Transcript STP500 3M Ariba Network Collaboration for Suppliers

SAP Training
Source To Pay
3M Ariba Network Collaboration for
Suppliers
Web-Based Training
Version: 4.0
Last Updated: 27-July-2016
3M Business Transformation & Information Technology
1
Progress set in motion >
Course Introduction
3M eProcurement Process:
This document contains training for your organization about transacting
Purchase Orders (POs) with 3M through the Ariba Network (AN) using online
web forms.
Refer to the additional documentation available on the 3M Supplier Information
Portal accessible from the Customer Relationships page of your Ariba Network
account.
Suppliers interested in using cXML or Electronic Data Interface (EDI) to transact
on Ariba Network should refer to the cXML and EDI documents posted on the
Supplier Information Portal and the Ariba Help page.
2
Requirements
Purchase Orders (New, Changed and Canceled Orders):
 Orders originate from 3M’s internal Enterprise Resource Planning (ERP) system.
 Orders are sent to your Ariba Network account.
 Choose the routing method (e-mail, fax, online, cXML, or EDI) for
receiving orders.
 Refer to the Account Configuration Guide on the Supplier Information Portal for
instructions on how to configure your electronic order routing method.
Order Confirmations
 Required prior to invoicing for all Purchase Orders.
 Also required for all Change Orders.
 Multiple statuses on a single line are not supported by 3M’s ERP system.
 Single status on a single line is supported – all back order (B/O) or all accepted.
3
Requirements (continued)
Ship Notices:
 Ship Notices, also referred to as Advance Shipping Notifications (ASN), are
required prior to 3M being able to receive the material. In addition, the ship
notice is required prior to Invoicing for all Material POs that contain a
Customer Part Number and orders without a Customer Part Number that ship
across borders.
 Ship Notices are optional prior to invoicing for Non Customer Part Number
Material or Service POs. (ASNs are enforced based on your group and are
not always applicable based on individual Purchase Orders).
Service Sheets: Also referred to as Service Entry Sheets (SES), are required
when service has been rendered. The Service Sheet includes time and
materials for service activity.
4
Requirements (continued)
Invoices
 Invoices are required through the Ariba Network (if enabled for your group)
 Set up or Validate Remittance Address.
 Alternate invoicing methods will be rejected
Remittance Advice: Contains details about payments made to you by 3M.
5
Purchase Order Management
6
Requirements
Purchase Orders (New, Changed and Canceled Orders)
 As of Go-Live, you can expect to receive all your 3M Purchase Orders
through Ariba Network.
 Orders originate from 3M’s internal ERP system.
 Orders are sent to your Ariba Network account.
 Choose the routing method (e-mail, fax, online, cXML, or EDI) for
receiving orders.
 Refer to the Account Configuration Guide on the Supplier Information Portal
for instructions on how to configure your electronic order routing method.
7
View Purchase Orders
Click the Inbox
tab to manage
your POs.
 A list of POs
received
displays.
 In the Order
Number
column, click a
link to view the
Purchase
Order details.
8
View Purchase Orders (continued)
At the Purchase Order Headings, customize your view by clicking the
Table icon to the right and selecting or de-selecting the type of
information you want to display.
Click column headings to sort the
data set by that column. The small
arrow indicates the sort order
(ascending or descending).
Order Status provides the state of
each order. Obsoleted indicates a
more recent order exists.
Click this icon for
additional display
and Group-by
options.
9
View Purchase Orders (continued)
Search filters allows you to
search using multiple criteria.
 Click the Search Filters arrow to
display query fields.
 Enter your criteria and click Search.
 Once you find the order, click the
order number to view it.
Note: Depending on how you configured your
Electronic Order Routing preferences, you may
additionally receive a copy of the PO by e-mail,
fax, EDI, or cXML.
Note: Your company should train several
people to access the Inbox. User accounts
can be set up for additional Users by your
Account Administrator.
Click on the Actions button display the drop-down with valid actions for this as
shown above and then click Create Order Confirm, Create Ship Notice or
Create Invoice icons to create the document for the PO. You may also use
the options available from the PO view (see next slide). Gray icons mean the
document has not been sent. Colored icons mean they were sent.
10
Purchase Order Detail: Header
View the details of your order: The Order Header includes the order date and
information about the buying organization and Supplier.
There are options available for Create Confirmation, Create Ship Notice, Create
Invoice, or Print. Additional options:
 Resend to reprocess orders with failed status or test changes made to order
routing settings
 Export cXML to save a copy of the cXML source information
 Order History for diagnosing problems and for auditing
Header Level order information will include Comments (if applicable), Supplier
Address, sourcing professional contact details, Remit To information, Ship From
location, Means of Transport instructions, and Ship To location.
11
Purchase Order Detail: Header (continued)
The Create
Confirmation and
Create Ship
Notice option is
enabled from this
page and
the Create
Invoice option is
grayed out. You
must submit an
Order
Confirmation and
a Ship Notice
prior to Invoicing
3M.
Note: Create Order Confirmation immediately upon receipt.
12
Purchase Order Detail: Header (continued)
Select Hide in Inbox
to hide orders if you
no longer want to see
them in your Inbox.
Use Search filters to
show hidden orders.
Resend can be used
to resend POs with a
Failed status which
were not sent
properly to your
e-mail, fax, cXML, or
EDI system; or to test
changes to your
order routing
settings.
13
Purchase Order Detail: Header (continued)
This is the
Sourcing
Professional
Contact
information,
should you have
questions,
comments, or
require changes
regarding PO.
14
Purchase Order Detail: Header (continued)
1. Configure your
Remit To
address so it
defaults on your
invoice form.
See Account
Configuration
Guide on the
Supplier
Information
Portal or search
HELP for
instructions.
1
15
Purchase Order Detail: Header (continued)
2. Ship From location
must be accurately
displayed. Should
this be different
than the actual
Ship From, contact
the Sourcing
Professional to
update.
3. Instruction on how
to ship. If Supplier
intends to ship
differently from
instructions,
contact Sourcing
Professional.
2
3
16
Purchase Order Detail: Header (continued)
Order Status Descriptions:
 New: Initial state; new order
 Changed: Order has been canceled or replaced by this subsequent
(changed) order.
 Confirmed: All quantities confirmed.
 Shipped: You shipped the entire order.
 Invoiced: All ordered quantities have been invoiced.
 Failed: Ariba Network experienced a problem routing the order to your
account. You can resend failed orders after correcting the issue.
17
Purchase Order Detail: Line
Line Items section describes the ordered items.
 Each Line describes a quantity of items 3M wants to purchase.
 Use the Details button within the Line Item section to view additional Line
Item details.
 Details include: Unit Details, Pricing Details, Comments (full item
description), AP Tax Recoverable 1, and AP Tax Recoverable 2.
 Set the status of each Line Item by sending order confirmations (click Create
Confirmation).
 Click Done at top or bottom of page when finished viewing your order.
18
Purchase Order Detail: Line (continued)
3M Item ID materials or services, Supplier part number (if applicable), and
description will be displayed at the Summary level.
19
Purchase Order Detail: Line (continued)
Click Details to view the details of the item.
20
Purchase Order Detail: Line (continued)
1. Updated line
item status will
display as you
create order
confirmations
and invoices.
2. Expected
taxes payable
by 3M.
1
2
21
Change Orders
3M may issue Change
Orders.
 Header Level: Order
Status displays as
Changed. The
original order is
marked with an
Obsolete status.
 Line Item Level:
Changed fields are
highlighted.
 Canceled Orders:
Marked Canceled.
Links to previous versions for
quick reference.
Changed fields
are highlighted.
22
Order Confirmation
23
Requirements
Order Confirmations (OC) are required through Ariba Network:
 Order confirmations are required for all Purchase Orders and must be submitted
upon receipt of the Purchase Order.
 Multiple Order Confirmations are not recommended:
 Multiple statuses on a single line requires discussion with the 3M Sourcing
Professional to submit the PO Change Order prior to confirmation so the
confirmation will not fail in our ERP.
 Single status on a single line is supported - all back order (B/O) or
all accepted.
 If you are unable to fulfill a Line Item or the entire order, the Supplier must be
in direct contact with the Sourcing Professional. A Change Order or
Canceled Order will be issued.
 Do not reject any Purchase Order Line Items or entire POs through the Ariba
Network
24
Requirements (continued)
Quantity and Price:
 Suppliers may propose changes to quantity and price on the order confirmation.
 3M will issue a Change PO if Supplier contacted the Sourcing Professional to
communicate changes that were found agreeable.
 Supplier must receive Change Order with updated quantity or price changes prior to
submission of the Ship Notice and Invoice.
Unit Of Measure (UOM)
 Review the UOM on the PO and ensure it will be the UOM used when invoicing.
If the UOM is not correct, Supplier must be in direct contact with the Sourcing
Professional and specify the correct UOM needed in the comments.
 Supplier will not be able to invoice in a different UOM than the UOM specified on
the Order.
 Invoices in a different UOM will be rejected.

25
Create Order Confirmation
Order confirmations are
required for all Purchase
Orders and must be
submitted upon receipt of
the Purchase Order.
 From the PO view, click
Create Confirmation and
select Confirm All or Update
with Different Status for
individual Line Items.
 This example demonstrates
the Update Line Items option.
26
Create Order Confirmation: Header
Enter Confirmation Number,
which is any number you use to
identify the order confirmation.
 Specify Est. Delivery Date
information. It is applied for all
Line Items.
 Enter Estimated Shipping Cost
and Estimated Tax Cost at the
Header or Line Level.
 Note: To enter a different
delivery date than the Need By
Date, select Create OC with
Updates.
27
Confirm Order with Different Statuses: Line Level
This option is typically used to propose changes (Example: Price changes) or
specify back order status.
Scroll down to view the Line Items and choose among possible values:
 Confirm: You received the PO and will send the ordered items.
 Backorder: Items are backordered. Once they are available in stock, generate
another order confirmation to set them to confirm.
 Reject: DO NOT USE THE REJECT STATUS. Notify the Sourcing
Professional directly.
 Note: You should not use several statuses for a single Line Item. Contact the
Sourcing Professional for assistance.
28
Confirm Order with Different Statuses: Line Level (continued)
For Backorder
Items, click Details
to enter Estimated
Shipping & Delivery
Dates, and
comments.
Note that you
cannot create a
partial backorder
and partial
shipment. Contact
the Sourcing
Professional if this
is required.
29
Review and Submit Order Confirmation
Continue to update the status for each Line Item on the Purchase Order.
 Once finished, click Next to proceed to the review page.
 Review the order confirmation and click Submit.
 Your order confirmation is sent to 3M.
Click Previous to
navigate back to the
Update screen if you
need to make further
changes.
Click Exit to
completely exit the
order confirmation.
AN will not save the
order confirmation.
30
Ship Notices
31
Requirements
Ship Notices (ASNs) are required prior to invoicing for all Material POs that
contain a Customer Part Number and orders without a Customer Part Number
that ship across borders.
 Ship Notices are optional prior to invoicing for Non Customer Part Number
Material or Service POs. (ASNs are enforced based on the Ariba group
you were put in.)
 Ship Notice must be as accurate as possible. Suppliers must submit Ship
Notices as soon as Supplier is aware of timing of items being shipped.
 3M receiving processes are tied directly to information on the ship notice.
Accuracy is monitored closely.
32
Requirements (continued)
 If an order is in a Partially Shipped status, you can create and submit multiple
Ship Notices to ship the remaining Line Items.
 Once a Ship Notice is submitted in full quantity for all the Line Items, you can
no longer create another Ship Notice.
 Ship Notice Line Item details are required to provide additional Line
Item information.
 Bill of Lading is a required field.
33
Create Ship Notice
Multiple ship notices per
Purchase Order can be
created and sent.
From the Purchase Order
view, click Create Ship
Notice.
34
Create Ship Notice: Header
Fill out the requested information on the Shipping PO form.
 Enter Packing Slip ID.
 Enter Actual Delivery Date.
 In the Carrier Name field, from the drop-down list, select Other. *See Supplier
Information Page for list of Freight Vendors IDs.
 Enter Bill Of Lading #. This is a Required field.
 In the Shipping Method field, enter the means of transport.
35
Create Ship Notice: Header / Line Item
If freight is paid directly to the carrier by 3M,
select Other from the Carrier Name drop-down
list and enter your Freight Vendor ID (provided
by 3M) below.
If you do not know the Freight Vendor ID,
reference the Vendor ID list on 3M’s Ariba
Supplier Information Portal (link to 3M Shipping
and Transportation) or contact your Sourcing
Professional.
From Order Items, Click Add Details, then click
PACKAGING to enter the following required
fields:
1. Gross Weight
2. Unit (weight unit of measure)
3. Weight (net weight)
Note: Gross Weight and Weight (net weight) must be numeric
values. Gross Weight must be higher than net weight
36
Create Ship Notice: Line Item
For all ASNs:
Scroll down to enter Line
Item information
Update the quantity
shipped for each Line Item.
 Click Details for each
Line Item.
 Provide the following
information if available:
1. No. of Packages
2. International Article
Number
Click OK.
37
Create Ship Notice: Line Item (continued)
If product (material) is
3M batch managed,
provide Batch ID and
Date of Manufactured.
This information is
required to receive a
product at the
Warehouse.
Click Add Details to access the Date of
Manufactured field.
Enter Expiry Date if available.
38
Submit Ship Notice
Submit the Ship Notice:
 Click Next.
 Review the Ship Notice Summary page for Ship Notice accuracy.
 Click Submit.
39
Ship Notice Submitted
After submitting your Ship
Notice, the Order Status
updates to Shipped.
 If partial items are shipped,
the Order Status updates to
Partially Shipped.
 Submitted Ship Notices can
be viewed from the Outbox
or by clicking the link under
the Related Documents from
the PO View.
 Click Done to return to the
Home page.
Note: If you are required to submit Order Confirmation and Ship Notices,
you will be unable to invoice until those activities are complete.
40
Service Sheets
41
Requirements
Service Sheet (SES) is required:
 All 3M Service orders require an order confirmation prior to creating an SES.
 All 3M Service orders require an SES prior to invoice.
 There are two types of Service POs
1. Service PO with Service Line (Service PO)
2. Service PO with no Service line (Limit PO)
Unit Of Measure (UOM):
 Service PO: Review the UOM on the PO and ensure it will be the same UOM
used when creating the SES.
 Limit PO: PO with no Service Line or description – This type of PO is intended
for Services not known at the time of PO generation. Applicable UOM will be
entered at the time of creating SS, for example, 20 HUR (Hours) of Cleaning
Service at Rate of $150, 100 EA Snow Plowing service $50 EA.
42
PO Examples
Example: Limit PO for Marketing Services
Example: Service PO with two service lines
43
Create Service Sheet for Service Order
Service Sheet for Service Order:
 Next to Order Number, click the radio button. Then, click Create Service Sheet.
 Alternately, click directly on the Order Number and from the Purchase Order
Detail page, select Create Service Sheet.
44
Create Service Sheet for Service PO
1. Select which line you
would want to create
Service Sheet.
Note: A given Service may
have more than one line.
Each line should be
selected in a separate step.
1
2. Specify Service Dates,
the date actual service is
completed.
2
3. A Service line would be
copied from a Purchase
Order. Verify the
Description of service.
4. Specify the Quantity and
Unit of service confirmed.
5. Verify the Price copied
from the PO.
4
5
3
45
Create Service Sheet for Limit PO
1. Enter Service Sheet #. Note
that SS# cannot contain
leading zeros or special
characters.
2. Specify Service Dates, the
date actual service is
performed.
3. Add SS line by clicking Add
Unplanned Item from Add
drop-down list.
4. Specify the Description of
the service being
performed.
5. Choose Type as Service.
Specify the Quantity and
Unit of service performed,
for example 50 HUR. Enter
the price.
1
2
5
3
4
46
Invoicing
47
Invoice Practices
Supported:
 Detail Invoices: Apply against a single PO referencing Line Item information
 Partial Invoices:
 Apply against specific Line Items from a single Purchase Order
 Partial quantity or subset of Line Items from a Purchase Order
 Credit Memo
 Credit Memo (PO or Invoice) Line Level
 Credit Memo (PO or Invoice) Header Level
48
Invoice Practices (continued)
Not Supported:
 Paper Invoices: Once enabled on Ariba Network, 3M will no longer accept paper
invoices for POs sent through Ariba.
 Header or Summary Invoices: A single invoice that does not provide Line
Item details.
 Summary or Consolidated Invoices: Invoices that apply against multiple POs.
 Invoicing for Purchasing Cards (P-Cards): An invoice for an order placed using
a P-Card.
 Duplicate Invoices: A new and unique invoice number must be provided for
each invoice. 3M will reject duplicate invoice numbers unless resubmitting a
corrected invoice with a previously failed or rejected status on Ariba Network.
 Cancel Invoices: 3M does not support the ability for Suppliers to cancel
invoices. Suppliers must issue a credit memo for previously submitted invoices.
 Non PO Invoices: Not supported by 3M through the Ariba Network.
49
Tax and Shipping Data
Tax Data: Taxes can be charged at the Header level or Line level of the invoice.
Shipping Data:
 Shipping and Special Handling may be charged at the Header level.
 Ship To information may be found at the Header Level or Line level.
50
Adding a line in Invoice
4) This button should not be
used.
3) This button (Add Material)
should be used only to add
miscellaneous charges
1) This button is used only to
add Discount and Tax related
charges at line level
2) This button is used to add a
service line for Service PO (Service
Order – Limit Purchase Orders)
51
3M Invoice Rules
Prior to invoicing for each Ariba PO, send:
1. Purchase Order Confirmation
2. Advance Shipping Notification
3. Service Sheet
Do not use leading zeros, hyphens, spaces, or special characters.
52
View Customer Invoice Rules
These rules determine what you can
enter when you create invoices.
1. Log into your Ariba Network account.
2. Click the Administration Navigator
and then under Account Settings,
click Customer Relationships.
3. A list of your Customers displays.
Click your Customer (3M) to view
their invoice rules.
4. Scroll down to the Invoice setup
section and view the invoice rules.
5. Click Done.
53
PO Flip Invoice
To create an invoice against a PO, select a PO in your INBOX and click
Create Invoice.
54
PO Flip Invoice: Select the PO to Invoice
Next to the Order Number, click the radio button. Then, click Create and select
Standard Invoice.
Alternately, click directly on the Order Number and from the Purchase Order
Detail page, select Create Invoice.
55
PO Flip Invoice: Header
The Invoice Header page
displays. Information from the
PO defaults into invoice.
Fields with an asterisk (*) are
required fields. Enter an Invoice
# which is your unique number
for invoice identification.
Note: Invoice numbers cannot
contain leading zeros –
otherwise they will fail in the 3M
system. Also, do not put
dashes, slashes, spaces,
periods, or other special
characters in the invoice
number field.
Enter an Invoice Date. Note:
Invoice dates cannot be
backdated more than 364 days.
56
PO Flip Invoice: Header (continued)
If you configured several
Remit-To addresses, select
it from the drop-down box
that will appear.
Configure your Remit To
address so it defaults on
your invoice form. See
Account Configuration
Guide on the Supplier
Information Portal or
search HELP for
instructions. Any changes
to Remit To must also be
directly reported to 3M
Sourcing Professional.
The Bill-To address will
default from the PO.
57
PO Flip Invoice: Header (continued)
Tax can be submitted at
the Header level or at the
Line level. Select by
clicking on the appropriate
radio button.
Shipping Costs must be
entered at the Header
Level. Click on the radio
button next to Header level
shipping. (Note: Shipping
charges are at the line for
integrated Suppliers.)
Comments can also be
added to the Header level
by selecting from the dropdown list of Add to Header.
58
PO Flip Invoice: Header (continued)
The invoices originated from EU countries must provide the applicable information
below on the invoice for the applicable countries as advised by EU directive.
 Payment Note is used to enter the payment reference number for Norway only.
 Choose the Customer Address which determines the Customer VAT or Tax ID
based on the Customer Bill-to Address.
 Note: The Buyer rules are configured to assign the Customer VAT ID for the
Bill-to Address.
 Enter Supplier VAT or Tax ID for the invoice originated from VAT countries. The
Supplier VAT or Tax ID fills automatically if default value is maintained.
 Enter Supplier Commercial Identifier, if applicable.
59
PO Flip Invoice: Header (continued)
60
PO Flip Invoice: Line Items
The Line Items section shows the Line Items from the Purchase Order.
 Review or update Quantity for each Line Item you are invoicing.
 If a Line Item is not to be invoiced, click the Line Item’s green check mark to
exclude it from the invoice or click the check box on the left of the item and
click Delete to remove the Line Item from the invoice.
 You can generate another invoice later to bill for that item.
 Enter Date of Supply as EU directive for applicable country.
 If the Line Item is taxable, review the Taxable Amount and update as
necessary and enter the Rate (%).
 If a Line Item is tax exempt, select Exempt Detail as Exempt or Zero Rated.
Then, in the Tax Description field, provide a reason for tax exemption.
61
PO Flip Invoice: Line Items (continued)
1. Click check mark to
include or exclude
the Line Item from
the invoice.
 Green check
mark: Include on
invoice
 Gray check mark
or box: Exclude
from invoice
2. Update Quantity for
each Line Item you
are invoicing
(if required).
62
PO Flip Invoice: Line Items (continued)
Additional fields are available to charge for miscellaneous charges:
 Assist
 Commissions
 Discount
 Insurance
 Packaging and Packing
 Royalties and License Fees
 Tax Related Charges
 Other
63
PO Flip Invoice: Line Items (continued)
1. Click Add Item.
2. A new Line Item with available
charge fields displays.
3. Add comments at the Line Item
level. Select from the Line Item
Actions drop-down list.
4. Click Update to refresh the
page with all entered charges.
5. Click Next to review the
summary page in order to
complete your invoice
submission.
64
PO Flip Invoice: Review and Submit
1. The Review page displays. Review your invoice for accuracy.
2. Scroll down the page to view the Line Item details and invoice totals.
3. If no changes are needed, click Submit to send the invoice to 3M.
Click Previous to
continue editing the
invoice. Save saves the
invoice in the Drafts tab
in your Outbox for up to
7 days.
Click Submit to send
your invoice to 3M.
65
Creating Service Invoices
I. SS Flip Invoice
II. Service Invoices – AutoGenerated SS (Auto-Gen SS)
66
I. SS Flip Invoice: Select Service Sheet to Invoice
To create an invoice against a Service Sheet (SS), select SS from your
OUTBOX.
You can search SS
by Service Sheet
Number or Order
Number (PO)
67
I. SS Flip Invoice: Select Service Sheet to Invoice (continued)
 Enter PO # in the Order Number field in the Search Filter and search display
the Service sheets for the PO.
 Select Service Sheets with Approved status. Click Next to display the Create
Invoice window.
 Note: SS must be approved by 3M prior to Invoicing.
 Note: You can select multiple SS for same PO.
 Alternately, you can also get to the create invoice screen by going to your
Outbox Service Sheets and then open a Service Sheet #. A button displays
on the Service Sheet window for Create Invoice.
68
I. SS Flip Invoice: Select Service Sheet to Invoice (continued)
69
I. SS Flip Invoice: Select Service Sheet to Invoice (continued)
Click Create Invoice.
70
I. SS Flip Invoice: Select Service Sheet to Invoice (continued)
Select Service Sheet from
Outbox:
 Select Service Sheets
with Approved status and
click Create Invoice.
 Note: You can select
multiple SSs for the
same PO.
 Alternately, click directly
on a Service Sheet
number, then from the
Service Sheet detail
page, click Create
Invoice.
71
I. SS Flip Invoice: Header
The invoice Header page displays.
Information from the PO defaults
into invoice. Fields with an asterisk
(*) are required fields.
 Enter an Invoice # which is your
unique number for invoice
identification. Note: Invoice
numbers cannot contain leading
zeros or it will fail in the 3M
system. Also, do not send
dashes, slashes, spaces,
periods, or other special
characters in the invoice number
field.
 Enter an Invoice Date. Note:
Invoice date cannot be
backdated more than
364 days.
Note: Fields displayed are an example only; fill in all applicable fields.
72
I. SS Flip Invoice: Header (continued)
If you configured several RemitTo addresses, select it from the
drop-down box that displays.
Configure your Remit To
address so it defaults on your
invoice form. See Account
Configuration Guide on the
Supplier Information Portal or
search HELP for instructions.
Any changes to Remit To must
also be directly reported to 3M
Sourcing Professional.
The Bill-To address defaults
from the PO.
Tax can be submitted at the
Header level OR at the Line
level. Select by clicking on the
appropriate radio button.
Note: Fields displayed are an example only; fill in all applicable fields.
73
I. SS Flip Invoice: Header (continued)
Payment Note can be used to enter
the Payment reference number for
Sweden only.
Choose the Customer Address
which determines the Customer
VAT or Tax ID based on the
Customer Bill to address.
Note: The Buyer rules are
configured to assign the Customer
VAT ID for the Bill to address.
Enter Supplier VAT or Tax ID for
the invoice originated from VAT
countries. The Supplier VAT or Tax
ID populates automatically if default
value is maintained.
Supplier Commercial Identifier
needs to be entered if applicable.
Note: Fields displayed are an example only; fill in all applicable fields.
74
I. SS Flip Invoice: Line Items
Line Items section shows the Line
Items from the Purchase Order.
1. Review Quantity for each Line Item
you are invoicing.
2. If a Line Item is not to be invoiced,
click the item’s green check mark
to exclude it from the invoice or
click the check box on the left of
the item and click Delete to remove
the Line Item from the invoice.
3. Fill Date of Supply as EU directive
for applicable country.
4. If a Line Item is tax Exempt, select
Exempt Detail as Exempt or Zero
Rated. In the Tax description field, provide
Reason for tax exemption.
1
2
4
4
5
3
5. If the Line Item is taxable, review the
Taxable Amount, update as necessary,
and enter the Tax Rate (%).
75
I. Check Invoice Status
If you selected to receive Invoice
Notifications on your account, you
will receive e-mails regarding
invoice status. You can also check
invoice status from the Outbox.
Click the invoice number.
To view status details and invoice
history, click the History tab.
History and status comments for
the invoice are displayed.
Transaction history can be used in
problem determination for failed or
rejected transactions.
When you are done reviewing
history, click Done in the upper
right corner of the window.
76
I. Check Invoice Status (continued)
Invoice Statuses:
 Sent / Processing: The invoice has been
received and is being processed.
 Approved: The invoice has been processed
and invoice amounts approved.
 Rejected: The invoice has been rejected
because it did not pass validation. The
Comments contain text explaining why the
invoice was rejected and the actions you
should take to resubmit a corrected invoice.
You may use the same invoice number for
rejected or failed invoices.
 Paid: The invoice amounts have been paid.
77
II. Service Invoices – AutoGen SS
To create an invoice against a Service PO, select Service PO in your INBOX
and click Create Invoice.
Note: If your Invoice Reference is greater than 11 characters long, you should not use
Auto-Gen SS.
78
II. Service Invoices – AutoGen SS: Select Purchase Order to Invoice (continued)
 Enter PO # in the Order Number field in the Search Filter and search display
the Service sheets for the PO.
 Alternately, you can also get to the create invoice screen by going to your
Outbox Service Sheets and opening a Service Sheet #. A button displays on
the Service Sheet window for Create Invoice.
 You will see a pop-up warning indicating Invoice would generate Service
Sheet for you. The invoice is sent after the Customer approves the Service
Sheet.
79
II. Service Invoices – AutoGen SS: Header
 The invoice Header page displays.
Information from the PO defaults into
invoice. Fields with an asterisk (*) are
required fields.
 Enter an Invoice # which is your
unique number for invoice
identification. Note: Invoice numbers
cannot contain leading zeros or it will
fail in the 3M system. Also, do not
send dashes, slashes, spaces,
periods, or other special characters in
the invoice number field.

Should not exceed 11 characters.
 Enter an Invoice Date. Note: Invoice
date cannot be backdated more than
364 days.
Note: Fields displayed are an example only; fill in all applicable fields.
80
II. Service Invoices – AutoGen SS: Header (continued)
If you configured several RemitTo addresses, select it from the
drop-down box that displays.
Configure your Remit To
address so it defaults on your
invoice form. See Account
Configuration Guide on the
Supplier Information Portal or
search HELP for instructions.
Any changes to Remit To must
also be directly reported to 3M
Sourcing Professional.
The Bill-To address defaults
from the PO.
Tax can be submitted at the
Header level OR at the Line
level. Select by clicking on the
appropriate radio button.
Note: Fields displayed are an example only; fill in all applicable fields.
81
II. Service Invoices – AutoGen SS: Header (continued)
Payment Note can be used to enter
the Payment reference number for
Sweden only.
Choose the Customer Address
which determines the Customer
VAT or Tax ID based on the
Customer Bill to address.
Note: The Buyer rules are
configured to assign the Customer
VAT ID for the Bill-to Address.
Enter Supplier VAT or Tax ID for
the invoice originated from VAT
countries. The Supplier VAT or Tax
ID populates automatically if default
value is maintained.
Supplier Commercial Identifier
needs to be entered if applicable.
Note: Fields displayed are an example only; fill in all applicable fields.
82
II. Service Invoices – AutoGen SS: Line Items
1. At Line Items level, click Add/Update to
add a Service line.
2. Enter Description of Service Provided
3. Enter Quantity
4. Enter Unit. HUR for Hours or use EA. Follow
Ariba standard Unit of Measure guideline for
other type of Unit of Measure.
5. Enter Unit Price
6. Enter Service Start Date
7. Enter Service End Date
83
II. Service Invoices – AutoGen SS: Line Items
Line Items section shows the Line
Items from the Purchase Order.
1. Review Quantity for each Line Item
you are invoicing.
2. If a Line Item is not to be invoiced,
click the item’s green check mark
to exclude it from the invoice or
click the check box on the left of
the item and click Delete to remove
the Line Item from the invoice.
3. Fill Date of Supply as EU directive
for applicable country.
4. If a Line Item is tax Exempt, select
Exempt Detail as Exempt or Zero
Rated. In the Tax description field, provide
Reason for tax exemption.
1
2
4
4
5
3
5. If the Line Item is taxable, review the
Taxable Amount, update as necessary,
and enter the Tax Rate (%).
84
II. Service Invoices – AutoGen SS: Review and Submit
Click Submit to complete the invoice creation process.
85
II. Service Invoices – AutoGen SS: Review and Submit (continued)
The invoice Routing Status remains On Hold and invoice Status is Pending
Approval until Service Sheet is approved.
Once the Service Sheet is Approved, the invoice will be transmitted to 3M. The
Routing Status will change to Acknowledged and Invoice Status to Sent.
86
II. Service Invoices – AutoGen SS: Review and Submit (continued)
The invoice Routing Status remains On Hold until service Sheet is approved.
If a Service Sheet has incorrect information, it can be Rejected by the
Requestor, the invoice Routing Status is changed to Rejected and Invoice Status
to Rejected. Invoice can be resubmitted by clicking Edit after making the
necessary corrections.
87
Check Invoice Status
If you selected to receive Invoice
Notifications on your account, you
will receive e-mails regarding
invoice status. You can also check
invoice status from the Outbox.
Click the invoice number.
To view status details and invoice
history, click the History tab.
History and status comments for
the invoice are displayed.
Transaction history can be used in
problem determination for failed or
rejected transactions.
When you are done reviewing
history, click Done in the upper
right corner of the window.
88
Check Invoice Status (continued)
Invoice Statuses:
 Sent / Processing: The invoice has been
received and is being processed.
Pending Approval: The Service Sheet is routed
for approval.
 Approved: The invoice has been processed and
invoice amounts approved.
 Rejected: The invoice has been rejected
because it did not pass validation. The
Comments contain text explaining why the
invoice was rejected and the actions you should
take to resubmit a corrected invoice. You may
use the same invoice number for rejected or
failed invoices. If Invoice is for AutoGen SS,
Service Sheet rejected by Requestor.
 Paid: The invoice amounts have been paid.
89
Country Specific Rules for 3M
All: Supplier is responsible to advise 3M if submitting eInvoices is not supported legally or
regulatory and provide 3M appropriate regulation.
EMEA:
 3M Sweden: Swedish Suppliers using payment reference numbers (KID or FIK number) in the
current invoice process must include this in the Ariba invoice.
 3M Belgium: Toll levied when materials are transported by road in a large truck, if not included in
the material prices, should be included in the shipping charges.
 Europe (All): If billing Supplier billing is located in Europe and sending an invoice to any European
3M entity, both Supplier VAT registration number and 3M VAT registration number must be
included in the Ariba invoice.
 Invoices originated from EU countries are advised to provide the following information, per
EU directive:
1.
2.
3.
4.
5.
6.
Date of Supply (Header and Item level)
Commercial Registration ID
Supplier VAT or Tax ID
Customer VAT or Tax ID
Enter Payment reference number in the Payment Note field for Sweden
Enter Reason for tax exemption (Header or Item level) in Tax Description field
90
Country Specific Rules for 3M (continued)
Latin America:
 Mexican 3rd-Party Provider selling to 3M Panama Pacifico and shipping to San Luis
Potosi in Mexico
 Include the following Header comment on your invoice:
 OPERACION EFECTUADA AL AMPARO DEL ARTICULO 105 Y 112 DE LA LEY
ADUANERA, ARTICULO 29 FRACCION I
 DE LA LEY DEL IVA. ARTICULO 156 DEL REGLAMENTO DE LA LEY ADUANERA
5.1.3., 5.2.2, 5.2.3 Y 4.3.22 DE
 LAS REGLAS DE CARÁCTER GENERAL EN MATERIA DE COMERCIO EXTERIOR
VIGENTE.
 In addition, Vendor should include IMMEX Number for 3M Purification S de RL de CV
(2679-2006).
91
Modifying Invoices
92
PO Flip Invoice: Review, Save, Edit
In case of any errors while
entering invoice data, you
will get a notification in red
where information should be
corrected.
Clicking Exit during the
invoice creation prompts
User to Save, Delete, or
Continue working on the
invoice.
When ready to resume work
on the invoice, select the
invoice from Drafts and click
Edit.
Note: You can keep draft
invoices for up to 7 days.
93
Edit or Resubmit Invoices
Access invoices to edit and resubmit:
 Click the Outbox tab.
 Click the Invoice # for the failed or rejected invoice you want to resubmit. Then
click Edit.
 After correcting your invoice, click Submit on the Review page to send
the invoice.
94
Creating Credit Memo – Line Level (PO
or Invoice)
95
Credit Memo: Line Item (PO or Invoice)
1. To create a credit
memo against a PO
that has previously
been invoiced, go to
your Outbox and select
the Invoice by clicking
directly on the Invoice
number link.
Note: You can also
click on the Radio
button and Select
Credit Memo from the
Create drop-down
menu.
Once you are on the
Invoice Detail page,
verify it is the correct
PO or invoice.
1
2
2. Click on Create LineItem Credit Memo.
96
Credit Memo (PO or Invoice): Header
1. Enter Credit Memo #.
Enter Credit Memo Date.
By default, the original
invoice values autopopulate (in a negative
value) up until you select
your Line Items and adjust
the quantity and value
2. Tax credit can be submitted
at the Header level or at the
Line Item level. If submitting
at the Header, once you
adjust the Line Item quantity
and negative value, the
Taxable Amount and Tax
Amount will automatically
recalculate based on your
Line Item value.
97
Credit Memo (PO or Invoice): Header (continued)
When crediting shipping
charges, if applicable, click
on the Header shipping
radio button. You will enter
a negative amount for
shipping at the Header
level.
(Note: Shipping charges
are at the line for
integrated Suppliers.)
Comments can also be
added to the Header Line
Item Credit Memo (Add
to Header).
98
Line Item Credit Memo (PO Invoice): Line Level
1. Click the check mark to
include or exclude the Line
Item from the credit memo.
 Green check mark =
Include on invoice
 Gray check mark or box =
Exclude from invoice
2. Update Quantity, the quantity
will automatically fill in
a negative quantity value.
3. Adjust unit price, if applicable.
This will remain at a positive
value.
4. Comments can also be added at
the Line Item Level.
5. Click Update for a refresh or
Next to review and submit.
2
1
3
5
4
99
Line Item Credit Memo (PO Invoice): Submit
 Review the Credit
Memo Summary
Confirmation page
for Credit Memo
accuracy.
 Click Submit.
 Note: If
Miscellaneous
charges were used,
they will not appear
in the summary
confirmation page.
100
Creating Credit Memo – Header Level
Lump Sum (PO or Invoice)
101
Credit Memo Header Level (PO or Invoice)
To create a Header Credit
memo (lump sum) against a
previously-invoiced PO, go to
your Inbox, and click the PO
Number link.
Note: You can also click the
radio button and from the
Create drop-down list, select
Credit Memo.
 Once you are on the Invoice
Detail page, verify it is the
correct PO or invoice.
 Click Create Credit Memo.
102
Credit Memo Header Level (PO or Invoice) (continued)
 Enter Invoice #.
 Enter Invoice Date.
 Tax credit can be submitted
at the Header level Credit.
 Crediting shipping or special
handling charges. If
applicable, at the Header
level, enter a negative
amount for shipping or
special handling.
 Comments can also be
added to the Header Line
Item Credit Memo.
103
Credit Memo Header Level (PO or Invoice) (continued)
 Enter credit amount. The
amount must be a negative
value.
 Tax amount can also be
credited. Click Create Tax.
Select the tax type or create
your own rate to apply to
the credit.
 If applicable, when crediting
Shipping charges, in
Adjustment in Shipping,
enter a negative amount.
 Comments can also be
added to the Credit Memo.
104
Document Status, Searches, and
Reports
105
Checking Invoice Status
From your Home Page, click
the Outbox tab.
 You will see a listing of all
of the invoices you have
sent.
 Each Invoice # is a link to
open and view that invoice.
 There are two status types:
1. Routing Status: Shows the routing
status of the invoice through the
Ariba network to 3M.
2. Invoice Status: Shows the status
of the invoice itself specifically
through its payment process.
106
Checking Invoice Status (continued)
Routing Status:
 Failed: The invoice failed the 3M invoicing rules as set within their Ariba
Network account.
 Queued: Ariba Network received the invoice from a Supplier’s Network
account, but has not sent it to the 3M Network account.
 Sent: Ariba Network sent the invoice to 3M Ariba Network account. The
invoice is awaiting download into the 3M invoicing application.
 Acknowledged: The invoice has been sent from the 3M Network account into
their invoicing application.
107
Checking Invoice Status (continued)
Invoice Status:
 Sent: The 3M received the invoice, but has not yet approved or rejected it.
(Former status: Processing)
 Canceled: The invoice was canceled by the Supplier.
 Rejected: The 3M has manually rejected the invoice or the invoice failed
validation when loading into the 3M invoicing system.
 Failed: The invoice failed to load into the 3M invoicing system.
 Approved: The Customer has approved the 3M for payment.
 Paid: 3M paid the invoice or is in the process of issuing payment.
108
Check Invoice History
Access any invoice.
 Click the History tab to view
status details and invoice
history.
 History and status comments
for the invoice displays.
 Transaction history can be
used in problem
determination for failed or
rejected transactions.
 When you are done
reviewing the history,
click Done.
109
Search for Invoice (Search or Reports)
Quick Search:
 From the Invoice tab in the
Outbox:
 Select the Customer Name
from the drop-down list.
 From the Customer
drop-down list, select 3M.
 Enter Document #, if
known.
 Select Date Range, up to
90 days for Invoices.
 Click Search.
110
Administrator and Account Set Up
111
Account Administrator
Account configuration:
 Basic Profile
 Electronic Order Routing
 Electronic Invoice Routing
 Remittance Information
 Email Notifications
Managing Roles and Users
Customer Relationships
Ariba Network Support
112
Configure Account Information
You are responsible for the accuracy of the sections listed below. You can
return to these sections at anytime to make changes and keep them updated.
 Basic Profile: Verify your company information.
 E-mail Notifications: View and update e-mail addresses for your
account notifications.
 Electronic Order Routing: Select your preference for receiving orders.
113
Login as Administrator
Ariba Network Login Page:
 To log into your account,
go to
http://supplier.ariba.com.
 To access your
Production Account, enter
User Name and
Password, then click
Login.
114
Profile and Account Configuration
Access Company
Profile:
 Click Administration
Navigator tab.
 Profile Configuration
window opens.
 Click Company
Profile.
Note: Your Ariba Network ID
(ANID) displays on the upper
right corner of the page.
115
Company Profile Configuration
Basic:
 Complete or update all
required fields listed by an
asterisks in the Basic
Company Profile Section.
 Click Add to classify your
Company by:
 Commodities
 Sales Territory
 Industries
 Click Save.
IMPORTANT: If your company
information changes, notify 3M directly.
116
Company Profile Configuration (continued)
Business:
 Optional: Enter
additional company
information such as
Tax IDs.
 Tax IDs default onto
invoices you create
using the Create
Invoice option.
117
Company Profile Configuration (continued)
Marketing:
 Enter additional
detail and
specific criteria
about your
company.
 Add Company
Description and
Company Logo.
 If necessary,
click Add and
add Credit and
Risk Information
from D&B.
118
Basic Profile Configuration
Contacts:
 The main
company contacts
fields are found on
the Contacts tab
located on the
Company Profile
page.
119
Basic Profile Configuration (continued)
Certifications:
 Enter additional
information about
your company
certifications, if
applicable.
 You may enter
additional information
about your company
for any green or
diversity information
that is applicable to
your organization.
120
Configure Network Settings: Electronic Order Routing
On the Administration
Navigator, click Electronic
Order Routing to indicate
how you want to transact
business with your
Customers on the network.
121
Network Settings: Electronic Order Routing (continued)
How to Receive Documents
 Methods available include e-mail, fax, online (web or portal), cXML, or
EDI.
Note: Online option sends the document to your inbox, but does not send an additional
copy to your e-mail, fax, cXML or EDI routing. Selecting one of the other methods
provides the order in your inbox in addition to a copy forwarded to the routing selected
(e-mail, fax, cXML or EDI system).
For e-mail routing:
 You can specify up to 5 e-mail addresses separated by a comma.
 Select Include document in the email message.
 You may also use a non-personalized distribution list e-mail address
such as: [email protected]
122
Network Settings: Electronic Order Routing (continued)
Select Include document in
the email message to include
the PO as part of the e-mail
(or fax).
Configure your e-mail inboxes
so the Ariba Network
notifications do not fall in the
junk or spam mail box.
Business, Integrated, and
Enterprise-level Supplier
accounts can set Customerspecific order routing from the
Administration, Customer
Relationships section of the
Supplier account.
123
Network Settings: Electronic Order Routing (continued)
 For Change Orders and Other
Document Types, select
Same as new catalog orders
without attachments or set
according to your preference.
 Under Other Document
Types:
 Specify a method for
sending Order Response
Documents (Confirmations
and Ship Notices).
 Specify a User to receive
notifications.
 Click Save.
124
Network Settings: Electronic Invoice Routing
From the Administration
Navigator, click Electronic
Invoice Routing.
 Choose one of the following
invoice routing methods:
 Online
 cXML
 EDI
 Configure Invoice
Notifications e-mails. Check
the boxes for the notifications
you want to receive.
125
3M Remittance Advice and Procedures
Suppliers who submit invoices through the Ariba Network using the Online
Interface can configure their Ariba Network account with this information so the
Remit To information required by 3M will be available readily when creating
invoices.
Note: if you are enabled for electronic funds transfer the Remittance
information is for reference only.
126
3M Remittance Advice and Procedures (continued)
 Each Supplier is responsible for inputting and validating the correct Remit To
Address (*required field dependent on country requirements)
 *Address1
 Address2
 Address3
 *City
 *State
 *Country
 *Postal Code
 Suppliers who submit invoices through an integrated method (EDI or cXML)
will need to ensure the Remit To address elements are also configured.
127
Configure and Validate Remit To
Each Supplier must
ensure the Remit To
Address is provided on the
invoice.
 Log in to your account.
 From the Administrator
Navigator drop-down
list, locate the Network
Settings area.
 Select Remittances.
128
Settlement
The settlement area of your
Account Profile will allow you to
enter specific Remit To Address
information.
 You may have Remit To
information already present
for use with other Customers
that you are transacting with
on the Ariba Network.
 To create a Remit To
Address for 3M, click Create.
129
Settlement (continued)
From your list of proper Remit
To Address:
 Enter the fields that are marked
with an asterisk as those are
required.
 Select one of your address records
as the default.
 Important: Configure your Address1
field so you can identify the Remit to.
When creating an invoice, only the Address1
field is visible in the drop-down list. This allows
you to see which Remit To address to select
when creating your invoices.
 Remittance ID Assignment is optional.
130
Settlement (continued)
 After all of the
information is entered,
click OK at the top of the
page.
 On your Settlement
page, click Save to
complete the setup.
 Note: There is additional
information within the
setup for payment
method, but you do not
need to complete those
sections.
131
Notifications
From the Administration
Navigator, select Network
Notifications to indicate
which system notifications
you want to receive.
 Click the General tab to
set general notifications.
 Click the Network tab to
set transaction related
notifications.
132
Notifications (continued)
 On the Network tab,
review and select to
receive important
notifications regarding
transactions.
 Note: Enter up to 3
e-mail addresses per
notification type.
Separate each e-mail
address with a comma.
133
Enhanced User Account Functionality
The User Account Navigator enables
Sellers to:
 Quickly access their User account
information and settings.
 Link their multiple User accounts.
 Switch to their test accounts.
 Note: After multiple User accounts
are linked, the User Account
Navigator displays the multiple
User accounts.
134
Enhanced User Account Functionality (continued)
User Information:
 Under My Account,
complete or update all
required fields listed
with an asterisk.
Note: If you change
your username or
password, remember to
use it at your next
login.
 Hide personal
information if
necessary by checking
the box.
135
Managing Roles and Users
136
Users and Roles
On the Administration Navigator, click Users.
Administrator:
 Responsible for account management and configuration.
 Administrator role is automatically linked to the username
and login entered during registration.
 Controls access to the account; creates Users and roles.
 The primary point of contact for Users with questions or
problems.
User:
 Created by Administrator
 Has exactly one role, which corresponds to the User’s real job responsibility
 Responsible for updating personal User info
137
Create User Role
From the Users page:
 In the Manage User Roles
section, click Create Role.
 Enter Name and Description
for the Role.
 Add Permissions for the Role
checking proper boxes.
 Click Save. New Role is
created.
 To modify or delete roles, in
the Actions section, click Edit
or Delete.
138
Create Users
On the Administration
Navigator, click the Users tab.
The Users page displays.
 Click Create User to create
new User.
 Add all relevant info about
the User.
 In the Role Assignment
section, select a role.
 Click Done.
 You can add up to 250 Users
to your Ariba Network
account.
139
Modify User
To modify User information, from the
Users page, select a User and click
Edit.
 From the Edit User window,
you can:
 Reset the password for the User
 Update information
 Change the User’s role
assignment
 Other options include:
 Delete Users
 Add to Contact List
 Remove from Contact List
 Make Administrator
140
Next Steps and Support
141
Next Steps
Ensure all your internal resources are fully aware and capable to support all 3M
transactions through Ariba Network:
 Access the User Guides through the Supplier Information Portal.
 Access the link of the recorded training session through the Supplier
Information Portal.
 Set up your internal resources as Users with the appropriate permission.
 Set up your e-mail notifications.
 Electronic Order Routing: Select your preference for receiving orders.
 Be prepared to receive a formal Go Live communication from 3M, one week
prior to the Go Live date.
142
Support
Refer to the additional documentation available on the 3M Supplier Information
Portal accessible from the Customer Relationships page of your Ariba Network
account.
143