Basic P2O SAP Ariba Procurement User Day Script

Basic P2O SAP Ariba Procurement
User-Day Script
© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

Table of Content
Content Page
Solution Overview 3
URLs and Login Credentials 4
General User Day Guidelines 5
P2O Process 6 – 13
• Catalog Purchase 6
• Approval 7
• Mobile App 8
• Order Confirmation 9
• Ship Notice 10
• Receiving 11
• Invoice 12
Purchasing 13 – 16
• Configurable Item 13
• Punch-out Item 14
• Non-catalog Item 15
• Inventory Item 16
• Spot Buy Item 17
Tactical Sourcing 18 – 21
• RFP 18 – 19
• Bidding 20
• Awarding 21
2

Solution Overview
SUPPLIERS | SELL TO SETTLE
STRATEGIC SOURCING PROCUREMENT
Ariba Network
SUPPLIER FINANCIAL SUPPLY

MANAGEMENT CHAIN SUPPLY CHAIN
BUYERS | SOURCE TO SETTLE
SAP CLOUD CUSTOMER VALUE

PLATFORM SERVICES
Note: SAP Ariba Procurement Analytics included in all solutions

URLs and Login Credentials
Access the Guided Buying demo environment via:
https://s1.ariba.com/Buyer/Main?realm=StratusLabs&g
uidedbuyredirect=true
For Supplier activities use the Ariba Network URL:

https://service.ariba.com/Supplier.aw
System Access User Name Password
Your user gb225 – gb229 ariba
Demo approver ghalas go4ariba
AN Supplier
(order confirmation, test-admin2@stratuslabs.com AribaGCP_101
ship notice, invoices)
AN Supplier test-willowsprings@sap.com
(tactical sourcing) test-grovestreetinc@sap.com AribaGCP_101
valleyretailsupplier@sap.com

General User Day Guidelines
1. Two internet browsers are needed
• One for Buyers – Chrome or Firefox
• One for Suppliers – IE
• You may also use private browsing tab for second session
2. Rules for self-practicing

• Avoid using your company name or terms
• Use realistic descriptions and values & quantities (e.g. no 100M€
requisitions) as those will ruin reporting
• Do not share user logins, 1 person should use 1 demo user at a
time
• Only process your own requisitions, orders and invoices.
• Note down the PO number and use own initials
• Do not change data and documents from other users
• Please do not upload attachments that are proprietary or that
you would not want someone to see
• Please follow the steps in the scripts to explore the system by
your own
• Do not change any settings
3. You will be playing multiple roles

• Buyer/Requester ➔ create requisition
• Approver ➔ approve requisition
• Receiver ➔ receive goods
• Supplier ➔ create supplier invoice

P2P Process - Catalog Purchase
Scenarios Ariba® Screen Reference
Login to Guided Buying 1. See handout for login
Create a Requisition
1. Search for Jabra

2. Mouse over Jabra Pro 9450 Flex Mono Wireless Boom Headset and click Add to Cart
3. Check Out
4. Click Send Request
5. Note down your PR# (landing page ➔ recent request on the right-hand side)
6. Log out

P2P Process - Approval
Approve Requisition Click Approve
Menu
Approve requests
1. Login as ghalas
2. Use Menu to select Approve requests
3. Find your request and click Approve
4. Note down your PO# (tab recent approvals, click see details from your PR - you will
find the PO# below the PR#)
Consider using the mobile app for approvals

Mobile App
Installing the Mobile App
Activate mobile device
1. From your mobile device (IOS or Android), search for and install Ariba Mobile
2. After install is complete Open the app Click Next
3. An activation code will display
4. Log into Ariba on your desktop using your assigned userid
5. Click on your userid in the upper right hand corner and choose Activate Mobile
Device
6. Enter the activation code from your mobile device and click OK
7. Click Done
8. Go back to your mobile device and click Next
9. Create a PIN, re-enter and hit Next and Accept Terms
10.Your mobile app is now active!
The mobile app is your one stop shop to do just about everything related to a request.
You can approve requests, check on the status of your request and even shop.

P2P Process - Order Confirmation
Ariba Network Supplier 1. See handout for login
View the Purchase Order
Select Inbox-
Orders and
Releases and
then your PO
1. Click on the Inbox Tab to view your purchase order

2. Click on the PO number to open the purchase order
Create Order Confirmation
Order Confirmation
1. Click on Create Order Confirmation

and select “Confirm Entire Order”
2. Enter a Confirmation Number
3. For Est. Shipping Date, click the Calendar icon and select today’s date
4. For Est. Delivery Date, select tomorrow’s date
5. Click and
Customers can configure the Ariba Network to require suppliers to send Order
Confirmations and Advanced Ship Notices prior to Invoicing 9

P2P Process - Ship Notice
Select Inbox-
Orders and
Releases and
then your PO
1. Click on the Inbox Tab to view your purchase order

2. Click on the PO number to open the purchase order
Create Ship Notice
Ship Notice
1. Click on Create Ship Notice ➔ Create Ship Notice screen will display
2. Complete the information on left side of the screen
(pack slip ID, actual ship date, actual delivery date,)
3. Complete the information on right side of the screen:
(carrier name (Fedex), tracking #, tracking date, shipping method)
4. Click (top right) and
Customers can configure the Ariba Network to require suppliers to send Order
Confirmations and Advanced Ship Notices prior to Invoicing
10

P2P Process - Receiving
Receive laptop Bell
Receive All
1. Login as yourself, click on the Bell

2. Select Receive Orders
3. Click on PO # associated to your laptop request
4. Click Receive
5. Click Receive All
6. Click Submit
7. Click Ok to confirm receipt
11

P2P Process - Invoice
Select Inbox-
Orders and
Releases and
then your PO
1. Click on the Inbox Tab to view your purchase order.

2. Click on the PO number to open the Purchase Order
PO flip to Invoice
Invoice
1. Click Create Invoice and select Standard Invoice.

2. Input Invoice # at top.
3. Try to back date the Invoice
4. Click and
5. Click Exit Invoice Creation.
12
6. Log off as Supplier.
Purchasing - Configurable Item
Configurable Item
Add to Cart
1. Search for t-shirt

2. Click Select
3. Fill in the Qty, Color, Collar and Size
4. Click add to cart
The Ariba Catalog supports many different types of items, including configurable items
(e.g. Size, Style, Color), Kit items (may include optional and required items and
different suppliers)
13

Purchasing - Punch-out Item
Punch-out Item
1. Search for belkin adapter pro

2. Select Belkin PRO Series Digital Video
3. Click
4. You will be directed to the supplier’s web site .
5. To add the item to your cart click the icon
6. If you get a pop up security warning, click Yes
7. When completed, click the icon
You may experience a browser security setting issue with punch-out. If you are using IE,
please open you IE browser, and go to Internet Options ➔ Security ➔ Trusted
Sites ➔ Sites. And then add http://*.shi.com under "Add this website to the zone". If the
above solution still does not resolve your problem, go to Privacy ➔ Advanced ➔ Check
"Always allow session cookies“
If you are using Chrome, please go to Settings ➔ Show Advanced Settings ➔ Under
Privacy, Content Settings ➔ under Cookies, uncheck "Block third-party cookies and site
data".
14

Purchasing - Non-catalog Item
Non-catalog item
Request Ad-Hoc Item
Choose category
Choose supplier
Choose commodity
1. Click Request ad hoc item

2. Name it e.g. “Chemical A“
3. Under Category click Browse All
4. Choose Chemicals including Bio Chemicals and Gas Materials – 12 commodity type
5. Choose one of the recommended suppliers
6. Provide description, quantity and unit price
7. Click Add to cart
8. Click Check Out
15

Purchasing – Inventory Item
Inventory Item
1. Search for MRO Inventory

2. Scroll down to compare inventory count and stock location for each item
3. Click Add to cart
4. Click Check Out
5. Scroll to bottom and Send Request
Inventory item information allows for quick comparison of items for the best
availability when ordering.
16

Purchasing - Spot Buy Item
Spot Buy Switch between catalogs
1. Search for printer

2. Scroll down to compare Company Catalog vs Spot Buy Catalog item
Spot Buy empowers users to find and buy goods that they need but have not been
sourced. Orders are processed immediately as if you check out directly at the eBay
Marketplace.
17

Tactical Sourcing - RFP
Tactical Sourcing
Maintenance
1. Click on Maintenance tile

2. Select the request form tile project controls and start the request form
3. Fill out fields
18

Tactical Sourcing - RFP
Tactical Sourcing
Choose and request
1. Choose suppliers
2. Click request quotes
19

Tactical Sourcing - Bidding
Tactical Sourcing Dropdown
Tab Stratus Labs
Your request
Select lot
1. Click on dropdown menu and select “Ariba Sourcing”

2. Ensure that you are in the “Stratus Labs” tab
(select it by using the drop down “more”)
3. Open your request in the category “open status”
4. Select lot, answer required questions and submit
5. Login as remaining suppliers and submit responses
20

Tactical Sourcing - Awarding
Bell
Tactical Sourcing
1. Login as yourself, click on the Bell

2. Select RFP for which you have received quotes
3. Review responses and accept one quote
21

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Basic P2O SAP Ariba Procurement

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

SUPPLIERS | SELL TO SETTLE

STRATEGIC SOURCING PROCUREMENT

SUPPLIER FINANCIAL SUPPLY

BUYERS | SOURCE TO SETTLE

SAP CLOUD CUSTOMER VALUE

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

For Supplier activities use the Ariba Network URL:

System Access User Name Password

Your user gb225 – gb229 ariba

Demo approver ghalas go4ariba

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

2. Rules for self-practicing

3. You will be playing multiple roles

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Search for Jabra

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

Activate mobile device

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Click on the Inbox Tab to view your purchase order

1. Click on Create Order Confirmation

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Click on the Inbox Tab to view your purchase order

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Login as yourself, click on the Bell

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Click on the Inbox Tab to view your purchase order.

1. Click Create Invoice and select Standard Invoice.

1. Search for t-shirt

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Search for belkin adapter pro

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

Request Ad-Hoc Item

1. Click Request ad hoc item

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Search for MRO Inventory

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Search for printer

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Click on Maintenance tile

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

Choose and request

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Click on dropdown menu and select “Ariba Sourcing”

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

1. Login as yourself, click on the Bell

© 2020 SAP SE or an SAP affiliate company. All rights reserved. I CONFIDENTIAL

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