Ariba eInvoicing Guide [NON-PURCHASE ORDER (NON-PO)]

Last Update: November 20, 2017

This document is confidential and intended solely for the client to whom it is addressed. i

TABL E O F C O N TE N TS ARIBA EINVOICING GUIDE (NON-PURCHASE ORDER) ................................................................................................................................ 2

Accessing the System and Creating Your Password ............................................................................................................................... 2 Resetting Your Password ....................................................................................................................................................................... 4 Submitting a Non-Purchase Order (PO) Invoice ..................................................................................................................................... 6 Searching in the Ariba eInvoicing Portal ................................................................................................................................................ 8

This document is confidential and intended solely for the client to whom it is addressed. 2

AR IBA E IN VO I C IN G GUID E (N O N - P UR C HA SE O R D E R )

WELCOME TO THE ARIBA EINVOICING GUIDE (NON-PURCHASE ORDER).

This useful guide provides instructions for submitting invoices without a Non-Purchase Order (Non-PO) in

Booz Allen Hamilton’s Ariba eInvoicing Portal (https://einvoicing.bah.com). Please note that throughout the

process, an asterisk (*) denotes a required field.

Accessing the System and Creating Your Password

Follow these simple steps if you are a new Ariba eInvoicing Portal user:

• If you are a new user to the system, you will receive an Account Creation email with your Ariba eInvoicing Portal User Name and Temporary Password.

• Once you receive the Account Creation email with your user name and temporary password, go to the Password Center (https://extranetpass.bah.com/PasswordCenter).

• Enter the User Name provided in your Account Creation email.

• Enter your temporary Password provided in your Account Creation email.

• Click Log On.

• Once logged in, select the Enroll My Account link.

• Answer the Security Questions.

Figure: Sample Account Creation email

IMPORTANT: When entering your temporary password, the characters after “BoozAllenExtranet” must be lower case because the password is case sensitive.

Figure: The Enroll My Account link can be accessed from two locations

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• Click Next.

• Select the Change My Password link.

• Enter your Current Password, New Password and Confirm New Password.

• Click Change Password.

• Now you can log in to the Ariba eInvoicing system (https://einvoicing.bah.com) with your User Name and new Password.

Figure: Answer the Security Questions when enrolling your account

Figure: The Change My Password link can be accessed from two locations

Figure: Enter your password information

This document is confidential and intended solely for the client to whom it is addressed. 4

Resetting Your Password

Follow these simple steps to reset your password:

• Go to the Password Center (https://extranetpass.bah.com/PasswordCenter).

• Select the Forgot My Password link.

• The Reset My Password page opens.

• Enter your User Name.

• Click Next.

i) If you enrolled your account upon initial login, the system’s security questions appear:

(1) Answer the Security Questions.

(2) Click Next.

(3) Enter your Current Password, New Password and Confirm New Password.

(4) Click Change Password.

Figure: The Forgot My Password link can be accessed from two locations

Figure: Enter your User Name

TIP: Enter the Security Question answers you provided when you initially enrolled in the system.

Figure: Answer the Security Questions

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ii) If you did not enroll your account upon initial login, you will receive the message below. If you receive this message, please contact the Booz Allen Hamilton Help Desk to have your password reset by calling 1-877-927-8278 (toll free from within the US) or 1-866-552-3869 (outside the US).

Figure: If you have not enrolled your account, you will receive this message when attempting to reset your password

This document is confidential and intended solely for the client to whom it is addressed. 6

Submitting a Non-Purchase Order (PO) Invoice

Follow these simple steps to submit a Non-PO invoice in Booz Allen Hamilton’s Ariba eInvoicing Portal:

• Log in to the Ariba eInvoicing system (https://einvoicing.bah.com) with the User Name and Password.

• Click Login.

• Under Common Actions select Supplier Invoice eForm.

• Complete fields (no Purchase Order):

i) Enter *Invoice Number no longer than seven alphanumeric characters, and no special characters (*, -, &, @, /), etc., and no blanks.

ii) If this is a *Credit Memo, select Yes. Otherwise, leave as No.

iii) Search and select Approver.

(1) Search for the name of the Booz Allen Hamilton employee who placed the order.

iv) Select Tax Type.

v) Select Tax State.

vi) Enter Tax Amount.

Figure: Accessing the Supplier Invoice eForm

Figure: Choose Approver

Figure: Login

TIP: When searching for an employee name it should be last name, first name. For example, Smith, J.

IMPORTANT: You must always select Tax State.

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vii) Enter Shipping (Delivery) Amount if applicable.

viii) Scroll to Distribution Lines.

(1) Click Add to add invoice lines.

(2) Complete data fields:

(a) Qty, Unit cost, Charge # (if known), Description.

(b) Use Copy if adding additional lines where most of the data is the same, and edit only the necessary data fields, i.e., Unit Cost and Description.

• Click Next at the bottom of the page.

• Click Submit.

• If there are no errors, the system will confirm your invoice has been submitted. You will also have the ability to Print a copy of your request, View the status of your request, create the same type of request, or return to Home Page.

• Click View to see the status of your request.

• Click the Summary tab.

TIP: The invoice amount is an aggregate of Tax, Shipping and Distribution Lines.

Figure: Successful invoice submission confirmation

Figure: Distribution Lines

Figure: Invoice lines

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Searching in the Ariba eInvoicing Portal

Follow these simple steps to search for status/payment information in the Ariba eInvoicing Portal:

• In the Search box, leave the fields blank, but click Search to view all.

• Click the underlined invoice number to open the document.

• Navigate within the invoice to check the status.

Figure: Search function

Figure: Invoice numbers

TIP: If there is a Voucher Number and Voucher Date, the invoice was processed and payment will be issued per net terms.

About Booz Allen Booz Allen Hamilton has been at the forefront of strategy and technology for more than 100 years. Today, the firm provides management and technology consulting and engineering services to leading Fortune 500 corporations, governments, and not-for-profits across the globe. Booz Allen partners with public and private sector clients to solve their most difficult challenges through a combination of consulting, analytics, mission operations, technology, systems delivery, cybersecurity, engineering, and innovation expertise. With international headquarters in McLean, Virginia, the firm employs more than 22,600 people globally and had revenue of $5.41 billion for the 12 months ended March 31, 2016. To learn more, visit BoozAllen.com. (NYSE: BAH)

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