How can we help?

The process flow via SAP Ariba has the following steps:

1. You receive a purchase order from us.
2. You send us an order confirmation.
3. If the goods can be shipped, you send us an advanced shipment notification.
4. Then you can invoice us for the shipped goods.

If necessary, you will receive order change notifications from us during the process. To those you must respond with an order confirmation.

• Log in to your SAP Ariba account.
• Select the question mark (?) > The help menu opens.
• Select the button for the help topics.
• If you click on "Support", you will be redirected to the SAP Ariba Help Center.

You may have to log in there again with your Ariba data.

Here you will find topics related to SAP Ariba, a learning platform, and articles on all problem reports on the portal.

• Go to the "Contact" tab.
• Write your question in the search box.
• If the answer is not sufficient, you can go to "Create case" (orange text).
• There you can describe your problem and contact SAP Ariba directly.

You can recognize this in the Workbench if the forwarding status of the document is “failed”.
The document has not been forwarded to Brückner Maschinenbau.

By clicking on the blue document number, you get into the document and can see the error message.

Compare the error message with the entries in the menu item “Error Messages” and you will receive instructions for a solution.

The Workbench is your workspace in SAP Ariba. There you can all orders in their different statuses (OC, ASN, IN).

Here you can find instructions for the configuration of your workbench.

Ariba documents are documents, which are submitted via Ariba.
These include orders, order confirmations, advance shipping notices and invoices.
All documents related to an order can be found in the order under “Related documents”.

There you can find all documents associated with the purchase order.

You can also search for documents using the search filter in the workbench.

When a document has been submitted successfully, the forwarding status is set to “Acknowledged”.

You can check this in the workbench or directly in the document itself.

If the forwarding status is “Failed”, the transmission was not successful.

In this case, check which error message is displayed (“Where can I see if a document as an error?”).

You can check this in the order status.

You can see the order status in the workbench or the purchase order.

There are five different order statuses in SAP Ariba.

For more information, go to question “What order status are there in Ariba?”.

In SAP Ariba there are multiple ways to search for documents
Following we present you two ways.

The first option is to use the search bar on the home page:

1. Select the document type
2. Select customer
3. Select „Exact Match“
4. Enter the exact document number you are searching for

Another way is to use the Workbench:

Select the corresponding Workbench tile for the document type you are looking for.
Enter the document number at “Edit Filter” and select “Exact Match”.
After “Apply” the document will be displayed in the table below.

This type of change is not a change to the order details.

If the order status switches to “Changed”, but you cannot see any changes in the item details, it is a request for an Order Confirmation or Delivery Date.

You can check this in the purchasing document under “Type of external document”.

For more information, please refer to the topic “What types of order changes are there?”.

Order Changes can be submitted in two ways:

OPTION 1: Confirm Entire Order

If you want to confirm the order 1:1 and all items have the same delivery date, use this option.

1. Confirmation Number:        Enter OC Number
2. Expected Delivery Date:     Two options
   • confirm the date given by Brückner Maschinenbau (Date „Required on“)
   • confirm another Delivery Date
   • Attention: The date to be entered is the delivery date at the place of delivery. The shipping time must be added. For further information see “How do I calculate the Delivery Date?"
3. „Next“ > „Submit“

OPTION 2: Update Line Items

In case of deviation of price, quantity or order items with different delivery dates. This option can also be used to confirm subsequent price deviations or changed delivery dates for one or more items.

Confirmation Number:         Enter OC Number

1. „Confirm all“:   All items in the order will be confirmed according to the request (quantity, price, date). A blue dot appears. Afterwards, the data of individual order items can be adjusted. The advantage of this procedure is that not all items have to be confirmed individually. Only items that have deviating data.
   Attention: If you do not want to confirm one or more items in the order, do not use the button. Leave those items unchanged.
2. Confirm:        Item quantity
3. "Details“:
   1. Expected Delivery Date: Enter the Delivery Date requested by Brückner Maschinenbau („Needed on“) or a new Delivery Date
   2. Price per Unit: In case of a price deviation, enter the new price
   3. Remarks: In the event of a price discrepancy, enter the reason
   4. „OK“

Now the information appears under "Current order status" that the item has been confirmed but a change in price or date has been entered.

If a partial total has been entered in the field „Confirm“, Ariba displays the data with which the quantity was confirmed. The quantity that has not yet been confirmed is displayed in a separate entry.

At the end of the page go to “Next” and an overview (“Check Confirmation”) is displayed.Here all information (quantity, price, dates) is displayed again. Via “Submit” the Order Confirmation will be sent.

To create a partial Order Confirmation, select “Update items”.

Leave all items you do not want to confirm unchanged on “not confirmed”.

You can enter different delivery dates for items with more than one quantity.

Put only a partial total at “confirm” and enter the changed data via “details”.

Afterwards Ariba displays what quantity is confirmed with which data.

The quantity that hast not yet been confirmed is displayed in a separate entry.

The changes from your Order Confirmation must first be processed by Brückner Maschinenbau.

• You submit an Order Confirmation with a change on your part
• Brückner Maschinenbau hast to incorporate these changes into the order and then sends the adopted changes back to Ariba via an order change message.

Now you can also see the changes in Ariba and the order status switched to „changed“.

• The changes are completely applied in the systems, when you have sent back an order confirmation for these changes.

There are two ways to create a shipping notification.

Via the Workbench:

1. Workbench
2. Tile „Items to be shipped “
3. “Edit Filter”
4. Select “Exact Match“
5. Order Number: Enter the Order Number
6. “Apply”
7. Select the items for which a shipping notice should be created
8. “Create Ship Notice”

Alternatively, you can create a ship notice directly in the order document via „Create Ship Notice“.

1. Packing Slip ID: Your Delivery Note Number
2. Delivery Date: Incoming Delivery Date at the place of delivery
   Within national borders approx. 2 days from date of dispatch
   Cross-border approx. 4 days from date of dispatch
3. Number of Packages: Enter the number of packages that are ready for shipment

If you want to order the forwarding agency EBERL, follow the instructions provided at “How can I order the EBERL forwarding agency for the shipment?”.

In the section line items you can edit the selected items for the ship notice again.
Via “remove“ you can delete the item from the ship notice.
In the field “Shipping Quantity” you can create partial deliveries for an item.

Submit the Advanced Ship Notice via “Next” and “Submit”.

If you have an agreement with Brückner Maschinenbau that the EBERL forwarding agency will collect the goods from your factory at the expense of Brückner Maschinenbau, enter the following data in the Advanced Ship Notice:

In the ship Notice, under “Name of shipping company”, select the list entry “Eberl International Spedition GmbH & Co. KG”. In the field „Tracking Number“ enter „none“.

If you do not find a list entry with the forwarding agency EBERL, you can add it as described in “How do I configure the EBERL forwarding agency as a transport company?”.

In „Shipping Date“ enter on which days the goods are ready for collection.
For transport within the national borders, you can assume a 2-day shipping time. Cross-border it is 4 days.

If you assign the forwarding agency EBERL, enter the packing material, dimension and weight of the packages in the field “Reason for shipment”.
In “Notes” you can specify information such as pickup time or scope of delivery.

Then submit the Advanced Ship Notice as described in “How do I create an Advanced Ship Notice?”.

Create an Advanced Ship Notice” for any order.

In the section „Ship Notification Header”, go to “Name of Shipping Company” and choose “Manage Shipping Company”.

Create a new entry:

Now you can go to “Name of the Shipping Company” and select “Eberl Internationale Spedition GmbH & Co. KG”.

The entry „Eberl Internationale Sepdition GmbH  Co. KG” will appear in the list “Name of Shipping Company” in all future Advances Ship Notices.

You can cancel or continue the creation of the Advanced Ship Notice.

For partial Advanced Ship Notices via SAP Ariba, you can either include partial quantities of items in the ship notification (1) or register only certain items for shipping (2).

1. Shipping Quantity: Enter the shipping quantity
2. Remove: Items not to be shipped can be removed completely
3. “Next” > “Submit”

You can specify the removed partial quantities or items again in later Advance Ship Notifications.

Call up the Advanced Ship Notice document and click on “Edit”.

Now you can make changes and the resubmit the document via “Next” > “Submit”.

Access the Advanced Ship Notice document and click “cancel”.

Confirm with „Yes“.

After you have created the Advance Ship Notice and it as bee submitted successfully, the labels are available for download.

Got to the Advanced Ship Notice document and select “Download PDF” to download the labels.

There are two ways to create an invoice.

Via Workbench, go to the tile “Orders to be invoiced”. In the table click on the three dots (actions) and select “Standard Invoice”.

Alternatively, enter der Purchase Order click on “Create Invoice” and select “Standard Invoice”.

1. Invoice Number: Ener your invoice number
2. Invoice Date:  The Delivery Date (=date of service) must not be later than the invoice date
3. “Next” > “Submit”

For further information about additional/extra charges, taxes or similar, check the FAQs below.

To submit a partial invoice, proceed as for a normal invoice.

To exclude items from an invoice, deselect them in the item details using the “include” slider.

If you select the excluded items for a later invoice, be sure to exclude items that have already been invoiced.

If you only want to invoice a partial quantity of an item, adjust the quantity in the item line.

Create an invoice for any purchase order.

In the section „Taxes“ follow these instructions:

1. Select „Taxes at invoice header level“
2. Category: Open menu
3. Select the entry „Configure tax menu“

„Create“ and a new line is added to the configuration.

1. Tax Category: Select the needed tax category
2. Rate: Enter the tax rate in %
3. Tay Description: The entered description will be displayed in the category list (e.g. „sales taxable in Germany“)
4. "OK“

The newly created tax category is now displayed as an option in the tax category list in every invoice.

You can cancel or complete the invoice process.

When creating an invoice, additional costs can be added via “Include in invoice header” > “Costs”.

A new section „Discounts and surcharges“ is displayed.

1. Service Code: Select the appropriate service code
2. Costs: Choose between „amount“ or „rate“ and enter a value
   If you want to enter multiple additional costs, enter the total here and list the individual costs in the description. Also, enter „Order Cost“ as the service code.
3. Description: Fill in a compact list of the composition of the costs
4. „Add Taxes“ > a new section „Taxes“ appears

1. Category: Has to be analogous to the information in the header taxes
2. Rate (%) / Tax Amount: One of the two fields must be filled in
3. Delivery Date: Has to bit analogous to the information in the header taxes

Submit the invoice via „Next“ > „Submit“.

Down payments are not processed in SAP Ariba. Instead, the final invoice for the total order value is issued in SAP Ariba after the goods have been shipped.
In this invoice a note for the deducted down payment, indicating the amount and date of the down payment, must be included.

This way a note can be included in the invoice:
In the invoice via “Add to Header” > “Note”.
If the list entry “Note” is not available, the note field is already inserted in the invoice header.

Enter following sentence with the appropriate date in the “Notes” field in the section “Note”:
“Deposit xx% of the total value paid with invoice number xxxxxx of dd/mm/yyyy in the amount of EUR xxxxx (incl. xx% VAT EUR xxxx)”.

You can create price or quantity credit memos in two ways.

Via the Workbench:

1. Workbench
2. Tile „Invoice“
3. „Edit filter“
4. Enter invoice number
5. „Exact Match“
6. Apply
7. Open °°° drop-down menu and select „Create invoice correction at item level“

Alternatively, directly in the purchasing document via „Create invoice correction at item level“.

Enter the following data:

1. Type of invoice correction: Select „price adjustment“ or „quantity adjustment“
2. Invoice correction no.: Enter your internal credit note number

Make following changes in the header “Positions”:

1. Include: Move the slider for items receiving credit to green
2. Decrease price per unit of measure:
   Enter credit memo value preceded by „-„     OR
   Enter quantity adjustment preceded by „-„
3. „Next“ > „Submit“

There can be several reasons.
Often it is because the status on Ariba is not yet set to “Shipped”.

You cannot invoice an item when:

• It has not yet been registered for shipment
• An open order change has not been confirmed

Note that the entire order may not be on “Shipped”, but individual items also may not have been shipped.

So first check the status of the order.

You can check the status of individual items by clicking on “Details” in the item details in the purchasing document.

An overview opens where you can see the status of the item.

You can withdraw invoices in two ways.

Via Workbench:

1. Workbench
2. Tile „Invoices“
3. Edit filter
4. Enter invoice number
5. „Exact Match“
6. Apply
7. Open the  drop-down menu and select „Create invoice correction at item level“

Alternatively, directly in the purchasing document via „Create invoice correction at item level“.

Enter following data here:

1. “Quantity Adjustment”
2. Invoice Correction No.: „Korrektur_“ and your invoice number
3. „Next“ > „Submit“

First withdraw the entire invoice (“How can I withdraw an invoice?”) and then create a new invoice (“How do I create an invoice?”) with the addition:

1. Invoice Number: enter an invoice number with versioning
2. Invoice Date: the invoice date can be backdated
   Attention: In this case, the Delivery Date must also be dated to the invoice date!
3. “Next” > “Submit”

Name Abbreviation > Settings > Remittances

Under the heading „Transfer by ELV/CHECK” select the entry > “Edit”

The data can be maintained under the heading “Electronic Bank Transfer”.

Save the settings.

Name abbreviation > Settings > Forwarding of electronic purchase orders

Forwarding electronic purchase orders" tab > tab „General“

Under the sub-heading „Advanced profile settings and information” you can enter default annotations that will be subsequently mapped in each invoice header.

Save the settings.

Name abbreviation > Settings > Forwarding of electronic purchase orders

“Forwarding electronic purchase orders" tab

New orders

Check the following boxes and enter the corresponding e-mail address

Notifications

Check the following boxes and enter the corresponding e-mail address.

Forwarding electronic invoices" tab

Notifications

Check the following boxes and enter the corresponding e-mail address.

Save the settings.

To change the administrator, please log in to your administrator account.
Go to the "Manage users" tab via the name shortcut > Settings > Users

In the table there, find the entry that should become the new administrator.
Via "Actions" > select "Make administrator".

To create a new user, log in to your administrator account.
Name shortcut > Settings > User

To create a user, roles must be maintained.
If the table does not contain any entries, you can add new roles via "+".

Then go to the "Manage users" tab and create a new user via "+".

Maintain "Information about a user":

Via "Assign" you can select whether the user should be authorized for all customers or only for special customers (select customer).

The creation of a new user is completed with "Done".

In SAP Ariba, you can generate regular reports on purchase orders.

To do this, go to the "Reports" tab and select Reports.

Then you can open a new report via "Create".

There are two or more tax categories in the invoice header.

If you have not added additional taxes yourself, this also happens if you do not specify the taxes of additional costs correctly.
If you add a tax category for additional costs whose delivery date is different from the delivery date in the invoice header, Ariba moves this tax data to the invoice header.
Thus, the invoice has two tax dates in the invoice header.

Please go to "Edit" in the invoice document and perform the following steps:

• Remove the superfluous tax data from the header details.
• If you have maintained additional costs, add their tax data again and make sure to use the same delivery date as in the header data.
• Click on "Update" at the end (bottom right).

You can then resubmit the invoice by clicking “Next” and “Submit”.

You will see this message in the order document above the item overview.