Ariba Frequently Asked Questions (FAQ)

1. I am a new user. How do I start using Ariba? 2. How do I update my user profile? 3. How do I verify a vendor is in Ariba? 4. How do I add a new vendor or change an existing vendor’s information in Ariba? 5. How does my vendor get paid for purchases made in Ariba? 6. How do I approve/deny a request in Ariba? 7. What do I do with a Goods Receipt email notification? 8. What do I do with a Reconciliation email notification? 9. Who do I contact regarding emails from Workflow? 10. Who can I contact for help? 11. How do I do a Forced Delegation of Authority? 12. How do I order stationery from The Print Shop? 13. How do I order a Non-Catalog item? 14. How do I archive documents from the TO DO box to a Label? 15. How do I find a document that has been archived or assigned to a Label? 16. How do I add attachments to a request

1. I’m a new user. How do I start using Ariba? If you are a Sony employee, chances are you are already in the system as Ariba 9R1 is updated regularly with HR information. If you have a Novell Login ID, first-time users should login as follows: Username: Novell Login ID Password: ariba If you don’t have a Novell Login ID, call the IT Helpdesk at 310-244-2188 and log a remedy ticket for your username. NEW USERS: Please take the time to update your User Profile in Ariba; make sure your current supervisor and e-mail are listed correctly. For further explanation on how to update your user profile, see FAQ #2 “How do I Change My User Profile?” We strongly recommend first-time Ariba users attend a training class. If you have trouble logging in, or need a list of training class schedules, please call the IT Helpdesk at 310-244-2188 and log a remedy ticket.

2. How do I update my User Profile? Your “User Profile” is found under the “Preferences” on the blue Command Bar at the top of the Ariba Home Dashboard. Preferences is also where you can change your password, change your secret question, delegate your approval authority and/or change your Ariba email notifications’

• Select to Change your Profile from the Preferences

You have the ability to change all fields under Page 1 The Personal Info. • Fields with the asterisk (*) next to them are required fields. • The following fields require approval if they are changed:

o Supervisor – Old Supervisor and New Supervisor are required to approve

o Groups – Permission Approver required to approve, additional approvers to be added.

o Approval Authority. Supervisor, Corp. Finance and Corp. Compliance required to approve

• When you are finished click “Next” at the top or bottom right.

You have the ability to change all fields on Page 2 Account/Ship.

• This information will be the default on all requests you create in Ariba • Contact Corp. Finance if you do not know your Company Code, Purhcase Org or

Department Cost Center. • When you are finished click “Next” at the top or bottom right.

Any comments can be added to Page 3 Justify Changes.

• This is a required field if the Approval Authority field on Page 1 has been changed.

• When you are finished click “Next” at the top or bottom right

The approval flow for the user profile will be displayed on Page 4 Approval Flow

Your changes are displayed on Page 5 Review Changes.

• Fields that were changed are listed on the left • The Old value of the field is listed in the center • The New value of the field is listed on the right • Click Submit to submit the user profile request for approval

If you have changed the Approval Authority field on Page 1 and have not supplied a justification on Page 3, an error message will appear and the system will not allow the user profile to be submitted. Once the justification has been provided the system will allow the user profile to be submitted.

3. How do I verify a vendor is in Ariba? Vendors can be can found through the “Search” on the blue Command Bar OR the “Search” box on the Dashboard .

Under either “Search” select either Requisition or AP Payment Request from the drop down. For this example AP Payment Request for the Category Field is used.

Once the document type has been selected, the Search page will be displayed. Make sure “Payee/Vendor” is part of your Search Criteria. If it is not, click on Search Options and select it from the list. Click select next to Payee/Vendor.

A list of vendors will be displayed alphabetically. Type in the name of the vendor in the search above the list or use the scroll bar on the right to see if the vendor exists in Ariba and SAP

If the Vendor is in Ariba, the Vendor Name, ID# and address will appear below the search

If the Vendor is NOT in the system, the message “There are no items to display” will appear below the search field. You will need to do a Vendor Maintenance Request to have the vendor added to Ariba (see FAQ #4) Your Vendor Search is complete. You can click “done” and return to the Ariba Home Dashboard Page. 4. How do I add a new vendor or change an existing vendor’s information in Ariba?

To have a new vendor added to Ariba and SAP or to make changes to an existing vendor’s record, you need to complete a Vendor Maintenance Request Form (VMR) in Ariba. The VMR can be found in two places in Ariba; In the Common Actions box under Create, On the blue command bar at the top of the dashboard under Create. If the VMR is not on the initial list, click More or the to display additional documents. Click on the Vendor Maintenance Request v2 to start your request.

All “REQUIRED” Fields have an * (asterisk) next to them or are highlighted in yellow. If these fields are not filled out, Ariba will not allow you to submit the Vendor Maintenance Request.

This example is for creating a NEW vendor. Vendor Changes (Name changes, Address Changes, etc.) are completed in a similar manner.

On Page 4 – Payment Information Select how you are going to pay the vendor under Payment Type. Additional fields will be displayed once you select the Payment Type. For this example Electronic Funds Transfer has been selected.

The Request Type field is where you select to “Create” a new vendor or “Change” an existing vendor. This field also determines the required fields on the form.

Fill out info as required. You will need to obtain a W9 or W8 from the Vendor and attach it to the Vendor Maintenance Request. Information for some of the fields can be found on the vendor’s W9/W8 Click “Next” at the bottom of the screen to proceed to page 4.

Fill out info as required. As the fields are populated additional fields may appear (See second screen shot of Page 4) Click “Next” to proceed to page 5.

If required fields are left blank a dialogue box will appear at the top of the screen with the number problems on the page. All problems must be resolved before you can move on to the next page. Continue to fill out the fields on the remaining screens. Note that additional fields may appear due to what you populate in other fields.

Review the information from your request on the Summary Page. To add the W9/W8 see FAQ #11 – How To Add Attachments

You can add additional approvers at the beginning of the approval flow or in parallel with the approval flow. You DO NOT have the ability to delete a hard coded approver. Your request will not be worked on by AP until it is FULLY approved.

If all information is correct, click “Submit.” If not, edit any fields on this Summary page and then click “Submit.”

5. How does my vendor get paid for purchases made in Ariba?

Vendors are only paid when a valid PO has been generated in Ariba. There is one of two ways by which a vendor can be paid:

1. The conventional Accounts Payable (A/P) method by which the vendor sends an invoice to AP and AP processes the invoice for payment. POs paid by A/P start with 45 (e.g., 4500001234) and are ten (10) digits in length. Please note that before a payment will be made to a vendor, A/P requires a three-way match between the Ariba PO, the Vendor’s invoice (referencing the PO #) and the Goods Receipt. If a three way match is not met, you will receive an email notification from SAP Workflow asking you to resolve the issue before payment can be made to the vendor. Any questions regarding payment status on your PO’s should be directed to your AP Analyst. The main number for A/P is 310-665-6550

2. The vendor gets paid directly by American Express via the Purchasing Card (PCard). POs paid via the PCard start with the letters PCO (stands for Purchase Card Order, e.g., PCO1234)

Please note that for a vendor to be paid by PCard they must charge the PCard and reference the PO on the charge. The PCard number and expiration date are located on the PO the vendor receives. For questions regarding Pcard payments please contact Card Services Dept. at 310-244-2263

6. How do I Approve/Deny a request from Ariba? There are two ways to approve a request; by email or by logging into Ariba. By Email: You will receive an email from Ariba System with the subject ACTION REQUIRED: PR # & Title (Approval Request) Open the email.

If you choose to APPROVE or DENY the request, the following REPLY Email appears:

Click on the corresponding buttons to Approve, Deny or Open the request. Any attachments to the request will need to be viewed in Ariba.

You will have to click on “SEND” in order for the Approval or Denial to take affect. DO NOT type any comments in this reply as it will cause your email response to error out.

If you choose to OPEN the request from the email, click on the “OPEN” button on the email. This will take you directly to the Ariba Login Page.

Once you login you are taken directly to the requisition you are opening.

Your User Name will automatically populate. Enter your password and click “Login”

Here you can Approve or Deny the request as well as view any attachments and add comments at the bottom of the page (not shown on this screen shot).

You will be asked to confirm your action. Comments can also be added on this screen. Click OK for the approval to take effect or Cancel to change your action.

Once confirmed, Ariba will archive the request to the Archive Items label. If you have selected the next request requiring approval to be displayed after approving a request, the Ariba will bring up the next request in the queue. If you have selected to return to the Ariba Home Dashboard Page after approving a request or If no other requests need approval you will be taken to the Ariba Home Dashboard Page.

7. What do I do with a Goods Receipt e-mail Notification? Ariba automatically generates an email to remind you to perform a “Goods Receipt” in Ariba. If you are ready to do a “Goods Receipt”, follow the steps below. If you are not ready to perform a “Goods Receipt” no action is required. You will, however, continue to receive these notification emails. From the Ariba Home Dashboard go to Manage on the blue Command Bar or under Common actions and click on Receive.

Click on the Search button to display the orders that need to be received. If only one order needs to be received the goods receipt for the order will be displayed. If more than one goods receipt needs to be done, a list of the goods receipts will be displayed. Click on the order that you want to receive.

There are four options when doing a Good Receipt: 1) fully receive the order; 2) partially receive the order; 3) receive and reject various items of the same order; 4) reject the entire order. All options are shown below:

Anytime goods/services are rejected in a Goods Receipt a “Rejection Reason” needs to be recorded under Page 4 Additional Information Needed.

1) Click on “Accept All” to except all quantities of the item(s)/services on your order

2 & 3) If the quantity received and accepted is less than the quantity ordered, input the quantity in the“Accepted” field

3 & 4) If you do not want to accept goods/services, input the quantity you want to reject in the “Rejected” field.

Input your reason for rejecting good(s)/service (s) and then click “Next” or “Summary” to proceed.

If you have rejected an item and you will not be receiving a replacement for it, choose “Yes” to Close Order. This will close the order so that nothing else can be received against it. Once on the Summary Page, click the submit button to execute the Goods Receipt.

Please note that if you do a Partial Goods Receipt, Ariba will continue to send Receipt Notification Emails until all goods/services are either accepted or rejected. If a change needs to be done to a closed Goods Receipt or if you have any further questions on performing a Goods Receipt, please call the Ariba Hotline at (310) 244-3483.

Click “Submit” for the Goods Receipt to be executed and closed in Ariba.

8. What is a Reconciliation email notification and what do I do with it? If a vendor overcharges you on a PO, you will receive an email (like the one below) with the subject “Notification PCCR1234 - Reconciliation for order PCO78910,” You will need to go into Ariba to accept the overcharge by the vendor. To reconcile (accept) the charges see below. IF you believe you have received the email in error or you are due a credit, call the Ariba Hotline at (310)244-3483.

Your User Name will automatically populate. Enter your password and then click “Login.”

NOTE: To access a reconciliation directly in Ariba (i.e., not from an e-mail link), login as usual then click on the Reconcile from your TO DO box on Ariba Home Dashboard.

Click on one of the “Open” buttons to be taken to the Login Page of Ariba

Once you enter your password, the charge that needs to be reconciled will automatically be opened.

The Total Cost is the dollar amount the vendor has charged the PCO. The Description gives the variance between what the total of the PCO was and amount the vendor charged to the PCO. Click Approve.

Put a Check Mark in the box to the left of the PO Amount Variance and click Accept to accept the overcharge.

Ariba will show the amount charged and the amount ordered. Choose to Approve Edit the overcharge.

Select a Reason for the overcharge from the drop-down. Click OK

Ariba has now assigned the overcharge to the PCO. Click Submit to submit the overcharge for approval.

9. Who do I contact regarding emails from WORKFLOW? This is an email generated from SAP, not from Ariba, when Accounts Payable (A/P) has a problem with a three way match between the PO, the vendor invoice and the Goods Receipt. Please contact you’re A/P representative or the A/P general number (310) 665-6550 in regards to emails from WORKFLOW. 10. Who can I contact for help?

• Accessing Ariba (i.e network issues, password reset) call the IT Helpdesk at (310)244-2188

• Ariba functionality – call the Ariba Hotline at (310)244-3483. Also see FAQ Section above.

11. How do I do A Forced Delegation

Go to the Ariba Buyer Login screen and log in to Ariba

On the Ariba Home Dashboard Page, the Forced Delegation of Authority can be found in two(2) places: In the Common Actions box under Create or from the blue Command Bar under Create. If the form is not initially displayed, click on more or the

to show a more detailed list the documents you can create. Select Click on the Forced Delegation of Authority to open it up.

All fields on the Forced Delegation of Authority e-form are required.

• Title – What you want this Forced Delegation of Authority to be titled. o Include the name of the person for whom you are delegating. o This field will be in the Subject line of the Approval emails that are sent to

the approvers o Must be at least 10 characters

• Delegate From - Defaults to your Ariba Supervisor. To delegate for someone besides you supervisor:

o type the persons name in the field and hit the tab key o OR click on the drop-down arrow and either select the name of the

person if it appears in the drop-down or select Search for More.

If you select Search for More, the Search Page will be displayed.

After you select the Delegate From user from the Search Results the Forced Delegation of Authority e-form will be displayed. If an Active delegation exists on the User profile for the “Delegate From” User, than a forced delegation change cannot be done. An error message at the field level will be displayed to the requester informing them why they can not continue with this forced delegation. If a delegation exists but is not yet Active, the Delegate TO field will be defaulted to the delegate that the Supervisor has delegated to and will become non-editable. A warning message will be displayed to the user informing them that a future delegation exists and will allow the User to override only the delegation dates.

• Delegate To - Who will be approving requests for the Delegate From person o Someone who reports directly to the “Delegate From” User. o The same Approval Level as the “Delegate From” User. o Should higher up in the COFA o The Delegate FROM and Delegate TO can not be the same person. o can not have an Active delegation associated to their profile. An error

message at the field level will be displayed to the requester informing them why they can not select this User as the New Delegate. If the Delegate TO User has a future delegation associated to their profile, than Ariba will still allow this User to be a Delegate TO.

• Delegate Start Date - defaults to the current day and time. Click the Calendar icon to display the calendar. Select the date on which the delegation will begin. Note: the start date can not be in the past.

• Delegate End Date - cannot be for more than 30 days. Click the Calendar icon to display the calendar. Select on the date on which the delegation will end.

• Delegate Reason - must be at least 10 characters.

Type in the first and/or last name of the person you for whom you are doing the delegation and click Search. The results will be displayed. Click the Select button to the right of the person for whom you are doing the delegation. If the results do not display the person’s name, the person is not an Ariba User. Call the IT Help Desk (x42188) to request a new Ariba User ID be created.

• Notification – If the “Delegate From” User wants to continue to get approval emails while the delegation is in effect put a Checkmark in the box.

• Requester – automatically defaults to the Ariba User submitting the e-form. • Once all the fields are populated, click NEXT at the top or bottom right.

The Justify Forced Delegation of Authority page will be displayed after clicking NEXT. Because a reason for delegation was provided on the previous page nothing needs to done on the page unless additional comments are needed. Click Next to display the Approval Flow page.

Approval Flow Page The following people need to approve the Forced Delegation of Authority request before it take effect in Ariba:

The “Delegate From” user’s Supervisor The “Delegate To” user

If the “Delegate To” user and the Supervisor of the “Delegate From” are the same Ariba User, He/she will only appear on the approval flow once (as displayed below) If the “Delegate To” user and the Supervisor of the “Delegate From” are two different Ariba Users, the Supervisor of the “Delegate From” will need to approve the request first and then the Delegate To” user will need to approve it. The following people are “watchers” of the Forced Delegation of Authority request. The “Delegate From” user The Ariba System Administrator

Summary Page The entire Forced Delegation of Authority request is displayed. If any changes need to be made, they can be made at this time. Click Submit at the top/bottom right to submit the request for approval.

13. How do I order from The Print Shop? All requests for Print Shop items must be submitted through Ariba. To get to Ariba, go to the MySPE Home Page, scroll down to Favorites: Common SPE Applications and click on Ariba to login. If you aren’t sure how to login, please reference Ariba FAQ’s found under Departments>Corporate>Finance>Procurement>Ariba FAQ’s on MySPE. There are three places on the Ariba Home Dashboard Page where a requisition can be created.

• Create – located on the blue Command Bar. Click on it to display the various documents you have the ability to create. Click on Requisition to start a requisition.

• Create – located under Common Actions. Click on Requisition to start a requisition.

• Catalog – located in the Search box. Select

Click Requisition to start a requisition for the Print Shop.

Warning! You can only create a Print Shop requisition for one person. A separate requisition is required for an additional person.

The Summary Page • Automatically Send Order to Supplier? - Click Yes. • Title – Required. The name of your request –i.e. “Business Cards for John

Smith”. • On Behalf Of – Defaults to your own behalf. You also have the option to order

on behalf of anyone in the company. The approval flow and accounting information for the requisition is taken from the Use Profile of the person in the On Behalf Of field. If you choose this option and the person has not set their User Profile in Ariba, you are responsible for ensuring that charge to and shipping information is correct.

• Company Code – Defaults to the company code of the user in the On Behalf Of field. If ordering for a different company code, change the code on this page before you punch out to The Print Shop. You will encounter problems if you finish a punchout session and try to change the company code afterward.

Click either or to be taken to the Catalog page

The Catalog Page will be displayed.

• Select The Print Shop from the Supplier list at the top left of the screen

• Click on Personalized Stationery and Business Cards to be taken to The Print

Shop website.

You are now in The Print Shop website. Choose your division name from the Division Name menu and click Select.

Note: If you have trouble punching out to The Print Shop, contact the IT Help Desk at (310) 244-2188. After selecting your division name, a warning appears. Please read the warning and click OK. It is mandatory to input all the indicated information on the Stationery Information form even if you are not ordering personalized stationery. You are responsible for inputting the correct information on this site. Orders will be processed according to the information you have input throughout your session at The Print Shop. Both Ariba and The Print Shop give ample opportunity for you to review the information on your stationery before you submit your requisition. If you have put incorrect information, the department you are charging against will eat the costs of the order.

Scroll through to choose the correct division name and click Select.

Fill out all required fields as indicated on the Stationery Information form. After you’re done, click Next to go to the Product Information page.

Click Next to go to the Product Information page

It is mandatory to fill out all the required fields on the Stationery Information form. It will appear only on personalized stationery.

On the Product Information page, check off the items you want to order and select the quantity. Regular orders take 5 business days to process. Rush orders take 48 hours to process.

To continue to the next page, click Place an Order.

Check off which items you want to order.

Select the quantity you want to order for each item.

Click Place An Order to continue. Your order will not be sent to The Print Shop until after you submit your requisition for approval in Ariba and it gets fully approved.

Click the View button to view a pdf copy (sample image below) of the items you want to order. Make changes to information that appears on your stationery by clicking the Edit Information button. To change quantities or add more Print Shop items, click the Edit Products button. When you are done editing, click the Approved button next to each item. Next, click Accept to close your Print Shop punchout session and return to Ariba.

Orders to The Print Shop need to be approved by a supervisor. To see who will be approving the request, click the Approval Flow tab. To submit your requisition, click Submit. Ariba will automatically notify the approver of your request via email. After being fully approved, Ariba will notify you and send your order to The Print Shop. For questions regarding order status, delivery times, or any product information, please contact The Print Shop at (310) 244-5696. Contact the IT Help Desk at (310) 244-2188 for questions about navigating The Print Shop site.

This is a sample pdf image.

Note: To make more changes to your order before you submit, click the line item description to re-punchout to The Print Shop.

Clicking the line item description will re-punch you out to The Print Shop site to add stationery items, change personalized

Click here to see who needs to approve your requisition.

When you are ready to submit your order click Submit. If you are not ready, you can click Exit and Save your work.

14. How to order a Non-Catalog Item? If an item is NOT found within the Ariba Catalog or the vendor does not have a catalog in Ariba a NON-Catalog Requisition can be done. On the Ariba Home Dashboard page under Common Actions click on “Requisition”

The Summary page will be displayed. To go directly to the Non-Catalog page, Click on

the button.

Click on the if you want to be taken to the Catalog Page to search for the item by keywords or supplier part #, search for a particular supplier.

When an item is not found in the Ariba Catalog the following page will appear. Click on the Create Non-Catalog Item button to be taken to the Non-Catalog page.

Once on the Add Non-Catalog Item page the following fields need to be populated.

• Full Description - Description of the item you want to order. • Master Material Group – Used to categorize the goods and/or service. To select

a Master Material Group click the drop down arrow next to the Master Material Group field and select from the list or “select other” to do a search (see second screen shot).

Type in the description in the Search field OR use the scroll bar on the right to located the material group. To select the Master Material Group click the “select” button to the right of the Master Material Group.

• Material Group –It is populated with a drop down menu of products or services found within the Master Material Group selected. Choose the material group that best describes the product or services you require.

• Tax Usage Code (see next page) – This field defaults to Materials: Non-Post Production. This is one of three fields that determine the tax for the purchase order. The other choices for Tax Usage Code are: Electronic Delivery, Material: Post Production, Resale and Service. Click on the drop down and select “other” to display all the choices. Click on the “Select” button for the Tax Usage Code you want to use.

• Vendor – This field can be left blank or you can select a vendor. If the field is left

blank, a buyer for the Material Group selected will be added on as an approver and will select the vendor. There are several ways to select a vendor:

o Type the exact name of the vendor and hit Tab o Type in part of the vendor name and hit Enter o Select a vendor from the dropdown o Click on the drop down and select “Search for More”

If you search for a vendor, the vendor search will be displayed. Type all or part of the Vendor’s name in the search field. Click on the “Select” button that corresponds to your vendor.

You will then be taken back to the Non-Catalog page. • Supplier Part Number – If the supplier has a specific part number that corresponds

to the item being ordered the number can be put in this field. Please note that some vendors will not fill the order if this field is not populated.

• Quantity – Defaults to “1” but can be changed to the quantity needed. • Unit of Measure – Defaults to “each” but can be changed based off how the item

being ordered is packaged.

• Price – Needs to be greater than 0.00. • Click “OK” add the item to the requisition

Once the item is added to your requisition you can add additional items clicking on the “Back to Catalog” or “Add from Catalog” button. When you have finished adding items to your requisition click on the “Submit” button

On the Summary page an error message(s) for any required field not populated will appear. Non-catalog item will always have a GL account error.

• Click on the error message to display the Edit Line Item page. o Mass Edit - If more than one non-catalog line item click on the box above

the first line item to select all items and then click “Edit.”

Edit Line Item Page. – All fields on this page can be edited. The field(s) that needs to be corrected will be highlighted in Yellow.

• Line Item Details – This section includes the information from the Non-Catalog Item page

• Accounting – by Line Item - this section determines the department that gets billed for the purchase. The information defaults from the accounting information in your Ariba User Profile but can be changed. • Account Assignment – Defaults to K (Cost Center) for Overhead. Other

values are: A (asset), F (Order), P (Project), Y (SPE – Corp IT). Depending on the value chosen additional accounting fields may be added.

• GL Account – Choose the value from the drop down or, if the value is not in the drop down, select “other” and do a search for the value.

• Cost Center – Defaults to what is set in the User’s Profile. An additional field for WBS Element will appear if P (Project) is chosen for Account Assignment. In such a case a cost center is not needed.

*Any questions regarding accounting information should be directed to your finance department. • Split Accounting – To assign the charges of the requisition to more than

accounting click on the “Split Accounting” button. a. Split By - The requisition can be split by either Percentage or Quantity.

Percentage is the default. To change to Quantity click on the down arrow on the right side of the filed and select Quantity.

b. Accounting Information – A second set of accounting fields is added to the line item. Select the additional department(s) accounting information

c. Add Split – To add additional splits in accounting click the “Add Split” button

d. Split Amount – Choose the percentage/quantity to be billed to the corresponding accounting string. If splitting by percentage the split amount must equal 100%. If splitting by quantity the split must add up to the total quantity of item ordered.

Click “OK” to be taken back to the Edit Line Item Page. Click “Cancel” to cancel accounting split.

Once back on the Edit Line Item Page the new accounting split will appear under Accounting by Line Item.

Shipping by Line Item – Where User wants goods/service delivered to. Only the Employee, Bldg, & Room for entire requisition appears on the Checkout page.

a. Plant - Physical address of Sony Location. Defaults to what is set in User’s Profile but can be changed for each line item. To change click on the drop down arrow and select other. Select the address from the addresses list on the “Search” page or create a “drop ship” address.

b. Employee, Bldg, & Room – Free test field. Make sure that this field includes all three things – Employee name, Bldg & Room. The mailroom will not deliver the goods if one of these three is missing.

Comments - Optional can be added at the line item level or at the requisition level (see below. Click “Ok” to return to the “CHECKOUT” page

Shipping of Entire Requisition – The employee name, bldg and room number from User’s Profile default in. Can be changed.

• Comments - Any comments to the approvers and/or the supplier/vendor go in the “Comments” field.

• Check the box below the “Comments” field if you want the comments to be included in the purchase order to the supplier/vendor.

• Add Attachment – Click to add a document to the requisition. • Approval Flow Tab – Click this tab to see the approval flow and to add additional

approvers. Click “Submit” to submit the requisition for approval.

14. How do I archive requests from my TO DO box to a Label?

To archive requests in the TO DO box, click on View List at the bottom right of the To Do box. Click on the type of request you want to archive.

Once the type of request has been selected, the View Request page is displayed.

Select the request(s) you would like to archive by placing a check mark in the box to the left of the request(s). Place a check mark in the top box to select all requests. Click Archive to Label to move request(s) to Archive Items or to a New Label.

For a New Label, create a name for the label and click OK. The new label is created and the request(s) is moved to the new label.

The new label will now appear in the chooser.

15. How do I find a request that I have Archived or Assigned to a Label? A Request(s) that has been archived or has a label assigned to it can be found under the SEARCH section of the Dashboard. If the document type (i.e. requisition, AP payment request, etc.) you are looking for has request(s) that has been assigned a label, the labels will appear under Saved Searches/Labels. Select the document type on the left and then the label.

The Search page will display the requests, of the document type selected, that were assigned to that particular label.

16. How do I Add Attachments to an Ariba Request • Complete the e-form and Submit it for approval. Once submitted choose to View the

request

• The Approval Flow tab will be displayed. Click on the Summary tab.

• Scroll down to the bottom of the Summary Page to the Add Attachment button.

Click on the button to display the Add Attachment page.

• Click on Browse to locate and select the file to attach

• Click OK to attach the file

• The file is now added as an attachment to the request.

Please note that if you choose to “Withdraw” and “Edit” the request before and/or after you have added an attachment, you will not see the Add Attachments button. If editing the request after you’ve add the attachment the attachment will still be there BUT you will NOT be able to see it while in editing mode. It will reappear once the request has been Submitted or Saved.

ADDING AN ATTACHMENT THROUGH SAVING THE REQUEST • Complete the e-form and Exit out of the request.

• Confirm Exit by choosing to Save this request

• Go to Recently Viewed. Click on the request that was just saved to open it back up.

• The Summary page will be displayed. DO NOT choose to edit the request.

• Scroll down to the bottom of the Summary Page to the Add Attachment button.

Click on the button to display the Add Attachment page.

• Click on Browse to locate and select the file to attach

• Click OK to attach the file

• The file is now added as an attachment to the request.

Please note that if you choose to “Withdraw” and “Edit” the request before and/or after you have added an attachment, you will not see the Add Attachments button. If editing the request after you’ve add the attachment the attachment will still be there BUT you will NOT be able to see it while in editing mode. It will reappear once the request has been Submitted or Saved.