Strategic Sourcing

What are the criteria applied for supplier selection?

We apply different sets of weighted criteria to select our suppliers. In addition to commercials and technical qualifications, we also rate Innovation, CSR, Risks amongst others.

Non SAP Ariba Process

Purchase Order & Delivery

I received an email with a weblink to accept the Purchase Order. What should I do?

Please 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 in the following videos: English, French, Chinese, Italian, German

Do I have to confirm all the purchase order items at the same time?

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 in the following videos: English, French, Chinese, Italian, German

How many days do I have to confirm the Purchase Order using the weblink?

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. 

I need to acknowledge my Purchase order within 10 working days. However, what should I do if I am not sure I will be able to provide the quantities at the delivery dates mentioned on the order?

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 in the following videos: English, French, Chinese, Italian, German

I need to ask for a modification of other purchase order conditions not related to price, delivery date, and quantity. What should I do?

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

There is a tax divergence in the purchase order. What should I do?

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

My company's information is wrong in the Purchase Order file. How do I proceed?

You have to inform the situation using the using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific 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.

If the Purchase Order responsible is out of office, how can I proceed to get the confirmation weblink in my email?

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

I am not able to confirm the purchase order via the weblink in the email. What should I do?

You have to inform the situation using the Supplier inquiry webform (option: Purchase Order & Deliveries). Then, the team will reactivate the link and you can proceed with the confirmation using it. 

You can check how to confirm the orders step-by-step in the following videos: English, French, Chinese, Italian, German

I already confirmed the purchase order, but I need to ask for an adjustment of the conditions. What should I do?

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

How can I inform a delay in the delivery of the items?

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

How can I ask for additional support or submit requests not related to order confirmation?

You have to submit your request using the Supplier inquiry webform (option: Purchase Order & Deliveries). Please, be specific and provide all the details related to your request.

Which payment terms are applicable?

The payment terms applicable will be quoted on the Purchase Order Document attached to the email.

How can I contact the department responsible for managing the purchase orders?

Please use the Supplier inquiry webform (option: Purchase Order & Deliveries). Be specific and provide all the details related to your request. After the team provides the first response, the exchanges related to your inquiry will continue via email.

After the inquiry is closed, you won't be able to communicate with the team via email. You will need to submit a new inquiry using the Supplier inquiry webform (option: Purchase Order & Deliveries).

Direct emails to the team, not linked with an ongoing inquiry in progress, won't be answered.

As a Solvay supplier, how can I report a Cyberattack?

Report it to ITCERT@solvay.com 

Invoice and Payment

Where should the invoice be submitted to?

Check our Track your invoices page

Requirement: Each invoice should refer to one single Purchase Order

How do I contact the Solvay Accounts Payable department?

Contact us using the web form.

Note: Email correspondence will only be possible once the webform is submitted.
 

SAP Ariba Process

SAP Ariba General Information

What is SAP Ariba Platform?

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.

Do I need to install additional hardware or software?

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

Do I have to pay to use the platform?

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

Do I need separate a SAP Ariba for each country?

No, you can use separate accounts or one global account, it is your choice.

Is it possible for multiple users in my company to connect to the SAP Ariba network?

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.

How do I upgrade from a Standard to an Enterprise one. What do I have to do?

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

How do I change the e-mail address for purchase orders?

The account administrator will need to follow the steps below. 

  • Log in to the administrator’s account
  • Click on the button with your initials in the upper-righthand corner  for the dropdown menu
  • Select Settings, then choose Electronic Order Routing
  • Change the e-mail address under New Orders
  • Click Save
Where do I find my Ariba Network ID (ANID) number?

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.

How do I transfer the account administrator role to another user?

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.

How do I change or update my e-mail address or username?

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.

Purchase Order & Delivery on SAP Ariba

How do I create an order confirmation?

You can check how to confirm the orders step-by-step in the following videos: EnglishFrenchChinese, Italian, German

Why does my Purchase Order show as obsolete?

The Purchase Order has been updated. The supplier must confirm the change order and use that most recent version to submit any invoice(s).

Is there a limit for suppliers when they try to confirm the quantity or the price?

Ariba has been set up with a Business rule that does not allow suppliers to confirm a quantity or a price in certain cases (ordered quantity/price). If this is the case , you get an error saying that the quantity/price exceeds the tolerance limit specified by Solvay. Please raise a webform instead.

Will SAP Ariba support blanket PO / Value PO for which the visible amount is 1 € even if the over limit is much higher.

Value PO  / Blanket PO

  • If PO is assigned with 'Print Price ON' then Max amount will be visible to the supplier but the supplier can post an Invoice up to max amount level in Ariba. 
  • If PO is assigned with 'Print Price OFF' then max amount will not be visible to the supplier (with Hide the price functionality) but the supplier can post an Invoice up to max amount level in Ariba.

Invoice & Payment

Once you are connected with SAP Ariba, is there any alternative way of submitting invoices?

No, you should use the Ariba Network

I have submitted an invoice via Ariba with an incorrect invoice date, and, therefore, my payment date is already due. How can this be corrected?

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 day.
If this was not the case, please contact us via this webform indicating the correct date of the invoice in question and attach the correct invoice to the form.

When I create the invoice in SAP Ariba, does it also record in my own accounting system?

No it does not record in the supplier accounting system

How can I create an invoice with the VAT Reg# different from the one in my Ariba account?

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

When invoicing, why do I receive an error stating “no tax rate”?

Even if no tax is being charged, enter “0” in the Rate % field.

Solvay has enabled a transaction rule which requires Value-Added Tax (VAT) on all invoices. To resolve the error, you must add VAT to your invoice by following the steps below:

  • On the Create Invoice page, select the check box to the left of the line item.
  • At the bottom, click Line Item Actions > Tax.
  • In the Tax section that appears, select VAT as the Category.
  • Enter the VAT information.
Why won’t Ariba Network accept my invoice #?

If the invoice number has previously been used and rejected or credit submitted, a “1” or “A” must be entered after the invoice to create a new, unique number.

What is “Commercial Identifier”

The supplier’s registration number with the Companies and Commercial Registry and the city where the supplier is registered, for example, SIRET: 451 684 559 00011—Inscrite au Registre du Commerce de Versailles sous le numéro B 451 684 559. This field is used on invoices.

Message while Invoice Creation “Labor Service lines are not accepted by Solvay”

It is not an error but just a warning message to notify the supplier that Solvay doesn't accept Labor service lines. Please proceed with invoice creation, as Ariba will let you to finalize the invoice creation.

Message while Invoice Creation “No bank details found. Solvay Group requires this on all invoice”

The bank details should be inserted in your Ariba profile. By doing this, you will not have to insert them manually every time you create an invoice, as Ariba will populate the field automatically.  

They can be found under:

  • Company Profile
  • Business (2)
  • Bank information
How can suppliers be notified of an invoice failure?
  • Log into your Ariba account.
  • Click on the button with your initials in the upper-righthand corner for the dropdown menu.
  • Select Settings, then choose Electronic Invoice Routing.
  • Check the notification box and enter the email address(es) separated by a comma.
I received an invoice error message. How do I resolve it?

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).

Will SAP Ariba now support blanket PO / Value PO?

Ye it does
-If PO is assigned with 'Print Price ON' then Max amount will be visible to supplier but supplier can post an Invoice upto max amount level in Ariba. 
-If PO is assigned with 'Print Price OFF' then max amount will not be visible to supplier (with Hide the price functionality) but supplier can post an Invoice upto max amount level in Ariba. 

Why do I see ‘Copy of invoice’ on the PDF?

The reason why the PDF is marked as ‘Copy of Invoice’ is because the cXML document is the official legal invoice.

Is partial invoicing allowed on SAP Ariba

-For blanket PO and service PO, yes
If with quantity = 1, it can be invoiced partially, using quantity = 1 for every invoice until the expected value is reached.


-For Material PO you need to decrease the quantity
If with quantity = 1, this cannot be invoiced partially unless you adjust the quantity field and use a decimal number e.g. 0.3, 0.5, 0,75, etc.
If with quantity > 1, this can be invoiced partially until the PO quantity is reached


-For Limit PO
A single invoice shall be created for the Limit Orders line items.

Why do I get an error: “Quantity exceeds the quantity limit” when trying to create an additional invoice?

This error appears when a material Purchase Order is in Partially Invoiced status. The order line item was only created for quantity 1, which has already been invoiced, therefore the line item is closed for invoicing.

Next step: You need to create a Credit Memo to remove the initial invoice with quantity 1 and then if you need to create a partial invoice, you need to adjust the quantity field and use a decimal number, e.g. 0.30, 0.55 with calculated price by Ariba.

How do I create a credit memo?
  1. Click Workbench > Orders.
  2. Click the PO number hyperlink to open the order.
  3. Click Create Invoice > Credit Memo for a header level credit memo.
  4. Click Create Invoice > Line Item Credit Memo for a line item credit memo.
  5. Enter the invoice number and adjustment amounts (in negative numbers) in the fields provided.
  6. Click Next to review then click Submit.
If I have an estimated shipping costs/date, what shall I do?

Do not insert data 

In case you need to insert estimated shipping costs and/or date, please use the supplier contact webform. If you populate the fields directly in ARIBA Network there will be no Purchase Order update.