Analyzing Fulfillment

Objective

After completing this lesson, you will be able to explain the supplier-driven process of confirming and shipping an order.

Procure-to-Pay with Guided Buying Process Flow

The process flow describes requisition creation, supervisor approval, purchase order generation, vendor fulfillment, receipt confirmation, and payment request generation.

Order Fulfillment Status

  • Suppliers communicate PO status updates through the Ariba Network
  • Users see PO and line-item statuses
  • Applies only to POs routed through the Ariba Network
    • There is no way to manually enter supplier fulfillment status updates into the SAP Ariba system

Order Status Messages

Ordering
  • Once the supplier receives the purchase order, the status will changed to Ordered.
    • If the supplier is on the Ariba Network, the order is sent electronically and will change status very quickly.
    • If the supplier is not on the Ariba Network, the status will remain Ordering until a buyer Marks Ordered.
Confirming
  • Orders will reflect a status based on the suppliers selecting one of the following options:
    • Accepted
    • Accepted with changes
    • Rejected
    • Back Ordered
  • Your order will then change from Confirming to Confirmed.
Shipping
  • Shipping
    • Orders will be updated to Shipping when the supplier create an Advanced Ship Notice.
    • Order status will change to Shipped once shipping information is provided. This could include:
      • Delivery date
      • Number of items shipped
      • Carrier
      • Tracking number

Fulfillment of a PO

Steps for fulfilling a purchase order include accessing the Ariba Network, finding the order, entering information, and submitting it.

Step 1: Access the Ariba Network Portal

The Ariba Network dashboard features navigation options (Home, Inbox, Outbox, Catalogs, Reports), search functionality, and subscription pricing details.
Inbox and Outbox
  • Suppliers can access incoming orders and track outgoing confirmations and invoices.
Catalogs
  • Suppliers can publish catalogs to specific buyers or load public-facing catalogs.

Step 2: Find the Order and Choose a Response Document

Dashboard displays orders, invoices, and payments summary, highlighting 24 new orders, 20 pending payments, and action options like invoicing.
Locate the Order
  • By opening the Inbox, the supplier will be able to locate the purchase order
Choose a Document to Create
  • Suppliers can complete actions that will update the status of your purchase order:
    • Create Order Confirmation
    • Create Ship Notice
    • Create Invoice

Step 3: Enter Document Information

The Ariba Network screen for confirming a purchase order includes steps to confirm the order, review details, and input shipping information.
Automatic Validation
  • Buying organizations can set rules for documents, and most of the validation takes place prior to supplier submission
Comments and Attachments
  • Suppliers can add additional comments and attachments if they need to share information which does not fit within the standard fields provided

Step 4: Submit the Document

Purchase order confirmation screen lists item details, including quantities and prices, with options to review, edit, and submit the order.
Correct Errors and Submit
  • Any failed validations should be corrected before submitting the document

Learning

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