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Ensure your company has confirmed the PO – change orders also require an order confirmation – and that the Grace end-user has posted a goods receipt on the order. Grace requires both actions to be completed in Ariba before an invoice can be submitted.
Process flow for sender (Grace) and recipient (supplier). The ASN is optional, but requested.
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The Grace end-user has not yet posted the quantity of goods receipt needed on the purchase order to invoice.
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Even if no tax is being charged, enter “0” in the Rate % field.
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If the invoice number has previously been used and rejected or credit submitted, a “1” or “A” must be entered after the invoice to create a new, unique number.
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Refer to Invoice with Freight for instructions.
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Click the link for details on how to Create Line-Item Credit Memo.
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1. Log into your Ariba account.
2. Click on button with your initials in the upper righthand corner for dropdown menu.
3. Select Settings, then choose Electronic Invoice Routing.
4. Check notification box and enter e-mail address(es) separated by a comma.
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If your organization submits more than 25 invoices with Grace per year and utilizes digital/text searchable PDF invoices, you have the option to submit PDF invoices via e-mail that will be converted and uploaded onto the SAP Ariba® Network instead of having to manually complete the PO/Invoice Flip process. Click on the link for Instructions to Enable and Use Ariba Email PDF Invoice Feature.
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The invoice is being entered in an incorrect manner. Do not use the Create dropdown menu on your Ariba homepage. If you have either a Standard or Enterprise Account, you can “Create Invoice” directly through the Ariba portal. Remember that the order must be confirmed and goods receipt posted first before you can invoice.
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You selected an Enterprise Account, which may be subject to fees, when you signed up on Ariba. For more details about accounts and fees, visit SAP Ariba Subscriptions and Pricing. Please note the terms of agreement for usage of the Ariba Network are between the supplier and SAP Ariba, which Grace is not involved in.
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If you have an Enterprise Account, you can view it under Payments > Remittances.
If you have a Standard Account, you do not have access to Payments and must check in the Remittance tab of the submitted invoice. Go to Workbench > Invoices and click on the invoice link.
You can also set up a remittance notification to receive an e-mail with this information. See “Payment Remittance” under SAP Ariba® Tutorial Videos.
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The link What does this error message mean? provides a list of possible error messages produced by the Ariba Network for invoices and their resolutions. These messages are generated if invoice processing detects errors when suppliers submit invoices through any channel (online, cXML, EDI, or CSV).
Keep in mind, this list is not exhaustive as suppliers might receive custom rejection messages from their customers. If that happens, suppliers need to reach out to their customers directly for more information.
If you receive an ANERR message, try the steps described here.
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Click on the button disc with initials in the upper righthand corner of your Ariba account. Select Settings > Notifications from the dropdown menu and click on the Messaging tab. Check box “Send notifications when customer messages are received” and enter e-mail address in the corresponding field. Multiple e-mails should be separated by a comma, with no space. Click Save when finished.