Ariba Supplier User Guide

End-User Guide

Updated January 2023

Note: This guide will not cover all features in Ariba Business Network. Leverage Ariba Learning Hub to learn
more about your account features.
Table of Contents

Topic
Ariba User Interface (UI)
Manage Purchase Orders
Process Order Confirmation
Create Advanced Shipping Notifications
Create Material Invoice
Create Service Invoice
FAQ

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 Ariba Network UI
Portal where documents are exchanged electronically between
the buyer and supplier.

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Ariba Business Network
Explore the User Interface (UI) to become familiar with the layout.

• After logging into Ariba Network, click Workbench to find documents and review
document status.
• Use Edit filter to search for documents by selected criteria
• Add and remove tiles using the Customize feature

Note: Views may vary depending on supplier account type and customizable configurations.
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Manage Purchase Orders
Use the Ariba Network to manage transaction
documents and take actions against them

5
Receive and View Purchase Orders
Suppliers with Standard Accounts will receive orders via interactive email.

• Within the email, suppliers can review details of the order.

• Click “Process order” to submit an order confirmation, advance shipping notification
and/or invoice.

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View and Manage Transaction Documents
From the email, clicking “Process Order” will direct you to the Ariba Network where
you will log into your account.

• Log in using the account information created during your Ariba registration

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Manage Purchase Orders
New Orders can be found in the Workbench or Orders tabs

Two methods for acting against a PO:

• Select Actions and choose from available options as seen below
• Click on Order Number to view Order details and take action as seen in next slide

8
Manage Purchase Orders
View Purchase Order details screen after logging in. Review Order Detail and select
from transaction options.
• Select from the available transaction options:
− Create Order Confirmation
− Create Ship Notice
− Create Invoice

9
 Process Order Confirmation
Order confirmations are acknowledgements to CPC that the order
has been received by the supplier and will be fulfilled along with
the expected delivery date(s) and quantities.

10
Process Order Confirmation
There are three options when selecting Order Confirmation activity. All options will
send a notification to CPChem.

• Confirm Entire Order

− Confirm full quantity of ALL PO line
items
• Update Line Items
− Confirm/Backorder/Reject individual
PO line quantities
− Enter quantity in required fields
• Reject Entire Order
– Reject order for all PO lines

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Confirm Entire Order
By confirming the entire order, the supplier agrees to fulfill entire order quantity for
all PO lines.
To create the Order Confirmation:
A. Enter order confirmation number
− Number must be unique and can only A
be used once per order
B. Enter Shipping and Delivery Dates B

− Delivery date cannot come before

shipping date
C. Review PO line items C
− POs may contain multiple line items.
Confirming entire order confirms all
line items
− Click Next then Submit in Review Optional fields:
Confirmation Screen Supplier Reference: For supplier internal reference text or numbers
Est. Shipping cost: Shipping surcharge
Est. Tax Cost: Tax surcharge
Attachments: upload files or documents
12
Update Line Items
By selecting Update Line Items, the supplier manually applies the confirmation
status to each PO line item.
Follow previous steps in “Confirm Entire Order” up to review PO line items. Then enter specific
quantity in the following fields to indicate status.

A. Confirm
− Confirms the quantity per line item
B. Backorder
− Backorders the quantity per line item
C. Reject
− Rejects the quantity per line item
− Rejection Reason is a required field in Details
• Date fields not required

A B C

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Reject Entire Order
By rejecting the entire order, the supplier is indicating it will not fulfill any of the
line items on the PO.

Rejecting the entire order will still require unique

a confirmation number and rejection reason. Available Rejection Reasons

14
Create Advanced Shipping Notifications
Advanced Shipping Notifications (ASN) provide shipping details
to CPC that allow for timely and accurate receipt of goods.

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Create Advanced Shipping Notifications (ASN)
ASNs should be created and submitted prior CPC receiving the goods.

Ship Notice Header Details:

A. Add required shipping information marked by asterisk and select Carrier Name
B. Suppliers can also update shipping addresses, if needed

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Create Advanced Shipping Notifications (ASN)
Delivery and Transport Information and Additional Fields
• While some fields may be optional, it benefits the supplier to provide as much detail
in the ASN to ensure successful receipt of goods
• Multiple POs can be added to a single ASN. Click Add Order Line Item to include
additional POs
• Click Next then Submit to send shipping notice

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 Create Material Invoice
Create Invoices for goods delivered to the customer with applicable
delivery dates and quantities.

Invoice type is auto-assigned based on the PO type.

Create Material Invoice
Using the drop-down menu select Standard Invoice .

Enter the following Invoice Header details:

A. Invoice number
− Invoice numbers must be unique and cannot be used on any other invoices
− Must only contain uppercase letters and numbers. Cannot contain special characters.
B. Invoice Date
− Date of invoice submission. Backdating invoices is restricted.
C. Remit To
− Select from dropdown correct remittance address

A
B

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Create Material Invoice
Review the invoice line items and confirm accuracy. Partial invoicing is enabled for
suppliers. Multiple POs cannot be combined on a single invoice.

Enter the Invoice Line-item details. It is important that:

• Invoice quantity match the goods receipt created by CPC receiver and does not exceed the
quantity on the most current PO version.
• If Unit is not pre-populated, select from available UOM options that best matches with PO unit.
Do not hard key in Unit.
• Invoice Unit Price must match the unit price on the most current PO version.

Note:
Incorrect data will result in an AP exception
and may result in delayed payment or rejected
invoice.

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Create Material Invoice
Tax Level and Tax Rate are based upon the PO and auto-populate on the Invoice.
Tax Updates can be made at Header or Line Item level. If defaults are changed, an
invoice exception will be triggered.

• Header Level Tax

− Blanket tax rate is applied to ALL line items
− Navigate to Add to Header and select Tax

• Line Level Tax

− Enables the supplier to specify a tax category and rate for a particular line
− Navigate to Line Item Actions, check specific Line Item (s) and select Tax

Ensure the following Tax details are entered:

• Select appropriate tax category
• Enter Tax rate (%)

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Create Material Invoice
Shipping Cost can be added at the Invoice Header or Line Item level. Costs must be
broken out from the Unit Price to avoid exception handling. Including Shipping Costs
in Unit Price may cause PO and Invoice not to match.

• Header Level Shipping

− Blanket tax rate is applied to ALL line items
− Navigate to Add to Header and select Shipping Cost

• Line Level Shipping

− Enables the supplier to specify the Shipping Costs for a specific line item
− Select Line level shipping
− Navigate to Line Item details to enter the costs

Ensure the following Shipping Cost details are entered:

• Shipping Amount
• Shipping Date (optional)

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Applying Surcharges to Header Level
Surcharges, such as Special Handling, must be broken out from the Unit Price to avoid
exception handling. Including any surcharges in Unit Price will cause PO and Invoice
not to match.
• Navigate to Add to Header found above Line Items
• Select applicable surcharge to add to header

Note: Exceeding Invoice tolerance level will cause exception handling which may result in
delayed payment or rejected invoice.

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Apply Surcharges to Line Level
Ensure that Line Level is selected in Shipping and enter the appropriate amounts.

• Select Line level shipping in the Invoice header

• Check line items to add surcharges. Blue checkmark will indicate selected
• Navigate to Line Item Actions found below Line Items and select applicable charges
• Exceeding Invoice tolerance level will cause exception handling which may result in delayed
payment or rejection of the invoice

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Create Material Invoice
Additional fields section is optional but provide greater detail to the invoice. Supplier
can use any of these fields to support internal data referencing.

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Create Material Invoice
After clicking Next, Invoice Summary will show all details for the invoice.
• It is important to ensure all information is accurate to avoid AP exception
handling which may result in delayed payment or invoice rejection.
• Click Submit to send invoice to CPC.

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 Create Service Invoice
Invoices for Services rendered to CPChem with applicable start and end
dates.

Invoice type is auto-assigned based on PO type.

Create Service Invoice
Using the drop-down menu select Standard Invoice
Enter the following Invoice Header details:
A. Invoice number
− Invoice numbers must be unique and cannot be used on any other invoices
− Must only contain uppercase letters and numbers. Cannot contain special characters.
B. Invoice Date
− Date of invoice submission. Backdating invoices is restricted.
C. Remit To
− Select from dropdown correct remittance address
D. Final Service Sheet
− Click to indicate the creation of the final service sheet/invoice to close the PO

A
B
D
C

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Create Service Invoice
Review the Invoice line items and confirm accuracy. Partial invoicing is enabled for
suppliers. Multiple POs or Service Lines cannot be combined on a single invoice.

Scroll down to Line Item details and click Add/Update to add applicable service type to Invoice
line
• Add Contract/Catalog Items: Future functionality – Do not use
• Add General Service: Invoice by work assignment (aggregate)
• Add Labor Service: Invoice by rate of work assignment (distinctive)
• Add Material: Future functionality – Do not use; material and services are invoiced separately

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Create General Service Invoice
General Service Invoices are used for service that do not have a contract labor rate.
A supplier may invoice up to the amount available in the PO.
Select General Service from Add/Update in Line Item details
A. Enter a Description of Service
B. Enter Quantity
− Enter 1 for each or enter greater than 0 for Hour

D
A B C
E E

C. Enter Unit
− Select field while blank and hit enter for Search Unit
− Click Search – Do not type in Unit name field to search
− Use page navigator to search for applicable Unit
− Most common Units are Hour (HUR) or Each (EA)
D. Enter Unit Price and ensure subtotal is accurate
E. Enter Service Start and End Date 30
Above example of completed Entry
Create Labor Service Invoice
Labor Service Invoices are used for services that have a contract labor rate. A supplier
may invoice up to the amount available in the PO.
Select Labor Service from Add/Update in Line Item details:
A. Enter a Description of Service
B. Enter Quantity greater than 0 for Hour (HUR)
C. Enter calendar year of service in Term
D. Enter Rate in Dollars per unit and
ensure subtotal is accurate
A B
E. Enter Unit in the Rate section
D
C E − Select field while blank and hit
enter to Search Unit
− Select Search – Do not type in
Unit Name to search.
− Use page navigator to search for
applicable Unit
− Most common Unit is Hour (HUR)
F F
F. Enter Service Start and End Date
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Create Service Invoice
Tax Level and Tax Rate are based upon the PO and auto-populate on the Invoice. Tax
Updates can be made at Header or Line Item level. If defaults are changed, an invoice
exception will be triggered. Tax may not be applicable to all types of Services.

• Header Level Tax

− Blanket tax rate is applied to ALL line items
− Navigate to Add to Header and select Tax

• Line Level Tax

− Enables the supplier to specify a tax category and rate for a particular line
− Navigate to Line Item Actions, check specific Line Item (s) and select Tax

Ensure the following Tax details are entered:

• Select appropriate tax category
• Enter Tax rate (%)

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Create Service Invoice
Additional fields section is optional but provide greater detail to the invoice.
Supplier can use these fields to support internal data referencing.

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Create Service Invoice
After clicking Next, Invoice Summary will show all details for invoice.
• It is important to ensure all information is accurate to avoid AP exception
handling which may result in delayed payment or invoice rejection.
• Click Submit to send invoice to CPC.

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Create Service Entry Sheet
CPC has enabled automatic creation of Service Entry Sheets for each Service
Invoice that is created.
Service Entry Sheets are reviewed by the Finance department who rejects or approves for
invoice reconciliation.

If a Service Entry Sheet is rejected, the supplier must resubmit a new Invoice with correct
information. It is important to submit the Invoice with correct information to avoid delayed
payment or rejected invoice.

The message below will occur when attempting to create a service entry sheet for a CPC
Service Invoice.

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Tips to Avoid Service Entry Sheet/Invoice Rejection
Below are the most common reasons for rejection of Service Entry Sheet (SES) and
invoice. Please avoid these errors. If your Invoice is rejected, it is most likely because of
an SES error(s) below.
1. Missing Description - Please enter a description in the Line Item details of the Invoice
for each line. Missing description will result in rejection.

2. Missing Unit of Measure (UOM) - Please select a Unit from the available options in
Ariba. This field is case sensitive. Example: "hour" is invalid; "Hour" is valid. Missing
UOM will result in rejection.

3. Missing Attachment – When in doubt always add an attachment of the original invoice,
timesheet, etc... that support your invoice. This can be done by selecting "Add to
Header" then "attachment". Refer to slide 24. Missing attachments required by your
buyer may result in rejection.

View Service Sheets under "Fulfillment" tab to see notes on rejection reason from approver.
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Tips to Avoid SES Rejection
• Adding an Attachment can be found in the Add to Header
button found above line items. Attachment should always
be uploaded if you are required to provide a timesheet
and/or invoice to the project owner.

• Add “Unit” by typing in text and selecting from dropdown

list (first letter must be capitalized).

• Selecting "Search for more..." will open a pop-up search

table. Clicking enter while search bar is blank will provide
full list of units. Use the page button to navigate the pages
and view available options.

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 FAQ
Frequently Asked Questions
CPC Invoicing FAQ
Should I send separate Invoices for supplemental charges such as shipping or
special handling?

Do not send separate invoices for supplemental charges. This will result in exception handling which may delay
payment or rejection of the invoice.

All charges should be on the same invoice. Supplemental charges can be added to the Invoice at the Header or
Line-item level.

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CPC Invoicing FAQ
Can I use my own Unit of Measure (UOM) when preparing an Invoice?

You must use a UOM from the available Ariba search options. Entering a UOM that is not from the selected list will
result in exception handling which may delay payment or reject of the invoice.

Ensure that UOM and quantity of invoice aligns or matches with PO UOM. Invoices with quantities that is greater
than the PO quantity are not allowed.

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CPC Invoicing FAQ
What do I do with the paper invoices that have already been printed or sent to
Chevron Phillips Chemical and Affiliates?

Approximately 1 week prior to “Go Live”, Chevron Phillips Chemical and Affiliates will send a “Go Live”
communication by email to confirm the exact “Go Live” date. Also, a list of Cutover Purchase Orders with the Ariba
PO numbers will be sent to the supplier.

Until you have been notified to begin sending “live” invoices through your Ariba Network production account, you
will continue to submit invoices the same way you have done so previously.

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CPC Invoicing FAQ
What is the process for invoices against purchase orders that I received prior to
cutover?

Chevron Phillips Chemical and Affiliates’s current plan is to have any open PO Lines placed prior to Go Live Date
cutover into Ariba be completed via the Ariba Network or Ariba integration

42
General Ariba FAQ
What do I need to know when transacting with Chevron Phillips Chemical and
Affiliates through the Ariba Network?

It is important to review the information, training materials, and reference documents provided on Chevron
Phillips Chemical and Affiliates’ Supplier Information Portal.

To access the Supplier Information Portal:

• Log into your Ariba Network production account at https://supplier.ariba.com
• From the Administrator drop-down menu, select Customer Relationships
• Locate Chevron Phillips Chemical and Affiliates and click the Supplier Information Portal link next to CPChem’s
name

• Direct link to the Portal https://support.ariba.com/item/view/189753

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General Ariba FAQ
Why did Chevron Phillips Chemical and Affiliates choose the Ariba Network?

The Ariba Network is the world’s largest trading partner community, home to more than 1.2 million companies,
including more than half of the Fortune 500.

Ariba provides fast and efficient transmission, tracking, and processing of orders and invoices.

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General Ariba FAQ
Who is SAP Ariba?

Ariba is the world’s business commerce network. Ariba combines industry-leading cloud-based applications with
the world's largest web-based trading community to help companies discover and collaborate with a global
network of partners. Using the Ariba Network, businesses of all sizes can connect to their trading partners
anywhere, at any time, from any application or device to buy, sell, and manage their cash more efficiently and
effectively than ever before. Companies around the world use the Ariba Network to simplify inter-enterprise
commerce and enhance the results that they deliver.

The Ariba Network offers suppliers a broad range of solutions and services to manage business transactions and
content through a web browser or electronically through EDI/cXML. Being part of the Ariba Network positions
suppliers to attract more business from existing customers, as well as gain new ones.

You can access your Ariba Network supplier account and other information about the Ariba Network with these
links:
Ariba Network supplier account: https://supplier.ariba.com
Ariba Network information: http://www.ariba.com/community/the-ariba-netwo

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General Ariba FAQ
Why is Chevron Phillips Chemical and Affiliates asking suppliers to transact with
them electronically?

Chevron Phillips Chemical and Affiliates is moving away from conducting commerce via hard copy and manually
transmitted purchase orders, change orders, advance shipment notices, invoices, and more.

Chevron Phillips Chemical and Affiliates are contacting our suppliers to inform of these changes and request
support to ensure a smooth transition to this new process.

46
General Ariba FAQ
What infrastructure do I need to use the Ariba Network?

A regular Internet connection and a web browser are the only requirements.

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General Ariba FAQ
What if I don‘t want to participate?

Chevron Phillips Chemical and Affiliates is committed to the utilization of the Ariba Network and is working hard to
make the transition as seamless for suppliers as possible.

Suppliers that are asked to participate are considered strategic to the ongoing business of Chevron Phillips
Chemical and Affiliates and are thus expected to comply with this process as a requirement for continuing the
relationship. New supplier relationships will the same expectation of utilizing the Ariba at the time of on-boarding.

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General Ariba FAQ
How do I register on the Ariba Network?

Ariba and Chevron Phillips Chemical and Affiliates are contacting suppliers in phases & waves during the rollout
and will send you a Trading Relationship Request Letter when they are ready for you to convert to the new
process. This letter will explain how to register on the Ariba Network and the steps you should take to create an
Ariba Network account. Ariba will also contact and assist you individually throughout this process to ensure a
smooth transition.

If you already have an Ariba Network account, you should leverage it to transact with Chevron Phillips Chemical
and Affiliates.

49
General Ariba FAQ
What if I forget my password?

If you forget your Ariba Network Password, click the Forgot Password link at http://supplier.ariba.com to be
prompted through the password reset process.

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General Ariba FAQ
Is there a cost for transacting business on the Ariba Network?

As an Ariba Network supplier, you have two choices in Ariba Network accounts. The right one for you is based on
your business model and how you think you can best achieve your e-commerce and sales goals.

The Standard Account has basic functionality and is completely free for suppliers.

An Enterprise Account is a fee-based account and provides everything the standard account offers, plus ways to
grow and strengthen your business through Ariba Network. More information about pricing can be found at
https://www.ariba.com/ariba-network/ariba-network-for-suppliers/accounts-and-pricing.

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General Ariba FAQ
How secure is the Ariba Network?

The Ariba Network uses Secure Hypertext Transfer Protocol (HTTPS) for all communication between procurement
applications, suppliers, and the Ariba Network. HTTPS is the standard for secure Internet communication and uses
Secure Socket Layer (SSL) with RSA Labs encryption. Additionally, accounts on the Ariba Network are password
protected. You can learn more about Ariba data security policies here: https://www.ariba.com/legal/ariba-data-
policy-and-privacy-statement-04-22-2016.

For added security measures, CPChem encourages suppliers to set up Multifactor Authentication within the User
settings on the Manage User Authentication tab. This configuration can be set up by the supplier’s administrator.

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General Ariba FAQ
What is the privacy policy for registration and company information?

By registering on the Ariba Network, suppliers make their company profile information available to their current
customers as well as other buying organizations on the network. Your customers use this information to conduct
transactions with you through the network, and prospective buyers use it to initiate new business relationships.

Protected account information, such as Tax ID and account settings, is not shared. Suppliers do not have access to
the account information of other suppliers.

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General Ariba FAQ
What date will I start transacting with Chevron Phillips Chemical and Affiliates over
the Ariba Network?

Approximately 1 week prior to “Go Live”, Chevron Phillips Chemical and Affiliates will send a “Go Live”
communication by email to confirm your exact “Go Live” date.

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General Ariba FAQ
What if I have more questions?

Ariba Network Supplier Enablement Help Desk (North America only): 1-800-974-4899
• For assistance accessing your account, password resets, or general issues with your Ariba Network account

Ariba Help Center: https://support.ariba.com/help

• For helpful articles regarding account functionality, training or submitting help tickets to Ariba.

Chevron Phillips Chemical and Affiliates Supplier Enablement Team: [email protected]

• For business process questions or general inquiries on the new process
• Should be used only after utilizing this guide and leveraging Ariba Help Desk

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