Ariba | Transacting with an Enterprise Account

Key Step by Step Guidance

Configuration

Please see the Enterprise supplier checklist, a comprehensive reference guide of tasks suppliers should complete in order to be ready to transact with Alphabet / Google through Ariba.

With below training you will learn how to use your Ariba Network enterprise account to transact with Alphabet/Google and manage your account information using a fee-based enterprise account.

Enterprise Account Functional Training Recording

Enterprise Account Functional Training - Mandarin Translation

Enterprise Account Functional Training - Japanese Translation

This quick reference guide will help you navigate through the Ariba Network (AN) and review some commonly used functionalities.

Follow the steps below to login to Ariba Network:

Access the supplier login URL to open the Ariba Login page
Enter your Username and Password
Click Login

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Ariba defines a digitized contract sent over the AN as BPO. Once you have successfully logged in, the Ariba Network Home page will appear:

The Ariba Network Home screen allows you to access Workbench, Orders, Fulfillment, Invoices, Payments, Catalogs, Reports and Messages through the respective tabs.
The Document Category filter can be used to select the category of document you would like to search for.
The Customer Group filter allows you to filter your search results by customers.👁 Image
The My widgets option on the Ariba Network Home screen, which is customizable displays the trend line indicating the below options
- Purchase orders
- Invoice aging
- Company Profile completion
- My Leads
- On-time payment rate
- Paid invoices
- Benchmarking: On-time Payment Rate
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Select Purchase Order from the Orders👁 Image
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[ALTERNATE STEP] Alternatively, Purchase Orders can be searched from:
- Workbench > Orders to invoice or Orders tile > Edit filter by choosing from the below:
  - Customers
  - Order numbers
  - Creation date
  - Order status
  - Company codes
  - Purchasing organizations
  - Customer locations
  - Order type
  - Routing status
  - Min amount | Max amount | Currency
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- Orders and Releases search bar on the homepage and entering the Order Number👁 Image
Click Search Filters to expand the Search section
Select the appropriate Customer group from the drop-down menu
Enter the Order Number in the field
You may also choose to search by any of the additional criteria (Invoice Number, and Date Range)👁 Image
View the search results displayed based on the selected search criteria👁 Image
Click the required order to view order details
Review the Ver column indicating the document version number, ensure that the version being worked on is always the latest (In this example version 2 is the latest)👁 Image

The status of a purchase order changes as it gets processed. Suppliers can see the Order Status in their Inbox. The table below indicates the PO Statuses and their respective Descriptions:👁 Image

PO Status	Description
New	Initial state of the purchase order
Partially Received	Denotes that some of the line items of the purchase order have been received by Google ERP system
Received	Denotes that all line items have been received by Google ERP system
Partially Invoices	The purchase order has been partly processed
Invoiced	The purchase order has been fully processed
Changed	Google updated the existing purchase order, including canceling PO lines, by sending a subsequent (changed) order
Obsoleted	The order has been cancelled or replaced by a subsequent (changed) order
Cancelled	PO cancelled in Google ERP system

The drop down menu in the Search bar on the homescreen allows you to select any of the following item categories to view the corresponding items in your Orders:
- Orders and Releases

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The drop down menu in the Search bar on the homescreen allows you to select any of the following item categories to view the corresponding items in your Invoices:

Invoices

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Ariba Network provides you various options to upload / download documents. One of the most commonly used documents is the CSV template used during the invoice creation via the CSV upload functionality.

Click on "..." and open the drop down menu
Choose Template under the CSV Download section
Choose the Invoice under the CSV Upload section to upload the filled CSV file

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With the video below you will learn how to navigate the Ariba Network using a fee-based enterprise account. In order to follow along with the video, please change the Ariba Network view to Classic View before proceeding:

Navigating through Ariba Network Enterprise Account

Access the Ariba Proposals & Questionnaires page from your Ariba account dashboard to make updates to your account information on the Registration Questionnaire. Once you re-submit the questionnaire this information will be sent to Alphabet/Google to validate and update your account!👁 Image

Why is this important?
Mismatched or outdated supplier account info is the top reason for purchase orders and invoices not being submitted successfully/being rejected. This can lead to payment rejections.

Key Takeaways

If you are a supplier who was doing business with Alphabet / Google before the transition to Ariba, your questionnaire will be prepopulated with your original information on file. You can revise any of this information and then re-submit the questionnaire if you need to make updates. See following steps.
If you have additional questions about updating your account information, please connect with the Alphabet/Google team by clicking contact us below.

With the below video you will learn how to .

How to Update an Account

Administrator

There can only be one administrator per Ariba Network ID
Automatically linked to the username and login entered during registration
Responsible for account set-up/configuration and management
Primary point of contact for users with questions or problems
Creates users and assigns roles/permissions to users of the account

User

Up to 250 user accounts can exist per Ariba Network ID
Can have different roles/permissions, which correspond to the user’s actual job responsibilities
Can access all or only specific customers assigned by Administrator

Click on the initials (profile) on the Top Right Corner👁 Image
Click on Users > Click on “+” on the bottom right👁 Image
Create Role > Enter New Role Information
Select all relevant Permissions (Page 1 & Page 2) > Click Save👁 Image
Click on Manage Users > Click on “+” on the bottom right👁 Image
Create User > New User Information and Role Assignment > Check the box > Done👁 Image

Click on the initials (profile) on the Top Right Corner
Click on Users > Click on Manage Users tab👁 Image
Select the user who is to be made the administrator by checking the box against their name.👁 Image
Click on Actions and select Make Administrator from the drop down👁 Image
When redirected to a new screen, check the box again to select the user and click on Assign👁 Image

Click on the Users tab
Click on Edit for the selected user
Click on the Reset Password Button to reset the password of the user
Other options:
- Delete User
- Add to Contact List
- Remove from Contact List
- Make Administrator
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Click on your initials (profile) on the top right corner, to access the User Account Navigator. It enables you to:
- Quickly access your personal user account information and settings
- Link your multiple user accounts
- Switch to your test account
Note: After your multiple user accounts are linked, the User Account Navigator displays the multiple accounts.
Click on My Account to view your user settings👁 Image
Click Complete or update all required fields marked by an asterisk
Note: If you change username or password, remember to use it at your next login.
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Hide personal information if necessary by checking the box in the Contact Information Preferences section.👁 Image

With below instruction you will learn how to update your Account Administrator and add Users to your account. In order to follow along with the video, please change the Ariba Network view to Classic View before proceeding:

How to Change Your Account Administrator and Add Users

Why is this important?
Make sure the right person at your company is designated as the Ariba Network Administrator to:

manage your company’s account information (e.g. updating bank accounts), and
ensure the right team members are set up as ‘Users’ who are able to process POs and create invoices.

Key Takeaways

Identify who your organization’s Ariba Network account administrator is.
Note: There can only be one Ariba Network Administrator for an account (it’s a very important role!).
Your Ariba Network account administrator has the ability to add users, grant user accessibility permissions, and control which users can access and take action on POs and Invoices.
Anyone who needs to take action on POs or invoices must be added as a user and assigned a role by the account administrator. The account administrator can add up to 250 users for one account.

Click on User initials (Profile) > Go to settings > Click on Electronic Order Routing and Electronic Invoice Routing

Select Same as new catalog orders without attachments for Change Orders and Other Document Types to automatically have the settings duplicated or you may set according to your preference👁 Image
Specify a method and a user for sending Order Response Documents (Confirmations and Ship Notices)👁 Image

Select Electronic Invoice Routing👁 Image
Choose one of the following methods for Electronic Invoice Routing:
- Online
- cXML
- EDI
It is recommended to configure Notifications to email (the same way as in Order Routing)
Click on Tax Invoicing and Archiving for Tax Information and Archiving sub -tab to enter Tax Id, VAT Id and other supporting data👁 Image
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With below instruction you will learn where to update who receives notifications of new POs at your company. In order to follow along with the video, please change the Ariba Network view to Classic View before proceeding.

How to Configure Purchase Order Routing

Why is this important?
You want to make sure the correct team members in your organization can:

receive notifications of new purchase orders,
take action and invoice against those POs.

Key Takeaways

To ensure team members receive PO notifications, you need to add their email address to the 'Order Routing' field.
If you have more than 5 team members who need notified of POs, you should add a distribution list or alias to the Order Routing field.
To ensure team members can take action and invoice against POs, you need to add them as a user within the Account Settings, and add their email address to the Order Routing field.

PO & Invoice Management

To create a PO -Flip invoice (or an invoice derived from a PO that you received via Ariba Network):

From the home screen within your Ariba Network account, select the Create dropdown menu and select PO Invoice.👁 Image
For PO Invoice select a PO number👁 Image
Click on the Create Invoice button and then choose Standard Invoice👁 Image
Invoice is automatically pre -populated with the PO data. Complete all fields marked with an asterisk and add tax as applicable.👁 Image
Review your invoice for accuracy on the Review page.
If no changes are needed, click Submit to send the invoice to Alphabet/Google

Invoice is automatically pre -populated with the PO data. Complete all fields marked with an asterisk and add tax as applicable.

Enter an Invoice # which is your unique number for invoice identification. The Invoice Date will auto -populate
Select Remit -To address from the drop down box if you have entered more than one
Shipping can be entered at either the Header or Line level by selecting the appropriate radio button👁 Image
You can also add some additional information to the Header of the invoice such as:
- Special Handling,
- Payment Term,
- Comment,
- Attachment,
- Shipping Documents
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Scroll down to the Line items section to select the line items being invoiced

Attachment file size should not exceed 100MB.

Line Items section shows the line items from the Purchase Order.

Review or update Quantity for each line item you are invoicing
If you wish to exclude a line item from the invoice, click on the line item’s green slider. You can also exclude the line item by clicking the check box to the left and clicking Delete
Note: You can generate another invoice later to bill for the excluded item.
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Select the line item to which tax is to be applied using the Line Item # checkbox. To apply the same tax to multiple line items, select those line items to be taxed at the desired rate👁 Image
To configure additional Tax Options within the Tax Category tool, check the relevant Line Item and click on Line Item Action tab and from the drop down select Tax👁 Image
Check Tax Category and use the drop down to select from the displayed options.👁 Image

To configure additional tax options click Configure Tax Menu under the Tax Category drop down. Create new tax categories and as needed.

Select the Line Item to apply different tax rates to each line item.
Click Line Item Actions > Add > Tax. Upon refresh, the Tax fields will display for each selected line item.
Click Remove to remove a tax line item, if not necessary.👁 Image
Select Category within each line item, then either populate the rate (%) or tax amount and click update.👁 Image
Enter shipping cost to the applicable line items if line level shipping has been selected.👁 Image
Additional information can be viewed at the Line Item Level by editing a Line Item. 👁 Image
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If Allowances and Charges are included in the PO, these will convert to the Invoice at either Invoice Header or Line Item Level based on where the information is on PO:

Header Allowance and Charges👁 Image
Line level Allowance and Charges👁 Image

To add comments at the line items select Line Items, then click at Line Item Actions >Add > Comments
Upon refresh or Update, the Comments field will display. Enter applicable Comments in this field👁 Image
Click Next at the bottom of the page

Review your invoice for accuracy from the Review page. Scroll down the page to view all line item details and invoice totals.
If no changes are needed, click Submit to send the invoice to Alphabet/Google.
If changes are needed, click Previous to return to previous screens and make corrections before submitting.
Alternatively, Save your invoice at anytime during invoice creation to work on it later.👁 Image
You may resume working on the invoice by selecting it from Outbox > Drafts on your Home page.
In the event of errors, there will be a notification in red where information must be corrected.
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You can keep draft invoices for up to 7 days.

With below instruction you can learn how to take action on purchase orders from Alphabet/Google and flip them to invoices. In order to follow along with the video, please change the Ariba Network view to Classic View before proceeding
How to Submit an Invoice

Why is this important?
You want to make sure you and your team know how to invoice* properly to avoid any invoice rejections and ensure you get paid on time.

Key Takeaways

Only NEW POs created on, or after, go-live will be sent to you through the Ariba Network. You should only submit invoices through the Ariba Network against POs you received through the network. If you are invoicing against an existing PO opened before the launch of Ariba, you should invoice through your existing channel.
Mismatched or outdated supplier account info is the top reason for invoices being rejected.
When an invoice is rejected, you must enter a NEW invoice number when re-submitting. For example, if invoice #1234 is rejected, when you resubmit, you should enter a new invoice number, such as #1235 or #1234-v2.
Do not adjust the unit price when doing a partial invoice. Only update the quantity.
If you need to cancel an invoice, you must email Alphabet/Google using the Contact Us button below. You cannot cancel within Ariba.
Invoicing is not in scope for all countries. Some countries will only be able to receive POs from Alphabet/Google. Check out the Supplier Information Portal for more details.
Suppliers cannot submit a non-PO invoice to Alphabet/Google through the Ariba Network.

To create a PO -Flip invoice (or an invoice derived from a PO that you received via Ariba Network):

From the home screen within your Ariba Network account, select the Create dropdown menu and select PO Invoice.👁 Image
For PO Invoice select a PO number👁 Image
Click on the Create Invoice button and then choose Standard Invoice👁 Image
Invoice is automatically pre -populated with the PO data. Complete all fields marked with an asterisk and add tax as applicable.👁 Image
Review your invoice for accuracy on the Review page.
If no changes are needed, click Submit to send the invoice to Alphabet/Google

Invoice is automatically pre -populated with the PO data. Complete all fields marked with an asterisk and add tax as applicable.

Enter an Invoice # which is your unique number for invoice identification. The Invoice Date will auto -populate
Select Remit -To address from the drop down box if you have entered more than one
Shipping can be entered at either the Header or Line level by selecting the appropriate radio button👁 Image
You can also add some additional information to the Header of the invoice such as:
- Special Handling,
- Payment Term,
- Comment,
- Attachment,
- Shipping Documents
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Scroll down to the Line items section to select the line items being invoiced

Attachment file size should not exceed 100MB.

Line Items section shows the line items from the Purchase Order.

Review or update Quantity for each line item you are invoicing
If you wish to exclude a line item from the invoice, click on the line item’s green slider. You can also exclude the line item by clicking the check box to the left and clicking Delete
Note: You can generate another invoice later to bill for the excluded item.
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Select the line item to which tax is to be applied using the Line Item # checkbox. To apply the same tax to multiple line items, select those line items to be taxed at the desired rate👁 Image
To configure additional Tax Options within the Tax Category tool, check the relevant Line Item and click on Line Item Action tab and from the drop down select Tax👁 Image
Check Tax Category and use the drop down to select from the displayed options.👁 Image

To configure additional tax options click Configure Tax Menu under the Tax Category drop down. Create new tax categories and as needed.

Select the Line Item to apply different tax rates to each line item.
Click Line Item Actions > Add > Tax. Upon refresh, the Tax fields will display for each selected line item.
Click Remove to remove a tax line item, if not necessary.👁 Image
Select Category within each line item, then either populate the rate (%) or tax amount and click update.👁 Image
Enter shipping cost to the applicable line items if line level shipping has been selected.👁 Image
Additional information can be viewed at the Line Item Level by editing a Line Item. 👁 Image
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If Allowances and Charges are included in the PO, these will convert to the Invoice at either Invoice Header or Line Item Level based on where the information is on PO:

Header Allowance and Charges👁 Image
Line level Allowance and Charges👁 Image

To add comments at the line items select Line Items, then click at Line Item Actions >Add > Comments
Upon refresh or Update, the Comments field will display. Enter applicable Comments in this field
Click Next👁 Image

Review your invoice for accuracy from the Review page. Scroll down the page to view all line item details and invoice totals.
If no changes are needed, click Submit to send the invoice to Alphabet/Google.
If changes are needed, click Previous to return to previous screens and make corrections before submitting.
Alternatively, Save your invoice at anytime during invoice creation to work on it later.👁 Image
You may resume working on the invoice by selecting it from Outbox > Drafts on your Home page.
In the event of errors, there will be a notification in red where information must be corrected.
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You can keep draft invoices for up to 7 days.

With the below video you will learn how to flip a blanket PO into an invoice. In order to follow along with the video, please change the Ariba Network view to Classic View before proceeding:

Blanket Purchase Order Invoicing Overview

This quick reference guide will help you navigate through the CSV upload process to generate an invoice.

CSV Upload is the preferred method for creating Invoices for BPOs, since there are multiple line items and the creation of invoices via BPO Flip is not recommended. The process flow below indicates the key steps for a supplier to create an invoice using the CSV upload process: 👁 Image

Follow the steps below to create an invoice in Ariba Network using CSV upload:

The Reports tab allows you to create predefined report templates and run reports. You may also choose to create a new report template, this might be helpful to capture data to be populated in the CSV file in a regular manner.

Click the Reports tab.👁 Image
Click the Create button.👁 Image
Update the Report Description section with the Title.
Enter the relevant report Description in the field.
Select the appropriate Time-zone from the drop-down menu.
Select the appropriate Language from the drop-down menu.
Select the appropriate Report Type (Order) from the drop-down menu.
Click Next.👁 Image
Select Alphabet/Google as your Customer.
Select the Include Active Orders Only checkbox.
Select the appropriate limit for Maximum Results Returned.
Select the Include Line Item Information checkbox.
Click Submit.👁 Image
Review the report Status, it will reflect as Queued, you can only run a report once it has been updated to Processed.
Click Run to run the selected report, for capturing the CSV data.👁 Image

Return to Ariba home. Open the '...' drop-down menu.
Select the CSV Template option.👁 Image
Click the Invoice checkbox.
Click Download. The template CSV is downloaded.👁 Image
Click Done.
Populate the CSV template with the required details, ensuring that all mandatory fields are populated. The screenshots below indicates the CSV template. The field list with descriptions is available in the appendix:👁 Image

IMPORTANT: To view the various scenarios, where conditional fields are populated as per different scenarios refer to the CSV Sample Guide.

We highly recommend that you work with your IT department to create a script that can parse data from your billing system into the CSV template.

In addition to the standard required fields some scenarios may require additional fields to be populated (See CSV Sample Guide):

Contract (BPO)

If you are a supplier invoicing against contacts (BPO), you will need to populate the following fields in addition to the required fields:

MasterAgreementID
LocationA
PhysicaLCircuitID
StartDate
EndDate
LocationZ

Tax / Shipping

If you have PO lines with multiple ship to locations or GL strings, line level shipping and taxation details are required:

To enter shipping at header level, the shipping amount should be populated only for the first line item, for shipping at line level, shipping amount should be populated for each line item.
Standard Tax values can only be populated at the line level.
Shipping tax can only be populated at the header level.
When tax (isTaxInLine = Y) / shipping (isShippingInLine = Y):
- lineTaxAmount: Required when isTaxInLine = Y
- lineTaxLocation: Required when isTaxInLine = Y
- lineShippingAmount: Required when isShippingInLine = Y

IMPORTANT NOTE: There are two additional fields that may be populated when both isTaxInLine & isShippingInLine = Y, but these are optional:

summaryShippingTaxAmount
summaryShippingTaxCategory

Currency

If you are a supplier shipping to a different country, you will need to populate the following fields in addition to the required fields:

localCurrency: Required only when the destination currency is different than the invoice currency
taxExchangeRate: Required only if the currency and localCurrency values are different

Credit Memo

If you are a supplier processing a Credit Memo (in case of over invoicing), you will need to populate the following fields in addition to the required fields:

MasterAgreementID: Required for line Credit Memo
originalInvoiceDate: Required for line Credit Memo
originalInvoiceNumberReference: Required for line Credit Memo
comments: Required for Credit Memo
HeaderCreditMemoSubTotalAmount: Required for Credit Memo

IMPORTANT NOTE: Special attention needs to be exercised while populating the Purpose field, since the Standard value populated for all other cases will not apply in the case of a Credit Memo and you will need to choose from:

lineLevelCreditMemo
creditMemo

International

If you are a supplier located outside the US, you will need to populate the following fields in addition to the required fields:

Certain Countries only:
- supplierGSTRegistrationNumber
- supplierPSTRegistrationNumber
- buyerGSTRegistrationNumber
- buyerPSTRegistrationNumber
Canada only:
- supplierQSTRegistrationNumber
- buyerQSTRegistrationNumber

IMPORTANT NOTE: The requirement status of these fields is determined by the Ariba Network Validation Rules based on your geographical location. To view the steps to access the Validation Rules applicable for your location access the guide here.

Open the '...' drop-down menu.
Select Invoice👁 Image
Click Choose File. Select the relevant CSV file.👁 Image
Once the CSV file is uploaded, click Import CSV Invoice.👁 Image
The imported invoice will start reflecting as a line item.
Click Choose File to attach a PDF image of the invoice.👁 Image

NOTE: Providing supporting documents in a PDF attachment is mandatory while creating an invoice.

Click Upload Related Document to upload the selected attachment.
Click Submit.
Once the confirmation page is displayed, click Close.👁 Image

Select Invoices from the Outbox drop-down menu.👁 Image
Verify that the submitted invoice is reflected in your Outbox. 👁 Image

Header Fields

The table below lists the mandatory header fields along with the corresponding descriptions (The fields with required mentioned in parentheses are mandatory):

Mandatory Fields	Description	Field Sample Entry
invoiceID	Unique identifier for the invoice it is an uppercase alpha-numeric with a maximum of 16 characters (Required)	INV1488001
invoiceDate	Date of the invoice: INPUT FORMAT: mm/dd/yyyy (Required)	MM/DD/YYYY
purpose	Standard or lineLevelCreditMemo or creditMemo	standard
orderID	Reference to the order being invoiced (Required for PO Invoice) Order must exist in Ariba.	1010122121
NonPOID	Sales order info of the order (Required for Non-po)	10101
MasterAgreementID	Master Agreement ID (Required for invoicing against contracts)	BPO1488-NetCo~1010122121
isTaxInLine	Line tax details. Enter 'Y' if tax is present at line level else enter 'N' (Y-yes)	Y/N
isShippingInLine	Line shipping details. Enter 'Y' if shipping is present at line level else enter 'N'	Y/N

Address Fields

The table below lists the mandatory address fields along with the corresponding descriptions (The fields with required mentioned in parentheses are mandatory):

Mandatory Fields	Description	Field Sample Entry
billToAddress details	Bill To AddressID, Bill To Name (Required), Bill To Street (Required), Bill To City (Required), Bill To State (Required), Bill To PostalCode (Required), Bill To Country (Required)	Free text
remitToAddress details	remit To AddressID, remit To Name (Required), remit To Street (Required), remit To City (Required), remit To State (Required), remit To PostalCode (Required), remit To Country (Required)	Free text
soldToAddress details	sold To AddressID, sold To Name (Required), sold To Street (Required), sold To City (Required), sold To State (Required), sold To PostalCode (Required), sold To Country (Required)	Free text
from details	from Name (Required), from Street (Required), from City (Required), from State (Required), from PostalCode (Required), from Country (Required)	Free text

Shipping Fields

The table below lists the shipping fields along with the corresponding descriptions (The fields with required mentioned in parentheses are mandatory):

Mandatory Fields	Description	Field Sample Entry
shipToAddress details	ship To AddressID, ship To Name (Required), ship To Street (Required), ship To City (Required), ship To State (Required), ship To PostalCode (Required), ship To Country (Required)	Free text
shipFromAddress details	ship From AddressID, ship From Name, ship From Street, ship From City, ship From State, ship From PostalCode, ship From Country	Free text
shippingDate	Shipping Date	DD/MM/YYYY
lineShippingAmount	Line Level Shipping Amount	10

Tax Fields

The table below lists the tax fields along with the corresponding descriptions (The fields with required mentioned in parentheses are mandatory):

Fields	Description	Field Sample Entry
supplierTaxID	Supplier’s Tax ID	SUP123
lineTaxAmount	Line Item Tax Amount (Required for Tax in line)	10
linetaxDescription	Line Item Tax Description	Free text
lineTaxCategory	Line Item Tax Category (Required)	Sales
lineTaxLocation	Line Tax Location (Required for Tax in line)	US

NOTE: Depending upon your location, you may be required to fill additional tax fields such as buyerVatID, supplierVatID etc.

Line Item Fields

The table below lists the mandatory line item fields along with the corresponding descriptions (The fields with required mentioned in parentheses are mandatory):

Mandatory Fields	Description	Field Sample Entry
invoiceLineNumber	Unique identifier for an invoice line (Required)	1
lineReferenceNumber	The corresponding Item Number of the Item in the Purchase Order (Required)	1012367
quantity	The quantity being invoiced for the line item (Required)	1
unitOfMeasure	Unit of Measure for the item being invoiced (Required)	MON
unitPrice	Unit price for the item (Required)	75000
currency	Currency code (Required) (3 characters, ex: USD, EUR, SGD)	USD
itemDescription	Description of the product (Required)	Free text
locationA	LocationA (Required for invoicing against contracts)	Free text
physicalCircuitID	PhysicalCircuitID (Required for invoicing against contracts)	141312
startDate	StartDate (Required for invoicing against contracts) INPUT FORMAT: mm/dd/yyyy	DD/MM/YYYY
endDate	EndDate (Required for invoicing against contracts) INPUT FORMAT: mm/dd/yyyy	DD/MM/YYYY
LocationZ	Location Z (Required for invoicing against contracts)	Free text

With the below video you will learn how to submit invoice using CSV upload functionality. In order to follow along with the video, please change the Ariba Network view to Classic View before proceeding:

CSV Invoicing Overview

More information about troubleshooting CSV issues can be found here.

This quick reference guide will help you navigate through the process of searching for a Contract in Ariba Network.

Ariba defines a digitized contract sent over the AN as BPO (Blanket Purchase Order). Follow the steps below to search for a Contract in Ariba Network:

Login to Ariba Network and you will be taken to the Landing page
Open the Orders menu and click Purchase Orders👁 Image
Click Search Filters to expand the Search section
Select the appropriate Customer group (Alphabet/Google) from the drop-down menu
Enter the appropriate Order Number in the field
You may also choose to search by any of the additional criteria (Buyer Location Code, Invoice Number, Date Range)👁 Image
View the search results displayed based on the entered search criteria
Click the required order to view the order details
Review the Ver column indicating the document version number, ensure that the version being worked on is always the latest (In this example version 2 is the latest)👁 Image

In the Ariba supplier network, the following Contract details are displayed:

Contract (BPO) Number
Payment Terms
Supplier and Buyer Information👁 Image
Shipping details
Line Item details👁 Image

The status of a Contract changes as it gets processed. Suppliers can see the Order Status in their Inbox. The table below indicates the Contract Statuses and their respective Descriptions:

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PO Status	Description
New	Initial state of the purchase order
Partially Received	Denotes that some of the line items of the purchase order have been received by Google ERP system
Received	Denotes that all line items have been received by Google ERP system
Partially Invoices	The purchase order has been partly processed
Invoiced	The purchase order has been fully processed
Changed	Google updated the existing purchase order, including canceling PO lines, by sending a subsequent (changed) order
Obsoleted	The order has been cancelled or replaced by a subsequent (changed) order
Cancelled	PO cancelled in Google ERP system

In the Ariba supplier network, all generated invoices tie back to the Contract for which they were generated. This related document view can be accessed by following the steps below:

Click Invoices to view the invoice list
Select the appropriate Invoice for which you want to view the related documents👁 Image
Click the invoice number👁 Image
Click More in the Related Documents section to view all related documents for the selected invoice👁 Image
The list of all Related Documents is displayed, click on the desired document to view it👁 Image

This quick reference guide will help you navigate through the process of submitting an invoice for a Contract in Ariba Network.

Ariba defines a digitized contract sent over the AN (Ariba Network) as BPO (Blanket Purchase Order). Follow the steps below to search for Contract and submit an invoice in Ariba Network:

Login to Ariba Network and you will be taken to the landing page
The Standard account supports only Contract flip for invoices. Some Contract details (item attributes) are not visible in the Interactive Email PO; but when the supplier clicks Process Order and logs into their account, they will be able to see all details.
Select Purchase Orders from the Orders drop-down menu👁 Image
Select the appropriate Contract from the list or follow step 4 if you cannot find the Contract👁 Image
You can search for the appropriate Contract if you do not see it on the list, click Search Filters to expand the Search section
Select the appropriate Customer group (Alphabet/Google) from the drop-down menu
Enter the appropriate Order Number in the field
You may also choose to search by any of the additional criteria (Invoice Number, and Date Range)👁 Image

Once you open the desired Contract, follow the steps below to submit invoice:

Open the Create Invoice drop-down menu
Select the Standard Invoice option👁 Image
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Enter the appropriate Invoice #
Select if you want shipping charges to be applicable at Header or Line Level
Click View/Edit Addresses👁 Image
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Update the Ship From and Ship To details. Click OK👁 Image
Scroll to the bottom of the page and select the Contract line item
Select Goods from the Create drop-down menu👁 Image
Click Next👁 Image
Enter the appropriate Quantity
Enter the appropriate Unit
Enter the appropriate Unit Price👁 Image
Click the Line Item Actions drop-down and select the Tax option to add Tax details👁 Image
Populate the following details for the selected order:
1. Tax Details
2. Shipping Cost
3. Additional Fields: Enter the Start Date, and the End Date
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Click Create👁 Image
Open the Add to Header drop-down menu
Select the Attachment option

Providing supporting documents in a PDF attachment is mandatory while creating an invoice.

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Click Choose File, and upload the appropriate PDF
Click Add Attachment👁 Image
Review if the document has been successfully uploaded👁 Image

Click Update to update the calculated value for the line items if Quantity, and Unit Price are edited
Click Next👁 Image
Verify the information on the Invoice Summary page
Click Submit👁 Image
Choose to either Print the invoice; or Exit the invoice creation process👁 Image
Click Done👁 Image

Open the Outbox drop-down menu
Select the Invoices option👁 Image
Verify that the submitted invoice is reflecting in your Outbox👁 Image

With the below video you will learn how to search for a contract and submit invoices against contracts. In order to follow along with the video, please change the Ariba Network view to Classic View before proceeding:

Creating Invoices using Contract Flip

Follow the steps below to view the Google specific validation rules in Ariba Network:

Login to Ariba Network and you will be taken to the landing page👁 Image
Click the Settings icon
Select the Customer Relationships option👁 Image
Scroll down to the bottom of the Customer Relationships page to the Current Customers section
Select Google LLC as the customer👁 Image
The Customer Details page opens👁 Image
Scroll down to the bottom of the page to view the customer specified validation rules along with their brief descriptions👁 Image

With the below video you will learn where to review the validation rules. In order to follow along with the video, please change the Ariba Network view to Classic View before proceeding:

Viewing Validation Rules in Ariba Network

Additional Step by Step Guidance

Configuration	PO & Invoice Management
What is supported by Alphabet/Google	Purchase Order management
Account configuration	Invoice rules
How to navigate to enablement tasks	How to check routing and invoice status
Configure remittance information	How to troubleshoot CSV issues
Review current and potential relationships	How to create a credit memo
How to set up multi-org	How to copy an existing invoice
How to search for an invoice
How to review invoice history
How to modify an existing invoice
How to search for a contract
How to submit invoices against contracts
How to download invoice reports
How to configure invoice archival
Troubleshooting Ariba invoice issues

Additional Support

Enterprise Suppliers Only: Ariba Supplier Support Team

👁 Tips

Reach out to Ariba support specialists for your region:
North America
EMEA
LATAM
APAC

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URL: https://support.google.com/corporate-suppliers/answer/10037932