ariba network – pdf invoicing
TRANSCRIPT
ARIBA NETWORK –PDF INVOICING
December 2020
DEC 20 OVERVIEW OF PDF INVOICING
ACCOUNT SET UP
TEST
INVOICING SUBMISSION
NEXT STEPS
Supplier signs up for PDF
• This will initially be done with support from WarnerMedia.
• You need to sign up to Ariba Network first
Supplier emails PDF
• The subject is the ANID of the supplier
• The PDF is an attachment
• Option to load within AN
Cloud Trade Widget
• This reads the PDF
• This creates a cXML file of the invoice
Ariba
• The cXML is then posted in Ariba as if it’s a AN invoice
Invoice
• Matched to the PO
• Approval of Invoice within WarnerMedia
• Payment
SUPPLIER PDF INVOICE PROCESS
Benefits to you• Simply email your invoice from your billing system or upload to the Ariba
network• No PO Flip• No technical change to your processes• Facilitates faster invoicing and faster payment times• No additional charges
Before you start this process
• ensure that you have created an Ariba Network Account
• ensure that you have added in your Tax profile on your Ariba Network
• ensure that you have emailed your Ariba Network Account to [email protected] (or updated the supplier contract form)
• ensure you have received a trading requested via Ariba Network from WarnerMedia or Received a PO from WarnerMedia
• have example versions of your invoices to hand (PDF digital only – NOT password enabled)• Include a PO number field on your invoice example – ‘PO12345678’
• Font – if none standard then may have issue
• PDF digital – conversion of electronic document – word – was as PDF
• Scanned document / photo PDF is not a digital PDF
ENSURE YOUR COMPANY PROFILE IS SET UP CORRECTLY
If you are unsure if the invoice that you have is a Digital PDF or not please follow this simple step
1. Open the PDF
2. Ctrl+F
3. Search for a word on screen
If the word is found then you have a digital PDF, if not then the file is not a digital PDF and PDF invoicing won’t work
HOW TO FIND OUT IF YOUR INVOICES ARE DIGITAL PDF OR NOT?
Submit up to 10 invoices at one upload Straight from your inbox
If emailing multiple you need to create an email for each document
Email subject to include WarnerMedia’s AN ID AN01044283461
WITHIN ARIBA NETWORK VIA EMAIL
TWO TYPES OF SUBMISSION METHOD FOR PDF INVOICING
ACCOUNT SET UP
4 Step process
Uploading sample invoices
5-10 samples
Testing
Set processing preferencing
Submit invoices as required
ENABLEMENT PREFERENCES PDF LIVE
3 STEP PROCESS
Until you have a valid trading request with a customer the option for PDF invoice does not appear, under Documents.
A trading relationship can be triggered by receiving a PO from WarnerMedia.
If you have an existing Ariba Network account please email us your ID, and note that you wish to use PDF invoicing.
TRADING RELATIONSHIP
Enabling PDF Invoice feature
• Enablement is initiated by Supplier; time required 10 mins
• Set-up should be done from Supplier’s PROD account, which enables use of PDF Invoice for TEST and PROD account “Electronic Invoice Routing Settings” - “PDF Uploader” tab (4 step process)
• Specify the user email who would like to be notified of enablement status
• Upload a representative sample of Invoices (5-10) for creating conversion templates. Template creation and activation takes a maximum of 5 working days
• Finalize processing settings after enablement is complete (step 4)
Testing PDF Invoice feature
• Request a test PO from WarnerMedia (optional step)
• Send Invoices to your Ariba Network Test supplier account (-T) account to the Test WarnerMedia account
• Review conversion results and make adjustments if necessary
• Confirm successful receipt of Invoice
SET UP AND TESTING
To create a PDF invoice you must first begin the onboarding process.
You can only begin this process from your Production account. You cannot onboard from your test account.
To onboard, follow the steps:
1. Login to your Production account.
2. From your Home screen, click on Documents
3. Select the PDF Invoice option
4. You will be redirected to the onboarding screens.
Note: If you have already completed this process, clicking Upload PDF Invoice will take you to a screen from which you can upload PDF invoices. Make sure you have tested submitting PDF invoices from your Test account after onboarding has been completed.
INVOICE VIA PDFBEGIN ONBOARDING PROCESS
Start feature activation
Set up status change notification
Upload sample documents
Finalize feature settings
Select Enable PDF Invoice
Pop up appears select Yes
Select Next
4 STEP ONBOARDING PROCESS
Confirm email address for notifications. This needs to be a monitored inbox.
This will default to the email that the Ariba account is logged in with
Select Next
4 STEP ONBOARDING PROCESS
Add sample invoices
Select Browse
Select your 5 – 10 files
Select Add Files
Select Submit
Files are uploading – blue line
Upload complete – Green section
Select Next
4 STEP ONBOARDING PROCESSConfirm your invoices are digital PDF’s before
you load!Ensure that you have added PO number with
format PO12345678
Template creation and activation takes a maximum of 5 working days
Check box to request draft invoices for review and edit before sending to Buyer (optional/recommended)
Provide email for sending PDF Invoices by Email if email option is desired
Check boxes to Activate the 2 Notifications and provide email for recipient(s)
Select Save
4 STEP ONBOARDING PROCESSTax & Invoicing and Archiving available – Select and confirm your Tax
information is up to date if you are registered for Tax
Onboarding process has been completed
TESTING
Within Ariba Network you have a ghost account within the Test environment of the Ariba Network. You would not normally use this environment. To ensure your set up is done for PDF you will need to complete this activity.
To support testing, if you require a PO from our Test environment please email [email protected] requesting a PO, we will work to get this created, note this might take time to turnaround.
TESTING
Select profile circle and select Switch to Test ID
Select OK on the next screen
Username created with your prod username with test in front
Add in Password & Confirm Password
Select OK
Select role in company & submit
ACCESSING TEST ACCOUNT
Can only be completed if you have successfully been onboarded
User profile
Select Settings
Select Electronic Invoicing Routing
Select PDF Invoicing
Automatically on Step 4
Update details as required
Close
TESTING – STEP 1
Select Documents
Select PDF Invoice
Select Customer WarnerMedia
Select Browse and select your files
Select Upload Files
Message for successfully uploaded appears – Note link to PDF conversion is for Enterprise only
TESTING – STEP 2
To confirm the invoicing have been completed and sent to Ariba - customer
On the home screen of the Ariba Network there are two tiles for PDF invoicing that require further action
Next steps detailed for testing on slides
TESTING – STEP 3
USING PDF INVOICE
ABILITY TO SEND PDF INVOICE AVAILABLE DIRECTLY ON PO EMAIL
Confirm that the email set in Step 4 is correct
Ensure the e-mail address from which invoices are sent is updated in the enablement process1. Add [email protected] as the To: e-mail address2. Specify WarnerMedia’s ANID in the subject line AN010442834613. Send the e-mail
SENDING INVOICE VIA EMAIL
We suggest that you log in regularly to check status of invoices
Select Documents
Select PDF Invoice
Select Customer WarnerMedia
Select Browse and select your files
Select Upload Files
Message for successfully uploaded appears – Note link to PDF conversion is for Enterprise only
UPLOADING ON SCREEN
To ensure that the invoices are processed into Ariba correctly you need to move the invoices from Documents Pending Conversion & Draft PDFs for Review
Documents Pending Conversion
Invoices that are awaiting conversion within Ariba
Draft PDFs for Review
Once conversion has taken the invoice moves to Draft PDFs for Review
ON SCREEN - SUBMISSION
Email received with Edit Draft or Select Send me a copy to action
This will open URL version of the PDF created within Ariba Network with PDF as attachment
Review details Select Next & Submit
Email generated to confirm submission
DRAFT PDF’S FOR REVIEW
Your invoice has been submitted to WarnerMedia
Suppliers only receive a notification if there was a problem with processing the PDF.
If the processing of the PDF document happened successfully, suppliers receive:
• A notification for draft creation (if set-up) or
• A notification that the invoice was successfully submitted (if set-up)
We suggest that you log in to the Ariba Network to regularly to check status of invoices
NOTIFICATIONS
NEXT STEPS
NEXT STEPS
Receive a PO from WarnerMedia or Email ANID to [email protected]
• Receive Trading Relationship from WarnerMedia
Set up PDF invoicing
Receive your PO & invoice via PDF
Tax
You will need to ensure that you have sent up your profile before creating your first invoice. This will include things like GST number for Singapore or ABN for Australia.
Ensure that you apply this at line level on the invoice, select the correct type of tax (GST) with the corresponding tax rate. It is your responsibility to submit this correctly.
Due to the nature of the activity within WarnerMedia you may be aware that you need submit invoice with Withholding tax this is also possible.
Other APAC requirement
We request that you submit your invoice with a PDF attachment when using invoice entry
We request that Credit Memo are not submitted via Ariba Network.
WARNERMEDIA APAC SPECIFIC
Is there a subscription for Ariba Network?
• No, Standard Account is Free (if you chose to upgrade this will be at your cost)
What WarnerMedia companies have gone live with Ariba ?
• WarnerMedia companies of legacy Turner & HBO based in Australia, Singapore & Hong Kong go live. This does not change process for Warner Brothers
• Ariba is currently used within the US, if you deal with the US are not currently using Ariba Network and would like to please email [email protected]
• WarnerMedia EMEA at this time is not going live with Ariba
COMMON ARIBA NETWORK FAQS
Do we have to use PDF invoicing?
• No, you can do online submission via Ariba Network, therefore options are online submission or PDF invoicing
The email subject line, can it include anything else?
• Currently it must only contain the WarnerMedia ANID AN01044283461
Is this available to Freelancers/Contractors?
• Yes, Freelancers / contractors can use this functionality as it is available within the Standard Free account
ARIBA NETWORK PDF FAQS
Ariba Network provides support within the portal select ? And this will open the search on the right hand side
Support at the bottom of ? - Link to Tutorials
Once you have a trading relationship with WarnerMedia you will be able to see the supplier information portal
Oct – Dec WarnerMedia Training
Specific WarnerMedia questions –[email protected]
SUPPORT
Resources
• Supplier Onboarding Information for PDF Invoicing
• Supplier Guide to Invoice Submission via Email
• PDF Invoicing Introduction
• PDF Invoicing Training Video
RESOURCES FOR PDF INVOICING