Transactions for SAP® Ariba®

from the book

Migrating to SAP S/4HANA®

by Frank Densborn, Frank Finkbohner, Jochen Freudenberg, Kim Mathäß, and Frank Wagner

“Let us help you on your

journey to SAP S/4HANA!”
Transactions for SAP Ariba
This document provides an overview of standard transaction rules for inte-
grating the Ariba Network with SAP S/4HANA or SAP S/4HANA Cloud. Rules,
which are marked as "optional" in the following tables, can be configured
according to your needs. All others, that is, rules with the Activation
Required or Not Enabled notices, are mandatory instructions without which
the integration may not work. Rules for transactions that are not listed here
leave you free.

Table 1 shows the rules for orders (Purchase Order Rules).

Transactions in SAP Ariba Network Rule setup

Override default purchase order rules Activation
required
Allow change orders for fully shipped orders Optional
Allow change orders for partially shipped orders Optional
Retain confirmation status for unchanged line items on change orders Optional
Enable ship notice tracking on change orders Optional
Allow change orders in invoice aggregation Optional
Allow cancel orders for partially shipped orders Optional
Allow cancel orders for partially shipped orders Optional

Table 1 Transactions for Orders

For Scheduling Agreement Release Setup Rules and Ariba Buyer Contracts site
setup rules, don't activate! Table 2 shows transaction rules for attachment
file extentions (Attachment File Extension Rules).

Transactions in SAP Ariba Network Rules Setup Default

Allow all attachment file extensions Optional Marked

Table 2 Transaction Rules for Attachment File Extensions

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 Transactions for SAP Ariba

Table 3 shows transaction rules for attachments for order confirmation and
for shipping notifications (Order Confirmation and Ship Notice Attachment
Rules).

Transactions in SAP Ariba Network Rule Setup

Allow suppliers to include attachments with order confirmations Optional
Leave (order confirmation) attachments online Optional
Allow suppliers to include attachments with ship notices Optional
Leave (ship notice) attachments online Optional

Table 3 Transaction Rules for Attachments for Order Confirmation and Advanced Shipping
Notice

Table 4 shows transaction rule for inviting suppliers via a document (Quick
Enablement Rules).

Transactions in Rule Setup Exceptions

SAP Ariba Network
Allow Quick Enablement Activation Suppliers who do not have an account for
required the network will be automatically invited
when you send them orders, invoice copies,
or payment proposals.

Table 4 Transaction Rules for Inviting Suppliers (Quick Enablement)

Table 5 shows transaction rules for the order confirmation and the shipping
notification (Order Confirmation and Ship Notice Rules).

Transactions in SAP Ariba Network Rule Setup

Allow suppliers to send order confirmations for material orders Optional
Allow suppliers to send order confirmations for material orders at Activation
the line-item level required
Allow suppliers to reject quantities for material orders at the line- Optional
item level in order confirmations

Table 5 Transaction Rules for Document Details Of Order Confirmation and Shipping
Notification

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 Transactions for SAP Ariba

Transactions in SAP Ariba Network Rule Setup

Allow suppliers to send order confirmations for service orders Optional
Allow suppliers to send order confirmations for service orders at the Optional
line-item level
Allow suppliers to confirm or reject an entire purchase order multi- Optional
ple times
Send suppliers an automatic reminder of unconfirmed orders after a Optional
specified number of days
Require suppliers to fully confirm line items before fulfillment Not enabled
Require suppliers to create an order confirmation before creating a Optional
ship notice
Allow suppliers to send ship notices to this account Activation
required
Delivery dates are required for Order Confirmation and Ship Notice Optional
Require an estimated shipping date on order confirmations Not enabled
Require an actual or estimated shipping date on ship notices Not enabled
Require ship notice type on ship notices Not enabled
Allow suppliers to add delivery and transport information to ship Optional
notices
Allow suppliers to send non-PO ship notices through cXML Optional
Allow zero-quantity line items in ship notices sent through cXML Optional
Allow multiple orders and scheduling agreement releases in ship Optional
notices
Require suppliers to provide a unique asset serial number for each Optional
purchase order line item on a ship notice
Require the total count of shipment serial numbers not to exceed Optional
the total quantity shipped for line items on ship notices
Require the Packing Slip ID to be unique on ship notices Not enabled
Allow suppliers to create invoice number automatically from Packing Not enabled
Slip ID when creating a ship notice

Table 5 Transaction Rules for Document Details Of Order Confirmation and Shipping
Notification (Cont.)

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 Transactions for SAP Ariba

Transactions in SAP Ariba Network Rule Setup

Require suppliers to provide a Global Individual Asset ID for line Not enabled
items on ship notices that conforms to the Serial Shipping Container
Code (SSCC) format
Require suppliers to provide a unique Global Individual Asset ID for Not enabled
line items on ship notices
Do not allow suppliers to change line item description on order con- Optional
firmations.
Allow suppliers to increase item quantities on order confirmations Optional
Apply line item quantity tolerance to order confirmations Optional
Apply line item unit price tolerance to order confirmations Optional
Allow suppliers to change the currency for unit price on order confir- Optional
mations
Apply line item subtotal amount tolerance to order confirmations Optional
Apply line item delivery date tolerance to order confirmations Optional
Allow suppliers to increase item quantities on ship notices Optional
Apply line item quantity tolerance to ship notices Optional
Allow suppliers to confirm or reject an entire purchase order multi- Optional
ple times
Allow suppliers to send order confirmations for material orders at Activation
the line-item level required
Allow suppliers to send order confirmations for service orders at the Optional
line-item level
Require suppliers to enter a comment at the order confirmation line Not enabled
item level when there are any changes.
Allow suppliers to change advanced pricing details on order confir- Activation
mations at the line-item level required
Require suppliers to provide a reason when they reject an order Optional
Require suppliers to provide a reason when they reject an order at Optional
the line-item level
Allow suppliers to enter the estimated shipping date on order confir- Activation
mations at the line-item level required

Table 5 Transaction Rules for Document Details Of Order Confirmation and Shipping
Notification (Cont.)

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 Transactions for SAP Ariba

Transactions in SAP Ariba Network Rule Setup

Allow suppliers to enter comments on order confirmations at the Activation
line-item level for confirmed or backordered items required
Allow suppliers to change the supplier part ID on order confirma- Activation
tions at the line-item level required
Allow suppliers to edit estimated shipping dates, delivery dates, and Optional
quantities.
Allow check for estimated shipping or delivery dates in the past Optional
when order confirmations are submitted

Table 5 Transaction Rules for Document Details Of Order Confirmation and Shipping
Notification (Cont.)

The transfer of SAP Ariba time tracking data to SAP S/4HANA Cloud is not
supported by the Service Sheet Rules. Please do not make any settings for
this.

Table 6 shows transaction rules for supplier invoices (Invoice Rules).

Transactions in SAP Ariba Network Rule Setup Exceptions

Allow suppliers to send invoices to Activation If you want to receive
this account required invoices via the Ariba Net-
work, activate
Ignore country-based invoice rules Optional
Allow suppliers to send invoices with Not enabled The SAP S/4HANA Cloud
service information support service updates for
a later release.
Require line-item credit memo to ref- Optional
erence another invoice
Allow suppliers to send invoice Optional Limit to 10 MB per attach-
attachments ment. If you enable this
setting, you must also
enable the next one.
Your procurement application can Activation This setting is only avail-
download invoice attachments (MIME required able if you have activated
multipart messages). the previous setting.

Table 6 Transaction Rules for Supplier Invoices

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 Transactions for SAP Ariba

Transactions in SAP Ariba Network Rule Setup Exceptions

Require suppliers to send invoice Not enabled
attachments
Require suppliers to send credit Not enabled
memo attachments
Allow suppliers to send non-PO Optional
invoices
Allow suppliers to send invoices with Not enabled
a contract reference
Require suppliers to create an order Optional
confirmation for the PO before creat-
ing an invoice
Require suppliers to create invoice Activation
with line item quantity greater than required
zero.
Require suppliers to create invoice Activation
with line item price greater than zero. required
Require suppliers to create a ship Optional
notice for the PO before creating an
invoice
Allow suppliers to send invoices if a Optional
PCard or credit card was included in
the order
Allow suppliers to send header credit Optional
memos and debit memos
Allow suppliers to send line-item Activation
credit memo Required
Require suppliers to provide a reason Optional
for each credit memo
Allow suppliers to cancel invoices they Optional
create
Allow suppliers to reuse invoice num- Optional Not recommended
bers
Allow suppliers to enter advanced Not enabled
pricing details at line item level

Table 6 Transaction Rules for Supplier Invoices (Cont.)

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 Transactions for SAP Ariba

Transactions in SAP Ariba Network Rule Setup Exceptions

Allow suppliers to change advanced Not enabled
pricing details at the line-item level
Allow the Bill to Address to be Not enabled
mapped to the corresponding system
ID for non-PO invoices sent through
cXML, CVS, or EDI
Allow case-insensitive invoice match- Optional
ing
Require suppliers to include only Optional
shipped quantities on invoices
Require suppliers to include only Optional
received quantities on invoices
Allow suppliers to add allowances and Optional
charges to invoices

Table 6 Transaction Rules for Supplier Invoices (Cont.)

Table 7 shows transaction rules for fields in invoices with purchase order
reference (PO Invoice Field Rules).

Transactions in SAP Ariba Rule setting Default Setting Remarks

Network
Allow suppliers to change Not enabled
the currency for unit price
Allow suppliers to change Optional
the unit price
Allow suppliers to change Not enabled
the unit of measure
Allow suppliers to increase Optional
item quantities
Allow suppliers to increase Optional
line item subtotals
Allow suppliers to change Not enabled
part numbers

Table 7 Transaction Rules for Invoices with Purchase Order Reference

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 Transactions for SAP Ariba

Transactions in SAP Ariba Rule setting Default Setting Remarks

Network
Allow suppliers to change Optional
auxiliary part ID
Allow suppliers to add line Optional
items to PO invoices
Require invoice Sold To Not enabled
Name and Country to
match PO Bill To Name and
Country (or Sold To infor-
mation if available).

Table 7 Transaction Rules for Invoices with Purchase Order Reference (Cont.)

Table 8 shows transaction rules for fields in purchase orders and invoices
without purchase order reference.

Transactions in SAP Ariba Network Rule Setting

Require suppliers to provide line item descriptions Not enabled
Require suppliers to choose from your list of valid tax values Optional
Allow suppliers to create a tax rate and type for invoices and credit Optional
memos
Allow net amounts to exceed subtotals Optional
Allow invoices to be back-dated the specified number of days Optional
Allow shipping tax entered at header level Optional
Require suppliers to provide their tax ID on invoices Not enabled
Allow suppliers to add shipping and special handling costs and tax Optional
details as separate invoice lines
Require suppliers to enter taxes at line item level Not enabled
Require suppliers to provide order information Optional
Allow suppliers to enter discounts at the header level Optional

Table 8 Transaction Rules for Invoices with Order References

Table 9 shows transaction rules for billing addresses (Invoice Address

Rules).

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 Transactions for SAP Ariba

Transactions in SAP Ariba Network Rule Setting

Require a Bill To address on invoices Not enabled
Require a Sold To address on invoices Not enabled
Require a From address on invoices Not enabled
Require a Remit To address on invoices Not enabled
Require Ship From and Ship To addresses on invoices Not enabled
Enforce strict address validation for required address fields Not enabled

Table 9 Transaction Rules for Address Validation

Table 10 shows the transaction rules for invoices for Blanket Purchase Order
Invoices.

Transactions in SAP Ariba Network Rule Setting

Enable BPO-specific invoice rules Not enabled

Table 10 Transaction Rules for Blanket Purchase Order Invoices

Table 11 shows transaction rules for invoicing (Invoice Payment Rules).

Transactions in SAP Ariba Network Rule Setting

Allow suppliers to change payment net term as shown on purchase Optional
orders
Allow suppliers to change payment discount terms as shown on pur- Optional
chase orders
Allow suppliers to omit payment terms in PO invoices Optional
Require suppliers to provide penalty information or terms on Optional
invoices
Require suppliers to provide discount information or terms on Optional
invoices
Require suppliers to provide net term information on the invoice Optional
Require suppliers to include bank account details on invoices Optional

Table 11 Transaction Rules for Payments

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 Transactions for SAP Ariba

Table 12 shows transaction rules for value added tax (VAT Rules).

Transactions in SAP Ariba Network Rule Setting

Require customer's VAT/Tax ID Not enabled
Require supplier's VAT/Tax ID Not enabled
Require suppliers to provide VAT information in invoice headers or Activation
line items Required
Require supply date when VAT is chosen as tax category Not enabled
Require tax amounts in local currency Not enabled
Require subtotal and amount due in local currency Not enabled
Require explanation for zero rate VAT Not enabled
Require detailed tax information in tax summaries Not enabled
Show your company's default VAT ID Not enabled
Display text boxes for buyer and supplier VAT IDs in invoice headers Not enabled
Require your company's VAT ID only for intra-EU trade Not enabled
Require VAT details only for domestic trade Not enabled
Require VAT details only for domestic and intra-EU trade Not enabled
Display invoice totals as Subtotal, Tax Amount, and Amount Due Not enabled
Allow suppliers to submit self-signed invoices Not enabled

Table 12 Transaction Rules for Value Added Taxes

Table 13 shows transaction rules for online invoice forms (Online Invoice
Form Rules).

Transactions in SAP Ariba Network Rule Setting Default setting

Allow suppliers to use remittance addresses with- Activated Activated
out remittance IDs
Allow suppliers to change Ship To information as Not enabled
shown on purchase orders
Allow suppliers to change Bill To information as Optional
shown on purchase orders

Table 13 Transaction Rules for Online Invoice Forms

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 Transactions for SAP Ariba

Transactions in SAP Ariba Network Rule Setting Default setting

Default Bill To Address Optional
Default Sold To Address Not enabled
Configure List of Customer (Sold to) addresses with Not enabled
VAT IDs
Copy Bill To address on purchase orders to Sold To Not enabled
address on invoices

Table 13 Transaction Rules for Online Invoice Forms (Cont.)

Table 14 shows the transaction rule for the D-U-N-S-number (D-U-N-S Num-
ber Rule).

Transactions in SAP Ariba Rule Setting Default setting Remarks

Network
Do not require suppliers Activated Activated D-U-N-S-number
to enter their D-U-N-S is not checked.
number

Table 14 Transaction Rules for D-U-N-S Number

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