ariba network quick start guide for suppliers - singhealth · ariba is an sap company. 3 ariba®...

Ariba®

Network

Quick Start Guide

for Suppliers

Copyright © 2014 Ariba, Inc. All rights reserved. Ariba is an SAP company. 2

Ariba® Network Quick Start Guide for Suppliers

Table of Contents

Managing Roles and Users ......................................3

Creating a Role ...................................................... 3

Creating a User...................................................... 5

Modifying a User .................................................... 7

Account Configuration .............................................8

Company Profile .................................................... 8

Network Notifications ........................................... 11

Electronic Order Routing ...................................... 12

Electronic Invoice Routing ................................... 14

Online Documentation ........................................... 15

Ariba® Network Support ......................................... 15



Automate Your Order-to-Cash Cycle to

Collaborate More Effectively with Customers

This Quick Start Guide will help you set up your Ariba® Network account so you can begin trans-

acting electronically with customers across the entire market-to-cash cycle. By taking these steps

to join the world’s largest trading partner community, you’ll be able to quickly and easily find buyers

ready to buy, improve customer retention, accelerate the sales cycle, and predict and apply cash.

MANAGING ROLES AND USERS

The administrator for your Ariba Network account should be chosen carefully, as this person

plays an important role in keeping your account running smoothly. The administrator’s

responsibilities include:

Handling account configuration and management

Serving as the primary point of contact for users with questions or problems

Creating roles and users for your account

The administrator is automatically linked to the username and login entered during registration. If

necessary, however, you can reassign the administrator role to another person (see page 7 for a

note on how to do this).

A user is created by the administrator and has exactly one role, which corresponds to the user’s

real job responsibilities. Each user is responsible for updating his or her personal user information.

MANAGING ROLES AND USERS: Creating a Role

1. To create a role within your account, go to http://supplier.ariba.com and log in.

Enter your username and password, then click Login to access your production account.

http://supplier.ariba.com/



2. Next, click on the administration navigator tab in the upper right-hand corner (the one showing

your company name and a drop-down arrow) to open the profile configuration window, which

displays the areas available for setup. Click Users.

3. In the Manage User Roles section, click Create Role.

Tip: To modify or delete roles you have created, click Edit or Delete.

Note: From the administration navigator tab, you can easily select any areas you want to review or update.



4. Next, fill in a name and description for the role, and check off the appropriate boxes to add

permissions for the role.

5. To finish creating the new role, click Save.

MANAGING ROLES AND USERS: Creating a User

1. To create a user within your account, go to the administration

navigator tab and click Users.

2. In the Manage Users section, click Create User.

Note: Usernames are not case-sensitive.



3. Add all relevant information about the user in the fields indicated.

4. Check the appropriate box to select a role for the user in the Role Assignment section.

5. To assign responsibility for a particular customer to a user, click on Select Customers within the

Customer Assignment section.

6. Check off the boxes next to the customer(s) you wish to assign to the user. Then click Done.

Note: You can add up to 250 users to your Ariba Network account.

Note: Assigning a customer or customers to a specific user limits access and data visibility to that user alone—which means only that user can then view and process transactions for those customers.



MANAGING ROLES AND USERS: Modifying a User

1. To modify an existing user, go to the administration

navigator tab and click Users.

2. Under Manage Users, check the box next to the name

of the user you wish to modify, then click Edit.

3. Click Reset Password to update the user’s password, or use the checkboxes to make any other

necessary changes. Then click Save.

Note: You may also delete users, add or remove them from the contact list, or make them the administrator for your Ariba Network account.



ACCOUNT CONFIGURATION: Company Profile

Set up your company profile to make your company visible to buying organizations looking to

source new products and services on the Ariba Network and Ariba Discovery™.

1. From the drop-down list on the administration navigator tab, select Company Profile.

Tip: The more information you enter in your company profile, the more visible your business will be to prospective buyers.

2. Under the Basic tab, complete or update all required fields indicated by an asterisk.



3. Under Product and Service Categories, type in keywords to pull up options for classifying the

products or services your company sells, or click Browse to scroll through product and service

category lists and make appropriate selections. Under Ship-to or Service Locations, follow the

same process to identify all geographic areas your company serves. Under Industries, click the

Add/Remove button to select your industry or industries from the list provided.

4. Under the Business tab, enter additional information for your company, such as the year it was

founded, number of employees, annual revenue, financial and tax information, and business type.

Tip: When you finish entering information on any page, click Save, Done, or OK so you can move on to the next tab.

Tip: Product and service categories, ship-to or service locations, and industries are the key search criteria used by buyers seeking new suppliers, so be sure to complete these sections with care.

Note: The tax information you enter will automatically appear in any invoices you create through the Ariba Network.



5. Under the Marketing tab, enter any relevant social networking links, a detailed description of

your company, and your Dun & Bradstreet D-U-N-S® number if you have one so buyers can

access your D&B credit score. You can also provide premium profile information like your company

logo, attachments such as datasheets and case studies, and external links to websites or web

pages that may be useful to buyers interested in your business.

6. Under the Contacts tab, provide information that will enable buyers to reach key personnel

within your organization.

Note: Premium profile information is visible to buyers only if you subscribe to the Advantage or Advantage Plus package through Ariba Discovery. You can learn more about these subscription options by going to http://www.discovery.ariba.com and clicking on Subscriptions.



7. Use the Certifications tab to list any unique credentials for your company, such as green

initiatives you have undertaken; being a small disadvantaged or women-, minority-, or veteran-

owned business; or having ISO certification.

ACCOUNT CONFIGURATION: Network Notifications

1. To indicate the system notifications you wish to receive and where you would like them sent, go

to the administration navigator tab and click on Notifications under Account Settings, or

Network Notifications under Network Settings.

2. Enter the appropriate email addresses in the boxes indicated.

Tip: Many buyers are required to use suppliers with green and diversity certifications, so including these credentials in your profile can give you a significant competitive advantage.

Note: You can enter up to three email addresses per notification type. You must separate each address with a comma with NO spaces between emails.



ACCOUNT CONFIGURATION: Electronic Order Routing

1. To choose how you want to receive orders from your Ariba

customers, go to the administration navigator tab and click

on Electronic Order Routing under Network Settings.

2. Select your preferred method—online (portal), cXML,

email, EDI, cXML pending queue, or fax—and complete

the required fields.

Tip: Choose Online to send POs to your online inbox and gain centralized access to useful features, such as the ability to view and search orders, see real-time order status, send confirmations and ship notices, troubleshoot order problems, “flip” orders into invoices, and more from a single location—your Ariba Network account.

Tip: Configure your email account to accept emails from

the ariba.com domain to ensure that Ariba notifications

do not fall into your junk or spam mailbox.

Note: When the Ariba Network sends purchase orders to mailboxes

with automatic “Out of Office” responses, it does not fail the orders,

and indicates in the order history log that it received the auto-reply.



3. Farther down on the page, use the drop-down lists to select your preferred method for

changing/canceling orders and handling other document types.

4. Be sure to specify a method for sending order response documents (confirmations and ship

notices).

5. Finally, set your preferences for receiving notifications and specify a user or users to

receive them.



ACCOUNT CONFIGURATION: Electronic Invoice Routing 1. To indicate how you want to receive invoices from your Ariba customers, go to the administration

navigator tab and click on Electronic Invoice Routing under Network Settings.

2. Choose your preferred invoice routing method—online, cXML, or EDI—from the dropdown box.

3. Click the invoice notifications you wish to receive and list the emails where they should be sent.

4. The Invoice Archival section gives you the option to have your invoices archived. Alternatively,

you can keep the default settings, so your invoices remain visible from your outbox.

5. Under Extended Profile Settings and Information, set options and enter text to describe your

invoice document policies.



6. If you chose to archive your invoices and want to download them, go to the Home dashboard,

click the Outbox tab, then click Archived Invoices.

7. In the Actions column, click the Download hyperlink next to the row(s) of invoices you want to

save onto your computer.

ONLINE DOCUMENTATION For more detailed information and step-by-step instructions on how to effectively manage your

Ariba Network account, click Help Help Center in the top right corner of your account home

page, then click the Learning Center link and choose from the topics listed.

ARIBA NETWORK SUPPORT To get support, click Help Help Center in the top right corner of your account home page, then

click the Support Center link. There you can find answers to your questions along with options for

contacting the Customer Support team directly.

Note: The Ariba Network automatically deletes expired transaction documents after 18 months and archived invoices stored in a ZIP format after 3 months.

ariba network quick start guide for suppliers - singhealth · ariba is an sap company. 3 ariba®...

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