Ariba Network

Invoice Guide
Content

 Introduction  Modifying Invoices

 Invoice Practices  Document Statuses, Searches and Reports
 Before you Begin Invoicing  Ariba Network Support
– Viewing Customer Invoice Rules
– Electronic Invoice Routing and
notifications
– Account Configuration and Invoice
Archival
 Creating Invoices
– PO Flip Invoice
– PO Flip with Allowances and Charges
– PO Flip against Goods
– PO Flip against Ship Notice
– Credit Invoices
– Service Invoice
– CSV Invoice

© 2014-2016 SAP Ariba. All rights reserved. Public 2

Introduction

Procure-to-Pay Process

This document contains the requirements and training for your organization
to create and submit invoices online to MetLife via the Ariba Network.

MetLife requires suppliers enabled on Ariba Network to submit electronic

invoices through Ariba Network.

Note: Suppliers uploading CSV Invoices or utilizing cXML or EDI technologies

should refer to the specification documents available on the MetLife Supplier
Information Portal.

© 2014-2016 SAP Ariba. All rights reserved. Public 3

Invoice Practices
 MetLife project specifics:
Tax data is accepted at the header/summary level or at the line item level of the invoice.
Shipping data is accepted at the header/summary level or at the line item level. If Collaborative Supply
Chain is enabled, Shipping details are added at the header/summary level of the invoice.

SUPPORTED NOT SUPPORTED

• Purchase Order Confirmations (optional) • Summary or Consolidated Invoices
Apply against a whole PO or line items Apply against multiple purchase orders; not
accepted by Metlife
• Advance Shipment Notices (optional)
Apply against PO when items are shipped • Invoicing for P-Cards
• Detail Invoices • Duplicate Invoices
Apply against a single purchase order A new and unique invoice number must be
referencing a line item provided for each invoice; MetLife will reject
duplicate invoice numbers unless resubmitting a
• Partial Invoices
corrected invoice that previously had a failed
Apply against specific line items from a single
status on the Ariba Network
purchase order
• Header Level Credit Memos
• Service Invoices
The Header Level Credit Memo feature is not
Invoices that require service line item details
supported by MetLife
• Credit Invoices
• Non-PO Invoices
Item level credits; price/quantity adjustments
Apply against a PO not received through the
Ariba Network
• Contract Invoices
Apply against contracts

© 2014-2016 SAP Ariba. All rights reserved. Public 5

Before You Begin Invoicing
Customer Invoice Rules

These rules determine what you

can enter when you create
invoices.
1. Login to your Ariba Network
account.
2. Click on the Administration
Navigator on the top right hand
corner and then on Customer
Relationships under Account
Settings.
3. A list of your Customers is
displayed. Click the name of
your customer Metlife to view
their invoice rules.
4. Scroll down to the Invoice setup
section and view the invoice
rules.
5. If Metlife enabled Country-Based
Invoice Rules then you will be
able to choose your Country in
Originating Country of Invoice
from the drop down menu
6. Click Done when finished.

© 2014-2016 SAP Ariba. All rights reserved. Public 7

Electronic Invoice Routing and notifications

1. Click on Electronic Invoice

Routing at Administration
Navigator.
2. Choose one of the following
Invoice routing methods
• Online
• cXML
• EDI
3. Configure Notifications to
emails (the same way as in
Order Routing).

© 2014-2016 SAP Ariba. All rights reserved. Public 8

Invoice Archival

In the Electronic Invoice Routing section, Tax Invoicing and Archiving tab you
have two options to set up archiving of invoices:
To export invoices to your system for To use integrated archiving solution subscribe in the Long-Term
legal compliance define the Invoice Document Archiving section. Please read the applicable
Archival section: terms and policies and supported list of countries.
1. Select frequency (Weekly, After you enable the service you have access to Document
Biweekly or Monthly), choose Archive tab where you can search and view Archived
Archive Immediately to archive Documents and request to download multiple documents.
without waiting 30 days, and click
Start.
2. If you want Ariba to deliver
automatically archived zip files to
you, also enter an Archive
Delivery URL (otherwise you can
download invoices from your
Outbox, section Archived
Invoices).

© 2014-2016 Ariba - An SAP Company. All rights reserved. Public 9

Creating Invoices
 PO Flip Invoice

2
To create a PO-Flip Invoice

1. Select the PO Invoice link under

the Create Invoice section in the
navigation menu on the left.
2. For PO Invoice select a PO
number.
. 3. Click on the Create Invoice
button and then choose
Standard Invoice
1 3

© 2014-2016 SAP Ariba. All rights reserved. Public 11

PO Flip Invoice - Header

Invoice is automatically pre-populated with the PO

5
data. Complete all fields marked with an asterisk
and add tax as applicable.
1
1. Enter an Invoice # which is your unique
number for invoice identification. 2
2. The Invoice Date* will auto-populate.
3. Select Remit-To address from the drop down 3
box if you have entered more than one.
4. Tax and Shipping can be entered at either
the Header or Line level by selecting the
appropriate radio button.
5. You can also add some additional information
to the Header of the invoice such as:
• Special Handling
• Payment Term 4
• Comment
• Attachment**
• Shipping Documents

6. Then Scroll down to the Line items section to

select the line items being invoiced.
Note: Support of Addt’l Reference Documents &
Dates is applicable for CSC customers only
**Attachment file size should not exceed 40MB.
*Buyers can allow suppliers to create future dates on invoices submitted

© 2014-2016 SAP Ariba. All rights reserved. Public 12

PO Flip Invoice – Line Items

Line Items section shows the line 2

items from the Purchase Order.
1. Review or update Quantity for
each line item you are invoicing.
2. If line item should not be invoiced,
click on the line item’s Green
check mark to exclude it from the
invoice OR click the check box on
the left of the item and click Delete
to remove the line item from the
1
invoice. You can generate another
invoice later to bill for that item.
3. Select the line item to which tax is
to be applied using the Line Item #
5
checkbox. To apply the same tax to
multiple line items select those line
items to be taxed at the desired
rate.
4. To configure additional Tax Options
within the Tax Category tool, use
the Configure Tax Menu option.
5. Check Tax Category and use the
drop down to select from the 3
displayed options. Click Add to
Included Lines. (see Slide 15 for
additional details) 4

© 2014-2016 SAP Ariba. All rights reserved. Public 13

PO Flip Invoice – Additional Tax Options & Line Item
Shipping
To configure additional tax options click Configure Tax Menu under the Tax Category drop down. Create new tax
categories and as needed.
1. To apply different tax rates to each line item select the Line Item.
2. Click Line Item Actions > Add > Tax. Upon refresh, the Tax fields will display for each selected line item.
3. Within each line item, select Category, then either populate the Rate(%) or Tax Amount. Click Update.

To remove a
tax line item,
click Remove.

4. Shipping: If line level

shipping has been selected at
the line level, enter shipping
cost to the applicable line
items.

© 2014-2016 SAP Ariba. All rights reserved. Public 14

PO Flip Invoice – Detail Line Items

5. Additional information can be viewed at the Line Item Level by editing a Line Item

© 2014-2016 SAP Ariba. All rights reserved. Public 15

PO Flip Invoice – Line Item Comments

6. To add comments at the line items select Line Items, then click at Line Item Actions >Add >
Comments.
7. Upon refresh, the Comments field will display. Enter applicable Comments in this field.
8. Click Next.

© 2014-2016 SAP Ariba. All rights reserved. Public 16

PO Flip Invoice – With Allowances and Charges

If Allowances and
Charges are
included in the
PO, these will
convert to the
Header
Invoice at either Allowance
Invoice Header or and
Lined Item Level Charges
based on where
the information is
on PO

Line level
Allowance
and
Charges

© 2014-2016 SAP Ariba. All rights reserved. Public 17

PO Flip Invoice – Against Goods Receipt

1
You are required to include
only received quantities on
invoices.

1. From the Purchase

Order, Create Invoice,
select the Receipt(s) that
will be invoiced.

2. The invoice is now pre-

populated with the items 2
within the Goods Receipt.
You now have the ability to
select the items to include
and/or modify the
Quantities on the invoice.

© 2014-2016 SAP Ariba. All rights reserved. Public 18

PO Flip Invoice – Against Ship Notice

You are required to include 1

only Shipped quantities on
invoices.

1. From the Purchase

Order, Create Invoice,
Select the Ship Notice
that will be invoiced.
2
2. The invoice is now pre-
populated with the items
within the Ship Notice. You
now have the ability to
select the items to include
and/or modify the
Quantities on the invoice.

© 2014-2016 SAP Ariba. All rights reserved. Public 19

Credit Memo / Negative Invoice

1
To create a credit memo against an Invoice,
1. Select your previously created invoice
in your Outbox.
2. Click the button on the Invoice screen
for Create Line-Item Credit Memo.
3. Complete information in the form of
Credit Memo (the amount and taxes
will automatically be negative). Make
sure that all required fields marked with
asterisk are filled in.
4. Click Next once done.
5. Review Credit Memo.
6. Click Submit.

© 2014-2016 SAP Ariba. All rights reserved. Public 20

Service Invoices

1. Use Add Service Item

button in Services
section of the Invoice to
create an invoice for
Service Items.
2. Select either General
Service Item or Labor
Service Item. 1
3. Enter details for 2
General or Labor
Service added.

© 2014-2016 SAP Ariba. All rights reserved. Public 21

CSV Invoices Upload

To access a customer’s CSV file

template, go to Administration
> Customer Relationships >
Click the customer name >
Download CSV Invoice
Template.
Populate the template and
upload it from Create> CSV
Invoice > Browse > Import.
The CSV file is processed by
Ariba Network and forwarded to
the customer in the form of
cXML message.
For more information, please
read the CSV Upload Guide
available from the Supplier
Information Portal.

© 2014-2016 SAP Ariba. All rights reserved. Public 22

Copy This Invoice Feature
“Copy This Invoice”

Suppliers can copy an existing invoice to use as a basis for a new invoice. The copy includes
all fields except the invoice date, invoice number, exchange rate, and attachments. The
supplier can edit and submit the new invoice without having to reenter a lot of information.
This feature applies to standard invoices and contract-based invoices. Invoices can be copied
regardless of status.

Common uses for this feature include:

• Submitting invoices for a balance due
• Submitting corrected invoices in cases where the first attempt was rejected

Enabling This Feature

This is an out-of-the-box feature available to all customers. It requires no action to configure it.

Limitations
You cannot copy the following:
• Summary invoices (invoices that refer to multiple purchase orders)
• Credit memos and line-level credit memos
• Self-signed invoices (invoices that are digitally signed by the supplier)
• Invoices with 1000 or more invoice lines

© 2014-2016 SAP Ariba. All rights reserved. Public 24

How to Copy this Invoice

To copy an existing invoice in

order to create a new invoice

1) On Ariba Network, go to the

Outbox.
2) Either
• Select the radio button for the
invoice you want to copy, and click
Copy.
OR
• Open the invoice you want to
copy, and on the Detail tab, click
Copy This Invoice

3) Enter an invoice number.

4) For VAT lines, make sure the
date of supply at the line level is
correct.
5) Edit the other fields as
necessary.
6) Click Next, review the invoice,
and save or submit it.

© 2014-2016 SAP Ariba. All rights reserved. Public 25

Modifying Invoices
PO Flip Invoice – Review, Save, Submit

Review your invoice for accuracy from

the Review page . Scroll down the page
to view all line item details and invoice NOTE: In case of
totals. any errors, you
will get a
notification in red
If no changes are needed, click Submit where information
to send the invoice to Metlife. should be
corrected.
If changes are needed, click Previous to
return to previous screens and make
corrections before submitting.

Alternatively, Save your invoice at

anytime during invoice creation to work
on it later.

You may resume working on the invoice

by selecting it from Outbox>Drafts on
your Home page.

Note: You can keep draft invoices for up

to 7 days.
© 2014-2016 SAP Ariba. All rights reserved. Public 27
Cancel, Edit and Resubmit Invoices

Click the Outbox tab.

In the Invoice # column,
click a link to view details
of the invoice.
1. Click Cancel. The
status of the invoice
changes to “Canceled.”
2. Click the Invoice # for
the failed, canceled, or
rejected invoice that you
want to resubmit and click
Edit.
Click Submit on the
Review page to send the
invoice.

© 2014-2016 SAP Ariba. All rights reserved. Public 28

Document Status, Searches,
and Reports
Check Invoice Status

If you configured your Invoice Notifications as noted earlier in this presentation, you will receive emails
regarding invoice status.
You can also check invoice status from the Outbox.

ROUTING STATUS INVOICE STATUS

Reflects the status of the transmission of the invoice to Reflects the status of <buyer>’s action on the Invoice.
MetLife via the Ariba Network. • Sent – The invoice is sent to the MetLife but they
• Obsoleted – You canceled the invoice have not yet verified the invoice against purchase
• Failed – Invoice failed MetLife invoicing rules. orders and receipts
MetLife will not receive this invoice • Cancelled – MetLife approved the invoice
• Queued – Ariba Network received the invoice but cancellation
has not processed it • Paid – MetLife paid the invoice or is in the process
• Sent – Ariba Network sent the invoice to a queue. of issuing payment. This status applies only if
The invoice is awaiting pickup by the customer MetLife uses invoices to trigger payment
• Acknowledged – MetLife invoicing application has • Approved – MetLife has verified the invoice against
acknowledged the receipt of the invoice the purchase orders or contracts and receipts and
approved if for payment
• Rejected – MetLife has rejected the invoice or the
invoice failed validation by Ariba Network. If MetLife
accepts invoice or approves it for payment, invoice
status updated to Sent (invoice accepted) or
Approved (invoice approved for payment)
• Failed – Ariba Network experienced a problem
routing the invoice

© 2014-2016 SAP Ariba. All rights reserved. Public 30

Check Invoice History

Access any invoice.

• Click on the History tab to view
status details and invoice
history.
• History and status comments for
the invoice are displayed.
• Transaction history can be used
in problem determination for
failed or rejected transactions.
• When you are done reviewing
the history, click Done.

© 2014-2016 SAP Ariba. All rights reserved. Public 31

Search for invoice - Quick Search and Refined Search

QUICK SEARCH
1. From the Home Tab,
2. Select Invoices in the
Document type to search,
3. Select MetLife from
Customer Drop down
menu.
4. Enter Document # , if
known.
5. Select Date Range, up to
90 days for Invoices.
6. Click Search. REFINED SEARCH
Allows a refined search of Invoices
within up to 90 last days.
1 Click the arrow to expand
1. Search Filters from Outbox
(Invoices).
2. Enter the criteria to build the
2 desired search filter.
3. Click Search.

3
© 2014-2016 SAP Ariba. All rights reserved. Public 32
Search for invoice - Reports

Invoice reports provide information on invoices you

have sent to customers for tracking invoices over time
or overall invoice volume for a period of time.
Failed Invoice reports provide details on failed and
rejected invoices. These reports are useful for
troubleshooting invoices that fail to route correctly. 2 1
Note: Reports can be created by Administrator or
User with appropriate permissions.
1. Click the Reports tab from the menu at the top
of the page.
2. Click Create. Fill in required Information. Select
an Invoice report type — Failed Invoice or
Invoice.
3. Click Next.
Note: Select (and higher) members may choose
Manual or Scheduled report. Set scheduling 3
information if Scheduled report is selected.
After specifying Customer and Created Date in
Criteria click Submit.
You can view and download the report in CSV format
when its status is Processed.
For more detailed instructions on generating reports,
refer to the Ariba Network Transactions Guide
found on the HELP page of your account.

© 2014-2016 SAP Ariba. All rights reserved. Public 33

Ariba Network Support
Training and resources
MetLife Supplier Information Portal

Buyer specific information is available in one place. Select the name of your company in the top right corner
and then click the Customer Relationships link.

•
1 Select the buyer name to view transactional
rules:
o Customer Invoice Rules determine what you
can enter when you create invoices
2
• Select Supplier Information Portal to view the
following presentations to learn more about
transacting with MetLife:
o Account Configuration Guide
o MetLife Purchase Order Confirmation and Ship
Notice Guide
o MetLife Invoice Guide
o Supplier Membership Program / Supplier
Registration Guide
© 2014-2016 SAP Ariba. All rights reserved. Public 35
Training and Resources - Ariba Network Standard Documentation
Go to: http://supplier.ariba.com
Click Help link
Click Help Center, Then click on Learning Center to access Product Documentation

The Learning Center was created for

users interested in technical product
documentation.
The Learning Center was design to allow
you to browse the full library of product
documentation and tutorials

© 2014-2016 SAP Ariba. All rights reserved. Public 36

Training and Resources - Ariba Network Standard Documentation
Standard Documentation can be accessed also from your account. Click on the dropdown button on Home page of your
account next to the admin name, then click My Community Profile
From your Community Profile page, choose the Learning tab

© 2014-2016 SAP Ariba. All rights reserved. Public 37

Help Center – Helpful things to know…

Search: Perform a search to find content not found under Popular

Topics. Results can be sorted or filtered

Popular Topics:
Title links are selected
for you based on the
solution that you were
using when you clicked
on Help; whether or
not you are an
administrator; and your
default language.
Popular Tags:
Click on link to view These are the tags
the content item. You associated with our
will be able engage most popular
with the content: content items per
author, how many solution. It is a
community users have quick way to find
viewed the content, documents related
flagged the content as
to the topic.
being helpful to you,
and report problems
with the content.

© 2014-2016 SAP Ariba. All rights reserved. Public 38

Training and resources
Useful links

Useful Links
 Ariba Supplier Membership page - http://www.ariba.com/suppliermembership
 Ariba Network Hot Issues and FAQs - https://connect.ariba.com/anfaq.htm
 Ariba Cloud Statistics – http://trust.ariba.com
Detailed information and latest notifications about product issues and planned downtime—if any—
during a given day
 Ariba Discovery - http://www.ariba.com/solutions/discovery-for-suppliers.cfm
 Ariba Network Notifications - http://netstat.ariba.com
Information about downtime, new releases and new features

© 2014-2016 SAP Ariba. All rights reserved. Public 39

Who should you contact?

Supplier Support During Deployment

• Ariba Network Registration or Configuration Support
Please contact [email protected] for any questions regarding registration,
configuration, Supplier Membership Program fees, or general Ariba Network questions.
• MetLife Business Process Support
Please contact the MetLife Supplier Enablement team at [email protected] for
business-related questions.

Supplier Support Post Go-Live

• Ariba Network Support for Actively Transacting Suppliers
Region Contact Number
North/South America 1 412 222 6153
USA Toll Free 1 866 218 2155
Europe, Middle East and Africa +44 20 7187 4144
UK Toll free 0800 358 3556
Germany Toll free 0800 101 1989
France Toll free 0800 945 115
The Netherlands Toll free 0800 0200 582
Asia Pacific +65 6311 4745

© 2014-2016 SAP Ariba. All rights reserved. Public 40

Supplier support post Go-Live
Help Center

Go to http://supplier.ariba.com.
If you forgot your username or password
click on the link Forgot Username or
Forgot Password.

To access our Help Center, log into your

account
or go to http://supplier.ariba.com.
Click the Help link in top right corner.
Click Help Center and go to Support
section.

Search for any topic you would like to

know more about. If none of the articles
answers your query, click on Create
Online Service Request button to
contact our Customer Support.

Fill out our webform. Select Problem

Type. Note MetLife in the Issue
Description.

© 2014-2016 SAP Ariba. All rights reserved. Public 41