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AR720 EN Col2105

The AR720 course on SAP Ariba Procurement Administration is designed for system administrators and consultants, focusing on maintaining the SAP Ariba Procurement system through lectures and hands-on exercises. Key learning objectives include understanding cloud infrastructure, data integration, catalog maintenance, and enabling new features. The course spans two days and covers various topics including user management, catalog administration, and invoice exceptions.

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0% found this document useful (0 votes)

59 views245 pages

AR720 EN Col2105

Uploaded by

Miguelitok9

We take content rights seriously. If you suspect this is your content, claim it here.

Available Formats

Download as PDF, TXT or read online on Scribd

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AR720

SAP Ariba Procurement: Administration

Q2 2021
Collection 2105

General Description This course teaches the skills required for maintaining an SAP Ariba Procurement system. Using a combination of
lectures, demonstrations, and hands-on lab exercises, students learn about cloud infrastructure, data loads, catalog
maintenance, approval rules, the Ariba Network, and new feature implementation.

Learning Objectives Learn about the Ariba Cloud infrastructure and resources, learn about data types and integration methods, learn how to
maintain catalogs and approval rules, learn how to enable new features that SAP Ariba develops over time.

Duration 2 Days

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2 6
Integration Basics Transactional Data

3
Master Data

4
User Management

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8 12
Ariba Network Optional Features

9
Approval Rules Additional Resources

10
Receiving Types

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• Use appropriate terminology for Ariba Cloud landscape

elements.

• Describe basic structure of Multiple Realms.

• Access important support resources.

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SAP Ariba Procurement is a cloud computing platform…

 …so what is “cloud” anyway?

– As a literal term: a collection of rain droplets suspended in the atmosphere.
– As a metaphor: a collection of individual elements which, at a distance, appear to be a single object.
– As an abstraction: a way to obscure or “cover up” the (sometimes unwanted) details of a computing
system.

As administrators, it can be important to understand these often-abstracted details.

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• SAP Ariba has a number of datacenters around the world.

Datacenter These datacenters form the base physical infrastructure of
the Ariba Cloud.

Community • A community is the virtual representation of a physical

server. Communities are a collection of one or more realms.

Realm • A realm is also called a customer site. Each realm has its
own unique data.

Node • A node is a distinct copy of the application. Each node can

process dozens of users simultaneously.

User Session • A user session is what it sounds like: one user logged into
the SAP Ariba platform.

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The Ariba Cloud

The slide contains a relatively simply view of the Ariba Cloud. For additional
detail, search for the “Technical Infrastructure White Paper” on Ariba Connect.
This whitepaper contains a considerable level of detail about the physical
hardware and software systems which make up the Ariba Cloud.

 Multi-ERP configurations give organizations the ability to integrate multiple SAP Ariba sites in a way that
allows enterprise-wide data to be shared throughout the organization while site-specific and transactional
data remains separate.
 A realm is a private working environment hosted along with the other On Demand environments in the Ariba
cloud.
 A realm has a unique URL (web address) and allows end users to manage suppliers, catalogues, as well as
purchase requisitions, purchase orders, invoices, etc.
 A realm may be integrated with one single accounting system (or one single middleware if multiple ERPs
have to be considered) to exchange transactional data.
 All realms will all share the same Buyer Account, which is inherited from the parent realm.
 All child sites will by default have the same procurement or invoicing solution feature set which is inherited
from the parent site.

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Ariba realms are created to map to the accounting system they are integrated with, using different
data models to manage ERP specific data (suppliers, accounting data, etc…)
 The variant of an Ariba realm is the type of its data model.
 There are 3 variant types to choose from when defining a realm:
– SAP
– PeopleSoft
– Generic
 For instance, an Ariba realm having an SAP variant will have its data model adapted to handle:
– SAP specific organizational data: Company code, purchasing organization, etc.
– SAP specific supplier data model
– SAP specific accounting dimensions: General Ledger, Cost Center, WBS, etc.

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 Multi-ERP uses a parent site – child site model

where one parent site groups a number of child
sites. Parent Realm
 There is no limit to the amount of child sites that
can be associated with a parent site.
 Each child site can be associated with one ERP
system. Each child site is not likely to be of the Child Realm 1 Child Realm 2 Child Realm 3
same variant, nor is it a requirement.

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 In single- and multi-variant configurations, the parent site holds enterprise-wide master data and
configuration settings that it pushes to the child sites.
 Transactional data will integrate from the child site directly to the ERP.

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There are three configuration options for multi-ERP child sites:

 Disconnected
– Data does not flow between the parent site and child sites. This configuration supports cross-site reporting,
site switching, and invoice reassignment only. It is the only configuration supported for turning existing sites
with transactions into child sites.
– If Disconnected is chosen for one child site, it must be chosen for all other child sites under the same
parent site.

 Single-variant
– Available only if the child site is the same variant as the parent site. Single-variant child sites receive fully
rationalized cross-variant and variant-specific master data from the parent site. Additional data can be
loaded into the child sites. Variant-specific user data can either be replicated or not. If it is not replicated,
you load it directly into child sites.
– NOTE: The replication for the User data class can be disabled. All other data classes are replicated.

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Disconnected • No replication between Parent • Report across multiple realms • No content, customization or
and Child data replication ability
• Most basic configuration
• Users who require access to • Child realms are completely
multiple sites must have independent
accounts in all realms • Cannot create global contracts
• Cannot share catalog content
• Requires data loads in all realms
Single-Variant • All Common Data loaded at • Can share common and realm • Must be cautious of data loads in
Parent realm replicates to Child specific data (variant must be parent realm since all files are
• All Common and Partitioned the same as parent) replicated
object customizations loaded at • Less maintenance of child sites • Must be same variant (ERP)
the Parent replicate to the Child • Greater standardization of data
• Report across multiple realms
• Create global contracts
• Share catalog content
Multi-Variant (Leading • All Common Data loaded at • Common data files are • ERP or realm specific data not
Practice) Parent realm replicates to Child replicated from parent to child replicated
• All Common object • Report across multiple realms • Requires more maintenance of
customizations loaded at the • Create global contracts child sites
Parent replicate to the child • Share catalog content
• Partitioned level data and • No variant restrictions
customizations do not replicate
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Multi-variant
 Multi-variant child sites receive cross-variant master data from the parent site. You load variant-specific
master data directly into child sites. The associated ERP systems either are of different variants or have a
significant amount of site-specific data.
 Multi-variant and single-variant configurations can coexist in a multi-ERP configuration.

Multi-ERP features supported by each configuration type:

Feature Disconnected Single-variant Multi-variant
Cross-site reporting Yes Yes Yes
Invoice reassignment between sites Yes Yes Yes
Site switching Yes Yes Yes
Cross-site global contracts No Yes Yes
Shared catalog content No Yes Yes
SAP Ariba Contracts integration No Yes Yes
Common data server (CDS) integration No Yes Yes
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Ariba Connect (connect.ariba.com) is your main resource

 Create Service and Customer Influence Requests
 Download documentation and configuration packages
 Review Fixed Defects and Enhancements
 Keep up-to-date on new release features

Ariba Connect has two levels of access

 DSC (Designated Support Contact) – main administrative contacts (typically up to 3) for your company.
These are individuals SAP Ariba will contact if needed. DSCs should be creating Service and Customer
Influence Requests on behalf of the rest of your organization. For more information use the below link.
 Regular Users – limited access to Ariba Connect resources

Knowledge@Ariba (knowledge.ariba.com) is used for file hosting

 Uses the same login information as Ariba Connect
 Additional documentation is available here

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 Service Requests (or “SRs”) are used for a few purposes:

– You need information or help from Customer Support
– You require a change to be made to your realm that must be made by Customer Support
– You have encountered a bug or unexpected behavior on your realm
 Provide as much detail as you can on the SR. This will lead to a faster, more accurate response.
– “This is what I expected to happen. This is what actually happened.”
 For bugs or site issues, attempt to reproduce the problem. If you can reproduce it, include detailed
steps with your SR to help Customer Support reproduce the problem as well.

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 Customer Influence Requests are used to request or suggest functionality that does not exist in the
SAP Ariba applications.
– This gives you an opportunity to help improve the application.
– SAP Ariba receives a very high volume of Customer Influence Request. Here are some tips to improve the
likelihood your CI will be accepted:
▫ Be specific. “This should be easier” or “This should have less steps” are types of useful feedback, but if
you want your CI to stand out, try to specify how the process can be improved.
▫ Build a business case. Will your change allow companies to put more spend through SAP Ariba? Enable
new categories? Add more users? Be specific on how the change helps enable more, better, simpler
commerce.
▫ If your request will benefit other companies, they will have the opportunity to vote on the request
increasing the probability of your request being accepted.
 In addition to knowledge.ariba.com, you can also login directly to the CI page to receive more info
and assistance. (https://influence.sap.com/sap/ino/)

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• Show Help.SAP.com
• Search for SAP Ariba
• Show available information
• Show the Procure-to-Pay Help Section
• Help / Chat Bots
• Documentation
• Downloads

• Use appropriate terminology for Ariba Cloud landscape

elements.

• Describe basic structure of Multiple Realms.

• Access important support resources.

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• Discuss the basics of sending data to existing ERP

system.

• List the options available for Integrating SAP Ariba with

other systems.

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What do we mean by “integration”?

 Integration is the transfer of data from one system to another, such as:
– Extracting data from ERP or other backend system on a scheduled basis and pushing that data into SAP
Ariba without or with limited human intervention.
– Exporting/downloading data from SAP Ariba and loading that data into ERP or other backend system on a
scheduled basis without or with limited human intervention.

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 Integration allows you to keep master data in sync between customers’ source systems and SAP Ariba with
little to no manual effort or lag time.
– For example, a user is created in HR system and, via integration, automatically created in SAP Ariba
Procurement shortly afterwards.
 Integration allows for handoff of one business process to another between applications.
– For example, an invoice created and reconciled in SAP Ariba is used to create/issue payment in an ERP
system

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SAP ERP / S4 HANA SAP Ariba Procurement

Master Data Push Master Data

Organization Organization
Commodity Codes
Material Groups (Material Groups)

Exchange Rates Exchange Rates

CSV
Supplier Master
Vendor Master Base 64 Encoded (Vendor Master)

Users & Groups Users & Groups

Accounting Accounting

Taxes Taxes

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In case of Master Data (MD), CIG is just a pass-through.

We don’t have any transformation logic in CIG (no mappings in CIG).
No project creation is needed in CIG for Master Data (MD).
The Master Data (MD) gets extracted in the required file format or schema in
SAP itself.
The file format is CSV. All files are then zipped and sent across to
Procurement realm via CIG in Base 64 encoded format.

Currently CIG only supports SAP backend systems such as S4 Hana or ECC

ERP SAP Ariba Procurement

Master Data Push CSV SAP Ariba ITK CSV Master Data

Organization HTTPS Full/Delta Organization

Commodity Codes
Material Groups (Material Groups)

Exchange Rates Exchange Rates

Supplier Master
Vendor Master (Vendor Master)

Users & Groups Users & Groups

Web Services Customer

Accounting Accounting
Middleware

Taxes Taxes

© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 26

In case of Master Data (MD), CIG is just a pass-through.

Currently CIG only supports SAP backend systems such as S4 Hana or ECC

There are 3 options for exchanging data between SAP Ariba and external systems:
 Cloud Integration Gateway (CIG) – SAP ERP customers
 Batch File Channel – NON-SAP ERP customers
 Web Services (SOAP) – Both SAP ERP and NON-SAP ERP customers.

 Batch file and webservices are generally only used with customers who have NON-SAP ERP solutions to
integrate.

SAP Ariba Procurement also integrates with SAP Ariba Strategic Sourcing – this is called Suite Integration.
This is set up for all customers as a standard option.

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Data Transfer Option:

• Cloud Integration gateway (CIG) integrates SAP Ariba with SAP
• Batch File Channel are generally only used with customers who are
deploying on other ERPs, such as PeopleSoft or Oracle.
• Web Services (SOAP) can be used for SAP integrations, but is generally
used for Non-SAP integrations.

When deploying SAP Ariba Procurement along with SAP Ariba Strategic
Sourcing these modules are integrated to work together. This is a standard
option for customers and integration takes place upon creation of the
customer realms.

SAP Ariba Cloud Integration Gateway (CIG)

What is CIG?

One-click Test
deployment central

Buyers & Buyers &

Suppliers Developer Connection
Multi Suppliers
tools protocols SSO Secure
tenant Portal
Buyer Supplier

Standards
mapping Integration
repository wizard

with
SAP Cloud Platform Integration

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The Cloud Integration Gateway allows SAP ERP customers and their
Suppliers to connect to Ariba Network using cloud platform integration. This
includes

1. Test control
2. Security
3. Multi tenant capabilities
4. Portal access
5. Integration Wizard
6. One click deployment
7. developer tools
8. Connection protocols
9. SSO
10. Standards mapping repository

Buy Side Overview – Benefits of add-on and SAP Ariba Cloud Integration Gateway

Standard software delivery for add-on using SAP standard process

UI Documentation will follow SAP standards

Bug fixes on Add-On will be delivered via SAP Notes

Mappings moved to SAP Ariba Cloud Integration Gateway

Simple and easy configuration and monitoring in SAP Ariba Cloud Integration
Gateway

Same solution will work for Ariba Network and apps

Same solution will also work for SAP S/4HANA

Aligned with overall SAP integration strategy

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SAP integration strategy – Making integration process Simple; Scalable &

Reliable.

© SAP SE AR720 29
Data Transfer Options
Buy Side Overview – Deployment Option#1 – Direct / Mediated with SAP PI / PO / CPI
Customer Environment Cloud Environment

SAP Ariba
https Sourcing
SAP
PI https
https
SAP Business Suite
SAP
Add-on Add-on PI https

https buyer supplier

ERP SAP S/4HANA
SAP Cloud
Connector
https
https
SAP Ariba
SAP Cloud
Connector
Buying and Invoicing
SAP CPI
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Customers can add 2 different scenario’s:

 CIG add on- configured directly to SAP

 “SAP PI (Process Integration) or PO (Process Orchestration) “or “SAP CPI

(Cloud Platform Integration)-Private Tenant “.
 Customers who do not want to expose their EP to another solution. This is just an
additional security layer for customers.
 This is a configuration where the data will simply pass through PI middleware directly
to the CIG.
 Data transformation happens within CIG.

 For more information it is recommended that you attend Cloud Integration

Gateway (CIG) training.

Integration Toolkit (ITK)

 Utility SAP Ariba provides for the transmission of data using the File Channel (.csv flat files) between
customer’s and SAP Ariba’s hosted services.
 Deployed on customer’s server.
 SAP Ariba provides versions that can be deployed directly in SAP PI or Oracle Fusion (downloadable from
Ariba Connect).
 There is no built-in scheduling capability so file transfers must be scheduled via other mechanism (e.g., cron
job or Windows scheduler).
 Coordinate timing with ERP extracts/loads.

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ERP System
Interface
Tables
JDBC

Internet

DB Connector
Master Data import
Data
CSV OK to Pay export
Transfer
Files
Tool Remittance import

Integration Toolkit
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Integration Toolkit is available to integrate with ERPs, except SAP.

This example diagram shows a standalone Integration Toolkit which transfers

data between the SAP Ariba applications and a JDBC-enabled ERP system.
This is just one possible configuration of the Integration Toolkit.

Note that the ITK contains two components, the Data Transfer Tool and the
DB Connector. The Data Transfer Tool is used to push CSV files to the SAP
Ariba applications or extract data from them in CSV format. The DB
Connector can be used to load those CSV files into your ERP system or
extract ERP data to CSV for processing.

While use of the Data Transfer Tool is common, the DB Connector may not be
necessary depending on the functionality of your ERP system.

 Comma Separated Value or .csv files are used in SAP Ariba to view the Data being integrated and files can
be exported to review the data being imported or exported to the ERP.
 When using the batch file option to transfer data, SAP Ariba consumes and produces flat files in “Comma
Separated Value” Format (.csv).
 CSV editor (e.g., Killink) preferred over Excel for manually editing .csv files.

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This slide shows an example of a CSV file, the primary file format used for
master data integration with the Integration Toolkit.

The same file is shown here displayed in:

Microsoft Excel
Text editor

Things to note:
• CSV stands for “comma separated values”
• Column order does not matter, BUT
• Data must “line up” with the column header

When using Excel to view or modify CSV files, note that:

• Excel truncates leading zeros
• Sometimes trailing commas are dropped

It’s a good idea to check files after editing with Excel or avoid editing with
Excel altogether. As a general rule of thumb, viewing CSV files with Excel
should be fine, but it is suggested to modify CSV files with a text editor.

Specifications for Master Data files that must be imported into SAP Ariba Procurement
 What file(s) define an “Integration Event”?
 What fields (columns) are available for each file and what does each field mean?
 Sample values.
 Referential Integrity.

The Data Dictionary is dynamically tailored to your realm

 Automatically includes custom fields and Flex Master Data types.

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Spreadsheet contains hyperlinked references to all master/transactional import/export tasks

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The order in which you import common data depends on the SAP Ariba
solutions you use. SAP Ariba recommends you use Import Batch Data to
import your data because it always runs data import tasks in the proper order.

You can view the tasks run by Import Batch Data from the Data Dictionary.

If you choose to import your data by running individual data import tasks
rather than Import Batch Data, make sure you run the tasks in the proper
order. For example, if you use the SAP Ariba Procurement solution package
(SAP Ariba Procure-to-Pay), you must import payment terms, payment
methods, and tax information before importing supplier information.

Some data import tasks depend on the data imported by other data import
tasks. When running individual data import tasks, keep the following general
rule in mind: any object referenced in the CSV file you are currently importing
must already exist in the SAP Ariba system.

Suite Integration is the integration between SAP Ariba Procurement and SAP Ariba Strategic
Sourcing and Contracts
 Data which is suite-integrated includes…
– Users, groups, dashboards, and log-in ability
– Suppliers (only the Common Supplier level)
– Commodity Codes, Units of Measure, Currencies
– Reporting
 For users and suppliers, only the Common data (top-level of the hierarchy) is synchronized.

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 After a release, whenever field changes are introduced to an SAP Ariba data integration event (in a hot fix or
service pack), you can view these changes in the Integration Manager | Data Definition workspace.
 You can review the changes and accept them.
 Once accepted, the integration event changes take effect.
 You must accept all the changes to an event in order for any of the changes to take effect.
 You also will not be able to see any new fields on the exports until the Data Definition has been accepted.

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Note that if you choose not to accept changes for an integration event, you will
not be able to add new custom fields. You either need to accept all the fields
(new fields available out of the box and custom fields) or accept nothing. You
do not have the option to accept only new custom fields.

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• Download and review the Data Dictionary

• Discuss the basics of sending data to existing ERP

system.

• List the options available for Integrating SAP Ariba with

other systems.

© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 40

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• Recognize the data points required for use in SAP Ariba.

• List the different Master Data that exist in SAP Ariba.

• Run import and export tasks.

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What is Master Data?

 Information that is key to the operation of business.
 Supports creating transactional data like Requisitions, Contract Requests, Invoices, etc..
 Data that drives the functionality and behavior of SAP Ariba Procurement.

© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 43

Examples of Master Data required for integration:

 Account Assignment Categories  Payment Terms

 Accounting Field Display Status  Plants
 Asset Accounts  Plant-Purchase Orgs.
 Cost Centers  Purchasing Groups
 Company Codes  Purchasing Orgs.
 Currency Conversion Rates  Supplier related data
 ERP Commodity Codes  Tax Codes
 Fund Management Data  User & User Groups
 General Ledger Accounts  WBS Elements
 Internal Orders

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Note: not all elements are required and data point names may vary across
ERPs.

The following Master Data events are supported in different languages:

 Account Category Language
 Cost Center Language
 ERP Commodity Code Language
 General Ledger Language
 Tax Code Language
 Payment Terms Language

© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 45

Accounting
 Populates list of valid values for various accounting elements in SAP Ariba.
 Establishes relationships/cross-validation between accounting elements.
 Data/files required varies greatly across different variants.
 Source of data is the ERP.

Users and Groups

 Determines which users will have access to the system, which permissions each user will have, and some
defaults for the users (e.g., default cost center).
 Group permissions are not always defined via integration—often customers handle this directly in SAP Ariba.
 Source of data is typically ERP, separate HR system, or sometimes Active Directory.
 Files are mostly the same across different variants with some differences in the “defaulting” fields.
 User passwords/authentication not defined in user master data.

© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 46

This slide uses the term “variant.” SAP Ariba realms, when built, are created as
one of three variants: SAP, PeopleSoft, or Generic. The variant controls the
format of certain fields, e.g. accounting fields, to facilitate the process of
integrating with ERPs systems.

When working with data, it is important to know your realm’s variant as the fields
and files used for data loads vary considerably between variants.

Suppliers
 Defines the suppliers the customer will be transacting with in SAP Ariba.
 This data is required—even though many of these suppliers are already present on Ariba Network—to
provide ERP-specific details (e.g., ERP vendor # needed for transactional integration, default payment
terms, etc.) and to account for non-network enabled suppliers.
 Files required are mostly the same across the variants, with some differences in fields and column headers.
 Source of data is typically vendor master in ERP.

Payment Terms
 Defines the payment terms the customer has agreed to with the suppliers they will be transacting with in
SAP Ariba.
 This list is used to map suppliers to their default payment terms and to populate payment terms choosers
that are visible on a couple of screens.
 Files are mostly the same across the variants, with some differences in column headers.
 Source of data is typically ERP.

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Tax Tables
 Builds tax tables that are used to validate tax amounts on invoices.
 Files are the same across the variants, but some important differences in the fields/functionality.
 Source of data can be ERP or third-party tax solution (e.g., Vertex, Thomson Reuters).

Commodity Codes
 UNSPSC codes are pre-loaded in SAP Ariba so no need (or capability) to build integration for these.
 Customer can load their own spend classification taxonomy (often referred to as “category codes”) and
define a mapping between UNSPSC codes and this taxonomy.
 Customer can also define accounting/address defaults based on commodity.
 Source of data is typically ERP for the master list of category codes, but the mapping is often manually-
maintained.

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Units of Measure
 UOM pre-loaded in SAP Ariba but customer can map to ERP-specific codes.
 Usually not built as integration.

Addresses
 Populates list of valid bill-to/ship-to addresses.
 Source of data is typically ERP.

Receiving Types Configuration

 Defines which receiving types will be used (e.g., by quantity or amount) or auto-received based on
commodity or supplier part number.
 Usually not built as integration.

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 Import and Export tasks can also be run manually through the SAP Ariba Administrator
– Files are exported in .csv format.
 While your master data will typically be integrated, you may occasionally wish to export data as part of
troubleshooting activities.
 Manual exports may also be useful for reporting and/or audit purposes, for example:
– Which invoice reconciliations were processed and sent to ERP this month?
– Who can log in to the system? What access do they have?

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• Recognize the data points requires for use in SAP Ariba.

• List the different Master Data that exists in SAP Ariba.

• Run import and export tasks.

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• Review all data associated with users.

• Demonstrate the creation of a user record.

• Describe how user groups provide the appropriate system

access.

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User data is typically imported using the Import User Data (Consolidated File) task,
UserConsolidated.csv.

This import task loads most ERP-specific data for users, including:
 Name and email address
 Supervisor
 Default accounting
 Default language and currency
 ShipTo Address
 P-Cards

Groups assignments are loaded with a separate task, for example Import User to Group Mapping
Data (Consolidated File), GroupConsolidated.csv.

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The Import User Data (Consolidated File) data import task defines users and
related information and reads from the UserConsolidated.csv file. This file
contains both enterprise and ERP-specific user information.

The Import User Data (Consolidated File) imports data from a single CSV file
and contains data consolidated from multiple CSV files used by multiple data
import tasks. It allows you to import all user-group mapping related data using a
single CSV file instead of several different files.

From the Core Administration tab, under User Manager, select Users. Then click the box
“Create User.”

In the next screen, select the General tab and fill in required fields marked with an asterisk (*).
This includes user id, name, email and organization.

Click the Invitation tab and check the box to send an invitation email to the user or
alternatively, leave this blank and generate a password later.

In the Groups tab, click the Add/Remove button, select which groups to assign the user, then
click Save.

User is created and receives invitation email from SAP Ariba to log in.

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Manual management of users/groups, while possible in Ariba as aforementioned,

automation via integration to the HR source of truth is recommended.
The invitation tab is displayed when you create internal users. If you choose not to
send the invitation/password email to the new user when you initially create the user
ID, you may send it later by generating the password.

Invitation Tab: This tab is only available when initially creating a user. Once the user
is created, a password reset must be generated to invite the user to the site.

Ship-To Address/Billing Address: These tabs are useful when you are creating a
Procure to Pay user. For Collaborative Sourcing solutions, this information is not
required.

Groups Tab: This is where you can assign system groups or custom groups to
users. System groups will grant permissions to the users depending on the group
assigned. Custom groups are used for organizational purposes to logically groups of
users together. An example of this might be Administrative Users. You could create a
group and place all of the administrative users into this group. This custom group can
then be used in approval flows or in various other parts of the SAP Ariba solutions.

 A collection of users based on a logical division, such as:

– System role
– Department
– Location
 SAP Ariba solutions include standard system groups.
 Administrators can create additional groups.
 Groups can include other groups.
 A user can belong to more than one group.

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Group membership enables users to perform specific tasks in the end-user and
SAP Ariba Administrator interfaces. For example, only members of the
Customer Administrator group can use SAP Ariba Administrator to import,
export, and manage all types of data.

SAP Ariba includes a number of default, or system-defined, groups. To

understand the capabilities of these groups, on the dashboard, click Manage
Administration . In SAP Ariba Administrator, click User Manager, and then click
Groups. Click List All , and then view the Description field for each group. The
descriptions are also available when you view group details.

In addition to system groups, you can define your own groups.

A group can have many users

A user can belong to many groups

Procurement Agent Kirk Stabler

Users Groups
Mike Allen Procurement Agent
Kirk Stabler Contract Manager
Joe Otto Report Administrator
Headquarters

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A group can contain many users. For example, Procurement Agent contains
three different users: Mike, Kirk and Joe.

A user can be assigned to many groups. In this example, Kirk Stabler (user)
belongs to the groups shown in the slide above. Procurement Agent, Contract
Manager, and Report Administrator are system groups. Headquarters is a
custom created group to help organize Kirk and identify him as a user at the
organization’s headquarters.

Senior Analysts
System group Parent group

US Analysts Parent group

New York Child groups

Analysts
AribaManaged
Child groups
groups (inherit
roles that belong to
Boston
parent group)
Analysts

London
Analysts

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In this example, AribaManaged group ‘London Analysts’ is a child of system

group Senior Analyst. Also, AribaManaged group ‘Boston Analyst’ is a child of
AribaManaged group US Analysts.

Functional Area represents the type of work for which the action is designed. Some groups are
specialized and only have actions in a single functional area; for example, the actions that a member of
the Invoice Agent group can perform are in the Invoicing functional area.

Other groups can perform actions in multiple functional areas; for example, the actions a member of the
Procurement Manager group can perform span the Invoicing and Requisitioning and Ordering
functional areas.

SAP Ariba Procurement solutions group descriptions use the following functional areas:

Functional Areas for SAP Ariba Procurement Solutions

●Catalog administration ●Collaboration ●Contract compliance ●eForms

●General ●Invoicing ●Payment ●Purchasing cards

●Receiving ●Reporting ●Requisitioning and ordering

●Service sheets ●Site administration

Groups grant users access to functionality in SAP Ariba cloud solutions. Each group has a group
description that lists the functionality accessible by members of that group. Group descriptions
provide a list of actions that members of the group are able to perform.

The complete list of SAP Ariba Procurement solutions group descriptions table for Ariba
Procurement and Invoicing Solutions can be found in the product documentation via Ariba Connect.

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Child groups inherits all the privileges of it’s “parent” group. For example:

 Members of the Purchasing User group can create requisitions.

 The Legal Entity User group is a child group of the Purchasing User group.

 Members of the Legal Entity User group can also create requisitions because the Legal Entity User group inherits all the
privileges of the Purchasing User group.

These group relationships are referred to as group-to-child group mappings. You can see group-to-child group mappings by
using the Groups task in the User Manager workspace in Ariba Administrator and viewing group details.

The following table describes the group-to-child group mappings in the default configuration.

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Review the Consolidated User CSV File

• Access Core Administration | Site Manager | Data Import/Export
• Run Export User Data (Consolidated File)
• Review the file in Excel or a text editor
• Bonus: add a new line in the file and import it to create a new
user

 Cross-variant user data (for example, the data in SharedUser.csv) is replicated from the parent site to all
single- and multi-variant child sites.
 In both single- and multi-variant configurations, group data loaded into the parent site is replicated to the
child sites. You can modify group membership in each child site. Group membership and child group
changes made in a child site do not affect other child sites or the parent site.

Single-Variant Multi-Variant

• Cross-variant user data (e.g. data in SharedUser.csv) is • Cross-variant user data is replicated.
replicated from the parent site to the child site. • After replication, you load variant-specific data into the child
• Variant-specific user data (e.g. data in User.csv, such as site.
accounting data) can either be replicated or not.
• Child sites can either subscribe to or unsubscribe from this
data.
• By default, single-variant child sites do not subscribe to
variant-specific user data, and you load the data into each
child site. This allows you to associate different accounting
entities to cross-site users in each child site.

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Each user that can access P2P are defined by 2 objects: Shared user data Partitioned user data
 Shared User Object uniqueName: cnoll uniqueName: cnoll
Name: Chad Noll Company Code: 0061 (AUS)
 Partitioned User Object
Preferred Locale: English Cost Center: Education
– Shared Users
Group: Purchasing Agent Bill To Address: AUS
 Contains Global information such as login, name, email, etc.
 Linked to Groups such as Purchasing Agent, Invoice Manager, etc.

Partitioned Users
 Contains ERP specific information such as Company Code, Cost
 Center, Bill To Address, etc.

NOTE: The data from the ERP that is necessary for each partitioned user is ERP related but does
not mean that an Ariba user must be an ERP user.

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Realm switcher
 Users loaded at Parent realm can switch from one realm to another.
– No need to sign into each realm.
 Corporate Authentication/Single Sign-On is set up at Child Realm.
– Once a user is authenticated by a child realm he/she is authenticated by all other relevant realms.
 Dashboard portal is realm specific.
– Eventually P2P dashboard portals will combine tasks from all realms.
– For Suite Integrated configurations, the Upstream portal items will appear in all realms.
▫ For example, Sourcing Projects or Contract Workbench tasks.

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• Review all data associated with users.

• Demonstrate the creation of a user record.

• Describe how user groups provide the appropriate system

access.

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• Review Supplier Data and the files used for creation of

suppliers.

• Describe shared supplier information in a suite integrated

environment.

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Supplier data can be loaded through one or more of a number of tasks:

 Import Supplier Data (Consolidated File)
 Import Supplier Location Data (Consolidated File)
 Import Suppliers
 Import Supplier Related Data – this is a batch task

If your organization is using SAP Ariba Strategic Sourcing, it is important to configure the
supplier load to properly “link” with suppliers created in Strategic Sourcing.
 In this case, the Common Supplier will exist prior to the data load.
 Linkage is performed using the Supplier ID.
 If a matching ID is not found, a new Common Supplier will be created. This can be a source of duplicate
suppliers in the system.

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Supplier organization stores general information about the supplier, such as

preferred language and supplier profile information. Supplier organizations are also
referred to as common suppliers. This legacy term stems from versions of SAP Ariba
in which multiple suppliers were linked under one supplier organization.

Supplier stores additional information such as payment terms and carrier method.
When you create a supplier, you create it underneath (mapped to) a supplier
organization. There is a 1:1 mapping between suppliers and supplier organizations.

This level of supplier is also referred to as partitioned supplier. This legacy term stems
from versions of SAP Ariba in which multiple suppliers were linked under one supplier
organization.

Supplier locations represent a physical location for a company. It includes postal

and email address information, telephone and fax numbers, and the name of a
contact person. You can have different contacts for the same supplier location.
In PeopleSoft and Generic variants, you can map multiple supplier locations to a
single supplier.

For SAP, each supplier must have one, and only one, supplier location.

Strategic Sourcing Procurement

Common Supplier Common Supplier

Supplier Contact Partitioned Supplier

Supplier Location

Synchronized Remittance Location

Not Synchronized

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In a suite integrated environment where SAP Ariba Strategic Sourcing is

integrated with SAP Ariba Procurement, only the common supplier level of the
hierarchy is synchronized between the solutions. This is important for several
reasons, including:

• A supplier created in SAP Ariba Strategic Sourcing for an RFP will not be
available for purchasing in Procurement. Without a Partitioned Supplier, you
can not view catalogs or create non-catalog items.
• Supplier contacts for RFPs may not be the same contacts for orders.

Suppliers can be created in either solution. Note that, if a supplier is first created
in Strategic Sourcing and you intend to load them into Procurement with an ERP
master data load, it is important to ensure the Common to Partitioned Supplier
linkage is established. This is done during the load using Supplier IDs. This
course will cover the process in more detail in the Master Data module.

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Using the Core Administration user interface, create a new supplier

• This includes Common Supplier, Partitioned Supplier, and Supplier
Location
• Set the supplier to use Email orders
• This will be tied to the instructor’s email address for future
demonstrations

Suggested Settings:

On the Supplier Location General tab, set the Preferred Ordering Method
to Email.

On the Supplier Location Supplier Address tab, set the Email Address to
your email.

These steps are important for the proper function of later activities.

 Cross-variant supplier data is the data in the SupplierOrganizations.csv and SupplierIDs.csv files.
 Variant-specific supplier data is the data in the Supplier.csv and SupplierLocation.csv files.

Single-Variant Multi-Variant

• Both cross-variant and variant-specific supplier • Cross-variant supplier data loaded into the
data is replicated to child sites. parent site is replicated to child sites.
• After replication, you load variant-specific
supplier data into the multi-variant child sites.

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• Review Supplier Data and the files used for creation of

suppliers.

• Describe shared supplier information in a suite integrated

environment.

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• Define Transactional Data.

• Describe the various ways to synchronize the transactions

with an ERP.

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 “Transactional Data” represents electronic business documents that are modeled in the SAP Ariba systems.
– Requisitions
– Invoices
– Receipts
– Service Entry Sheets (SES)
– Purchase Orders
 Some of these electronic business documents can be exported from SAP Ariba and used to create
corresponding transactions in an external system (usually ERP).
 Some of these electronic business documents can be created in SAP Ariba via integration using data from
an external source.

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Purchase Orders
 Required for Procure to Order
 Optional for Procure to Pay

Receipts
 Receipts can be imported or exported
 Receipt export a must for Procure to Order if receiving being done in SAP Ariba
 Receipt export optional in Procure to Pay
 Receipt import optional for both Procure to Order and Procure to Pay

Service Entry Sheets (SES)

 Export the SES to ERP, require external approvals and reconciliation in the ERP
 Export the SES to ERP no external approval or reconciliation

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Payment Requests (OK2Pay)

 Not applicable for Procure to Order
 Required for Procure to Pay

Remittance Advice
 Not applicable for Procure to Order
 Optional for Procure to Pay

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Three configurations available for issuing/integrating purchase orders within Procurement:

 ERP Order Method with Acknowledgement
 ERP Order Method without Acknowledgement
 Direct Order Method

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 Requisition created/fully approved in Procurement.

 PO is created in Procurement in "Ordering" status but at this point has no PO Number (only an internal SAP
Ariba ID) and does not get transmitted to Ariba Network.
 PO information (including the internal SAP Ariba ID) is exported to ERP.
 ERP returns the internal SAP Ariba ID mapped to:
– ERP PO number, if PO was successfully created in ERP.
▫ PO in Procurement inherits the ERP PO Number, and if Network-enabled supplier, the PO is transmitted
to Ariba Network.
▫ No additional details other than PO number can be updated.
– Error details, if PO was not successfully created in ERP.
▫ PO is kicked back into a requisition in Composing status and requisition preparer receives a notification
with visibility into the error details.

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This slide shows an example of a recently-approved requisition awaiting a

response from the ERP system. Note that no order numbers appear until the
ERP system has responded.

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In this example, you can see an error generated when exporting a purchase
order to an ERP system. Specifically, note the error message:

Error Message = Currency BRC not defined (please check your input)

In this case, SAP Ariba is attempting to export a purchase order with a

currency not recognized by the ERP system. To resolve this issue, you would
need to either:
a) Create the BRC currency code in your ERP system or
b) Map the BRC currency code from SAP Ariba to the correct existing value in
your ERP system using the Currency Map tool

 Requisition created/fully approved in Procurement.

 PO is created in Procurement and assigned a PO Number.
– Transmitted to Ariba Network for Network-enabled supplier.
– For non-Network suppliers, ERP Order Method can be configured to:
▫ Move automatically to Ordered status.
▫ Move to Ordering status, requiring a Purchasing Agent mark the PO as Ordered.
– Procurement does not wait for an ERP response before transmitting the order.
 PO information is exported to ERP.
 If any errors creating PO in ERP:
– Notification to appropriate party is handled outside of Procurement.
– Any changes required can take place either in Procurement or ERP.

Note that you must use ERP Order Method, not Direct Order, to integrate purchase orders via web
services.

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Receipts can be imported from an external system into SAP Ariba or exported from SAP
Ariba to an external system.
 Three options available exporting receipts within Procurement:
– ERP Receipt Export with Acknowledgement
– ERP Receipt Export without Acknowledgement
– Standard Receipt Export

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 Receipt is created against existing PO or contract and optionally approved.

 Once fully approved, the receipt processing status is set to “Processing” and the receipt is exported to ER.P
 ERP returns the SAP Ariba receipt ID mapped to either:
– ERP receipt number, if receipt was successfully created in ERP.
▫ At this point, the processing status of the receipt moves to “Processed”.
▫ No additional details other than ERP receipt number can be updated.
– Error details, if the receipt was not successfully created in ERP.
▫ At this point, the receipt processing status is switched back to “Awaiting Processing”, notification goes out to the
Receiving Admin group, and the receipt is re-queued for transmission after six hours.

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 Receipt is created against existing PO or contract and optionally approved.

 Once fully approved, the receipt information is exported to ERP.
 If any errors creating receipt in ERP, notification to appropriate party is handled outside of Procurement, and
any changes required can take place either in Procurement or ERP.

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Service Entry Sheets (SES) are copied to the ERP

 External approval required
– SES is copied to the ERP
– SES is approved in the ERP
– Approval is sent back to SAP, SES status changes to Approved
 External Approval not required
– SES is Approved in SAP Ariba and copied to the ERP
 Default setting is to not require external approval

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Advance Payments are copied to the ERP

 Enables Buyers to make advance payment against a purchase order.
– Fully approved advance payment is copied to the ERP
– ERP processes the remittance of advance payment documents
– ERP sends a confirmation to Procurement when the advance payment is successfully processed
 The advance payment amount can be adjusted against the invoice during invoice reconciliation.

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Three configurations available for integrating payment requests between Procure to

Pay/ERP:
 Default: No status expected back from ERP
 Direct: Status expected back from ERP via web services
 Asynchronous: Status expected back from ERP via file channel

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 Invoice received in Procure to Pay from Ariba Network (either directly from supplier or via ICS scanning
partner) or input directly in Procure to Pay via invoice entry screen.
 Invoice optionally goes through approvals and becomes an Invoice Reconciliation (IR) document.
 The IR document goes through approvals and exception reconciliation. Once fully approved/reconciled, the
IR is put in “Paying” status and exported to ERP.
 ERP returns the payment request ID to Procure to Pay mapped to either:
– ERP invoice number, if invoice/payment request was successfully created in ERP.
▫ At this point, the IR in Procure to Pay displays the ERP invoice number but remains in “Paying” status until remittance
is loaded.
▫ No additional details other than ERP invoice number can be updated.
– Error details, if invoice/payment request was not successfully created in ERP.
▫ At this point, IR status changes to “Paying Failed” and Invoice Admin must make appropriate changes and re-submit.

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 Remittance advice (payment details) can be imported into Procure to Pay regardless of which payment
request send method is used.
 Loading remittance advice allows for visibility of payment details (payment date, method, bank information,
etc.) to users and Ariba Network suppliers, and triggers various status changes to approvable documents.
 Note on Statuses:
– The statuses of the IR and the Payment Request don’t change to “Paid” until the clearance period of the
payment method elapses (defined in payment method type master data).
– At that point, the status of the Payment Transaction also changes from “Paid” to “Cleared”.
– A nightly scheduled task updates this status (so even if the clearance period is 0, the status won’t be
updated immediately).

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Although optional, the remittance advice is recommended for full transparency

in reporting to show what was paid and when as this is ultimately managed by
the ERP.

Before successfully loading remittance: Status of Payment Request is “Scheduled” and there is
nothing in the Transaction column.

After successfully loading remittance: Status of Payment Request is “Paying” and there is a
hyperlink to a payment transaction—which contains payment details--in the “Transaction”
column.

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Requisitions
 SAP Ariba allows for importing requisitions created in an external system, including changes to or
cancellations of previously-imported requisitions.
 Approvals in SAP Ariba can be turned off for imported requisitions if the approvals take place in external
system.
 Requisitions can be imported using .csv, web services, or cXML.

Receipts
 SAP Ariba allows for importing receipts created in an external system against PO’s that have been created in
SAP Ariba.
 Receipts can be imported using .csv only.

P-Card Charges
 SAP Ariba allows for importing charges to reconcile against P-card orders that have been created in SAP
Ariba.
 P-Card charges can be imported using .csv only.

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Charge Payment Requests

 SAP Ariba allows for exporting data contained on fully reconciled p-card charges.
 Charge payment requests can be exported via .csv only.

Advanced Ship Notices

 SAP Ariba allows for exporting advanced ship notices sent from suppliers via the Ariba Network, as part of
the purchase order export.
 Advanced ship notices can be exported via .csv only.

© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 97

© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 98

• Define Transactional Data.

• Describe the various ways to synchronize the transactions

with an ERP.

© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 99

© SAP SE AR720 100

Learning Objectives

• Describe catalog features and functionality.

© SAP SE AR720 101

Catalog Subscriptions
• A subscription is a definition of the process for importing a content file into the SAP Ariba
catalog.
• A subscription specifies the properties of the catalog import including:
• Subscription unique name
• Supplier Name
• Name of the content file
• Option to skip catalog approval process
• Option to automatically activate the catalog
• Option to display subscription
• Whether the content file contains items from multiple suppliers

© SAP SE AR720 102

Catalog Import Overview

Method Process

Network Catalog Supplier uploads a catalog thought the Ariba

Network Subscription Network to be used by your organization

Generated Subscription Generate catalog items from open contracts

Local upload on the buyer side of a the SAP

Local Catalog
Ariba Procurement solution

Catalog Import Overview

There are multiple ways to load catalog content into the SAP Ariba
Procurement catalog. Suppliers can load catalogs on Ariba Network; this is
called a “Network Catalog” or “Network Subscription.” A member of your
organization can load the catalog into SAP Ariba Procurement; this is a “Local
Catalog” or “Local Subscription.” You can also load content from a contract
through a “Generated Subscription.”

Each method has a different process with different advantages and use-
cases, but most organizations make heavy use of Network Subscriptions to
automate their catalog process as much as possible while reducing the
workload for catalog managers.

© SAP SE AR720 103

Ariba Network Overview

• Ariba Network provides a connection point for buyers and suppliers on the Internet.

• Suppliers register on Ariba Network, configure their accounts, and store product and service
content there.

• Buyers then download supplier catalogs from Ariba Network and use the procurement
application to generate purchase orders.

• SAP Ariba Procurement can be configured to automatically download updated catalogs and
send them for approval.

© SAP SE AR720 104

Ariba Network Catalog Subscriptions

Step Solution Website Process

1 Ariba Network Supplier.ariba.com Supplier uploads a catalog

Buyer subscribes to the

2 Ariba Network Buyer.ariba.com catalog that has been
uploaded by the supplier

A scheduled job (Ariba

Network Full Subscription
Customer Owned
SAP Ariba Synchronization task) runs
3 Procurement
SAP Ariba Cloud
which imports the
website address
subscribed catalog from the
Supplier
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Ariba Network Catalog Subscriptions

To receive catalogs from Ariba Network, you must have a trading relationship
with your supplier. When they load new catalogs to the network in an
appropriate format, the catalog will be downloaded into SAP Ariba
Procurement on the next network synchronization event.

The synchronization task can be scheduled to run automatically or it can be

run manually at any time.

© SAP SE AR720 105

Catalog Configuration & Administration

 Catalog configuration and Administration is a key functionality of Buying and Invoicing.

 To learn more about Catalog Administration, look up the Catalog administration guide for buyers on SAP
Ariba Connect.

© SAP SE AR720 106

Summary

• Describe catalog features and functionality.

© SAP SE AR720 107

Unit 8: Ariba Network

© SAP SE AR720 108

Learning Objectives

• Configure Ariba Network transaction rules.

• Assist suppliers with basic Ariba Network usage.

© SAP SE AR720 109

What is the Ariba Network?

More than just a supplier network, the world’s business commerce network is a global
community where your company can collaborate with any other – large or small, from anywhere
in the world – whenever you’re buying, selling, or managing cash.

Buying on Ariba Network

Selling on Ariba Network
Get access to a vast network of qualified,
global suppliers, ready to compete for Every day, leading buying
your business. With comprehensive and
organizations source millions of dollars
up-to-date spend and supplier worth of goods and services through
management information, you’ll work with SAP Ariba. We can help you become
the right suppliers – at the right time – to a preferred supplier by strengthening
lower costs and minimize risks. your e-commerce capabilities and
accelerating your sales cycle.

© SAP SE AR720 110

A true Business Network that is…

1 Open
 Any back-end system
 Any connection technology, vendor and Procurement
Sales
protocol Finance
 Not constrained by single standard Logistics
Supply Chain
Sustainability
2 Intelligent Compliance

 Open the “envelope” – catch errors

before they happen Buyers Suppliers
 Aggregate data and discounting
opportunities Partners
 Not just an integration gateway

3 Comprehensive 4 Scalable and Secure

 Self-service enabled for account creation
 All trading partners
and integration setup
 All collaborative business processes
 Secure multi-tenant hosted with high
 Not point to point
availability SLAs and separation of Test and
production Accounts

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Procure to Pay and Ariba Network

Ariba Network handles document transmission:

 POs and Invoices
 Order Confirmations, Ship Notices, Upcoming Payments

Ariba Network has configurable business rules which can act as a gateway for supplier
document submission.
 Tolerances for invoice unit price and quantity changes
 Data validation
 Supplier or group-specific rules can be configured

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Ariba Network Buyer Account

Contains alerts and messages as well as a shipment

Home tracking widget.

Inbox Documents received by suppliers filterable by type.

Outbox Documents sent to suppliers filterable by type.

Supplier Tools used in the supplier enablement process including

Enablement forms and templates.

Ariba Network account settings, transaction rules, and

Administration various preferences.

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Ariba Network Transaction Rules

On Ariba Network profile and business information can be set, as well as transaction rules for
suppliers.
 Default transaction rules can be set up as the expected behavior for all supplier.
 Transaction rules apply to different document types:
– Purchase Orders
– Service Sheets
– Invoices
 The buyer can control or restrict the type of taxes or tax data, which the supplier can add to the Invoice
– Country-Based Invoice rules allow for different restrictions that take precedence over the defaults.
 Additional rules allow for Currency Precision and rounding, Catalog Validation against UNSPC version and
more.

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Ariba Network Invoice Tax Rules

Tax rules are often some of the most important, here are some examples:
 Allow suppliers to add allowances and charges to invoices.
 Require suppliers to provide their tax ID on invoices.
 Require suppliers to enter taxes at line item level.
 Allow suppliers to create a tax rate and type for invoices and credit memos.
 Require suppliers to choose from your list of valid tax values .
 Allow suppliers to enter taxes at line level only.
 Copy tax from purchase order to invoice.
 Line item tax on invoice is view-only (if you enable the rule Copy tax from the purchase order to the invoice,
and you disable the rule Line item tax on invoice is view-only, then suppliers can modify the tax information
on the purchase order).

For a complete list of Ariba Network Transaction rules, please refer to Network guide to invoicing
features and functions on SAP Ariba Connect.

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Additional Ariba Network Integrations

In addition to the integrations available between Ariba Network and SAP Ariba Procurement,
Ariba Network can connect to a number of additional systems.
 PO and Invoice Automation allow your ERP system to send POs to and receive Invoices from Ariba Network.
 Suppliers can connect catalog punchout systems.
 Supply Chain Collaboration allows for information-sharing between buyer and supplier systems to manage
direct materials purchases.
 Quote Automation allows ERP systems to send RFQs to suppliers over Ariba Network (through Ariba
Discovery) and receive bids in return.

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Enabling Suppliers

There are a number of methods available to enable suppliers:

 SAP Ariba Supplier Enablement Automation
– Assign enablement activities to suppliers
– Track enablement status across suppliers and enablement activities
 Search for existing suppliers
 Upload through a CSV load
 Allow vendors to send requests
 Standard Account
– An Ariba Network account type, driven via interactive email providing suppliers access to Ariba Network
– Free for suppliers for all basic transactions

SAP Ariba Connect (support.ariba.com>Product Information & Documentation) contains more

information related to Supplier enablement, automation and integration. (See “Ariba Network” and
“Cloud Integration” links.)

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Supplier Enablement Communication Templates

• The templates used to send supplier enablement

email notifications can be updated.

• These are available under the Supplier

Enablement | Configure | Letter Content page.

• These templates can be customized for different

languages and countries.

• There is both an edit and preview function for

each letter.

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Common Supplier Tasks – Confirmations and Shipping

 Suppliers can send their buyers an Order Confirmation (OC) to communicate initial order status:
– Order confirmed in full
– Order partially confirmed
– Order rejected
 Suppliers can add Order Confirmation details including:
– Estimated shipping date and cost
– Comments and attachments
– Line Item Quantity confirmed, backordered, or rejected
 Once items from an order have shipped, suppliers can send a Ship Notice.
 Ship Notices can include:
– Packing Slip ID (required)
– Shipment Carrier information and tracking number
– Shipment volume and/or weight

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Common Supplier Tasks – PO Flip

 PO Flip is the process of “flipping” a purchase order into a matching invoice document.
 Information like items, quantities, and prices are copied from the PO to an editable invoice.
 If tax and shipping information was not included on the purchase order, it is added by the supplier before
submission.
 PO Flip helps reduce the number of errors (and payment delays) by giving suppliers an invoice that matches
the PO by default.

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Process – Invoice Against Contract

Select your customer.

Provide header data and select the appropriate contract.

Add line items from the contract. Optionally, add ad-hoc lines.

Adjust taxes, shipping, and charges as necessary.

Submit the invoice for approval to the buyer.

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Summary

• Configure Ariba Network transaction rules.

• Assist suppliers with basic Ariba Network usage.

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Unit 9: Approval Rules

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Learning Objectives

• Describe the different types of approvals that can be added

to the Approval Processes.

• Edit approval rules based on business needs.

• Create new approval rules if required.

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About Approval Processes

 Approval Processes control the approval flow for Approvable documents.

– An “Approvable” document is anything which can have an approval flow, examples:
▫ Requisitions
▫ User Profiles
▫ Receipts
▫ Invoice Reconciliations
– Only one approval process can be active for a given Approvable at a time.
 Approval Processes contain multiple ordered Approval Rules which determine which approvers, if any, must
be added.
– Some rule types can only add one approver while others may add multiple approvers.
– The order of the rules determines the order of the approvers.
 You can run your rules against test documents using the Testing tab.

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Types of Rules

Basic Simple if-then logic to add a user or a group.

CSV Load a data table which specifies “for X add Y.”

Chain Add approvers until a condition is met, usually financial approval level.

Edit Permission-specific results of editing a submitted approvable.

Filter Remove unwanted approvers, e.g. duplicates.

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Types of Approval Rules

In addition, the following rules can be utilized:

 Validation Rules are not strictly part of the approval process. These determine whether an approver who has
permission to edit an approvable must fill in missing information before approving or rejecting it. The
validation rules in an approval process can be enabled and disabled. Currently only available for Invoice
Reconciliations.
 Policy Rules enforce policy terms for collaborative requisitions (Ariba Procure-to-Pay, Ariba Procure-to-
Order) and shopping carts (Ariba Procurement Content). The only type of policy currently available is N Bids
and a Buy. The policy rules in an approval process can be enabled and disabled.

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Approval Process Management

 The Manage Approval Processes page allows the administrator to search for, view, edit, create, copy, and
delete approval processes.
 Each approval process applies to one type of approvable, however there can be more than one approval
process for each approvable type, but only one approval process for each approvable type can be active at a
time.

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Approval Rule Editor

Approval Rules are created/modified

using Approval Rule Editor.

Editor consists of three sections:

 Approval Rule Editor: Rule Title and
Rule Description.
 Condition: Determines if the approver
should be added to the approval flow.
 Action: Adds an approver to the
approval flow (if a valid approver is
found).

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Approval Process States

Draft: Indicates that the user listed in the Editor column has a ‘HOLD’ on this approval process and
no other user’s can make changes to this version.
 Approval Processes in Draft Status are created in the following ways:
– An existing Approval Process has been ‘Edited’, this creates a NEW VERSION of the Approval Processes.
– An existing Approval Process was COPIED, version number is 0.
– A NEW Approval Process was created, version number is 0.
 Approval processes in the Draft State must be checked in before they can be made active.

Checked In: Indicates that the approval process has been checked in to the system but is not
currently being used to generate the approval flows.
 When you check in an approval process, you release your hold on it so others can work on it.
 Customer Administrators can ‘FORCE CHECK IN’ an approval process that is assigned to someone else.

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Approval Process States

Active: The approval process is currently active in the system and will be used to create approval
flows for all approvable documents of that type.
 There can be only one active approval process for each approvable type.
 If no active approval process exists for an approvable type, the system uses a default approval process
(General Approvables).

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Creating an Approval Process - Copy

 Copying an approval process creates a new approval process with ‘Copy of ‘ prepended to the title and copy
number appended to the end of title. The version number is 0.
 You will need to search for this ‘copied’ approval process, then click on the Title to open in ‘Edit’ Mode.

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Creating an Approval Process

 Title - Approval Process titles must be unique.

 Approvable Type - indicates the type of approvable for which the approval process will apply.
 Active Status – Approval Process must be activated before they can be used in the system. Only one active
approval process can be used per approvable type.
 Prevent Self-Approval Under Delegation – If checked, this will prevent delegates from approving their own
requests when acting as the delegator.

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Approval Process Diagram

 Approval Processes are built using a graphical interface called Approval Process Diagram.
 This diagram represents the structure of the approval flow with nodes for each configured approval rule.
 Rules are added, removed, and moved through the Approval Process Diagram.
 Approval rules can be added either in serial or parallel.

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Approval Rules - Action

 Actions are used to add approvers to the approval flow.

 There are two types of Actions:
– Add Approvers and Groups
– Use Approver Lookup Table

Note: If the SAP Ariba system encounters unexpected behavior when generating an approval flow—for
example, if the action calls for adding a manager but there is no manager, or an approver group has no
members, or a lookup table is corrupt—the Customer Administrator group is added to the approval flow.

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Approval Rule Editor – Action– Approvers and Groups

 Add Approvers and Groups:

 Contains a list of predefined actions for adding
approvers.
 Approvers are either a User or Group in the system.
 Some predefined actions contain parameters:
– Approval Required
– Reason
– Group

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Basic Rules

 A basic rule evaluates a condition and adds an approval request node to the approval diagram if that
condition is met. You should be able to phrase most base rules as “if...then...” sentences.
 Each basic rule can add zero or one approval nodes (which may contain users or groups) to the approval
flow.
 Examples:
– If the requester and the preparer are not the same person, then the requester must approve.
– If the requisition is over $100,000, the it must be approved by Finance.
– If the requisition has ‘Ad Hoc’ items, then the Purchase Agent must approve.
– If the requisition has any line items with a commodity code of CAPEX, then the facilities manager must
approve.

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CSV Rules - Approver Lookup Table

 CSV Rules allow you to add zero to many approvers based on matching data in a table.
 You choose the field to compare, for example:
– Commodity Code
– Total Cost
– Cost Center
 You can then upload a CSV file which lists the approvers (users or groups) to add if the field is matched.
 This also works with greater-than and less-than on numeric fields.
 Examples:
– List of commodity codes and corresponding commodity-specific approvers.
– List of cost centers and cost-center approvers.

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Updating CSV Rules

 Unlike most approval rules, CSV rules can be updated without accessing the Approval Processes interface.
– Located under Customization Manager -> Approval Rule Files.
– Allows for downloading and uploading of supporting files.
– These files can be uploaded in batch through Data Import task: Import CSV Lookup Tables Used by
Approval Rules.
 Must be stored in zip file called RuleCSVHelperFiles.zip to be loaded.
 The Approval Rules Files tool allows you to download the associated CSV file to make updates.
 While you can add additional entries (rows) using this tool, to add additional fields for matching (columns)
you must update the rule directly.

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Approval Rule Lookup Files (CSV)

Approval Lookup Files – Important Details:

 Provides the ability to define multiple criteria.
 CSV files can be managed manually or on an automated schedule.
 Row order is very important; only the first matching entry will apply.

Each line on an approvable is evaluated independently; it is possible an Approver Lookup file could
add a different approver for each line of a document.

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Helper Files for Approval Rules

 Data associated with approval rules.

 Maps a set of inputs (e.g., commodity, cost center, total cost, etc.) to an approver or group of approvers.
 Advantage: Approval rule logic in SAP Ariba is a one-time build, but rule behavior is dynamic and can
leverage integration.

The table shown above is a representation of the CSV helper file from an
“approval lookup table,” part of the Approval Processes.

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Approval Rules – Chain Rules

Chain rules are typically used to add managers up a chain, such as the chain of command, to the
approval flow.
 Chain rules are associated with a specific base rule.
 Conditions you specify for base rules also apply to the corresponding chain rules, but chain rules can have
their own conditions, too.
 When a rule is chained, tabs are added to differentiate between the base and chain rule.
 Additional predefined conditions exist which are unique to chain rules.
 Chain rules have a limited number of actions for adding approvers.

NOTE: When the SAP Ariba system processes a chain rule, if an approver has a supervisor, but
that supervisor is inactive, the system looks for and adds the next active supervisor in the chain. If a
chain rule adds duplicate approvers, the duplicates are removed automatically.

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Filter Rules

Filter rules run after all base and chain rules are evaluated.
 Filter rules review the approval requests added by the base and chain rules and evaluate if any should be
filtered or removed.
– Ex. Remove Duplicate Approvers
 Filters rules operate using predefined filter actions.

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Filter Rules - Actions

 Filters rules operate using predefined actions. List of Filter Rule Actions:
 Commonly Used Filter Rules:
– Remove Duplicates – Retain First Approver
▫ Removes duplicate approvers from the approval flow, preserving only
the first approver instance that is not a watcher.
– Remove Duplicates – Retain Last Approver
▫ Removes duplicate approvers from the approval flow, preserving only
the last approver instance that is not a watcher.
– Remove Requester User
▫ Removes the requester from the approval flow if the requester was
added as a separate approver.

 NOTE: All filter rule actions are NOT available for all approvable
types.

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Edit Rules

If a user is allowed to change an approvable, the Edit button is available. Two settings can
determine whether a user can change an approvable that has already been submitted: group
membership and edit rules, described as follows:

Group membership
 The first setting that determines whether the Edit button is available to a user. For example, the Purchasing
Manager group exposes the Edit button on requisitions, so members of that group can edit requisitions. On
the other hand, the Purchasing User group does not expose the Edit button, so members of that group
cannot edit requisitions unless they belong to another group that permits them to make changes.

Edit Rules
 Prevents editing under specified circumstances by hiding the Edit button and determines what happens to
the approval flow when a user edits an approvable.

NOTE: Edit rules are given the highest priority.

© SAP SE AR720 145

Edit Rules

 Edit Rules can be applied to various types of approvables in SAP Ariba Procurement, including
(but not limited to):
– Requisitions
– Receipts
– Invoices
– Invoice Reconciliations
– Custom Forms

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Edit Rules - Examples

Group Membership and Edit Rule Example:

• User Arnold Davis (adavis) belongs to the Purchasing Manager group. By default, this means he
can edit submitted requisitions. The changes he makes do not affect the approval flow,
therefore, the approvable does not require reapproval, nor does it need to be resubmitted.

An ‘Edit Rule’ was created that dictates the following behavior: “Requisitions associated to
Purchasing Unit ‘US001’ can not be edited by any user.” Now, when user Arnold Davis (adavis)
views a requisition with Purchasing US001, he cannot edit it even though he is a Purchasing
Manager. No Edit button is available.

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Edit Rule Configuration

 Edit rules have conditions and actions.

 You can configure different edit rules based on:
– The user attempting to edit the approvable
– The information in the approvable
– The fields being edited
– Any combination of the above

To configure an edit rule, you must specify a condition and an edit rule action. When a user attempts to edit a
submitted approvable, each edit rule in the approval process evaluates the approvable to see if it matches the
condition. If the condition is met, the edit rule action returns a code to indicate whether (or how) the approval
flow should be modified based on the changes being made.

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Edit Rule Conditions

Predefined Edit Rule Conditions

 Most of the predefined conditions available for edit rules are the same as those for base rules. However, the
following are a few predefined conditions that apply only to edit rules:
– System Condition is Total Cost is Changed, the rule will go into effect any time the total cost is changed in
any way.

© SAP SE AR720 149

Edit Rule Conditions

 System Condition is Field Changed and it is True if the values in any of the specified fields are changed.
– Field names must be specified.
– This condition does not apply to the Comments field of approvables. It also does not apply to calculated or
derived custom fields.

 NOTE: You should specify fields that require different approvers on the
approval flow.
 Example: If you have a rule that adds the Requesters Supervisor on the
approval flow, than if the Requester is changed, than there is a possibility
that the Supervisor who needs to approve is different.
•

© SAP SE AR720 150

Edit Rule Actions

The Action selected determines behavior of approvable when edited.

Available Actions:
 Edit Not Allowed - prohibits editing of approvables after submission.
 Edit Without Effects - changes are allowed, allows approvables to be edited without altering the approval
process.
 Edit With Resubmit - changes are allowed, however, the approval process starts over and any previous
approvers are notified.

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Edit Rule Actions

Edit Requires Reapproval edits are allowed and the following applies:
 If the user changing the document is not on the approval flow…
– All approvers are required to reapprove.
 If the user changing the document is on the approval flow…
– Parallel approvers must reapprove.
– Subsequent approvers (from the user making the change) must reapprove.

Example:
Suppose the approval flow has four approvers (A, B, C, and D), and the document is approved by A, B, and C
(and is pending approval by approver D). If approver B edits the document (for example, changes the
quantity), the approval flow is reset, and Approver C (the approver that comes after the approver making the
change) must reapprove.

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Adding and Ordering Rules

• Approvers are added to the approval flow based on the way rules are ordered in the rule
set.

• You can add and move rules by clicking on the dropdown arrows before and after any
existing rule.

• New rules can be added in serial or parallel as needed.

• When you first create a rule, it is created as a Basic rule. You can adjust it by:
• Using the option to “Use Approver Lookup Table” under the Actions section to make a CSV rule.
• Using the option Action | Chain this rule after creating the rule to make a chain rule.

• Filter Rules and Edit Rules are created on their respective tabs.

© SAP SE AR720 153

Edit Rule Order

The order in which the edit rules appear on the Approvable Edit Rules tab makes a difference. For any user or
field being evaluated by the edit rules, the Ariba solution uses the first rule that has a matching condition.

If a Purchasing Agent edits the approvable, the Ariba solution uses the Purchasing Agent edit rule because it is
the first rule in the table that matches the situation. The approvable is resubmitted, causing the approval flow
to be regenerated. If a different user edits the approvable, the second rule is used.

In this case, when a Purchasing Agent edits the approvable, the first rule that matches the situation is “Users
can edit with reapproval.” The newly edited approvable requires reapproval, but it does not need to be
resubmitted, and the approval flow is not regenerated.
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Approval Rules - Condition

 Conditions can be defined for base approval rules, chain rules, and edit rules.
 Conditions can consist of one or more condition components and
subconditions.
 Condition components include:
– Field Match conditions
– Predefined conditions
– Subconditions
 Condition blocks must start with an All/Any/None subcondition.
 Condition blocks must end with a predefined condition or field match
condition.
 Subconditions can be added/modified by clicking on the button.
 A condition must evaluate to true for an approval rule action to fire.

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Approval Rules - Condition - Field Match

Field Match condition allows for the selection of

a field on the approvable.

Line item fields are not selectable.

Custom fields are available for selection.

© SAP SE AR720 156

Approval Rules - Condition – Field Match

 Field Match conditions consist of a field on the approvable to evaluate, an operator, and a value or field to
match on.
– Operators checks depend on the field that was selected, for example: Operator Checks for ‘String’ fields
are equality, inequality, null values, and partial matches.
– Field matches can be performed on constant values or field values.

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Approval Rules - Condition – Predefined Conditions

 Predefined Conditions are out of the box condition components based on common business needs.
– Approvable Has Ad-Hoc Line Items
– Requisition Has Supplier
 Some predefined conditions allow for parameters i.e. Requester In Group.

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Field Paths

 SAP Ariba often displays data using the format Object.SubObject.Field to represent data within its
hierarchical structure.
 For example, the commodity code ID of a requisition line item might be represented hierarchically as:
 Requisition
– LineItems
▫ CommonCommodityCode
▫ UniqueName
 We would represent in field path format as LineItems.CommonCommodityCode.UniqueName.

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Testing

The Testing tab allows for selection of

approvables to test the behavior of the approval
process.

• Approval Flow generated demonstrates final

approval flow after all base, chain, and filter
rules are applied.

• Testing tab is only editable when the approval

process is in Draft status.

• Edit Rules CANNOT be tested via the

Approval Flow Tab.

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Creating Approval Rules

The following steps can help you plan and create your approval rules:
1. Determine the Approval rule requirements.
2. Create or open the approval process from the Manage/Approval Processes page.
3. Define the base approval rules (conditions, actions). You can add a chain to any base rule.
4. If an approval rule uses an approver lookup table, you create a table template, export it, fill in the
data, and upload the lookup table to the approval rule.
5. Define filter, edit, policy and validation rules as needed. Validation Rules currently only apply to IRs.
6. For collaborative requisitions, you can add approvers to each of the three collaboration phases.
7. For collaborative requisitions, if you want to use the N Bids and a Buy feature, configure and enable
the policy rule.
8. Test the approval process using selected approvables in your system, then modify the process as
necessary.
9. Check in the approval process, activate it if you want it to be used. Activating an approval process
deactivates the currently active approval process for that approvable type.

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Policies
 Policies tab is unique to Requisition and Shopping Cart (APC) approval processes.
 Allows for the configuration of N Bids and a Buy (applies to collaboration only).
– N Bids and a Buy allows for the enforcement of a minimum number of invited suppliers for collaboration.
– Configured using a CSV file containing the fields the policy is based on and terms of the policy.
– Group approver can be added to approval flow if policy is violated.

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History
 History tab provides details on versions of an approval process.
 Allows users to access obsoleted versions of the approval process.
 The Copy button allows for the reverting of an approval process to a previous version.
– Copy button is not available if there is a Draft version already created for the approval process.
– Creates a copy of the approval process and checks it in.

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How Approval Rules Are Processed

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Escalation of Approvals

 An administrator can specify the number of days after which an unapproved document will be routed to the
approver’s manager.
– For example, if a requisition stays idle in an approver’s inbox for too long without being approved or
denied, the escalation will occur.
 The escalation feature is configured using the EscalateWarningPeriod and EscalatePeriod parameters.
 The approver who has not taken any action on an approvable will receive an email reminder after the
EscalateWarningPeriod period has passed.
 Then, if the EscalatePeriod passes and no action has been taken, the warned approver will be replaced
with his or her supervisor on the approval graph.
 The supervisor is notified by email that the approval requires the supervisor’s attention.
 The default values for EscalateWarningPeriod and EscalatePeriod are seven (7) and fourteen (14) days,
respectively.

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Extend Escalation Period

 This feature is a setting to allow the approver/s to extend the review period. When an approver extends the
review period, the escalation date for the request is updated automatically and gives approvers more time to
review the request.
 Approval process administrators can set this option, which is OFF by default.
 The new extended date is calculated as follows:
– Date the approver became an active approver + Days to extend escalation + Weekends and holidays (if
enabled)

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Approval Rules and Guided Buying

 The approval rules features applies to all aspects of Buying and Invoicing
 To learn more about Guided Buying review the Guided buying administration guide found on SAP Ariba
Connect.

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Demo: Working With Approval Rules

• Create a simple approval rule: if Requisition Total Cost is over $100,000,

add Finance to the approval flow as a required approver.
• Create a CSV approval rule: use both Commodity Code and Amount.
Upload a CSV file with a few entries.
• Review the Edit and Filter rules.
• Create test Requisitions and use the integrated tester to verify the rules
work correctly.

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Approval process – Multiple ERP

 Child sites inherit approval processes and their activation settings from the parent site. Changes made to
approval processes in the parent site (except activation settings) are replicated to child sites.
 In multi-variant configurations, child sites do not inherit approval processes that include variant-specific
approval rules.
 In child sites, the names of inherited approval processes have the prefix Inherited.
– Approval processes in Draft state in the parent site are not replicated to child sites.
– You cannot modify or move an approval rule in an inherited approval process from within the child site. You
can, however, add approval rules to an inherited approval process.
– You can disable, copy and edit copied inherited edit rules and filter rules.
– Changes to an inherited approval process in the child site, are not overwritten by subsequent changes in
the parent site. Instead, changes to the approval process in the parent site are merged into the approval
process in the child site.
– You can create approval processes in child sites. If you activate an approval process created in the child
site, the corresponding inherited approval process is deactivated.
– The CSV supporting files for approval processes (such as approver lookup tables) are replicated only if
they are referenced by an approval process in the parent site.
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Overriding inherited approval processes in a child site

 For each type of approvable, you can override the inherited approval process by activating a different
approval process in the child site.
 It’s also possible to modify inherited approval processes the following ways:
– Add approval rules
– Disable edit and filter rules
– Copy edit and filter rules, and edit the copies

NOTE: You can only ever have one of each approvable type active. E.g. if you create and activate a
requisition approval flow in the child site, the inherited approval flow from the parent site will be
deactivated.

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Summary

• Describe the different types of approvals that can be added

to the Approval Processes.

• Edit Approval Rules based on business needs.

• Create new Approval Rules if required.

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Unit 10: Receiving Types

© SAP SE AR720 172

Learning Objectives

• Explain the receiving types.

• Modify and create receiving types.

© SAP SE AR720 173

Receiving Types

Manual receiving by quantity is default in your system.

Other receiving types must be created in Core Administration:

 Auto-receipt – system automatically accept the receipt quantity or amount
 Manual receipt by amount
 No receipt
 Each receiving type has per quantity or amount options

Receiving types above can be configured:

 For a specific commodity
 For a specific part number – supplier choice

The receiving process begins when items from a supplier arrive at their
shipping destination. By default, the person responsible for the receiving of
ordered items creates a manual receipt of the items by quantity and submits it
for approval.

SAP Ariba use a standard set of receiving types to determine whether a

receipt is required for an item on a purchase order or contract. You can
configure receiving type rules that match receiving types to commodity codes
or supplier part numbers.

For example, you can also configure the SAP Ariba procurement solution to
create receipts automatically (called auto-receiving) based on amount.

You can use receiving type rules to configure:

• Auto-receiving based on supplier part number or commodity code
• Manual receiving by amount

© SAP SE AR720 174

Receiving Types

Start the configuration

of the Receiving type by
choosing a specific
commodity or part
number.

Create a new
receiving type for a
specific commodity
by clicking Create
New button.

© SAP SE AR720 175

Auto-receiving Types

For each auto receiving type, you can select either per quantity or amount option.

Select at what moment the system automatically accepts the receipt amount or quantity:
 Auto-receipt on charge reconciliation
Select a Commodity
 Auto-receipt on due date
 Auto-receipt on invoice
 Auto-receipt on order
 Auto-receipt on invoice
 Auto-receipt on invoice or charge reconciliation

Select an auto-
receipt type

Auto-receipt on charge reconciliation - reconcile by amount

Auto-receipt on charge reconciliation - reconcile by quantity
• Automatically receives the order if originating from a PCard and reconciles
by amount or quantity.
Auto-receipt on due date - receive by amount
Auto-receipt on due date - receive by quantity
• Automatically generate a receipt on the due date.
• The due date for a catalog item is calculated as the date on which the
purchase order is created plus the standard lead time for the item
specified in the catalog. The lead time of the non-catalog items is
controlled by a parameter that has a default lead time of 0 (zero days).
• Because the receipts are created automatically, the received quantity or
amount is the same as the purchase order quantity or amount and you
cannot specify any asset information of the received goods.

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Auto-receipt on invoice - reconcile by amount
Auto-receipt on invoice - reconcile by quantity
• Automatically generate a receipt when the invoice is generated.
• When an invoice is received in the system, an invoice reconciliation (IR) is
created after the invoice is matched to a PO. You cannot specify any asset
information of the received goods in this receiving type.
• If you manually reject the invoice or match the invoice to a different
purchase order, the received quantities of the original PO are not removed
automatically. If the PO line quantity is specified, the receipt is created for
that quantity, and the received amount is calculated by multiplying the
received quantity by the PO line unit price.
Auto-receipt on order date - receive by amount
Auto-receipt on order date - receive by quantity
• Automatically generate a receipt when the item is ordered (goes to the
Ordered state).
Auto-receipt on invoice or charge reconciliation - reconcile by amount
Auto-receipt on invoice or charge reconciliation - reconcile by amount
• This receiving type lets customers configure a commodity code or supplier
part number to be auto-received regardless of whether the order is
invoiced or charged through a purchasing card.
• For orders originating from a PCard, automatically receives the order and
reconciles by amount or quantity.
• For orders for which an invoice is generated, automatically generates a
receipt when the invoice is created.

© SAP SE AR720 177

Amount Thresholds

 You need to specify the threshold amount for auto-

receiving types.
 If the line-item or order amount is equal or less than
the threshold amount, the auto-receiving will be
performed.
 If the line-item or order amount is above the
threshold amount, the default receiving by quantity
will be applied.
 SAP Ariba Customer Support can configure site-
wide amount thresholds at the order level and the
line level, regardless of commodity code or part
number.

Enter the Thershold

Amount

If the receiving type rules for part numbers or commodity codes include amount
thresholds, when a line item matches a receiving type rule (including matching all
conditions), the SAP Ariba procurement solution checks the threshold and assigns
the appropriate receiving type.

If the line item amount qualifies for auto-receiving based on the threshold, the line
item is assigned the auto-receiving type specified.

If the line item amount is equal to or greater than the threshold amount, the line
item is assigned a manual receiving type. The mode of receiving (that is, by quantity
or by amount) is the same as the mode of the specified auto-receiving type.

There are two ways to configure amount thresholds for auto-receiving:

• You can configure auto-receiving amount thresholds for order lines based
on commodity code or supplier part number. This way, the amount
threshold for one commodity code or part number can be different from the
threshold for another commodity code or part number.
• SAP Ariba Customer Support can configure site-wide amount thresholds at
the order level and the line level. These site-wide thresholds apply to all
lines and orders, regardless of commodity code or part number.

You can configure amount thresholds in the following ways:

• Import the amount thresholds using the data import tasks Import Receiving Types
By Commodity Code and Import Receiving Types By Part Number.
• Use the Procure-to-Pay Manager workspace in Ariba Administrator.

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Receiving Considerations

 When auto-receiving:
– Line items that are set for auto-receive can be manually received.
– When you manually receive a line item that was originally configured for auto-receiving, the SAP Ariba
Procurement Solution converts the receiving type for that line to a manual receipt type - by amount or
quantity (depending on the original receiving type).
– Auto-received receipts do not need to be approved by receipt approvers.
– Negative receiving can be performed on auto-received line items.
– Product returns on auto-received line items is not supported.
 Organizations generally use quantity-based receiving for goods items and amount-based receiving for
services items.
 When you use amount-based receiving types, all invoice accumulators and invoice exception calculations
are based on the Amount field only.

Members of the Receiving Administrator, Purchasing Agent, and Customer

Administrator groups can manage receiving types by using the Receiving
Types By Commodity Code and Receiving Types by Part Number tasks in the
Procure-to-Pay Manager workspace in Ariba Administrator.

Also, note that the amount-based commodities or service line items do not
need advanced pricing details, such as quantity, unit of measure, unit
conversion, and pricing description.

• Amount thresholds for auto-receiving, so that goods are automatically

received if the is less than or equal to the configured threshold amount.
• Tolerance settings to control over-and under-receiving orders, at both the
customer site in general, as well as at specific purchasing unit levels.

© SAP SE AR720 179

Receiving types upload

Configure the
Receiving types
faster using the
CSV files

If the receiving type rules for part numbers or commodity codes include
amount thresholds, when a line item matches a receiving type rule (including
matching all conditions), the SAP Ariba procurement solution checks the
threshold and assigns the appropriate receiving type.

If the line item amount qualifies for auto-receiving based on the threshold, the
line item is assigned the auto-receiving type specified.

If the line item amount is equal to or greater than the threshold amount, the
line item is assigned a manual receiving type. The mode of receiving (that is,
by quantity or by amount) is the same as the mode of the specified auto-
receiving type.

You can configure amount thresholds in the following ways:

• Import the amount thresholds using the data import tasks Import Receiving
Types By Commodity Code and Import Receiving Types By Part Number.
• Use the Procure-to-Pay Manager workspace in Ariba Administrator.

Collecting Asset Data

 Asset data is applicable to the Manual Receiving by Quantity receiving type only.
 If your company tracks assets, you can configure your site to include the asset data on receipts.
 If you choose to include asset data on receipts, the receiver supplies the asset data while filling out the
receipt.
 The asset data comprises:
– Serial Number
– Tag Number
– Location
 For a particular line item, the asset data setting associated with the part number takes precedence over the
asset data setting associated with the commodity code.

To require asset data for receipts, ask your SAP Ariba Customer Support
representative to enable the asset data feature for your site. The asset data
feature is disabled in the default configuration.

Specify which receipts require asset data by setting:

• The IsAssetReq column in the ReceiptByCommodityCode.csv or
ReceiptByPartNumber.csv files, or
• The Asset Data Required field on the Receiving Types By Commodity Code
or Receiving Types by Part Number pages in Ariba Administrator.

Receiving Tolerances

 Tolerances exist for:

– Under-receiving: an order considered “Received” even if the quantity or amount received is less than the
quantity or amount ordered.
– Over-receiving: to what extent can users receive more quantity or amount than was ordered.
 Configure under-receiving and over-receiving tolerances in CSV file within Site Manager.

To configure receiving tolerances, you must define the following attributes:

Quantity: The difference between the number of items ordered and the
number of items received. For example, if you set the under-receiving quantity
to 10, and an order had a line item with a quantity of 50, the receipt for that
line item must be for 40 items or more to be fully received. Likewise, if you set
the over-receiving quantity to 10, the receipt can be for up to 60 items and still
be valid.
Percentage: The same as quantity, except that it is expressed as a
percentage and applies to both quantity and total price (amount). Using the
previous example, if you set the under-receiving percentage to 10, and the
quantity ordered was 50, the receipt must be for at least 45 items (10% less
than the quantity ordered) to be fully received. Likewise, if you set the over-
receiving percentage to 10, the receipt can be for up to 55 items (10% more
than the quantity ordered) and still be valid.
Value: The difference between the ordered price (amount) and the received
price. For example, if you set both the under-receiving value and over-
receiving value to 5, and the total price for a line item in the order was $100,
the total price of that line item in the receipt must be at least $95 to be fully
received and no more than $105 to be valid.
You can define the separate limits for under and over-receiving.

Demo: Receiving Types

• Review the receiving types already created in the system

• For a new commodity, create an auto-receiving type
• Create a non-catalog item that matches your new rule
• Test to ensure your item is auto-received
• Adjust the auto-receipt

Summary

• Explain the receiving types.

• Modify and create receiving types.

Unit 11: Invoice Exceptions

Learning Objectives

• Explain invoice reconciliation process and exceptions.

• Provide detail around updating and configuring Invoice

Exception Types.

Overview of Invoice 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 the reconciliation process.

During the invoicing process we will work with three documents:

Invoice Payment request

Invoice (INV) Reconciliation (IR) (PAY)
• Supplier’s original • A copy of the invoice used Created when IR is fully
request for payment for internal processing approved
and approvals
Tracks information on
• All invoice exceptions can payment of invoice to the
be viewed on this supplier (sent on the
document remittance file)

Invoice Exceptions

 The Invoice Reconciliation (IR) 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.
 Exceptions can represent a variety of issues, such as:
– Missing receipts
– Mismatched quantities or prices
– Duplicate invoices
– Tax variances

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

Invoice Exception Types

 Invoice exception types describe the situations that result in exceptions.

 Modifying tolerance calculations and invoice exception ranking affect when an exception is triggered and
how exceptions are ranked in importance when there are multiple exceptions.
 Exceptions can occur at either the line item level or the header level of an invoice. Header-level exceptions
are information-only except in a few cases, but line-level exceptions must be reconciled before the invoice
can be paid. Here are some examples of the most common invoice exception types at header-level and line-
level:
Default Header-Level invoice exceptions Default Line-Level invoice exceptions

Canceled Order PO Received Quantity Variance

Invalid Invoice Date PO Quantity Variance
Invoice Currency Mismatch PO Price Variance
Invoice Has Mathematical Errors Over tax Variance
PO Payment Terms Mismatched Under Tax Variance
PO Amount Variance Tax Calculation Failed

Exception Approvers

Each invoice exception type is associated with a group

 This determines 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 approval rules will:
– Look over the invoice reconciliation document to find all exceptions on that document
– Define as approvers those users who have permission to reconcile the specified exceptions
– Add these approvers to the approval flow to reconcile any listed exceptions, typically at the beginning of
the flow

NOTE: Approval Processes work in conjunction with the groups on the invoice exception and helper
files are often used along with defaults.
© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 191

Overrides

 Overrides allow you to define tolerances:

– At the supplier level
– At the commodity code level
This allows for more efficient invoice reconciliation and exception handling.

For example, a greater tolerance may be needed for commodities like print.

PO Received Quantity Variance default settings

PO Received Quantity Variance is one of the most common exceptions. This is an example of how
the default configuration is set up for this exception type:
Invoice Exception description Requester Header Invoice Apply to specific Line Null allowed
Exception allowed? only? Source invoice types? category
PO Received The invoice item's Yes No Apply to No, apply to all Regular Yes
Quantity quantity, {1}, is greater purchase invoice types lines
Variance than the order item's and release
received quantity, {0}. orders

Invoice Absolute Percentage Absolute Relative Auto-reject Ignore Auto Accept?

Exception Tolerance Tolerance Rank Rank (Should the Invoice be (Should the exception be raised even
automatically rejected if the if the Invoice line or invoice total is
exception is raised?) less then the threshold amount for
raising invoice exceptions?
N/A if Auto Accept Threshold =0)
PO Received 0 1 3 1 No No
Quantity
Variance

PO Received Quantity Variance Default settings

The invoice exception checks the fields within each document to see if they match. The system
used a Field Path to direct it to the correct Field in each document.

The exception uses multiple field paths to validate the data.

Invoice Exception Field Path Definition

Field Path To Validate The invoice field being validated. If the Header Only field is true,
this field is a header field; otherwise, it is a line-item field.
Field Path To Validate Against The invoice field to be used for comparison; often a field on the
associated order or contract.
Field Path Source on Dispute The field path of the source field whose value will be used to set
the target field upon Dispute.
Field Path Target The invoice field to be set when the invoice is accepted or
disputed.

Invoice Exception Ranking

The reconciliation engine uses the Absolute Rank and Relative Rank values to determine the
order for checking exceptions.

The process is as follows:

1. First, the reconciliation engine generates exceptions for the header. A higher-ranked header exception
prevents any lower-ranked header exceptions from being generated.
2. Next, 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.

If an invoice has multiple exceptions with the same absolute rank, the relative rank value
determines the relative precedence of those exceptions.

Note: 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.
Invoice exceptions that can cause issues with integrations should be ranked higher.

Tax Related Invoice Exceptions - Examples

Under Tax Variance

 The supplier charged LESS tax than the Buyer expected when compared to the Tax Tables (or NO tax when
tax was expected).
– Resolving the Tax Exception
▫ Accept Invoice Amount (Accept) – pay supplier amount they charged and will not accrue the difference.
▫ Accept Expected Amount (Dispute) – pay supplier amount they charged and will accrue the difference. The difference
will go on ok2pay file as the accrual amount.

Over Tax Variance

 The supplier charged MORE tax than the Buyer expected when compared to the Tax Tables or tax was
added when Buyer does not expect to Pay Tax.
– Resolving the Tax Exception
▫ Accept Invoice Amount (Accept) – pay supplier amount they charged.
▫ Accept Expected Amount (Dispute) – pay supplier amount calculated by Tax Tables (short-pay).

These are examples of Tax Related Invoice exception, note that different
exceptions have different outcomes depending on the exception generated. It
is important for users resolving exceptions to understand the consequence of
the resolution they choose. In many cases Accept Amount (Dispute) results in
short paying the supplier.

The customer always has the option to Reject the entire invoice and have the
Supplier can correct and then resubmit.

Tax Related Invoice Exceptions - Examples

PO Tax Amount Variance

 The supplier charged MORE Header Level tax than what the Buyer applied to the Purchase Order (if using
TLC only).

PO Tax Line Amount Variance

 The supplier charged MORE Line Level tax than what the Buyer applied to the Purchase Order (if using TLC
only).

Resolving these Tax Exception

– Accept Invoice Amount (Accept) – pay supplier amount they charged
– Accept Expected Amount (Dispute) – pay supplier amount from the Purchase Order

Tax Related Invoice Exceptions - Examples

Tax Calculation Failed

 System could not lookup Tax Code, Component, Rate based on invoice attributes.
– Resolving the Tax Exception
▫ This exception cannot be Accepted.
▫ To resolve the exception, you must first correct your tax tables, select the correct Tax code and then reconcile the
exception by clicking the Recalculate Tax button.

Withholding Tax Calculation Failed

Charge Related Invoice Exceptions - Examples

PO Charge Amount Variance

 This exception is displayed if the total charge amount on the invoice exceeds the total charge amount on the
purchase order by a value greater than the tolerance set.
– Resolving the Tax Exception
▫ Accept Invoice Amount (Accept) – pay supplier amount they charged
▫ Accept Expected Amount (Dispute) – pay supplier amount from the Purchase Order

PO Line Charge Amount Variance

 This exception is displayed if the line-level charge amount on the invoice exceeds the line-level charge
amount on the purchase order, by a value greater than the tolerance set
– Resolving the Tax Exception
▫ Accept Invoice Amount (Accept) – pay supplier amount they charged
▫ Accept Expected Amount (Dispute) – pay supplier amount from the Purchase Order

Demo: View the Invoice Exception Types

• Access the Invoice Exception Types in the SAP Ariba user interface
• Review the settings available

Demo: View the Invoice Exception
Workbook

• Search for files used in AR720

• Document type = Knowledge Project
• Search for AR720
• Click on Search Result “AR720” and click Open
• Open Files used in AR720
• Click on Invoice Exception Library to download
• Review the document

Invoice Exception Considerations

Invoice exceptions can cause difficulties after deployment, here are some things to keep in mind:
 Exception Ranking – there is no wrong or right when it comes to determine the exception ranking for each
invoice exception. Find the balance for what is best as it also depends on what is required on your backend
system.
 Absolute rank – Do not change absolute rank without guidance. Keep as ranking “1” the most important
exceptions that if not triggered would cause integration issues. Important exceptions = higher rank.
 Invoice exception routing – there are two pieces: a) within the actual exception there is a group there is
routed to in the invoice exception configuration; b) the approval process via the exception handler rule.
 Tolerances - pay special attention to your tolerances. Example: if you allow over receiving, make sure to
also allow invoice amount to exceed the PO amount.
 Group x requester – you don’t need to have a group if you want the requester to handle the exceptions.
 Invoice Exceptions Fact table – provides you with a report to check the most common exceptions being
thrown in your system and can help you understand better your current setup.

Summary

• Explain invoice reconciliation process and exceptions.

• Provide detail around updating and configuring Invoice

Exception Types.

Unit 12: Optional Features

Learning Objectives

• Summarize where to find and review optional features.

• Provide details on implementing some of the most popular

optional features.

Optional Features

In order to ease the change management process within your organization, most new features added to the
SAP Ariba product suite will be optional and disabled by default.
While this makes change management easier, it means administrators must be proactive in reviewing new
features and determining whether to implement the new functionality.
 For new releases, you should plan an evaluation process to determine which features would benefit your
organization.
 Use SAP Ariba webinars, release guides, and your test realm to evaluate features without impacting your
production environment.

Optional Features

Within SAP Ariba Procurement, there are many optional features that can be enabled. Some of
those covered in this section include:
 Tax and Total Landed Cost
 Evaluated Receipt Settlement
 Advanced Payment

Many optional features are available and some examples are:

 Demand Aggregation – Aggregating multiple requisitions in to one larger requisition sent to suppliers to
take advantage of discounts.
 Collaborative Requisitioning – a requisition is created and the buying organization negotiates with one or
more suppliers before placing an order.

Additional information on existing optional features can be found in the Purchasing guide for
procurement professionals on Ariba Connect.
© 2021 SAP SE or an SAP affiliate company. All rights reserved. ǀ PUBLIC 207

Evaluated Receipt Settlement (ERS)

 ERS is a business process between the Buying Organization and the Supplier that allows these companies
to conduct commerce without the supplier having to prepare and provide invoices.
 The ERS feature enables buyers to create invoices automatically after goods receipt transactions are fully
approved.
 The Ariba Procurement and Invoicing Solutions creates invoices using the information on purchase orders,
no-release order contracts, and goods receipts.
 This reduces invoice variances and makes the invoicing process more efficient by ensuring that invoices are
based on goods received.

NOTE: The buyer and supplier must AGREE on this process.

This is only based upon an agreement between a buyer and a supplier.

Generally it is a strategic partnership between the customer and their supplier.
This is not something that is recommended by Ariba during evaluation of
suppliers. ERS creates an invoice on behalf of the supplier, so both parties
must agree on using this feature.

ERS / Automatic Invoice Creation

Evaluated Receipt Settlement (ERS) feature enables buyers to settle goods receipts without
receiving invoices from suppliers. This helps to reduce invoice variances and close purchasing
transactions more quickly.

Automatic Invoice Creation for no-release contract enables buyer to create invoice on a
scheduled basis with out manually entering the invoices. This helps to reduce invoice variances
and saves lots of time.

Benefits:
• Faster payment
• Accurate invoices

ERS / Requisitions

 ERS Allowed field is added to the line item on requisitions, this enables an
item as an ERS item. The defaulted value of this field is determined by
Supplier data.
 When receipts are created against ERS items, the SAP Ariba system will
automatically create an invoice by considering the Quantity or Amount from
the Receipt and Price from the ordered item. Once fully approved an Invoice
will be generated.
 This invoice will be will be sent to the supplier via Ariba Network for light
account or Ariba Network enabled suppliers.
 Tax Codes are required for ERS Lines, this is done to help ensure that tax
exceptions are not raised on the automatically created invoice.

Field “ERS allowed, yes/no”- purchasing agent group is the only group that
can change this. The default is based on the set up for the Supplier location, if
the supplier is set up for ERS then the default value will be ERS “yes”.

NOTE: Only users with the appropriate group will see the ERS Allowed field.

ERS / Contract Compliance – Release Contracts

 ERS Allowed field is added to Material & Service Items.

 When receipts are created against ERS items, the Ariba system will
automatically create an invoice by considering the Quantity or Amount
from the Receipt and Price from the contract item. Once fully approved
an Invoice will be generated.
 This invoice will be will be sent to the supplier via Ariba Network for light
account or Ariba Network enabled suppliers
 Tax Codes are required for ERS Lines, this done to help ensure that tax
exceptions are not raised on the automatically created invoice.

NOTE: For both Release and Non-Release Contracts, only users with the
appropriate group will see the ERS Allowed field.

ERS / Contract Compliance – No Release Contracts

Automatic Invoice creation for Fixed and Recurring Fee item

 An Auto Invoice field will be added to Fixed and Recurring fee items.
 Invoices will be created automatically for the items which has “Auto
Invoice” set, by considering the payment schedule and the Amount
maintained based on the contract line item.
 System will not allow the Suppliers create invoices for Fixed and
Recurring fee item that are set for Auto-Invoice.
 For the items which has “Auto Invoice” set, user will be prompted to
maintain the tax code, this done to help ensure that tax exceptions are
not raised on the automatically created invoice.
 For fixed and recurring fee items, receipts will not allowed in the
application.
 Scheduled Task “ERS Invoice Create Task” that creates ERS invoices
for fixed and recurring fee items run every 24 hours.

NOTE: Only users with the appropriate group will see the ERS Allowed field.

Demo: Evaluated Receipt Settlement

• Create a requisition with an ERS item and receive the item

• Create a contract request with an ERS line and receive the line

Feature – Demand Aggregation

• Demand Aggregation enables buying organizations to consolidate line items from multiple
purchase requisitions into an aggregated purchase requisition.

• Buying organizations can then send a sourcing request for this aggregated requisition or
take advantage of tiered pricing available in contracts.

• This helps in reducing costs and efforts involved in the procurement cycle.

• Requisition line items are held for aggregation based on demand holding rules configured
by the administrator.

• The new Purchasing Workbench enables members of the Purchasing Agent and
Purchasing Manager groups to view these held line items and add them to aggregated
requisitions.

Demand Aggregation Rule Types

• Demand holding rules identify requisition line items to be held for aggregation and auto-
aggregation.

• Assignment rules assign the held line items to purchasing agents.

• Aggregation rules group the held line items marked for auto-aggregation.
• A scheduled task converts these groups into aggregated requisitions.
• The task can be scheduled to run daily, weekly, or on another schedule as desired.

Demand Aggregation Example

User PRs Workbench Agg. PRs POs

PR100 PO100
Item 1 Item 1

Item 2 Item 2

PR102 PO101
PR101 Item 2 Item 2

Item 1 Item 1 Item 1 Item 1

Item Not Held

This example shows how items from two separate requisitions, PR100 and
PR101, can be sent to the Purchasing Workbench and aggregated onto a
single Aggregate Requisition, PR102. Item 1 from PR100 is not held and is
processed on its own purchase order, PO100.

Requisition with Held Line Items

Enabling Demand Aggregation

1. Customer Support must enable the feature – log a Service Request

2. You must configure the relevant CSV files:

1. DemandHoldingRule.csv
2. DemandAssignmentRule.csv
3. DemandAggregationRule.csv

3. Configure any other necessary site parameters:

1. Enable integration with SAP Ariba Strategic Sourcing?
2. Schedule for auto-aggregation
3. Allow manual initiation of auto-aggregation task? (“Force Invocation”)
4. Notification schedule for aggregators

Tasks and Parameters

• Application.Procure.EnableDemandAggregation: To hold requisition line

items for consolidation
• Application.Procure.EnableSourcingForAggregatedRequisitions: To send
sourcing requests for aggregated requisitions
• Run the EnableSourcingForProcurement scheduled task in SAP Ariba
Strategic Sourcing: To enable SAP Ariba Strategic Sourcing to receive
sourcing requests from SAP Ariba Procurement

Groups

• Purchasing Agent: To view the Purchasing Workbench and aggregate the

items held for consolidation
• Purchasing Manager: To view the Purchasing Workbench and manage the
aggregation activities

Demo: Demand Aggregation

• Create two requisitions for the same supplier

• Approve both requisitions
• Using the Purchasing Workbench, aggregate items from the two
requisitions
• View the resulting Purchase Orders

Advance Payment

 An Advance Payment allows buying organizations to issue a payment ahead of its normal schedule, such
as paying for a good or service before you actually receive the goods or service. Advance payments are
sometimes required by sellers as protection against non-payment.

 Often customers, especially in the public sector and other industry sectors with complex and/or large scale,
construction, or high risk projects may need to make a payment to a supplier to get them started on the work.
Payments made outside the Ariba solution to such suppliers could not be tracked under spend management.

Advance Payment Functionality

 Advance Payments can be created for open purchase orders, from the PO directly using the Create Advance
Payment button, or from the Create menu.

 Advance Payment documents have an ID beginning with APMT.

 Advance Payments can be viewed for created purchase orders, on the Payments tab on the Purchase Order
page.

 A warning is displayed if a user tries to close a purchase order that has unadjusted Advance Payments
associated with it.

 A warning is displayed if a user tries to change a purchase order such that its amount becomes less than the
total amount paid for it, including any advance payments made.

Advance Payment Parameters

 Application.Settlement.EnableAdvancePayment
– Enables the advance payment functionality.
– The default value of this parameter is NO.

 Application.Settlement.TransactionPush.AdvancePayment.Enabled
– Specifies whether the site should push Advance Payment documents to a pending queue for export.
– Advance payments documents are exported to a CSV file only if this parameter is enabled.
– This parameter does not affect the web services export of advance payments.
– The default value of this parameter is YES.

 Application.Settlement.TransactionPush.AdvancePayment.Statuses
– Enables to specify a list of status strings that, upon status change, will cause an Advance Payment to be
queued for export.
– If the value of this parameter is set to “Submitted, Approved” an advance payment document will get
queued for export when its status changes to Submitted or Approved.
– The default value of this parameter is Approved.

Advance Payment Groups

 Users who are members of the Payment Agent group have the permissions to:
– Create and manage Advance Payments
– Press Force Pay on an Advance Payment
– View and press the Create Advance Payment button on the PO
– Cancel Advance Payments

 Users who are members of the Payment Manager group have the permissions to:
– Create and manage Advance Payments
– View and press the Create Advance Payment button on the PO
– Adjust Advance Payments against Invoices
– Press Force Pay on an Advance Payment
– Cancel Advance Payments

Process – Advance Payment

Create a Purchase Order.

Once the PO is in Ordered status, click Create Advance

Payment button in the PO.

Enter the Amount (must not exceed the Order Amount).

Set the accounting, and enter any additional information.

Submit the Advance Payment for approval.

Advance Payment Approval

 Advance Payments can be setup to go through an Approval Process.

– APMT remains in Submitted status until fully approved
– Once fully approved, the APMT moves to Approved status
 The “At Least One Invoice Line Item Has Advance Payments” approval rule must be added to the Invoice
Reconciliation Approval Process.
– The system then adds a Payment Manager to the invoice reconciliation approval flow if the invoiced purchase order has
an Advance Payment associated with it.

Advance Payment Invoicing

 Information about the Advance Payments adjusted against an invoice is included in the payment request
exported to the external systems.

 If the required approval process is enabled, a Payment Manager is added to the approval flow of an IR
document if the invoice has an Advance Payment associated with it.

Advance Payment Invoicing

 The following additional fields are displayed at the Header Level in invoice reconciliation documents:
– Available Advance Payments: The available advance payment amount that can be adjusted against the invoice.
– Adjusted Advance Payments: The advance payment amount to be adjusted against the invoice.

 Users can adjust Advance Payments against the invoice amount during the invoice reconciliation process.

 No warning message is displayed if the Advance Payment is not consumed when processing the Invoice
Reconciliation.

Total Landed Cost

 Total Landed Cost enables buyers to apply taxes, charges, and discounts on requisition line items, these
values are copied to purchase orders.
 Capturing taxes, charges and discounts on the requisition enables better budget compliance and adherence
to approval limits and reduces variations between invoices and purchase orders.
 Enhanced Tax Computation Engine is available in the following SAP Ariba Procurement solutions:
– SAP Ariba Buying
– SAP Ariba Buying & Invoicing
– SAP Ariba Invoice Management

The Enhanced Tax Computation Engine is disabled by default, and must be enabled to use the Total Landed
Cost feature.

Basic and Enhanced Tax Computation Engine

Taxes can be handled in Ariba using the Basic Tax Computation Engine, the Enhanced Tax
Computation Engine or via integration to a third party tax provider.

The enhanced tax computation engine provides the following features that are not available in
the basic tax configuration:
 Calculates taxes on requisitions and invoice reconciliations using complex tax tables, such as being able to
calculate tax applied on another tax or tax applied on the sum of the net amount of the line item and another
tax
 Required for taxes on requisitions
 Supports tax abatement and applying taxes per unit quantity of the line item
 Supports withholding tax calculation
 Tax codes can be classified as deductible, which excludes the tax amount from budget reservations

Tax Categories

SAP Ariba Procurement solutions support two tax categories - indirect tax and withholding tax.

Indirect taxes
 Include taxes levied on services and goods. These taxes are added to the total invoice amount and paid to
the supplier, who in turn pays them to the government.

Withholding taxes
 Withholding taxes are not included in the invoice amount payable to the supplier. Buying organization are
responsible to pay withholding taxes directly to the government.

Users can apply indirect taxes on requisitions, invoices, and invoice reconciliation documents
whereas withholding taxes can only be applied on invoices and invoice reconciliation documents.

Overview of SAP Ariba Buying & Invoicing Tax Functionality

Tax Process Using SAP Ariba Buying and Invoicing

The following outlines the process for deploying and using all elements of the SAP Ariba Buying
and Invoicing Tax Functionality:
 Customer provides a set of Tax Tables
– These tax tables define rules for Tax Codes, Tax Components and Expected Tax Rates based on location
(Ship From / Ship To) and the Type of Product (Commodity).
 Tax Codes are applied to the Requisition Line Items and/or Invoice based on the information in the
Tax Tables
– Commodity + Ship From + Ship To = Tax Code
 Based on the Tax Codes which are applied to the PR and/or Invoice, SAP Ariba Buying and Invoicing
will apply the appropriate Tax Component(s) (Tax Type(s)) to the line item.
– Tax Components are meant to account for 1 or more Tax Types for a given Jurisdiction and Commodity
(PST, GST).

Tax Process Using SAP Ariba Buying and Invoicing

The Tax Components determine the expected Tax Rate(s) for the PR and Invoice Line Items.

AN Suppliers can view the tax on the PO, but will need to enter tax manually on the AN invoice. By
default, taxes are not defaulted during PO flip. However, the buyer can enable this functionality on
their AN account by activating the Copy tax from purchase order to invoice transaction rule.

Taxes on the invoice are compared to the expected tax amounts derived by the Tax Tables and/or
taxes on PO to trigger exceptions if any.

Ariba Network Functionality When Using Taxes

SAP Ariba Buying and Invoicing rejects invoices sent by Ariba Network if the invoices have:
 Taxes applied on charges
 Taxes applied on allowances
 Allowances applied at both the header level and line item level
 Multiple allowances applied on a line item or at the header level
 The same charge type applied twice at the header level or line item level
 Allowances sent using any elements other than the <Discount> element or other than the <Allowances>
element with type Discount
 Shipping or special handling charges sent using both, the <ShippingAmount> or <SpecialHandlingAmount>
elements, as well as in the <Modifications> element

Accounting Defaults

 Invoice Header Level Tax Assumes the Accounting of the First Invoice Line Item
 Invoice Line Level Tax assumes the accounting of the line item
 Accounting for Tax Lines can be defaulted based on the Tax Components

Tax Manager Workbench

Users having access to Tax Manager or Tax Administrator user groups can view the above options
to create:
 Tax Components
 Tax Codes
 Tax Code Lookup Field Maps
 Tax Code Lookup Field Maps for Withholding Tax
 Access Tax Data Import/Export Section

Charges: Managing Charges in Requisitions

Charges are additional expenses that suppliers may incorporate for different purposes.
 Charges are loaded via the ChargeType.csv file.
 Charges may be applied as either Amount or Percentage based.
 When selecting ‘Apply taxes’, you will have to select a tax code.
 Charges can be added either to individual lines or mass edited.

Charges

 For catalog kit items, charges are applied to the child lines as such:
– To apply charges on all its child items, select the parent kit item.
– To apply charges on some of its child items, expand the kit item and select the required child items.
 The Charge Type pull-down menu displays the out-of-the-box shipping and special handling charge types as
well as the charge types imported by the customer administrator.
 Charge details of Spot Buy and PunchOut items cannot be edited.
 The option of applying taxes on charges is not displayed if the selected line items are being shipped to
different countries.
 Charges applied as percentages are saved as static amounts and are not automatically updated when the
underlying amounts change.
– Example: A 10% charge on a line item with amount $100, is saved as $10. This charge amount remains as
$10 even if the line item amount changes to $200. Hence, users need to manually update the charge
amount if the line item amount changes.

Discounts: Managing Discounts in Requisitions

Discounts are deducted from the amount of an invoice. They are given before payments are made.
 Charges can be added either to individual lines or mass edited
 Discounts can be applied by either Amount or Percentage

Rebates are a return of a portion of a purchase price from the seller to a buyer based off incentives.
 E.g Customer spends over $100,000, supplier will give a 2% rebate on all purchases at the end of the year
 NOTE: Rebates are not supported in SAP Ariba

Budget Check

 Budget Checking can be enabled to allow SAP Ariba Procurement to map requisition line items to budgets
and verify available funds.
 This can work one of two ways:
– Budget checks within SAP Ariba Procurement: requisition items are mapped to budget data loaded from
the ERP system. Budget data is stored in both the ERP system and in SAP Ariba Procurement, so it needs
to be synchronized between both systems.
– Budget checks in external ERP systems: SAP Ariba Procurement performs real-time budget checks to
validate requisitions against budget information hosted in an external ERP system. In this case, the budget
data is stored only in the external system.

When the Budget Check feature is enabled on your site, it provides you
control over spends against established budgets and helps you restrict
spends that are not associated with budgets.

The Budget Check feature within SAP Ariba Procurement includes certain
validations to ensure there is an adequate budget available and is associated
to a requisition when the requisition is created. These validations also ensure
the requisition is submitted for approval only when the budget check is
successful.

The Budget Check feature is a standard functionality in SAP Ariba Procure-to-

Pay, and an optional, fee-based service in SAP Ariba Procure-to-Order. If you
are an SAP Ariba Procure-to-Order customer and are interested in the Budget
Check functionality, contact your SAP Ariba Sales Representative.

As a Budget Manager, you can create, import, export, search, and review
budgets in the supported SAP Ariba Procurement. At the time of creating the
budget, you must define all the required budgeting fields, including the
Header, Line Item, Allocation, and Periods values. All budget fields are
validated during budget checking.

If you are a member of the Budget Manager group, you can access the
Budget Check feature from the Budget Manager workspace in Ariba
Administrator.

Enabling Budget Checking
• Enabling budget checking in a production realm should be handled with care.

• The enablement process consists of:

• Defining the appropriate master data
• Performing regular master data updates
• Defining the process of managing and updating budgets
• Defining the exception-handling process

• When enabling budget checking, you can define a future Budget Activation Date and
budget checking will not occur until that date

• Note that requisitions submitted prior to the Budget Activation Date will not consume
budget value.

Because the previously existing requisitions are not checked against a

budget, you need to adjust the budgets for such requisitions outside the
procurement system and upload only the remaining budgets. In such a
scenario, ensure you provide the budget activation date (to SAP Ariba
Customer Support) to the date on which budgets are loaded into SAP Ariba
Procurement. Requisitions submitted prior to the budget activation date do not
consume the budgets.

Note that if requisitions submitted prior to the budget activation date are
changed, the budget check is performed only for the changed items in the
requisition, that is, if the split line amount has increased in amount, the budget
is then consumed only for the increased amount, but if the amount has
decreased, there is no impact on the associated budget.

You can choose to set the budget activation date to a date in the future as
well. In such a scenario, the budget check is performed only after system date
crosses the budget activation date.

Real-time Budget Checks

 You can perform real-time budget checks to validate requisitions against budget information hosted in
external ERP systems integrated with SAP Ariba Procurement.
 This feature enables users to perform the following actions in the procurement workflow:
– Optionally, initiate budget checks in the external ERP system to check for availability of funds
– Reserve funds for submitted requisitions after budget checks in the ERP system are successful
– Encumber funds for orders created after requisitions are fully approved
– Withdraw reserved funds to release them back into availability for withdrawn or canceled transactions
 Note that Service requisitions, contract requests, and invoices do not undergo budget checks in external
ERP systems.

For integration of budget-related transactions on PeopleSoft or Generic ERP

systems, SAP Ariba Procurement publishes a SOAP message. You can use
an Enterprise Application Integration (EAI) tool to consume the SOAP
message and enable transactions with the ERP system using web services.

For buyer organizations that use SAP as their external ERP system, this
feature provides an end-to-end integration for transactions with the ERP
system.

Additionally, this feature integrates with the following modules in the SAP
ERP:

Materials Management: Supports real-time monitoring of budget information

that is defined for Internal Orders (IO) and Work Breakdown Structure (WBS)
elements. Budget checks in the SAP ERP also include document checking to
verify the accounting information that users enter on approvable documents.

Funds Management: Supports the Funds Management accounting

functionality that enables buyers to include accounting information for Funds
Management account assignment fields on transaction documents for
encumbrance accounting and budget availability control on fund-based
budgets.

Summary

• Summarize where to find and review optional features.

• Provide details on implementing some of the most popular

optional features.

Additional Resources

 Recommended courses for Business Users and Consultants

– SAP Ariba Procurement: Buying (AR510)
▫ This course covers all of the functions of SAP Ariba Buying related to the creation of requisitions, the issuing of
purchase orders, and receiving against purchase orders.
– SAP Ariba Procurement: Contract Compliance (AR520)
▫ This course covers the basic functionality of Ariba Contract Compliance. The training material discusses the business
processes automated by the Ariba Procurement Solutions, and explains how to use each feature.
– SAP Ariba Procurement: Invoicing (AR530)
▫ This course introduces the features and functions of the SAP Ariba On Demand Invoice Management.

Additional Resources

 Additional technical courses for Administrative Users and Consultants

– SAP Ariba Procurement: Managing and Maintaining Catalogs (AR540)
▫ This course teaches the skills required to load and update Ariba catalogs. Using a combination of lectures,
demonstrations, and hands-on lab exercises, students learn about catalog, search functionality, catalog kits, and
catalog administration.
– SAP Ariba Integration: SAP Ariba Integration Points (AR820)
▫ This course presents the most common integration points and methods for the SAP Ariba product suite. Examples of
common integrations and best practices are discussed for each of the major software components.
– SAP Ariba Procurement: Implementing Guided Buying (AR721e)
▫ This course covers the essential details and information needed to implement SAP Ariba Guided Buying.

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