data Import and Administration Guide

250 PUBLIC Configuring Support for One-Time Vendor Invoicing
Changes to Reporting

This feature adds a new fact, One Time Vendor.

The Invoice (Procurement and Invoicing) fact:

• Includes one-time vendor invoices as well as regular invoices. Prepackaged reports built from the Invoice
(Procurement and Invoicing) fact include one-time vendor invoices.
• Can be joined with the One Time Vendor fact to include one-time vendor invoice amounts and counts
separately from the combined invoice amount and counts already included in the Invoice (Procurement
and Invoicing) fact. For example, if the report shows [INV-P&I] Invoice Count is 100 and [OTV] Number of
Invoices is 20, you know that 20 of the 100 invoices are one-time vendor invoices.

The Supplier dimension includes the following new fields:

• IsOneTimeVendorShell: Corresponds to the supplier checkbox One-time vendor, which indicates whether
the supplier is to be used for one-time vendor invoices.
• MaxInvoiceCount: Corresponds to the supplier field Invoices allowed per supplier, which sets a limit for the
number of invoices that can be submitted for a supplier using the one-time vendor.
• IsHardLimit: Indicates whether the supplier field When maximum number of invoices is exceeded is set to
Show error (a hard limit preventing users from submitting invoices) or Show warning (doesn't prevent users
from submitting invoices).
This field is visible when One-time vendor is checked.

Changes to Data Import and Export

Payment request export includes one-time vendor information if present. For details, see Integration with External
Systems [page 270].

cXML Changes

The following extrinsics under the InvoiceDetailRequestHeader element are for one-time vendor invoices:

• IsOneTimeVendorInvoice: Holds a Boolean value to distinguish one-time vendor invoices (a Yes value) from
regular invoices.
• OneTimeVendorSupplierName: Holds the name of the supplier the invoice is from.

Configuration Overview for One-Time Vendor

Invoicing
This table lists the high-level steps for configuring one-time vendor invoicing.

An SAP Ariba representative performs some of these steps for you, as indicated in the Step column of the table.

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 251
Table 5: Configuration Steps for One-Time Vendor Invoicing

Step Description and considerations Topics with more information

Implementation planning

Plan your configuration Address these questions: Multiple One-Time Vendor Invoices for
the Same Supplier [page 260]
• Which supplier or payment fields on
the invoice do you want to use for Preparing ICS Providers for One-Time
supplier unique ID validation? Vendor Invoices [page 262]
• Which fields do you want to be dis- Configuring Approval Rules for One-Time
played for each payment method? Vendor Invoices [page 268]
Which fields are mandatory for each
payment method?
• Do you need to have any custom
fields added?
• For each one-time vendor, how
many invoices do you want to allow
per individual supplier? When the
limit is reached, do you want users
to see a warning and be allowed to
submit the invoice, or an error and
be prevented from submitting the in-
voice?
• Which users do you want to author-
ize to enter and edit payment in-
formation on one-time vendor invoi-
ces?
• What modifications to the invoice
approval process are necessary?
• Which fields do you want to include
in the export of payment informa-
tion? For CSV exports, do you need
changes to the column order?
• What steps do you need to take to
roll out the one-time vendor process
to users and your invoice conversion
service?

If you already have one-time vendor ac- For each one-time vendor in your ERP
counts in your ERP system, gather in- system, collect the following information:
formation about them so you can add
• ERP vendor ID (unique ID to use for
the required one-time vendors to your
routing)
SAP Ariba solution and SAP Business
Network.
• Name of one-time vendor

Feature enablement

Invoicing Data Import and Administration Guide

252 PUBLIC Configuring Support for One-Time Vendor Invoicing
Step Description and considerations Topics with more information

(SAP Ariba step) Turn on the parameter An SAP Ariba representative sets the pa-
for one-time vendor invoicing. rameter
Application.Invoicing.Allow
OneTimeVendorInvoices to Yes.

(Optional but recommended SAP Ariba Have your designated support contact Multiple One-Time Vendor Invoices for
step) Configure the fields to use for sup- log a service request. An SAP Ariba rep- the Same Supplier [page 260]
plier validation, any additional custom resentative will follow up to complete the
fields in invoices and IR documents, and request.
which fields to include (or exclude) in
payment export tasks.

One-time vendor data synchronization between ERP, SAP Ariba solution, SAP Business Network

If not already done, configure one-time

vendors in your ERP system.

For each ERP one-time vendor, create a In Ariba Administrator, create a supplier Configuring a One-Time Vendor in SAP
one-time vendor in the SAP Ariba solu- organization, supplier (partitioned sup- Ariba Buying and Invoicing [page 256]
tion. plier), and supplier location. Mark the
supplier as a one-time vendor, and con-
figure an ID that corresponds to the IDs
in your ERP system.

Map the supplier to a purchasing unit or

purchasing organization if your site uses
them, so that the one-time vendors users
can work with are filtered appropriately.

Add the one-time vendors to your SAP Add a supplier record and mark it as Configuring SAP Business Network to
Business Network buyer account. a one-time vendor record. Configure a Support One-Time Vendor ICS Invoices
unique supplier ID (private ID) for each [page 258]
one-time vendor.
Supplier IDs

Assign SAP Business Network IDs in the Add the one-time vendor SAP Business Adding, Updating, and Deleting Suppliers

SAP Ariba solution. Network IDs to the one-time vendor re-

cords in the SAP Ariba solution.

ERP integration

Configure integration mappings. Map one-time vendor invoice fields to Integration with External Systems [page
fields in your ERP system for payment 270]
export.

Enable export tasks to include any new A member of the Integration Admin Reviewing and Accepting Data Definition
fields added to support one-time invoic- group accepts changes to the data defini- Changes to Export and Import Tasks
ing. tion for affected integration tasks.

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 253
Step Description and considerations Topics with more information

User permissions

Give users permission to enter and edit Members of the Customer Managing User Groups in Ariba Adminis-
trator
payment information on one-time vendor Administrator or Customer User Admin
invoices. group add users to the group Edit
One Time Vendor Invoice Payment
Information.

Consider whether to add members of the

Invoice Conversion Specialist group to
this group.

ICS support

Give the open ICS provider the informa- Open ICS providers need to know follow- Preparing ICS Providers for One-Time
tion they need to process one-time ven- ing: Vendor Invoices [page 262]
dor invoices.
• IDs of your one-time vendors
• The cXML fields specific to one-time
vendor invoices

Approval process configuration

Update the invoice approval process If some users can create one-time vendor Configuring Approval Rules for One-Time
invoices but can't enter payment infor- Vendor Invoices [page 268]
mation, create an approval rule that adds
the group Edit One Time Vendor Invoice
Payment Information when necessary.

Modify the invoice approval process for

ICS invoices as needed.

Add other approval rules as required by

your one-time vendor process.

Communicate the one-time vendor process to users

Invoicing Data Import and Administration Guide

254 PUBLIC Configuring Support for One-Time Vendor Invoicing
Step Description and considerations Topics with more information

Inform users who enter non-PO invoices Let invoice entry users know: Changes to Invoicing Functionality When
One-Time Vendor Invoicing Is Enabled
• About the process and UI changes
[page 249]
for one-time vendor invoices
• What happens if they can't enter Creating a Non-PO Invoice for a One-
payment information Time Vendor [page 273]

• What to do if they get a warning or Multiple One-Time Vendor Invoices for

error that the maximum number of the Same Supplier [page 260]

invoices has been reached for the

supplier
• What do to if they get a warning that
the specified supplier name differs
from the name on the most recently
submitted invoice for that supplier
(based on the unique identifier con-
figured for one-time vendor invoices,
such as supplier VAT ID)

Inform invoice conversion specialists Let invoice conversion specialists know: ICS Exceptions for One-Time Vendor In-
voices [page 268]
• The process for one-time vendor in-
voices Preparing ICS Providers for One-Time
• The names and IDs of one-time ven- Vendor Invoices [page 262]
dors
• That invoices are routed to them if
the maximum number of invoices
has been reached, but they won't
see the warning or error until they
save or submit the invoice
• What do to if they get a warning that
the specified supplier name differs
from the name on the most recently
submitted invoice for that supplier
(based on the unique identifier con-
figured for one-time vendor invoices,
such as supplier VAT ID)
• What to do if they can't edit pay-
ment information but errors say that
changes are needed (for example, a
required IBAN is missing, but the in-
voice conversion specialist can't en-
ter it because they don't belong to
the group Edit One Time Vendor
Invoice Payment Information)

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 255
Step Description and considerations Topics with more information

Inform SAP Business Network buyer ad- Let SAP Business Network buyer admin- One-Time Vendors in SAP Ariba Solu-
ministrators istrators know: tions [page 246]

• The names and IDs of one-time ven- Configuring SAP Business Network to
dors Support One-Time Vendor ICS Invoices
• The process for adding one-time [page 258]
vendors in the future (requires an
SAP Ariba representative)

Configuring a One-Time Vendor in SAP Ariba Buying

and Invoicing
Use this procedure to create a one-time vendor record for a group of suppliers with whom you conduct business
only once or rarely. You can manually add a supplier in Ariba Administrator and mark it as a one-time vendor.

Prerequisites

• One-time vendor invoicing is supported on sites integrated with SAP ERP.

• Your site must be configured to allow one-time vendor invoices. (The parameter
Application.Invoicing.AllowOneTimeVendorInvoices must be set to Yes.)
• Members of the Customer Administrator group can perform this task.
• Obtain the one-time vendor ID used in your ERP system and the Ariba Network ID of the one-time vendor
record. One-time vendor invoices sent to the ERP system include the ERP vendor ID so the ERP system can
assign the invoice to the correct one-time vendor.

Procedure

1. From the dashboard, choose Manage Core Administration .

2. Choose Supplier Manager Suppliers .

3. Perform one of the following procedures:

• If you don't already have a record for the one-time vendor, create one:
1. Click Create New.
The Create Common Supplier page opens.
2. Enter a name.
3. On the Organization IDs tab, create an organization ID of type networkid for the Ariba Network ID of
the one-time vendor record.

Invoicing Data Import and Administration Guide

256 PUBLIC Configuring Support for One-Time Vendor Invoicing
 4. Go to the Partitioned Suppliers tab, and click Create New.
5. Edit the name if you want.
• If a record for the one-time vendor already exists in your system (from a supplier import, for example):
1. Find the record for the one-time vendor, and click Actions Edit .
2. On the Organization IDs tab, create an organization ID of type networkid for the Ariba Network ID of
the one-time vendor record.
3. Go to the Partitioned Suppliers tab.
4. Scroll to the bottom of the Profile tab for the partitioned supplier, and check One-time vendor.

Additional fields appear.

5. In the Invoices allowed per supplier field, enter the number invoices allowed per supplier using this one-time
vendor.

If you don't enter a value in the field, the limit of invoices is 0. If you don't want to limit the number of invoices,
enter -1.
6. In the field When maximum number of invoices is exceeded, determine what happens when a user tries to
submit an invoice after the maximum number of invoices allowed has been reached:

• Show warning: Informs the user that the maximum number of invoices is exceeded, but lets the user
submit the invoice anyway.
• Show error: Informs the user that the maximum number of invoices is exceeded, and prevents the user
from submitting the invoice.
7. Go to the Organization IDs tab for the partitioned supplier.
8. Go to the Supplier Locations tab for the partitioned supplier.
9. Click Create New.

The Create Supplier Location page opens.

10. Enter a name.
11. Enter the vendor ID from your SAP ERP in the Unique Name field, click OK, and save any unsaved supplier-
related information you entered.

Results

Users who enter one-time vendor invoices can specify the one-time vendor in the One-time Vendor Type field of
the invoice.

 Note

One-time vendor records are included in the integration task for exporting suppliers. Because the One-time
vendor field of the supplier record is not exported, it's not possible to distinguish one-time vendor records from
regular supplier records in the export file.

Related Information

One-Time Vendors in SAP Ariba Solutions [page 246]

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 257
Configuring SAP Business Network to Support One-
Time Vendor ICS Invoices
For invoices from your invoice conversion service (ICS invoices), one-time vendor invoices are routed through SAP
Business Network. To make this possible, your SAP Business Network buyer account must include records for your
one-time vendors.

One-time vendor records on SAP Business Network are not actual suppliers, just as they are not actual suppliers
in SAP Ariba Procurement solutions. There is no trading relationship. One-time vendor records on SAP Business
Network simply enable the transaction flow of one-time vendor invoices.

For each one-time vendor record on SAP Business Network, assign a unique supplier ID (also known as a private
ID).

 Note

On SAP Business Network, there's nothing on a supplier record that indicates whether the record is for a
one-time vendor. One-time vendor invoices count toward the invoice threshold used in ICS quick enablement.

The information in the one-time vendor record, along with one-time vendor transactional details, can be deleted
when the buyer terminates its contract with SAP Ariba.

Supplier and Payment Information on One-Time

Vendor Invoices
Supplier and payment information for one-time vendor invoices is stored directly on the invoice rather than as part
of a supplier record.

Supplier Information

Administrators work with SAP Ariba to determine:

• Which fields to display on the Invoice Entry page

• Whether to include Ship From and custom fields in exports of payment information

 Note

When you're ready to include supplier information from one-time vendor invoices in payment exports, a
member of the Integration Admin group must first accept the changes to the data definition.

The following Supplier Information fields are included on one-time vendor invoices by default.

• Supplier name (always required)

• Ship From address

Invoicing Data Import and Administration Guide

258 PUBLIC Configuring Support for One-Time Vendor Invoicing
• Remit To address

You can have SAP Ariba add custom fields to the Supplier Information section of one-time vendor invoices. The
fields are added to an internal class called OneTimeVendorDetail and are configured to allow editing on one-time
vendor invoices.

Payment Information

Only users who belong to the group Edit One Time Vendor Invoice Payment Information can enter and edit
payment information on one-time vendor invoices.

Depending on your configuration, the payment method on the invoice can determine which payment-related fields
are required. Administrators work with SAP Ariba to determine:

• Which fields to display on the Invoice Entry page for each payment method
• Which fields are mandatory for each payment method
• Whether to include all the fields or a subset of the fields in exports of payment information

 Note

When you're ready to include payment information from one-time vendor invoices in payment exports, a
member of the Integration Admin group must first accept the changes to the data definition.

The following payment-related fields are included on one-time vendor invoices by default. SAP Ariba can hide fields
you don't want to use.

• Remit To address
• Payment method
• Bank name
• Bank branch
• Bank account type
• Bank account ID type
• Bank account ID
• Bank ID type
• Bank ID
• Bank address
• Supplier VAT ID (displayed if customized to allow editing on one-time vendor invoices)

You can have SAP Ariba add custom fields in the Payment Information section of one-time vendor invoices. Here
are some examples:

• Bank ABA routing number

• Name on bank account
• International Bank Account Number (IBAN)
• Bank Identifier Code (BIC)
• SwiftID
• Supplier Tax ID

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 259
Make sure to provide guidance to invoice entry users and your invoice conversion service provider regarding the
information required on one-time vendor invoices.

Multiple One-Time Vendor Invoices for the Same

Supplier
SAP Ariba solutions check one-time invoices to see if any invoices were previously submitted for the same supplier.
Then the system checks for supplier name consistency, duplicate invoice numbers, and whether the maximum
number of invoices has been reached for that supplier.

The following sections explain the process of checking supplier information.

Unique Identifiers for Suppliers on One-Time Vendor Invoices

To check the names of suppliers on one-time vendor invoices, the SAP Ariba solution checks the invoice fields your
organization decided to use as unique identifiers for the suppliers. An SAP Ariba representative configures these
fields based on requirements your organization provides during implementation of the one-time vendor invoice
feature. Some buyers might choose to use the supplier VAT ID, bank account ID, or IBAN on the invoice. Others
might choose to use supplier address information or custom fields. The fields you choose are used for all one-time
vendor invoices in your site.

 Note

If you don't have a unique ID field configured for suppliers on one-time vendor invoices, the value in the
Supplier Name field of the invoice is used for the check. However, because supplier names are not necessarily
unique and are subject to change, we strongly recommend configuring unique IDs.

You can have SAP Ariba configure multiple unique identifiers to cover different situations. For example, you might
want the VAT ID to be the unique identifier in some cases and the Tax ID to be the unique identifier in other cases.
Users entering an invoice for a supplier in Europe can enter the VAT ID, and users entering an invoice for a supplier
in the United States can enter the Tax ID. The SAP Ariba solution uses an "or" condition when checking for unique
identifiers on the invoice. The check for unique identifier passes if the invoice has either a VAT ID or a Tax ID.

SAP Ariba configures an invoice field as a unique ID by setting an internal property called Use as unique
identifier for one-time vendor suppliers.

An invoice can't be approved unless it has a unique identifier for the supplier (or a supplier name, if no unique
identifier is configured).

Maximum Number of Invoices Allowed per Supplier

When you configure a one-time vendor (which involves creating a supplier record that corresponds to a one-time
vendor account in your ERP system), you determine how many invoices can be created on behalf of each supplier.

Invoicing Data Import and Administration Guide

260 PUBLIC Configuring Support for One-Time Vendor Invoicing
For example, suppose you have a one-time vendor type called Charitable Donations, and the maximum number of
invoices for each supplier (that is, for each charitable organization) is 2. If two Charitable Donation invoices have
been submitted for supplier ABC NGO, if someone tries to submit a third invoice for ABC NGO, an error or warning
is displayed, depending on how the Charitable Donation one-time vendor is configured.

 Note

Let users know what to do when they see an error or warning about the maximum number of invoices. For
example, you might have a process for users to request that a supplier be added to your vendor master list.

Setting a maximum limit lets you keep track of the transactions involving suppliers who aren't part of your
organization's vendor master list. The limit you set depends on level of risk you're willing to take with these
suppliers.

Validation for the number of invoices created is based on the one-time vendor used (specified in the One-time
Vendor Type field of the invoice) combined with the value in the field used as unique ID for suppliers on one-time
vendor invoices.

 Note

An invoice isn't counted toward the limit until the field configured as the unique ID for suppliers is filled in. If
the unique ID is a payment field, and your organization has a 2-step one-time vendor invoice process that calls
for an approver (not a preparer) to fill in payment information, and the unique ID is a payment field, the invoice
is not counted toward the maximum limit until the approver fills in the unique ID. Consider whether it's best to
configure a non-payment field as the unique ID to avoid issues with the limit.

Here's a detailed example illustrating how the maximum limit works:

1. Your site has a one-time vendor called One-time Catering. For One-time Catering, the maximum invoices
allowed per supplier is set to 3. The unique identifier for suppliers on one-time vendor invoices is Tax ID.
2. A department purchases a catered lunch from Nellie's Deli and enters a one-time vendor invoice. The invoice
identifies Nellie's Deli (Tax ID 123456789) as the supplier and references the one-time vendor called One-time
Catering.
3. As soon as the user enters the Tax ID, the SAP Ariba solution checks the invoice against the maximum count
setting.
4. Two other departments also enter One-time Catering invoices for Nellie's Deli using the same Tax ID. They both
pass the check against the maximum count setting. At this point, the maximum of 3 invoices is reached for
Nellie's Deli.
5. Someone tries to enter a fourth invoice for Nellie's Deli using the same Tax ID.
6. Validation reveals that the fourth invoice exceeds the maximum number of invoices allowed for a single supplier
under One-time Catering.
7. Depending on how One-time Catering is configured, the SAP Ariba solution displays a warning or an error
saying that the maximum has been exceeded. In the latter case, the invoice can't be submitted.

Invoices with the following statuses don't count toward the maximum limit: Denied, Canceled, Rejected.

Duplicate Invoice Numbers

When a one-time vendor invoice is entered, the SAP Ariba solution checks for duplicate invoice numbers. If
previously entered invoices reference the same unique ID for the supplier, the SAP Ariba solution checks the invoice

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 261
number on the previous invoices to make sure the invoice number on the new invoice is unique. If a duplicate
invoice number is found, an error message is displayed. The invoice can't be submitted.

The check for duplicate invoice numbers considers all one-time vendor invoices, not just those that have the same
value in the One-time Vendor Type field.

The check for for duplicate one-time vendor invoice numbers doesn't take the year into account. It checks all
invoices ever created with the same one-time vendor and same unique ID for the supplier.

Supplier Name Inconsistencies

When a one-time vendor invoice is entered, if an invoice already existed referencing the same one-time vendor
and the same unique ID for the supplier, the SAP Ariba solution checks whether the supplier name is consistent
between the latest existing invoice and the new invoice.

This check is to prevent inadvertent differences in supplier names. However, different supplier names with the
same unique ID are allowed. Such a situation can happen if, for example, a business changes its name or is
acquired by a another company, but the value your site uses as the unique ID doesn't change.

If the supplier names are different, a message lets the user know. The user can choose to either keep the supplier
name they entered or use the one that was previously used.

Here's an example illustrating the check for supplier name consistency:

1. There's a one-time vendor called One-time Catering. The unique identifier for suppliers is Tax ID.
2. A user submits a one-time vendor invoice for Nellie's Deli, Tax ID 123456789, referencing the one-time vendor
called One-time Catering.
3. Validation reveals a previous one-time vendor invoice referencing One-time Catering with Tax ID 123456789,
but the supplier name on that invoice is Nellie's Cafe.
4. A message is displayed, informing the user of the name difference.
5. The user chooses to change the supplier name to Nellie's Deli or keeps the name Nellie's Cafe.

Preparing ICS Providers for One-Time Vendor

Invoices
One-time vendor invoices sent from your invoice conversion service (ICS invoices) require additional information
for proper processing.

The following information is required in ICS cXML invoices:

• One-time vendor ID
• Name of the supplier who sent the invoice
• An indicator that the invoice is a one-time vendor invoice
• Payment information

 Note

One-time vendor invoices count toward the invoice threshold used in ICS quick enablement.

Invoicing Data Import and Administration Guide

262 PUBLIC Configuring Support for One-Time Vendor Invoicing
Supplier Credentials in One-Time Vendor ICS Invoices

Identify the one-time vendor record in the From element of the header using the Ariba Network ID of the one-time
vendor record.

Identify the name of the supplier who sent the invoice using the OneTimeSupplierName extrinsic.

Extrinsics

For ICS invoices, include the following extrinsics in the InvoiceDetailRequestHeader element.

<Extrinsic The name of the supplier who sent the invoice.

name="OneTimeSupplierName">Bakery Z</
Extrinsic>

<Extrinsic Indicates that the invoice is a one-time vendor invoice.

name="IsOneTimeVendorInvoice">true</
Extrinsic>

Payment Information

Depending on your configuration, the payment method on the invoice can determine which payment-related fields
are required. It's a good idea to let the ICS provider know what payment information you expect one-time vendor
invoices to include.

ICS Exception Handling for One-Time Vendor Invoices

Members of the Invoice Conversion Specialist group can edit ICS one-time vendor invoices. However, they can't
enter or edit payment information unless they also belong to the group Edit One Time Vendor Invoice Payment
Information.

If any users belong to the Invoice Conversion Specialist group, consider adding them to the Edit One Time
Vendor Invoice Payment Information, too, so they can correct payment information when necessary. The group
Edit One Time Vendor Invoice Payment Information doesn't authorize creating invoices.

Inform the invoice conversion specialist of your organization's process for resolving errors involving one-time
vendor invoice limits. If the maximum number of invoices has already been reached for a given supplier, and the
limit is handled is with an error, additional invoices for the supplier have a status of Submitted with Errors in the
SAP Ariba solution and are routed to the invoice conversion specialist.

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 263
Example: ICS Invoice cXML Excerpts

 Sample Code

<cXML payloadID="invoiceOTV97" timestamp="2018-06-26T15:50:14-07:00">

<Header>
<From>
<Credential domain="NetworkId">
<Identity>AN02004473907</
Identity>
</Credential>
<Credential domain="buyersystemid">
<Identity>Buyer_373813</
Identity>
</Credential>
</From>
<To>
<Credential domain="NetworkId">
<Identity>AN71000002392</
Identity>
</Credential>
</To>
<Sender>
<Credential domain="NetworkID">
<Identity>AN01000000001</Identity>
<SharedSecret>welcome1a</SharedSecret>
</Credential>
<UserAgent>ICS 123</UserAgent>
</Sender>
</Header>
<Request deploymentMode="production">
<InvoiceDetailRequest>
<InvoiceDetailRequestHeader invoiceDate="2018-05-23T11:02:48+05:30"
invoiceID="ICSTestOTV97" invoiceOrigin="supplier" operation="new"
purpose="standard">
<InvoiceDetailHeaderIndicator />
<InvoiceDetailLineIndicator isAccountingInLine="yes" />
<InvoicePartner>
<Contact addressID="3000" role="billTo">
<Name xml:lang="en">New York</Name>
<PostalAddress name="default">
<Street>691 Broadway</Street>
<City>NEW YORK</City>
<State>NY</State>
<PostalCode>10001</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
<Phone name="work">cid:[email protected]
<TelephoneNumber>
<CountryCode isoCountryCode="US">1</CountryCode>
<AreaOrCityCode>040</AreaOrCityCode>
<Number>227070</Number>
</TelephoneNumber>
</Phone>
<Fax name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US" />
<AreaOrCityCode />
<Number />
</TelephoneNumber>
</Fax>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact addressID="AD1001" role="remitTo">
<Name xml:lang="en" />

Invoicing Data Import and Administration Guide

264 PUBLIC Configuring Support for One-Time Vendor Invoicing
 <PostalAddress name="default">
<Street>123 West Ave</Street>
<City>San Francisco</City>
<State>CA</State>
<PostalCode>90001</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact addressID="" role="from">
<Name xml:lang="en" />
<PostalAddress name="default">
<Street>123 West Ave</Street>
<City>San Francisco</City>
<State>CA</State>
<PostalCode>90001</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact addressID = "US005" role = "soldTo">
<Name xml:lang = "en">CA Hqtrs.</Name>
<PostalAddress>
<Street>3000 Airport Boulevard</Street>
<City>San Francisco</City>
<State>CA</State>
<PostalCode>94128</PostalCode>
<Country isoCountryCode = "US">United States</Country>
</PostalAddress>
<Email>[email protected]</Email>
</Contact>
</InvoicePartner>
<InvoicePartner>
<Contact addressID="" role="wireReceivingBank">
<Name xml:lang="en">Deutsche Bank</Name>
<PostalAddress name="default">
<Street>567 East Ave</Street>
<City>San Francisco</City>
<State>CA</State>
<PostalCode>90006</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
<IdReference domain="swiftID" identifier="SWIFT123"/>
<IdReference domain="ibanID" identifier="IBAN234"/>
<IdReference domain="accountName" identifier="Bill's Bakery
Checkings"/>
<IdReference domain="accountID" identifier="123456789"/>
<IdReference domain="accountType" identifier="Checking"/>
<IdReference domain="branchName" identifier="West Ave Branch"/>
</InvoicePartner>
<InvoiceDetailShipping>
<Contact addressID="" role="shipFrom">
<Name xml:lang="en" />
<PostalAddress name="default">
<Street>123 West Ave</Street>
<City>San Francisco</City>
<State>CA</State>
<PostalCode>90001</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
</Contact>
<Contact addressID="3000" role="shipTo">
<Name xml:lang="en">New York</Name>
<PostalAddress name="default">
<Street>691 Broadway</Street>

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 265
 <City>NEW YORK</City>
<State>NY</State>
<PostalCode>10001</PostalCode>
<Country isoCountryCode="US">United States</Country>
</PostalAddress>
<Phone name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US">1</CountryCode>
<AreaOrCityCode>040</AreaOrCityCode>
<Number>227070</Number>
</TelephoneNumber>
</Phone>
<Fax name="work">
<TelephoneNumber>
<CountryCode isoCountryCode="US" />
<AreaOrCityCode />
<Number />
</TelephoneNumber>
</Fax>
</Contact>
</InvoiceDetailShipping>
<Extrinsic name = "paymentMethod">wire</Extrinsic>
<Extrinsic name = "supplierVatID">cathyVATID1</Extrinsic>
<Extrinsic name = "OneTimeSupplierName">Bill's Bakery</Extrinsic>
<Extrinsic name = "IsOneTimeVendorInvoice">true</Extrinsic>
<Extrinsic name="invoiceSourceDocument"/>
<Extrinsic name="invoiceSubmissionMethod"/>
<Extrinsic name="CompanyCode">3000</Extrinsic>
</InvoiceDetailRequestHeader>
<InvoiceDetailOrder>
<InvoiceDetailOrderInfo>
<SupplierOrderInfo orderID="Unknown" />
</InvoiceDetailOrderInfo>
<InvoiceDetailItem quantity="100" invoiceLineNumber="1">
<UnitOfMeasure>EA</UnitOfMeasure>
<UnitPrice>
<Money alternateCurrency="" alternateAmount=""
currency="USD">5</Money>
</UnitPrice>
<InvoiceDetailItemReference lineNumber="0">
<ItemID>
<SupplierPartID/>
</ItemID>
<Description xml:lang="en-US">Layer cake</Description>
<Classification domain="unspsc">7313</Classification>
</InvoiceDetailItemReference>
<SubtotalAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">100.00</Money>
</SubtotalAmount>
<GrossAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">100.00</Money>
</GrossAmount>
<NetAmount>
<Money alternateCurrency="" alternateAmount=""
currency="USD">100.00</Money>
</NetAmount>
<Distribution>
<Accounting name="DistributionCharge">
<AccountingSegment id="100">
<Name xml:lang="en">Percentage</Name>
<Description xml:lang="en">Percentage</Description>
</AccountingSegment>
<AccountingSegment id="0000410000">
<Name xml:lang="en">GeneralLedger</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>

Invoicing Data Import and Administration Guide

266 PUBLIC Configuring Support for One-Time Vendor Invoicing
 <AccountingSegment id="0000002100">
<Name xml:lang="en">CostCenter</Name>
<Description xml:lang="en">ID</Description>
</AccountingSegment>
</Accounting>
<Charge>
<Money alternateCurrency=""alternateAmount=""
currency="USD">100.00</Money>
</Charge>
</Distribution>
<Comments />
</InvoiceDetailItem>
</InvoiceDetailOrder>
<InvoiceDetailSummary>
<SubtotalAmount>
<Money alternateCurrency=""alternateAmount=""
currency="USD">100.00</Money>
</SubtotalAmount>
<Tax>
<Money alternateCurrency=""alternateAmount=""
currency="USD">0.00</Money>
<Description xml:lang="en">TotalTax</Description>
</Tax>
<SpecialHandlingAmount>
<Money alternateCurrency=""alternateAmount=""
currency="USD">0.00</Money>
</SpecialHandlingAmount>
<ShippingAmount>
<Money alternateCurrency=""alternateAmount=""
currency="USD">0.00</Money>
</ShippingAmount>
<GrossAmount>
<Money alternateCurrency=""alternateAmount=""
currency="USD">100.00</Money>
</GrossAmount>
<InvoiceDetailDiscount>
<Money alternateCurrency=""alternateAmount=""
currency="USD">0.00</Money>
</InvoiceDetailDiscount>
<TotalCharges>
<Money alternateCurrency=""alternateAmount=""
currency="USD">0.00</Money>
</TotalCharges>
<NetAmount>
<Money alternateCurrency=""alternateAmount=""
currency="USD">100.00</Money>
</NetAmount>
<DueAmount>
<Money alternateCurrency=""alternateAmount=""
currency="USD">100.00</Money>
</DueAmount>
</InvoiceDetailSummary>
</InvoiceDetailRequest>
</Request>
</cXML>

Related Information

ICS Exceptions for One-Time Vendor Invoices [page 268]

Supplier and Payment Information on One-Time Vendor Invoices [page 258]
Configuring SAP Business Network to Support One-Time Vendor ICS Invoices [page 258]

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 267
ICS Exceptions for One-Time Vendor Invoices
One-time vendor invoices sent from buyer's invoice conversion service (SAP Ariba Open ICS) follow the same flow
as standard ICS invoices. Invoices with errors or missing information have a status of Submitted With Errors and
are routed to an invoice conversion specialist, who resolves the issues and resubmits the invoice.

 Note

This flow requires that your SAP Business Network account and SAP Ariba solution be configured for ICS
exception handling. For more information, see ICS Exception Handling in SAP Ariba Procurement solutions.

Here are some issues specific to validation of one-time vendor invoices:

• Duplicate supplier invoice number: An invoice with the same invoice number has already been registered in
the SAP Ariba solution for that supplier.
• Too many invoices for one supplier: The number of invoices referencing the same one-time vendor and
supplier exceeds the maximum allowed for the one-time vendor.
Invoice conversion specialists can't see this issue by simply opening the invoice. The error or warning shows up
when they try to submit the invoice.
• Missing information: Required supplier or payment fields don't have a value.

Related Information

Multiple One-Time Vendor Invoices for the Same Supplier [page 260]

Configuring Approval Rules for One-Time Vendor

Invoices
You can create approval rules specific to one-time vendor invoices and invoice reconciliation (IR) documents.

For example, if your process for one-time vendor invoices calls for one person to create the invoice and a different
person to add the payment information, you can create an approval rule that adds the Edit One Time Vendor
Invoice Payment Information group to the approval flow. An approver from that group can add the payment
information.

Use the invoice field IsOneTimeVendorInvoice to create a field match condition that distinguishes one-time
vendor invoices from regular invoices.

• To add an approval rule specifically for one-time vendor invoices in the invoice approval process, add a Field
Match condition and select the field IsOneTimeVendorInvoice.
• To add an approval rule for one-time vendor invoices in the IR approval process, add a Field Match condition,
expand the Invoice field in the field selector, and select IsOneTimeVendorInvoice.

You can also create field match conditions using the OneTimeVendorInvoiceDetail fields.

Following are example use cases for one-time vendor invoice approval rules.

Invoicing Data Import and Administration Guide

268 PUBLIC Configuring Support for One-Time Vendor Invoicing
• If the users who create one-time vendor invoices aren't authorized to enter the payment information, create an
approval rule that adds the group Edit One Time Vendor Invoice Payment Information to the approval flow.
Such a rule says, "If the invoice preparer doesn't belong to the group Edit One Time Vendor Invoice Payment
Information, add that group to the approval flow."
1. In the approval process editor, insert a None Is True subcondition.
2. Add the predefined condition Preparer In Group.
3. Select the group Edit One Time Vendor Invoice Payment Information.
• To add an approval rule for one-time vendor invoices based on amount, combine an
Invoice.IsOneTimeVendorInvoice field match with the predefined condition Total Cost Exceeds Limit.
• To add an approval rule specific to one-time vendor invoices from your invoice conversion service (ICS
invoices), combine an Invoice.IsOneTimeVendorInvoice field match with the a field match for the
Invoice.InvoiceSubmissionMethod value PaperViaICS.

Tips

• You might have approval rules based on supplier information on the invoice. Keep in mind that one-time vendor
invoices don't reference regular supplier records.
For example, a regular invoice has a supplier address that's automatically populated based on the specified
supplier. One-time vendor invoices, on the other hand, have ad hoc address information, if any. Therefore, field
matches for regular supplier-related fields don't work the same way with one-time vendor invoices.
• When creating field match conditions for one-time vendor invoices, pay attention to the Field Label column in
the field selector. Look for fields whose labels match what you see on the page for one-time vendor invoices.
• The following table lists a few invoice fields buyers might choose to base approval rules on.

Field you want to base a condition on Field in the field selector for invoices

All one-time vendor invoices IsOneTimeVendorInvoice

All ICS one-time vendor invoices combine an Invoice.IsOneTimeVendorInvoice

field match with the a field match for
the Invoice.InvoiceSubmissionMethod value
PaperViaICS

One-time Vendor Type field on the invoice OnetimeVendorInvoiceDetail.Supplier

The Supplier Name field on the invoice OnetimeVendorInvoiceDetail.SupplierName

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 269
 Field you want to base a condition on Field in the field selector for invoices

Payment information on the invoice The fields under

OneTimeVendorInvoiceDetail.SupplierPayme
ntLocation

 Note
In the field selector, the SupplierBankInfo fields
are not applicable to one-time vendor invoices. They
hold bank information associated with regular supplier
records in your site.

• To add an approval condition based on payment method, create a field match condition using the field
OneTimeVendorInvoiceDetail.PaymentMethodType.
• To add an approval condition based on the purchasing unit of the one-time vendor
specified in the One-time Vendor Type field, create a field match condition using the field
OneTimeVendorInvoiceDetail.Supplier.ProcurementUnits.
• To use one-time vendor invoice fields in field match conditions for invoice reconciliation (IR) documents, in the
field selector, first expand the Invoice fields.

Integration with External Systems

Documents related to one-time vendor invoices include supplier and payment information so the ERP system can
pay the suppliers and export the appropriate remittance information.

Payment information for one-time vendor invoices is included in the export of payment requests so your ERP
system can pay the suppliers. Exported information includes:

• The value in the One-time Vendor Type field of the invoice

• The value in the Supplier Name field of the invoice
• The payment method
• Columns for the Ship From address (only if the Ship From fields are customized to be included in payment
export)
• Fields for payment details such as bank information and Remit To addresses

SAP Ariba can configure the order of fields in the CSV export for you using the internal tasks Export CSV Column
Orders and Import CSV Column Orders.

Remittance Import

Remittance imports can include remittance information for one-time vendor invoices. Make sure the supplier
records for your one-time vendors are configured correctly so the SAP Ariba solution can map the remittance
information to the correct one-time vendor record.

Invoicing Data Import and Administration Guide

270 PUBLIC Configuring Support for One-Time Vendor Invoicing
Payment Exports from SAP Ariba Buying and Invoicing

The following table lists fields added to the Export Payment Requests task for one-time vendor invoices. The table
covers integration via web services and via CSV file channel. Using the file channel requires you to implement a
custom integration.

You can have additional fields added to payment exports through customization.

Table 6: One-Time Vendor Info in Payment Exports via File Channel or Web Services

Web services export element (under

OnetimeVendorInvoiceDetail CSV file export column (in
Field on one-time vendor invoice unless otherwise noted PaymentHeaderExport.csv)

One-time Vendor Type Supplier DIFF_INV

Supplier Name SupplierName VENDOR_NAME

Street in the Remit To section Lines REMIT_TO_STREET

 Note
All Remit To fields are under
SupplierRemitToAddress.Po
stalAddress.

City in the Remit To section City REMIT_TO_CITY

State/Province/Region in the Remit To State REMIT_TO_STATE

section

Country/Region in the Remit To section Country.UniqueName REMIT_TO_COUNTRY

Postal Code in the Remit To section

PostalCode REMIT_TO_POSTALCODE

Payment Method PaymentMethodType () PYMT_METH

 Note
This element is under
Payment_PaymentHeaderExpo
rtWS, not
OnetimeVendorInvoiceDetai
l.

Bank Name BankName BANK_NAME

 Note
All bank info fields are under
SupplierPaymentLocation.

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 271
 Web services export element (under
OnetimeVendorInvoiceDetail CSV file export column (in
Field on one-time vendor invoice unless otherwise noted PaymentHeaderExport.csv)

Branch Name BranchName BRANCH_NAME

Bank Account Type BankAccountType.UniqueName BANK_ACCOUNT_TYPE

Bank Account ID Type BankAccountIDType.UniqueNam BANK_ACCOUNT_ID_TYPE

e

Bank Account ID BankAccountID BANK_ACCOUNT_ID

Bank ID Type BankIDType.UniqueName BANK_ID_TYPE

Bank ID BankID BANK_ID

IBAN IBanID IBAN_ID

Street in the Bank Address section BankAddress.PostalAddress.L BANK_STREET

ines

City in the Bank Address section BankAddress.PostalAddress.C BANK_CITY

ity

State/Province/Region in the Bank BankAddress.PostalAddress.S BANK_STATE

Address section tate

Postal Code in the Bank Address section BankAddress.PostalAddress.P BANK_POSTALCODE

ostalCode

Country/Region in the Bank Address BankAddress.PostalAddress.C BANK_COUNTRY

section ountry.UniqueName
(Corresponds to the bank country key in
SAP ERP.)

The following fields in the Ship From section of one-time vendor invoices are included in PaymentHeaderExport.csv (file
channel) and the PaymentHeaderExport element (web service) only if the fields are customized for inclusion in payment
exports.

Street in the Ship From section ShipFrom element InvoiceReconciliation_OneTi

meVendorInvoiceDetail_ShipF
rom_STREET

City in the Ship From section ShipFrom element InvoiceReconciliation_OneTi

meVendorInvoiceDetail_ShipF
rom_CITY

Invoicing Data Import and Administration Guide

272 PUBLIC Configuring Support for One-Time Vendor Invoicing
 Web services export element (under
OnetimeVendorInvoiceDetail CSV file export column (in
Field on one-time vendor invoice unless otherwise noted PaymentHeaderExport.csv)

State in the Ship From section ShipFrom element InvoiceReconciliation_OneTi

meVendorInvoiceDetail_ShipF
rom_STATE

Country/Region in the Ship From sec- ShipFrom element InvoiceReconciliation_OneTi

tion meVendorInvoiceDetail_ShipF
rom_COUNTRY

Postal Code in the Ship From section ShipFrom element InvoiceReconciliation_OneTi

meVendorInvoiceDetail_ShipF
rom_POSTALCODE

Related Information

Supplier and Payment Information on One-Time Vendor Invoices [page 258]

Configuring a One-Time Vendor in SAP Ariba Buying and Invoicing [page 256]

Creating a Non-PO Invoice for a One-Time Vendor

When a supplier that you plan to use just once (or rarely) sends an invoice, and the supplier isn't in your
organization's master vendor list, you can still enter and process the invoice if your site supports one-time vendor
invoices.

Prerequisites

Buyer users who can create non-PO invoices can perform this task.

Members of the group Edit One Time Vendor Invoice Payment Information can enter and edit supplier payment
information on the invoice. If you create a one-time vendor invoice and can't enter payment information, submit the
invoice without the payment information. Depending on your site's invoice approval process, when you submit the
invoice, it's routed to an approver who can enter payment information.

Context

Your organization determines the circumstances in which one-time vendor invoices are allowed.

Invoicing Data Import and Administration Guide

Configuring Support for One-Time Vendor Invoicing PUBLIC 273
Unlike regular invoices, with one-time vendor invoices, you enter supplier details directly on the invoice. An
authorized user adds the payment information to the invoice.

Procedure

1. From the dashboard, click Create Invoice .

2. In the Type field, choose Non-PO.

A One-time Vendor checkbox is displayed.

3. Check One-time Vendor.

A One-time Vendor Type chooser is displayed.

4. In the One-time Vendor Type chooser, search for and select the one-time vendor to use for this invoice
according to your organization's process for one-time vendor invoices.
5. Fill in the fields in the Supplier Information section.

Tips:
• Make sure to enter the supplier name correctly.
• The Ship From address is the same as the Remit To address by default. To enter a different Ship From
address, under Ship From, uncheck Same as Remit To address and fill in the address fields.
6. If you're authorized to enter payment information (through the group Edit One Time Vendor Invoice Payment
Information), fill in the information in the Payment Information section.

If you're not authorized to enter payment information, the approval flow for the invoice will include someone
who can do that for you.
7. Add the line items and any taxes, charges, and discounts.
8. Submit the invoice.

Results

The approval flow is generated, and the invoice is routed to the first approver. If no approvals are required, the
invoice is automatically approved.

Invoicing Data Import and Administration Guide

274 PUBLIC Configuring Support for One-Time Vendor Invoicing
Invoicing and Payment Data CSV Files
Reference

The invoicing and payment data CSV file reference table lists all CSV files, describes them, and indicates if they are
required. A CSV file is required if the data it contains is required for SAP Ariba Procurement solutions to function
properly. Unless otherwise noted, required files should not be empty.

File Description Required

Accounting.csv Defines system-wide accounting information. See Notes

BankAccountIDType.csv Defines bank account number types. See Notes

BankAccountType.csv Defines all supported types of bank account types, such as See Notes
checking accounts and savings accounts.

BankIDType.csv Defines bank identifier types. See Notes

BuyerPaymentBankLocation.csv Defines general bank payment information, such as bank See Notes
names and addresses, for buyer bank accounts. It also asso-
ciates each bank payment location with a bank identifier type,
bank account type, and bank account number type.

ChargeType.csv Defines charge types that can be used to apply charges on No

invoices. It also defined the mapping between charge types
used in SAP Ariba Procurement solutions and charge types
used in SAP Business Network.

ContractHeader.csv Defines header-level information for contracts. See Notes

ContractItemInformation.csv Defines line-level details for contracts. See Notes

DocumentType.csv This file is required only for sites integrated with SAP ERP Yes, only for
systems. It defines the ERP document types that can be used SAP var-
for advance payments. iants

GLIndicator.csv This file is required only for sites integrated with SAP ERP Yes, only for
systems. It defines the ERP general ledgers that can be used SAP var-
for advance payments. iants

InvoiceExceptionType.csv Defines invoice exception types. An invoice exception repre- No

sents a single discrepancy between the data on the supplier
invoice and the data in SAP Ariba Procurement solutions.
Exceptions can represent a variety of issues, such as missing
receipts, mismatched quantities or prices, duplicate invoices,
or tax variances.

InvoiceExceptionTypeValidation.cs Defines validation data for the invoice exception types defined No
v in InvoiceExceptionType.csv. Invoice exception type
validation data defines exactly which fields to compare and
what tolerances to allow for each type of invoice exception.

InvoiceExceptionTypeCCCOverride.c Defines an invoice exception override driver for commodity Yes

sv codes.

Invoicing Data Import and Administration Guide

Invoicing and Payment Data CSV Files Reference PUBLIC 275
File Description Required

InvoiceExceptionTypeSupplierOverr Defines an invoice exception override driver for suppliers. Yes

ide.csv

InvoiceExceptionTypeOverrideValid Defines which override driver to assign to an invoice excep- Yes

ation.csv tion, and specifies the override tolerance values, auto-rejec-
tion/auto-acceptance settings and the groups responsible to
resolve invoice exception triggered by the override.

InvoiceLimit.csv An approver lookup table that associates groups and invoice No

limits with either purchasing units or two ERP-specific "rule
units." This file is read by the default invoice reconciliation
approval rule called PO Invoice Cap Rule,

InvoiceNonPOLimit.csv An approver lookup table that associates groups and non-PO No

invoice limits with either purchasing units or two ERP-specific
'rule units." This file is read by the default invoice reconcilia-
tion approval rule called Non-PO Invoice Cap Rule.

InvoiceRejectionReason.csv Defines codes for the reasons users reject invoices. Applica- No
ble if the parameter Require reason codes for invoice
rejection
(Application.Invoicing.UseInvoiceRejection
ReasonCodes) is set to Yes. If you enable and configure
reason rejection codes, users who reject an invoice must se-
lect one or more rejection reasons from a list of rejection rea-
sons you define.

PaymentMethodType.csv Defines payment methods. A payment method defines how Yes

a buying organization makes a payment to a supplier. Typical
payment methods include check, Automatic Clearing House
(ACH) electronic transfer, wire transfer, and credit card (pur-
chasing card).

PaymentTerms.csv Contains payment term names and descriptions. Payment Yes

terms specify the time period in which a supplier requests
payment and any discounts that the supplier chooses to
make available for early payment. For example, payment
terms of Net30 might mean that a payment is due within 30
days, but with a 10 percent discount available if payment is
made within 15 days.

PaymentTermStepDetails.csv Contains details about the specific discounts you define in Yes
PaymentTermSteps.csv. You can define several possible
discount schedules.

PaymentTermSteps.csv Contains installment levels for each payment term you define Yes
in PaymentTerms.csv.

RemittanceLocation.csv Contains a list of remittance locations. When generating a Yes

payment request, the SAP Ariba invoicing solution uses the
remittance location associated with that supplier location.
Each supplier location must have its own remittance location.

RemittanceLocationDetails.csv Defines the details of each remittance location specified in Yes

RemittanceLocation.csv.

Invoicing Data Import and Administration Guide

276 PUBLIC Invoicing and Payment Data CSV Files Reference
File Description Required

SLRemittanceInformation.csv Defines SAP Business Network payment information for sup- Yes
plier locations.

SLRemittanceInformationDetails.cs Associates supplier locations with remittance locations. Each Yes

v supplier location must have its own remittance location. You
cannot associate multiple supplier locations with the same
remittance location.

SupplierPaymentBankLocation.csv Defines general bank payment information, such as bank See Notes
names and addresses, for supplier bank accounts. It also as-
sociates each bank payment location with a bank identifier
type, bank account type, and bank account number type.

TaxCodeHeader.csv and Defines tax codes that SAP Ariba Procurement solutions use Yes
TaxCodeDetails.csv to calculate tax rates.

TaxCodeLookup.csv Defines the tax code lookup table. Yes

TaxCodeLookupFieldMapping.csv Defines the mapping between tax code lookup fields and line Yes
item fields.

TaxComponent.csv Defines tax components that can assigned to tax codes, to Yes
apply taxes on invoices.

TaxRateLookupByTaxCode.csv Defines the tax rate lookup by tax code table, Yes

TaxType.csv Defines tax types that can be used to apply taxes on invoices Yes
in SAP Ariba Procurement solutions.

TaxTypeMap.csv Maps the common tax names found on invoices to tax-related Yes
procurement line types.

TermPricing.csv Defines pricing terms for contracts. See Notes.

TieredPricing.csv Defines pricing tiers for contract items. See Notes.

WHTLookupFieldMapping.csv Defines the mapping between tax code lookup fields and line Yes
item fields for withholding taxes.

 Note

• BankAccountIDType.csv, BankAccountType.csv, BankIDType.csv,

BuyerPaymentBankLocation.csv, and SupplierPaymentBankLocation.csv are required only if you use
the SAP Business Network payment model. If you use the External System payment model, bank information is optional.
• ContractHeader.csv and ContractItemInformation.csv are required for services invoicing features such
as service invoice accumulation against contracts, supplier punch-in from SAP Business Network during service sheet
creation, and service sheet validation. Accounting.csv, TermPricing.csv, and TieredPricing.csv are op-
tional contract information that can be uploaded alongside contract header and item data to further define contract item
pricing and accounting. See the Common Data Import and Administration for SAP Ariba Procurement Solutions for more
information.

Invoicing Data Import and Administration Guide

Invoicing and Payment Data CSV Files Reference PUBLIC 277
Cancellation of Approved Invoices in the ERP
System

If an approved invoice is canceled or reversed in the ERP system (for example, if it was posted to the wrong account
or with the wrong amount), the status of the invoice reconciliation (IR) document can be changed to Rejected.

• In SAP Ariba Invoice Management, IRs with a status of Paying or Paying Failed automatically switch to
Rejected status when SAP Business Network sends a status update request saying the invoice has been
rejected.
• In SAP Ariba Buying and Invoicing, an integration administrator for your organization sets up a web service to
receive invoice cancellations from the ERP system.
• Alternatively, invoice administrators can manually force the IR to go from Paying or Paying Failed to Rejected
using a Force Reject button.

 Note

When you click Force Reject, a warning that explains what the force reject action does and doesn't do is
displayed. For more information, see Enhanced warnings for force actions on invoices and payments.

• If the ERP system cancels an invoice that is already paid, the IR document status changes from Paid status to
Paying status.

When the IR is rejected or a payment is cancelled, accumulators on the purchase orders, contracts, and goods
receipts that were updated by the invoice are decremented for the amount on the rejected invoice.

Restrictions

• Fully or partially paid invoices can't be rejected.

• You can reject an invoice against a closed PO, but the closed PO isn't automatically reopened when you do so.
(On the other hand, if you reject an invoice against a closed contract, the contract is reopened.)

Invoicing Data Import and Administration Guide

278 PUBLIC Cancellation of Approved Invoices in the ERP System
Workflow for Automatic Rejection in SAP Ariba Invoice Management

Invoicing Data Import and Administration Guide

Cancellation of Approved Invoices in the ERP System PUBLIC 279
Workflow for Automatic Rejection in SAP Ariba Buying and Invoicing

 Note

Buyers who choose not to invoke the web service when an invoice is canceled in the ERP system can use the
Force Reject button to manually reject the invoice in SAP Ariba Buying and Invoicing.

Invoicing Data Import and Administration Guide

280 PUBLIC Cancellation of Approved Invoices in the ERP System
Manual Rejection in SAP Ariba Buying and Invoicing

 Note

If you force-reject an IR that was not already reversed in the ERP system, you can manually reverse the invoice
in the ERP system either before or after you force-reject the IR in the SAP Ariba solution.

Invoicing Data Import and Administration Guide

Cancellation of Approved Invoices in the ERP System PUBLIC 281
Configuring a Web Service for Auto-Rejecting
Approved Invoices Canceled in the ERP System
Use this procedure to configure a web service for auto-rejecting approved invoices canceled in the ERP system.

Prerequisites

You must be a member of the Customer Administrator or Integration Admin group to configure integration
events.

Context

For SAP Ariba Buying and Invoicing to receive invoice cancellations from the ERP system and change the invoice
reconciliation status to Rejected, you configure an inbound end point for the SOAP request sent by the ERP
system, and then enable a web service. The web service Invoice reconciliation status from external system is an
inbound task that provides status updates from an external ERP system. If a fully approved invoice is canceled in
the ERP system, the web service receives the status updates in the form of SOAP requests from the ERP system,
and then changes the status of the invoice reconciliation to Rejected in SAP Ariba Buying and Invoicing.

This feature is supported in SAP Integration Suite, managed gateway for spend management and SAP Business
Network 2003 (Q1 2020) release and later.

Procedure

1. From the dashboard, choose Manage Core Administration .

2. Choose Integration Manager End Point Configuration .

3. Click Create New.
4. Enter a name for the end point.
5. Choose the type of end point (Inbound).
6. Perform one of the following actions:

• If you are using WS-Security, paste the contents of the certificate file from the EAI system in the
Certificate File field under Web Services Security. Provide the SAP Ariba certificate to the ERP
administrator.
• To use HTTP Basic Authentication, navigate to the HTTP Authentication area. Enter the user ID in the
Login field and the password in the Password fields. Provide this information to the ERP administrator.
7. Click Save.

8. Choose Integration Manager Integration Configuration .

Invoicing Data Import and Administration Guide

282 PUBLIC Cancellation of Approved Invoices in the ERP System
9. Find the web services task called Invoice reconciliation status from external system, and choose Actions
Edit .

The Edit data import/export task page opens.

10. In the Status field, select Enabled.
11. In the End point field, select the end point from the dropdown.
12. Click the View WSDL link to generate the WSDL file for the service.
13. Click Save.
14. Transfer the WSDL file to the ERP system and build the appropriate SOAP requests and process responses.

 Note

In the SAP Ariba test environment, the XML namespace (xmlns) in the WSDL differs from the XML
namespace used when connecting to the SAP Ariba production environment. When migrating from the test
environment to the production environment, generate a new WSDL from the production environment.

Related Information

Configuring an ERP SOAP Request to Send Invoice Status Updates to SAP Ariba Buying and Invoicing [page 283]
Cancellation of Approved Invoices in the ERP System [page 278]

Configuring an ERP SOAP Request to Send Invoice

Status Updates to SAP Ariba Buying and Invoicing
In SAP Ariba Buying and Invoicing, the web service Invoice reconciliation status from external system receives a
SOAP request from the ERP system whenever a reconciled invoice is canceled or reversed in the ERP system.

The SOAP request from the ERP system (InvoiceReconciliationStatusPullRequest) must include
information to identify the IR document in SAP Ariba Buying and Invoicing. This identifier can either be the
following:

UniqueName: The unique name, or ID, of the IR document in SAP Ariba Buying and Invoicing, for example,
<UniqueName>IRINV_ERP-19299-56</UniqueName>

or it can be the combination of the following elements:

• InvoiceNumber: The supplier invoice number in SAP Ariba Buying and Invoicing
• InvoiceDate: The date on the invoice (the date the invoice was created)

 Note

InvoiceDate is required only if your site allows the reuse of invoice

numbers within a calendar year, determined by the site configuration parameter
Application.Invoicing.AllowReusingInvoiceNumberAcrossCalendarYear.

Invoicing Data Import and Administration Guide

Cancellation of Approved Invoices in the ERP System PUBLIC 283
 Valid date formats:
• yyyy-MM-dd'T'hh:mm:ssZ (for example, 2018-03-29T13:23:29-8:00)
• yyyy-MM-dd
• yyyyMMdd
• SupplierLocation.UniqueName: The unique name of the supplier location

The ERP system sends the request to the following URL: https://<hostname>/Buyer/soap/<SAP Ariba
site ID>/InvoiceReconciliationStatusPull

Following is an example of the request from the ERP system:

 Sample Code

<soapenv:Envelope xmlns:soapenv="http://schemas.xmlsoap.org/soap/envelope/"
xmlns:urn="urn:Ariba:Buyer:">
<soapenv:Header>
<urn:Headers>
<!--Variant and partition values are not used, do not specify values for
them-->
<urn:variant></urn:variant>
<urn:partition></urn:partition>
</urn:Headers>
</soapenv:Header>
<soapenv:Body>
<urn:InvoiceReconciliationStatusPullRequest partition="" variant="">
<urn:IRStatusChangeInput_Item>
<urn:item>
<!--You may enter the following 7 items in any order-->
<urn:CommentsToSupplier>Rejected due to wrong cost center</
urn:CommentsToSupplier>
<urn:InvoiceDate>2018-03-29T13:23:29-8:00</urn:InvoiceDate>
<urn:InvoiceNumber>IR1234</urn:InvoiceNumber>
<urn:InvoiceReconciliationId></urn:InvoiceReconciliationId>
<urn:RejectionReasonCodes>
<!--0 or more repetitions:-->
<urn:item></urn:item>
</urn:RejectionReasonCodes>
<urn:RequestedAction>reject</urn:RequestedAction>
<urn:SupplierLocation.UniqueName>11</
urn:SupplierLocation.UniqueName>
</urn:item>
</urn:IRStatusChangeInput_Item>
</urn:InvoiceReconciliationStatusPullRequest>
</soapenv:Body>
</soapenv:Envelope>

Related Information

Configuring a Web Service for Auto-Rejecting Approved Invoices Canceled in the ERP System [page 282]
Cancellation of Approved Invoices in the ERP System [page 278]

Invoicing Data Import and Administration Guide

284 PUBLIC Cancellation of Approved Invoices in the ERP System
Resending Invoice Documents to SAP Business
Network

When an invoice or invoice reconciliation (IR) document fails to reach SAP Business Network because of a network
error (ANERR), and the system has retried the transmission the maximum number of times, you can manually
resend the document.

Prerequisites

Members of the Invoice Administrator or Customer Administrator group can perform this task.

Context

Typically, when an invoice or IR document fails to reach SAP Business Network, the invoice administrator is
notified, makes any corrections needed (for example, updating supplier data), and waits for the SAP Ariba solution
to retry the transmission.

Sometimes, however, the situation is still unresolved when the maximum number of automatic retries is reached. In
such cases, the invoice administrator can manually resend the document.

Following are examples of situations in which this procedure is useful:

• Buyer-entered invoices with a status of CC Invoice to AN

• IR documents that failed to be sent to SAP Business Network.
• IR documents where a status update request failed to be sent to SAP Business Network

When you resend an invoice or IR document, it's added to the queue for sending to SAP Business Network. Queue
processing occurs at regular intervals based on an internal scheduled task.

Procedure

1. Open the invoice or IR document to resend.

2. Choose Resend to Ariba Network.

The Resend to Ariba Network button is shown only in situations where a network error prevented the invoice
or IR document from being sent.

Invoicing Data Import and Administration Guide

Resending Invoice Documents to SAP Business Network PUBLIC 285
 A comment popup opens, along with a message saying the document will be requeued.
3. Enter a comment, if desired, and choose OK.

Results

The document is added to the queue for sending to the network.

A record of the action is added to the document's history.

Invoicing Data Import and Administration Guide

286 PUBLIC Resending Invoice Documents to SAP Business Network
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
control or responsibility of SAP.

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.

Invoicing Data Import and Administration Guide

Important Disclaimers and Legal Information PUBLIC 287
www.ariba.com

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
use and disclosure and are also protected by copyright, patent and/or
other intellectual property laws. Except as permitted by such agreement,
no part of the document may be reproduced or transmitted in any form
by any means, electronic, mechanical or otherwise, without the prior
written permission of Ariba, Inc.

Ariba, Inc. assumes no responsibility or liability for any errors or

inaccuracies that may appear in the documentation. The information
contained in the documentation is subject to change without notice.

Ariba and Ariba products and services mentioned herein as well as

their respective logos are trademarks or registered trademarks of
Ariba, Inc. in the United States and other countries. Please see http://
www.ariba.com/legal/trademarks for additional trademark information
and notices.

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;
7,536,362; 7,558,746; 7,558,752; 7,571,137; 7,599,878; 7,634,439;
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.

THE BEST RUN