PUBLIC

Document Version: 2402 – 2024-01

Document Approval API

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THE BEST RUN

Content

Document Approval API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

Endpoints Included in the Document Approval API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4
Workflow for the Document Approval API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Configuring Your Procurement Solution to Use the Document Approval API. . . . . . . . . . . . . . . . . . . . 7
Developing a Document Approval API Client Application. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Events That Activate an Approval Node. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Error Messages Returned by the Document Approval API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .12
Frequently Asked Questions About Developing Document Approval API Applications. . . . . . . . . . . . . . . .14

Version History for the Document Approval API. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

API-Specific Disclaimers and Legal Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17

Document Approval API

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Document Approval API

This guide is for a customer developer developing a client application that approves or denies requisitions, invoices,
and user profiles generated in a procurement solution, using the Document Approval API.

A customer developer creates a client application that makes queries to the endpoints included in the Document
Approval API to approve or deny requisitions, invoices, and user profiles generated in a procurement solution.

The client application can process a requisition, invoice, or user profile either manually, by presenting the decision
to an authorized user, or programmatically by providing the ID of a specific user authorized to approve, deny, or
comment on the approvable document.

 Note

This API supports the requisition and invoice document types, not invoice reconciliation documents.

This guide applies to:

• SAP Ariba APIs

• SAP Ariba developer portal
• SAP Ariba Buying
• SAP Ariba Buying and Invoicing
• SAP Ariba Invoice Management

Prerequisites

• You must be registered with the SAP Ariba developer portal developer portal and have access to the Document
Approval API.
• To enable and configure this API in the Intelligent Configuration Manager, see Configuring Your Procurement
Solution to Use the Document Approval API [page 7].

Related guides

Help for the SAP Ariba Developer Portal

Endpoints Included in the Document Approval API [page 4]

Workflow for the Document Approval API [page 6]

Frequently Asked Questions About Developing Document Approval API Applications [page 14]

Document Approval API

Document Approval API PUBLIC 3
Endpoints Included in the Document Approval API
The client application queries these endpoints to process invoice or requisition approvables using the Document
Approval API.

The Document Approval API includes the following endpoints:

Endpoint Description

GET /changes Does one of the following:

• Returns the list of all approvables whose state has

changed. If your site is configured to track delegations and
reassignments, those events are included in the response
to this endpoint as well.

 Note
By default the return list may include unsubmitted
requisitions whose approver assignments have
changed. These requisitions can be excluded by set-
ting
theApplication.Approvable.IncludeComp
osingInChanges parameter in the Intelligent Con-
figuration Manager. For details, see Include unsubmit-
ted requisition changes in Document Approval API re-
sponses

• Uses $filter to check the changeSequenceId and

return the list of approvables whose state has changed
since the last time you checked.

Use $top, $skip, and $count to control pagination. The

maximum acceptable value for $top for this endpoint is 1000.
By default, the maximum number of documents that can be
returned per response is 10.

GET /pendingApprovables Returns a list of all approvables. Use $filter to filter by ap-
provable type. The maximum number of documents that can
be returned per response is 100.

GET /{approvableType} Does one of the following:

• Returns a list of all pending approvables of the specified

approvable type.
• Uses $filter to return the approvable matching the
value of the uniqueName attribute.

The maximum number of documents that can be returned per

response is 10.

GET /{approvableType}/{approvableId} Provides details of the specified approvable. You can

find the value of approvableId in the response
to GET /changes, GET /pendingApprovables, or
GET /{approvableType}.

Document Approval API

4 PUBLIC Document Approval API
Endpoint Description

PATCH /{approvablType}/{approvableId} Changes the state of the specified approvable and/or adds a
comment.

If you set the showErrorDetails parameter to true in

the query URL, any error messages generated due to internal
integration errors will be included in the response JSON as a
500 internalServerError

For example:

PATCH {{runtime_url}}/requisitions/
Req123?showErrorDetails="true"&...

In this case, if the query triggers the internal system to throw

an error, the error details are included in the error block as
follows:

"error":
{
"code": "InternalServerError",
"message": "Internal Server Error",
"details":
[{
"code":
"internalCallReturnedError",
"message": "Localized internal
call error message"
}]
}

Internal call error details are localized to the internal system's

region, so if the internal system's region is Portugal, the mes-
sage may be presented in Portuguese, or German for an inter-
nal system in Germany, etc.

GET /{approvableType}/{approvableId}/ Returns the specified attachment.

attachments/{attachmentId}

GET /groups Does one of the following:

• Returns a list of all groups.

• Uses $filter to return the group matching the value of
the uniqueName attribute.

Use this endpoint to get a group's groupId.

GET /groups/{groupId}/members Returns the list of users with membership in the specified
group.

 Note

When an approver assigns another user as a delegate in the GUI of an SAP Ariba solution, the Document
Approval API allows that delegate to perform approval tasks assigned to the original approver or to any group to
which the original approver belongs, using the following endpoints:

• GET /pendingApprovables

Document Approval API

Document Approval API PUBLIC 5
 • PATCH /{approvableType}/{approvableId}

Workflow for the Document Approval API

Workflow to view and act on approvables using the Document Approval API

1. The customer configures the installation to specify what approval node change types to track.
• The installation can track changes relevant to invoices or requisitions or both.
• The installation must also be specifically configured to track delegation changes, if such tracking is
desired.
2. The client application does one of the following:
• 1. Approval nodes change in the approval graph.
2. The client application requests a list of document IDs representing changed nodes.
• The client application requests a list of document IDs representing approvable documents that match a
specified user ID and/or approvable type.
3. The client application requests approvable documents based on document IDs returned. Optionally, the client
may download associated attachments as well.
4. The client application identifies eligible approvers for a document.
5. The document is presented to authorized approvers.
6. Approvers approve or deny the document.
7. The client application registers the approvers' actions.

Workflow to view and act on approvables in the user interface using the Full URL

If you prefer to view and act on an approvable in the user interface rather than programmatically via the API,
you can open the URL listed for the approvable in the fullURL field in the response to your GET /changes or
GET /pendingApprovables request.

1. The client application requests approvables using the GET /changes or GET /pendingApprovables
endpoint.
2. In the response, the client application or the user locates the fullURL field in the details block for the desired
approvable.
3. The client application or the user opens a browser to the URL listed in the fullURL field.
4. The client application or the user enters authentication credentials for the relevant SAP Ariba solution.
5. The authenticated user views the approval in the solution UI, and acts on the approvable as permitted based on
their group memberships.

Configuring Your Procurement Solution to Use the Document Approval API [page 7]

Developing a Document Approval API Client Application [page 8]

Events That Activate an Approval Node [page 12]

Error Messages Returned by the Document Approval API [page 12]

Document Approval API

6 PUBLIC Document Approval API
Configuring Your Procurement Solution to Use the
Document Approval API
Use this procedure to set the parameter to track invoices, requisitions, and/or user profiles, and whether to track
delegations.

Context

When setting a configuration parameter in the Intelligent configuration manager, you must first make your
modifications in a test site, create a package, and test it. When your tests are successful and you are satisfied
with the results, push your new configuration into production. For details about this workflow, see Workflow for
Updating Configurations for the Site and Configuration Packages in Intelligent Configuration Manager in Intelligent
Configuration Manager Administration.

Procedure

1. In Ariba Administrator navigate to Intelligent Configuration Manager Manage Configurations .

2. Set the Types of approvables allowed for external approval
(Application.Approvable.AllowedForExternalApproval) parameter, as follows:
• To track invoices, add the value ariba.invoicing.core.Invoice
• To track requisitions, add the value ariba.purchasing.core.Requisition
• To track user profiles, add the value ariba.common.core.UserProfile
• To track multiple document types, add all desired values.
• To track delegations, add the value ariba.user.core.User

Related Information

Intelligent Configuration Manager Administration

Document Approval API

Document Approval API PUBLIC 7
Developing a Document Approval API Client Application

Use this procedure to write a client application to work with approvables, using the Document Approval API.

Prerequisites

Your SAP Ariba procurement solution must be configured to allow external approval. Contact your SAP Ariba
representative to configure your installation.

• You can enable approval of invoices, requisitions, and/or user profiles.

• You can also add the optional ability to track delegation/reassignment events.

Context

This topic describes what queries to make, in what order, to identify, retrieve, and act on specific approvables,
providing examples for each query.

To prevent the responses to these queries from becoming too large, parameters are available to control pagination
and to filter the results set. When pagination is relevant, the sample query demonstrates how to use these
parameters:

$count Controls whether number of elements in a collection is returned with the response. When this
parameter is true, the count is returned inline, parallel to the value field that encloses the returned
approvables data, as part of the response containing the collection itself.

$filter Use of this parameter varies from endpoint to endpoint, always to filter the results set. Details for use
of $filter are provided with the examples for each endpoint.

$skip An offset from the beginning of the result set, used for pagination.

$top The maximum number of records to be returned in the response. This can be used in combination with
$skip for pagination purposes. For example, if $top=10 and the results set contains 100 records, the
response will contain the first 10 records. To retrieve the next set of records in the results set, submit a
new query with $skip=10. For the following page, $skip=20 and so on.

 Note

The default value varies based on endpoint. If you do not specify $top, the default maximum will be
returned in the Preference-Applied response header. If you set $top higher than the default or
lower than zero, you will get an error response.

 Note

In the sample URLs in this topic, replace {{runtime_url}} with the desired runtime URL from the
Environment Details table on the SAP Ariba developer portal discovery page for this API.

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Procedure

1. The client application requests a list of approvable documents by doing one of the following:

• When an approval node is activated, the SAP Ariba procurement solution records a change in the
document's state. For a list of events that cause an approval node to activate, see Events That Activate an
Approval Node [page 12].
The client application requests the list of approvables representing approvables whose state has changed,
using the GET /changes endpoint.

GET {{runtime_url}}/changes?$count={true|
false}&realm={realm}&skip={offset}&top={maxRecords}&$filter=changeSequenceId
gt '{ID}'

The changed approvables will be returned in a JSON "wrapper" that includes a value block and that may
include a count field. The value block lists information including the approvableID for each returned
approvable. The maximum number of approvables returned will be $top or fewer. If you set $count to
true, the count field will be included in the JSON response at the same level as value.

$filter Restrict the set of resources that is returned to include only the changes that occurred
after the last change processed by filtering the results on the changeSequenceId field. For
example, $filter="changeSequenceId gt 10" would ensure that changes #1 through
#10 would not be included in the response.

 Note

To ensure that the current document is not included in the list of documents that require
processing, the client application should track the changeSequenceId of the last change
it processed.

• The client application requests a list of document IDs representing approvable documents that match
specified filter criteria, using the GET /pendingApprovables endpoint:

GET {{runtime_url}}/pendingApprovables?realm={realm}&$filter=approvableType
eq '{requisitions|invoices}' and user eq
'user'&skip={offset}&$top={maxRecords}

passwordAdapter Mode of authentication.

$filter Specify the desired document type by filtering on the approvableType

and/or user attributes. Possible values for approvableType are invoices,
requisitions, and userprofiles.

 Note

If you filter on the user attribute but not on approvableType, the response includes approvables of
all types pending approval by the specified user. If you filter on approvableType but not user, the
response includes approvables of the specified type pending approval by any user in your realm. If you
don't filter on either attribute, the response includes all approvables awaiting approval. If you filter on
both, the response includes all approvables of the specified type pending approval by the specified
user.

Document Approval API

Document Approval API PUBLIC 9
  Note

If you prefer to view and act on an approvable in the user interface rather than programmatically via the
API, you can open the URL listed for the approvable in the fullURL attribute in the response to your
GET /changes or GET /pendingApprovables request. Skip the remaining steps in this list and execute
desired actions on the approvable in the user interface.

2. The client application requests the details of one or more identified approvables, as follows:

• To retrieve a single identified approvable by approvableID, use the GET /{approvableType}/

{approvableId} endpoint.

GET {{runtime_url}}/{requisitions|invoices|userprofiles}/{approvableId}?
realm={realm}

• To retrieve a single approvable based on the approvable's uniqueName, use the GET /
{approvableType} endpoint and pass the $filter parameter.

GET {{runtime_url}}/{requisitions|invoices|userprofiles}?
realm={realm}&$count={true|false}&$filter=uniqueName eq
'{uniqueName}'&$skip={offset}&$top={maxRecords}

$filter In this endpoint, only uniqueName can be filtered on, and the only supported operation is eq.

• To retrieve all approvables of the specified type, use the GET /{approvableType} endpoint and do not
pass the $filter parameter.

• GET {{runtime_url}}/{requisitions|invoices|userprofiles}?
realm={realm}&$count={true|false}&$skip={offset}&$top={maxRecords}

The response contains the details of the document or documents you requested. If the document has
associated attachments, a list of attachment IDs is included in the Attachments block.

 Note

If no attachments are present, instead of an Attachments block, the response will include the following:
Attachments.Attachments: null.

3. Optionally, the client application can download an attachment associated with a document, using the GET /
{approvableType}/{approvableId}/attachments/{attachmentId} endpoint.

curl -o vz.pdf
{{runtime_url}}/{requisitions|invoices|userprofiles}/
{approvableId}/attachments/{attachmentId}?realm={realm}

4. The client application identifies users who are authorized to approve or deny the approvable. You can do this as
follows:
a. Optional. If you do not already have the ID of the group or groups authorized to act on the approvable,
use the GET /groups endpoint. If you know the group's uniqueName, you can use $filter to return the
specific groupId of that group. If you do not pass $filter, this endpont returns the groupId for every
group.

GET {{runtime_url}}/groups?realm={realm}&$filter=uniqueName eq '{groupName}'

Document Approval API

10 PUBLIC Document Approval API
  Note

The group's readable name is case sensitive and must maintain all spaces from the original
group name. For example, if the group name is Purchase Managers, the filter syntax would be
$filter=uniqueName eq 'Purchase Managers'.

b. Retrieve the list of users with membership in the authorized group using the GET /groups/{groupId}/
members endpoint.

GET {{runtime_url}}/groups/{groupId}/members?realm={realm}

5. The client application presents the decision to one or more authorized approvers.
6. Either the client application or one or more approvers approve or deny the approval request, using the
PATCH /{approvableType}/{ApprovableId} endoint.

PATCH {{runtime_url}}/{requisitions|invoices|userprofiles}/{approvableId}?
realm={realm}&user={userID}&passwordadapter={passwordAdapter}

Body:
{
"state" : "{newState}",
"comment" : {
"text": "test comment",
"visibleToSupplier" : "true"
}
}

state Optional. If you specify an approvable state in this field, the PATCH request will change the
approvable's approval state to the value you specified.

text Optional. If you decide to add a comment, the text of the comment goes here.

visibleToSupplier If this is true, the supplier will be able to read your comment. To hide your comment from
the supplier, set this false.

showErrorDetails Optional. Default value is false. If true, error messages generated due to internal
integration errors are included in the error block of the response, localized to the internal
system's region, as part of a 500 internalServerError block, as follows:

"error":
{
"code": "InternalServerError",
"message": "Internal Server Error",
"details":
[{
"code": "internalCallReturnedError",
"message": "Localized internal call error message"
}]
}

Related Information

Frequently Asked Questions About Developing Document Approval API Applications [page 14]

Document Approval API

Document Approval API PUBLIC 11
Events That Activate an Approval Node

Approval nodes are activated whenever one of the following events takes place:

ApprovalRequestActivated There is a state change on the approval graph.

ApprovableWithdrawn The approvable is withdrawn. This occurs not only when the approvable is withdrawn,
but also when the user edits the approvable. When the user edits an approvable, the
system withdraws the approvable first. After editing is complete, the approvable must
be resubmitted.

ApproverAdded An approval node is added to the approval graph.

ApproverDeleted An approval node is deleted from the approval graph.

ApprovableEdited An approval node from the approval graph is edited.

ApprovableFullyApproved All required approvers approve the document.

ApprovableDenied The document approval is denied.

AssignmentChanged The approver assignment has changed.

DelegationChanged Optional. There is a user profile change for delegation settings. Your installation must
be configured to track this event type.

Error Messages Returned by the Document Approval API

Use this information to troubleshoot your queries to the Document Approval API.

HTTP
Code Response Code Message Additional Information

400 approvableTypeMisma Approvable type is not The query URL specifies one approvable
tch matching type, but the approvable ID is for an ap-
provable of a different type.

400 approvableTypeMissi Approvable type is missing The query does not specify what type
ng of approvable is relevant. Possibilities are
invoice and requisition.

400 badRequest Malformed syntax or bad query Check your query for typos and other
syntax errors.

400 badRequest Unrecognized field in request The request body refers to one or more
body invalid fields.

400 changeSequenceIdNot changeSequenceId parameter Make sure the value of the

Numeric needs to be numeric changeSequenceId attribute is nu-
meric.

400 contentTypeIncorrec Content-Type supported is The only supported value for

t 'application/json' the Content-Type header is
'application/jason'.

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HTTP
Code Response Code Message Additional Information

400 countNotBoolean $count parameter needs to be Make sure the $count parameter is
boolean boolean.

400 invalidApprovableTy Invalid approvable type The query requests an approvable of an

pe requested unsupported type.

400 invalidEnumValue Invalid enum value in request Check the spelling and accuracy of
body enumerated values in the request body.

400 invalidRealm realm parameter is either Make sure the realm parameter accu-
invalid or does not exist rately specifies your site.

400 missingPasswordAdap PasswordAdapter parameter is Include the password adapter and resub-
ter missing for effective user mit your query.

400 missingUser user parameter is missing for Include the user parameter and resub-
effective user mit your query

400 payloadMissing Request body is missing The query must include a properly
formed JSON body.

400 skipNotNumeric $skip parameter needs to be Make sure the value of the $skip pa-
numeric rameter is numeric.

400 topLargerThanMax $top (limit) parameter is Make sure that the value of the $top is
larger than maximum allowed not too large.
value

400 topNotNumeric $top parameter needs to be Make sure the value of the $top param-
numeric eter is numeric.

400 unknownParameter Unknown parameter received. The query includes a parameter that the
system doesn't recognize. Check spelling
of all parameters, and make sure that all
parameters are valid for the endpoint in
use.

400 updateFailed Update Failed The PATCH request was unsuccessful.

400 updateFailedInvalid Update failed due to an Query includes an invalid parameter.

Parameter invalid parameter passed

400 updateFailedUserUna Update failed. User The specified user does not have access
uthorized unauthorized to the desired resource.

400 userNotFound User for requested user and Double check that the user parameter
passwordAdapter pair not found and passwordAdapter parameters
are both correct.

400 userNotUnique Multiple users exist with Resubmit your query filtered on
this name, please add passwordAdapter.
passwordAdapter value in
$filter to disambiguate.

404 approvableNotFound Approvable not found The query refers to an approvable not
present in the system.

Document Approval API

Document Approval API PUBLIC 13
HTTP
Code Response Code Message Additional Information

404 attachmentNotFound Attachment not found The query refers to an attachment not
present in the system.

404 groupNotFound Group not found The query refers to a user group not
present in the system.

404 notFound Requested resource not found The query requests a resource not
present in the system.

405 methodNotAllowed Operation (HTTP verb) is not You may have specified the incorrect
allowed on the resource HTTP verb for this query.

406 notAcceptable Requested representation The value passed in the Accept header
(content type as requested must be application/json
in the Accept header) not
available for the resource

500 internalServerError Internal Server Error The internal system may have thrown an
error.

If you set the value of the

showErrorDetails parameter to
true, the details of an error thrown by
the internal system are included in the
response error block in a detailssub-
block. Details are localized to the region
of the internal system.

501 notImplemented Requested operation not The $filter parameter supports

supported only certain comparison operations. For
GET /changes only gt is supported.
For all other endpoints, only eq is sup-
ported.

Frequently Asked Questions About Developing

Document Approval API Applications
How do I construct an Approval Graph from a flat structure JSON response?

Follow these steps to build an Approval Graph:

1. Identify leaf nodes as ones whose dependencyApprovalRequestsUID field is empty.

2. Parents of leaf nodes can be hooked in by finding the nodes for each leaf that include the leaf's ID in their
dependencyApprovalRequestsUID fields.
3. Going up a level, repeat step 2 to build the approval hierarchy.

Can I post comments on an approvable document without approving/rejecting of the document?

Yes. Submit your comment as the value of the action field.

How do I ensure that I am pulling all the changes since my last pull?

Document Approval API

14 PUBLIC Document Approval API
Ensure that you specify the most recent item pulled by filtering on changeSequenceId, as follows:
$filter=changeSequenceId gt '{ID}'

I need to pull my changes again. Can I use history to pull old records?

Yes, you can specify an older value for changeSequenceId to pull records from the past.

 Note

By default, changes are purged from the system after 180 days.

Does SAP Ariba maintain any status or offset of my data pull?

No. The APIs are stateless and do not maintain records of data pulled by customers.

Are change events logged in the system?

Yes, change events are logged in the system and kept for 180 days, after which they are purged. To change this
timespan, your administrator can change the value of the ExternalApprovableChangesDaysToKeep parameter
to the desired number of days.

Document Approval API

Document Approval API PUBLIC 15
Version History for the Document Approval API

The Document approval API has multiple versions, only one of which is active at this time. Previous versions are
deprecated and might be decommissioned at a later date.

Version Status As of Release

2 Active 2108 (Q3 2021)

1 Deprecated 2108 (Q3 2021)

Related Information

API versioning and deprecation on the develoer portal

Document Approval API

16 PUBLIC Version History for the Document Approval API
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Document Approval API

API-Specific Disclaimers and Legal Information PUBLIC 17
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Document Approval API

18 PUBLIC Important Disclaimers and Legal Information
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by any means, electronic, mechanical or otherwise, without the prior
written permission of Ariba, Inc.

Ariba, Inc. assumes no responsibility or liability for any errors or

inaccuracies that may appear in the documentation. The information
contained in the documentation is subject to change without notice.

Ariba and Ariba products and services mentioned herein as well as

their respective logos are trademarks or registered trademarks of
Ariba, Inc. in the United States and other countries. Please see http://
www.ariba.com/legal/trademarks for additional trademark information
and notices.

Ariba Sourcing solutions (On Demand and software) are protected

by one or more of the following patents, including without limitation:
U.S. Patent Nos. 6,199,050; 6,216,114; 6,223,167; 6,230,146; 6,230,147;
6,285,989; 6,408,283; 6,499,018; 6,564,192; 6,871,191; 6,952,682;
7,010,511; 7,072,061; 7,130,815; 7,146,331; 7,152,043;7,225,152; 7,277,878;
7,249,085; 7,283,979; 7,283,980; 7,296,001; 7,346,574; 7,383,206;
7,395,238; 7,401,035; 7,407,035; 7,444,299; 7,483,852; 7,499,876;
7,536,362; 7,558,746; 7,558,752; 7,571,137; 7,599,878; 7,634,439;
7,657,461; 7,693,747; 8,364,577; and 8,392,317. Patents pending.

Other Ariba product solutions are protected by one or more of the

following patents:

U.S. Patent Nos. 6,199,050, 6,216,114, 6,223,167, 6,230,146, 6,230,147,

6,285,989, 6,408,283, 6,499,018, 6,564,192, 6,584,451, 6,606,603,
6,714,939, 6,871,191, 6,952,682, 7,010,511, 7,047,318, 7,072,061,
7,084,998; 7,117,165; 7,225,145; 7,324,936; 7,536,362; 8,364,577; and
8,392,317. Patents pending.

Certain Ariba products may include third party software or other

intellectual property licensed from a third party. For information
regarding software or other intellectual property licensed from a third
party, go to http://www.ariba.com/copyrights.cfm.

THE BEST RUN