Procedure:
In Ariba Homepage > Workbench>Orders to invoice
* Best practice 2: Unplanned shipping charges will delay invoice processing. Contact the PO requestor to initiate a PO change request if additional shipping charges are proposed. (Requestor contact email address can be found within the Purchase Order).
Supplier VAT/Tax ID (*) (auto-populates if setup in account settings).
In Ariba Homepage > Workbench>Orders to invoice
- Go into PO detail screen to process an electronic invoice based on the PO (you can send a copy of the PO by clicking on the three dots under the actions column followed by “Send me a copy to take action).
- It defaults to Orders to invoice show last 31 days. Use Edit Filter to change the creation date to show the last 365 days.
- Select your Purchase Order from the list.
- Click Create invoice and Select standard invoice option.
- Once you enter the PO, the system will auto populate some fields so it will only need to fill the fields marked with an asterisk *.
- Enter Invoice number (*)
- Best practice: Input same number as your internal financial system invoice (INV565. If partial shipment, INV565-1/INV565-2…).
- Enter Invoice date (*) (can’t be backdated)
- Different options can be added to header e.g. shipping, attachments. You can see options on drop down list. (Shipping cost, always add shipping tax to it (select VAT instead of sales tax in category (*)), Attachment for POD).
* Best practice 2: Unplanned shipping charges will delay invoice processing. Contact the PO requestor to initiate a PO change request if additional shipping charges are proposed. (Requestor contact email address can be found within the Purchase Order).
Supplier VAT/Tax ID (*) (auto-populates if setup in account settings).
- In the case of a partial shipment, goo to line items and you can select each line to do different actions e.g. exclude a line, reduce quantity to match the partial shipment.
- Enter the Date of Supply (*) (=delivery date)
- Click Next which will take you to a review screen.
- Look over the invoice and once satisfied it ok click on Submit and the invoice will be sent to your customer.
- The system will show INV xxx has been submitted.
- Options to print invoice or exit invoice creation.
- On the PO data page it will show the invoice in the reference section.
- And that is that complete.