Explaining Supplier Registration Process

Objectives

After completing this lesson, you will be able to:
  • Use the Registration area in the supplier 360° view to initiate and manage the supplier registration process.
  • List the different registration statuses that are associated with a supplier throughout the registration process.

When to Use the Supplier Registration Process

Yes, for both new and existing suppliers with whom you continue to do business

  • Registration is mandatory to link the supplier’s Ariba Network account to your company’s SAP Ariba site

No, for existing suppliers with whom you no longer do business

  • Suppliers imported for sole purpose of referencing in SAP Ariba Contracts contract repository

Integrations with other SAP Ariba solutions

  • Can use registration status to limit sourcing event participation and/or award eligibility in SAP Ariba Sourcing

Using the Registration Area

Every supplier's 360° profile includes the Registration area, from which you can do the following:

  • Invite or re-invite a new supplier to register
  • Invite or re-invite an internal recipient to register on behalf of a supplier
  • Track the progress of the registration process on the status graph
  • See the answers to the registration questionnaires in the Questionnaires table
  • See the tasks associated with the registration in the Tasks table, and complete them if you are a task owner
  • Approve or deny the registration if you are in the approval flow

About New Supplier Registrations

After a new supplier is created, you can start a supplier registration by sending one or more external registration questionnaires to recipients.

  • Registration projects can also include internal questionnaires.

There are two types of supplier registrations:

  • External: You collect registration information directly from suppliers.
  • Internal: You collect registration information about suppliers from people in your organization (suppliers don't participate).

Starting a Registration

Depending on your site's configuration, registration invitations can be sent in the following ways:

Registration MethodRegistration Type
Manual invitationExternal or Internal
Automatic invitationExternal
Mass invitationExternal
Automatic, when an uninvited supplier is invited to a sourcing event and your site requires a minimum registration status to participate (in sites that include SAP Ariba Sourcing)External

Supplier Mass Registration Invitations

Supplier mass registration invitations allow administrators to send registration invitations to multiple suppliers at once so that they can quickly get them registered.

  • Useful for large numbers of suppliers created by data import or integration

Administrators can organize suppliers into wave groups to onboard suppliers in a controlled way.

  • For example, invite suppliers from one region in the first wave, another region in the second wave, etc.

Supplier registration template administrators can streamline the registration process for suppliers that receive mass registration invitations.

  • Allows known suppliers to skip questions in the registration questionnaire that apply to new suppliers

Registration Status Flow for New Supplier Registrations

ActionRegistration Status
The supplier has been created, but the supplier has not yet been invited to register.Not Invited
The supplier has been invited to register or an internal registration has started and recipients have been sent links to external registration questionnaires.Invited
Recipients have started but not submitted at least one external registration questionnaire.In Registration
Recipients have submitted responses to at least one registration questionnaire and they are in the approval process.Pending Approval
An approver has asked a questionnaire recipient for more information as a condition of approving the registration.Pending Resubmit
The recipient has resubmitted more information for the registration questionnaire and it is back in the approval process.Pending Approval
Approvers have finally approved all external questionnaires and any non-profile internal questionnaires in the registration and all tasks in the registration workflow have been completed.Registered
At least one external questionnaire or non-profile internal questionnaire has been denied.Registration Denied

As suppliers move through registration in a registration project, their registration status moves from Not Invited to Registered or Registration Denied.

Supplier Registration Cancellation

Registration cancellation allows you to cancel in-progress registrations, providing the ability to restart stalled registrations or convert an external registration to an internal one or vice versa.

  • Returns supplier to Invited registration status so you can start a new registration project

To cancel a supplier registration, you must be a member of the Supplier Registration Manager or SM Ops Administrator group.

To be eligible for registration cancellation, the supplier:

  • Must be private (not linked to an Ariba Network account)
    • Customer administrators can unlink supplier Ariba Network accounts, if needed
  • Must have a specific registration status that is based on the registration type you wish to cancel
  • Can’t have any imported qualifications

How to Cancel a Supplier Registration

The Cancel Registration dialog box is displayed.

Steps

  1. Navigate to the Registration area of the supplier’s profile.

  2. Click Cancel.

  3. Enter a comment explaining the cancellation.

  4. Click Confirm.

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