SAP Ariba^® Invoicing FAQs

Ensure your company has confirmed the PO – change orders also require an order confirmation – and that the Grace end-user has posted a goods receipt on the order. Grace requires both actions to be completed in Ariba before an invoice can be submitted.

Process flow for sender (Grace) and recipient (supplier). The ASN is optional, but requested.

The Grace end-user has not yet posted the quantity of goods receipt needed on the purchase order to invoice.

Even if no tax is being charged, enter “0” in the Rate % field.

If the invoice number has previously been used and rejected or credit submitted, a “1” or “A” must be entered after the invoice to create a new, unique number.

Refer to Invoice with Freight for instructions.

Click the link for details on how to Create Line-Item Credit Memo.

1.  Log into your Ariba account.

2. Click on button with your initials in the upper righthand corner for dropdown menu.

3.  Select Settings, then choose Electronic Invoice Routing.

4.  Check notification box and enter e-mail address(es) separated by a comma.

The invoice is being entered in an incorrect manner.  Do not use the Create dropdown menu on your Ariba homepage.  If you have either a Standard or Enterprise Account, you can “Create Invoice” directly through the Ariba portal.  Remember that the order must be confirmed and goods receipt posted first before you can invoice.

You selected an Enterprise Account, which may be subject to fees, when you signed up on Ariba.  For more details about accounts and fees, visit SAP Ariba Subscriptions and Pricing.  Please note the terms of agreement for usage of the Ariba Network are between the supplier and SAP Ariba, which Grace is not involved in. 

1. Go to Workbench > Invoices and click on the link of the invoice you’re searching.  Once the invoice has been approved for payment, you will see it in the Remittance tab of the submitted invoice. 

2. Another option to view can be found under Payments > Remittances.

3. You can also set up a remittance notification to receive an e-mail with this information.  See Setting Up Notifications section of Ariba Training video (under Training Sessions on grace.com/ariba).

Click on the button disc with initials in the upper righthand corner of your Ariba account.  Select Settings > Notifications from the dropdown menu and click on the Messaging tab.  Check box “Send notifications when customer messages are received” and enter e-mail address in the corresponding field.  Multiple e-mails should be separated by a comma, with no space.  Click Save when finished.

Click on the button disc with initials in the upper righthand corner of your Ariba account. Select Settings > Electronic Invoice Routing from the dropdown menu.  Under Notifications, Invoice Failure, check box “Send a notification when invoices are undeliverable or rejected” and enter e-mail address in the corresponding field.  Multiple e-mails should be separated by a comma, with no space.  Click Save when finished.

A PDF copy of your invoice is required for validation purposes (maximum size 100MB).  For Germany, Sweden, and the United States, a PDF attachment is optional since e-invoicing has been implemented in those countries and the electronic invoice submitted will be used instead.

PROPER INVOICE SUBMISSION INSTRUCTIONS:
All invoices not tied to a Purchase Order (PO) or a PO beginning with a format 45xxxxxxxx must be submitted exclusively to AccountsPayable.GOC@grace.com mailbox and must meet the following requirements:

• PDF format with 300 DPI resolution
• Must not be handwritten.
• It is acceptable to include multiple invoices in a single email as long as there is only one invoice in the 1 PDF file, and it does not contain any blank pages.
• Please provide the GRACE Purchase Order number and the Bill-to/Ship-to Address. If no Purchase Order is available, kindly mention the name of your GRACE contact person.
• Future-dated invoices are not allowed.
• The invoice must be issued in BLACK and WHITE.
• Please issue a separate invoice for every Purchase Order you are attempting to submit. We cannot accept one invoice for multiple purchase orders.

Invoices pertaining to a PO that commences with a format 75xxxxxxxx or 65xxxxxxxx series number on the ARIBA must be submitted through the Ariba Network. You can access the link to the Ariba Network through the email notification connected to the purchase order. Video instructions can be found on SAP Ariba® Videos (grace.com).

An invoice's payment date (or payment due date) begins when Grace receives a proper invoice through its designated process. This date, known as the baseline date or invoice receipt date, is the basis for calculating the payment due date in accordance with the agreed payment terms.

To avoid delays in payment processing, please ensure that invoices are issued accurately and submitted on time.

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