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ASN Enablement and PO Flip29th October, 2007
Global Supplier Integration Team
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1. Introduction
2. Steps to Participate
3. Registration and Configuration
4. Generate Invoices using PO Flip
5. Check Invoice Status and Reporting on ASN
6. Go Live
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1.1 ASN Enablement Process
Get ready for Ariba Supplier Network and PO Flip
Roche Pharma has implemented the Ariba Buyer eProcurement application. This application
utilizes the Ariba Supplier Network (ASN), a web-based service, to facilitate e-Procurement by
enabling buyers and suppliers to exchange information.
To maintain preferred vendor status, Roche requires that you conduct business via ASN.
In order for suppliers to fully participate in Roche’s Ariba platform, a supplier account on the
Ariba Supplier Network (ASN) is required. This account will be used to receive purchase
orders from, and provide electronic invoices to Roche. Note that both a test and production
account is needed. The test account will only be used initially to complete testing activities.
The following pages will guide you through the ASN set up and testing process.
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1.2 About Ariba Supplier NetworkThe ASN enables suppliers to improve business practices with the current customers by reducing transaction costs and speeding the exchange of content and business transactions over the Internet.
SPEND
Procurement
Sourcing
AnalysisEDI
Fax
cXML
Supplier
Supplier
AribaSupplierNetwork
Supplier
Features
4 Internet-based service
4 Multiple formats
4 Outbound – Purchase Order
4 Inbound - Invoice
4 Standard security and transaction model
4 Catalog Publishing
4 Reporting
Benefits
4 Rapid and scalable deployment
4 Single infrastructure
4 Pre-connected community
4 Opportunity for fully automated solution
4 Visible to buying community
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1.3 About Ariba Supplier Network
To learn more about the ASN benefits and how to register, please go to http://supplier.ariba.com.
More information you find at http://www.ariba.com/suppliermembership
No fee< 100‘000 USD
0.1 % from annual qualifying volume per ASN account
and per customer
(max. USD 10’000)
100‘000 until 10‘000‘000 USD
No feeLess than 15 transaction documents per year
Fee (per USD)Annual Volume per Buyer-Supplier Relationship
Please be advised that in joining the Ariba Supplier Network, you are entering into a contract
with Ariba, Inc. There is a charge for joining the network. This is applied as follows:
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1. Introduction
2. Steps to Participate
3. Registration and Configuration
4. Generate Invoices using PO Flip
5. Check Invoice Status and Reporting on ASN
6. Go Live
29th of October, 2007 7
2.1 Steps to Participate
To prepare you for the ASN and the PO Flip invoicing, the following steps need to be fulfilled.1. You have been contacted by Roche Pharma.
2. Agree on eInvoicing requirements with Roche Pharma.
3. Register on the ASN Ariba Supplier Network.
4. Send email with your ASN ID to Roche Pharma.
5. Roche will establish the ASN relationship between the productive ASN accounts.
6. Create ASN Test Account.
7. Roche will establish the ASN relationship between the ASN test accounts and send test
order.
8. Confirm Test Purchase Order.
9. Submit Test Invoices.
10. Go Live!
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2.2 Step 1: Register on ASN
The first step is to register on the ASN
1. Walk up registration:
Go to http://supplier.ariba.com.
Click on “Register as a new supplier”
and follow the instructions.
2. You receive (via Email) an invitation
from Roche:
Click on the URL in the Email and follow
the instructions.
3. The newest documentations can be
found on „Help“.
Please consider that you need to have a DUNS and some other company information before
registering. Which information is needed you will find in the Help section.
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2.3 Step 2: Confirm the ASN registration
Please inform the Roche Global Supplier Integration Team about the ASN registration.Once your account is set up, provide the following details to Roche e-mail address
([email protected]) with the email subject “NEW ARIBA SUPPLIER
REQUEST”.
• Ariba Account ID (eg. AN01000263700)
• Sales Contact Name
• Sales Contact Phone Number
• Sales Contact Fax Number
• Ariba Account Administrator Name
• Ariba Account Administrator Phone
Number
• Corporate Purchasing Address
• Corporate Remit to Address
• Your contact at Roche Pharma
Roche will then request a relationship with your Supplier Account, which, when accepted by
your organization, will fully enable your Ariba production account.
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2.4 Step 3: Activate Test Account
The test account will be used for testing purposes before going live.Before creating your test account, your production account must be fully enabled by a buying
organization.
You may then activate your company’s test account (eg. AN01000263700-T) by switching from
your production ASN account to your test account (see below).
Please be aware that only the Account Administrator can switch from productive ASN account
to the test account. All other users need to log into the test account directly with the test user
name and password.
But the login URL is the same https://supplier.ariba.com.
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2.5 Step 4: Order Routing Testing
This test should confirm the configuration of your order routing method.
Now Roche Pharma will establish a
relationship with your ASN test account and
send you some test purchase orders.
The first step in the testing phase is to
confirm the receipt of the test purchase
orders.
When verifying, please ensure that you are
accessing your test account rather than your
production account.
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2.6 Step 5: Invoice Testing
It is important to clarify what kind of invoices there are and to test all possible cases.Overview of Invoice Testing:
1. Clarify invoice content. Before creating the invoices some details must be considered:
� Do you want to sent tax on header or on line level?
� Are there different tax codes?
� Are there additional costs like shipping costs or special handling costs?
� Are these costs taxable?
� Will these costs be calculated on header or on line level?
2. Create test invoices (according all cases) based on the test purchase orders. The
Purchase Order Flip, or “PO Flip” is described in the next chapter.
3. If all invoices are successfully reconciled you will be notified of a Go live date.
Due to legal reasons, Roche still needs paper invoices at the moment. Therefore, a digital
signature on invoices is not necessary. Please do not send invoices for credit notes.
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1. Introduction
2. Steps to Participate
3. Registration and Configuration
4. Generate Invoices using PO Flip
5. Check Invoice Status and Reporting on ASN
6. Go Live
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3.1 Configuration of ASN Account
The first step is to set up or check the configuration of your ASN Account
Log into your ASN account and click on
“Configuration”. The Configuration
Dashboard opens and you need to check:
• Basic Information
• Electronic Order Routing
• Electronic Invoice Routing
• Email Notifications
If a category is not yet configured, you need
to mark it and then click on the red colored
link which will appear.
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3.2 Basic Information
Information about the company and the account administrator needs to be entered
Please check if the given information is still
valid.
Enter the „ Tax Identification Number“. This
will be added into every invoice created by
PO Flip automatically.
Also, it is useful to choose the „Default
Currency“ on bottom of the „Administrator
Information“. If you add any costs on
invoices, the default currency will be set.
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3.3 Electronic Order Routing
Set the routing method for incoming orders
Choose your preferred order routing method.
This can be changed by you without
notifying Roche and it will be active as soon
as you save it.
All orders are stored automatically in the
inbox, too. If something went wrong and you
have not received an order, please check
your routing method, maybe change it, then
go to the inbox and resend the order.
Please make sure that “Non Catalog Orders”
are accepted. If you can not handle them,
please contact your Supplier Integration
Team.
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3.4 Electronic Invoice Routing
PO Flip means invoices are created “Online”
Please select “Online” Invoice Routing
Method.
Note:To receive notifications from ASN when an
invoice failed, it is necessary to add an email
address. You can enter up to 3 e-mail
addresses separated by commas.
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1. Introduction
2. Steps to Participate
3. Registration and Configuration
4. Generate Invoices using PO Flip
5. Check Invoice Status and Reporting on ASN
6. Go Live
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4.1 Generate Invoice using PO Flip
To create invoices you can go to “Invoicing” or to the “Inbox”.
Log in to your supplier account at:
http://supplier.ariba.com.
Select “Invoicing” within the Transaction
menu on the left side of the screen.
Select “Create PO Invoice“.
Alternative, you can go directly into your
inbox (see next page).
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4.2 Choose Purchase Order
For every order you need to create one invoice.
Select the purchase order you would like to
invoice against.
The Advanced Search function allows you to
search by customer, order date and other
key fields.
For creating invoices:
1.Click “Create Invoice”
2.Select „Standard Invoice“ to invoice
against a purchase order.
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4.3 PO Flip – Header Information
First of all, header information have to be added.
Enter an invoice number. This number must
be unique within your ASN account, less
than 15 characters long and will be selected
by you, the supplier.
Payment terms does not need to be filled,
because it will not be used by our accounts
payable department.
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4.4 PO Flip – Invoice Positions – Scenario 1 (Header)
Invoice positions were created automatically from POs. Price changes must be considered here.
Scenario 1 (tax and costs on header):When only one tax code is used in invoices
and taxable shipping costs are on header
level then you can bill these costs on header.
2 „Line Items“:Please check the prices and if necessary,
correct them.
It is possible to send partial invoices, that
means you can delete positions and / or
reduce the quantity.
But, don’t change the unit of measure.
And don‘t add additional items.
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4.5 PO Flip – Invoice Positions – Scenario 1 (Header)
Tax values can be predefined by supplier and selected which reduces errors.
Scenario 1 (tax and costs on header):
Step 3 „Shipping and Tax“:
• Enter the shipping amount.
• Click on „Create Tax“ and select the
predefined tax code. The taxable amount is
taken from order position.
• Please add the shipping costs to the
taxable amount.
Please be aware that you need to configure
the tax rates first.
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4.5 PO Flip – Invoice Positions – Scenario 2 (Line)
Invoice positions were created automatically from purchase orders. Price changes must be considered here.
Scenario 2 (tax and costs on line):Should be used when different tax codes are
mentioned in invoices and taxable shipping
costs are on line level.
2 „Line Items“:
• Activate tax and costs on line level.
• Enter the shipping amount.
• Click on „Create Tax“. The taxable amount
is taken from order position. Select tax
code.
• Click on „Create Tax“ again. The same line
appears again. Change the amount to
shipping amount, select category „Other“,
add „Shipping“ in the 2nd column.
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4.6 PO Flip – Invoice Overview
In the review check all invoice information before submitting.
It is important to review the created invoice
carefully, because it is not possible to cancel
it after submitting.
Most effective way of proving the invoice is
to check the Invoice Summary.
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1. Introduction
2. Steps to Participate
3. Registration and Configuration
4. Generate Invoices using PO Flip
5. Check Invoice Status and Reporting on ASN
6. Go Live
29th of October, 2007 27
5.1 Check Invoice Status
To see, whether the invoice could be processed or was rejected, you need to check the invoice status
Whether an order is invoiced can be seen in
the supplier‘s ASN Inbox (see left).
The invoice status can be reviewed within
the supplier’s Outbox (see below).
The invoice status will be updated once
Roche has processed the invoice.
If your invoice is rejected it should be
corrected and resubmitted using a different
invoice number.
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5.2 Invoice History
To see, whether the invoice could be processed or was rejected, you need to check the invoice history
Invoice status and history can be viewed on
the “History” tab of an invoice.
When an invoice was rejected, please check
here to find the reasons for the rejection.
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5.3 Reporting on ASN
To compare the orders sent via ASN and the invoices created on ASN, it is possible to create a report.
To create a report:
• Click on „Create”
• Fill in a title and
• Select a report type
• „Run“
• „Download“ the report results
It is possible to create customer based
reports.
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1. Introduction
2. Steps to Participate
3. Registration and Configuration
4. Generate Invoices using PO Flip
5. Check Invoice Status and Reporting on ASN
6. Go Live
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6.1 Final Step: Go Live!
Once the invoices are successfully reconciled, Roche will contact your account administrator with a Go Live date
• Use your productive ASN Account to receive orders and send invoices. Please do not use
your test account as these transactions are not considered live orders.
• Paper orders should not be fulfilled.
• Paper invoices will not be paid by Roche, they are only necessary for legal reasons.
After your company is certified for production:
SupportQuestions regarding your Ariba Supplier Account should be directed to:
Specific invoicing questions should be directed to the Roche Accounts Payable Team
Questions regarding the set up process can be directed to:
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