Short Presentation Title

Ariba® Network

Supplier Guide

Invoice Methods and Invoice

Management

Get Started

Invoice Methods and Invoice Management

Customer

2

Viewing Invoice Rules PO Invoice - PO Flip

(For POs starting with

the prefix HPEPO or

45)

PO/non PO related

credit memo

Non-PO invoice

Invoice via CSV Upload

(coming soon)

Copy Invoices

Search for Invoice

Check Invoice Status

Invoice History

Modifying Invoices

Invoice Reports

Invoice Archival

Malaysia - SST

GST – Singapore,

Australia, NZ, India

France – France sur

less encashment

Tax Type

VAT ID / Tax ID

Date of Supply / Tax Point Date

Exchange Rate

Reason for Exemption

Tax at Line Item Level

Inco Terms

Digital Signature

Bank Account & Remittance

Multiple Remittance Addresses

Shipping & Handling

Invoicing Above PO Value

Credit Note for Paper Invoice

Ship-to Address

Invoice Status

Integrated Suppliers

Invoice

Information

Invoice

Methods

Invoice

Management

Country Rules

Worldwide

Rules

Review Hewlett Packard Enterprise Invoice Rules

Customer

3

These rules determine what you can enter when you

create invoices.

1.

Login to your Ariba Network account via

supplier.ariba.com

2.

Select the Company Settings dropdown menu

and under Account Settings, click Customer

Relationships.

3.

A list of your Customers is displayed. Click the name

of your customer (Hewlett Packard Enterprise).

4.

Scroll down to the Invoice Setup section and view

the General Invoice Rules.

5.

If Hewlett Packard Enterprise enabled Country-

Based Invoice Rules then you will be able to choose

your Country in Originating Country of Invoice from

the drop down menu.

6.

Click Done when finished.

2

Invoice via PO Flip

To create a PO-Flip invoice (or an invoice created from a PO that

you received via Ariba Network):

1.

From the home screen within your Ariba Network account,

select the Create dropdown menu and select PO Invoice.

2.

For PO Invoice select a PO number.

3.

Click on the Create Invoice button and then choose Standard

Invoice.

4.

Invoice is automatically pre-populated with the PO data.

Complete all fields marked with an asterisk and add tax as

applicable. Review your invoice for accuracy on the Review

page. If no changes are needed, click Submit to send the

invoice to Hewlett Packard Enterprise.

Customer

4

C an’t Find Your PO?

1

Invoice via PO Flip

4

Header

Invoice is automatically pre-populated with the PO data.

Complete all fields marked with an asterisk and add tax as

applicable.

1.

Enter an Invoice # which is your unique number for

invoice identification. The Invoice Date will auto-populate.

Please note that HPE requires the invoice ID to include only

alphanumeric characters and a maximum of 16 characters

2.

Select Remit-To address from the drop down box if you

have entered more than one. Your remittance information

needs to match what HPE has in their ERP system and is

required on the invoice. If you have questions please refer

to the Account Setup Guide. For multiple remittance

addresses, please refer to Slide 36

3.

Tax is expected to be entered at the line level, except for

US and Hong Kong. Shipping and handling charges

should be added at the Header level.

4.

You can also add some additional information to the

Header of the invoice such as: Special Handling,

Comment, Attachment, Shipping Documents.

5.

Scroll down to the Line items section to select the line

items being invoiced.

Note: Attachment file size should not exceed 100MB.

Customer

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Invoice via PO Flip

Line Items

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

1.

Review or update Quantity for each line item you are invoicing.

2.

Click on the line item’s Green slider to exclude it from the invoice,

if line item should not be invoiced 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.

3.

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.

4.

To configure additional Tax Options within the Tax Category tool,

use the Configure Tax Menu option.

5.

Check Tax Category and use the drop down to select from the

displayed options. Click Add to Included Lines.

Customer

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Invoice via PO Flip

Customer

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Additional Tax Options

To configure additional tax options click Configure Tax

Menu under the Tax Category drop down. Create new

tax categories and as needed.

1.

Select the Line Item to apply different tax rates to

each line item.

2.

Click Line Item Actions > Add > Tax.

Upon refresh, the Tax fields will display

for each selected line item.

3.

Click Remove to remove a tax line item, if not

necessary.

4.

Select Category within each line item, then either

populate the rate (%) or tax amount and click

update.

Invoice via PO Flip

Customer

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Detail Line Items

1. Additional information can be viewed at the Line Item Level by editing a Line Item.

Invoice via PO Flip

Customer

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Line Item Comments

1.

To add comments at the line items select Line Items, then click at Line Item Actions >Add >

Comments.

2.

Upon refresh or Update, the Comments field will display. Enter applicable Comments in this field.

3.

Click Next to proceed with reviewing and submitting the invoice

Having Problems?

Review, Save, or Submit Invoice

Customer

10

PO-Flip Invoice

1.

Review your invoice for accuracy from the

Review page. Scroll down the page to

view all line item details and invoice totals.

2.

If no changes are needed, click Submit to

send the invoice to Hewlett Packard

Enterprise.

3.

If changes are needed, click Previous to

return to previous screens and make

corrections before submitting.

4.

Alternatively, Save your invoice at anytime

during invoice creation to work on it later.

5.

You may resume working on the invoice

by selecting it from Outbox>Drafts on

your Home page.

6.

You can keep draft invoices for up to 7

days.

3 4

2

PO/non-PO related credit memo

Customer

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Line Level Detail

To create a line level credit memo

against an invoice:

1.

Select the OUTBOX tab.

2.

Select your previously created

invoice.

3.

Click the button on the Invoice

screen for Create Line-Item

Credit Memo.

4.

Complete information in the

form of Credit Memo (the

amount and taxes will

automatically be negative).

Make sure that all required

fields marked with asterisks (*)

are filled in.

5.

Click Next.

6.

Review Credit Memo.

7.

Click Submit.

3

4

6

5

Non PO Invoice

Customer

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To create an invoice without a PO (Non-PO):

1.

From Home-screen click: Create > Non PO Invoice

(you can also choose Outbox->Create non-PO Invoice)

2.

Select your Customer from the dropdown menu.

3.

Select Standard Invoice.

4.

Click Next.

3

Non PO Invoice

Customer

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1. Complete all required fields

marked with an asterisk (*).

1

2. Update valid remit to address

3. Always edit and update valid ship

2

to address to avoid invoice

rejections

4. Choose right customer address

from the drop down to reflect HPE

Bill to address

3

5. Provide email id of the customer

receiving the service or product

(email id should be @hpe.com)

4

5

Non PO Invoice

Customer

14

6.

Click ‘Add’ to add service or

material line to add the details of the

item(s) being invoiced. Note: Be

certain to provide COMPLETE details

of the items or services provided.

7.

Add Tax (at line item level)

8.

Add Shipping and Special Handling

(at add to header) if applicable

9.

Add line item comments to update

booking details - GL Account, Cost

Center/ Profit Center/ Internal Order

10.

Click Next to continue.

11.

Review, Save or Submit as

Standard Invoice.

7

6

10

8

9

11

Copy an Existing Invoice

Customer

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To copy an existing invoice in order to create a

new invoice:

1.

Select the OUTBOX tab.

2.

Either Select the radio button for the

invoice you want to copy, and click Copy.

OR Open the invoice you want to copy.

3.

On the Detail tab, click Copy This

Invoice.

4.

Enter an new invoice number. Please

click here to view detailed instructions for

submitting invoice.

5.

For VAT lines, make sure the date of

supply at the line level is correct.

6.

Edit the other fields as necessary.

7.

Click Next, review the invoice, and save

or submit it.

2

Search for Invoice

Customer

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(Quick & Refined)

Quick Search:

1.

From the Home Tab, Select

Invoices in the Document type to

search.

2.

Select Hewlett Packard Enterprise

from Customer Drop down menu.

3.

Enter Document #.

Refined Search: Allows a refined

search of Invoices per selected search

criteria.

4.

Search Filters from Outbox

(Invoices).

5.

Enter the criteria to build the

desired search filter. The maximum

date range is 90 days.

6.

Click Search.

*

For older invoices please see archiving

options here

Quick Search:

Refined Search:

4

Invoice Status

Customer

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The invoice status for invoices submitted via Ariba Network can be found in Invoices tab of

the Outbox. This only applies to Ariba Network invoices, and not for invoices submitted on

orders received outside of Ariba Network.

To check invoices submitted outside of Ariba Network, please click here. To get started you

can register here

Check Invoice Status

Customer

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Routing Status To Your Customer

Check Status:

If you configured your Invoice Notifications, you will receive emails regarding invoice status. Refer to

Account Setup guide for instructions on configuring notifications.

You can also check invoice status from the Outbox by selecting the invoice link.

Routing Status

Reflects the status of the transmission of the invoice to Hewlett Packard Enterprise via the Ariba Network.

•

Obsoleted – You canceled the invoice

•

Failed – Invoice failed Hewlett Packard Enterprise invoicing rules. Hewlett Packard Enterprise will not

receive this invoice

•

Queued – Ariba Network received the invoice but has not yet processed it yet.

•

Sent – Ariba Network sent the invoice to a queue. The invoice is awaiting pickup by the customer

•

Acknowledged – Hewlett Packard Enterprise invoicing application has acknowledged the receipt of

the invoice

Check Invoice Status

Customer

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Review Invoice Status With Your Customer

Invoice Status

Reflects the status of Hewlett Packard Enterprise’s action on the Invoice.

•

Sent – The invoice is sent to the Hewlett Packard Enterprise but they have not yet verified the invoice

against purchase orders and receipts

•

Cancelled – Hewlett Packard Enterprise approved the invoice cancellation

•

Paid – Hewlett Packard Enterprise paid the invoice / in the process of issuing payment.

•

Approved – Hewlett Packard Enterprise has verified the invoice against the purchase orders or

contracts and receipts and approved if for payment

•

Rejected – Hewlett Packard Enterprise has rejected the invoice or the invoice failed validation by

Ariba Network. If Hewlett Packard Enterprise accepts invoice or approves it for payment, invoice

status updated to Sent (invoice accepted) or Approved (invoice approved for payment)

•

Failed – Ariba Network experienced a problem routing the invoice. Refer to “History” tab in invoice for

details on failure. Resubmit invoice after resolving the error, or contact Ariba Customer Support for

further assistance.

Invoice Payment Status

Customer

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Review Invoice Payment Status With Your Customer

1.

Select the Inbox tab.

2.

Select Scheduled Payments.

3.

Search filters may be used to narrow the results.

4.

Click on the Payment Proposal number to view

more details.

Invoice Payment Status

Review Invoice Payment Status With Your Customer

•

Remittance advice documents provide details about individual payments your

customer has sent you. Depending on your customer’s configuration and

payment method, you may receive remittance advice documents from them that

you can view.

1.

Select the Inbox tab.

2.

Select Remittances

3.

Search filters may be used

to narrow the results.

4.

Click on the Transaction

# number to view more

details.

Customer

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Review Invoice History

Check Status Comments

Customer

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Access any invoice:

1.

Click on the History tab

to view status details

and invoice history.

2.

History and status

comments for the

invoice are displayed.

3.

Transaction history

can be used in problem

determination for failed

or rejected

transactions.

4.

When you are done

reviewing the history,

click Done.

2

Modify an Existing Invoice

Cancel, Edit, and Resubmit

Customer

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1.

Click the Outbox tab.

2.

In the Invoice # column, click

on the invoice number you

would like to cancel.

3.

Click Cancel and confirm.

The status of the invoice

changes to Canceled.

4.

Click the Invoice # of the

failed, canceled, or rejected

invoice that you want to

resubmit and click Edit.

5.

Click Submit on the Review

page to send the invoice.

Download Invoice Reports

Learn About Transacting

Customer

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Reports help provide additional

information and details on

transactions on the Network in a

comprehensive format.

1.

Click the Reports tab

from the menu at the

top of the page.

2.

Click Create.

•

Invoice reports provide information on invoices you have sent to customers for tracking

invoices over time or overall invoice volume for a period of time.

•

Failed Invoice reports provide details on failed and rejected invoices. These reports are useful

for troubleshooting invoices that fail to route correctly.

•

Reports can be created by Administrator or User with appropriate permissions.

•

Bronze (and higher) members may choose Manual or Scheduled report. Set scheduling

information if Scheduled report is selected.

Invoice Reports

3.

Enter required information. Select an

4

Invoice report type — Failed Invoice or

Invoice.

4.

Click Next.

3

5.

Specify Customer and Created Date

in Criteria.

6.

Click Submit.

7.

You can view and download the report

in CSV format when its status is

Processed.

For more detailed

instructions on generating

reports, refer to the Ariba

Network Transactions

5

Guide found on the HELP

page of your account.

6

Customer

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Invoice Archival

Customer

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2

Configuring invoice archiving allows you to specify the

frequency, immediacy, and delivery of zipped invoice archives.

If you wish to utilize it, please follow these steps:

1.

From the Company Settings dropdown menu, select

Electronic Invoice Routing.

2.

Select the tab Tax Invoicing and Archiving.

3.

Scroll down to Invoice Archival and select the link for

Configure Invoice Archival.

4.

Select frequency (Twice Daily, Daily, Weekly, Biweekly or

Monthly), choose Archive Immediately to archive without

waiting 30 days, and click Start.

•

If you want Ariba to deliver automatically archived zip

files to you, also enter an Archive Delivery URL

(otherwise you can download invoices from your Outbox,

section Archived Invoices).

•

Note: After Archive Immediately started you can either

Stop it or Update Frequency any time.

5.

You may navigate back to the Tax Invoicing and

Archiving screen in order to subscribe to Long-Term

Document Archiving for an integrated archiving solution.

(More details within the Terms and Policies link.)

Retrieving Archived Invoices

Customer

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If you have invoice archival configured for your Ariba Network account, please follow the steps below to retrieve

archived invoices:

1.

Click the Outbox tab.

2.

Select Archived Invoices. This tab will not be visible unless you have configured your account for invoice

archival (Company Settings > Electronic Invoice Routing > Tax Invoicing and Archiving tab > Invoice Archival

section)

3.

Choose Download or Resend Options



Download – Download archived invoice zip file



Resend – Push delivery option

General Invoice Instruction

Customer

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- SST

GST – Singapore, Australia, NZ, India

France – France sur less encashment

Tax Type

VAT ID / Tax ID

Date of Supply / Tax Point Date

Exchange Rate

Reason for Exemption

Tax at Line Item Level

Inco Terms

Bank Account & Remittance

Multiple Remittance Addresses

Shipping & Handling

Invoicing Above PO Value

Credit Note for Paper Invoice

Ship-to Address

Invoice Status

Supplier Address should match

with Bill From Address

Country RulesMalaysia

Worldwide Rules

Malaysia

SST

Customer

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Applicable to: Malaysia Vendors or Vendors transacting with Malaysian entity

For Malaysia SST invoices, the description needs to be updated as Sales Tax or

Service Tax based on the nature of transaction. If an invoice is for service, tax

should be mentioned as Service Tax. If an invoice is for goods, tax should be

mentioned as Sales Tax.

GST

Singapore, Australia & New Zealand

Customer

30

Applicable to: Singapore, Australia, and New Zealand vendors submitting local

invoices to these countries

All local/domestic invoices need to be submitted with GST tax type.

Legal profile activation (Singapore suppliers only)

1. Click on Company Settings at the top of

the dashboard, and then choose

Company Profile

2. Tick ‘Set Up Legal Profile’ box as per the

screenshot below, enter GST number

(GST registered vendors only) and then

check box “Yes” if you are GST

registered.

Note: If you are GST registered and you will input GST number and check legal

profile box in Ariba, then an invoice header will reflect as “Tax invoice”. If you are not

registered in GST, please update basic tax/vat id details in your company profile.

Customer

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Customer

32

France sur less encashment

Applicable to: France Vendors

If the invoice is for Sur less encashment / Sur less debit, Invoice type should be

updated accordingly.

France

Tax Type

Customer

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Tax type (category) should be selected based on the Billing entity and not supplier

country.

Example: France Vendor submitting invoice to US entity should include sales tax.

Sales tax:

VAT / Tax ID

Customer

34

Supplier VAT/Tax ID: Supplier VAT ID/TAX ID is mandatory for all countries except

for Hong Kong and United States. For cases where there is no registration number,

please update the field with NA.

Customer (HPE) VAT/Tax ID: Customer VAT/Tax ID is mandatory for all countries

except for Hong Kong and United States. For cases where there is no registration

number, please update the field with NA.

Date of Supply / Tax Point Date

Customer

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Date of Supply / Tax Point Date is mandatory for all invoices. Date of Supply may

be prepopulated with the invoice date. In case Date of Supply is different from

Invoice date, change it accordingly.

Exchange Rate

Customer

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Exchange rate should be updated per tax jurisdiction / Ship to country currency for

all domestic invoices submitted in foreign currency. "Always verify the currency

codes mentioned and make sure to provide the exchange rate accordingly.

Reason for Exemption

Customer

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It is required to provide an exempt reason for 0% tax and provide disclaimer for EU

and Domestic reverse charge transactions

Tax at Line Item Level

Customer

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Tax is required to be updated at the line item level only for all countries except for

Hong Kong and United States.

Inco Terms

Customer

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The Inco Terms (Delivery Terms) as agreed in the Contract between HPE and the

Vendor and provided for on the Purchase Order must be provided for on the

Invoice.

Bank Account & Remittance

Customer

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This is the address where payments will be received. In case of check payments, your

company will receive checks on the revised and standardized address after Dun & Bradstreet

validation. If you have questions please refer to the Account Setup Guide.

Multiple locations and attention to a specific department/person will not be included going

forward while sending payment.

It is your responsibility to maintain correct bank account information with HPE so payments

can be made to the correct account. Payment will not be adjusted based on any changes to

remittance on your Ariba Network account. HPE will make payments to the bank account

maintained in their system.

1.

Select a valid Remit-to address on AN

2.

As part of drop down, Supplier will be able to see the Remit to configured in his profile

3.

Once the remit to is selected, supplier can validate the remit to by clicking on ‘View/ Edit

Addresses’ or during the invoice review prior to submission.

Multiple Remit Address for Suppliers

Customer

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Suppliers should not change their address manually on Ariba Network while submitting invoices. Remit to

should be as per the PO address.

All valid remit to address will be part of the drop down and

supplier has an option to choose the right remit to for his

invoice payment.

As part of drop down, Supplier will be able to see the Remit to

configured in his profile

Multiple Remit Address Continued

Once the remit to is selected, supplier can validate the remit to by clicking on

‘View/ Edit Addresses’

Note: *If your address record is maintained with

one bank account in our data base, then the

same account will be used to make the

payment.

**If your address record is maintained with

multiple bank account, then the bank account to

make the payment will be decided based on the

payment method and currency of the invoice.

Customer

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Shipping and Handling

Customer

43

Shipping and Handling charges need to be applied at the header level and never

at the line level.

Submitting an Invoice over PO Value

Customer

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If supplier needs to submit invoices against fully booked PO, the supplier need to

choose ‘include’ option to send invoice over and above PO price.

Credit Note for Paper Invoice

Customer

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In case your company needs to submit a credit note against an invoice which was

submitted through paper mode, the credit note should also be submitted through

paper mode and not through Ariba Network.

A paper credit note will not be accepted for an invoice submitted electronically

and must be done through Ariba Network.

Ship-to Address

Customer

46

The Ship-To address as provided on the Purchase Order must match with the Ship-

To address as provided on the Invoice. The address from PO to Invoice cannot be

changed, except for India.

Supplier Address match with Bill From Address

Customer

47

Customer Support

Customer

48

Ariba Global Customer Support

Click the icon to the left to find the appropriate support line.

To contact HPE AP Support please use the link below:

Contact CRC

l

Online Help

• Help Center

• Ariba Exchange User

Community

Supplier Support During Deployment

• North America Support • Europe / Middle East Support

• Asia Pacific Support • Australia / New Zealand Support

• Latin America Support

Hewlett Packard Enterprise Enablement Business Process Support

• Business-Related Questions

Hewlett Packard Enterprise’s Ariba Supplier Information Portal

• How to Find the Supplier Information Portal

Supplier Support Post Go-Live

Ariba Network Registra

• Registration

tion or Configuration Support

• Supplier Fees

Other Help

• Useful Links

• Account Configuration

• General Ariba Network questions

• Standard Documentation

Customer

49

Hewlett Packard Enterprise Supplier Information Portal

• To review additional HPE specific documentation including transaction rules, recorded trainings,

and additional guides please navigate to their Supplier Information Portal

1.

Select the Company Settings Menu

in the top right corner and then click

the Customer Relationships link.

2.

Select the buyer name to view

transactional rules:

The Customer Invoice Rules

determine what you can enter when

you create invoices.

3.

Select Supplier Information Portal to

view documents provided by your

buyer.

Training & Resources

2 3

Useful Links

Customer

50

Useful Links

 Ariba Supplier Pricing page - https://www.ariba.com/ariba-network/ariba-network-for-

suppliers/subscriptions-and-pricing

 Ariba Network Hot Issues and FAQs - https://connect.ariba.com/anfaq.htm

 Ariba Cloud Statistics and Network Notifications– http://trust.ariba.com

 Detailed information and latest notifications about product issues and planned downtime

- if any - during a given day

 SAP Ariba Discovery - https://www.ariba.com/ariba-network/ariba-network-for-suppliers/selling-on-ariba-

network/sap-ariba-discovery

 Ariba Network Overview - https://www.ariba.com/ariba-network/ariba-network-for-suppliers/fulfillment-

on-ariba-network

 HPE AP Support

Troubleshoot Your Invoice Issues

Customer

51

How do I know

which type of

invoice to

create?

What does this

error message

mean?

How do I cancel

an invoice that

I’ve sent?

How do I edit and

resubmit an

invoice that I’ve

sent?

What should I do

if my invoice has

been rejected?

Can I resend a

failed or rejected

invoice with the

same invoice

number?

How do I tell

when my invoice

will be paid?

Back to Invoicing

Customer

52

Thank you for joining the

Ariba Network!