bp SAP Business Network (formerly known as the Ariba Network)

Supplier On-Boarding Pack

May 2023
 Welcome to bp
At bp we are committed to establishing transparent, ‘fit-for-purpose’ and
reliable trading relationships with our Suppliers.

Prior to trading with bp it is important that you reach-out to your

nominated Procurement or Business representative to ensure that you
understand our preferred channels of trade and your obligations as a
Supplier.

The following pack provides information on the on-boarding and

enablement of third-party Suppliers of goods and services for the bp
Business globally. This includes supporting information on SAP Business
Network (formerly known as the Ariba Network), expectations when
transacting with bp and other related resources to support Suppliers.
In this pack you will find information on:
You’ve been selected as a bp Supplier. What Now? Slide 4

SAP Business Network (formerly known as the Ariba Network) for Suppliers

Slide 5-8
• What is SAP Business Network Network, benefits and features,
mobility, account types and fees

SAP Business Network registration and account set-up process Slide 9-11

What steps do I need to carry-out after I have registered? Slide 12-14

Who do I contact for SAP Business Network support? Slide 15-16

Frequently asked questions Slide 17-22

Appendix Slide 23
 You’ve been selected as a bp Supplier – What Now?

Provide your Receive bp Sign bp Rep will raise the

Are you new No
Company Ts and Cs Docusign to bp as a Purchase Order
details to via agreement. Supplier?
your bp Rep Docusign
Yes

You will receive PO

If New, submit counterparty via bp’s e-Invoicing
bp Rep will notify you
due diligence forms as System (e.g. SAP
upon approval.
requested by bp Rep Business Network
Network)

bp Rep will advise the links Visit bp

Set up your online Accept e- Confirm first
to the online training Supplier
access and select your invoicing Ts PO and
materials for PO/Invoice Support Portals
account type where and Cs. begin
Process including how to use for further
applicable. invoicing bp.
the e-invoicing system. information.
 SAP Business Network for Suppliers
The SAP Business Network is a web-based marketplace for Suppliers to interact with
Customers for the exchange of transaction based documentation related to the supply of
goods and/or services.

What does this mean for our Suppliers?

• All Suppliers will need to register for a Standard account on the SAP Business
Network account following the receipt of an order attached to an Interactive Email.
a. We recommend if you are new to SAP Business Network to select the “Free”
Standard account type.
b. If you are an existing SAP Business Network Account holder, you can add bp
to your existing account. Please note, if you add bp PO’s to an existing
Enterprise account you will attract fees from SAP. Review SAP’s fee structure
here.
• Once registered on the SAP Business Network Suppliers must:
o For materials and services: Submit an Order Confirmation to acknowledge
acceptance of the Order
o For services: Submit a Service Entry Sheet to bp for verification and approval
following the completion and acceptance of Services performed
o For materials and services: Submit an Invoice electronically via the SAP
Business Network referencing the corresponding Order number and an
approved Service Entry Sheet (for Services).

For more information on the SAP Business Network,

please visit: SAP Business 5Network for Suppliers Page.
 SAP Business Network benefits and features

Benefits of using the SAP Business Network to transact with your customers:

• Free for all basic transactions (‘Standard’ account enabled Suppliers only)
• Ability to create and submit all documents electronically with multiple
Customers
• Improved Invoice accuracy ensures Suppliers are paid on-time
• Increase business with existing and future Customers using SAP Business
Network Discovery features
• Promote your company to other Customers on the SAP Business Network
• Email notifications and real-time status updates keep Suppliers informed of
where a transactional document is in the processing and payment lifecycle
• Electronic Invoices can be downloaded for local archiving
• Enjoy a single, unified user experience using one account for Order management
and processing
• It’s all accessible on your mobile device via the Mobile app.

Note: Suppliers can also unlock additional features by upgrading to an ‘Enterprise’ account,
however **fees apply**. Please click here to read more about the fee structure.

6
 SAP Business Network Mobile Application
Via the Mobile App, Suppliers can:
receive notifications, receive status
updates, monitor Order and Invoice
activity, ‘Confirm’ Orders, view
basic reports, update your company
profile, create standard PO or non-
PO invoices, create credit memos,
line-item credit memos, and line-
item debit memos.

Click here to review more about the

SAP Supplier Mobile App.

The Mobile App can be

downloaded directly from iTunes
or Google Play or via the tile on
the Home page of the SAP
Business Network.

7
 SAP Business Network account types

There are two types of SAP Business Network accounts for Suppliers:

Standard Enterprise
• Ability to transact with bp, and collaborate on • Supplier paid subscription which is subject to
all basic document types; Orders, Order FEES
Confirmations, Service Entry Sheets, Invoices
and Credit memos • Provides the ability for Suppliers to manage
their own Catalogues
• Receive Invoice Status notifications in real-
time and view scheduled payment dates • Invoices are archived online for the life of the
account
• Access is always initiated via an Interactive
Email attached to the Order • Dedicated live-chat, phone and email support
included from SAP Support Directly
• Access can be provided to multiple users in
the Supplier organisation • Enables back-end Integration with a Suppliers
ERP system
• Mobile-enabled and it offers unlimited
transactions for FREE • Enhanced reporting capabilities

• Support for Standard account holders is

provided by bp’s Self-Help Portal.

For more information on the various SAP Business Network account types,
please visit: SAP Business Network for Suppliers webpage.

8
 AN registration and account set-up process
The registration process for an SAP Business Network ‘Standard’ account is initiated
when the Supplier receives an Interactive Email containing an Order from bp*.

Click here to learn how to perform the registration process or attend one of our live webinars.

Below is an example of the interactive email:

*Note: Your invitation to join SAP Business Network will come from the email address: [email protected].
It is possible that this email could land in your spam folder, so please be sure to check that regularly. To ensure you receive all
important communications from SAP Business Network, we recommend you consider whitelisting the “@ansmtp.ariba.com”
domain. The Interactive Email is the entry point into the ‘Standard’ account for all transactional activity.

10
 SAP Business Network registration and account
set-up process
Overview of the account registration and set-up process for a ‘Standard’ account:
Input the req.
Interactive Email Click ‘Register Click ‘Create Order
information,
received Click ‘Process Now’ to register Confirmation’ to
accept terms of
containing first Order’ for a ‘Standard’ acknowledge
use and click
Order from bp account acceptance
‘Register’

Important:

• bp will only send Orders to a single email address (typically a centrally administered email
account) which can be accessed by multiple people internally
• Additional users can be added to the SAP Business Network account to process transactional
documents which is maintained under ‘Account Administration’
• It is the Supplier’s responsibility to inform bp of any changes to the primary Interactive
Email address. Changes are to be requested via the bp Supplier Help Desk which can be
accessed via the bp supplier portal* (https://supplierportal.bp.com).
*Registration required to access the portal.
• It is important that all Interactive Emails are stored in a dedicated folder for bp. If an
Interactive Email is inadvertently deleted or is lost, please contact [email protected]
to re-output the Order or review the training materials to learn how you can perform this
yourself.
• If you are considering upgrading to an Enterprise account, please review the fee
structure on SAP Accounts and Pricing Page before doing so as you will incur **fees**
from this account type.
11
 What steps do I need to carry-out after I have
registered on the Network?
Once a Supplier is ‘ready to transact’ via the SAP Business Network account, we
recommend spending some time setting-up your account profile including additional
users and notifications.
 What steps do I need to carry-out after I have
registered on the Network?
There are multiple sources of self-help information available on the SAP Business Network:

SAP Business Network Supplier Learning Site- contains SAP’s generic FAQ’s, videos,
tutorials and self-help functional reference guides on the SAP Business Network. Please select
your local language to start.

Supplier Support Materials on bp.com - contains bp-specific add-on guides, expectations of

Suppliers and invoicing instructions both in document and video formats. When you visit this
site, please select the segment and location that applies to your supplier agreement with bp
(e.g., 48/30 Series POs for Castrol, 43 Series POs for P&O Global, etc.) to review more specific
guidance.

bp Supplier Portal - this interactive portal (registration required) provides suppliers the
ability to check their invoice statuses, update their company information, view upcoming
webinar/training schedules and raise a support ticket for assistance. The portal also offers a
live chat feature to allow real-time interactions with our help desk. Please note, this portal will
be evolving over time to offer more interactive content, so please check back frequently.

Webinars for bp suppliers - As part of bp journey in delivering our aim towards net zero
ambition, we need to ensure our contractors and suppliers are getting the knowledge they
require to deliver those aim together with us. Therefore, we have planned several webinars
that we think could be useful for you. Please complete this registration form if you are
interested to attend those webinars.
 What steps do I need to carry-out after
I have registered on the Network?
Take ownership! The SAP Business Network is designed to hand-over control for the
processing of transactional documents to you, the Supplier.

Once a Supplier has provided a ‘service ‘ to bp (in accordance with the agreed
contractual terms), it is important that they submit a Service Entry Sheet as soon as
possible for approval to enable the creation of an Invoice and ensure timely payment.

Note: All transactional activity is carried-out in the SAP Business Network.

14
 Who do I contact for Support at bp?
For all level one functional support on the SAP Business Network or queries related
to bp’s purchasing and payment process, please access the bp Support Team:

bp Supplier Support Portal (Live Chat and support requests) – Please use the
portal for all queries.

Email: [email protected] - If you are new to supplying to bp and have

not yet had a paid invoice to register on the portal, you may use this email
address as a way to receive support.

bp LVL. 1 Hours of Operation:

Help Desk The LVL 1. Help Desk is available for support between the hours of:

12AM – 7:30PM GMT (Daylight Savings)

11PM – 6:30PM GMT (no Daylight Savings)

Response times:
The LVL. 1 Support Team is committed to an initial response within 48 hours or less
(Monday - Friday excl. public holidays) of receipt of an incident or service request.

Please Note: Response times will vary based on the type of incident/service requested.

15
 Who do I contact for SAP Business Network
support at SAP?
The SAP Business Network Support Centre, run by SAP (formerly known as the
Ariba Network), provides the following support to Suppliers:

Technical support for all Suppliers (‘Standard’ and ‘Enterprise’ account holders)
including support for:
• issues accessing SAP Business Network
• technical errors on SES or Invoice
• password resets
• script errors.
Dedicated functional support and training on the SAP Business Network is provided
SAP only to ‘Enterprise’ account holders.
Support
Centre To contact the SAP Help Desk, please submit a
customer support request via the Help Centre in
the SAP Business Network.

1. On the portal homepage (no login required),

please click the button to Open the help panel.
2. Click the button and walk
through the steps to log a request for help via
email or phone from SAP.

16
 Frequently asked questions

I have not received an Order from bp, what should I do?

Please contact the bp representative, with whom a Supplier has contracted work, to confirm if an
Order has been created.
Can more than one person access the SAP Business Network ‘Standard’ account within our
organisation?
Yes, additional users can be added to the SAP Business Network by going to Company Settings >
Users followed by ‘Create’.
What are examples of notifications that I will receive within the SAP Business Network under a
‘Standard’ account?
Examples of notifications include; receipt of new and unconfirmed Order reminders, Service
Entry Sheet status changes, Invoice rejection notifications and status changes, payment
remittance, etc.

Can notifications be sent to multiple people within our organisation?

Yes, notifications can be sent to three email addresses which is administered under Company
Settings > Notifications, then click the General Tab, Network Tab or Discovery Tab and
select which notifications you wish to enable or disable.

17
 Frequently asked questions

Is the Mobile App available for ‘Standard’ account Suppliers?

Yes, it is highly recommended as new functionality will be rolled out in future to enhance the
current options in the App.

Does tax need to be added to the Service Entry Sheets that are being submitted?

NO. Service Entry Sheets should be submitted exclusive of Tax. If a Supplier has accidently
submitted an SES with Tax, please contact the bp Requestor immediately requesting that they
reject it.

What happens if a Supplier submits a Service Entry Sheet with Tax and it is approved?

Contact your bp Requestor immediately who can reject an SES after it has been approved. Once
the rejection is received, resubmit the SES. If you cannot get in touch with your approver, please
raise a support ticket to: [email protected].

If a Supplier supplies goods to bp, who performs the goods receipt in this instance?

A goods receipt is performed internally by the bp Requestor only after the requested goods
have been successfully received.

18
 Frequently asked questions
How does bp want Service Entry Sheets to be submitted?

It is important to note:

a) if there is a Contract or Catalogue in-place with defined rates for services, bp expects
Suppliers to select those line items from the Contract and enter the actual quantity of
services performed based on the applicable Unit of Measure.

b) if there is no published Contract in place with line item information, please provide a
full breakdown of those services (free text entry) including any supporting evidence for
those ad-hoc charges and submit them to bp for approval.

Please ensure that a detailed description for each line item has been populated. Also
ensure to specify the applicable Unit of Measure (UOM) or the system will error.

19
 Frequently asked questions
Does a Supplier need to include Tax when creating an Invoice?

If the goods and/or services are taxable under local tax legislation, Tax must be applied to the Invoice line(s).
Note that the system accommodates if there is a need to add different tax rates per line item.

If the Invoice contains multiple line items and some are Tax-exempt, what should be done?

Suppliers should utilise the ‘Comments’ field to explain:

a) which of the line items are not subject to Tax
b) or why they are not subject to Tax.

This information is important to allow our Accounts Payable team to match the respective line items in an
efficient manner and pay the invoices on time.

Where is remittance information located in the portal or will it be emailed?

A notification will be generated via email to the recipients noted under the Suppliers Company Settings in
the SAP Business Network. This notification will contain a link to the respective remittance advice that can
be viewed within the SAP Business Network. The remittance can also be viewed when you login to your
paid invoice from the notification email. A ‘remittance’ tab will be visible with all payment information.

20
 Frequently asked questions
How do I know when my Invoice is going to be paid (Self Calculation)?

The date that you submit your invoice (not SES) is the date that the system will start the clock on
your payment terms. Simply add that date + Payment terms = Date Paid (Mon-Fri).

Example: Invoice submitted on 1 January + 30 day Payment Terms = payment on the 31st of
January (or first business
day following this date.)

How do I know when my Invoice is going to be paid – (Notifications and Scheduled Payment Tab) ?

If your notifications are set up, once your invoice has been approved in SAP Business Network, you
will receive an email notifying you that it’s been approved. Shortly thereafter (if your notifications
are set up) you will also receive an email “Notice of new payment plan”. This email will advise
that the invoice has been scheduled for payment.

You can view this information on the email itself as well as click the “View payment plan” button
to go directly to the information hosted in the scheduled payment tab in your portal.

21
 Frequently asked questions

How to update a Supplier’s Tax information so that it automatically outputs on all Invoices?

A Supplier’s Tax registration details can be administered from within the Company profile which
is accessible under Company Settings > Company Profile. From here, select the Business Tab.
Fill in the Tax Information section.

How does a Supplier access their SAP Business Network ‘Standard’ account?

A Supplier must access their ‘Standard’ account from the Interactive Email containing the original
Order from bp.

22
Appendix
 Additional information and resources
SAP Supplier Mobile App

For more information on the SAP Business Network Supplier Mobile App and
step-by-step instructions for enabling it, please visit the SAP Mobile page here.

Additional information on the SAP Business Network

For information on the features of the SAP Business Network and to access other
resources to get started, please visit the SAP Business Network for Suppliers page
here.

Enterprise Account fee structure

If a Supplier is considering upgrading to an Enterprise account, please make

ensure to review the terms and conditions and **fee structure** very carefully.
Only then, contact SAP Support for guidance or visit the SAP Network for
Suppliers Accounts and Pricing page here.

24
 What are our expectations of Suppliers?

As a Supplier to bp, please ensure that you are committed to and act in
accordance with bp’s Code of Conduct:

• Compliance with laws

• Health, Safety and the Environment
• Bribery and corruption, money laundering, conflicts of interests and anti-
competitive conduct
• International trade law
• Human rights and modern slavery
• Protecting confidential information
• Non-discrimination, grievance processes and freedom of association
• Ethics and Compliance
• Speak Up

Note: For more information, please visit the bp Supplier Expectations site here.

25