PUBLIC

2020-11

Creating and managing invoices

SAP Ariba Buying and Invoicing
SAP Ariba Invoice Management
© 2020 SAP SE or an SAP affiliate company. All rights reserved.

SAP Ariba Contract Invoicing

THE BEST RUN

Content

Creating and managing invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Topics about creating, editing, and submitting invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5

Types of invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Purchase order-based invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Non-PO invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Contract-based invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7
Service sheet-based invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
How to enter an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
How to enter invoices for items that require goods receipt-based invoice verification. . . . . . . . . . . . . . . . 9
How to create invoices for standing orders. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
How to add items to an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
How to upload and view an image of a paper invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .13
How to add header-level taxes, charges, and discounts to an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . .14
How to add taxes, charges, and discounts to line items on an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Adding India goods and services tax (GST) on invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
How to add India GST information on an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
How to add accounting distributions to invoice lines. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
How to export and import accounting distribution information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23
Worksheet validation for accounting distributions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
How to add and delete line-level comments and file attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
How to add and delete header-level comments and file attachments. . . . . . . . . . . . . . . . . . . . . . . . . . . 29
How to create a non-PO invoice for a one-time vendor. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 30
How to find and view invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Finding one-time vendor invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
How to edit an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
How to edit the details of a line item on an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
How to perform a mass edit of the details for the line items on an invoice. . . . . . . . . . . . . . . . . . . . . 35
How to mass edit accounting information on invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .36
How to copy accounting information from one invoice line item to multiple invoice line items . . . . . . . 37
How to mass delete accounting splits for invoice line items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
How to mass edit of commodity codes on invoice line items . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
How to submit an invoice. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .39
Approving an invoice document. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 40
Using messaging to initiate conversations from invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
Prerequisites for messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Storage of messaging data and messaging policy. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43

Creating and managing invoices

2 PUBLIC Content
 Supported configurations for messaging. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
How to start a new conversation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
How to reply to a message from your SAP Ariba solution. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
How to upload and download file attachments from a conversation. . . . . . . . . . . . . . . . . . . . . . . . . 46
How to make a phone call to a user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
How to open a document from an email message. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Automatically creating invoice line items for failed ICS invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
Enrichment rules for automatically creating invoice line items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
Defaulting withholding taxes from remittance location in non-PO invoices. . . . . . . . . . . . . . . . . . . . . . . 50
What to do on the user interface when defaulting withholding taxes. . . . . . . . . . . . . . . . . . . . . . . . . 52

Topics about invoice conversion exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53

What are invoice conversion exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
How to find invoices with conversion exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
How to resolve invoices with conversion exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54

Topics about credit memos and debit memos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .56

Types of credit memos and debit memos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Price adjustments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
How to search for credit memos and debit memos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .58
How to create a header-level credit memo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59
How to enter a line-level credit memo. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
How to enter a line-item debit or credit memo to adjust prices on line items. . . . . . . . . . . . . . . . . . . . . . 62
Tips and best practices for working with price-adjustment debit and credit memos. . . . . . . . . . . . . . . . .63

Invoice header field reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .65

Invoice and invoice reconciliation status flow. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .68

Creating and managing invoices

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Creating and managing invoices

This guide is for SAP Ariba buyer users responsible for entering, editing, monitoring, and approving invoices.

If your supplier sends you a paper invoice, you create an electronic version in the SAP Ariba solution.

This guide is applicable to:

● SAP Ariba Buying and Invoicing

● SAP Ariba Invoice Management
● SAP Ariba Contract Invoicing

Related guides

Invoicing and payment process guide

Reconciling invoices

Managing payment documents

Managing contract compliance

Creating and managing invoices

4 PUBLIC Creating and managing invoices
Topics about creating, editing, and submitting
invoices

If your supplier sends you a paper invoice, you create an electronic version in your site. Depending on your role and
your site's configuration, you might view, edit, create, approve, and deny invoices.

Types of invoices [page 5]

How to enter an invoice [page 8]

How to enter invoices for items that require goods receipt-based invoice verification [page 9]

How to create invoices for standing orders [page 10]

How to add items to an invoice [page 12]

How to upload and view an image of a paper invoice [page 13]

How to add header-level taxes, charges, and discounts to an invoice [page 14]

How to add taxes, charges, and discounts to line items on an invoice [page 16]

Adding India goods and services tax (GST) on invoices [page 19]

How to add accounting distributions to invoice lines [page 21]

How to export and import accounting distribution information [page 23]

How to add and delete line-level comments and file attachments [page 29]

How to add and delete header-level comments and file attachments [page 29]

How to create a non-PO invoice for a one-time vendor [page 30]

How to find and view invoices [page 32]

Finding one-time vendor invoices [page 33]

How to edit an invoice [page 34]

How to mass edit accounting information on invoices [page 36]

How to submit an invoice [page 39]

Approving an invoice document [page 40]

Using messaging to initiate conversations from invoices [page 41]

Automatically creating invoice line items for failed ICS invoices [page 48]

Defaulting withholding taxes from remittance location in non-PO invoices [page 50]

Types of invoices
SAP Ariba supports the creation and reconciliation of multiple types of invoices.

Creating and managing invoices

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Purchase order-based invoices
PO-based invoices are associated with one or more purchase orders.

If you receive a paper PO-based invoice from a supplier, you create an electronic PO-based invoice [page 8] in
your SAP Ariba invoicing solution. By default, when you create a PO-based invoice, the taxes, charges, and
discounts specified on the purchase order, if any, do not get copied to the invoice. You need to apply them manually
[page 6] on the invoice based on the paper invoice sent by the supplier. If you are an approver for an electronic
PO-based invoice from a supplier, you might need to correct errors on the invoice before you can approve it. Your
group membership controls which invoices you are permitted to create or edit.

 Note

Your site might support PO-based defaulting of taxes, charges, and discounts on manual invoices. In that case,
tax, charge type, and discount information is copied from the purchase order.

If your supplier creates an invoice using the Create Non-PO Invoice task on Ariba Network, but includes a
Customer Order # that matches an existing purchase order from you on Ariba Network, your invoicing solution
treats it as a PO-based order.

To view the purchase order associated with a PO-based invoice, click its link in the invoice header.

Related Information

Invoice and invoice reconciliation status flow [page 68]

Non-PO invoices
Non-PO invoices are invoices that are not associated with a purchase order.

If you receive a paper non-PO invoice from a supplier, you create an electronic non-PO invoice [page 8] in your
SAP Ariba invoicing solution. If you are an approver for an electronic non-PO invoice from a supplier, you might
need to correct errors on the invoice before you can approve it. Your group membership controls which invoices you
are permitted to create or edit.

When your supplier creates an invoice using the Create Non-PO Invoice task on Ariba Network, your invoicing
solution verifies if:

● The supplier specifies a Sales Order # only.

● The supplier specifies both a Sales Order # and a Customer Order #, but the value specified does not match
an existing purchase order on Ariba Network.

Creating and managing invoices

6 PUBLIC Topics about creating, editing, and submitting invoices
Contract-based invoices
Contract-based invoices are associated with one or more contracts that you have with a supplier, and must use
contract pricing terms.

If you receive a paper contract-based invoice from a supplier, you create an electronic contract-based invoice [page
8] in your SAP Ariba invoicing solution. If you are an approver for an electronic contract-based invoice from a
supplier, you might need to correct errors on the invoice before you can approve it. Your group membership
controls which invoices you are permitted to create or edit.

Suppliers can create contract-based invoices only if your site and your company's Ariba Network buyer account are
configured for collaborative invoicing. Suppliers create contract-based invoices by punching into your site either to
create the entire invoice or to add contract or catalog items to an invoice created in Ariba Network.

Depending on your site's configuration, suppliers might be able to add accounting information to contract-based
invoices, and you or the supplier might be able change unit prices so that they do not match contract terms.
Depending on your site's invoice exception configuration and tolerance settings, changes to unit prices might
generate invoice exceptions that require resolution by an invoice exception handler before the invoice can be
approved for payment.

If the supplier enters an email address in the Sold To Email Address field, the user associated with that email
address is added as the Requester (On Behalf Of) on the invoice.

To see the contract associated with a contract-based invoice, click its link in the invoice header.

Related Information

Invoice and invoice reconciliation status flow [page 68]

Service sheet-based invoices

If you receive a paper service sheet-based invoice from a supplier, you create an electronic service sheet-based
invoice [page 8] in your SAP Ariba invoicing solution.

In the default configuration, you can create a service invoice for one or more service sheets that are in the
Processed state. Service invoices include accounting information copied directly from the line items on the
originating service sheets. Service invoice lines that do not match service sheet, order, or contract lines use the
existing default accounting information configuration for invoices. Your SAP Ariba representative can configure
custom accounting determination rules for your site that set default invoice accounting based on rule configuration
rather than on information from the service sheet.

Order-based invoicing without creating service sheets

Similar to creating PO-based invoices for material items, you can choose to configure your SAP Ariba invoicing
solution to bypass the service sheet process and create invoices directly based on orders. In addition to this

Creating and managing invoices

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setting, you can also have your SAP Ariba invoicing solution configured to allow you to first submit invoices based
on purchase orders and let the invoicing solution flip those invoices to auto-generate service sheets. These invoices
do not undergo approvals, but they move to the next stage in the approval flow only after the auto-generated
service sheets are fully approved. If an approver rejects an auto-generated service sheet, the invoice is
automatically canceled.

 Note

To avoid errors, we recommend that you have an agreement with the supplier to make sure that either you or
the supplier creates service sheets and service invoices for an order.

Additional references

See Creating and managing service sheets for more information about working with service sheets.

How to enter an invoice

If your supplier sends you a paper invoice, you enter an electronic version in your site. You can enter invoices
associated with one or more orders, contracts, or service sheets. You can also create invoices that are not
associated with orders.

Context

Depending on your role and your site's configuration, you might view, edit, create, approve, and deny invoices.

You can create an approvable invoice document in the following ways:

● Manually using a paper invoice sent by a supplier.

● Using an ICS invoice that invoice conversion service (ICS) providers send to your site through Ariba Network.

The maximum total amount for an invoice is 999,999,999,999,999.99.

Procedure

1. On the dashboard, click Create Invoice .

2. On the Invoice Entry page, select the appropriate invoice type:

○ Non PO
○ PO-Based
○ Contract-Based

Creating and managing invoices

8 PUBLIC Topics about creating, editing, and submitting invoices
 3. To create purchase order or contract-based invoices, click select next to the Order or the Contract field and
select the appropriate orders or contracts.
4. To create a service-sheet based invoice, do the following:
a. Click select next to the Order field and select the appropriate service order.
b. Click select next to the Service Sheets field and select the appropriate service sheets associated with the
order.

 Note

You can also open the Invoice Entry page to create a service-sheet based invoice by clicking the Invoice
button on a service sheet. If your SAP Ariba invoicing solution is configured to exclude the service sheet
process from the procurement workflow, the Invoice button is available on the corresponding order.

5. Add goods or service items to be invoiced [page 12].

6. (Optional) Upload an image of a paper invoice [page 13].

For an ICS invoice, the filename of the invoice appears in place of the Upload Invoice button.
7. (If available) To view the image of the paper invoice [page 13] for reference, open the image of the invoice in a
pinned view or on a new window.
8. Add header-level taxes, charges, and discounts [page 14] and comments and attachments [page 29] to the
invoice header fields under the Header Information section.
9. Add or edit the following details in the Line Items section:

○ Accounting distributions [page 21].

○ Line-level taxes, charges, and discounts [page 16].
○ Comments and file attachments [page 29].
10. Submit the invoice [page 39].

Related Information

Invoice header field reference [page 65]

How to enter invoices for items that require goods receipt-based invoice verification [page 9]

How to enter invoices for items that require goods

receipt-based invoice verification
When you enter a PO-based invoice for items that are marked for goods receipt-based invoice verification, you
select receipts based on the specified order. Selecting the receipts adds the line items to the invoice.

Prerequisites

The order you're entering the invoice for must have at least one associated receipt.

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Context

Goods receipt-based invoice verification works for PO-based invoices only. Release contracts are not supported.

Procedure

1. Choose Create Invoice .

2. Choose the supplier and enter the supplier invoice number.
3. Choose the purchase order.

If any items on the order are marked for goods receipt-based invoice verification, a Receipts field is displayed.
This field is for specifying all the receipts associated with the order you chose so that those receipts will also be
associated with the invoice.
4. Click the Receipts dropdown, search for and mark the receipts associated with the order, and click Done.

The line items from the receipts you chose appear in the Line Items table. The Receipts and Ship Notice
columns, if displayed, show values for any items marked for goods receipt-based verification.
5. Fill in the rest of the invoice, and submit it.

How to create invoices for standing orders

For SAP integrated sites, both buyers and suppliers can create purchase order-based invoices for limit items in a
standing order. In SAP Ariba Invoice Management, users can create invoices based on copy orders for limit items.

Prerequisites

● The prequisites for creating standing orders must be met. See Prerequisites for standing orders.
● The Application.Invoicing.ExcludeExceptionTypesForLimitOrderCategoryInvoices parameter
can be optionally configured for your site. SAP Ariba configures this parameter for you. Have your designated
support contact file a service request (SR) to configure the parameter.
● To prevent accounting errors, the buyer and the supplier must have a mutual agreement to make sure that only
one of them creates invoices based on a standing order.

Context

● Both buyers and suppliers can create purchase order-based invoices for items flagged as limit items.
● In SAP Ariba Invoice Management, users can create invoices based on copy orders for limit items.

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10 PUBLIC Topics about creating, editing, and submitting invoices
 ● Both buyers and suppliers cannot add catalog and non-catalog (ad hoc) items on an invoice for a limit item.
Addition of a new line item by copying a limit item is also not supported.
● You can edit the quantity of a limit item on an invoice even though its quantity on the corresponding standing
order is specified as one. Further, you can submit multiple invoices for a single limit item on a purchase order.
● When you submit an invoice, the SAP Ariba solution verifies the invoice for the following:
○ Maximum amount specified for a limit item on the associated order: The SAP Ariba solution displays a
warning message if the invoiced amount is greater than the maximum amount specified for the item on the
associated order. This message also appears if multiple invoices exist for the limit item and the total
amount from all invoices is greater than the maximum amount specified for the item on the associated
order. You can ignore the warning message and submit the invoice even if the invoiced amount is greater
than the maximum amount. The SAP Ariba solution flags an exception for PO Line Maximum Amount
Variance on the associated invoice reconciliation document and adds the Invoice Agent group to the
approval flow of the invoice reconciliation to take appropriate action and resolve the exception.
○ Reference date on the invoice: Both buyer and supplier users can submit invoices even if the reference date
on the invoice is outside the validity date range specified on the associated purchase order. The SAP Ariba
solution flags exception for PO Line Service Period Variance on the associated invoice reconciliation
document and adds the Invoice Agent group to the approval flow of the invoice reconciliation to take
appropriate action to resolve the exception.
● Consolidated invoices and credit memos are not supported for limit items.
● When you create an PO-based invoice for a limit item, the item appears as the first line under the Line Items
section of the invoice. The Order ID column displays the order corresponding to this item. You cannot add
more items to the invoice.

Procedure

1. Open the standing order for which you want to create an invoice and click Invoice.

The Invoice Entry page appears and includes all limit items on the invoice.

 Note

Unlike creating purchase order-based invoices for material and service items, you cannot create standing-
order based invoices directly from the Invoice Entry page.

2. If required, add accounting distributions to the items.

3. Fill in the rest of the invoice and submit it.

If the invoice amount is more than the maximum amount configured for a limit item, a warning message
appears. Click Submit to ignore the message and submit the invoice.

Related Information

Creating standing orders

How to add accounting distributions to invoice lines [page 21]
How to enter an invoice [page 8]

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How to add items to an invoice
You add items to invoices while creating or editing them.

Context

You can add catalog items to a PO-based, contract-based, or non-PO invoice if the supplier has an associated
catalog. You can also add non-catalog items to invoices.

If you are creating a PO-based invoice, by default, the Line Items section contains all of the items from the
purchase order that have not been fully invoiced by previous invoices. You can edit the quantity field to partially
invoice a purchase order line item, and you can delete line items to remove them from the invoice. If required, you
can also add additional items to a PO-based invoice.

Your site might also be configured to include fully invoiced line items on PO-based invoices. In this case, line items
that have already been invoiced are included on subsequent PO-based invoices with a quantity of 0. You can use
these line items to invoice negative quantities against a previously invoiced purchase order, to invoice for more than
the quantity on the purchase order, or to add additional taxes or charges to previously fully invoiced line items.

Procedure

1. To add a catalog item to an invoice, select Add Item Catalog Item and perform the following steps:
1. Search the catalog for the items or click the appropriate links to find the items you want.
2. To add a single item to the invoice, enter the quantity and click the item's Add Item button.
3. To add multiple items, select them, enter quantities for all selected items, and click the Add Item button at
the top of the item list.
4. To add all items on an item list, click the check box next to the Add Item button at the top of the list and
click Add Item.

2. If the supplier does not have an associated catalog, or you want to add a non-catalog item, select Add Item
Non-Catalog Item and perform the following actions on the Add Non-Catalog Item page:

○ Enter line-item details such as commodity code, quantity, unit of measure, price, discount, and accounting
information.
For discounts, the amount must be a negative number to ensure that accumulations against related
contracts or purchase orders update correctly.
○ Edit the full description if your site is enabled to allow it.
If you edit the description, the short description (the description that uses first 50 characters of the full
description) is also updated when you save the invoice.
○ Enter an optional reference date.
Reference dates are validated for no-release contract invoices only. The reference date must be between
the effective and expiration dates of the contracts.
3. Add taxes, charges, or withholding taxes for the line item.
4. To delete, copy, or edit an item, select the item under the Line Items section, perform the appropriate action:

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12 PUBLIC Topics about creating, editing, and submitting invoices
 ○ Select the appropriate option from the Delete menu to delete taxes, charges, or discount values from the
invoice.
○ Select Delete Items to delete a line item from the invoice.
○ Click Copy to add a copy of the item to the invoice.
○ Click Edit and then make the required changes to edit the line-item accounting, taxes, charges, or discount
values.
5. Click Update to update the total value of the invoice.

Related Information

How to edit the details of a line item on an invoice [page 34]

How to add accounting distributions to invoice lines [page 21]
How to submit an invoice [page 39]
Approving an invoice document [page 40]

How to upload and view an image of a paper invoice

Prerequisites

While creating an invoice, you can choose to attach an image of the corresponding paper invoice on the Invoice
Entry page. You can also view the uploaded image for a side-by-side reference while you enter data on the Invoice
Entry page.

The following conditions apply when you upload or view images of paper invoices on the Invoice Entry page:

● Images of the following file formats are supported: PDF, GIF, JPEG, JFIF, and PNG.
● You cannot upload more than one image file of a paper invoice.
● The combined maximum file size of the invoice image and other file attachments that you can upload on the
Invoice Entry page is 100 MB.
● Irrespective of the file format in which invoice images are uploaded, the image renders in PNG format when you
display it in a pinned view or on a new browser window.
● For images of invoices uploaded in PDF file format, you can view only the first 15 pages of an invoice when you
display the image.

 Note

You can configure your invoicing solution to change the default setting for the number of pages of an
uploaded invoice that can be displayed. For help with this configuration, ask your Designated Support
Contact to log a service request and an SAP Ariba Customer Support representative will contact you.

● Images of paper invoices are not copied on the Invoice Entry page when an invoice is created as a copy from an
existing invoice.

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Topics about creating, editing, and submitting invoices PUBLIC 13
Procedure

1. On the Invoice Entry page, click Upload Invoice.

2. Click Select File and browse to the location of the image file.
3. Select the appropriate file and click Upload.
4. To view the image of the invoice, do one of the following:

○ Click the show invoice icon  to pin the view of the image to the Invoice Entry page.
○ Click the new window icon  to view the image on a new browser window.

 Note

To delete an image, click the delete icon  next to the filename of the image.

How to add header-level taxes, charges, and

discounts to an invoice
You can add taxes, charges, withholding taxes, and discounts to an invoice at the header level.

Context

The following rules apply when you add taxes, charges, withholding taxes, and discounts on invoices at the header-
level:

● Taxes: You can add taxes either at the header level or at the line-item level but not at both. At the header level,
you can add taxes only using tax types. You can add a tax type only once.
Suppliers can only add taxes to charges at line-level. When the Invoice Has Mathematical Errors or Tax
Calculation Failure exception is raised, it might be because the supplier has added tax to a header-level charge
when creating an invoice.
● Charges: You can add charges on invoices at the header level and at the line-item level but you cannot add the
same charge type at both the header and line-item level. For example, if you add a shipping charge at the
header level, you cannot add any shipping charge at the line-item level.
● Withholding taxes: You can add withholding taxes on invoices either at the header level or at the line-item level
but not at both. The withholding tax amount must be a negative number.
● Discount: You can add a single discount either at the header level or at the line-item level but not at both. The
discount amount must be a negative number.

Depending on the tax requirements for your country/region, you might need to include taxes on shipping and
special handling charges. You can do this by adding a tax type at the header or line-item level and specifying the
applicable tax amount.

The accounting information for header-level taxes and charges is based on the accounting information of the first
purchase order or contract line item on the invoice.

Creating and managing invoices

14 PUBLIC Topics about creating, editing, and submitting invoices
The Tax Rate column shows the percentage of the tax. This field is editable for percentage-based taxes only. For
amount-based taxes, the rate is calculated based on the value in the Amount field.

The Amount column shows the amount of the tax. This field is editable for amount-based taxes only. For
percentage-based taxes, the amount is calculated based on the value in the Tax Rate field.

Procedure

1. Open the invoice and click Edit.

2. In the Header Taxes, Charges, and Discount section of the invoice, do the following to add taxes, charges, or
discount:

○ To add a tax, perform the following actions:

1. Select Add Taxes .
2. In the Add Tax dialog box, select a tax type.
3. Specify the tax amount and click Add.

 Note

If you apply the same tax type again, the original tax amount is replaced by the new amount.

To change the percentage rate for percentage-based taxes, edit the rate in the Tax Rate column.
To change the amount for amount-based taxes, edit the amount in the Amount column.
○ To add a charge, perform the following steps:
1. Select Add Charges .
2. In the Add Charge dialog box, select a charge type.
3. Specify the charge amount and click Add.

 Note

If you apply the same charge type again, the original charge amount is replaced by the new amount.

○ To add a withholding tax, perform the following steps:

1. Select Add Withholding Taxes .
2. In the Add Withholding Tax dialog box, select a withholding tax type.
3. Specify the withholding tax amount and click Add. The withholding tax amount must be a negative
number.
○ To add a discount, perform the following steps:

Creating and managing invoices

Topics about creating, editing, and submitting invoices PUBLIC 15
 1. Select Add Discount .
2. In the new row added to the table, specify the discount amount as a negative value.
3. To change the description for the discount, click the Details link in the row for the discount line and
make the changes in the Description field.
By default, the Description field is not visible on the Discount page. To view this field, click the Table
Menu Options icon and then click Description.

To delete a tax, charge, withholding tax, or discount from the header level, select it in the Header Taxes,
Charges, and Discount section and click Delete.
3. To change the currency in which the charge is assessed, click the currency code link and select a currency, or
select Other to see all available currencies.
4. To add payment terms to the invoice, click select next to the Payment Terms field, and choose the appropriate
payment terms.
5. Click Update to refresh the values you entered and update the invoice amount.
6. To view the summary of the invoice, click Details next to the Invoice Summary field.

Related Information

How to edit the details of a line item on an invoice [page 34]

How to add items to an invoice [page 12]
How to add taxes, charges, and discounts to line items on an invoice [page 16]
How to submit an invoice [page 39]
Approving an invoice document [page 40]

How to add taxes, charges, and discounts to line

items on an invoice
You can add taxes, charges, withholding taxes, and discounts to an invoice at the line-item level. If your site is
integrated with an SAP ERP system, make sure that you apply withholding taxes only at the header level, as SAP
ERP systems do not currently support withholding taxes applied at the line-item level.

Context

The following rules apply when you add taxes, charges, withholding taxes, and discounts on invoices at the line-item
level:

● Taxes: You can add taxes either at the header level or at the line-item level but not at both. At the line-item level,
you can add taxes either using multiple tax types or using a single tax code. However, you need to use a
common way of applying taxes on all line items. That is, you cannot apply tax types on some line items and tax
codes on others.

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16 PUBLIC Topics about creating, editing, and submitting invoices
 If the supplier wants to add tax to a charge, the parameter
Application.Invoicing.EnableTaxesOnShippingAndHandlingItems needs to be set to Yes by SAP
Ariba Support. If the parameter isn't enabled, the Invoice Has Mathematical Errors or Tax Calculation Failed
exception might be raised, because the supplier has added tax to a charge when creating an invoice.
● Charges: You can add charges on invoices at the header level and at the line-item level but you cannot add the
same charge type at both the header and line-item level. For example, if you add a shipping charge at the
header level, you cannot add any shipping charge at the line-item level.
Certain businesses after purchasing assets also require to account for the associated charges while
capitalizing those assets. In the default setting for sites integrated with SAP ERP, header-level charges are not
prorated automatically across the asset line items (items with account assignment value as A) on an invoice. If
enabled for your site, each header-level charge on an invoice consisting of at least one asset item can be
distributed across all line items on the invoice. The invoicing solution from SAP Ariba distributes a header-level
charge in proportion to each line item's amount on the corresponding invoice reconciliation document that is
created after the invoice is fully approved. The History record of an invoice reconciliation document includes
the corresponding entries when header-level charges are distributed among the line items on an invoice. To
enable this capability, ask your Designated Support Contact to log a service request and an SAP Ariba
Customer Support representative will contact you.

 Note

If required, customer administrators must deactivate the PO Line Charge Amount Variance exception.
This ensures that exceptions for line-charge-amount variances are not triggered when prorated header-
level charges get added to the line-level charges.

● Withholding taxes: You can add withholding taxes on invoices either at the header level or at the line-item level
but not at both. At the line-item level, you can add withholding taxes either using multiple tax types or using a
single tax code. However, you need to use a common way of adding withholding taxes on all line items. That is,
you cannot add tax types on some line items and tax codes on others.
● Discount: You can add a single discount either at the header level or at the line-item level but not at both. The
discount amount must be a negative number.

Depending on the tax requirements of your country/region, your site can be configured to allow you to enter taxes
on shipping and handling charges. You can add shipping and special handling line items on the invoice and then add
taxes on those line items. If you enable the enhanced invoice user interface, you cannot add taxes on shipping and
special handling lines. You need to add a tax on the invoice line item and specify the applicable tax amount.

 Note

You cannot add tax and other charges to line items associated with procurement categories (such as
temporary labor).

Procedure

1. Open the invoice and click Edit.

2. In the Line Items table, select the line items on which you want to add the tax, charge, or discount and do one
of the following:

○ To add a tax, perform the following actions:

1. Select Add Item Detail Taxes .

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Topics about creating, editing, and submitting invoices PUBLIC 17
 2. In the Add Tax dialog box, select the tax type or tax code.
3. For tax types, specify the tax amount and click Add.

 Note

If you apply the same tax type again, the original tax amount is replaced by the new amount. If the line
item already has a tax code and you add another tax code, the existing tax code gets replaced by the
new one.

○ To add a charge, perform the following actions:

1. Select Add Item Detail Charges .
2. In the Add Charge dialog box, select the charge type.
3. Specify the charge amount and click Add.
If you apply the same charge type again, the original charge amount is replaced by the new amount.

○ To add a withholding tax, perform the following actions:

1. Select Add Item Detail Withholding Taxes .
2. In the Add Withholding Tax dialog box, select a withholding tax type or tax code.
3. For tax types, specify the withholding tax amount and click Add. The withholding tax amount must be
a negative number.
○ To add a discount, specify the discount amount as a negative value in the Discount field.

The tax, charge, or discount added on the line items is displayed in the respective columns in the Line Items
table.
3. To view the details of the taxes, charges, or withholding taxes applied on a line item, click its tax, charge, or
withholding tax amount displayed in the Line Items table.

The Taxes, Charges, or Withholding Taxes table is displayed below the line item details. You can edit or delete
individual tax or charge types from this table.

The Tax Rate column shows the percentage of the tax. This field is editable for percentage-based taxes only.
For amount-based taxes, the rate is calculated based on the value in the Amount field.

The Amount column shows the amount of the tax. This field is editable for amount-based taxes only. For
percentage-based taxes, the amount is calculated based on the value in the Tax Rate field.

4. To change the currency in which the charge is assessed, click the currency code link and select a currency, or
select Other to view all available currencies.
5. Click Update to update the tax, charge, discount, and withholding tax amounts on the invoice.
6. To view the total taxes, charges, discounts, and withholding taxes applied on the invoice, click the Details link
next to the Invoice Summary field.

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18 PUBLIC Topics about creating, editing, and submitting invoices
Related Information

How to edit the details of a line item on an invoice [page 34]

How to add header-level taxes, charges, and discounts to an invoice [page 14]
How to add items to an invoice [page 12]
How to add accounting distributions to invoice lines [page 21]
How to submit an invoice [page 39]
Approving an invoice document [page 40]

Adding India goods and services tax (GST) on

invoices
Effective from July 1, 2017, all businesses operating in the states and the union territories of India must adhere to
the India Goods and Services Tax (GST) act of 2016. GST is a value-added tax levied on goods and services starting
from manufacture to final consumption.

Under GST, all goods and services transacted in India are classified under the Harmonized System of Nomenclature
(HSN) system and the Service Accounting Code (SAC) system. GST for goods and services is determined based on
the HSN code or the SAC code of an item.

The invoicing solution supports the following information to meet the requirements of the GST rules in India:

● GST identification numbers (GSTIN) of buyer and supplier organizations on invoices

● Classification codes assigned to the line items on invoices
● Tax invoice numbers on invoices

Components of GST

Depending on whether a trading transaction is intra-state or inter-state, the components of GST are determined as
follows:

● SGST and UTGST: State GST or SGST is a tax levied by the respective state government on supplies of goods
and services within the state. The previous state taxes, such as the value-added tax (VAT), entertainment tax,
luxury tax, and entry tax are subsumed under SGST.
Similar to SGST, UTGST or Union Territory GST is a tax levied by the respective union territory.
● CGST: Central GST or CGST refers to taxes levied by the central government on supplies of goods and services
within a state. The previous central taxes, such as the central excise duty, additional excise duty, special excise
duty, central sales tax, and service tax are subsumed under CGST.
● IGST: Integrated GST or IGST is the tax levied on the supply of goods and services on inter-state trade across
India. The taxes collected under IGST is shared by the central and the respective state governments based on
the rates specified by the central government.

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Topics about creating, editing, and submitting invoices PUBLIC 19
The following image illustrates how SGST, CGST, and IGST are applied on goods and services:

For more information about the rates of taxes under GST and the latest guidelines, see the Central Board of Excise
and Customs website at: http://www.cbec.gov.in/htdocs-cbec/gst .

Prerequisites

● All buyers and suppliers with an annual turnover exceeding a specific limit must be registered under GST in
each state or union territory where they operate. The threshold limit varies depending on whether a state or a
union territory is classified as a special category state. For more information about the registration
requirements, see the Central Board of Excise and Customs website: http://www.cbec.gov.in/htdocs-cbec/gst
.
● Buyers and suppliers must have separate GST identification numbers (GSTIN) for each state where they have
registered their business. GSTIN refers to a unique, state-wise, 15-character identification code for tax payers
in India under the new GST regime. The first two digits of this identification code represent the state code. For
example, "29" in the GSTIN "29BFEQB4818G1Z5" is the state code for Karnataka.
● To include supplier's GST identification numbers on invoices, you must have information about the supplier's
GSTIN and the tax invoice numbers on invoices.
● By default, GSTINs of buyer and supplier organizations are not auto-populated on invoices. Therefore you must
enter GSTINs manually when you create an invoice.
You can choose to have your invoicing solution configured to have GSTINs auto-populated when you create an
invoice. Contact SAP Ariba Customer Support for help with customizing your invoicing solution to auto-
populate GSTINs on invoices.
● Your administrator must complete the following tasks:
○ Define the state codes and add the state code values to the addresses of the plants or supplier locations in
India.
○ Map the HSN and SAC codes to the commodity codes defined in your invoicing solution.
For more information, see the Tax and charge configuration guide.

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20 PUBLIC Topics about creating, editing, and submitting invoices
Related Information

How to add India GST information on an invoice [page 21]

How to add India GST information on an invoice

You can include information specific to India goods and services tax (GST) on invoices. GST is a value-added tax
levied on goods and services starting from manufacture to final consumption.

Procedure

1. Open the invoice.

2. Under the GST Details section, enter the values for the Buyer GST ID, Supplier GST ID, and the Tax Invoice
Number fields.

 Note

The invoicing solution does not maintain a master data of the GSTINs for buyer and supplier locations to
validate invoice tax numbers or the format of the GSTINs you enter on invoices. Ensure that you verify the
GSTINs and tax numbers before you submit the invoice.

How to add accounting distributions to invoice lines

Adding accounting distributions to invoice lines assigns portions of line amounts to different accounting units in an
organization.

Prerequisites

● Your site must be configured to allow accounting splits.

● Your site must be enabled for configuring accounting splits for withholding taxes.

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Topics about creating, editing, and submitting invoices PUBLIC 21
Context

 Note

You can configure accounting splits for taxes, charges, and discounts on invoices and invoice reconciliations at
the header level or the line-item level of an invoice or an invoice reconciliation (IR) document. For an IR
document, you configure accounting splits in the Line View tab.

Procedure

1. Do one of the following:

○ To configure an accounting split for an accounting item at the header level of an invoice or an IR document,
in the Header Taxes, Charges, and Discount section, click the digit within parentheses under the
Accounting column.
○ To configure an accounting split for a line item on an invoice or an IR document, in the Line Items section,
click the digit within parentheses under the Accounting column.

The Manage Accounting page appears. Depending on the accounting items that you have added, this page
includes one or all of the following sections:
○ Line Accounting
○ Tax Accounting
○ Withholding Taxes
○ Charge Accounting
○ Discount Accounting
2. Click Add Split in the Line Accounting section to add additional groups.
3. From the Split By dropdown, select one of the following methods:

○ Amount (currency amount)

○ Percentage (percentage of total cost)
○ Quantity (number of items)

 Note

In SAP Ariba Invoice Management, if the associated order is an ERP copy order, you must choose
Percentage. Splitting by amount or quantity is not supported if the order is an ERP copy order.

4. Enter the split amount values for each group.

The default value for group 1 is 100%. The individual values you enter must equal the total value. For example, if
the total value of the line is $1000 and there are two groups, if you assign $300 to group 1, you must assign
$700 to group 2.

To delete a group, click Remove.

5. Specify the accounting information for each group.
SAP-enabled sites can be configured to have company code support at the line level for non-PO invoices. If this
feature is enabled, the Invoice Entry page for non-PO invoices does not show the Plant field at the header level.
Instead, you must enter company codes at the line item and split-accounting level. You can split or allocate the
accounting changes for each line item across company codes by entering a percentage, amount, or quantity.

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22 PUBLIC Topics about creating, editing, and submitting invoices
 6. Click Update to update the split values.
7. Repeat the procedure in the appropriate sections of the Manage Accounting page to configure accounting
splits for other accounting items, such as taxes, withholding taxes, charges, or discounts.
8. Click Done to return to the previous page.

If errors are displayed on the Manage Accounting page and you do not want to save the changes, click Done to
return to the previous page.

Related Information

How to export and import accounting distribution information [page 23]

How to edit the details of a line item on an invoice [page 34]
How to submit an invoice [page 39]
Approving an invoice document [page 40]

How to export and import accounting distribution

information
Exporting accounting distributions in an Excel worksheet allows users to enter accounting distributions offline and
import them back into the invoice or invoice reconciliation (IR) document. Users can edit multiple line items at once
and quickly identify and correct any invalid date before import.

Prerequisites

Exporting and importing accounting information must be enabled in your site. This capability is controlled by the
parameter Application.Procure.AllowAccountingExportAndImport, set by SAP Ariba Support.

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

● For existing lines, the original field values prior to the export (even if they were blank) are retained.
● For new split lines, the values are defaulted from the first line. If the corresponding fields values in the first line
are also blank, then the blank fields are populated with the values determined by the accounting information
defaulting mechanism.

Context

You can export and import up to 500 accounting distribution lines for each line item.

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Topics about creating, editing, and submitting invoices PUBLIC 23
The export file contains accounting field entries with the following characteristics:

● Invalid accounting field entries have a red background.

● For sites integrated with SAP ERP, the worksheet indicates which accounting fields are relevant for a line item
based on the Account Assignment field.

Procedure

1. If applicable, on the invoice or the invoice reconciliation page, click Edit.

2. Perform one of the following actions:

○ In the Line Items section of the Invoice Entry page, select the line items you want to include in the
accounting distribution export, and click Export Accounting.
○ In the Line View tab of the invoice reconciliation, select the line items you want to include in the accounting
distribution export, and click Export Accounting.
3. On the Export Accounting Distributions page, perform one of the following actions:

○ If your site uses split accounting, enter the minimum number of split lines per line item to include in the
export.
○ To just export the current accounting distributions, accept the default value for Minimum number of
accounting split records per line item.
4. (Optional) Select Include taxes, charges, and discounts (line level and header level) to specify whether to
include line level and header-level taxes, charges, and discounts in the export. This option might or might not
be available to you, depending on your site's configuration.
5. Click OK.
The resulting export file includes the following:
○ Depending on the value for the minimum number of accounting split records per line item, each line item
will at least include the number of split accounting lines you specified. If a line has fewer accounting split
lines than the minimum number you specified during the export, the exported template includes those
additional split lines for the line.
○ For line items that have more accounting split lines than the minimum number you specified during the
export, all split lines are included in the export but there are no additional lines added during export. If you
want to add additional splits to those lines in the Excel file, be sure to preserve the Item Number, which is
used as a key during import to populate the accounting split records with the information you provided in
the Excel spreadsheet.
6. Edit the worksheet to specify accounting distributions for the lines you selected.
7. Depending on your split accounting type, enter the split amounts in either the Percentage,Split Quantity, or
Split Amount column.
If you are splitting by percentage, make sure that each split line has the correct percentage and that they total
100% for each line. For splits by amount or quantity, make sure that the split numbers you enter add up to the
line total.
8. To change the split accounting type for a line, click its Split Accounting Type cell and enter one of the following
predefined values:

○ _Percentage (for percentage)

○ _Quantity (for quantity)
○ _Amount (for amount)

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24 PUBLIC Topics about creating, editing, and submitting invoices
  Note

In SAP Ariba Invoice Management, if the associated order is an ERP copy order, you must specify
_Percentage. Splitting by amount or quantity is not supported if the order is an ERP copy order.

9. To add new lines, add them anywhere in the worksheet and enter the item number, the split accounting type
and values, and the accounting information.
10. Save the Excel worksheet.
11. Perform one of the following actions to import the Excel worksheet:

○ In the Line Items section of the Invoice Entry page, click Import Accounting.
○ On the Line View tab of the invoice reconciliation, click Import Accounting.
12. Browse to the Excel worksheet and click OK.

Results

During import, your invoicing solution validates the information in the worksheet, including accounting
combinations, to make sure that it can be processed and added to the invoice or invoice reconciliation. If any
validation issues are found, correct them in the worksheet and then import it again.

Related Information

Worksheet validation for accounting distributions [page 25]

Worksheet validation for accounting distributions

When you export accounting distribution information to a worksheet, the worksheet has color coding to indicate
the validity of the information. For example, the worksheet shows invalid information with a light red background.

When you import the information from a worksheet, the import process validates split percentages, quantities, and
amounts.

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Topics about creating, editing, and submitting invoices PUBLIC 25
 Figure 1: Excerpt of exported accounting info in an Excel worksheet

The color coding in the worksheet reflects all data validation done in the SAP Ariba solution, such as account field
dependencies and any defaulting configured in the SAP Ariba solution.

Color coding to indicate validity and editability

The following table explains the meaning of the colored cells in the accounting distribution worksheet.

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26 PUBLIC Topics about creating, editing, and submitting invoices
 Cell color Meaning

Red Invalid value.

The worksheet also uses red to show:

● Split percentages that don't add up to 100. If you correct

the percentages, the cell color changes accordingly.
● Splits that reference different account assignments for the
same line item (standard for SAP ERP). If you correct the
account assignments so they're all the same, the cell color
changes accordingly.

 Note
If you type account assignments in the worksheet in­
stead of using the dropdown, press Enter or the
down-arrow key to commit the change. If you sim­
ply click in a different cell instead of pressing one of
these keys, only the current cell changes color. The
other account assignment cells don't change until you
refresh them (by double-clicking, for example).

Blue Either:

● A column header.
● A value that's the same for all splits of a line item. For ex­
ample, if the item quantity is 8, all splits have 8 in the Item
Quantity field.

 Note
Don't edit Item Number or Item Type.

White A cell for a given accounting distribution that you can edit indi­
vidually.

Gray (on sites integrated with SAP ERP) The cell is irrelevant (inactive) for the specified accounting dis­
tribution. For details, see the following section, "Applicable
fields based on SAP ERP account assignment."

Applicable fields based on account assignment

For sites integrated with SAP ERP, you can select account assignments from a dropdown in the Excel worksheet, as
shown in the previous figure.

Depending on the account assignment for an accounting distribution, some account-related fields are applicable
and others are not. The worksheet uses a gray background to indicate cells that don't apply based on the value in
the Account Assignment field. These cells are inactive cells. The values in inactive cells aren't editable in the SAP
Ariba solution, so entering values and importing them from the worksheet has no effect.

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The cells that do pertain to the account assignment are active cells. Active cells are editable in the SAP Ariba
solution, so you can import values from the worksheet.

If you change an account assignment, the worksheet updates which cells are active and inactive.

Table 1: Example of active and inactive fields for account assignments in standard SAP variants

Account assignment Active fields Inactive fields (gray cells)

A (Asset) Asset Number GL Account

Sub-number Cost Center

Project/WBS

Internal Order

F (Order) GL Account Cost Center

Internal Order Project/WBS

Asset Number

Sub-number

K (Cost Center) GL Account Project/WBS

Cost Center Asset Number

Internal Order (optional for K) Sub-number

P (Project) GL Account Cost Center

Project/WBS Asset Number

Sub-number

Internal Order

Validation and error messages during import

When you import accounting distribution information from a worksheet, the import process displays an error for
the following:

● Split percentages that don't add up to 100 if accounting is split by percentage

● Split quantities that don't add up to the total item quantity if accounting is split by quantity
● Split amounts that don't add up to the total item amount if accounting is split by amount

Correct the errors in the worksheet before importing.

Related Information

How to export and import accounting distribution information [page 23]

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28 PUBLIC Topics about creating, editing, and submitting invoices
How to add and delete line-level comments and file
attachments

Context

You can add comments and file attachments for individual invoice line items in the Line Items section on the
Invoice Entry page.

You can attach one or more files totaling up to 100 MB to an invoice.

Procedure

1. To add an attachment for a line item, click the Details link for the line and do the following:
a. On the Line-Item Details page, click Add Attachment.
b. On the Add Attachment window, click Browse and navigate to the appropriate location on your system to
select the file that needs to be attached.
c. Click OK.
d. Repeat the procedure if you need to add more file attachments.

To delete an attachment, click the Delete link for the file you want to delete.
2. To add a comment, click the Details link for the line and do the following:
a. On the Line-Item Details page, click Add Comment.
b. Enter your comments on the Add Comment window and click OK.
c. Repeat the procedure to add more comments.

To edit a comment, click the Edit link for the comment and make the appropriate changes on the Edit
Comment window.

To delete a comment, click the Delete link for the comment you want to remove.

How to add and delete header-level comments and

file attachments

Context

You can add and delete comments and file attachments at the header level of an invoice.

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Procedure

1. To add a file attachment, do the following:

a. Click the add attachment icon  near the top corner of the Invoice Entry page.
b. In the Attachments dialog box, click Choose File.
c. Select the appropriate file and click Add Attachment to attach the file to the Invoice Entry page.
d. Repeat the procedure to add more file attachments.

The digit superimposed on the add attachment icon indicates the number of files attached to the invoice.
2. To delete a file attachment, do the following:
a. Click the add attachment icon .
b. On the Attachments dialog box, click Delete for the file you want to delete.
c. Click Cancel to return to the Invoice Entry page.
3. To add a comment, do the following:
a. Click the add comment icon  near the top corner of the Invoice Entry page.
b. Enter comments in the Comments dialog box and click Add Comment.
Other users can see the comments you add to invoices.
c. Repeat the procedure to add more comments.

The digit superimposed on the add comment icon indicates the number of comments added to the invoice.
4. To delete a comment, do the following:
a. Click the add comment icon .
b. In the Comments dialog box, click Delete for the comment you want to delete.
c. Click Cancel to return to the Invoice Entry page.

How to create a non-PO invoice for a one-time

vendor
When a supplier that you plan to use just once (or rarely) sends an invoice, and the supplier isn't in your
organization's master vendor list, you can still enter and process the invoice if your site supports one-time vendor
invoices.

Prerequisites

Buyer users who can create non-PO invoices can perform this task.

Members of the group Edit One Time Vendor Invoice Payment Information can enter and edit supplier payment
information on the invoice. If you create a one-time vendor invoice and can't enter payment information, submit the
invoice without the payment information. Depending on your site's invoice approval process, when you submit the
invoice, it's routed to an approver who can enter payment information.

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30 PUBLIC Topics about creating, editing, and submitting invoices
Context

Your organization determines the circumstances in which one-time vendor invoices are allowed.

Unlike regular invoices, with one-time vendor invoices, you enter supplier details directly on the invoice. An
authorized user adds the payment information to the invoice.

Procedure

1. From the dashboard, click Create Invoice .

2. In the Type field, choose Non-PO.

A One-time Vendor checkbox is displayed.

3. Check One-time Vendor.

A One-time Vendor Type chooser is displayed.

4. In the One-time Vendor Type chooser, search for and select the one-time vendor to use for this invoice
according to your organization's process for one-time vendor invoices.
5. Fill in the fields in the Supplier Information section.

Tips:
○ Make sure to enter the supplier name correctly.
○ The Ship From address is the same as the Remit To address by default. To enter a different Ship From
address, under Ship From, uncheck Same as Remit To address and fill in the address fields.
6. If you're authorized to enter payment information (through the group Edit One Time Vendor Invoice Payment
Information), fill in the information in the Payment Information section.

If you're not authorized to enter payment information, the approval flow for the invoice will include someone
who can do that for you.
7. Add the line items and any taxes, charges, and discounts.
8. Submit the invoice.

Results

The approval flow is generated, and the invoice is routed to the first approver. If no approvals are required, the
invoice is automatically approved.

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How to find and view invoices
You can view invoices from search results, from the To Do and My Invoices action tiles, and from the To Do and My
Documents content items on your dashboard.

Context

The To Do action tile on your dashboard displays summary information about the invoices on which you must take
an action, such as approving the invoice. Click the chart to see a summary list, and click any document on the list to
open the document. The My Documents content item displays the invoices you are working with. Click an invoice
link in the list to view the invoice. Invoice search results show all of the invoices that you have permission to view,
and you can use search filters to locate invoices with specific characteristics. You can also view invoices by clicking
their links from related copy purchase orders, contracts, and invoice reconciliations.

Procedure

1. On the search bar, click the content dropdown to the left of the search field and select Invoice.
2. Enter search terms in the search fields.
3. Perform one of the following actions:

○ Press Enter or click the search icon  to start the search.

○ Select a search filter or a saved search from the filter menu to the right of the search field. The search
starts automatically.
4. To view an invoice, click its link in the search results.

Results

The invoice displays. Depending on whether or not it has been submitted, its approval flow, its overall status, your
site's configuration, and your permissions, you might or might not see buttons at the top of the invoice that allow
you to delete, copy, edit, submit, approve, or deny the invoice. (Fieldglass invoices don't include a Copy button.)

 Note

Invoices don't display validation errors when they are in view-only (non-editable) mode unless they are in
Composing status. Invoices do display validation errors when you edit or submit them.

The initial view of PO-based invoices shows all invoice lines collapsed. Click Details to expand the line-item view for
an item and show additional details of the item (such as, supplier part number, commodity code, and full
description). To collapse the detailed view for the line item, click Details. Click the digit within parentheses under
the Accounting column to view the details of the accounting information, which appears on the Manage
Accounting page. Click Done on the Manage Accounting page to return to the Summary page of the invoice.

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32 PUBLIC Topics about creating, editing, and submitting invoices
Additional information received for an invoice is displayed in the Invoice Addendum section on the invoice page. In
the case of invoices sent by suppliers in Brazil, the Invoice Addendum section displays the correction information
received for the invoice and also contains the attachments relevant to the correction letter. You cannot edit or
delete the information displayed in the Invoice Addendum section.

The Reference tab of an invoice shows documents related to the invoice, for example, orders and cancel invoices.

 Note

The Reference tab doesn't include cancel invoices or line-item credit memos created before the December
2017 release. With automatic receiving, the Reference tab doesn't display the linked receipt until the receipt is
approved.

Related Information

Purchase order-based invoices [page 6]

Non-PO invoices [page 6]
Contract-based invoices [page 7]
Topics about invoice conversion exceptions [page 53]

Finding one-time vendor invoices

The search page for invoices, invoice reconciliation (IR) documents, and payment requests lets you find invoices
associated with a particular one-time vendor type. The search results table can include both the one-time vendor
type and the name of the actual supplier.

● When searching for invoices, IR documents, or payment requests, use the Supplier search criteria to find
invoices based on a value in the One-time Vendor Type field. The Supplier chooser in these searches includes
one-time vendor records as well as regular suppliers.
For example, to find all invoices that reference a One-time Vendor Type called Catering, in search criteria, use
the Supplier chooser to select the one-time vendor record called Catering.
● In search results for invoices, IR documents, and payment requests, add the column One-time Vendor Name.
This column shows the value that's in the Supplier Name field of one-time vendor invoices so you can see
which invoices are for each supplier associated with a particular one-time vendor type.
To add the column, click the table icon (  ) above the search results table. Click More if you don't see One-
time Vendor Name on the menu.

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How to edit an invoice
You can edit invoices that you have created or, if you have permission, invoices created by others users.

You can edit non-services invoices unless they have been approved. You cannot edit service invoices or approved
invoices.

For invoices submitted by suppliers through Ariba Network, you can only modify the unit price and quantity of line
items. You cannot add or delete line items, add or delete charges, or make any other modifications to line items.

If your site allows you to edit invoices submitted from Italian suppliers, SDI invoices, authorized users can edit
invoice header details and can add items, allowances, charges, taxes and tax amounts, and withholding tax before
the invoice reconciliation document is created. For more information on SDI invoices, see Topics about Italian SDI
invoices.

The number of invoices you have created is displayed in the My Invoices action tile, and are listed in the My
Documents content item on the dashboard. You can search for and view invoices created by other users, but you
cannot edit them unless your group membership allows you to edit other users' invoices.

You can make changes to the details of the line items on an invoice using one of the following options:

● Edit the details of one line at a time [page 34].

● Select multiple line items and perform a mass edit action [page 35].

How to edit the details of a line item on an invoice

Procedure

1. Perform one of the following actions:

○ Click the number of invoices in the My Invoices action tile to see a list of your invoices, and click the invoice
you want to edit.
○ In the My Documents content item on the dashboard, perform one of the following actions to find the
invoice you want to edit:

○ Scroll through the document and click the document title to open the invoice.
○ Select View List Invoice . On the Search page, set search options to filter your search results, if
necessary. Click the invoice number to open the invoice.
2. Click Edit.

The Invoice Entry page appears.

3. Edit the header information as needed.
4. To edit the details for a line, click the Details link for the appropriate line and make the required changes.
5. To edit the accounting details for a line, click the Details link for the appropriate line and make the required
changes.
6. Click Submit.

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34 PUBLIC Topics about creating, editing, and submitting invoices
Related Information

How to find and view invoices [page 32]

Purchase order-based invoices [page 6]
Non-PO invoices [page 6]
Contract-based invoices [page 7]
How to submit an invoice [page 39]
Approving an invoice document [page 40]

How to perform a mass edit of the details for the line items
on an invoice

Context

You can select multiple line items on the Invoice Entry page and perform the following mass edit actions:

● Edit the details, such as shipping information and the values of custom fields for all the selected lines
● Add or delete the comments and file attachments for all the selected lines

 Note

You cannot perform a mass edit action for more than 50 line items selected at a time.

Procedure

1. Perform one of the following actions:

○ Click the number of invoices in the My Invoices action tile to see a list of your invoices, and click the invoice
you want to edit.
○ In the My Documents content item on the dashboard, perform one of the following actions to find the
invoice you want to edit:

○ Scroll through the document and click the document title to open the invoice.
○ Select View List Invoice . On the Search page, set search options to filter your search results, if
necessary. Click the invoice number to open the invoice.
2. Click Edit.

The Invoice Entry page appears.

3. Select the appropriate line items on the invoice and click Edit.

The Line-Item Details page appears.

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4. To edit the details of multiple line items, perform the following actions:
a. In the Line Items section, select the lines for which you need to make the changes and click Edit.
b. On the Edit Field Values for Selected Lines window, make the appropriate changes and click OK.
c. Repeat the same procedure to edit the custom fields for the lines under the Taxes and the Charges
sections.

The changes for the field values are applied to all the selected lines.
5. To add a comment for a line item:
a. Click the comment icon  for the line.
b. Add your comments in the Comments window and click Add Comment.
6. To add a comment for multiple lines, perform the following actions in the Line Items section:
a. Select the appropriate lines and click Add Comment.
b. On the Add a Comment for Selected Lines window, add your comments and click OK.

The number superimposed on the comments icon for each line automatically refreshes to display the
revised number of comments.
7. To mass delete the comments from multiple lines, perform the following actions:
a. Select the appropriate lines and click Delete Comments.
b. On the confirmation message that appears, click OK to confirm that you want to delete the comments.
8. To add a file attachment for a line item:
a. Click the attachment icon  for the line.
b. On the Attachments window, click Browse and choose the appropriate file.
c. Click Add Attachment.
9. To add a file attachment for multiple lines, perform the following actions:
a. Select the appropriate lines and click Add Attachment.
b. On the Add an Attachment for Selected Lines window, click Browse and choose the appropriate file.
c. Click OK.

The file you added is attached to the selected lines. In addition, the number superimposed on the
attachment icon for each line automatically refreshes to display the revised number of file attachments.
10. To mass delete the file attachments from multiple line items, perform the following actions:
a. Select the appropriate lines and click Delete Attachments.
b. On the confirmation message that appears, click OK to confirm that you want to delete the attachments.
11. Click Done to return to the Invoice Entry page.

How to mass edit accounting information on invoices

You can manage the accounting information for multiple line items on an invoice using the mass edit feature.

Context

The mass edit feature enables you to perform the following actions:

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36 PUBLIC Topics about creating, editing, and submitting invoices
 ● Copy the accounting information from a line item taken as a reference and apply the details to multiple line
items [page 37].
● Add or delete accounting splits [page 38] for the selected lines.
● Mass edit the commodity codes [page 38] for non-catalog line items.

 Note

You can't perform a mass edit action on more than 150 line items at once.

How to copy accounting information from one invoice line

item to multiple invoice line items

Context

You can copy the accounting information from a line item taken as a reference and then apply the details to multiple
line items in the Line Accounting section and also in the Tax Accounting and Charge Accounting sections on the
Manage Accounting page.

Procedure

1. On the Invoice Entry page, select the line items for which you want to edit the accounting information and then
click Manage Accounting.
2. On the Manage Accounting page, click Copy Accounting.

The Copy Accounting Information window appears.

3. In the Copy From Line text box, enter the line number of the item from which you want to copy the accounting
information to other lines.
4. Choose All to copy the accounting information to all items on the Manage Accounting page or choose Lines
and enter the line numbers of the items to which you want to copy the accounting information.

You can enter a number range or the line numbers of specific items in the Lines text box to specify the lines to
which you want to copy the accounting information. For example, a number range, such as 2-5 specifies that
the accounting information is copied to line items 2, 3, 4, and 5. A comma-separated series of numbers, such
as 2,4,6 specifies that the accounting information is copied to line items 2, 4, and 6.
5. Choose the Copy to Tax Accounting and Copy to Charge Accounting checkboxes if you want to copy the
accounting information to the tax and charge lines in the Tax Accounting and Charge Accounting sections of
the Manage Accounting page.
6. Click OK to apply the accounting information for the selected lines.
7. Click Done to return to the Invoice Entry page.

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How to mass delete accounting splits for invoice line items

Context

You can select multiple line items on the Invoice Entry page to perform a mass edit action and then perform a
mass deletion of the accounting splits for the appropriate lines on the Manage Accounting page.

Procedure

1. On the Invoice Entry page, select the line items for which you want to delete the accounting splits and click
Manage Accounting.
2. Select the appropriate line items on the Manage Accounting page and click Delete Accounting Splits.
3. Click Done to return to the Invoice Entry page.

How to mass edit of commodity codes on invoice line items

You can select multiple line items on the Invoice Entry page to perform a mass edit action and then edit the
commodity codes for the non-catalog line items on the Manage Accounting page.

Context

When you mass edit the commodity codes for multiple line items, the same commodity code is applied to all the
selected lines.

Procedure

1. On the Invoice Entry page, select the line items for which you want to edit the commodity codes and click
Manage Accounting.
2. On the Manage Accounting page, select the non-catalog line items for which you want to change the
commodity codes and click Edit Commodity Code.
3. On the Edit Commodity Codes for Selected Lines window, make the appropriate changes and click OK.

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38 PUBLIC Topics about creating, editing, and submitting invoices
How to submit an invoice
Submitting an invoice launches its approval flow.

Prerequisites

You can only delete existing attachments from invoices if all of the following conditions apply:

● You added the attachment to the invoice yourself.

● You have permission to edit invoices.
● You are an active approver in the invoice's approval flow.

Procedure

1. Review the invoice header information on the Invoice Entry page or the invoice Summary page.
To view details associated with an individual header item, click its link.
2. Click Edit to open the invoice in edit mode if you need to make any changes.
3. Review the header-level taxes, charges, withholding taxes, and discount and if required, edit their amounts in
the Header Taxes, Charges, and Discount table. To change the currency in which a tax or charge is assessed,
click the currency code link and select a currency, or select Other to see all available currencies.
4. Optional: Upload an image of the invoice. For more information, see How to upload and view an image of a
paper invoice [page 13].
5. Review the line item details and perform any of the following actions:

○ To add or edit taxes, charges, withholding taxes, or discounts on the line item, select the line item and
select the appropriate option from the Add Item Details menu. For more information, see How to add
taxes, charges, and discounts to line items on an invoice [page 16].
○ Add a comment to include an explanatory note to the invoice. For more information, see How to add and
delete header-level comments and file attachments [page 29].
○ Add an attachment. For more information, see How to add and delete header-level comments and file
attachments [page 29].

○ To change the currency in which a charge is assessed, click the currency code link and select a currency, or
select Other to see all available currencies.

○ To delete the taxes, charges, withholding taxes, or discounts applied on line items, select the line items and
select the appropriate option in the Delete menu.

○ To delete individual tax types or charge types applied on an item, click the tax or charge amounts displayed
in the Line Items table and in the Taxes, Charges, or Withholding Taxes table, select the tax or charge
type and click Delete.

○ To view the order associated with a line item, click the link in the Order column.

○ To change the currency for a line item price, click the currency code link and select a currency, or select
Other to see all available currencies.

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6. Review the Ship From and Ship To information and make changes if necessary.
7. Optional: Add a comment to include an explanatory note for the line items in the invoice. For more information,
see How to add and delete line-level comments and file attachments [page 29].
8. Optional: Review existing comments and attachments and remove them if necessary. You can also edit existing
comments.
9. Optional: Attach a file for the line items in the invoice. For more information, see How to add and delete line-
level comments and file attachments [page 29].
10. Click the Approval Flow tab to review the approval flow and edit it if required.
11. Click Submit to submit the invoice.

Results

The invoice moves to the next node in the approval flow. If configured, email notifications are sent to the approvers
in the approval flow. Approvers can approve, deny, or open the invoice using the action buttons in the notification
messages.

Related Information

How to edit the details of a line item on an invoice [page 34]

How to add header-level taxes, charges, and discounts to an invoice [page 14]
How to add items to an invoice [page 12]
How to add accounting distributions to invoice lines [page 21]
How to add taxes, charges, and discounts to line items on an invoice [page 16]
Approving an invoice document [page 40]

Approving an invoice document

If you're in the approval flow for an invoice, you must approve it so that it can be reconciled and paid.

Approving an invoice document means that you accept the data on the invoice and give your approval to proceed
with reconciling, or validating, the information on the invoice against information from matched orders, contracts,
receipts, or other expected information. If you deny an invoice, then you typically indicate that you don't agree with
some data on the invoice document, which, for example, could be the result of a data entry error if your company
creates electronic invoices based on suppliers' paper-based invoices.

Depending on your site's configuration and approval flows, invoices with some validation errors might be
automatically denied, or they might be routed through an approval flow to fix errors. Invoices without validation
errors might be automatically approved, or might require additional approvals. You might need to edit an invoice
before approving it.

If you do need to edit an invoice, if your site is configured for one step edit and approval, you can save your changes
and approve the document in a single step.

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40 PUBLIC Topics about creating, editing, and submitting invoices
Information for invoices submitted from suppliers through Ariba Network

The default approval flow for invoices that suppliers submit through Ariba Network does not require explicit
approval. Instead, the invoice status is immediately set to Approved and the invoice reconciliation document is
created.

If your site has been configure to require explicit approval of invoices sent through Ariba Network and you deny
such an invoice, the status is not communicated to the supplier. From the supplier's perspective, the invoice status
remains Sent. If you approve the invoice but reject the invoice reconciliation, the supplier sees the Rejected status
for the invoice on Ariba Network and has the opportunity to correct errors.

How to reject supplier-submitted invoices

To prevent payment for a supplier-submitted invoice you have received from Ariba Network, fully approve the
invoice if it is not automatically approved, and then do the following:

1. Open or edit the invoice reconciliation document which is automatically created after the invoice is fully
approved. You can find the associated invoice reconciliation document from the Reference tab in the invoice.
2. At the top of the invoice reconciliation document, click Reject.
3. Enter a comment and click Submit.

If you are on the invoice reconciliation approval flow, and you receive email notifications, you can also reject invoice
reconciliations from your email notification. See the Reconciling invoices topics for more details about rejecting
invoice reconciliations.

Additional references

See the Approval process management guide for more information on approval flows and the Approval flow topics
for details on how to approve or deny requests such as invoices.

Related Information

Invoice and invoice reconciliation status flow [page 68]

Using messaging to initiate conversations from

invoices
You can use the messaging feature in your invoicing solution to initiate conversations from invoices or invoice
reconciliation documents to interact with suppliers on Ariba Network and other users within your organization to

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get information required for quicker processing of documents. Users who are part of a conversation can reply to
messages using instant messages and emails to provide clarifications and additional information.

You can initiate conversations from both the header and the line level of an invoice for better organization of
messages in the document. In addition, you can make phone calls to participants whose names appear with phone
icons in the list of conversations on invoices or invoice reconciliation documents.

The messaging functionality provides you the following benefits:

● Direct interaction and follow-up with appropriate stakeholders within the buyer organization and designated
contacts in the supplier organization to process invoices faster.
● Availability of records of all user conversations in invoices to provide a background on why certain decisions
were made.
● Ability to review intracompany as well as buyer-supplier conversations to resolve issues that cause processing
delays.
● Faster accounts payable cycles to enable better cash flow management and improve supplier relationships.

Glossary of messaging terms

Conversation A conversation comprises of a subject and at least one message addressed to users and user
groups. When you start a new conversation, you choose a subject for the conversation and enter
content that forms the body of the message. A conversation includes a message or a thread of
messages grouped by a subject.

Message A message refers to the content or the body of a conversation that conveys information to the
recipients. Messages that you send and the replies you receive from other users form part of the
same conversation. A collection of messages associated with a conversation is referred to as a
message thread.

Topic A topic refers to the predefined subject of a conversation. The choice of topics available to initiate
conversations for an invoice depends on the number of topics your administrator configures for
your site.

Prerequisites for messaging

● Your site must be enabled to use messaging to communicate with suppliers on Ariba Network. To enable this
functionality, please have your Designated Support Contact log a service request. An SAP Ariba Customer
Support representative will follow up to complete the request.
● A member of the Customer Administrator group must complete the following tasks:
○ Run the data import and export tasks required to support this feature.
○ Customize the messaging setup to map approvable documents with the appropriate conversation topics,
users, user groups, and suppliers.
● Depending on certain browsers and the browser settings, you might be prompted to specify the location of
the .exe file of your messaging application as a one-time activity when you make a phone call to a user. We
recommend that you complete this action if you require to make phone calls to users.
● To be able to initiate conversations with suppliers, you must have membership of the Supplier Relationship
Manager group.

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42 PUBLIC Topics about creating, editing, and submitting invoices
 ● Ensure that you review the terms defined in the Data policy, Privacy policy, and the Messaging policy. For more
information, see Storage of messaging data and messaging policy [page 43].
● While responding to messages using non-SAP Ariba messaging applications (for example, Microsoft Outlook),
ensure that you retain the subject line of the messages. The SAP Ariba solution might not deliver your replies to
the intended recipients if the subject lines for the conversations are modified.

Storage of messaging data and messaging policy

The server hosting messaging data is based in the United States even though your organization might have
subscribed to SAP Ariba cloud solutions hosted in other countries/regions.

Storage of messaging data

Ensure that you review the following policies:

● Privacy Policy
● Data Policy

Messaging policy

The Messaging Policy describes the legal terms related to the use of the messaging feature in the SAP Ariba
solutions.

When you reply to a message for the first time by email, your buying solution automatically adds a Messaging
Policy consent statement in your message. To review the contents of the Messaging Policy consent statement, go
to:

https://service.ariba.com/w/collab-platform/common/tou/en/MessagingPolicy.html

Important: Ensure that you review the terms described in the messaging policy before you respond to the
message.

You must retain the Messaging Policy consent statement in your email response. The messaging system then
sends you a Messaging Policy consent confirmation email and enables you to receive and respond to subsequent
email messages. If you do not retain the Messaging Policy consent statement in your email response, it implies that
you do not accept the terms described in the messaging policy. Ariba Network does not deliver your message to
the recipients and sends you a Missing Content email notification. In such a case, you can choose to include the
Messaging Policy consent statement and try resending your message.

Supported configurations for messaging

● Personalizations, such as changing font properties, adding profile pictures, and so on, are not supported.

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● The SAP Ariba solution supports only a chronological ordering of messages in a conversation. You cannot
choose a message from a message thread and add a reply to initiate a subthread of messages.
● The SAP Ariba solution supports phone calls between two users at a time. Phone conversations involving
multiple participants (conference calls) are not supported.

How to start a new conversation

You can initiate a conversation at the header level or the line level of an order, an invoice, or an invoice reconciliation
document.

Prerequisites

You can start a conversation only from your SAP Ariba solution. You cannot start a conversation by email.

Procedure

1. On the Summary tab of the document, click the messaging icon  and then click New Conversation.

We recommend that you choose to initiate a conversation at the header level of a document if the conversation
applies to the whole document. Similarly, if a conversation is relevant only for a line item on a document,
initiate the conversation for the appropriate line in the Line Items table.
2. In the Send a message view, perform the following actions:
a. Click the messaging icon  in the row for the appropriate recipient.
b. To add more recipients to the conversation, click the plus sign (+) next to the To box and add the
appropriate recipients from the Add Recipient box.
c. Select the appropriate topic for the conversation and type your message.
d. If required, upload a file as an attachment to your message.
e. Click Send.

A confirmation message appears indicating that the message is sent.

Related Information

How to upload and download file attachments from a conversation [page 46]
How to reply to a message from your SAP Ariba solution [page 45]

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44 PUBLIC Topics about creating, editing, and submitting invoices
How to reply to a message from your SAP Ariba solution
When you reply to a message in a conversation, your reply is added to the message thread in the conversation. The
message thread includes messages that users send by email and from users who respond from their SAP Ariba
solution.

Prerequisites

The following users can reply to a message in the SAP Ariba solution:

● Users who are part of a conversation starting from the time the conversation was initiated.
● Users who have the permissions to view an order or an invoice in the SAP Ariba solution can view and reply to
the messages in such documents.

 Note

You cannot add or delete users or user groups when you reply to a message.

Procedure

1. Perform one of the following actions to view a message in a conversation

○ On the Messages tab of the appropriate document, select the appropriate conversation.

○ On the dashboard, click the notifications icon  and choose the conversation in which you want to view
and reply to a message.
○ On the Summary tab of the document, click the messaging icon  and click View All. On the Messages
tab, choose the conversation in which you want to view and reply to a message.
2. Click the Reply link and compose your message.
3. If required, upload a file as an attachment to your message.
4. Click Reply.

Results

● Your reply is added to the message thread associated with the conversation in which you are a participant.
● The recipients of the message receive an email notification about the receipt of the new message. The
recipients of your message can choose to reply by email or from their SAP Ariba solution.

Related Information

How to upload and download file attachments from a conversation [page 46]

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How to upload and download file attachments from a
conversation

Conversations that include file attachments appear with the attachment icon .

Prerequisites

The following conditions apply when you upload file attachments to a conversation:

● A conversation can include a maximum of five file attachments, each file cannot exceed 10MB. Therefore, if a
conversation already includes five attachments, you cannot add more attachments when you respond to a
message in that conversation.
● Attachments with the following file extensions are not
supported: .ade, .adp, .app, .asp, .bas, .bat, .cer, .chm, .cmd, .com, .cpl, .crt, .cs
h, .exe, .fxp, .hlp, .hta, .inf, .ins, .isp, .its, .js, .jse, .ksh, .lnk, .mad, .ma
f, .mag, .maq, .mar, .mas, .mat, .mau, .mav, .maw, .mda, .mdb, .mde, .mdt, .mdw, .m
dz, .msc, .msi, .msp, .mst, .ops, .pcd, .pif, .prf, .prg, .pst, .reg, .scf, .sct, .
shs, .tmp, .url, .vb, .vbe, .vbs, .vsmacros, .vss, .vst, .vsw, .ws, .wsc, .wsf, .ws
h
● Except for files added by you as attachments to a conversation, you cannot delete file attachments added by
other users. When you delete a file, the conversation still retains the filename to retain the history of file
attachments in the conversation.

 Note

The SAP Ariba solution appends the text "(Deleted)" to the filename of a deleted attachment to help you
identify whether the file was deleted from a conversation.

Procedure

1. Click the attachment icon .

2. Click the Drag and Drop label and navigate to the appropriate location on your system to select one or more
files that need to be attached.
3. Complete the actions required to attach the files to the message. Alternatively, you can drag and drop the files
to the conversation window.
4. To delete an attachment, click the delete icon (×) next to the file attachment.
5. To download an attachment from a conversation, click the download icon  next to a file attachment and
complete the actions to save the file to a location on your system.

Creating and managing invoices

46 PUBLIC Topics about creating, editing, and submitting invoices
Related Information

How to make a phone call to a user [page 47]

How to open a document from an email message [page 48]

How to make a phone call to a user

You can call a user whose name appears the list of messages in a conversation if that user's profile includes a
contact number.

Prerequisites

Ensure that you have configured a voice calling application, such as Microsoft Skype, to call users online.

Context

● A call icon appears next to the name of a user in a conversation if the user's profile is configured with a phone
number.
● Changes to user profiles, such as adding a phone number, deleting a phone number, or updating an existing
number do not appear in an ongoing conversation. Changes to the phone number of a user automatically takes
effect in an ongoing conversation in one of the following cases:
○ The user whose phone number is changed makes a call to another user using the call icon in a new
conversation that is created after the user's phone number changed.
○ A participant in a new conversation that is initiated after the user's phone number was changed, calls the
user.
● The conversation history of a document does not store records of phone calls between users.

Procedure

1. Perform one of the following actions:

a. On the Summary tab of the document, click the conversation icon, and then click the call icon for the
appropriate user.
b. On the Messages tab of the document, click the appropriate conversation, and then click the call icon for
the user whom you want to contact.
2. Complete the actions required to call the user from your voice messaging application.

Creating and managing invoices

Topics about creating, editing, and submitting invoices PUBLIC 47
Related Information

How to open a document from an email message [page 48]

How to open a document from an email message

Email messages that are part of conversations related to documents, such as purchase orders or invoices include
the IDs of those documents. The document IDs appear as links using which you can view those documents in your
SAP Ariba solution.

Procedure

1. Open the appropriate email to view the message related to an order or an invoice.
2. Click the ID of the document in the message.
3. Complete the actions required to log in to your SAP Ariba solution and view the document.

Automatically creating invoice line items for failed

ICS invoices

If your site is configured to automatically create invoice line items for failed Invoice Conversion Service (ICS)
invoices, the line items will be created using the purchase order (PO) corresponding to the order number present in
the header of the cXML request, as well as the corresponding receipt document.

You will be able to submit electronic invoices that do not contain any line item information to Ariba Network. These
invoices, which are typically generated from scanned paper invoices by invoice conversion service providers, will be
converted to cXML and posted on Ariba Network. Ariba Network sends this invoice as a Provider Data Request
(PDR) to a buying solution from SAP Ariba for further processing. The buying solution identifies it as an ICS invoice.
The invoice is sent with only the header level information, and the line items will be added to the invoice
automatically in the buying solution if there are no errors. If there are any errors, designated approvers are added to
the approval flow. These approvers must correct the information on the invoice and approve it.

If your site is configured to use the Related Contract ID, in addition to the PO ID and external PO ID, this value can
be used to find the oldest PO (linked to the Related Contract ID) with no invoice generated against it. The invoice
line items will be created for this PO. The OrderID field in the cXML ICS file corresponding to the scanned invoice
can contain either the Contract ID (the ID of an Ariba contract) or the Related Contract ID, in addition to the PO ID
and the external PO ID. This is useful when POs are created against contracts for services provided. For example,
when contract for renting office space or equipment is in place, a PO can be generated every month against this
contract. The incoming ICS invoice can be used to provide the contract ID, instead of a specific order ID. In this
case, when the system uses the cXML information to automatically create invoice line items, it identifies the
contract first, and then finds the oldest PO that has not been invoiced. The new invoice line item will be created for
this PO.

Creating and managing invoices

48 PUBLIC Topics about creating, editing, and submitting invoices
To configure your site to use the Related Contract ID, contract SAP Ariba Customer Support to set up the
parameter Application.Invoicing.ContractFieldForMatchingPO. This parameter can be used to specify
a dotted field name on a contract in the buying solution from SAP Ariba. The value of this field will be compared
with the value of the OrderID field in the incoming cXML ICS invoice to identify the contract and then match the PO
attached to the contract to generate the invoice.

Prerequisites

For invoice line items to be automatically created from PO or receipt information in ICS invoices, the following
prerequisites must be met:

● A valid PO number must be specified

● No line items must be present in the incoming ICS invoice
● A member of the Integration Admin group must review and accept the data definition changes for this feature.

Constraints for scanned paper invoices

As the incoming scanned paper invoice is treated as an ICS invoice, the following constraints that apply to ICS
invoices are also valid in this case:

● Summary (or multi-PO) invoices are not supported

● The invoice will be rejected if the incoming invoice document does not have the scanned copy as an
attachment, as well as the error code.

Enrichment rules for automatically creating invoice line

items

Invoice lines are automatically generated for PO-based invoices from the equivalent lines on the selected PO. The
quantity or amount value in the generated invoice line is determined by the following enrichment rules, which are
applied in the sequence described here.

1. The invoice header subtotal amount equals the exact amount ordered on the PO, after applying the invoice
tolerance.
○ In this case, one invoice line will be generated for each PO line, with the same ordered quantity or amount.
○ The amount ordered on the PO is the amount excluding the tax, charge, or discount amount applicable on
the order.
2. The invoice header subtotal amount equals the amount received against the PO, after applying the invoice
tolerance.
○ In this case, one invoice line will be generated for each PO line, with the received quantity or amount.
○ The received amount is the amount accepted (AmountAccepted) or approved amount accepted
(AmountAcceptedApproved), based on the value specified for the parameter Line items received for
invoicing (Application.Procure.OrderReceivedForInvoicingOnReceiptApproval).

Creating and managing invoices

Topics about creating, editing, and submitting invoices PUBLIC 49
 ○ Invoice line items will not be created if the PO line has a zero received quantity or amount.
3. The invoice header subtotal amount equals the amount received against the PO, less the amount reconciled,
after applying the invoice tolerance.
○ In this case, one invoice line will be generated for each PO line, with the difference between the received
quantity or amount and the reconciled quantity or amount.
○ Invoice line items will not be created if the received amount on the PO line is equal to the reconciled
amount.
4. The invoice header subtotal amount equals the amount ordered on the PO, less the amount reconciled, after
applying the invoice tolerance.
○ In this case, one invoice line will be generated for each PO line, with the difference between the ordered
quantity or amount and the reconciled quantity or amount.
○ Invoice line items will not be created if the ordered amount on the PO line is equal to the reconciled
amount.
5. There is no match between the invoice header subtotal amount and any of the amounts on the PO.
○ In this case, invoice lines will be generated for all PO lines, with the difference between the ordered quantity
or amount and the reconciled quantity or amount.
6. The scanned paper invoice is a credit memo.
○ In this case, invoice lines will be generated for all PO lines, with the ordered quantity or amount, but with
negative values.

 Note

When invoice tolerance is applied in enrichment rules 1 through 4, a match between the invoice and PO
amounts occurs when their difference is smaller than the AbsoluteTolerance and/or PercentageTolerance
defined for each purchasing unit. In this case, to avoid having an unbalanced invoice, the line with the higher
amount will be adjusted to include the difference, in the invoice document.

Defaulting withholding taxes from remittance

location in non-PO invoices
You can have the header-level withholding taxes on non-PO invoices configured to default based on a combination
of the remittance location and the company code.

If this feature is configured, the defaulting will apply only on non-PO invoices created in SAP Ariba Buying and
Invoicing sites integrated with SAP ERP systems. The defaulting of withholding taxes occurs each time there is a
change in the remit to address or the company code.

The Company Code, Withholding Tax Code, and Withholding Tax Type will be synced from your external vendor
master system to your SAP Ariba Supplier Management solutions, and then to your SAP Ariba Buying and Invoicing
solution. These details are synced at a remittance location level, and a combination of a single remittance location
and a company code can have multiple withholding tax records.

The withholding tax amount in the Header Taxes, Charges, and Discount section of the invoice will be recalculated
whenever there is a change in the tax code. Similarly, it will also be recalculated whenever a line item gets added, or
when it is updated or deleted. You can delete defaulted withholding tax records in this section.

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50 PUBLIC Topics about creating, editing, and submitting invoices
  Note

If withholding taxes are added to line items, the defaulting of withholding taxes at the header-level will no longer
be applicable.

The defaulted withholding taxes will be carried forward from the invoice to the invoice reconciliation document.
During the invoice reconciliation process, the system will auto-generate from the remittance location, all the
withholding tax records that are not carried forward from the invoice, along with the configured tax code. For
example, if the withholding tax records are deleted by the user, the system will auto-generate them. The lines with
the auto-generated tax records will be exported to your back-end system. You can request SAP Ariba Support to
configure the option to prevent the export of these lines.

During invoice reconciliation, you can edit multiple withholding tax lines at the header level, and select different tax
codes for different tax lines. You must not change the remittance location or the company code during
reconciliation, as it can potentially cause the integration with your back-end systems to fail.

There is no change to the reconciliation process when this feature is enabled. It will continue to work as before, but
with the remittance location as the source for the withholding tax information. All the withholding tax exceptions
will be applicable during the reconciliation process. The export of invoice reconciliation line items will send them to
the back-end system after all the exceptions are resolved.

Prerequisites

This feature has the following prerequisites:

● SAP Ariba Supplier Management solutions is integrated with your SAP Ariba Buying and Invoicing site. SAP
Ariba sets this option for you.
● SAP Ariba Cloud Integration Gateway is configured for use with your SAP Ariba Buying and Invoicing site. SAP
Ariba sets this option for you.
● Functionality related to taxes and payments are enabled on your SAP Ariba Buying and Invoicing site. SAP
Ariba sets these options for you.
● Support for asynchronous integration events for the web service channel is enabled on SAP Ariba Cloud
Integration Gateway. SAP Ariba sets this option for you.
● The tax types of the withholding taxes must be configured at the invoice level in your backend system, as only
these withholding taxes aree sent from your vendor master system to your SAP Ariba Buying and Invoicing site.
● The Withholding Tax Code must have at least one tax component. It can be associated with a zero-tax rate
component if withholding tax amount calculation is not intended to be done in SAP Ariba Buying and Invoicing.
● Both the Withholding Tax Type and the Withholding Tax Code must be present in the remittance location.
● The withholding tax types configured in your backend system must match the ones configured in your SAP
Ariba Buying and Invoicing site.

Related Information

What to do on the user interface when defaulting withholding taxes [page 52]

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Topics about creating, editing, and submitting invoices PUBLIC 51
What to do on the user interface when defaulting
withholding taxes
You can perform some actions on the user interface when you have configured defaulting of withholding taxes.

The following new fields are added in the Header Taxes, Charges, and Discount section on the invoice creation
page:

● Tax Type
● Tax Code
● Tax Code Description

The Type field in the Header Taxes, Charges, and Discount section is used to show the tax type description, and
its name can now be changed through standard customization to something appropriate like Tax Type Description.
You can request SAP Ariba Support to set up this customization.

The Tax Code field on withholding tax lines is editable and choosing a tax code is required. The Amount field on
withholding tax lines is not editable.

The withholding taxes defaulted from the remittance location have auto-generated added in parentheses to
differentiate them from those that are manually added. This differentiation is only a visual distinction and there are
no differences in functionality between the two types.

The following existing fields at the header level can be hidden using standard customization. You can request SAP
Ariba Support to set up this customization.

● Tax Rate
● Accounting
● Details

The Add Withholding Tax window has the new Tax Code chooser to specify the tax code. It shows all the tax codes
applicable for the selected withholding tax type and the country/region associated with the company code. When
any new tax code is selected in the tax code lookup, the withholding tax amount field in the window will be updated
with the recalculated tax amount based on the selected withholding tax type and tax code. The withholding tax
Amount field in the window is not editable. The tax type chooser in this popup can be configured to display only
those tax types that are present at the remittance location level and not present in the parent invoice. You can
request SAP Ariba Support to configure this behavior. By default, the tax type chooser shows all the withholding tax
types.

Related Information

How to add header-level taxes, charges, and discounts to an invoice [page 14]

Creating and managing invoices

52 PUBLIC Topics about creating, editing, and submitting invoices
Topics about invoice conversion exceptions

Invoice conversion exceptions occur in invoices that are processed through third-party conversion services. Those
exceptions must be handled before the invoices can be reconciled.

What are invoice conversion exceptions [page 53]

How to find invoices with conversion exceptions [page 54]

How to resolve invoices with conversion exceptions [page 54]

What are invoice conversion exceptions

Invoice conversion exceptions occur in invoices that are processed through third-party conversion services. Those
exceptions must be handled before the invoices can be reconciled.

If your organization subscribes to SAP Ariba invoice conversion services, and ICS exception handling is enabled in
your site, invoice conversion specialists must handle any conversion exceptions before the invoice can be approved
and move into reconciliation. Conversion exceptions can include both errors reported from the ICS provider
concerning the conversion of the paper image (such as an illegible supplier name) and business rule-related errors
reported by Ariba Network. ICS invoices include a PDF file or image attachment of the invoice to assist in
conversion exception handling.

When your invoicing solution receives an ICS invoice with conversion exceptions, the Invoice Conversion
Specialist group is added to the approval flow. ICS exception handlers then resolve the issues and approve the
invoice. The status of invoices with conversion exceptions is Submitted with Errors.

If ICS exception handling is not enabled in your site, invoice conversion specialists must log on to Ariba Network to
resolve conversion exceptions involving unknown suppliers or failures in business rule validation. To resolve
exceptions involving image-only ICS invoices or incomplete invoice data (such as invoices with invalid data in
required fields), they must use other means (such as a provider FTP site), because Ariba Network does not accept
such invoices unless ICS exception handling is enabled in your site.

Related Information

How to find invoices with conversion exceptions [page 54]

How to resolve invoices with conversion exceptions [page 54]
Invoice and invoice reconciliation status flow [page 68]

Creating and managing invoices

Topics about invoice conversion exceptions PUBLIC 53
How to find invoices with conversion exceptions
Search for all invoices with conversion exceptions or for invoices with specific conversion exceptions.

Prerequisites

To search for or decipher provider error codes, you must have the list of the error codes that your provider uses.
SAP Ariba provides buying organizations with a list of error codes used by their SAP Ariba invoice conversion
services provider.

Procedure

1. On the search bar, select Invoice and click the search icon .

The Search Filters page opens.

2. If the Provider Error Code search filter is not displayed, click Search Options and add the option.
3. Enter one of the following in the Provider Error Code field.

○ To search for all invoices with conversion exceptions, enter % (a percent sign).
○ To search for invoices with a specific type of conversion exception, enter a provider error code.
4. To find only unresolved conversion exceptions, in the Status field, select Submitted with Errors.
5. Click Search.
6. If the Provider Error Code column is not displayed in the search results, click the table options icon and select
Provider Error Code.

Results

The search results table lists the invoices with conversion exceptions based on your search criteria.

How to resolve invoices with conversion exceptions

Prerequisites

You must be a member of the Invoice Conversion Specialist group and on the approval flow for the ICS invoice to
be an approver for invoice conversion exceptions.

Creating and managing invoices

54 PUBLIC Topics about invoice conversion exceptions
Procedure

1. Use the dashboard search bar to find invoices with conversion exceptions, or locate the the invoice in the To Do
content item or in the approval queue.
2. Open the invoice.
3. Click the Summary tab.
4. Review any provider comments, which might explain the invoice exception.
5. Click the filename of the invoice to view it.

○ If your Ariba Network account is configured to send PDF copies of ICS invoices, the filename of the ICS
invoice is displayed in place of the Upload Invoice button on the Invoice Entry page.
○ If no PDF of the invoice was sent (for example, if the ICS provider sent the image in TIF format instead of
PDF format), the message No Preview Available appears. Click the area of the message to open the
attached image in a separate window.
6. Investigate the conversion exceptions and gather any information necessary to resolve the issues.
7. Perform one of the following actions:

○ Resolve the conversion exceptions by editing the invoice and adding the missing information, then submit
the invoice. For non-PO invoices with conversion exceptions, you must also fix any accounting validation
errors while editing the invoice.

○ Void the transaction by denying the invoice.

Results

If you have resolved conversion exceptions, once the submitted invoice is approved, an invoice reconciliation
document is created and a CC invoice is sent to Ariba Network.

Related Information

Invoice and invoice reconciliation status flow [page 68]

Creating and managing invoices

Topics about invoice conversion exceptions PUBLIC 55
Topics about credit memos and debit memos

Types of credit memos and debit memos [page 56]

How to search for credit memos and debit memos [page 58]

How to create a header-level credit memo [page 59]

How to enter a line-level credit memo [page 60]

How to enter a line-item debit or credit memo to adjust prices on line items [page 62]

Tips and best practices for working with price-adjustment debit and credit memos [page 63]

Types of credit memos and debit memos

SAP Ariba solutions support header-level and line-level credit memos and line-level debit memos. Credit memos
reduce the amount owed under the terms of an earlier invoice. Debit memos increase the amount owed.

Credit memos are invoices with the amount due as a negative number and represent amounts that suppliers owe to
buyers. Every credit memo generates an invoice reconciliation document that requires approval, depending on your
company's approval rules. You typically create credit memos in your site when you receive paper credit memos
from suppliers and need to enter them for invoice reconciliation and payment.

● Header-level credit memos: These credit memos are not itemized. Your administrator can configure your Ariba
Network account to receive header-level credit memos from suppliers on Ariba Network. You can also create a
header-level credit memo manually in your system and associate it with an order or contract.
● Line-level credit memos: These credit memos show line-item details. To receive line-level credit memos from
suppliers on Ariba Network, your administrator needs to contact SAP Ariba Support. You can also create line-
level credit memos manually in your system from the referenced invoice by "flipping" the invoice into a credit
memo.
Line-level credit memos can reflect a change in quantity or a price reduction on sites that use price-adjustment
debits and credits.

Line-level debit memos represent a price increase compared with the price on the original invoice on sites that use
price-adjustment debits and credits.

Related Information

How to create a header-level credit memo [page 59]

How to enter a line-level credit memo [page 60]
How to search for credit memos and debit memos [page 58]
How to enter a line-item debit or credit memo to adjust prices on line items [page 62]

Creating and managing invoices

56 PUBLIC Topics about credit memos and debit memos
Price adjustments
A price adjustment results in a line-level debit memo or line-item credit memo against the original invoice. The line-
item quantity on a price adjustment is the same as the line-item quantity on the original invoice.

Table 2: Invoice documents used for price adjustments

Type of price adjustment Invoice document type used

Price reduction Line-item credit memo marked as a price adjustment.

Price increase Line-item debit memo marked as a price adjustment.

Both types of price adjustment:

● Have their own IDs (in the Credit Memo ID or Debit Memo ID field)
● Include a reference to the original invoice line
● Include a Price Change field for line items

Price adjustment information in transactions

cXML invoices include a field that indicates the type, or purpose, of the invoice document. The possible values are:

● standard
● creditMemo
● lineLevelCreditMemo
● lineLevelDebitMemo

Line-item debit memos and line-item credit memos include a field that indicates whether the document is a price
adjustment, isPriceAdjustmentInLine.

In incoming invoices, the price adjustment indicator and the invoice type are in the
InvoiceDetailRequestHeader element:

 Sample Code

<Header>
...
</Header>
<InvoiceDetailRequest>
<InvoiceDetailRequestHeader invoiceOrigin="supplier"
invoiceDate="2017-10-10T11:21:05-07:00" operation="new"
purpose="lineLevelCreditMemo" invoiceID="INV123">
<InvoiceDetailHeaderIndicator/>
<InvoiceDetailLineIndicator isAccountingInLine="yes"
isTaxInLine="yes" isPriceAdjustmentInLine="yes"/>
...

Creating and managing invoices

Topics about credit memos and debit memos PUBLIC 57
How to search for credit memos and debit memos
Credit memos and debit memos are types of invoices and can be found using invoice searches.

Context

You can also narrow the search to find price adjustments.

Procedure

1. On the search bar, click the content type menu to the left of the search field and select Invoice.
2. Press Enter or click the search icon .

The Search Filters page opens.

3. Select one of the following options:

○ To search for header-level credit memos, choose Credit Memo from the Invoice Type dropdown.
○ To search for line-item credit memos, choose Line-Item Credit Memo from the Invoice Type dropdown.
○ To search for price-adjustment debits and credits, choose Price Adjustment from the Adjustment Type
dropdown.
4. Enter any other search criteria you want to use.
5. Click Search.

Related Information

Types of credit memos and debit memos [page 56]

How to create a header-level credit memo [page 59]
How to enter a line-level credit memo [page 60]
How to find and view invoices [page 32]

Creating and managing invoices

58 PUBLIC Topics about credit memos and debit memos
How to create a header-level credit memo
You create a header-level credit memo to represent a non-itemized amount that the supplier owes your
organization.

Procedure

1. On the dashboard, click Create Credit Memo to display the Invoice Entry page.
2. Enter the following information. The options you have when you create a header-level credit memo vary
depending on your external ERP system.

Option Description

Supplier Credit The invoice number provided by the supplier.

Memo #

Purchasing Unit Select another purchasing unit if necessary.

Supplier The supplier to which the credit memo applies. Select a supplier, or select Search for more to see all
available suppliers.

Order or Contract The purchase order or contract with which the credit memo is associated. Click select to select from
available purchase orders or contracts.

Invoice Date The date on which the credit memo is created.

On Behalf Of Required if you are preparing the credit memo for someone else. Select a username, or select Search
for more to see all available usernames. When you act as preparer and submit a request on behalf of
someone else:
○ The requester is added to the approval flow as a watcher.
○ The requester's personal profile is used to determine the delivery and accounting information for
the request.
○ Notifications about the request are sent to the preparer and the requester.

Supplier Contact The name of the supplier contact. Click select to search for available contact names for the selected
supplier.

Remit To Address The remit to address for the supplier. Select a Remit To address, or select Search for more to search
for available Remit To addresses for the selected supplier. If a supplier has multiple Remit To ad­
dresses, you must select one before you can submit the credit memo.

3. If applicable, add the following information for the invoice header fields under the Header Information section:

○ Header-level taxes, charges, and discounts. For more information, see How to add header-level taxes,
charges, and discounts to an invoice [page 14].
○ Comments and attachments. For more information, see How to add and delete header-level comments
and file attachments [page 29].
4. In the Line Items section, enter the credit memo amount by performing the following actions:

○ Enter the amount of the credit as a negative number, for example -100.00.
○ To change the currency for the credit, click the currency code link and select a currency, or select Other to
see all available currencies.
5. Enter details such as accounting information. For more information, see How to add accounting distributions
to invoice lines [page 21].

Creating and managing invoices

Topics about credit memos and debit memos PUBLIC 59
6. Click Submit.

Results

Submitting a header-level credit memo creates a header-level credit memo IR document and launches its approval
flow. By default, the Invoice Agent group is added to the approval flow to approve the header-level credit memo. If
there is any discrepancy between the line-item and header amounts in the credit memo, an Invoice Has Math
Errors exception is raised and the credit memo is automatically rejected.

When the IR document associated with the credit memo is approved, your payment to the supplier is adjusted by
the amount specified in the credit memo.

Related Information

Types of credit memos and debit memos [page 56]

How to enter a line-level credit memo [page 60]
How to search for credit memos and debit memos [page 58]
How to submit an invoice [page 39]

How to enter a line-level credit memo

You create a line-level credit memo to represent amounts that the supplier owes to your organization for invoiced
line items.

Context

You can create line-level credit memos from non-PO, PO-based, and contract-based invoices with Reconciling or
Reconciled status. You cannot create line-level credit memos from service invoices, rejected or canceled invoices,
header-level credit memos, or line-level credit memos.

When you create a line-level credit memo from an invoice, all invoice lines and tax, shipping, and special handling
charges (header- and line-level) are included in the credit memo with negative amounts. If the original invoice
included any discount lines, they are included in the line-level credit memo with positive amounts.

You cannot add additional credit lines or invoice lines (lines with positive amounts that are not discounts, and that
represent items for which your organization owes the supplier) to line-item credit memos.

Creating and managing invoices

60 PUBLIC Topics about credit memos and debit memos
Procedure

1. Search for and open the invoice for which you want to create the credit memo.
2. Click Create Line-Level Credit Memo to "flip" the invoice into a credit memo.
The line-level credit memo contains all of the line items in the original invoice. If you created the credit memo
from a PO-based or contract-based invoice, the associated PO number of contract ID is displayed on each
credit line.
3. Perform any of the following actions:

○ Add taxes, charges, or discounts at the header level. For more information, see How to add header-level
taxes, charges, and discounts to an invoice [page 14].

○ Add taxes, charges, or discounts at the line level. For more information, see How to add taxes, charges, and
discounts to line items on an invoice [page 16].

○ Add comments or attachments at the header level. For more information, see How to add and delete
header-level comments and file attachments [page 29].

○ Add comments or attachments at the line level. For more information, see How to add and delete line-level
comments and file attachments [page 29].

○ To delete goods or services lines for which you do not want to issue credit, select them and then select
Delete Items .
○ Modify quantities or prices on credit lines.

 Note

When you modify the quantities or prices, you can specify either a negative quantity or a negative price
for a line item. You can also enter quantities or prices that exceed the quantities or prices on the
originating invoice.

○ If required, modify details such as accounting information for a credit line or a charge.

○ Edit the full line item description if your site is enabled to allow it. If you do so, the short description (the
description that uses first 50 characters of the full description) is also updated when you save the credit
memo.
4. Click Submit.

Results

Submitting a line-level credit memo creates a line-level credit memo IR document and launches its approval flow.
By default, the Invoice Agent group is added to the approval flow to approve the line-level credit memo. Line-level
credit memos do not raise any invoice exceptions.

When the line-level credit memo is approved, any purchase order or contract accumulators are updated with the
line-item credit amounts. If the purchase order or contract was closed, the status will remain closed, but the
accumulators are updated.

When the IR document associated with the credit memo is approved, the payment to the supplier is adjusted by the
amount specified in the credit memo.

Creating and managing invoices

Topics about credit memos and debit memos PUBLIC 61
Related Information

How to enter a line-item debit or credit memo to adjust prices on line items [page 62]
Types of credit memos and debit memos [page 56]
How to create a header-level credit memo [page 59]
How to add header-level taxes, charges, and discounts to an invoice [page 14]
How to add accounting distributions to invoice lines [page 21]
How to add taxes, charges, and discounts to line items on an invoice [page 16]

How to enter a line-item debit or credit memo to

adjust prices on line items
When a supplier sends you a price adjustment in the form of a paper-based line-item debit memo or credit memo
for an item that was already invoiced, you create an electronic version in your site.

Prerequisites

● Price-adjustment debits and credits must be enabled for your site.

● You can create a price-adjustment debit or credit memo only for an existing standard invoice. You can’t create
one for an order that hasn’t been invoiced.
● You must belong to a group that gives permission to create invoices.

Context

You can create price-adjustment debit and credit memos from non-PO, PO-based, and contract-based invoices
with Reconciling or Reconciled status.

 Note

SAP ERP doesn't support price adjustments for non-PO or contract invoices. Price-adjustment documents in
SAP ERP (referred to as subsequent debits and credits) are always against purchase orders.

When you create a price-adjustment debit or credit memo from an invoice:

● The quantity is not editable.

● You specify the change in price, not the new price.

Creating and managing invoices

62 PUBLIC Topics about credit memos and debit memos
Procedure

1. Search for and open the invoice for which you want to create the price-adjustment debit or credit memo.
2. Perform one of the following actions:

○ To reduce the price of a line item, click Create Line-Item Credit Memo, and choose Price Adjustment.
○ To increase the price of a line item, click Create Line-Item Debit Memo.
3. Fill in the invoice fields.

In the Price Change field in the Line Items section, enter the price difference for the line item whose price has
changed.
○ If the price for a line item has been reduced, the value in the Price Change field must be negative. For
example, if the price is reduced by $2.00, enter -$2.00.
○ If the price of a line item has increased, the value in the Price Change field must be positive. For example, if
the price has increased by $3.00, enter $3.00.
4. Click Submit.

Results

Submitting a price-adjustment debit or credit memo creates a line-level debit or credit memo IR document and
launches its approval flow. If the IR for the corresponding invoice has a status other than Paid, Paying, or Paying
Failed, an exception is raised against the price-adjustment debit or credit memo.

When the price-adjustment debit or credit memo is approved, any purchase order or contract accumulators are
updated accordingly.

Tips and best practices for working with price-

adjustment debit and credit memos
Keep these tips in mind when working with price-adjustment documents.

● Quantity exceptions don't apply to price-adjustment debit and credit memos. Price adjustment documents
don't provide the ability to modify quantity.
● On line-item credit memos that are price adjustments, the invoiced quantity doesn't change. It's defaulted from
the quantity on the invoice.
● Price-adjustment debit and credit memos have a status of Reconciling until the original invoice is fully
reconciled and posted.
● Any price variance exceptions are raised for the price adjustment debit memo if the increase in price for the
item on the price adjustment debit memo together with the price the item had on the invoice for which the
price adjustment debit memo was created is not within the tolerance defined for price adjustment debit
memos.
● If the original invoice has a price variance exception (compared with the PO, contract, or goods receipt), and a
price-adjustment credit memo brings the price on the original invoice below the tolerance, the original invoice’s
price variance exception is removed.

Creating and managing invoices

Topics about credit memos and debit memos PUBLIC 63
● If the original invoice has an amount exception (compared with the PO, contract, or goods receipt), and a price
adjustment credit memo brings the amount on the original invoice below the tolerance, the original invoice‘s
amount exception is removed.
● Price-adjustment debit and credit memo lines reference the same goods receipt lines, purchase order lines,
and contract lines as the original invoice lines are referencing. PO lines or contract lines that are manually
matched to invoice lines after the price-adjustment document has arrived must be manually matched to any
corresponding price-adjustment debit or credit memo lines.
● Once the price-adjustment debit or credit memo is approved, the amount accumulators on associated POs,
contracts, and goods receipts are updated.
● To have price-adjustment debit and credit memos rejected or canceled if the original invoice is rejected or
canceled, create an exception type for line-item debit memos and line-item credit memos that returns true or
false depending on whether the invoice is rejected. Use the Boolean field
ReferencedInvoiceReconciliationStatus.
● In SAP Ariba Invoice Management solutions that support goods receipt-based invoice verification:
○ The matching criteria for price-adjustment debit and credit memos is the ship notice ID.
○ The Receipt Unit Price Variance exception can be raised on price-adjustment debit memos.
○ Some buyers have a requirement to allocate header-level price adjustments (for example, shipping costs)
to all goods receipt lines that carry the cost. Price-adjustment debit and credit memos can include all
invoice lines that reference the goods receipt. Invoice lines that don't have a price increase in themselves
have a value zero in Price Change field. A custom BAPI can distribute header charges proportionally to all
the goods receipt lines referenced from the subsequent debit line or subsequent credit line in SAP ERP.

 Note

Header-level shipping costs on the SAP Ariba Invoice Management invoice map to unplanned freight on
the invoice in SAP ERP.

Creating and managing invoices

64 PUBLIC Topics about credit memos and debit memos
Invoice header field reference

The default configuration in your invoicing solution from SAP Ariba includes a set of fields in invoice headers. These
are the standard fields shown in the invoicing user interface of SAP Ariba solutions.

Depending on your site's configuration, the ERP system integration, and the type of invoice you are creating, you
might see different or additional fields.

Field Description Invoice type

Supplier Invoice # The supplier invoice number. Your sys­ All invoices
tem might be configured to allow you to
reuse existing invoice numbers for failed,
canceled, denied, or rejected invoices.

Your system might also be configured to

allow you to reuse invoice numbers from
previous years in a new calendar year.

There are no limits on this number.

Purchasing Unit The purchasing unit being invoiced. All invoices

Purchase Orders The purchase order or orders associated PO-based invoices only
with the invoice.

Supplier The invoice supplier. All invoices

For contract-based invoices, the supplier

must be a supplier with whom you have a
contract. If you do not specify a supplier,
the Contract field is not displayed.

Contract The contract associated with the invoice. Contract-based invoices only

This field only appears in the invoice

header after a supplier is specified.

Supplier Sales Order # An optional supplier sales order number Non-PO invoices only
from the supplier.

My Labels Labels under which the invoice is catego­ All invoices

rized for convenient searching.

Invoice date The date of the invoice. All invoices

Creating and managing invoices

Invoice header field reference PUBLIC 65
Field Description Invoice type

On Behalf Of Required if you are preparing the invoice All invoices

for someone else. When you act as pre­
parer and submit an invoice on behalf of
someone else:

● The requester is added to the appro­

val flow as a watcher.
● The requester's personal profile is
used to determine the delivery and
accounting information for the in­
voice.
● Notifications about the invoice are
sent to the preparer and the reques­
ter.

Based on your site's configuration, the

requester is defaulted as follows on PO-
based invoices only:

● In sites enabled in Release 10s2 or

later: By default, the requester on
the invoice is set to the requester on
the associated purchase order. If
you enter summary (multi-PO or
consolidated) invoices, the reques­
ter on the invoice is set to the re­
quester of the last purchase order
you add. If the requester of the pur­
chase order has been terminated or
is inactive, you receive a validation
error and you must select a different
requester.
● In sites enabled prior to Release
10s2: By default, you are the reques­
ter of the invoice. You must select a
different name from the available
choices, such as the requester of the
associated purchase order, if you are
preparing the invoice for somebody
else.

Supplier Contact, Remit To, and The name of the supplier contact, the re­ All invoices
Payment Terms mit to address for the invoice, and its
payment terms. If a supplier has multiple
Remit To addresses, you must select one
before you can submit an invoice.

Ship From The location from which the supplier All invoices
ships the invoiced items.

Ship To The location or to which the supplier All invoices

ships the invoiced items.

Creating and managing invoices

66 PUBLIC Invoice header field reference
 Field Description Invoice type

Plant (SAP only) The plant associated with the invoice. PO-based and non-PO invoices only

On non-PO invoices, this field is not

shown if your site is configured to sup­
port Company Code at the split line level.
See How to add accounting distributions
to invoice lines [page 21] for more infor­
mation.

Creating and managing invoices

Invoice header field reference PUBLIC 67
Invoice and invoice reconciliation status flow

Your SAP Ariba invoicing solution updates the status of invoice and invoice reconciliation documents, and
associated payment requests, at different stages of the invoice and invoice reconciliation workflow.

Invoice reconciliation Payment request sta­ Ariba Network routing

Activity Invoice status status tus status/invoice status

Receive an invoice from Submitted -> n/a n/a Acknowledged/Sent

the ERP Approving

Receive an invoice from Submitted -> n/a n/a Acknowledged/Sent

Ariba Network Approving

Create an invoice in Submitted -> n/a n/a n/a

your SAP Ariba solution Approving

Receive an information- Loaded n/a n/a n/a

only invoice from Ariba
Network1

Approve an invoice Approving -> Approved Reconciling Processing Acknowledged/ Sent

-> (CC Invoice to AN2)
-> Reconciling

Reconcile an invoice Reconciling Reconciling -> Processing Acknowledged/Sent

reconciliation (IR) Approving

Reject an IR Reconciling -> Rejected n/a Acknowledged/

Reconciled Rejected

Receive a cancel invoice Loaded -> Canceling Reconciling -> n/a Acknowledged/Sent
from Ariba Network Canceling

Approve a cancel in­ Canceling -> Canceled Canceling -> Canceled n/a n/a
voice

Deny a cancel invoice Canceling -> Canceling -> Processing Acknowledged/Sent

Reconciling Reconciling

Approve an IR (no addi­ Reconciling -> Approving -> Approved Processing -> Acknowledged/
tional external ERP rec­ Reconciled -> Paying Scheduled Approved
onciliation required)

(For sites that use the

Default payment re­
quest sending option)

Creating and managing invoices

68 PUBLIC Invoice and invoice reconciliation status flow
 Invoice reconciliation Payment request sta­ Ariba Network routing
Activity Invoice status status tus status/invoice status

Approve an IR (no addi­ Reconciling -> Approving -> Approved Processing -> Sending Acknowledged/
tional external ERP rec­ Reconciled -> Paying -> Scheduled Approved
onciliation required)

(SAP Ariba Buying and

Invoicing-only sites that
are configured to use
the Asynchronous or
Direct Push payment
request sending option)

ERP fails to create in­ Reconciled Paying -> Push Failed Processing Acknowledged/
voice for scheduled Approved
payment (SAP Ariba In­
voice Management)

ERP fails to create in­ Reconciled Paying -> Paying Failed Sending Acknowledged/
voice for scheduled Approved
payment (SAP Ariba
Buying and Invoicing-
only sites that use the
Asynchronous or
Direct Push payment
request sending option)

Approve an IR (IR sent Reconciling Approving -> Awaiting Processing Acknowledged/Sent

to ERP for additional External Reconciliation
reconciliation or appro­
val. Not applicable in
SAP Ariba Buying and
Invoicing-only sites)

ERP fails to create in­ Reconciling Awaiting External Processing Acknowledged/

voice reconciliation (not Reconciliation -> Push Approved
applicable in SAP Ariba Failed
Buying and Invoicing-
only sites)

ERP reconciles IR and Reconciling -> Awaiting External Processing -> Acknowledged/
sends Invoice Status Reconciled Reconciliation -> Scheduled Approved
Update Request (SUR) Paying
(not applicable in SAP
Ariba Buying and In­
voicing-only sites)

Creating and managing invoices

Invoice and invoice reconciliation status flow PUBLIC 69
 Invoice reconciliation Payment request sta­ Ariba Network routing
Activity Invoice status status tus status/invoice status

ERP cancels invoice (in­ Reconciled Paying -> Canceled Canceled n/a
voice in SAP Ariba In­
voice Management is an
ERP invoice copy) (SAP
ERP and Oracle ERP
only)3

ERP moves reconciled Reconciled -> Paying -> Awaiting Processing n/a
invoice back to Process­ Reconciling External Reconciliation
ing in the ERP (invoice
in SAP Ariba Invoice
Management is an ERP
invoice copy) (SAP ERP
and Oracle ERP only)3

ERP cancels invoice Reconciled -> Rejected Paying or Paying Failed Paying -> Rejected Acknowledged/
while the IR document -> Rejected Rejected
is in Paying or Paying
(Rejected automatically
Failed status
in SAP Ariba Invoice
Management. In SAP
Ariba Buying and In­
voicing, rejected when
Force Reject button is
clicked.)

ERP cancels payment Reconciled -> Paying Paid -> Paying Paying n/a

transaction while the IR

document is in Paid sta­
tus

1Information-onlyinvoices can only be submitted by suppliers through Ariba Network. Typically, a supplier will
cancel an information-only invoice after submitting a final invoice.
2The CC Invoice to AN status applies only for invoices created manually in your invoicing solution on behalf of a
supplier who is enabled on Ariba Network. The supplier can view the CC invoice and track its status on Ariba
Network
3ERP invoice copies are information-only copies of invoices that are managed and reconciled entirely in the external
ERP system. Each ERP invoice copy has a corresponding information-only invoice reconciliation. Neither document
is editable. ERP invoice copies are only available in sites enabled for SAP Ariba Invoice Management and for SAP
Fieldglass invoices in SAP Ariba Buying solutions integrated with SAP Fieldglass .
.

Creating and managing invoices

70 PUBLIC Invoice and invoice reconciliation status flow
Related Information

Forcing reconciliation of stuck CC invoices

Fixing invoice reconciliation documents stuck in paying or paying failed status
Fixing invoice reconciliation documents stuck in rejecting status
Fixing invoice reconciliation documents stuck in awaiting external reconciliation status
Fixing invoice reconciliation documents stuck in Approved status

Creating and managing invoices

Invoice and invoice reconciliation status flow PUBLIC 71
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Creating and managing invoices

72 PUBLIC Important Disclaimers and Legal Information
Creating and managing invoices
Important Disclaimers and Legal Information PUBLIC 73
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