FAQs

• Log in to your Ariba Network supplier portal
• Click on the ‘orders’ tile.
• Check the list of POs displayed (if the PO is not displayed in the list please ensure you change the date filter to the date range that includes the date the PO was initially sent to you).
• Go to the ‘actions’ column for the PO you want to resend and click the 3 dots ‘…’ and select ‘send me a copy’.

If you are unable to locate the order using the search parameters, contact the bp supplier helpdesk and request the order to be resent.

It is important to note that if there is a contract or catalogue in place with defined rates for services, bp expects suppliers to select those line items from the contract and enter the actual quantity of services performed based on the applicable unit of measure (UOM).

If there is no published contract in place with line item information, please provide a full breakdown of those services (free text entry) including any supporting evidence for those ad-hoc charges and submit them to bp for approval.

Please ensure that a detailed description for each line item has been populated. Also ensure to specify the applicable unit of measure otherwise the service entry sheet will be rejected by the system.

For the SES number field, this is a supplier decision - this number can be anything that is relevant to the supplier to manage their tracking of their service sheets and invoices. 

For the Qty (quantity) field, please note that the system will accept a maximum of 2 decimal points, e.g. 1.25. Anything more than this, e.g. 1.255, will be rejected. Please ensure you input no more than 2 decimal points in this field as our payment systems will error when processing this entry. 

The date that you submit your invoice and not your service entry sheet is the date that the system will start the clock on your payment terms. Simply add that date + payment terms = date paid (Mon-Fri).
 

Alternatively, you can view the payment date in the Ariba system by accessing the 'scheduled payments' tab. You can find further information on the Ariba support site. 

Please review the instructions on how to submit a credit memo.

Note: credit memos for services require an SES correction completed before raising the credit memo. 
 

1. Click the service entry sheet for which you want to create a correction service entry sheet.
2. Ariba Network displays the details of the service entry sheet.
3. Click the 'create correction service sheet' button.
4. If required, modify the start date and date fields.
5. Modify the 'quantity' or 'unit' field as required.
6. You can only enter a negative value in this field.
7. Click 'next'.
8. Click 'submit'. 

Note: the negative/correction SES will require the same bp business approval as regular service sheets. 
 

If the goods and/or services are taxable under local tax legislation, tax must be applied to the invoice line(s).

Note that the system accommodates if the rates differ per line item.

Suppliers will need to add an exempt tax line for each line attracting no tax.

1. Insert a tax category (e.g. VAT, GST, sales tax) to each line separately.  
2. Click 'add to included lines'.
3. Under 'exempt detail', select 'exempt' (this will mean this line is exempt from tax).
4. Type 0% in the rate (%) field. 
5. Once you add the 0% exemption to the line, please utilize the ‘comments’ field to explain:
   1. which of the line items are not subject to tax, and
   2. why they are not subject to tax.
6. This information is important to enable our invoicing payments team to match the respective line items in an efficient manner.
    

If the supplier doesn’t have a VAT number they may just enter 'non-VAT registered' in the field 'supplier VAT number' and the system will let them proceed (they may also update their company profile with this information in the field 'VAT ID' so that they don’t need to enter it for each invoice individually).

If the supplier does at some point register and start charging VAT then they should update this to their real VAT number.
 

A supplier’s tax registration details can be administered from within the company profile which is  accessible under:

• company settings > company profile

then:

• select the 'business tab'
• fill in the tax information section.
   

Yes, additional users can be added to the Ariba Network by going to:

• company settings > users > create
   

Examples of notifications include:

• receipt of new and unconfirmed order reminders
• service entry sheet status changes
• invoice rejection notifications and,
• status changes, payment remittance, etc.
  
  

Yes, notifications can be sent to three email addresses which is administered under:

• company settings > notifications

then,

• click the 'general' tab, 'network' tab or 'discovery' tab

and,

• select which notifications you wish to enable or disable.