Approvables Reference Guide: Ariba

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Ariba®

Approvables
Reference Guide
Ariba Invoice Professional™

Ariba Procure-to-Order™

Ariba Procure-to-Pay™

Ariba Procurement Content™

Ariba Services Procurement™

September 2013
Copyright © 1996–2013 Ariba, Inc. All rights reserved.

This documentation, as well as the Ariba software and/or services described in it, contain proprietary information. They are provided under a license or other
agreement containing restrictions on use and disclosure and are also protected by copyright, patent and/or other intellectual property laws. Except as permitted
by such agreement, no part of the document may be reproduced or transmitted in any form by any means, electronic, mechanical or otherwise, without the
prior written permission of Ariba, Inc.

Ariba, Inc. assumes no responsibility or liability for any errors or inaccuracies that may appear in the documentation. The information contained in the
documentation is subject to change without notice.

Ariba, the Ariba logo, AribaLIVE, SupplyWatch, Ariba.com, Ariba.com Network and Ariba Spend Management. Find it. Get it. Keep it. and PO-Flip are
registered trademarks of Ariba, Inc. Ariba Procure-to-Pay, Ariba Buyer, Ariba eForms, Ariba PunchOut, Ariba Services Procurement, Ariba Travel and
Expense, Ariba Procure-to-Order, Ariba Procurement Content, Ariba Sourcing, Ariba Savings and Pipeline Tracking, Ariba Category Management, Ariba
Category Playbooks, Ariba StartSourcing, Ariba Spend Visibility, Ariba Analysis, Ariba Data Enrichment, Ariba Contract Management, Ariba Contract
Compliance, Ariba Electronic Signatures, Ariba StartContracts, Ariba Invoice Management, Ariba Payment Management, Ariba Working Capital
Management, Ariba Settlement, Ariba Supplier Information and Performance Management, Ariba Supplier Information Management, Ariba Discovery, Ariba
Invoice Automation, Ariba PO Automation, Ariba Express Content, Ariba Ready, and Ariba LIVE are trademarks or service marks of Ariba, Inc. All other
brand or product names may be trademarks or registered trademarks of their respective companies or organizations in the United States and/or other countries.

Ariba Sourcing solutions (On Demand and software) are protected by one or more of the following patents, including without limitation: U.S. Patent Nos.
6,199,050; 6,216,114; 6,223,167; 6,230,146; 6,230,147; 6,285,989; 6,408,283; 6,499,018; 6,564,192; 6,871,191; 6,952,682; 7,010,511; 7,072,061; 7,130,815;
7,146,331; 7,152,043;7,225,152; 7,277,878; 7,249,085; 7,283,979; 7,283,980; 7,296,001; 7,346,574; 7,383,206; 7,395,238; 7,401,035; 7,407,035; 7,444,299;
7,483,852; 7,499,876; 7,536,362; 7,558,746; 7,558,752; 7,571,137; 7,599,878; 7,634,439; 7,657,461; and 7,693,747. Patents pending.

Other Ariba product solutions are protected by one or more of the following patents:

U.S. Patent Nos. 6,199,050, 6,216,114, 6,223,167, 6,230,146, 6,230,147, 6,285,989, 6,408,283, 6,499,018, 6,564,192, 6,584,451, 6,606,603, 6,714,939,
6,871,191, 6,952,682, 7,010,511, 7,047,318, 7,072,061, 7,084,998; 7,117,165; 7,225,145; 7,324,936; and 7,536,362. Patents pending.

Certain Ariba products may include third party software or other intellectual property licensed from a third party. For information regarding software or other
intellectual property licensed from a third party, go to http://www.ariba.com/copyrights.cfm.
Table of Contents

Revision History . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ii

Ariba Procurement Approvables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3


Approvables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3
Prefixes and Status Codes . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 3

List of Approvables . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Advanced Ship Notice (ASN) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Blanket Purchase Order (BPO) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
Cancel Invoice Request (CIR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 5
Category Definition (SC)/Category Definition Request (SCR) . . . . . . . . . . . . . . . . . . . . . . . . . 5
CC Invoice . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Collaboration Proposal/Proposal (P) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6
Collaboration Request (R) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Contract (C) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
Contract Request (CR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Contractor Survey (SV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 8
Contractor Expense Sheet/Expense Sheet (ES) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Copy Receipt (CRC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Counter Proposal (UR). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Direct/Purchase Order (PO) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
eForm . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
ERP Order (EP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Expense Report (ER) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Invoice (INV) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Invoice Reconciliation (IR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Kit Data Update(KIT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Milestone Tracker (MT). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
Order (CC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 15
Order Confirmation (OC). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Payment (PAY). . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
Payment Transaction (PMT) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
PCard Charge (PCC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
PCard Order (PCO) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Purchasing Card Charge Reconciliation (PCCR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 18
Purchasing Card Order (PCO) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Purchase Requisition or Requisition (PR) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 19
Receipt (RC) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Shopping Cart (SH) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 20
Supplier Data Update (SDU)/Catalog Approvable . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Time Sheet (TS) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 21
Travel Authorization (TA) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
User Profile (UP) . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22

Ariba Approvables Reference Guide i


Revision History

The following table provides a brief history of the updates to this guide. Ariba updates the technical
documentation for its On Demand solutions if
• software changes delivered in service packs or hot fixes require a documentation update to correctly
reflect the new or changed functionality;
• the existing content is incorrect or user feedback indicated that important content is missing.

Ariba reserves the right to update its technical documentation without prior notification. Most
documentation updates will be made available in the same week as the software service packs are released,
but critical documentation updates may be released at any time.

Version Month/Year Updated Chapter/Section Short Description of Change


of Update
1 Sep 2013 n/a Initial version. Created list of approvables in Ariba
Procurement Solutions, associated status codes, and
applicable solutions.

Ariba Approvables Reference Guide ii


Ariba Procurement Approvables

The Ariba procurement approval process involves the use of several documents at varying stages of
purchasing of goods and services that play an integral role in the procurement workflow. These documents
are called approvables.Ariba Procurement Solutions uses a standard set of approvables to define access
control and approval specifications for all procurement business transactions.

Approvables
An approvable is a document that is subject to an approval process. Ariba procurement and invoicing
solutions represent business objects with different approvable documents and use approvable documents to
track the approval process. Some examples of approvable documents include requisitions, contracts,
invoices, credit memos, and invoice reconciliation documents.

Note: The specific set of approvables that are available depends on the features that you have enabled for the
site. For example, if you have enabled the Travel and Expense module in Ariba Procure-to-Pay, the site
includes approvable documents for tracking expense reports and travel authorizations.

Prefixes and Status Codes


Ariba Procurement Solutions use approvables to provide browser-based management of business
transactions. They have default prefixes assigned to approvable types and status codes that indicate the status
and the phase at which the approvable is during the procurement process.

Note: Ariba Customer Support can customize prefixes for approvables, so the prefixes in your customized
solution may differ from the default prefixes listed in this document.

Configurable approvables are available in the following Ariba Procurement Solutions:


• The Ariba Procure-to-Pay™ solution package
• The Ariba Invoice Professional™ solution package
• The Ariba Procure-to-Order™ solution package
• The Ariba Services Procurement™ solution package
• The Ariba Procurement Content™ solution package

Ariba Approvables Reference Guide 3


List of Approvables

List of Approvables

Advanced Ship Notice (ASN)

Definition
A supplier can send ship notices to inform buyers that they have shipped or plan to ship an order. When
Ariba Procurement Solutions receives a ship notice from Ariba Network, it creates an advanced ship notice.

Applicable Ariba Solutions


• Ariba Procure-to-Order
• Ariba Procure-to-Pay
• Ariba Services Procurement

Associated Status Codes


• Added
• Updated
• Deleted

Blanket Purchase Order (BPO)

Definition
A Blanket Purchase Order is a purchase order issued to one vendor for multiple purchases of specific
goods/services for a specific time period and a not-to-exceed predetermined amount. The blanket order
allows purchases, within the terms of the order, to be charged to that specific blanket order.

Applicable Ariba Solutions


• Ariba Procure-to-Order
• Ariba Procure-to-Pay
• Ariba Services Procurement

Associated Status Codes


• Created
• Processing
• Processed
• Open
• Inactive
• Received
• Invoiced
• Closed

4 Ariba Approvables Reference Guide


List of Approvables

Cancel Invoice Request (CIR)

Definition
Cancel Invoice Request is a request to cancel an invoice,. A cancel invoice request is an approvable
document that changes the status of corresponding invoice reconciliation documents, original invoices, and
payment requests.

Applicable Ariba Solutions


• Ariba Procure-to-Pay
• Ariba Invoice Professional

Associated Status Codes


• Reconciling
• Reconciled
• Canceling
• Canceled

Category Definition (SC)/Category Definition Request (SCR)

Definition
Category definitions control the fields and behavior of specific types of line items. Ariba Services
Procurement supports loading and maintaining non-collaborative and collaborative category definitions.
Subscriptions are generated from category definitions. A subscription for a category definition can be
activated and deactivated.

Applicable Ariba Solutions


• Ariba Services Procurement

Associated Status Codes


• Editing
• Validated
• Activated
• Deactivated

Ariba Approvables Reference Guide 5


List of Approvables

CC Invoice

Definition
CC Invoice is an ERP-originated cXML copy of a fully-reconciled invoice that is sent to Ariba Invoice
Professional from Ariba Network.

Applicable Ariba Solutions


• Ariba Invoice Professional

Associated Status Codes


• Cancelled
• CC Invoice to AN
• Composing
• Denied
• Loaded
• Reconciling
• Reconciled
• Rejected
• Submitted
• Submitted with Errors

Collaboration Proposal/Proposal (P)

Definition
The collaboration proposal is an approvable that allows you to analyze data related to all collaboration
requests sent to suppliers and all proposals received from suppliers. This report provides the number of
candidates proposed by each supplier per collaboration request.

After reading about the temporary job position and receiving answers to any questions, the supplier decides
whether the supplier has potential candidates available to propose. If the supplier decides that appropriate
candidates are available, the supplier submits a proposal.

Applicable Ariba Solutions


• Ariba Services Procurement
• Ariba Procure-to-Order
• Ariba Procure-to-Pay

Associated Status Codes


• Collaboration Accepted
• Collaboration End
• Collaboration Closed
• Proposal Partially Accepted by Buyer

6 Ariba Approvables Reference Guide


List of Approvables

• Proposal Partially and Request Closed


• Response Needed
• Proposal Sent - Waiting for Response
• Awaiting Response from Buyer
• Request Cancelled by Buyer

Collaboration Request (R)

Definition
A collaboration request is an approvable that has a workflow with associated statuses and controls the
collaborating process from a requisition. It is a request from the buyer inviting the supplier to collaborate on
a requisition and a bidding invitation used with collaborative requisitions, often for procuring temporary
labor.

Associated Ariba Solutions


• Ariba Procure-to-Pay
• Ariba Procure-to-Order

Associated Status Codes


On the Collaboration tab:
• Request Sent – Waiting for Response
• Proposal Received – Please Respond
• Proposal Accepted and Request Closed
• Request Closed by Buyer – Automatically canceled
• Request Received - Supplier Response Required

Collaboration Request-related statuses for a requisition:


• Collaborating
• Collaboration Completed

Contract (C)

Definition
A contract is a document that is created after a contract request has been fully approved. It is the externally
viewable document to establish a commitment with a supplier to purchase goods or services for specific
pre-negotiated pricing repeatedly over time for specific pricing terms. All activities such as creating invoices
or receipts against the contract are tracked on a no-release contract document.

Applicable Ariba Solutions


• Ariba Invoice Professional
• Ariba Procure-to-Order

Ariba Approvables Reference Guide 7


List of Approvables

• Ariba Procure-to-Pay

Associated Status Codes


• Created
• Processing
• Processed
• Open
• Inactive
• Received
• Invoiced
• Closed

Contract Request (CR)

Definition
A contract request is a document that defines the properties of the contract, and that request must be
approved in order for the contract to be created. When a contract request is created, a document with the CR
prefix (for example, CR21) is generated. Once the contract request is approved, a contract, identified by the
prefix C (for example, C21), is created from the contract request.

Applicable Ariba Solutions


• Ariba Invoice Professional
• Ariba Procure-to-Order
• Ariba Procure-to-Pay

Associated Status Codes


• Composing
• Submitted
• Denied
• Approved
• Sourcing Confirming (for Integrated sites only)
• Processing
• Processed

Contractor Survey (SV)

Definition
Performance evaluations that allow contract managers to rate contractors on their job performance, skill
accuracy, and professional demeanor.

8 Ariba Approvables Reference Guide


List of Approvables

Applicable Ariba Solutions


• Ariba Invoice Professional
• Ariba Procure-to-Order
• Ariba Procure-to-Pay

Associated Status Codes


• Composing
• Submitted
• Approved
• Denied
• Processing
• Processed

Contractor Expense Sheet/Expense Sheet (ES)

Definition
The Contractor Expense Sheet or an Expense Sheet fact contains data from contractor expense sheets
submitted in Ariba Services Procurement. Users can run reports on contractor expense sheet data to view
details of contractor expense sheets submitted, regardless of the expense sheet status and analyze
information on the Submittal, Approved and Processed dates of contractor expense sheets.

Applicable Ariba Solutions


• Ariba Services Procurement
• Ariba Procure-to-Pay
• Ariba Procure-to-Order

Associated Status Codes


• Submitted
• Composing
• Approved
• Processing
• Processed
• Failed Processing
• Invoice Created
• Invoicing
• Invoiced

Copy Receipt (CRC)

Definition
Receipts created in the external ERP system are downloaded into Ariba Network and routed to the Ariba

Ariba Approvables Reference Guide 9


List of Approvables

Invoice Professional as Copy Receipts (in cXML format). ERP receipt copies are also imported to allow
3-way matching during invoice reconciliation.

Applicable Ariba Solutions


• Ariba Invoice Professional
• Ariba Procure-to-Order
• Ariba Procure-to-Pay

Associated Status Codes


• Approved
• Composing
• Denied
• Submitted

Counter Proposal (UR)

Definition
Together, revised and alternative requests comprise the counter proposal process. Counter proposals make
collaboration into a real negotiation between trading partners.You can offer multiple counter proposals until
you reach an agreement that is mutually beneficial to both parties.

Applicable Ariba Solutions


• Ariba Procure-to-Order
• Ariba Procure-to-Pay

Associated Status Codes


• Collaboration Accepted
• Collaboration End
• Collaboration Closed
• Proposal Partially Accepted by Buyer
• Proposal Partially and Request Closed
• Response Needed
• Request Received - Supplier Response Required
• Proposal Sent - Waiting for Response
• Awaiting Response from Buyer
• Request Cancelled by Buyer

10 Ariba Approvables Reference Guide


List of Approvables

Direct/Purchase Order (PO)

Definition
A purchase order is a document from a buyer to a supplier asking the supplier to make a shipment and
created after the purchase requisition has been fully approved.

Applicable Ariba Solutions


• Ariba Procure-to-Pay
• Ariba Procure-to-Order
• Ariba Services Procurement

Associated Status Codes


• Ordering
• Ordered
• Confirming
• Confirmed
• Shipping
• Shipped
• Receiving
• Received
• Canceling
• Cancelled

eForm

Definition
A custom approvable object in Ariba Procurement and Invoicing Solutions. It is a data-entry page designed
for a specific organization’s business needs when there is no out-of-the-box approvable that fits for the
purpose. An example of an eForm is an Education Authorization form.

Note: eForms are only available as a customization option. Ariba Customer Management Organization
(CMO) designs them to allow customers to automate processes that previously required paper forms or
separate applications.

Applicable Ariba Solutions


• Ariba Procure-to-Pay
• Ariba Procure-to-Order
• Ariba Invoice Professional

Associated Status Codes


• Composing
• Denied

Ariba Approvables Reference Guide 11


List of Approvables

• Submitted
• Processed

ERP Order (EP)

Definition
A purchase order created in an Ariba Procurement and Invoicing Solutions and exported to an external ERP
system. When the Ariba Procurement Solutions get a response from the ERP system that the export was
successful, the status of the order in the procurement solution changes to Ordered.

Applicable Ariba Solutions


• Ariba Procure-to-Pay
• Ariba Procure-to-Order
• Ariba Invoice Professional

Associated Status Codes


• Ordering
• Ordered
• Confirming
• Confirmed
• Shipping
• Shipped
• Receiving
• Received
• Canceling
• Cancelled

Expense Report (ER)

Definition
Requests submitted for reimbursement of expenses incurred for business purposes.

Applicable Ariba Solutions


• Ariba Procure-to-Pay

Associated Status Codes


• Approved
• Denied
• Composing
• Submitted

12 Ariba Approvables Reference Guide


List of Approvables

• Processing
• Processed

Invoice (INV)

Definition
A request for payment, typically sent by a supplier for goods or services provided to a buyer. Invoices are
usually created by the supplier to reflect an amount due for a purchase order or a contract. In the most typical
case, invoices are sent to your company as cXML documents, over Ariba Network, and loaded into Ariba
Procure-to-Pay with a scheduled task.

Applicable Ariba Solutions


• Ariba Invoice Professional
• Ariba Procure-to-Pay
• Ariba Services Procurement

Associated Status Codes


• Composing
• Denied
• Loaded
• Submitted
• Submitted with Errors
• Canceled
• Canceling
• CC Invoice to AN
• Reconciling
• Reconciled
• Rejected

Invoice Reconciliation (IR)

Definition
An approvable document created from an invoice. Invoice reconciliation allows invoice exception handlers
to resolve any discrepancies between the invoice, associated orders or contracts, and receipts, and to validate
accounting and other information before an invoice reconciliation can be approved for payment.

Applicable Ariba Solutions


• Ariba Invoice Professional
• Ariba Procure-to-Order
• Ariba Procure-to-Pay
• Ariba Services Procurement

Ariba Approvables Reference Guide 13


List of Approvables

Associated Status Codes


• Approving
• Approved
• Canceled
• Canceling
• Paid
• Paying Failed
• Paying
• Push Failed
• Reconciling
• Rejecting
• Rejected
• Rejecting Failed
• Awaiting Reconciliation from ERP

Kit Data Update(KIT)

Definition
Catalog kits are catalog items that are bundled together into one unit. Catalog kits contain associated or
related items from the same or different suppliers. When ordering from the product catalog, users order the
catalog kits as one item, but can also view and delete non-required individual items from a catalog kit before
ordering. Each catalog kit is assigned its own ID, description, and supplier part number because the kit itself
is an individual item in the product catalog.

Also called kit data update.

Applicable Ariba Solutions


• Ariba Procurement Content
• Ariba Procure-to-Order
• Ariba Invoice Professional

Associated Status Codes


• Approved
• Denied
• Submitted

Milestone Tracker (MT)

Definition
Milestone Tracker is used to keep track of each milestone item on a contract. It is similar to a receipt, except
that it used to verify a milestone item. Every milestone item has its own milestone tracker, which is created
when the contract is created. Milestone trackers are always created for milestone items, regardless of

14 Ariba Approvables Reference Guide


List of Approvables

whether receiving is enabled for the contract, or whether the contract has release orders.

Applicable Ariba Solutions


• Ariba Invoice Professional
• Ariba Procure-to-Order
• Ariba Procure-to-Pay
• Ariba Services Procurement

Associated Status Codes


• Composing
• Submitted
• Approved
• Denied

Order (CC)

Definition
This approvable is created in the external ERP system and downloaded into Ariba Network. They are routed
to Ariba Invoice Professional as orders (in cXML format).

Applicable Ariba Solutions


• Ariba Invoice Professional

Associated Status Codes


• Canceling
• Cancelled
• Confirming
• Confirmed
• Ordering
• Ordered
• Receiving
• Received
• Shipping
• Shipped

Ariba Approvables Reference Guide 15


List of Approvables

Order Confirmation (OC)

Definition
Order confirmations tell you that the supplier has received and understood the purchase order. These
approvables confirm that the supplier has received the order and is taking action on the order.Suppliers are
encouraged to send an order confirmation for each purchase order that they receive.

Applicable Ariba Solutions


• Ariba Services Procurement
• Ariba Invoice Professional
• Ariba Procure-to-Order
• Ariba Procure-to-Pay

Associated Status Codes


• Ordered
• Confirming
• Confirmed
• Shipping
• Shipped
• Receiving
• Invoicing

Payment (PAY)

Definition
A payment defines how a customer should make a payment to a supplier. Typical payments include paper
check, purchasing cards (PCard), and electronic fund transfer (EFT), such as Automatic Clearing House
(ACH), SWIFT, or Wire. Each payment method has associated bank information; for example, ACH
requires an American Banking Association (ABA) routing number.

Applicable Ariba Solutions


• Ariba Procure-to-Pay
• Ariba Invoice Professional

Associated Status Codes


• Canceling
• Cancelled
• On Hold
• Paying
• Paid
• Processing

16 Ariba Approvables Reference Guide


List of Approvables

• Scheduling
• Scheduled
• Sending

Payment Transaction (PMT)

Definition
A payment transaction is an event or condition under the contract between a buyer and a seller to exchange
an asset for payment.

Applicable Ariba Solutions


• Ariba Procure-to-Pay
• Ariba Invoice Professional

Associated Status Codes


• Cleared
• Canceling
• Cancelled
• Failed
• Paid
• Paying

PCard Charge (PCC)

Definition
A purchasing card charge, also abbreviated as a PCard charge, is a statement of charges of the purchasing
card used for goods purchased through a PCard order. A procurement card can either be assigned to an
individual or can act as a ghosted card, where only the card number is provided.

Ariba Procurement and Invoicing Solutions handle orders from the following types of purchasing cards:
• Procurement
• Expense
• Combination

Applicable Ariba Solutions


• Ariba Procure-to-Order
• Ariba Procure-to-Pay
• Ariba Invoice Professional
• Ariba Services Procurement

Ariba Approvables Reference Guide 17


List of Approvables

Associated Status Codes


• Loaded
• Reconciling
• Reconciled

PCard Order (PCO)


Definition

PCard Order is an order generated using a purchasing card (PCard). It is a document from a buyer to a
supplier asking the supplier to make a shipment and created after the purchase requisition has been fully
approved.

Applicable Ariba Solutions


• Ariba Procure-to-Pay
• Ariba Procure-to-Order
• Ariba Invoice Professional

Associated Status Codes


• Ordering
• Ordered
• Confirming
• Confirmed
• Shipping
• Shipped
• Receiving
• Received
• Canceling
• Cancelled

Purchasing Card Charge Reconciliation (PCCR)

Definition
An approvable document created when discrepancies are detected during charge reconciliation. Purchasing
Card Charge Reconciliation is a process of verifying a bank’s charge data against the numbers for the
corresponding charges in the Ariba Procurement and Invoicing Solutions. The purpose of the reconciliation
process is to review the bank’s listed charges and make sure they are correct.

Applicable Ariba Solutions


• Ariba Procure-to-Order
• Ariba Procure-to-Pay
• Ariba Invoice Professional
• Ariba Services Procurement

18 Ariba Approvables Reference Guide


List of Approvables

Associated Status Codes


• Approving
• Approved
• Paying
• Reconciling
• Rejected

Purchasing Card Order (PCO)

Definition
A purchasing card is a corporate credit card. A purchasing card order is an order which involves a
purchasing card and its use is approved as per the company’s policies.

Applicable Ariba Solutions


• Ariba Procure-to-Order
• Ariba Procure-to-Pay
• Ariba Invoice Professional
• Ariba Services Procurement

Associated Status Codes


• Ordering
• Ordered
• Confirming
• Confirmed
• Shipping
• Shipped
• Receiving
• Received
• Canceling
• Cancelled

Purchase Requisition or Requisition (PR)

Definition
A purchase requisition (PR) is the approvable document created when you submit a request to purchase
goods or services. Each purchase requisition is assigned a unique ID (such as PR2394) to identify and track
it as it moves through the requisition process. A requisition can include catalog items from a supplier and
non-catalog items.

Applicable Ariba Solutions


• Ariba Procure-to-Order

Ariba Approvables Reference Guide 19


List of Approvables

• Ariba Procure-to-Pay
• Ariba Services Procurement

Associated Status Codes


• Canceled
• Composing
• Confirming
• Confirmed
• Invoicing
• Ordered
• Receiving
• Received
• Shipped
• Shipping
• Submit
• Submitted
• Collaborating
• Collaboration Completed

Receipt (RC)

Definition
A receipt is a document that is created to receive ordered goods. They can be created manually or
automatically by configuring in the Ariba Procurement Solutions.

Applicable Ariba Solutions


• Ariba Procure-to-Pay
• Ariba Procure-to-Order (when Receiving is enabled)

Associated Status Codes


• Composing
• Submitted
• Approved
• Denied

Shopping Cart (SH)

Definition
A shopping cart is a type of approvable used in Ariba Procurement Content. It is a concept similar to a
shopping cart in a store. You can put catalog and non-catalog items in the cart. Cart contents then become
part of a requisition (in Ariba Procure-to- Pay, Ariba Procure-to-Order) or shopping cart (APC).

20 Ariba Approvables Reference Guide


List of Approvables

Applicable Ariba Solutions


• Ariba Procurement Content
• Ariba Procure-to-Order
• Ariba Procure-to-Pay

Associated Status Codes


• Composing
• Collaborating
• Collaboration Completed
• Transient

Supplier Data Update (SDU)/Catalog Approvable

Definition
This is also called Catalog Approvable. The catalog approval request begins with “SDU” (Supplier Data
Update). Clicking on the catalog approval request ID displays the new catalog items line by line.

Applicable Ariba Solutions


• Ariba Invoice Professional
• Ariba Services Procurement

Associated Status Codes


• Approved
• Denied
• Submitted

Time Sheet (TS)

Definition
A document for tracking the hours a contractor works. The buyer uses the time sheet to verify hours worked.
The supplier uses the time sheet to pay the contractor for the hours worked and submit an invoice to the
buyer.

Applicable Ariba Solutions


• Ariba Services Procurement

Associated Status Codes


• Composing
• Submitted

Ariba Approvables Reference Guide 21


List of Approvables

• Approved
• Processing
• Processed
• Failed Processing
• Invoice created
• Invoicing
• Invoiced

Travel Authorization (TA)

Definition
A document that is created to submit travel plans for approval.

Applicable Ariba Solutions


• Ariba Procure-to-Pay

Associated Status Codes


• Submitted
• Approved
• Denied
• Composing
• Ticketed
• Cancel Denied
• Canceled
• Ticketing
• Canceling
• Rejected

User Profile (UP)

Definition
Each user has a personal profile that contains information such as the user name and email address. A user
profile can indicate a user's shipping and accounting information, or identify a user to approve requests on
your behalf while you are on vacation.

A submission to change your user profile is subject to an approval process. If your request is subject to an
approval process, the people involved in the approval flow are notified. Your request is not approved until all
required approvers review and approve your request.

22 Ariba Approvables Reference Guide


List of Approvables

Applicable Ariba Solutions


• Ariba Invoice Professional
• Ariba Procure-to-Order
• Ariba Procure-to-Pay
• Ariba Services Procurement

Associated Status Codes


• Approved
• Denied
• Processed
• Submitted

Ariba Approvables Reference Guide 23

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