Understanding the ASN Purchase Order - AT&T€¦ · Web view1 II. Registering on the Ariba Supplier...

Enterprise Purchasing Supplier Guide

A Supplement to the Ariba Supplier Network Transactions Guide

PROPRIETARY INFORMATION: 05/20/2023Not for use or disclosure outside the AT&T family of companies, except under written agreement.

© 2008 AT&T Intellectual Property. All rights reserved

(AT&T Supplement to the Ariba SN Transactions Guide)

TABLE OF CONTENTS

I. INTRODUCTION.................................................................................................................................1

II. REGISTERING ON THE ARIBA SUPPLIER NETWORK...........................................................2

III. LOG IN TO ARIBA SN.......................................................................................................................4

IV. UNDERSTANDING THE PURCHASE ORDER........................................................................9

SUMMARY LEVEL.......................................................................................................................................10Transportation Arrangements...............................................................................................................11

LINE ITEM DETAIL.....................................................................................................................................11CONTRACT (TERMS AND CONDITIONS) INFORMATION..............................................................................12

V. CREATE INVOICE...........................................................................................................................15

STEP 1: LOG INTO ARIBA SUPPLIER NETWORK (ARIBA SN).....................................................................15STEP 2: OPEN ACCOUNT INBOX.................................................................................................................15STEP 3: ACCESS THE PO TO BE INVOICED AGAINST..................................................................................15STEP 4: GENERATE AN INVOICE.................................................................................................................15

Step 4a: Complete Invoice Header Information...................................................................................19Step 4b: Complete Line Items (Price and Quantity):............................................................................23Step 4c: Complete Shipping and Tax Information................................................................................29

STEP 5: ISSUING A NEGATIVE INVOICE FOR CREDIT..................................................................................31STEP 6: REVIEW INVOICE...........................................................................................................................34

VI. UNDERSTANDING NOTIFICATIONS.....................................................................................37

VII. CREATE ORDER CONFIRMATION........................................................................................42

CREATE CONFIRMATION............................................................................................................................42CONFIRM ENTIRE ORDER...........................................................................................................................44UPDATE ORDER WITH DIFFERENT STATUS...............................................................................................46

VIII. CREATE SHIP NOTICE..............................................................................................................51

IX. Where to Find Help..........................................................................................................................55

i PROPRIETARY INFORMATION: 05/20/2023Not for use or disclosure outside the AT&T family of companies, except under written agreement.



I. INTRODUCTIONAT&T’s Enterprise Purchasing system will use the Ariba Supplier Network (Ariba SN) to communicate with suppliers via the Internet. This communication will include sending purchase orders to and receiving invoices from suppliers.

The Enterprise Purchasing system requires that AT&T suppliers be registered on the Ariba SN. The Ariba SN offers several ways of establishing electronic communication between AT&T and our suppliers, including Internet, email, fax, EDI, and cXML.

Through the Ariba SN the following communication path will exist: AT&T will place its purchase orders on a secure Ariba SN Internet site

that only you can access using a username and password that will be assigned to you by Ariba.

The purchase order will reference appropriate terms, conditions or associated contracts.

Upon receiving a purchase order (PO) from AT&T on the Ariba SN, you may access this same site to:

Submit your order confirmation Submit your ship notice Submit your invoice

In each case, data from the PO is used to pre-populate the document being submitted.

Alternatively, you may use Electronic Data Interface (EDI).

The instructions provided in this document have been created as a supplement to the standard Ariba instructions in order to assist suppliers with creating Invoices, Order Confirmations, and Ship Notices against AT&T Purchase Orders. (Note: The Ariba SN sample screen shots found throughout this document correspond to ASN Release 45.)

1 PROPRIETARY INFORMATION: 05/20/2023Not for use or disclosure outside the AT&T family of companies, except under written agreement.



II. REGISTERING ON THE ARIBA SUPPLIER NETWORK

This section outlines the Ariba Supplier Network (Ariba SN) registration process.

Step 1. AT&T suppliers are required to register on the Ariba SN to enable future PO and invoice transactions with AT&T. Please go to the Ariba SN web site and click on the “Register as New Supplier” hyperlink under the Login button. A registration wizard will walk you through the online registration process.Figure 1: Ariba SN Login (Register as a New Supplier)

Step 2. As soon as you have successfully completed registration in Ariba, please notify your AT&T representative and provide your assigned Ariba Network ID. Ariba will assign you a username and password to access your account in the future. Make sure your username and password are kept in a secure yet accessible place.

To view your Ariba Network ID (AN ID):1. Go to https://service.ariba.com/Supplier.aw2. Log onto site using the User Name and Password you created when registering3. Click on the HOME button4. The Ariba network ID will display under the Help and Logout links (upper right).

Step 3. AT&T will send a Customer Relationship invitation to you via the Ariba SN. This establishes an ecommerce relationship on the ASN between



https://service.ariba.com/Supplier.aw

https://service.ariba.com/Supplier.aw


your firm and AT&T. Once you approve this relationship, electronic ordering and invoicing can commence on the ASN between your firm and AT&T.Figure 2: Customer Relationships (Approve)




III.LOG IN TO ARIBA SNThis section summarizes the log in process.

Enter https://supplier.ariba.com in the browser address bar to open the Log In page of Ariba SN.

Next, enter your username and password provided by Ariba. Click the “Log In” button.

Figure 3: Ariba SN Log In

A Note About Your Ariba SN Username: The Ariba SN username is created during registration or by your Account Administrator. The Ariba SN username is used only to log into your Ariba SN Account. While the Ariba SN username must be in email address format, the Ariba SN as a means of communication does not use this email address. The email address is a username that is used for logon purposes only. More information and detailed instructions for username and password administration can be found on-line in the Ariba SN Supplier’s Guide. Help with Ariba access and password resets are available on Ariba by clicking on the “Forgot Your Password?” hyperlink or on the “Account Problems?” hyperlink located below the Log In button.

The first screen you will see after logging in is the Home Dashboard. This is where you can find out about any new features on Ariba SN, review your Account Inbox and Outbox, and complete administrative tasks.

The Ariba SN stores electronic documents, such as purchase orders and invoices, for online retrieval in an Account Inbox and Outbox. Each



https://supplier.ariba.com/


transaction is saved and sorted according to the Date on which Ariba SN received it.

The Inbox displays purchase orders (POs) and notifications The Outbox displays invoices, order confirmations, and ship notices

Copies of the POs sent to you through the Ariba SN will reside in your Ariba SN account Inbox so you can read them online. To create an invoice, you need to locate the Purchase Order to invoice against.

To reach your account Inbox from the Welcome screen, click on the Inbox tab.

Figure 4: Ariba SN Welcome Screen

A Note About the Inbox: Your company should train several people to log on and read purchase orders to insure that an absence will not cause delays. User accounts can be set up to enable several people to read purchase orders by your organization’s Account Administrator. Instructions on setting up User Accounts are available online in the Ariba SN Account Management Guide.




Upon clicking the Inbox, Ariba SN displays the current section of your Inbox, which will list all of your POs sent to your account. Use the Search Filters option to locate the PO required for billing. Searches are Case Sensitive!

* Enhanced Reporting tools are available on the Ariba SN (under the Reports tab) and can be used to generate PO and Invoice data. Reporting instructions can be found online in the Ariba SN Transactions Guide.

Figure 5: Ariba SN Account Inbox

Note: ◦ Purchase orders cannot be deleted from Ariba SN.

◦ Purchase Orders can be sorted by column name by clicking on the column name hyperlink (i.e. Date).

◦ A paper clip icon located to the right of the Order Number from the Inbox indicates that there is an attachment to the Purchase Order.

The following describes the purpose of each column in the Inbox view.




Table 1: Field Descriptions - Inbox

Column Name DescriptionOrder Number A unique purchase order number assigned by the

AT&T Enterprise Purchasing application.Customer Name of the Customer/Buyer who has selected you

as a supplier and created the Purchase Order.Amount Total purchase order amount.Date Date and time on which Ariba SN received the

purchase order. Status The status of the Purchase Order on the Ariba SN.

The Supplier may change the status through a Order Confirmation Notice, Shipping Notice, or Invoice. See table below.

Settlement The type of settlement available for each purchase order (i.e. invoice).

Balance How much money you have invoiced or charged against the purchase order.

Type Description of the type of purchase order. (New Order, Cancelled Order, Change Order)

Table 2: Purchase Order Status: levels and descriptionsStatus DescriptionNew Initial state. This is a new purchase order.Changed Existing purchase order has been canceled or

replaced (“obsoleted”) by this subsequent (changed) order.

Confirmed All sub-quantities are confirmed.Failed Ariba SN experienced a problem routing the order to

the supplier. Suppliers can resend failed orders.Shipped Final state. All sub-quantities are shipped. A line item

or sub-quantity that is shipped cannot be updated again.

Invoiced All ordered quantities have been invoiced.Partially Confirmed

Some of the ordered quantities have been confirmed.

Partially Shipped

Some of the ordered quantities have been shipped.

Partially Invoiced

Some of the ordered quantities have been invoiced.

Partially Rejected

Some of the ordered quantities have been rejected.

Obsoleted Purchase order that has been replaced by a subsequent (changed) order.




A Note about Navigation: The use of the Back button on your browser is not recommended while logged onto the Ariba SN. Make updates to the fields on this screen then click the Update button to save changes or click the Cancel button to return to the Line Item screen without changes saved.




IV. UNDERSTANDING THE PURCHASE ORDERThis section outlines the Purchase Order received on the Ariba Supplier Network (Ariba SN) in three sections: the Summary Level, the Line Item Details, and the Contract section.

Details of a Purchase Order can be displayed by clicking on an Order number from the Inbox.

Note: On the Order Details screen, it is possible to create a confirmation, create a ship notice, create an invoice, resend the PO, or print your PO, among other functions.

Create Confirmation: Change the Order “delivery” status. Create Ship Notice: Create a shipping notice to send to your Buyer.

Shipment Date information must be provided in the Shipping and Tax Comments field.

Create Invoice : Trigger an invoice against all or part of the Purchase Order.

Resend : Resend the entire order. If a purchase order fails to route (Status appears as Failed), you may resend it by clicking on the Resend button.

Print : Print the Purchase Order Export cXML : To view cXML version of the Purchase Order

Opening a Purchase Order (PO) on the Ariba SN will display the PO number and the status of the PO along the top of the display. The date and time stamps of when the order was submitted by AT&T and received by the Ariba SN follow this.

Note: A “RELATED DOCUMENTS” link will appear within the top of the Order Details after a) an Order Confirmation, b) a Ship Notice, or c) an Invoice has been submitted on the Ariba SN. Clicking on a hyperlink in the Related Documents will open the previously submitted document for review. These would be found under the PO Number. Related Documents will not appear on newly received POs.




Figure 6: Order Detail (Summary Level)

Summary LevelThe Summary Level contains all pertinent Address and Contact information, including the SUPPLIER, SHIP TO, BILL TO, DELIVER TO, and OTHER INFORMATION. It is essential that this information is correct for proper shipping and billing purposes.

Note: Please carefully read the “Invoice Notes” included under the OTHER INFORMATION section provided on your POs for important invoicing instructions.




Figure 7: Order Detail (Summary Level, continued)

Transportation ArrangementsWhen appropriate, the following instructions will appear on supplier POs: “Shipping instructions will be provided by an AT&T Representative”. In this case, the supplier will be contacted by the AT&T transportation carrier to arrange the inbound shipping.

PO CorrectionsPlease contact the AT&T Contract Manager (or AT&T Buyer) as listed under the OTHER INFORMATION section on your PO if corrections are needed to a PO before Invoicing occurs.

Line Item DetailThe next section of the PO contains the LINE ITEMS details. Line # identifies each line item. Item details include Part ID, Quantity, Unit of measure, Description, Need By date, Unit Price, and the Extended Price. Each line item also contains a STATUS. Unconfirmed will appear until the PO has been ‘Acknowledged’. Once a PO has been acknowledged the status will appear as Confirmed. Invoices can be generated for both Unconfirmed and Confirmed Line Items.




Figure 8: Order Detail (Line Item Detail)

Each line item may also include OTHER INFORMATION on Taxability, Deliver To Room and Phone number, and Preparer Comments. This information is described below.

Taxability: Yes - represents that the Line Item may be taxed. Deliver To Room/Phone: - represents the physical Deliver-to

Location for the Item, and your AT&T Business Partner’s phone number.

Preparer Comments To Supplier: - These are comments added to the PO from the AT&T Business Partner that requested the PO. This field will only appear if a Comment is added to the PO.

Contract (Terms and Conditions) InformationAT&T will include standard Terms and Conditions within each PO created for suppliers that do not have a contract in place. Terms and Conditions will not display on POs for contracted suppliers. Terms and Conditions are provided after the last Line Item within the scrollable window on the Order Details screen.




Figure 9: Order Detail – Contract/Terms & Conditions

Figure 10: Order Detail (Sub-total)

Changed OrdersA change to a PO can be recognized on the Ariba SN under the column Type (i.e. New Order, Changed Order, Cancelled Order).




Figure 11: Change Order Status

A Changed Order will list the previous order as obsoleted under the Status column. Only the most recent version of a PO can be used for invoicing purposes. The Ariba SN will not display a version number as part of an AT&T Order #. To obtain a PO’s version number, click on the Order Number under the Order # heading. The version number will be displayed within the Purchase Order details.




V. CREATE INVOICEThis section describes the invoicing process.

All invoices must be submitted to us using the electronic Invoicing process. To avoid any future confusion or payment delays, we will not be able to process any paper invoices from your firm. All paper invoices will be returned to you with a memo indicating that they must be submitted to us via our electronic process.

Ariba electronic invoicing is also referred to as “PO Flip”. Suppliers will receive Purchase Orders from the Ariba Supplier Network (Ariba SN) electronically. Invoices can be generated against POs received online from the Ariba SN. The following steps outline the process that should be followed to create an invoice on the Ariba SN for AT&T.

Please refer to the ‘Cheat Sheet’ provided in the AT&T Supplier eInvoicing Toolkit as a quick reference guide for completing your electronic invoices.

Steps to Generate and Invoice AT&T on the Ariba SN:

Step 1: Log into Ariba Supplier Network (Ariba SN)

Step 2: Open Account Inbox

Step 3: Access the PO to be invoiced against

Step 4: Generate an InvoiceClick on Create Invoice to trigger an invoice against all or part of the Purchase Order.

Note on Duplicate Invoices: Duplicate invoices against the same PO cannot be accepted through the Ariba SN and will be rejected for payment. Please see Error Invoice Returned to Supplier for process directions on resending an invoice.

This step covers the Create Invoice process. The invoice process may be started from either the Inbox or the Details screen of the Purchase Order. Ariba provides three (3) ways to begin the invoice process.




Figure 12: Invoicing from Quick Links on the Home tab

To start from the Home page Quick Links, click on the PO Invoice hyperlink under Create section of the left table of contents. You can also select the Inbox tab. The Purchase Orders screen will appear with a Create button at the bottom. Select a bullet provided to the left of an Order Number, click on the Create button and select Standard Invoice.



Note: AT&T does not accept non-PO invoices. They will be rejected and error out.


Figure 13: Invoicing from Purchase Orders on the Inbox tab



Note: AT&T does not accept credit memos. Issue a negative

invoice for credit.


Figure 14: Invoicing from Order Detail Screen

Additionally, the Invoice process may begin after displaying the Order Details screen by clicking on the Create Invoice button located above the Purchase Order details and selecting Standard Invoice.

Click on the Create Invoice button. If several invoicing options are provided, select Standard Invoice to begin the generate invoice process. Standard Invoice: Use Standard Invoice to create and submit an

invoice or negative invoice to AT&T Enterprise Purchasing. Credit Memo: Do not use Credit Memo when invoicing AT&T through

the Ariba SN. AT&T will reject credit Memos from the use of this selection. Instead, follow instructions in the Issuing a Negative Invoice for Credit section.




Step 4a: Complete Invoice Header InformationSelecting the Standard invoice option will display the Invoice Header screen. At this point you have begun the Invoicing process. The fields provided on this form will be used to generate the Invoice header information from the PO received on the Ariba SN. Refer to the Field Description sections for valuable instructions on how to use each field before completing this step. Click on the Details hyperlink to fill in the required Details Invoice Header fields and then the Next button after the Invoice Header information is complete to continue to the Line Items screen.

Figure 15: Invoice Header screen



Additional required fields are provided under the Show All Fields hyperlink. SERVICE PERIOD of Performance

Start and End Dates are required entry fields on the Details Header Screen.

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Field DescriptionIn the field description section it has been noted if AT&T uses the field. If the description states that AT&T uses the field, the information entered on the Invoice Form will be sent to AT&T’s Accounts Payable system. However, if the description states that AT&T does NOT use the field, the data entered will not be sent to AT&T, therefore changes made during the invoice process will not be sent to AT&T Accounts Payable. In this event AT&T Accounts Payable will use the information from the Purchase Order. Information entered on your Ariba generated invoice will be saved to the Ariba SN and can be referenced for future needs. Where it is applicable, it has been noted how to send updates to AT&T if these field values need to be changed.

Table 3: Field Descriptions – Invoice Header

# Field Name Description / Purpose1 * Invoice #: Required: Use this field to provide a unique invoice

number. This is a number provided by you, the Supplier. The invoice # must be unique and not yet used to bill AT&T. No special characters or spaces are allowed. The length of invoice number field is a max of 22 characters. Duplicate Invoice numbers will not be accepted. (Refer to Section: Error Invoices Returned to Supplier for process directions) This number will appear on a Remittance for reconciliation capabilities.

2 * Invoice Date: Required: Use this field to provide the date the invoice is created. By default, Ariba SN defaults to today’s date. No future dated invoices will be accepted. You may use the calendar icon provided to the right of this field to select the Invoice Date.

3 Payment Terms:

Use fields provided to specify payment terms for the invoice (Net Terms, Discount Terms, Rate %). This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field. Payment terms noted on the PO will be used to make payments.

4 Remit To Address:

This is the address to which the payment should be sent. The Remit To Address is posted from the AT&T Supplier database. This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field. To make changes to the Remit To Address contact your



A Note about Field Description: Some fields provided during the “PO Flip” process will pass information to the AT&T Accounts Payable system while others will not. Refer to the Field Description tables provided in this document to determine the use of each.


# Field Name Description / PurposeAT&T Buyer.

5 Bill To Address: This is the physical address where AT&T receives invoices. The Bill To Address is posted from the Supplier’s account information provided during the registration process. This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field. To make changes to the Bill To Address contact your company’s Account Administrator.

6 Account Receivable ID

This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field.

7 Tax ID This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field.

Error Invoice Returned to Supplier:

Once you have submitted an original invoice to AT&T via the Ariba SN, the invoice is edited and matched against the PO by AT&T. A significant benefit to suppliers who take advantage of the AT&T eInvoicing feature on the Ariba SN is that invoice/PO matching errors and invoice rejections should be minimized. However, it is possible that the invoice may be rejected by AT&T during the editing process if, for example, the current invoice causes the total value billed against the PO to be exceeded in either total price or total quantity. If an error has been detected and you are notified that the invoice has been rejected, please follow the steps listed below.

Please make special note: This process should only be used after you have submitted an original invoice to AT&T via the Ariba SN and have subsequently been notified that the invoice has been rejected. This process should not be used in any other circumstance. This process also should NEVER be used if submitting invoices to AT&T through any means other than the Ariba SN. The resend of the invoice is done back through the Ariba SN with the PO flip process and a paper duplicate invoice should not be sent to Accounts Payable.

Determine the reason for the invoice rejection based on the notification you receive.

Correct the problem on the invoice that caused the rejection. Add the word "resend01" or "RESEND01" (without the quotation

marks) after the original invoice number documented in your first submission. Do not use spaces. For example, to resend Invoice # PT122003 enter PT122003resend01.




For multiple resends of the same invoice, please sequence the subsequent documents using the pattern resend01, resend02, etc....

Special Note: The re-sent invoice will have the 'resend01, resend02, etc.' wording stripped off upon processing into AT&T Accounts Payable.

This process will allow the resent invoice to appear in AT&T's Accounts Payable records under the original supplier invoice number. The appended "resend01" wording will not appear. This will allow AT&T to maintain appropriate tracking in our Accounts Payable records as well as allow the supplier to perform proper Accounts Receivable reconciliation and remittance advice matching. This is an important control and reconciliation benefit to both AT&T and the supplier.

It is critical that this process be followed so that both AT&T and the Ariba SN can appropriately recognize your invoice in future submissions. It is also important to remember that AT&T supplier invoicing policy requires that the same invoice number (or followed by the RESEND01 nomenclature described above when required) and the same invoice date always be used when resubmitting previously rejected invoices. If this policy is violated, it could result in failure to remit appropriate or timely payments.

Required: Header Level Details (Period of Performance)Clicking on the Show All Fields link at the Invoice Header screen will display the Header Detail page.

Entry of the Service Period Start Date and End Date are required fields. Note: For Material purchases the Start and End Dates should be the

same and should be populated with the Ship Date. After entering the required dates, click Update to return back to

Invoice Header Screen and click Next to go to the Line Item Detail Screen.




Figure 16: Invoice Header Detail screen

Table 4: Field Descriptions - Service Period Field Descriptions

# Field Name: Description / Purpose:1 Start Date For Material purchases the Start and End Dates

should be the same and should be populated with the Ship Date.

2 End Date For Material purchases the Start and End Dates should be the same and should be populated with the Ship Date.

Step 4b: Complete Line Items (Price and Quantity):To complete the price and quantity information, enter the quantity to be billed on the “Line Items screen”. The price and quantity fields contain the default values from the purchase order upon each new invoice. It is imperative that quantities be changed to the correct amount being invoiced in the Quantity field.

Please Note: When invoicing for services performed please use the Quantity field to identify the amount that is being invoiced. For



1 2


example, to invoice $9,545.00, the Quantity field should read 9545 when the line item Unit Price is $1.00USD. When the Quantity value on the line item is 9545, the amount of the Subtotal line item amount becomes $9,545.00 upon review of the invoice.

Figure 17: Line Items

Selecting line item(s) and clicking on the Edit button will take you to the Line Item Details section of the Line Items screen for the line items selected.

Note about Navigation: The use of the Back button on your browser is not recommended while logged onto the Ariba SN. Click on the Previous button to return to the previous screen or click on the Next button to continue to the next screen. Click on the Update button to update changes made.

Table 5: Field Descriptions – Line Items

# Field Name Description1 Part # Use this field to identify the Part number of an item. 2 Quantity Enter the quantity to be invoiced against the PO (or 24 PROPRIETARY INFORMATION: 05/20/2023

Not for use or disclosure outside the AT&T family of companies, except under written agreement.© 2008 AT&T Intellectual Property. All rights reserved

1 2 3 4

5 Additional line-specific fields are provided on the Item Detail screen via the Edit button, including line level Comments, Accounting Reference, and Inspection

Date.


# Field Name Descriptionin the case of services, the dollar amount to be invoiced). This should only be the quantity (or amount of dollars) that have been provided or authorized. Quantity can be provided at the Invoice Line Items screen or the Line Item Detail Screen.

It is imperative that the default values be adjusted to the amount to be invoiced,

The quantity can only be equal to or less than the total quantity on the purchase order,

The sum of all invoices can not exceed the total quantity of the purchase order,

All quantities on lines not being billed must be changed to zero (0).

This information provided in the quantity fields will be passed to the AT&T Accounts Payable system for matching against the Purchase order.

3 Unit The Unit of Measure Such as EA for “Each” or M4 “For Monetary” value.

4 Unit Price This field defaults to the unit price of the purchase order. This field may be modified, but must be equal to or less than the unit price on the purchase order. Unit Price can be modified at the Line Items screen or the Item Details screen. This information will be passed to the AT&T Accounts Payable system.

5 Description A textual description of each line item.

Transportation Arrangements When appropriate, the following instructions will appear on supplier

POs “Shipping instructions will be provided by an AT&T Representative”. In this case, the AT&T transportation carrier to arrange it inbound shipping will contact the supplier.




Figure 18: Header Detail (if all line items selected on Line Items screen)




Optional Item Details (Each Line)Figure 19: Item Detail (if single line item selected on Line Items screen)

Clicking on the Edit link for a single line item at the Line Item screen will display the Item Detail page. Entries of the Item Detail fields are optional, as these fields are currently not passed to AT&T Accounts Payable with the exception of COMMENTS for special circumstances. The additional fields provided at this screen are described below in the Field Description table. Please continue with Step 4c: Completing Shipping and Tax Information to skip this option or for further field descriptions not described by this option.

Table 6: Field Descriptions - Item Details

# Field Name DescriptionDescription1 Inspection

Date:Use this field to provide the actual date on which a Supplier inspected goods. This field is required for trading partners in Japan. This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field.



2 3

4

1


# Field Name DescriptionAccounting Reference2 Reference ID: Use this field to provide a Reference ID # for a line

item. Suppliers may use this field for their own reference to reference a specific customer account. This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field.

3 Description: Use this field to provide a textual description for the Accounting Reference. This information is not passed to AT&T Accounts Payable system; AT&T will not recognize updates to this field.

Comments4 Comments

(Line Level)Suppliers may use this field to provide comments regarding the invoice primarily for their own reference. This is a text box for viewing and printing, and will be stored on the Ariba SN.




Step 4c: Complete Shipping and Tax InformationFigure 20: Shipping and Tax (Invoice Level)

Ariba SN allows Suppliers to provide Shipping and Tax information at the Line Item level or at the Invoice level. AT&T currently prefers that Shipping and Tax information be provided at the Invoice level. When possible please provide Shipping and Tax information at the Invoice level.



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Table 7: Field Descriptions - Shipping and Tax

# Field Name: Description / Purpose:Shipping Information1 Shipping Amount:

(Invoice level)Use this field only if there is a Freight charge to be applied. This information will be passed to the AT&T Accounts Payable system. AT&T prefers Shipping Amount to be provided at the Invoice level not at Line level.

2 Shipping Date: (Invoice level)

Use this field to indicate the Date items are shipped.

Special Handling3 Special Handling

Amount:(Invoice level)

Use this field if a Special Handling charge is to be applied. This information will be passed to the AT&T Accounts Payable system. AT&T prefers Special Handling Amount to be provided at the Invoice level not at Line level.

4 Special Handling / Description: (Invoice level)

N/A

Discount5 Discount Percentage

(%):(Invoice level)

Use this field to enter the percentage to discount a customer.

6 Discount Amount:(Invoice level)

Use this field to enter the net amount that will be discounted when discount % is used.

Tax7 Category

(Invoice level)Use this field to designate the tax category of the item. Select a category from the Create Tax drop down list provided. This field is required if Tax Rate and Taxable Amount are entered.

8 Rate(Invoice level)

Use this field to enter the tax rate percentage to be applied to the Taxable Amount. Ariba SN according to the Tax Rate and the Taxable Amount entered will calculate the Tax amount. The Tax Amount will be displayed on the invoice passed to AT&T Accounts Payable system.




# Field Name: Description / Purpose:9 Taxable Amount

(Invoice level)This field will populate with the total amount being invoiced and can be manually adjusted if needed. The Ariba SN will calculate a tax amount based on the Tax Rate and the Taxable Amount fields. The tax amount will be passed to AT&T Accounts Payable system.

10 Tax Amount This is the tax amount calculated from the Rate and Taxable Amount entered.

11 Location(Invoice level)

Use this field to provide a geographical location from where the Taxable Amount is applied.

12 Description(Invoice level)

Use this field to provide a description of the Tax entered in the Taxable Amount field.

Comments13 Comments

(Invoice level)This information is passed to AT&T's A/P system but will not display on the payment status web site.

Attachments

14 Attachments Name(Invoice level)

Use the Browse button to locate the file used as an attachment. Click the Add Attachment button once the attached file is located through Browse.

Step 5: Issuing a Negative Invoice for CreditAT&T will allow a credit to be submitted electronically via the Ariba SN using a modified Standard Invoice process. The Credit Memo hyperlink found on the Ariba SN is not to be used if a credit is to be issued electronically.To issue a credit via the Ariba SN, follow the same steps outlined in the Standard Invoice process previously described with the below modifications.

Add the word "credit01" or "CREDIT01" (without the quotation marks) after the original invoice number documented in your previous submission or after a newly created invoice number. For example, to credit invoice 23456, enter 23456credit01 as the invoice number.

For multiple credits of the same invoice, please sequence your subsequent documents using the pattern credit01, credit02, etc....

Enter Zero (0) for any line items that are not to be credited or invoiced.




IMPORTANT: Do not mix both positive and negative values on the same Standard Invoice. These values must be either negative values or zero when issuing a negative invoice for credit.

For most Units of Measure (such as Each (EA)), enter a negative value in the Unit Price field and adjust the Quantity. This will be the total amount to be credited. (Example, Quantity 1, Unit Price -33.20 = -$33.20 Credit)

Figure 21: Dollar negative Unit Price

For Line Items created for multiple invoicing such as when the Unit of Measure is “For Monetary value” (M4), enter a negative $1.00 in the Unit Price field and adjust the Quantity to the credit amount. This will be the total amount to be credited. (Example, Quantity 100, Unit Price -1.00 = $-100.00 credit)

Click the Update button, then continue to the next screen: Shipping and Tax.



Enter zero (0) for line items that are not to be

credited or invoiced.

Negative value for Unit

Price

Quantity to be credited


Additionally, you may enter negative value for Taxable Amount or Shipping Amount if a credit is to be applied under these categories.Figure 22: Negative Taxable Amount

For Taxable Amount, select the Category, enter the Rate, and then enter a negative Taxable Amount.

Figure 23: Negative Shipping Amount

For Shipping Amount, enter a negative Shipping Amount in the Shipping Amount field.

Click on the Next button to review the Invoice.




Figure 24: Negative Invoice Summary

The Credits will appear as negative values under Invoice Summary at the Review Invoice step. Invoice reviewing instructions are described in this documents last section, Step 6: Review Invoice.

Step 6: Review InvoiceThe Review Invoice Screen will allow you to review the Invoice before submitting to the Ariba SN.




Figure 25: Review Invoice Screen (top)




Figure 26: Review Invoice Screen (bottom)

Click the Previous Button to navigate to a previous screen if changes are needed.

Click the Submit Button to submit the invoice to AT&T Accounts Payable for processing

Click the Exit button to exit the Invoice entry and return to the Ariba Inbox.

Once submitted, your electronic invoice will be sent from the Ariba SN to the AT&T Accounts Payable system for processing. You may view the actual status of the invoice payment within 24-48 hours after processing is completed at AT&T Accounts Payable by going to the AT&T Web Payment Status Facility at https://paymentstatus.att.com. AT&T does not utilize the Payment Schedules or Remittance Advices through the Ariba SN. Please refer to the instructions provided by the AT&T Payment Status Facility web site.



https://paymentstatus.att.com/


VI. UNDERSTANDING NOTIFICATIONS Notifications are generated by the Ariba SN and sent to an email addresses specified by you, the supplier. You will need to open the Configuration Dashboard page on the Ariba SN to ensure that email notifications are delivered to the correct email address. To do this, you will need permissions assigned by your Account Administrator and click on the Configuration hyperlink from the table of contents. Then select the Email Notifications hyperlink to administer the type of notifications available.Figure 27: Home Page (Configuration)




Figure 28: Configuration Dashboard (Email Notifications)




Figure 29: Notifications Screen

AT&T recommends that you configure your Ariba SN Email Notification with the minimum following details:

Enter the destination email address in the Order Email field and place a check in the box for Notify me when orders are undeliverable. Please contact your AT&T Contract Manager if notified of an undeliverable Order.

Enter the destination email address in the Invoice email field and place a check in the box for Notify me when invoices are undeliverable or rejected. Please refer to your Invoice History (by viewing the invoice from the Outbox and selecting the Invoice History tab) for further details when notified of an undeliverable or rejected invoice.

Additional system notifications may be selected as appropriate based on your preference.

Note: You may want several people from your organization to receive email notifications from the Ariba SN. This can be achieved by creating a distribution list within your organization. The Ariba SN only allows three comma-separated email addresses to be entered per notification type. Creating a distribution list will allow several




recipients to receive notifications by entering a single distribution email address in a field provided within the Notifications screen.

Contact your AT&T Buyer when an email address is changed under Notifications on the Ariba SN.

Below are three types of notifications that are sent by the Ariba SN to the email address provided in your configuration. Examples of Notifications include: Notice of UPDATE to invoice status (rejected), Notice of NEW Invoice, and Notice of UNDELIVERABLE ORDER.Figure 30: Notice of update to Invoice Status (rejected)




Figure 31: Notice of New Invoice

Figure 32: Notice of Undeliverable Order




VII. CREATE ORDER CONFIRMATIONThe following steps outline the process that should be followed to create Order Confirmations on the Ariba SN for AT&T.

Create ConfirmationSuppliers use order confirmation messages to tell buying organizations the status of purchase order line items. For example, an order confirmation message tells the buying organization whether an item was accepted, accepted with changes, rejected, or backordered.

Clicking on the Create Confirmation button from the PO Order Detail Screen, or selecting the PO from the Search Results screen and clicking on the Create Confirmation button will bring you to the Generate Order Confirmation screen.Figure 33: Order Details Screen

Figure 34: Inbox/Search Results Screen




Confirm Entire OrderOn the Generate Order Confirmation screen you have a choice to either confirm the entire order or update the order with a different status (i.e. Confirm / Backorder / Reject).

To confirm the entire order, select the Confirm All button and click on the Next button to go to the Confirm Entire Order screen.Figure 35: Generate Order Confirmation Screen




Figure 36: Confirm Entire Order Screen

Enter the fields identified below and click on the Next button to go to the Review Order Confirmation screen.

Table 8: Field Descriptions – Confirm Entire Order

# Field Name Description / Purpose1 Confirmation # Enter a confirmation number.2 Est. Shipping

DateUse this field to indicate the estimated date items are shipped.

3 Est. Shipping Cost

Use this field to indicate the estimated shipping cost.

4 Est. Delivery Date

Use this field to indicate the estimated delivery date.

5 Est. Tax Cost Use this field to indicate the estimated tax cost.6 Comments Enter comments about the confirmed order.



1

2 3

4

65


Validate contents of the Review Confirmation screen and if correct, click on the Submit button. If the content is in error, click on the Previous button to return back to the Confirm Entire Order screen to correct your data in error.

Figure 37: Review Order Confirmation Screen

Update Order With Different Status

On the Generate Order Confirmation screen, select the Update with Different Status button and click on the Next button to go to the Update Line Item screen.




Figure 38: Generate Order Confirmation Screen




Figure 39: Update Line Items Screen

Enter the fields identified below and click on the Details button to go to the Status Details screen.

Table 9: Field Descriptions – Update Line Items# Field Name Description / Purpose1 Confirmation # Enter a Confirmation number. 2 Est. Shipping

DateUse this field to indicate the estimated Date items are shipped.

3 Est. Shipping Cost

Use this field to indicate the estimated shipping cost.

4 Est. Delivery Date

Use this field to indicate the estimated delivery Date.

5 Est. Tax Cost Use this field to indicate the estimated tax cost.

6 Comments Enter comments about the confirmed order. 7 Current Order Enter item values for Confirm, Backorder and/or 48 PROPRIETARY INFORMATION: 05/20/2023

Not for use or disclosure outside the AT&T family of companies, except under written agreement.© 2008 AT&T Intellectual Property. All rights reserved

1

2

4

6

3

5

7


Status Reject (the item total must be less than or equal to the number of Unconfirmed items).

Enter comments for each Order Status on the Status Details screen for the line item level and click on OK to return to the Update Item Status screen. Click Next to go to the Review Confirmation Screen.Figure 40: Status Details Screen




Validate contents of the Review Confirmation screen and, if correct, click on the Submit button. If the content is in error, click on the Previous button to return back to the Confirm Entire Order screen to correct your data in error.

Figure 41: Review Confirmation Screen

The following purchase Order Status values are related to order confirmation messages:

Table 10: Order Confirmation StatusStatus Meaning

Confirming Order confirmation messages have been received for some, but not all line items on the purchase order.

Confirmed Order confirmation messages have been received for all the line items on the purchase order.




VIII. CREATE SHIP NOTICESuppliers use ship notice messages to tell buying organizations the shipping status of purchase order line items. For example, a ship notice message includes shipping information such as delivery dates, number of items shipped and carrier used. To create a Shipping Notice, click on the Create Ship Notice button from the PO Order Detail Screen, or select the PO from the Search Results screen and click on the Create Ship Notice button; this will bring you to the Shipping PO Shipping Line Items screen.Figure 42: Shipping PO Shipping Line Items Screen




Figure 43: Shipping PO Shipping Line Items Screen (continued)

Enter all required fields and click on the Details button.




Figure 44: Shipping Details

Enter the shipping details and click on OK to proceed to the Review Shipment Screen.




Figure 45: Review Shipment

Validate Shipping Notice information and click on the Submit button to process your Shipping Notice.




IX. WHERE TO FIND HELPAssistance is available on the Ariba SN home page by clicking on the Support hyperlink. Online Help is available every step along the way by clicking on the Help hyperlink located at the top right side of each screen. Assistance is also available on the Ariba SN login page via the Forgot Your Password?, Account Problems?, Contact Support, and Help links.

Figure 46: Ariba SN Login



https://connect.ariba.com/techsupport_contacting.htm?Network

https://service.ariba.com/Supplier.aw/1481226/ad/accountProblems?

https://service.ariba.com/Supplier.aw/1481226/ad/forgotPassword?

https://service.ariba.com/Supplier.aw/1481226/ad/forgotPassword?


Figure 47: Ariba SN Home Page (Help)



Understanding the ASN Purchase Order - AT&T€¦ · Web view1 II. Registering on the Ariba Supplier...

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