common data import and administration guide for sap ariba

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Common data import and administration guide for SAP Ariba Procurement solutionsSAP Ariba Procurement solutions

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Common data import and administration guide for SAP Ariba Procurement solutions. . . . . . . . . . . 9

Topics about common data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .10Common data in SAP Ariba Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Managing your master data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10Data import order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11

Topics about currency information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Currency information in SAP Ariba Procurement solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13Advanced currency precision and rounding. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14Data import tasks for currency information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Import Currency Conversion Rates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17Import Currency Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19Import Currency Mappings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .20

Topics about units of measure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Units of measure in SAP Ariba solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22Data Import Task for Importing Unit of Measure Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 23Import Units of Measure. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 24

Topics about accounting information . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Accounting information in SAP Ariba Procurement solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25Accounting fields on approvables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26Topics about accounting information defaulting on approvables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28

About accounting information defaulting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Accounting defaulting on requisitions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 28Accounting defaulting on invoices and credit memos. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29Accounting defaulting on contracts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 31Accounting defaulting on service sheets and service sheet carts. . . . . . . . . . . . . . . . . . . . . . . . . . . .31Accounting defaulting customization and configuration parameters. . . . . . . . . . . . . . . . . . . . . . . . . 31SAP company code support in non-PO invoice line items. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .38

SAP accounting information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42Data import tasks for SAP accounting information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43Import Item Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44Import Company Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45Import Internal Order Codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .46Import Company Code Internal Order Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46Import Plants Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

2 PUBLICCommon data import and administration guide for SAP Ariba Procurement solutions

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Import Purchase Organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Import Assets. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Import Cost Centers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47Import Networks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Import Network Translations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48Import Activity Numbers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Import Account Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49Import Account Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50Import WBS Elements. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51Import Purchase Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Import General Ledgers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52Import Plant to Purchase Organization Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Import Account Category Field Status Combinations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53Import Field Status To Accounting Field Name Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Import Company Code WBS Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Import Purchase Organization to Supplier Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54Funds management accounting information on approvables. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55

PeopleSoft accounting information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .55Import SetIDs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Import Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57Import Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Import GL Business Units. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58Import Departments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Import Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 59Import Business Units. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60Import Statistics. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61Import Accounting Combinations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61

Accounting information for Generic ERP variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .63Import Accounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 63Import Companies. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .64Import Projects. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 64Import Subaccounts. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Import Business Units. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Import Cost Centers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 65Import Accounting Regions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Import Products. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 66Import Accounting Combinations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

Topics about payment terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Payment terms in the user interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69

Payment terms in SAP Ariba Buying and Invoicing. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69Payment terms in SAP Ariba Invoice Management. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70

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Payment terms in SAP Ariba Buying. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 70Additional information about payment terms . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70

Managing payment terms in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72How to view payment terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72How to modify payment terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73How to delete payment terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74

Data import tasks for payment terms. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 74Import Payment Terms Data (Consolidated File). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 75Import Payment Terms (legacy data import task). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76Import Payment Term Translations . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 79

Topics about bank information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .80Bank information in the user interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80Managing bank information in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81

How to view payment bank locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81How to add or modify payment bank locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82How to delete payment bank locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .83

Data import tasks for bank information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84Import Bank Identifier Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .84Import Bank Account Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 85Import Bank Account Number Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Import Buyer Bank Payment Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86Import Supplier Bank Payment Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 87

How bank information CSV files work together. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89Examples of bank information relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 90

Topics about importing and maintaining users and groups . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92User information in SAP Ariba Procurement solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92User authentication methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .93

Regular user authentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93Single sign-on with corporate authentication. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95SAP Ariba solutions integration with SAP Cloud Identity Access Governance. . . . . . . . . . . . . . . . . . .95

Topics about managing user information in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 96How to view user information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97How to monitor user activities. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100How to add or modify users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .102How to act as another user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104How to lock and unlock a user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105How to deactivate and reactivate a user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105How to generate or reset user passwords. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106How to create or end a user delegation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .108Maximum duration of delegation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109


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How to terminate a user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 110How to anonymize personal data for deactivated users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111How to let non-administrators act as another user. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 112How to administer multifactor authentication for users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113How to enable multifactor authentication by importing users. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114

User profile changes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 115Topics about data import tasks for user information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 116

Topics about using the simplified data import tasks for user data. . . . . . . . . . . . . . . . . . . . . . . . . . .117Topics about using individual CSV files for user data import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 123Topics about updating user information using CSV files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 145

Topics about groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155System groups, custom groups, and child groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155Turning a group into an approval queue. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 156How to manage groups in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .157Data import tasks for groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Import Custom Groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 158Import Group to Child Group Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159Import Punchin Groups in SAP Ariba Catalog. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159How to administer multifactor authentication for groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 160How to enable multifactor authentication by importing groups. . . . . . . . . . . . . . . . . . . . . . . . . . . . 161

Topics about supplier information in SAP Ariba Procurement solutions. . . . . . . . . . . . . . . . . . . . 162Supplier organizations, suppliers, and supplier locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .162Supplier information relationships . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 164Supplier information in the user interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 166Topics about suppliers IDs and supplier data syncronization . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167

Supplier IDs. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 167Ariba Network IDs for supplier locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 169Private IDs for supplier organizations and suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170Vendor compound key for suppliers on Ariba Network. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 170Supplier organization data synchronization in suite-integrated sites. . . . . . . . . . . . . . . . . . . . . . . . 171NetworkID exchange examples in suite-integrated sites. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 173

Supplier credentials in documents sent to Ariba Network. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 175Topics about supplier quick enablement . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176

PO and BPO quick enablement. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 176CC invoice quick enablement in SAP Ariba Invoice Management. . . . . . . . . . . . . . . . . . . . . . . . . . . 177CC invoice and payment proposal quick enablement in SAP Ariba Buying and Invoicing. . . . . . . . . . 179

Supplier profiles in Ariba Network . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 180How supplier organization data is synchronized. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181

Topics about data import tasks for supplier information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 181Simplified data import tasks for supplier data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182Legacy data import tasks for supplier data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 182


Supplier data CSV file relationships (legacy imports). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 183Topics about data files and administration tasks for supplier organization data. . . . . . . . . . . . . . . . . . . 186

How to add, view, or modify supplier organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 187How to delete and reactivate supplier organizations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189Supplier organizations data import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 189

Topics about data files and administration tasks for supplier data. . . . . . . . . . . . . . . . . . . . . . . . . . . . .191How to add, modify, or delete suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .191Supplier data import (consolidated file import). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 193Supplier data import (legacy import). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 196Supplier supplement data import to control rounding errors on invoices. . . . . . . . . . . . . . . . . . . . . 198Purchase organization to supplier mapping and minority vendor data imports (SAP only). . . . . . . . 200Preferred supplier mappings data import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 201

Topics about data files and administration tasks for supplier location data. . . . . . . . . . . . . . . . . . . . . . 201How to add, view, or modify supplier locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 202How to specify default master data field values for supplier locations. . . . . . . . . . . . . . . . . . . . . . . 205Supplier language default and override options for PO print. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 206Ordering methods for a supplier location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 208Supplier location contacts data import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .210Supplier location data (consolidated file) data import. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 212Supplier location phone number formats. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 213

Topics about commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .216Commodity codes in SAP Ariba Procurement solutions . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 216Topics about account type defaulting. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218

Account types in SAP Ariba Procurement solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 218Account type defaulting example based on line item amount. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 220Account type defaulting on line item unit price. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 221

Configuring accounting information defaults based on line item amount. . . . . . . . . . . . . . . . . . . . . . . 224Default accounting based on line item amount: PeopleSoft example. . . . . . . . . . . . . . . . . . . . . . . . 224Default accounting based on line item amount: SAP example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 225Default accounting based on line item amount: Generic example. . . . . . . . . . . . . . . . . . . . . . . . . . 226

How to manage commodity codes in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 227How to view system commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .228How to add or modify system commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229How to delete system commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 229How to export commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .230How to manage system commodity code mappings in Ariba Administrator. . . . . . . . . . . . . . . . . . . 231How to view, add, change, or delete ERP commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 232How to view, add, change, or delete ERP commodity code mappings. . . . . . . . . . . . . . . . . . . . . . . 233

Data import tasks for commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235Import system commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 235Import ERP commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 236


Content

Import ERP Commodity to Commodity Mapping. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238Commodity code mappings for PeopleSoft variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 238Commodity code mappings for SAP variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 240Commodity code mappings for Generic variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .242

How to use data import tasks to maintain commodity codes. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 244How to manage system commodity code mappings by importing. . . . . . . . . . . . . . . . . . . . . . . . . . 245How to add ERP commodity code mappings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .245How to modify ERP commodity code mappings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 246How to deactivate ERP commodity code mappings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 247

Topics about bulk import of contract requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248Data import tasks for bulk import of contract requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 248

Contract CSV format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 249Contract workbook format. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250

Contract header sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 250Contract item details sheet. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .252Accounting and pricing information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 253

Topics about managing generated subscriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254Generated subscriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 254

How to view generated subscriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .254How to compare generated subscription versions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 255How to view or print generated subscription errors and warnings. . . . . . . . . . . . . . . . . . . . . . . . . . . . 255How to email generated subscription errors and warnings. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 256

Topics about managing approval queues and escalations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 257Managing approval queues, approval escalation, and withdrawal periods. . . . . . . . . . . . . . . . . . . . . . . 257

Converting groups into approval queues. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 258How to add or modify an approval queue in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 259How to view an approval queue in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 260How to deactivate or reactivate an approval queue. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .260Data import task for importing approval queue configuration information. . . . . . . . . . . . . . . . . . . . . . .261Data import task for importing escalation and withdrawal periods by approvable type. . . . . . . . . . . . . . 261

Specifying escalation and withdrawal periods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .262Preventing escalation or withdrawal for approval types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262Example of EscalationsByApprovableType.csv. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 262

Approvable class names. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 263

Topics about flexible master data templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .267Flexible master data templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .267Importing data into flexible master data templates. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 268Translating flexible master data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 269

Topics about managing enumeration lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270


Managing enumeration lists. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270How to add, remove, and edit enumerations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 270Preserving referential integrity. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 271

Topics about custom relationships between fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 272Custom relationships between fields. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .272Tasks for creating and managing custom relationships between fields. . . . . . . . . . . . . . . . . . . . . . . . . 272

How to deactivate relation entries. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 274

Topics about data import tasks reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275Data import tasks reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275Data import tasks for common data: PeopleSoft. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 275Data import tasks for common data: SAP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 278Simplified data import tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 282Data import tasks for common data: Generic. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 284

Topics about CSV files reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288CSV files reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288CSV files for common data: Generic. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 288CSV files for common data: SAP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .292CSV files for common data: PeopleSoft. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 298


Content

Common data import and administration guide for SAP Ariba Procurement solutions

This guide is for SAP Ariba administrators responsible for adding and maintaining master data that's common to all SAP Ariba Procurement solutions, such as users, suppliers, and accounting information.

Regardless of which SAP Ariba Procurement solution you have, you define, import, and maintain some, most, or all common data depending on your business process requirements and the features and capabilities you decide to deploy in your solution.

This guide applies to:

● SAP Ariba Catalog● SAP Ariba Buying● SAP Ariba Buying and Invoicing● SAP Ariba Invoice Management● SAP Ariba Contract Invoicing

In addition to common master data, each SAP Ariba Procurement solution requires the definition, import, and maintenance of solution-specific master data. You can find information about solution-specific data in the data import and administration guide specific for the solution area.

Related guides

Procurement data import and administration guide

Invoicing data import and administration guide

Tax and charge configuration

Administration and data maintenance fundamentals

Purchasing unit administration guide

Multi-ERP configuration guide

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Topics about common data

Common data in SAP Ariba Catalog [page 10]

Managing your master data [page 10]

Data import order [page 11]

Common data in SAP Ariba CatalogIf you are using SAP Ariba Catalog, only a subset of common data is required.

SAP Ariba Catalog common data includes:

● Currency information● Unit of measure mappings● Purchasing units● Groups● User information● Supplier information● Commodity codes● Contracts (bulk import)● Generated subscriptions

Managing your master dataYou can update, delete and add master data by using workspaces and tasks in the administration area and by modifying comma-separated values (CSV) files and running data import tasks from the administration area or from the SAP Ariba data transfer tool.

We recommend using a data management system to track all your data changes. Before deleting data, you should export the data to CSV files by running data export tasks. You can then use these CSV files to reimport your data, if necessary. Regularly exporting data can also help you keep track of your current configuration.

About managing data using workspaces and tasks in the administration area

The administration area includes workspaces and tasks that let you maintain some of your data. You typically use these workspaces and tasks when you need to quickly add, modify, or deactivate one or two objects.



About managing data using data import tasks

You typically run data import tasks to maintain your data when you need to add, modify, or deactivate many objects at one time. When you run a data import task, the data import operation you choose determines whether data is added, modified, or deactivated.

You can run individual data import tasks to add, modify and deactivate a single type of master data, such as addresses. Or you can run batch data import tasks to add, modify, or deactivate multiple types of master data at once, such as addresses, accounts, and users.

A simple data import task imports data from a single CSV file.

Automating master data maintenance

You can automate master data maintenance. The methods for automating maintenance depend on your integration with SAP Ariba.

You can automate master data maintenance in the following ways:

● For SAP, you can use the SAP integration programs provided by SAP Ariba to pull master data out of the SAP database and transfer it to CSV files at regularly scheduled intervals. For information, see How to schedule a job for master data export.

● For PeopleSoft, you can use the sample SQL queries provided by SAP Ariba to retrieve master data from your PeopleSoft system, or you can write your own queries.

● You can use the DB Connector to retrieve master data from an Enterprise Resource Planning (ERP) system database.

You can use the SAP Ariba data transfer tool with a scheduler to import data periodically from CSV files into SAP Ariba. For information, see the SAP Ariba integration toolkit guide.

Data import orderThe order in which you import common data depends on the SAP Ariba solutions you use. SAP Ariba recommends you use Import Batch Data to import your data because it always runs data import tasks in the proper order.

If you choose to import your data by running individual data import tasks rather than Import Batch Data, make sure you run the tasks in the proper order. For example, if you use the SAP Ariba Buying and Invoicing solution, you must import payment terms, payment methods, and tax information before importing supplier information.

Some data import tasks depend on the data imported by other data import tasks. When running individual data import tasks, keep the following general rule in mind: any object referenced in the CSV file you are currently importing must already exist in the SAP Ariba system.

The data import and administration guides for procurement or invoicing data show the order in which Import Batch Data runs individual data import tasks. You can use this information as a guide when running individual data import tasks.

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NoteThe Import Batch Data task does not include bulk import of contracts.



Topics about currency information

SAP Ariba Procurement solutions are pre-configured with default currency information that you can map to your own currency information used in your external ERP system.

Currency information in SAP Ariba Procurement solutions [page 13]

Advanced currency precision and rounding [page 14]

Data import tasks for currency information [page 17]

Currency information in SAP Ariba Procurement solutionsSAP Ariba Procurement solutions use currency information, including currency codes, preferred user currencies, currency conversion rate, and currency code mappings.

Available and default currencies

The set of available currency codes is preloaded into your site. Ariba Customer Support sets the default currency for your site during the site enablement process.

For a list of the preloaded currency codes, see the Reference data workbook. For information on how to access the Reference data workbook, see Reference data workbooks.

Preferred user currencies

Every user has a preferred currency. Whenever a user creates a request, the system uses the user’s preferred currency as the default currency for the approvable document. If the user’s preferred currency is not set, the system uses the default currency for the site.

Users can set the preferred currency by clicking the user name in the upper right corner of the dashboard and selecting Preferences.

Currency conversion rates

A currency conversion rate converts from one currency to another, for example, from US dollars to euros. If you want your site to support multiple currencies, you must define currency conversion rates. Otherwise, defining currency conversion rates is optional.

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about currency information PUBLIC 13

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Currency code mappings

Depending on the external systems with which your site communicates, you must ensure that currency values are valid in the destination system. For example, if you integrate with an ERP system, you must ensure that your currency values are valid on that ERP system.

Advanced currency precision and roundingThis feature enables administators to configure currency-specific precision and rounding options for different types of money fields (Price, Amount, and Tax).

When the advanced currency precision and rounding feature is enabled for your site, you can configure currency-specific precision and rounding options with which money field values are to be saved in the database and displayed in the user interface.

Advanced currency precision and rounding differentiates between money fields for amount values, price values, and tax values. In order to do this differentiation, SAP Ariba configures the appropriate money fields using an optional attribute called MoneyType, which can be set to Price, Amount, or Tax. Money fields that are not configured as treated as amount fields by default. For custom money fields, work with SAP Ariba to determine which fields to configure to support advanced currency precision and rouding. SAP Ariba does this configuration for you.

When configuring the currency precision, you can configure a precision that is applicable to all money fields and different precisions that are applicable to price fields or amount fields. For example, for Euro currency, you can set a currency precision of 4 for all money fields, a precision of 3 for price fields and a precision of 2 for amount fields. Similarly, for Yen currency, you can set a currency precision of 3 for all money fields, a precision of 2 for price fields, and a precision of 0 for amount fields.

This feature also enables you to specify different rounding options for different currencies. For example, they can specify that all money field values must be rounded up for USD currency and must be rounded down for Euro currency. The following rounding options are currently supported:

● ROUNDHALFUP - rounds values up or down to the nearest number based on the specified currency precision. For example, if the precision is set to 3, the number 10.1247 is rounded up to 10.125 while 10.1244 is rounded down to 10.124. However, an equivalent fraction is always rounded up. For example, 10.1245 is rounded up to 10.125.

● ROUNDCEILING - rounds up the values to the specified currency precision. For example, 74.1234 is rounded up to 74.124 if the precision is set to 3, and is rounded up to 74.13 if the precision is set to 2.

● ROUNDFLOOR - rounds down the values to the specified currency precision. For example, 74.1234 is rounded down to 74.123 if the precision is set to 3, and is rounded down to 74.12 if the precision is set to 2.

You can specify a rounding option that is applicable to all money fields and a different rounding option that is applicable to tax fields. For example, you can specify ROUNDHALFUP as the rounding option for all money fields, and ROUNDFLOOR as the option for tax fields. Price fields that are editable in the user interface are not rounded automatically. Instead, the field values are validated and appropriate error messages are displayed for users to edit them if they do not meet the configured precision and rounding settings.

The functionality provided by this feature is applicable to money fields in all documents such as requisitions, orders, invoices, contracts, catalogs, and so on. It is also applicable to data imported to SAP Ariba Procurement solutions using cXML or Web Services communication channels.



Enabling this feature

This feature is controlled by the Application.Base.AdvancedCurrencyPrecisionHandling site configuration parameter and is disabled by default. To enable this feature, please have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request. Additionally, the PL-24726: Advanced Precision Handling for European Locales feature toggle must also be enabled.

SAP Ariba recommends that you test this feature on your test site before enabling it on your production site.

Currency precision and rounding of money fields in new documents

After this feature is enabled, the values of money fields that are displayed in the user interface and saved in the database are determined by the currency precision and rounding options defined by you. For example, if you have set the precision for price fields as 4, precision of amount fields as 2, and the rounding option as ROUNDCEILING for USD currency, then all price field values are rounded up to 4 decimal places while all amount field values are rounded up to 2 decimal places if the currency is USD. So, if you add an item to a requisition that has a price of 10.1234 USD and specify the quantity as 10, then the amount is calculated as follows: 10.1234 * 10 = 101.234 = 101.24 (rounded up to 2 decimal places).

NoteValidation errors associated with currency and precision of money fields are displayed only when you submit documents. The fields are not validated when you save documents.

Currency precision and rounding of money fields in existing documents

When this feature is enabled, the values of money fields in existing documents are not updated as per the new settings automatically. When you open these documents in the view mode, the updated values are displayed in the user interface but are not saved in the database. The values in the database are updated only when you edit and save these documents.

So, if you want the money fields in an existing document to be updated in the database, you must edit the associated price or quantity fields and save these documents.

NoteOnly those fields that are displayed in the user interface are updated.

When you create new versions of documents whose previous versions had been created prior to enabling this feature, the amounts are not accumulated correctly in the new versions.


Defining the currency precision and rounding settings for money fields

You can configure the advanced currency precision and rounding settings for money fields when you define and import the currency information to your SAP Ariba solution. You define this information in the CurrencyInfo.CSV file that is imported when you run the Import Currency Information data import task.

The following additional fields in the CurrencyInfo.CSV file enable you to define the information:

● PricePrecision - to define the currency precision for price fields● AmountPrecision - to define the currency precision for amount fields● Rounding - to define the rounding for all money fields● TaxRounding - to define the rounding for tax fields

A member of the Integration Admin group must review and accept the data definition changes for this feature.

Defining the currency precision and rounding settings for money fields in multi-ERP sites

If your SAP Ariba system is configured for multi-ERP (a parent site with child sites configured for integration with multiple external ERP systrems), you must ensure that your currency precision and rounding settings for money fields are the same in all the sites.

Currency precision and rounding settings for money fields in Ariba Network

You can also define currency precision and rounding settings for money fields in Ariba Network . You must ensure that these settings are in sync with your settings defined in the SAP Ariba solution.

Currency precision and rounding of money fields in catalogs

The money field values of items in existing catalogs are not updated in the database. However, in the catalog search results and other pages of the user interface where these items are displayed, the values are displayed as per the new currency precision and rounding settings. When users add these catalog items to documents and save them, the updated money field values are saved in the database.

If you import new catalogs, you must ensure that the money field values adhere to your configured currency precision and rounding settings. Catalogs fail validation if they contain items whose money field values do not meet the currency precision and rounding requirements.



Currency precision and rounding of money fields in imported documents

The currency precision and rounding settings that you configure are also applied to data imported from third-party systems to SAP Ariba Procurement solutions. If any of the money field values in these imported documents do not adhere to your configured currency precision and rounding settings, relevant errors are displayed and import fails.

Data import tasks for currency informationThere are three data import tasks for currency information: Import Currency Conversion Rates, Import Currency Information, and Import Currency Mappings.

The following table lists the data import tasks and CSV files that define currency information, indicates if the data originates in a PeopleSoft and/or SAP system, and specifies whether the data is required. Tasks appear in the recommended data import order.

Data Import Task CSV Files Imported PeopleSoft SAP Required

Import Currency Conversion Rates CurrencyConversionRate.csv

X X No

Import Currency Information CurrencyInfo.csv X X No

Import Currency Mappings CurrencyMap.csv X X No

Import Currency Conversion Rates

The Import Currency Conversion Rates data import task defines currency conversion rates. It reads data from the CSV file named CurrencyConversionRate.csv.

Following is an example of CurrencyConversionRate.csv for PeopleSoft ERP:

UTF8 FROM_CUR,EFFDT,FROM_CUR_TO_CUR_CUR_RT_TYPE_,TO_CUR,CUR_EXCHNG_RT ZMK,Mon Jan 01 00:00:00 GMT+05:30 1990,ZMK:ZMK:CRRNT,ZMK,1.0000ZMK,Mon Jan 01 00:00:00 GMT+05:30 1990,ZMK:USD:CRRNT,USD,0.0005ZAR,Mon Jan 01 00:00:00 GMT+05:30 1990,ZAR:ZAR:CRRNT,ZAR,1.0000ZAR,Mon Jan 01 00:00:00 GMT+05:30 1990,ZAR:USD:CRRNT,USD,0.2011ZAR,Mon Jan 01 00:00:00 GMT+05:30 1990,ZAR:MXN:CRRNT,MXN,1.1770ZAR,Mon Jan 01 00:00:00 GMT+05:30 1990,ZAR:JPY:CRRNT,JPY,67.7331 ZAR,Mon Jan 01 00:00:00 GMT+05:30 1990,ZAR:GBP:CRRNT,GBP,0.1186

Following is an example of CurrencyConversionRate.csv for SAP ERP:

UTF8 FCURR,TCURR,KURST,EXTDATE,EXTRATE AED,USD,B,20060101,0.2722AFA,USD,B,20060101,0.0002ALL,USD,B,20060101,0.0063ANG,USD,B,20060101,0.5625AUD,CAD,B,20060101,0.9442AUD,CHF,B,20060101,1.1244


AUD,EUR,B,20060101,0.6849

Following is an example of CurrencyConversionRate.csv for Generic ERP:

UTF8 UniqueName,FromCurrency,ToCurrency,Rate,Date ARS:USD,ARS,USD,1.0001,Fri Jan 01 00:00:00 1999AUD:USD,AUD,USD,0.6523,Fri Jan 01 00:00:00 1999BRL:USD,BRL,USD,0.339852,Fri Nov 14 00:00:00 2003CAD:USD,CAD,USD,0.67222,Fri Jan 01 00:00:00 1999CHF:USD,CHF,USD,0.70570,Fri Jan 01 00:00:00 1999CLP:USD,CLP,USD,0.002039,Fri Jan 01 00:00:00 1999 CNY:USD,CNY",USD,0.1208,Fri Jan 01 00:00:00 1999

The following table shows the types of currency conversions that SAP Ariba Procurement solutions can perform.

Conversion Type Formula

Direct If there is a rate for converting from A to B, the formula for converting A to B is:

currencyA * rate = currencyB

Reciprocal If there is a rate for converting from B to A, the formula for converting A to B is:

currencyA * 1/rate = currency

Triangulation with your site's default currency

If rate1 is the rate between currencyA and your site’s default currency, and rate2 is the rate between your site’s default currency and currencyB, the formula is:

currencyA * rate1 * rate2 = currencyB

At a minimum, the CurrrencyConversionRate.csv file must include the following:

● A conversion rate between each currency and the default currency (for triangulation).● A conversion rate from euro (EUR) and every EMU currency.

SAP Ariba Procurement solutions use a direct conversion rate or a reciprocal in preference to triangulation, when possible, but the minimum requirement is to be able to convert all possible currencies to your site’s default currency.

Synchronize currency conversion rates from SAP Ariba Procurement solutions to SAP Ariba Strategic Sourcing solutions

If your procurement site is integrated with SAP Ariba Strategic Sourcing solutions, you can use the Synchronize currency conversion rates from procurement (Application.AQS.EnableCurrencyConversionRateSetSync) parameter to allow updated currency conversion rate imported in SAP Ariba Buying to be reflected in the System Currency Conversion Rates in SAP Ariba Sourcing.

Note that not all currency conversion rates synchronized from SAP Ariba Buying are available in the Exchange Rates table for System Currency Conversion Rates under the Currency Rules of sourcing events. This is because SAP Ariba Sourcing is not currently capable of doing reverse lookup using the currency conversion rates FromCurrency or doing triangulation when getting the list of currencies to display in the Exchange Rates table.



The currencies that appear in the Exchange Rates table of sourcing events are currency conversion rates whose ToCurrency matches the event Currency. To use System Currency Conversion Rates as your Exchange Rate Set, you need to import new currency conversion rates with the relevant ToCurrency.

Import Currency Information

The Import Currency Information data import task defines the precision of a currency at the site level. It reads data from the CSV file named CurrencyInfo.csv. This allows you to set the price and amount to be displayed on the user interface with more than 2 decimals.

Following is an example of CurrencyInfo.csv file:

UTF8 CURR,PRECISION USD,3AUD,2CAD,2CHF,3 EUR,2

CurrencyInfo.csv file for configuring advanced currency precision and rounding

When the advanced currency precision and rounding feature is enabled for your site, you can define currency-specific precisions with which money fields are to be saved in the database and displayed in the user interface. You can also define how the amounts are to be rounded.

Following is an example of CurrencyInfo.csv file:

UTF-8,,,,,, Currency,Precision,Rounding,PricePrecision,AmountPrecision,TaxRoundingUSD,2,ROUNDHALFUP,4,3,ROUNDCEILING JPY,2,ROUNDCEILING,4,0,ROUNDFLOOR

The following table lists the columns in the CurrencyInfo.csv file:

Column Description

Currency Indicates the currency.

Precision Indicates the precision of the currency with which money field values are to be saved in the database and displayed in the user interface

If you do not specify a value, the SAP Ariba solution defaults the value to 2.


Column Description

Rounding Indicates how the values are to be rounded.

Supported values are:

● ROUNDHALFUP● ROUNDCEILING● ROUNDFLOOR

If you do not specify a value, the SAP Ariba solution defaults the value to ROUNDHALFUP.

PricePrecision Indicates the currency precision for money fields of type Price.

This value overrides the value specified in the Precision column.

AmountPrecision Indicates the currency precision for money fields of type Amount.

This value overrides the value specified in the Precision column.

TaxRounding Indicates how tax amounts are to be rounded.

This value overrides the value specified in the Rounding column.

Import Currency MappingsThe Import Currency Mappings data import task defines mappings between the preloaded currency in your site and the currency names in external ERP systems.

Following is an example of CurrencyMap.csv file:

UTF8 Comment,Key,Preferred,Value EU,USD,false,EURNA,CAD,true,USD NA,CAD,false,EUR

Be aware of currency mapping requirements, allowances, and conditions. These include:

● Each external ERP system-specific currency (Key column) can appear only once in the mapping file. You cannot define multiple mappings for the same ERP system-specific currency. If the same Key appears more than once, the Ariba Procurement solution keeps only the last entry and ignores the earlier ones.

● You can have several ERP system-specific currencies that map to the same preloaded currency. For example, the following CurrencyMap.csv file maps the ERP system-specific currencies USD and EUR to the preloaded currency CAD:

UTF8 Key,Value,Preferred,Comment



NA,CAD,true,USD NA,CAD,false,EUR

● When multiple ERP system-specific currencies are mapped to the same preloaded currency, the system uses the Preferred column to determine which mapping to use.


Topics about units of measure

SAP Ariba solutions contain a set of UN/CEFACT units of measure (also referred to as UNUOM), that you can map to the unit of measure used in your external ERP system.

Units of measure in SAP Ariba solutions [page 22]

Data Import Task for Importing Unit of Measure Mapping [page 23]

Import Units of Measure [page 24]

Units of measure in SAP Ariba solutions

Units of measure (also referred to as UOM) are terms that describe how items are packaged, such as by the box, by the unit, by the case, by the dozen, or by the pound.

Preloaded units of measure

SAP Ariba solutions contain a set of UN/CEFACT units of measure (also referred to as UNUOM). For a list of preloaded units of measure, see the Units of Measure worksheet in the Reference data workbook. For information on how to access the Reference data workbook, see Reference data workbooks.

If you want to use some of the preloaded units of measure and don't need the others, you can deactivate the ones you don't want. You can also create custom units of measure as needed. For more information, see Import Units of Measure [page 24].

Mapping external units of measure to preloaded units of measure

If your catalog files use units of measure other than those in the preloaded set, you must map the external supplier units of measure to the appropriate preloaded units of measure. This ensures that your solutions correctly interprets the units of measure used in the catalog.

For example, if a supplier uses Box for boxes, but the preloaded symbol is BX, you can import a mapping file to map Box to BX so your SAP Ariba solution knows that the two values refer to the same thing. For more information, see Data Import Task for Importing Unit of Measure Mapping [page 23].

For information on importing catalogs, see Overview of importing catalogs.




https://help.sap.com/viewer/c9b2518a80f1409aae8660cd58612a65/cloud/en-US/6a62eef4c1da10149de3afacd361c42b.html

Default unit of measure

For non-catalog items, or items where the unit of measure is missing, the Ariba system uses a default unit of measure. In the sample configuration, the default unit of measure is set to EA. Ariba Customer Support can change the default unit of measure for your site.

Units of measure in the user interface

When users create a non-catalog item for a requisition or an invoice, they choose a unit of measure for the item at that time.

Units of measure in transactional data integrations

Import and export tasks for transactional data (for example, import and export of requisitions, and export of purchase orders, receipts, and transactional financial data) use the preloaded UN/CEFACT units of measure.

Mappings do not affect the units of measure referenced in these import and export files.

Data Import Task for Importing Unit of Measure MappingThere's a single data import task for importing unit of measure mappings: Import Unit of Measure Mapping. It imports unit of measure mapping definitions from the UnitOfMeasureMap.csv file.

The Import Unit of Measure Mapping data import task defines mappings for UN/CEFACT units of measure. It reads data from the CSV file named UnitsOfMeasureMap.csv.

Following is an example of UnitsOfMeasureMap.csv.

UTF8 Key,Value,Preferred,Comment Box,BX,false,Box BK,BX,true,Box

In the preceding example, the external units of measure Box and BK are being mapped to the corresponding preloaded unit of measure, BX.

● Key represents the units of measure used by the external source (for example, a supplier catalog).● Value represents the preloaded units of measure.● Preferred determines which mapping to use if there are multiple external unit of measure codes mapped to

the same preloaded unit of measure code. This setting also determines which value is included in exported data such as exported purchase orders.

● Comment represents the display name of the unit of measure. Values in this column (including blank values) overwrite preloaded display names.

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about units of measure PUBLIC 23

You should be aware of the following considerations when setting up unit of measure mappings:

● Each external unit of measure (in the Key column) should appear only once in the mapping file. If the same Key appears more than once, the SAP Ariba system keeps only the last entry and ignores the earlier ones.

● You can have several external units of measure that map to the same preloaded unit of measure, as shown in the preceding example. In this case, the system uses the Preferred column to determine which mapping to use. To have one of the mappings serve as the default, set the Preferred value to true.The Preferred value also determines which value is exported in export operations that include units of measure, for example, purchase order exports.

● Don’t map multiple external units of measure with different meanings to a single preloaded unit of measure. For example, don’t map the external values EA, KM, Box, and Bottle (which all have different meanings) to the same preloaded unit of measure, such as EA. Doing so causes localization issues.

● A user can't submit a requisition with a null or invalid unit of measure.

Import Units of MeasureThe Import Units of Measure data import task imports material groups (SAP) or units of measure (PeopleSoft) retrieved from your ERP system. It reads data from the CSV filed named UnitsOfMeasure.csv file.

UnitsOfMeasure.csv is required in sites configured for PeopleSoft and SAP. UnitsOfMeasure.csv is optional for Generic variants. The UnitsOfMeasure.csv file is structured identically for PeopleSoft, SAP, and generic variants. Following is an example of the UnitsOfMeasure.csv file:

UTF8 UniqueName,Name,AllowNonWhole,Category,Description CS,case,Yes,0,caseB92,micronewton,Yes,0,micronewtonCV,cover,Yes,0,cover CMT,centimeter,Yes,0,centimeter

Import Units Of Measure Translations

You can use the Import Units Of Measure Translations data import task to import translations for units of measure translations names and descriptions.

UTF8 UniqueName,Name,AllowNonWhole CS,case,EnglishCS,cas,FrenchCS,caso,Spanish



Topics about accounting information

Items on approvable documents may require accounting information, which you can import in CSV files and set defaults for.

Accounting information in SAP Ariba Procurement solutions [page 25]

Accounting fields on approvables [page 26]

Topics about accounting information defaulting on approvables [page 28]

SAP accounting information [page 42]

PeopleSoft accounting information [page 55]

Accounting information for Generic ERP variants [page 63]

Accounting information in SAP Ariba Procurement solutions

Items on approvable documents typically require accounting information so that your company’s accounting department can classify them appropriately.

You import accounting information, such as your chart of account information, and organizational data, such as business units or purchase organizations, in CSV files. Typically, you generate these CSV files from your enterprise system, which is your source of truth for accounting information.

Your SAP Ariba solution provides a number of configuration options that make it easy for users to create approvables with the correct accounting information by defaulting accounting information on requisitions, invoices, or contract requests; by limiting the number of choices based on certain filter values; and by validating that users entered the correct account combination values.

Accounting information validation on approvables

You can import accounting combination validations to define valid combinations of accounting entities in your SAP Ariba solution. Typically, you use accounting combinations to support existing accounting combination validation in your ERP system. Your accounting combination data must specify every allowed combination of accounting entities.

Accounting combinations cause choosers in the user interface to display only valid choices given the values of other accounting fields. They also use choosers to perform validations based on the accounting combinations you define. If you do not set up an accounting combination for a field, that field is not used in accounting validation and any value you define for it is allowed on the approvable.

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about accounting information PUBLIC 25

Accounting fields on approvablesThe following tables list the default accounting fields on line items and identifies the CSV files that define the values that populate those fields.

SAP line item accounting fields

Line Item Accounting Field Source CSV File

Purch Org PurchaseOrg.csv

Item Category (Requisitions/orders only) ItemCategory.csv

Account Assignment AccountCategory.csv

Account Type (Requisitions/orders only) AccountType.csv

Bill To Plant.csv

GL Account GeneralLedger.csv

Cost Center CostCenter.csv

Internal Order InternalOrder.csv

[Shipping] Plant Plant.csv

[Shipping] Purchase Group (Requisitions/orders only) PurchaseGroup.csv

Notes:

● In sites configured for SAP, ship to and bill to addresses are defined in the Plant.csv import files as part of the accounting information imports. In non-SAP configured sites, ship-to and bill-to addresses are loaded through the Address.csv files.

● When users create requisitions, invoices, or item-level contract requests, they can browse the catalog by purchase organization. They can also specify a purchase organization when adding non-catalog items.By default, the purchase organizations available to users in the catalog are based on the user’s company code. In SAP Ariba Procurement solutions, the mapping of purchase organizations to company codes is either one-to-one (one purchase organization mapped to a single company code) or one-to-all (one purchase organization to all company codes, accomplished by mapping the purchase organization to a blank value).You can also choose to filter purchase organizations based on a combination of company code and plant. In this case, to derive the list of purchase organizations, the SAP Ariba solution does the following:○ Gets the user’s company code.○ Gets the list of plants associated with the company code.○ Uses the PlantPurchaseOrgCombo.csv entries to determine which purchase organizations to display to

the user.



The parameter Application.Procure.FilterSAPPurchaseOrgsUsingPlants, accessible by SAP Ariba Support, determines how the catalog filters purchase organizations. To enable filtering based on both company code and plant, please have your Designated Support Contact log a service request. An SAP Ariba Support representative will follow up to complete the request.

● The default value for purchasing organization on an invoice is the purchasing organization associated with the user's profile. The default value is not based on the company code on the invoice.

PeopleSoft line item accounting fields


Account Type AccountType.csv

Bill To Address.csv

GL Business Unit GLBusinessUnit.csv

Account Account.csv

Department Department.csv

Statistics Statistics.csv

Product Product.csv

Line item accounting fields in Generic systems


Account Type AccountType.csv

Bill To Address.csv

Cost Center CostCenter.csv

Business Unit BusinessUnit.csv

Company Company.csv

Account Account.csv

SubAccount SubAccount.csv

Project Project.csv


Topics about accounting information defaulting on approvablesMost accounting information is defaulted so that users rarely have to set the accounting information on approvables.

About accounting information defaulting [page 28]

Accounting defaulting on requisitions [page 28]

Accounting defaulting on invoices and credit memos [page 29]

Accounting defaulting on contracts [page 31]

Accounting defaulting on service sheets and service sheet carts [page 31]

Accounting defaulting customization and configuration parameters [page 31]

SAP company code support in non-PO invoice line items [page 38]

About accounting information defaulting

Many companies have complex accounting systems, and most users have little knowledge about the accounting information requirements associated with their purchases. Accounting information defaulting ensures that users don't have to remember to enter the right accounting codes for their purchases, which reduces data entry errors and rework by accounting departments or other experts and ensures accurate financial reporting.

SAP Ariba Procurement solutions supports the setup of default accounting information as follows:

● You can set up default accounting information for users by specifying accounting entities in the file User.csv. In particular, you assign the organizational reporting unit and a default account on user level. See Import User Data (Consolidated File) [page 118].

● You can set up default account types and accounts by commodity code in the ERPCommodityCodeMap.csv file. Each item or service that users order must be classified by an associated commodity code. See Import ERP Commodity to Commodity Mapping [page 238].

For more information, see Topics about accounting information defaulting on approvables [page 28].

Accounting defaulting on requisitions

In the default configuration, the default values of line item accounting fields on requisitions are derived from three sources.

These sources are:

1. Accounting information associated with the requester through the User.csv file2. Accounting information mapped to the commodity code of the item through the ERPCommodityCodeMap.csv

file



3. Accounting information in the contract associated with the line item

NoteEach source of information in the list overrides any values set by the previous source in the list. ERP commodity code maps override the default values derived from the requester; and accounting values in contracts override commodity code entries and values derived from the requester.

SAP Ariba Procurement solutions determine the default accounting information the same way for both catalog and non-catalog items.

Accounting defaulting on invoices and credit memos

Default accounting values for non-service (standard) invoices, service invoices, credit memos, and invoice reconciliation documents differ from one another.

Non-service invoices

In the default configuration, the default values of line item accounting fields on non-service invoices are derived from the following sources:

1. Accounting information associated with the requester through the User.csv file2. Accounting information from the associated PO (PO-based invoices only; not applicable to invoices that are

manually matched to POs)3. Accounting information mapped to the commodity code of the item through the ERPCommodityCodeMap.csv

file4. Accounting information in the contract associated with the line item

Keep the following in mind regarding default accounting values:

● Accounting values in the PO override default values derived from the requester.● ERP commodity code maps override the default values derived from the PO and the requester.● Accounting values in contracts override all other sources.● On contract-based invoices, accounting field defaults are not supplied for non-catalog items.● For accounting fields to be filled in with default values, the line item must be associated with either a contract

line item or a catalog item with accounting details.● The default value for purchasing organization on an invoice is the purchasing organization associated with the

user's profile. The default value is not based on the company code on the invoice.

Service invoices

In the default configuration, the default values of line item accounting fields on service invoices are derived from four sources.


Sources include:

1. The line item's associated service sheet2. The associated purchase order or contract line, for all line items that are not associated with a service sheet

and match a purchase order or contract. (Service invoices are automatically matched to POs; manual matching is not supported.)

3. The accounting information associated with the product, if any, which is based on the commodity code, for all line items that do not match a service sheet, purchase order, or contract. You define default accounting information for commodity codes in the file ERPCommodityCodeMap.csv.

4. If the commodity code does not appear in ERPCommodityCodeMap.csv, and the line item does not match a service sheet, purchase order, or contract, the requester’s default accounting information.

NoteEach source of information in the list overrides any values set by the previous source in the list. ERP commodity code maps override default values derived from the requester; accounting values in the purchase order or contract override ERP commodity code maps; and accounting values in service sheets override all other sources.

Credit memos

For line items on purchase order and contract-based credit memos, default accounting information comes from the first purchase order or contract line item and the requester’s default accounting information.

For credit memos that are not based on purchase orders or contracts, default accounting information comes from the requester’s default accounting information.

Invoice reconciliations

For line items on invoice reconciliation documents, default accounting information comes from the associated invoice or credit memo line item.

Depending on whether your solution is configured as a SAP, PeopleSoft, or Generic variant, header-level accounting field values determine the defaults for lines as follows:

● In SAP variants, the company code specified in the invoice header is the default for all line items and tax and charge lines in invoice reconciliation documents, even if the tax and charge lines are header level.

● In PeopleSoft variants, the business unit specified in the invoice header is the default for all line items and tax and charge lines in invoice reconciliation documents, even if the tax and charge lines are header level.

● In Generic variants, the purchasing unit specified in the invoice header is the default for all line items and tax and charge lines in invoice reconciliation documents, even if the tax and charge lines are header level.



Accounting defaulting on contracts

For line items on contracts, the accounting fields are automatically filled with default values if the contract is one of a blanket purchase order or a no-release order contract that allows receiving.

Default values are determined in the same way as for requisitions and invoices. (See Accounting defaulting on requisitions [page 28].)

The following defaulting information applies to no-release contracts that allow receiving:

● For item-level contracts, accounting information is defaulted for receivable line items that are catalog, non-catalog, and milestone items, unless the commodity code receiving type is No receipt required.

● For commodity- and supplier-level contracts, accounting information is defaulted for pricing terms. It is not defaulted for milestone items.

Accounting defaulting on service sheets and service sheet carts

For line items on a service sheet, accounting information is defaulted from the purchase order associated with the service sheet, the accounting information associated with the product, if any, which is based on the commodity code, and the requester’s default accounting information.

For line items that a supplier adds to the service sheet during punchin from Ariba Network, accounting information comes from the purchase order associated with the service sheet and the accounting information associated with the product, if any, which is based on the commodity code.

Accounting information for goods and services are based on the associated commodity code and defined in the ERPCommodityCodeMap.csv file.

Accounting defaulting customization and configuration parameters

SAP Ariba Support can customize your site so that the value of one accounting field is based on the value of another accounting field. SAP Ariba Support can also set parameters that affect the determination of default accounting values.

SAP Ariba solutions provide a number of standard configuration parameters that allow you to adjust some of the ways in which accounting information defaulting is configured. Most of these parameters are maintained by SAP Ariba for your site.

Default Accounting Information When Requester is Changed

The Application.Procure.RelaxDefaultOnRequesterChange parameter is a Boolean value that specifies whether accounting information on approvable documents is defaulted when the requester is changed.


When this parameter is set to No (the default), accounting information is defaulted based on the new requester. For example, when a requisition is copied and the requester is changed, the default accounting information for that new requester is applied.

When this parameter is set to Yes, accounting information and Ship To address is not defaulted when the requester is changed (unless there are custom-defined triggers on the Requester field).

Forced defaulting is not acceptable for all customers. In the case of change orders, for example, some customers might not want a requester change to overwrite values that have been carefully set up in the previous version of the order.

Also, customers might not want accounting information set from commodity codes to be overwritten if the requester is changed, even in the first version of a requisition.

NoteTo ensure the system does not default the accounting information or Ship To address when the requester is changed, set this parameter value to Yes.

Use Line Item Amount or Unit Price to Select CEME Entry

The Application.Procure.UseLineItemUnitPriceToSelectCEME parameter is a Boolean value that determines whether the line item amount or unit price should be used to select the ERPCommodityCodeMap.csv file (CEME) entry (account type, accounting, and shipping values) when an order or invoice is modified. The Ariba procurement and invoicing solutions trigger this CEME selection (account type defaulting) when any of the following edit actions is performed:

● Creating an approvable document● Change in requester (SAP ERP only)● Change in amount● Change in quantity● Change in unit price● Change in line item

If set to Yes, the line item unit price is used for the CEME selection.

If set to No (the default), the Ariba solution selects the CEME values based on the line item amount.

NoteWhen changing the site configuration from amount-based defaulting to unit price-based defaulting, ensure the customer’s ERPCommodityCodeMap.csv file entries are correct and apply to the change in the defaulting behavior.

Validate Accounting Before Users Submit Profile Change Requests

The Application.UI.ValidateUserProfileAccounting parameter is a Boolean value that specifies if accounting information is validated before users can submit their profile change requests for approval.



If set to Yes (the default), the accounting information is validated.

If set to No, the accounting information is not validated and users can have null values in the accounting fields.

Accounting information on deductible tax lines

The Application.Invoicing.ApplyDeductibleTaxAccounting parameter specifies whether the accounting information for deductible tax lines is inherited from the deductible tax components on invoices.

If set to No (the default), the accounting information for the deductible tax lines is inherited from the invoice line items.

Configuring Cost Center/Department Defaulting Behavior

The Application.Procure.DefaultCostCenterOrDeptFromContractAccounting parameter is a Boolean value that specifies defaulting of the Cost Center/Department field from the contracts onto the requisition lines.

This parameter setting is applicable to the Cost Center field in Simple Generic and SAP ERP, and Department on the PeopleSoft ERP.

When set to Yes, the Cost Center field is defaulted from Contracts.

When set to No (the default), the Cost Center is not defaulted from Contracts.

Advanced defaulting based on lookup tables, line-item fields, and expressions

You can request for SAP Ariba to configure lookup-table-based defaulting, expression-based defaulting, and defaulting of specific line-item fields. This advanced defaulting is also referred to as approvable details determination rules.

This feature is a collection of four separate features, and each can be configured separately:

● Enhanced lookup table configuration● Expression-based defaulting of line item and accounting fields● Defaulting of line item fields on a requisition or invoice● Extended Commodity Export Map Entry (CEME) lookup based on custom configuration

You can choose to use these features separately or as one feature with four parts that work together.



This feature is disabled by default. To enable this feature, have your Designated Support Contact (DCS) log a service request (SR). An SAP Ariba Support representative will follow up to complete the request, enabling the feature toggle "Approvable determination rules for defaulting line and accounting fields."

Enhanced lookup table configuration

You can have enhanced lookup tables for a field at the header level, line level, or accounting level. The functionality is similar to the defaulting of approvers in approval flows using approver lookup tables.

Expression-based defaulting

The defaulting of line item and accounting fields can be based on a custom expression.

Defaulting of line item fields on a requisition or invoice

SAP Ariba can configure defaulting of specified fields in a requisition or invoice. Expressions configured as part of expression-based defaulting can be used as the source to default the line item fields.

For requisitions, defaulting rules can be configured for the following line item fields:

● Ship To● Bill To● Deliver To

For invoices, defaulting rules can be configured for the following field:

● Bill To

These fields can be configured for defaulting based on the following defaulting sources:

● Commodity code mapping● Requester’s user profile● Relation entries● Expression

Extended Commodity Export Map Entry (CEME) lookup

Extended Commodity Export Map Entry (CEME) lookup enables the configuration of additional custom lookup options. It extends CEME lookup with custom filtering, resulting in custom lookup conditions getting applied during filtering.



When extended CEME lookup is enabled, CEME filtering occurs in the following sequence:

1. CEME information is retrieved from the database including CommonCommodityCode (CCC), PartitionedCommodityCode, and ExtendedLookup, along with variant-specific information like PurchasingUnit (PU), and CompanyCode.

2. If there is an exact match with the value in the ExtendedLookup field, all CEME entries with empty or null values in the ExtendedLookup field are removed.

3. Custom filter based on CEME lookup is applied, if it is configured.4. Min-Max filter is applied.5. Validation filter is applied.6. Preferred filter is applied.

Commodity code for non-catalog invoice line items

Specifies the default commodity code value for non-catalog line items on invoices. Accounting values associated with the commodity code are also set for the non-catalog line items. The commodity code must be a valid value for the system commodity code domain set for your site.

ID Application.Invoicing.InvoiceCreationDefaultLineItemCommodityCode

Name Commodity code for non-catalog invoice line items

Default value Not applicable

This parameter applies to any invoice sent from Ariba Network or created manually that includes non-catalog line items.

If the value of this parameter is blank, users must enter a valid commodity code for non-catalog line items on invoices.

When a non-PO, PO-based, or contract-based invoice line uses the default commodity code defined by this parameter, the header-level line accounting value gets its default value from the commodity export map entry (CEME) settings, unless your site is configured to prevent that behavior. This behavior is controlled by feature toggle CDN-13865, Prevent Header Level Charges Accounting Defaulting From CEME.

The system commodity code domain for your site is set by the parameter Application.ClassificationCode.SystemCommodityCodeDomainName, which is set by SAP Ariba.

A member of the Customer Administrator group sets this parameter in the Intelligent Configuration Manager workspace.

Related Information

Intelligent Configuration Manager administration


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Retain standard accounting info on invoices from Ariba Network

Determines the source of truth for non-custom accounting information on invoices from Ariba Network, copy orders, and service sheets. When set to Yes, if an invoice or order line contains any accounting values in the cXML, those accounting values are retained.

ID Application.Procure.RespectSupplierOrOpenICSAccounting

Name Retain standard accounting info on invoices from Ariba Network

Default value No

Possible values for this parameter are Yes and No.

● If set to Yes, all accounting information on an invoice or service sheet line (full or partial) is retained. Defaulting occurs only if the accounting information is blank for an invoice or service sheet line.

● If set to No, accounting information on a supplier-submitted invoice or service sheet or an invoice submitted by an invoice conversion service (ICS invoice) is overwritten by accounting information from the associated order, contract, or service sheet, if available.

This parameter doesn't apply to copy invoices from SAP Fieldglass. SAP Ariba solutions always preserve the accounting information in the original SAP Fieldglass invoice as the source of truth.


Related Information

Retain custom accounting info on invoices from Ariba NetworkIntelligent Configuration Manager administration

Apply account determination rules to ERS invoices

On sites that use approvable details determination rules (advanced defaulting based on lookup tables, line-item fields, and expressions), specifies whether the rules apply to invoices generated automatically through the evaluated receipt settlement (ERS) feature.

ID Application.Invoicing.ApplyApprovableDeterminationRulesToERS

Name Apply account determination rules to ERS invoices

Default value No

This parameter applies to sites that use both of the following features:

● Evaluated receipt settlement● Advanced defaulting based on lookup tables, line-item fields, and expressions. This advanced defaulting is a

way to determine the accounting values for each accounting field in an approvable.




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● When set to Yes, the account defaulting set by your approvable details determination rules rules is applied to ERS invoices.

● When set to No, the rules do not apply to ERS invoices.


Related Information

Generate invoices for evaluated receipt settlementEnable SAP ERP evaluated receipt settlement (ERS)Enable evaluated receipt settlement and automatic invoicing for service itemsIntelligent Configuration Manager administrationAdvanced defaulting based on lookup tables, line-item fields, and expressions [page 33]

Apply account determination rules to SAP Fieldglass invoices

On sites integrated with SAP Fieldglass, determines whether approvable details determination rules affect SAP Fieldglass invoices.

ID Application.Invoicing.ApplyApprovableDeterminationRulesToFieldglassInvoices

Name Apply account determination rules to SAP Fieldglass invoices

Default value Yes

This parameter is applicable to sites that use advanced defaulting based on lookup tables, line-item fields, and expressions, also known as approvable details determination rules. This advanced defaulting is a way to determine the accounting values for each accounting field in an approvable.


● When set to Yes, approvable details determination rules are applied to SAP Fieldglass invoices. The values sent in the cXML invoice might be overwritten.

● When set to No, SAP Fieldglass invoices are not affected by the rules or any other defaulting rules. Your SAP Ariba site retains the values sent in the cXML invoice.


Related Information

Intelligent Configuration Manager administrationAdvanced defaulting based on lookup tables, line-item fields, and expressions [page 33]


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SAP company code support in non-PO invoice line itemsSAP Ariba Invoice Management supports SAP company codes at both the line level and split accounting level for non-PO invoices only.

NoteThis feature is available in SAP Ariba Invoice Management only.

SAP enables large corporations with multiple legal entities to set up cross-company relationships. By aligning to standard SAP functionality for non-PO invoices, this feature offers the following:

● Ability to enter company codes at the line and split accounting levels. Subsequently, related account elements (for example, Cost Center and General Ledger) are filtered and validated in relation to the company code.

● Visibility of company codes in invoices and invoice reconciliation documents (including email notifications).● Ability to assign codes to associated taxes and shipping charges.● Ability to split accounting charges of line level items across company codes by either percentage, quantity, or

amount.● Visibility of company codes on outbound invoices transmitted via cXML.

Enabling SAP Company Code Line Item Support

SAP company code line item support is disabled by default. To enable this feature, have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

Once the feature has been enabled for your site, work with your IT department/SAP to add the necessary logic to your adapter/integration layer to specify the appropriate company codes for payment.

SAP Company Code Line Item Support Limitations

There are a number of restrictions on SAP company code line item support.

Limitations include:

● This feature is applicable to non-PO invoices only.● You must work with your SAP/IT department to determine the appropriate company codes for each vendor.● If you manually match a non-PO invoice to an order or contract-based invoice, all company codes are

subsequently removed from the line and split accounting levels.● Ariba does not restrict you from selecting companies that relate to different company codes. This may result in

exceptions which may require error handling on your side in the (rare) case an untrained user makes this mistake.

● Ariba retains account assignment at the line level only and disallows variations across split lines.● If you have suppliers (especially automated ones) that include accounting codes in cXML invoices, you will

need to carefully consider the change management impact that will result by enabling this feature. Similarly you will need to contact your Ariba Customer Support representative to initiate a project to customize Ariba Network customers to include company codes at the line level.



● When this feature is enabled, the Company code field/column in analytical reports is displayed but not populated (that is, it is blank). Additionally, there is no corresponding line level company code field in analytical reports.

Backward Compatibility

After SAP company code line item support feature has been enabled, there are two impacts on invoices and invoice reconciliation documents that were created prior to enablement.

Impacts include:

● Company codes that were previously displayed at the invoice header level are removed and instead displayed at the line and split accounting levels.

● Plant will continue to be displayed at the line item level, but not displayed at the header level.

Your Ariba Customer Support representative will assist you with the process of migrating invoices and invoice reconciliations after the feature has been enabled.

Example Scenario

To handle invoices with multiple company codes, SAP Ariba Invoice Management allows each line item to have its own company code, and to specify other accounting elements (such as Cost Center, GL Account, and Plant) that belong to the company code on the line item, but which differ from the company code on the invoice header (or on other line items).

For example, in the following scenario, the buyer established a relationship in SAP whereby company code UK01 is used to pay for DE01 and DE02 expenses.

Invoice A

DR DE01 Expense 50 EUR DR DE02 Expense 50 EURCR UK01 AP 100 EURDR UK01 Inter-company 100 EURCR DE01 Inter-company 50 EUR CR DE02 Inter-company 50 EUR

SAP automatically balances the journal entry by creating inter-company line items when the buyer submits a non-PO invoice to SAP.

Payment of Invoice A

DR UK01 AP 100 EUR CR UK01 Cash clearing 100 EUR


Enabling SAP Company Code Line Item Support

SAP company code line item support is disabled by default. To enable this feature, have your Designated Support Contact log a service request. An SAP Ariba Customer Support representative will follow up to complete the request.

Once the feature has been enabled for your site, work with your IT department/SAP to add the necessary logic to your adapter/integration layer to specify the appropriate company codes for payment.

SAP Company Code Line Item Support Limitations

There are a number of restrictions on SAP company code line item support.

Limitations include:

● This feature is applicable to non-PO invoices only.● You must work with your SAP/IT department to determine the appropriate company codes for each vendor.● If you manually match a non-PO invoice to an order or contract-based invoice, all company codes are

subsequently removed from the line and split accounting levels.● Ariba does not restrict you from selecting companies that relate to different company codes. This may result in

exceptions which may require error handling on your side in the (rare) case an untrained user makes this mistake.

● Ariba retains account assignment at the line level only and disallows variations across split lines.● If you have suppliers (especially automated ones) that include accounting codes in cXML invoices, you will

need to carefully consider the change management impact that will result by enabling this feature. Similarly you will need to contact your Ariba Customer Support representative to initiate a project to customize Ariba Network customers to include company codes at the line level.

● When this feature is enabled, the Company code field/column in analytical reports is displayed but not populated (that is, it is blank). Additionally, there is no corresponding line level company code field in analytical reports.

Backward Compatibility

After SAP company code line item support feature has been enabled, there are two impacts on invoices and invoice reconciliation documents that were created prior to enablement.

Impacts include:

● Company codes that were previously displayed at the invoice header level are removed and instead displayed at the line and split accounting levels.

● Plant will continue to be displayed at the line item level, but not displayed at the header level.

Your Ariba Customer Support representative will assist you with the process of migrating invoices and invoice reconciliations after the feature has been enabled.



Using SAP Company Code Line Item Support

When support for SAP company code in invoice line items is enabled, the functionality and user interface in the Create Non-PO Invoice page in SAP Ariba Invoice Management changes.

Changes include:

● The Company Code field is no longer available at the header level; you can now enter company codes at the line item and split accounting levels. If your account is set up to use company codes, keep in mind that Company Code is required. Leaving it blank triggers an error message.

● You can split or allocate the accounting charges for each line item across company codes by entering a percentage, amount, or quantity.

● Company codes are editable on all material lines, tax and charge lines, and header level tax and charge lines.● Company codes are displayed at the line and split accounting levels in invoice reconciliation documents,

including email notifications.● If there are no splits on multiple line items, then all of the accounting fields (including Company Code) are

displayed when you perform mass editing.● When there are multiple splits on various line items, mass edit will display the accounting fields.● Company codes are included in the accounting section of outbound cXML documents as shown in the example

below:

<Accounting name="DistributionCharge"> <AccountingSegment id="100"> <Name xml:lang="en">Percentage</Name> <Description xml:lang="en">Percentage</Description> </AccountingSegment> <AccountingSegment id="3000"> <Name xml:lang="en">CompanyCode</Name> <Description xml:lang="en">ID</Description> </AccountingSegment> <AccountingSegment id="0000609080"> <Name xml:lang="en">GeneralLedger</Name> <Description xml:lang="en">ID</Description> </AccountingSegment> <AccountingSegment id="0000002100"> <Name xml:lang="en">CostCenter</Name> <Description xml:lang="en">ID</Description> </AccountingSegment> </Accounting>

NoteFor invoice reconciliations, the header level company code is not included in cXML when the feature is enabled. If the feature is not enabled, the header level company code is displayed.

Ariba support for SAP company code line item has the following impact on credit memos and line item credit memos:

● If a header level credit memo is not associated with an order or contract, it is treated like a non-PO invoice.● A line item credit memo is treated in the same manner as the parent invoice on which it is based. For

example, if it is based on a non-PO invoice, it is treated as one. Similarly, if it is based on an order- or contract-based invoice, it is treated as such.


Invoice Requester Defaulting With Line Item Company Code Support

When the invoice requester or “On Behalf Of” is changed, the company code is derived from the invoice requester’s profile for invoices.

For invoice reconciliation documents, the split level company code is not changed due to a change on the On Behalf Of, since it copies the split level company code from the invoice and not from the requester’s profile.

Also, any subsequent changes made to the company code will be retained even if there is a change to the requester (that is, there is no defaulting).

Accounting Validations With Line Item Company Code Support

For both invoice and invoice reconciliations, all accounting chart fields (that is, General Ledgers, Cost Centers, WBS Elements, Internal Orders, and Assets) are filtered and validated against the company code at the line and split accounting levels.

The fields Commodity Code, BillTo and Plant ignore the condition to use company codes if the company code is null. Validations and filtering performed on those fields will ignore the company code.

The following table illustrates which fields are displayed when this feature is enabled, and whether they are validated using the company code at the header level or the line item/split level.

Feature is Enabled Feature not Enabled

Displayed? Validation From... Displayed? Validation From...

Header Level Company Code No N/A Yes N/A

Line/Split Level Company Code Yes N/A No N/A

Bill To Yes Header Level= Null; (not used)

Yes Header Level

Plant N/A Header Level= null; (not used

Yes Header Level

General Ledger Yes Split Level Yes Header Level

Cost Center Yes Split Level Yes Header Level

WBS Element Yes Split Level Yes Header Level

Asset Yes Split Level Yes Header Level

Internal Order Yes Split Level Yes Header Level

SAP accounting informationItems on approvable documents typically require accounting information so that your company’s accounting department can classify them appropriately.



You use the master data pull program provided by your SAP Ariba Procurement solution to retrieve accounting data from your SAP system. For more information, see Integrating SAP Ariba cloud solutions procurement and invoicing data with SAP ERP and SAP S/4HANA.

NoteInformation about SAP accounting information does not apply to SAP Ariba Catalog.

Data import tasks for SAP accounting information

There are a number of data import tasks and their related CSV files that define accounting information.

The following table lists the data import tasks and CSV files that define accounting information, indicates whether the data originates in your SAP system, and specifies whether the data is required. Tasks appear in the recommended data import order.

Data Import Task CSV Files Imported SAP Required

Import Item Categories [page 44] ItemCategory.csv See Note Yes

Import Company Codes [page 45] CompanyCode.csv X Yes

Import Internal Order Codes [page 46] InternalOrder.csv X Yes

Import Plants Data [page 46] Plant.csv X Yes

Import Purchase Organizations [page 47] PurchaseOrg.csv X Yes

Import Assets [page 47] Asset.csv X Yes

Import Cost Centers [page 47] CostCenter.csv X Yes

Import Account Types [page 49] AccountType.csv Yes

Import Account Categories [page 50] AccountCategory.csv X Yes

Import WBS Elements [page 51] WBSElement.csv X Yes

Import Purchase Groups [page 52] PurchaseGroup.csv X Yes

About Import General Ledgers [page 52] GeneralLedger.csv X Yes

Import Company Code Internal Order Mapping [page 46]

CompanyCodeIOCombo.csv X Yes

About Import Plant to Purchase Organization Mapping [page 53]

PlantPurchaseOrgCombo.csv X Yes

Import Account Category Field Status Combinations [page 53]

AccCategoryFieldStatusCombo.csv

X Yes

Import Field Status To Accounting Field Name Mapping [page 54]

FieldStatusToAccountingFieldNameMap.csv

X Yes

Import Company Code WBS Mapping [page 54]

CompanyCodeWBSCombo.csv X Yes


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Data Import Task CSV Files Imported SAP Required

Import Purchase Organization to Supplier Mapping [page 54]

PurchaseOrgSupplierCombo.csv X Yes

NoteData in ItemCategory.csv can be manually maintained, or retrieved from your SAP system.

Import All Accounting Related Data Import Task

The Import All Account Related Data task enables you to import several CSV account information data files with a single operation.

Import All Accounting Related Data imports the following accounting-related CSV files at once:

● AccCategoryFieldStatusCombo.csv● AccountCategory.csv● Asset.csv● CompanyCodeIOCombo.csv● CompanyCode.csv● CompanyCodeWBSCombo.csv● CostCenter.csv● FieldStatusToAccountingFieldNameMap.csv● GeneralLedger.csv● InternalOrder.csv● ItemCategory.csv● Plant.csv● PlantPurchaseOrgCombo.csv● PurchaseGroup.csv● PurchaseOrg.csv● PurchaseOrgSupplierCombo.csv● WBSElement.csv

Import Item Categories

The Import Item Categories data import task imports SAP item categories. It reads data from the CSV file named ItemCategory.csv.

An SAP item category specifies the characteristics and attributes of a transaction item and controls the processing of an item. Examples of item categories include “Material” (for material goods), “Service” (for services), “Lease Material” (for leased material goods), and “Lease Service” (for leased services).



Following is an example of ItemCategory.csv:

UTF8 UniqueName,Name,ExpectedValue,OverallLimit M,Material,false,false D,Service,true,true

The ExpectedValue column indicates whether expected value information is required for accounting purposes, and the OverallLimit column indicates whether overall limit information is required for accounting purposes. Both columns should typically be set to true only for services, and only if your site implements contracts with release orders. Otherwise, set these columns to false.

If your site is configured for creating standing orders, your administrator must include the item category B definition in the ItemCategory.csv file, and then run the Import Item Categories task. The following is an example definition:

UTF8 UniqueName,Name,ExpectedValue,OverallLimit M,Material,false,falseD,Service,true,true B,Limit,true,true

Translations for Item Category Names

You can use the Import Item Category Languages data import task to import translations for item category names.

Following is an example of a CSV file of item category translations:

UTF8 UniqueName,Description,Language D,Service,EnglishD,Service,FrenchD,Servicio,SpanishM,Material,EnglishM,Matériel,French M,Material,Spanish

Import Company Codes

The Import Company Codes data import task imports company codes retrieved from your SAP system. It reads data from CompanyCode.csv. A company code represents an independent accounting unit within a client. Each company code has its own balance sheet and its own profit and loss statement.

Following is an example of CompanyCode.csv.

UTF8 BUKRS,BUTXT,ORT01,ADRNR,FSTVA,BUKRS_GLOB,PurchasingUnit,SenderBusinessSystemId 0001,SAP A.G.,Walldorf,,0001,,,1111000,IDES AG,Frankfurt,0000000121,1000,GL1000,,222 2000,IDES UK,London,0000000122,1000,GL2000,,333


Import Internal Order Codes

The Import Internal Order Codes data import task imports internal orders retrieved from your SAP system. It reads data from the CSV file named InternalOrder.csv. You typically use internal orders to plan, collect, and settle the costs of internal jobs and tasks.

Following is an example of InternalOrder.csv:

UTF8 AUFNR,KTEXT 000000100002,Development-Project: Hyper Pumps000000100003,New Generation of Turbo-Pumps000000100004,Development Long-Life-Bulbs 000000100005,Long-Life-Bulbs (16V)

Import Company Code Internal Order Mapping

The Import Company Code Internal Order Mapping data import task imports combinations of company codes and internal orders retrieved from your SAP system. It reads data from the CSV file named CompanyCodeIOCombo.csv.

Following is an example of CompanyCodeIOCombo.csv.

UTF8 BUKRS,AUFNR 1000,0000001000021000,000000100003 1000,000000100004

Import Plants Data

The Import Plants Data data import task imports plants retrieved from your SAP system. It reads data from the CSV file named Plant.csv. A plant is an operational unit within a company code.

Following is an example of Plant.csv:

UTF8 WERKS,NAME1,NAME2,STRAS,PFACH,ORT01,PSTLZ,REGIO,LAND1,TEL_NUMBER,FAX_NUMBER,BUKRS 0001,Werk 0001,Walldorf,Neurottstrasse 16,,Walldorf,69190,,DE,49/6227/7-47474,49/6227/7-57575,00010099,Fa. Werk für LO-Customizing-Ku,,Neurottstr.16,1461,Walldorf,69185,08,DE,49/6227/7-47474, 49/6227/7-57575,00991000,Werk Hamburg,,Alsterdorferstr. 13,,Hamburg,22299,02,DE,4962277-47474,4962277-57575,1000 1100,Berlin,Berlin,Rosenthaler Grenzweg 12,,Berlin,13156,04,DE,4962277-47474,4962277-57575,1000

For sites enabled to support India goods and services tax (GST) on approvables, you can define the state code for a plant.



Import Purchase Organizations

The Import Purchase Organizations data import task imports purchase organizations retrieved from your SAP system. It reads data from the CSV file named PurchaseOrg.csv.

A purchase organization is an organizational unit responsible for procuring materials or services for one or more plants and for negotiating general conditions of purchases with vendors.

Following is an example of PurchaseOrg.csv:

UTF8 EKORG,EKOTX,BUKRS,PurchasingUnit 0001,Einkaufsorg. 0001,0001,11,Zentraleinkauf EU,11000,IDES Deutschland,1000,10002,EKORG 2,3000,2000,IDES UK,2000,2100,IDES Portugal,2100, 2200,IDES Frankreich,2200,

Import Assets

The Import Assets data import task imports the assets retrieved from your SAP system. It reads data from the CSV file named Asset.csv.

Following is an example of Asset.csv:

UTF8 BUKRS,ANLN1,ANLN2,TXT50,TXA50,AEDAT F100,000000003007,0000,Drehstuhl,,20000922F100,000000005000,0000,Flipchart Magnetoplan,,20000922F100,000000005001,0000,Wandtafel,,20000922 F100,000000006000,0000,Leasing Auto,,19990607

The values for TXT50,TXA50 must be specified as 2 comma-separated values that are evaluated as values for 2 separate columns. For example: Wandtafel,0005. The TXT50 value is mandatory and the TXA50 value is optional. For example: Wandtafel,,.

Import Cost Centers

The Import Cost Centers data import task imports cost centers retrieved from your SAP system. It reads data from the CSV file named CostCenter.csv. A cost center is an organizational unit within a controlling area that represents a clearly defined location where costs occur.

NoteA Cost Center is assigned to one or more company codes.


Following is an example of CostCenter.csv.

UTF8 KOSTL,BUKRS,KTEXT,PurchasingUnit 0000001000,1000,Corporate Services,PU1 0000001110,1000,Executive Board,PU2

Translations for Cost Center Descriptions

You can use the Import Cost Center Translations data import task to import translations for cost center descriptions.

When you import cost center descriptions as part of the Import ERP Master Data Translations task, you must name the file CostCenterLang.csv.

Following is an example of a CSV file of cost center description translations:

UTF8 CompanyCode,UniqueName,Description,Language 1000,0000001000,Corporate Services,Corporate Services,English1000,0000001000,Services d’entreprise,French 1000,0000001000,Servicios corporativos,Spanish

Import Networks

The Import Networks data import task imports network accounting entities retrieved from your SAP system. It reads data from the CSV file named Network.csv.

The following is an example of an Network.csv file:

UTF-8,, NTWC,NTWK,NTWD5000,Prague,Office Building3000,IDC,Bangalore Office 4000,USHQ,US Headquarters

Import Network Translations

You can use the Import Network Translations data import task to import translations for SAP network descriptions. This task reads from the NetworkLang.csv file.

Following is an example of a NetworkLang.csv file:

UTF-8,,, CompanyCode,UniqueName,Description,Language3000,IDC,Bangalore Office,English3000,IDC,Bureau de Bangalore,French3000,IDC,Oficina en Bangalore,Spanish4000,USHQ,Headquarters,English



4000,USHQ,Quartier général,French 4000,USHQ,Hauptsitz,German

Import Activity Numbers

The Import Activity Numbers data import task imports activity numbers retrieved from your SAP system. It reads data from the CSV file named ActivityNumbers.csv.

Following is an example of an ActivityNumbers.csv file:

UTF-8,,, ACTD,ACTY,ACTC,ACTNBuildConfRoom,3,5000,PragueBuildServerRoom,6,5000,PragueBuildConfRoom,2,4000,USHQBuildCafeteria,9,4000,USHQBuildServerRoom,5,4000,USHQBuildCafeteria,7,3000,IDCBuildServerRoom,4,3000,IDC BuildConfRoom,1,3000,IDC

Import Account Types

The Import Account Types data import task defines SAP account types. It reads data from the CSV file named AccountType.csv. SAP Ariba Procurement and invoicing solutions use account types as a way of grouping accounts.

Examples of account types include “Internal Order,” “Cost Center,” “Asset,” and “WBS Element.”

In SAP Ariba Procurement and invoicing solutions, account types are associated with catalog items and are part of the required information for a catalog item. The account types for catalog items are defaulted from the commodity code. For example, you can specify that all items with the commodity code “EQUIP” have the account type “Capital.” Some catalog items can potentially have multiple account types (for example, “Expense” and “Capital”), and users must choose which is appropriate. For more information, see About Import ERP Commodity to Commodity Mapping [page 238].

NoteWhen changing your site configuration from amount-based defaulting to unit price-based defaulting, ensure your ERPCommodityCodeMap.csv file entries are correct and apply to the change in the defaulting behavior.

Following is an example of the AccountType.csv file:

UTF8 UniqueName,Name,Description CostCenter,Cost Center,Cost Center Account TypeInternalOrder,Internal Order,Internal Order Account TypeAsset,Asset,Asset Account Type WBSElement,WBS Element,


Translations for Account Type Names

You can use the Import Account Type Translations data import task to import translations for account type names.

Following is an example of a CSV file of account type translations:

UTF8 UniqueName,Name,Language InternalOrder,Internal Order,EnglishInternalOrder,Commande intérieur,French InternalOrder,Perdido interno,Spanish

Import Account Categories

The Import Account Categories data import task imports account categories retrieved from your SAP system. It reads data from the CSV file named AccountCategory.csv.

SAP uses account categories to specify how to assign a line item expenditure to an account. Examples of account categories include Asset, Order, Cost Center, Project, Network, and Unassigned. SAP Ariba solutions use account categories to determine:

● What types of accounts to display in the user interface.● Whether to require users to choose or provide certain types of account information in the user interface.

SAP stores information about when to display or require user input for account categories in field status group strings. One field status group string exists for each account category in your SAP system. The strings reside in the table T162K, within field faus1. The SAP Ariba solution interprets these strings to handle accounting fields within the user interface.

Following is an example of AccountCategory.csv:

"UTF-8" KNTTP,FAUS1,KNTTX"A","----------**-----------+--------.-----------------*...-...............","Asset""F","---------..-------.-------------.-----------------+-..-...............","Order""K","---------+.---------------------.-----------------+-..-...............","Cost center""P","-----------.------.-------------.-----------------+-..-...............","Project""N","---------+.-------+-------------.-----------------+-..-....+..........","Network""U","------------------------------------------------------...............","Unassigned"

The requirement settings for the following assignment category entries are fixed. The entries are always required, regardless of the requirement setting in the FAUS1 field.

● Asset: Asset Number● Order: Internal Order, GL Account, Asset, and Sub Asset● Cost Center: Cost Center, GL Account● Project: WBS Element, GL Account● Network: Network, Activity Number



● Unassigned: Unknown account assignment

Translations for Account Category Descriptions

You can use the Import Account Category Translations data import task to import translations for account type names.

When you import account category descriptions as part of the Import ERP Master Data Translations task, you must name the file AccountCategoryLang.csv.

Following is an example of a CSV file of account category translations:

UTF8 UniqueName,Description,Language K,Cost center,EnglishK,Centre des couts,FrenchK,Centro de costos,SpanishP,Project,EnglishP,Projet,FrenchP,Proyecto,SpanishN,Network,EnglishN,Réseau,French N,Red,Spanish

Field Status Group Strings

SAP Ariba Procurement solutions treat some field status group string settings differently from SAP within the user interface.

The following table describes these differences:

Character SAP User Interface SAP Ariba User Interface

“+” (plus sign) Required entry Displays the field and requires user input.

“.” (period) Optional entry Displays the field, and the user can decide whether to change it.

“*” (asterisk) Display Does not display this field because it does not require user input.

“-” (minus sign) Suppressed Does not display this field because it is not relevant.

Import WBS Elements

The Import WBS Elements data import task imports WBS elements retrieved from your SAP system. It reads data from the CSV file named WBSElement.csv.

All projects created in SAP must contain a project definition and at least one work breakdown structure (WBS) element. WBS elements represent a part of the project and track financial information.


Following is an example of WBSElement.csv:

UTF8 POSID,PBUKR,POSKI,PSPNR,AEDAT,POST1 &00000001,1000,&00000001,00000635,20001108,Foundation&00000002,1000,&00000002,00000636,20001108,Machines&00000003,2300,&00000003,00000637,20001108,Civil Engineering &00000004,2300,&00000004,00000638,20001108,Building Construction

Import Purchase Groups

The Import Purchase Groups data import task imports purchase groups retrieved from your SAP system. It reads data from the CSV file named file PurchaseGroup.csv. Purchase groups are responsible for the day-to-day buying activities of purchase organizations. A purchase group can act for several purchase organizations.

Following is an example of PurchaseGroup.csv:

UTF8 EKGRP,EKNAM,PurchasingUnit 000,"Chef, H.",002,"Harnisch,H.",003,IDES USA,004,"Eiffel,J.",005,"Diller, M",006,"Sommer, St.", 007,"Lux, L.",

Import General Ledgers

The Import General Ledgers data import task imports general ledger accounts retrieved from your SAP system. It reads data from the CSV file named GeneralLedger.csv.

Following is an example of GeneralLedger.csv:

UTF8 SAKNR,BUKRS,FSTAG,TXT50 0000200000,0001,G001,Loss on disposal/sale of fixed assets0000231000,0001,G014,Loss-price variances 0000231500,0001,G014,Expense from price difference of own goods

Translations for General Ledgers

You can use the Import General Ledger Translations data import task to import translations for general ledger names.

When you import general ledger descriptions as part of the Import ERP Master Data Translations task, you must name the file GeneralLedgerLang.csv.



Following is an example of a CSV file of general ledger translations:

UTF8 UniqueName,CompanyCode,FieldStatusGroup,Description,Language 0000231000,0001,G014,Loss-price variances,English0000231000,0001,G014,Perte-variances de prix,French 0000231000,0001,G014,Pérdida-varianzas de precio,Spanish

Import Plant to Purchase Organization Mapping

The Import Plant To Purchase Organization Mapping data import task imports combinations of plants and purchase organizations retrieved from your SAP system. It reads data from the CSV file named PlantPurchaseOrgCombo.csv. A plant is assigned to one or more purchase organizations.

Following is an example of PlantPurchaseOrgCombo.csv:

UTF8 WERKS,EKORG 0001,00011000,11000,10001000,C1001100,1 1100,1000

Import Account Category Field Status Combinations

The Import Account Category Field Status Combinations data import task imports SAP account category and field status codes combinations retrieved from your SAP system. It reads data from the CSV file named AccCategoryFieldStatusCombo.csv.

Following is an example of AccCategoryFieldStatusCombo.csv:

UTF-8 KNTTP,FSTAG,BUKRSF,G003,1000F,G069,1000K,G030,1000K,,1000K,G004,F100N,G003,1000N,G033,1000N,G004,F100 N,G003,F100


Import Field Status To Accounting Field Name MappingThe Import Field Status To Accounting Field Name Mapping data import task imports combinations of field status strings and accounting field names retrieved from your SAP system. It reads data from the CSV file named FieldStatusToAccountingFieldNameMap.csv.

Following is an example of FieldStatusToAccountingFieldNameMap.csv:

Cp1252 UniqueName,Name,Description010,CostCenter,Cost center011,InternalOrder,RK/PPC order012,WBSElement,Project013,SalesOrder,Sales order019,Network,Network020,FinanceItem,Finance item024,Asset,Asset033,BusinessArea,Business Area 060,ActivityNumber,Activity Number

Import Company Code WBS MappingThe Import Company Code WBS Mapping data import task imports combinations of company codes and WBS elements retrieved from your SAP system. It reads data from the CSV file named CompanyCodeWBSCombo.csv.

Following is an example of CompanyCodeWBSCombo.csv.

UTF8 POSID,PBUKR,POSKI,PSPNR,AEDAT,POST1 &00000001,1000,&00000001,00000635,20001108,Foundation&00000002,1000,&00000002,00000636,20001108,Machines &00000003,2300,&00000003,00000637,20001108,Civil Engineering

Import Purchase Organization to Supplier MappingThe Import Purchase Organization To Supplier Mapping data import task imports combinations of SAP purchase organizations and suppliers. It reads data from the CSV file named PurchaseOrgSupplierCombo.csv.

Following is an example of PurchaseOrgSupplierCombo.csv:

UTF8 XERSY,ZTERM,EKORG,LIFNR,INCO1 X,,1000,0000000001,DAT'',,1000,X,,1000,'',,F100, '',,F100,

NoteIf you have enabled the evaluated receipt settlement feature (ERS) in your site, the XERSY field for suppliers for whom ERS transactions must be allowed must be set to X.



Funds management accounting information on approvables

SAP Ariba Procurement solutions include standard Flexible Master Data (FMD) fields on approvable documents, such as requisitions and invoice reconciliations, when the funds management accounting functionality is enabled for your site.

This following table lists the simplified data import tasks for the funds management accounting functionality:

Data Import Task Corresponding CSV File

Import Flex Master Data EarmarkedFundsDocument EarMarkExport.csv

Import Flex Master Data EarmarkedFundsLineItem EarmarkedFundsDocumentExport.csv

Import Flex Master Data Fund FundExport.csv

Import Flex Master Data BudgetPeriod BudgetPeriodExport.csv

Import Flex Master Data FundsCenter FundsCenterExport.csv

Import Flex Master Data CommitmentItem CommitExport.csv

Import Flex Master Data FunctionalArea FuncAreaExport.csv

Import Flex Master Data Grant GranteeExport.csv

Import Flex Master Data FMArea FMAreaExport.csv

Related Information

Data import tasks reference [page 275]CSV files reference [page 288]

PeopleSoft accounting informationItems on approvable documents typically require accounting information so that your company’s accounting department can classify them appropriately. For more information on setting up integrations with PeopleSoft ERP systems, see the Integrating SAP Ariba cloud solutions procurement and invoicing data with SAP ERP and SAP S/4HANA guide.

NoteInformation about PeopleSoft accounting information does not apply to SAP Ariba Catalog.




Data import tasks for PeopleSoft accounting information

The following table lists the data import tasks and CSV files that define accounting information, indicate whether the data originates in your PeopleSoft system, and specify whether the data is required. The tasks appear in the recommended data import order.

Data Import Task CSV Files Imported PeopleSoft Required


Import SetIDs [page 57] SetId.csv X Yes

Import Accounts [page 57] Account.csv X Yes

Import Products [page 58] Product.csv X Yes

Import GL Business Units [page 58] GLBusinessUnit.csv X Yes

Import Departments [page 59] Department.csv X Yes

Import Projects [page 59] Project.csv X Yes

Import Business Units [page 60] BusinessUnit.csv X Yes

Import Statistics [page 61] Statistics.csv X Yes

Import Accounting Combinations [page 61] AccountingCombination.csv No

Import All Accounting Related Data import task

The Import All Account Related Data task enables you to import several CSV account information data files with a single operation.

Import All Accounting Related Data imports the following accounting-related CSV files at once:

● Account.csv● AccountingCombinationGroup.csv● AccountingCombination.csv● BusinessUnit.csv● Department.csv● GLBusinessUnit.csv● Product.csv● SetId.csv● Statistics.csv

For information on running batch data import tasks, see Data import tasks reference [page 275].



Import SetIDs

The Import SetIDs data import task imports SetIDs retrieved from your PeopleSoft system. It reads data from the CSV file named SetId.csv.

Following is an example of SetId.csv:

UTF8 SETID,DESCRSHORT,DESCR,PurchasingUnit AUS01,AUSTRALIA,AUSTRALIA OPERATIONS,BLG01,BELGIUM,BELGIUM OPERATIONS, CAN01,CANADA OPS,CANADA OPERATIONS,

Import Accounts

The Import Accounts data import task imports accounts retrieved from your PeopleSoft system. It reads data from the CSV file named Account.csv.

Following is an example of Account.csv:

UTF8 ACCOUNT_TYPE,DESCRSHORT,SETID,ACCOUNT,ACCOUNT_DESCR_,SETID_ACCOUNT_ A,All Accts,FEDRL,0,0000: All Accounts,FEDRL:0000C,RawMatInv,SHARE,131000,131000: Raw Material Inventory,SHARE:131000A,WIP Inv,SHARE,132000,132000: Work In Process Inventory,SHARE:132000A,FinGoodInv,SHARE,132010,132010: Finished Goods Inventory,SHARE:132010A,PlantInv,SHARE,132020,132020: Plant Operation/Maint. Inv.,SHARE:132020A,US001,SHARE,132202,132202: Intercompany Intransit US001,SHARE:132202 E,OffSupply,SHARE,630000,630000: Office Supplies,SHARE:630000

Translations for Account Names

You use the Import Account Translations data import task to import translations for account names.

Following is an example of a CSV file of account name translations:

UTF8 UniqueName,Name,Language SHARE:630000,Office Supplies,EnglishSHARE:630000,Equipement de bureau,French SHARE:630000,Material de oficina,Spanish

Related Information

Import Account Types [page 49]


Import ProductsThe Import Products data import task imports products retrieved from your PeopleSoft system. It reads data from the CSV named Product.csv.

Following is an example of Product.csv:

UTF8 PRODUCT,SETID_PRODUCT_,SETID,PRODUCT_DESCR_,DESCRSHORT ACCSSR,SHARE:ACCSSR,SHARE,Accessories,AccessoriesALLPRD,SHARE:ALLPRD,SHARE,All Products,All ProdsCONFIG,SHARE:CONFIG,SHARE,Configuration Services,Config SrvHARDWR,SHARE:HARDWR,SHARE,Hardware,Hardware INSTAL,SHARE:INSTAL,SHARE,Installation Services,InstallSrv

Import Translations for Products

You use the Import Product Translations data import task to import translations for product names.

Following is an example of a CSV file of product name translations:

UTF8 SETID_PRODUCT_,PRODUCT_DESCR_,DESCRSHORT,Language SHARE:ACCSSR,Accessories,EnglishSHARE:ACCSSR,Accesorios,Accessorios,Spanish SHARE:ACCSSR,Accessoires,Accessoires,French

Import GL Business UnitsThe Import GL Business Units data import task imports general ledger business units retrieved from your PeopleSoft system. It reads data from the CSV file named GLBusinessUnit.csv.

Following is an example of GLBusinessUnit.csv:

UTF8 BUSINESS_UNIT,DESCR,ACCTTAB_SETID,PROJTAB_SETID,PRODTAB_SETID,DEPTTAB_SETID,BILLADDRTAB_SETID,BASE_CURRENCY,SETID,REGION,PurchasingUnit AUS01,AUSTRALIA OPERATIONS,SHARE,SHARE,SHARE,SHARE,SHARE,AUD,SHARE,APAC,BLG01,BELGIUM OPERATIONS,SHARE,SHARE,SHARE,SHARE,SHARE,BEF,SHARE,EMEA,BLGE1,BELGIUM - EURO BASE CURRENCY,SHARE,SHARE,SHARE,SHARE,SHARE,EUR,SHARE,EMEA,BUY01,Dean Jones & Bishop,SHARE,SHARE,SHARE,SHARE,SHARE,USD,SHARE,NAMER,BUY02,DS Telecommunications,SHARE,SHARE,SHARE,SHARE,SHARE,USD,SHARE,NAMER, BUY03,Choice Industries,SHARE,SHARE,SHARE,SHARE,SHARE,USD,SHARE,NAMER,

Import Translations for GL Business Units

You use the Import GL Business Unit Translations data import task to import translations for general ledger business unit names.



Following is an example of a CSV file of general ledger business unit name translations:

UTF8 BUSINESS_UNIT,DESCR,Language AUS01,AUSTRALIA OPERATIONS,EnglishAUS01,Operaciones de Australia,Spanish AUS01,Operations d’Australie,French

Import Departments

The Import Departments data import task imports departments retrieved from your PeopleSoft system. It reads data from the CSV file named Department.csv.

Following is an example of Department.csv:

UTF8 SETID_DEPTID_,SETID,DESCR,DEPTID,DESCRSHORT,PurchasingUnit SHARE:10000,SHARE,Human Resources,10000,HR,SHARE:10200,SHARE,Headquarters,10200,Headquarte,SHARE:10500,SHARE,Benefits,10500,Benefits, SHARE:105000,SHARE,Benefits,105000,Benefits,

Import Translations for Departments

You use the Import Department Translations data import task to import translations for department names.

Following is an example of a CSV file of department name translations:

UTF8 SETID_DEPTID_,DESCR,DESCRSHORT,Language SHARE:10200,Headquarters,Headquarte,English SHARE:10200,Oficina central,Ofa Central,Spanish

Import Projects

The Import Projects data import task imports projects retrieved from your PeopleSoft system. It reads data from the CSV file named Project.csv.

Following is an example of Project.csv:

UTF8 SETID_PROJECT_ID_,SETID,PROJECT_ID_DESCR_,PROJECT_ID,PROJECT_TYPE SHARE:NOPROJ,SHARE,No Project,NOPROJ,No ProjectSHARE:ALLPROJECTS,SHARE,All Projects,ALLPROJECTS,All ProjectsSHARE:BUILDING,SHARE,Building,BUILDING,BuildingSHARE:COMPLEX,SHARE,Complex,COMPLEX,Complex SHARE:CONSTRUCTIONDIV,SHARE,Construction Division,CONSTRUCTIONDIV,Construction Division


Import Translations for Projects

You use the Import Project Translations data import task to import translations for project names.

Following is an example of a CSV file of project name translations:

UTF8 SETID_PROJECT_ID_,PROJECT_ID_DESCR_,PROJECT_TYPE,Language SHARE:BUILDING,Building,Building,English SHARE:BUILDING,Construire,Construire,French

Import Business Units

The Import Business Units data import task imports purchasing business units retrieved from your PeopleSoft system. It reads data from the CSV file named BusinessUnit.csv.

Following is an example of BusinessUnit.csv:

UTF8 BUSINESS_UNIT,BUSINESS_UNIT_GL,DESCR,SHIPTOTAB_SETID,SUPPLIERTAB_SETID,CONTRACTTAB_SETID,BUSINESS_UNIT_AM,ALLOW_MC_REQ,DELIVERTOTAB_SETID,COMMCODETAB_SETID,SETID_BILL_LOCATION_,ALLOW_MC_PO,CURRENCY_CD,PurchasingUnit AUS01,AUS01,AUSTRALIA OPERATIONS,SHARE,SHARE,SHARE,AUS01,Y,SHARE,SHARE,SHARE:AUS01,Y,AUD,AUS01BLG01,BLG01,BELGIUM OPERATIONS,SHARE,SHARE,SHARE,BLG01,Y,SHARE,SHARE,SHARE:BLG01,Y,BEF,BLG01 BLGE1,BLGE1,BELGIUM - EURO BASE CURRENCY,SHARE,SHARE,SHARE,BLGE1,Y,SHARE,SHARE,SHARE:BLG01,Y,EUR,

Import Translations for Business Units

You use the Import Business Unit Translations data import task to import translations for business unit names.

Following is an example of a CSV file of business unit name translations:

UTF8 BUSINESS_UNIT,DESCR,Language AUS01,AUSTRALIA OPERATIONS, EnglishAUS01,Opérations d’Australie, French AUS01,Operaciones de Australia,Spanish



Import Statistics

The Import Statistics data import task imports statistics codes retrieved from your PeopleSoft system. It reads data from the CSV file named Statistics.csv.

Following is an example of Statistics.csv:

UTF8 SETID_STATISTICS_CODE_,SETID,STATISTICS_CODE_DESCR_,STATISTICS_CODE,DESCRSHORT SHARE:ALL,SHARE,All Statistics codes,ALL,All statSHARE:ASP,SHARE,Average Selling Price,ASP,AvgSellingSHARE:AVC,SHARE,Average Cost,AVC,AvgCostSHARE:DAY,SHARE,Work Days,DAY,Work DaysSHARE:EXT,SHARE,Existing Positions,EXT,Existing SHARE:FLS,SHARE,Floor Space,FLS,Fl Space

Import Translations for Statistics

You use the Import Statistics Translations data import task to import translations for statistics codes.

Following is an example of a CSV file of statistics code translations:

UTF8 SETID_STATISTICS_CODE_,STATISTICS_CODE_DESCR_,DESCRSHORT,Language SHARE:DAY,Work Days,Work Days,English SHARE:DAY,Jours de travail,Jours de trav,French

Import Accounting Combinations

You can use the Import Accounting Combinations data import task to define valid combinations of PeopleSoft accounting entities in SAP Ariba Procurement solutions. This task reads data from the CSV file named AccountingCombination.csv.

Accounting combinations cause choosers in the user interface to display only valid choices given the values of other accounting fields. The SAP Ariba application also performs validation based on the accounting combinations you define. If your accounting combinations do not include any value for a particular accounting field, that field is not used for accounting combinations and any value of that field is considered valid.

Typically, you use accounting combinations to support existing accounting combination validation in your ERP system. Your accounting combination data must specify every allowed combination of accounting entities.

Following is an example of AccountingCombination.csv:

UTF8 UniqueName,CombinationGroup,BUSINESS_UNIT_GL,SETID_ACCOUNT_,SETID_DEPTID_,SETID_PROJECT_,BUSINESS_UNIT,SETID_PRODUCT_,SETID_LOCATION_,STATISTICS_CODE 1,1,AUS01,,,,,,,2,1,BLG01,,,,,,,3,1,BLGE1,,,,,,,4,1,BUY01,,,,,,,5,1,BUY02,,,,,,,


6,1,BUY03,,,,,,,

Accounting Combination Validation Customization

You can customize accounting combination behavior by specifying the unique name of an accounting combination validation group in the optional CombinationGroup column in AccountingCombination.csv.

Accounting Combination Examples

The accounting combination examples illustrate how account and business units combine to affect accounting behavior.

Suppose you define the following accounting combinations:

SETID_ACCOUNT_ BUSINESS_UNIT SETID_PRODUCT_

1000

2000

3000

100

100

200

(null)

(null)

(null)

In this example, any combination that contains account 1000, business unit 100, and any product value is considered valid.

However, suppose you add an entry for the SETID_PRODUCT_ column in one of the combinations, for example:


1000

2000

3000

3000

100

100

200

400

(null)

(null)

(null)

PROD1

In this example, any combination that contains account 1000 and business unit 100 must have a null product. Note that account 3000, business unit 400, and product null in the previous example is also a valid combination if SETID_PRODUCT_ is not separately a required field.

Accounting Combination Validation Groups

You can have an SAP Ariba representative create accounting combination validation groups in the SAP Ariba solution. An accounting combination validation group defines a full set of accounting combinations that is enforced in the user interface.



Accounting combination validation groups can significantly reduce the number of entries in accounting choosers through the use of multiple accounting combination validations and wildcards.

Accounting information for Generic ERP variantsItems on approvable documents typically require accounting information. You can use the DB Connector to retrieve accounting information from your ERP system. For more information, see Using the DB Connector.

Data import tasks for accounting information in Generic ERP variants

The following table lists the data import tasks and CSV files that define accounting information and specifies whether the data is required. Tasks appear in the recommended data import order.

Data Import Task CSV Files Imported Required


About Import Accounts [page 63] Account.csv No

About Import Companies [page 64] Company.csv No

About Import Projects [page 64] Project.csv No

About Import Subaccounts [page 65] SubAccount.csv No

About Import Business Units [page 65] BusinessUnit.csv Yes

About Import Cost Centers [page 65] CostCenter.csv No

About Import Accounting Regions [page 66]

Region.csv No

About Import Products [page 66] Product.csv No

About Import Accounting Combinations [page 67]

AccountingCombination.csv No

Import Accounts

The Import Accounts data import task defines the valid accounts that can be used in SAP Ariba Procurement solutions. It reads data from the CSV file named Account.csv. Common examples of accounts include “Cash,” “Cost of Sales,” and “Standard Adjustment.”

Following is an example of Account.csv:

UTF8 UniqueName,Name,Description,PurchasingUnits 0000,Auto_Account,Auto_Account,PU11110,Cash,Cash,PU25110,Cost of Sales,Cost of Sales Account,


https://help.sap.com/viewer/d066a90ef618101499ccd55dc3c29025/2202/en-US/d0725e1ef6181014ace6e741cb6137aa.html

5220,Invoice Price Var.,Invoice Price Var.,PU15230,Standard Adjustment,Standard Adjustment,PU2 5240,Scrap- Inventory,Scrap- Inventory

Translations for Account Names

You use the Import Account Translations data import task to import translations for account names.

Following is an example of a CSV file of account name translations:

UTF8 UniqueName,Name,Language 5110,Cost of Sales,English5110,Couts des vents,French 5110,Costos de ventas,Spanish

Import Companies

The Import Companies data import task defines companies. It reads data from the CSV file named Company.csv. Companies typically represent independent accounting units. Each company has its own balance sheet and its own profit and loss statement. Users and transactions are associated with companies in SAP Ariba Procurement solutions.

Following is an example of Company.csv:

UTF8 UniqueName,Name,Description,PurchasingUnit,PurchasingUnits 00,Unspecified,Unspecified,US100,"US002,US100"01,US- Global Computers,US- Global Computers,US100,"US005,US100"02,US- Global Designs,US- Global Designs,US100,"US002,US005,US100"04,UK- Global Industries,UK- Global Industries,UK100,"UK100,UK300" 05,GER- Global Technologies,GER- Global Technologies,DE001,"DE001,DE005"

Import Projects

The Import Projects data import task defines projects. It reads data from the CSV file named Project.csv. A project is typically an operational unit within your company.

Following is an example of Project.csv:

UTF8 UniqueName,Name,Description,PurchasingUnits 110,Sentinel Standard,Sentinel Standard,"US100,US200"120,Sentinel Financial,Sentinel Financial,US100130,Sentinel Multimedia,Sentinel Multimedia,140,Sentinel PTO Model,Sentinel PTO Model, 210,Envoy Standard,Envoy Standard,



Import Subaccounts

The Import Subaccounts data import task defines subaccounts. It reads data from the CSV file named SubAccount.csv. Subaccounts are accounting entities that are subordinate to the accounts defined in Account.csv.

Following is an example of SubAccount.csv:

UTF8 UniqueName,Name,Description,Account,PurchasingUnits 0000,Auto_Sub_Account,Auto_Sub_Account,,"US100,US200"1110,Cost of Sales,Cost of Sales,,US1001210,Research and Development,Research and Development,,1310,Sales and Marketing,Sales and Marketing,,1410,General and Administrative,General and Administrative,,5001,Buenos Aires,Buenos Aires,, 5002,Brisbane,Brisbane,,

Import Business Units

The Import Business Units data import task defines business units. It reads data from the CSV file named BusinessUnit.csv. A business unit typically represents an independent organizational entity within your company.

Following is an example of BusinessUnit.csv:

UTF8 UniqueName,PurchasingUnit,Name,Description,Company,PurchasingUnits BUY01,BUY01,BUY01,Dean Jones & Bishop,GD,"BUY01,BUY04"BUY02,BUY02,BUY02,DS Telecommunications,GD,"BUY02,BUY05"DEU01,DEU01,DEU01,GERMANY OPERATIONS,05,"DEUE1,DEUE3"DEUE1,DEUE1,DEUE1,GERMANY - EURO BASE CURRENCY,05,"DEUE1,DEUE2"GBR01,GBR01,GBR01,BRITAIN OPERATIONS,04, US001,US001,US001,US001 NEW YORK OPERATIONS,01,"US005,US100,US002"

Import Cost Centers

The Import Cost Centers data import task defines cost centers. It reads data from the CSV file named CostCenter.csv.

A cost center is typically an organizational unit within a controlling area that represents a clearly defined location where costs occur. Users and transactions are associated with cost centers in SAP Ariba Procurement solutions.

Following is an example of CostCenter.csv:

UTF8 UniqueName,Name,Description,PurchasingUnit,PurchasingUnits 000,Auto_Cost_Center,Auto_Cost_Center,US001,"US001,US003"0000,CEO Office,CEO Office,US003,"US003,US004"1000,Corporate Services,Corporate Services,005,"003,005"1100,Distribution,Distribution,001,"001,003"1200,Production,Production,,"US006,US007"


6100,Sales - US,Sales - US,US003,"US003,US002"6200,Sales - Asian,Sales - Asia,SNG01,"SNG01,SNG07" 6300,Sales - Germany,Sales - Germany,DEU01,"DEU06,DEU01"

Translations for Cost Center Names

You can use the Import Cost Center Translations data import task to import translations for cost center names.

Following is an example of a CSV file of cost center name translations:

UTF8 UniqueName,Name,Language 1000,Corporate Services,English1000,Services d’entreprise,French 1000,Servicios corporativos,Spanish

Import Accounting Regions

The Import Accounting Regions data import task defines accounting regions. It reads data from the CSV file named Region.csv. An accounting region typically represents a geographic region or location.

Following is an example of Region.csv:

UTF8 Name,UniqueName,PurchasingUnit Kiran Location,K100,BANGALORE,SE10,CHENNAI,SE20,San Francisco Aviation Maintenance Center,1025,Portland P5,1045, No Location,0000,

Import Products

The Import Products data import task defines products. It reads data from the CSV file named Product.csv. A product might be a grouping or collection of product lines or lines of business. Transactions are associated with products in SAP Ariba Procurement solutions. Defining products helps filter data for users.

Following is an example of Product.csv:

UTF8 UniqueName,Name,Description,PurchasingUnits 110,Sentinel Standard,Sentinel Standard,"US100,US200"120,Sentinel Financial,Sentinel Financial,US100130,Sentinel Multimedia,Sentinel Multimedia,140,Sentinel PTO Model,Sentinel PTO Model,210,Envoy Standard,Envoy Standard, 220,Envoy Executive,Envoy Executive,



Import Accounting Combinations

You can use the Import Accounting Combinations data import task to define valid combinations of Generic accounting entities in SAP Ariba Procurement solutions. This task reads data from the CSV file named AccountingCombination.csv.

Accounting combinations cause choosers in the user interface to display only valid choices given the values of other accounting fields. The SAP Ariba application also performs validation based on the accounting combinations you define. If your accounting combinations do not include any value for a particular accounting field, that field is not used for accounting combinations and any value of that field is considered valid.

Typically, you use accounting combinations to support existing accounting combination validation in your ERP system. Your accounting combination data must specify every allowed combination of accounting entities.

Following is an example of AccountingCombination.csv:

UTF8 UniqueName,CombinationGroup,BUSINESS_UNIT_GL,SETID_ACCOUNT_,SETID_DEPTID_,SETID_PROJECT_,BUSINESS_UNIT,SETID_PRODUCT_,SETID_LOCATION_,STATISTICS_CODE 1,1,AUS01,,,,,,,2,1,BLG01,,,,,,,3,1,BLGE1,,,,,,,4,1,BUY01,,,,,,,5,1,BUY02,,,,,,, 6,1,BUY03,,,,,,,

Accounting Combination Validation Customization

You can customize accounting combination behavior by specifying the unique name of an accounting combination validation group in the optional CombinationGroup column in AccountingCombination.csv.

Accounting Combination Examples

The accounting combination examples illustrate how account and business units combine to affect accounting behavior.

Suppose you define the following accounting combinations:


1000

2000

3000

100

100

200

(null)

(null)

(null)

In this example, any combination that contains account 1000, business unit 100, and any product value is considered valid.


However, suppose you add an entry for the SETID_PRODUCT_ column in one of the combinations, for example:


1000

2000

3000

3000

100

100

200

400

(null)

(null)

(null)

PROD1

In this example, any combination that contains account 1000 and business unit 100 must have a null product. Note that account 3000, business unit 400, and product null in the previous example is also a valid combination if SETID_PRODUCT_ is not separately a required field.

Accounting Combination Validation Groups

You can have an SAP Ariba representative create accounting combination validation groups in the SAP Ariba solution. An accounting combination validation group defines a full set of accounting combinations that is enforced in the user interface.

Accounting combination validation groups can significantly reduce the number of entries in accounting choosers through the use of multiple accounting combination validations and wildcards.



Topics about payment terms

Payment terms in the user interface [page 69]

Managing payment terms in Ariba Administrator [page 72]

Data import tasks for payment terms [page 74]

Payment terms in the user interfacePayment terms specify the time period in which a supplier requests payment and offers any discounts that they choose to make available for early payment. For example, payment terms of PT30 might mean that a payment is due within 30 days, but with a 3 percent discount available if payment is made within 15 days.

In SAP Ariba Procurement solutions, payment terms can be included on orders, invoices, and payment documents.

Payment terms in SAP Ariba Buying and Invoicing

In SAP Ariba Buying and Invoicing, when an order is created and sent to the supplier, the order document includes the payment terms for the supplier location.

If you allow suppliers to modify the payment terms when they create an invoice for the order in Ariba Network, the invoice reconciliation process will generate a payment term mismatch invoice exception. If the payment terms on the invoice don’t match existing payment terms defined in SAP Ariba Buying and Invoicing, a new ad hoc payment term is created.

During invoice reconciliation, invoice exception handlers decide if they want to accept or dispute the payment terms on the invoice. If they dispute the payment terms on the invoice, the purchase order or contract request payment terms are applied to the invoice reconciliation and payment request documents. If they accept the payment term invoice exception, the suppliers’ payment terms are applied. Note that exception handlers can only accept payment terms that are defined in your SAP Ariba Buying and Invoicing solution. They cannot accept ad hoc payment terms.

Exception handlers can also modify the payment terms on the invoice reconciliation, in which case the changed payment terms are applied to the payment request document.

NoteYou allow suppliers to change payment terms through an invoicing rule in your Ariba Network account. Regardless of this rule, Ariba Network accepts changes in payment terms for purchase orders that do not include any payment terms.

Ariba recommends that you configure your Ariba Network account to prevent suppliers from submitting invoices with payment terms that do not match what is on the originating purchase order.

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about payment terms PUBLIC 69

Payment terms in SAP Ariba Invoice Management

With SAP Ariba Invoice Management, you receive order information from your external system as a copy order sent from Ariba Network. Those orders might include payment terms that have not been defined in your SAP Ariba Invoice Management solution or payment terms might be missing completely.

If the supplier creates an invoice from that order, the invoice reconciliation will result in a payment term mismatch exception even though the payment terms on the order match the payment terms on the invoice.

Payment term mismatch invoice exceptions are also triggered if the payment terms on the order do not match the payment term on the invoice, and either one is defined in SAP Ariba Invoice Management. See Payment terms in SAP Ariba Buying and Invoicing [page 69] for information on the invoicing rule that allow suppliers to change the payment terms on an invoice and how to resolve payment terms mismatch invoice exceptions.

Payment terms in SAP Ariba Buying

In SAP Ariba Buying, when an order is created and sent to the supplier, the order document includes the payment terms for the supplier or supplier location.

When exporting the purchase orders to your external system, you can then compare in your external system the payment terms applied at the time of the order with the payment terms received from your supplier on the invoice.

Additional information about payment terms

Payment terms on non-PO invoices

For supplier-submitted non-PO invoices, you may want to configure a custom invoice exception type that autorejects invoices if the payment terms do not match any preconfigured payment terms in your SAP Ariba Buying or SAP Ariba Invoice Management solution (that is if the invoice reconciliation process discovers a payment terms mismatch exception).

See the SAP Ariba Invoicing Data Import and Administration Guide for more information about invoice exceptions.

Payment Terms on Invoices from an Invoice Conversion Service

For PO-based invoices sent from an invoice conversion service (ICS) provider, a common practice for some purchasing organizations is to ensure that the invoice received from the service provider contains the payment terms on the purchase order even if the payment terms on the invoice from the supplier are different.

For non-PO invoices or for invoices where the originating purchase order does not include payment terms, common practice is to have the service provider apply payment terms based on the vendor master file.



NoteThe treatment of invoice information differs by country/region, and some countries/regions may not allow any change or addition of data after the supplier has submitted the invoice.

For more information on ICS invoices, see the SAP Ariba Invoice Conversion Service Guide.

Payment terms and supplier locations

You associate payment terms with supplier locations. Payment terms is a required field when configuring your supplier locations.

● For PeopleSoft, you associate payment terms with supplier locations in the SupplierLocation.csv or the SupplierLocationConsolidated.csv file depending on the data import task that you run.

● For SAP, you associate payment terms with supplier locations in the file PurchaseOrgSupplierCombo.csv.● For Generic, you associate payment terms with supplier locations in the

SupplierLocationSupplement.csv or the SupplierLocationConsolidated.csv file depending on the data import task that you run.

Payment terms and purchasing units

In sites configured for the Generic variant, administrators can configure payment terms specific to a user’s purchasing unit and for each purchasing unit.

Members of the Supplier Manager and Customer Administrator groups can use the Supplier Manager workspace in Ariba Administrator to edit supplier profiles, change payment terms, and specify the default payment terms for each purchasing unit.

When creating invoices and contracts in SAP Ariba Buying and Invoicing and SAP Ariba Invoice Management, users can choose a purchasing unit and select payment terms from the list available to the specific purchasing unit, to all purchasing units, and to ancestors and descendants of the specific purchasing unit.

For more information, see the SAP Ariba Purchasing Unit Administration Guide.

Payment terms in email notifications

Members of the Procurement Manager, Purchasing Manager, and Purchasing Agent groups can edit the Payment Terms field values in requisitions. By default, the payment terms are not included in email notifications sent for approval, but you can have your site configured to add payment terms in requisition approval email notifications. Contact SAP Ariba Customer Support if you are interested in this feature.


Order splitting by payment terms

You can have your site configured to generate separate orders by payment term. When orders are configured to split based on payment terms if different payment terms are applied to individual line items in a requisition for the same vendor, separate purchase orders are generated for line items with the same payment terms. Contact SAP Ariba Customer Support if you are interested in this feature.

Managing payment terms in Ariba AdministratorIn SAP Ariba Buying and Invoicing and SAP Ariba Invoice Management, members of the Customer Administrator and Payment Administrator groups can view, modify, and delete payment terms.

NoteManaging payment terms through the user interface is not currently available in SAP Ariba Buying. You can manage this data using data import and export tasks instead.

How to view payment terms

Prerequisites

Members of the Customer Administrator or Payment Administrator group can perform this task.

Context

The following steps do not apply to SAP Ariba Catalog or SAP Ariba Buying.

Procedure

1. On the dashboard, choose Manage Core Administration .

2. Choose Procure-to-Pay Manager Payment Terms (SAP Ariba Buying and Invoicing) or Payment Manager Payment Terms (SAP Ariba Invoice Management) and click List All to display all payment terms, or enter search criteria and then click Search or press the Enter key.

The following table describes the columns on the Payment Terms page.



Column Description

ID The unique internal identifier of the payment term.

Title The display name of the payment term.

Description The user-visible description of the payment term.

Default Indicates whether this is the default payment term.

3. To display details, click a payment term identifier in the ID column.

The details of the payment term will display.

4. Click Done to return to the previous page.

How to modify payment terms

Prerequisites

Members of the Customer Administrator or Payment Administrator group can perform this task.

Context

The following steps do not apply to SAP Ariba Catalog or SAP Ariba Buying.


Procedure


2. Choose Procure-to-Pay Manager Payment Terms (SAP Ariba Buying and Invoicing) or Payment Manager Payment Terms (SAP Ariba Invoice Management), select the payment term, and click Edit.

You can edit the following general information:

○ ID - The unique internal identifier for the payment term.○ Title - The display name of the payment term.○ Description - The user-visible description of the payment term.

3. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.

How to delete payment termsThe following steps do not apply to SAP Ariba Catalog or SAP Ariba Buying.

Prerequisites

● Members of the Customer Administrator or Payment Administrator group can perform this task.● Before deleting any payment terms, Ariba recommends you export your payment term data to a CSV file by

running the Export Payment Terms data export task or the Export Payment Terms Data (Consolidated File) data export task. You must run the export task that corresponds to the data import task that you had run earlier to import the data.

Procedure


2. Choose Procure-to-Pay Manager Payment Terms (SAP Ariba Buying and Invoicing) or Payment Manager Payment Terms (SAP Ariba Invoice Management), select the payment term, and then click Delete.

3. Click OK to delete the payment term, or Cancel to return to the previous page without deleting the payment term.

Data import tasks for payment termsYou can import payment terms and related information by running either the legacy Import Payment Terms data import task that reads from three CSV files or the Import Payment Terms Data (Consolidated File) that uses a



single CSV file. SAP Ariba recommends that you use the Import Payment terms Data (Consolidated File) data import task.

Import Payment Terms Data (Consolidated File) [page 75]

Import Payment Terms (legacy data import task) [page 76]

Import Payment Term Translations [page 79]

Import Payment Terms Data (Consolidated File)

The Import Payment Terms Data (Consolidated File) data import task defines payment terms and related information, such as payment term descriptions, installment levels, and discount details. It reads from the PaymentTermsConsolidated.csv file.

This task imports data from a single CSV file and contains data consolidated from multiple CSV files used by the Import Payment Terms data import task. So, you can import all payment terms related data using a single CSV file instead of three separate files.

The following table lists the single CSV file that this task reads from, and indicates the other data import tasks and files from which the data is consolidated:

Data Import Task Imports from this CSV fileContains data consolidated from these data import tasks and files


PaymentTermsConsolidated.csv

Import Payment Terms

● PaymentTerms.csv● PaymentTermSteps.csv● PaymentTermStepDetails.csv

The PaymentTermsConsolidated.csv file is structured identically for PeopleSoft, SAP, and generic variants. Following is an example of the PaymenttermsConsolidated.csv file:

UTF-8 UniqueName,Name,Default,Description,InstallmentPercent,InstallmentNumber,Discount,DiscountType,PayInDays Demo1,"Net 45, 2%/30, 3%/20",,"Net amount due in 45 days, 2% discount if paid in 30 days, 3% discount if paid in 20 days",1,678,0,percent,45Demo1,"Net 45, 2%/30, 3%/20",,"Net amount due in 45 days, 2% discount if paid in 30 days, 3% discount if paid in 20 days",1,678,2,percent,30 Demo1,"Net 45, 2%/30, 3%/20",,"Net amount due in 45 days, 2% discount if paid in 30 days, 3% discount if paid in 20 days",1,678,3,percent,20


Import Payment Terms (legacy data import task)The Import Payment Terms data import task defines the set of supported payment terms. This data import task is required.

The Import Payment Terms data import task reads data from the following CSV files:

CSV File Description

PaymentTerms.csv Contains payment term names and descriptions.

PaymentTermSteps.csv Contains installment levels for each payment term you define in PaymentTerms.csv.

PaymentTermStepDetails.csv Contains details about the specific discounts you define in PaymentTermSteps.csv. You can define several possible discount schedules.

You manually enter data in these CSV files.

Import Payment Terms: PeopleSoft Examples

Three separate examples illustrate the contents of the PaymentTerms.csv, PaymentTermSteps.csv, and PaymentTermStepDetails.csv files.

Following is an example of PaymentTerms.csv for PeopleSoft:

UTF8 UniqueName,Name,Description 00,Due Immediately,Due Immediately2D,2/10 Net30,"Net amount due in 30 days, 2% discount if paid in 10 days"30,Net 30,Net Amount due in 30 daysPT1,"Net 45, 2%/30, 3%/20","Net amount due in 45 days, 2% discount if paid in 30 days, 3% discount if paid in 20 days"PT2,"Net 30, 2%/20","Net amount due in 30 days, 2% discount if paid in 20 days" PT3,"Net 30, 200/20","Net amount due in 30 days, $200 discount if paid in 20 days"

Following is an example of PaymentTermSteps.csv for PeopleSoft:

UTF8 Parent.UniqueName,InstallmentPercent,StepJoinToken 00,1,0-12D,1,2D-130,1,30-1PT1,1,PT1PT2,1,PT2 PT3,1,PT3

NoteInstallmentPercent is the installment percentage for the payment term. This field must be set to 1, which indicates 100 percent.

Following is an example of PaymentTermStepDetails.csv for PeopleSoft:

UTF8 Parent.StepJoinToken,DiscountType,Discount,PayInDays



0-1,percent,0,02D-1,percent,0,302D-1,percent,2,1030-1,percent,0,30PT1,percent,0,45PT1,percent,2,30PT1,percent,3,20PT2,percent,0,30PT2,percent,2,20PT3,amount,0,30 PT3,amount,200,20

Import Payment Terms: SAP Examples


Following is an example of PaymentTerms.csv for SAP:

UTF8 UniqueName,Name,Description 0001,0001,Payable immediately Due net0002,0002,"Within 14 days 3 % cash discount, Within 30 days 2 % cash discount, Within 45 days Due net"0004,0004,"Within 14 days 3 % cash discount, Within 30 days 1 % cash discount, Within 60 days Due net"0005,0005,"Within 10 days 2 % cash discount, Within 30 days 1 % cash discount, Within 50 days Due net" 2/10 Net30,"Net amount due in 30 days, 2% discount if paid in 10 days"

Following is an example of PaymentTermSteps.csv for SAP:

UTF8 Parent.UniqueName,InstallmentPercent,StepJoinToken 0001,1,0001-10002,1,0002-10004,1,0004-10005,1,0005-10007,1,0007-10015,1,0015-10016,1,0016-1NT30,1,NT30-1 NT60,1,NT60-1

Following is an example of PaymentTermStepDetails.csv for SAP:

UTF8 Parent.StepJoinToken,DiscountType,Discount,PayInDays 0001-1,percent,0,00002-1,percent,3,140002-1,percent,2,300002-1,percent,0,450004-1,percent,3,140004-1,percent,1,30 0004-1,percent,0,60


Import Payment Terms: Generic Examples


Following is an example of PaymentTerms.csv for Generic:

UTF8 PurchasingUnits,Description,Default,Name,UniqueName ALL,Net Amount due in 30 days,No,Net 30,30ALL,Due Immediately,No,Due Immediately,0ALL,Due on 10th day of next Month,No,10N,10NPU1 PU2,"Net amount due in 30 days, 2% discount if paid in 10 days",No,2/10 Net30,2DPU2,Due on 7th day of next Month,No,7N,7NPU1,Due at the end of this month,No,EOM,EMALL,Due in Next Month,No,Next Month,NXTMPU1,"Net amount due in 45 days, 2% discount if paid in 30 days, 3% discount if paid in 20 days",No,"Net 45, 2%/30, 3%/20",PT1ALL,"1-15 due EOM, 16-31 due EOM+1",No,Split,SPALL,"Net amount due in 30 days, 2% discount if paid in 20 days",No,"Net 30, 2%/20",PT2ALL,"Net amount due in 30 days, $200 discount if paid in 20 days",No,"Net 30, 200/20",PT3PU1,Maximum Rebate Percent 2%,No,REB2%,REB2% PU2,Maximum Rebate Percent 5%,No,REB5%,REB5%

Following is an example of PaymentTermSteps.csv for Generic:

UTF8 Parent.UniqueName,InstallmentPercent,StepJoinToken 00,1,0-12D,1,2D-130,1,30-1PT1,1,PT1PT2,1,PT2 PT3,1,PT3

Following is an example of PaymentTermStepDetails.csv for Generic:

UTF8 Parent.StepJoinToken,DiscountType,Discount,PayInDays 0-1,percent,0,02D-1,percent,0,302D-1,percent,2,1030-1,percent,0,30PT1,percent,0,45PT1,percent,2,30PT1,percent,3,20PT2,percent,0,30PT2,percent,2,20PT3,amount,0,30 PT3,amount,200,20



Import Payment Term Translations

You can use the Import Payment Term Translations data import task to import translations for payment term names and descriptions.

Translation for payment terms: PeopleSoft and Generic Example

The structure of the payment terms translation CSV file is the same for PeopleSoft and Generic variants.

UTF8 UniqueName,Name,Description,Language 00,Due Immediately,Due Immediately,English 00,Payable immédiatement,Payable immédiatement,French

Translation for payment terms: SAP Example

The structure of the payment terms translation CSV file for SAP requires numeric values for the UniqueName and Name fields.

UTF8 UniqueName,Name,Description,Language 0001,0001,Payable immediately Due net,English 0001,0001,Montant net Payable immédiatement,French


Topics about bank information

Bank information in the user interface [page 80]

Managing bank information in Ariba Administrator [page 81]

Data import tasks for bank information [page 84]

How bank information CSV files work together [page 89]

Bank information in the user interface

Bank information is optional unless you are using the Ariba Network payment model, which is not supported for new implementations and will be de-supported in a future release. If you set up bank information, it is viewable by users in payment request documents.

Bank information includes:

● Bank names and addresses● Bank account types● Bank account number types● Bank identifier types

NoteThis information does not apply to SAP Ariba Catalog.

The following table lists some bank information and its associated CSV files.

Bank Information Field Corresponding CSV File

Bank ID Type BankIDType.csv

Bank Account ID Type BankAccountIDType.csv

Bank Account Type BankAccountType.csv

The bank name, address, bank ID, and bank account ID information in the example is defined in the file BuyerPaymentBankLocation.csv (for buyer banks) and in the file SupplierPaymentBankLocation.csv (for supplier banks).

After the initial bank payment location is chosen, a user who is editing a payment request document can make changes by choosing a different bank payment location.

For information on how users work with bank information in the user interface, see the user guide



Buyer bank payment locations and purchasing cards

In SAP Ariba Buying solutions, you can associate buyer bank payment locations with purchasing cards in the file PCard.csv

For information on defining and importing purchasing cards, see the Configuring and managing PCards.

Managing bank information in Ariba AdministratorIn SAP Ariba Buying and Invoicing and SAP Ariba Invoice Management, members of the Payment Administrator, Payment Manager, Invoice Administrator, and Customer Administrator groups can view, add, modify, and delete payment bank locations using the Payment Bank Locations task in Ariba Administrator.

NoteThis information does not apply to SAP Ariba Catalog and SAP Ariba Buying. Managing bank locations through the user interface is not currently available in SAP Ariba Buying. You can manage this data using data import and export tasks instead.

How to view payment bank locations

You can view the location of payment banks in Ariba Administrator with SAP Ariba Buying and Invoicing and SAP Ariba Invoicing Management.

Prerequisites

Members of the Customer Administrator, Payment Manager, or Payment Administrator group can perform this task.

Procedure

1. On the dashboard, click Manage Core Administration .2. Do one of the following, depending on your SAP Ariba solution:

○ In SAP Ariba Buying solutions, choose Procure-to-Pay Manager Payment Bank Locations .

○ In SAP Ariba Invoice Management choose Payment Manager Payment Bank Locations .3. Click List All to display all the available payment bank locations, or enter search criteria and then click Search

or press the Enter key.

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about bank information PUBLIC 81

https://help.sap.com/viewer/99a529968234413b9efaf4f6581a32ea/cloud/en-US/6c58799ac1da10148d1d88da9c22beac.html

The following table describes the columns on the Payment Bank Locations page.

Column Description

Name The display name of the bank account.

Bank Name The name of the bank where the account resides.

Owner The name of the supplier with whom the account is associated. This field applies only to supplier payment bank locations.

Buyer Location? A check mark in this column indicates the bank information is associated with a buyer bank. If the column is clear, the bank information is associated with a supplier bank.

How to add or modify payment bank locations

You can add new payment bank locations and modify existing payment bank locations from Ariba Administrator with SAP Ariba Buying and Invoicing and SAP Ariba Invoicing Management.

Prerequisites

Members of the Customer Administrator, Payment Manager, or Payment Administrator group can perform this task.

Procedure

1. On the dashboard, click Manage Core Administration .2. Do one of the following, depending on your Ariba solution:


○ In SAP Ariba Invoice Management choose Payment Manager Payment Bank Locations .3. Click Create New to create a payment bank location, click List All to display all bank locations, or enter search

criteria and then click Search. Check the checkbox for the corresponding payment bank location you want to modify and click Edit.

4. Enter or modify information on the Create Payment Bank Location or the Edit the Selected Payment Bank Location Information page.

The following table describes the fields on the Create Payment Bank Location or Edit the Selected Payment Bank Location Information pages.

Field Description

Name The name of the bank account.



Field Description

Buyer Location? Check this box if the bank information is for a buyer bank. Uncheck this box if the bank information is for a supplier bank.

Bank Name The name of the bank where the account resides. For a supplier bank location, this value must match the bank name configured for the supplier on Ariba Network.

Street The street of the bank address.

City The city of the bank address.

State/Province/Region The state, province, or region of the bank address.

Postal Code The postal code of the bank address.

Country/Region The country/region of the bank address.

Bank ID The bank identifier.

Bank ID Type The bank identifier type, such as Society for Worldwide Interbank Financial Telecommunication (S.W.I.F.T) and American Bankers Association (ABA).

Bank Account ID The bank account identifier. For a supplier bank location, this value must match the bank account identifier configured for the supplier on Ariba Network.

Bank Account ID Type The bank account identifier type, such as National or International Bank Account Number (IBAN).

Bank Account Type The bank account type, such as checking account or savings account. For a supplier bank location, this value must match the bank account type configured for the supplier on Ariba Network.


How to delete payment bank locations

You can delete payment bank locations from Ariba Administrator with SAP Ariba Buying and Invoicing and SAP Ariba Invoicing Management.

Prerequisites

● Members of the Customer Administrator, Payment Manager, or Payment Administrator group can perform this task.

● Before you delete any payment bank locations, SAP Ariba recommends that you export your payment bank location data to CSV files by running the Export Buyer Bank Payment Locations and Export Supplier Bank Payment Locations data export tasks.

Procedure

1. On the dashboard, click Manage Core Administration .


2. Do one of the following, depending on your Ariba solution:


○ In SAP Ariba Invoice Management choose Payment Manager Payment Bank Locations .3. Click List All to display all bank locations, or enter search criteria and then click Search. Check the

corresponding checkbox and click Delete.4. Click OK to delete the bank location, or Cancel to return to the previous page without deleting the payment

bank location.

Data import tasks for bank information

Import Bank Identifier Types [page 84]

Import Bank Account Types [page 85]

Import Bank Account Number Types [page 86]

Import Buyer Bank Payment Locations [page 86]

Import Supplier Bank Payment Locations [page 87]

Import Bank Identifier Types

The Import Bank Identifier Types data import task defines bank identifier types. It reads data from the CSV file named BankIDType.csv.

Following is an example of BankIDType.csv:

UTF8 UniqueName,Name,Description abaRoutingNumber,ABA Routing number,American Banking Association routing number swiftID,S.W.I.F.T,Society for Worldwide Interbank Financial Telecommunications s.c. isoBicID,ISO BIC ID,ISO Bank Identifier Code ID

Import Bank Identifier Type Translations

You can use the Import Bank Identifier Type Translations data import task to load translations for bank identifier type names.

For example:

UTF8 UniqueName,Name,Description,Language abaRoutingNumber,ABA Routing number,American Banking Association routing number,English abaRoutingNumber,Código de identificación bancaria,Código de identificación bancaria,Spanish



Import Bank Account Types

The Import Bank Account Types data import task defines all supported types of bank account types, such as checking accounts and savings accounts. It reads data from the CSV file named BankAccountType.csv that you create manually.

PeopleSoft and Generic example

The information you enter in BankAccountType.csv is the same for the PeopleSoft and Generic variants.

Following is an example of BankAccountType.csv for PeopleSoft and Generic:

UTF8 UniqueName,Name,Description checking,Checking Account,Checking Account savings,Savings Account,Savings Account

SAP example

The BankAccountType.csv file for SAP lists bank accounts by unique name, name, and description.

Following is an example of BankAccountType.csv for SAP.

UTF8 UniqueName,Name,Description 01,Checking Account,Checking Account 02,Savings Account,Savings Account

Import Bank Account Type Translations

The Import Bank Account Type Translations data import task loads translations for bank account type names and descriptions.The BankAccountTypeTranslation.csv file lists the unique name of the bank type for each language variant specified, then provides language specific instances of the name and description, followed by a field identifying the language.

PeopleSoft and Generic example:

UTF8 UniqueName,Name,Description,Language checking,Checking Account,Checking Account,English checking,Cuenta Corriente, Cuenta corriente, Spanish

SAP example:

UTF8 UniqueName,Name,Description,Language Common data import and administration guide for SAP Ariba Procurement solutionsTopics about bank information PUBLIC 85

01,Checking Account,Checking Account,English 01,Cuenta Corriente, Cuenta corriente, Spanish

Import Bank Account Number Types

The Import Bank Account Number Types data import task defines bank account number types. It reads data from the CSV file named BankAccountIDType.csv.

Following is an example of BankAccountIDType.csv:

UTF8 UniqueName,Name,Description bankAccountID,National bank account ID,National bank account ID ibanID,IBAN ID,International Bank Account Number

Import Bank Account Number Types Translation

You can use the Import Bank Account Number Type Translations data import task to load translations for bank account ID type names.

For example:

UTF8 UniqueName,Name,Description,Language ibanID,IBAN ID,International Bank Account Number,English ibanID,NCBI,Número de cuenta bancaria internacional,Spanish

Import Buyer Bank Payment Locations

The Import Buyer Bank Payment Locations data import task defines general bank payment information, such as bank names and addresses, for buyer bank accounts. It also associates each bank payment location with a bank identifier type, bank account type, and bank account number type.

The Import Buyer Bank Payment Locations data import task reads data from the CSV file named BuyerPaymentBankLocation.csv. Each record in the BuyerPaymentBankLocation.csv file indicates buyer bank payment location for a single bank. The State column can contain state, province, or region data. (In the user interface, the field label is State/Province/Region.)

PeopleSoft example:

UTF8 UniqueName,Name,BankName,BankIDType,BankId,SETID,BankAccountIDType,BankAccountID,BankAccountType,AddressUniqueName,Street,City,State,PostalCode,CountryUniqueName



SHARE:INDBK:CHCK:CHK,SHARE:INDBK:CHCK:CHK,BANK OF INDIA,,INDBK,SHARE,bankAccountID,123456,Checking,SHARE:INDBK:CHCK:CHK,Madam Cama Road,Mumbai,MH,400001,INDSHARE:TRBNK:CHCK:ACH,SHARE:TRBNK:CHCK:ACH,US TREASURY BANK,,TRBNK,SHARE,bankAccountID,7098454,Checking,SHARE:TRBNK:CHCK:ACH,,,,,USA SHARE:USBNK:CHCK:CHK,SHARE:USBNK:CHCK:CHK,USA BANK,,USBNK,SHARE,bankAccountID,0741-256458,Checking,SHARE:USBNK:CHCK:CHK,21501 S. Main Street,Pleasanton,CA,94565,USA

SAP example:

UTF8 UniqueName,Name,BankName,BankIDType,BankID,BankAccountIDType,BankAccountID,BankAccountType,AddressUniqueName,Street,City,State,PostalCode,CountryUniqueName BuyerBankLocation-1,Payment account 1,Citi Bank,abaRoutingNumber,TRBNK,bankAccountID,777-a,checking,BBL-1,123 Maddison Ave,New York,NY,3212,USBuyerBankLocation-2,Payment Account 2,Wells Fargo Bank,abaRoutingNumber,222222222,bankAccountID,222-b,checking,BBL-2,2742 Awesome Blvd,Santa Monica,CA,96321,US USA BANK,USA BANK,USA BANK,abaRoutingNumber,121042882,bankAccountID,0741-256458,checking,,,,,,

Generic example:

UTF8 UniqueName,Name,BankName,BankIDType,BankID,BankAccountIDType,BankAccountID,BankAccountType,AddressUniqueName,Street,City,State,PostalCode,CountryUniqueName BuyerBankLocation-1,Payment account 1,Citi Bank,abaRoutingNumber,TRBNK,bankAccountID,777-a,checking,BBL-1,123 Maddison Ave,New York,NY,3212,USBuyerBankLocation-2,Payment Account 2,Wells Fargo Bank,abaRoutingNumber,222222222,bankAccountID,222-b,checking,BBL-2,2742 Awesome Blvd,Santa Monica,CA,96321,US USA BANK,USA BANK,USA BANK,abaRoutingNumber,121042882,bankAccountID,0741-256458,checking,BBL-3,135 USA Dr.,San Francisco,CA,94111,US

Import Supplier Bank Payment Locations

The Import Supplier Bank Payment Locations data import task defines general bank payment information, such as bank names and addresses, for supplier bank accounts. It also associates each bank payment location with a bank identifier type, bank account type, and bank account number type.

The Import Supplier Bank Payment Locations data import task reads data from the CSV file named SupplierPaymentBankLocation.csv. The State column can contain state, province, or region data. (In the user interface, the field label is State/Province/Region.)


NoteImport Supplier Bank Payment Locations is used in SAP Ariba Buying and Invoicing and SAP Ariba Invoice Management only.

PeopleSoft example:

UTF8 UniqueName,Name,BankName,BankIDType,BankID,BankAccountIDType,BankAccountID,BankAccountType,AddressUniqueName,Street,City,State,PostalCode,CountryUniqueName sid480-be-ach,1-800-flowers.com (Belgique) ACH Payment Center,Bank of America,abaRoutingNumber,121000358,bankAccountID,sid480-be-ach,checking,sid480-be-ach,555 California Street,San Francisco,CA,94104-1690,USsid480-be-check,1-800-flowers.com (Belgique) Check Payment Center,Bank of America,abaRoutingNumber,121000358,bankAccountID,sid480-be-check,savings,sid480-be-check,555 California Street,San Francisco,CA,94104-1690,US sid480-be-creditcard,1-800-flowers.com (Belgique) Credit Card Payment Center,Bank of America,abaRoutingNumber,121000358,bankAccountID,sid480-be-creditcard,checking,sid480-be-creditcard,555 California Street,San Francisco,CA,94104-1690,US

SAP example:

UTF8 UniqueName,Name,BankName,BankIDType,BankID,BankAccountIDType,BankAccountID,BankAccountType,AddressUniqueName,Street,City,State,PostalCode,CountryUniqueName SupplierBankLocation-1,Schafer Office Payments Check Processing Center,Dresdner Bank Berlin,abaRoutingNumber,10050033,bankAccountID,90010000,01,BL-1,Leibziger Str. 87,Berlin,,,DESupplierBankLocation-2,JCN Technologies ACH Payment Processing Center,Dresdner Bank Berlin,abaRoutingNumber,10050033,bankAccountID,121000358,01,BL-1,Leibziger Str. 87,Berlin,,,DESupplierBankLocation-3,JCN Technologies Payments Check Processing Center,Mellon Bank,abaRoutingNumber,238100235,bankAccountID,10003299,01,BL-2,River Fall Str. 32,New York,NY,10001,US SupplierBankLocation-4,John Woodman Payments Check Processing Center,Hypo Bank München,abaRoutingNumber,30080000,bankAccountID,1234321,01,BL-3,Leopoldstr. 10,München,,,DE

Generic example:

UTF8



UniqueName,Name,BankName,BankIDType,BankID,BankAccountIDType,BankAccountID,BankAccountType,AddressUniqueName,Street,City,State,PostalCode,CountryUniqueName SB80-ach,1-800-flowers.com (Belgique) ACH Payment Center,Bank of America,abaRoutingNumber,121000358,bankAccountID,sid480-be-ach,checking,sid480-be-ach,555 California Street,San Francisco,CA,94104-1690,USSB11-ach,JCN Technologies (HQ) ACH Payment Center,Dresdner Bank Berlin,abaRoutingNumber,121000358,bankAccountID,121000358,checking,sid482-hq-ach,555 California Street,San Francisco,CA,94104-1690,US SB73-ach,John Woodman (HQ) ACH Payment Center,Bank of America,abaRoutingNumber,121000358,bankAccountID,sid483-hq-ach,checking,sid483-hq-ach,555 California Street,San Francisco,CA,94104-1690,US

How bank information CSV files work togetherThe CSV files for bank information are interconnected.

The following diagram illustrates the relationships between the various bank information CSV files.

For information on RemittanceLocationDetails.csv, see Examples of Remittance Information.


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Examples of bank information relationships

The examples of bank information relationships illustrates how declarations in the various CSV files are combined through common values to produce specific and unique information about a target banking object.

This is a multi-part example, consisting of separate color-coded examples of BankIDType.csv, BankAccountType.csv, and BankAccountIDType.csv that are then referenced in BuyerPaymentBankLocation.csv.

The following example of BankIDType.csv defines the bank identifier type “ABA Routing number.”

UTF8 UniqueName,Name,Description abaRoutingNumber,ABA Routing number,American Banking Association routing number

The following example of BankAccountType.csv defines the bank account type “Checking Account.”

UTF8 UniqueName,Name,Description 01,Checking Account,Checking Account

The following example of BankAccountIDType.csv defines the bank account identifier type “National bank account ID.”

UTF8 UniqueName,Name,Description bankAccountID,National bank account ID,National bank account ID

The following example defines a buyer payment bank location for Citibank in New York. It associates the buyer payment bank location with a bank identifier type (BankIDType column), bank account identifier type (BankAccountIDType column), and bank account type (BankAccountType column).

UTF8

UniqueName,Name,BankName,BankIDType,BankID,BankAccountIDType,BankAccountID,BankAccountType,AddressUniqueName,Street,City,State,PostalCode,CountryUniqueName BuyerBankLocation-1,Payment account 1,Citibank,abaRoutingNumber,134329042,bankAccountID,30050021,01,BBL-1,123 Wall Street,New York,NY,,US

NoteThe State column can contain state, province, or region data. In the user interface, the field label is State/Province/Region.

In the following example, the value in the BankId column links the buyer bank location for Citibank in New York to a purchasing card.

UTF8 cardHolder,cardNumber,expirationDate,personalLiability,cardType,GhostedOnly,BankId Chad Noll,1111111111000001,12/31/2020,true,1,false,BuyerBankLocation-1

The following example defines a supplier payment bank location for the Schafer Office Payments Check Processing Center in Berlin. It associates the supplier payment bank location with a bank identifier type (BankIDType



column), bank account identifier type (BankAccountIDType column), and bank account type (BankAccountType column).

UTF8 UniqueName,Name,BankName,BankIDType,BankID,BankAccountIDType,BankAccountID,BankAccountType,AddressUniqueName,Street,City,State,PostalCode,CountryUniqueName SupplierBankLocation-1,Schafer Office Payments Check Processing Center,Dresdner Bank Berlin, abaRoutingNumber,10050033,bankAccountID,90010000,01,BL-1,Leibziger Str. 87,Berlin,,,DE

For an Ariba Network-enabled supplier, the BankAccountID and BankName values must match the values for the supplier on Ariba Network. If they do not match, payments will remain in “Scheduling.”


Topics about importing and maintaining users and groups

User information in SAP Ariba Procurement solutions [page 92]

User authentication methods [page 93]

Topics about managing user information in Ariba Administrator [page 96]

User profile changes [page 115]

Topics about data import tasks for user information [page 116]

Topics about groups [page 155]

User information in SAP Ariba Procurement solutionsUser management tasks include viewing, adding, and modifying users. You can also act as another user, lock and unlock users, deactivate and reactivate users, terminate users, monitor user activity, reassign user roles in approvable documents to other users, and manage user passwords and delegations.

Every person accessing an SAP Ariba solution is identified by a unique user name and must have a valid password. As a member of the Customer User Admin or Customer Administrator group, you are responsible for actions such as monitoring user activities, resetting passwords, approving user profile changes, and ensuring user information is synced between your ERP system and your SAP Ariba solution. You may have to delegate user tasks in an emergency situation to another user or prevent a user who has been terminated from accessing your SAP Ariba solution by deactivating the user.

Creating users in SAP Ariba Procurement solutions involves a series of definition tasks, which include:

● Importing or manually creating enterprise user information, which includes the user’s email address, default currency and locale

● Importing or manually creating ERP-specific user information, which includes the user’s default accounting information

● Setting up user and shipping address relationships● Setting up user and supervisor relationships● Assigning users to groups which controls which features a user is permitted to use● Setting up user spend limits (approval limits) per company policies

In SAP Ariba Buying and Invoicing and SAP Ariba Buying, you can optionally define purchasing card assignments for users.

NoteIf your SAP Ariba solution is configured for multi-ERP (a parent site with child sites configured for integration with multiple external ERP systems), see Rationalizing user and group data for information about rationalizing



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and importing user data. It is important to know how user data is replicated before you import it into the system.

User information is used in SAP Ariba solutions as follows:

● To uniquely identify the users and authorize them to perform certain tasks.● To facilitate the automatic generation of approval flows based on approval limits, group memberships, and

supervisor information.● To include contact information such as shipping and billing addresses on purchase orders sent to suppliers.● To default accounting information in approvable documents so that purchases can be tracked and reported

correctly.● To populate choosers that allow users to search for and easily find other users, for example when adding a

watcher or additional approver to an approvable document.

The audit log records activities related to user creation, activation, and deactivation. In addition, if there is any change to a user's personal data (contact data such as name, phone number, or email address), the change is recorded in the audit log.

Users can download information about their user record with the Download preferences option.

Related Information

Topics about managing user information in Ariba Administrator [page 96]

User authentication methodsSAP Ariba solutions support two user authentication methods: regular user authentication, and single sign-on with corporate authentication.

You can also integrate SAP Ariba solutions with SAP Cloud Identity Access Governance and use SAP Cloud Identity Access Governance to manage user access to SAP Ariba solutions.

Regular user authentication [page 93]

Single sign-on with corporate authentication [page 95]

SAP Ariba solutions integration with SAP Cloud Identity Access Governance [page 95]

Regular user authentication

With regular user authentication, you maintain usernames and passwords in Ariba Administrator.

You generate temporary passwords for new users by using the Users task in the User Manager workspace in Ariba Administrator. When it generates temporary passwords, Ariba Administrator sends new users an email message with instructions for logging in. New users are immediately taken through the password reset process when they log in for the first time.

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about importing and maintaining users and groups PUBLIC 93

Related Information

For information on generating temporary passwords for new SAP Ariba Procurement solutions users, see "How to generate or reset user passwords." [page 106]For information on generating temporary passwords for new SAP Ariba Strategic Sourcing solutions users, see "How to generate or reset user passwords." [page 93]

Multifactor authentication

Multifactor authentication is a two-step verification process where users are required to authenticate themselves a second time using a time-based verification code.

Multifactor authentication provides an additional level of security to logins by providing users the ability to authenticate themselves using an authentication factor in addition to their username and password. This provides more secure user access to SAP Ariba solutions, by verifying the user's identity during login.

You can enable multifactor authentication for both individual users and user groups. When you enable multifactor authentication for a group, all users in that group can start using multifactor authentication. Multifactor authentication can be enabled only for accounts that do not use corporate authentication with single sign-on. In addition to enabling and disabling multifactor authentication, you can manage multifactor authentication by performing actions such as unlocking user accounts that are locked due to invalid sign on attempts, as well as sending reminder emails to users who have not set up multifactor authentication, among others. In addition to enabling multifactor authentication from the user interface, you can enable multifactor authentication for new users by importing the users using the Import Enterprise Users data import task, which has been enhanced to support multifactor authentication. This is useful for enabling multifactor authentication for multiple users simultaneously, without the need for additional administrative action. Similarly, you can enable multifactor authentication for new groups by importing the group using the Import User Group Mapping data import task. All administrative actions related to multifactor authentication are logged. The log entries can be viewed in the Audit Log page of the Site Manager workspace.

After you enable multifactor authentication for user accounts, the users need to set it up the first time they sign on. Once initial setup is completed, users can sign in securely to their SAP Ariba solutions by providing the verification code from their mobile devices during the login process after entering their username and password credentials. Users have the option of choosing to be remembered on a specific device by checking Remember Me on the multifactor authentication page. This will be valid for a limited time period, which you can set.

To prevent an account from being compromised, the user account is locked after five unsuccessful login attempts, using invalid credentials and/or verification codes. Note that five is the default number of unsuccessful login attempts that will automatically lock an account temporarily, and you can configure this value if a different number of attempts is desired. You can also configure the duration for which the account remains locked. The first time a lockout occurs, users can request you to unlock their account within the set lockout period. After the set lockout period has lapsed, the account will be unlocked. If the user makes another five unsuccessful login attempts, then the user is forced to wait for twice the duration of the initial lockout period for their account to be unlocked again. If, after being locked out two times, the user makes five unsuccesful login attempts for a third time, the account will be locked indefinitely until you reset the multifactor authentication and unlock the user account.



Related Information

How to administer multifactor authentication for users [page 113]How to enable multifactor authentication by importing users [page 114]How to administer multifactor authentication for groups [page 160]

Single sign-on with corporate authentication

In organizations where single sign-on (SSO) with corporate authentication is set up, a user can sign in with one username and password to access multiple applications, including SAP Ariba Procurement solutions and SAP Ariba Strategic Sourcing solutions.

SSO systems store user credentials for multiple applications and automatically submit those credentials on behalf of users when needed. Users log in once, rather than re-logging in with a separate set of credentials for each application they access. SSO with corporate authentication can also provide centralized control and enforcement of corporate authentication policies.

To use SSO with corporate authentication, your network administrator must enable communication between your user authentication system and your SAP Ariba solution.

For information about integrating corporate authentication with a single sign-on solution, see Remote Authentication for Ariba On Demand , and the Ariba Remote Authentication Deployment Guide . You can also search on Knowledge@Ariba for information about SAML (Security Assertion Markup Language).

SAP Ariba solutions integration with SAP Cloud Identity Access Governance

Integrating SAP Ariba cloud solutions with SAP Cloud Identity Access Governance enables buyers to manage user access by leveraging the capabilities of SAP Cloud Identity Access Governance.

SAP Cloud Identity Access Governance, a solution that manages access request creation and approval workflows, sends approved requests to applications in order to provision or change user access to those applications.

When SAP Ariba cloud solutions are integrated with SAP Cloud Identity Access Governance:

● SAP Cloud Identity Access Governance subscribers can include access to SAP Ariba cloud solutions for buyers in their global identity and access management framework.

● Buyers using SAP Ariba cloud solutions can adopt the identity and access management capabilities of SAP Cloud Identity Access Governance to manage user access to SAP Ariba cloud solutions.

SAP Cloud Identity Access Governance offers:

● Simplified governance of data access, with real-time, dashboard-driven analysis, insights, and audit reporting, for more productivity, visibility, and decision support

● Minimized access risk, non-compliance, and financial loss● Configurable, predefined access policies and rules for governance enforcement● Seamless user experience across all your solutions, whether from SAP Ariba or other companies


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● Access control to enterprise applications and users anywhere and on any device, for comprehensive governance

● A cloud solution for identity and access governance with automated, maintenance-free updates


To enable this feature, have your Designated Support Contact (DSC) submit a Service Request (SR). An SAP Ariba Support representative will follow up to complete the request.

Prerequisites

You must have a subscription to SAP Cloud Identity Access Governance.

Your site must be configured to support SAP S/4HANA Cloud and SAP Ariba master data native integration for procurement. SAP Ariba Customer Support configures this for you.

Restrictions

This feature doesn't cover access to Ariba Network.

This feature is available only for sites hosted by SAP Ariba in a North America or European Union data center.

For more information

Documentation about integrating SAP Ariba solutions with SAP Cloud Identity Access Governance is on the SAP Help Portal. See Getting started.

Topics about managing user information in Ariba Administrator

How to view user information [page 97]

How to monitor user activities [page 100]

How to add or modify users [page 102]

How to act as another user [page 104]

How to lock and unlock a user [page 105]



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How to deactivate and reactivate a user [page 105]

How to generate or reset user passwords [page 106]

How to create or end a user delegation [page 108]

Maximum duration of delegation [page 109]

How to terminate a user [page 110]

How to anonymize personal data for deactivated users [page 111]

How to let non-administrators act as another user [page 112]

How to administer multifactor authentication for users [page 113]

How to enable multifactor authentication by importing users [page 114]

How to view user information

You can review user information from Ariba Administrator.

Prerequisites

Members of the Customer Administrator or Customer User Admin group can perform this task. To view the spend limit (monetary approval limit) for a user, you just also belong to the group View Approval Limits Across Hierarchy group.

NoteMonetary approval limits for users are defined using the Import User Approval Limits [page 144] task.

Procedure

1. To review user information, from the dashboard, click Manage Core Administration .2. Click User Manager, and then click Users.3. Click List All to display all users, or enter search criteria and then click Search. By default, only active users are

displayed.

4. Click the table options icon ( ) to show or hide the columns available on the Users page.

Column Description

Locked The user has been locked. A padlock icon will appear .

User ID The user’s unique internal identifier. For security reasons, this field cannot contain an apostrophe.


Column Description

Name The user’s display name.

Type The user’s type, which specifies the type of authentication. Users of type:○ Enterprise User are authenticated in an external system.○ Third Party Enterprise User (Ariba) are authenticated SAP Ariba Procurement solutions.

Active Indicates whether the user is an active user in the system. Active users can participate in the SAP Ariba solution activities. Possible values are Yes and No.

Has Password Indicates whether a password has been generated for the user.

Last Login The date and time the user last logged in.

Last Failed Login The date and time the user last experienced a failed login attempt.

Delegatee If the user’s authority has been delegated to another user, this is the name of the delegatee.

Last Browser Used The name and version of the browser with which the user last logged in to the SAP Ariba solution.

Browser Is Supported Indicates whether the last browser used is a browser supported by SAP Ariba. Possible values are Yes and No.

5. To display a user’s detail, click a user id to display the View Details page.

The following table describes the type of information displayed on each tab on the View Details page.

Tab Description

General The user’s adapter source (Defined By field), type, user ID, display name, preferred language, preferred currency, spend limit (monetary approval limit) and other general user information.

Groups The groups to which the user belongs. For information on the groups in the default configura-tion, see SAP Ariba Procurement solutions group descriptions.

All Groups All the groups to which the user belongs, both directly and indirectly through child groups. When you assign a user to a child group, the user is indirectly assigned to the group to which the child group belongs.




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7. To view other user information, such as shipping addresses and accounting information, choose User

Manager Other User Info .8. Click List All to display all users, or enter search criteria and then click Search or press the Enter key. Only

active users are displayed.9. To display details, click a user name to display the View Details page.

The following table describes the type of information displayed on each tab on the View Details page.

Tab Description

General The user’s delivery address and purchasing unit (if any).

PCards The user’s purchasing cards (if any).

Ship To Addresses The user’s shipping address.

Billing Addresses The user’s billing address.

Accounting The user’s accounting data, such as cost center, business unit, and account. (The user's purchasing unit is on the General tab.) The data displayed depends on the type of ERP system integrated with SAP Ariba Procurement solutions.

NoteFor SAP and PeopleSoft variants, the Accounting tab contains a field that isn't included in import or export events. For SAP variants, that field is Release Authority. For PeopleSoft variants, it's Statistics Code. These are optional fields that users can update in their user profile.



How to monitor user activities

You can track activity for all users, or search for specific users to monitor, in the audit log.

Prerequisites

Members of the Customer Administrator group can perform this task.

Context

The audit log has filters for viewing user activities for specific times, dates, events, or users. Your site comes with the most commonly used filters already enabled: Date, Effective User, Event Type, and Node.

You can export up to 10,000 audit log entries to a Microsoft Excel file by clicking the Table Options icon and choosing Export to Excel.

Procedure

1. From the dashboard, click Manage Core Administration .2. Click Site Manager, and then click Audit Log.3. Click List All to display all user activity, or filter user activity by event type or date and click Search or press the

Enter key. In either case, the Audit Log page shows the actions performed by the selected users.

Results

The following table describes the columns on the Audit Log page.

Column Description

Id The unique identifier of the action.

Date The date and time the action occurred.

Event Type The event type used for categorizing the logged event. The event types are described in the next table. This information is for Ariba internal use.

Real User The name of the user who actually performed the action.

In most cases, the effective user and the real user are the same user. The effective user and the real user are different users when the real user was acting on behalf of another user when performing the action.



Column Description

Effective User The name of the user who performed the action.

Description A description of the action.

Customer Site The name of your site. This information is for Ariba internal use.

Node The name of the logical node on which the action occurred. This information is for Ariba internal use.

Stack Trace If an exception occurs, this column shows the part of the code that generated the exception. This information is for Ariba internal use.

The following table describes the types of events tracked on the Audit Log page.

Event Type Description

Admin Ariba Customer Support administrative actions and events such as site-level administration and service manager functions (for example, UserSession and Log Level category)

Admin (tasks/files) Administrative tasks such as data import and export, file upload and download, and events related to configuration files

Admin AppUtil Internal solution-level auditing

CDS Sync Verifier Validation of common data server (CDS) synchronization; provides information about all CDS related activity

Exception Exceptions that occurred during document processing

General Events that do not belong in any other event type category listed in this table

Integration Integration event executions and failures

Parameters Changes to parameter information

RealmPurge The RealmPurge task (run by SAP Ariba Customer Service)

SSO Single sign-on and password adapter activities

SchemaRealmMapping The scheduled task DBSchemaRealmMappingVerificationTask, which SAP Ariba Customer Service uses to ensure data integrity

Translation Used for capturing translations for resource names

User Management Changes to user data, such as changes to group membership or contact information.

User Management (tasks/files)

User management changes made via import tasks.

Related Information

Managing SAP Ariba audit information


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How to add or modify users

You can view user information, create new users, and modify existing users from the same user interface.

Prerequisites

Members of the Customer Administrator or Customer User Admin group can perform this task.

Procedure

1. From the dashboard, click Manage Core Administration .2. Click User Manager, and then click Users.3. Click Create User to add a user, or select the user you want to modify and choose Edit from the Actions

dropdown menu.4. On the General tab, enter or modify general user information.

The following table describes the fields on the General tab.

Field Description

Defined By The adapter source, which can be one of the following values:○ AribaManaged: The object is not maintained in an external system. Objects with this

data source are maintained in Ariba Administrator.○ External: The object and all its data fields are maintained in an external system, such as

an ERP system or a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system.

○ ManuallyMaintained: The source of the object is an external system, but the object cannot be overwritten or deleted when data is imported from the external system.You cannot modify this field in edit mode.

Type The user type, which specifies the type of authentication. Choose:○ Enterprise User if your site uses external user authentication and the user is authenti

cated in that external system.○ Third Party Enterprise User (Ariba) if you want to maintain the user’s password in the

SAP Ariba solution.

User ID The unique internal identifier for the user. For security reasons, this field cannot contain an apostrophe. You cannot modify this field in edit mode.

Name The display name for the user.

Ariba Network User ID The user’s Ariba Network ID.

Organization Accept the default value, which is the name of your site.



Field Description

Business Email Address The user’s business email address. Do not provide a personal email address.

User email addresses are checked for validity. For more information, see Import Enterprise Users [page 127].

NoteIf Ariba Customer Support configured a set of valid email address domain names specifi-cally for your site, any domain you use in the Business Email Address field must match a domain in that set, unless you select the Allow External Email Domain option (see the next item).

Allow External Email Domain

Check this checkbox to allow an unapproved email address domain for this particular user.

Business Phone Number The user’s business phone number. Do not provide a personal phone number.

Business Fax Number The user’s business fax number. Do not provide a personal fax number.

Locale The user’s default locale.

Default Currency The user’s default currency.

NoteYou cannot create a new user or update an existing user with a default currency that is an inactive currency code in the database (for example, TRL, NLG, IEP, DEM, and BEF).

Timezone The user’s time zone.

Supervisor The user’s supervisor.

Alternate Email Addresses Alternate email addresses for the user, used for validation and lookup purposes. For information about alternate email addresses, see Import Enterprise User Alternate Email Addresses [page 131].

5. (Adding users only) On the Invitation tab:

○ Uncheck the checkbox (the default) if the user is authenticated in an external system, or if the user is authenticated in the Ariba Procurement solution and you want to manually generate a temporary password before Ariba Administrator sends a login invitation message.For information on manually generating temporary passwords, see How to generate or reset user passwords [page 106].

○ Check the checkbox if the user is authenticated in the Ariba Procurement solution and you want Ariba Administrator to generate a temporary password and send a login invitation message to the user immediately after you click Save.

6. On the Groups tab, click Add/Remove to display the available groups. Choose one or more groups to assign the new user to and click Done.

For information on the groups in the default configuration, see the SAP Ariba Procurement solutions group descriptions.


8. Choose User Manager Other User Info , find the user you just created, and click Edit.9. On the General tab, enter or modify the user’s delivery address.




10. On the PCards tab, click Add/Remove to display the available purchasing cards and enter the user’s purchasing card information (if any).

11. On the Ship To Addresses tab, click Add/Remove to display the available shipping addresses and enter the user’s ship-to address.

12. On the Billing Addresses tab, click Add/Remove to display the available billing addresses and enter the user’s billing address.

13. On the Accounting tab, enter or modify the user's accounting information.14. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.

How to act as another user

You can perform certain actions as another user.

Prerequisites

You must be a member of the Customer Administrator group to act as another user. Members of the Customer User Admin group do not have access to the Act As command.

Context

When you act as another user, you can only perform a subset of actions that the user can perform. Certain actions, such as creating a requisition or invoice, are not available if you are acting as another user.

Procedure

1. From the dashboard, click Manage Core Administration .2. Click User Manager, and then click Users.3. Search for and select the user you want to act as.4. Choose Act As from the Actions dropdown menu.

When you click Act As, the page changes to the Home dashboard tab for the user you are acting as. A message on the masthead lets you know you are acting as the other user.

5. To stop acting as the other user, click Stop.



How to lock and unlock a user

Locking a user prevents the user from logging in to the SAP Ariba application.

Prerequisites

Members of the Customer Administrator or Customer User Admin groups can perform this task.

Procedure

1. From the dashboard, click Manage Core Administration .2. Click User Manager, and then click Users.3. Search for and select the user you want to lock or unlock.4. Choose:

○ Lock from the Actions dropdown menu to lock a user○ Unlock from the Actions dropdown menu to unlock a user

When a user is locked, a padlock icon appears next to the user ID.

How to deactivate and reactivate a user

When you deactivate a user, the user is no longer active or visible in the SAP Ariba application.

Prerequisites



Context

Deactivating a user does not remove the user from the system, but it removes the user from all choosers or groups. Once you deactivate a user, you can also no longer create delegations.

NoteThe deactivated user remains on all in-process approval flows. If a deactivated user is a serial approver, then the requester might have to withdraw or edit the document and resubmit it with a different approver.

Procedure

1. From the dashboard, click Manage Core Administration .2. Click User Manager, and then click Users.3. Search for and select the user you want to deactivate or reactivate.4. Choose:

○ Deactivate from the Actions dropdown menu to deactivate a user.○ Reactivate from the Actions dropdown menu to reactivate a user.

5. Click OK.

Related Information

How to anonymize personal data for deactivated users [page 111]

How to generate or reset user passwords

You can generate and reset temporary passwords by using the Users task in Ariba Administrator.

Prerequisites


Context

For authenticated users in the SAP Ariba application, password management involves generating and resetting temporary passwords in Ariba Administrator. Password behavior, such as how frequently users must change their



passwords, is controlled by site parameter settings. Some parameter settings can be modified for your site by SAP Ariba Customer Support.

Password settings control password expiration, password expiration notification, how frequently a user can reuse a password, password length, password security questions, and lockout periods.

The following table describes the default password parameter settings and indicates which settings can be modified for your site by Customer Support.

Setting Description Default

Customer Support Can Modify

Password expiration period The number of days a regular password remains valid before it expires.

Passwords never expire

Yes

Password expiration warning period

The number of days before a password is about to expire that users are sent a warning message.

14 Yes

Generated password expiration period

The number of hours a temporary password remains valid after being generated by an administrator.

720 Yes

Generated password reset expiration period

The number of hours a temporary password remains valid after it is reset by an administrator.

720 Yes

Forgotten password expiration period

The number of hours a temporary password remains valid after a user enters a valid username on the Forget Your Password? page.

24 No

Password reuse limit Restricts password reuse. For example, when the setting is 4, users are not allowed to reuse any of their last four passwords.

4 Yes

Password pattern matching feature

When set to Yes, passwords must contain at least one uppercase character, one lowercase character, and one digit.

Yes No

Maximum password length The maximum length, in characters, for passwords. 32 No

Minimum password length The minimum length, in characters, for passwords. 12 No

Minimum security answer length The minimum number of characters users must specify when creating an answer to their password recovery secret question.

5 No

Maximum security answer attempts

The maximum number of incorrect answers users are allowed to their password recovery secret question before being locked out of the site.

5 No

Lockout period The number of minutes a locked out account is inaccessible before it is automatically released.

120 No

Procedure

1. From the dashboard, click Manage Core Administration .2. Click User Manager, and then click Users.3. Search for and select the user whose password you want to generate or reset. You can select multiple users.


4. Click Generate Passwords.5. Click the Display temporary passwords check box if you want to see the temporary password.6. Click OK to send a login invitation message to the user, or Cancel to return to the previous page without

sending a login invitation message.

Results

Users for whom a password is generated or reset are immediately taken through the password reset process when they log in.

How to create or end a user delegation

You can create or end delegations of authority on behalf of users.

Prerequisites


Context

Typically, users delegate their own authority by clicking Delegate authority in the user preference menu. However, if needed (such as for unplanned absences), customer administrators can assign the user’s rights to another user to act on behalf of the delegating user.

Procedure

1. From the dashboard, click Manage Core Administration .2. Click User Manager, and then click Delegations. You can see all active delegations (either set by users or the

customer administrator) on the Delegations page.3. Do one of the following:

○ Click Create Delegation to create a new delegation. Choose a user (the delegatee) to whom you are delegating the delegator’s authority and set the dates when the delegation of authority starts and ends. Provide an explanation for the delegation and indicate whether the delegator is to receive email notification messages about approval requests being handled by the delegatee during the delegation period.



NoteA user can only have one active delegation, even if the timeframe is different.

○ Select the user to change the delegatee.

○ Select the user to end the delegation.

Related Information

How to terminate a user [page 110]How to lock and unlock a user [page 105]

Maximum duration of delegationSets a maximum length of time for approval delegation periods, in days, where a day is any 24-hour period of time. To restrict the length of delegation periods, enter an integer of 1 or greater.

ID Application.Base.Delegation.MaximumNumberOfDays

Name Maximum duration of delegations

Default value 0, which means the duration is unlimited

The duration of a delegation period is determined by the delegation Start Date and End Date fields. The fields include a date and time. If someone tries to set a delegation period longer than the maximum, an error message lets them know what the maximum is.


Related Information

Topics about delegating approval authorityIntelligent Configuration Manager administration

How to terminate a user

When a user has permanently left your company, you can terminate the user. Terminating involves locking the user out of the system, delegating the user’s authority to another user to complete any outstanding approvable tasks, and then deactivating the user.

Prerequisites


Procedure

1. Lock the user out of the system. Locking a user prevents the user from logging in to the SAP Ariba solution. For instructions, see How to lock and unlock a user [page 105].

2. Complete one of the following choices:

○ Delegate the user’s authority to another user. For instructions, see How to create or end a user delegation [page 108].The delegatee can act on all in-process approvable documents in the same way as the locked user (approve, receive, reconcile, and so on), but cannot create new approvable documents.For information on closing long-running approvable documents, see the user guide.

○ Reassign an approvable role to another user. For more information, see About reassigning approvable roles.

3. After all in-process approvable documents have been processed, end the delegation.4. Deactivate the user. When you deactivate a user, the user is no longer active or visible in the SAP Ariba solution.

Related Information

How to deactivate and reactivate a user [page 105]How to anonymize personal data for deactivated users [page 111]



https://help.sap.com/viewer/6a78ea54583543089c428b49e20ac0fd/cloud/en-US/ae2cf5e1b2fd4e3ebb0c6bd68dd8b605.html

https://help.sap.com/viewer/84aed0a9bb334008bab2519aadb5d820/cloud/en-US

https://help.sap.com/viewer/095db213a1b34a17b7acc7d625c6e337/cloud/en-US/992d32af0ac140a6af992daff6d4a674.html

https://help.sap.com/viewer/095db213a1b34a17b7acc7d625c6e337/cloud/en-US/992d32af0ac140a6af992daff6d4a674.html

How to anonymize personal data for deactivated users

Administrators can anonymize user data for deactivated users.

Prerequisites

A user must be deactivated before the personal data for that user can be anonymized.


Context

The following user fields are anonymized through this process. The generic values used are shown in parentheses.

● Name (becomes the same as the unique ID)● Business Email Address ([email protected])● Business Phone Number (111-111-1111)● Business Fax Number (111-111-1111)● Alternate Email Address (Business Email Address)

When you anonymize user data, an entry about the anonymization is added to the audit log. The new generic values replace the original values in the user record and in certain areas of the solution that reference the user record. Anonymization does not replace these values in business transaction records.

NoteThere is no way to undo or revert anonymization. Clicking the Anonymize button presents a confirmation prompt informing the administrator that the original user data will be irrecoverable. At that point, the administrator can either cancel or proceed with anonymization.

Procedure

1. Perform one of the following actions from the dashboard:

○ For SAP Ariba Procurement solutions or suite-integrated solutions, choose Manage Core Administration .

○ For SAP Ariba Strategic Sourcing and Supplier Management solutions, choose ManageAdministration .

2. Choose User Manager Users .3. Search for the users whose data you want to anonymize.

Make sure the search criteria includes inactive users.


4. Select the deactivated users, and click Anonymize.

How to let non-administrators act as another user

You can add users to the Act As group to allow them to act as another user.

Context

The Act As group allows administrators to assign users to act as other users, without assigning all other administrator privileges associated with the Customer Administrator group. The limited ability to act as other users is very useful for users who have to perform an action on behalf of another user in their absence, or for those who test a new functionality by acting as different users.

Users assigned to the Act As group, who are also members of the Customer User Admin group, can search for users on the User page in the User Manager workspace and act as them. They can continue to act as the selected user until they click Stop. They can act as only one user in a particular login session. Users assigned to the Act As group will not be able to act as a member of the Customer Administrator group unless they are also assigned to the latter group.

The ability to act as another user is a powerful privilege and due care and caution must be exercised before assigning users to the Act As group. Failure to do so could potentially lead to risks resulting from a user (the real user) acting as another user (the effective user) getting elevated privileges associated with the latter. For example, the real user, when acting as an effective user who is also a member of the Customer User Admin group, gets the latter's user management privileges, such as the ability to add or edit users. The real user can then assign themselves to other groups, or modify the user settings of other unrelated users. To mitigate the risks, some steps have been incorporated, such as a warning message to the user choosing to act as another, an email notification to the effective user when a user is acting as them, and an audit trail of a user acting as another. The sending of email notification can be controlled across your site. If you do not want email notifications to go out when users act as other users, contact SAP Ariba Support to turn it off.

CautionWe strongly recommend restricting membership of the Act As group to authorized persons only. Failure to do so could result in the loss or destruction of data, or other unforeseen consequences, for which SAP Ariba will not be responsible or liable in any manner.

Important considerations when using the Act As groupIt is important to consider the following points before using the Act As group:

● Users assigned to the Act As group have access to live data on your production site. For example, they can view and export transaction reports, modify approval rules, view the bids that are in transit, among others.

● These users can act as any administrator, other than a Customer Administrator, and get elevated privileges to make changes.

● The ability to act as is unlike delegation, where powers can be delegated to one user. A user can act as any other user, and continue to do so until they remain assigned to the Act As group.

● User actions, when acting as another user, are audited:



○ Actions specific to approvable documents such as approval, record both the user taking the action, as well as the effective user, on the document's History tab.

○ Actions such as running data import/export tasks or making modifications to data, are captured in your site's audit log, which you access by going to Site Manager Audit Log .

Procedure

1. Administrators belonging to the Customer Administration group add the first users to the Act As group.2. Users belonging to both the Act As group and the Customer User Admin group can now add other users to

the Act As group..

3. Users belonging to the Act As group go to User Manager User , and search for users to act as.

They can see the Act As option in the Actions menu, for each user.4. They can choose the Act As option for any user to act as that user.

A message appears with the warning that this will be audited.5. They can click OK to continue, or Cancel to exit.

Next Steps

Users can view an audit trail of users acting as other users. When one of the following events takes place, an entry is added in the Site Manager Audit Log :

● Members of the Act As group act as another user.● Members of the Customer Administrator group, or members of both the Act As group and the Customer

User Admin group, assign users to, or remove users from, the Act As group.

How to administer multifactor authentication for users

Context

Customer administrators belonging to the Multi Factor Authentication Administrator group can perform a number of functions including enabling and disabling multifactor authentication for users, resetting multifactor authentication, and sending reminder email notifications to users for setting up multifactor authentication. Users belonging to the Multi Factor Authentication Reset group can reset multifactor authentication for users and unlock locked accounts. Customer administrators can enable multifactor authentication for their own accounts, but they are not permitted to reset or disable multifactor authentication for their accounts nor are they permitted to unlock their accounts if the accounts become locked.


Procedure

1. In the Ariba Administrator, choose User Manager Multi Factor Authentication .2. Click the User Authentication tab.3. Search for and choose the user for which multifactor authentication is to be enabled.

Search results are shown in a table containing details of the user’s multifactor enablement and setup status as well as login details. A lock icon is shown for users who have been locked out of the system after providing invalid verification codes.

4. Perform one of the following administration tasks that is valid for the user's current status, and then click OK in the corresponding confirmation window:a. Click Enable for Login to enable multifactor authentication if it is not already enabled.b. Click Disable for Login to disable multifactor authentication if it is already enabled.c. Click Reset to reset multifactor authentication for the user.d. Click Unlock to unlock the user account if it is locked.e. Click Send Email Reminder to send reminders to users who have not set up multifactor authentication on

their accounts.

How to enable multifactor authentication by importing users

You can enable multifactor authentication for new users by importing the users.

Context

The Import Enterprise Users data import task has been enhanced to support multifactor authentication. The SharedUser.csv file has the new column Enable Multi-Factor Authentication, with Yes and No as the accepted values.

Procedure

1. Add the new users in the SharedUser.csv file with Yes in the column Enable Multi-Factor Authentication.

2. Run the Import Enterprise Users task.



Results

When the import runs succesfully, multifactor authentication is enabled for all users with Yes specified in the column Enable Multi-Factor Authentication.

User profile changesUsers can modify and maintain some of their own profile information, including default locale and currency, email address, supervisor, and group membership.

Depending on your organization’s ERP system, users may be able to modify organization, accounting, delivery, and shipping information.

In the default configuration, user profile changes must be approved by the supervisor and the customer administrator to take effect. Changes related to user contact data are recorded in the audit log.

NoteUser profile changes initiated for deactivated users don't result in any changes even after the change request is approved.

Default locale and currency

Users can select their own default locale and currency on the Change Default Locale and Currency page.

NoteWhen the default currency of an existing user is updated, the new currency code must be one that is active in the database. You can't update existing user records with inactive currency codes (for example, TRL, NLG, IEP, DEM, and BEF).

Email addresses

Users can select their own email address information on the Change Personal Profile page in the User Profile wizard.

Users can't view or modify their alternate email addresses.

Supervisors

Users can select their own supervisor on the Change Personal Profile page in the User Profile wizard.


Group membership

Users can select their own groups on the Change Personal Profile page in the User Profile wizard.

Team requisition members

Users can select their team members on the Change Personal Profile page in the User Profile wizard. The team members defined in a user's profile can access the team requisitions of which the user is a preparer. They can also take over the requisitions, if necessary. The option to define team members is available only for sites configured for team requisitioning.

Accounting, delivery, and shipping information (Generic)

Users can't select their own default billing address. For information on setting the default billing address for all users, see Import User/Billing Address Relationships [page 132].

Organization, accounting, shipping, and delivery information (PeopleSoft)

For PeopleSoft, users can choose their own organization information (general ledger and purchasing business units), location information (location address, account, department, product, and statistics codes), and shipping and delivery information (shipping and delivery addresses) on the Accounting/Shipping Info page in the User Profile wizard.

Organization, accounting, shipping, and delivery information (SAP)

For SAP, users can specify their own organization, accounting, and shipping and delivery information on the Accounting/Shipping Info page in the User Profile wizard.

Topics about data import tasks for user informationYou can import users and related information by running either the set of individual data import tasks that read from multiple CSV files, or the simplified data import tasks that read from single CSV files. SAP Ariba recommends that you use the simplified data import tasks to import user data.

Topics about using the simplified data import tasks for user data [page 117]

Topics about using individual CSV files for user data import [page 123]



Topics about updating user information using CSV files [page 145]

Topics about using the simplified data import tasks for user data

You can import all users and user-group mapping related information using the simple data import tasks, Import User Data (Consolidated File) and Import User to Group Mapping Data (Consolidated File) that use single CSV files rather than running the individual data import tasks that each use separate CSV files.

How to specify default master data field values [page 117]

Import User Data (Consolidated File) [page 118]

UserConsolidated.csv: Example CSV File for Generic [page 119]

UserConsolidated.csv: Example CSV File for SAP [page 119]

UserConsolidated.csv: Example CSV File for PeopleSoft [page 120]

Import User to Group Mapping Data (Consolidated File) [page 120]

Import Approval Authority Delegations [page 121]

How to specify default master data field values

You can specify the default values for certain master data fields that are defined by the Import User Data (Consolidated File) data import task.

Context

The default values are used when the fields in the CSV file do not contain values. If you do not specify default values, and if the CSV import file does not contain values for these fields, then no data is populated for these fields.

Procedure

1. Log in to your Ariba site using your administrator username and password.

2. On the dashboard, click Manage Core Administration .3. Click Integration Manager, and then click Master Data Default Values.4. Search for the Import User Data (Consolidated File) data import task and click Edit.5. Specify the desired default values for each master data field.


The following table lists the master data fields for which default values can be specified. The fields displayed depend on the ERP system that the Ariba solution integrates with:

Data Import Task Master Data Field Generic SAP PeopleSoft

Import User Data (Consolidated File) Deliver To X X X

Purchasing Organization X

Purchasing Group X

6. Click Save to save your changes.

Import User Data (Consolidated File)

The Import User Data (Consolidated File) imports data from a single CSV file, UserConsolidated.csv, and contains both enterprise and ERP-specific data consolidated from multiple CSV files used by multiple data import tasks. It allows you to import all user-group mapping related data using a single CSV file instead of several different files.


Data import task Imports from this CSV fileContains data consolidated from these data import tasks and files


UserConsolidated.csv Import Enterprise User/Supervisor Relationships

● SharedUserSupervisor.csv

Import Enterprise User Alternate Email Addresses

● SharedUser.csv● SharedUserAlternateEmail.csv

Import Enterprise Users

● SharedUser.csv

Import User/Billing Address Relationships

● SharedUserBillingAddressMap.csv

Import User/Ship To Address Relationships

● SharedUserShipToAddressMap.csv

Import Users

● User.csv● UserPCardMap.csv

Import User Approval Limits

● UserApprovalLimit.csv

For security reasons, user IDs (the UniqueName field) cannot contain apostrophes.

If the users’ currency and locale values are not specified in the UserConsolidated.csv file, and the values are Null in the database, then the currency and locale values are set to the default values for your site. You cannot



create a new user or update an existing user with a default currency that is an inactive currency code in the database (for example, TRL, NLG, IEP, DEM, and BEF).

User email addresses are checked for validity. Valid email addresses must be entered, even in test environments. Invalid email addresses trigger an error message and must be corrected. For data import operations, the validity check runs only when a new user is loaded or when the email address of an existing user is changed. By default, an email address must include a valid, existing domain. (SAP Ariba Customer Support can set a parameter to turn off the domain portion of the validity check, in which case only syntax is checked. The name of the parameter is Application.Base.EnforceEmailDomainCheck.)

NoteIf SAP Ariba Customer Support configured a set of valid email address domain names specifically for your site, any domain you use in the email address field for a user must match a domain in that set.

For information about the AlternateEmailAddresses field, see Import Enterprise User Alternate Email Addresses [page 131].

UserConsolidated.csv: Example CSV File for Generic

Each record in UserConsolidated.csv defines ERP-specific user information a for a single user.

Following is an example of the UserConsolidated.csv file for Generic:

Cp1252 UniqueName,PasswordAdapter,Name,EmailAddress,DefaultCurrency.UniqueName,LocaleID.UniqueName,TimeZoneID,Phone,Fax,GenericBillingAddress,GenericShipTo,Supervisor.UniqueName,Supervisor.PasswordAdapter,Company,BusinessUnit,CostCenter,Product,Project,Account,SubAccount,Region,PurchasingUnit,AlternateEmailAddresses,VanillaDeliverTo,CardNumbers,ApprovalLimit,ExpenseApprovalLimit demo123,PasswordAdapter1,demo123,[email protected],USD,en_US,,12345,12345,US001,US001,kstabler,PasswordAdapter1,04,GBR01,6400,,,7210,5027,,GBR01,"[email protected],[email protected],[email protected]",Alex Agassi,111,5000,5000

UserConsolidated.csv: Example CSV File for SAP

Each record in UserConsolidated.csv defines ERP-specific user information a for a single user.

Following is an example of the UserConsolidated.csv file for SAP:

Cp1252,,,,,,,,,,,,,,,,,,,,,,,,,,, UniqueName,PasswordAdapter,Name,EmailAddress,DefaultCurrency.UniqueName,LocaleID.UniqueName,TimeZoneID,Phone,Fax,FailedLoginAttemptAfterLastLogin,LoginDate,LastLoginDate,SAPBillingAddress,SAPPlant,Supervisor.UniqueName,PurchasingUnit,Supervisor.PasswordAdapter,AlternateEmailAddress,VanillaDeliverTo,SAPCostCenter,SAPPurchaseOrg,SAPCompanyCode,SAPPurchaseGroup,SAPGeneralLedger,SAPEmployeeSupplierID,CardNumbers,ApprovalLimit,ExpenseApprovalLimit aribauser1,PasswordAdapter1,Deliver to DefaultName1,[email protected],USD,en_US,,12345,12345,,,,3000,3000,cnoll,,PasswordAdapter1,[email protected],,1230,,3000,,400400,445000,1234,4000,1200


UserConsolidated.csv: Example CSV File for PeopleSoft

Each record in UserConsolidated.csv defines ERP-specific user information for a single user.

Following is an example of the UserConsolidated.csv file for PeopleSoft:

Cp1252 UniqueName,PasswordAdapter,Name,EmailAddress,DefaultCurrency.UniqueName,LocaleID.UniqueName,TimeZoneID,Phone,Fax,PeoplesoftShipTo,Supervisor.UniqueName,PurchasingUnit,Supervisor.PasswordAdapter,AlternateEmailAddresses,VanillaDeliverTo,CardNumbers,ApprovalLimit,ExpenseApprovalLimit,VENDOR_ID,BUSINESS_UNIT,BUSINESS_UNIT_GL,SETID_LOCATION_,SETID_DEPTID_,SETID_PRODUCT_,SETID_ACCOUNT_,OPRID test1,PasswordAdapter1,Alex Agassi,[email protected],USD,en_US,,12345,12345,SHARE:US001,kstabler,,PasswordAdapter1,"[email protected],[email protected],[email protected]",Alex Agassi,12345,5000,5000,US001,US001,SHARE:US001,SHARE:50000,SHARE:ALLPRD,SHARE:100001,,

Import User to Group Mapping Data (Consolidated File)

The Import User to Group Mapping Data (Consolidated File) data import task defines user-group mappings and is also used to make users responsible for specific purchasing units through their group assignments. It reads from the UserGroupConsolidated.csv file.

This task imports data from a single CSV file and contains data consolidated from multiple CSV files used by multiple data import tasks. You can import all user-group mapping related data using a single CSV file instead of several different files.


Data import task Imports from this CSV fileContains data consolidated from these data import tasks and files


UserGroupConsolidated.csv Import User Group Mapping

● UserParentGroup.csv● GroupSharedUserMap.csv

Import Responsible User Assignments

● User.csv● ResponsibleUser.csv

CautionWe recommend that you exercise caution when using the Update Only data import operation. It replaces all the existing users associated with a given group with the users specified in the CSV file.

UserGroupConsolidated.csv: Example CSV File for PeopleSoft, SAP and Generic

Each record in UserGroupConsolidated.csv defines ERP-specific user information for a single user.



Following is an example of the UserGroupConsolidated.csv file:

Cp1252 UniqueName,User_UniqueName,PasswordAdapter,PurchasingUnit Legal Entity User,gsayers,PasswordAdapter1,US003 Legal Entity User,adavis,PasswordAdapter1,US005

Import Approval Authority Delegations

You can set up multi-user approval authority delegation to allow a user (delegator) to delegate his or her approval authority to multiple users (delegatees). One of the delegatee users can then approve documents on behalf of the delegator if the delegator needs to be off work for a certain period of time. For more information, see Topics about delegating approval authority.

The Import Approval Authority Delegations task imports delegator-delegatee mappings to define user delegations.

The following table lists the fields in the ApprovalAuthorityDelegations.csv file used by this task:

Field name Required Description Sample value

UniqueName Yes String. A unique internal identifier for the user. This is the name a user enters when logging in to the SAP Ariba solution.

adavid

PasswordAdapter Yes String. The name of a password adapter, which must match a value defined in System.PasswordAdapters.

PasswordAdapter1

DelegationScope Yes String. Provides a record of the permissions a delegator assigns to the delegatees for an approvable document.

DelegationScope

UniqueName Yes String. A unique internal identifier for a user delegating the approval authority. This is the name a user enters while logging in to the SAP Ariba solution.

dsteyn





PasswordAdapter Yes String. A unique internal identifier for a user. This is the name a user enters while logging in to the SAP Ariba solution.

dsteyn

Delegatee Yes String. The unique name of the delegatee (the user who is being delegated the approval authority).

mhughes

DelegateePasswordAdapter

Yes String. The name of a password adapter, which must match a value defined in System.PasswordAdapters.

PasswordAdapter1

StartDate Yes Date. The time at which the delegation period must start.

NoteIn the default configura-tion, you can specify a past date as the start date of delegation. If required, you can have your site configured to prevent users from specifying a past date as the start date of delegation. For help with this setting, please contact SAP Ariba Customer Support.

EndDate Yes Date. The time at which the delegation period must end.

Reason Yes String. A description explaining the reason for the delegation of authority.




NotifyDelegator Yes Boolean. If true, this field indicates that the delegator requires to receive the email notifications that the delegatee receives during the delegation period.

No

DelegationCreator Yes String. The unique name of the delegator (user who creates the delegation).

djones

DelegationCreatorPasswordAdapter

Yes String. The name of a password adapter, which must match a value defined in System.PasswordAdapters.

PasswordAdapter1

For example:

UniqueName,PasswordAdapter,DelegationScope,Delegatee,DelegateePasswordAdapter,StartDate,EndDate,Reason,NotifyDelegator,DelegationCreator,DelegationCreatorPasswordAdapter cnoll,PasswordAdapter1,ALL,adavis,PasswordAdapter1,02/26/2018 00:00:00 IST,12/31/2018 00:00:00 IST,test,TRUE,aribasystem,PasswordAdapter1 cnoll,PasswordAdapter1,ALL,mditka,PasswordAdapter1,02/26/2018 00:00:00 IST,12/31/2032 00:00:00 IST,test,TRUE,aribasystem,PasswordAdapter1

This task has a corresponding export task named Export Approval Authority Delegations.

Topics about using individual CSV files for user data import

Individual data import tasks for user data [page 124]

User data CSV file relationships [page 125]

Import Enterprise Users [page 127]

Import Addresses [page 128]

Import Enterprise User Alternate Email Addresses [page 131]

Import Enterprise User/Supervisor Relationships [page 131]

Import User/Billing Address Relationships [page 132]

Import User/Ship To Address Relationships [page 133]

Import Enhanced Address Format Template [page 135]

Topics about Users.csv and UserPCardMap.csv [page 139]

Import User Approval Limits [page 144]


Import User Group Mappings [page 144]

Individual data import tasks for user data

The following table lists the individual data import tasks and CSV files that define user information, indicates whether the data originates in a PeopleSoft or SAP system, and specifies whether the data is required. Tasks appear in the recommended data import order.

Data import task CSV files imported

PeopleSoft

and Generic SAP Required

Import Enterprise Users [page 127] SharedUser.csv X Yes

Import Addresses [page 128] Address.csv X Not provided. Yes

Import Enterprise User Alternate Email Addresses [page 131]

SharedUser.csvSharedUserAlternateEmail.csv

X No

Import User/Billing Address Relationships [page 132]

SharedUserBillingAddressMap.csv

Not provided for PeopleSoft. See Import User/Billing Address Relationships [page 132].

X Yes

Import User/Ship To Address Relationships [page 133]

SharedUserShiptoAddressMap.csv

X X Yes

Import Users [page 139] User.csvUserPCardMap.csv

X Yes

Import User Group Mappings [page 144]

UserParentGroup.csvGroupSharedUserMap.csv

Yes

Import User Approval Limits [page 144]

UserApprovalLimit.csv Not provided for Generic. For Generic user approval limits are defined in User.csv.

Yes

Import Enterprise User/Supervisor Relationships [page 131]

SharedUserSupervisor.csv X Yes

NoteYou can manually maintain GroupSharedUserMap.csv, or retrieve the data from an SAP system. Some user assignments to groups can be made automatically, and other user assignments to groups can be manually maintained. Both are supported.



User data CSV file relationships

When you use legacy data import tasks rather than the simplified data import tasks, the CSV files for user data are interconnected.

The following diagrams illustrate the relationships between the various user CSV files.

PeopleSoft


SAP



Generic


The Import Enterprise Users data import task defines enterprise user information. It reads data from the CSV file named SharedUser.csv. You can also import enterprise user information using the simplified About Import User Data (Consolidated File) [page 118] data import task that reads from the UserConsolidated.csv file.

For security reasons, user IDs (the UniqueName field in SAP and Generic variants and the EMPLID field in PeopleSoft variants) cannot contain apostrophes.

If the users’ currency and locale values are not specified in the SharedUser.csv file, and the values are Null in the database, then the currency and locale values are set to the default values for your site. You cannot create a new user or update an existing user with a default currency that is an inactive currency code in the database (for example, TRL, NLG, IEP, DEM, and BEF).

User email addresses are checked for validity. Valid email addresses must be entered, even in test environments. Invalid email addresses trigger an error message and must be corrected. For data import operations, the validity check runs only when a new user is loaded and when the email address of an existing user is changed. By default, an email address must include a valid, existing domain. (SAP Ariba Customer Support can set a parameter to turn off the domain portion of the validity check, in which case only syntax is checked. The name of the parameter is Application.Base.EnforceEmailDomainCheck.)


NoteIf SAP Ariba Customer Support configured a set of valid email address domain names specifically for your site, any domain you use in the email address field for a user must match a domain in that set.

SharedUser.csv SAP and Generic Example

Each record in the SharedUser.csv file provides information about a single user.

Following is an example of SharedUser.csv for SAP and Generic:

UTF8 EmailAddress,Fax,Name,PasswordAdapter,Phone,TimeZoneID,DefaultCurrency.UniqueName,LocaleID.UniqueName,Organization.SystemID,UniqueName [email protected],,Alex Agassi,PasswordAdapter1,,PST,USD,en_US,[Buyer],[email protected],,Arnold Davis,PasswordAdapter1,PST,USD,en_US,[Buyer],adavis [email protected],,Arnold Karras,PasswordAdapter1,PST,USD,en_US,[Buyer],akarras

SharedUser.csv: PeopleSoft Example

Each record in the SharedUser.csv file provides information about a single user.

Following is an example of SharedUser.csv for PeopleSoft:

UTF8 EMAILID,NAME,PasswordAdapter,TimeZoneID,CURRENCY_CD,LOCALECD,EMPLID [email protected],Alex Agassi,PasswordAdapter1,PST,USD,en_US,[email protected],Arnold Davis,PasswordAdapter1,USD,PST,en_US,adavis [email protected],Arnold Karras,PasswordAdapter1,PST,USD,en_US,akarras

Import Addresses

For PeopleSoft and Generic, your configuration must include a standard set of shipping and billing addresses. The Import Addresses data import task defines shipping and billing addresses. It reads data from the CSV file named Address.csv.

For SAP, Import Addresses can be used to import generic addresses from SAP back-end systems that can be used as shipping and billing addresses. You can also import nonstandard addresses created by your users in the SAP back-end systems to avoid creating the same nonstandard addresses in SAP Ariba Procurement solutions. The imported nonstandard addresses will be available only to the users who created them. Each address imported by this task will be associated with a specific company code. After you import the addresses, and they are available in your SAP Ariba Procurement solutions, you must run the Import Plant to Purchase Organization Mapping task to map the addresses to the corresponding purchasing organizations. This ensures the imported addresses can be used when creating approvable documents. Alternatively, you can contact SAP Ariba Customer Support to enable



a parameter that will ensure the imported addresses can be used without running the Import Plant to Purchase Organization Mapping task.

You associate users with default shipping addresses in the file SharedUserShipToAddressMap.csv. For more information, see Import User/Ship To Address Relationships [page 133].

NoteFor sites enabled to support India goods and services tax (GST) on approvables, you can use this task to define the state code for an address.

Fields for nonstandard addresses

Your site might be configured to allow users to enter nonstandard addresses. The following optional fields in the Address.csv file apply to nonstandard addresses only: Creator.UniqueName, Creator.PasswordAdapter. These fields are blank for the system (standard) addresses imported from your ERP system.

For descriptions of these fields, see the Data Dictionary. Instructions for downloading the Data Dictionary are found in the Using the data dictionary guide.

For general information about nonstandard addresses, see Topics about user profile concepts.

Keep the following points in mind when working with nonstandard addresses in the Address.csv file:

● For PeopleSoft and Generic, you cannot create nonstandard addresses by importing them. If the Address.csv file contains a nonstandard address, importing the file updates existing data. If the nonstandard address does not exist, however, it is not created in the system.

● When you import Adddress.csv, the values in Creator.UniqueName and Creator.PasswordAdapter are ignored. You cannot change the values in these fields.

● As a best practice, export addresses from your SAP Ariba Procurement solutions before importing new address data. Users might have modified or created nonstandard addresses, and exporting updated data will help prevent overwriting user-entered nonstandard addresses.

Address.csv: PeopleSoft Example

Each record in Address.csv defines a single address.

Following is an example of Address.csv for PeopleSoft:

UTF8 SETID_LOCATION_,SETID,LOCATION,LOC_DESCR,DESCR,ADDRESS1_ADDRESS2_ADDRESS3_AD_,CITY,STATE,POSTAL,COUNTRY,PHONE,FAX,Line2,Line3,Creator.UniqueName,Creator.PasswordAdapter CRM02:31801,CRM02,31801,Main,,7100 Irvine Ave,Irvine,CA,92602,US,444-1515,,,,,CRM01:US120,CRM01,US120,CRM APPLIANCE MAIN OFFICE,,100 Owens Drive,Pleasanton,CA,94588,US,,,,,, CRM01:US200,CRM01,US200,CRM APPLIANCE TRUCK CENTER,,4433 Hacienda,Pleasanton,CA,94588,US,,,,,,

Line2 and Line3 are for multi-line street addresses. To have multiline street addresses, include embedded carriage returns directly in the data source. The character length for this field can be customized.


https://help.sap.com/viewer/27d44834e9164377b324539985725ecd/cloud/en-US/6bbbaf7dc1da10149619f4774b773162.html#loio6bbbaf7dc1da10149619f4774b773162

https://help.sap.com/viewer/ef4d2a1a1e0b48ca8ce15d7e72538399/cloud/en-US/6d285647c1da1014ae48b8f3c8a1c7ab.html#loio6d285647c1da1014ae48b8f3c8a1c7ab

Address.csv: Generic Example


Following is an example of Address.csv for Generic:

UTF8 UniqueName,Name,Lines,City,State,PostalCode,Country,Phone,Fax,URL,BillTo,ShipTo,PurchasingUnit,Line2, Line3,Creator.UniqueName,Creator.PasswordAdapter US001,Austin,3450 Industrial Park Road,Austin,TX,78701,US,214-401-5555,214-401-5575,,true,false,US001,,,,US002,Sacramento Mfg.,1000 Global Parkway,Sacramento,CA,95801,US,916-465-7810,916-465-7819,,true,false,,,,, US003,Sacramento,1400 Global Parkway,Sacramento,CA,95801,US,916-465-7890,916-465-7699,,,,,,,,

The State column can contain state, province, or region data. (In the user interface, the field label is State/Province/Region.)


Address.csv: SAP Example


Following is an example of Address.csv for Generic:

UTF8 UniqueName,Name,Lines,City,State,PostalCode,Country,Phone,Fax,URL,BillTo,ShipTo,PurchasingUnit,Line2, Line3,Creator.UniqueName,Creator.PasswordAdapter US001,Austin,3450 Industrial Park Road,Austin,TX,78701,US,214-401-5555,214-401-5575,,true,false,US001,,,,US002,Sacramento Mfg.,1000 Global Parkway,Sacramento,CA,95801,US,916-465-7810,916-465-7819,,true,false,,,,, US003,Sacramento,1400 Global Parkway,Sacramento,CA,95801,US,916-465-7890,916-465-7699,,,,,,,,



Creator.UniqueName column can contain the unique identifier of the user who created the nonstandard address.




You can import alternate email addresses for enterprise users. Alternate email addresses are email addresses other than the ones specified in SharedUser.csv.

This task is a header-detail task that reads data from the CSV files named SharedUser.csv and SharedUserAlternateEmail.csv. This task updates data for existing users only. It does not create new users.

NoteYou can also import this data using the simplified Import User Data (Consolidated File) [page 118] data import task that reads from the UserConsolidated.csv file.

No communications are sent to alternate email addresses. They are used only for lookup and validation purposes in the following cases:

● If a non-PO invoice contains an email address that is not one of the primary addresses specified in SharedUser.csv, your SAP Ariba site can locate the user based on the user’s alternate email address instead. Notification of the invoice is then sent to the user’s primary email address.

● If email approvals are enabled, and a user sends an email approval from a non-primary email address, your SAP Ariba site can use the alternate email address to verify that the email is coming from a valid email address for that user. (For alternate email addresses to be used in this way, the EmailApprovalAutoReject parameter must be set to Yes.)

In verifying an email address, your SAP Ariba site first looks at the primary email addresses (the addresses from SharedUser.csv). If the email address is not found there, your SAP Ariba site looks at the alternate email addresses (the addresses from SharedUserAlternateEmail.csv).

There is no restriction on the number of alternate email addresses assigned to a user. You can remove an alternate email address from a user’s account by going to the User Manager workspace of Ariba Administrator.

The following is an example of SharedUserAlternateEmail.csv.

UTF8 UniqueName,PasswordAdapter,Address aagassi,PasswordAdapter1,[email protected],PasswordAdapter1,[email protected] akarras,PasswordAdapter1,[email protected]

Import Enterprise User/Supervisor Relationships

The Import Enterprise User/Supervisor Relationships data import task associates users with their supervisors. It reads data from the CSV file named SharedUserSupervisor.csv. You can also import this data by running the simplified Import User Data (Consolidated File) [page 118] data import task that reads from the UserConsolidated.csv file.

NoteIn the Data Dictionary, the worksheet for Import Enterprise User/Supervisor Relationships lists the file name as SharedUser.csv. When you run this data import task, you can specify either SharedUserSupervisor.csv or SharedUser.csv as the file to import, but regardless of the file name, make


sure the columns in the CSV file match the columns listed in the Data Dictionary for this task. When you import this data as part of a batch import operation, the file name must be named SharedUserSupervisor.csv.

Following is an example of a SharedUser.csv file for importing relationships of enterprise users to supervisors.

UTF8 UniqueName,PasswordAdapter,Supervisor.UniqueName,Supervisor.PasswordAdapter aagassi,PasswordAdapter1,kstabler,PasswordAdapter1adavis,PasswordAdapter1,ghalas,PasswordAdapter1akarras,PasswordAdapter1,bsanders,PasswordAdapter1akurosawa,PasswordAdapter1,cnoll,PasswordAdapter1 amanning,PasswordAdapter1,dclark,PasswordAdapter1


The Import User/Billing Address Relationships data import task associates billing addresses with users in SAP and Generic. In PeopleSoft, a user’s billing address is set from the business unit assignment.

Import User/BillingAddress Relationships reads data from the CSV file named SharedUserBillingAddressMap.csv.

NoteYou can also import this data by running the simplified Import User Data (Consolidated File) [page 118] data import task that reads from the UserConsolidated.csv file.

Default billing address

For PeopleSoft, billing (“Bill To”) addresses are associated with business units in the SETID_BILL_LOCATION_ column in the file BusinessUnit.csv. For SAP and Generic, the default billing address is the address used for users who are not mapped to a specific billing address.

For PeopleSoft, a user’s default billing address is the billing address associated with the business unit to which they are assigned. Users are assigned to business units in the file User.csv. For users who are not assigned to business units, the default billing address is the default billing address configured for your site. SAP Ariba Customer Support configures the default billing address for your site by setting a system parameter. This parameter specifies the unique internal identifier of an address defined in Address.csv.

For SAP, the default billing address for all users is configured by a system parameter, which is set by SAP Ariba Customer Support. This parameter specifies the unique internal identifier of a billing address defined in the file Plant.csv.

For Generic, the default billing address for all users is configured by a system parameter, which is set by SAP Ariba Customer Support. This parameter specifies the unique internal identifier of a billing address defined in Address.csv. In the sample data, the default billing address has the unique name DEFAULT_BILLING_ADDRESS.



SharedUserBillingAddressMap.csv: SAP Example

Each record in SharedUserBillingAddressMap.csv defines a single address mapping.

Following is an example of SharedUserBillingAddressMap.csv for SAP:

UTF8 UniqueName,PasswordAdapter,SAPBillingAddress aagassi,PasswordAdapter1,3000 aalcott,PasswordAdapter1,3000 acabrera,PasswordAdapter1,3000 adavis,PasswordAdapter1,412,3000 adecaux,PasswordAdapter1,412,3000 adonovan,PasswordAdapter1,412,3000

SharedUserBillingAddressMap.csv: Generic Example

Each record in SharedUserBillingAddressMap.csv defines a single address mapping.

Following is an example of SharedUserBillingAddressMap.csv for Generic:

UTF8 UniqueName,PasswordAdapter,GenericBillingAddress aagassi,PasswordAdapter1,US001 adavis,PasswordAdapter1,US002 akarras,PasswordAdapter1,US003 akurosawa,PasswordAdapter1,JPN01


The Import User/Ship To Address Relationships data import task associates shipping addresses with users. It reads data from the CSV file named SharedUserShipToAddressMap.csv.

For information on using the SharedUserSingleShipToAddressMap.csv file to replace existing user/ship to address relationships, see How to replace user shipping addresses [page 151].


Default shipping address

The default shipping address is the address used for users who are not mapped to a specific shipping address.

For PeopleSoft, SAP Ariba Customer Support configures the default shipping address for your site by setting a system parameter. This parameter specifies the unique internal identifier of an address defined in Address.csv.


For SAP, the default shipping address for all users is configured by a system parameter, which is set by SAP Ariba Customer Support. This parameter specifies the unique internal identifier of a shipping address defined in the file Plant.csv.

For Generic, the default shipping address for all users is configured by a system parameter, which is set by SAP Ariba Customer Support. This parameter specifies the unique internal identifier of a shipping address defined in Address.csv.

SharedUserShipToAddressMap.csv: SAP Example

Each record in SharedUserShipToAddressMap.csv defines a single address mapping.

Following is an example of SharedUserShipToAddressMap.csv for SAP:

UTF8 UniqueName,PasswordAdapter,SAPPlant aagassi,PasswordAdapter1,3000aalcott,PasswordAdapter1,3000acabrera,PasswordAdapter1,3000adavis,PasswordAdapter1,412,3000adecaux,PasswordAdapter1,412,3000adonovan,PasswordAdapter1,412,3000

SharedUserShipToAddressMap.csv: PeopleSoft Example

For PeopleSoft, a user’s default location is specified in the SETID_LOCATION_ column in the file User.csv. The SETID_LOCATION_ column contains the unique internal identifier of an address defined in the file Address.csv.

Following is an example of SharedUserShipToAddressMap.csv for PeopleSoft:

UTF8 UniqueName,PasswordAdapter,PeoplesoftShipTo aagassi,PasswordAdapter1,SHARE:US001adavis,PasswordAdapter1,SHARE:US002akarras,PasswordAdapter1,SHARE:US003akurosawa,PasswordAdapter1,SHARE:JPN01

SharedUserShipToAddressMap.csv: Generic Example

Each record in SharedUserShipToAddressMap.csv defines a single address mapping.

Following is an example of SharedUserShipToAddressMap.csv for Generic:

UTF8 UniqueName,PasswordAdapter,GenericShipTo aagassi,PasswordAdapter1,US001 adavis,PasswordAdapter1,US002 akarras,PasswordAdapter1,US003 akurosawa,PasswordAdapter1,JPN01



Import Enhanced Address Format Template

You can customize the format of country/region-specific addresses displayed on documents to conform to the address formats followed in different countries. For example, the format of addresses for Japan can be customized to start with the postal code, followed by the country name (Japan), prefecture, and city and subareas. Similarly, for a country/region that follows the international address format, you can configure the address format to start an address with the recipient's name and end it with the prefecture and postal code.

While defining the address format for a country/region, you can configure the following:

● The format in which the address fields for the Ship To, Bill To, and other addresses are organized in the print layout of documents. This also includes the expanded view of the Ship From, Ship To, and Remit To addresses that appear on invoices.

● The unique order in which the address fields are displayed on the review page when users click an address link on a document to review the details of the address.

NoteSome addresses (for example, the supplier address) are displayed on documents as a link. When users click an address link, the SAP Ariba solution displays the details of the address fields for review on a new page.

The Import Enhanced Address Format Template task defines the format in which country/region-specific addresses are displayed in the print layout view of documents and the order in which such fields are displayed when users choose to review the details of addresses on documents. This task uses the AddressTemplate.csv file to define the format of the addresses displayed on approvable documents. The following is the list of fields in the AddressTemplate.csv file:

Field name Description

UniqueName Specifies the unique identifier for a country/region (for example, JP for Japan).



Template Defines the addressing sequence and the structure based on which addresses specific to a country/region must be displayed on the print layout of documents. The template includes a set of predefined address fields enclosed within a pair of @@ characters to describe the components of an address.

The following are the predefined address fields used as placeholders to define the structure of an address:

● Name: The unique identifier of the recipient or a location.

● UniqueName: The unique identifier for a country/region.

● Lines: The lines constituting an address.

● PostalAddress.Lines: The first line of an address.

● PostalAddress.Line2: The second line of an address.

● PostalAddress.Line3: The third line of an address.

● City: The city applicable for the address.

● PostalAddress.City: The city applicable for the address. You can use either or both the City or the PostalAddress.City tag to specify a city.

● State: The state applicable for the address.

● PostalAddress.State: You can use either or both the State or the PostalAddress.State tag to specify the state in an address.

● PostalCode: The postal code for a location.

● PostalAddress.PostalCode: The postal code for a location. You can use either or both the PostalCode or the PostalAddress.PostalCode tag to specify the postal code in an address.

● Country: The unique internal identifier of the country/region applicable for the address.

● PostalAddress.Country: The unique internal identifier of the country/region applicable for the address. You can use either or both the Country or the PostalAddress.Country tag to specify the country/region in an address.

● Phone: The phone number associated with an address.

● Fax: The fax number associated with an address.

NoteThis template also determines the format in which the Ship From, Ship To, and Remit To addresses are displayed on invoices.




FieldsOrder Specifies the order in which the fields (including custom fields) describing an address for a country/region must appear in the detailed address view to allow users to review an address.

NoteWhile defining the order of fields, we recommend that you use the PostalAddress.Country tag instead of the Country tag.

The following is an example of defining the order of the address fields for a country/region:

@@Phone@@","Name:UniqueName:PostalAddress.Lines:PostalAddress.Line2:PostalAddress.Line3:PostalAddress.City:PostalAddress.State:PostalAddress.PostalCode:PostalAddress.Country:Phone:Fax:EmailAddress"

Description (Optional) A brief description to include any additional information about the address format for a country/region.

The following is an example of the AddressTemplate.csv file that includes customized address formats:

UTF-8,,,, "UniqueName","Template","FieldsOrder","Description""US","Address in the US:City: @@City@@ - @@PostalCode@@@@Country@@, State: @@State@@ , @@Name@@ , @@PostalAddress.Line2@@, @@PostalAddress.Line3@@,Phone: @@Phone@@@@PostalAddress.Lines@@ US address, @@PostalCode@@","Contact:Phone:Fax:City:State:PostalAddress.City:PostalAddress.Country:PostalCode:PostalAddress.PostalCode:Name:PostalAddress.Line3:State:PostalAddress.State:EmailAddress:UniqueName:Lines:PostalAddress.Lines","Description - Template for US addresses""JP","Address in Japan:@@Country@@ - @@PostalCode@@@@State@@, @@City@@@@Lines@@@@Name@@Phone: @@Phone@@@@Phone@@","PostalAddress.Country:PostalAddress.PostalCode:PostalAddress.State:PostalAddress.City:PostalAddress.Lines:PostalAddress.Line2:PostalAddress.Line3:Name:UniqueName:Phone:Fax:EmailAddress","Description - Template for Japanese addresses""DE","Address: @@Name@@@@PostalCode@@ , @@City@@@@Country@@ , @@State@@ , @@Phone@@, @@PostalAddress.Line2@@, @@PostalAddress.Line3@@, Street: @@PostalAddress.Lines@@, @@PostalCode@@","Contact:Phone:Fax:City:State:PostalAddress.City:PostalAddress.Country:PostalCode:PostalAddress.PostalCode:Name:PostalAddress.Line3:State:PostalAddress.State:EmailAddress:UniqueName:Lines:PostalAddress.Lines","Description - Template for German addresses"


● In this example, the following code snippet determines the template based on which addresses in the US are displayed in the print layout view of documents.

"US","Address in the US: City: @@City@@ - @@PostalCode@@@@Country@@, State: @@State@@ , @@Name@@ , @@PostalAddress.Line2@@, @@PostalAddress.Line3@@, Phone: @@Phone@@

Similarly, the following code snippet refers to the address template for Japan:

"JP","Address in Japan: @@Country@@ - @@PostalCode@@@@State@@, @@City@@@@Lines@@@@Name@@ Phone: @@Phone@@

Based on the address templates defined for each country/region in the example, the following image indicates the format in which the Supplier, Ship To, and Bill To addresses appear on the print view of a requisition:

● In the example, the following is the code snippet that determines the order in which the fields constituting an address in Japan are displayed for review:

"PostalAddress.Country:PostalAddress.PostalCode:PostalAddress.State:PostalAddress.City:PostalAddress.Lines:PostalAddress.Line2:PostalAddress.Line3:Name:UniqueName:Phone:Fax:EmailAddress","Description - Template for Japanese addresses"



The following image displays a sample view of the Review Details for Ship To window when users choose to review the details of a Ship To address in Japan:

Note● If you do not define the address format for a country/region, the SAP Ariba solution applies the address

format defined in the default configuration.● The Import Enhanced Address Format Template task does not include a corresponding data export

task. Therefore, we recommend that you maintain a backup of the AddressTemplate.csv file for future requirements.

Topics about Users.csv and UserPCardMap.csv

The Import Users data import task defines ERP-specific user information and purchasing card assignments.

Import Users [page 140]

Default accounting information in the User.csv file [page 140]

User.csv and UserPCardMap.csv PeopleSoft examples [page 142]

User.csv and UserPCardMap.csv SAP examples [page 143]

User.csv and UserPCardMap.csv generic examples [page 143]


Import Users

The Import Users data import task defines ERP-specific user information and purchasing card assignments.

The Import Users data import task reads data from the following CSV files:

CSV file Description

User.csv Contains default accounting information, including the user’s delivery address, cost center, business unit, account, subaccount, product, project, and purchasing unit. It also includes the user’s approval limits.

UserPCardMap.csv Contains user-to-purchasing card mappings. If you do not want to assign purchasing cards to users, create this file with column headings, but without data. If your UserPCardMap.csv file contains data, you must run the Import PCards data import task before running Import Users.

This file is not used by the SAP Ariba Invoice Management solution package (SAP Ariba Invoice Management), but it is still required by the Import Users data import task. When you create this file, include the column headings only.


Related Information

Importing PCards

Default accounting information in the User.csv file

You define default accounting information for each user in User.csv. Certain user information corresponds directly with various accounting CSV files.

For more information on accounting defaulting, see Topics about accounting information defaulting on approvables [page 28].

The following diagrams illustrate the relationships between the columns in User.csv and the columns in accounting CSV files.



https://help.sap.com/viewer/99a529968234413b9efaf4f6581a32ea/cloud/en-US/6c3e0eddc1da101497f1c60ac8382fd7.html

Generic

SAP


PeopleSoft

User.csv and UserPCardMap.csv PeopleSoft examples

Each record in Users.csv defines a ERP-specific user information a for a single user. Each record in UserPCardMpa.csv defines a single PCard assignment.

Following is an example of User.csv for PeopleSoft:

UTF8 EMPLID,PasswordAdapter,NAME,BUSINESS_UNIT,BUSINESS_UNIT_GL,SETID_LOCATION_,SETID_DEPTID_,SETID_PRODUCT_,SETID_ACCOUNT_,OPRID,PurchasingUnit aagassi,PasswordAdapter1,Alex Agassi,US001,US001,SHARE:US001,SHARE:50000,SHARE:ALLPRD,SHARE:100001,,US001adavis,PasswordAdapter1,Arnold Davis,US004,US004,SHARE:US001,SHARE:50000,SHARE:ALLPRD,SHARE:100001,, akarras,PasswordAdapter1,Arnold Karras,US003,US003,SHARE:US001,SHARE:13000,SHARE:ALLPRD,SHARE:100001,,

Following is an example of UserPCardMap.csv for PeopleSoft:

UTF8 EMPLID,PasswordAdapter,CardNumber aagassi,PasswordAdapter1,1111111111000001cevert,PasswordAdapter1,1111111111000002clavillette,PasswordAdapter1,1111111111000003dtoms,PasswordAdapter1,2222222222000001 hxgu,PasswordAdapter1,3333333333000001

In SAP Ariba Invoice Management, include the column headings only. For example:

UTF8 EMPLID,PasswordAdapter,CardNumber



User.csv and UserPCardMap.csv SAP examples

Each record in Users.csv defines a ERP-specific user information a for a single user. Each record in UserPCardMpa.csv defines a single PCard assignment.

Following is an example of User.csv for SAP:

UTF8 UniqueName,PasswordAdapter,ManagementLevel,VanillaDeliverTo,SAPShipTo,SAPCostCenter,SAPPurchaseOrg,SAPCompanyCode,SAPPurchaseGroup,SAPPlant,SAPGeneralLedger,SAPEmployeeSupplierID,PurchasingUnit aagassi,PasswordAdapter1,6,Alex Agassi,3000,0000003100,3000,3000,100,3000,0000445000,0000001000,aalcott,PasswordAdapter1,7,Ann Alcott,3000,0000004110,3000,3000,100,3000,0000445000,,acabrera,PasswordAdapter1,7,Andre Cabrera,3000,0000004110,3000,3000,100,3000,0000445000,, adavis,PasswordAdapter1,6,Arnold Davis,3000,0000002300,3000,3000,100,3000,0000445000,,

Following is an example of UserPCardMap.csv for SAP:

UTF8 UniqueName,PasswordAdapter,CardNumber aagassi,PasswordAdapter1,1111111111000001cevert,PasswordAdapter1,1111111111000002clavillette,PasswordAdapter1,1111111111000003 dtoms,PasswordAdapter1,2222222222000001


UTF8 UniqueName,PasswordAdapter,CardNumber

User.csv and UserPCardMap.csv generic examples

Each record in Users.csv defines ERP-specific user information a for a single user. Each record in UserPCardMpa.csv defines a single PCard assignment.

Following is an example of User.csv for Generic:

UTF8 UniqueName,PasswordAdapter,ManagementLevel,VanillaDeliverTo,Company,CostCenter,BusinessUnit,Account,SubAccount,Product,Project,PurchasingUnit,ApprovalLimit,ExpenseApprovalLimit,Region arother,PasswordAdapter1,6,Algar Rother,05,6300,DEU01,,5040,,,DEU01,5000,5000,clavillette,PasswordAdapter1,7,Catherine Lavillette,05,6300,DEU01,,5040,,,DEU01,1000,1000,krautenberg,PasswordAdapter1,6,Karl Rautenberg,05,6300,DEU01,,5040,,,DEU01,5000,5000, ktanner,PasswordAdapter1,8,Kirsten Tanner,05,6300,DEU01,,5040,,,DEU01,,,

If you do not include approval limits in the ApprovalLimit and ExpenseApprovalLimit columns in User.csv, the user’s supervisor is not added to the approval flow by the approval rule ManagerWithSupervisor. However, keep


in mind that your site might use other default or custom approval rules that add the user's supervisor to the approval flow for certain approvable documents.

Following is an example of UserPCardMap.csv for Generic:

UTF8 UniqueName,PasswordAdapter,CardNumber aagassi,PasswordAdapter1,1111111111000001cevert,PasswordAdapter1,1111111111000002clavillette,PasswordAdapter1,1111111111000003dtoms,PasswordAdapter1,2222222222000001 hxgu,PasswordAdapter1,3333333333000001


UTF8 UniqueName,PasswordAdapter,CardNumber


For PeopleSoft and SAP, the Import User Approval Limits data import task defines approval limits for users. It reads data from the CSV file named UserApprovalLimit.csv.

The maximum number you can enter for the approval limit is 2,147,483,647.


Following is an example of UserApprovalLimit.csv:

UTF8 UniqueName,PasswordAdapter,ApprovalLimit,ExpenseApprovalLimit adavis,PasswordAdapter1,10000,10000arooney,PasswordAdapter1,100000,100000cnoll,PasswordAdapter1,10000,10000 fgifford,PasswordAdapter1,10000,10000

For Generic, approval limits are specified in the User.csv file.

Import User Group Mappings

The Import User Group Mapping data import task assigns users to groups.

NoteYou can import user-group mappings and related information using a single CSV file instead of multiple files. For more information, see Import User to Group Mapping Data (Consolidated File) [page 120].



Import User Group Mapping reads data from the following CSV files:


UserParentGroup.csv Specifies the groups you want to assign to users. This file must include all the groups you want to assign to users, including default groups.

The default groups, and the tasks that users who belong to them can perform, are described in SAP Ariba Procurement solutions group descriptions.

GroupSharedUserMap.csv Maps users to the groups in UserParentGroup.csv.

CautionIf you run the Import User Group Mapping task using the Update Only import operation, all existing user mappings for the groups in the UserParentGroup.csv file are replaced by the user mappings in the GroupSharedUserMap.csv file. If there is nothing in the GroupSharedUserMap.csv file for a particular group in the UserParentGroup.csv file, all user group mappings are removed for that group.

Following is an example of UserParentGroup.csv:

UTF8 UniqueName Auditor On DemandAuditor Real TimeCatalog ApproverCommodity Code Manager Contract Administrator

Following is an example of GroupSharedUserMap.csv:

UTF8 UniqueName,Parent.UniqueName,PasswordAdapter fgifford,Auditor On Demand,PasswordAdapter1psimms,Auditor On Demand,PasswordAdapter1ghalas,Auditor On Demand,PasswordAdapter1kaoki,Auditor On Demand,PasswordAdapter1shuff,Auditor On Demand,PasswordAdapter1fgifford,Auditor Real Time,PasswordAdapter1 psimms,Auditor Real Time,PasswordAdapter1

Topics about updating user information using CSV files

You can maintain user information by using individual data import tasks and CSV files if you are not receiving user information updates automatically from your backend ERP system. .

Import and export tasks for user data maintenance [page 146]

User data export tasks [page 147]

How to add users using CSV files [page 148]

How to add users to groups using CSV files [page 149]

How to remove users from groups using CSV files [page 150]

Replacing user shipping addresses using CSV files [page 151]



How to deactivate users using CSV files [page 153]

Import and export tasks for user data maintenance

You can perform user maintenance tasks by using the individual data import tasks and CSV files.

NoteYou can also perform these user maintenance tasks by using the corresponding simplified data import tasks and CSV files. For more information on the simplified CSV files and the corresponding individual CSV files from which the data is consolidated from, see Topics about using the simplified data import tasks for user data [page 117] .

In addition to using the data import and export tasks in the Site Manager workspace, you can also use the Data Import/Export task in the User Manager workspace to run the following user-related data import tasks:

Task Description

Import Enterprise User/Supervisor Relationships

Imports enterprise user/supervisor relationships.

Import Enterprise Users Imports enterprise user information.


Imports enterprise user information with additional valid email addresses that the Ariba system uses for validation and lookup purposes.

Import PCards Imports purchasing cards.


Imports user/shipping address relationships.

Import User Group Mapping Imports user/group relationships.

Import Users Imports ERP-specific user information.

You can use these user-related data import tasks to add, modify, and deactivate users.

You can use the data export tasks to export the following user-related datas:

Task Description

Export Enterprise Users Exports enterprise user information to a CSV file.

Export User Group Mapping Export user and group relationships.

Export Users, Export Users Direct Export ERP-specific user information to a CSV file. (See the following section for information on the difference between these tasks.)

Export User/Billing Address Relationships, Export User/Billing Address Relationships for Users with Addresses

Exports users’ billing address assignments.

Export User/Ship To Address Relationships

Exports users’ shipping address assignments.



User data export tasks

Export Users and Export Users Direct data export tasks

The tasks Export Users and Export Users Direct both export the same data. The Export Users Direct task is specifically intended for sites with a very large number of users.

Export Users Direct is designed to run more efficiently by not using the in-memory queries that the Export Users task uses. (Export Users can time out with large data sets, for example, more than 100,000 users.)

NoteIf your site is customized in such a way that the Export Users task relies on the in-memory query used by that task (for example, if there is a customization that computes a derived field in memory), use Export Users unless you are sure that Export Users Direct is suitable for your needs.

The Export Users task exports data to CombinedUserExport.csv. The Export Users Direct task exports data to CombinedUserExportDirect.csv. Following are the differences between these two files:

● The columns in CombinedUserExportDirect.csv are not in the same order as the columns in CombinedUserExport.csv.

● CombinedUserExportDirect.csv does not include custom flex master data fields that are derived fields. This is because derived flex master data fields rely on in-memory queries.

Export users' billing addresses

The task Export User/Billing Address Relationships exports users’ billing address assignments, including users who are not mapped to a billing address. This task exports data to a file named SharedUserValidBillingAddressMapExport.csv.

The task Export User/Billing Address Relationships for Users with Addresses exports users’ billing address assignments, and excludes users who are not mapped to a billing address. This task runs more efficiently and finishes faster than the Export User/Billing Address Relationships task. The task exports data to a file named SharedUserValidBillingAddressMapExport.csv.

The SharedUserValidBillingAddressMapExport.csv and SharedUserValidBillingAddressMapExport.csv files contain the same columns.


How to add users using CSV files

You can add new users by entering new user data only in the appropriate CSV files.

Procedure

1. Add new user data only to the following CSV files:

○ SharedUser.csv○ User.csv○ SharedUserSupervisor.csv○ SharedUserShipToAddressMap.csv

NoteThese files should contain only the users you want to add.

2. Assign the new users to groups in the file GroupSharedUserMap.csv. This file should contain only the users you want to add.

3. Make sure the UserParentGroup.csv file contains only the groups you specified in the file GroupSharedUserMap.csv.

4. If you want to add new purchasing cards for the new users, add the new purchasing cards to the PCard.csv file. If you do not want to add new purchasing cards, do not change the data in this file.

5. If you want to assign purchasing cards to the new users, add the new users to the UserPCardMap.csv file. If you do not want to assign purchasing cards to the new users, do not change the data in this file.

NoteThe UserPCardMap.csv file is not used by SAP Ariba Invoice Management, but it is still required by the Import Users data import task. When you create this file, include the column headings only.

6. If you want to make the new users responsible for purchasing units, add the new users to the ResponsibleUser.csv file. If you do not want to make the new users responsible for purchasing units, do not change the data in this file.

7. Using a ZIP program, such as WinZip, add the CSV files mentioned in the previous steps to the archive. You must include all the CSV files, even those you did not modify, except for the PCard.csv file.

8. If you are using Ariba Administrator:

1. Click Manage Core Administration .2. Click Site Manager.3. Click Data Import/Export.4. On the Import tab, search for Import Batch Datadata import task and click Import.5. Click Incremental Load, enter the location of your ZIP file, and then click OK to import your data.

9. If you are using the SAP Ariba data transfer tool, upload the data in incremental-load mode and specify Import Batch Data in the -event option.

10. If your site uses regular user authentication, generate temporary passwords for the new users by using the Users task in the User Manager workspace in Ariba Administrator.



How to add users to groups using CSV files

You can add more users to groups by creating the appropriate CSV files that contain only the new user and group data you want to add.

Procedure

1. Create a GroupSharedUserMap.csv file that contains the users and the groups you want to add the users to. Do not include any other user/group mappings. For example:

UTF8 UniqueName,Parent.UniqueName,PasswordAdapteradavis,Purchasing Agent,PasswordAdapter1 cnoll,Purchasing Agent,PasswordAdapter1

2. Create a UserParentGroup.csv file that contains the groups you want to add the users to. Do not include any other groups. For example:

UTF8 UniqueName Purchasing Agent

3. On the dashboard, click Manage Core Administration .4. Click Site Manager, and then click Data Import/Export.5. On the Import tab, search for the Import User Group Mapping data import task and click Import.6. Click Update Details, enter the location of your CSV file, and then click Run to import your data.

The Update Details data import operation creates the user/group mappings specified in the GroupSharedUserMap.csv file. No other user/group mappings are modified.

NoteDo not use the Update Only data import operation. It replaces all the users associated with a given group with the users specified in the GroupSharedUserMap.csv file. If you were to specify Update Only in the previous example, only two users (adavis and cnoll) would be associated with the Purchasing Agent group.


How to remove users from groups using CSV files

You can remove users from groups by creating the appropriate CSV files that contain only the users and groups from which you want to remove users.

Procedure

1. Create a GroupSharedUserMap.csv file that contains the users and the groups you want to remove the users from. Do not include any other user/group mappings. For example:

UTF8 UniqueName,Parent.UniqueName,PasswordAdapteradavis,Purchasing Agent,PasswordAdapter1 cnoll,Procurement Manager,PasswordAdapter1

2. Create a UserParentGroup.csv file that contains the groups you want to remove the users from. Do not include any other groups. For example:

UTF8 UniqueNamePurchasing Agent Procurement Manager

3. On the dashboard, click Manage Core Administration .4. Click Site Manager, and then click Data Import/Export.5. On the Import tab, find the Import User Group Mapping data import task and click Import.6. Click Remove Details, enter the location of your CSV file, and then click Run to import your data.

The Remove Details data import operation removes only the user/group mappings specified in the GroupSharedUserMap.csv file. No other user/group mappings are modified.



Replacing user shipping addresses using CSV files

The procedure you follow to replace a user’s shipping address depends on whether you want to run the Import User/Ship To Address Relationships data import task or the Import Batch Data data import task.

How to replace user shipping addresses with Import User/Ship To Address Relationships

You can use Import User/Ship To Address Relationships with a SharedUserShipToAddressMap.csv file that contains just the user/ship to address mapping(s) you want to change.

Procedure

1. Create a SharedUserShipToAddressMap.csv file that contains only the user/ship to address mapping(s) you want to replace. Do not include any other user/ship to address mappings.

For example, suppose you want to replace the shipping addresses for users aagassi and adavis:

PeopleSoft Example

UTF8 UniqueName,PasswordAdapter,PeoplesoftShipTo aagassi,PasswordAdapter1,SHARE:US001, adavis,PasswordAdapter1,SHARE:US002,

SAP Example

UTF8 UniqueName,PasswordAdapter,SAPPlant aagassi,PasswordAdapter1,3000, adavis,PasswordAdapter1,3000,

Generic Example

UTF8 UniqueName,PasswordAdapter,GenericShipTo aagassi,PasswordAdapter1,US001, adavis,PasswordAdapter1,US002,

2. On the dashboard, click Manage Core Administration .3. Click Site Manager, and then click Data Import/Export.4. On the Import tab, find the Import User/Ship To Address Relationships data import task and click Import.5. Click Update Only, enter the location of your CSV file, and then click Run to import your data.


Results

NoteDo not choose Update Details. If you do, import fails.

The Update Only data import operation replaces the user/ship to address mapping(s) specified in the SharedUserShipToAddressMap.csv file.

How to replace user shipping addresses using Import Batch Data

You can replace user shipping addresses using Import Batch Data and a CSV file that contains only the user/ship to address mapping(s) you want to replace.

Procedure

1. Create a CSV file that contains only the user/ship to address mapping(s) you want to replace. Do not include any other user/ship to address mappings. Include only one shipping address per user. This file should have the same format as SharedUserShipToAddressMap.csv.

For example, suppose you want to replace the shipping addresses for users aagassi and adavis:

PeopleSoft Example

UTF8 UniqueName,PasswordAdapter,PeoplesoftShipTo aagassi,PasswordAdapter1,SHARE:US001 adavis,PasswordAdapter1,SHARE:US002

SAP Example

UTF8 UniqueName,PasswordAdapter,SAPPlant aagassi,PasswordAdapter1,3000 adavis,PasswordAdapter1,3000

Generic Example

UTF8 UniqueName,PasswordAdapter,GenericShipTo aagassi,PasswordAdapter1,US001 adavis,PasswordAdapter1,US002

2. Name the CSV file SharedUserSingleShipToAddressMap.csv.

3. Using a ZIP program, such as WinZip, add SharedUserSingleShipToAddressMap.csv to the archive.

NoteDo not include SharedUserShipToAddressMap.csv in the ZIP file.




1. Click Manage Core Administration .2. Click Site Manager, and then click Data Import/Export.3. On the Import tab, search for Import Batch Data and click Import.4. Click either data load operation, enter the location of your ZIP file, and then click OK to import your data.

5. If you are using the SAP Ariba data transfer tool, upload the data in either full-load or incremental-load mode and specify Import Batch Data in the -event option.

Results

Import Batch Data runs the Import User/Ship To Address Relationships, One Address Per User data import task, which replaces the user/ship to address mapping(s) specified in the SharedUserSingleShipToAddressMap.csv file.

NoteYou cannot run Import User/Ship To Address Relationships, One Address Per User from the Import tab in Ariba Administrator.

How to deactivate users using CSV files

Deactivating a user involves locking the user out of the system, delegating the user’s authority to another user to complete all in-process approvable documents, ending the delegation, and removing the user from the appropriate CSV files.

Prerequisites

Terminate the user before removing the user from CSV files. See How to terminate a user [page 110].

Procedure

1. Remove the user you want to deactivate from the following CSV files:

○ SharedUser.csv○ User.csv○ SharedUserSupervisor.csv○ SharedUserShipToAddressMap.csv○ GroupSharedUserMap.csv○ UserPCardMap.csv


○ ResponsibleUser.csv

NoteMake sure all the users you want to remain active are included in these CSV files.

2. Make sure the UserParentGroup.csv file contains only the groups specified in the file GroupSharedUserMap.csv.

3. Using a ZIP program, such as WinZip, add the CSV files mentioned in the previous steps to the archive. You must include all the CSV files, even those you did not modify.

NoteThe UserPCardMap.csv file is not used by SAP Ariba Invoice Management, but it is still required by the Import Users data import task. When you create this file, include the column headings only.


1. Click Manage Core Administration .2. Click Site Manager, and then click Data Import/Export.3. On the Import tab, search for Import Batch Data and click Import.4. Click Full Load, enter the location of your ZIP file, and then click OK to import your data.

5. If you are using the SAP Ariba data transfer tool, upload the data in full-load mode and specify Import Batch Data in the -event option.

Results

Users in the database that do not exist in the CSV files are deactivated in the database.



Topics about groups

Group membership enables users to perform specific tasks in the end-user and Ariba Administrator interfaces. For example, only members of the Customer Administrator group can use Ariba Administrator to import, export, and manage most types of data.

System groups, custom groups, and child groups [page 155]

Turning a group into an approval queue [page 156]

How to manage groups in Ariba Administrator [page 157]

Data import tasks for groups [page 158]

Import Custom Groups [page 158]

Import Group to Child Group Mapping [page 159]

Import Punchin Groups in SAP Ariba Catalog [page 159]

How to administer multifactor authentication for groups [page 160]

How to enable multifactor authentication by importing groups [page 161]

System groups, custom groups, and child groups

Group membership enables users to perform specific tasks in the end-user and Ariba Administrator interfaces. For example, only members of the Customer Administrator group can use Ariba Administrator to import, export, and manage most types of data.

SAP Ariba solutions also use groups in the approval flow of approvable documents. For example, in the default configuration, members of the Customer Administrator group are added to the approval flow for user profile change requests. Using groups in this way works well when the group has a small number of users and a small number of approvable documents that can be processed quickly. If the number of approvable documents increases or the requests are complicated (for example, resolving exceptions in invoice reconciliation), consider using approval queues [page 156] to help manage the workload.

In addition, members of certain groups receive specific email notification messages. Email notification messages are email messages that SAP Ariba solutions send to users and administrators to inform them of status changes or problems that need to be addressed. For information on email notification messages, see Notifications reference guide.

System groups

SAP Ariba solutions includes a number of system groups. System groups, and the tasks that users who belong to them can perform, are described in SAP Ariba Procurement solutions group descriptions. You can also download a group descriptions file using the Table Options Menu icon from the Groups page in the User Manager.


https://help.sap.com/viewer/c5f3fd85d1bd4d99bd1bd2b539d84073/cloud/en-US/ef0ad69b4ca046c2b3ef245d4182412e.html

https://help.sap.com/viewer/c5f3fd85d1bd4d99bd1bd2b539d84073/cloud/en-US/ef0ad69b4ca046c2b3ef245d4182412e.html


Custom groups

You can create your own groups to which you can add the group membership of one or more system groups. This way, if you know that a large number of users belong to multiple groups, you can create a custom group which inherits the permissions from multiple system groups, and then just assign the user to your custom group. You define such inheritance by assigning your custom group as a child group to one or more groups.

A group that is assigned to another group is called a child group. A child group inherits all the privileges of its “parent” group

Consider the following example:

● Members of the system group Purchasing User can create requisitions.● The Legal Entity User group is a custom group with, generally loaded into your site during the site setup

process as a child group of the Purchasing User group.● Members of the Legal Entity User group can therefore create requisitions because the Legal Entity User group

inherits all the privileges of the Purchasing User group.

A child group can inherit permissions from multiple parent groups. For example, if you create a new group Buying Expert and add it as a child to the Invoice Agent, Receiving Agent, Contract Agent, Payment Agent, and Purchasing Agent groups, it will inherit the privileges from all these groups.

These group relationships are referred to as group-to-child group mappings.

Turning a group into an approval queue

Administrators can evaluate whether to turn a group into a queue or a queue into a group at any time. Since the conversion can impact system performance, try not to convert more than once.

When you turn either a group into a queue or a queue into a group, usually all active approvables in Submitted status are affected. In the former case, the approvables move out of the group user’s inbox and are queued until they are assigned to a user. In the latter case, all approvables move into the inbox of the group users.

Following are some best practices regarding queue management:

● Try to minimize each user’s queue memberships. For example, avoid assigning a user to all queues.● Try to minimize the number of purchasing units associated with any one queue member.● Avoid assigning one user to manage all queues.● By default, the maximum number of approvables affected by queue-related mass operations, such as assign

and get, is 15. You can contact Ariba Technical Support to change this default, but increasing this limit can impact performance.

● Try to minimize the number of purchasing units associated with an approver group in a queue (as defined in ResponsibleUser.csv).

For more information about queue management, see Managing approval queues, approval escalation, and withdrawal periods [page 257].



How to manage groups in Ariba Administrator

You can view system groups and add users and child groups to them, and create, deactivate, and reactivate custom groups in Ariba Administrator.

Procedure

1. From the dashboard, click Manage Core Administration .2. Click User Manager, and then click Groups.3. Do one of the following:

Option Description

Click Create Group to create a custom group

1. On the General tab, enter a Unique Name for the group (this value cannot be modified later), a user friendly Group Name, and a Description.

2. On the Users tab, add to or remove users from the group. Check Hide Users in Approval Graph to hide users that are members of this group, when it is added to an approval graph.

3. On the Child Group tab, add or remove groups which you want to inherit this group's permissions.

Click List All to display all groups, or enter search criteria and then click Search or press the Enter key.

To view the group details, click the group name.

Adapter Source shows how the group is maintained:○ SYSTEM—The group was created by SAP Ariba as a system group. Its details cannot be

modified. You can add users and child groups to it.○ AribaManaged—The group is maintained in Ariba Administrator. Custom groups created

in Ariba Administrator have this adapter source.○ External—The object and all its data fields are maintained in an external system, such as

an ERP system or a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system. Custom groups imported from a CSV file have this adapter source.

○ Punchin—(Ariba Procurement Content only) The object is maintained using the Import Punchin Groups data import task

Click the table options menu icon to organize your search results or to export the group information to Excel.

Select the group you want to edit and choose Edit from the Actions dropdown menu

○ On the Users tab, click Add/Remove to display the available users. Choose one or more users to assign to the group, if any, and click Done.

○ On the Child Groups tab, click Add/Remove to display the available groups. Choose one or more groups to assign to the new group as child groups and click Done.

Select the group you want to deactivate / reactivate and choose Deactivate or Reactivate from the Actions dropdown menu

You can deactivate and reactivate only custom groups. If you deactivate a group, the permissions associated with the group are no longer available to the users, and the groups are no longer added to approval flows.


Data import tasks for groups

There are two data import tasks available for SAP Ariba solutions, and one additional data import task available only for SAP Ariba Catalog.

The following table lists the data import tasks and CSV files that define custom groups and specifies whether the data is required. Tasks appear in the recommended data import order.

Data Import Task CSV Files Imported Required

Import Custom Groups [page 158] CustomGroup.csv No

Import Group to Child Group Mapping [page 159] GroupParentGroup.csvGroupChildGroupMap.csv

No

Import Punchin Groups in SAP Ariba Catalog [page 159]

PunchinGroup.csv No

You manually enter data in these CSV files.

Import Custom Groups

You use the Import Custom Groups data import task to define custom groups. This task reads data from the CSV file named CustomGroup.csv.

Following is an example of CustomGroup.csv:

UTF8 Name,UniqueName Facilities Maintenance,FacilitiesMaintLegal,Legal Public Relations,PR

Translations for Custom Group Names

You can use the Import User Group Translations data import task to import translations for custom group names.

Following is an example of a CSV file of custom group name translations:

UTF8 UniqueName,Name,Language PR,Public Relations,EnglishPR,Relations publique,French PR,Relaciones públicas,Spanish



Import Group to Child Group MappingYou use the Import Group to Child Group Mapping data import task to define child groups for your custom groups.

SAP Ariba recommends you do not assign a system group as a child group to a system group because you might inadvertently remove the system group and child group relationships. If you need to assign a system group as a child to a system group, contact SAP Ariba Customer Support.

Following are some restrictions to keep in mind when assigning child groups:

● You cannot assign a group to itself, either directly or indirectly.● If Group B is a child group of Group A, you cannot assign Group A as a child group of Group B.

The Import Group to Child Group Mapping data import task reads data from the following CSV files:


GroupParentGroup.csv Specifies the parent groups (the groups you want to assign child groups to).

GroupChildGroupMap.csv Maps child groups to parent groups.

Following is an example of GroupParentGroup.csv:

UTF8 Name,UniqueName Custom Group A,CustGroup_A Custom Group B,CustGroup_B

Following is an example of GroupChildGroupMap.csv:

UTF8 Parent.UniqueName,UniqueName CustGroup_A,CustGroup_B Purchasing User,CustGroup_B

In these examples, Custom Group B inherits permissions from CustGroup_A and the Purchasing User group.

Import Punchin Groups in SAP Ariba CatalogOnly users belonging to PunchIn groups can punch in to SAP Ariba Catalog from an external procurement system.

Punchin groups are created by running the Import Punchin Groups task, which creates the groups with the punchin adapter source. You cannot add users manually to PunchIn groups. Users get associated with (and removed from) groups through the punchin request and the groups included in the request.

When a user punches in to an SAP Ariba Catalog site, a new user/PunchIn group association is created if the user is not already associated with the group. If there is no corresponding PunchIn group in SAP Ariba Catalog , no user/group association is created and the system logs a debug message. If a later punchin request no longer includes a group that was part of a previous punchin request, the user is removed from that group.

The following examples demonstrate how PunchIn groups work. Adapter sources for the groups shown in the examples appear in parentheses. For more information on adapter source values, see Adapter source values.

Example


https://help.sap.com/viewer/27d44834e9164377b324539985725ecd/cloud/en-US/6bb3267ac1da1014bacbf4c00109920b.html

In SAP Ariba Catalog, jdoe belongs to groups Catalog Approver (SYSTEM) and Group1 (PunchIn)

1. jdoe access the SAP Ariba Catalog catalog from the external procurement system. The PunchIn request includes Catalog Approver and Group5.

2. Assuming that Catalog Approver and Group5 have been imported previously as PunchIn groups, jdoe is added to Catalog Approver (Punchin) and Group5 (Punchin) in the SAP Ariba Catalog site.

3. jdoe is removed from Group1 (Punchin).4. jdoe now belongs to Catalog Approver (SYSTEM), Catalog Approver (PunchIn), and Group5 (Punchin).

Importing Punchin Groups

You use the Import Punchin Groups data import task to define punchin groups in SAP Ariba Catalog. This task reads data from the CSV file named PunchinGroup.csv

Following is an example of PunchinGroup.csv:

UTF8 UniqueName,Name Catalog Approver-Punchin,Catalog ApproverGroup1-Punchin,Group1Group2-Punchin,Group2Group3-Punchin,Group3Group4-Punchin,Group4 Group5-Punchin,Group5

How to administer multifactor authentication for groups

Context

Customer administrators belonging to the Multi Factor Authentication Administrator group can enable and disable multifactor authentication for groups and send reminder emails to users in the group for setting up multifactor authentication. Multifactor authentication is enabled or disabled for all users belonging to the chosen group. It is enabled automatically when a new user is added to the group. Similarly, it is disabled for users when they are removed from the group.

Procedure

1. In the Ariba Administrator, choose User Manager Multi Factor Authentication .2. Click the Group Authentication tab.3. Search for the group to enable multifactor authentication for and then choose the group.

The search results are shown in a table with the multifactor enablement status along with an Action menu for each group.

4. Perform one of the following administration tasks that is valid for the user's current status, and then click OK in the corresponding confirmation window:



a. Choose Actions Enable for login to enable multifactor authentification if it is not already enabled for the group.

b. Choose Actions Disable for Login to disable multifactor authentification if it is already enabled for the group..

5. Click Send Email Reminder to send reminders to users in the group who have not set up multifactor authentication.

How to enable multifactor authentication by importing groups

You can enable multifactor authentication for new groups by importing the groups.

Context

The Import User Group Mapping data import task has been enhanced to support multifactor authentication. The UserParentGroup.csv and GroupSharedUserMap.csv files have the new column Enable Multi-Factor Authentication, with Yes and No as the accepted values.

Procedure

1. Add the new group in the UserParentGroup.csv file with Yes in the column Enable Multi-Factor Authentication.

2. Run the Import User Group Mapping task.

Results

When the import runs succesfully, multifactor authentication is enabled for all groups with Yes specified in the column Enable Multi-Factor Authentication.


Topics about supplier information in SAP Ariba Procurement solutions

A supplier is an organization that provides goods or services. Each supplier has an associated profile, which includes contact information, such as the supplier’s telephone number and email address.

Supplier organizations, suppliers, and supplier locations [page 162]

Supplier information relationships [page 164]

Supplier information in the user interface [page 166]

Topics about suppliers IDs and supplier data syncronization [page 167]

Supplier credentials in documents sent to Ariba Network [page 175]

Topics about supplier quick enablement [page 176]

Supplier profiles in Ariba Network [page 180]

Topics about data import tasks for supplier information [page 181]

Topics about data files and administration tasks for supplier organization data [page 186]

Topics about data files and administration tasks for supplier data [page 191]

Topics about data files and administration tasks for supplier location data [page 201]

Supplier organizations, suppliers, and supplier locationsSetting up a supplier involves defining information at three levels: supplier organization, supplier, and supplier location. You also define remittance locations.

The following table describes the levels of supplier information.

Supplier Data Description

Supplier organization Stores general information about the supplier, such as preferred language and supplier profile information.

After you create a supplier organization, you create a supplier underneath it (mapped to the supplier organization). Each supplier organization can have one and only one supplier mapped to it.

Supplier organizations are also referred to as common suppliers. This legacy term stems from versions of the on-premise version Ariba Buyer in which multiple suppliers were linked under one supplier organization.



Supplier Data Description

Supplier Stores additional information such as payment terms and carrier method. When you create a supplier, you create it underneath (mapped to) a supplier organization. Every supplier must be grouped under exactly one supplier organization.

This level of supplier is also referred to as partitioned supplier. This legacy term stems from versions of Ariba Buyer in which multiple suppliers were linked under one supplier organization.

Supplier IDs Unique identifiers for the supplier. You can assign supplier IDs at the supplier organization and supplier levels. For details, see About Supplier IDs [page 167].

Supplier locations A physical location for a company. You can have different contacts for the same supplier location. A supplier location includes postal and email address information, telephone and fax numbers, and the name of a contact person. For sites enabled to support India goods and services tax (GST) on approvables, you can define the state code for a supplier location.

You can map multiple supplier locations to a single supplier.

NoteIf your SAP Ariba solution is configured for multi-ERP (a parent site with child sites configured for integration with multiple external ERP systems), see Rationalizing supplier data for information about rationalizing and importing supplier data. It's important to know how supplier data is replicated before you import it into the system.

A supplier record can include procurement-specific information, such as the supplier’s preferred ordering method for receiving orders, preferred payment method, and preferred billing address. This supplier information is essential to the process of creating requisitions and sending orders.

For example:

● Every item in the catalog must have an associated supplier, and that supplier must exist in your SAP Ariba solution.

● Every order that is sent from the SAP Ariba Buying solution must be sent to a specific supplier and must have contact information for that supplier. When users choose a non-catalog item in their SAP Ariba purchasing or invoicing solution, they can designate a supplier for that item by choosing from the list of available suppliers.For information on defining and importing remittance locations and associating them with supplier locations, see About Importing Remit To Information.

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about supplier information in SAP Ariba Procurement solutions PUBLIC 163

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Supplier information relationships Supplier information involves the relationships among supplier organizations, supplier, supplier IDs (supplier domain/value pairs), supplier locations, and remittance locations.

The following diagram illustrates supplier relationships for sites configured for the SAP variant:

The following diagram illustrates supplier relationships for sites configured for the PeopleSoft variant.



The following diagram illustrates supplier for organizations using an Oracle ERP system.


Supplier information in the user interfaceWhen users choose a non-catalog item in their SAP Ariba solution, they can designate a supplier for that item by choosing from the list of available suppliers.

If your solution uses purchasing units, and if suppliers are mapped to purchasing units, supplier choosers are filtered by purchasing unit; that is, the list shows the suppliers mapped to the purchasing unit of the approvable. If the approvable has no purchasing unit, the supplier list is filtered based on the purchasing unit of the user viewing the list. You map suppliers to purchasing units in Supplier.csv.

NoteSupplier filtering by purchasing unit is in addition to any existing supplier filtering by business unit (in PeopleSoft variants) or purchase organization (in SAP variants). In other words, users can see the suppliers that are mapped to their purchasing unit and the suppliers that are mapped to their business unit or purchase organization.

Users can see supplier profile information when they click the name of the supplier for an item on a purchase requisition. The supplier information displayed includes the supplier name, customer ID, corporate web site



address, notes, preferred currency (if any), dispatch, carrier, carrier method, terms of payment, and supplier locations.

In SAP-enabled sites, a configuration parameter, Application.Invoicing.EnforcePurchaseOrgSupplierValidation, controls whether or not the supplier field in invoices and invoice reconciliations is validated against the list of suppliers associated with the invoice purchasing organization. Contact SAP Ariba Customer Support to request a change to this parameter.

Users can see remittance location information by selecting a payment from the Payments screen and then clicking the remit to location.

After the user selects an initial remittance location, the user editing a payment request approvable document can make changes by selecting a different remittance location from the Choose Value for Remit To Location chooser.

Topics about suppliers IDs and supplier data syncronization Suppliers in SAP Ariba solutions are uniquely identified through multiple IDs. For example, a supplier with an Ariba Network account might be identified in your SAP Ariba solution by their Ariba Network ID (ANID) and an SAP ID.

Supplier IDs [page 167]

Ariba Network IDs for supplier locations [page 169]

Private IDs for supplier organizations and suppliers [page 170]

Vendor compound key for suppliers on Ariba Network [page 170]

Supplier organization data synchronization in suite-integrated sites [page 171]

NetworkID exchange examples in suite-integrated sites [page 173]

Supplier IDs

Supplier organizations and suppliers are identified by one or more supplier IDs. A supplier ID consists of a domain and value pair. The domain specifies the naming system. The value is the supplier’s ID within that naming system.

The following table shows examples of domain and value pairs.

Domain Value Description

duns 611429481 An ID that uses Dun and Bradstreet’s D-U-N-S® naming system.

ustin 15-3911617 A US federal tax payer identification number.



networkid AN70000000070 An Ariba Network ID. Ariba procurement and invoicing solutions use this ID when contacting Ariba Network.

If a supplier location associated with a supplier organization has a different Ariba Network ID, Ariba procurement and invoicing solutions use that ID when contacting Ariba Network. For more information, see About Import Supplier Location Contacts [page 210].

privateid 0000000012 The domain indicates that this is a private ID for the supplier. This domain is often used for IDs that match the supplier IDs used in the ERP system. You can configure private IDs at the supplier organization or supplier level.

NoteThis private ID is different from the Ariba Network Private ID, which is automatically generated for each supplier location.

For more information, see About Private IDs for Supplier Organizations and Suppliers [page 170].

transactionnetworkid

AN70000000070 Indicates the supplier organization’s Ariba Network ID used in SAP Ariba Procurement solutions. The value is system-generated, read-only, and is the same as the networkid value. This supplier ID is used in suite integrated sites (where SAP Ariba Procurement solutions are integrated with SAP Ariba Strategic Sourcing solutions). For more information, see Supplier organization data synchronization in suite-integrated sites [page 171].

sourcingnetworkid

AN50000000412 In suite integrated sites, this domain is for the supplier organization’s Ariba Network ID used in SAP Ariba Strategic Sourcing solutions. The value is system-generated and read-only. For more information, see Supplier organization data synchronization in suite-integrated sites [page 171].

internalsupplierid

70 An internal supplier ID.

psoft share:SID0000481

A PeopleSoft supplier ID.

sap 0000005000 An SAP supplier ID.

buyersystemid sid496 SAP Ariba Procurement solutions generate a default supplier ID with the domain buyersystemid. You cannot modify or delete this default supplier ID.

smsupplierid vdr70073 A supplier ID used in SAP Ariba Supplier Lifecycle and Performance, typically the supplier's ERP vendor ID. For integrated suppliers, this ID is the same as their sap ID. In cases where there are IDs defined for a supplier in both sap and smsupplierid domains, the smsupplierid domain takes precedence.




smbpid E04F4606A7C91ED89AA7F4A980DEE703

The SAP ERP business partner ID for the supplier.

If your solution includes SAP Ariba Supplier Lifecycle and Performance but you add suppliers from SAP ERP in SAP Ariba Procurement solutions, it is important to include an smbpid value for every ERP supplier. This smbpid ensures that when a supplier synchronizes back from SAP Ariba Supplier Lifecycle and Performance to the ERP system, that synchronization includes the supplier's business partner ID, which identifies it as an existing supplier. Otherwise, SAP ERP creates a new, duplicate supplier.

Ariba Network IDs for supplier locations

SAP Ariba Procurement solutions use the Ariba Network ID to uniquely identify the supplier when sending or receiving documents from suppliers on Ariba Network

Ariba Network ID (ANID)

Supplier locations associated with the same supplier in your SAP Ariba procurement or invoicing solution can have the same Ariba Network ID. If all the supplier locations associated with the same supplier have the same Ariba Network ID (or you only have one supplier location for the supplier), you can omit it from the SupplierLocationSupplement.csv file and your SAP Ariba solution uses the Ariba Network ID specified for the supplier organization (SupplierIDs.csv file) when sending and receiving documents to Ariba Network. For more information, see Supplier organizations data import [page 189].

Suppliers might have multiple Ariba Network accounts, for example for each subsidiary or location. If you allow your suppliers to punch in to your site from Ariba Network (for example to create contract-based invoices), the ANID for the supplier location is updated automatically based on the punchin credentials if it is not yet set for the supplier location. This feature is controlled by a site configuration parameter (Application.Common.UpdateSupplierLocationANIDFromPunchInCredentials) and enabled by default. Contact SAP Ariba Customer Support to request a change to this parameter.

Supplier locations associated with different suppliers cannot have the same Ariba Network ID. When you load or manually enter your data, your SAP Ariba solution validates each supplier location’s Ariba Network IDs and generates a warning message if the same Ariba Network ID is specified for supplier locations associated with different suppliers. You can also configure your site to import the first record and skip the remaining records if the same Ariba Network IDs are found in records for different suppliers. Contact your administrator to enable the Skip import of locations with same Ariba Network ID for different suppliers (Application.Procure.SkipImportOfLocationsWithSameANIDForDifferentSuppliers) parameter.

Ariba Network Private Id

Each supplier location has an automatically generated Ariba Network Private ID to allow buyers to set up trading relationships with their suppliers on Ariba Network quickly and automatically through purchase orders, CC invoices, and payment proposals quick enablement [page 176] and to ensure proper routing of ICS invoices via Ariba Network (ICS invoices are cXML invoices sent by invoice conversion service providers).

The Ariba Network private ID consists of the concatenation of the following IDs:

supplier organization ID + supplier location unique ID + supplier contact ID


where supplier organization ID is the value portion of the buyersystem supplier ID. You can view Ariba Network Private IDs for supplier locations with the Supplier Manager Suppliers task in Ariba Administrator.

Related Information

Skip import of locations with same Ariba Network ID for different suppliers

Private IDs for supplier organizations and suppliers

In SAP Ariba Procurement solutions, supplier IDs that use the privateid domain are called private IDs. A private ID is “private” to the buyer. It is an ID that a particular buyer uses to reference a supplier.

All the private IDs that you assign to supplier organizations or partitioned suppliers must be unique within your system.

You can configure private IDs at the supplier organization or supplier level. A private ID can be any alphanumeric value. It is often used for IDs that match the supplier IDs used in the ERP system.

In SAP Ariba Invoice Management, the privateid domain is used for the supplier IDs pulled from the ERP system. These private IDs are configured at the supplier organization level.

NoteIf you are using SAP Ariba Invoice Management, and you use configured private IDs and not Ariba Network IDs to identify suppliers, you can have only one supplier location defined for each supplier ID (that is, for each domain/value pair). This ensures that the supplier location on orders and PO-based invoices is correctly retrieved for the supplier. If there are multiple supplier locations, but the private ID is configured at the supplier organization level, invoices will have an unspecified supplier.

Vendor compound key for suppliers on Ariba Network

On Ariba Network, suppliers have a vendor compound key. A vendor compound key provides a uniform way to identify supplier sites in communications across Ariba Network, on-demand SAP Ariba Procurement solutions, and ERP systems.

The vendor compound key is basically the ID of the supplier site as it is stored in the ERP system. It includes the vendor ID (which is often the same as the unique supplier ID or supplier private ID on Ariba Network) plus two optional keys with additional supplier site data. Each of these values correspond to specific values in the supplier record on SAP Ariba Procurement solutions.

NoteERP systems vary in how they store supplier ID information. The variant of your SAP Ariba site (SAP, PeopleSoft, or Generic) determines which parts of the compound key are used. For details, see Supplier credentials in documents sent to Ariba Network [page 175].



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The following figure illustrates how the vendor compound key provides a uniform way to identify supplier sites using values from your ERP system to uniquely identify supplier sites.

In SAP Ariba Procurement solutions, supplier master fields correspond to the vendor compound key as follows:

● On the View Details Profile tab, the Unique Name field maps to the Vendor ID on Ariba Network.● On the View Details General tab, the Unique Name field maps to the Site ID on Ariba Network.● On the View Details Supplier Address tab, the Contact ID maps to the Site Auxiliary ID on Ariba Network.

For more information about the vendor compound key, see Supplier ID normalization overview.

Supplier organization data synchronization in suite-integrated sites

For supplier organizations that have a networkid in SAP Ariba Procurement solutions or SAP Ariba Strategic Sourcing solutions, Ariba Network is the source for all organization data that resides in the supplier’s Ariba Network account profile.

To make it possible to exchange Ariba Network ID values between solutions without overwriting existing values, SAP Ariba applications use two organization ID domains:

● sourcingnetworkid. For supplier organizations in SAP Ariba Strategic Sourcing solutions, the domain sourcingnetworkid is used for sending Ariba Network ID information to SAP Ariba Procurement solutions. Each supplier organization with an Ariba Network ID also has an organization ID using the sourcingnetworkid domain. The value portion of this new organization ID reflects the networkid value in SAP Ariba Strategic Sourcing solutions. For example:networkid: AN0005555555sourcingnetworkid: AN0005555555 (this value stays in sync with the networkid value)

● transactionnetworkid. For supplier organizations in SAP Ariba Procurement solutions, the domain transactionnetworkid is used for sending Ariba Network ID information to SAP Ariba Strategic Sourcing


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solutions. Each supplier organization with an Ariba Network ID also has an organization ID using the transactionnetworkid domain. The value portion of this organization ID reflects the networkid value in SAP Ariba Procurement solutions. For example:networkid: AN0007777777transactionnetworkid: AN0007777777 (this value stays in sync with the networkid value and is not editable)

These domains are not available in the domain pick list in SAP Ariba Procurement solutions because these organization IDs are generated automatically and are not editable.

If you delete the networkid in SAP Ariba Procurement solutions, the corresponding transactionnetworkid is deleted automatically.

Supplier organzation data is synchronized and exchanged between SAP Ariba solutions in suite-integrated sites. A suite-integrated site is a site in which SAP Ariba Procurement solutions are integrated with SAP Ariba Strategic Sourcing solutions.

Once a supplier organization has a networkid in a suite-integrated site, if you make a change to the supplier organization data in SAP Ariba Procurement solutions, that change is not reflected in SAP Ariba Strategic Sourcing solutions, and vice versa. For supplier organizations with a networkid, the only data that is synchronized between SAP Ariba Procurement solutions and SAP Ariba Strategic Sourcing solutions is the data in extrinsic (custom) fields. Extrinsic fields are still synchronized because that data does not reside in the supplier's Ariba Network account profile.

For a list of the fields that are synchronized between SAP Ariba Procurement solutions, SAP Ariba Strategic Sourcing solutions, and Ariba Network for supplier organizations with a networkid organization ID, see Supplier profiles in Ariba Network [page 180].

For supplier organizations that do not have a networkid, supplier organization data is synchronized between SAP Ariba Procurement solutions and SAP Ariba Strategic Sourcing solutions.

How Ariba Network ID information is exchanged in suite-integrated environments:

1. When a supplier organization in SAP Ariba Procurement solutions has an Ariba Network ID, that Ariba Network ID is stored as an organization ID using the networkid domain. (Remember that organization IDs consist of a domain and a value.) For example:networkid: AN0007777777

2. In order to send this information to SAP Ariba Strategic Sourcing solutions without overwriting existing Ariba Network ID information, a new organization ID is created automatically, using the same value (AN0007777777) but with a different domain (transactionnetworkid):transactionnetworkid: AN0007777777The Organization IDs tab for the supplier organization includes the networkid and transactionnetworkid organization IDs.

3. The new transactionnetworkid organization ID is sent to SAP Ariba Strategic Sourcing solutions where it can be seen in the View Organization IDs window.

A similar flow occurs when a supplier in SAP Ariba Strategic Sourcing solutions has an Ariba Network ID:

1. The Ariba Network ID is stored as an organization ID using the networkid domain. For example:networkid: AN0005555555



2. A new organization ID is created automatically, using the Ariba Network ID as the value, but with a domain called sourcingnetworkid:sourcingnetworkid: AN0005555555In SAP Ariba Strategic Sourcing solutions, the View Organization IDs tab for the supplier organization includes the networkid and sourcingnetworkid organization IDs.

3. This new sourcingnetworkid organization ID is sent to SAP Ariba Procurement solutions, and reflected in the Organization IDs tab.

NetworkID exchange examples in suite-integrated sites

Three separate example scenarios illustrate network ID exchanges. The first example illustrates the ID exchange where a supplier uses two separate accounts. The second example illustrates the ID exchange where a supplier uses one account for all SAP Ariba application activities, and the last illustrates ID exchange where a supplier uses one account for sourcing and contract management only.

Example 1: Supplier using two separate accounts

The example figure illustrates the Ariba Network ID exchange when the supplier is using two Ariba Network accounts, one for sourcing and contract management activities and one for procurement and invoicing transactions.

Note the Ariba Network ID exchange at the bottom of the diagram.


Example 2: Supplier using one account for allSAP Ariba application activities

The example figure illustrates the Ariba Network ID exchange when the supplier organization uses only one Ariba Network for both sourcing and contract management activities and procurement and invoicing transactions.

Note the Ariba Network ID exchange at the bottom of the diagram.

Example 3: Supplier using one account for sourcing and contract management only

The example figure illustrates the Ariba Network ID exchange when the supplier has one Ariba Network accounts for sourcing and contract management activities.

In this example, the supplier has not been enabled. That is, the supplier does not have an active relationship with the buyer for procurement and invoicing transactions.



Tips for using the transactionnetworkID and sourcingnetworkID

You can use the new supplier organization profile information as follows:

● If you upload new SAP Ariba Procurement solutions suppliers to Ariba Network on the Supplier Enablement tab, you can fill the Network ID column with the value from the sourcingnetworkid organization ID. This ensures that the Ariba Network account administrator is informed of the existing account and can decide whether to use it for procurement and invoicing transactions.

● On Ariba Network, you can search for suppliers by network ID using the value of the sourcingnetworkid organization ID.

Supplier credentials in documents sent to Ariba NetworkDocuments sent from SAP Ariba Procurement solutions to Ariba Network include supplier information in the To credential, if the identifiers are available in the SAP Ariba solution. (The To credential identifies the supplier to whom the document is addressed.)

The following supplier information in the To credential is sent if available:

Credentials sent (if available) Matching field on Ariba Network

Ariba Network ID of the supplier organization, supplier, or supplier location Network ID


Credentials sent (if available) Matching field on Ariba Network

Private ID Unique supplier ID

Supplier location Ariba Network private ID (auto-generated) Legacy Private ID

Supplier unique name Vendor ID

Supplier location unique name and supplier location contact ID* Site ID and Site Auxiliary ID

*By default, the variant of the SAP Ariba solution determines whether the supplier location unique name and contact ID are sent. Documents sent from SAP variants do not include these values. Documents from Simple Generic (Oracle) variants do not include the contact ID. Documents from PeopleSoft include both values. Your SAP Ariba solution might be customized to send information other than the default.

When Ariba Network sends information from a supplier to SAP Ariba Procurement solutions, the supplier credentials include the following, if available on Ariba Network:

● The supplier’s Ariba Network ID● The unique supplier ID configured on Ariba Network● The supplier location site ID and contact ID

If you have not configured the supplier’s Ariba Network ID in your SAP Ariba solution, either the vendor compound key must match the supplier IDs in SAP Ariba Procurement solutions, or the unique supplier ID sent by Ariba Network must match either a private ID configured in SAP Ariba Procurement solutions or the supplier location Ariba Network Private ID (the auto-generated ID). It is often the case that SAP Ariba Invoice Management does not use Ariba Network IDs, so it is important that you configure the private IDs associated with your suppliers in your invoicing solution.

For details on supplier records in Ariba Network, see Managing vendors guide and Managing suppliers guide. For information about credentials in cXML documents, see Supplier credentials.

Topics about supplier quick enablement Quick enable your suppliers on Ariba Network by sending them purchase orders, invoices, or payment proposals, even though they might not have registered on Ariba Network. You need to activate quick enablement for both your Ariba Network buyer account and for SAP Ariba Procurement solutions.

PO and BPO quick enablement [page 176]

CC invoice quick enablement in SAP Ariba Invoice Management [page 177]

CC invoice and payment proposal quick enablement in SAP Ariba Buying and Invoicing [page 179]

PO and BPO quick enablement

When purchase order (PO) and blanket purchase order (BPO) quick enablement is activated for your site, you can send POs and BPOs to suppliers that don't have Ariba Network IDs in your SAP Ariba Buying solutions. Ariba Network creates standard accounts for these suppliers and routes the orders according to each supplier's preferred ordering method.



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For a supplier that doesn't have an Ariba Network account, Ariba Network uses the supplier location's Ariba Network private ID (the auto-generated ID) to create an account for the supplier.

When Ariba Network routes an order to a supplier that doesn't have an Ariba Network account, it includes an invitation to log in and register a standard account on Ariba Network.

The PO and BPO quick enablement features are controlled by site configuration parameters. PO quick enablement (Application.Procure.ASNOrderForPrivateSupplier) is enabled by default, BPO quick enablement (Application.Contract.MasterAgreement.ASNBPOForPrivateSupplier) is disabled by default. Contact SAP Ariba Customer Support to request changes to these parameters.

For information on how SAP Ariba solutions create the From, To, and Sender credentials in cXML documents, see Required credentials.

Related Information

Standard account capability for Ariba NetworkStandard account capability for Ariba Network

CC invoice quick enablement in SAP Ariba Invoice Management

In SAP Ariba Invoice Management, CC invoice quick enablement allows suppliers that do not have Ariba Network IDs in your SAP Ariba Invoice Management solution to receive electronic invoice copies through Ariba Network.

In order to do this, Ariba Network creates a standard account for the supplier using information in the To credential of the CC invoice or payment proposal. For more information about the standard account capability, see Supplier enablement dashboard.

With SAP Ariba Invoice Management, there are two ways in which you can configure quick enablement through CC invoices:

● Enhanced quick enablement through CC invoices. This is the recommended method of CC invoice quick enablement. This method does not require that a private ID be configured for the supplier. However, it does require that you set preferred ordering methods for suppliers. Ariba Network uses the preferred ordering method and associated contact information to route the CC invoice document to the supplier. For details, see About Enhanced CC Invoice Quick Enablement [page 178].

● Legacy method of CC invoice quick enablement. This method requires private IDs for the suppliers you want to quick enable. For information, see About Legacy CC Invoice Quick Enablement through Private IDs [page 178].

The CC invoice quick enablement feature, which is disabled by default, is controlled by a site configuration parameter (Application.Invoicing.SendInvoiceAndPaymentsForPrivateSupplierToAN). Contact SAP Ariba Customer Support to request a change to this parameter.


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Enhanced CC invoice quick enablement

Enhanced quick enablement through CC invoices requires that several conditions be met, depending on your site configuration:

● Your Ariba Network account must be configured to allow quick enablement.● Buyers using the Oracle Fusion Middleware adapter must use a version of the adapter that supports the vendor

compound key (adapter version 12s2 and later).● The parameter Application.Invoicing.SendInvoiceAndPaymentsForPrivateSupplierToAN,

accessible by Ariba Customer Support, must be set to Yes.● The preferred ordering method for the supplier location must be set to Fax or Email. (See About Ordering

Methods for a Supplier Location [page 208].)● If you subscribe to Ariba SAP Ariba invoice conversion services (ICS), you must make sure your supplier

records on Ariba Network are converted to use the Ariba Network vendor compound key. For information on manually converting supplier records to the vendor compound key, see Converting vendor IDs manually.

Legacy CC Invoice Quick Enablement through Private IDs

Legacy quick enablement through CC invoices requires that private IDs are configured for suppliers. It does not require configuration of a parameter, and it does not require that you set preferred ordering methods for suppliers.

With this method, when a CC invoice is transmitted from SAP Ariba Invoice Management to Ariba Network, if the supplier does not have an Ariba Network ID, and if there is a private ID configured for the supplier, Ariba Network creates a standard account for the supplier and sends an email invitation to the supplier to join the network. To find the private ID, SAP Ariba Invoice Management first checks whether the private ID is configured at the supplier level. If not, the private ID configured at the supplier organization level is used.

Comparison of CC Invoice Quick Enablement Methods in SAP Ariba Invoice Management

In SAP Ariba Invoice Management CC invoice quick enablement depends on the preferred ordering method, supplier organization private ID configuration, and whether the enhanced CC invoice quick enablement feature is turned on.

The following table describes how CC invoice quick enablement works in SAP Ariba Invoice Management depending these factors. Whenever the CC invoice is sent to Ariba Network, the supplier compound key is included.

Preferred ordering method set to fax or email?

Supplier organization private ID configured? Behavior

Feature enabled (parameter set to Yes)

Yes Yes The CC invoice is sent to Ariba Network. If no matching supplier is found, the supplier is quick enabled.

The supplier organization private ID (PrivateID) value is entered into the Legacy Supplier Private IDfield of the supplier record on Ariba Network.



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Preferred ordering method set to fax or email?

Supplier organization private ID configured? Behavior

Yes No The CC invoice is sent to Ariba Network. If there is no matching supplier, the supplier is quick enabled.

The supplier location private ID value (SSPPrivateID) is entered into the Legacy Supplier Private IDfield of the supplier record on Ariba Network.

No Yes The CC invoice is sent to Ariba Network. If no matching supplier is found, the supplier is quick enabled.

The supplier organization private ID (PrivateID) value is entered into the Legacy Supplier Private IDfield of the supplier record on Ariba Network.

No No The CC invoice is not sent to Ariba Network. (The preferred ordering method must be set to fax or email for the CC invoice to be sent.)

The buying organization is not notified that the CC invoice was not sent. Invoice reconciliation documents are not sent to the ERP system (unless the parameter Application.Invoicing.SendIRToAN, which is part of the merged sites feature, is set to Yes).

Feature NOT enabled (parameter set to No)

Not used Yes The CC invoice is sent to Ariba Network. If no matching supplier is found, the supplier is quick enabled using the supplier organization private ID (PrivateID).

Not used No The CC invoice is not sent to Ariba Network. The buying organization is not notified that the CC invoice was not sent. Invoice reconciliation documents are not sent to the ERP system.

NoteThe buying organization is not notified if the CC invoice is not sent. Invoice reconciliation documents are also not sent.

CC invoice and payment proposal quick enablement in SAP Ariba Buying and InvoicingIn SAP Ariba Buying and Invoicing, CC invoice quick enablement allows suppliers that do not have Ariba Network IDs in your SAP Ariba Buying and Invoicing solution to receive electronic invoice copies and payment proposals through Ariba Network.

In order to do this, Ariba Network creates a light account for the supplier using information in the To credential of the CC invoice or payment proposal, and then routes the document according to each supplier’s preferred ordering method, either email or fax. (See About Ordering Methods for a Supplier Location [page 208].) For more information about the light account capability, see Supplier enablement dashboard.

Quick enablement through CC invoices and payment proposals requires that you set preferred ordering methods for suppliers. Ariba Network uses the preferred ordering method and associated contact information to route the CC invoice document to the supplier.



The CC invoice quick enablement feature, which is disabled by default, is controlled by a site configuration parameter (Application.Invoicing.SendInvoiceAndPaymentsForPrivateSupplierToAN). Contact SAP Ariba Customer Support to request a change to this parameter.

The following table describes how quick enablement through CC invoices and payment proposals works in SAP Ariba Buying and Invoicing depending on the preferred ordering method and whether the this feature is turned on.

Feature enabled (parameter set to Yes)?

Preferred ordering method set to fax or email? Behavior

Yes Yes The CC invoice or payment proposal is sent to Ariba Network. If no matching supplier is found (based on the vendor compound key), the supplier is quick enabled.

Yes No For suppliers without an Ariba Network ID, CC invoices and payment proposals are not sent to Ariba Network. The buying organization is not notified that the document was not sent.

No Not used The CC invoice or payment proposal is not sent to Ariba Network. (This behavior existed prior to release 12s2.) The buying organization is not notified that the document was not sent.

Supplier profiles in Ariba Network For supplier organizations that have an Ariba Network ID in SAP Ariba Procurement solutions, Ariba Network is the source for supplier organization data (also referred to as common supplier data) that resides in the supplier’s Ariba Network profile.

Fields where Ariba Network is the source for supplier organization data include:

● Name● Main Phone, Main Fax, Main Email Address, Corporate URL, Address● Year Founded● Number of Employees● Minimum Annual Revenue, Maximum Annual Revenue● Type of Organization● State of Incorporation● Owner information: Minority Owned, Woman Owned, Veteran Owned, Disabled Veteran Owned,

Vietnam Veteran Owned● MinorityAsian, MinorityBlack, MinorityNativeAmerican, MinorityHispanic,

MinorityIndianSubcontinent● Preferred Currency● Preferred Language

When suppliers that have an Ariba Network ID in SAP Ariba Procurement solutions update these fields in their Ariba Network account, the information is reflected in the supplier record in SAP Ariba Procurement solutions. Supplier-defined field values overwrite any buyer-defined values.

Business contacts are also synchronized.



How supplier organization data is synchronized

Two scheduled tasks synchronize supplier organization data from Ariba Network: AribaNetworkOrganizationSync and CommonSupplierSyncUsingSupplierLocationID. Information is synchronized based on matching Ariba Network IDs between Ariba Network and SAP Ariba Procurement solutions.

AribaNetworkOrganizationSync synchronizes supplier organization data from Ariba Network suppliers whose Ariba Network ID matches the ID of a supplier organization in SAP Ariba Procurement solutions.

CommonSupplierSyncUsingSupplierLocationID synchronizes supplier organization data from Ariba Network suppliers whose Ariba Network ID matches the ID of supplier location in SAP Ariba Procurement solutions. This scheduled task works as follows:

● If the mapping between supplier organization, supplier, and supplier location is 1:1:1 (that is, just one supplier location is associated with a supplier and supplier organization), the scheduled task updates the supplier organization profile with data from Ariba Network.

● If the mapping between supplier organization, supplier, and supplier location is 1:1:n (that is, there are multiple supplier locations associated with a supplier and supplier organization), and if the Ariba Network IDs are different for each supplier location, the scheduled task does not update the supplier organization profile with data from Ariba Network.

Topics about data import tasks for supplier informationYou can import suppliers and related information by running either individual data import tasks that read from multiple CSV files, or the simplified data import tasks that read from single CSV files. SAP Ariba recommends that you use the simplified data import tasks to import user data.

Simplified data import tasks for supplier data [page 182]

Legacy data import tasks for supplier data [page 182]

Supplier data CSV file relationships (legacy imports) [page 183]


Simplified data import tasks for supplier data

You can import all suppliers and supplier locations related information using the simplified data import tasks that use single CSV files rather than running multiple data import tasks.

The following table lists the single CSV file that these tasks read from, and indicates the individual data import tasks and files from which the data is consolidated:

Data Import Task Imports from this CSV fileContains data consolidated from these legacy data import tasks and files

Import Supplier Data (Consolidated File)

SupplierConsolidated.csv

Import Supplier Organizations

● SupplierOrganizations.csv● SupplierIDs.csv

Import Suppliers

● Supplier.csv

Import Supplier Supplement Data

● SupplierSupplement.csv

Import Minority Vendor Data

● MinorityVendor.csv

Import Supplier Location Data (Consolidated File)

SupplierLocationConsolidated.csv

Import Supplier Location Contacts

● SupplierLocationSupplement.csv

Import Suppliers

● SupplierLocation.csv● SLRemittanceInformation.csv

Legacy data import tasks for supplier data

You use data import tasks and CSV files to define supplier and supplier payment information.

The following table lists these data import tasks and CSV files, indicates whether the data originates in a PeopleSoft or SAP ERP system, and specifies whether the data is required. Tasks appear in the recommended data import order.

Data import tasks CSV files imported PeopleSoft SAP Required

Supplier organizations data import [page 189]

SupplierOrganizations.csvSupplierIDs.csv

Yes

Supplier data import (legacy import) [page 196]

Supplier.csvSupplierLocation.csv

XX

X Yes



Data import tasks CSV files imported PeopleSoft SAP Required

Supplier supplement data import to control rounding errors on invoices [page 198]

SupplierSupplement.csv

(Specifies the level of invoice rounding calculations entereed on the Supplier Profile page.)

No

Purchase organization to supplier mapping and minority vendor data imports (SAP only) [page 200]

MinorityVendor.csv X Yes

Supplier location contacts data import [page 210]

SupplierLocationSupplement.csv

Yes


PurchaseOrgSupplierCombo.csv

X Yes

NoteIf your SAP Ariba system is configured for multi-ERP (a parent site with child sites configured for integration with multiple external ERP systems), see Rationalizing supplier data for information about rationalizing and importing supplier data. It's important to know how supplier data is replicated before you import supplier data into the system.

Rather than running individual data import tasks, you can use the batch data import task called Import Supplier Related Data to import the following supplier-related CSV files at once:

● MinorityVendor.csv (SAP only)● SupplierLocationSupplement.csv● SupplierOrganizaiton.csv● SupplierIDs.csv● Supplier.csv● SupplierLocation.csv

Supplier data CSV file relationships (legacy imports)The CSV files for supplier data are interconnected. The information is applicable only to the older data import tasks and not the newer, simplified data import tasks.

SAP Supplier CSV File Relationships

Relationship between the Supplier CSV files are based on unique IDs in various fields that are linked by the data import tasks.

The following diagram illustrates the relationships between the supplier organization, supplier, supplier location, and supplemental supplier information CSV files for SAP. This information is applicable only to the older data import tasks and not the newer, simplified data import tasks.


https://help.sap.com/viewer/8b2acaa1c02b4bc2b646c8adcac5fd0b/cloud/en-US/6c0f435dc1da1014b02bca3d4ad84b28.html#loio6c0f435dc1da1014b02bca3d4ad84b28

For information on associating supplier locations with remittance locations and bank information, see Managing supplier payment information.

Generic supplier CSV file relationships


The following diagram illustrates the relationships between the supplier organization, supplier, supplier location, and supplemental supplier information CSV files in Generic. This information is applicable only to the older data import tasks and not the newer, simplified data import tasks.



https://help.sap.com/viewer/d905cd0bd54f4cbe986290d9ee384ec2/cloud/en-US/6bfdc1d8c1da1014b21fc30268d6441d.html



PeopleSoft supplier CSV file relationships


The following diagram illustrates the relationships between the supplier organization, supplier, supplier location, and supplemental supplier information CSV files for PeopleSoft. This information is applicable only to the older data import tasks and not the newer, simplified data import tasks.





Topics about data files and administration tasks for supplier organization data

Supplier organizations (common supplier) are the top level supplier hierarchy in the supplier data relationships. You start setting up your supplier information by adding the supplier organization.

How to add, view, or modify supplier organizations [page 187]

How to delete and reactivate supplier organizations [page 189]

Supplier organizations data import [page 189]





How to add, view, or modify supplier organizations

You can use the administration user interface to add, modify, view, or delete supplier organizations (common suppliers), suppliers and supplier locations.

Context

Members of the Customer Administrator and Supplier/Customer Manager groups can manage supplier information by using the Supplier Manager workspace in Ariba Administrator. Members of the Invoice Administrator, Payment Administrator, Payment Manager, and Customer Administrator groups can manage remittance locations by using the Supplier Payment Information task in the Payment Manager workspace (SAP Ariba Invoice Management) or Procure-to-Pay Manager workspace (SAP Ariba Buying and Invoicing) in Ariba Administrator

Before you make changes to supplier data, it's important to know how supplier data is replicated. You might add some supplier data manually for testing purposes, but in the typcial use case, supplier data is imported from an external ERP system and the external system is generally the source where supplier data is maintained and synchronized to your SAP Ariba solution.

NoteThe information in this and the following tasks apply to single ERP sites. If your SAP Ariba solution is configured for multi-ERP (a parent site with child sites configured for integration with multiple external ERP systems), see the Multi-ERP configuration guide for information about working with supplier data.

Procedure

1. Click Manage Core Administration .2. Click Supplier Manager, and then click Suppliers.3. Click

○ Create New to create a supplier organization.

○ Search for and then select the supplier organization you want to modify and click Action Edit .

○ Click the supplier name to view details about the supplier organization.4. Enter or modify information on the Create Common Supplier or Edit Common Supplier pages.


https://help.sap.com/viewer/8b2acaa1c02b4bc2b646c8adcac5fd0b/cloud/en-US/522b921bd4a044da856c4dfd87b7d197.html

○ On the General tab, enter or modify the following information:

Column Description

Adapter Source The adapter source, which can be one of the following values:○ AribaManaged—The object is not maintained in an external system. Objects with this

data source are maintained in Ariba Administrator.○ External—The object and all its data fields are maintained in an external system, such

as an ERP system or a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system.

○ ManuallyMaintained—The source of the object is an external system, but the object cannot be overwritten or deleted when data is imported from the external system.You cannot modify this field in edit mode.

Name The user-visible name for the supplier organization. This name must be unique.

Supplier Select Yes if your company purchases goods or services from the supplier organization.

Customer Select Yes if the supplier organization purchases good or services from your company.

Preferred Language This value is not used.

Preferred Currency This value is not used.

○ On the Organization IDs tab, enter or modify the supplier IDs for the supplier organization.○ On the Profile tab, enter or modify profile information for the supplier organization.○ (Optional) The Contacts tab lets you configure supplier users and unregistered contacts for the supplier

organization. An unregistered contact is a type of user that is not allowed access to your site. Unregistered contacts might not be relevant to your site.

○ On the Owner Information tab, select or clear the owner information checkboxes.○ On the Partitioned Suppliers tab, you can create a new link, remove existing links, and relink a supplier

from another supplier organization. You must link one (and only one) supplier to each supplier organization. If there is no linked supplier, catalog items for that supplier cannot be displayed to users. For more information, see Managing Suppliers [page 191].

5. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.6. Click Save to save add the new supplier organization, or Cancel to return to the previous page without adding

the new supplier organization.

Results

For each supplier organizations, SAP Ariba Procurement solutions generate a default supplier ID with the domain buyersystemid. The value of the buyersystemid supplier ID is an alphanumeric value that uniquely identifies the supplier organization within the site.



How to delete and reactivate supplier organizations

If you no longer use a supplier organization, you can delete it.

Prerequisites

Before deleting any supplier organizations, SAP Ariba recommends you export your supplier organization data by running the legacy Export Supplier Organizations data export task or the simplified Export Supplier Data (Consolidated File) data export task.

Procedure

1. Click Manage Core Administration .2. Click Supplier Manager, and then click Suppliers.3. Search for the supplier.4. Click Delete.5. Click OK to delete the supplier organization, or Cancel to return to the previous page without deleting the

supplier organization.

You can reactivate deleted supplier organizations if the adapter source of the supplier organization is ManuallyMaintained. To reactivate a previously deleted supplier organization, in step 4, choose ActionsActivate .

Supplier organizations data import

The Import Supplier Organizations data import task defines supplier organizations.

Import Supplier Organizations reads data from the following CSV files:


SupplierOrganizations.csv

Defines general supplier organization information, such as postal address, phone number, and URL.

SupplierIDs.csv Defines supplier IDs for each supplier organization. A supplier ID consists of a domain and a value. For more information, see About Supplier IDs [page 167].

NoteYou can also import supplier organizations data by using the simplified About Import Supplier Data (Consolidated File) [page 193] data import task that reads from the SupplierConsolidated.csv file.

Following is an example of SupplierOrganizations.csv, which is the same in all variants.


The value in the SystemID column uniquely identifies the supplier organization. Values in this column cannot contain apostrophes (‘) or other special characters.

Supplier organization names must be unique.


UTF8 SystemID,Name,CorporatePhone,CorporateFax,CorporateEmailAddress,CorporateURL,CorporateAddress.UniqueName,CorporateAddress.PostalAddress.Lines,CorporateAddress.PostalAddress.City,CorporateAddress.PostalAddress.State,CorporateAddress.PostalAddress.PostalCode,CorporateAddress.PostalAddress.Country.UniqueName,YearFounded,MinorityOwned,WomanOwned,NumberOfEmployees,AnnualRevenueMinimum.Amount,AnnualRevenueMinimum.Currency.UniqueName,AnnualRevenueMaximum.Amount,AnnualRevenueMaximum.Currency.UniqueName,PreferredLanguage.UniqueName,PreferredCurrency.UniqueName,OrganizationType,StateOfIncorporation,HasTradingRelationship,HasSyncRelationship sid480,1-800-flowers.com,650-390-0055,650-390-0155,,,sid480,855 5th Avenue,Sunnyvale,CA,94089,US,2003,,,2500,,,,,English,USD,,,, sid901,ANQA PrivateID Supplier 1,650-390-5000,650-390-5101,,,sid901,ANQA PrivateID Supplier 1 Main Office,Sunnyvale,CA,94089,US,2003,,,2500,,,,,English,USD,,,,

Following is an example of SupplierIDs.csv, which is the same in all variants.

Note● For supplier IDs that include the buyersystemid domain, the value portion of the supplier ID must match

the system ID of the supplier organization. That is, the values specified in the columns Parent.SystemID and Value must be the same. Otherwise, the supplier ID value will overwrite the system ID that was specified in SupplierOrganizations.csv, and subsequent import operations of SupplierOrganizations.csv will result in errors.

● If your solution includes SAP Ariba Supplier Lifecycle and Performance but you add suppliers from SAP ERP in SAP Ariba Procurement solutions, it is important to include a business partner IDs in the smbpid domain for every ERP supplier. An smbpid ensures that when a supplier synchronizes back from SAP Ariba Supplier Lifecycle and Performance to the ERP system, that synchronization includes the supplier's business partner ID, which identifies it as an existing supplier. Otherwise, SAP ERP creates a new, duplicate supplier.

UTF8 Parent.SystemID,Domain,Value sid480,buyersystemid,sid480sid480,internalsupplierid,1000820sid481,buyersystemid,sid481sid481,psoft,share:SID0000481 sid482,buyersystemid,sid482



Topics about data files and administration tasks for supplier dataYou can add and modify the supplier (partitioned supplier) linked to a supplier organization (common supplier), and you can relink a supplier from another supplier organizations, and delete an existing link.

How to add, modify, or delete suppliers [page 191]

Supplier data import (consolidated file import) [page 193]

Supplier data import (legacy import) [page 196]

Supplier supplement data import to control rounding errors on invoices [page 198]


Preferred supplier mappings data import [page 201]

How to add, modify, or delete suppliers

After you have created a supplier organization (common supplier), you add one supplier (partitioned supplier) to it. Suppliers always belong to a supplier organization, one supplier can only belong to one supplier organization, and a supplier organization can only have one supplier.

Prerequisites

Before deleting any suppliers, SAP Ariba recommends you export your supplier data to CSV files by running the following legacy data export tasks:

● Export Supplier Organizations● Export Suppliers● Export Supplier Location Contacts

Alternatively you can run the following simplified data export tasks:● Export Supplier Data (Consolidated File)● Export Supplier Location Data (Consolidated File)

Procedure

1. Click Manage Core Administration .2. Click Supplier Manager, and then click Suppliers.3. Search for the supplier organization for which you want to add a supplier.4. Click Edit.5. Click the Partitioned Suppliers tab.


6. Do one of the following:

○ Click Create New to create a supplier (The Create New button is available only if the supplier organization does not already have a supplier linked to it).

○ Click Edit to modify a supplier.○ Click Relink from another Common Supplier to link an existing partitioned supplier from another

common supplier (The Relink from another Common Supplier button is available only if the supplier organization does not already have a supplier linked to it).

○ Select the supplier name and click Delete. After you confirm the deletion and save your changes, the supplier is no longer available to you and cannot be reactivated. After you have deleted a supplier from the supplier organization, you can either create a new supplier for the supplier organization or link a supplier from another common supplier to it.

7. On the Profile tab, enter or modify the following information:

Field Description

Partition This information is for Ariba internal use.

Adapter Source The adapter source, which can be one of the following values:○ AribaManaged—The object is not maintained in an external system. Objects with this data

source are maintained in Ariba Administrator.○ External—The object and all its data fields are maintained in an external system, such as an

ERP system or a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system.


Purchase Orgs (SAP only) The purchasing organizations mapped to the supplier. Click Select to add or modify purchasing organizations.

Unique Name The unique internal identifier of the supplier. You cannot modify this field in edit mode.

Name The user-visible name of the supplier.

Common Supplier The supplier organization.

Corporate Website The corporate website URL for the supplier.

Catalog URL The catalog URL for the supplier.

Buyer The name of a user in the Ariba Procurement solution.

Preferred Currency The preferred currency for the supplier. This value is not used. Instead:○ PO-based invoices use the currency from the invoice.○ Contract-based invoices use the currency from the contract.○ Non-PO invoices use the currency from the catalog or, for non-catalog items, the currency

specified by the user. The default currency for non-catalog items is the user’s default preferred currency.

Customer ID The ID of the customer. This value might come from your ERP system.

Dispatch The dispatch method for the supplier. Some ERP systems assign dispatch methods to suppliers.

Carrier The standard shipping carrier for the supplier, for example, UPS.

Carrier Method The type of shipping offered by the supplier, such as air, land, and so on.

Payment Terms The supplier’s payment terms. For example, Net 45, 2%/30, and 3%/20.



Field Description

Amount Rounding for invoice Exception Calculation

Select a rounding option for invoices from the pull-down menu:○ No rounding: This is the default value. No rounding occurs when Ariba computes the

amounts and compares the amounts against the total invoiced.○ Round invoice line item amounts to currency precision: Ariba rounds all line amounts to cur

rency precision, and then totals the line item amounts and compares that to the total invoiced amount.

○ Round invoice total cost to currency precision: Ariba totals the line items amounts first and then rounds the total amount to currency precision before comparing it to the total invoiced amount.See Supplier supplement data import to control rounding errors on invoices [page 198] for more information

Notes Notes about the supplier.

SETID (PeopleSoft only) The Set ID for the supplier.

One-time vendor (SAP only) Checkbox to indicate whether the supplier is to be used for one-time vendor invoices. A one-time vendor is a special type of supplier record. It's for a group of suppliers with whom you conduct business only once or rarely. For more information, seeConfiguring support for one-time vendor invoicing .

8. On the Supplier Locations tab, add, edit, or delete supplier locations. For more information, see How to add, view, or modify supplier locations [page 202].

9. On the Organization IDs tab, edit or delete supplier IDs.10. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.

Supplier data import (consolidated file import)

The Import Supplier Data (Consolidated File) data import task defines suppliers and related information and reads from the SupplierConsolidated.csv file.

If enabled for your site, you can choose to remove the following fields from the Organization ID tab for a common supplier in Ariba Administrator when you run this task to update supplier-related information:

● NetworkID● DUNS● CustomDomainName● CustomDomainValue

To remove these fields from the Organization ID tab, specify either a null or a blank value for these fields in the SupplierConsolidated.csv file.

NoteIf the CustomDomainValue field is blank or has a null value, the CustomDomainName field is automatically removed from the Organization ID tab.


https://help.sap.com/viewer/d905cd0bd54f4cbe986290d9ee384ec2/cloud/en-US/f929a4f91bbe4cc9b86a1a1c0822ed89.html

https://help.sap.com/viewer/d905cd0bd54f4cbe986290d9ee384ec2/cloud/en-US/f929a4f91bbe4cc9b86a1a1c0822ed89.html

SupplierConsolidated.csv: PeopleSoft Example

SupplierConsolidated.csv defines suppliers and related supplier information.

Following is an example of the SupplierConsolidated.csv file for PeopleSoft:

UTF-8 SupplierIDDomain,VendorID,DefaultLocation,CorporateAddress.UniqueName,AnnualRevenueMaximum.Amount,PreferredLanguage.UniqueName,AnnualRevenueMaximum.Currency.UniqueName,CorporateFax,AmountRoundingForInvExceptionCalculation,HasSyncRelationship,CorporatePhone,SetID,CustomDomainName,CorporateAddress.PostalAddress.Country.UniqueName,SystemID,CorporateAddress.PostalAddress.State,YearFounded,PurchasingUnits,NumberOfEmployees,PaymentModel,StateOfIncorporation,WomanOwned,CorporateAddress.PostalAddress.PostalCode,Name,CustomDomainValue,CorporateURL,CorporateEmailAddress,AnnualRevenueMinimum.Amount,PreferredCurrency.UniqueName,Name,MinorityOwned,HasTradingRelationship,CorporateAddress.PostalAddress.Lines,OrganizationType,CorporateAddress.PostalAddress.City,PSSupplierID,AnnualRevenueMinimum.Currency.UniqueName,DUNS,NetworkID psoft,SHARE:DE0001Test1,HQ,an70000000070-CorporateAddress,0,ENG,USD,1-500-500-0000,0,Yes,1-400-400-0000,SHARE,CustDom123,SG,sys123,CA,1488,,488,1,California,No,95131,SHARE:DE0001Test1_TestSupplier,DomValue123,www.ariba.com,[email protected],0,USD,SHARE:DE0001Test1_TestSupplier,No,Yes,807 11th AvenueAriba Plaza,Corporation,Sunnyvale,12,USD,4567890,an4567890psoft,SHARE:USA000Test2,MAIN,an70000000004-CorporateAddress,"1,000,000",ENG,USD,1-650-3902010,0,Yes,1-789-39017838,SHARE,CustDom124,US,sys124,CA,1926,,2006,2,California,Yes,94089,SHARE:USA000Test2_TestSupplier,DomValue124,http://www.ariba.com,[email protected],"100,001",USD,SHARE:USA000Test2_TestSupplier,Yes,Yes,An der Welle 4cathy edit 1/13/2012 test org sync,Corporation,Sunnyvale,13,USD,4567891,an4567891buyersystemid,sid222,HQ,an70000000038-CorporateAddress,"100,000,000",ENG,USD,1-500-500-0000,0,Yes,1-400-400-0000,SHARE,CustDom126,IN,sys126,NJ,2001,,1000,2,Alabama,Yes,95131,sid222_TestSupplier,DomValue126,http://43f483-5834.ariba.com,[email protected],"50,000,001",USD,sid222_TestSupplier,No,Yes,123 Supplier Company St,Corporation,Mountain View,15,USD,4567893,an4567893 buyersystemid,sid223,HQ,an70000000057-CorporateAddress,0,ENG,USD,1-500-500-0000,0,Yes,1-400-400-0000,SHARE,CustDom127,US,sys127,CA,2003,,2500,1,California,No,95131,sid223_TestSupplier,DomValue127,www.ariba.com,[email protected],0,USD,sid223_TestSupplier,No,No,807 11th AvenueAriba Plaza,Corporation,Sunnyvale,16,USD,4567894,an4567894

SupplierConsolidated.csv: SAP Example


Following is an example of the SupplierConsolidated.csv file for SAP:

UTF-8 VendorID,AddressID,AnnualRevenueMaximum.Amount,PreferredLanguage,AnnualRevenueMaximum.Currency.UniqueName,CorporateFax,AmountRoundingForInvExceptionCalculation,HasSyncRelationship,CorporatePhone,CustomDomainName,Country,SystemID,State,YearFounded,PurchasingUnits,NumberOfEmployees,MinorityInfo,PaymentModel,StateOfIncorporation,WomanOwned,PostalCode,Name,CustomDomainValue,CorporateURL,CorporateEmailAddress,AnnualRevenueMinimum.Amount,PreferredCurrency,Name,MinorityOwned,HasTradingRelationship,Street,OrganizationType,City,AnnualRevenueMinimum.Currency.UniqueName,DUNS,NetworkID 0000001111,an70000000003-CorporateAddress,"1,000,000",E,USD,1-500-500-0000,0,Yes,1-400-400-0000,cusdom123,US,sys454,CA,2003,,2500,Yes,2,Alabama,No,94089,,cusdomvalue678,www.ariba.com,[email protected],"100,001",USD,0000001111_testSupplier,No,No,807 11th AvenueAriba Plaza,Corporation,Sunnyvale,USD,79100003,an79100003



0000001112,sid901,"1,000,000",German,USD,650-390-5101,0,No,650-390-5000,cusdom124,US,sys455,CA,2003,,2500,Yes,1,Alabama,No,94089,,cusdomvalue679,http://www.company.com,[email protected],"100,001",USD,0000001112_testSupplier,No,No,ANQA PrivateID Supplier 1 Main Office,Corporation,Sunnyvale,USD,79100004,an791000040000001113,an70000000066-CorporateAddress,"1,000,000",English,USD,1-650-555-1213,0,Yes,1-650-555-1212,cusdom125,US,sys456,MA,1984,,60,Yes,2,Alabama,No,2122,,cusdomvalue680,http://www.company.com,[email protected],"100,001",USD,0000001113_testSupplier,Yes,Yes,50 CMX Avenue,Corporation,Boston,USD,79100005,an79100005 0000001114,an70000000004-CorporateAddress,"1,000,000",German,USD,1-650-3902010,0,Yes,1-789-39017838,cusdom126,US,sys457,CA,1926,,2006,Yes,1,California,Yes,94089,,cusdomvalue681,http://www.ariba.com,[email protected],"100,001",USD,0000001114_testSupplier,Yes,Yes,An der Welle 4cathy edit 1/13/2012 test org sync,Corporation,Sunnyvale,USD,79100006,an79100006

SupplierConsoldiated.csv: Generic Example


Following is an example of the SupplierConsolidated.csv file for Generic:

UTF-8,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,, SupplierIDDomain,VendorID,CorporateAddress.UniqueName,AnnualRevenueMaximum.Amount,PreferredLanguage.UniqueName,AnnualRevenueMaximum.Currency.UniqueName,CorporateFax,AmountRoundingForInvExceptionCalculation,HasSyncRelationship,CorporatePhone,CustomDomainName,CorporateAddress.PostalAddress.Country.UniqueName,SystemID,CorporateAddress.PostalAddress.State,YearFounded,PurchasingUnits,NumberOfEmployees,PaymentModel,StateOfIncorporation,WomanOwned,CorporateAddress.PostalAddress.PostalCode,Name,CustomDomainValue,CorporateURL,CorporateEmailAddress,PaymentTerms,AnnualRevenueMinimum.Amount,PreferredCurrency.UniqueName,Name,MinorityOwned,HasTradingRelationship,SupplierIDValue,CorporateAddress.PostalAddress.Lines,OrganizationType,CorporateAddress.PostalAddress.City,AnnualRevenueMinimum.Currency.UniqueName,DUNS,NetworkID buyersystemid,sid4567,an890000000038-CorporateAddress,"100,000,000",English,USD,1-500-500-0000,0,Yes,1-400-400-0000,,IN,sys123,Karnataka,2001,,1000,1,Alabama,Yes,95131,sid4567 test Supplier,dom567,http://43f483-5834.ariba.com,[email protected],PT1,"50,000,001",,sid4567 test Supplier,No,Yes,supID890,123 Supplier Company St,NonProfitOrganization,Mountain View,USD,8700000038,an80000000038buyersystemid,sid4568,an70000000005-CorporateAddress,"100,000",English,USD,1-500-500-0000,0,Yes,1-400-400-0000,,US,sys124,CA,1979,,100,1,Alabama,No,94089,sid4568 test Supplier,dom568,www.ariba.com,[email protected],PT1,"50,001",,sid4568 test Supplier,No,Yes,supID891,807 11th AvenueAriba Plaza,NonProfitOrganization,Sunnyvale,USD,8700000039,an80000000039buyersystemid,sid4569,an70000000070-CorporateAddress,,English,,1-500-500-0000,0,Yes,1-400-400-0000,,SG,sys125,,2003,,2500,1,,No,95131,sid4569 test Supplier,dom569,www.ariba.com,[email protected],PT1,,,sid4569 test Supplier,No,Yes,supID892,807 11th AvenueAriba Plaza,,Sunnyvale,,8700000040,an80000000040 buyersystemid,sid4570,an70000000037-CorporateAddress,"1,000,000,000",English,USD,1-500-500-0000,0,Yes,1-400-400-0000,,US,sys126,CA,2001,,500,1,Alabama,Yes,94536,sid4570 test Supplier,dom570,http://www.ariba.com,[email protected],PT1,"500,000,001",,sid4570 test Supplier,No,Yes,supID893,123 Supplier Company St,Corporation,Mountain View,USD,8700000041,an80000000041


Supplier data import (legacy import)

The Import Suppliers data import task defines supplier information.

Import Suppliers reads data from the following CSV files:


Supplier.csv For PeopleSoft and Generic, this file contains general information for each supplier, which includes the supplier name, corporate URL, and payment terms.

For SAP, this file contains general information for each supplier, including supplier name and supplier location information. Each supplier can have more than one supplier location. A supplier location is a physical location for a company. It includes postal and email address information, telephone and fax numbers, and the name of a contact person.

SupplierLocation.csv For PeopleSoft and Generic, this file contains supplier location information for each supplier. Each supplier must have one or more supplier locations. A supplier location is a physical location for a company. It includes postal and email address information, telephone and fax numbers, and the name of a contact person. You can have different contacts for the same supplier location. To have entries for several different contacts, include multiple lines for each location.

For SAP, this file is the same as Supplier.csv.

Note● You can also import supplier data by using the simplified About Import Supplier Data (Consolidated File)

[page 193] data import task that reads from the SupplierConsolidated.csv file, which SAP Ariba recommends for all new customers.

● If you have enabled the evaluated receipt settlement feature (ERS) in your site, the field ERSAllowed will be enabled in the SupplierLocation.csv file to flag which suppliers you are enabling for ERS.

Supplier CSV Files: PeopleSoft Examples

Supplier CSV files for PeopleSoft include Supplier.csv and SupplierLocation.csv.

Following is an example of Supplier.csv for PeopleSoft:

UTF8 DEFAULT_LOC,VENDOR_ID,PurchasingUnits,SupplierIDDomain,NAME1,SETID,SETID_VENDOR_ID_ HQ,SID0000480,US100,buyersystemid,1-800-flowers.com,SHARE,sid480SI,SID0000481,US102,buyersystemid,1-800-flowers.com (EGVL1),EGVL1,sid481HQ,SID0000482,US105,buyersystemid,Barnes and Noble (EGVL1),EGVL1,sid482HQ,SID0000483,GBR01,buyersystemid,John Woodman (EGVL1),EGVL1,sid483HQ,SID0000484,GBR02,buyersystemid,Kelly Services,SHARE,sid484HQ,SID0000485,DEU01,buyersystemid,Supplier 15,SHARE,sid485 HQ,SID0000486,FRA01,buyersystemid,Supplier 14,SHARE,sid486

Following is an example of SupplierLocation.csv for PeopleSoft:

UTF8 SETID_VENDOR_ID_VNDR_LOC_,SETID_VENDOR_ID_,CONTACT_NAME_DESCR_,VENDOR_ID_ADDRESS_SEQ_NUM_CNT_,



SETID,VNDR_LOC,BUYER_ID,SHIP_TYPE_ID,DISP_METHOD,FREIGHT_TERMS,MATCH_CNTRL_ID,PYMNT_TERMS_CD,CURRENCY_CD,ADDRESS1_ADDRESS2_ADDRESS3_AD_,CITY,STATE,POSTAL,COUNTRY,URL,CONTACT_NAME,COUNTRY_CODE_PHONE_EXTENSION_,VFAX_COUNTRY_CODE_VFAX_PHONE_,EMAILID,ADDRESS_SEQ_NUM sid480-be,sid480,Theirn Clarisse: Belgique,480-BE,SHARE,MAIN,,,,,,EM,EUR,Boulevard du 800 Fleur 480,Brussels,,B-1000,BE,http://800flowers.com,Theirn Clarisse: Belgique,02/512-2210,02/512-2211,[email protected],1sid480-hq,sid480,Hugh Heckathorn: HQ,480-HQ,SHARE,HQ,,,,,,EM,USD,480-800 Flowers Alley,Algonac,MI,48001,US,http://800flowers.com,Hugh Heckathorn: HQ,800-480-4800 x480,800-480-4801,[email protected],1sid481-si,sid481,Bob Heckathorn: SI,481-SI,EGVL1,SI,,,,,,EM,USD,481-800 EGVL1 Alley,Algonac,MI,48001,US,http://egvl1.com,Bob Heckathorn: SI,800-481-4800 x481,800-480-4801,[email protected],1 SHARE:USA0000006:1,sid496,: HQ,USA0000006:1:0,SHARE,1,,UPS REG,,ORIGIN,,30,USD,9585 Albany Street,Albany,NY,51898,US,,, - - ,-,,1

Supplier CSV Files: SAP Examples

For SAP, the Supplier.csv and SupplierLocation.csv files are identical.

Following is an example of Supplier.csv and SupplierLocation.csv for SAP:

UTF8 PurchasingUnits,SupplierIDDomain,LIFNR,ANRED,NAME1,ORT01,STRAS,PFACH,PSTLZ,REGIO,LAND1,TELF1,TELFX,VENDL,ACTIVE,SMTP_ADDR,VERKF DEU01,,0000000001,,Schafer Office,Hamburg,Heinerstraße 98-100,,27563,,DE,,,,,, DEU02,,0000000100,Firma,JCN Technologies,Berlin,Kolping Str. 15,,94536,CA,US,,,,,[email protected],Hr. Müller

Supplier CSV Files: Generic Examples

Supplier CSV files for the Generic variant include Supplier.csv and SupplierLocation.csv.

Following is an example of Supplier.csv for Generic:

UTF8 UniqueName,Name,CorporateURL,PaymentTerms,SupplierIDDomain,SupplierIDValue,PurchasingUnits 6,Computer Electronics Supply,,,privateid,prid497,10,Mantell Office Maintenance (MOM),,,privateid,prid495,11,JCN Technologies,,,privateid,prid496,24,Universal Plant & Equipment Corp. (US100 US005),,,privateid,prid494,"US100,US005"29,Schafer Office,,,privateid,prid498, 70,Barnes and Noble (All units),,,privateid,prid482,"DEU01,GBR01,US100,US005,SNG01,US002"

Following is an example of SupplierLocation.csv for Generic:

UTF8 Common data import and administration guide for SAP Ariba Procurement solutionsTopics about supplier information in SAP Ariba Procurement solutions PUBLIC 197

UniqueName,Name,Parent.UniqueName,ContactID,Contact,Lines,City,State,PostalCode,Country,Phone,Fax,EmailAddress,PurchasingUnit 4015,Tiffany Edwards : DALLAS,4015,4015,,13155 Eprint Blvd.,Dallas,TX,75240,US,()(800)161-1234,()(800)161-4321,,600:OU4815,Surendra : Manpower,4815,4817,,"#51,PALACE ROAD",BANGALORE,KARNATAKA,560052,US,,,,600:OU 9,Gerard Clondyke : SAN JOSE,6,9,Gerard Clondyke,180 Industrial Parkway,San Jose,CA,79529-3340,US,(408)412-5679,,,600:OU


Supplier supplement data import to control rounding errors on invoices

Many suppliers who send electronic invoices from their back end system through Ariba Network round off line amounts to currency precision to calculate the total net amount on the invoice. This can cause differences in calculated totals in SAP Ariba Invoice Management or SAP Ariba Buying and Invoicing and generate an error.

When SAP Ariba Invoice Management or SAP Ariba Buying and Invoicing receive the cXML invoice from Ariba Network, they validate the invoice total net amount by adding up the non-rounded invoice line amounts to determine the total cost of the invoice. Depending on the invoice line amounts, this can lead to a difference in the calculated total net amount than what is provided on the invoice and result in automatic rejection of the invoice with a math error invoice exception.

Amount rounding for invoice exception calculation prevents invoice reconciliation documents from generating mathematical errors, thereby allowing you to reconcile invoices more easily with your suppliers that use CSV, cXML, EDI, and ICS invoices. You can specify to round line amounts before adding them to calculate the invoice total, to round the invoice total, or to not do any rounding.

Your SAP Ariba solution uses the currency precision specified in your site. For example, for USD currency, the precision is two decimal places, so it rounds the amounts as follows:

● If the third decimal is >= 5 then round up● If the third decimal is < 5 then round down

The following shows an example for a currency precision of 2:

Without Rounding With Rounding on Line Amount With Rounding on Invoice Total

2045.046 (price) * 9.94(quantity) = 20,327.757

20,327.76 20,327.757

121.511 (price) * 7.04(quantity) = 855.43744

855.44 855.43744

totals to 21,183.19444 totals to 21,183.20 rounded to 21,183.19

For invoices that contain a large number of line items, the difference in total cost can be significant based on the type of rounding logic applied.



NoteSmall differences between purchase order and invoice amounts will result in unwanted “PO Amount” exceptions if the tolerance settings are 0% and $0. To avoid this, set amount tolerances on purchase orders by modifying your PO Amount Variance Invoice Exception Type.

If you are importing and managing your supplier data from an external ERP system, use the Import Supplier Supplement Data data import task (legacy import) or the Import Supplier Data (Consolidated File) data import tasks to set the rounding calculation on invoices. The import tasks read the from the CSV file named SupplierSupplement.csv or SupplierConsolidated.csv respectively.

Set the field AmountRoundingForInvoiceExceptionCalculation as follows:

● 0 = No rounding: This is the default value. No rounding occurs when Ariba computes the amounts and then compares the amounts against the total invoiced.

● 1 = Round invoice line item amounts to currency precision: Ariba rounds all line amounts to currency precision, and then totals the line item amounts and compares that to the total invoiced amount.

● 2 = Round invoice total cost to currency precision: Ariba totals the line items amounts first and then rounds the total amount to currency precision before comparing it to the total invoiced amount.

SupplierSupplement.csv: PeopleSoft Example

SupplierSupplement.csv is used by the Import Supplier Supplement Data import task.

Following is an example of SupplierSupplement.csv for PeopleSoft:

UTF8 SETID_VENDOR_ID_,PaymentModel,AmountRoundingForInvoiceExceptionCalculation sid480,1,1 sid481,,0

SupplierSupplment.csv: SAP Example

The Import Supplier Supplement Data data import task reads data from the CSV file named SupplierSupplement.csv.

Following is an example of SupplierSupplement.csv for SAP:

UTF8 LIFNR,PaymentModel,,AmountRoundingForInvoiceExceptionCalculation 0000000001,0,1 0000000100,2,0


SupplierSupplement.csv: Generic Example

The Import Supplier Supplement Data data import task reads data from the CSV file named SupplierSupplement.csv.

Following is an example of SupplierSupplement.csv for Generic:

UTF8 UniqueName,PaymentModel,AmountRoundingForInvoiceExceptionCalculation 6,0,1 10,2,0

Purchase organization to supplier mapping and minority vendor data imports (SAP only)

Purchase organization to supplier mapping

For SAP, the Import Purchase Organization to Supplier Mapping data import task imports combinations of purchase organizations and suppliers retrieved from your SAP system. This task defines the default payment terms and also determines whether supplier locations are enabled for ERS transactions. It reads data from the CSV file named PurchaseOrgSupplierCombo.csv.

Following is an example of PurchaseOrgSupplierCombo.csv:

UTF8 LIFNR,EKORG,XERSY,INCO1,ZTERM 0000000001,3000,,FCA1,00010000000100,1000,,FCA2,0002 0000000100,3000,,FCA1,0002

NoteYour administrator can configure your site to soft delete records from the supplier-purchase organization mappings to avoid data integrity issues in the Master Data Service (MDS) on HANA database. See Enable soft deletion for supplier-purchase organization mappings.

Minority vendor data

For SAP, the Import Minority Vendor Data data import task imports minority vendor data retrieved from your SAP system. It reads data from the CSV file named MinorityVendor.csv.

Following is an example of MinorityVendor.csv:

UTF8 LIFNR,BUKRS,MINDK,MTEXT 000000500004,,,WOB(Women Owned Business)



https://help.sap.com/viewer/7e1b0896fbe64bc8b5567268d02e5ce7/cloud/en-US/caa7969b02174c4e8b399cd56e0778d2.html

https://help.sap.com/viewer/7e1b0896fbe64bc8b5567268d02e5ce7/cloud/en-US/caa7969b02174c4e8b399cd56e0778d2.html

NoteYou can also import the minority vendor data using the simplified About Import Supplier Data (Consolidated File) [page 193] data import task that reads from the SupplierConsolidated.csv file.

Preferred supplier mappings data import

The Import Preferred Supplier Mappings data import task associates commodity codes with suppliers and is used to indicate the preferred suppliers for procuring non-catalog items based on the commodity code of the item. It reads from the PreferredSupplierMap.csv file.

Following is an example of the PreferredSupplierMap.csv file for Generic:

UTF-8 CommonId,ERPCommodityCode,VendorID,CommonIdDomain4411,,29,unspsc43233507,,sid515,unspsc4321,,11,unspsc4321,,sid515,unspsc

Following is an example of the PreferredSupplierMap.csv file for SAP:

UTF-8 CommonId,MATKL,WERKS,LIFNR,CommonIdDomain22,4,3000,1,unspsc2210,4,3000,100,unspsc44102412,40,3100,100,unspsc 44102412,40,3000,1000,unspsc

Following is an example of the PreferredSupplierMap.csv file for PSoft:

UTF-8 CommonId,SETID_CATEGORY_ID_,VendorID,CommonIdDomain31201604,,sid499,unspsc31201604,,sid499,unspsc311718,,sid515,unspsc311717,,sid491,unspsc

Topics about data files and administration tasks for supplier location dataYou manage a number of supplier related data on supplier location level, such as location addresses and PO print language settings, preferred ordering methods and PCard compliance levels.

How to add, view, or modify supplier locations [page 202]

How to specify default master data field values for supplier locations [page 205]

Supplier language default and override options for PO print [page 206]

Ordering methods for a supplier location [page 208]


Supplier location contacts data import [page 210]

Supplier location data (consolidated file) data import [page 212]

Supplier location phone number formats [page 213]

How to add, view, or modify supplier locations

Suppliers can have multiple supplier locations. You define payment information, ordering information, and addresses on supplier location level. To view information, click the supplier and supplier location names.

Context

You can delete supplier locations you no longer need. Before deleting or modifying any supplier locations, export your supplier data to CSV files by running the following data export tasks:

● Export Supplier Organizations● Export Suppliers● Export Supplier Location Contacts● Export Vendor Master File v2

Alternatively you can run the following data export tasks:● Export Supplier Data (Consolidated File)● Export Supplier Location Data (Consolidated File)● Export Vendor Master File v2

Procedure

1. Click Manage Core Administration .2. Click Supplier Manager, and then click Suppliers.

3. Click Actions Edit .4. On the Partitioned Suppliers tab, select the supplier and click Edit or click the supplier name to view the

information.5. On the Supplier Locations tab,

○ click Create New to create a new supplier location.

○ choose Action Edit to modify an existing supplier location.○ click the location name to view supplier location information.

6. On the General tab, enter, view, or modify the following information:

Field Description




Field Description

Adapter Source The adapter source, which can be one of the following values:○ AribaManaged—The object is not maintained in an external system. Objects

with this data source are maintained in Ariba Administrator.○ External—The object and all its data fields are maintained in an external sys

tem, such as an ERP system or a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system.


Unique Name The unique internal identifier for the supplier location. You cannot modify this field in edit mode.

When you create a new supplier location in the user interface, the ID has the prefix ADBuyer, which means it's the ID for a location ("AD" for address) created in the user interface of SAP Ariba Procurement solutions ("Buyer"). IDs of addresses created in the user interface of SAP Ariba Strategic Sourcing and Supplier Management solutions (for supplier workspaces, for example) have the prefix ADACM.

NotePrior to July 2018, the prefix was simply AD.

Name The user-visible name of the supplier location.

Ariba Network ID The Ariba Network ID for the supplier location. Ariba procurement and invoicing solutions use this field as a unique ID to identify the supplier when contacting Ariba Network.

Supplier locations associated with the same supplier can have the same Ariba Network ID. However, supplier locations associated with different suppliers cannot have the same Ariba Network ID. If you configure the same Ariba Network ID for supplier locations associated with different suppliers, Ariba Administrator generates a validation error.


Field Description

Preferred Ordering Method The preferred ordering method for the supplier location. This setting is also used for quick enablement through CC invoices and payment proposals. In SAP Ariba Invoice Management, this setting is also used in exporting payment-related data to an external ERP system.

NoteIn SAP Ariba Invoice Management, if you set the ordering method to Print or No Choice, you will not be able to export payment-related data to an external ERP system.

The choices are as follows:

○ Fax - Orders are sent to Ariba Network, along with the supplier’s fax number, using the vendor compound key.

○ Email - Orders are sent to Ariba Network, along with the supplier’s email address, using the vendor compound key.

○ Printing - If you do not want to send orders to the supplier through Ariba Network, choose this ordering method. When you specify Printing, users must manually process orders sent to the supplier. (In the SupplierLocationSupplement.csv file, the value for this choice is Print.)

NoteIf an Ariba Network ID is defined for the supplier location, the Printing setting is ignored.

○ Electronic Ordering - Orders are sent to Ariba Network using the supplier’s Ariba Network ID. In the SupplierLocationSupplement.csv file, the value for this choice is URL.

PCard Compliance Level Indicates whether the supplier location accepts purchasing cards. The choices are as follows:○ PCards not accepted - The supplier location does not accept purchasing

cards.○ Provides level 1 data - The supplier location accepts purchasing cards.○ Provides level 2 data - This choice is not supported in this release.○ Provides level 3 data - This choice is not supported in this release.

Purchasing cards are not currently supported in SAP Ariba Invoice Management.

Ghosted PCard number The number of a purchasing card used for orders to the supplier location. You cannot modify this field in edit mode. Purchasing cards are not currently supported in SAP Ariba Invoice Management.

Change Order Restrictions Indicates whether the supplier location accepts change orders. The choices are as follows:○ Never accepted - The supplier location does not accept change orders.

Changed orders are assigned a replacement order number.○ Always accepted - The supplier location accepts change orders as a revision

of the original order number.This value is not used in SAP Ariba Invoice Management.

Electronic Ordering Information The supplier location’s electronic ordering address. You cannot modify this field in edit mode.



Field Description

cXML Version The cXML version used when sending cXML documents to Ariba Network. By default, all purchase orders transmitted to Ariba Network are sent using cXML2. If the supplier location does not use Ariba Network, or if they use cXML1, choose cXML1 from the pull-down menu.

SETID (PeopleSoft only) The SetID for the supplier location.

Payment Terms The supplier’s payment terms. For example, Net 45, 2%/30, and 3%/20.

Locale (for manual suppliers only). The language to use in printed POs [page 206]. If not defined here, the supplier location country/region is used to determine the PO print language.

7. On the Supplier Addresses tab, enter, view, or modify the following information:

Field Description

Contact The name of the contact person at the supplier location.

Contact ID The contact ID for the contact person at the supplier location.

Street The street address of the supplier location.

City The city of the supplier location.

State/Province/Region The state, province, or region of the supplier location.

Postal Code The postal code of the supplier location.

Country/Region The country/region of the supplier location. Ariba procurement solutions use this value to determine the language in which to send orders.

Phone The phone number of the supplier location, in the expected format for the supplier location country/region.

Fax The fax number of the supplier location, in the expected format for the supplier location country/region.

Email Address The email address of the supplier location.

8. Click OK to add or modify the supplier location, or Cancel to return to the previous page without saving your changes.

Related Information

Supplier location phone number formats [page 213]

How to specify default master data field values for supplier locationsYou can specify the default values for certain master data fields that are often not available in external ERP systems and that are used by the Import Supplier Location Data (Consolidated File) data import. Values provided in the SupplierLocationConsolidated.csv file take precedence over any defined master data default values.


Context

If you do not specify default master data values and if the CSV import file does not contain values for these fields, then no data is populated for these fields.

The following table lists the master data fields for which default values can be specified. :

Data Import Task Master Data Field Generic SAP PeopleSoft


Change Order Restrictions X X X

Preferred Ordering Method X X X

Split Order On ShipTo Address

X X X

PCard Compliance Level X X X

When you specify the Preferred Ordering Method value as Automatic, the preferred ordering method is set depending on the data in the Import Supplier Location Data (Consolidated File) CSV file as follows:

● URL - If a value for the AribaNetworkId is available in the CSV file● Email - If the AribaNetworkId value is not available and a value for the EmailAddress is available in the

CSV file● Fax - If both the AribaNetworkId and the EmailAddress values are not available and a value for Fax is

available in the CSV file● Print - If neither AribaNetworkId, EmailAddress, nor Fax values are available in the CSV file

Procedure

1. On the dashboard, click Manage Core Administration .2. Click Integration Manager, and then click Master Data Default Values.3. Search for the Import Supplier Location Data (Consolidated File) data import task and click Edit.4. Specify the desired default values for each master data field.5. Click Save to save your changes.

Supplier language default and override options for PO print

The option to choose the supplier language is applicable to all manual suppliers. Manual suppliers are those that are not part of the Ariba Network.

When working with manual suppliers in the SAP Ariba Buying solution, users have to print the purchase orders and manually fax or courier them to manual suppliers. By default, the supplier location's address (country/region) is used to determine the PO print language.

You can override the default PO print language by setting a specific language locale for each supplier location. This is helpful when there are suppliers in the same geography, but doing business in multiple languages.



For example, suppose a supplier has multiple locations in Switzerland, and the default supplier location language mapped to Switzerland is French. If you do not configure the supplier language for each supplier location, any PO issued to a location in Switzerland is printed in French. However, if the PO is to be issued to a location in the German-speaking part of Switzerland, the supplier users will probably want to receive it printed it in German, not French.

The following table shows supported locales:

Language Corresponding Locale values for CSV entries

Brazilian Portuguese pt_BR

Danish da_DK

Dutch dl_DL

English en_US

French fr_FR

German de_DE

Greek el_GR

Hungarian hu_HU

Italian it_IT

Japanese ja_JP

Korean ko_KR

Norwegian no_NO

Polish pl_PL

Romanian ro_RO

Russian ru_RU

Simplified Chinese zh_CN

Spanish es_ES

Swedish sv_SE

Thai th

Traditional Chinese zh_TW

Turkish tr_TR

CautionAdditional languages are also available in the list of languages that users can choose from to set the locale in the administration UI. If you choose any of the additional languages, only the names of days and months in the dates that appear at the top of a printed PO will be available in the language. SAP Ariba recommends that you do not select any of these languages until full translation support is available for these additional languages.


Sample SupplierLocationSupplement.csv File Format

If you are managing supplier data in your external ERP system, you can set the locale value in the Locale column in the SupplierLocationSupplement.csv or the SupplierLocationConsolidated.csv files using the Import Supplier Location Contacts import task or the Import Supplier Location Data (Consolidated File) data import tasks.

UTF8 UniqueName,ContactID,PreferredOrderingMethod,PCardAcceptanceLevel,GhostPCardNumber,ChangeOrderRestrictions,AribaNetworkId,SplitOrderOnShipTo,PaymentTerms,PaymentModel,Locale, 1000214,1000044,Print,1,,,AN70000000666,,PT1,de_DE,1000195,1000027,Print,1,,,AN70000000666,,PT1,fr_FR1000197,1000028,Print,1,,,AN70000000666,,PT1,it_IT 1000196,1000028,Print,1,,,AN70000000666,,PT1,en_US

Ordering methods for a supplier location

You specify the preferred ordering method for each supplier in the PreferredOrderingMethod column in SupplierLocationSupplement.csv. Supported values are Fax, Email, URL, and Print.

The ordering method of a supplier location:

● Specifies the way SAP Ariba Buying and Invoicing and SAP Ariba Buying send orders to suppliers.● Is used in quick enablement through CC invoices and payment proposals. For information, see Topics about

supplier quick enablement [page 176].● Is used in SAP Ariba Invoice Management for exporting payment-related data to an external ERP system.

NoteIf you enter an unsupported value in the PreferredOrderingMethod column (that is, a value other than Fax, Email, URL, or Print), orders for that supplier location are treated as manual orders. The supported values are case sensitive, so enter them exactly as shown.

Ordering methods for sending orders through Ariba Network

The following table describes the ordering methods for sending orders and Blanket Purchase Orders (BPO) to suppliers through Ariba Network:

Ordering Method Explanation

Fax Orders are sent to Ariba Network, along with the supplier’s fax number, using a private ID [page 170].

You specify fax numbers for suppliers in the file SupplierLocation.csv.



Ordering Method Explanation

Email Orders are sent to Ariba Network, along with the supplier’s email address, using a private ID [page 170].

You specify email addresses for suppliers in the file SupplierLocation.csv.

URL Orders are sent to Ariba Network using the supplier’s Ariba Network ID.

You specify Ariba Network IDs in the file SupplierLocationSupplement.csv.

NoteIn the Supplier Location user interface, this method is called Electronic Ordering.

Ordering methods for exporting payment data from SAP Ariba Invoice Management

The choice(s) of ordering method for SAP Ariba Invoice Management sites configured to export payment-related data to an external ERP system depend on your relation to the supplier.

Set the ordering method for the supplier location as follows:

● For private suppliers, set the ordering method to Fax or Email.● For suppliers with whom you have already established a trading relationship on Ariba Network, set the ordering

method to URL (referred to as Electronic Ordering in the Supplier Manager workspace).

If a supplier is configured with any other ordering method, such as Print or No Choice, the invoices or payments created for the supplier cannot be sent to the external ERP system.

Manual ordering method

If you do not want to send orders or BPOs to a supplier through Ariba Network, you specify the Print ordering method. When you specify the Print ordering method, depending on your order method, users must manually process orders and BPOs sent to that supplier.

When a manual purchase order is ready to be sent, an email notification message is sent to users who have permission to process manual orders. In the default configuration, members of the Procurement Manager, Procurement Agent, and Purchasing Agent groups can process manual orders.

A manual order remains in the Ordering status until a user marks it as ordered by clicking Mark Ordered in the user interface. The manual order then moves to the Ordered status.

The contract status for a manual blanket purchase order moves immediately to Processed.

For more information on how users process manual orders, see the Purchasing guide for procurement professionals.

Note● If your site is configured for the POERPCC primary order method followed by the POERP order method, in

the default configuration all ERPCC POs associated with manual suppliers are automatically processed to the Ordered state when the ERP acknowledgement is received. The site configuration parameter


Application.Procure.OrderMethodParameters.ERPCC.DisableProcessingForManualSuppliers controls this behavior. If the parameter is set to Yes, all ERPCC POs associated with manual suppliers remain in the Ordering state until a user manually performs the "Mark Ordered" action on them. The default for this parameter is No. Contact SAP Ariba Customer Support to request a change to this parameter.

● The Application.Procure.ManageManualOrderProcessorsAndEmailNotificationRecipients parameter determines the groups or users who can process manual orders and receive email notifications related to manual orders. Unless the value of this parameter is set to RequesterAndPreparer, preparers and requesters do not receive email notifications when manual orders for their requisitions are processed to the Ordered state. To ensure that preparers and requesters receive email notifications when their orders are processed to the Ordered state, set the Application.Purchasing.SendMailToPreparerAndRequesterOnPurchaseOrderGeneration parameter to Yes. With this setting, preparers and requesters also receive email notifications for their orders irrespective of the settings for the Application.Procure.ManageManualOrderProcessorsAndEmailNotificationRecipients parameter.

Supplier location contacts data importThe Import Supplier Location Contacts data import task defines supplemental supplier location information. Supplemental supplier location information includes preferences for ordering methods, purchasing card information, payment model, and the supplier location’s Ariba Network ID. Import Supplier Location Contacts reads data from the CSV file named SupplierLocationSupplement.csv.

NoteIf there are duplicate Ariba Network ID entries in the CSV file, the Import Supplier Location Contacts task will fail. Ariba recommends that customers work with Ariba Customer Support to ensure their data files are clean before importing the same.

You can also import supplier locations and related information by running the Import Supplier Location Data (Consolidated File) data import task. For more information, see About Import Supplier Location Data (Consolidated File) [page 212].

SupplierLocationSupplement.csv: PeopleSoft Example

SupplierLocationSupplement.csv provides data to the Import Supplier Location Contacts import task.

Following is an example of SupplierLocationSupplement.csv for PeopleSoft:

UTF8 UniqueName,SetId,ContactID,PreferredOrderingMethod,PCardAcceptanceLevel,GhostPCardNumber,ChangeOrderRestrictions,AribaNetworkId,SplitOrderOnShipTo,PaymentModel sid480-be,SHARE,480-BE,,,,,,,sid480-hq,SHARE,480-HQ,,,,,,,sid481-si,EGVL1,481-SI,,,,,,,sid482-hq,EGVL1,482-HQ,,,,,,,



sid483-hq,EGVL1,483-HQ,,,,,,,sid488-ca,SHARE,488-CA,,,,,AN70000000064,, SHARE:USA0000006:1,SHARE,USA0000006:1:0,,,,,AN70000000004,,0

NoteThe PaymentModel column has been deprecated. The Ariba Network payment model will be de-supported in a future release, and is not available to new implementations of SAP Ariba Procurement solutions.

SupplierLocationSupplement.csv: SAP Example


Following is an example of SupplierLocationSupplement.csv for SAP:

UTF8 UniqueName,ContactID,PreferredOrderingMethod,PCardAcceptanceLevel,GhostPCardNumber,ChangeOrderRestrictions,AribaNetworkId,SplitOrderOnShipTo,PaymentModel 0000000001,0000000001,Print,,,,AN70000000003,,0000000100,0000000100,URL,1,,,AN70000000004,,0000001000,0000001000,Print,0,,,,,0000005000,0000005000,Print,,,,,,0000005300,0000005300,URL,,,,AN70000000157,, 0000005400,0000005400,URL,,,,AN01000000106,,2


SupplierLocationSupplement.csv: Generic Example


Following is an example of SupplierLocationSupplement.csv for Generic:

UTF8 UniqueName,ContactID,PreferredOrderingMethod,PCardAcceptanceLevel,GhostPCardNumber,ChangeOrderRestrictions,AribaNetworkId,SplitOrderOnShipTo,PaymentTerms,PaymentModel 9,9,Print,0,,,,,PT1,9,64,Print,0,,,,,PT1,13,13,Print,1,,,,,PT1,14,63,URL,0,,,AN70000000004,,PT1,15,14,Print,0,,,,,PT1, 29,28,Email,1,,,,,PT1,



Supplier location data (consolidated file) data importThe Import Supplier Location Data (Consolidated File) data import task defines supplier locations and related information and reads from the SupplierLocationConsolidated.csv file.

This task defines the default payment terms and also determines whether supplier locations are enabled for Evaluated Receipt Settlement (ERS) transactions. After you have enabled the evaluated receipt settlement feature on your site, the field ERSAllowed will be available in the SupplierLocationConsolidated.csv file to flag which suppliers you are enabling for ERS.

For information on the Ariba Network ID field, see Ariba Network IDs for supplier locations [page 169].

For information on the PreferredOrderingMethod field, see Ordering methods for a supplier location [page 208].

SupplierLocationConsolidated.csv: PeopleSoft Example

SupplierLocationConsolidated.csv defines supplier location and related information.

Following is an example of the SupplierLocationConsolidated.csv file for PeopleSoft:

UTF-8,,,,,,,,,,,,,,,,,,,,,,,,,,,,, LocationID,City,Phone,VendorID,SetID,PostalCode,Locale,FreightTerms,BuyerID,EmailAddress,ContactID,AribaNetworkId,SplitOrderOnShipTo,PCardAcceptanceLevel,PreferredOrderingMethod,Fax,ContactName,Currency,PaymentModel,MatchCtrlID,Name,ANPayEnabled,PaymentTerms,Country,PSLocationID,Lines,DisplayMethod,ShipTypeID,Region,ChangeOrderRestrictions SHARE:DE0001Test1_loc1,Ottawa,613.238.5335,SHARE:DE0001Test1,SHARE,K1N 1G8,en_US,ORIGIN,VP1,[email protected],SHARE:DE0001Test1_loc1_contID1,an4567890123,No,0,URL,613.238.5336,Allen Trammell: Canada,CAD,1,STANDARD,SHARE:DE0001Test1_loc1_testLocation,No,30,CA,MAIN,488-12 Supplier Arcade,PHN,AIR,Ontario,0SHARE:DE0001Test1_loc2,Waterloo,800-816-8160 x816,SHARE:DE0001Test1,EGVL1,N2V 2A2,fr_CA,DES,POS1,[email protected],SHARE:DE0001Test1_loc2_contID2,an4567890124,No,0,Print,800-816-8161,Allen Trammell: Canada,USD,2,STANDARD,SHARE:DE0001Test1_loc2_testLocation,Yes,EM,US,HQ,180 Junta Court,PRN,UPS REG,ON,0sid222_loc1,Cadillac,(604) 685-4312,sid222,EGVL1,N2V 2A2,fr_CA,DES,POS1,[email protected],sid222_loc1_contID1,an4567890130,No,0,Print,800-816-8161,Allen Trammell: Canada,USD,2,STANDARD,sid222_loc1_testLocation,Yes,EM,US,MAIN,496 JCN Circus,PRN,UPS REG,ON,0 sid222_loc2,Ottawa,800-816-8160 x817,sid222,SHARE,81601,en_US,ORIGIN,VP1,[email protected],sid222_loc2_contID2,an4567890131,No,0,Mail,800-496-4961,Allen Trammell: Canada,EUR,0,STANDARD,sid222_loc2_testLocation,No,0,BE,MAIN,Boulevard du 800 Fleur 480,PHN,AIR,Ontario,0

SupplierLocationConsolidated.csv: SAP Example


Following is an example of the SupplierLocationConsolidated.csv file for SAP:

UTF-8



PCardAcceptanceLevel,City,LocationID,Phone,PreferredOrderingMethod,VendorID,ContactName,Fax,PaymentModel,ANPayEnabled,PostalCode,Name,Locale,Country,ContactID,EmailAddress,AribaNetworkId,SplitOrderOnShipTo,ChangeOrderRestrictions,Region 0,Hamburg,0000001111,80-80-12345,Print,0000001111,Hr. Müller,06894/55501-0,1,No,27563,Forks Manufacturing GmbH,en_US,DE,0000001111,[email protected],AN812345,No,0,CA 0,Hamburg,0000001112,80-80-12346,Print,0000001112,Hr. Schneider,1 650 390 1225,2,No,27563,1,en_US,DE,0000001112,06894/55501-100,AN812346,No,0,CA

SupplierLocationConsolidated.csv: Generic Example


Following is an example of the SupplierLocationConsolidated.csv file for Generic:

UTF-8,,,,,,,,,,,,,,,,,,,,, PCardAcceptanceLevel,City,LocationID,Phone,PreferredOrderingMethod,VendorID,ContactName,Fax,PaymentModel,ANPayEnabled,PostalCode,Name,PaymentTerms,Locale,Country,ContactID,EmailAddress,Lines,AribaNetworkId,SplitOrderOnShipTo,ChangeOrderRestrictions,Region 1,Santa Clara,sid4567_loc1,(408)246-4000,Print,sid4567,Lisa Kennedy,(408)246-4100,1,Yes,95050,sid4567_loc1_testLocation,PT1,,US,sid4567_loc1_contID1,[email protected],8970 Tasman Drive,an12345,No,0,CA 1,New York,sid4568_loc1,(516)234-5000,Print,sid4568,Jack Cohen,(516)234-5500,1,No,10012,sid4568_loc1_testLocation,PT1,,US,sid4568_loc1_contID1,[email protected],55 Broadway,an12347,No,0,NY

Supplier location phone number formats

When defining phone and fax numbers for supplier locations, use formats expected for the supplier location country/region. Correctly formatted numbers are included on orders and passed to the supplier company profile, which means less manual work for suppliers.

When a purchase order is created, SAP Ariba Buying or SAP Ariba Buying and Invoicing attempts to add the phone and fax numbers from the supplier location contact:

● If the numbers match the expected format for the supplier location country/region, the information is added to the cXML order that the SAP Ariba solution sends to Ariba Network. The numbers are also added to the Contacts tab in the supplier's company profile on Ariba Network.

● If the format of a phone or fax number is nonstandard, the numbers are not added to the cXML order from the SAP Ariba solution. Suppliers must manually update the information in their profile.

In SAP Ariba solutions, the phone and fax numbers are on the Supplier Addresses tab of the supplier location.

The following table includes some examples of expected format by country/region. Other formats might be acceptable for these countries, but the formats in the table are the most common.

Table 1: Examples of common phone number formats

Supplier location country/region Phone/fax number format

Australia xx xxxx xxxx


Supplier location country/region Phone/fax number format

Brazil xxxx xxxx

China xxxx xxx xxxx

xxx xxxx xxxx

France xx xx xx xx xx

x xx xx xx xx

Hungary xx x xxx xxxx

x xxx xxxx

Italy xx xxxxxxxx

xxx xxxxxxx

India xxxx xxxxxx

Luxembourg xxxx xxxx

x xxx xx

Poland xx xxx xx xx

Romania xxx xxx xxxx

xxxx xxx xxx

Russia x xxx xxx xx xx

xxx xxx xx xx

Spain xxx xxx xxx

xx xxx xxx

Taiwan xxxx xxxxxx

xx xxxx xxxx

Tunisia xx xxx xxx

Ukraine xxx xxx xxxx

xxxx xx xxxx

United Kingdom xxx xxxx xxxx

xxxx xxxx xxxx

United States (xxx)xxx-xxxx

Vietnam xxxx xxx xxxx

xxx xxx xxxx



Keep the following tips in mind when configuring phone or fax numbers for supplier locations:

● Don't specify the country/region code (for example, 44 for the United Kingdom) when configuring phone and fax numbers. The code is added automatically based on the supplier location country/region.

● Use correct spacing for the phone number digits to allow SAP Ariba solutions to separate the area code from the remaining part of the phone number.

These phone and fax number formats also apply to supplier location data loaded through the Import Suppliers task and the Import Supplier Location Data (Consolidated File) task.


Topics about commodity codes

Commodity codes in SAP Ariba Procurement solutions [page 216]

Topics about account type defaulting [page 218]

Configuring accounting information defaults based on line item amount [page 224]

How to manage commodity codes in Ariba Administrator [page 227]

Data import tasks for commodity codes [page 235]

Import system commodity codes [page 235]

Import ERP commodity codes [page 236]

Import ERP Commodity to Commodity Mapping [page 238]

How to use data import tasks to maintain commodity codes [page 244]

Commodity codes in SAP Ariba Procurement solutions Commodity codes are a classification system for goods and services. There are a variety of emerging global standards for classification systems. Many corporations also have proprietary systems associated with legacy data.

Examples of commonly used classification systems include the following:

● United Nations Standard Products and Services Code (UNSPSC)● North American Industry Classification System (NAICS)● eClass Standardized Material and Service Classification

Hierarchical commodity codes

Many classification systems support hierarchies. UNSPSC, which is classification system used by SAP Ariba solutions, uses codes that are eight-digit numbers. Each code consists of four pairs of digits that create a hierarchy of increasingly specific categories. The finer the granularity of the product description, the more digits in the UNSPSC code.

For example, the UNSPSC code for wooden pencils is

44121706

which breaks down into the following categories:

44 Office equipment, accessories, and supplies 12 Office supplies



17 Writing instruments 06 Wooden pencils

A value of 0 for any code is interpreted as a wildcard. For example, there is no code for “assorted cut flowers.” Instead, there are categories for specific types of cut flowers, such as lilies:

10161702

10 Live plant or animal material 16 Floriculture products 17 Cut flowers 02 Cut lilies

System and ERP commodity codes

SAP Ariba Procurement solutions use two kinds of commodity codes: system commodity codes based on the UNSPSC commodity code system and ERP commodity codes.

● System commodity codes are already preloaded in SAP Ariba Procurement solutions. For information on the default system commodity codes, see the Reference data workbook. For information on how to access the Reference data workbook, see Reference data workbooks.

● ERP commodity codes are based on the commodity codes in your ERP system. Customer administrators are responsible for loading and managing ERP commodity codes and mapping ERP commodity codes to the system commodity codes.

NoteERP commodity codes are referred to as “partitioned” commodity codes on Ariba Administrator pages.

Commodity code driven functionality

Apart from providing a classification system for goods and services, SAP Ariba Procurement solutions uses commodity codes for the following:

● Accounting and account type defaulting: Every item is associated with a commodity code. When users select items on their requisitions, contracts, or non-PO invoices, the accounting information associated with the commodity code is used as the default accounting information for the item. You configure commodity code based accounting defaulting in the ERPCommodityCodeMap.csv file.For more information about accounting defaulting, see Topics about accounting information defaulting on approvables [page 28]

● In SAP Ariba Buying and Invoicing and SAP Ariba Buying, you can associate commodity codes with receiving types in the file ReceiptByCommodityCode.csv. Receiving types determine whether a receipt is required for an item on a purchase order or contract.For more information, see Import receiving types by commodity code.

● Tax calculation: You can associate commodity codes with tax codes in the file TaxCodeLookup.csv. The tax rate lookup table uses the tax code and tax type of the tax line to determine the final tax amount.For information about tax configuration, see Tax and charge configuration.

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about commodity codes PUBLIC 217


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Commodity codes in the user interface

When users add a non-catalog item to their purchase, they must select an appropriate commodity code from the list of system commodity code list or the mapped ERP commodity code list.

Topics about account type defaultingIn SAP Ariba Procurement solutions, account types are associated with line items and are part of the required information for that item in the approvable document. The account types for all items are defaulted from the associated commodity code mapping.

Account types in SAP Ariba Procurement solutions [page 218]

Account type defaulting example based on line item amount [page 220]

Account type defaulting on line item unit price [page 221]

Account types in SAP Ariba Procurement solutionsWhen a requisition or invoice is created, the account types (for example, Capital, Expense, Lease, and so on) and accounting combination values (such as Company, Product, Project, Business Unit, and so on) get defaulted from the following sources:

● The accounting information associated with the product, if any, which is based on the commodity code. You define default accounting information for commodity codes in the file ERPCommodityCodeMap.csv.

● If the commodity code is not found in ERPCommodityCodeMap.csv, the requester’s default accounting information is used.

The ERPCommodityCodeMap.csv file typically has multiple entries of which the SAP Ariba solution first looks at the entries that match the commodity code (CommonID in the CSV file) of the selected catalog or non-catalog item. It then looks at the MinAmt and MaxAmt values that match with the line item amount.

If there is just 1 entry that matches, SAP Ariba Procurement solutions validate the line item amount against the MinAmt and MaxAmt values to verify whether the amount is within the specified range, and:

● If the line item amount is within this range, that accounting entry is selected for defaulting.● If the line item amount is not within the specified range, users are not allowed to submit the requisition.● If the MinAmt and MaxAmt values are not specified in the matching entry, that entry is selected for defaulting.● If the line item amount falls within the MinAmt and MaxAmt range for multiple entries, an entry is chosen as

follows:○ If one of the entries is marked as preferred (Preferred=True), the preferred entry is selected.○ If none of the entries are marked as preferred, the Ariba solution sorts the entries by the alphabetical order

by AccountType and selects the first entry.

NoteThe defaulting rule does not apply to imported requisitions if the RequisitionDetail.csv file includes a column for account type data. Account type data in imported requisitions is validated by SAP Ariba



Procurement solutions before the requisition moves to Submitted state. If an imported requisition has invalid account type data, the status remains at Composing, and the account type is blank.

Account type defaulting based on unit price

In the default configuration, the account type is defaulted based on the amount (quantity x unit price) of the approvable line. However, if you want the defaulting to be based on the line item unit price, contact your Designated Support Contact, who will log a service request, and an Ariba Customer Support representative will follow up to configure your site accordingly.

NoteWhen changing your site configuration from amount-based defaulting to unit price-based defaulting, ensure that your ERPCommodityCodeMap.csv file entries are correct and apply to the change in the defaulting behavior.

Account type defaulting on contracts and requisition line items

When a contract is associated with a requisition line item, the account type defaults from the matching entry found in the ERPCommodityCodeMap.csv file, and not from the account type in the contract.

Account type defaulting on invoices

PO-based invoices and contract-based invoices typically get all the accounting values and account type from the corresponding purchase order or contract.

If an invoice line is not associated with a purchase order or a contract, and it has a commodity code, defaulting of accounting values and account type follows the same logic as in requisitions. That is, if the Ariba procurement solution has to default the account type and accounting values from a suitable entry in the ERPCommodityCodeMap.csv file, it applies the same logic as when defaulting these values for requisitions.

NoteAny change to the invoice (line item price) does not trigger the accounting defaulting mechanism, as the account type and accounting information is inherited from the originating purchase order only.


Account type defaulting example based on line item amount

The default account type example illustrates how SAP Ariba Procurement solutions processes a requisition line based on an exampleERPCommodityCodeMap.csv file.

Suppose a requisition line has the following values:

● Commodity Code: Benefit● Line Item Unit Price: $55.00● Quantity: 3● Amount: $165.00 (Unit Price x Quantity)

And the ERPCommodityCodeMap.csv file has the following lines:

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,Preferred,PurchasingUnit,AccountType,Account, SubAccount,Project,Product,ShipTo,DeliverTo,Company,CostCenter,Region,BusinessUnit,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,10,BENEFIT:TRANSPORT,false,All,Capital,7752,,,,,,,,,,200,410,USDunspsc,10,BENEFIT:AUTOLEASE,true,All,Expense,7752,,,,,,,,,,50,200,USD unspsc,11,EDUCATION,,All,Expense,7752,,,,,,,,,,410,700,USD

The SAP Ariba solution first identifies the two accounting entries in the CSV file that match the requisition line item commodity code (Benefit). It then selects the second accounting entry based on the line item amount ($165), which falls within the MinAmt and MaxAmt range (50-200).

All the other accounting values in this entry are also defaulted on to the requisition line item.

In the preceding example, if the MinAmt and MaxAmt ranges overlap for the Expense and Capital account types (for example, if the ranges are 50–175 and 150–200), the line item amount falls within two ranges. In this case, the Expense account type entry (the preferred entry) is selected and the accounting values in that entry are defaulted to the line item. Similarly, if MinAmt and MaxAmt values in both the matching entries are blank, the SAP Ariba solution selects the preferred entry. If there are no preferred values entries, the Capital account type entry (the first account type, alphabetically) is selected.

When changes in a requisition, purchase order, or invoice result in the accounting combination values to be re-defaulted, the SAP Ariba solution does not take these values from the requester’s user profile, but directly defaults it from the matching entry in the ERPCommodityCodeMap.csv file.



Switching between unit price and line item amount based account type defaulting

The following table describes the defaulting behavior if you were to switch your site from setting the default account type based on the line item amount to setting it based on unit price:

Scenario Resulting Behavior

User creates a requisition with:

● Unit Price: $30● Quantity: 5● Line Item Amount: $150

This requisition is submitted and approved.Now, the customer site is changed to default account type based on unit price.The user then performs a change order to modify the quantity to 4. V2 of this requisition is approved.A PO-based invoice is created and reconciled.The customer site is reconfigured to default account type based on amount, and the requisition is modified to change the quantity to 5.V3 of this requisition is submitted and approved.The ERPCommodityCodeMap.csv file that is used for this scenario is the following:Account,AccountType,BusinessUnit,CommonId,<...>,PartitionedCommodityCode,<...>,MaxAmt,MinAmt,<...>7520,Expense,US012,44102409,<...>,5004,unspsc,<...>7520,Lease,US012,44102409,<...>,5004,<...>,100,10,<...>l7520,Capital,US012,44102409,<...>,,5004,<...>,200,101,<...>l

● When the user first creates this requisition, the Capital account type is defaulted.Reason: This entry matches with the line item amount range that is specified in the CSV file ($30 x 5 is within 101 - 200)

● When the customer site is reconfigured for unit price-based defaulting, the application triggers the defaulting mechanism to select Lease as the account type.Reason: For V2, the line item unit price $30 is within the 10 - 100 range.

● In the third instance where the configuration is reverted default based on the line item amount, the account type Capital is selected.Reason: The quantity in V3 is changed to 5, and defaulting is now based on amount ($30 x 5 is within the 101 - 200 range).In each of these cases, the user is able to create and reconcile the invoice successfully. There is no impact on the invoice, because the account type and account values are defaulted from the originating purchase order.

Account type defaulting on line item unit price

A table describes the defaulting behavior in various requisition and purchase order scenarios when your site is configured to default account type based on the line item unit price.


Multiple entries match, but one of the matching entries in the ERPCommodityCodeMap.csv file does not have the MinAmt and MaxAmt range specified.

If the unit price is not in the amount range of any of the matching entries (based on commodity code), the Ariba solution defaults the account type and other accounting details from the entry that does not have the MinAmt and MaxAmt range specified.



The line item unit price falls in the MinAmt and MaxAmt range of one of the matching entries.

The account type is defaulted from the matching entry that has the specified unit price fitting into the MinAmt and MaxAmt range.

The requisition has two items with unit price as $200 and $300

The ERPCommodityCodeMap.csv file has continuous range values specified for MinAmt and MaxAmt. For example:

Account,AccountType,BusinessUnit,CommonId,Company,CostCenter,CurrForMinAndMaxAmt,PartitionedCommodityCode,Product,Project,Region,ShipTo,SubAccount,CommonIdDomain,DeliverTo,MinAmt,MaxAmt,Preferred,PurchasingUnit

7520,Capital,US012,44102202,GD,1000,USD,,,,,US017,5004,unspsc,Arnold Davis,200,300,No,All

7520,Lease,US012,44102202,GD,1000,USD,,,,,US017,5004,unspsc,Arnold Davis,300,550,No,All

Line item 1 is defaulted with account type Capital ($200, which is the MinAmt) along with the accounting details from that entry. But, account type Lease is also available for manual selection from the drop-down menu.

Line item2 is defaulted with the account type Lease ($300, which is the MinAmt) along with the accounting details from that entry. But, account type Capital is also available for manual selection from the drop-down menu.

You create a requisition line item with unit price as 600 AUD and submit the requisition.

The ERPCommodityCodeMap.csv file has the currency as USD, and the ranges are specified. For example:

Account,AccountType,BusinessUnit,CommonId,Company,CostCenter,CurrForMinAndMaxAmt,PartitionedCommodityCode,Product,Project,Region,ShipTo,SubAccount,CommonIdDomain,DeliverTo,MaxAmt,MinAmt,Preferred,PurchasingUnit

7520,Expense,US012,44102403,GD,1000,USD,,,,,,5004,unspsc,,200,100,No,All



The Ariba solution converts the AUD value into USD and correctly defaults the account type as Lease (third entry).




You create a requisition with the fields marked as “user set.” The requisition has a line item with unit price $250 and quantity of 4.

Then you edit this requisition to manually change the defaulted account type to Lease and also increase the unit price to $280. Submit the requisition.

Later, you copy this requisition.

The ERPCommodityCodeMap.csv file has the following matching entries:

CommonIdDomain,CommonId,PurchasingUnit,AccountType,Account,SubAccount,Project,Product,ShipTo,DeliverTo,MaxAmt,MinAmt,CurrForMinAndMaxAmt

7520,Expense,US012,44102406,GD,1000,USD,,,,,US017,5004,unspsc,Arnold Davis,,,No,All



At the time of requisition creation, the Ariba solution defaults the account type (Capital) and accounting values from the third line given in the sample extract.

When the requisition is edited and you manually change the account type to Lease, the manual changes are retained as the fields have been marked as “user set.”

When you copy this requisition, the manually changed values are retained. The Ariba solution does not re-default the values from the ERPCommodityCodeMap.csv file.

NoteThe defaulting mechanism overrides the user set function and re-defaults the account type and accounting values if the change in unit price is beyond the previously selected MinAmt and MaxAmt range.

For example, in this scenario, if you changed the unit price from $250 to $450, though the fields are marked as “user set”, the Ariba solution defaults the account type as Lease.

You login as cnoll (associated to PU US002) and create a requisition.

Later, you login as adavis (associated to PU US005) and create a requisition.

The ERPCommodityCodeMap.csv file that is used for this scenario will have three entries, with the purchasing unit for one of the entries set to All. Also, the ranges are not specified in any of the matching entries.

For example:

Account,AccountType,BusinessUnit,CommonId,Company,CostCenter,CurrForMinAndMaxAmt,PartitionedCommodityCode,Product,Project,Region,ShipTo,SubAccount,CommonIdDomain,DeliverTo,MaxAmt,MinAmt,Preferred,PurchasingUnit

7520,Expense,US012,44102407,GD,1000,USD,,,,,US017,5004,unspsc,Arnold Davis,,,No,All

7520,Lease,US012,44102407,GD,1000,USD,,,,,US017,5004,unspsc,Arnold Davis,,,No,US002

7520,Capital,US012,44102407,GD,1000,USD,,,,,US017,5004,unspsc,Arnold Davis,,,No,US005

● As cnoll, when you create the requisition, the Ariba solution defaults the Expense account type and lists Lease as an option in the drop-down menu.Reason: Expense account type line applies to all PUs and the Lease account type line applies to cnoll’s PU. So, when these two lines are sorted alphabetically, the Expense account type line is defaulted.

● When you login as adavis and create a requisition, the defaulting mechanism selects Capital as the account type, with Expense being listed in the drop-down menu.Reason: PU US005 of adavis is an exact match and this entry corresponds to the Capital account type. Capital is defaulted when Capital and Expense lines are sorted alphabetically.


Configuring accounting information defaults based on line item amount

You can include optional columns in ERPCommodityCodeMap.csv to specify default accounting information for line items on requisitions and non-purchase order invoices based on line item amount.

The following optional columns are available in ERPCommodityCodeMap.csv:

● MinAmt and MaxAmt specify a line item amount range. Whenever the line item amount falls within the specified range, the accounting information from the corresponding row in ERPCommodityCodeMap.csv is selected.Line item amount ranges can be specified in one of the following ways:○ With both the MinAmt and MaxAmt, which indicates a definite range and is identified by the system as the

‘best’ fit range○ Only the MinAmt or the MaxAmt, which indicates a range with only one defined limit and is identified by the

system as the ‘better’ fit range○ With neither MinAmt nor MaxAmt, which indicates there are no defined limits and is identified by the

system as the ‘good’ fit rangeThe Account types available for selection in the user interface are filtered by the kind of range they fall in. For example, if the specified amount falls in a ‘best’ fit range, then the corresponding Account type is defaulted and ‘better’ and ‘good’ fit ranges are ignored. This behavior also applies if the amount falls in a ‘better’ or ‘good’ fit range.If the amount falls in multiple ‘best’ fit ranges, then the Account type is defaulted based on alphabetical order of precedence, and the other ‘best’ fit Account types are also available for selection. This behavior also applies if the amount falls in a ‘better’ or ‘good’ fit range.

● CurrForMinAndMaxAmt specifies the currency for the amounts in the MinAmt and MaxAmt columns.

Default accounting based on line item amount: PeopleSoft example

In the PeopleSoft example, commodity code 4321 is mapped to three account types: Capital, Lease, and Expense.

When a line item amount is between $301 and $400, Capital is selected as the account type and the other accounting information is set from the corresponding row. Similarly, when a line item amount is between $150 and $300, Lease is selected as the account type. If a line item amount does not fall in a specified range, the account type is set to Expense and the other accounting information is set from the corresponding row.

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,AccountType,Account,SetId,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,PurchasingUnit unspsc,4321,SHARE:00003,Capital,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,301,400,USD,unspsc,4321,SHARE:00003,Lease,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,150,300,USD, unspsc,4321,SHARE:00003,Expense,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,,,,

In the following example, with the same commodity code mapping, when a line item amount is $250, the account type is defaulted to Capital and the pull down list also has Lease as an option. This is because the amount is in the



specified range for both Capital and Lease. Capital is defaulted because the alphabetical order of precedence applies.

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,AccountType,Account,SetId,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,PurchasingUnit unspsc,4321,SHARE:00003,Capital,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,200,400,USD,unspsc,4321,SHARE:00003,Lease,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,150,300,USD, unspsc,4321,SHARE:00003,Expense,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,,,,

In the following example, with the same commodity code mapping, when a line item amount is $250, the account type is defaulted to Lease and no other option is available. This is because the amount is in the specified range for Lease only.

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,AccountType,Account,SetId,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,PurchasingUnit unspsc,4321,SHARE:00003,Capital,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,300,500,USD,unspsc,4321,SHARE:00003,Lease,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,150,,USD, unspsc,4321,SHARE:00003,Expense,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,,,,

In the following example, with the same commodity code mapping, when a line item amount is $250, the account type is defaulted to Expense and the pull down list also has Lease as an option. This is because the amount is in the specified range for both Expense and Lease. Expense is defaulted because the alphabetical order of precedence applies.

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,AccountType,Account,SetId,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,PurchasingUnit unspsc,4321,SHARE:00003,Capital,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,500,,USD,unspsc,4321,SHARE:00003,Lease,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,,,USD, unspsc,4321,SHARE:00003,Expense,SHARE:131000,SHARE,SHARE:US013,Arnold Davis,,,,

Default accounting based on line item amount: SAP example

In the SAP example, commodity code 432118 is mapped to three account types: CostCenter, InternalOrder, and Asset.

When a line item amount is between $301 and $400, Asset is selected as the account type and the other accounting information is set from the corresponding row. Similarly, when a line item amount is between $150 and $300, InternalOrder is selected as the account type. If a line item amount does not fall in any specified range, the account type is set to CostCenter and the other accounting information is set from the corresponding row.

UTF8 CommonIdDomain,CommonId,MaterialGroup,AccountType,CompanyCode,GeneralLedger,Asset,WBSElement,InternalOrder,ItemCategory,AccountCategory,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,432118,012,CostCenter,3000,0000405000,,,,"M",K,,,,,unspsc,432118,012,InternalOrder,3000,0000405000,,,,"M",K,,,150,300,USD unspsc,432118,012,Asset,3000,0000405000,,,,"M",K,,,301,400,USD


In the following example, with the same commodity code mapping, when a line item amount is $250, the account type is defaulted to Asset and the pull down list also has InternalOrder as an option. This is because the amount is in the specified range for both Asset and InternalOrder. Asset is defaulted because the alphabetical order of precedence applies.

UTF8 CommonIdDomain,CommonId,MaterialGroup,AccountType,CompanyCode,GeneralLedger,Asset,WBSElement,InternalOrder,ItemCategory,AccountCategory,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,432118,012,CostCenter,3000,0000405000,,,,"M",K,,,,,unspsc,432118,012,InternalOrder,3000,0000405000,,,,"M",K,,,150,300,USD unspsc,432118,012,Asset,3000,0000405000,,,,"M",K,,,200,400,USD

In the following example, with the same commodity code mapping, when a line item amount is $250, the account type is defaulted to InternalOrder and no other option is available. This is because the amount is in the specified range for InternalOrder only.

UTF8 CommonIdDomain,CommonId,MaterialGroup,AccountType,CompanyCode,GeneralLedger,Asset,WBSElement,InternalOrder,ItemCategory,AccountCategory,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,432118,012,CostCenter,3000,0000405000,,,,"M",K,,,,,unspsc,432118,012,InternalOrder,3000,0000405000,,,,"M",K,,,150,,USD unspsc,432118,012,Asset,3000,0000405000,,,,"M",K,,,301,500,USD

In the following example, with the same commodity code mapping, when a line item amount is $250, the account type is defaulted to Asset and the pull down list also has CostCenter as an option. This is because the amount is in the specified range for both Asset and CostCenter. Asset is defaulted because the alphabetical order of precedence applies.

UTF8 CommonIdDomain,CommonId,MaterialGroup,AccountType,CompanyCode,GeneralLedger,Asset,WBSElement,InternalOrder,ItemCategory,AccountCategory,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,432118,012,CostCenter,3000,0000405000,,,,"M",K,,,,,unspsc,432118,012,InternalOrder,3000,0000405000,,,,"M",K,,,500,,USD unspsc,432118,012,Asset,3000,0000405000,,,,"M",K,,,,,USD

Default accounting based on line item amount: Generic example

In the Generic example, commodity code 432118 is mapped to three account types: Capital, Lease, and Expense.

When a line item amount is between $301 and $400, Capital is selected as the account type and the other accounting information is set from the corresponding row. Similarly, when a line item amount is between $150 and $300, Lease is selected as the account type. If a line item amount does not fall in any specified range, the account type is set to Expense and the other accounting information is set from the corresponding row.

UTF8 CommonIdDomain,CommonId,PurchasingUnit,AccountType,Account,SubAccount,Project,Product,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,432118,All,Expense,7520,,,,US017,Arnold Davis,,,unspsc,432118,All,Lease,7520,,,,US017,Arnold Davis,150,300,USD unspsc,432118,All,Capital,7520,,,,US017,Arnold Davis,301,400,USD



In the following example, with the same commodity code mapping, when a line item amount is $250, the account type is defaulted to Capital and the pull down list also has Lease as an option. This is because the amount is in the specified range for both Capital and Lease. Capital is defaulted because the alphabetical order of precedence applies.

UTF8 CommonIdDomain,CommonId,PurchasingUnit,AccountType,Account,SubAccount,Project,Product,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,432118,All,Expense,7520,,,,US017,Arnold Davis,,,unspsc,432118,All,Lease,7520,,,,US017,Arnold Davis,150,300,USD unspsc,432118,All,Capital,7520,,,,US017,Arnold Davis,200,400,USD

In the following example, with the same commodity code mapping, when a line item amount is $250, the account type is defaulted to Lease and no other option is available. This is because the amount is in the specified range for Lease only.

UTF8 CommonIdDomain,CommonId,PurchasingUnit,AccountType,Account,SubAccount,Project,Product,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,432118,All,Expense,7520,,,,US017,Arnold Davis,,,unspsc,432118,All,Lease,7520,,,,US017,Arnold Davis,150,,USD unspsc,432118,All,Capital,7520,,,,US017,Arnold Davis,301,400,USD

In the following example, with the same commodity code mapping, when a line item amount is $250, the account type is defaulted to Expense and the pull down list also has Lease as an option. This is because the amount is in the specified range for both Expense and Lease. Expense is defaulted because the alphabetical order of precedence applies.

UTF8 CommonIdDomain,CommonId,PurchasingUnit,AccountType,Account,SubAccount,Project,Product,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,432118,All,Expense,7520,,,,US017,Arnold Davis,,,unspsc,432118,All,Lease,7520,,,,US017,Arnold Davis,,,USD unspsc,432118,All,Capital,7520,,,,US017,Arnold Davis,500,,USD

How to manage commodity codes in Ariba Administrator

Manage system and ERP commodity codes and commodity code mappings from the Commodity Code Manager workspace in Ariba Administrator.

ERP commodity codes are referred to as "partitioned" commodity codes on Ariba Administrator pages.

Members of the following groups can manage commodity codes from the Commodity Code Manager workspace:

● Customer Administrator● Purchasing Manager● Purchasing Agent● Procurement Manager● Procurement Agent● Commodity Code Manager


How to view system commodity codes

Prerequisites



Procedure


2. Choose Commodity Code Manager Commodity Codes .3. Click List All to display all the system commodity codes, or enter search criteria and then click Search or press

the Enter key.

The following table describes the columns on the Commodity Codes page.

Column Description

ID The unique internal identifier for the system commodity code.

Name The display name for the system commodity code.

Domain The domain of the system commodity code.

Enabled Specifies whether the system commodity code is enabled. When you enable or disable a system commodity code, all branches below it in the hierarchy are also enabled or disabled.

Effective Commodity Code The effective commodity code.

4. Click the ID link to view details for a particular system commodity code.

TipClick the triangle icon to display the commodity code hierarchy.




How to add or modify system commodity codes

Prerequisites



Procedure


2. Choose Commodity Code Manager Commodity Codes .3. Click Create New to add a system commodity code, or select the system commodity code you want to modify

and click Edit.4. On the General tab, enter or modify the following information:

Field Description

Domain The domain of the system commodity code, for example, UNSPC. You cannot modify this field in edit mode.

ID The unique internal identifier for the system commodity code. You cannot modify this field in edit mode.

Name The display name for the system commodity code.

Parent The parent system commodity code. You use this field to establish hierarchical relationships among system commodity codes.

Enabled Click Yes to enable the system code, or No to disable the system commodity code. When you enable or disable a system commodity code, all branches below it in the hierarchy are also enabled or disabled.


How to delete system commodity codes

Prerequisites




Procedure


2. Choose Commodity Code Manager Commodity Codes .3. Select the system commodity code you want to delete and click Delete.

TipClick the triangle icon to display the commodity code hierarchy.

4. Click OK to delete the system commodity code, or Cancel to return to the previous page without deleting the system commodity code.

How to export commodity codes

Export system commodity codes to a CSV file using the Export Commodity Codes data export task.

Prerequisites

Members of the Customer Administrator group can perform this task.

Context

You can also export system commodity code mappings. Use the Export Classification Code Relationships task to do so.

Procedure




2. Choose Site Manager Data Import/Export .3. Find the task Export Commodity Codes, and click Export.4. Choose the adapter source, and click OK.

○ All—exports all the commodity codes in the site.○ External—The object and all its data fields are maintained in an external system, such as an ERP system or

a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system.

Results

Commodity codes are exported to a CSV file.

How to manage system commodity code mappings in Ariba Administrator

Manage system commodity code mappings using the Commodity Code Manager Commodity Code Mapstask.

Prerequisites



Procedure

1. From the dashboard, choose Manage Core Administration .

2. Choose Commodity Code Manager Commodity Code Maps .3. Perform one of the following actions:

○ To edit a mapping, search for the mapping by entering the commodity code in the Value From or Value To field, and click Edit.

○ To create a new mapping, click Create New.


4. Choose values for the domain and value fields, and click Save.

NoteCommodity code mappings are bidirectional, so when you set up mappings, it doesn't matter which domain (custom, UNSPSC, and so on) you choose for Domain From and which you choose for Domain To.

How to view, add, change, or delete ERP commodity codes

You can examine your ERP commodity codes in Ariba Administrator.

Prerequisites



Context

Loading ERP commodity codes is optional for Generic variants; however, if you do load ERP commodity codes in a Generic site, SAP Ariba Procurement solutions turn on validation for the data, and the Partitioned Commodity Code field becomes a required field for requisitions containing non-catalog items.

The following table describes the columns on the Partitioned Commodity Codes page.

Column Description

ID The unique internal identifier of the ERP commodity code.

Name The display name of the ERP commodity code.

Description The user-visible description of the ERP commodity code.

Partition This information is for SAP Ariba internal use.

Procedure




2. Click Commodity Code Manager, and then click Partitioned Commodity Codes.3. Do one of the following:

○ Click List All to display all ERP commodity codes or enter search criteria and then click Search. To view details, click an ID in the ID column, or a name in Name column.

○ Click Create New to add an ERP commodity code. Enter a name and description and select the Adapter Source:○ AribaManaged—The object is not maintained in an external system. Objects with this data source are

maintained in Ariba Administrator.○ External—The object and all its data fields are maintained in an external system, such as an ERP

system or a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system.


○ Select the ERP commodity code, click Edit to modify the name or description.○ To delete an ERP commodity code, select the commodity code and click Delete. Before deleting any ERP

commodity codes, export your ERP commodity code data by running the Export ERP Commodity Codes data export task in case you need to add them back again.

How to view, add, change, or delete ERP commodity code mappings

ERP commodity code maps are mappings of system commodity codes, ERP commodity codes, and accounting fields. The available accounting fields depend on your ERP system.

Prerequisites



Context

You use the Partitioned Commodity Code Maps task in the Commodity Code Manager workspace to view, modify, add, and delete ERP commodity code maps. You can also add create commodity code map entries when you add your ERP commodity codes on the Partitioned Commodity Codes page.


Procedure

1. On the dashboard, click Manage Core Administration .2. Click Commodity Code Manager, and then click Partitioned Commodity Code Maps.3. Do one of the following:

○ Click List All to display all ERP commodity code maps, or enter search criteria and then click Search. To view details, click a system commodity code or ERP commodity code description.

○ Click Create New to create a new commodity code map entry. The fields that appear on these pages vary depending on your ERP system and configuration. The following table describes fields that are common to all ERP systems:

Field Description


Adapter Source The adapter source, which can be one of the following values:○ AribaManaged—The object is not maintained in an external

system. Objects with this data source are maintained in Ariba Administrator.

○ External—The object and all its data fields are maintained in an external system, such as an ERP system or a set of CSV files. Objects with this adapter source can be overwritten or deleted when data is imported from the external system.


Commodity Code Description The system commodity code.

Partitioned Commodity Code Description The ERP commodity code mapped to the system commodity code.

Ship To The shipping address mapped to the system commodity code.

Deliver To The delivery address mapped to the system commodity code.

Min AmountMax Amount

Use these fields to specify default accounting information for line items on requisitions and non-purchase order invoices based on the line item amount. Min Amount specifies the minimum amount and Max Amount specifies the maximum amount. Select the currency for each amount by using the currency chooser. Whenever a line item amount falls within the range specified by these fields, the accounting information from the associated commodity code mapping is used.

○ Select the ERP commodity code map, and then click Delete. You can delete multiple ERP commodity code maps at the same time. Before deleting any ERP commodity code maps, export your ERP commodity code map data by running the Export ERP Commodity to Commodity Mapping data export task in case you want to add the mappings later.



Data import tasks for commodity codesYou use data import tasks with CSV files that define your ERP commodity codes and code-related data.

The following table lists the data import tasks and CSV files that define commodity codes and commodity code-related data, identifies whether the data originates in a PeopleSoft, SAP, or Generic system, and specifies whether the data is required. Tasks appear in the recommended data import order.

Data Import Task CSV Files Imported PeopleSoft SAP Generic Required

Import system commodity codes [page 235]

CommodityCode.csv X X X Yes

Import ERP commodity codes [page 236] ERPCommodityCode.csv

X X X Yes for SAP and PeopleSoft; optional for Generic.

Import ERP Commodity to Commodity Mapping [page 238]

ERPCommodityCodeMap.csv

Yes

NoteIf you load ERP commodity codes in a Generic site, the SAP Ariba solution turns on validation for the data, and the ERP Commodity Code field becomes a required field for requisitions containing non-catalog items.

Import system commodity codesThe Import System Commodity Codes data import task imports material groups (SAP) or commodity codes (PeopleSoft) retrieved from your ERP system. It reads data from the CSV file named CommodityCode.csv.

CommodityCode.csv is required in sites configured for PeopleSoft and SAP. CommodityCode.csv is optional for Generic variants.

The CommodityCode.csv file is structured identically for PeopleSoft, SAP, and generic variants. Following is an example of the CommodityCode.csv file:

UTF8 Domain,UniqueName,Name,ParentUniqueName unspsc,41101504,Homogenizers,41101504unspsc,41101807,Electron diffraction apparatus,411018unspsc,41103019,Plasma storage freezers,411030unspsc,41102916,Microtomes,411029 unspsc,41103704,Biological baths,411037


Import Translations for System Commodity Codes

You can use the Import Translations for System Commodity Codes data import task to import translations for system commodity code names and descriptions.

UTF8 UniqueName,Name,Language 41101504,Homogenizers,English41101504,Homogeneisateurs,French 41101504,Homogeneizadores,Spanish

Import ERP commodity codesThe Import ERP Commodity Codes data import task imports material groups (SAP) or commodity codes (PeopleSoft) retrieved from your ERP system. It reads data from the CSV file named ERPCommodityCode.csv.

ERPCommodityCode.csv is required in sites configured as PeopleSoft or SAP variants. It is optional for Generic variants, but if you do load ERP commodity codes in a Generic site, the Ariba system turns on validation for the data, and the Partitioned Commodity Code field becomes a required field for requisitions containing non-catalog items.

ERPCommunityCode.csv: PeopleSoft Example

ERPCommodityCode.csv is required in sites configured for PeopleSoft.

Following is an example of ERPCommodityCode.csv for PeopleSoft:

UTF8 SETID_CATEGORY_ID_,DESCRSHORT,DESCR,CATEGORY_ID SHARE:00002,Accessories,ACCESSORIES,00002SHARE:00001,All Items,ALLITEMS,00001SHARE:00010,Camping Equipment,CAMPING,00010SHARE:00013,Climbing Equipment,CLIMBING,00013 SHARE:00009,Cycling Equipment,CYCLING,00009

ERPCommunityCode.csv: SAP Example

ERPCommodityCode.csv is required in sites configured for SAP.

Following is an example of ERPCommodityCode.csv for SAP:

UTF8 MATKL,WGBEZ 001,Metal processing00101,Steels00102,Steel sheets



00103,Electronics00104,Mechanics001041,Fasteners 00105,Cable

ERPCommunityCode.csv: Generic Example

ERPCommunityCode.csv is optional for Generic variants, but if you do load ERP commodity codes in a Generic site, the Ariba system turns on validation for the data, and the Partitioned Commodity Code field becomes a required field for requisitions containing non-catalog items.

Following is an example of ERPCommodityCode.csv for Generic:

UTF8 UniqueName,Name,Description,CategoryId Auto_Commodity_Code,Auto_Commodity_Code,,5BENEFIT:AUTOLEASE,BENEFIT:AUTOLEASE,,75BENEFIT:EDUCATION,BENEFIT:EDUCATION,,74 BENEFIT:INSURANCE,BENEFIT:INSURANCE,,73

Import ERP Commodity Code Translations

You can use the Import ERP Commodity Code Translations data import task to import translations for ERP commodity code names and descriptions.

PeopleSoft example

UTF8 UniqueName,Name,Language SHARE:00002,Accessories,EnglishSHARE:00002,Accessoires,French SHARE:00002,Accesorios,Spanish

SAP example

For SAP, when you import ERP commodity codes as part of the Import ERP Master Data Translations task, you must name the file CommodityCodeLang.csv. Specify one record for each language used.

UTF8 UniqueName,Name,Description,Language 001041,Fasteners,,English001041,Fermetures,,French 001041,Cierres,,Spanish

Generic example

UTF8 UniqueName,Name,Language BENEFIT:EDUCATION,BENEFIT:EDUCATION,EnglishBENEFIT:EDUCATION,AVANTAGE:EDUCATION,French BENEFIT:EDUCATION,BENEFICIO:EDUCACION,Spanish


Import ERP Commodity to Commodity MappingUse the Import ERP Commodity to Commodity Mapping data import task to map system commodity codes to material group codes (SAP) or commodity codes (other ERP systems), and to define default accounting information based on system commodity codes.

Commodity code mappings for PeopleSoft variants [page 238]

Commodity code mappings for SAP variants [page 240]

Commodity code mappings for Generic variants [page 242]

Commodity code mappings for PeopleSoft variants

The ERPCommodityCodeMap.csv file specifies the links among other CSV files that depend on commodity codes.

When the Import ERP Commodity to Commodity Mapping data import task maps system commodity codes to ERP commodity codes, then when a user chooses an item in the user interface, SAP Ariba Procurement solutions can map the system commodity code into the ERP commodity code.

When default accounting information is based on system commodity codes, then when a user chooses an item in the user interface, SAP Ariba Procurement solutions use default accounting field values listed in the ERPCommodityCodeMap.csv file so the user does not have to supply those values.

Following is an example of ERPCommodityCodeMap.csv for PeopleSoft:

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,Preferred,AccountType,Account,SetId,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,PurchasingUnit unspsc,10,SHARE:00012,true,Capital,SHARE:131000,SHARE,,,,,US001unspsc,10,SHARE:00014,false,Capital,SHARE:131000,SHARE,,,,,US002unspsc,11,SHARE:00014,,Capital,SHARE:131000,SHARE,,,,,US003unspsc,12,SHARE:00014,,Capital,SHARE:131000,SHARE,,,,,,unspsc,13,SHARE:00008,,Expense,SHARE:630000,SHARE,,,,,, unspsc,14,SHARE:00014,,Capital,SHARE:131000,SHARE,,,,,,

The following diagram shows how fields in ERPCommodityCodeMap.csv refer to fields in other CSV files.



For PeopleSoft, the following fields in ERPCommodityCodeMap.csv act as “lookup keys” for the commodity code mapping table:

● CommonIdDomain● CommonId● PartitionedCommodityCode● AccountType● SetId

Of the five lookup key fields, CommonIdDomain, CommonId, and PartitionedCommodityCode are “fixed” with each commodity code. The two fields that can vary are AccountType and SetId. The remaining fields in ERPCommodityCodeMap.csv contain accounting information to be defaulted.

For example, the following file specifies two different mappings because the account type is different:

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,AccountType,Account,SetId,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,Preferred,PurchasingUnit unspsc,10,SHARE:00014,Capital,SHARE:131000,SHARE,,,,,,, unspsc,10,SHARE:00014,Expense,SHARE:131000,SHARE,,,,,,,

In the next example, the mappings are the same, even though the account is different:

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,AccountType,Account,SetId,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,Preferred,PurchasingUnit unspsc,10,SHARE:00014,Capital,SHARE:131000,SHARE,,,,,,, unspsc,10,SHARE:00014,Capital,SHARE:132000,SHARE,,,,,,,

In the preceding example, the second entry overrides the first entry in the commodity code mapping table.

The next example includes multiple ERP commodity code mappings for the same system commodity code. The entry that will be used as the default is the one for which the Preferred value is set to true.

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,AccountType,Account,SetId,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,Preferred,PurchasingUnit unspsc,10,SHARE:00012,Capital,SHARE:131000,SHARE,,,,,true,


unspsc,10,SHARE:00014,Capital,SHARE:131000,SHARE,,,,,false,

In PeopleSoft variants, the account type choosers in requisitions, contracts, and invoices are filtered based on the purchasing unit to which the requester belongs. The user sees only the relevant account types in the Account Type pull-down menu.

Commodity code mappings for SAP variants


When the Import ERP Commodity to Commodity Mapping data import task maps system commodity codes to material group codes, then when a user chooses an item in the user interface, SAP Ariba Procurement solutions can map the system commodity code into a material group code.


Following is an example of ERPCommodityCodeMap.csv for SAP:

UTF8 CommonIdDomain,CommonId,MaterialGroup,Preferred,AccountType,CompanyCode,GeneralLedger,Asset,WBSElement,InternalOrder,ItemCategory,AccountCategory,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,10,00209,true,CostCenter,3000,0000404000,,,,"M",K,,,,,unspsc,10,00107,false,CostCenter,3000,0000404000,,,,"M",K,,,,,unspsc,11,00107,,CostCenter,3000,0000404000,,,,"M",K,,,,,unspsc,12,004,,CostCenter,3000,0000404000,,,,"M",K,,,,,unspsc,13,02003,,CostCenter,3000,0000404000,,,,"M",K,,,,,unspsc,14,00801,,CostCenter,3000,0000404000,,,,"M",K,,,,,unspsc,15,00107,,CostCenter,3000,0000404000,,,,"M",K,,,,, unspsc,21,00104,,CostCenter,3000,0000404000,,,,"M",K,,,,,


.



For SAP, the following fields in ERPCommodityCodeMap.csv act as “lookup keys” for the commodity code mapping table:

● CommonIdDomain● CommonId● MaterialGroup● AccountType● CompanyCode

Of the five lookup key fields, CommonIdDomain, CommonId, and MaterialGroup are “fixed” with each commodity code. The two fields that can vary are AccountType and CompanyCode. The remaining fields in ERPCommodityCodeMap.csv contain accounting information to be defaulted.

For example, the following file specifies two different mappings because the company code is different:

UTF8 CommonIdDomain,CommonId,MaterialGroup,AccountType,CompanyCode,GeneralLedger,Asset, WBSElement,InternalOrder,ItemCategory,AccountCategory,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,SAPPurchaseGroup,Preferred,


unspsc,10,00107,CostCenter,3000,0000404000,,,,"M",K,,,,,002, unspsc,10,00107,CostCenter,1000,0000404000,,,,"M",K,,,,,002,

In the next example, the mappings are the same, even though the general ledger is different:

UTF8 CommonIdDomain,CommonId,MaterialGroup,AccountType,CompanyCode,GeneralLedger,Asset, WBSElement,InternalOrder,ItemCategory,AccountCategory,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,SAPPurchaseGroup,Preferred, unspsc,10,00107,CostCenter,3000,0000414000,,,,"M",K,,,,,002, unspsc,10,00107,CostCenter,3000,0000404000,,,,"M",K,,,,,002,

In this example, the second entry overrides the first entry in the commodity code mapping table.


UTF8 CommonIdDomain,CommonId,MaterialGroup,AccountType,CompanyCode,GeneralLedger,Asset, WBSElement,InternalOrder,ItemCategory,AccountCategory,ShipTo,DeliverTo,MinAmt,MaxAmt,CurrForMinAndMaxAmt,Preferred, unspsc,10,00209,CostCenter,3000,0000404000,,,,"M",K,,,,,true unspsc,10,00107,CostCenter,3000,0000404000,,,,"M",K,,,,,false

SAPPurchaseGroup allows you to control the purchase group based on commodity code for each requisition line item. This is useful if different purchase groups are responsible for the purchase of items based on commodity codes. If a purchase group is not specified in the ERPCommodityCodeMap.csv file, the purchase group will default to the purchase group vaiue in the user profile. See About Import Users [page 139] for more information on setting purchase group values on user level.

Commodity code mappings for Generic variants


When the Import ERP Commodity to Commodity Mapping data import task maps system commodity codes to ERP commodity codes, then when a user chooses an item in the user interface, SAP Ariba Procurement solutions can map the system commodity code into the ERP commodity code.


Following is an example of ERPCommodityCodeMap.csv for Generic:

UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,Preferred,PurchasingUnit,AccountType,Account, SubAccount,Project,Product,ShipTo,DeliverTo,Company,CostCenter,Region,BusinessUnit,MinAmt,MaxAmt,CurrForMinAndMaxAmt unspsc,10,BENEFIT:AUTOLEASE,true,All,Expense,7752,,,,,,,,,,,,unspsc,10,BENEFIT:TRANSPORT,false,All,Expense,7752,,,,,,,,,,,,unspsc,11,EDUCATION,,All,Expense,7752,,,,,,,,,,,, unspsc,12,INSURANCE,,All,Expense,7752,,,,,,,,,,,,




For Generic, the following fields in ERPCommodityCodeMap.csv act as “lookup keys” for the commodity code mapping table:

● CommonIdDomain● CommonId● PartitionedCommodityCode● AccountType● PurchasingUnit

Of the five lookup key fields, CommonIdDomain, CommonId, and PartitionedCommodityCode are “fixed” with each commodity code. The two fields that can vary are AccountType and PurchasingUnit. If the PurchasingUnit column is null, the mapping applies to any purchasing unit. The remaining fields in ERPCommodityCodeMap.csv contain accounting information to be defaulted.

For example, the following file specifies two different mappings because the purchasing unit is different:

UTF8


CommonIdDomain,CommonId,PurchasingUnit,AccountType,Account,SubAccount,Project,Product,ShipTo,DeliverTo,Company,CostCenter,Region,BusinessUnit,PartitionedCommodityCode,MinAmt,MaxAmt,CurrForMinAndMaxAmt,Preferred unspsc,10,BUY01,Expense,7752,,,,,,,,,,,,, unspsc,10,BUY02,Expense,7752,,,,,,,,,,,,,

In the next example, the mappings are the same, even though the cost center is different:

UTF8 CommonIdDomain,CommonId,PurchasingUnit,AccountType,Account,SubAccount,Project,Product,ShipTo,DeliverTo,Company,CostCenter,Region,BusinessUnit,PartitionedCommodityCode,MinAmt,MaxAmt,CurrForMinAndMaxAmt,Preferred unspsc,10,BUY01,Expense,7752,,,,,,,6100,,,,,, unspsc,10,BUY01,Expense,7752,,,,,,,6200,,,,,,

In this example, the second entry overrides the first entry in the commodity code mapping table.


UTF8 CommonIdDomain,CommonId,PartitionedCommodityCode,PurchasingUnit,AccountType,Account,SubAccount,Project,Product,ShipTo,DeliverTo,Company,CostCenter,Region,BusinessUnit,MinAmt,MaxAmt,CurrForMinAndMaxAmt,Preferred unspsc,10,BENEFIT:AUTOLEASE,All,Expense,7752,,,,,,,,,,,,true unspsc,10,BENEFIT:TRANSPORT,All,Expense,7752,,,,,,,,,,,,false

How to use data import tasks to maintain commodity codesYou can perform commodity code maintenance tasks by using data import tasks and CSV files. Maintenance includes adding, modifying, and deactivating ERP commodity code mappings.

For information on performing these tasks by using the Commodity Code Manager in Ariba Administrator, see How to manage commodity codes in Ariba Administrator [page 227].



How to manage system commodity code mappings by importing

Members of the Customer Administrator group can manage system commodity code mappings using the Import Classification Code Relationships data import task.

Procedure

1. Create or update the ClassificationCodeMap.csv file you plan to load.

Refer to the data dictionary for the columns in this file and sample values. You can also run the Export Classification Code Relationships task to view the existing commodity code mappings in your site.

NoteCommodity code mappings are bidirectional, so when you set up mappings, it doesn't matter which domain (custom, UNSPSC, and so on) you choose for Domain From and which you choose for Domain To.

2. From the dashboard, choose Manage Core Administration .

3. Choose Site Manager Data Import/Export .4. Find the task Import Classification Code Relationships, and click Import.5. Choose an import operation.6. Browse for your ClassificationCodeMap.csv file and click Run.

How to add ERP commodity code mappings

To add a new ERP commodity code mapping to your system you create an ERP commodity code CSV file that contains only the new information to add, and then process the file.

Procedure

1. If an ERP commodity code you want to map is not already defined in your system, create an ERP commodity code file (ERPCommodityCode.csv) that contains only that ERP commodity code.

2. If you are mapping an ERP commodity code to a system commodity code, make sure the system commodity code already exists in your system.

3. If an accounting entity you want to map is not already defined in your system, create the appropriate CSV file and include only that accounting entity.

4. Create an ERP commodity code mapping file (ERPCommodityCodeMap.csv) that contains only the ERP commodity code mappings you want to add.


5. Using a ZIP program, such as WinZip, add the following files to the archive:

○ ERPCommodityCode.csv file (if you created it)○ Any accounting CSV files you created in step 3○ ERPCommodityCodeMap.csv


1. Click Manage Core Administration2. Click Site Manager, and then click Data Import/Export.3. On the Import tab, search for the Import Batch Data data import task.4. Click Incremental Load, enter the location of your ZIP file, and then click OK to import your data.


How to modify ERP commodity code mappings

To modify an existing ERP commodity code mapping in your system you create an ERP commodity code CSV file that contains only the complete, modified commodity code mapping, and then process the file.

Prerequisites

If an ERP commodity code you want to map is not already defined in your system, create an ERP commodity code file (ERPCommodityCode.csv) that contains only that ERP commodity code.

If you are mapping an ERP commodity code to a system commodity code, make sure the system commodity code already exists in your system.

If an accounting entity you want to map is not already defined in your system, create the appropriate CSV file and include only that accounting entity.

Procedure

1. Create an ERP commodity code mapping file (ERPCommodityCodeMap.csv) that contains only the ERP commodity code mappings you want to modify.

2. Using a ZIP program, such as WinZip, add the following CSV files to the archive:

○ ERPCommodityCode.csv (if you created it)○ Any accounting CSV files you created in step 2○ ERPCommodityCodeMap.csv


1. Click Manage Core Administration2. Click Site Manager, and then click Data Import/Export.



3. On the Import tab, search for the Import Batch Data data import task.4. Click Incremental Load, enter the location of your ZIP file, and then click OK to import your data.


How to deactivate ERP commodity code mappings

You can deactivate ERP commodity code mappings. Deactivating does not remove the codes. It only makes them inactive and unavailable.

Procedure

1. Remove the ERP commodity code mappings that you want to deactivate from the ERP commodity code mapping file (ERPCommodityCodeMap.csv).

NoteMake sure all the ERP commodity code mappings you want to remain active are included in the CSV file.

2. Using a ZIP program, such as WinZip, add the ERPCommodityCodeMap.csv file you created in the previous step to the archive.


1. Click Manage Core Administration2. Click Site Manager, and then click Data Import/Export.3. On the Import tab, search for the Import Batch Data data import task.4. Click Full Load, enter the location of your ZIP file, and then click OK to import your data.

4. If you are using the SAP Ariba data transfer tool, upload the data in full-load mode and specify Import Batch Data in the -event option.

Results

ERP commodity code mappings in the database that do not exist in the ERPCommodityCodeMap.csv file are deactivated in the database.


Topics about bulk import of contract requests

Data import tasks for bulk import of contract requests [page 248]

Contract workbook format [page 250]

Data import tasks for bulk import of contract requestsThree data import tasks, Import Contracts, Import Contracts and Auto Approve, and Import Contracts in ZIP File, perform bulk import of contract requests.

You access the tasks for bulk import of contracts in Ariba Administrator under Site Manager Data Import/Export .

These tasks perform as follows:

● Import Contracts imports contract files as Microsoft Excel workbooks, creating contracts for each contract workbook in the ZIP file and moving them into the Composing state.

● Import Contracts And Auto Approve imports contract workbooks as Microsoft Excel workbooks and automatically approves them. As the task runs, every contract workbook in the ZIP file is validated. If the contract workbooks pass validation, contracts are created and automatically approved. These contracts are moved to the Closed, Open, or Processed state depending on the expiration and effective dates of the corresponding contracts. Contract workbooks for which validation fails are not created in the site.

● Import Contracts in ZIP File supports both updating existing contracts as well as importing new contracts. It imports release and no-release contracts as CSV files in the ZIP file, creating contracts for each contract ID in the import and moving them into the approval flow configured for contracts in the site by default. In sites with the Application.Contract.MasterAgreement.AutoApprove ContractsLoadedThroughCSV parameter set to Yes, these contracts are automatically approved. As the task runs, every contract in the CSV files is validated. If the contracts pass validation, they are moved to Closed, Open, or Processed state depending on the expiration and effective dates of the corresponding contracts. Contracts for which validation fails are created and moved to Composing state.

NoteIn SAP Ariba Invoice Management and SAP Ariba Contract Invoicing sites that use services invoicing features, use the Import Contracts in ZIP File task to import release order contracts to support purchase order accumulation against contracts, supplier punch-in during service sheet creation, and service sheet validation. You cannot create release order contracts manually in the user interface in SAP Ariba Invoice Management and SAP Ariba Contract Invoicing.



NoteOnly users who are members of both the Customer Administrator group and the Contract Terms Bulk Import Admin group can perform bulk import operations to import sets of contracts put together as Microsoft Excel workbooks or CSV files in a ZIP file.

Contract CSV format

Five CSV files together describe the contract CSV format.

These files are:

● ContractHeader.csv, which contains header information● ContractItemInformation.csv, which contains line item details.● Accounting.csv, which includes line-level accounting information for contract items● TermPricing.csv, which includes contract pricing terms● TieredPricing.csv, which includes information on tiered pricing

For information on the format of these files, see the Import Contracts in CSV Files tab in the Data Dictionary.

Support for SAP ERP service specification hierarchies

The following columns in the ContractItemInformation.csv file, help define the hierarchical structure of items in service specification sets (containing service lines) in contracts imported from SAP ERP:

● ServiceItemNumber - Unique identifier of the item to map the parent-child relationship in the hierarchy.This column is available in the Accounting.csv, TermPricing.csv, and TieredPricing.csv files too.

● ParentServiceItemNumber - indicates the ServiceItemNumber value of the parent item in the service hierarchy.All the child items of a parent have the same ParentServiceItemNumber value.

● MasterId - Unique identifier of the item in SAP ERP. Represents the service master code used to register services in SAP ERP.

● ExternalNumber - Indicates the line number displayed in SAP ERP.

A sample ContractItemInformation.csv file is as follows:

NoteAll items that belong to the same service line have the same ItemNumber value.

UTF-8,,,,,,,,,,,,,,,,,,,,,, RelatedContractID,ItemNumber,ItemType,Description,ShortName,SupplierPartNumber,UnitOfMeasure,UnitPrice,UnitPriceCurrency,PartitionedCommodityCode,LimitType,MaximumQuantity,ShipToUniqueName,SplitAccountingType,PriceUnitQuantity,PriceUnit,UnitConversion,MasterId,ItemCategory,ServiceItemNumber,ParentServiceItemNumber,Hierarchylevel,ExternalNumber46000014261,10,_CompositeItem,Car Service,Car Service,,,,,,,,,_Quantity,,,,,D,100010,10,0,CS001

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46000014261,10,_CompositeItem,General Service,General Service,,,,,,,,,_Quantity,,,,,D,200010,100010,1,GS00146000014261,10,_CompositeItem,Cleaning Services,Cleaning Services,,,,,,,,,_Quantity,,,,,D,300010,200010,2,CLS00146000014261,10,_CompositeItem,Mechanical Services,Mechanical Services,,,,,,,,,_Quantity,,,,,D,400010,200010,2,MS00146000014261,10,_CompositeItem,Engine Services,Engine Services,,,,,,,,,_Quantity,,,,,D,500010,400010,3,ENS00146000014261,10,_CompositeItem,Wheel Service,Wheel Service,,,,,,,,,_Quantity,,,,,D,600010,400010,3,WHS00146000014261,10,_CompositeItem,Fluid Service,Fluid Service,,,,,,,,,_Quantity,,,,,D,700010,400010,3,FLS00146000014261,10,_CompositeItem,Electrical Services,Electrical Services,,,,,,,,,_Quantity,,,,,D,800010,200010,2,ELECTR00146000014261,10,_CompositeItem,Battery Service,Battery Service,,,,,,,,,_Quantity,,,,,D,900010,800010,3,BATTS00146000014261,10,_CompositeItem,Battery Replacement,Battery Replacement,,,,,,,,,_Quantity,,,,,D,1000010,900010,4,BBTREP00146000014261,10,_NonCatalogItem,Water wash,Water wash,,EA,1,USD,7,Quantity,10,3000,_Quantity,1,,,1001,D,1000300010,300010,0,WATWAS00146000014261,10,_NonCatalogItem,Interior Cleaning,Interior Cleaning,,EA,1,USD,7,Quantity,20,3000,_Quantity,1,,,1002,D,1000300020,300010,0,INTCLE00146000014261,10,_NonCatalogItem,AC Vent Cleaning,AC Vent Cleaning,,EA,1,USD,7,Quantity,30,3000,_Quantity,1,,,1003,D,1000300030,300010,0,ACVEN00146000014261,10,_NonCatalogItem,Polishing,Polishing,,EA,1,USD,7,Quantity,40,3000,_Quantity,1,,,1004,D,1000300040,300010,0,POLIS00146000014261,10,_NonCatalogItem,Mileage Tuning,Mileage Tuning,,EA,1,USD,7,Quantity,50,3000,_Quantity,1,,,1005,D,1000500010,500010,0,MILTUN00146000014261,10,_NonCatalogItem,Replace Oil filter,Replace Oil filter,,EA,1,USD,7,Quantity,60,3000,_Quantity,1,,,1006,D,1000500020,500010,0,REPLOILFI00146000014261,10,_NonCatalogItem,Replace Fuel filter,Replace Fuel filter,,EA,1,USD,7,Quantity,70,3000,_Quantity,1,,,1007,D,1000500030,500010,0,REPFUELFIL00146000014261,10,_NonCatalogItem,Replace Engine oil,Replace Engine oil,,EA,1,USD,7,Quantity,80,3000,_Quantity,1,,,1009,D,1000700010,700010,0,REPENG00146000014261,10,_NonCatalogItem,Wheel Balancing,Wheel Balancing,,EA,1,USD,7,Quantity,90,3000,_Quantity,1,,,1008,D,1000600010,600010,0,WheBala002.146000014261,10,_NonCatalogItem,Battery charging,Battery charging,,EA,1,USD,7,Quantity,100,3000,_Quantity,1,,,1010,D,1000900010,900010,0,BatChar003.1.146000014261,10,_NonCatalogItem,Battery replacement,Battery replacement,,EA,1,USD,7,Quantity,101,3000,_Quantity,1,,,1011,D,1001000010,1000010,0,BatRepla_1_@3456

Contract workbook formatA typical Microsoft Excel contract workbook includes a contract header sheet and a contract item details sheet. If you are importing pricing and accounting information with your contracts, the workbook must also contain accounting and pricing information sheets.

Contract header sheet

This sheet contains the contract header information.

Column Description

Title Title of the contract request



Column Description

Description Description of the contract term

Buyer Contract ID Unique ID of the contract request in the Ariba system

Requester User ID of the contract requester in the Ariba system

Requester.PasswordAdapter Password Adapter source used for the requester ID

Preparer.PasswordAdapter Password Adapter source used for the requester ID

Preparer Contract preparer user ID in the Ariba system

Contract Source Unique source contract ID

Effective Date Start date when the contract comes into effect

Expiration Date End date of the contract

Is Evergreen If Yes, the contract has no expiration date

Supplier Unique supplier ID used for the contract

Supplier Unique Name Unique name of supplier

Term Type Term type of the contract (values can be Supplier, Commodity, Catalog, or Item)

Is Blanket Purchase Order Whether contract is for a blanket purchase order

Is Collaborative Invoicing Whether contract is for collaborative invoicing

Release Required Whether contract requires a release to take effect

Global Release Whether contract is of a global release type

Limit Type Specifies limit type for the contract (values can be Quantity or Amount)

Hierarchal Type Specifies the hierarchy type for the contract (values can be Parent, Child, or Standalone)

Parent Agreement Buyer ID Specifies the corresponding parent contract ID if the contract is a sub-agreement

Maximum Amount Maximum amount allowed for the contract

Maximum Amount Currency Currency of the maximum amount

Minimum Amount Minimum amount for the contract

Minimum Amount Currency Currency of the minimum amount

Allow Receiving Against Contract

Specifies whether receiving is allowed against the contract

Allow Invoicing Against Contract

Specifies whether invoicing is allowed against the contract

Apply Discount To Non-Catalogs

Specifies whether discounting is allowed against the contract

Accumulate Non-Catalogs Against Contract

Specifies whether accumulation applies to non-catalog items in the contract

Contract Currency Selected currency for the contract

Supplier ID Domain* Unique supplier domain

Supplier ID Value* Unique supplier ID

*Supplier ID Domain and Supplier ID Value together form the Name Value Pair that uniquely identifies the supplier.


Contract item details sheet

This sheet contains the contract item information.

Column Description

Item Number Unique serial number for the contract item

Item Type Type of item, whether catalog or non-catalog

Description Description of the contract term

Short Name Short name of the contract term

Supplier Part Number Unique supplier part number

Supplier Part Auxiliary ID Unique supplier part auxiliary ID

Unit of Measure Unit of measure for the item

Unit Price Unit price of the item

Unit Price Currency Currency of the unit price

Classification Domain Classification domain that the item belongs to (for example, UNSPSC)

Classification Code Classification code within the domain for that contract item

Manufacturer Name Name of the manufacturer of the item

Amount Amount of the item

Amount Currency Currency of the item amount

Maximum Amount Tolerance Percentage of the maximum amount allowed to be spent for the item

Maximum Amount Maximum amount allowed to be spent for the item

Maximum Amount Currency Currency of the maximum allowed amount

Minimum Amount Minimum amount that must be spent for the item

Limit Type Specifies limit type for the contract (values can be Quantity or Amount)

Minimum Amount Currency Currency of the minimum allowed amount

Maximum Quantity Maximum quantity allowed for the item

Minimum Quantity Minimum quantity allowed for the item

Recurring Fees

End Date End date for the recurring fee or milestone item

Discount Percent Percentage of discount given for the item

Discounted Price Actual discount amount given for the item

Milestone Title Title of the milestone item

Start Date Start date of the milestone item

Supplier Contact Contact details of the supplier

Notification days Number of days before the end date when the notification should be triggered

Catalog Subscription Name Name of the catalog subscription



Accounting and pricing information

If you import accounting and pricing information with your contracts, ensure that the correct accounting and pricing information sheets are included in the Microsoft Excel workbook you are importing.

For information on the data to include in these sheets, in the Data Dictionary, see the Import Contracts and Import Contracts And Auto Approve tabs.


Topics about managing generated subscriptions

Generated subscriptions [page 254]

How to compare generated subscription versions [page 255]

How to view or print generated subscription errors and warnings [page 255]

How to email generated subscription errors and warnings [page 256]

Generated subscriptions

Subscriptions are generated from contract requests for item level contracts that include non-catalog items. When a related contract is activated, the subscriptions to be published are queued in batches and are published every two hours. However, when a related contract is deactivated, the subscriptions are published immediately.

How to view generated subscriptions

You can view a list of all generated subscriptions, or use search to filter on a subset of generated subscriptions.

Procedure

1. On the dashboard, click Manage Core Administration2. Click Contracts Manager, and then click Generated Subscriptions.3. Click List All to display all subscriptions, or enter a search criteria and click Search to view the search results.4. To view a specific subscription:

○ To view all versions of a subscription, click a link in the Subscription Name column.○ To view any errors and warnings, click a subscription’s link in the Version column.○ To view subscriptions that contain errors or require attention, click any red exclamation mark.○ To review the status history of a contract subscription, click a subscription’s link in the Status column.○ To view details about a supplier, click a link in the From Supplier column.○ To view the content of a subscription, click the link in the # of Items column.

5. Click Generated Subscription Home to return to the Generated Subscriptions page.



How to compare generated subscription versionsYou can compare the most recently generated version of a subscription against earlier versions.

Procedure

1. On the dashboard, click Manage Core Administration2. Click Contracts Manager, then click Generated Subscriptions, then select versions to compare:

○ Select the new subscription version in the Select Version to Compare chooser. This field is marked with Currently viewed version to indicate the newer version.

○ Select an activated version of the same subscription in the Select Version to Compare Against chooser. This field should contain the older subscription. Or select All active items to compare the subscription version against all activated items in the subscription.

3. Select a comparison criteria in the Separately List Items with chooser. For example, to view any prices changes, choose a Price Change of More Than.

4. Enter a value in the % field.5. Click Compare to generate a report comparing the subscription versions, or Generated Subscription Home to

return to the previous page without comparing the versions.

How to view or print generated subscription errors and warningsYou can view warnings and errors for generated subscriptions.

Procedure

1. On the dashboard, click Manage Core Administration2. Click Contracts Manager, then click Generated Subscriptions, and select a subscription in the Version

column.3. To review the errors or warnings:

○ By default, errors of every severity and type are displayed. To change which errors are displayed, click Change.

○ Errors are displayed in a summarized view, with all the errors of the same type summarized together on one line. To view each error for every item, click Error Display and choose Detailed. To view the summary again, choose Summarized.

4. To print errors for review, select one or more check boxes and click Print Errors. The errors you selected are displayed in a browser window. Select your browser's print command to print the errors.

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5. Click Generated Subscription Home to return to the Generated Subscription page.

Results

If a subscription contains an item with an error or fails to load correctly into Ariba Administrator, it will have the status of Validation Error. To correct errors, you must edit the original contract request.

How to email generated subscription errors and warningsYou can email a maximum of 2000 errors or warnings at one time. The most common recipient of a contract subscription error email is the contract manager at your company.

Procedure

1. On the dashboard, click Manage Core Administration2. Click Contracts Manager, then click Generated Subscriptions and select a subscription in the Version

column.3. Select one or more check boxes and click Email Errors.4. Enter recipients email addresses in the To, CC, and Bcc fields.5. Review or modify the Subject field.6. Review the Message field text. By default, the Message field contains a summary of the number of each kind of

error, the number of errors selected to be sent in the email and the severity, line number and description of each error.

7. Edit the default information and add your own comments as necessary.8. Choose a format to attach the subscription file. You do not have to attach the file to send the email message.9. To add additional errors to the email message, click Add Errors.10. Click Send to send the email message, or Cancel to return to the previous page without sending the email

message. A confirmation message appears when the email message is sent.



Topics about managing approval queues and escalations

Managing approval queues, approval escalation, and withdrawal periodsApproval queues prevent multiple users from acting on the same approval request at the same time. Requests go into a queue, and from the queue, they can be assigned to specific users (queue members), either by the approval queue manager or by the users themselves (if the queue allows it).

For conceptual information about approval queues, see Approval queues for managing approvers' workloads.

You can view, add, modify, deactivate and reactivate, and import and export approval queues. You can also convert groups into approval queues.

Approval requests are automatically escalated to an approver’s immediate supervisor after a certain period of time if they have not been acted upon and the approver is not a member of a No Escalation group. After a longer period of inaction, approval requests are automatically withdrawn.

The period of time when escalation and withdrawal occur can be set for each type of approval by an administrator.

Approval escalations

In the default configuration, approval requests for all approvable document types are escalated to an approver’s immediate supervisor after 14 days of non-approval. Seven days before the escalation, an email notification message is sent to the original approver, warning of the upcoming escalation.

Administrators can configure the escalation schedules for each approval type using the Import Escalation and Withdrawal Periods By Approvable Type data import task. This task reads data from the EscalationsByApprovableType.csv file that contains the full name of the approvable type, escalation warning period, and escalation period (in days). The escalation warning period indicates the number of days an approvable request can remain idle before a warning notification email is sent. The escalation period indicates the number of days an approvable request can remain idle after the warning email is sent, before it is escalated to the approver's supervisor.

After the CSV file is uploaded, the next run of the scheduled task, EscalateApprovables takes the values specified in the CSV file.

Situations where requests are not escalatedRequests are not escalated if the approver is a member of the No Escalation group, or if the approver is a group. The escalation process ends and the request remains in the To Do list of the delinquent approver. If the approver is

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a group, no email notification messages are sent to the group members, and the pending requests are not escalated to their supervisors if no member of the group takes action.

Allowing approvers to extend their review timeEach approval rule in an approval process has a setting to determine whether approvers added by that rule can opt to extend the review period. When an approver extends the review period, the escalation date for the request is updated automatically, giving approvers more time to review the request. For more information, see Allowing approvers to extend the review time.

Automatic withdrawals

In the default configuration, approvables are withdrawn from the approval process after 28 days of inactivity. (Inactivity means no new changes or approvals have been submitted.) A warning notification of the approaching withdrawal is sent after 21 days of inactivity.

When an approvable is withdrawn, the status returns to Composing.

The withdrawal period does not start over when an approval request is escalated. Withdrawals and escalations are independent of each other.

Administrators can configure the withdrawal schedules for each type of approvable in the EscalationsByApprovableType.csv file, imported with the Import Escalation and Withdrawal Periods By Approvable Type data import task. For example, you can increase the withdrawal period for requisitions to 45 days, decrease the withdrawal period for user profile requests to 15 days, and leave the period for other types of approvables unchanged. You can also prevent automatic withdrawal from occurring.

After the CSV file is uploaded, the next run of the scheduled task TimeoutApprovables takes the values specified in the CSV file.

Converting groups into approval queues

Converting a group into an approval queue can help manage the workload if the number of approvable documents increases or the requests are complicated (for example, resolving exceptions in invoice reconciliation).

Likewise, you can convert an approval queue into a group by creating an approval queue and associating it with a group. In that case, the items whose group is the active approver are queued and become unassigned.

As a best practice, SAP Ariba recommends that you decide if a group needs to be an approval queue from the approval perspective and make the conversion only once.



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How to add or modify an approval queue in Ariba AdministratorYou can create new approval queues and change the member group, queue manager, member item acquisition and return rights, and the number of items a single group member can acquire at the same time.

Procedure

1. On the dashboard, click Manage Core Administration .2. Click User Manager, and then click Approval Queues.3. Click Create New to create an approval queue, or select the approval queue you want to edit and choose Edit

from the Actions pull-down menu.4. Enter or modify the following fields:

Field Description

Member Group The name of the group that corresponds to the approval queue.

You cannot modify this field in edit mode.

Queue Manager The queue manager, which can be a user or a group.

Members Can Acquire Items When this check box is selected, users in the member group can acquire items from the queue.

Members Can Return Items When this check box is selected, users in the member group can return items to the queue.

Single Acquisition Count The number of items users in the member group can acquire from the queue at one time.

Before removing a user from a group that is part of an approval queue, make sure all items assigned to that user are either returned or resolved so that the items are accessible for processing by other users. Otherwise, the items appear in the View All Queue list as assigned to the user who is no longer part of the approval queue, and other users cannot access them.



How to view an approval queue in Ariba Administrator

You can see a list of all approval queues or use search to filter for a subset of approval queues.

Procedure

1. On the dashboard, click Manage Core Administration .2. Click User Manager, and then click Approval Queues.3. Click List All to display all approval queues, or enter search criteria and then click Search or press the Enter

key.○ The following table describes the columns on the Approval Queues page.

Column Description

Member Group The name of the group that corresponds to the approval queue.

Queue Manager The queue manager, which can be a user or a group.

Members Can Acquire Items Indicates whether users in the member group can acquire items from the queue.

Members Can Return Items Indicates whether users in the member group can return items to the queue.

Single Acquisition Count Indicates the number of items users in the member group can acquire from the queue at one time.

How to deactivate or reactivate an approval queue

When you deactivate an approval queue, the approval queue is no longer active or visible in the SAP Ariba solution. However, you can still search for it and reactivate it even though it is otherwise not visible.

Procedure

1. On the dashboard, click Manage Core Administration .2. Click User Manager, and then click Approval Queues.3. Select the approval queue you want to deactivate or reactivate.4. Choose Deactivate or Reactivate from the Actions pull-down menu.



Data import task for importing approval queue configuration informationYou can use the Import Approval Queues data import task to import approval queue configuration information from a CSV file. This data import task reads data from the CSV file named ApprovalQueue.csv.

Following is an example of ApprovalQueue.csv:

UTF8 ApproverGroup.UniqueName,GroupManager.UniqueName,UserManager.PasswordAdapter,UserManager.UniqueName,MemberCanAcquire,MemberCanReturn,SingleAcquisitionCount Receiving Manager,ghalas,PasswordAdapter1,,FALSE,TRUE,5Tax Manager,bstarr,PasswordAdapter1,,TRUE,FALSE,10 Invoice Agent,,Invoice Manager,TRUE,FALSE,12

You can use the Export Approval Queues data export task to export approval queue configuration information to a CSV file.

Data import task for importing escalation and withdrawal periods by approvable typeYou can use the Import Escalation and Withdrawal Periods By Approvable Type data import task to override the default schedules for escalations and withdrawals for specific types of approvable documents.

The Import Escalation and Withdrawal Periods By Approvable Type data import task reads data from the CSV file named EscalationsByApprovableType.csv. The file contains the following columns:

● ApprovableClassName: Indicates the type of approvable. For more information, see Approvable class names [page 263].

● EscalatePeriod: The number of days for which an approval request can be pending before the request is escalated to the approver's supervisor.

● EscalateWarningPeriod: The number of days for which an approval request can be pending before an email warns the approver of when the request will be escalated to the approver's supervisor.

● AutoWithdrawPeriod: The number of days for which a submitted approvable can be inactive before it is automatically withdrawn from the approval process.

● AutoWithdrawWarningPeriod: The number of days for which a submitted approvable can be inactive before an email warns the preparer, approvers, and watchers of when the approvable will be withdrawn from the approval process.


Specifying escalation and withdrawal periods

When you specify a non-zero value in any of the period columns in EscalationsByApprovableType.csv, the value overrides the default setting for the type of approvable specified in the ApprovableClassName column.

Follow these guidelines when specifying escalation and withdrawal periods in EscalationsByApprovableType.csv:

● Your site might be configured to skip weekends or other specific dates when counting days. Keep this in mind when configuring escalation and withdrawal periods.

● In the EscalatePeriod and EscalateWarningPeriod columns, specify the number of days an approval request of that type can remain idle before action is taken.

● In the AutoWithdrawPeriod and AutoWithdrawWarningPeriod columns, specify the number of days a submitted approvable of that type can be inactive before action is taken.

● For each approvable type, the value in the EscalateWarningPeriod column must be less than or equal to the value in the EscalatePeriod column.

● For each approvable type, the value in the AutoWithdrawWarningPeriod column must be less than or equal to the value in the AutoWithdrawPeriod column.

● It is a recommended practice to make sure the values in the EscalatePeriod column are less than the values in the AutoWithdrawPeriod column for each approvable type.

● To use the default values, specify 0, or leave the field empty.

Preventing escalation or withdrawal for approval types

You can prevent escalations and/or withdrawals for approvable types.

A value of -1 prevents escalation or withdrawal:

● To prevent escalation for a specific type of approvable, specify a value of -1 in the EscalatePeriod column. To prevent a warning from being sent when there is an escalation period in place, specify a value of -1 in the EscalateWarningPeriod column.

● To prevent automatic withdrawal for a specific type of approvable, specify a value of -1 in the AutoWithdrawPeriod column. To prevent a warning from being sent when there is an automatic withdrawal period in place, specify a value of -1 in the AutoWithdrawWarningPeriod column.

Example of EscalationsByApprovableType.csv

The EscalationsByApprovableType.csv file allows you to specify the escalation period, escalation warning period, withdrawal period, and withdrawal warning period for each type of approvable.

Following is an example of EscalationsByApprovableType.csv:

UTF8 ApprovableClassName, EscalatePeriod, EscalateWarningPeriod, AutoWithdrawPeriod, AutoWithdrawWarningPeriod, "ariba.contract.core.ContractRequest","0","0","0","0""ariba.workforce.core.TimeSheet","7","4","20","15"



"ariba.common.core.UserProfile","5","3","13","10""ariba.expense.core.ExpenseReport","15","10","-1","0""ariba.expense.core.TravelAuthorization","7","4","20","15""ariba.purchasing.core.Requisition","0","0","45","38" "ariba.content.core.ShoppingCart","0","0","0","0"

In the preceding example:

● Contract requests and shopping carts are escalated and withdrawn according to the default settings.● Time sheets and travel authorizations are escalated after being idle for 7 days, and the escalation warning is

sent after 4 days. They are withdrawn after 20 days of inactivity, and the withdrawal warning is sent after 15 days.

● User profile requests are escalated after being idle for 5 days, and the escalation warning is sent after 3 days. They are withdrawn after 13 days of inactivity, and the withdrawal warning is sent after 10 days.

● Expense reports are escalated after 15 days of inactivity, and the escalation warning is sent after 10 days. Expense reports are never automatically withdrawn.

● Requisitions are escalated according to the default settings. They are withdrawn after 45 days of inactivity, and the withdrawal warning is sent after 38 days.

Approvable class namesThe ApprovableClassName column in EscalationsByApprovableType.csv contains the class name of the approvable document type for which you want to override the escalation period or escalation warning period.

Classes for purchasing and receiving documents

The following table lists the class names of purchasing and receiving documents.

Approvable Document Class Name

Copy order ariba.purchasing.core.CopyOrder

Budget ariba.budget.core.Budget

Direct order ariba.purchasing.core.DirectOrder

Requisition ariba.purchasing.core.Requisition

Purchase order ariba.purchasing.core.PurchaseOrder

Shopping card ariba.content.core.ShoppingCart

Order confirmation ariba.purchasing.core.OrderConfirmation

Advanced ship notice ariba.purchasing.core.AdvancedShipNotice

Receipt ariba.receiving.core.Receipt

Copy receipt ariba.receiving.core.CopyReceipt

Milestone tracker ariba.receiving.core.MilestoneTracker



Receipt tracker ariba.receiving.core.ReceiptTracker

Sourcing request ariba.purchasing.core.SourcingRequest

Classes for purchasing card orders and charges

The following table lists the class names of purchasing card-related documents.


PCard charge ariba.charge.core.Charge

Charge reconciliation ariba.charge.core.ChargeReconciliation

Purchasing card order ariba.pcard.core.PCardOrder

Classes for catalog documents

The following table lists the class names of catalog-related documents.


Catalog kit (called Kit Data Update in the configurable approval rules user interface)

ariba.kitting.core.KitApprovable

Catalog approval request (called Supplier Data Update in the configurable approval rules user interface)

ariba.catalog.admin.core.CatalogApprovable

Classes for contract compliance documents

The following table lists class names of contract-related documents.


Contract ariba.contract.core.Contract

Contract request ariba.contract.core.ContractRequest

Sourcing request for contract ariba.contract.core.ContractSourcingRequest

SLA Review ariba.contract.core.SLAReview



Classes for services procurement documents

The following table lists class names of services procurement-related documents.


Time sheet ariba.workforce.core.TimeSheet

Contractor expense sheet ariba.workforce.core.ExpenseSheet

Contractor survey ariba.workforce.core.ContractorSurvey

Collaboration request ariba.collaboration.core.CollaborationRequest

Collaboration proposal ariba.collaboration.core.Proposal

Counter proposal (called Request in the configurable approval rules user interface)

ariba.collaboration.core.CounterProposal

Category definition ariba.procure.core.CategoryDefinition

Category definition request ariba.procure.core.CategoryDefinitionRequest

Classes for invoicing and payment documents

The following table lists the class names of invoicing and payment documents.


Payment transaction ariba.payment.core.PaymentTransaction

Payment ariba.payment.core.Payment

Invoice ariba.invoicing.core.Invoice

Invoice reconciliation (IR) document ariba.invoicing.core.InvoiceReconciliation

Cancel invoice request ariba.invoicing.core.CancelInvoiceRequest

Classes for travel and expense documents

The following table lists the class names of travel and expense documents.


Expense report ariba.expense.core.ExpenseReport

Travel authorization ariba.expense.core.TravelAuthorization

Travel authorization order ariba.expense.core.TravelAuthorizationOrder

TAO confirmation ariba.expense.core.TAOConfirmation


Classes for user profile documents

The following table lists the class names of user profile documents.


User profile request ariba.common.core.UserProfile

Supplier profile request ariba.common.core.SupplierProfileRequest



Topics about flexible master data templates

Flexible master data templates [page 267]

Importing data into flexible master data templates [page 268]

Translating flexible master data [page 269]

Flexible master data templatesFlexible master data templates (referred to as flex master data or FMD templates) are custom data structures for storing master data that is specific to the needs of your organization.

You can use flex master data as fields in form designs such as requisitions, contract workspaces, and eForms. Only SAP Ariba representatives can create flex master data templates. (You work with an SAP Ariba representative to design the templates.) Members of the Customer Administrator group can import data into flex master data templates.

Flex master data is for data that is typically more complex than data stored in normal fields and usually something unique to your organization.

For example, if you need a custom field to store the names of grants, you might use a custom text field with an enumeration (pick list). But if you need to store the names of grants along with attributes such as their types, administrators, and funding agencies, you need a flex master data template. Then, when users select a grant, they can click it to view the attribute data. You refer to each flex master data template through a name, such as “Grant.”

Structure of flexible master data

A flex master data record is composed of a unique name, such as the key in your database, a display name, and one or more attributes, such as Type, Funding Agency, and Administrator.

The following example shows how an organization might store the names of grants in a flex master data template named Grant:

Template: Grant

Attribute Type Example Data

UniqueName Text GR-176

Name MultiLingualString Building Construction

Type Text Capital

Funding Agency Text Bailey Foundation

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Attribute Type Example Data

Administrator Text George Bailey

Flexible Period Boolean Yes

Flexible master data limitations

Because of its specialized nature, there are some limitations to flex master data availability, data entry, and synchronization.

● Flex master data names can be made available for reports, but attributes cannot. For example, the name Building and Loan is available for reports, but attributes within that object, such as Funding Agency, are not available.

● There is no user interface from which to enter data for a flex master data template.● Flex master data fields in SAP Ariba Contracts projects are not synchronized with compliance contracts in SAP

Ariba Procurement solutions.

Importing data into flexible master data templatesYou import data to pre-populate a flex master data template. For each flex master data template on your site, there are data import and export tasks for importing and exporting the flex master data.

The data import tasks are named Import Flex Master Data TemplateName. For example, if there is a flex master data template named Grant, the corresponding data import task is Import Flex Master Data Grant. The task reads data from a CSV file. To get the format for the CSV file to use for importing flex master data, run the flex master data export task.

The following example shows a CSV file for the Grant flex master data template:

Cp1252 UniqueName,Name,PurchasingUnits,cus_Type,cus_FundingAgency,cus_Administrator,cus_FlexiblePeriodGR-176,Building Construction,Capital,Building and Loan,George Bailey,YesGR-295,Head Start,Startup,CATS,Petunia Von Hendy,Yes GR-345,Special Projects Funding,Project,Taylor Foundation,Sue Wald,No

You assign a UniqueName value to each row. The UniqueName value must be unique across flex master data records that use the same template. It can be the key that is used by your back office systems or databases. You also use the UniqueName value as a key if you localize your flex master data.


Topics about flexible master data templates

Translating flexible master dataYou can import translations for the Name field of flex master data records. The data import tasks for importing translations are named Import Flex Master DataTemplateName Translations (for example, Import Flex Master Data Grant Translations).

In SAP Ariba Procurement solutions, you can include flex master data translations in the batch import task Import Master Data Translations. (This task is not available in SAP Ariba Strategic Sourcing solutions.)

For general information about importing translations, see the following documentation:

● For SAP Ariba Procurement solutions, see Importing master data.● For SAP Ariba Strategic Sourcing solutions, see Common data import and administration guide for SAP Ariba

Strategic Sourcing and Supplier Management solutions.

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https://help.sap.com/viewer/27d44834e9164377b324539985725ecd/cloud/en-US/6bb8ecfcc1da10148c73e7da2b69a9bf.html

https://help.sap.com/viewer/b6d46a2e6c3043d7bb0cbabba4262560/cloud/en-US/0edd1d1418214bcb9cd3579388c4ddf4.html

https://help.sap.com/viewer/b6d46a2e6c3043d7bb0cbabba4262560/cloud/en-US/0edd1d1418214bcb9cd3579388c4ddf4.html

Topics about managing enumeration lists

Managing enumeration lists

Enumerations are custom fields for which you can define chooser values. Members of the Customization Administrator group can import enumerations files using the Enumerations task in the Customization Manager workspace in Ariba Administrator.

NoteEnumerations for services procurement are accessible from the Category Definition Manager workspace.

How to add, remove, and edit enumerations

Because enumerations are custom fields, you need to edit the enumerations file to add, remove, or change your custom values.

Procedure

1. On the dashboard, click Manage Core Administration .2. Click Customization Manager, and then click Enumerations.3. Click Export and save the Enumeration file to your desktop. You can export it as either an XLS or a CSV file.

This file contains all the enumerations files in one file. If there is more than one enumerations file, you can right-click the file name to export only that file.

4. Open the Enumeration file and insert the new value in alphabetical order in both the Display Value and Value fields. Copy the value in the Enumeration field. Save the file.

The following example shows the content of an enumeration file for a custom field showing requisition owners:

Enumeration Display Value Value

CUS_RequisitionOwner A.Davis A.Davis

CUS_RequisitionOwner C. Noll C.Noll

5. Click Import on the Enumerations page and upload the file. A message appears confirming that the enumeration upload was completed successfully.

6. The added enumerations appear in the chooser for the related field.


Topics about managing enumeration lists

Results

NoteSAP Ariba recommends against using only the values without the localized display value definitions. Instead, use the value/display value pairs. This results in a well-structured layout that is easier to maintain, because any updates to existing values can be achieved with a single upload to the enumeration list rather than a mass edit to fix it.

Preserving referential integrity

Exercise caution when removing an existing enumeration. Loss of data due to the removal of an existing enumeration breaks referential integrity.

For example:

● Value objects that were using the enumeration no longer show the display value.● For objects that were not yet published, the value selection is removed without notice upon saving.● Updates to objects remove the value selection without notice upon saving.● If the same value was added again with a different display value, existing objects show the new display value

without notice.

If the enumerations you are about to import will break referential integrity by overriding existing enumerations, the SAP Ariba system provides a warning.

SAP Ariba Customer Support can configure the Application.Base.VerifyUnchangedEnumerationValues parameter to prevent enumeration uploads from proceeding if the new enumerations would cause data loss by replacing existing enumerations.

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about managing enumeration lists PUBLIC 271

Topics about custom relationships between fields

Custom relationships between fields [page 272]

Tasks for creating and managing custom relationships between fields [page 272]

Custom relationships between fieldsRelation entries enable you to set up a relationship between two fields on an object for the purpose of ensuring valid combinations of field values, so that the values that are acceptable and available for one field depend on the value of another field.

For example, you could use relation entries to constrain the Supplier and Company Code fields on a requisition to a set of allowed combinations.

You can set up one-to-one, one-to-many, or many-to-many relationships using relation entries.

Setting up relation entries is a three-step process:

1. SAP Ariba Customer Support sets up and imports RelationType.csv to establish a generic relationship between the two fields.

2. You enter data in RelationEntries.csv to define the specific field value dependencies, following an example provided by SAP Ariba Customer Support, and import the data using the Import Relation Entries data import task.

3. SAP Ariba Customer Support writes and uploads an AML customization to define the behavior of the relationship.

Tasks for creating and managing custom relationships between fieldsThere are two data import tasks for relation entries: Import Relations, which reads data from RelationType.csv, and Import Relation Entries, which reads data from RelationEntry.csv.

The following sections describe the data import tasks and CSV files that define relation entry information. Tasks appear in the required data import order.



Data import task for establishing a relationship between two fields

The Import Relations data import task establishes a relationship between two fields. It reads data from the CSV file named RelationType.csv. SAP Ariba Customer Support typically creates and imports RelationType.csv.

Following is an example of RelationType.csv. This example establishes a relationship between Supplier and Company Code fields.

UTF8 UniqueName,Name,LeftClass,RightClass SupplierCompanyMap,Supplier to Company Validation,ariba.core.Supplier,ariba.core.CompanyCode

Data import task for mapping values in one field to values in another field

The Import Relation Entries data import task maps the values in one field to the values in another field. Both fields must be included in RelationType.csv. This task reads data from the CSV file named RelationEntry.csv, which depends on the CSV file named RelationType.csv.

Following is an example of RelationEntry.csv. In this one-to-many example:

● Supplier SUP_0523 is mapped to company codes Company112, Company113, and Company114.● Supplier SUP_0536 is mapped to company codes Company120, Company121, and Company122.

The combination of values in the LeftId and RightId columns establishes each relation entry as unique. You can make up these values or use existing field values. In the example that follows, the LeftKey1 and RightKey1 values are used for LeftId and RightId.

UTF8 RelationType.UniqueName,LeftId,RightId,LeftKey1,LeftKey2,LeftKey3,RightKey1,RightKey2,RightKey3 SupplierCompanyMap,SUP_0523,Company112,SUP_0523,,,Company112,, SupplierCompanyMap,SUP_0523,Company113,SUP_0523,,,Company113,, SupplierCompanyMap,SUP_0523,Company114,SUP_0523,,,Company114,, SupplierCompanyMap,SUP_0536,Company120,SUP_0536,,,Company120,, SupplierCompanyMap,SUP_0536,Company121,SUP_0536,,,Company121,, SupplierCompanyMap,SUP_0536,Company122,SUP_0536,,,Company122,,

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How to deactivate relation entries

You can deactivate relation entries to prevent their continued use.

Procedure

1. Create a RelationEntry.csv file that contains only the relation entries you want to deactivate.

2. On the dashboard, click Manage Core Administration .3. Click Site Manager, and then click Data Import/Export.4. On the Import tab, search for the Import Relation Entries data import task, and click Import.5. Click Deactivate, enter the location of the RelationEntry.csv file you created in step 1, and click Run.



Topics about data import tasks reference

Data import tasks reference [page 275]

Data import tasks for common data: PeopleSoft [page 275]

Data import tasks for common data: SAP [page 278]

Simplified data import tasks [page 282]

Data import tasks for common data: Generic [page 284]

Data import tasks reference

There are specific data import tasks for common data for PeopleSoft, SAP, and Generic. These data import tasks each take input from a single CSV file. Instead of using separate import tasks and separate CSV files, you can use the simplified data import tasks which read data from a single, consolidated CSV file.

Data import tasks for common data: PeopleSoft

A table describes the data import tasks that import common data for PeopleSoft.

Data Import Task CSV File(s) Imported

Import Accounting Combinations AccountingCombination.csv

Import Accounts Account.csv


Import Account Type Translations

AccountType.csv

Import Addresses Address.csv

Import All Accounting Related Data

Import Approval Queues ApprovalQueue.csv


Import Bank Account Number Type Translations

BankAccountIDType.csv



BankAccountType.csv

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BankIDType.csv

Import Batch Data

Import Business Units BusinessUnit.csv

Import Buyer Bank Payment Locations BuyerPaymentBankLocation.csv

Import Charge Types ChargeType.csv


Import Currency Information CurrencyInfo.csv

Import Currency Mappings CurrencyMap.csv


Import User Group Translations

CustomGroup.csv

Import Departments Department.csv

Import Email Notification DL EmailNotificationDL.csv

Import Enhanced Address Format Template AddressTemplate.csv

Import Enterprise User/Supervisor Relationships SharedUserSupervisor.csv

Import Enterprise Users SharedUser.csv

Import Enterprise User Alternate Email Addresses SharedUser.csv

SharedUserAlternateEmail.csv

Import ERP Commodity Codes

Import ERP Commodity Codes from PeopleSoft


ERPCommodityCode.csv

Import ERP Commodity to Commodity Mapping ERPCommodityCodeMap.csv

Import System Commodity Codes


SystemCommodityCode.csv

Import ERP Master Data Translations (batch import)

Import GL Business Units GLBusinessUnit.csv

Import Group to Child Group Mapping GroupParentGroup.csv

GroupChildGroupMap.csv

Import Group/Role Relationships GroupRoleMapPull.csv

GroupRoleMapPull_Roles.csv




Import Master Data Translations (batch import)



PaymentTerms.csv

PaymentTermStepDetails.csv

PaymentTermSteps.csv

Import Products Product.csv

Import Projects Project.csv

Import Purchasing Units PurchasingUnit.csv

Import Relation Entries RelationEntry.csv

Import Relations RelationType.csv

Import Responsible User Assignments User.csv

ResponsibleUser.csv

Import SetIDs SetId.csv

Import Statistics Statistics.csv

Import Supplier Bank Payment Locations SupplierPaymentBankLocation.csv

Import Supplier Location Contacts SupplierLocationSupplement.csv

Import Supplier Organizations SupplierIDs.csv


Import Supplier Related Data

Import Supplier Supplement Data (deprecated) SupplierSupplement.csv

Import Suppliers Supplier.csv

SupplierLocation.csv

Import Tax Codes

Import Tax Code Translations

TaxCodeHeader.csv

TaxCodeDetails.csv

TaxCode.csv

Import Tax Code Lookups TaxCodeLookup.csv

Import Tax Code Lookup Field Map TaxCodeLookupFieldMapping.csv

Import Tax Components TaxComponent.csv

Import Tax Types TaxType.csv

Import Tax Type Mappings TaxTypeMap.csv

Import Units Of Measure

Import Unit Of Measure Translations

UnitsOfMeasure.csv



Import User/Ship To Address Relationships SharedUserShipToAddressMap.csv

Import User/Ship To Address Relationships, One Address Per User1 SharedUserSingleShipToAddressMap.csv

Import User Approval Limits UserApprovalLimit.csv

Import User Group Mapping UserParentGroup.csv

GroupSharedUserMap.csv

Import Users User.csv

UserPCardMap.csv

Import Users from Consolidated CSV File User.csv

UserPCardMap.csv

Import Users from PeopleSoft HRMS UserPShrPull.csv

Note

1. You import SharedUserSingleShipToAddressMap.csv by running Import Batch Data. Import User/Ship To Address Relationships, One Address Per User is not visible on the Import tab in Ariba Administrator.Batch data import tasks import CSV files from a ZIP file. For more information, see How to run batch data import tasks.

Data import tasks for common data: SAPThe following table describes the data import tasks that import common data for SAP:


Import Account Categories

Import Account Category Translations

AccountCategory.csv

Import Account Category Field Status Combinations AccCategoryFieldStatusCombo.csv



AccountType.csv

Import All Accounting Related Data


Import Assets Asset.csv

Import Asset Classes AssetClass.csv

Import Asset Line Types AssetType.csv



https://help.sap.com/viewer/27d44834e9164377b324539985725ecd/cloud/en-US/6bc94aabc1da1014b13cf274000ea9cd.html







BankAccountType.csv



BankIDType.csv

Import Batch Data


Import Change Purchase Order ID with Line Numbers ChangePurchaseOrderHeaderImport.csv

ChangePurchaseOrderItemImport.csv


Import Company Code Internal Order Mapping CompanyCodeIOCombo.csv

Import Company Codes CompanyCode.csv

Import Company Code WBS Mapping CompanyCodeWBSCombo.csv

Import Cost Centers

Import Cost Center Translations

CostCenter.csv




CustomGroup.csv












Import Flex Master Data EarmarkedFundsDocument EarMarkExport.csv



Import Flex Master Data EarmarkedFundsLineItem EarmarkedFundsDocumentExport.csv

Import Flex Master Data Fund FundExport.csv

Import Flex Master Data BudgetPeriod BudgetPeriodExport.csv

Import Flex Master Data FundsCenter FundsCenterExport.csv

Import Flex Master Data CommitmentItem CommitExport.csv

Import Flex Master Data FunctionalArea FuncAreaExport.csv

Import Flex Master Data Grant GranteeExport.csv

Import Flex Master Data FMArea FMAreaExport.csv

Import General Ledgers

Import General Ledger Translations

GeneralLedger.csv



Import Internal Order Codes InternalOrder.csv

Import Item Categories

Import Item Category Translations

ItemCategory.csv

Import Master Data Translations (batch import) InternalOrder.csv

Import Minority Vendor Data MinorityVendor.csv



PaymentTerms.csv



Import Plants Data Plant.csv

Import Plant to Purchase Organization Mapping PlantPurchaseOrgCombo.csv

Import Purchase Order ID with Line Numbers PurchaseOrderHeaderImport.csv

PurchaseOrderItemImport.csv

Import Purchase Groups PurchaseGroup.csv

Import Purchase Organization to Supplier Mapping PurchaseOrgSupplierCombo.csv

Import Purchase Organizations PurchaseOrg.csv








ResponsibleUser.csv












Import Tax Codes


TaxCodeHeader.csv

TaxCodeDetails.csv

TaxCode.csv








UnitsOfMeasure.csv

Import User/Billing Address Relationships SharedUserBillingAddressMap.csv

Import User/Billing Address Relationships, One Address Per User1 SharedUserSingleBillingAddressMap.csv



Import User Approval Limits UserApprovalLimit.csv






UserPCardMap.csv

Import WBS Elements WBSElement.csv

Note

You import SharedUserSingleShipToAddressMap.csv and SharedUserSingleBillingAddressMap.csv by running Import Batch Data. Import User/Ship To Address Relationships, One Address Per User and Import User/Billing Address Relationships, One Address Per User are not visible on the Import tab in Ariba Administrator.

Batch data import tasks import CSV files from a ZIP file. For information, see How to run batch data import tasks.

Translation CSV files that you import using the Import ERP Master Data Translations task must be named as specified under that task.

Simplified data import tasksSimplified data import tasks import data from single CSV files and contain data consolidated from multiple existing legacy data import tasks and files.

For example, you can now import all user data using a single CSV file rather than seven separate files.

NoteThese tasks are available for PeopleSoft, SAP, and Generic.

The following table lists the simplified data import tasks and files, and indicates the legacy data import tasks and files from which the data for the new tasks is consolidated:

Simplified data import task Imports from this CSV fileContains data consolidated from these legacy data import tasks and files

Import Supplier Data (Consolidated File)

SupplierConsolidated.csv

Import Supplier Organizations

● SupplierOrganizations.csv● SupplierIDs.csv

Import Suppliers

● Supplier.csv

Import Supplier Supplement Data

● SupplierSupplement.csv





Import Minority Vendor Data

● MinorityVendor.csv


SupplierLocationConsolidated.csv

Import Supplier Location Contacts

● SupplierLocationSupplement.csv

Import Suppliers

● SupplierLocation.csv● SLRemittanceInformation.csv


PaymentTermsConsolidated.csv


● PaymentTerms.csv● PaymentTermSteps.csv● PaymentTermStepDetails.csv

Import Remittance Location Data (Consolidated File)

RemittanceLocationConsolidated.csv

Import Remittance Locations

● RemittanceLocation.csv● RemittanceLocationDetails.csv

Import Supplier Location Remittance Information

● SLRemittanceInformationDetails.csv

● SupplierPaymentBankLocation.csv


UserConsolidated.csv Import Enterprise User/Supervisor Relationships

● SharedUserSupervisor.csv


● SharedUser.csv● SharedUserAlternateEmail.csv


● SharedUser.csv


● SharedUserBillingAddressMap.csv


● SharedUserShipToAddressMap.csv

Import Users

● User.csv● UserPCardMap.csv


● UserApprovalLimit.csv




UserGroupConsolidated.csv

Import User Group Mapping

● UserParentGroup.csv● GroupSharedUserMap.csv

Import Responsible User Assignments

● User.csv● ResponsibleUser.csv

Data import tasks for common data: GenericA table describes the data import tasks that import common data for Generic.


Import Accounting Combinations AccountingCombination.csv

Import Accounting Regions Region.csv

Import Accounts

Import Account Translations

Account.csv



AccountType.csv

Import Addresses Address.csv







BankAccountType.csv



BankIDType.csv

Import Batch Data

Import Business Units BusinessUnit.csv



Import Companies Company.csv




Import Cost Centers

Import Cost Center Translations

CostCenter.csv




CustomGroup.csv
















UnitsOfMeasure.csv




Import Master Data Translations (batch import)



PaymentTerms.csv



Import Products Product.csv

Import Projects Project.csv







ResponsibleUser.csv

Import Subaccounts SubAccount.csv









Import Tax Codes


TaxCodeHeader.csv

TaxCodeDetails.csv

TaxCode.csv






Import User/Billing Address Relationships SharedUserBillingAddressMap.csv

Import User/Billing Address Relationships, One Address Per User1 SharedUserSingleBillingAddressMap.csv






UserPCardMap.csv




Note

1. You import SharedUserSingleShipToAddressMap.csv and SharedUserSingleBillingAddressMap.csv by running Import Batch Data.Import User/Ship To Address Relationships, One Address Per User and Import User/Billing Address Relationships, One Address Per User are not visible on the Import tab in Ariba Administrator.Batch data import tasks import CSV files from a ZIP file. For more information, see How to run batch data import tasks.



Topics about CSV files reference

CSV files reference [page 288]

CSV files for common data: Generic [page 288]

CSV files for common data: SAP [page 292]

CSV files for common data: PeopleSoft [page 298]

CSV files referenceThere are specific CSV files that contain common data for PeopleSoft, SAP, and Generic variants. These CSV files are input for individual data import tasks. Alternatively, instead of creating separate CSV files for separate data import tasks, you can create a single, consolidated CSV file to use with the simplified data import tasks.

CSV files for common data: GenericThe following table describes the CSV files that contain common data for Generic and specifies which files are required. A CSV file is required if the data it contains is required for SAP Ariba Procurement solutions to function properly. Required files should not be empty.

File Description Required

Account.csv Defines the valid accounts that can be used in Ariba procurement and invoicing solutions. Common examples of accounts include “Cash,” “Cost of Sales,” and “Standard Adjustment.”

No

AccountType.csv Defines the valid accounts that can be used in Ariba procurement and invoicing solutions. Account types are used to group accounts. Examples of account types include “Expense,” “Revenues,” and “Capital.”

Yes

AccountingCombination.csv Defines valid combinations of accounting entities in SAP Ariba Procurement solutions. Typically, you use accounting combinations to support existing accounting combination validation in your ERP system. Your accounting combination data must specify every allowed combination of accounting entities.

No

Address.csv Defines shipping and billing addresses. Yes




AddressTemplate.csv Defines the format of country or region-specific addresses displayed on documents and the unique order in which the address fields are displayed on the review page when users click an address link on a document to review the details of the address.

Optional

ApprovalQueues.csv Defines approval queue configurations. No

BankAccountType.csv Defines all supported types of bank account types, such as checking accounts and savings accounts.

See notes

BankAccountIDType.csv Defines bank account number types. See notes

BankIDType.csv Defines bank identifier types. See notes

BusinessUnit.csv Defines business units. A business unit typically represents an independent organizational entity within your company.

Yes

BuyerPaymentBankLocation.csv Defines general bank payment information, such as bank names and addresses, for buyer bank accounts. It also associates each bank payment location with a bank identifier type, bank account type, and bank account number type.

See notes

ChargeType.csv Defines charge types for SAP Ariba Procurement solutions and their mappings with the charge types in Ariba Network. You can use these charge types to apply charges on requisitions and invoices.

No

Company.csv Defines companies. Companies typically represent independent accounting units. Each company has its own balance sheet and its own profit and loss statement. Users and transactions are associated with companies in the SAP Ariba system.

No

CostCenter.csv Defines cost centers. A cost center is typically an organizational unit within a controlling area that represents a clearly defined location where costs occur. Users and transactions are associated with cost centers in the SAP Ariba system.

No

CurrencyConversionRate.csv Defines currency conversion rates. No

CustomGroup.csv Defines custom groups. No

ERPCommodityCode.csv Contains commodity codes retrieved from your ERP system. No

ERPCommodityCodeMap.csv Maps system commodity codes to ERP commodity codes. When a user chooses an item, ERPCommodityCodeMap.csv can potentially map the system commodity code into an ERP commodity code. Also defines default accounting information based on system commodity code.

No

GroupChildGroupMap.csv Maps child groups to parent groups. No

GroupParentGroup.csv Specifies parent groups (the groups you want to assign child groups to).

No

Common data import and administration guide for SAP Ariba Procurement solutionsTopics about CSV files reference PUBLIC 289


GroupSharedUserMap.csv Maps users to the groups specified in UserParentGroup.csv. Group membership enables users to perform specific tasks in the end-user and Ariba Administrator interfaces.

Yes

PaymentTerms.csv Contains payment term names and descriptions. Payment terms specify the time period in which a supplier requests payment and any discounts that the supplier chooses to make available for early payment. For example, payment terms of Net30 might mean that a payment is due within 30 days, but with a 10 percent discount available if payment is made within 15 days.

Yes


Yes


Yes

Product.csv Defines products. A product might be a grouping or collection of product lines or lines of business. Transactions are associated with products in the SAP Ariba system. Defining products helps filter data for users.

No

Project.csv Defines projects. A project is typically an operational unit within your company.

No

PurchasingUnit.csv Defines purchasing units. You define what a purchasing unit should be. For example, you can make the purchasing unit object specific to SAP Ariba Procurement solutions, or you can map purchasing units to objects defined in your ERP system.

No

Region.csv Defines accounting regions. An accounting region typically represents a geographic region or location.

No

RelationEntry.csv Defines many-to-many relationships, for example, relationships between users and projects. These relationships can be used in customizations.

No

RelationType.csv Makes users responsible for purchasing units through their group assignments. Purchasing unit responsibilities limit which approvable documents a user can see and approve.

No

ResponsibleUser.csv Makes users responsible for purchasing units through their group assignments. Purchasing unit responsibilities limit which approvable documents a user can see and approve.

No

SharedUser.csv Defines enterprise user information, which includes the user’s email address, supervisor, default currency and locale, and organization.

Yes

SharedUserAlternateEmail.csv Defines alternate email addresses for enterprise users. These email addresses are used for validation and lookup purposes. For information, see About Import Enterprise User Alternate Email Addresses [page 131].

No

SharedUserShipToAddressMap.csv Associates shipping addresses with users. Yes




SharedUserSingleShipToAddressMap.csv

Associates shipping addresses with users. Use this file (instead of SharedUserShipToAddressMap.csv) with the Import Batch Data data import task when you want to replace an existing shipping address.

No

SharedUserSupervisor.csv Associates users with their supervisors. Yes

SubAccount.csv Defines subaccounts. Subaccounts are accounting entities that are subordinate to the accounts defined in Account.csv.

No

Supplier.csv Contains general information for each supplier, which includes the supplier name, corporate URL, and payment terms.

Yes

SupplierIDs.csv Defines supplier IDs for each supplier organization. Yes

SupplierLocation.csv Contains supplier location information for each supplier. A supplier location is a physical location for a company. It includes postal and email address information, telephone and fax numbers, and the name of a contact person. You can have different contacts for the same supplier location. To have entries for several different contacts, include multiple lines for each location.

Yes

SupplierLocationSupplement.csv Defines supplemental supplier location information. Supplemental supplier location information includes preferences for ordering methods, purchasing card information, and the supplier’s Ariba Network ID. SAP Ariba Procurement solutions use this Ariba Network ID to uniquely identify the supplier when contacting Ariba Network.

Yes

SupplierOrganizations.csv Defines supplier organizations. Ariba procurement and invoicing solutions use a supplier organization to act as an umbrella to link together different suppliers. Every supplier must be grouped under exactly one supplier organization.

Yes

SupplierPaymentBankLocation.csv Defines general bank payment information, such as bank names and addresses, for supplier bank accounts. It also associates each bank payment location with a bank identifier type, bank account type, and bank account number type.

See notes

SupplierSupplement.csv Associates payment models with suppliers. No

SystemCommodityCode.csv Defines a set of system commodity codes. Yes

TaxCodeHeader.csv

TaxCodeDetails.csv

Defines tax codes. You can use these tax codes to apply taxes on requisitions and invoices.

Yes

TaxCode.csv Defines translations for tax codes. No

TaxCodeLookup.csv Defines tax code lookup to default tax codes on requisition and invoice line items.

Yes

TaxCodeLookupFieldMapping.csv Defines mappings between tax code lookup fields and line item fields of approvables.

No

TaxComponent.csv Defines tax components, which are individual components of tax codes that are applied on line items.

Yes



TaxType.csv Defines custom tax types for SAP Ariba Procurement solutions. You can use these tax types to apply taxes on invoices. You can also use these tax types to create tax components.

No

TaxTypeMap.csv Defines the mapping between the tax types defined in SAP Ariba Procurement solutions and those in Ariba Network.

Yes

UnitsOfMeasure.csv Defines units of measure. Units of measure are terms that describe how items are packaged, such as by the box, by the unit, or by the pound.

Yes

User.csv Defines default accounting information for users, including delivery address, cost center, business unit, account, subaccount, product, project, and purchasing unit. It also includes the user’s approval limits.

Yes


Yes

UserPCardMap.csv Contains user-to-purchasing card mappings. If you do not want to assign purchasing cards to users, create this file with column headings, but without data.

Yes

Notes:

BankAccountIDType.csv, BankAccountType.csv, BankIDType.csv, BuyerPaymentBankLocation.csv, and SupplierPaymentBankLocation.csv are required only if you use the Ariba Network payment model. If you use the External System payment model, bank information is optional.

CSV files for common data: SAPThe following table describes the CSV files that contain common data for SAP and specifies which files are required. A CSV file is required if the data it contains is required for SAP Ariba Procurement solutions to function properly. Required files should not be empty.


AccCategoryFieldStatusCombo.csv Contains SAP account category and field status codes combinations retrieved from your SAP system.

Yes

AccountCategory.csv Contains account categories retrieved from your SAP system. SAP uses account categories to specify how to assign a line item expenditure to an account. Examples of account categories include “Asset,” “Order,” “Cost Center,” and “Project.”

Yes

AccountCategoryLang.csv Contains translations of account category names when the translations are part of the Import ERP Master Data Translations task. (When not part of the batch import, the file name is flexible.)

No




AccountType.csv Defines valid account types that can be used in SAP Ariba Procurement solutions. Account types are used to group accounts. Examples of account types include “Internal Order,” “Cost Center,” “Asset,” and “WBS Element.”

Yes


Asset.csv Contains assets retrieved from your SAP system. Yes

AssetClass.csv Defines asset classes to group assets based on common characteristics, such as useful life, depreciation key, and account determination key. For example, irrespective of brands, you may group laptops under the asset class "Computers".

AssetType.csv Defines asset line types. For example, asset lines can be defined as main assets and sub-assets.


See notes



BudgetPeriodExport.csv Defines the Budget Period field and related information for the Funds Management accounting functionality.


See notes

ChangePurchaseOrderHeaderImport.csv

Contains the IDs assigned to a changed purchase order by the ERP system and the SAP Ariba Buying solutions.

ChangePurchaseOrderItemImport.csv

Contains the IDs assigned to the line items on a changed purchase order by the ERP system and the SAP Ariba Buying solutions.


No

CommitExport.csv Defines the Commitment field and related information for the Funds Management accounting functionality.

CommodityCodeLang.csv Contains translations of ERP system commodity codes when the translations are part of the Import ERP Master Data Translations task. (When not part of the batch import, the file name is flexible.)

No

CompanyCode.csv Contains company codes retrieved from your SAP system. A company code represents an independent accounting unit within a client. Each company code has its own balance sheet and its own profit and loss statement.

Yes

CompanyCodeIOCombo.csv Contains combinations of company codes and internal orders retrieved from your SAP system.

Yes



CompanyCodeWBSCombo.csv Contains combinations of company codes and WBS elements retrieved from your SAP system.

Yes

CostCenter.csv Contains cost centers retrieved from your SAP system. A cost center is an organizational unit within a controlling area that represents a clearly defined location where costs occur.

Yes

CostCenterLang.csv Contains translations of cost center names when the translations are part of the Import ERP Master Data Translations task. (When not part of the batch import, the file name is flexible.)

No



EarMarkExport.csv Defines the Earmarked Funds Document field and related information for the Funds Management accounting functionality.

EarmarkedFundsDocumentExport.csv Defines the Earmarked Funds Line Item # field and related information for the Funds Management accounting functionality.

ERPCommodityCode.csv Contains commodity codes retrieved from your ERP system. Yes

ERPCommodityCodeMap.csv Maps system commodity codes to ERP system commodity codes. When a user chooses an item, ERPCommodityCodeMap.csv can potentially map the system commodity code into an ERP system commodity code. Also defines default accounting information based on system commodity code.

Yes

FMAreaExport.csv Defines the FM Area field and related information for the Funds Management accounting functionality.

Yes

FuncAreaExport.csv Defines the Functional Area field and related information for the Funds Management accounting functionality.

Yes

FundExport.csv Defines the Fund field and related information for the Funds Management accounting functionality.

YYeses

FundsCenterExport.csv Defines the Funds Center field and related information for the Funds Management accounting functionality.

Yes

GeneralLedger.csv Contains general ledger accounts retrieved from your SAP system.

Yes

GeneralLedgerLang.csv Contains translations of general ledger account names when the translations are part of the Import ERP Master Data Translations task. (When not part of the batch import, the file name is flexible.)

No

GranteeExport.csv Defines the Grant field and related information for the Funds Management accounting functionality.

Yes






No


Yes

InternalOrder.csv Contains internal orders retrieved from your SAP system. You typically use internal orders to plan, collect, and settle the costs of internal jobs and tasks.

Yes

ItemCategory.csv Contains item categories retrieved from your SAP system. An SAP item category specifies the characteristics and attributes of a transaction item and controls the processing of an item. Examples of item categories include “Material” (for material goods,) “Service” (for services), “Lease Material” (for leased material goods), and “Lease Service” (for leased services).

Yes

MinorityVendor.csv Contains minority vendor data retrieved from your SAP system.

Yes


Yes


Yes


Yes

Plant.csv Contains plants retrieved from your SAP system. A plant is an operational unit within a company code.

Yes

PlantPurchaseOrgCombo.csv Contains combinations of plants and purchase organizations retrieved from your SAP system. A plant is assigned to one or more purchase organizations.

Yes

PurchaseGroup.csv Contains purchase groups retrieved from your SAP system. Purchase groups are responsible for the day-to-day buying activities of purchase organizations. A purchase group can act for several purchase organizations.

Yes

PurchaseOrderHeaderImport.csv Contains the IDs assigned to an order by the ERP system and the SAP Ariba Buying solutions.

Yes

PurchaseOrderItemImport.csv Contains IDs assigned to the line items on an order by the ERP system and the SAP Ariba Buying solutions.



PurchaseOrg.csv Contains purchase organizations retrieved from your SAP system. A purchase organization is an organizational unit responsible for procuring materials or services for one or more plants and for negotiating general conditions of purchase with vendors.

Yes

PurchaseOrgSupplierCombo.csv Contains combinations of purchase organizations and suppliers retrieved from your SAP system and defines default payment term for supplier.

Yes


No

RelationEntry.csv Defines many-to-many relationships, for example, relationships between users and projects. These relationships can be used in customizations.

No

RelationType.csv Makes users responsible for purchasing units through their group assignments. Purchasing unit responsibilities limit which approvable documents a user can see and approve.

No


No


Yes


No




No



Yes



Yes




SupplierLocationSupplement.csv Defines supplemental supplier location information. Supplemental supplier location information includes preferences for ordering methods, purchasing card information, and the supplier’s Ariba Network ID. Ariba procurement and invoicing solutions use this Ariba Network ID to uniquely identify the supplier when contacting Ariba Network.

Yes

SupplierOrganizations.csv Defines supplier organizations. SAP Ariba Procurement solutions use a supplier organization to act as an umbrella to link together different suppliers. Every supplier must be grouped under exactly one supplier organization.

Yes


See notes



TaxCodeHeader.csv

TaxCodeDetails.csv


Yes

TaxCode.csv Defines translations for tax codes. No


Yes


No


Yes


No


Yes


Yes

User.csv Defines default accounting information for users, including delivery and shipping addresses, cost center, purchase organization and group, company code, plant, and general ledger. Can also include the user’s purchasing unit assignment.

Yes

UserApprovalLimit.csv Defines user approval limits. If an approvable document exceeds a user’s approval limit, the SAP Ariba system adds the responsible manager for the charged department to the approval flow.

Yes


Yes




Yes

WBSElement.csv Contains WBS elements retrieved from your SAP system. All projects created in SAP must contain a project definition and at least one work breakdown structure (WBS) element. WBS elements represent a part of the project and track financial information.

Yes

NoteBankAccountIDType.csv, BankAccountType.csv, BankIDType.csv, BuyerPaymentBankLocation.csv, and SupplierPaymentBankLocation.csv are required only if you use the Ariba Network payment model. If you use the External System payment model, bank information is optional.

CSV files for common data: PeopleSoft

The following table describes the CSV files that contain common data for PeopleSoft and specifies which files are required. A CSV file is required if the data it contains is required for SAP Ariba Procurement solutions to function properly. Unless otherwise noted, required files should not be empty


Account.csv Contains accounts retrieved from your PeopleSoft system. Yes

AccountType.csv Defines the valid accounts that can be used in SAP Ariba Procurement solutions procurement and invoicing solutions. Account types are used to group accounts. Examples of account types include “Expense,” “Revenues,” and “Capital.”

Yes

AccountingCombination.csv Defines valid combinations of accounting entities in SAP Ariba Procurement solutions solutions. Typically, you use accounting combinations to support existing accounting combination validation in your ERP system. Your accounting combination data must specify every allowed combination of accounting entities.

No

Address.csv Defines shipping and billing addresses. Yes

AddressTemplate.csv Defines the format of country or region-specific addresses displayed on documents and the unique order in which the address fields are displayed on the review page when users click an address link on a document to review the details of the address.

Optional



See notes






BusinessUnit.csv Contains purchasing business units retrieved from your PeopleSoft system.

Yes


See notes


No



Department.csv Contains departments retrieved from your PeopleSoft system. Yes

ERPCommodityCode.csv Contains commodity codes retrieved from your ERP system. Yes

ERPCommodityCodeMap.csv Maps system commodity codes to ERP system commodity codes. When a user chooses an item, ERPCommodityCodeMap.csv can potentially map the system commodity code into an ERP system commodity code. Also defines default accounting information based on system commodity code.

Yes

GLBusinessUnit.csv Contains general ledger business units retrieved from your PeopleSoft system.

Yes



No


Yes


Yes


Yes


Yes



Product.csv Contains products retrieved from your PeopleSoft system. Yes

Project.csv Contains projects retrieved from your PeopleSoft system. Yes


No

RelationEntry.csv Defines the details of the many-to-many relationships imported by in RelationType.csv.

No

RelationType.csv Defines many-to-many relationships, for example, relationships between users and projects. These relationships can be used in customizations.

No


No

SetId.csv Contains SetIDs retrieved from your PeopleSoft system. Yes


Yes


No




No


Statistics.csv Contains statistics codes retrieved from your PeopleSoft system.

Yes


Yes



Yes




SupplierLocationSupplement.csv Defines supplemental supplier location information. Supplemental supplier location information includes preferences for ordering methods, purchasing card information, and the supplier’s Ariba Network ID. SAP Ariba Procurement solutions use this Ariba Network ID to uniquely identify the supplier when contacting Ariba Network.

Yes

SupplierOrganizations.csv Defines supplier organizations. The SAP Ariba Procurement solutions use a supplier organization to act as an umbrella to link together different suppliers. Every supplier must be grouped under exactly one supplier organization.

Yes


See notes



TaxCodeHeader.csv

TaxCodeDetails.csv


Yes

TaxCode.csv Defines translations for tax codes. Yes


Yes


No


Yes


No


Yes


Yes

User.csv Defines default accounting information for users, including business unit, general ledger business unit, location, department, product, and account. Can also include the user’s purchasing unit assignment.

Yes

UserApprovalLimit.csv Defines user approval limits. If an approvable document exceeds a user’s approval limit, SAP Ariba Procurement solutions add the responsible manager for the charged department to the approval flow.

Yes


Yes




Yes

Notes:

BankAccountIDType.csv, BankAccountType.csv, BankIDType.csv, BuyerPaymentBankLocation.csv, and SupplierPaymentBankLocation.csv are required only if you use the Ariba Network payment model. If you use the External System payment model, bank information is optional.



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