Ariba Network
Service Order Processing Guide
© 2018 SAP Ariba. All rights reserved. v3.0
Introduction
The purpose of this document is to provide the information suppliers need to effectively transact with Hindustan Zinc Limited via the Ariba Network. This document provides
step by step instructions, procedures and hints to facilitate a smooth flow of procurement between Hindustan Zinc Limited and supplier.
Inbox – Orders and Releases
The Orders and Releases
category displays a summary of
all the purchase orders sent
from buyers.
Note (N): The columns can be
sorted into alphabetical (A-Z or Z-A)
or numerical (0–9 or 9–0) order by The Ver. Is the version number of The Amount Invoiced
clicking on the column heading. the order. 1 = the original order, 2 = is the total amount
changed order and so on invoiced to date
The Order
Number is the
buyers Purchase The Actions
Order Number The Order Status is
dropdown allows
the current status of
document
the order, e.g. New,
creation without
Confirmed, Invoiced
opening the order
© 2018 SAP Ariba. All rights reserved. 3
Table-Order Fulfillment Status Levels
Status Level Definition
Unconfirmed Initial State. The supplier has not updated the order status
Supplier Canceled The supplier has cancelled the order and nothing will be shipped. A cancelled order cannot be updated further
Obsoleted A Purchase Order has been changed and the previous Purchase Order has been cancelled
Rejected The supplier has rejected the entire Purchase Order
Confirmed The supplier has confirmed that the good on the Purchase Order requested can either be fully or partially delivered
Backordered The supplier has backordered all line items and will ship when they are available
Replaced The supplier replaced all items in the Purchase Order with different items
Shipped The supplier has shipped the goods
New An new Purchase Order has been received
Changed A Purchase Order with a change has been received
Partially (confirmed or shipped) Only part of the items requested have been either confirmed or shipped
© 2018 SAP Ariba. All rights reserved. 4
Routing Status
The routing status identifies the journey of documents (order confirmation, ship notices & invoices) through the Ariba Network.
Status Level Definition
Queued The Ariba Network has received the order but no further action has been taken
Sent Ariba Network sent the order
Acknowledged The order has been received via the Ariba Network
Paid The Invoice has been paid
Failed There has been a problem routing the order
Rejected The document sent via the Ariba Network has been rejected. A rejected document does not meet
the Buyer Transaction Rules
© 2018 SAP Ariba. All rights reserved. 5
Unit of Measure
The Units of Measure (UOM) provide suppliers with the information about the required materials or Services requested by Hindustan Zinc Limited. When entering or
selecting a UOM, it must be Upper Case (capitals), for example, hours must be HRS not hrs. See the list of the Hindustan Zin c Limited authorised UOM’s.
Code Name
1I Fixed Rate
A9 Rate
DAY Day
EA Each
HUR Hour
IE Person
LH Labour Hour
MIN Minute
MON Month
OT Overtime hour
RH Running or operating hour
© 2018 SAP Ariba. All rights reserved. 6
Service Order
• The Service Order (PO) is the source document for the order and all subsequent documents are created from the PO.
• A PO is a commercial document issued by a buyer to a seller, indicating types, quantities, and agreed prices for products or services the seller will provide to the buyer.
Receiving an Order from your buyer constitutes an offer to buy products or services.
• Any field with an * is a mandatory field and a value is required to be entered
Open the Purchase Order
1. Click Inbox tab on the
Home page. The Orders
and Releases page is
displayed.
2. Click the Order Number to
open the order. The
Purchase Order details page
will be displayed.
© 2018 SAP Ariba. All rights reserved. 8
View Service Purchase Order Details
The Service Purchase Order
Header displays the:
1) Service Purchase Order
Number
2) Order History tab
3) Purchase Order Status
(Status will change as the
order is actioned)
4) Routing Status
5) Payment Terms
6) Comments
7) Contact Information
8) Ship To, Bill To and
Deliver To details.
3. Scroll down to Line Items
section
© 2018 SAP Ariba. All rights reserved. 9
View Purchase Order Details – Line Item Level
9) Click Details or Show Item
Details to see further Line
Level details.
10) Click Done to return to the
Inbox.
© 2018 SAP Ariba. All rights reserved. 10
Order History
Use Order History to identify:
1) Who created a document
2) The date and time stamps of
the various processes that
have affected a document
3) Line Item level information
© 2018 SAP Ariba. All rights reserved. 11
Order Confirmation
• When a new order is received into Ariba, you will be required to create an Order Confirmation
• There are 3 types of Order Confirmation; a Confirmation can be created to either confirm, update or reject the order:
1) Confirm Entire Order: used to confirm all line item details of the order.
2) Update Line Item: please use Confirm Entire Order or Reject Entire Order. Not Applicable for HZL
3) Reject Entire Order: used to reject the order if it cannot be fulfilled. Not Applicable for HZL
Begin the Confirm Entire Order
1. Click Inbox tab on the
Home page. The Orders
and Releases page is
displayed.
2. Click the Order Number to
open the order. The
Purchase Order details
page is displayed. View the
Purchase Order.
3. Click Create Order
Confirmation. The drop
down displays:
• Confirm Entire
Order
• Update Line Items:
Not Applicable for
HZL
• Reject Entire Order:
Not Applicable for
HZL
4. Select Confirm Entire
Order. The Confirming PO
page is displayed.
© 2018 SAP Ariba. All rights reserved. 13
Order Confirmation – Confirm Entire Order - Header Level
Only fields that are marked with
an asterisk are mandatory.
However, there are other fields
like:
1) Confirmation # – any
alpha-numeric reference
number you choose to
provide Hindustan Zinc
Limited.
2) Supplier Reference can
be entered if necessary.
3) Comments can be
entered if necessary.
4) Scroll down to the Line
Items section and view
the line items.
5. Click Next.
© 2018 SAP Ariba. All rights reserved. 14
Finalise the Order Confirmation
6. Review the Order
Confirmation.
7. Click Submit. The Purchase
Order details page will be
displayed.
8. Order Status has changed to
Confirmed.
Change Purchase Order
If you see any discrepancy in the
purchase order, contact HZL
and request for a change PO.
The purchase order status will
change to Changed and all the
edits on the PO will be
highlighted in brown.
© 2018 SAP Ariba. All rights reserved. 15
Create Invoice
Once a service has been carried out the invoicing process can be done
Step 1: Receive and confirm Service Order
Step 2: Provide service
Step 3: Create hard copy of the Invoice
Step 4: Create Invoice on the Ariba Network (advised to create on the same day)
Step 5: Service Sheet is auto generated.
Service Sheets are auto generated.
Begin Invoicing
1. On the Purchase Order
details page, click Create
Invoice.
2. Select Standard Invoice. The
Create Invoice page will be
displayed.
© 2018 SAP Ariba. All rights reserved. 17
Invoicing cont.
3. Enter the Invoice number
(any alpha-numeric
reference number of your
choice). It can be the invoice
number that you use in your
system.
4. Confirm or enter the Invoice
Date.
5. By default the Deduction
BY HZL for early payment
field will be selected as No.
If you select Yes, then
payment will be released
immediately after deducting
If the invoice is backdated
18%.
beyond 180 days then the taxes
will not be paid out.
Invoice Date
You can backdate the invoice,
but it is recommended to create
the invoice on the same day that
you create the hard copy of the
invoice in your system.
.
© 2018 SAP Ariba. All rights reserved. 18
Invoicing cont.
6. Enter the Service Start
Date and Service End
Date.
7. Attachments are mandatory.
Click Add to Header and
select Attachments
8. Attach any supporting
documents pertaining to this
invoice by browsing for the
file and clicking Add
Attachment. Scroll down to
Line Items.
You should attach the scanned
copy of the original invoice (hard
copy) that you have created
using your own system. You can
also attach any proof of the
service provided like an approved
attendance sheet.
© 2018 SAP Ariba. All rights reserved. 19
Invoicing cont.
9. You can edit the Quantity.
10. Click Update to update the
Subtotal.
11. Click Next.
© 2018 SAP Ariba. All rights reserved. 20
Invoicing cont.
12. Review the information.
13. Click Submit.
14. Click Exit.
The purchase order status will
now change to Invoiced or
Partially Invoiced.
Related Documents
All documents submitted by you
like the order confirmation and
the invoice including the auto-
generated service sheet will be
attached to the purchase order
and you can view it on the
Purchase Order details page.
.
© 2018 SAP Ariba. All rights reserved. 21
Support
Support Type Description
Types of Support available:
1. User Community
Help Centre
2. Ask questions or view documentation
For all your support needs
3. Email/Live Chat
4. Request a call back
1. On the Home page
Supplier Information Portal 2. Click Company Settings
(Location of Training Guide/s and Video/s) 3. Click Customer Relationships
4. Click Supplier Information Portal
