Discovering SAP Ariba Procurement – Transactional Data Integration

SAP Ariba Procurement solutions integrated with an SAP ERP or SAP S/4HANA can export the following transactional data to the SAP system:

1. In the SAP Ariba Procurement solution, users create a Purchase Requisition.
2. Upon full approval, a Purchase Order is generated in the SAP Ariba Procurement solution and sent to the SAP system.
3. The SAP system validates the Purchase Order data & sends a SAP Purchase Order ID back to the SAP Ariba Procurement solution(s).
4. User can change or cancel the Purchase Order, as required, which will be sent back to the SAP system to update the changes.
5. The SAP system sends back the confirmation of such changes either by modifying the existing Purchase Order data or canceling the complete Purchase Order as the case may be.
6. Upon receiving the ordered goods, the user can create Receipts of such Purchase Order in the SAP Ariba Procurement solution. Goods Receipts can be created for partial or full quantity of the Purchase Order
7. All the Receipts created in the SAP Ariba Procurement solution are sent to the SAP system for record.
8. The SAP system sends back a Receipt ID to the SAP Ariba Procurement solution.
9. User can then create an Invoice against such Purchase Orders. Invoices can also be created either for partial or full quantity of the Purchase Order.
10. All invoices created in the SAP Ariba Procurement solution are sent to the SAP system for record & SAP System sends back its Invoice ID to Ariba Procurement.
11. Upon reaching the due date of the invoice, user can create Remittance / Payment of such eligible invoices in the SAP system & the Remittance information will be sent to Ariba Procurement. Remittances can be created either for partial or full amount of the Invoice.

Purchase requisition integration is supported only if the "Real-Time budget check" feature is enabled on the SAP Ariba Procurement solution.

This feature allows the budget to be checked in your SAP system before the purchase requisition is approved. When the purchase requisition is approved, the SAP Procurement solution creates a purchase order against the purchase requisition and sends it to suppliers.

The budget check functionality is available only for the following in SAP ERP:

• WBS elements
• Internal Orders
• Funds Management
• Grants Management

The SAP Ariba Procurement solution generates purchase orders from approved requisitions. Purchase orders are used to request products or services from suppliers.

Depending on the Preferred Ordering Method set on the individual supplier's profile in SAP Ariba Procurement solutions, you have 2 options:

Option 1: A purchase order is sent from the SAP Ariba Procurement solutions only to SAP ERP. Upon successful processing of the data, the response is sent back from SAP ERP to SAP Ariba Procurement solutions. If the processing fails for any reason, the status and error information is also sent to SAP Ariba Procurement solutions.

Option 2: A purchase order is first sent from the SAP Ariba Procurement solutions to an SAP ERP. Only upon receiving the success response from SAP ERP, the purchase order is then sent to the associated Ariba Network Buyer account. Using the configurations maintained in Supplier Trading Relationship, the purchase Order is then routed to appropriate Ariba Network Supplier account.

The following types of purchase orders are supported:

• Standard purchase orders
• Service purchase orders

A receipt is an acknowledgment of the goods that have arrived. The receiving process starts when an order has been sent to a supplier and the supplier ships goods in exchange. When the shipment arrives, the person who receives those items, submits a receipt to acknowledge that the items have indeed arrived.

Receipts are generated in the SAP system and are sent to suppliers. Once the receipt data is successfully posted to the Ariba Network, buyers can see receipts in their Outbox. Receipts are also integrated to SAP ERP or SAP S/4HANA.

*Buyers can only create receipts for standard purchase orders.

Option 1: Invoices can be sent by suppliers on the Ariba Network to buyers SAP Ariba Procurement solutions

or

Option 2: Invoices can be directly created by buyers within the SAP Ariba Procurement solutions.

After reconciliation, these invoices are sent to the SAP system.

The following types of invoices are supported:

• PO-based Invoice
• Non-PO Invoice
• Service Invoice
• Line Level Credit Memo
• Header Level Credit Memo

Contracts from outline agreements, purchase requisitions or request for quotations (RFQ) containing service items (SAP Item Category D items) that have multiple-level hierarchy on their SAP system can be sent to Ariba Procurement solutions via the SAP Ariba Cloud Integration Gateway.

You can export contracts to SAP Ariba Procurement solutions for the following:

• Single- line contracts
• Multiple-line contracts
• Service-line contracts
• Contracts containing split-accounting
• Contracts containing tiered pricing
• Contracts containing term pricing

Suppliers create service sheets to describe the service they are offering. Service sheets contain service lines. Suppliers can create a service sheet for one or more service lines on an associated service order and send it to an SAP ERP.

SAP ERP sends one of the following:

1. A service sheet number to the SAP Ariba Procurement solutions when the service sheet is successfully created or an error response for a failure.
2. A response (approved, rejected, or processing) to the SAP Ariba Procurement solutions to update the service sheet status, when the buyer accepts, rejects, or revokes the service sheet in SAP ERP.
3. Declined status is sent as response if the service sheet fails due to some validation errors on SAP ERP.

The guided buying capability creates a simple purchasing experience that increases user engagement across all spend areas. Guided buying serves as a central place where all buyers can shop across all goods and services. It enables procurement and individual line-of-business owners to specify procurement policies and inform and guide users whenever there appear to be policy conflicts. These capabilities enable purchasers to collaborate directly with suppliers and other procurement users in the context of the procurement need, making procurement more efficient.

This feature allows organizations to seamlessly execute their Procure to Invoice sub-process across SAP Ariba Guided Buying and SAP S/4HANA Cloud solutions.

• User can access guided buying app and search for items across catalogs, including partial items, forms, and suppliers
• Get policy guidance as items are added to the requisition
• Perform budget checks in SAP S/4HANA Cloud before submitting the requisition
• Approve decisions as per the configured workflow
• Replicate approved requisition into SAP S/4HANA Cloud as purchase requisitions
• Create purchase orders automatically from those requisitions
• Receive and account for items in SAP S/4HANA Cloud with Goods Receipt app
• Receive and post supplier invoice in SAP S/4HANA Cloud
• Update the SAP Ariba requisitions with follow-on document record IDs for traceability