Understanding the ASN Purchase Order

Enterprise Purchasing Supplier Guide

A Supplement to the Ariba Supplier Network Transactions Guide

Proprietary Information: 07/25/2008

Not for use or disclosure outside the AT&T family of companies, except under written agreement.

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

Table of Contents

I. Introduction 1

II. Registering on the Ariba Supplier Network 2

III. Log in to Ariba SN 4

IV. Understanding the Purchase Order 9

Summary Level 10

Transportation Arrangements 11

Line Item Detail 11

Contract (Terms and Conditions) Information 12

V. Create Invoice 15

Step 1: Log into Ariba Supplier Network (Ariba SN) 15

Step 2: Open Account Inbox 15

Step 3: Access the PO to be invoiced against 15

Step 4: Generate an Invoice 15

Step 4a: Complete Invoice Header Information 19

Step 4b: Complete Line Items (Price and Quantity): 23

Step 4c: Complete Shipping and Tax Information 29

Step 5: Issuing a Negative Invoice for Credit 31

Step 6: Review Invoice 34

VI. Understanding Notifications 37

VII. Create Order Confirmation 42

Create Confirmation 42

Confirm Entire Order 44

Update Order With Different Status 46

VIII. Create Ship Notice 51

IX. Where to Find Help 55

50 Proprietary Information: 07/25/2008

Not for use or disclosure outside the AT&T family of companies, except under written agreement.

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

I. Introduction

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

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

Through the Ariba SN the following communication path will exist:

· AT&T will place its purchase orders on a secure Ariba SN Internet site that only you can access using a username and password that will be assigned to you by Ariba.

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

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

· Submit your order confirmation

· Submit your ship notice

· Submit your invoice

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

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

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

II. Registering on the Ariba Supplier Network

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

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

Figure 1: Ariba SN Login (Register as a New Supplier)

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

To view your Ariba Network ID (AN ID):

1. Go to https://service.ariba.com/Supplier.aw

2. Log onto site using the User Name and Password you created when registering

3. Click on the HOME button

4. The Ariba network ID will display under the Help and Logout links (upper right).

Step 3. AT&T will send a Customer Relationship invitation to you via the Ariba SN. This establishes an ecommerce relationship on the ASN between your firm and AT&T. Once you approve this relationship, electronic ordering and invoicing can commence on the ASN between your firm and AT&T.

Figure 2: Customer Relationships (Approve)

III. Log in to Ariba SN

This section summarizes the log in process.

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

§ Next, enter your username and password provided by Ariba.

§ Click the “Log In” button.

Figure 3: Ariba SN Log In

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

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

The Ariba SN stores electronic documents, such as purchase orders and invoices, for online retrieval in an Account Inbox and Outbox. Each transaction is saved and sorted according to the Date on which Ariba SN received it.

§ The Inbox displays purchase orders (POs) and notifications

§ The Outbox displays invoices, order confirmations, and ship notices

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

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

Figure 4: Ariba SN Welcome Screen

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

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

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

Figure 5: Ariba SN Account Inbox

Note:

◦ Purchase orders cannot be deleted from Ariba SN.

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

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

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

Table 1: Field Descriptions - Inbox

Column Name / Description /
Order Number / A unique purchase order number assigned by the AT&T Enterprise Purchasing application.
Customer / Name of the Customer/Buyer who has selected you as a supplier and created the Purchase Order.
Amount / Total purchase order amount.
Date / Date and time on which Ariba SN received the purchase order.
Status / The status of the Purchase Order on the Ariba SN. The Supplier may change the status through a Order Confirmation Notice, Shipping Notice, or Invoice. See table below.
Settlement / The type of settlement available for each purchase order (i.e. invoice).
Balance / How much money you have invoiced or charged against the purchase order.
Type / Description of the type of purchase order. (New Order, Cancelled Order, Change Order)

Table 2: Purchase Order Status: levels and descriptions

Status / Description /
New / Initial state. This is a new purchase order.
Changed / Existing purchase order has been canceled or replaced (“obsoleted”) by this subsequent (changed) order.
Confirmed / All sub-quantities are confirmed.
Failed / Ariba SN experienced a problem routing the order to the supplier. Suppliers can resend failed orders.
Shipped / Final state. All sub-quantities are shipped. A line item or sub-quantity that is shipped cannot be updated again.
Invoiced / All ordered quantities have been invoiced.
Partially Confirmed / Some of the ordered quantities have been confirmed.
Partially Shipped / Some of the ordered quantities have been shipped.
Partially Invoiced / Some of the ordered quantities have been invoiced.
Partially Rejected / Some of the ordered quantities have been rejected.
Obsoleted / Purchase order that has been replaced by a subsequent (changed) order.
A Note about Navigation: The use of the Back button on your browser is not recommended while logged onto the Ariba SN. Make updates to the fields on this screen then click the Update button to save changes or click the Cancel button to return to the Line Item screen without changes saved.

IV. Understanding the Purchase Order

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

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

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

§ Create Confirmation: Change the Order “delivery” status.

§ Create Ship Notice: Create a shipping notice to send to your Buyer. Shipment Date information must be provided in the Shipping and Tax Comments field.

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

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

§ Print: Print the Purchase Order

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

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

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

Figure 6: Order Detail (Summary Level)

Summary Level

The Summary Level contains all pertinent Address and Contact information, including the Supplier, Ship To, Bill To, Deliver To, and Other Information. It is essential that this information is correct for proper shipping and billing purposes.

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

Figure 7: Order Detail (Summary Level, continued)

Transportation Arrangements

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

PO Corrections

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

Line Item Detail

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

Figure 8: Order Detail (Line Item Detail)

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

· Taxability: Yes - represents that the Line Item may be taxed.

· Deliver To Room/Phone: - represents the physical Deliver-to Location for the Item, and your AT&T Business Partner’s phone number.

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

Contract (Terms and Conditions) Information

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

Figure 9: Order Detail – Contract/Terms & Conditions