Standard Ariba Trading Account –

Supplier Guide
Table of Contents

First time log in and registration……………………………………………………………………………………………………………………………….3

Forgot your User name or password…………………………………………………………………………………………………………………………7
VAT registered supplier to complete VAT number as follows on you profile……………………………………………………………10
Resubmit email to Supplier……………………………………………………………………………………………………………………………………..14
Process order Confirmation in Ariba……………………………………………………………………………………………………………………….16
Process Ship Notice in Ariba……………………………………………………………………………………………………………………………………19
Process an Invoice against a PO in Ariba………………………………………………………………………………………………………………….21
Process a credit Memo against a PO Invoice in Ariba………………………………………………………………………………………………25

AS the full enterprise account has been disabled you need to log onto the emailed notification in order to create a
new account. Proceed through the steps starting on page 3

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First time log in and registration

A purchase order will be generated for goods/services. This purchase order will be routed to the supplier via email
address provided on the (SPQ) Supplier Profile Questionnaire.

Supplier opens email received and clicks on “PROCESS ORDER”

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The Sign up screen will now open
Click on “SIGN UP”

The registration screen will now open

All mandatory fields marked with a star * must be completed to register as a light account supplier.

Please remember the username and password selected. If the password is forgotten please follow instructions on
page 7 on how to reset you password.

Please also do not forget to read the “Terms of use” and “SAP Ariba Privacy statement” and select that you have done
this.

Now click “REGISTER”

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As soon as registration is completed an email will be sent from Ariba confirming the registration.

The “Primary business role of company” screen will open

Select the appropriate option and click on “CONTINUE TO THE ARIBA NETWORK”

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Registration to the Ariba network Standard account has now been successfully completed.
The default to the Ariba Network Account is in the Inbox.

 New purchase orders received

 Orders that need your attentions
 Orders to confirm
 Orders to ship
 Orders to invoice
 Invoice rejected
 Invoices pending approval
 Invoices Pending Payment

Select the appropriate document type.

Please note you can only see the last 50 documents processed any given time.
It is important to keep the original order email received from Nedbank should you need to action confirmation, the
order, ship notices, invoices or credit notes. Should you have lost the email please check page 14 on how to get this
order sent to you again.

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Forgot your User name or password
If you have forgotten your password go to the Ariba log on screen
Click on “HAVING TROUBLE LOGGING IN?”

Select the appropriate option

Fill in your email address and click on “SUBMIT”

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The following message will appear confirming that the details have been sent to your email address

Go to your emails you will receive a reset information mail

Click on the link provided

The following screen will open for you to reset you password
Then click “SUBMIT”

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Your password has now been reset and you can log in now
Should you still experience any difficulties please contact Ariba on https://uex.ariba.com/auc/support-center?
a_fenb=is&collapsed_by_user=isInSituCollapsed%3Afalse%7CwindowWidth%3A0%7CwindowHeight
%3A0&appUrl=https%3A//service.ariba.com/Supplier.aw/front&ctxtTags=Misc%3ARegister%2Cpage%3Aariba/
network/service/common/suapplication/SUPHome%2Capp%3Aariba.network.service.apps.supplier.Application
%2CdomainObject%3AAccount%2Cactivity
%3ALogin&user_search_status=1&a_src_page=front&a_src_area=&a_lang=en to assist

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VAT registered supplier to complete VAT number as follows on you profile
Log onto Ariba

Go the top right corner and click on “COMPANY SETTINGS”

Then select “COMPANY PROFILE”

On the basic tab Complete the product and services you offer

To do this click on “BROWSE”

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In the selection screen

Select level 1 commodity, then level 2 and lastly level 3.

Click on the little “+” sign to add commodity to “MY SELECTION” field
Then click OK

You will now see your selection added

Complete the ship-to Service location

To do this click on “BROWSE”

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Select first location, then Country and then region.
Click on the little “+” sign to add region to “MY SELECTION” field
Then click OK

Your selection will now be added

Scroll back to the TOP and select Business

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Scroll to the TAX information section and complete all required fields marked with a star *

Then click “SAVE”

And information completed will be saved
Then click “CLOSE”

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Resubmit email to Supplier
If you cannot find the original email sent for a specific PO you can follow the following steps

Log onto Ariba

Go to the document and click on “ACTION” and select “SEND ME A COPY TO TAKE ACTION”

The following pop-up will appear select “RESEND”

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  An email will be sent
 Go to emails
 Open the mail and click on PROCESS ORDER to continue the process

Should you not be able to find the PO please contact the procurement team on [email protected]
to assist in resending the order to your email.

Process order Confirmation in Ariba

To confirm the order you will need to go back to the email received from Nedbank.

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All the detail of the order is visible on the mail received just scroll pass the terms and conditions at the bottom of the
email to see the line item details.

Now click on “PROCESS ORDER” to do the order confirmation

If you are already logged onto you Ariba account and you click on PROCESS ORDER the purchase order screen will
open. If you are not logged onto your account then the login screen will open, refer to page 7 and follow instructions
on how to log onto your account.

Click on “CREATE ORDER CONFIRMATION”

If you are able to fulfil the order Select “CONFIRM ENTIRE ORDER”

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You will now complete all the necessary confirmation detail.
Note that the “Est delivery date” is a mandatory field to complete. Once completed click “NEXT”

The order confirmation must now be reviewed if you are happy click on “SUBMIT”. If not click on “PREVIOUS” fix the
information click on “NEXT and then “SUBMIT”

You will notice that the status of the order has change from NEW to CONFIRMED

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If you are unable to fulfil the order Click on CREATE ORDER CONFIRMATION and then select “REJECT ORDER”

You will then complete the rejection reason and a comment and click on “REJECT ORDER”

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Process Ship Notice in Ariba
Once the goods are ready to be delivered a Ship Notice must be completed

Go back to the order email received from Nedbank and click on “PROCESS ORDER”

If you are already logged onto your Ariba account and you click on PROCESS ORDER the purchase order screen will
open. If you are not logged onto your account then the login screen will open, refer to page 7 and follow instructions
on how to log onto your account.

The order detail will now be visible

Click on “CREATE SHIP NOTICE”

The Create ship Notice screen will open complete all the mandatory field marked with a star * and click on “NEXT”

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The ship notice must now be reviewed if you are happy click on “SUBMIT”. If not click on “PREVIOUS” fix the
information click on “NEXT and then “SUBMIT”

You will now see that the orders status has changed to SHIPPED

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Process an Invoice against a PO in Ariba
Once the requestor receives the goods they will do a goods receipt in the system.
You would have received your delivery note back with the signature that the goods has been receipted, you can now
go ahead and invoice the goods.

To continue with the process go to the email you originally received from Nedbank for the order you want to invoice.

Now click on “PROCESS ORDER” to create the invoice

If you are already logged onto your Ariba account and you click on PROCESS ORDER the purchase order screen will
open. If you are not logged onto your account then the login screen will open, refer to page 7 and follow instructions
on how to log onto your account.

Click “CREATE INVOICE”

Select “STANDARD INVOICE”

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Complete the invoice number and service date for VAT purposes.

If you have completed your VAT number on you company profile then your VAT number will auto populate. If the field
is not populates please refer to page 10 on how to complete you VAT number on your profile.
If you are not a VAT registered supplier then this field will be blank.

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Now go to the line item detail you would like to invoice

1. In the TAX Category field select the correct VAT% that must be applied to the invoice.
2. Select the appropriate lines where the VAT is applicable to.
3. Click on ADD TO INCLUDED LINES.
4. You will now see the VAT percentage applied to the line item

Now select “NEXT”

You can now preview the invoice and ensure all is OK before submitting it to Nedbank. If there is any issues please
click on “PREVIOUS” fix the errror and click on “NEXT”
If all is correct on the invoice please click on “SUBMIT”

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You will receive confirmation via email that the invoice has been submitted

You will see order status updated to INVOICED

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Process a Credit Memo against a PO Invoice in Ariba

To create a credit note you would need to go to the email you originally received from Nedbank for the order you want
to invoice. If you cannot find the email please see page 14

Now click on “PROCESS ORDER” to create the credit note

If you are already logged onto your Ariba account and you click on PROCESS ORDER the purchase order screen will
open. If you are not logged onto your account then the login screen will open, refer to page 7 and follow instructions
on how to log onto your account.

Select “CREATE INVOICE”

Click on “LINE-ITEM CREDIT MEMO”

Select the invoice you want to process the credit note against
Then click “CREDIT LINE-ITEM CREDIT MEMO”

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