How to submit invoices against contracts

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

Search for Contract

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:

1. 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.
2. Select Purchase Orders from the Orders drop-down menu
3. Select the appropriate Contract from the list or follow step 4 if you cannot find the Contract
4. You can search for the appropriate Contract if you do not see it on the list, click Search Filters to expand the Search section
5. Select the appropriate Customer group (Alphabet/Google) from the drop-down menu
6. Enter the appropriate Order Number in the field
7. You may also choose to search by any of the additional criteria (Invoice Number, and Date Range)

Flip the Contract to Create an Invoice

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

1. Open the Create Invoice drop-down menu
2. Select the Standard Invoice option
3. Enter the appropriate Invoice #
4. Select if you want shipping charges to be applicable at Header or Line Level
5. Click View/Edit Addresses
6. Update the Ship From and Ship To details. Click OK
7. Scroll to the bottom of the page and select the Contract line item
8. Select Goods from the Create drop-down menu
9. Click Next
10. Enter the appropriate Quantity
11. Enter the appropriate Unit
12. Enter the appropriate Unit Price
13. Click the Line Item Actions drop-down and select the Tax option to add Tax details
14. 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
    

Add PDF Attachment

1. Click Create
2. Open the Add to Header drop-down menu
3. Select the Attachment option
   Providing supporting documents in a PDF attachment is mandatory while creating an invoice.
   
4. Click Choose File, and upload the appropriate PDF
5. Click Add Attachment
6. Review if the document has been successfully uploaded

Submit Invoice

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

Validate Invoice Submission

1. Open the Outbox drop-down menu
2. Select the Invoices option
3. Verify that the submitted invoice is reflecting in your Outbox