Ariba Network Suppliers Learning and Support

This is a dedicated Learning and Support Resource page for Ariba Network Suppliers performing purchase order and invoicing transactions with the University of Kentucky. Below you will find a number of resources to support document submissions including general help videos, common Ariba Network rejection errors with resolutions, and Frequently Asked Questions (FAQs) related to transaction management.

We also offer Ariba Network Suppliers performing transactions with the University's dedicated help resources for convenience. You may reach our team via email with transaction inquiries or requests for Ariba Supplier support.

Ariba Network Supplier accounts are typically identified as either Enterprise (Integrated) or Standard (Online) connections. Integrated suppliers exchange purchase orders and invoices typically via machine-to-machine integrated connections. For any invoices that fail or are rejected, the supplier must resubmit those manually via their online portal connection (requires login ID and password). If you do not have a login ID to your Ariba supplier portal, contact your company B2B or e-Commerce support team for assistance.

Standard account suppliers receive their purchase orders and submit all invoices (both originals and resubmissions) via their online portal.

Remember, when resubmitting any invoice (or credit memo), the document number must be different from that of the original (this can be accomplished easily by adding a letter to the end). Also, when using the online portal, it is important to reference the purchase order number as the initial step and create the resubmitted invoice against it using "PO flip". This will ensure all invoice elements (catalog number, UOM, price, etc.) are correct and mirrored from the purchase order to the invoice. The University does not accept Ariba Network invoices or credit memos based on "Non-PO Invoice" format. All invoices must trigger from the purchase order number as the first step.

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Ariba Network Help Resources

Number

Help Resource

Link

R-01

How To Create (or Resubmit) Invoice via Online Portal

Example 1: Ariba Supplier Training: How to Create an Invoice (YouTube)
Example 2: Boston University Standard Account Invoice via Purchase Order

Link

R-02

How To Create (or Resubmit) Credit Memo via Online Portal

Example 1: Ariba Supplier Training: How to Create a Credit Memo (YouTube)
Example 2: Boston University Standard Account Credit Memo

Link

R-03

How to Create an Order Confirmation (Video)

Link

R-04

How To Create a Ship Notice (Video)

Link

R-05

How To Use the Workbench Tab (Video)

Link

R-06

Comprehensive Info Page for Standard Suppliers (Webpage)

Link

R-07

Standard Account Guide (PDF)

Link

R-08

Standard Account Training (Video)

Link

R-09

SAP Supplier Invoice Guide (PDF)

Link

R-10

How to Send all Future Purchase Orders and Rejection Notices to a New Email (Word)

Link

Common Ariba Network Invoice Rejection Errors

Reminder: Any failed or rejected invoice on the Ariba Network must be resubmitted. By locating and referencing the University of Kentucky PO number as the first step and using the Ariba Network PO Flip functionality, invoice resubmissions should be successful. The University does not accept Ariba Network invoices or credit memos based on "Non-PO Invoice" format. All invoices must trigger from the purchase order number as the first step.

Remember to assign a new invoice or credit memo number when resubmitting; this can be easily accomplished by adding a letter to the end of the original number.

Number

Error Message

Cause and How To Resolve

Link

E-01

Tax Code Error

Example: "Enter a tax code in item 000001."

University of Kentucky invoice submissions on the Ariba Network require a tax code entry. Suppliers must enter 0.00 in the tax rate field on an invoice or credit memo submission.

Link

E-02

Back Dated Invoice Error

Example: "Invoice can not be back-dated for more than 14 days."

University of Kentucky invoices or credit memos on the Ariba Network must be dated 14 or fewer calendar days from the date of submission. Suppliers simply enter the invoice date to match the date of resubmission.

Link

E-03

Balance Not Zero Error

Example: "Balance not zero: 25.00 debits: 47.46 credits: 72.46"

Error results when freight or other ancillary charges are invoiced at the line item level rather than the header level of the invoice. University of Kentucky invoice submissions on the Ariba Network must invoice freight and ancillary charges at the header level of the document.

Link

E-04

Incorrect PO Reference

Example: "Cannot find the PO referenced in the invoice."

Supplier has not indicated the PO number reference for the invoice submission or is using the Non-PO Invoice format for submission in error. This may also result if an invoice is submitted for a PO that was not transacted on the Ariba Network.

E-05

Incorrect PO Line Item Reference

Example: "Item 00001 of purchasing document 4300311818 does not exist."

Supplier has not indicated the correct PO number line item reference on the invoice submission or is using the Non-PO Invoice format for submission in error. Resubmit the invoice (or credit memo) with indication of the correct PO line item number(s).

E-06

Incorrect Unit Pricing

Example: "Unit price on invoice: 28.990. Calculated unit price on order based on advanced pricing details: 17.59."

Supplier has not indicated the correct unit pricing on the invoice submission or is using the Non-PO Invoice format for submission in error.

The item(s) being invoiced must be priced at (or below) the PO line item(s) to which they pertain.

E-07

Quantity Exceeds Error

Example: "The quantity of line item 1 exceeds the buying organizations quantity limits."

Supplier is invoicing for a quantity that is greater than that on the PO line item or the remaining open quantity in the event of previous partial invoicing. The supplier must resubmit an invoice with the correct quantity in accordance with the PO line item.

E-08

Unit of Measure

Example: "The unit of measure on invoice line 1 does not match the unit of measure on order line 1 for purchase order 4300330816. Unit of measure on invoice: EA. Unit of measure on order: PF."

Supplier is invoicing for a unit of measure (UOM) that is different than that on the PO line item. The supplier must resubmit an invoice with the correct UOM in accordance with the PO line item.

E-09

Obsolete Purchase Order

Example: "Order reference 7500392206 is an obsolete, duplicate, or replaced order."

This results when a change order has been performed by the University of Kentucky. Changes on a purchase order generate a new version of the document on the Ariba Network. The supplier must resubmit the invoice against the most recent version of the purchase order on the Ariba Network.

This may also result if the supplier is using the Ariba Network Non-PO invoice format. By referencing the purchase order first on the network and submitting the invoice via PO flip, this error will be averted.

Repeated occurrences of the error can be systemically eliminated from the supplier's connection by requesting their B2B or e-Commerce team remove the requirement for Payload ID from supplier's integrated connection.

Link

E-10

Subtotal

Example: "The subtotal of line item 9 exceeds the buying organizations line item subtotal limits."

Supplier has not indicated the correct quantity on the invoice submission or is using the Non-PO Invoice format for submission in error. The item(s) being invoiced must have the appropriate quantity (and unit price).

Can also result from the credit memo having a negative quantity with a negative unit price. Ensure any credit memos follow the format: negative quantity, positive unit price, which will total the negative line-item amount.

Additionally, this may result if the supplier is sending duplicate invoice(s) for an invoice that was already successfully transmitted and received.

E-11

Credit Amount Exceeds

Example: "Credit amount exceeds the invoiced amount in the line number 1."

The amount on the credit memo is greater than the invoiced amount to date. The credit memo amount must match the amount of the invoice that it references and which it is crediting.

E-12

Does Not Accept Invoices For Orders Outside of Ariba

Example: " This customer does not accept invoices for orders sent outside of Ariba SN."

This results if an invoice is submitted for a PO that was not transacted on the Ariba Network. Invoices and credit memos can be transacted on the Ariba Network only if they are preceded by and reference a purchase order on the network.

E-13

Company Code Error

Example: "A company code cannot be determined for LS R3PCLNT300."

Customer/company name of "University of Kentucky" is missing from the invoice or credit memo. Resubmit the invoice or credit memo with "University of Kentucky" provided for the customer/company name. When using the PO flip functionality of the Ariba Network, this information will automatically populate on the invoice or credit memo.

E-14

Assign New Tax Key

Example: "Assigning a new tax key for SAL and VAT 0.000 not possible"

University of Kentucky invoice submissions on the Ariba Network require a tax code entry. Suppliers must enter 0.00 in the tax rate field on an invoice submission. No other entries related to tax entries are needed.

Link

E-15

Decimal Precision Validation

Example: "Decimal Precision validation error.
Number of decimals for
cXML.Request.InvoiceDetailRequest.Invoice
DetailOrder.InvoiceDetailItem.UnitPrice.Money = $146.0000 USD cannot exceed 2 decimals."

Resubmit the invoice or credit memo with unit prices rounded to two decimal places. When using the PO flip functionality of the Ariba Network, this information will automatically populate on the invoice or credit memo.

E-16

Ship To Information Missing

Example: "The Ship To information is missing or incomplete in the invoice header."

Resubmit the invoice or credit memo with provision of the shipping address information assigned to the header text.

E-17

No Reversal Possible

Example: "No reversal possible. Reverse value must be reset."

This indicates that the credit memo references closed lines. This happens when:

The credit memo was sent prior to the pertaining invoice being posted.
A wrong line # has been referenced.
Submitting a credit memo with a unit price that is higher or lower than is on the order.
Inputting restocking fees incorrectly.

Please ensure that all information is correctly referenced in the credit memo before requesting the line be reopened. All unit prices and line #s must match what is on the Purchase Order.

Contact our team via email for assistance or if you are submitting a credit memo that involves a restocking fee. Please include the purchase order and invoice numbers when submitting your inquiry.

E-18

Cost Center Blocked

Example: "Cost center UK00/1013100700 blocked against direct postings on 08/28/2023."

This error relates to an internal Cost Center and must be reconciled on the University side of the Ariba Network connection.

Contact our team via email for assistance on this error. Please include the purchase order and invoice numbers when submitting your inquiry.

E-19

Overall Budget Exceeded

Example: "Overall budget exceeded by 492.01 USD (GM PB Availability Control) for several document items from item 000002."

This error relates to an internal Grant and must be reconciled on the University side of the Ariba Network connection.

Contact our team via email for assistance on this error. Please include the purchase order and invoice numbers when submitting your inquiry.

E-20

System Status CLSD Active

Example: "System status CLSD is active (ORD 807003784578)"

This error relates to an internal Work Order and must be reconciled on the University side of the Ariba Network connection.

Contact our team via email for assistance on this error. Please include the purchase order and invoice numbers when submitting your inquiry.

Ariba Network Suppliers Frequently Asked Questions

Answer: Enterprise (Integrated) Suppliers are typically larger business entities with extended machine-to-machine connection capabilities. They can also submit or resubmit invoices and credit memos via an online portal connection. Standard suppliers are typically smaller business entities that use their supplier login portal exclusively for receiving purchase orders and sending invoices/credit memos on the Ariba Network. If you are unsure, consult your company's B2B or e-Commerce team for guidance and support.

Answer: Ariba Network Suppliers, both Enterprise and Standard, can use their online portal to resubmit invoices or credit memos. If you do not have a login ID to your supplier portal, contact your company B2B or e-Commerce support team for assistance.

The web link for the Ariba Network Supplier portal is: https://supplier.ariba.com

Answer: When resubmitting an invoice or credit memo, the document number must be different from that of the original (this can be accomplished easily by adding a letter to the end).

Answer: When using the the online portal, it is important to reference the purchase order number as the initial step and create the resubmitted invoice against it using "PO flip". This will ensure all invoice elements (catalog number, UOM, price, etc.) are correct and mirrored from the purchase order to the invoice.

Answer: If you are submitting or resubmitting an invoice or credit memo using the Ariba Network supplier online portal, it's important to first identify the purchase order number. You can then use the PO Flip functionality of the Ariba Network to mirror all purchase order components (UOM, quantity, price each, etc.) directly to the invoice or credit memo. To identify the purchase order number:

Access the Ariba Network Supplier portal at: https://supplier.ariba.com
Log in using your Ariba ID and password; contact your company B2B or e-Commerce team if needed for account access.
Upon arrival to the portal, click Orders from the top menu.
Select Purchase Orders
Within the filter, enter University of Kentucky as Customer. You may then enter the PO number, creation date, etc. or other criteria within the search filters, as needed.
Click into the purchase order number once located
Once displayed, use menu tools as needed to create and submit the invoice or credit memo. Be sure to use other dedicated learning sources available on this page to complete the remaining steps correctly.

Answer: The University does not accept Ariba Network invoices or credit memos based on "Non-PO Invoice" format. All invoices must bill against a purchase order number issued to the supplier on the Ariba Network and trigger from the purchase order number as the first step.

Answer: You may be attempting to use the Non-PO Invoice tool on the Ariba Network to create or resubmit your invoice or credit memos. The University does not accept Ariba Network invoices or credit memos based on "Non-PO Invoice" format. All invoices must trigger from the purchase order number as the first step.

Answer: Resubmission of failed or rejected invoices or credit memos are the responsibility of the Ariba Network supplier for most error messages. Rejection messages related to cost center blocked, overall budget exceeded, or System Status CLSD Active are the responsibility of the University to coordinate resubmission. Contact us via email if you have inquiries related to these invoice rejection messages.

Answer: Those using the Ariba Network online portal and/or that utilize the Standard account for their company may benefit from these resources:

Comprehensive Info Page for Standard Suppliers: Link
Standard Account Guide: Link
Standard Account Demo: Link

Answer: Yes, you can contact our team via email for assistance or inquiries related to your purchase order, invoice, or credit memo transactions.

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Ariba Network Suppliers Learning and Support

Ariba Network Suppliers Learning and Support

Ariba Network Suppliers Frequently Asked Questions

Q-01: How do I know whether my company is an Enterprise (Integrated) or Standard (Online) account supplier?

Q-02: I need to resubmit one or more invoices for the University. What platform do I use and how do I get access? Is there a web link?

Q-03: When resubmitting an invoice or credit memo (CM) to the University on the Ariba Network, can I use the original invoice or CM number?

Q-04: What does "PO Flip" mean on the Ariba Network for invoice or credit memo submissions?

Q-05: If I need to perform PO flip to create and submit an invoice or credit memo, how do I reach and look up the purchase order as the first step?

Q-06: What does the non-PO invoice tool do on the Ariba Network and can I use it for submitting invoices or credit memos to the University?

Q-07: There seems to be a pattern to my company's invoice rejections on the network. Is there a key issue or process that we are overlooking?

Q-08: Will all invoice or credit rejection matters be my company's responsibility to resubmit? Are there any rejections for which the University needs to do something?

Q-09: What is my best or most comprehensive source for support for Ariba Network supplier questions or support?

Q-10: Is there a central contact at the University if I need it for assistance on invoice or credit memo submissions?

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