Procurement and Supplier Information

Will SAP Ariba be free or will I have to pay in order to access it? 

Standard SAP Ariba accounts are completely free and sufficient to enable you to trade with us

Where do I find my SAP Business Network ID (ANID) number? 

Click on your initials on the top right of your screen and you will see your ANID number in the menu.

What happens if I do not want to create a SAP Ariba account? Will you still pay my invoices? 

No. If you wish to continue trading with Veolia, you will need to transact with us through Ariba. Creating a standard account in SAP Ariba is completely free.

How do I connect with Veolia on SAP Business Network? 

You will receive an interactive email with a link called "Process Order." Click on this link and log in with your existing SAP account or register a new account if you do not already have one. Please refer to "SAP Business Network registration and establishing a transactional relationship" on this page for more information.

What if I am already using the SAP Business Network? 

Perfect. You will receive your first purchase order from us via an interactive email notification. Just click the "Process Order" link and you will be invited to accept our trading conditions and connect with Veolia. Be sure to log in using the credentials for your existing SAP Ariba account.

I cannot see the interactive email in my inbox. Why? 

There could be several reasons why.

1. Incorrect email address. Solution: Please send us the correct email address for purchase orders. You can send this through to your Veolia buyer who will request that we update the email in our system.

2. It went to your junk or spam. Solution: Please check your junk or spam folders for an email that will have come from [email protected]

3. Your IT department has blocked emails from unknown senders: Solution: Ask your IT department to allow emails from [email protected]

4. It may have gone to your SAP Ariba Administrator: Solution: Please send us the correct email address for purchase orders. See point 1 above.

How do I check if the transactional relationship has been established? 

Once our invitation is accepted you can easily check our customer status by navigating to your settings via your initials on the top right of your screen.  Choose "Settings" then "Customer Relationships." You will see Veolia listed in the table under the heading "Current Customers."

I received an error message when I clicked on the link for supplier onboarding “Did Not Connect: Potential Security Issue” What do I do? 

This error occurs due to network restrictions on your end. Please contact your IT department to resolve this issue.

Error: "User already exists. Please enter a different username" 

You are seeing this error because the username you are entering is already associated with an SAP Business Network supplier account. To find out which account, enter https://supplier.ariba.com into your browser and enter the username you used in the log in screen that appears. You will be invited to enter a password.

If you do not know the password click "Forgot password" to receive an email inviting you to set a new password. Follow the instructions to log into your account then click the initials at the top right of your screen. Select "Contact Administrator" to check who controls the account you have logged into. It may be yourself or another user. If it is another user you can contact them directly to advise you would like to use the account to trade with us.

If the administrator is no longer with your company contact SAP Ariba Help Centre. You will be required to provide the ANID number of the account, the listed administrator name and email address. SAP can work with you to reassign administrator access to yourself or your delegate.

If you do not wish to use this account you can register a new user account but you must use a different (unique) username in email format. Before proceeding, consider if it is necessary to create a new account if the existing account can serve the purpose.

Error: "Your account does not have the trading invitation account merge permission. Contact your administrator." 

You are seeing this error because you tried to log in with a child Ariba account that doesn't have the right permissions to accept the trading invitation. You will need to contact the administrator of the parent (admin) Ariba account and ask them to establish the relationship and allow the child account to receive Veolia purchase orders.

How do I find Veolia's purchase order? 

You can find our purchase orders in your Workbench. To see them click on the "Orders", "New Orders" or "Orders to Invoice" tiles. These tiles appear at the top of your workbench and your home page. If you cannot see one of these tiles you can easily add it to your workbench using the "Customise" function on the top right hand side of your workbench screen. Refer to "Configuring your workbench" on this page for more information.

How do I invoice Veolia? 

Select the purchase order against which you wish to raise an invoice. At the top of the order detail screen you will see a "Create Invoice" button. You click this button and select "Standard Invoice." Be sure to complete all fields with an asterisk. For full instructions related to invoicing, including a short video, refer to the resources provided under "Invoicing" on this page. 

How can I see my invoices in SAP Business Network? 

You can view your invoices through the "Invoices" tab at the top of your screen. By default, all invoice information will be shown for the last 31 days. However, you can change this to 7, 14, 90 or 365 days or a custom date range using the filters.  Refer to "Configuring your workbench" on this page for more information.

My invoice has been rejected even though the total value was correct. Why? 

Your invoice may have exceeded allowable variance limits for unit price.  

Solution: Check how you have raised your invoice. Does it exactly match how the purchase order was raised? For example: If a PO is raised for 400 units at $1 each, then the invoice must be prepared exactly the same way. Do not produce an invoice for 1 unit at $400 even if it seems to make more sense. There could a genuine reason why the purchase order was raised this way.

What If I do not want / need to charge GST? 

To change the invoice to GST free, select "0% GST/GST Free (AUS/NZ)" in the Category dropdown under the "Header level tax" option in your invoice header.

Can I charge GST on some items but not others? 

Yes you can. If the purchase order is for a mix of GST and GST-free items, select the "Line level tax" option under "Tax". Under "Line Items" select every line you wish to adjust the tax for by using the checkbox to the left of the line. For each line selected, click the "Line Item Actions" button. This will bring up a tax section below the line where you can select the correct tax category for the line individually. 

Can I create an invoice for just part of a purchase order? 

Yes you can.

Scenario 1 - Multiple Line Items: You have the option to include or exclude line items from your invoice if required. You do this via a convenient toggle feature called "Include" that you will see at the beginning of each invoice line. Toggle "Include" to "off" to exclude the line item from your invoice.

Scenario 2 - Single Line Item: You can partially invoice a single line item by adjusting the unit quantity down. For instance, to invoice half of a $10,000 line item, adjust the unit quantity down to 0.5. Do not simply adjust the price of the item down and leave the unit quantity unchanged. Reason: This is because once the unit quantity is exhausted, no further invoices can be raised against the PO, even if the total value has not been used up. 

Can I attach a PDF file to my invoice in Ariba? 

Yes you can.

Scenario 1 - Attach to the header: Click the "Add to Header" button on the top right of your invoice screen and scroll down to "Attachment" at the bottom of the drop down menu that appears. Click "Attachment" here to attach a PDF file to your invoice.

Scenario 2 - Attach to a line item: Scroll down to the heading "Line Items" in your invoice screen and select the line you wish to add the document to using the checkbox to the left of the line. Click the "Line Item Actions" button underneath your line item and scroll down to "Attachment" at the bottom of the drop down menu that appears. Click "Attachment" here to attach a PDF file to your line item.

I made a mistake on my invoice, how can I fix it? 

Depending on the invoice status, it may be possible for you to cancel the invoice. An invoice with sent status can be cancelled, but once it has passed to approved or paid, it is no longer possible to cancel it. A credit note will need to be raised instead.

To cancel, find the relevant invoice and click on the invoice number. Click cancel at the top of the screen and follow the prompts. This will send a cancellation request to Veolia’s Accounts Payable team who will need to approve the cancellation. 

How do I raise a credit note? 

There are two ways to raise a credit note.

1. Header Level Credit Memo: Click the "Create Invoice" button and select "Credit Memo" from the drop down menu. Complete all mandatory fields. Please be mindful that all amounts entered for a credit note must be GST Free and negative. Then click the "Create Tax" button under the "Adjustment in Tax" heading and apply the applicable tax rate and adjustment amount. Click "Next" at the bottom right of your screen to review your credit memo and then click "Submit" once you are satisfied that your memo is correct.

2. Line-Item Credit Memo: Click the "Create Invoice" button and select "Line-Item Credit Memo" from the drop down menu. Select the appropriate invoice number from the list that appears. Once in the invoice select either "Quantity Adjustment" or "Price Adjustment" at the top of your screen. Complete all mandatory fields and apply the applicable tax rate and adjustment amount. If you have chosen "Quantity Adjustment" adjust your quantity down as required. If you have chosen "Price Adjustment" you will be unable to edit the quantity at all. Instead you must enter a decrease in unit price as a negative number to reduce the unit price to the correct amount. Click "Next" at the bottom right of your screen to review your credit memo and then click "Submit" once you are satisfied that your memo is correct.

Where will I find Veolia's payment terms? 

You will see the payment terms applicable to our purchase order on the top left hand side of the order detail screen.

When will my invoice be paid? 

To see when your invoices are due for payment, add the "Scheduled Payments" tile to your workbench. Your scheduled payment date is derived by adding the applicable payment terms to the invoice submission approval date. Please refer to our guide for "Configuring your workbench" on this page for more information.

If you have been waiting for longer than this for an invoice payment, please direct your enquiry to [email protected] 

Can I use my Xero generated invoice number in SAP Ariba? 

Yes you can. You can put your own invoice number into the invoice number field when creating invoices in the SAP Business Network. If your company has IT expertise you can also can explore open APIs that SAP uses with the major accounting software firms.

I cannot increase the unit quantity on my invoice. What do I do? 

When you flip our purchase order, the quantity field for each line will be auto-populated with the uninvoiced quantity remaining for that line. This could be the full quantity or the remaining quantity (if you have already partially invoiced the order).

You can reduce the quantity remaining, but you cannot increase it. If you have received a new purchase order with the incorrect (insufficient) quantity, contact your buyer and ask them to (either) amend the PO and resend it to you (uninvoiced POs) or raise a new PO for the extra units.

Can I use one invoice for several purchase orders? 

No. Within the SAP Business Network, you must flip each purchase order individually. 

How do I change my remittance address and banking information? 

Navigate to your initials on the top right of your screen. Click "Settings", then click "Remittances". Click the "Create" button under the "EFT/Check Remittances" heading.

Note 1: Only your Ariba account administator or a user with payment profile permissions has access to see, create or edit Remittance information.

Note 2: Veolia uses Eftsure to verify our supplier's banking information. Your banking details in Ariba must exactly match those verified by Eftsure before we will pay you.

We have several SAP accounts. How do we consolidate to one account? 

This will require some effort and coordination on your end. You first must check internally which accounts are active and in use. You must next find out if it is necessary to keep any of these accounts active.

If your business decides to keep only one account, you can create up to 250 different users for that account. Please search for "User Creation" in the SAP Business Network Help Centre for further instructions on user creation.  

Please be mindful that existing accounts that are surplus to requirements can only be expired by their respective Account Administrators. For each account, users can find out who this is by navigating to their account settings via their initials on the top right of their screen and clicking "Contact Administrator" in the menu that appears. 

Can we have more than one sign-in? E.g. one person who is actioning/shipping goods. And a second person doing the invoice? 

Yes you can. Your account administrator can create up to 250 user accounts and assign different roles to each user. For more detail please refer to "Adding users to your account" on this page for more information.

How many people in my organisation can receive purchase orders? 

Up to five users can receive purchase orders. If you want more people to be able to see and access purchase orders, then choose group email addresses over personal email addresses. Please refer to "Electronic order routing - via email" on this page for more information.

I would like to set up a catalogue for Veolia to use in Ariba. What do I do? 

If you would like to transact with us via a catalogue, please contact your buyer for more information. Your buyer will direct you to our Procurement department who can support you with the catalogue set up.

There are two kinds of catalogues. CIF or "static" catalogues and "punchout" catalogues. Because punchout catalogues use a Supplier’s website, there is more complexity in configuration, and Suppliers must have the infrastructure and tools necessary for punchout transactions. Punchout uses the cXML protocol, based on XML and created by Ariba.