Synthomer

Supplier Guide

Buying Activities

2

Purchase to Pay Process

Purchase Order

Confirmation Advanced Shipping Notice

Receipt Invoice

If you have a Standard Account, please ensure that you

save each interactive PO e-mail for future use, because

that e-mail is the starting point for all transactions

PURCHASE ORDERS

Purchase Orders

You will receive a Purchase Order (PO)

notification to the e-mail address that’s

set up on our system. Please note,

standard account users can only

access POs via the e-mail notification

so please ensure you save this e-mail

for future use, because that e-mail is

the starting point for all transactional

activity relating to the PO

1. Open the interactive PO e-mail

notification and click on the Process

Order button

2. Enter your username and password on

the Supplier Login page. This will take

you directly to the Purchase Order

where you can create an Order

Confirmation.

▪ Standard Account: Open the interactive PO e-mail and click on the Process Order button.

▪ Enterprise Account: Login to Ariba Network, and find the relevant Purchase Order.

Purchase Orders (Version Control)

Whenever a Synthomer requester makes an amendment to a previously approved order, the supplier will receive an updated version of the Purchase Order (with the same PO number) through the e-mail address that’s set up on our system.

The previous version of the PO will now be marked as Obsoleted

You should always take care to check that you are accessing the latest version of the PO or PO email (whenever you click on the Process Order button).

The system might not stop the creation of a goods receipt or service sheet on the obsoleted version, but it will be rejected when sent for approval.

CONFIRMATION

Confirmation

• An Order Confirmation is good practice. It allows the buyer to know your intended reaction to the PO

1. Select Create Order Confirmation

2. Select either Confirm Entire Order, Update Line Items (to partially confirm a PO with more than 1 item) or Reject Entire Order (select a reason in the drop down)

3. Enter a Delivery date in the mandatory Est. Completion Date field and complete any other relevant fields

• For Multiple Line Item orders, select Confirm or Reject (give a reason) against item on the PO

•You can confirm Individual line Items by selecting Update Line Items. Scroll down to the Line Items section, enter the confirmed/rejected quantity in the Confirm/Reject field.

• To edit line item details (Shipping/Delivery dates, comments), select Detail next to the relevant line item.

4. Review the Order Confirmation and click Submit.

•A notification will be sent to the Synthomer requisitioner

For material requisitions, you can now create an Advance Shipping Notice

• For further help on Confirming an Order, please watch

▪ Standard Account: Open the interactive PO e-mail and click on the Process Order button.

▪ Enterprise Account: Login to Ariba Network, and find the relevant Purchase Order.

ADVANCED SHIPPING NOTICE

Advance Shipping Notice

The ASN functionality is only available for materials

•The ASN functionality is beneficial to both Synthomer and suppliers as it enables planning for site access, availability of equipment and qualified personnel (especially for hazardous materials) for delivery to be performed efficiently and safely

1. Select Create Ship Notice (This button is inactive if confirmation has not been done)

2. Complete the mandatory fields (Packing Slip ID, Shipping Date, Delivery Date) and any other necessary fields you wish to provide to the Synthomer requisitioner

3. Click Next and Submit.

.

▪ Standard Account: Open the interactive PO e-mail and click on the Process Order button.

▪ Enterprise Account: Login to Ariba Network, and find the relevant Purchase Order.

RECEIPTING

Receipting

Once the goods/service are delivered, receipting should be carried out by the Synthomer requisitioner who made the order

The Goods Receipt Note represents for proof of receipt of ordered materials

Service Sheets are used to record services performed. (full/partial fulfilment, and unplanned costs)

Receipting is a prerequisite to an invoice being submitted for payment, as part of the No PO, No Pay policy, to complete a 3-way match (PO, Receipt, Invoice), the basis on which payment is made

INVOICING

Ariba Invoicing

Invoices submitted via the Ariba network is now Synthomer’s method of processing invoices.

Approved Receipts create the data that allows suppliers to create invoices in Ariba that will flow through for prompt payment as they meet the 3-way match requirement

Ariba Invoices are not manually handled and therefore should not be blocked for payment

Improved (real time) visibility of payments with no risk of invoices being lost including status updates

Payment due date is automatically calculated from the supplier’s previously agreed payment terms

To optimise the functionality of the system, it is better not to send manual invoices to Synthomer Accounts payable

Creating Standard Invoice (1 of 3)

Once the goods are receipted and /or Service Sheets approved by Synthomer requisitioners, you will be notified and you can submit an invoice for payment.

1. Click on Create Invoice and select Standard Invoice

•The value of the invoice pulls through from the Receipted value

2. On the Create Invoice screen, complete all the Mandatory fields including:

• Invoice No. (16 characters or less)

• Invoice Date

•Select the Header level tax checkbox & select correct rate from the drop down menu.

•Supplier VAT/ Tax ID

•Company Registration Number

•Delivery / Service Start Date and End Date

▪ Standard Account: Open the interactive PO e-mail and click on the Process Order button.

▪ Enterprise Account: Login to Ariba Network, and find the relevant Purchase Order.

Creating Standard Invoice (2 of 3)

3. Go to the Line Item section

•Note: the QTY and costs in this section

represents the Goods Receipted amount or

the approved Service amount. This figure

must remain the same for the Invoice to

match (when the invoice is submitted).

4. Use the ‘Line Item Actions’ option

to:

•Add any comments

•Attach any supporting documentation

•Click Update - the system will notify you

of any errors that need to be corrected.

•Click Next (Review)

Creating a Standard Invoice (3 of 3)

•You will now be taken to the final submission page

5. Review all information on the Invoice, then select Submit

•You will be returned to the Purchase Order screen and the status

of the Purchase Order changes to Partial/ Invoiced

•For further help on submitting an Invoice, please watch

HELP AND SUPPORT

Help and Support

Please use the following information to contact the SAP Ariba Helpdesk for technical and product support:

TELEPHONE

• US Toll Free: +1 866 218 2155

• US: +1 412 222 6153

• Europe: +44 20 7187 4144

• Asia: +65 6311 4745

ONLINE

• Webform

1. Log on to the Ariba Network site

2. Click Help Center > Support at the bottom of the screen

3. Click Get help by live chat

• Links

•Use https://support.ariba.com/help to help direct your query.

•Ariba also offer a call back service. Using the link above,

1. Select an SAP Ariba Help Centre,

2. Click Support

3. Insert Call me in the search function

4. Click Start.

5. Answer the questions as prompted and you may be presented with a Get help by phone option,

6. click on this option.

•Another link for help: service.ariba.com/sourcing.aw

Please use the following information to

contact Synthomer for support:

Team Contact Information during an

event

• Purchasing Contact: Your contact at

Synthomer (Please see invitation)

• Technical Support: Please contact

supplier.ariba@Synthomer.com

Supplier Training

• Suppliers can access the SAP Ariba

Sourcing training guides by clicking the Help

Center link in the upper right corner of the

screen. The three training guides take less

than one hour to complete