After you register your Ariba Network Standard account, we recommend reviewing and updating all the following areas of your account to make sure your company is ready to transact with your customer. Keeping your account information up to date also increases the chances of finding new business through SAP Ariba Discovery.
Step 1: Customize the action tiles on your workbench
Dashboard tiles give you quick glances into the documents you transact with your customer, such as rejected invoices. You can add or remove the action tiles that show up on the Workbench in your Ariba Network Standard account.
To customize your tiles:
- Go to the Workbench tab.
- On the right side of the page, select Customize.
- Select and remove action tiles as desired. You can also drag and drop your selected tiles to reorganize the order in which they show up on the dashboard.
- Click Apply to save your changes.
Step 2: Update your user account information
To update your user information:
- In the upper-right corner of the application, click [user initials] > My Account.
- Enter your personal information as well as settings for your preferred language, time zone, and currency.
Note: By default, buying organizations can see your account administrator's name, phone number, and email address. If you're the administrator of the account, you can click Hide my personal contact information in the Contact Information Preferences section in order to hide your personal contact information from organizations other than those you have a customer relationship with on Ariba Network.
- Update the information on the Mobile Settings tab. If you choose to install the SAP Business Network Supplier Mobile App and access your Ariba Network Standard account from your mobile device, this area lets you configure your mobile app preferences.
Note: You'll see this area only if you've installed the SAP Business Network Supplier Mobile App on your mobile device and have accessed your account through the app.
- Click Save.
Step 3: Update your company profile
You have a single company profile that is shared across Ariba Network, SAP Ariba Discovery, SAP Ariba Sourcing, and SAP Ariba Contracts. You can maintain a single company profile for all your customer relationships from one account. By default, your company profile is visible to all potential and existing customer relationships.
You need to have the Company Information permission to review and update company profile information.
To update your company settings:
- In the upper-right corner of the application, click [user initials] > Company Profile.
- Update the information in each of the profile areas:
- On the Basic tab, you enter information about your company, your addresses, and the categories, locations, and industries your company serves. You can receive business opportunity notifications based on the product and service categories you choose. If you provide products and services that do not correspond to existing product and service categories, you can propose new categories that better describe your offerings.
- On the Business tab, you enter general business and fiscal information about your company.
- On the Marketing tab, you add marketing information that increases your visibility to potential customers.
- On the Contacts tab, you enter your company contact information and designate companywide and customer-specific assignments. You need to have the Contact Administration permission to maintain customer contact information. You can provide companywide contacts for high-level inquiries, and you can add customer-specific contacts for your current customers. Before you can designate an employee in your company as a customer-specific or companywide contact, you first need to add them as a customer contact.
- On the Certifications tab, you configure your company's diversity certifications, such as Small Disadvantaged Business or Minority-Owned Business, and sustainability initiatives. Choose the certifications that apply to your company, and fill in the required details. Existing customers can see these certifications in your company profile, and potential customers can search for suppliers based on these certifications.
- On the Additional Documents tab, you attach or view documents that are relevant to your company profile. By default, any documents required by your country of operation show up on this tab.
- Click the Profile Visibility Settings link to specify how much information beyond the basic information about your company is visible to existing and potential customers.
Tip: You don't need to reach 100% on the Public Profile Completeness meter to transact with customers, but if you're trying to find new business, it's best to complete as many fields as possible.
- Click Save.
Step 4: Configure which notifications you want to receive
You can set notifications preferences to specify the events about which you want to be informed. The notifications settings you can view and manage depend on your user account permissions. Contact your account administrator if you need additional assistance setting notification preferences.
To configure your notifications:
- In the upper-right corner of the application, click [user initials] > Settings and select Notifications.
- Choose the check box for each notification type you want to receive, and enter up to three email addresses, separated by commas.
Tip: To send one notification type to more than three email addresses, create a distribution list in your email system and enter the name of that distribution list in the appropriate field on the Notifications page.
- Click Save.
Step 5: Set up additional users with access to your company's Standard account
If you're the administrator for your company's account, you can create users and assign roles to them so they can perform different activities in your Ariba Network Standard account.
Each role has a unique name and a set of associated permissions that specify what the assigned users can see and do in your account. For example, you might create an Invoice Generator role for people who handle incoming purchase orders and create invoices. Users can have multiple related roles, depending on the tasks they need to perform.
All users have access to the My Account page, which contains basic contact information and a preferred language setting for that specific user. Each permission gives users access to additional areas of your company's account. Permissions also control the types of notifications that users can configure.
To provide access to additional people in your company:
- In the upper-right corner of the application, click [user initials] > Settings and select Users.
- Create roles first, and then create users accounts to assign those roles.
- You can create a maximum of 10 custom roles.
- Account administrators can reset passwords for users who forget their password. If you have a security concern about a user's account, you can force that user's password to reset. To reset a user's password, edit the user and click Reset Password.
- Before you can delete a role, you need to reassign associated users to a different role. You can't delete roles that are currently assigned to users.
- When employees leave your company or change jobs and no longer need their user account, we recommend either deleting the user or reassigning the user's login to another individual. If you reassign the login, you retain the user's setup and data.
Step 6: Decide which email addresses should receive purchase orders and other documents from your customer
You can enter email addresses to receive purchase order emails from customers. You can also configure email addresses for other document types, such as payment proposals and remittances.
With a Standard account, you can choose only Email as the routing method for documents you receive from customers. You can upgrade to an Enterprise account at any time to gain the benefit of specifying other routing methods, such as Fax, cXML, or EDI. You can select routing methods for incoming documents if you are the administrator or if you have the Transaction Configuration permission.
To make sure the right people are notified about documents from your customer:
- In the upper-right corner of the application, click [user initials] > Settings and select Electronic Order Routing.
- Configure email addresses for each of the document types.
- Each email message contains both a plain-text message and a duplicate message in HTML format. For the best-looking results, make sure the recipient uses an HTML-aware email reader.
- If you want to receive orders as email messages and your organization uses software to block unwanted email messages, you need to configure it to allow messages from Ariba Network. Ariba Network uses the following address as its From email address: email@example.com.
- If you will be out of the office you can use your mail client's auto-reply ("Out of Office" or vacation) feature to respond to orders. Include one of the following phrases in auto-reply messages to prevent new orders from failing to send to mailboxes with an auto-reply feature:
Out of office
out of town
away from the office
out of the country
at an off site meeting
When Ariba Network detects an auto-reply containing one of these phrases, it indicates that it received the auto-reply in the order history log, which prevents the order from moving to Failed status.
Step 7: Configure your payment and bank information
Your customers use your remittance addresses to send payment electronically or by mail. You can specify multiple remittance addresses and payment method preferences.
Ariba Network shows your remittance address information in the Remit To section on invoices that you create. Your customers can also see this information when viewing your company profile information.
Some customers might require you to include bank account details on invoices. If required, Ariba Network automatically includes your Bank Account Number and Bank ID values on invoices.
To save your remittance details in your account for use on invoices:
- In the upper-right corner of the application, click [user initials] > Settings and select Remittances.
- (Optional) You can create rules to accept early payment offers from your customers automatically. Ariba Network compares the early payment offers you receive from your customers to your auto-acceptance rules and accepts offers that meet all the predefined rule criteria.
Step 8: Review your customer's transaction rules
It's important to familiarize yourself with your customer's transaction rules so you know what their requirements are. For example, does your customer require you to create an order confirmation before creating an invoice against a purchase order? Or, does your customer allow you to backdate invoices?
Understanding your customer's transaction rules can reduce the number of errors you get when creating an invoice and decrease the chances of invoice rejection.
Note: If you registered your account without an invitation from a customer, you won't see the Customer Relationships option. In this case, you need to contact your customer outside the Ariba Network to ask them to add you as one of their suppliers.
Step 9: Review the other configuration areas for accuracy
Electronic Invoice Routing: Configure email addresses to receive notifications related to invoices, such as when an invoice is rejected or when an invoice's status is updated. You can also enter your tax information in this section.
Account Hierarchy: If your company has more than one Ariba Network account, you can link them together in a parent-child account hierarchy. This can help reduce the maintenance required to update multiple accounts.
Service Subscriptions: Ariba Network subscriptions provide benefits and features that enhance your company's interactions with your customers. This section applies only if you upgrade to an Enterprise account. Standard accounts are free to use.