Objective and Scope

This OP explains the steps necessary to update the confirmation control - ARIBA NETWORK

Maintained in WP1_400 and PF1_020.

ARIBA is an online platform that aims to facilitate Buyer-Supplier transactional activities.
Allows the supplier:
- to receive and process electronic purchase orders;
- submit electronic invoices;
- track status of their invoices

1. Manual Procedure

• Go to transaction XK02 in PF1_050 and add ARIBA in field Search Term 2

1.1 Confirmation Control Key

• Go to transaction XK02, insert vendor number and purchasing org.

• Select Purchasing data

• In field Confirmation Control insert Z017 (Conf - ARIBA Network)

It is also possible to receive a request to add an email address at company level:

• Go to transaction XK02, insert vendor number and company code;

• Select correspondence;

• In field ACC w/vendor insert the company code and in field Clrk´s internet the email address.

Save the changes and inform Materials team. They will proceed with the request.

NOTE: To remove the vendor for the ARIBA enrolment the action is first done by the Materials team and only later by the Vendors team.

2. Automation for Vendor Enrollment 

Every day, a job will run transaction ZMM_ARIBA_NEW_SUPP in PF1_020 & WP1_400 selecting a variant created with the criteria provided by the ARIBA TEAM.

The steeps done by this job are described here.

In the end, an email will be sent to ptp-data.analysis@support.solvay.com with the execution report in order to confirm if all steps have been made without any block.

Finally, the Google sheet created to monetized the ARIBA enrollment should be filled in - Tab Standard ACC.

The following columns must be filled in:

3. Automation for Extension to a new Purchasing Organization

Every day, a job will run transaction ZMM_ARIBA_EXTND_PORG in PF1_020 & WP1_400.

The steeps done by this job are described here.

In the end, an email will be sent to ptp-data.analysis@support.solvay.com with the execution report in order to confirm if all steps have been made without any block.

Important Note: We need to check if the vendor is being enrolled for a different system and if yes, we should proceed as following:

1. Data Ops Team should send an email to carmen.chapelier@solvay.com with the vendor code (it could be different for WP1 system).
2. Carmen will let us know if it should be activated as Standard or Enterprise account (depending on the type of profile the supplier set up in Ariba, they can upgrade themselves without our intervention)
2.1. If she confirms that it is a standard account, no action needs to be done, supplier is already enrolled as standard
2.2. If she confirms that it should be a enterprise account, we should run transaction ZMM_ARN_VND_ACT_DCT in the respective system as enterprise for that vendor.
3. Data Ops Team proceeds with the activation and filling out the Go Live file  

On the column I please add the origin of the activation, in this case ZMM_ARIBA_EXTND_PORG.

4. Spot Requests

ARIBA Support Team (Ariba.Enrolment@solvay.com) will contact Data OPs. Vendors Team sending and email to the inbox (ptp-data.analysis@support.solvay.com) which will created a FreshDesk Ticket.

All interactions should be done replying to the email and not using the internal notes.

If any action needed from other team (Materials, Provisioning...), the ticket should be transferred to the respective FreshDesk Group.

Note: The Tag DATA OPs ARIBA should de added to the ticket.

4.1 ERS detected

Each time that is detected that a supplier with ERS is also enrolled on ARIBA (or the other way opposite), the ARIBA Support Team should be contacted also using the email address Ariba.Enrolment@solvay.com via Freshdesk.

After analysis, we Data Ops. Vendors Team will be informed about which are the next steps to be performed.

4.2 New VAT / New vendor

Whenever Data Ops. Team is aware that an ARIBA supplier have changed their VAT number, please follow the steps below:

• Data OPs. Vendors Team sends an email to ariba.enrolment@solvay.com via Freshdesk, informing about the new vendor code (with new VAT code), that is replacing the original ARIBA supplier (with old VAT code)

• Carmen Chapelier will add the new vendor code to the existing ANID on Ariba and will reply to the email informing Data OPs. Vendors Team if the supplier should be activate as Standard or Enterprise

• Data OPs. Vendors Team performs the activation of the new vendor code and the deactivation of old vendor code

• Data OPs. Vendors Team updates the GO Live file for the two vendor codes:
  • Old vendor code will be marked as deactivated
  • New vendor code will be added and in column "Replacing another vendor code?" an YES will be inserted and the column "If yes, which?" should be populated with the old vendor code.

• Data OPs. Vendors Team confirms that the change has been done by replying to the original email

• Daiana Boruzs will send an email to the supplier asking them to update their Ariba account with the new information.

Useful information

• Ariba suppliers
• Flow: