1. 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

2. Manual Procedure

Activate

When requested to mark a vendor as ARIBA it is used the transaction ZMM_ARN_VND_ACT_DCT (PF1_020 or WP1_400).

It is added the vendors number and the type of account. The type is informed by the ARIBA team. 

Then by clicking in execute the system will automatically performed the update:

Then , it is needed to add the vendor to the Google File (in the correct tab) and in PF1_050 the Search Term of the vendor needs to be added the code "ARIBA".

NOTE 1: The platform does not allow to activate more than 20 vendors at the same time through the standard system. It needs to be used the VIRTUS. 

NOTE 2: Also, all the communication must be performed by email (to keep the history for people who don't have access to Freshdesk).

NOTE 3: When created an OA linked to an ARIBA vendor, the OA must be also activated as ARIBA.

Deactivate

To remove the vendor for the ARIBA enrolment the action is first done by the Purchasing team (group PTP Internal Controls), then Materials team and only later by the Vendors team.

It is used the transaction XK02 (PF1_020, WP1_400 or in both) and it is removed the Confirmation Control code:

Then, it is used the same transaction in the PF1_050 to remove the ARIBA mark in the field Search Term 2:

When marking for deletion an ARIBA vendor, it is not needed to inform ARIBA team, unless a new vendor has been created to replace the old one. There is no need to unmark the old vendor.

3. Automation for Vendor Enrollment 

3.1. ZMM_ARIBA_NEW_SUPP

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:

Note:

1. In case the vendor was not created in the last working day the vendors code must be searched in the Google file:

• If founded it means that it was linked to a different system (see point 3).
• If not founded it means that it was incorrectly marked as ARIBA. The unmark needs to be started.

2. In case it was created in the last working day the vendors code must be added to the Google file.

3. When linked to a different system the operator needs:

• send a ticket to PtP Ariba support with the vendor code (it could be different for WP1 system). They 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):
  • If confirmed that it is a standard account, no action needs to be done, supplier is already enrolled as standard
  • If confirmed 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. Data Ops Team proceeds with the activation and filling out the Go Live file  

3.2. ZMM_ARIBA_EXTND_PORG

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.

NOTE: The operator must check if the vendor is being enrolled for a Purchasing Organization for the same system:

• if yes the ticket can be closed (no action needed);
• if not the vendor is being linked to a new system so the operator needs:
  • send a ticket to PtP Ariba support with the vendor code (it could be different for WP1 system). They 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):
    • If confirmed that it is a standard account, no action needs to be done, supplier is already enrolled as standard
    • If confirmed 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. 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.

4.1. OAs Analysis

ARIBA Support Team should send a suppliers' list to check if there are any OAs linked to the provided suppliers in both systems (PF1 & WP1)

The following queries should be executed in both systems:

SQ00

Go to Environment and than Query Areas:

Select:

Go to:

And double click on Group ZW_PU:

Then two queries should be executed   in both systems:

1st ZMM-036C Emails of OAs @ Vendor Master Data

2nd ZMM-036B Emails of OAs @ Purchasing Docs

• Delete Column OA Standard Email 
• Check for duplicates in all file 
• Cross check all the vendors with the list provided by ARIBA team, delete the ones not in the initial list.
• Add the Nodel with Vlookup formula in the last column of the file, with the information retrived from PRS in the first step. (remember to change the format of the cells to number)
• Mark the cells in column C with red if no x in Nodel and remove this column:

• Add two new columns (PF1 & WP1) and check if the VN and the OA are the same. Example: (=IF (C3=F3);"delete";"Keep")
  • If delete,  the OA info can be removed (OA number and email).
  • If keep, no action

Send the file to ARIBA support Team and close the request.

5. 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.

6. New VAT / 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.

7. Email update

Whenever Data Ops. receives a request to update the email address of an Ariba supplier, the following steps should be followed:

1. Data team adds a note in the ticket (if the request is done via VWF, a ticket should be created) with vendor code (VN or OA code) and notifies Daiana Boruzs to check if the supplier has the account set up

2. a) If the account is set up, Daiana passes the ticket to Ariba Support Group and asks them to inform the user/supplier that the modifications need to be made by the supplier in their Ariba account

b) If the account is not set up, Daiana informs Data team to update the email address of the supplier. The next PO will be sent via Ariba to the new email address and the supplier is responsible for setting up their account 

These steps can be found in our internal Ariba FAQs.

8. Useful information

• Ariba suppliers
• Flow:

• Differences between the Account Types:

• SAP ARIBA Flow