SAP Business Network

Training Guide
Last update August 2024

Goods & Services plus Request for Quote

Contents
Link your Ariba account to BHP from an Interactive Email Order 2

Create confirmation 7

Create Ship Notice 9

Invoicing 14

Create Credit Memo 22

Request for Quote Guide 24

Support 26
BHP Introduction to the SAP Business Network account

Introduction to the SAP Business Network account

BHP is transitioning to SAP Business Network (Ariba) to deliver an automated procurement system that enables
paperless transactions and removes process complexity.
Future procurement and accounts payable transactions with BHP will be conducted through the SAP Business
Network (Ariba). This system will bring about different levels of functionality such as real-time purchase order (PO)
delivery, use of online catalogues, and invoice automation. As a BHP supplier, you will also have access to
transact via similar functionalities.
SAP Business Network (Ariba) has two components :
• SAP Business Network: This is the solution you use for transacting: receiving orders and receipt notice,
submitting shipping notices, invoices, and entry sheets, etc.
• Ariba Discovery: Used to access quotes from suppliers. BHP use of this function with BHP suppliers is
free as the Request for Quote will always be directed to an individual supplier for current or potential
category item.

Account types
There are two types of Ariba account:
• Standard Account: this account allows the supplier to transact with BHP for free from the Workbench
of their SAP Business Network portal for Goods, Service and Blanket Orders. This account includes basic
functionalities, access to Ariba Discovery and customer support.
• Enterprise Account: this account is fee based and includes all the standard functionality plus access
to the Supply Chain Collaboration feature to transact special orders (Repair and Service Exchange orders).
Other functionalities such as reporting, access to Guided Buying e-commerce platform and priority
customer support are also provided.
Vendors can raise a request to BHP eBusiness team to register with an Enterprise account in SAP Business
Network.

For specific guides on Repair and Service Exchange Orders please go to the Supply Chain Collaboration section in
the Supplier Information Portal for BHP Suppliers.

To learn more about the differences between Standard and Enterprise Ariba Network Account, click here.
Suppliers opt for a free Standard account have the option to upgrade to an Enterprise account at any time, check
this link. Suppliers can also downgrade from an Enterprise to a Standard account (how to downgrade your
account).

Important: when transacting with BHP trough an Enterprise account your company may incur SAP Business
Network fees. Fees are borne by the suppliers and not BHP. BHP does not reimburse Ariba fees to the suppliers.
Please visit the SAP Business Network Subscriptions and Pricing link.

Receive Sign up for Configure Transact with

interactive email Standard account, accept BHP using
from BHP Account terms and Standard
register Account
Show me Show me Show me Show me

1
BHP Introduction to the SAP Business Network account

Link your Ariba account to BHP from an Interactive Email Order

I. Click the Process Order button in the email
(IEPO)

First PO emails are sent to the email address

maintained by the Supplier in GCMS profile→
Profile data → General data → Generic Email .

The first Interactive Electronic PO will allow you

to create a new Account or connect an existing
account to BHP, the Standard On-Demand
Training Video (minute 2.14→4.34) explains this
in detail.

II. Select account

Once you click on the Process Order button, you

will be asked to either use an existing account or
create a new account. New account selection will
require you to create the details of your company
account and will use your contact details as the
Administrator of the account.

III. Review other accounts with a similar name

Select the Review option to see if there is already an

account for your company. SAP Business Network
(Ariba) will assist you by showing any similar account
names and allowing you to contact the administrator to
ask for access.

Important: if you link with an Enterprise account your

company may incur SAP Business Network fees.
Fees are borne by the suppliers and not BHP. BHP
does not reimburse Ariba fees to the suppliers.

IV. Complete the Company Details

Complete all mandatory fields. Accept Terms of Use and click on Register the account.

V. Welcome to SAP Business Network

You should receive a welcome email and this will ask you to continue to complete your Company profile,
create user accounts and set up notifications so others in your company will receive new PO emails or
other documents. You may at any time upgrade to Enterprise Account.

Note BHP requires you to complete the TAX ID & VAT ID fields. Tax ID
is the business registration number. For Australian vendors: use the TAX ID
number with the prefix AU (no spaces) in the VAT ID field.

2
BHP Set up your Account

Set up your Account

I. Click on your initials icon on the top right corner > Settings and
click Users. Unless the Administrator creates Users then only the
original email address can transact.

II. Click on Users and scroll to Manage Users.

o Click on Create User and enter the persons Username and

Email Address, First Name and Last Name.

o In Role Assignment select the Role or Create a new role you

need. Click Done.

o Repeat this process for all people (max. of 5) who you want to
assign to this new role.

III. Create Email Notification

o In SAP Business Network (Ariba)

all emails are sent to the
ADMINISTRATOR unless this is
changed.

o Homepage-> Click on Settings -

>Go to Notifications

o Tick box. You can type in other

company email addresses and
this will ensure they are also sent
a copy of all new notifications.
Then Save.

Complete email address for each of the

following Notifications:

● Service Sheet: Service Sheet

Failure & Service Sheet Status
Change

● Electronic Invoice Routing:

Invoice Failure, Invoice Status
Change & Invoice Created Automatically

● Ship Notice: Ship Notice Failure, Ship Notice Declined & Ship Notice Accepted with Changes

● Settlement: Payment Remittance & Payment Remittance Status Updates

3
BHP Set up your Account

Set up your dashboard

Once you login to SAP Business Network (Ariba) you will see the dashboard providing a basic overview of your
account and orders. BHP recommend that you make these customisations in your Workbench to assist you
transact.

a) To ensure all orders are confirmed before invoice create a

customised tile BHP to Confirm for all new & changed
orders for BHP. Click on New Orders generic tile then click
the Edit Filter in the Workbench below. A set of available
fields appears below. Select all field changes then Apply.
Create a new name for this tile and save it.
b) If needed create different customised tiles based on the
generic tile Orders to apply for different BHP Purchasing
orgs.
o Click on tile you want to change then click the Edit Filter in the Workbench below. A set of available
fields appears below. Select all field changes then Apply. Create a new name for this tile.
o Suggested tile filters:
▪ Date range: now available to select 7days to 365 days range
▪ Purchasing Organisation: BHP codes for the local asset you supply such as CC20 is BMA &
FF10 is Iron Ore.
c) Add tiles for Rejected Invoices, Service Sheets, Invoice Pending Approval and Scheduled Payments. To
add new tiles click Customise above the tile bar then use the to add and to remove tile click on the tile
and then select the to remove them from your list. You can change the list at any time.

4
BHP Managing the Purchase Order

Managing the Purchase Order

Purchase Order e-mail IEPO
You will receive an Interactive Electronic Purchase Order IEPO if you have configured your Ariba e-mail
notifications. Click on the Process order button at the bottom of the message to login to your Standard Account.

You can also access your BHP Purchase Orders from the Workbench tiles in your Ariba portal.

Note: If you mislay an email you can login and send a copy of the PO to your email address.

Attached to each email is an

HTML copy of the order

Process order button allows you to

access your Ariba account and
transact on this purchase order

Review the Purchase Order

As shown you can view a number of things about your order just from the list of purchase orders provided in SAP
Business Network (Ariba).

A. Click on the Process Order button on the interactive email for the nominated Purchase Order or find the
order in the Workbench of your SAP Business Network portal

B. You can:
o Print – To print all order details
o Download PDF – To save a copy of the PO to
your computer
o Resend – To reprocess POs with a failed status that were not sent properly to your email
C. Before creating an Order
Confirmation login to SAP Business
Network (Ariba) and check the BHP
to Confirm tile (or the generic New
Orders & Change Orders tiles). Check if there has been a more recent version of the PO before
commencing any other document.
If there is a newer version of the PO then click to see the Workbench area and select each order that
needs to be confirmed. Go to Actions against each order and select Confirm Entire Order, Reject Entire
Order or Update Line Items to update the item quantity, price, delivery date, part number, etc when
applicable.

5
BHP Managing the Purchase Order

D. The Order Status appears at the top of the PO under the number. Possible order statues are:

• New – New order or the initial state of the order

• Changed – Order has been replaced by this subsequent order or cancelled
• Confirmed – All quantities have been confirmed. Only confirmed orders can be invoiced.
• Shipped – All quantities has been shipped
• Invoiced – All ordered has been invoiced
• Obsoleted- Order has been replaced with newer version
• Failed – SAP Business Network (Ariba) Network experienced a problem routing order to your
account. - PO failure can be due to several reasons, check this link to determine why the PO has
failed. Once the cause of the failure is resolved, refer to this link to resend the failed PO.

E. Check all the other details in the PO including:

• BHP asset name and address
• Your company details
• BHP Purchasing contact –
person to contact for PO changes
• Transport information
• Payment terms – as agreed with
you
• Ship To information
• Line Items information
• Tax – BHP sends all taxes as
VAT
• Total Order Value
F. The Order Details also showed the Line Items details which includes:

• Line items number

• Part/Description
• Order Type
• Quantity
• Need By(Delivery date)
• Price
• Subtotal / Tax

6
BHP Managing the Purchase Order

G. To view additional information at the Line Item Level, click Details. Details include:

• Status- Closed/Obsolete cannot

be invoiced
• Control Keys – Specified on the
PO from BHP it will note if order confirmations and ship notices (ASNs) are allowed or not allowed for
the PO item and also the invoice type.
o ‘Is ERS’ means you signed with BHP for Evaluated Receipt Settlement for this BHP asset
where BHP creates an invoice from the details of the goods or services approved. You still
need to confirm the PO, and create a Service Entry Sheet SES or just send the goods. BHP
issues the ERS invoice and you will receive a copy by email and in Ariba.
• Tax Rate / Schedule Line / Other Information / Incoterms Information

Change Orders
BHP may issue Change Orders and you can view these in the Change Order tile plus you will receive a notification
of the change order as an email.

Click on the Change Order tile and you can Send a Copy Email if you misplace the original. On the Purchase
Order it will show:

• The Order Status display as Changed. The original order is marked with an Obsolete status

• Line Item Level- The changed fields are highlighted for example Total $192,000 $205,000

• Confirm the Change Order even if you had confirmed a previous version. Then proceed to create
Ship Notice/ Service Entry Sheet or invoice.

Delete Order
BHP may delete an order (whenever required). These orders are marked
as Cancelled. If you believe an order was cancelled in error, please reach
out to your BHP Purchasing Representative, or raise a case to the
Purchasing team (contact details are provided at the end of this guide).

Create confirmation
From Purchase Order view, click the Create Order Confirmation drop-down menu and select either:

• Confirm entire order – to confirm the

order at the header level

• Update line items – to confirm or make

modification at the line item level

• Reject entire order – to reject the order at

the header level

7
BHP Managing the Purchase Order

This displays the Order Confirmation Header. Enter all necessary information (all fields marked with an asterisk*).
Then click Next.

• Review the order confirmation details.

• Enter a Confirmation Number. Choose

any identifier such as an internal
company order number.

• Update the Quantity/Unit field where

you are unable to comply such as where
the order is 210 items but they may be
packaged in lots of 50 so it is better to
send 200 (4x50)

• Click Submit if you have reviewed the

order confirmation or click Previous if
you require to amend the order
confirmation details.

• Your Order status will change to

Confirmed

• Depending on your configuration for Ariba notifications you may receive

an email to confirm that the Order Confirmation has been submitted to
BHP
• Please note that if you add any changes when submitting the order
confirmation (such as changing the delivery date or adding comments)
the current version of the Purchase Order will be obsoleted and you will
receive a new version to confirm when the changes have been approved
by BHP.

Purchase Order Type

You will see “Order Type” which will determine whether you are receiving a Goods or Service order in the
IEPO email or from the Purchase Order in your SAP Business Network portal. Select from these options to
process your order

Go To Goods Transactions
Go To Service Entry Sheet
Note: BHP can send subcontracting orders, for
specific guides on Repair and Service Exchange
Orders please go to the Supply Chain
Collaboration section in the Supplier
Information Portal for BHP Suppliers.

8
BHP Goods Transactions

Goods Transactions
Process Workflow: Goods
BHP expects all Goods Transactions will follow the process displayed below. documents you must complete are:

• Order Confirmation - Mandatory

• Ship Notice – Optional except for

automatic receipting items.

o Automatic receipting for goods

below USD1,000 or equivalent local
currency value per line item only
applies to goods delivered to BHP
Corporate Offices in all regions
except for Minerals Americas

• Invoice - Mandatory except were

PO ‘is ERS’
o Evaluated Receipt Settlement ERS
based on the approved goods
receipt GRN sent from by BHP or
approved SES. A copy ERS invoice is received into SAP Business Network (Ariba).)

Create Ship Notice

Click on Create Ship Notice and complete details. Fill up all the information required then click Next. All asterisked
items are mandatory to complete.

o Review and confirm your Ship Notice. Then click Submit

o After submitting the Ship Notice (ASN), the

Purchase Order Status updates to Shipped.

Go To Goods Invoicing

9
BHP Services Transactions

Services Transactions
Process Workflow: Services
BHP expects all Services Transactions will follow
the process displayed below.

• Order Confirmation - Mandatory

• Service Entry - Mandatory

• Invoice - Mandatory except where PO ‘is

ERS’ or where ‘Invoicing not allowed’
applies.
o Evaluated Receipt Settlement ERS based on
the approved SES. A copy ERS invoice is
received by your SAP Business Network
(Ariba) account.

o ‘Invoice not allowed’- vendor creates invoice

outside Ariba e.g. vendor in Chile.

Planned vs. Unplanned Services

BHP will normally issue Planned service orders
where the type of service and value are displayed
as Child lines (line 10.10).

On limited occasions, service purchase orders may

not include child lines but have a $value that is
limited. These are called unplanned service
orders where the type of service will be determined
at the time of completion.

Create Unplanned Line – Invoice or Service Sheet

A. Select the parent line (line 10/20/30) to be used. Click Next.

B. To add Child Lines Click

Add/Update.

C. Select Add Unplanned Item. Enter

the details of the service that was
provided :
• Description,
• Quantity
• Unit of Measure / Unit Price.
D. Select the line for inclusion in the
invoice or Service Sheet.

10
BHP Create Service Sheet

Create Service Sheet

Click on the Process Order button in
the Purchase Order email you received
and see if Create Service Sheet button
is allowed.

A. Create Service Sheet Not allowed

• This indicates that you do NOT need to create a separate Service Sheet. When you create an invoice, SAP
Business Network (Ariba) will automatically create the service sheet for you. SAP Business Network (Ariba)
will hold the invoice pending the BHP approval of the service sheet and then will automatically send the
invoice.

B. Create Service Sheet allowed

• You are require to create Service Sheet if you are an ERS vendor where invoicing is not required (this can
be seen on you Purchase order). Once you have submitted your Service Sheet, BHP will approve and auto
generate invoice on your behalf.

• If you do not need to invoice this is also indicated in the line item section of the purchase order.

A. 1-Step Invoice & Service Entry Sheet

I. If the Create Service Entry Sheet tab is unavailable the vendor can instead create the invoice combined
with an SES in a single process.

II. Select the Create Invoice tab. You will

received a Warning message notifying on
this process. You can close this message.

III. It is compulsory for you to add an attachment to

support the service sheet. This attachment will
be the supporting document for the approver in
BHP. The attachment should be one of the
following:

• Signed job card

• Signed time sheet
• Signed proof that the service was rendered
• A signed copy invoice

IV. Click on Add to Header and go to

Attachment.

V. Click Browse, choose the file and click

Add Attachment

11
BHP Create Service Sheet

VI. Once the SES is approved, you will receive an email notification that an invoice has been auto created
and sent on your behalf. Then you will receive another notification notifying that the invoice has been
approved by BHP.

VII. Activate the Service Sheet tile on the Overview to

see the status of the listed items on the Workbench
view.

VIII. Finally you will receive a payment plan email

which will provide you with the payment due
date for the invoice.

You can also use the Scheduled Payment tile

in the Overview to see this information
summarized across all invoices.

B. Service Entry Sheet Required

Generally a separate Service Entry Sheet is required where ‘Is ERS’ or ‘Invoice not allowed’ applies and if this
PO had the SES and Invoice created as 2-steps process previously.

I. Check the Orders tile then select the order from the Workbench view where an SES is needed then go to
Actions and Send me an Email.

I. Use the email Process Order button to

action the Create Service Sheet and
complete the details.

II. Complete all information marked with an asterisk. Must include Service Start and End Dates, an
attachment documenting delivery of services (job card etc.), selection of line items related to the services
claimed and amending the quantity claimed.

12
BHP Create Service Sheet

Important: For partial claims please update the amount that you would like to claim by amending the quantity field. Do not
create invoice with more than 3 decimal places. If the quantity in Ariba is not sufficient for the invoice value, please reach
out to purchasing officer to swap the qty and price in PO service line (contact details are provided at the end of this
guide).

II. When complete, Click Next.

III. Check and confirm the service sheet information. Once done click on Submit.

To complete the Invoice refer to Invoice Services

13
BHP Goods Invoices

Invoicing

Goods Invoices
Do not invoice goods unless you have received a Goods Receipt Notification GRN from BHP. This confirms
the goods were received and accepted.

A. Create Invoice Tab greyed out

Where the Create Invoice tab is not available, it means that this order ‘is ERS’ or ‘Invoicing not allowed’.

o Evaluated Receipt Settlement (ERS) where BHP will create an invoice based on the approved Goods
Receipt. Suppliers who have agreed to this process DO NOT create invoices for some or all the BHP
assets they supply. BHP will create an invoice and send a copy to your SAP Business Network (Ariba)
account with the scheduled payment details.

B. Create Invoice

• Go to the most recent Purchase Order email and click Process Order. If uncertain if this is the most
recent version then check the Orders tile then select the order where an invoice is needed then go to
Actions and Send me an Email.

• Click Create Invoice tab. Select

Standard Invoice from dropdown
menu.

• Complete all asterisked fields.

Confirmation or other documents can be included using the Add to Header

• At the Line Items, fill up all the necessary information for the invoice. If the green toggle is visible, the
line item is included on Invoice. If the grey toggle is visible, the line item is excluded from the invoice.

• Important: For partial invoices please update the amount that you would like to claim by amending the
quantity field. Do not create invoice with more than 3 decimal places. If the quantity in Ariba is not
sufficient for the invoice value, please reach out to purchasing officer to swap the qty and price in PO
service line (contact details are provided at the end of this guide).

14
BHP Goods Invoices

• Confirm the accuracy of the invoice and then click on Submit

Review & Submit

• Confirm the accuracy of the invoice and then click on Submit

• Your account will show that the invoice has been submitted. Your Purchase Order will change a status
to Invoiced.

• You will received an email notification on the invoice submission. You will be able to see the copy of
the invoice at the Detail tab once you click on the View Invoice. Your Invoice status will be Sent.

• You will receive a further notification when the invoice status is Approved. Click on View Invoice.

15
BHP Goods Invoices

• Click on View Invoice ( image below) to see:

o Detail – Standard Invoice information, Shipping Information and Tax Summary

o Schedule Payments – Payment due date for the invoice

o History – History of the invoice

• Then you will receive the Payment Status Notification. This notification will provide the schedule payment
date, Invoice number and Invoice amount. Click View Payment Plan

• You can also use the Scheduled Payment tile in the Overview to see this information summarized across
all invoices.

16
BHP Invoice Services

Invoice Services
A. Create Invoice

• Go to Purchase Order email and click Process Order. If uncertain if this is the most recent version
then check the Orders tile then select the order where an invoice is needed then go to Actions and
Send me an Email.

• Click Create Invoice tab. Select PO Invoice from dropdown menu. Complete all asterisked fields.
Confirmation or other documents can be included using the Add to Header

• At the Line Items, fill up all the necessary information for the invoice. If the green toggle is visible, the
line item is included on Invoice. If the grey toggle is visible, the line item is excluded from the invoice.

17
BHP Invoice Services

Tax Editable (Only for suppliers from the US)

For US Supplier, you are able to edit the tax percentage in order to follow the country tax requirements.
During the creation of invoice, you will be able to change the Rate (%) field with necessary tax rate. Once
the rate has been edited, click on Update and click Next.

Note: By clicking on the Reset Tax from PO, it will auto use the tax rate that has been maintained in the
purchase order

Rejected Invoices - Review & Submit

• Create the Rejected Invoices tile for your Overview. It will provide a quick view of any documents that
have not been approved and need editing.

• Click on Rejected Invoices tile and review the invoices. Select the invoice that needs action and
select Send me a Copy.

• In the Invoice email, click Edit Invoice button. Review the rejection reasons shown. Make the required
changes, including changing the document reference number for example by adding a suffix after the
original number ‘_A ‘ then Submit.

• Confirm the accuracy of the invoice and then click

on Submit

• Your account will show that the invoice has been

submitted. Your Purchase Order will change a
status to Invoiced and you will receive an email. You will be able to see the copy of the invoice at the
Detail tab once you click on the View Invoice. Your Invoice status will be Sent.

• You will

receive a further notification when the invoice status is Approved. Click on View Invoice.

18
BHP Invoice Services

• Click on View Invoice to see:

o Detail – Standard Invoice information, Shipping Information and Tax Summary

o Schedule Payments – Payment due date for the invoice

o History – History of the invoice

• Then you will receive the Payment Status Notification. This notification will provide the schedule payment
date, Invoice number and Invoice amount. Click View Payment Plan

19
BHP Invoice Services

20
BHP Invoice Details

Invoice Details
Once the invoice has been approved, you will be able to see in SAP Business Network (Ariba) from the View
Invoice button on the email notification:

• Detail – Standard Invoice information, Shipping Information and Tax Summary

• Schedule Payments – Payment due date for the invoice
• History – History of the invoice

21
BHP Credit invoice created in SAP Business Network

Create Credit Memo

Credit invoice created in SAP Business Network
• To create a credit memo against a PO that has previously been invoiced, navigate to the order e-mail you
received. Click on Create Invoice, and then Create Line-Item Credit Memo. Note: Please do not create
partial credit memo for service order, create a credit for the full amount that was claimed and submit a new
claim.

• Select the invoice that relates to the Credit Memo. Then click on Create Line Item Credit Memo

• Fill up all the necessary details for credit note. Then click Next to confirm. Note: Please make sure that you
attach the original Credit Note from your account system to the Credit Note submitted

22
BHP Credit ERS Invoice created in BHP system

• Once you have confirmed on the credit note details, click on Submit

• You will then receive the Credit Note submission notification. You may view the Credit Note by clicking
View Invoice

Credit ERS Invoice created in BHP system

A. Services PO:

• Supplier will need to raise an online payment query form via Service Entry Sheet · BHP Billiton
Case Management, selects ‘Delete’ for Type of SES and fills in all relevant information. SES
number can be found in Ariba under SES History tab.

• Once the form is submitted, the BHP SES team will receive a case via their CRM queue and will
revoke and delete the SES. SAP system then auto-generates the credit document and should send
a copy of the credit to SAP Business Network (Ariba).

B. Goods PO:

• Supplier contacts the relevant BHP Purchasing Officer who will liaise with the BHP Warehouse to
reverse the goods receipt in the SAP system.

• Once goods receipt is reversed, SAP system then auto-generates the credit document and should
send a copy of the credit to SAP Business Network (Ariba).

Note that in each case the reversal will cause Change PO to be issued with the reversed amount showing
as available. Vendor must confirm this PO before completing the new transaction.

23
BHP RFQ in Ariba Discovery

Request for Quote Guide

RFQ in Ariba Discovery
1. What is a RFQ?
BHP have commenced a process that will ask suppliers to provide updated prices to items they currently supply to
BHP or where they may be able to become a supplier of a new item to BHP. The Request for Quote is not a
guarantee of an order. However, over time this will be the preferred way that BHP will connect with suppliers on
providing pricing that can be used for new orders.

2. Create account users able to respond to RFQ

Only the ADMINISTRATOR for your SAP Business Network (Ariba) account can create new Users. Refer to this
article from SAP Ariba Support portal.

A. CREATE ROLE SAP Business Network

(Ariba) Homepage-> Click on Company
Settings -> Click on Users. The Accounts
Settings screen is displayed
o Scroll to Role -> Create Role.
o Provide a Name for the Role such as RFQ
Team.
o Under Permissions tick the permission
“Proposal & Contract Access”. This will
allow an SAP Business Network (Ariba)
User assigned this role to respond to any
RFQ requests from BHP. Now click on Save

B. ADD USERS Return to Company Settings. Click on Users and scroll to Manage Users.
o Click on Create User and enter the persons Username and Email Address, First Name and Last Name.
o In Role Assignment select the Role Name you created earlier Click Done.
o Repeat this process for all people (max. of 5) who you want to be assigned this new role.

C. CREATE EMAIL NOTIFICATION

o In SAP Business Network (Ariba) the emails all are sent by BHP to the ADMINISTRATOR.
o SAP Business Network (Ariba) Homepage-> Click on Company Settings ->Go to Notifications
o Under Collaboration Requests add the user emails for users provided the new Role Proposal & Contract
Access you created. They will automatically receive emailed RFQ invitations from BHP.

D. BHP Response Time: BHP requires you to respond within 48hours to an RFQ. After 48 hours, the request
will automatically close and you will be unable to access through the email.
24
BHP RFQ in Ariba Discovery

3. Emailed Request for Quote invitation

Each RFQ will commence with receiving an email invitation. Any user
who has access to SAP Business Network (Ariba) AND has the role
assigned as shown can click on the
link provided.
• Click the link on the email
• Select Login to SAP Business
Network (Ariba) and use your login
details (username & password) to
access your account – this is SAP
Business Network (Ariba)
Discovery.

IMPORTANT NOTE: If you respond in SAP Business Network (Ariba) Discovery to Requests for Quote from
any other source than BHP you may incur fees.

4. Create Quote
• In SAP Business Network (Ariba) Discovery a screen to Provide your Quote should appear.
• You must complete all fields with an asterisk* Price ; Quantity; Lead Time are required. Update the
VPN field if the requested Part number for direct replacement is not available
• All other fields are optional.
• Attachment: Add an Attachment if you want to provide technical specifications or catalogue information.

• Click Submit to send quote

25
BHP Support contacts

Support
Help online
The SAP Business Network (Ariba) Help Center will provide
assistance while using your SAP Business Network (Ariba)
Standard Account:

• Click the Help Center link at the bottom

of your interactive email

• When logged into your Standard

account, click the Help (?) icon in the
upper right corner to expand the panel
and gain access to relevant help topics

o Help topics are based on current

transaction page
o Documentation- generic information
regarding how to complete a
transaction.
o Support –users online help only

o Support-> BHP Specific: Click on the BHP Icon. It directs you to the BHP Supplier Material Portal /
Spanish BHP Portal De Información De Proveedores. BHP Supplier Material Portal with an Add-On
document specific for BHP, requirements for transactions and contact email addresses etc.
• The SAP Business Network (Ariba) Standard Portal provides links to help topics and guidance specially
aimed at standard account users.
BHP Reference documents.
A series of videos and easy to use guides are available in:
• Transacting with BHP website (including ADA Chatbot which is able to provide information on how
to submit your claims)
• English BHP Supplier Material Portal (including Ariba Administration Guide, FAQs, RFQ specific
guides, guide for subcontracting orders)
• Spanish BHP Portal De Información De Proveedores.

Support contacts

A. Follow the steps in this link to raise a case with the SAP Business Network (Ariba) team.
B. For general questions about your current relationship with BHP and transition of purchase orders to the
Ariba network:
o For queries related to Ariba system issues, please submit an eBusiness case through
https://case.bhpbilliton.com/en-US/BHP-Vendor-eBusiness/
o You should submit PO update requests submitting an Order Confirmation from your Ariba portal.
Need help with purchase orders, invoices, payment status and service entry sheet related queries?
Contact us through https://case.bhpbilliton.com/en-US/BHPB-Vendor-PaymentService/
o For queries on Sourcing, RFQ or Negotiations, please contact the Purchasing Group email stated
on your purchase order or your BHP Representative
o For questions regarding changes in your company details or company ownership contact BHP
Vendor Master team https://case.bhpbilliton.com/en-US/BHPB-Vendor-VendorMaster/
C. Questions about SAP Business Network account registration issues should be logged using the link for
your region: Australian & SE Asian BHP Supplier or USA, Canada & UK BHP Supplier or Chile &
South America BHP Supplier and the SAP Business Network (Ariba) team will respond as soon as
possible. Issues include finalizing the creation of an account, numerous existing SAP Business Network
(Ariba) accounts, cannot access an existing account, etc.
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