Frequently Asked Questions

Confirm the Purchase Order conditions (price, quantity and delivery date) by clicking on the link within the email.
You can check how to confirm the orders step-by-step with our how to video.

Yes. When you are confirming / acknowledging the Purchase Order you are confirming all the Purchase Order conditions and items. 

• When you are disputing an item you are also accepting all the other items.
• If at a later stage, you need to submit an adjustment, please submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries).
  
  You can check how to confirm the orders step-by-step with our how to video.

You have 10 working days to confirm the purchase order.

If at a later stage you need to adjust any of the conditions, please submit a request using the Supplier inquiry webform (option: Purchase Order & Deliveries).

A different period of time might be mentioned in the purchase order document. These texts are currently under review to be aligned with the 10 working days standard.

Provide your best estimate. If at a later stage you need to submit an adjustment, please submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries), to provide the new date and/or quantity. 

All the other conditions and attachments are considered as accepted based on the previous confirmation.

You can check how to confirm the orders step-by-step with our how to video.

Contact us through the Supplier Inquiry webform (selecting the Purchase Order & Deliveries option) to submit your request. 

Ensure to be precise and include all details pertaining to your inquiry.

Contact us through the Supplier inquiry webform (option: Purchase Order & Deliveries). Our team will reactivate the link and you will be able to proceed with the confirmation.

You can check how to confirm the orders step-by-step with our how to video.

Contact us through the Supplier Inquiry webform (selecting the Purchase Order & Deliveries option) to submit your request. 

Ensure to be precise and include all details pertaining to your inquiry.

Contact us through the Supplier Inquiry webform (selecting the Purchase Order & Deliveries option) to submit your request. 

Ensure to be precise and include all details pertaining to your inquiry.

Contact us through the Supplier inquiry webform (option: Purchase Order & Deliveries) and provide all the the information that must be updated.

If the Purchase Order has been issued to an incorrect branch of your company, give us the details about the correct one.

Contact us through the Supplier Inquiry webform (selecting the Purchase Order & Deliveries option) to submit your request. 

Ensure to be precise and include all details pertaining to your inquiry.

The payment terms specified will be provided on the Purchase Order Document enclosed with the email.

Contact us through the Supplier Inquiry webform (selecting the Purchase Order & Deliveries option) to submit your request. 

Ensure to be precise and include all details pertaining to your inquiry.

If you have already confirmed the delivery date, you can discard the message. 

If you need to modify the delivery date previously confirmed, please inform us about the new delivery date through the Supplier Inquiry webform (selecting the Purchase Order & Deliveries option).

There are two main channels to send your invoice in our system:

• ARIBA NETWORK
  If the invoice is related to a Purchase order that has been sent to the Ariba Network (AN) you have to submit your invoice via the Ariba Network tool.
  Note that for Purchase Orders sent to ARIBA, only electronic invoices submitted via the SAP Ariba Platform are accepted (no paper/PDF invoice will be processed or paid).
• EMAIL
  If the invoice is related to a Purchase order that has not been sent to the ARIBA Network, send your invoice in our system via email, in PDF format, only one invoice per attachment 
  To consult the correct email address for invoice submission, select the company you are invoicing in the Track your Invoice tab.
  The above emails are for invoice submission only; no general inquiries or marketing materials should be sent to these email addresses.

Invoices should only be submitted once. If your invoice was submitted in the Ariba Network tool, you do not need to send it via email.

Requirement: each invoice should refer to one single Purchase Order

Invoices are to be issued subsequent to the delivery of the agreed-upon goods or the completion of rendered services. 

This procedure guarantees that the invoice faithfully represents the quantity and quality of the goods or services provided.

An invoice should include essential information to ensure clarity and facilitate smooth payment processing. Here are key details that should be included on an invoice:

1. Purchase order: Purchase order number should be referenced on all invoices
2. Legal entity: Specify the paying legal entity as mentioned on the Purchase Order
3. Invoice Number: Assign a unique invoice number to each invoice you issue. This helps both you and the recipient track and reference the payment in the future.
4. Invoice Date: Specify the date the invoice was issued. This is important for record-keeping and for determining payment due dates.
5. Description of Goods or Services: Provide a detailed description of the goods or services provided. Include quantities, unit prices, any applicable discounts or taxes, and a total amount for each item or service.
6. Supplier information: Supplier company name, registration number and VAT if applicable, bank account information if possible

Note: No Payment terms nor payment instructions, including bank details should be submitted

Remember to send the invoices only once and avoid sending several invoices in only one PDF document.

Ariba supplier: You can check how to submit your invoice via Ariba by checking step 3 in the section "Step by step videos" in our ARIBA tab.

Non-Ariba Supplier: Check the tab "Track your Invoices", select the region, country and site to see the correct mailbox.

If your invoice has been rejected, it is important to take prompt action to address the issue and ensure timely payment.

Invoices can be rejected for various reasons, mostly due to business or fiscal issues. Here are some common reasons why an invoice might be rejected;

• Purchase Order information non-existing or wrongly informed
•  Suppliers digitally connected can only submit via digital format (ARIBA suppliers can only submit invoices through ARIBA platform)
• Legal entity information on invoice non-existing or inconsistent (VAT reg, Tax Id)
• Supplier information on invoice missing (VAT reg, Tax Id)
• Incorrect Tax rate/code on invoice

When an invoice is rejected, we send an automatic email to the contacts we have in our system with the reason for rejection. 

• Once you have identified the reason for rejection, take necessary steps to rectify the problem. This may involve correcting errors, providing missing information, updating calculations, attaching supporting documentation, or addressing any other issues that led to the rejection.
• Resubmit the corrected invoice: prepare a new invoice with the necessary corrections and updates based on the rejection reason. Ensure that all the required information is included and any supporting documentation is attached. Clearly mark the invoice as a corrected version to avoid confusion.

Learn from the experience: use the rejected invoice as an opportunity to review your invoicing processes and identify any areas for improvement. Take note of the reasons for rejection to avoid similar issues in the future.

Remember, resolving the issue promptly can help expedite the payment process and minimize any potential delays.

If you are not receiving notifications from rejected invoices, please submit us a request through Supplier Inquiry form. 

You can also consult the rejection reason via the Solvay Invoice portal (click here to access or to register in the tool). 
You can check how to track your invoice step-by-step with our how to video.

The correct format for submitting invoices can vary depending on whether or not you are using any of our B2B or EDI platform. There are some general guidelines that can help ensure your invoice is submitted in the correct format:

For B2B or EDI platforms, you are already instructed on how to proceed with invoice submission.
If you are onboarded on the SAP Ariba platform and you receive your PO via the platform, you must also submit your invoice through it. 

Ariba supplier: You can check how to submit your invoice via Ariba by checking step 3 in the section "Step by step videos" (click here)

If you are not on these platforms, you must know the legal entity you are invoicing to ensure the submission in the right place. Find the right email via our Track your Invoice page.

Note: Include all necessary information: Your invoice should include all the essential details, such as your purchase order number, invoice number, date, legal entity, a description of the goods or services provided, quantity, unit price, and any applicable taxes or discounts.

Invoice disputes that need internal arbitration and resolution are sent via workflow to our business representatives.
In the case one of your invoices is impacted, you will be able to see it in our Solvay Invoice portal.

You can check how to track your invoice step-by-step with our how to video.

Once an invoice has been submitted, we cannot underpay or over pay its value (excluding the US).
This ensures invoice tax compliance and processing integrity.

Issuing a credit note: If the invoice cannot be canceled or modified, you can issue a credit note. A credit note serves to reverse or adjust the original invoice by reflecting the necessary changes. It helps to correct any errors or discrepancies and ensures accurate accounting and record-keeping.

The credit note should include the original invoice number that it relates to (if applicable), along with the reason for issuing it. 
 

Nothing. The invoice is in our queue and you'll be paid based on the payment terms agreed.

You can check how to track your invoice step-by-step with our how to video.

Fraudulent invoices will be communicated to our risk teams and consequently could lead to prosecution.

It is crucial to emphasize the importance of maintaining integrity and accuracy in invoicing practices. Engaging in ethical and compliant invoicing is not only legally required but also essential for building trust, preserving your reputation, and fostering long-term business relationships.

It is crucial to maintain compliance with relevant tax laws and regulations to prevent penalties and legal complications associated with your invoices.

We adhere to the guidelines recommended by one of our partners, and you can access HERE.

To ensure that your services and/or goods are registered and paid on time according to the terms specified on the Purchase Order, it is necessary to send these documents as soon as they are issued.

You can check our Key Requirements for Transacting with Solvay here, and also the information available in the question "What information should be included on an invoice, such as the order number, payment instructions?".

• If you are a non-ARIBA supplier and you are submitting through email, please send it in pdf format (one invoice per document). Check here the correct email address to send your invoice.
• ARIBA suppliers must submit invoices through ARIBA platform (check our ARIBA tab for more details).

Inaccurate invoices will lead to rejection or internal dispute handling. This will delay the invoice processing and can lead to overdue payments.
It is important to follow the instructions listed in question "What information should be included on an invoice?"

To check the status of your invoices, connect to the Solvay Invoice Portal hosted inside ARIBA

In case you still do not have access to the portal, see step by step to join:

1. Create an ANID (account in ARIBA Network) here 
2. You will receive an email notification from SAP ARIBA Network containing a link
3. Click on the link
   a) Register (fill in some important information and create your user name + password
   b) Login (if you already have an existing ANID)
4. After having your ANID, please inform us of the ANID# through the Supplier Inquiry by choosing the option “Invoice Tracking Portal (access and support)” for the type of query - after this, we will release your access and you will receive the necessary instructions to use the Solvay Invoice Portal.

Please note that you do not need to be in SAP ARIBA Commerce Automation to consult your invoice status. You will however need an Ariba network ID (ANID), connected to our environment. 

You can check how to track your invoice step-by-step with our how to video.

Click on "Invoice Tracking Portal" in your Application Gateway (main page) to check Payment Status of your invoices. If you don't have this access, please, open a request with the category "Invoice Tracking Tool" informing your ANID and Tax ID.

After submission via email, it might take up to 48 business hours for the document to be introduced in our system and visible in the Solvay Invoice portal.
If after this period your document is still not visible in the tool, use the Supplier Inquiry to contact our Accounts Payable team.

For documents submitted in ARIBA, the transmission to our system might take several hours.

• If the invoice is not appearing in the Solvay Invoice portal, check what is the routing status of your document in the Ariba Network tool .
• If the Routing Status is Acknowledged, it means the document has been received in our system successfully.

Consider contacting us via the Supplier Inquiry if for some reason the document was not transmitted to our system.

Payment methods and payment terms are agreed with our buyers before invoicing.
As a general rule, payment instructions on invoices will not be followed.

To ensure a higher level of security for all parties involved, we have ACH, Bank Transfer, Wire, and Bank Draft (for China only) as the preferred payment method. 
We kindly request that payments be made through alternative methods rather than checks and boletos. Unfortunately, due to recent instances of fraud, we must prioritize the security of our transactions.

• We kindly ask that you provide only one bank account per currency, as we won’t be able to select a bank account based on the information provided on invoices.

Invoices will be paid according to the payment terms agreed with your buyer and indicated on the Purchase Order document. 
You can consult the estimated payment date (invoice due date) in the Solvay Invoice portal.


 

After submitting your invoice through the official channels, our Accounts Payable team will process the invoice and pay it according to the purchase order payment terms. 
You can also follow the status of your invoices through the Solvay Invoice portal - go to question "How can I track the status of my invoice payment?" for further information on this.

You can check the status of your invoice through Solvay Invoice portal (check question "How can I track the status of my invoice payment?" for more details). 
If the payment advice is available, please check the value date indicated on it. If more than 3 days has passed from the value date and the payment was not received/identified, please submit a request to our Accounts Payable team through Supplier Inquiry.

You can submit a request through Supplier Inquiry portal. Fill the identification fields, select the main issue from the ones already listed, describe your issue and submit your request. Our team will contact you within 4 days.
Note, we no longer process requests regarding the status of your invoices without prior consultation on the Solvay Invoice portal.
 

Remittances are sent to suppliers according to the information we have in our system. If you are not receiving them, please reach out to your point of contact at Solvay / buyer responsible per this process and request the change.

Another option you have is to consult all remittances through the Solvay Invoice portal. See question "How can I track the status of my invoice payment?" for more details.

Statements can be sent via Supplier Inquiry portal. However, you can check the status of all your invoices through the Solvay Invoice portal, see the question "How can I track the status of my invoice payment?" for further details.

Payments are only issued to the bank account(s) already registered in our system and confirmed in accordance with our internal security and anti-fraud procedures.

If you have changed your bank account, the new bank details must be communicated to update.vendor-bank-details@solvay.com for verification and registration in our system.
Your new bank account can only be registered after favorable control result via the fraud prevention platform or successful outbound.

You can contact our Accounts Payable department via Supplier Inquiry.

You can use the Solvay Invoice portal to see detailed information of all your invoices and its payments. 
Invoices that are paid will have a ''Payment Advice'' reference. There is an option to display this data as an image. 
You are even allowed to export the complete list of invoices to Excel and play with the filters to get the desired information.

You can check how to track your invoice step-by-step with our how to video.

You can submit a request to our Accounts Payable department via Supplier Inquiry explaining the situation and we will give you the necessary information to proceed with the refund.

OCEAN FREIGHT INVOICES

For Ocean Carriers: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
For BDP: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
For GEODIS: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
For HELLMANN: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE

FREIGHT FORWARDERS INVOICES

For Freight Forwarders (general): OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE (in progress)

GROUND FREIGHT

For Ground Carriers: GROUND FREIGHT INVOICING AND STATEMENT PROCEDURE

OCEAN FREIGHT INVOICES

For Ocean Carriers: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
For BDP: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
For GEODIS: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
For HELLMANN: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE

FREIGHT FORWARDERS INVOICES

For Freight Forwarders (general): OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE (in progress)

GROUND FREIGHT

For Ground Carriers: GROUND FREIGHT INVOICING AND STATEMENT PROCEDURE

OCEAN FREIGHT INVOICES

For Ocean Carriers: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
For BDP: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
For GEODIS: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE
For HELLMANN: OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE

FREIGHT FORWARDERS INVOICES

For Freight Forwarders (general): OCEAN FREIGHT INVOICING AND STATEMENT PROCEDURE (in progress)

GROUND FREIGHT

For Ground Carriers: GROUND FREIGHT INVOICING AND STATEMENT PROCEDURE

SAP Ariba is an on-line platform that allows you to receive and acknowledge electronic Purchase Orders (PO), submit electronic invoices and track the status of those documents.

No, Ariba Network use is web-based, therefore all you require to access SAP Ariba platform is a browser and internet access.

No, the use of the platform is FREE of charge for Solvay suppliers.

It's possible to use separate accounts for each country or one global account for all countries, both ways are valid

Yes, it's possible. You have to set up an account for an administrator. The administrator will then be able to create up to 250 users and grant them specific authorization.

If you have been invited to connect as standard account, you can upgrade for free to an enterprise account. 
 

The account administrator will need to follow the steps below.

1. Log in to the administrator’s account 
2. Click on the button with your initials in the upper-righthand corner for the dropdown menu 
3. Select Settings, then choose Electronic Order Routing 
4. Change the e-mail address under New Orders 
5. Click Save

You can find your account's ANID number by clicking on the button with your initials in the upper-righthand corner in SAP Ariba platform.

If you're leaving your company or moving to a new position, you need to transfer ownership of the SAP Ariba account by choosing a new administrator. 

1. At the top of the home dashboard, choose Account Settings icon > Settings > Users
2. Click Manage Users tab and check the box for the user who will be the new administrator.
3. Click Make Administrator under Actions.
4. Ariba displays the Assign a Role page. Choose a new role for your account and click Assign.
5. Ariba displays a warning message that indicates the name of the new account administrator. Click OK to transfer the account administrator role.

Ariba logs you out of your account and sends an e-mail notification to the new account administrator, alerting them that they now have the administrator role.

To update the e-mail address, username, contact information, preferred language, timezone, or currency on your account: 

1. Click Account Settings icon > My Account in the top right.
2. Edit any fields as needed.
3. Click Save.

If you update your e-mail address, be sure to click the link in the confirmation e-mail sent to the new e-mail address. Usernames are unique and cannot be used multiple times. They also need to be formatted like an e-mail, but do not need to be a valid address. For example, if your username of test@ariba.com was not accepted, try test1@ariba.com.

You can do a walk-up registration by going to the SAP Business Network home page:

1. Click the Register Now link.
2. Fill out all mandatory fields in the registration form (marked with an *).
3. Review and accept the Terms of Use and the Privacy Statement at the bottom of the page.
4. Click Create new account (Note: if you see a message about existing accounts, you can click Review accounts to check on accounts you or someone in your company may already have registered).

Once you have finished, SAP will send you an email to confirm your account.

For general issues with ARIBA, such as password and account, not related to invoices or purchase orders, please check the options available in our ARIBA page.

There are several benefits: efficiency in invoice processing, standardization and minimization of errors.

Yes, you can check this FAQ or our ARIBA tab, which has a section with useful links for the SAP ARIBA website.

No, you can have a specific access just to check payment status and continue to send your invoices by email. Please, open a request with category "Invoice Tracking Tool" informing your ANID and Tax ID number in our Supplier Inquiry.

The General Purchase conditions are applicable in case no other specific condition is defined on the Purchase order itself or in a contract signed by both parties. If specific conditions are defined on the PO or if a contract is applicable, these conditions are the ones applicable for the purchase and supersede the general purchase conditions. If it is theirs, this needs to be stated on the PO, via the header text, when the supplier acknowledges the PO, he acknowledges his conditions as these are mentioned on the PO.

Yes, the initiative is global but the deployment is done per country / region.
 

- Transparency: Real-time visibility of your purchase order (PO) and invoices
- Efficiency: Confirming and invoicing POs with just a few clicks
- Effectiveness: No more email exchanges, information is exchanged via the platform
- These all lead to an improved payment on time.

- To ensure a smooth transition, it is key for the supplier to appoint a SAP Ariba Administrator and decide on the type of account required. 
- If it’s for the Integrated Account, the supplier must have available resources to do the test with Solvay and SAP Ariba teams.

1. You will receive an information letter from Solvay/SAP Ariba.
2. An SAP ARIBA onboarding agent will contact you to help you set up your ARIBA network account.
3. You will accept the Trading Relationship Request agreeing to transact with Solvay via SAP ARIBA network
4. You will receive your next purchase orders via SAP ARIBA network by a notification email. However, you can manage them all in SAP ARIBA network by logging in
5. From now on, you can confirm all your Purchase Orders and create all your Invoices in SAP ARIBA!

1. Solvay buyer or the Procurement Excellence team will contact you to prepare for the onboarding process.
2. You will be contacted by a SAP ARIBA integration agent to set up a kick off meeting to share the integration project technical details &  documentation.
3. You will be asked to participate in the planning test phase to agree on the scenarios to be tested
4. You will be requested to participate in weekly follow-up technical and functional meetings to test the flows in a simulation environment.
5. You will be requested to agree upon a GO LIVE date to deliver changes into production environment.
6. You will receive your next purchase orders via SAP ARIBA network directly in your system.
7. From now on, all your Purchase Orders and Invoices are exchanged between your system and Solvay's system via SAP ARIBA.

You can check how to confirm the orders step-by-step with our how to video.

The Purchase Order has been revised. The supplier is required to acknowledge the change and utilize the latest version of purchase order for invoicing purposes.

Ariba has been configured with a business rule preventing suppliers from confirming quantity or price under specific circumstances (ordered quantity/price). 

In such instances, an error message will indicate that the quantity/price exceeds Solvay's specified tolerance limit. Instead, please submit a webform.

Value Purchase Order / Blanket Purchase Order

• If a Purchase Order is configured with 'Print Price ON,' the maximum amount will be visible to the supplier. However, the supplier can only submit an invoice up to the maximum amount level in Ariba.
• If a Purchase Order is configured with 'Print Price OFF,' the maximum amount will not be visible to the supplier (using the Hide the Price feature). Nonetheless, the supplier can still submit an invoice up to the maximum amount level in Ariba.

You must open a request with the category "ARIBA Network" > "Invoice a Purchase Order in ARIBA" and inform the Purchase Order number and your ANID in our Supplier Inquiry. 

We will check the status of the PO and take the necessary measures for PO to appear in your account.

If you already have an ANID, please, follow these steps:

1. Click on the log in now link that you find on the purchase order interactive email.
2. Insert your username and password. And then click Login
3. Click on Account settings (SS) (upper right corner). Select Settings. And then, select Customer Relationships. 
4. Click on Current Relationships. 
5. Select Pending.
6. And accept the relationship to link the account.

If you don't have an ANID, please check the question "How do I register a new account?"

You will be notify by email and you can check it in Orders Tab in you Ariba account.

In the Purchase Order you will find all necessary information for transaction: product name, quantity, price, destination address, etc.

To confirm receipt of a purchase order in Ariba, please follow these steps:

1. Click on the Process order link that you find on the Purchase order interactive email and access the platform using your credentials. 
2. Click on the Create Order Confirmation menu button.
3. After check and agree with all information, click submit to send the order confirmation.

You should use the Ariba Network at first. If you don't want to use Ariba to send your invoices anymore, please, open a request to us to remove you from Ariba process.

When creating your invoice on Ariba you have to make sure that you set up the correct invoice date (if it is not the current date) in order to be paid on the desired due date.
If this was not the case, please contact us via our Supplier Inquiry, selecting category "Ariba Network", choose "Other ARIBA Support" and indicate the correct date of the invoice in question and attach the correct invoice to the form.

No, it will be registred just in Ariba Portal and in our accounting system (SAP).

If you wish to create the invoice with a different VAT Reg# you have to insert it manually during the invoice creation process.

A transaction rule is enabled which requires a Value-Added Tax (VAT) for all invoices. 
Even if no taxes are being charged, the Rate % field must remain with "0".
When facing the error "No tax rate", please add VAT to your invoice, as per below steps:

•  On "Create Invoice" page, scroll down to the bottom of the page and in ''Line item'' select the check box to the left of the line item
• At the bottom, click ''Line Item Actions'' > ''Tax''
• In ''Insert Line Item Options'', flag the box '' Tax Category"
• Fill the require VAT information

If the same invoice reference was previously used and rejected, or a Credit was submitted, a single caracther must be added (e.g. ''1'' or ''A''), in order to create a new single reference number.

This isn't an error, just a notification. We don't accept labor service lines. You can continue creating the invoice, as Ariba will allow you to complete the process.

Your bank details can be inserted in your Ariba account. Once added, there will be no need to add them eveytime you create an invoice, since Ariba will populate the filed automatically. To add those details, go to:

• Account settings (on the top right corner of your Dashboard/''Home'') - select ''Company Profile''
• Scroll down and go to ''Business Information''
• In tab ''Business'', scroll down and add your details in ''Bank Information' - ''Create'''

A notification can be sent by Ariba when an invoice has failed. In order to set this, you must go to:

• Account settings (Initials on the top right corner of your Dashboard/''Home'')
• Select ''Settings'', then choose ''Electronic Invoice Routing''
• On ''General'' tab, section ''Notifications'', check the box ''Invoice Failure'' and include the email (if more than one these must be separated by comma).

You can also select different boxes for other status changes of invoices.

The link What does this error message mean? provides a list of possible error messages produced by the Ariba Network for invoices and their resolutions. These messages are generated if invoice processing detects errors when suppliers submit invoices through any channel (online, cXML, EDI, or CSV).

Yes it does;

• When a purchase order (PO) is marked 'Print Price ON,' you'll see the maximum amount allowed. Feel free to post an invoice within this limit using Ariba.
• In the case of 'Print Price OFF' on a PO, the maximum amount won't be visible due to price concealment. Despite this, you can submit an invoice up to the maximum amount specified in Ariba

For Blanket POs and service POs;

• If the quantity is set to 1, partial invoicing is allowed. You can create multiple invoices using a quantity of 1 until the expected value is met.

For Material POs;

• If the quantity is set to 1, partial invoicing isn't supported unless you adjust the quantity field using decimal numbers like 0.3, 0.5, 0.75, etc.
• If the quantity is greater than 1, partial invoicing is permitted until the PO quantity is fulfilled.
  Regarding Limit POs:

A single invoice should cover all line items within the Limit Orders.

This error is related to a material Purchase Order that is in status Partially Invoiced. This is due to the fact that the order line item was only created for quantity 1, which was already invoiced, therefore the quantity of the line item is reached.

In order to solve this, you must create a Credit Memo to remove the initial quantity (quantity 1 - that was previously invoiced) and create a partial invoice, in which you must adjust the quantity field using a decimal number (e.g. 0,55 for which Ariba will adjust the price).

To create a Credit Memo, you must follow the below steps;

• Click on ''Workbench'' - ''Order number''
• Click on ''Create Invoice'' - ''Credit Memo'' (for a Header level) or ''Line-Item Credit Memo''
• Enter ''Credit Memo Number'' (*Indicates required field)
• Go to ''Adjustment'' and enter the amount in negative value
• Click ''Next'' and after review, click ''Submit''

Do not insert any data.
In case you need to insert estimated shipping costs and/or date, please use the Supplier Inquiry. If you populate the fields directly in ARIBA Network, there will be no Purchase Order update.

To send an invoice in Ariba, please follow these steps:

1. Click on the Create Invoice menu button of the Purchase Order.
2. Select Standard Invoice.
3. Add the 3 invoice number.
4. If needed, add additional fields to the Invoice Header, like: shipping, documents, special handling, payment term and comment.
5. Enter the quantity of each line item.
6. Check the box to add “Tax” to an item. Choose the Tax Category.
7. After reviewing the invoice preview page, click Submit to send the invoice.

The Ariba platform have standards and requirements for transactions conducted through Ariba, including data security, confidentiality, and regulatory compliance.

When you are creating an Order Confirmation, you can change some information proposed at firsts (this is called "Dispute"). After that, we'll update the PO information according you request.

Please, open a request with category "Invoice Tracking Tool" in our Supplier Inquiry.