CUSTOMER

2016-11

Invoicing Data Import and Administration Guide

Ariba Procure-to-Pay
Ariba Invoice Professional
Content

Introduction to Invoicing Data Import and Administration. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7

About Importing Common Data Before Importing Invoicing Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 7
About Data Import Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

About Taxes on Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9

About Applying Taxes on Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
Tax Computation in Ariba Procurement and Invoicing Solutions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 10
Multiple Tax Rates and Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Wildcard Matching. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
Tax Calculation Examples. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 11
About Importing Tax Data for Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 12
Tax Line Type Descriptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 13
Import Tax Rates By Tax Code Lookup. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
TaxRateLookupByTaxCode.csv: PeopleSoft Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
TaxRateLookupByTaxCode.csv: SAP Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 14
TaxRateLookupByTaxCode.csv: Generic Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .15

About Invoice Exceptions and Reconciliation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16

About Approvers for Invoice Exceptions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 16
About Forcing Reconciliation to Manually Change the Status of an Invoice. . . . . . . . . . . . . . . . . . . . . . . 17
About Invoice Exception Types and Conditions. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 17
About Default Invoice Exception Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .17
About Tolerance Calculations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 22
About Validation Behavior. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
About Invoice Exception Ranking. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 25
About Standard Line Categories. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Procurement Line Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 26
Maintaining Invoice Exception Types in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 27
Adding or Modifying Invoice Exception Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .28
About Configuring Invoice Exception Type Overrides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .31
Creating an Exception Type Override. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .32
Applying an Override to an Invoice Exception Type. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 33
Viewing Invoice Exception Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .34
Deleting Invoice Exception Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 34
About Data Import Tasks for Invoice Exception Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 35
About Import Invoice Exception Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .35
About Translations for Invoice Exception Types. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36

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 About Import Invoice Exception Type Validation Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 36
About Import Invoice Exception Overrides by Common Commodity Code. . . . . . . . . . . . . . . . . . . . 38
About Import Invoice Exception Overrides by Supplier. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
About Import Invoice Exception Overrides. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 38
About Import Invoice Exception Type Override Validation Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . 39
About Forcing Reconciliation. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .40

Managing Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41

About Payment Methods and Remittance Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 41
About Payment Methods in the User Interface. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
About Maintaining Payment Methods in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Viewing Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 42
Adding or Modifying Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 43
Deleting Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
About Importing Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
PaymentMethodType.csv: PeopleSoft Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 44
PaymentMethodType.csv: SAP Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
PaymentMethodType.csv: Generic Example. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 45
About Translations for Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 46

Managing Supplier Payment Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47

About Remittance Locations and Payment Models. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 47
About Payment through an External System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
About the Ariba Pay Payment Model. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 48
About Supplier Location Matching. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
About Data Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 49
PeopleSoft Supplier Payment CSV File Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .49
SAP Supplier Payment CSV File Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 50
Generic Supplier Payment CSV File Relationships. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 51
Examples of Remittance Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 52
RemittanceLocation.csv. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .52
RemittanceLocationDetails.csv. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .53
SLRemittanceInformation.csv. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 53
SLRemittanceInformationDetails.csv. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Maintaining Supplier Payment Information in Ariba Administrator. . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Viewing Supplier Payment Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 54
Adding or Modifying Supplier Remittance Locations. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 55
Adding or Modifying Supplier Payment Methods. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Adding or Modifying Supplier Payment Models for Suppliers. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 56
Adding or Modifying a Payment Model for a Supplier Location. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 57
About Importing Remit To Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58
About Import Remittance Location Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 58

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 About Import Supplier Location Remittance Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .59

Managing Funds Management Accounting Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60

About the Funds Management Accounting Functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Enabling the Funds Management Accounting Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 60
Prerequisites for the Funds Management Accounting Feature. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .61
Configuring the Funds Management Accounting Functionality. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 61
Enabling Web Services Integration Tasks for Funds Management Account Assignment Fields
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62
Importing Flexible Master Data Templates for Funds Management Account Assignment Fields
. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 62

About Exporting Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 67

About the Invoice Data Export Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
Exporting Invoices. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 68
About Invoice Data in Generic Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
About Invoice Header Data in Generic Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 69
About Invoice Detail Data in Generic Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .70
About Invoice Split Accounting Data in Generic Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 71
About Invoice Data in SAP Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
About Payment Header Data in SAP Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 72
About Invoice Detail Data in SAP Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 73
About Invoice Split Accounting Data in SAP Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .75
About Invoice Data in PeopleSoft Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
About Payment Header Data in PeopleSoft Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 76
About Invoice Detail Data in PeopleSoft Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 77
About Invoice Split Accounting Data in PeopleSoft Variants. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .78

About Exporting Payment Requests in Ariba Procure-to-Pay. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 80

About Loading Payment Requests Into Your ERP System. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
About Importing Remittance Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
About Payment Request Data Export Tasks. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 81
Exporting Payment Requests. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 82
About PeopleSoft Payment Request Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
About Payment Header Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 83
About Payment Detail Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 84
About Payment Bank Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 86
About Payment Split Accounting Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . 86
About Advance Payment Detail Data in the PeopleSoft Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . 87
About SAP Payment Request Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .88
About Payment Header Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 88
About Payment Line Item Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 89
About Payment Account Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 91

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 About Payment Detail Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 92
About Payment Tax Export Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 93
About Advance Payment Detail Data in the SAP Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
About Generic Payment Request Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 94
About Payment Header Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 95
About Payment Bank Export Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .96
About Payment Detail Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 97
About Payment Split Accounting Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . .99
About Advance Payment Detail Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 100
About Payment Detail with Split Accounting Data in the Generic Variant. . . . . . . . . . . . . . . . . . . . . 100
About Amount Precision in Payment Request Export Files. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 102
About Columns Affected by Amount Precision. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 103

About Importing Remittances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104

Introduction to Remittance Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 104
About Importing Remittance Information. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
About Pulling Remittances from SAP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 105
About Importing Remittances and Ariba Procure-to-Pay. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
About the Data Import Task for Remittances. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 106
About the Import Remittances Data Import Task. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 107

About Importing and Exporting Advance Payment Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 109

About Importing Document Types for Advance Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 111
Import Document Types for Advance Payment: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . .111
About Importing Translations for Advance Payment Document Types. . . . . . . . . . . . . . . . . . . . . . . . . 112
Import Translations for Advance Payment Document Types: Sample File. . . . . . . . . . . . . . . . . . .112
About Importing GL Indicators for Advance Payment. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Import GL Indicators for Advance Payment: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
About Importing Translations for Advance Payment GL Indicators. . . . . . . . . . . . . . . . . . . . . . . . . . . . 113
Import Translations for Advance Payment GL Indicators: Sample File. . . . . . . . . . . . . . . . . . . . . 114
About Exporting Advance Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Exporting Advance Payments Using the File Channel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 114
Exporting Advance Payments Using the Web Services Channel. . . . . . . . . . . . . . . . . . . . . . . . . . . 118
About Exporting Payment Requests with Advance Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 122
Export Payment Requests with Advance Payments: Sample Files - SAP ERP. . . . . . . . . . . . . . . . 122
Export Payment Requests with Advance Payments: Sample Files - PeopleSoft ERP. . . . . . . . . . . . . 131
Export Payment Requests with Advance Payments: Sample Files - Generic ERP. . . . . . . . . . . . . . . 137
About Importing Advance Payment ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
Import Advance Payment ID: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 143
About Importing Advance Payment Errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 144
Import Advance Payment Errors: Sample File - Generic ERP Systems. . . . . . . . . . . . . . . . . . . . . . 144
Import Advance Payment Errors: Sample File - SAP ERP Systems. . . . . . . . . . . . . . . . . . . . . . . . 145

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 Import Advance Payment Errors: Sample File - PeopleSoft ERP Systems. . . . . . . . . . . . . . . . . . . 145
About Importing Advance Payment Remittance. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .146
Import Advance Payment Remittance: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
About Exporting Cancel Advance Payments. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 147
Exporting Cancel Advance Payments Using the File Channel. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 148
Exporting Cancel Advance Payments Using the Web Services Channel. . . . . . . . . . . . . . . . . . . . . . 148
About Importing Cancel Advance Payment ID. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 149
Import Cancel Advance Payment ID: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
About Importing Cancel Advance Payment Errors. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
Import Cancel Advance Payment Errors: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 150
About Importing Advance Payment Cancellation Reasons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 152
Import Advance Payment Cancellation Reasons: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . 153
About Exporting Advance Payment Cancellation Reasons. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .153
Export Advance Payment Cancellation Reasons: Sample File. . . . . . . . . . . . . . . . . . . . . . . . . . . 153

Data Import Tasks Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155

Data Import Tasks for Invoicing and Payment Data. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 155
About Ariba Invoice Professional Data Import Order. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .156
Ariba Invoice Professional Data Import Order for PeopleSoft. . . . . . . . . . . . . . . . . . . . . . . . . . . . . 157
Ariba Invoice Professional Data Import Order for SAP. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 159
Ariba Invoice Professional Data Import Order for Generic. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 162

Invoicing and Payment Data CSV Files Reference. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 165

Revision History. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 168

Invoicing Data Import and Administration Guide

6 CUSTOMER Content
Introduction to Invoicing Data Import and
Administration

You define and import invoicing and payment data for all Ariba Procurement and Invoicing Solutions.

Before you begin you need to know about the data import process in general, entering data in comma-separated-
value (CSV) files, downloading and using the Data Dictionary, and using Ariba Administrator.

Additional References

Ariba Administration and Data Maintenance Fundamentals Guide

About Importing Common Data Before Importing Invoicing Data [page 7]

About Data Import Order [page 7]

About Importing Common Data Before Importing

Invoicing Data
You must define and import common data for all Ariba Procurement and Invoicing Solutions. In general, you define
and import common data before defining and importing invoicing and payment data.

Additional References

Ariba Common Data Import and Administration Guide

About Data Import Order

Data import order differs for Ariba Invoice Professional and Ariba Procure-to-Pay.

Additional References

Ariba Procurement Data Import and Administration Guide

Invoicing Data Import and Administration Guide

Introduction to Invoicing Data Import and Administration CUSTOMER 7
Related Information

About Ariba Invoice Professional Data Import Order [page 156]

Invoicing Data Import and Administration Guide

8 CUSTOMER Introduction to Invoicing Data Import and Administration
About Taxes on Invoices

The functionality of managing taxes on invoices in Ariba Procurement and Invoicing Solutions varies based on
whether you are using the enhanced tax computation engine or the basic tax computation engine for calculating
taxes on invoices. The enhanced tax tables provide greater flexibility in defining tax data and more comprehensive
compliance with tax rules. This chapter provides information on defining tax data when using the basic tax
computation engine with Ariba Procure-to-Pay and Ariba Invoice Professional.

For information on defining tax data for the enhanced tax computation engine, see the Common Data Import and
Administration Guide.

About Applying Taxes on Invoices [page 9]

Tax Computation in Ariba Procurement and Invoicing Solutions [page 10]

About Importing Tax Data for Invoices [page 12]

Tax Line Type Descriptions [page 13]

Import Tax Rates By Tax Code Lookup [page 14]

About Applying Taxes on Invoices

When you create paper-based invoices in Ariba Procurement and Invoicing Solutions, you can apply taxes on the
invoices at the header or line level, using tax types and tax codes. The functionality of managing taxes on invoices
varies based on whether you are using the enhanced tax computation engine or the basic tax computation engine.

The following table highlights the differences in the functionalities provided by the basic and enhanced tax
computation engines:

Basic Tax Computation Engine Enhanced Tax Computation Engine

Supports application of taxes using tax types only Supports application of taxes using tax types as well as tax co­
des

You need to manually specify the tax amount. Tax amounts are automatically calculated for tax codes.

Does not support complex taxes Supports complex taxes, such as tax on tax and tax on the
sum of net amount and another tax

Does not support withholding taxes Supports withholding taxes

You can enable the enhanced tax computation engine using the site configuration option
Application.Invoicing.UseTLCTaxEngine. Contact your Ariba customer support administrator to enable
this functionality.

Invoicing Data Import and Administration Guide

About Taxes on Invoices CUSTOMER 9
Tax Computation in Ariba Procurement and Invoicing
Solutions
Taxes are calculated on invoices in the invoice reconciliation document. The calculated taxes are compared to the
taxes applied on the invoice and invoice exceptions are generated if the difference exceeds the tolerance set for
your organization.

The tax calculation process in invoice reconciliation documents varies based on whether you are using the basic
tax computation engine or the enhanced tax computation engine.

You need to enable the enhanced tax computation engine to enable:

● Complex tax calculations, such as tax applied on another tax or tax applied on the sum of the net amount of
the line and another tax.
● Tax calculation for withholding taxes.

When tax calculations are completed for all the taxable line items in the invoice, the pre-validation process is
complete and the invoice reconciliation document is passed on to the validation process.

Header-level tax is considered only during the reconciliation phase. Tax is calculated on each taxable line item and
then aggregated to give a total header-level tax amount. This amount is applied to the default line item and is used
during reconciliation if header-level reconciliation is required.

Tax Computation Using the Basic Tax Computation Engine

With the basic tax computation engine, Ariba Procurement and Invoicing Solutions use the following two-step
approach to calculate tax rates.

1. Ariba Procurement and Invoicing Solutions identify a tax code applicable on the invoice line item based on the
tax code lookup. The tax code lookup lists the tax codes applicable for different combinations of line item
commodity code, ship from address (country and state), and ship to address (country and state).
2. Ariba Procurement and Invoicing Solutions look up the tax rate from the tax rate by tax code lookup table
based on the tax code obtained from the tax code lookup table, the tax type of the tax line, and the plant (SAP
only). The tax rate lookup by tax code table uses these values to determine the final tax amount.

Tax Computation Using the Enhanced Tax Computation Engine

With the enhanced tax computation engine, Ariba Procurement and Invoicing Solutions use the following three-
step approach to calculate taxes on invoices:

1. Ariba Procurement and Invoicing Solutions identify a tax code applicable on the invoice line item based on the
tax code lookup. The tax code lookup lists the tax codes applicable for different combinations of line item
commodity code, ship from address (country and state), and ship to address (country and state).
2. Ariba Procurement and Invoicing Solutions identify the tax components that are part of the tax codes.
3. Ariba Procurement and Invoicing Solutions filter the tax components based on the purchasing units, set IDs, or
plants as per the ERP system used. Then, they calculate taxes based on the tax rates and tax types specified
for the tax components.

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10 CUSTOMER About Taxes on Invoices
Multiple Tax Rates and Types

When using the basic tax computation engine, multiple tax rates can be attached to one tax code if the invoice line
item references multiple tax types. Each tax rate has an associated rank, which is used to determine which tax rate
to use when a line item matches more than one tax rate. The tax rate with the highest rank (lowest number) is
used.

Wildcard Matching

When using the basic tax computation engine, you can configure entries in the tax code table to specify which tax
codes and rates allow wildcard matching by leaving the value empty (null). You can also configure a default rate
when no other matches apply. The values are case-sensitive. For example, a state value of “CA” does not match
“Ca”.

Tax Calculation Examples

The tax calculation examples use sample tax code and tax rate lookup tables to illustrate how tax is calculated for
line items. A line item’s commodity code and rank are used to determine the initial tax code, and then the tax rate
is determined in the tax rate lookup table using the tax code and rank. This process is applicable only for the basic
tax computation engine.

The following table shows examples of tax code table entries:

Rank Commodity Code Ship From Country Ship From State Ship To Coun­ Ship To Tax Code
try State

0 OFFICE:CALENDAR US MI US CA TC1

0 EQUIP:PROTO US MI US California TC2

0 MFG:CABLE US Washington US CA TC3

1 MFG:CABLE GB GB TC4

1 OFFICE:CALENDAR Canada Alberta Canada Ontario TC5

1 OFFICE:CALENDAR GB US CA TC6

2 OFFICE:CALENDAR GB Canada TC7

2 DE TC8

2 CA TC9

3 TC10

The next table shows examples of tax rate lookup by tax code table entries:

Rank Tax Code Tax Type Tax Rate Effective Date

0 TC1 SalesTax 0.10 Sun Jan 01 00:00:00 GMT+05:30 2003

Invoicing Data Import and Administration Guide

About Taxes on Invoices CUSTOMER 11
 Rank Tax Code Tax Type Tax Rate Effective Date

0 TC1 SalesTax 0.15 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC2 SalesTax 0.25 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC3 SalesTax 0.05 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC4 VATTax 0.175 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC5 GST 0.07 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC5 PST 0.08 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC6 VATTax 0.08 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC7 VATTax 0.07 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC8 VATTax 0.195 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC9 SalesTax 0.7 Wed Mar 01 00:00:00 GMT+05:30 2004

0 TC10 SalesTax 0.0825 Wed Mar 01 00:00:00 GMT+05:30 2004

Using the previous tax tables, the following situations occur:

● Partial matching: A line item with commodity code OFFICE:CALENDAR and Ship to Country DE matches to tax
code TC8 in the tax code lookup table and tax rate 0.195 in the tax rate lookup by tax code table. This line item
is a partial match because only the Ship To Country value is matched.
● Multiple row matching: A line item with commodity code OFFICE:CALENDAR and Ship From Country GB
matches rows with tax code TC6 and TC7 in the tax code lookup table. The row with the highest rank (lowest
number) is used. Therefore, from the tax rate lookup by tax code table, the tax rate 0.08 is used.
● Multiple tax types: A line item with commodity code OFFICE:CALENDAR, Ship To Country Canada, and Ship
From Country Canada matches tax code TC5 in the tax code lookup table. In the tax rate lookup by tax code
table, TC5 with tax type GST uses the tax rate 0.07. Similarly, for the same line item, in the tax rate lookup by
tax code table, TC5 with tax type PST uses the tax rate 0.08.
● Use of effective date: A line item with commodity code OFFICE:CALENDAR, Ship From Country US, Ship To
Country US, Ship From State MI, and Ship To State CA matches one row in the tax code lookup table (TC1)
and two rows in the tax rate lookup by tax code table (0.10 and 0.15). The row with the later effective date is
used (0.15).

About Importing Tax Data for Invoices

The following table lists the data import tasks required for the basic and enhanced tax computation engines.

Task Name Required for Basic Tax Com­ Required for Enhanced Tax
putation Engine? Computation Engine?

Import Tax Types No Yes

Import Tax Type Mappings Yes Yes

Import Tax Components No Yes

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12 CUSTOMER About Taxes on Invoices
 Task Name Required for Basic Tax Com­ Required for Enhanced Tax
putation Engine? Computation Engine?

Import Tax Codes Yes Yes

Import Tax Code Lookup Yes Yes

Import Tax Code Lookup Field Maps No Yes

Import Tax Rates By Tax Code Lookup Yes No

Information on the data import tasks required for the enhanced tax computation engine has been provided in the
Common Data Import and Administration Guide as the same tax information is also used to apply taxes on
requisitions and purchase orders.

Related Information

About Ariba Invoice Professional Data Import Order [page 156]

Tax Line Type Descriptions

The following table describes the tax-related procurement line types in the default configuration.

Tax Line Type Description

SalesTax (SAP and Generic only) Sales tax. A tax that is imposed on retail sales of tangible personal prop­
erty and certain services.

UseTax (SAP and Generic only) Use tax. A tax that is imposed on the use, storage, or consumption of
tangible personal property.

SUTTax (PeopleSoft only) Sales/use tax. Sales tax is a tax that is imposed on retail sales of tangible per­
sonal property and certain services. Use tax is a tax that is imposed on the use, storage, or con­
sumption of tangible personal property.

VATTax Value-added tax (VAT). A general consumption tax that is assessed on the value added to
goods and services at each stage in the production and distribution chain.

GSTTax Goods and services tax (GST). A value-added tax on the sale of goods and services that exists in
a number of countries.

PSTTax Provincial sales tax (PST). A tax imposed on the consumers of goods and services in Canadian
provinces.

HSTTax Harmonized sales tax. A single harmonized value-added tax that replaced the provincial sales
taxes and the federal goods and services taxes in Nova Scotia, New Brunswick, Newfoundland,
and Labrador.

QSTTax Quebec provincial sales tax (QST). A sales tax imposed on retail sales in Quebec.

Invoicing Data Import and Administration Guide

About Taxes on Invoices CUSTOMER 13
Tax Line Type Description

WHTTax Withholding tax. In certain countries, this type of tax is required for self-employed suppliers and
is generally paid by the buying organization to the state or government tax authorities on behalf
of the supplier. The tax percentage rate or tax amount must be entered as a negative amount.

Withholding taxes are subtracted from the invoice total. Withholding taxes cannot be applied at
the header level and accruals do not apply to withholding tax, therefore, accrual payments are
not created.

Import Tax Rates By Tax Code Lookup

The Import Tax Rates By Tax Code Lookup data import task defines the tax rate lookup by tax code table, It
reads data from the CSV file named TaxRateLookupByTaxCode.csv.

TaxRateLookupByTaxCode.csv: PeopleSoft Example

TaxRateLookupByTaxCode.csv has six columns: SETID_TAX_CD_, TAX_PCT, SETID, Rank, EFFDT, and
TAX_TYPE.

Following is an example of TaxRateLookupByTaxCode.csv for PeopleSoft:

UTF8
SETID_TAX_CD_,TAX_PCT,SETID,Rank,EFFDT,TAX_TYPE
FEDRL:ALC,0.02500000,FEDRL,0,1/1/1900,SUTTax
FEDRL:BOS,0.05000000,FEDRL,0,1/1/1900,SUTTax
FEDRL:CA,0.06000000,FEDRL,0,1/1/1900,SUTTax
FEDRL:CCC,0.01500000,FEDRL,0,2/25/2002,SUTTax

TaxRateLookupByTaxCode.csv: SAP Example

TaxRateLookupByTaxCode.csv has seven columns: Rank, TaxCode, Country, TaxType, Plant, TaxRate, and
EffectiveDate.

Following is an example of TaxRateLookupByTaxCode.csv for SAP:

UTF8
Rank,TaxCode,Country,TaxType,Plant,TaxRate,EffectiveDate
0,I0,US,SalesTax,,0,Wed Mar 01 00:00:00 GMT+05:30 2000
0,I1,US,SalesTax,3000,0.04,Wed Mar 01 00:00:00 GMT+05:30 2000
0,I1,US,SalesTax,3002,0.06,Wed Mar 01 00:00:00 GMT+05:30 2000
0,I1,US,SalesTax,3500,0.0625,Wed Mar 01 00:00:00 GMT+05:30 2000
0,U0,US,UseTax,,0,Wed Mar 01 00:00:00 GMT+05:30 2000
0,U1,US,UseTax,3000,0.04,Wed Mar 01 00:00:00 GMT+05:30 2000
0,V1,JP,VATTax,,0.05,Wed Mar 01 00:00:00 GMT+05:30 2000
0,V0,JP,VATTax,,0,Wed Mar 01 00:00:00 GMT+05:30 2000

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14 CUSTOMER About Taxes on Invoices
TaxRateLookupByTaxCode.csv: Generic Example
TaxRateLookupByTaxCode.csv has seven columns: Rank, TaxCode, TaxType, TaxRate, EffectiveDate,
TaxName, and PurchasingUnit.

Following is an example of TaxRateLookupByTaxCode.csv for Generic:

UTF8
Rank,TaxCode,TaxType,TaxRate,EffectiveDate,TaxName,PurchasingUnit
0,CA - Sales Tax,SalesTax,0.0825,Wed Mar 01 00:00:00 GMT+05:30 2000,CA - Sales Tax,
600:OU
0,CA VAT TAX,VATTax,0.05,Wed Mar 01 00:00:00 GMT+05:30 2002,CA VAT TAX,600:OU
0,SEN SALES TAX10,SalesTax,0.1,Wed Mar 01 00:00:00 GMT+05:30 2000,SEN SALES
TAX10,600:OU

Invoicing Data Import and Administration Guide

About Taxes on Invoices CUSTOMER 15
About Invoice Exceptions and Reconciliation

The invoicing process can result in discrepancies between the data on the supplier invoice and the order, contract,
or receipt data in Ariba Procurement and Invoicing Solutions. These invoice exceptions are handled through a
reconciliation process.

An invoice is a request for payment, typically sent by a supplier. 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 electronically
to your company as cXML documents, over Ariba Network.

For each invoice, the reconciliation process creates an additional approvable document, called an invoice
reconciliation document, that lists any invoice exceptions on that document. An invoice exception represents a
single discrepancy between the data on the supplier invoice and the order, contract or receipt data in Ariba
Procurement and Invoicing Solutions. Exceptions can represent a variety of issues, such as missing receipts,
mismatched quantities or prices, duplicate invoices, or tax variances.

About Approvers for Invoice Exceptions [page 16]

About Forcing Reconciliation to Manually Change the Status of an Invoice [page 17]

About Invoice Exception Types and Conditions [page 17]

Maintaining Invoice Exception Types in Ariba Administrator [page 27]

About Data Import Tasks for Invoice Exception Types [page 35]

About Forcing Reconciliation [page 40]

About Approvers for Invoice Exceptions

In the default configuration, each invoice exception type is associated with a group, which determine the list of
users on the approval flow for each invoice reconciliation document.

For example, in the default configuration, users who are members of the:

● Tax Manager group can reconcile tax exceptions

● Invoice Manager group can reconcile unmatched invoice exceptions
● Receiving Manager group can reconcile receiving invoice exceptions
● Invoice Agent group can reconcile contract invoice exceptions

The default approval rules use the groups associated with exception types to determine the set of approvers. The
approval rules look over the invoice reconciliation document, find all exceptions on that document, and define as
approvers those users who have permission to reconcile the specified exceptions. These approvers are typically
the first approvers on the flow, and are the users who are expected to reconcile any listed exceptions.

Ariba Invoice Professional and Ariba Procure-to-Pay include a standard set of invoice exception types.

Invoicing Data Import and Administration Guide

16 CUSTOMER About Invoice Exceptions and Reconciliation
Additional References

Ariba Approval Process Management Guide

Related Information

Maintaining Invoice Exception Types in Ariba Administrator [page 27]

About Forcing Reconciliation to Manually Change

the Status of an Invoice
If you are a member of the Invoice Administrator group or the Customer Administrator group, you can force
reconciliation to manually change the status of an invoice from CCInvoiceToAN to Reconciling.

Related Information

About Forcing Reconciliation [page 40]

About Invoice Exception Types and Conditions

Invoice exception types describe the situations that result in exceptions. Conditions, such as tolerance
calculations and invoice exception ranking describe factors that affect when an exception is triggered and how
exceptions are ranked in importance when there are multiple exceptions.

About Default Invoice Exception Types

The default configuration defines typical validation rules for an extensive set of possible invoice exception types.

These exception types handle situations, such as:

● Matching exceptions, such as those for unmatched invoice or line item

● General exceptions, such as those for shipping charges or tax amounts
● Purchase order exceptions, reflecting differences between an order and an invoice
● Contracts exceptions, reflecting differences between a contract and an invoice
● Payment exceptions, such as differences in payment terms

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation CUSTOMER 17
Some exception types that interact with other areas of your configuration and calls out areas of specific interest.
These include:

● Tax Calculation Exceptions [page 18]

● Receiving Exceptions [page 19]
● Exception Types for Partial Invoicing [page 19]
● Unmatched Exceptions [page 19]
● PO Variance Exceptions [page 19]
● Invalid Requester Exception [page 21]
● About Invoice Exception Type Overrides [page 22]

Tax Calculation Exceptions

Tax tables are used to verify the tax amount on invoice line items. When the tax amount on the invoice does not
match the calculated tax amount, a tax exception occurs.

The TaxCalculationFailed and WHTTaxCalculationFailed exception types use a tolerance operation of

any. These exceptions occur if an invoice has an indirect or withholding tax but Ariba Procurement and Invoicing
Solutions are unable to calculate an applicable tax on the invoice. These exceptions indicate a possible gap in your
tax tables. If your tax tables are correct, these exceptions indicate an invalid tax applied on the invoice.

If both the invoice and calculated taxes exist, the UnderTaxVariance, OverTaxVariance,
WHTUnderTaxVariance, and WHTOverTaxVariance exceptions are used to compare the two tax amounts and
validate the difference against the tolerances defined in your configuration. These exceptions use only a
percentage tolerance. Absolute tolerances are not appropriate for these exception types. For withholding taxes,
the absolute values of the taxes are considered. For example, a withholding tax of USD -20 if considered greater
than a withholding tax of USD -10.

If your company uses accrual accounting, the differences in tax amounts might reflect accounting differences
rather than actual exceptions. For example, if the vendor does not record tax at the point of sale, the tax amount
on the invoice might differ from the calculated tax amount. In this situation, your Ariba application includes the
ability to accumulate accrued taxes as an expected payment, and to recognize the difference in tax amounts as an
accrued tax amount.

Also, if sales tax was included for a line item on the invoice that was meant for accrual, an AccrualTaxVariance
exception is returned.

The date based on which taxes are calculated in invoice reconciliation documents is customizable. By default,
Ariba Procurement and Invoicing Solutions use the creation date of the invoice reconciliation document; but for
more acurate tax calculations, Ariba recommends you to use the invoice date. Contact your Ariba customer
support administrator to set this date.

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18 CUSTOMER About Invoice Exceptions and Reconciliation
Receiving Exceptions

The default configuration defines exception types based on received quantities. The behavior of these exception
types depends on how receiving is set up for your site.

The received quantity variance exception checks the OrderLineItem.NumberAcceptedInvoiceable field. This
field is set during receiving, and updated when receipts are generated.

Exception Types for Partial Invoicing

When comparing invoice amounts for partial invoicing, a cumulative amount invoiced accumulator is used to
calculate invoice exceptions for partial invoicing.

In exceptions such as the reject amount variance, this accumulator is used to make sure that the percentage
variance does not become artificially high as the amount left to be invoiced decreases. For calculating such
exceptions, the cumulative amount invoiced is compared to the amount ordered. This comparison ensures that
the percentage tolerance remains constant, even as the amount left to be invoices decreases.

Unmatched Exceptions

Exceptions of type UnmatchedInvoice occur when the invoice reconciliation document cannot be matched to
the order or contract.

The FieldPathToValidate value is ignored during the validation, but is used for formatting the exception
description, for example:

Ariba Invoice is unable to match a purchase order to the invoice of amount {1}

Unmatched exceptions have a higher priority than other exception types. If an invoice reconciliation document has
an unmatched exception, no other exceptions are initially generated. Header exceptions and line item exceptions
are ranked separately—if an unmatched line item exception occurs, it does not prevent other header-level
exceptions from being generated.

PO Variance Exceptions

POAmountVariance Exception Type

Exceptions of type POAmountVariance occur when the POAmountInvoiced field on the invoice does not match
the Order.AmountOrderedInvoiceable field on the order. The POAmountInvoiced field includes regular line
invoiced amounts as well as charge amounts, if any, such as taxes, shipping, and handling.

If your site supports taxes, charges, and discounts on purchase orders, the
Order.AmountOrderedInvoiceable field includes any taxes, charges, and discounts applied on the purchase
order. In this case, the default configuration for the POAmountVariance exception is correct.

Invoicing Data Import and Administration Guide

About Invoice Exceptions and Reconciliation CUSTOMER 19
If your site does not support taxes, charges, and discounts on purchase orders, you can configure the
POAmountVariance exception type to compare the Order.AmountOrderedInvoiceable field on the purchase
order with the derived field POAmountInvoicedLessCharges on the invoice. The
POAmountInvoicedLessCharges field is calculated by excluding the charge amounts from the
POAmountInvoiced field.

For example:

Cp1252
"UniqueName","HeaderOnly","InvoiceCategory","LineCategory","LineType","FieldPathToVa
lidate",
"FieldPathTarget","FieldPathToValidateAgainst","FieldPathSourceOnDispute","NullAllow
ed",
"ToleranceOperation","AbsoluteTolerance","PercentageTolerance","AbsoluteRank","Relat
iveRank",
"AutoReject","QuantifiableOnly","SpendCategoryDriver","SpendCategory","IgnoreAutoAcc
ept"
"POAmountVariance",true,3,0,"","POAmountInvoicedLessCharges","TotalCost",
"Order.AmountOrderedInvoiceable","POAmountOrderedLessPreviouslyInvoiced",false,"or",
10,1.20,10,2,false,false,"","",false

POAmountInvoicedLessCharges is the amount that is already invoiced on the matched purchase order,
including the current invoice amount, but excluding any tax and shipping amounts.

Exceptions of type POPriceVariance are filtered by line category, and apply to standard line items only, not to
items assigned to line-type categories. When your Ariba application extracts line items to validate, it filters the set
of line items and checks only those that are of line category 1 (exception line items). This exception specifies that a
line item has an exception when the Description.Price field does not match the ExpectedPrice field within
the defined tolerances.

POCatalogPriceVariance Exception Type

Exceptions of type POCatalogPriceVariance are filtered both by line category and by line type. Your Ariba
application validates only line items that are procure line items and then filters again to select only line items that
are of line type _CatalogItem.

Purchase Order Tax and Charge Amount Variance Exception Types

If your site supports taxes, charges, and discounts on purchase orders, you can activate the
POTaxAmountVariance, POTaxLineAmountVariance, POChargeAmountVariance, and
POChargeLineAmountVariance invoice exception types to generate invoice exceptions when the tax or charge
amounts on the purchase order do not match the tax and charge amounts on the invoice. To resolve these
exceptions, you can only accept the invoice tax or charge amounts.

● POTaxAmountVariance: This exception is displayed if the total tax amount on the invoice and the total tax
amount on the purchase order vary by a value greater than the tolerance set.
● POTaxLineAmountVariance: This exception is displayed if the line-level tax amount on the invoice and the
line-level tax amount on the purchase order vary by a value greater than the tolerance set.
● POChargeAmountVariance: This exception is displayed if the total charge amount on the invoice and the
total charge amount on the purchase order vary by a value greater than the tolerance set.

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20 CUSTOMER About Invoice Exceptions and Reconciliation
 ● POChargeLineAmountVariance: This exception is displayed if the line-level charge amount on the invoice
and the line-level charge amount on the purchase order vary by a value greater than the tolerance set.

Invalid Requester Exception

If your site is enabled for Requester Defaulting, you can use the Invalid Requester invoice exception to autoreject
non-PO invoices submitted from Ariba Network.

Note
Autorejection does not apply to non-PO invoices submitted through an invoice conversion service. For
information about working with an invoice conversion service, see the Ariba Guide to Invoice Conversion.

In sites enabled after Release 10s2, Requester Defaulting is enabled by default. In sites enabled prior to Release
10s2, Requester Defaulting must be configured. Ask your Designated Support Contact to log a service request with
Ariba if you want to change the default behavior for your site.

In addition to allowing to autoreject non-PO invoices with invalid email addresses, the Requester Defaulting feature
defaults the requester (on behalf of) on an invoice to the requester of the order for manually entered PO-based
invoices or PO-based invoices submitted from Ariba Network and validates the requester on all invoices.

Use the Invalid Requester invoice exception to configure autorejection for non-PO supplier entered invoices that
have invalid Sold To addresses. If you want to disable autorejection, you must deactivate the invoice exception,
which allows members of the Invoice Agent group to correct any invalid email addresses.

About Invalid Requester invoice exception is activated

Non-PO invoices that have been entered manually by the supplier or submitted through EDI or cXML
(SubmissionMethod = Online or EDI or cXML and InvoiceOrigin = Supplier) are auto-rejected.

This also applies to non-PO invoices that reference invalid purchase order IDs or invalid contract IDs (Customer
Order # or Contract # field in the Create Invoice supplier user interface in Ariba Network).

Invoices are rejected with the following messages:

The email address (Sold To) <email address> on the invoice is invalid.

All other types of non-PO invoices with invalid or missing requester (Sold To) addresses including non-PO invoices
that have been submitted through an invoice conversion service (ICS invoices identified by SubmissionMethod =
PaperViaICS) generate a validation error and the Invoice Agent group is added to the approval flow to choose a
valid requester and process the invoice reconciliation. The requester is set to ‘aribasystem’.

About Invalid Requester invoice exception is deactivated

Regardless of the submission method or origin, the invoice is forwarded to an exception handler to resolve the
invalid requester validation error. The requester is set to ‘aribasystem’.

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 Note
The Invalid Requester invoice exception is only checked in sites where the requester defaulting feature is
enabled.

About Invoice Exception Type Overrides

The Invoice Exception Type Override feature allows you to define tolerances at the supplier level and the
commodity code level for each invoice exception type.

This allows for more efficient invoice reconciliation and exception handling, where, for example, a greater tolerance
is more suitable for some suppliers, while for others, a more narrow tolerance is desirable.

About Tolerance Calculations

Tolerance calculations are based on operations that define how the absolute and percentage tolerances are
evaluated to trigger exceptions.

The absolute tolerance setting is evaluated first. The absolute tolerance values can be either based on the invoice
amount or quantity only (invoice-based absolute tolerance) or based on the difference between the invoice and the
PO or contract amount or quantity (difference-based absolute tolerance).

Absolute Tolerance Threshold Tolerance Operator. Result

Exceeded And Exception is triggered

Exceeded Or Evaluate percentage tolerance:

● Percentage tolerance met --> No exception

● Percentage tolerance exceeded --> Exception
is triggered

Met (below threshold) And Evaluate percentage tolerance:

● Percentage tolerance met --> No exception

● Percentage tolerance exceeded --> Exception
is triggered

Met (below threshold) Or No exception

About Absolute Tolerance Threshold is Exceeded

Absolute tolerance threshold exceeded means the absolute tolerance threshold is not met.

If the tolerance operation is And, the percentage tolerance does not have to be evaluated, and an exception is
triggered by having exceeded the absolute tolerance value alone. If the tolerance operation is Or, the percentage
tolerance is evaluated to determine if the values on the invoice are within the percentage tolerance calculation (no
exception) or if the values on the invoice exceed the percentage tolerances (exception is triggered).

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About Absolute Tolerance Threshold is Met:

Absolute tolerance threshold met means that the values on the invoice (for invoice-based absolute tolerance
configuration) or the difference between the values on the invoice and PO or contract (for difference-based
absolute tolerance configuration) are below the threshold settings.

If the tolerance operation is Or, no further calculations are necessary and the invoice line or invoice is accepted. If
the tolerance operation is And, the percentage tolerance is evaluated. If the percentage tolerance is met, no
invoice exception is triggered. If the percentage tolerance is not met, an invoice exception is triggered.

If the absolute tolerance value is 0 (zero), the tolerance operation is always evaluated, and the percentage
tolerance setting determines exception handling.

If the percentage tolerance is 0, invoice amount or quantities are evaluated using the absolute tolerance values
alone.

Tolerance Threshold Examples

Tolerance threshold examples are based on this scenario: an absolute tolerance value of 50 is set on the PO Line
Amount Variance exception, and the tolerance is applied to the difference between the invoice and the PO. The
percentage tolerance value is 1.03 (3%).

Tolerance Threshold Example 1:

The PO line item amount is 1,000.00 and the invoice line item amount is 1,045.00. The tolerance operation is Or.

Result: The absolute tolerance (the difference between the PO line amount and invoice amount, 45, is less than the
tolerance threshold of 50) is met, and the tolerance operation is evaluated. The invoice line is accepted because
the tolerance operation is Or.

Tolerance Threshold Example 2:

The PO line item amount is 1,000.00 and the invoice line item amount is 1,045.00. The tolerance operation is And.

Result: The absolute tolerance (the difference between the PO line amount and invoice amount, 45, is less than the
tolerance threshold of 50) is met, and the tolerance operation is evaluated. The percentage tolerance is evaluated
because the tolerance operation is And. The percentage tolerance threshold (3% of PO line amount of 1,000.00 =
30) is not met. An invoice exception is triggered.

Tolerance Threshold Example 3:

The PO line item amount is 1,000.00 and the invoice line item amount is 1,055.00. The tolerance operation is Or.

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Result: In this case, regardless of the tolerance operation, an invoice exception is triggered because both, the
absolute (50) and percentage (3% of PO line amount of 1,000.00 = 30) tolerance thresholds are exceeded.

Tolerance Threshold Example 4:

The PO line amount is 5,000.00, invoice line amount is 5,065.00. Tolerance operation is Or.

Result: The absolute tolerance difference threshold (50) is exceeded, and the tolerance operation is evaluated.
The percentage tolerance (3% of 5,000.00 = 150.00) is met (i.e. the difference between the line item invoice
amount and PO line item amount is within the threshold set by the percentage tolerance setting). The invoice line
is accepted.

Tolerance Threshold Example 5:

The PO line amount is 5,000.00, invoice line amount is 5,065.00. Tolerance operation is And.

Result: The absolute tolerance difference threshold (50) is exceeded, and the tolerance operation is evaluated.
Since the tolerance operation is And, and the absolute tolerance is not met, an invoice exception is triggered.

About Absolute Variance Tolerances with Contract Limits

When defining a contract request, contract managers can set a percent tolerance value on the contract’s
maximum limit. That tolerance is checked during exception calculation to decide if an invoice triggers an exception
or not.

Suppose a contract of USD 10,000.00 has a percentage tolerance of 2%. If the invoice line amount is for USD
10,150.00, the invoice is accepted because the amount is within the allowable tolerance limit.

If the contract line item variance exception is configured for an absolute variance tolerance of 100, and the
contract tolerance limit is not a hard limit, then only invoice line item amount values greater than 10,300 will
trigger an exception. In effect, the allowable tolerance values of the contract and the invoice exception are
combined to determine the maximum allowable amount that does not trigger an exception.

If the contract limit is defined as a hard limit, the variance tolerance defined for the exception is disregarded. In this
example, any invoice amount over USD 10,200.00 will lead to an automatic rejection of the invoice.

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24 CUSTOMER About Invoice Exceptions and Reconciliation
About Validation Behavior
The behavior of validation depends on the values in Field Path to Validate, Field Patch to Validate Against, and
Tolerance Operation (columns FieldPathToValidate, FieldPathToValidateAgainst, and
ToleranceOperation in InvoiceExceptionTypeValidation.csv).

The process is as follows:

● If you specify Field Path To Validate, but not Field PathTo Validate Against or Tolerance Operation, the validity
check tests only the specified Field Path to Validate to see if it is null.
● If you specify Field Path To Validate and Field Path To Validate Against, but not ToleranceOperation, the
validity check tests to see if the two fields are equal.
● If you specify Tolerance Operation of or or and, the validity check tests the absolute tolerance first and then
the percentage tolerance (if necessary).
● If you specify Tolerance Operation of any, the validity check tests for the existence of a field.
● If you specify Tolerance Operation of boolean, the validity check tests for the Boolean value of the field Field
Path To Validate Against, which can be set to any Boolean field. If the boolean is set to True, no exception will
be generated.
● If you specify Tolerance Operation of boolean, the validity check skips NullAllowed.

About Invoice Exception Ranking

The reconciliation engine uses the Absolute Rank and Relative Rank values to determine the order for checking
exceptions.

The process is as follows:

● First, the reconciliation engine generates exceptions for the header. A higher-ranked header exception
prevents any lower-ranked header exceptions from being generated.
● Next, the reconciliation engine executes the same logic for lines. It uses any previously generated header
exceptions in the comparison. A higher-ranked header exception can supersede all line-level exceptions.

If an invoice has multiple exceptions with the same absolute rank, the relative rank value determines the relative
precedence of those exceptions.

The reconciliation engine does not re-check lower-ranked exceptions when higher-ranked exceptions are
reconciled. The ranking is used only as a filtering mechanism during the exception generation phase.

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About Exception Type Override Ranking

If an invoice exception has multiple overrides defined for them, and both overrides apply to the invoice line, it uses
the override rank to determine which override takes precedence.

For example, suppose the invoice exception PO Quantity Variance has both a commodity code override and a
supplier override applied to it:

Exception Type Override Type Field Value % Tolerance Override Rank

PO Qty Variance Supplier JCN 10% 10

PO Qty Variance Commodity Code Electronic 8% 20

In this example, because the rank of the Supplier override is higher than the commodity code override, the PO
Quantity Variance for the Supplier takes precedence.

About Standard Line Categories

The Line Category field (LineCategory column in InvoiceExceptionTypeValidation.csv) specifies a line

category of the line item. Line categories separate procurement line items from the various additional categories,
such as tax, shipping, and discount. This field is used to filter line items to validate.

The following table describes the default line categories.

Category Number Category Name Description

1 Line Item For all line items, including non-catalog, catalog, and PunchOut

2 Tax For all tax lines

4 Shipping Charge For all charge lines with the out-of-the-box shipping charge type

8 Special Handling Charge For all charge lines with the out-of-the-box special handling charge type

16 Charge For all charge lines with customer-defined charge types

32 Discount For all discount lines. Discount lines have a negative amount.

64 Withholding Tax For withholding tax lines. These lines have a negative amount.

Procurement Line Types

The Line Type value (LineType column in InvoiceExceptionTypeValidation.csv) specifies the unique
internal identifier of a procurement line type. This field is used to restrict validation to line items of a certain type.

The following table describes the internal identifiers and user-visible descriptions of the default procurement line
types.

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 Internal ID User-Visible Description

_CatalogItem Catalog Item

_NonCatalogItem Non-Catalog Item

_PunchOutItem PunchOut Item

_ContractExpenseItem Contract Expenses Item

Discount Discount

_FeeItem Fee (Fixed/Recurring) Item

GSTTax Goods and Services Tax

HSTTax Harmonized Sales Tax

_MiscExpenseItem Miscellaneous Expenses Item

PSTTax Provincial Sales Tax

QSTTax Quebec Sales Tax

SUTTax (PeopleSoft only) Sales/Use Tax

SalesTax (SAP and Generic only) Sales Tax

UseTax (SAP and Generic only) Use Tax

_SLAItem Service Level Agreement Item

FreightCharge Shipping

HandlingCharge Special Handling

VATTax Value Added Tax

WHTTax Withholding Tax

Note
The leading underscore character (_) in an internal identifier for a procurement line type indicates that the
procurement line type is required.

Maintaining Invoice Exception Types in Ariba

Administrator
Members of the Invoice Administrator, Payment Administrator, Invoice Manager, Payment Manager, Procurement
Manager, and Customer Administrator groups can manage invoice exception types using the Invoice Exception
Types task in the Invoicing Manager workspace (Ariba Invoice Professional) or the Procure-to-Pay Manager
workspace (Ariba Procure-to-Pay) in Ariba Administrator.

If you need to add or modify multiple invoice exception types, Ariba recommends you define your data in CSV files
and run the Import Invoice Exception Types and Import Invoice Exception Type Validation Data data import tasks.

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Related Information

About Data Import Tasks for Invoice Exception Types [page 35]

Adding or Modifying Invoice Exception Types

You can create a new invoice exception type or modify an existing invoice exception type.

Prerequisites

You must be a member of the Invoice Administrator, Payment Administrator, Invoice Manager, Payment Manager,
Procurement Manager, and Customer Administrator groups to add or modify exception types.

Procedure

1. Choose Ariba Procure-to-Pay Manager Invoice Exception Types (Ariba Procure-to-Pay) or

Payment Manager Invoice Exception Types (Ariba Invoice Professional) and click Create New to
create a new invoice exception type, or select the invoice exception type you want to modify and click Edit.
2. Enter or modify information on the Create Invoice Exception Types or Edit Invoice Exception Type page. The
following table describes the fields on these pages.

Note
Certain fields, such as Field Path To Validate, specify field names. You will need to work with your Ariba
Customer Support representative when specifying field names.

Field Description

Partition This information is for Ariba internal use.

Adapter Source The adapter source, which can be one of the following values:
○ AribaManaged—The object is not maintained in an external system. Objects with
this data source are maintained in Ariba Administrator.
○ External—The object and all its data fields are maintained in an external system,
such as an ERP system or a set of CSV files. Objects with this adapter source can be
overwritten or deleted when data is imported from the external system.
○ ManuallyMaintained—The source of the object is an external system, but the object
cannot be overwritten or deleted when data is imported from the external system.
You cannot modify this field in edit mode.

Unique Name The unique internal identifier for the invoice exception type. You cannot modify this field
in edit mode.

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 Field Description

Name The display name for the invoice exception type.

Description The user-visible description for the invoice exception type. The string can take parame­
ters, indicated as {0} and {1}, where:
○ {0} is the field designated in the Field Path To Validate Against field.
○ {1} is the field designated in the Field Path To Validate field.

Group The Group field specifies the unique identifier of a group. Members of this group are au­
thorized to reconcile exceptions of the invoice exception type.

Depending on the group assigned to reconcile an invoice exception and the users’ group
memberships, users may be required to correct validation errors before they can submit
the IR. For example, users of the Invoice Agent group have full editing access and are
therefore required to correct all validation errors. Users of the Invoice Exception Pro­
cessor group have no editing access to the IR and can only reconcile exceptions (and vali­
dation errors will need to be corrected by subsequent approvers or other exception han­
dlers with editing capabilities). Create custom invoice exception groups, for example
combining the Invoice Exception Processor, Invoice Header Editor, and Invoice Rejection
Specialist group, if you want to give exception handlers limited editing capabilities while
ensuring an efficient invoice exception handling workflow.

You can also associate an exception type with an approval queue by creating an approval
queue for the group specified in the Group field. When an approval queue exists for a
group, the invoice exception appears as an item in the approval queue instead of on the
To Do page of the users who belong to the group.

For information on configuring approval queues, see the Ariba Common Data Import and
Administration Guide.

Requester Allowed A Boolean value that determines if the requester is granted temporary permission to re­
solve this exception type. In the default implementation, the following invoice exceptions
have the Requester Allowed flag set to Yes:
○ Contract Received Line Amount Variance
○ Contract Milestone Amount Variance
○ Contract Received Quantity Variance
○ PO Received Line Amount Variance
○ PO Received Quantity Variance
○ Item Unmatched.
If during reconciliation any of these invoice exceptions are found, the requester is
added as a watcher to the approval flow. They can then reconcile the exception that
they have been granted permission to resolve.
How the requester on the order is determined depends on your site’s configuration
and integration with your ERP:
○ On orders created in the Ariba procurement solution, the requester is the requester
on the original requisition.
○ On copy orders imported from an ERP system, the requester on the last order line is
used to determine the requester on the order.

Header Only A Boolean value that specifies whether the validation considers only header-level fields. If
set to No, the validation iterates through the line items on the invoice. Header-only ex­
ceptions are not generated for summary invoices.

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 Field Description

Invoice Category The invoice category to which the exception type applies. A value of Applies to all
documents means the exception type applies to all categories of invoices. Any other
value means the exception type applies only to invoices of the specified category.

Line Category The line category used to filter line items to validate. A value of Applies to all line types
means no filtering is performed. Any other value means that the validation applies only to
lines of the specified line category. This value is not relevant for header-level exceptions.

Line Type The procurement line type used to restrict validation to line items of a certain type. To
validate all line types, leave the field blank.

Field Path To Validate The invoice field being validated. If the Header Only field is set to Yes, the field path
starts from the invoice reconciliation object. Otherwise, the field path starts from the in­
voice reconciliation line item.

If you are defining a custom exception type, the value of the Field Path To Validate field
must name an extrinsic, which you compute and maintain. Do not specify an internal
field. Using internal fields can change the value of those fields, disrupting the logic of the
application and causing errors.

Field Path Target The invoice field to be set when the invoice reconciliation is accepted or disputed. This
field is particularly useful when Field Path To Validate is a derived field and cannot be
used as the target field. If Field Path Target is null, Field Path To Validate is used as the
default target.

Field Path To Validate The invoice field to be used for comparison. This path often names a field on the pur­
Against chase order, accessible from the invoice reconciliation document.

Field Path Source On Dispute The path of the field on the invoice reconciliation document or invoice reconciliation
document line item that is used to select the value to test on the target field when the
invoice exception is disputed.

Null Allowed A Boolean value that indicates whether a null is allowed in the Field To Validate Against
field. This field is useful for comparing limits associated with contracts.

Tolerance Operation A value that specifies how the tolerance is chosen. If the tolerance operation is not speci­
fied, the tolerance is not checked and only an exact match is valid.

Absolute Tolerance A floating-point number that defines an absolute acceptable amount.

Absolute Tolerance is typically combined with a Percentage Tolerance, using the OR

operator. For example, if you specify $5 OR 1.05%, items with tax under $5 are ignored,
and items with tax over $5 are checked to make sure the amount is within the designated
percentage.

Apply Absolute Tolerance to If set to Yes, applies the value in Absolute Tolerance to the difference between the in­
Difference voice (Field Path to Validate) and the purchase order or contract amount or quantify
(Field Path to Validate Against) (difference-based absolute tolerance).

If set to No, the value in Absolute Tolerance is applied to the invoice amount or quantity
(Field Path to Validate) only (invoice-based absolute tolerance).

Percentage Tolerance A floating-point number that defines the percentage of the field validated against. If the
value in Percentage Tolerance is 0, only the value in Absolute Tolerance is applied.

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 Field Description

Absolute Rank An integer that is used to determine the order for checking exceptions when multiple ex­
ceptions exist on the invoice. Exceptions with lesser values have higher rank and are
given precedence.

For example, the reconciliation engine checks exceptions of rank 1 first. If the reconcilia­
tion engine generates a higher-rank exception due to a discrepancy, it does not check the
lower-rank exceptions. Only the higher-rank exception is presented to the user. The
header exceptions and line exceptions are ranked separately.

Relative Rank An integer that describes how to rank two exceptions with the same absolute rank on the
same field. If an invoice has multiple exceptions with the same absolute rank, the
Relative Rank field determines the relative precedence of those exceptions and the rank
with the lowest precedence is ignored.

Auto Reject A Boolean value that indicates whether failure of the validation causes the automatic rec­
onciliation engine to reject the invoice reconciliation document. A value of Yes means an
exception of this type causes the invoice to be auto-rejected.

Ignore Auto Accept A Boolean value that indicates whether the exception type disables auto-accept. If this
field is set to Yes, auto-accept is disabled when exceptions of this type are present. If this
field is No, exceptions of this type have no effect on auto-accept.

3. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.

Related Information

About Standard Line Categories [page 26]

Procurement Line Types [page 26]
About Validation Behavior [page 25]
About Tolerance Calculations [page 22]
About Invoice Exception Ranking [page 25]

About Configuring Invoice Exception Type Overrides

Configuring invoice exception type overrides is a two step process: creating the override, and applying it.

1. Create available exception type overrides by suppliers, commodity code, purchasing unit, or currency. You can
create these overrides on the Invoice Exception Types page for any invoice exception type.
2. Apply the override to the invoice exception type and specify the absolute and percentage tolerances, and
whether to automatically reject invoices that trigger exceptions.

Note
You cannot create invoice exception type overrides for boolean (yes/no) or field type (Supplier, Commodity)
checks on PO Payment Terms mismatched exceptions.

Invoice exception overrides by currency are applied in one of two ways, depending on site configuration:

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● In sites that apply exception type absolute tolerance values in the site's default currency (the default
behavior), if the site's default currency is USD, an absolute tolerance value of $10 is applied to all invoices, and
is converted into the invoice currency for invoices that use non-USD currencies. An invoice manager can
create an exception override for JPY of 10; that amount is converted from dollars to yen and then applied to
invoices in JPY. In this case, the absolute tolerance amount for the currency override fluctuates with the
exchange rate, and if there is a significant change to the exchange rate between when the purchase order is
created and invoiced, the invoice reconciliation might generate unintended variance exceptions that must be
manually reconciled. It also might not reflect purchasing power or other local conditions for the specific
currency.
● In sites that are configured to apply absolute tolerance amounts in the invoice currency rather than the site
default currency (the recommended configuration), invoice managers can set an exception type absolute
tolerance of 10, which is applied as $10 on a USD invoice and ¥10 on a JPY invoice. The invoice manager can
then set an exception type override with an absolute tolerance of 110 for JPY. In this case, the absolute
tolerance amount for the currency override is fixed and is applied consistently as ¥110. It can be adjusted up or
down to reflect purchasing power or other local conditions for the specific currency, rather than being tied to
the site's default currency and the current exchange rate.

Creating an Exception Type Override

To configure an exception type override, first you create the override. Creating an override only defines the
overrride. It does not apply it.

Context

The numerical ranking of exception type overrides determines which override takes precedence when an
exception type has multiple overrides defined for it. Lower numbers denote a higher priority; higher numbers
denote a lower priority.

Procedure

1. On the Invoice Exception Types page, either click List All to show all invoice exceptions, or use the search
filters to search for an exception.
2. Choose any invoice exception type and select Edit from the Actions button on the right to display the details
page for the exception type.
3. On the exception type details page, click the Override tab to display the Overrides page.
4. In the Available Overrides section, click Create New.
5. Enter a unique name for the override, then choose the override type from the dropdown menu. Depending on
your choice, you are prompted to make further selections:

○ Supplier: choose a supplier from the list. You can also specify more than one supplier for the override.
○ Commodity Code: choose a code from the list of available codes on the dropdown menu. You can also
specify more than one commodity code for the override.

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 ○ Currency: choose a currency from the dropdown menu, or choose Search for more to choose multiple
currencies.
○ Purchasing Unit: click select, then choose one or more purchasing units.
6. Enter a numerical ranking for the override.
7. Click OK to save your changes and return to the Overrides page.

Related Information

About Exception Type Override Ranking [page 26]

Applying an Override to an Invoice Exception Type

You can apply an existing override to an invoice exception type.

Prerequisites

An exception override must exist before you can apply it.

Procedure

1. On the Invoice Exceptions Type page, use List All to show all invoice exceptions types, or use the search filter
to find the invoice exception type you want to apply an override for. Select Edit from the Actions button.
2. Click the Overrides tab.
3. Click Create New in the Applied Overrides section.
4. Select one of the available overrides from the pull-down menu.
5. Assign the user group responsible to resolve any invoice exceptions for this override (for example, Invoice
Agent).
6. Specify the percentage tolerance and absolute tolerance values.
7. Specify whether or not to auto-reject the invoice when this invoice exception occurs for the supplier or
commodity code on the invoice.
8. Click Save.

Related Information

Creating an Exception Type Override [page 32]

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Viewing Invoice Exception Types
You can see a list of your existing invoice exception types and view their details.

Procedure

1. Choose Ariba Procure-to-Pay Manager Invoice Exception Types (Ariba Procure-to-Pay) or

Payment Manager Invoice Exception Types (Ariba Invoice Professional) and click List All to display all
invoice exception types, or enter search criteria and then click Search or press the Enter key.

The following table describes the columns on the Invoice Exception Types page:

Column Description

Name The display name for the invoice exception type.

Description The user-visible description for the invoice exception type.

Header Only When checked, this column indicates that the validation considers only header-level fields.
When unchecked, this column indicates that the validation iterates through the line items on the
invoice.

Invoice Category The invoice category to which the exception type applies.

Partition This information is for Ariba internal use.

2. To view the details for an exception type, click its name in the Name column.
3. Click Done to return to the previous page.

Deleting Invoice Exception Types

When you no longer need require an invoice exception type, you can delete it.

Prerequisites

Before deleting any invoice exception types, Ariba recommends you export your invoice exception type data to
CSV files by running the Export Invoice Exception Types and Export Invoice Exception Type Validation Data data
export tasks.

Procedure

1. Choose Ariba Procure-to-Pay Manager Invoice Exception Types (Ariba Procure-to-Pay) or

Payment Manager Invoice Exception Types (Ariba Invoice Professional).

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34 CUSTOMER About Invoice Exceptions and Reconciliation
 2. Select the invoice exception type.
3. Click Delete.
4. Click OK to delete the invoice exception type, or Cancel to return to the previous page without deleting the
invoice exception type.

About Data Import Tasks for Invoice Exception

Types
Data import tasks define invoice exception types and specify whether the data is required. Data import tasks are
recommended if you are creating multiple exception types at the same time.

The following table lists data import task in the recommended order of use.

Data Import Task CSV Files Imported Required

About Import Invoice Exception Types [page 35] InvoiceExceptionType.csv No

About Import Invoice Exception Type Validation Data InvoiceExceptionTypeValidation.csv No

[page 36]

About Import Invoice Exception Overrides by Common InvoiceExceptionTypeCCCOverride.cs No

Commodity Code [page 38] v

About Import Invoice Exception Overrides by Supplier InvoiceExceptionTypeSupplierOverri No

[page 38] de.csv

About Import Invoice Exception Overrides [page 38] InvoiceExceptionTypeOverrideDriver No

.csv

About Import Invoice Exception Type Override Validation InvoiceExceptionTypeOverrideValida No

Data [page 39] tion.csv

You manually enter data in these CSV files.

About Import Invoice Exception Types

You can use the Import Invoice Exception Types data import task to define your own set of invoice
exception types. This task reads data from the CSV file named InvoiceExceptionType.csv.

Following is an example of InvoiceExceptionType.csv:

UTF8
UniqueName,Name,Description,Group,RequesterAllowed
UnmatchedInvoice,Invoice Unmatched,Ariba Invoice is unable to match a purchase
order to the invoice of amount {1}.,Invoice Manager

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About Translations for Invoice Exception Types
You can use the Import Invoice Exception Type Translations data import task to load translations for
invoice exception type names and descriptions.

For example:

UTF8
UniqueName,Name,Description,Language
UnmatchedInvoice,Invoice Not Matched,Ariba Invoice is unable to match a purchase
order to the invoice of amount {1}.,English
UnmatchedInvoice,Rechnungsabstimmung nicht moeglich,Ariba Invoice kann keine
Bestellung mit der Rechnungssumme {1} abstimmen.,English

About Import Invoice Exception Type Validation Data

Use the Import Invoice Exception Type Validation Data data import task to define your own invoice
exception type validation data. This data defines exactly which fields to compare and what tolerances to allow for
each type of invoice exception.

You can configure behavior such as:

● Which fields to compare when determining if an exception exists. For example, you can specify that an amount
variance exception occurs when the field TotalInvoiced on the invoice does not match the field
Order.AmountOrderedLessInvoiced on a purchase order.
● Whether the exception applies to the header or to line items, and whether it applies to all line items or only line
items of a certain line item type or category.
● Whether the exception is filtered by document type, so that it applies only to purchase orders, or to contracts
without release orders, or whether no filtering applies.
● Whether the exception includes a tolerance buffer. You can define tolerances either as absolute amounts, or
percentage amounts, or both. You can combine tolerance values with the operators AND, OR and ANY.
● Whether an exception type is related to other exception types, and which takes precedence when the same
exception can potentially be described in several ways. For example, if an invoice has unmatched item
exceptions, it probably also has quantity exceptions, amount exceptions, and price exceptions. Displaying the
unmatched item exception first makes sense, because resolving the first exception might resolve the other
exceptions as well.
● Whether an exception triggers an automatic rejection during the automatic reconciliation phase.

The Import Invoice Exception Type Validation Data data import task reads data from the CSV file
named InvoiceExceptionTypeValidation.csv.

Following is an example of InvoiceExceptionTypeValidation.csv:

UTF8
UniqueName,HeaderOnly,InvoiceCategory,LineCategory,LineType,FieldPathToValidate,Fiel
dPathTarget,
FieldPathToValidateAgainst,FieldPathSourceOnDispute,NullAllowed,ToleranceOperation,
AbsoluteTolerance,PercentageTolerance,AbsoluteRank,RelativeRank,AutoReject,Quantifia
bleOnly,
SpendCategoryDriver,SpendCategory,IgnoreAutoAccept,ApplyAbsoluteToleranceToDifferenc
e
UnmatchedInvoice,TRUE,0,0,TotalCost,IsMatched,IsMatched,FALSE,boolean,
0,0,1,1,FALSE,FALSE,,,FALSE

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36 CUSTOMER About Invoice Exceptions and Reconciliation
 Note
The following fields in the Ariba-defined exception types are not editable: FieldPathToValidate,
FieldPathToValidateAgainst, FieldPathSourceOnDispute, and FieldPathTarget. The fields in
custom invoice exception types remain editable.

About Percentage Tolerance Behavior

The PercentageTolerance column specifies a percentage of the field path to validate against
(FieldPathToValidateAgainst column).

Following is an example of InvoiceExceptionTypeValidation.csv for the POLineReceivedAmountVariance

invoice exception with a 10% percentage tolerance setting.

"UniqueName","HeaderOnly","InvoiceCategory","LineCategory","LineType","FieldPathToVa
lidate",
"FieldPathTarget","FieldPathToValidateAgainst","FieldPathSourceOnDispute","NullAllow
ed",
"ToleranceOperation","AbsoluteTolerance","PercentageTolerance","AbsoluteRank","Relat
iveRank",
"AutoReject","QuantifiableOnly","SpendCategoryDriver","SpendCategory","IgnoreAutoAcc
ept",
”ApplyAbsoluteToleranceToDifference”
"POLineReceivedAmountVariance",false,3,1,"","OrderLineItem.AmountInvoiced","Amount",
"OrderLineItem.AmountAcceptedInvoiceable","RLIAmountAcceptedLessPreviouslyInvoiced",
true,
"or",1,1.1,4,3,false,false,"","",false

In this exception:

● FieldPathToValidate is set to OrderLineItem.AmountInvoiced (the invoiced amount)

● FieldPathToValidateAgainst is set to OrderLineItem.AmountAcceptedInvoicable (the accepted
amount)
● PercentageTolerance is set to 1.1 (110 percent)

Suppose the accepted amount is 116,169.90 and the invoiced amount is 124,690.20. In this case, multiplying the
accepted amount by 110 percent results in 127,786.89:

116,169.90 * 1.1 = 127,786.89

Because 124,690.20 (the invoiced amount) is less than 127,786.89 (the accepted amount multiplied by 110
percent), the exception is not generated. In other words, the POLineReceiveAmountVariance exception is
generated only if the invoiced amount is more than 10 percent larger than the accepted amount.

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About Invoice Exceptions and Reconciliation CUSTOMER 37
About Import Invoice Exception Overrides by Common
Commodity Code

Use the Import Invoice Exception Overrides by Common Commodity Code data import task to define
your own set of invoice exception overrides by commodity codes. This task reads data from the CSV file named
InvoiceExceptionTypeCCCOverride.csv.

Following is an example of InvoiceExceptionTypeCCCOverride.csv:

UTF8
Rank,CommodityCodeDomain,DriverName,CommodityCodeId
3,unspsc,OverrideforComputers,4321

About Import Invoice Exception Overrides by Supplier

Use the Import Invoice Exception Overrides by Suppliers data import task to define your own set of
invoice exception overrides by suppliers. This task reads data from the CSV file named
InvoiceExceptionTypeSupplierOverride.csv.

Following is an example of InvoiceExceptionTypeSupplierOverride.csv:

UTF8
Rank,SupplierUniqueName,DriverName
3,11,OverrideforJCN

About Import Invoice Exception Overrides

Use the Import Invoice Exception Overrides data import task to define your own set of invoice exception
overrides by purchasing unit and currency. This task reads data from the CSV file named
InvoiceExceptionTypeOverrideDriver.csv.

This file contains the following fields:

DriverName A name for either the purchasing unit or currency override; for
example, PUOverride.

FieldPath PurchasingUnit for a purchasing unit-level override or

Currency for a currency-level override.

Rank The numerical rank for the override, which determines which
override takes precedence when an exception has multiple
overrides defined for it. Lower numbers denote a higher prior­
ity; higher numbers denote a lower priority.

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38 CUSTOMER About Invoice Exceptions and Reconciliation
 Key The unique name for the procurement unit or currency as de­
fined in your site.

For purchasing units, as for commodities, if you define an invoice exception override for a purchasing unit in one
part of a hierarchy, the override applies for all purchasing units underneath it in the hierarchy. For example, an
override for a purchasing unit for the entire United States applies to any state-specific purchasing units
underneath it in the hierarchy.

Following is an example of InvoiceExceptionTypeOverrideDriver.csv:

UTF-8
DriverName,FieldPath,Rank,Key
CurrencyOverride,Currency,10,BHD
PUOverride,PurchasingUnit,20,US100

About Import Invoice Exception Type Override Validation

Data

Use the Import Invoice Exception Type Override Validation Data data import task to define the
specific tolerance override values to apply to an invoice exception for specific suppliers or specific commodity
codes. For each invoice exception, you can override the following values:

● Auto-acceptance and auto-rejection of invoices if an exception is found based on this override

● Percentage and absolute tolerance value overrides
● The relative rank of the override, which is used to determine the override to apply if multiple overrides are
defined for an invoice exception
● The group that is added to resolve invoice exceptions that result from applying the override. For example, this
allows the invoice administrators to add specific groups to the approval flow that are responsible to resolve
invoice exceptions with specific suppliers or for certain commodities.

This task reads data from the CSV file named InvoiceExceptionTypeOverrideValidation.csv. The
following shows an example of this file:

UTF-8
UniqueName,IgnoreAutoAccept,PercentageTolerance,DriverName,RelativeRank,AutoReject,G
roup,AbsoluteRank,AbsoluteTolerance
POPriceVariance,No,3,OverrideforJCN,1,No,Invoice Agent,3,1
POPriceVariance,No,2,OverrideforComputer,1,No,Invoice Agent,3,1

Related Information

Adding or Modifying Invoice Exception Types [page 28]

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About Invoice Exceptions and Reconciliation CUSTOMER 39
About Forcing Reconciliation
In some cases you may need to force an invoice to be reconciled.

Invoices originating from Ariba Procurement and Invoicing Solutions are routed to your supplier, but by default
they are not tracked on Ariba Network. Your Ariba Network account might be configured to store a copy of the
invoice originating from Ariba Procurement and Invoicing Solutions and route it to your supplier. The supplier can
then view the status of their invoices and monitor their progress through your invoice reconciliation process.

If the system fails to route the invoice copy, the invoice could stall and remain in the CCInvoicetoAN status. In that
case, a Force Reconcile button is displayed when you view the details of an invoice. Click Force Reconcile to
manually change the status from CCInvoicetoAN to Reconciling.

Note
● To force reconciliation for an invoice document, you must belong to either the Invoice Administrator group
or the Customer Administrator group.
● When you use Force Reconcile to change the status of an invoice to Reconciling, the status of all related
invoices also changes to Reconciling.

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40 CUSTOMER About Invoice Exceptions and Reconciliation
Managing Payment Methods

A payment method defines how a buying organization makes a payment to a supplier. Typical payment methods
include check, Automatic Clearing House (ACH) electronic transfer, wire transfer, and credit card (purchasing
card).

When a payment request is created, the Ariba system sets a default payment method. Users viewing payments
can see and possibly modify the payment method from the user interface.

You define payment methods for:

● Ariba Procure-to-Pay
● Ariba Invoice Professional

About Payment Methods and Remittance Locations [page 41]

About Payment Methods in the User Interface [page 42]

About Maintaining Payment Methods in Ariba Administrator [page 42]

About Importing Payment Methods [page 44]

About Payment Methods and Remittance Locations

When sending a payment to a given supplier location, the Ariba system sends to the remittance location
associated with that supplier location. Each supplier location must have its own remittance location, and each
remittance location is associated with a payment method.

Additional References

Ariba Common Data Import and Administration Guide

Related Information

Introduction to Remittance Information [page 104]

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Managing Payment Methods CUSTOMER 41
About Payment Methods in the User Interface
Users can see payment methods by choosing a payment on the Payments page. Information displayed includes
payment methods, terms, approval amount, due date, pay date, adjustment, amount to pay, originating bank, and
receiving bank, among other fields.

Additional References

Ariba Invoice Professional Invoicing User Guide

About Maintaining Payment Methods in Ariba

Administrator
Members of the Customer Administrator and Payment Administrator groups can manage payment methods by
using the Procure-to-Pay Manager workspace (Ariba Procure-to-Pay) or the Payment Manager workspace (Ariba
Invoice Professional) in Ariba Administrator.

You can view, add, modify, delete, and import payment methods.

Viewing Payment Methods

You can review existing payment methods.

Procedure

Choose Ariba Procure-to-Pay Manager Payment Methods (Ariba Procure-to-Pay) or Payment

Manager Payment Methods (Ariba Invoice Professional) and click List All to display all payment methods, or
enter search criteria and then click Search or press the Enter key.

The following table describes the columns on the Payment Methods page:

Column Description

ID The unique internal identifier of the payment method.

Description The user-visible description of the payment method.

Electronic Payment Indicates whether this is an electronic payment method.

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42 CUSTOMER Managing Payment Methods
 Column Description

Preferred Indicates whether this is the preferred payment method.

Clearance The number of days after which a payment made with this payment method is considered
cleared.

Payment Method Type The Ariba Network canonical payment method that corresponds to the payment method. You
choose a value from the list, which includes ach, creditCard, wire, check, and other.
These method types are mandated by the cXML protocol.

Adding or Modifying Payment Methods

You can create new payment methods and modify existing payment methods.

Procedure

1. Choose Ariba Procure-to-Pay Manager Payment Methods (Ariba Procure-to-Pay) or Payment

Manager Payment Methods (Ariba Invoice Professional) and click Create New to create a new payment
method, or select the payment method you want to modify and click Edit.
2. Enter or modify information about the payment method on the Add Payment Method or Edit Payment
Method page. The following table describes the fields on those pages:

Field Description

Payment Method Name The unique internal identifier of the payment method. You cannot modify this field in edit
mode.

Name The user-visible name of the payment method.

Description The user-visible description of the payment method.

Preference Rank The numeric rank of the payment method, which is used to select a preferred payment
method when several are available. Lower numbers have higher precedence.

Clearance The number of days after which a payment made with this payment method is considered
cleared.

Electronic Payment Whether this is an electronic payment method.

Preferred Indicates whether this is the preferred payment method to be used if a payment method can­
not be determined from the remittance location. You can only set a preferred payment
method on the Payment Methods administration interface.

Payment Method Type The Ariba Network canonical payment method that corresponds to the payment method.
Choose other for third-party financing payment methods.

3. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.

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Deleting Payment Methods
When a payment method is no longer valid, for example, because a credit card has expired, you can delete it.

Prerequisites

Before deleting any payment methods, Ariba recommends you export your payment method data to a CSV file by
running the Export Payment Method Types data export task.

Procedure

1. Choose Ariba Procure-to-Pay Manager Payment Methods (Ariba Procure-to-Pay) or Payment

Manager Payment Methods (Ariba Invoice Professional), select the payment method, and then click
Delete.
2. Click OK to delete the payment method, or Cancel to return to the previous page without deleting the payment
method.

About Importing Payment Methods

The Import Payment Method Types data import task defines payment methods. This data import task is
required for SAP and Generic. It is optional for PeopleSoft.

The Import Payment Method types data import task reads data from the CSV file named
PaymentMethodType.csv. You manually enter data in this CSV file for PeopleSoft and Generic. For SAP, this file
can be manually maintained, or you can retrieve the data from your SAP system.

Note
If you want to configure a default (preferred) payment method, you must edit the payment method you want to
configure as the default payment method on the Payment Methods administration workspace.

PaymentMethodType.csv: PeopleSoft Example

PaymentMethodType.csv contains the following columns: UniqueName, Name, Description, Rank,
Electronic, ClearancePeriod, CanonicalName.

Following is an example of PaymentMethodType.csv for PeopleSoft:

UTF8

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44 CUSTOMER Managing Payment Methods
 UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName
ach,ACH,Payment via Automated Clearing House,1,true,3,ach
CC,Credit Card,Payment via Credit Card,4,true,5,creditCard
CHK,Check,Payment via check,2,false,15,check
DD,Direct debit,Payment via direct debit,4,true,5,debitCard
DR,Draft,Payment via draft,2,false,15,draft
EFT,EFT,Payment via Electronic Funds Transfer,3,true,3,wire
orbian,Orbian Financing,Payment via Orbian 3rd Party Financing,7,true,3,other
zorbian,3rd Party Financing via Zorbian,Payment via Zorbian 3rd Party Financing,
8,true,3,other

PaymentMethodType.csv: SAP Example

PaymentMethodType.csv contains the following columns: UniqueName, Name, Description, Rank,
Electronic, ClearancePeriod, CanonicalName.

Following is an example of PaymentMethodType.csv for SAP:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName
A,ACH,Payment via Automated Clearing House,2,TRUE,3,ach
C,Check,Payment through check,1,FALSE,15,check
S,Single Check,Payment through check,3,FALSE,15,check
T,Bank Transfer,Payment via Bank Transfer,4,TRUE,3,wire
U,International Bank Transfer,Payment via International Bank Transfer,5,TRUE,3,wire
wire,Fed WIRE,Payment via WIRE,6,TRUE,3,wire
Orbian,Orbian Financing,Payment via Orbian 3rd Party Financing,7,TRUE,3,other
Zorbian,3rd Party Financing via Zorbian,Payment via Zorbian 3rd Party Financing,
8,TRUE,3,other

PaymentMethodType.csv: Generic Example

PaymentMethodType.csv contains the following columns: UniqueName, Name, Description, Rank,
Electronic, ClearancePeriod, CanonicalName.

Following is an example of PaymentMethodType.csv for Generic:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName
ach,ACH,Payment via Automated Clearing House,1,true,3,ach
check,Check,ERP payment through check,2,false,15,check
wire,WIRE,Payment via WIRE,3,true,3,wire
creditCard,Credit Card,Payment via Credit Card,4,true,5,creditCard

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Managing Payment Methods CUSTOMER 45
About Translations for Payment Methods

You can use the Import Payment Method Type Translations data import task to import translations for
payment method names and descriptions.

Payment Method Translations: PeopleSoft Example

The CSV file contains the following columns: UniqueName, Name, Description, Rank, Electronic,
ClearancePeriod, CanonicalName, Language.

For example:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName,Language
ach,ACH,Payment via Automated Clearing House,1,true,3,ach,English
ach,ACH,Bezahlung durch ACH,1,true,3,ach,German

Payment Method Translations: SAP Example

The CSV contains the following columns: UniqueName, Name, Description, Rank, Electronic,
ClearancePeriod, CanonicalName, Language.

For example:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName,Language
A,ACH,Payment via Automated Clearing House,2,TRUE,3,ach,English
ach,ACH,Bezahlung durch ACH,1,true,3,ach,German

Payment Method Translations: Generic Example

The CSV contains the following columns: UniqueName, Name, Description, Rank, Electronic,
ClearancePeriod, CanonicalName, Language.

For example:

UTF8
UniqueName,Name,Description,Rank,Electronic,ClearancePeriod,CanonicalName,Language
ach,ACH,Payment via Automated Clearing House,1,true,3,ach,English
ach,ACH,Bezahlung durch ACH,1,true,3,ach,German

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46 CUSTOMER Managing Payment Methods
Managing Supplier Payment Information

Supplier payment information consists of the supplier’s bank information, payment model and payment method
used to pay the supplier, and the remittance location where payment is sent.

Additional References

Ariba Common Data Import and Administration Guide

About Remittance Locations and Payment Models [page 47]

About Supplier Location Matching [page 49]

About Data Relationships [page 49]

PeopleSoft Supplier Payment CSV File Relationships [page 49]

SAP Supplier Payment CSV File Relationships [page 50]

Generic Supplier Payment CSV File Relationships [page 51]

Examples of Remittance Information [page 52]

Maintaining Supplier Payment Information in Ariba Administrator [page 54]

About Importing Remit To Information [page 58]

Related Information

Managing Payment Methods [page 41]

About Remittance Locations and Payment Models

Ariba Network-enabled suppliers define remittance locations on Ariba Network (in the Settlement configuration
section), to indicate the address to which payment is sent.

To obtain information about suppliers (including profile settings about the payment methods that each supplier
remittance location supports, bank names, and bank account IDs), the Ariba solution downloads supplier profile
information from Ariba Network by running a scheduled task.

You can associate a payment model with a specific supplier or supplier location.

The remit to address on an invoice is validated against the remittance address location configured in your site. By
default, for sites enabled on Release 10s2 or later, if the remit to address on an invoice received from Ariba
Network does not match any configured address, an ad hoc remit to address is created. Users must resolve an ad

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Managing Supplier Payment Information CUSTOMER 47
hoc remit to address before the IR can be fully reconciled and approved. Resolving an ad hoc remittance location
might require adding the missing remittance location to the master data.

On sites enabled prior to Release 10s2, if the remit to address on the invoice is different from any of the remittance
locations for the supplier location, then the remit to address is defaulted to the first remittance location found for
the supplier location. If no remittance locations are configured, the remit to address on the invoice is set to blank.

Additional References

Ariba Common Data Import and Administration Guide

Related Information

Maintaining Supplier Payment Information in Ariba Administrator [page 54]

About Payment through an External System

If you pay your suppliers through an external system (External System payment model), remittance location
information validation can be disabled, and defining a master list of valid remittance locations is optional.

Contact Ariba Customer Support if you want to disable remittance location validation. By default, remittance
location validation is enabled for all payment models.

About the Ariba Pay Payment Model

The Ariba Pay payment model is not available to new implementations of Ariba Procurement and Invoicing
Solutions.

To prevent suppliers from adding additional remittance addresses and receiving payments to those addresses
fraudulently, you must define a master list of valid remittance locations. The Ariba solution uses that list to verify
the remittance locations defined by the suppliers on Ariba Network.

The remittance location for the supplier must match the remittance location configured in Ariba Network for that
supplier. If the values do not match, validation errors occur in the user interface.

If your site is configured to send payments to your suppliers through Ariba Network, the remittance address
chooser in the user interface shows only the valid addresses pulled from your master list. The Ariba system sends
payments to Ariba Network only if the remittance address selected from the chooser matches a remittance
address read from Ariba Network.

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48 CUSTOMER Managing Supplier Payment Information
About Supplier Location Matching
When you receive a cXML invoice from Ariba Network, the From credentials on the invoice are checked to
determine the supplier and supplier location (if provided).

For suppliers with multiple supplier locations, the following happens if the supplier location on the cXML invoice is
invalid or missing:

1. If the invoice includes a remittance address, then this remittance address information is used to determine the
supplier location and the Remit To ID configured for the supplier location. That Remit To ID becomes the
Remit To on the invoice header (this effectively overwrites any incorrect addressID on the cXML invoice).
2. If no matching remittance address is found for any supplier location for the supplier, a default supplier location
based on zip code distances will be used for the invoice, and an ad-hoc remittance location is created for the
remittance address on the cXML invoice.

About Data Relationships

The information added manually or through the data import task in the CSV files for remittance information and
related information are interconnected.

Additional References

Ariba Common Data Import and Administration Guide

PeopleSoft Supplier Payment CSV File Relationships

PeopleSoft supplier payment CSV file relationships exist between SupplierLocation.csv,
SupplierLocationSupplement.csv, SLRemittanceInformation.csv,
SupplierRemittancenformationDetails.csv, RemittanceLocation.csv,
RemittanceLocationDetails.csv, PaymentMethodType.csv, and SupplierPaymentBankLocation.csv.

The following diagram illustrates how you associate payment information with supplier locations for PeopleSoft.

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Managing Supplier Payment Information CUSTOMER 49
SAP Supplier Payment CSV File Relationships
SAP supplier payment CSV file relationships exist between SupplierLocation.csv,
SupplierLocationSupplement.csv, SLRemittanceInformation.csv,
SupplierRemittancenformationDetails.csv, RemittanceLocation.csv,
RemittanceLocationDetails.csv, PaymentMethodType.csv, and SupplierPaymentBankLocation.csv.

The following diagram illustrates how you associate payment information with supplier locations for SAP.

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50 CUSTOMER Managing Supplier Payment Information
Generic Supplier Payment CSV File Relationships
Generic supplier payment CSV file relationships exist between SupplierLocation.csv,
SupplierLocationSupplement.csv, SLRemittanceInformation.csv,
SupplierRemittancenformationDetails.csv, RemittanceLocation.csv,
RemittanceLocationDetails.csv, PaymentMethodType.csv, and SupplierPaymentBankLocation.csv.

The following diagram illustrates how you associate payment information with supplier locations for Generic.

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Managing Supplier Payment Information CUSTOMER 51
Examples of Remittance Information
These examples of the remittance information CSV files explains how Remittance.csv,
RemittanceLocationDetails.csv, SLRemittanceInformation.csv, and
SLRemittanceInformationDetails.csv files link together through common values.

RemittanceLocation.csv
RemittanceLocation.csv defines the address to which a remittance is made.

The following example defines a remittance location for the Schafer Office in Hamburg called RL1.

UTF8

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52 CUSTOMER Managing Supplier Payment Information
 UniqueName,AddressUniqueName,Name,Lines,City,State,PostalCode,CountryUniqueName
RL1,RA1,Schafer Office,Heinerstraße 98-100,Hamburg,,27563,DE

RemittanceLocationDetails.csv

RemittanceLocationDetails.csv is linked by the Parent column to the remittance location defined in

RemittanceLocation.csv. RemittanceLocationDetails.csv defines information about the payment
method, and the supplier’s payment bank location.

The value in the Parent column is a remittance location defined in RemittanceLocation.csv.

UTF8
Parent.UniqueName,PaymentMethod,BankInfo,RemittancePCardNumber
RL1,C,SupplierBankLocation-1,

The value in the PaymentMethod column is a payment method defined in PaymentMethod.csv. The value in the
BankInfo column links a supplier payment bank location to the remittance location.

Additional References

Ariba Common Data Import and Administration Guide

Related Information

Managing Payment Method [page 41]

SLRemittanceInformation.csv

SLRemittanceInformation.csv associates a supplier locations with Ariba Network payment information. The
value in the UniqueName column is a supplier location defined in SupplierLocation.csv.

For example:

UTF8
UniqueName,ContactID,ANPayEnabled
0000000001,0000000001,NO

When you have different contacts within the same supplier location, you use the contact ID to differentiate
between the locations.

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Managing Supplier Payment Information CUSTOMER 53
Additional References

Ariba Common Data Import and Administration Guide

SLRemittanceInformationDetails.csv

SLRemittanceInformationDetails.csv is linked by the value in the Parent.UniqueName column to a

supplier location specified in SLRemittanceInformation.csv. The value in the RemittanceLocation column
links the supplier location to a remittance location in RemittanceLocation.csv.

For example:

UTF8
Parent.UniqueName,Parent.ContactID,RemittanceLocation
0000000001,0000000001,RL1

When you have different contacts within the same supplier location, you use the contact ID to differentiate
between the locations.

Maintaining Supplier Payment Information in Ariba

Administrator
In Ariba Administrator you can view supplier payment information, add or modify a supplier remittance location,
add or modify supplier payment methods, and add or modify supplier models.

Viewing Supplier Payment Information

You can examine payment information for all suppliers or you can use search filters to view payments for one or
more specific suppliers.

Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (Ariba Procure-to-Pay) or

Payment Manager Supplier Payment Information (Ariba Invoice Professional) and click List All to
display all suppliers, or enter search criteria and then click Search or press the Enter key.
2. Click the triangle icon next to a supplier name to view city and contact information for each supplier location.
3. To view the payment model and the remittance locations for a supplier location, click Payment Info.

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54 CUSTOMER Managing Supplier Payment Information
 4. To view the payment methods, supplier payment bank locations, and ghosted purchasing cards (Ariba
Procure-to-Pay only) for a remittance location, click Edit to view the Remittance Locations - Add Remittance
Locations page.
5. To view details for a particular payment method, click the links in the Payment Method and Bank Information
columns.
6. Click Done to return to the previous page.

Adding or Modifying Supplier Remittance Locations

You can create new supplier remittance locations or modify the information about existing locations.

Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (Ariba Procure-to-Pay) or

Payment Manager Supplier Payment Information (Ariba Invoice Professional), click the triangle icon
next to the supplier name, and then click Payment Info for the supplier location to view the Remittance
Locations page.
2. Click Create New to create a remittance location, or click Edit to modify a remittance location.

You can add or modify the name and address information for the remittance location. You can also add or edit
the payment method associated with a remittance location. .

Note
When a supplier uses the Ariba Network payment model, the remittance location for the supplier must
match the remittance location configured in Ariba Network for that supplier. If the values do not match,
validation errors occur in the user interface.

3. Click OK to save your changes, or Cancel to return to the previous page without saving your changes.

Related Information

Adding or Modifying Payment Methods [page 43]

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Managing Supplier Payment Information CUSTOMER 55
Adding or Modifying Supplier Payment Methods

You can create new supplier payment methods or modify the information about existing methods.

Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (Ariba Procure-to-Pay) or

Payment Manager Supplier Payment Information (Ariba Invoice Professional), click the triangle icon
next to a supplier name, and then click Payment Info for the supplier location. The Remittance Locations
page appears.
2. Click Edit next to the remittance location. The Add Remittance Locations page appears.
3. Click Add to add a payment method, or click Edit to modify a payment method.

If no payment methods exist in the chooser, you have not created any payment methods.
4. To choose or modify the bank information, click Select.

If no bank information exists in the chooser, you have not created any supplier bank locations.

In Ariba Procure-to-Pay, if you choose a credit card as the payment method, the Bank Information menu
changes to Buyer PCard Number and you can select a ghosted purchasing card number.
5. Click OK to save your changes, or Cancel to return to the previous page without saving your changes.

Related Information

Managing Payment Methods [page 41]

Adding or Modifying Supplier Payment Models for

Suppliers

You can add or modify supplier payment models for suppliers.

Prerequisites

You can also add or modify payment models for supplier locations.

If you need to modify the payment model for a supplier, ensure that all of your payments are processed completely
before you modify the payment model.

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56 CUSTOMER Managing Supplier Payment Information
Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (Ariba Procure-to-Pay) or

Payment Manager Supplier Payment Information (Ariba Invoice Professional) and click Edit next to
the supplier name to display the Supplier Payment Information page appears.
2. Choose or modify the payment model in the Payment Model menu.

○ Default: The payment model defaults to the payment model configured for your site. Ariba Customer
Support configures the payment model for your site during the site enablement process using the
Application.Settlement.PaymentModel parameter.
○ Ariba Network: Ariba Pay payment model. Payment requests are sent to Ariba Network, which makes the
payment.

Note
The Ariba Pay payment model will be de-supported in a future release, and is not available to new
implementations of Ariba Procurement and Invoicing Solutions.

○ External System: Payment requests are handled in an external system, such as an ERP system. This is
the default setting of the Application.Settlement.PaymentModel parameter.
3. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.

Adding or Modifying a Payment Model for a Supplier

Location

You can add or modify supplier payment models for individual supplier locations.

Prerequisites

You can also add or modify payment models for suppliers.

If you need to modify the payment model for a supplier location, ensure that all of your payments are processed
completely before you modify the payment model.

Procedure

1. Choose Ariba Procure-to-Pay Manager Supplier Payment Information (Ariba Procure-to-Pay) or

Payment Manager Supplier Payment Information (Ariba Invoice Professional), click the triangle icon
next to the supplier name, and then click Payment Info for the supplier location to display the Remittance
Locations page.
2. In the Payment Info section, choose or modify the payment model in the Payment Model menu.

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Managing Supplier Payment Information CUSTOMER 57
 ○ Default: The payment model defaults to the payment model for the supplier. If a payment model is not
associated with the supplier, the payment model configured for your site is used. Ariba Customer Support
configures the payment model for your site during the site enablement process.
○ Ariba Network: Ariba Pay payment model. Payment requests are sent to Ariba Network, which makes the
payment.

Note
The Ariba Pay payment model will be de-supported in a future release, and is not available to new
implementations of Ariba Procurement and Invoicing Solutions.

○ External System: Payment requests are handled in an external system, such as an ERP system.
3. Click Save to save your changes, or Cancel to return to the previous page without saving your changes.

About Importing Remit To Information

Two data import tasks enable you to import remittance location information: Import Remittance Location
Information, and Import Supplier Location Remittance Information.

The following table lists the data import tasks and CSV files that define remittance location information. Tasks
appear in the recommended data import order.

Data Import Task CSV Files Imported Required

About Import Remittance Location Information [page 58] Yes

RemittanceLocations.csv
RemittanceLocationDetails.csv

About Import Supplier Location Remittance Information Yes

[page 59]
SLRemittanceInformation.csv
SLRemittanceInformationDetails
.csv

About Import Remittance Location Information

The Import Remittance Locations data import task defines remittance locations.

Import Remittance Locations reads data from the following CSV files:

CSV File Description

RemittanceLocation.csv Defines the physical address for each remittance location.

RemittanceLocationDetails.c Defines the details of each remittance location specified in

sv RemittanceLocation.csv.

Following is an example of RemittanceLocation.csv:

UTF8
UniqueName,AddressUniqueName,Name,Lines,City,State,PostalCode,CountryUniqueName

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58 CUSTOMER Managing Supplier Payment Information
 sid480-be,sid480-be,1-800-flowers.com: Belgique,Boulevard du 800 Fleur
480,Brussels,,B-1000,BE
sid480-hq,sid480-hq,1-800-flowers.com: HQ,480-800 Flowers Alley,Algonac,MI,48001,US
sid481-si,sid481-si,1-800-flowers.com: SI,481-800 Flowers Alley,Algonac,MI,48001,US
sid482-hq,sid482-hq,Barnes and Noble: HQ,496 BN Circus,Cadillac,MI,49601,US

Following is an example of RemittanceLocationDetails.csv:

UTF8
Parent.UniqueName,PaymentMethod,BankInfo,RemittancePCardNumber
sid480-be,ach,sid480-be-ach,
sid480-be,CHK,sid480-be-check,
sid480-be,EFT,sid480-be-wire,
sid480-hq,ach,sid480-hq-ach,
sid480-hq,CHK,sid480-hq-check,

About Import Supplier Location Remittance Information

The Import Supplier Location Remittance Information data import task defines Ariba Network
payment information for each supplier location, and associates each supplier location with a remittance location.

Import Supplier Location Remittance Information reads data from the following CSV files:

CSV File Description

SLRemittanceInformation.csv Defines Ariba Network payment information for supplier locations.

SLRemittanceInformationDetails. Associates supplier locations with remittance locations. Each supplier location
csv must have its own remittance location. You cannot associate multiple supplier
locations with the same remittance location.

For information on defining and importing supplier locations, see the Ariba
Common Data Import and Administration Guide.

Following is an example of SLRemittanceInformation.csv:

UTF8
UniqueName,ContactID,ANPayEnabled
9,9,NO
9,64,YES
13,13,NO
14,63,YES
15,14,NO

Following is an example of SLRemittanceInformationDetails.csv:

UTF8
Parent.UniqueName,Parent.ContactID,RemittanceLocation
9,9,RL6-1
9,64,RL6-2
13,13,RL10-1
14,63,RL11-1
15,14,RL10-2

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Managing Supplier Payment Information CUSTOMER 59
Managing Funds Management Accounting
Information

About the Funds Management Accounting Functionality [page 60]

Enabling the Funds Management Accounting Feature [page 60]

Prerequisites for the Funds Management Accounting Feature [page 61]

Configuring the Funds Management Accounting Functionality [page 61]

About the Funds Management Accounting

Functionality

The Funds Management accounting functionality enables you to include accounting information for Funds
Management account assignment fields on approvable documents, such as requisitions and invoice reconciliation
documents for encumbrance accounting and budget availability control on fund-based budgets. This functionality
is supported only on Ariba Procurement and Invoicing Solutions integrated with SAP ERP.

When the Funds Management accounting functionality is enabled, you can perform the following tasks:

● Include Funds Management account assignment fields as standard Flexible Master Data (FMD) fields on
approvable documents based on pre-configured FMD templates.
● Derive accounting values from the SAP ERP for Funds Management account assignment fields on requisitions
based on other accounting information that is included in such documents.

When you perform procurement transactions, Funds Management processes run in the SAP ERP using the data
sent by the Ariba Procurement Solution to validate the Funds Management accounting information on the
approvable documents.

Enabling the Funds Management Accounting Feature

The Funds Management accounting feature is not enabled on your site in the default configuration.

To enable this feature, have your Designated Support Contact log a service request, and an Ariba Customer
Support representative will contact you. Additionally, include a request for the following:

● Add visibility conditions for specific Funds Management account assignment fields that you do not want to
include for your site.
● Add visibility conditions for specific approvable documents for which you do not want to include Funds
Management account assignment fields.

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60 CUSTOMER Managing Funds Management Accounting Information
● Configure control attributes, such as mandatory, optional, or read-only, for specific Funds Management
account assignment fields.

Note
If visibility conditions are not configured, there is no action possible to remove the Funds Management account
assignment fields that are already added to any approvable document.

Additional References

See the Purchasing Unit Administration Guide for more information about the visibility control feature.

Prerequisites for the Funds Management Accounting

Feature
● Your site must be configured to support ERP Order or ERPCC as the ordering method.
● In a Federated Process Control environment, enable the required functionality in all child sites.
● Funds Management accounting information in your Ariba Procurement Solution must be synchronized with
the master data for the Funds Management application in the SAP ERP.

Note
There is no synchronization with SAP ERP to support organic data growth for the Funds Management account
assignment fields. As a result, Funds Management accounting master data in Ariba Procurement and Invoicing
Solutions is not automatically updated if there are changes to the master data in the SAP ERP. In addition, Ariba
Procurement and Invoicing Solutions do not maintain or validate the relationship between Funds Management
account assignment fields.

Configuring the Funds Management Accounting

Functionality

Procedure

1. Run the data import tasks to import Funds Management accounting information for your site. For more
information, see Importing Flexible Master Data Templates for Funds Management Account Assignment
Fields [page 62].

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Managing Funds Management Accounting Information CUSTOMER 61
2. Configure and enable the end points for the communication channel used by the web services. For more
information, see Enabling Web Services Integration Tasks for Funds Management Account Assignment Fields
[page 62].

Enabling Web Services Integration Tasks for Funds

Management Account Assignment Fields

Procedure

1. For SAP, PeopleSoft, and Generic ERP systems, build the integration using an Enterprise Application
Integration (EAI) tool to support web services-based integration of transactional data between the Ariba
Procurement and Invoicing Solutions and the ERP system.

Note
For SAP NetWeaver PI, the Ariba Procurement and Invoicing Solutions provides an end-to-end integration
with SAP ERP using SAP NetWeaver PI.

2. Depending on your Ariba solution, configure the end points for the following web services:
○ Export Requisitions to Derive the Accounting Information for Funds Management
○ Export Invoice Reconciliation Documents to External System to Add Funds Management Accounting
Information
3. Enable the web services.

Importing Flexible Master Data Templates for Funds

Management Account Assignment Fields
Ariba provides pre-configured FMD templates to configure the Funds Management account assignment fields for
use with SAP ERP-integrated sites. Depending on the requirements of your site, import the appropriate FMD
templates to your Ariba Procurement and Invoicing Solutions.

Procedure

1. Go to Manage Core Administration Site Manager Data Import/Export .

2. On the Import tab, perform a search for the Funds Management accounting data import tasks.

You can use Flex as a keyword to perform a search for Funds Management accounting data import tasks.
3. Click Import for the appropriate task.

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62 CUSTOMER Managing Funds Management Accounting Information
4. Click Browse and select the appropriate CSV file.
5. Click Run to enable the task.

Related Information

Sample CSV File Formats for FMD Templates [page 63]

Sample CSV File Formats for FMD Templates

This following table lists the simplified data import tasks and the corresponding CSV files for the Funds
Management account assignment fields:

Data Import Task Name Of CSV File

Import Flex Master Data EarmarkedFundsDocument EarMarkExport.csv

Import Flex Master Data EarmarkedFundsLineItem EarmarkedFundsDocumentExport.csv

Import Flex Master Data Fund FundExport.csv

Import Flex Master Data BudgetPeriod BudgetPeriodExport.csv

Import Flex Master Data FundsCenter FundsCenterExport.csv

Import Flex Master Data CommitmentItem CommitExport.csv

Import Flex Master Data FunctionalArea FuncAreaExport.csv

Import Flex Master Data Grant GranteeExport.csv

Import Flex Master Data FMArea FMAreaExport.csv

Import Flex Master Data EarmarkedFundsDocument

The Import Flex Master Data EarmarkedFundsDocument data import task defines the Earmarked Funds
Document field and related information and reads from the EarMarkExport.csv file.

Following is an example of the EarMarkExport.csv file:

Sample Code

UTF-8,,,,,,,
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMArea,cus_FMValidfromdate,cus_FMVa
lidtodate,cus_Description
10,Item Nozzle,,,Atlanta,1/1/2015,1/1/2016,Nozzle for Rocket IVX

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Managing Funds Management Accounting Information CUSTOMER 63
 11,Item Oxidizer,,,Toronto,1/1/2015,1/1/2016,Oxidizer for Rocket IVX
12,Propulsion Pumps,,,columbia,1/1/2015,1/1/2016,Pumps for Rocket IVX

Import Flex Master Data EarmarkedFundsLineItem

The Import Flex Master Data EarmarkedFundsLineItem data import task defines the Earmarked Funds Line
Item # field and related information and reads from the EarmarkedFundsDocumentExport.csv file.

Following is an example of the EarmarkedFundsDocumentExport.csv file:

Sample Code

UTF-8
UniqueName,Name,CompanyCode,PurchasingUnit,cus_DocumentItem,cus_ItemText,Amount,Un
iqueName,ApproxAmountInBaseCurrency,ConversionDate,UniqueName
10,Roket Nozzle,,,10,Fund For Nozzle,2000,,,,
11,Oxidizer,,,11,Fund for Oxidizer,2001,,,,
12,Propulsion pumps,,,12,Fund for propulsion Systems,2002,,,,

Import Flex Master Data Fund

The Import Flex Master Data Fund data import task defines the Fund field and related information and reads from
the FundExport.csv file.

Following is an example of the FundExport.csv file:

Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FundAREA,cus_ValidStartDate,cus_Val
idEndDate,cus_Description
10,Space Discovery,,,Atlanta,01/01/2014,01/01/2016,Fund for Space Discovery
11,Space Station,,,Toronto,01/01/2015,01/01/2017,Fund for Space Station
12,Mars project,,,Columbia,01/01/2013,01/01/2018,Fund for Mars project

Import Flex Master Data BudgetPeriod

The Import Flex Master Data BudgetPeriod data import task defines the Budget Period field and related
information and reads from the BudgetPeriodExport.csv file.

Following is an example of the BudgetPeriodExport.csv file:

Sample Code

"UTF-8"

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64 CUSTOMER Managing Funds Management Accounting Information
 UniqueName,Name,CompanyCode,PurchasingUnit,cus_BudgetPeriod,cus_FMValidfromdate,cu
s_FMValidtodate,cus_Description
10,FiscalYear2015-2016,,,FIY15,01/01/2015,01/01/2016,FiscalYear2015-2016
11,FiscalYear2016-2017,,,FIY16,01/01/2016,01/01/2017,FiscalYear2016-2017

Import Flex Master Data FundsCenter

The Import Flex Master Data FundsCenter data import task defines the Funds Center field and related
information and reads from the FundsCenterExport.csv file.

Following is an example of the FundsCenterExport.csv file:

Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMArea,cus_FundsCenter,cus_FMValidf
romdate,cus_FMValidtodate,cus_Description
10,R&D,,,Atlanta,R&D,01/01/2015,01/01/2016,Research and Development
11,Space Exploration,,,Toronto,Space Exploration,01/01/2015,01/01/2016,Space
Exploration
12,Propulsion Systems,,,Columbia,Propulsion Systems,
01/01/2015,01/01/2016,Propulsion Systems

Import Flex Master Data CommitmentItem

The Import Flex Master Data CommitmentItem data import task defines the Commitment field and related
information and reads from the CommitExport.csv file.

Following is an example of the CommitExport.csv file:

Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMArea,cus_CommitmentItem,cus_FMVal
idfromdate,cus_FMValidtodate,cus_SuperiorCommitmentItem,cus_Descriptionline1,cus_D
escriptionline2,cus_Descriptionline3
10,R&D,,,Atlanta,R&D,
01/01/2015,01/01/2016,ReasearchOnMars,Research&Development,Mars Project,Ongoing
11,SpaceShuttle,,,Toronto,SpaceShuttle,
01/01/2015,01/01/2016,SpaceShuttle,SpaceShuttle,Shuttle Project,Final Stage

Import Flex Master Data FunctionalArea

The Import Flex Master Data FunctionalArea data import task defines the Functional Area field and related
information and reads from the FuncAreaExport.csv file.

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Managing Funds Management Accounting Information CUSTOMER 65
Following is an example of the FuncAreaExport.csv file:

Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMValidfromdate,cus_FMValidtodate,c
us_Functionalareatext
10,Engineering,,,01/01/2015,01/01/2016,Engineering
11,Applied Science,,,01/01/2015,01/01/2016,Applied Science
12,Opearations,,,01/01/2015,01/01/2016,Opearations

Import Flex Master Data Grant

The Import Flex Master Data Grant data import task defines the Grant field and related information and reads
from the GranteeExport.csv file.

Following is an example of the GranteeExport.csv file:

Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_Sponsor,cus_Validfromdate,cus_Valid
todate,cus_GrantName,cus_GrantDescription,cus_GrantType,cus_GrantTypeDescription
10,COFAR,,,Financial Reform Dept,01/01/2015,01/01/2016,COFAR,Council on Financial
Assistance Reform,Finance,Nasa's Exisiting Fund
11,PMS,,,Payment Managemt System,01/01/2015,01/01/2016,PMS,Payment Management
System,Payment,USA Govt Allocation

Import Flex Master Data FMArea

The Import Flex Master Data FMArea data import task defines the FM Area field and related information and
reads from the FMAreaExport.csv file.

Following is an example of the FMAreaExport.csv file:

Sample Code

"UTF-8"
UniqueName,Name,CompanyCode,PurchasingUnit,cus_FMAreatext,cus_FMAreaCurrency
10,Atlanta,,,Atlanta,USD
11,Toronto,,,Toronto,USD
12,Columbia,,,Columbia,USD

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66 CUSTOMER Managing Funds Management Accounting Information
About Exporting Invoices

Invoices that have been transmitted to Ariba Procure-to-Pay solutions configured for the Generic, SAP, and
PeopleSoft variants and integrated with your ERP through the Ariba Integration Toolkit, but have not yet had
reconciliations approved are processing invoices.

Processing invoices are preliminary and are subject to a number of changes during reconciliation. For example, the
reconciliation process might adjust an invoice total downwards because some invoiced goods were not actually
received. Once the reconciliations are approved, the invoices are then “OK to Pay.”

The Export Invoices task exports header, detail, and split accounting data for all invoices that are processing
but have not yet had reconciliations approved. You can use this preliminary invoice data in a number of different
accounting processes. For example, some companies want to account for, or book, all outstanding invoices
preliminarily so that they have accurate data on all potential accounts payable at a given time. They distinguish
these preliminary bookings from final reconciled, approved invoice bookings.

Each invoice that Ariba Procure-to-Pay is currently processing generates a record for invoice export. When a
processing invoice is rejected or cancelled, that event generates another record for invoice export. The Status
and StatusDate fields in the exported data file show when an invoice is marked as processing, rejected or
canceled. After an invoice reconciliation is approved, it is no longer included in the invoice export. Instead, it is
included in the payment request export.

The following table describes how invoices with different statuses are included in data exports:

Status Export

Processing Data for the invoice is added to the invoice export with a status of Processing. In most
sites, invoices automatically go straight into reconciliation. However, some sites are
configured to require manual approval of all processing invoices before they can be
reconciled; the invoice is not added to the export until it has been manually or auto­
matically approved for reconciliation.

Rejected or Cancelled Data for the invoice is added to the invoice export with a status of Rejected or Cancel­
led. This data is only added if the invoice was already Processing. Data for invoices
that are rejected or cancelled before entering Processing status are not added to the
export.

Approved Data for approved invoice reconciliations are not included in the invoice export; in­
stead, they are added to the payment request (OK-to-Pay) export.

Note

● Invoice export is an optional feature and is disabled by default; an Ariba Customer Support representative
must enable it in your site by setting the Application.Invoicing.InvoiceExport.Enabled parameter
to Yes. Once the export is enabled, the exported invoice data only includes new invoices. It does not include
any invoices that are in the process of or have completed reconciliation, approval of invoice reconciliation, or
payment at the time of enablement.
● Ariba recommends that you configure your integrations to pull invoice export data before payment request
data so that it can be used for preliminary invoice bookings.

About the Invoice Data Export Task [page 68]

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About Exporting Invoices CUSTOMER 67
 About Invoice Data in Generic Variants [page 69]

About Invoice Data in SAP Variants [page 72]

About Invoice Data in PeopleSoft Variants [page 76]

Related Information

Managing Payment Methods [page 41]

About the Invoice Data Export Task

You can export invoices by running the Export Invoices data export task in Ariba Administrator. You can also
export invoices using the Ariba Data Transfer Tool.

Additional References

Ariba Integration Toolkit Guide

Exporting Invoices

You can export invoices by running the Export Invoices data export task in Ariba Administrator.

Procedure

1. Choose Site Manager Data Import/Export and click the Export tab.
2. Find the Export Invoices task and click Export.
3. Select a date range for the export by choosing dates in the From and To fields. Ariba Administrator exports all
the invoices that register a status of Processing, Rejected, or Cancelled within that time range. Invoices that
are reconciled and approved during the specified date range are not included in the export.
4. Click Run to export the data.

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68 CUSTOMER About Exporting Invoices
Next Steps

After the data has finished downloading, click Open to view the contents of the ZIP file or Save to save the file to
your local hard drive.

About Invoice Data in Generic Variants

When you run the Export Invoices data export task in Ariba Administrator on Generic variants, it creates a ZIP
file containing three CSV files with the invoice data.

The Export Invoices data export task exports a ZIP file containing the following CSV files:

● InvoiceHeaderExport.csv
● InvoiceDetailExport.csv
● InvoiceSplitAccountingExport.csv

About Invoice Header Data in Generic Variants

InvoiceHeaderExport.csv contains general information about each invoice.

The following table describes the columns in InvoiceHeaderExport.csv.:

Field Description Format

InvoiceRequester The unique name of the user who requested the invoice. This field String (255)
does not appear on the invoice in Ariba Procure-to-Pay.

StatusDate The date on which the invoice is received/approved, rejected, or String (100)
cancelled. This field does not appear on the invoice in Ariba Procure-
to-Pay.

PaymentTerms The invoice’s payment terms. String (50)

InvoiceType The type of the invoice: standard invoice, header-level credit memo, String (32)
line-level credit memo, or debit memo. This field does not appear on
the invoice.

TaxExchangeRate The exchange rate captured when a cXML invoice comes in from Decimal
Ariba Network and has tax lines in different currency than the item
lines. The alternate amount/currency for the tax lines is calculated
using this exchange rate. This field does not appear on the invoice in
Ariba Procure-to-Pay.

SupplierLocationContactI The ID of the contact person at the specified supplier location. String (50)
D

RemittanceLocation The remittance address for the invoice. String (50)

SupplierLocation The unique internal identifier of the supplier location to which the String (50)
payment is made.

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About Exporting Invoices CUSTOMER 69
Field Description Format

Supplier The unique identifier for the supplier that generated the invoice. String (50)

GrossAmount The gross total of the invoice. Decimal

GrossAmountCurrency The currency code for the gross amount of the invoice. String (50)

InvoiceID The unique identifier for the invoice. String (50)

Status The status of the invoice: Processing for received/approved (but not String (100)
yet reconciled) invoices, Rejected for rejected invoices, and Cancel­
led for cancelled invoices. This field does not appear on the invoice in
Ariba Procure-to-Pay.

InvoiceNumber The number associated with the invoice. String (50)

InvoiceDate The date on which the invoice was created. String (100)

PurchasingUnit The unique identifier for the purchasing unit that placed the order. String (50)

Following is an example of InvoiceHeaderExport.csv:

InvoiceId,PurchasingUnit,InvoiceNumber,InvoiceDate,InvoiceType,Status,StatusDate,Sup
plier,
GrossAmount,GrossAmountCurrency,PaymentTerms,TaxExchangeRate,SupplierLocation,
SupplierLocationContactID,InvoiceRequester,RemittanceLocation
"INVINV159-159","US100","INV159","02/20/2013 11:08:48-0800","standard","Processing",
"02/20/2013 11:13:44-0800","11","6.9500","USD","PT1","0","14","63","ghalas","RA11-1"
"INVINV159-159","US100","INV159","02/20/2013 11:09:48-0800","standard","Cancelled",
"02/20/2013 11:13:44
-0800","11","6.9500","USD","PT1","0","14","63","ghalas","RA11-1"

About Invoice Detail Data in Generic Variants

InvoiceDetailExport.csv contains information about invoice line items.

The following table describes the columns in InvoiceDetailExport.csv.

Field Description Format

ERPOrderLineNumber The purchase order line number associated with the invoice rec­ Integer
onciliation line number.

LineTypeCategory The category of the invoice line item. Line categories separate Integer
procurement line items from various special handling catego­
ries such as tax and freight. The line categories are as follows:

● 1 — Line Item (for all line items)

● 2 — Tax charge (for all tax charges)
● 4 — Freight charge (for all freight-related charges)
● 8 — Handling charge (for all handling-related charges)
● 16 — Charge added using a user-defined charge type
● 32 — Discount (for all discounts related to invoicing)

Description The description of the invoice line item. String (2000)

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70 CUSTOMER About Exporting Invoices
 Field Description Format

Amount The amount of the invoice line item, such as the amount for a Decimal
commodity or a tax charge.

AmountCurrency The currency code for the amount. String (50)

InvoiceId The unique identifier for the invoice. String (50)

UnitPrice The unit price for the invoice line item or, for tax line items, the Decimal
tax charge.

LineNumber The unique identifier for an individual or grouped invoice line. Integer

ERPCommodityCode The ERP commodity code for the invoice line item. If your site String (50)
does not use ERP commodity codes, this field is blank.

ParentLineNumber The unique identifier for an invoice item group that contains Integer
child grouped items.

TaxCode The tax code for the invoice line item. String (50)

TaxType The tax type for the invoice line item; for example, SalesTax. String (50)

ERPOrderID The purchase order ID associated with the invoice reconciliation String (50)
line number.

Purchasing Unit The unique identifier for the purchasing unit that generated the String (50)
order.

Following is an example of InvoiceDetailExport.csv:

InvoiceId,PurchasingUnit,LineNumber,ParentLineNumber,LineTypeCategory,TaxCode,TaxTyp
e,Description,Amount,UnitPrice,AmountCurrency,ERPCommodityCode,ERPOrderID,ERPOrderLi
neNumber
"INVINV159-159","US100","1",,"1",,,"Mac Angled Keyboard Adapter MD4M/
F","6.9500","6.9500","USD",,,
"INVINV159-159","US100","1",,"1",,,"Mac Angled Keyboard Adapter MD4M/
F","6.9500","6.9500","USD",,,

About Invoice Split Accounting Data in Generic Variants

InvoiceSplitAccountingExport.csv contains information about invoices where accounting is split among
different subaccounts.

The following table describes the columns in InvoiceSplitAccountingExport.csv:

Field Description Format

Company The unique identifier for the company. String (50)

AccountingCombinationID The unique identifier for the accounting combination defined in String (50)
Ariba Procure-to-Pay.

SubAccount The unique identifier for the sub-account. String (50)

Project The unique identifier for the project. String (50)

Account The unique identifier for the account; for example, Expense. String (50)

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About Exporting Invoices CUSTOMER 71
Field Description Format

Quantity The line item quantity. Decimal

CostCenter The unique identifier for the cost center. String (50)

Product The unique identifier for the product. String (50)

Region The unique identifier for the accounting region. String (50)

InvoiceId The unique identifier for the invoice. String (50)

LineNumber The unique identifier for an individual or grouped invoice line Integer
item.

BusinessUnit The unique identifier for the general ledger business unit. String (50)

SplitLineNumber The unique identifier for the invoice line. Integer

Purchasing Unit The unique identifier for the purchasing unit that generated the String (50)
order.

Amount The split amount. Decimal

Following is an example of InvoiceSplitAccountingExport.csv:

InvoiceId,PurchasingUnit,LineNumber,SplitLineNumber,Company,BusinessUnit,CostCenter,
Account,
SubAccount,Product,Project,Quantity,Amount,Region,AccountingCombinationID
"INVINV159-159","US100","1","1","GD","US100","3100","7520","5008",,,"1.0000","6.9500
",,"298"
"INVINV159-159","US100","1","1","GD","US100","3100","7520","5008",,,"1.0000","6.9500
",,"298"

About Invoice Data in SAP Variants

When you run the Export Invoices data export task in Ariba Administrator on SAP variants, it creates a ZIP file
containing three CSV files with the invoice data.

In SAP variants, the Export Invoices task exports an InvoiceExport.zip file containing the following invoice
data CSV files:

● InvoiceHeaderExport.csv
● InvoiceDetailExport.csv
● InvoiceAccountDetails.csv

About Payment Header Data in SAP Variants

InvoiceHeaderExport.csv contains general information about each invoice.

The following table describes the columns in InvoiceHeaderExport.csv.

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72 CUSTOMER About Exporting Invoices
 Field Description Format

GROSS_AMT The total cost of the invoice. BigDecimal

PMNTTRMS A unique code of payment terms. String (50)

StatusDate The date on which the invoice was approved, canceled, or rejected. String (100)
This field does not appear on the invoice.

COMP_CODE The company code for invoice. String (50)

InvoiceType The type of the invoice: standard invoice, header-level credit memo, String (32)
line-level credit memo, or debit memo. This field does not appear on
the invoice.

DOC_DATE The date on the invoice. Date

DIFF_INV The supplier ID. String (50)

InvoiceId The unique identifier for the invoice. String (50)

Status The status of the invoice for export. This field does not appear on the String (100)
invoice.

REF_DOC_NO The invoice number as reference document number. The maximum String (16)
permissible length for this field is 16 characters. This field does not
appear on the invoice.

InvoiceDate The date on which the invoice was created. String (100)

CURRENCY The type of reporting currency of the invoice. String (50)

URL URL to access the site. This field does not appear on the invoice. String (100)

Following is an example of InvoiceHeaderExport.csv:

InvoiceId,REF_DOC_NO,COMP_CODE,CURRENCY,DOC_DATE,PMNTTRMS,InvoiceDate,DIFF_INV,Invoi
ceType,Status,StatusDate,URL,GROSS_AMT
“INVINV-4853-INV856566678-20”,”INV-4853-INV8565”,”3000”, “USD”, “20140601”,”PT1”,
“6/1/2014”, “6:20”, “100”, “standard”, “Processing”, URL, “695”

About Invoice Detail Data in SAP Variants

InvoiceDetailExport.csv contains information about invoice line items.

The following table describes the columns in InvoiceDetailExport.csv:

Field Description Format

ORDERID The unique value of internal order account assignment category String (50)
for that line item.

LINE_TYPE_LOOKUP_CODE The category of line item. This field does not appear on the in­ Integer
voice.

COSTCENTER The unique value of the cost center account assignment cate­ String (50)
gory for each line item.

GL_ACCOUNT The unique value of the general ledger accounting type for each String (50)
line item.

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Field Description Format

LINEITEM_AMOUNT The amount of the line item. BigDecimal

ITEM_AMOUNT The amount for the line item. BigDecimal

INVOICE_DOC_ITEM The line number of the line item. Integer

PLANT The unique code of the ship-to location for each line item. String (50)

QUANTITY The quantity for the line item. BigDecimal

CHARGE_FLAG The line number of the line item. Integer

PBQ_DESC The price basis quantity fields for each item in the requisition String (2000)
line items.

ITEM_AMOUNT_ROUNDED The amount for the line item in ERP precision. BigDecimal

IS_COMPOSITE The flag indicating if the line is composite or not. Composite Boolean
lines may consist of child lines for a regular line item. This field
does not appear on the invoice.

COMP_CODE The company code of the invoice. String(50)

PO_UNIT A unit of measure for the line item. String(50)

ITEM_TEXT The description of a reference line. String(2000)

LINE_COMP_CODE The unique value of the Company Code for the line item. This String(50)
field will be populated for non-purchase order invoices and
Application.Invoicing.AllowLegalEntityCodeA
tSplitLevel parameter is set to Yes.

HDR_LEVEL This field determines whether a line item is at the header level. Boolean
This field does not appear on the invoice.

PRICE_UNIT The quantity on which the price is quoted. BigDecimal

PO_PR_UOM The quantity on which the price is quoted. String(50)

INVOICEID The unique ID for the invoice. String(50)

TAX_CODE The tax code. String(50)

CONV_UNIT The quantity on which the price is quoted. BigDecimal

ORDER The ERP purchase order number. String(50)

PO_NUMBER The unique ID of every purchase order the invoice belongs to. In String(50)
case of an ERP order, the field provides a reference to the ERP
order ID.

WBS_ELEM The unique code of the WBS element account assignment cate­ String(50)
gory for that line item.

PO_ITEM The line number of the corresponding line item. Integer

ASSET_NO The unique value of the Asset account assignment category for String(50)
each line item.

Following is an example of InvoiceDetailExport.csv:

InvoiceID, Item_Amount, Item_Amount_Rounded, LineItem_Amount, WBS_Elem, Quantity,

Asset_No, CostCenter, PO_Unit, Invoice_Doc_Item, OrderID, GL_Account, Comp_Code,
Line_Comp_Code, Tax_Code, Plant, PO_Item, Item_Text, Order, Line_Type_Lookup_Code,

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74 CUSTOMER About Exporting Invoices
 HDR_Level, PO_Number, Charge_Flag, Price_Unit, PO_PR_Uom, Conv_Unit, PBQ_Desc,
Is_Composite
“INVINV-4853-
INV856566678-20”,”695”,”695”,”695”,,”100”,,”2100”,”EA”,”1”,,”405000”,”3000”,”3000”,,
”3300”,”0”,”Adapter DB9F/MD8M Mac Serial”,”1”,”No”,,,,,,”No”

About Invoice Split Accounting Data in SAP Variants

InvoiceSplitAccountingExport.csv contains information about invoices where accounting is split among
different subaccounts.

The following table describes the columns in InvoiceAccountDetails.csv:

Field Description Format

ORDERID The unique value of internal order account assignment category String(50)
for the line item.

SERIAL_NO The serial number of the line item. String(100)

QUANTITY The quantity for the line item. BigDecimal

PO_UNIT The unique unit of measure value. String(50)

CATEGORY The category of the line item. This field does not appear on the Integer(50)
invoice.

COSTCENTER The unique value of the cost center account assignment cate­ String(4)
gory for each line item.

SUB_NUMBER The asset SubNumber for the asset account assignment cate­ String(50)
gory for each line item. This field does not appear on the in­
voice.

LINE_COMP_CODE The unique value of the company code for the line item. This String(50)
field will be populated for non-purchase order invoices and
Application.Invoicing.AllowLegalEntityCodeA
tSplitLevel parameter is set to Yes.

PO_PR_UOM The unit of measure for the quantity defined by price, basis, and String(50)
quantity.

GL_ACCOUNT The unique value of the general ledger accounting type for each String(50)
line item.

INVOICEID The unique ID of the invoice. String(50)

INVOICE_DOC_ITEM The line number of the line item. Integer

ITEM_AMOUNT The amount for the line item. BigDecimal

TAX_CODE The unique tax type code. String(50)

PO_NUMBER The unique ID of every purchase order the invoice belongs to. In String(50)
case of an ERP Order, the field provides a reference to the ERP
Order ID.

ORDER The ERP purchase order number. String(50)

WBS_ELEM The unique code of the WBS element account assignment cate­ String(50)
gory for that line item.

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Field Description Format

ITEM_AMOUNT_ROUNDED The amount for the line item in ERP precision. BigDecimal

ASSET_NO The unique value of the Asset account assignment category for String(50)
each line item.

Following is an example of InvoiceAccountDetails.csv:

Item_Amount,Item_Amount_Rounded,WBS_Elem,Asset_No,CostCenter,Quantity,PO_Unit,Serial
_

No,Invoice_Doc_Item,OrderID,GL_Account,Tax_Code,InvoiceID,Category,Order,Line_Comp_C
ode,Sub_Number,PO_PR_UOM,
PO_Number
“695”,”695”,,,”2100”,”100”,”EA”,,”1”,,”405000”,,”INVINV-4853-
INV856566678-20”,”1”,,”3000”,,,

About Invoice Data in PeopleSoft Variants

When you run the Export Invoices data export task in Ariba Administrator on PeopleSoft variants, it creates a
ZIP file containing three CSV files with the invoice data.

In PeopleSoft variants, the Export Invoices task exports an InvoiceExport.zip file that contains the
following invoice data CSV files:

● InvoiceHeaderExport.csv
● InvoiceDetailExport.csv
● InvoiceSplitAccountingExport.csv

About Payment Header Data in PeopleSoft Variants

InvoiceHeaderExport.csv contains general information about each invoice.

The following table describes the columns in InvoiceHeaderExport.csv:

Field Description Format

INV_ID The unique invoice ID. String(50)

BUSINESS_UNIT The business unit for the invoice. String(50)

INVOICE_ID The unique invoice number/ID for the invoice/voucher. String(50)

INVOICE_DT The invoice/voucher date. String(100)

VENDOR_SETID The set ID of the supplier. This field does not appear on the in­ String(50)
voice.

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76 CUSTOMER About Exporting Invoices
 Field Description Format

InvoiceType The type of invoice: String(32)

● Standard invoice
● Header-level credit memo
● Line-level credit memo
● Debit memo
This field does not appear on the invoice.

VENDOR_ID The vendor ID of the supplier. This field does not appear on the String(10)
invoice.

Status The status of the invoice for export. String(100)

StatusDate The date on which the invoice was approved, canceled, or re­ String(100)
jected.

GROSS_AMT The total cost of the invoice. BigDecimal

TXN_CURRENCY_CD The currency of the invoice. String(50)

PAYMENT_TERMS The payment term. String(50)

VENDOR_LOC The location of the supplier. String(20)

VENDOR_ADDR_SEQ_NUM The sequence number of the supplier's location. This field does String(10)
not appear on the invoice.

Following is an example of InvoiceHeaderExport.csv:

INV_ID, BUSINESS_UNIT, INVOICE_ID, INVOICE_DT, VENDOR_SETID, InvoiceType,

VENDOR_ID, Status, StatusDate, GROSS_AMT, TXN_CURRENCY_CD,
PAYMENT_TERMS,
VENDOR_LOC, VENDOR_ADDR_SEQ_NUM
'INVINV-4853-INV159566299-10”,”US003”,”INV-4853-
INV159566299”,,”SHARE”,”standard”,”USA0000006”,”Processing”,”6/1/2014
5:10”,”695”,’USD”,”PT1”,”HQ”,”1”,,

About Invoice Detail Data in PeopleSoft Variants

InvoiceDetailExport.csv contains information about invoice line items.

The following table describes the columns in InvoiceDetailExport.csv:

Field Description Format

INV_ID Ariba Procure-to-Pay Professional invoice ID. String(50)

BUSINESS_UNIT The business unit for the invoice. String(50)

VOUCHER_LINE_NUM The voucher line number. This field does not appear on the in­ Integer
voice.

PARENT_LINE_NUM The parent line number for each line in the invoice. This field Integer
does not appear on the invoice.

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Field Description Format

LINE_TYPE_LOOKUP_CODE The line type lookup code that distinguishes each line with tax Integer
codes. This field does not appear on the invoice.

TAX_CODE The tax code. This field does not appear on the invoice. String(25)

TAX_TYPE The tax type. String(50)

DESCR The description of the line item. String(2000)

UNIT_PRICE The unit price of each line item. BigDecimal

CURRENCY_CD The currency of each line item. String(50)

PO_ID The ERP PO Number of the purchase order-based invoice. In String(50)

case of an ERP Order, the field provides an ERP Order ID.

SHIPTO The ShipTo address of the invoice line item. String(50)

UNIT_OF_MEASURE The unit of measure of each line item. String(50)

LINE_NBR The ERP purchase order line number associated with the in­ Integer
voice line number.

BUSINESS_UNIT_PO The business unit of a purchase order-based invoice. String(50)

PriceBasisQuantity The quantity on which the price is quoted. BigDecimal

PriceBasisQuantityUOM The quantity on which the price is quoted. String(50)

ConversionFactor The quantity on which the price is quoted. This field does not BigDecimal
appear on the invoice.

PriceBasisQuantityDesc The price basis quantity fields for each item in requisition line String(2000)
items.

IsComposite Indicates whether this line is composite or not. Composite lines Boolean
may consist of child lines for a regular line. This field does not
appear on the invoice.

Following is an example of InvoiceDetailExport.csv:

INV_ID,BUSINESS_UNIT,VOUCHER_LINE_NUM,PARENT_LINE_NUM,LINE_TYPE_LOOKUP_CODE,TAX_CODE
,TAX_TYPE,DESCR,UNIT_PRICECURRENCY_CD,PO_ID,SHIPTO,UNIT_OF_MEASURE,LINE_NBR,BUSINESS
_UNIT_PO,PriceBasisQuantity,PriceBasisQuantityUOM,ConversionFactor,PriceBasisQuantit
yDesc,IsComposite
“INVINV-4853-INV159566299-10”,”US003”,”1”,”1”,,”Adapter DB9F/MD8M Mac
Serial”,”6.95”,”USD”,,”US013”,”EA”,”0”,,,,,”No”

About Invoice Split Accounting Data in PeopleSoft Variants

InvoiceSplitAccountingExport.csv contains information about invoices where accounting is split among

different subaccounts.

The following table describes the columns in InvoiceSplitAccountingExport.csv:

Field Description Format

INV_ID Ariba Procure-to-Pay Professional invoice ID. String(50)

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78 CUSTOMER About Exporting Invoices
 Field Description Format

BUSINESS_UNIT The business unit for an invoice. String(50)

VOUCHER_LINE_NUM The voucher line number of each line item. This field does not Integer
appear on the invoice.

DISTRIB_LINE_NUM The distribution line number of each line item. This field does Integer
not appear on the invoice.

BUSINESS_UNIT_GL The general ledger business unit. String(50)

ACCOUNT The account number. String(20)

DEPTID The department ID. String(20)

QTY_VCHR The quantity of each line item. BigDecimal

MERCHANDISE_AMT The merchandise amount of each line item. This field does not BigDecimal
appear on the invoice.

SPLIT_TYPE The split type. String(50)

PO_ID The purchase order number of the purchase order-based in­ String(50)
voice. In case of ERP Order, the field provides a reference to the
ERP order ID.

Following is an example of InvoiceSplitAccountingExport.csv:

INV_ID,BUSINESS_UNIT,VOUCHER_LINE_NUM,DISTRIB_LINE_NUM,BUSINESS_UNIT_GL,ACCOUNT,DEPT
ID,QTY_VCHR,MERCHANDISE_AMT,SPLIT_TYPE,PO_ID
“INVINV-4853-
INV159566299-10”,”US003”,”1”,”1”,”US003”,”131000”,”10200”,”100”,”695”,”_Percentage”

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About Exporting Payment Requests in Ariba
Procure-to-Pay

After an invoice has been approved in Ariba Procure-to-Pay, the final step is to send a payment to the supplier.
When it creates an invoice reconciliation document, Ariba Procure-to-Pay also creates a new approvable
document, called a payment request, to track the payment process.

Most payment requests represent amounts due to a supplier, such as for an unpaid invoice. Ariba Procure-to-Pay
also provides support for payment requests associated with credit memos. A credit memo is an invoice that
represents a refund owed to your company by the supplier.

For example, if your company purchased equipment that was later returned, the supplier might first issue an
invoice and then (after the return) a credit memo, which represents the amount due to be refunded to you. Ariba
Procure-to-Pay creates credit payment requests to represent credit memos.

Note
Ariba Procure-to-Pay exports payment requests that use the External System payment model only. The
External System payment model specifies that payments are handled in an external system, such as an ERP
system. Ariba Procure-to-Pay does not export payment requests that use the Ariba Network payment model.

Note
This information only applies to Ariba Procure-to-Pay. In Ariba Invoice Professional, reconciled and approved
invoices are transmitted from Ariba Network to your ERP through an Ariba Network adapter. For more
information, see the documentation for the respective adapter.

About Loading Payment Requests Into Your ERP System [page 81]

About Importing Remittance Information [page 81]

About Payment Request Data Export Tasks [page 81]

About PeopleSoft Payment Request Data [page 83]

About SAP Payment Request Data [page 88]

About Generic Payment Request Data [page 94]

About Amount Precision in Payment Request Export Files [page 102]

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80 CUSTOMER About Exporting Payment Requests in Ariba Procure-to-Pay
About Loading Payment Requests Into Your ERP
System
You can run the SAP function module ZARIBA_SSP_INVOICELOAD to transfer payment requests from CSV files
into your SAP database. You can use the DB Connector to import payment requests into the ERP system
databases for Oracle, DB2, and SQL Server.

Additional References

Ariba Procurement Solutions Integration Guide for SAP

Ariba Integration Toolkit Guide

About Importing Remittance Information

You can import remittance information about payments made through your ERP system into Ariba Procure-to-
Pay.

Related Information

About Importing Remittances [page 104]

About Payment Request Data Export Tasks

You can export payment requests (also referred to as OK-to-Pay invoice data) by the appropriate data export task
in Ariba Administrator.

The Export Payment Requests data export task, which exports data to five CSV files, can be used with the SAP
and PeopleSoft as well as Generic ERP systems that can handle line item details and split accounting information
in separate files.

The Export Payment Requests in 3 File Format data export task, which exports data to three CSV files, is
only available for Generic variants. Export Payment Requests in 3 File Format does not include any tax
information. Customers who use the Generic variant can configure their ERP to export tax data as needed.

Note
Ariba provides the Export Payment Requests in 3 File Format data export task for ERP systems that
cannot handle line item details and split accounting information in separate files (i.e. Oracle).

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About Exporting Payment Requests in Ariba Procure-to-Pay CUSTOMER 81
You can also export payment requests by using the Ariba Data Transfer Tool.

Ariba Procure-to-Pay supports export of payment requests to the SAP ERP in real time (triggered when the
transactions are ready to be sent to the ERP) using the Web Services channel and SAP Netweaver.

Note
Ariba Procure-to-Pay exports payment requests that use the External System payment model only. Ariba
Procure-to-Pay does not export partial payments, even if you import a partial remittance from your SAP
system.

Additional References

Ariba Integration Toolkit Guide

Ariba Procurement Solutions Integration Guide for SAP

Exporting Payment Requests

You can export payment requests using the appropriate data import task (Export Payment Request, or, for
Generic variants that cannot handle line item details and split accounting information in separate files, Export
Payment Requests in 3 File Format).

Procedure

1. Choose Site Manager Data Import/Export and click the Export tab.
2. Find the Export Payment Requests data import task, or the Export Payment Requests in 3 File
Format data export task (Generic only), and click Export.
3. Select a date range for the export by choosing dates in the From and To fields. Ariba Administrator exports all
the payment requests that were marked “OK-to-Pay” during the specified date range. A payment request is
marked “OK-to-Pay” when the associated invoice reconciliation document has been fully approved and the
invoice is reconciled.
4. Click Run to export the data.

Ariba Procure-to-Pay does not export partial payments, even if you import a partial remittance from your ERP
system.

Next Steps

After the data has finished downloading, click Open to view the contents of the ZIP file or Save to save the file to
your local hard drive.

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82 CUSTOMER About Exporting Payment Requests in Ariba Procure-to-Pay
About PeopleSoft Payment Request Data
The payment request data for sites integrated with PeopleSoft ERP systems is exported in a ZIP file containing the
following five CSV files:

● PaymentHeaderExport.csv
● PaymentDetailExport.csv
● PaymentBankExport.csv
● PaymentSplitAccountingExport.csv
● AdvancePaymentDetailExport.csv

About Payment Header Data in the PeopleSoft Variant

PaymentHeaderExport.csv contains general information about payments.

The following table describes the columns in PaymentHeaderExport.csv:

Column Description Format

PMNT_ID The unique reference ID of the payment. String (50)

ECQUEUEINSTANCE The unique name of the electronic document in your ERP system. String (50)

BUSINESS_UNIT The PeopleSoft business unit. String (50)

INVOICE_ID The invoice number. String (50)

INVOICE_DT The invoice date. Date

VENDOR_SETID The vendor Set ID. String (50)

VENDOR_ID The vendor ID. String (10)

GROSS_AMT The gross invoice amount. Numeric

TXN_CURRENCY_CD The invoice transaction currency code. String (50)

PAYMENT_TERMS The unique internal identifier of the payment terms selected for the invoice. String (50)
Payment terms specify the time period in which a supplier requests payment
and any discounts that the supplier chooses to make available for early pay­
ment.

TAX_ACCRUAL_PMNT A value that indicates whether the payment is an accrual payment. Boolean

VENDOR_LOC The vendor location. String (20)

REMIT_ADDR_SEQ_NUM The unique internal identifier of the remittance location. When sending a pay­ String (50)
ment to a given supplier location, Ariba Procure-to-Pay sends to the remit­
tance location associated with that supplier location.

VENDOR_ADDR_SEQ_NUM The vendor address sequence number. String (10)

Following is an example of PaymentHeaderExport.csv:

PMNT_ID,ECQUEUEINSTANCE,BUSINESS_UNIT,INVOICE_ID,INVOICE_DT,VENDOR_SETID,VENDOR_ID,G
ROSS_AMT,

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About Exporting Payment Requests in Ariba Procure-to-Pay CUSTOMER 83
 TXN_CURRENCY_CD,PAYMENT_TERMS,TAX_ACCRUAL_PMNT,VENDOR_LOC,REMIT_ADDR_SEQ_NUM,VENDOR_
ADDR_SEQ_NUM
"PAYTue Aug 01 03:27:42 2006-18","IRTue Aug 01 03:27:42 2006-18","US003",
"Tue Aug 01 03:27:42 2006","08/01/2006 00:00:00
-0700","SHARE","USA0000006","24.9500", "USD","2D",
"No","HQ","sid496-an","1
PAYTue Aug 01 05:34:04 2006-21","IRTue Aug 01 05:34:04 2006-21","US003","Tue Aug 01
05:34:04 2006",
"08/01/2006 00:00:00
-0700","SHARE","USA0000064","7","6.6400","CAD","00","No","HQ","sid815-hq","1"

About Payment Detail Data in the PeopleSoft Variant

PaymentDetailExport.csv provides line level details for invoices.

The following table describes the columns in PaymentDetailExport.csv:

Column Description Format

PMNT_ID The unique reference ID of the payment. This value matches a payment de­ String (50)
fined in PaymentHeaderExport.csv.

ECQUEUEINSTANCE The unique name of the electronic document in your ERP system. String (50)

BUSINESS_UNIT The PeopleSoft business unit. String (50)

VOUCHER_LINE_NUM The line number on the voucher. Numeric

PARENT_LINE_NUM The voucher line number of the parent for a charge line on the invoice. Numeric

LINE_TYPE_LOOKUP_COD The line category. Line categories separate procurement line items from Numeric
E the various special handling categories, such as tax and freight. The line
categories are as follows:

● 1 - Line Item (for all line items, including non-catalog, catalog and
PunchOut)
● 2 - Tax Charge (for all tax-related charges)
● 4 - Freight Charge (for all freight-related charges)
● 8 - Handling Charge (for all handling-related charges)
● 32 - Discount (for discounts related to invoicing)

TAX_CODE The line item tax code. Ariba Procure-to-Pay initially sets the tax code String (25)
based on invoice information and the tax code it obtains from the tax code
lookup table. However, if a business user modifies the tax code during in­
voice reconciliation, the modified tax code, not the initial tax code, appears
in this column.

TAX_TYPE The tax type, for example, SUTTax (Sales/Use tax). String (50)

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84 CUSTOMER About Exporting Payment Requests in Ariba Procure-to-Pay
 Column Description Format

TAX_ACCRUAL A value on the invoice tax line that indicates a tax accrual line. Boolean

● If TAX_ACCRUAL is No and the MERCHANDISE_AMT for the tax line

is 0 or greater, the supplier is paid for the tax amount on the invoice
and taxes are not accrued in PeopleSoft.
● If TAX_ACCRUAL is Yes and the MERCHANDISE_AMT for the tax line
is 0, the supplier is not paid for the tax amount (even though the tax
appears on the invoice). and the complete tax amount as expected by
the system is accrued in PeopleSoft.
● If TAX_ACCRUAL is Yes and the MERCHANDISE_AMT for the tax line
is greater than 0, a partial accrual is indicated. In this case, the sup­
plier is paid for the tax amount on the invoice and the remaining tax
amount (the amount expected by the system less the amount charged
by the supplier) is accrued in PeopleSoft.

DESCR A description of the invoice line item. String (2000)

MERCHANDISE_AMT For a line item, the value in this column is the amount charged for the com­ Numeric
modity. For a tax line item, the value in this column is the tax amount to pay
to the supplier.

UNIT_PRICE The unit price of the merchandise. Numeric

CURRENCY_CD The currency code for the invoice line item amount. String (50)

PRICEBASISQUANTITY The quantity corresponding to the unit price of the item specified by the Big Decimal
supplier. The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR The ratio used to convert the ordered unit to the price unit. The unit price is Big Decimal
based on the price unit quantity and the price unit.

PRICEBASISQUANTITYDESC Any information for the advanced pricing details. String (2000)

PRICEBASISQUANTITYUOM The unit of measure for the unit price. String (50)

Following is an example of PaymentDetailExport.csv:

PMNT_ID,ECQUEUEINSTANCE,BUSINESS_UNIT,VOUCHER_LINE_NUM,PARENT_LINE_NUM,LINE_TYPE_LOO
KUP_CODE,
TAX_CODE,TAX_TYPE,TAX_ACCRUAL,DESCR,MERCHANDISE_AMT,UNIT_PRICE,CURRENCY_CD,PRICEBASI
SQUANTITY,PRICEBASISQUANTITYUOM,CONVERSIONFACTOR,PRICEBASISQUANTITYDESC
PAYNPOINv-67, IRNPOINv-67, US003, 1, , 1, CA, , No, Composite Monitor Ext. RCA M/F,
6950.0000, 6.9500, USD,"2.0000","GAL","1","Gallon price"
PAYNPOINv-67, IRNPOINv-67, US003, 2, 1, 2, CA, SUTTax, No, Sales/Use tax (auto-
generated), 0.0000, 0.0000, USDPayment Bank Data

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About Payment Bank Data in the PeopleSoft Variant

PaymentBankExport.csv contains information about bank data associated with invoices.

The following table describes the columns in PaymentBankExport.csv:

Column Description Format

PMNT_ID The unique reference ID of the payment. This value matches a payment de­ String (50)
fined in PaymentHeaderExport.csv.

ECQUEUEINSTANCE The unique name of the electronic document in your ERP system. String (50)

BUSINESS_UNIT The PeopleSoft business unit. String (50)

PYMNT_METHOD The unique internal identifier of the payment method. A payment method de­ String (50)
fines how a buying organization makes a payment to a supplier.

BANK_ACCT_KEY The bank account key. String (50)

COMPOSITE_ACCT_KEY The unique internal identifier of the Ariba Procure-to-Pay buyer bank pay­ String (50)
ment location.

SCHEDULED_PAY_DT The date of the scheduled payment. Date

BANK_CD The unique code number of the bank. String (25)

PAYMENT_AMT The payment amount. Numeric

PAYMENT_GROSS_AMT The payment gross amount. Numeric

PAYMENT_DISC_AMT The payment discount amount. Numeric

PAYMENT_CURRENCY_CD The transaction currency code for the payment. String (50)

Following is an example of PaymentBankExport:

PMNT_ID,ECQUEUEINSTANCE,BUSINESS_UNIT,PYMNT_METHOD,BANK_ACCT_KEY,
COMPOSITE_ACCT_KEY,
SCHEDULED_PAY_DT,BANK_CD,PAYMENT_AMT,PAYMENT_GROSS_AMT,PAYMENT_DISC_AMT,PAYMENT_CURR
ENCY_CD
PAYNPOINv-67, IRNPOINv-67, US003, ach, chec, BuyerBankLocation-1, 04/24/2006
12:43:48 -0700, 77777, 6950.0000, 6950.0000, 0.0000, USD

About Payment Split Accounting Data in the PeopleSoft

Variant

PaymentSplitAccountingExport.csv contains information about split accounting associated with an invoice.

The following table describes the columns in PaymentSplitAccountingExport.csv:

Column Description Format

PMNT_ID The unique reference ID of the payment. This value matches a payment de­ String (50)
fined in PaymentHeaderExport.csv.

ECQUEUEINSTANCE The unique name of the electronic document in your ERP system. String (50)

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 Column Description Format

BUSINESS_UNIT The PeopleSoft business unit. String (50)

VOUCHER_LINE_NUM The line number of the voucher. Numeric

DISTRIB_LINE_NUM The distribution line number. Numeric

BUSINESS_UNIT_GL The PeopleSoft general ledger business unit. String (50)

ACCOUNT The account ID. String (20)

DEPTID The PeopleSoft department ID. String (20)

QTY_VCHR The quantity of the invoice line item. Numeric

MERCHANDISE_AMT The currency amount of the merchandise. Numeric

Following is an example of PaymentSplitAccountingExport.csv:

PMNT_ID,ECQUEUEINSTANCE,BUSINESS_UNIT,VOUCHER_LINE_NUM,DISTRIB_LINE_NUM,BUSINESS_UNI
T_GL,ACCOUNT,DEPTID,QTY_VCHR,MERCHANDISE_AMT
PAYNPOINv-67, IRNPOINv-67, US003, 1, 1, USBC3, 156000, 105000, 1000.0000, 6950.0000
PAYNPOINv-67, IRNPOINv-67, US003, 2, 1, USBC3, 156000, 105000, 1.0000, 0.0000

About Advance Payment Detail Data in the PeopleSoft

Variant

AdvancePaymentDetailExport.csv contains the details of the advance payments adjusted against the invoice
for which the payment request is generated.

The following table describes the columns in the AdvancePaymentDetailExport.csv file.

Column Description Format

PMNT_ID The unique identifier of the payment request created for String (50)
the invoice

PAY101ECQUEUEINSTANCE The unique identifier of the invoice reconciliation docu­ String (50)
ment for the invoice

ORDER_ID The unique identifier of the purchase order associated String (50)
with the invoice and advance payment documents

ADVANCEPAYMENT_ID The unique identifier of the advance payment adjusted String (50)
against the invoice

ERPADVANCEPAYMENT_ID The unique identifier of the payment request created in String (50)
the ERP for the advance payment

CONSUMEDAMOUNT_AMOUNT The advance payment amount adjusted against the in­ Numeric
voice, in the user's currency

CONSUMEDAMOUNT_CURRENCY The unique name of the invoice currency String (50)

CONSUMEDAMOUNT_INBASECURR The advance payment amount adjusted against the in­ Numeric
ENCY voice, in the site base currency

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Following is an example of AdvancePaymentDetailExport.csv:

ADVANCEPAYMENT_ID,ECQUEUEINSTANCE,PMNT_ID,ORDER_ID,ERPADVANCEPAYMENT_ID,CONSUMEDAMOU
NT_AMOUNT,CONSUMEDAMOUNT_CURRENCY,CONSUMEDAMOUNT_INBASECURRENCY
"APMT10","INV-IR101","PAY101","PO101","ERPAPMT10",10.00,"USD",10.00

About SAP Payment Request Data

Ariba Procure-to-Pay supports export of payment requests to the SAP ERP in real time (triggered when the
transactions are ready to be sent to the ERP) using the Web Services channel and SAP Netweaver.

Note
Ariba Procure-to-Pay exports payment requests that use the External System payment model only, and does
not export partial payments, even if you import a partial remittance from your SAP system.

This section describes the SAP data that Ariba Administrator exports when you run the Export Payment Requests
data export task. The data is stored in a ZIP file containing the following CSV files:

● PaymentHeaderExport.csv
● PaymentLineItemDet.csv
● PaymentAccountDet.csv
● PaymentDetailExport.csv
● PaymentTaxExport.csv
● AdvancePaymentDetailExport.csv

You can run the SAP function module ZARIBA_SSP_INVOICELOAD to transfer payment information from CSV files
into the SAP database.

Additional References

Ariba Procurement Solutions Integration Guide for SAP

About Payment Header Data in the SAP Variant

PaymentHeaderExport.csv contains general information about payments.

The following table describes the columns in PaymentHeaderExport.csv:

Column Description Format

PAYMENTID The unique reference ID of the payment. String (50)

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 Column Description Format

REF_DOC_NO The unique name of the invoice. Invoice numbers exceeding 16 characters are String (16)
truncated to 16 characters during export.

COMP_CODE The unique internal identifier of the SAP company code. String (4)

GROSS_AMOUNT The invoice’s gross amount to be paid to the supplier. For credit memos and neg­ Numeric
ative amounts, this value is positive.

CURRENCY The payment amount currency code. String (3)

DOC_DATE The invoice date. Date

PMNTTRMS The unique internal identifier of the payment terms selected for the invoice. Pay­ String (4)
ment terms specify the time period in which a supplier requests payment and any
discounts that the supplier chooses to make available for early payment.

DIFF_INV The invoice’s vendor ID. String (50)

INVOICE_IND The invoice ID. String (50)

PYMT_METH The unique internal identifier of the payment method. A payment method defines String (50)
how a buying organization makes a payment to a supplier.

ITEM_TEXT The unique name of the invoice reconciliation document. String (50)

BLINE_DATE The invoice baseline date. String (50)

URL A direct action URL. When external users click this URL, they are authenticated String (100)
and taken directly to the invoice reconciliation document in Ariba Procure-to-Pay.

ACCRUAL_PMNT_AMT The accrual payment amount determined by Ariba Procure-to-Pay to be paid sep­ Numeric
arately.

Following is an example of PaymentHeaderExport.csv:

PAYMENTID,REF_DOC_NO,COMP_CODE,GROSS_AMOUNT,CURRENCY,DOC_DATE,PAYMENT_TERMS,DIFF_INV
,INVOICE_IND,PYMT_METH,ITEM_TEXT,BLINE_DATE,URL,ACCRUAL_PMNT_AMT
PAYPO10Invoice-LineLevel-10,PO10Invoice-Line,3000,8920,USD,
20060726,NT60,1000,X,IRPO10Invoice-LineLevel-10,20060726,https://sampleurl,125

About Payment Line Item Data in the SAP Variant

PaymentLineItemDet.csv provides line level details for invoices.

The following table describes the columns in PaymentLineItemDet.csv:

Column Description Format

PAYMENTID The unique reference ID of the payment. String (50)

TAX_CODE The unique tax type code. String (50)

POLINERECEIVINGT The purchase order receiving type. String (50)

YPE

ITEM_AMOUNT The amount for each line item. For credit memos and negative line item amounts, Numeric
this value is negative.

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Column Description Format

QUANTITY The quantity for each line item. Numeric

PO_UNIT The unique unit of measure value. String (50)

INVOICE_DOC_ITEM The line number of every line item. Numeric

PO_NUMBER The unique ID of every purchase order for the ERP it belongs to. String (50)

PO_ITEM The line number of the corresponding line item. String (50)

ITEM_TEXT The line item description. String (2000)

LINE_TYPE The unique internal identifier of the line type of the line item. This field holds the tax String (50)
type for indirect and withholding tax lines. For charges, this field holds the values
FreightCharge, HandlingCharge, or Charge. For discount lines, this field
holds the value Discount. For other line items, this field holds the values
CatalogItem or NonCatalogItem.

CATEGORY The category of each line item. Numeric

ORDER The purchase order number in SAP. String (50)

PRICEBASISQUANTITY The quantity corresponding to the unit price of the item specified by the supplier. Big Decimal
The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR The ratio used to convert the ordered unit to the price unit. The unit price is based Big Decimal
on the price unit quantity and the price unit.

PRICEBASISQUANTITY­ Any information for the advanced pricing details. String (2000)
DESC

PRICEBASISQUANTI­ The unit of measure for the unit price. String (50)
TYUOM

Following is an example of PaymentLineItemDet.csv:

PAYMENTID,TAX_CODE,POLINERECEIVINGTYPE,ITEM_AMOUNT,QUANTITY,PO_UNIT,INVOICE_DOC_ITEM
,PO_NUMBER,
PO_ITEM,ITEM_TEXT,CATEGORY,ORDER,PRICEBASISQUANTITY,PRICEBASISQUANTITYUOM,CONVERSION
FACTOR,
PRICEBASISQUANTITYDESC
PAYsap01-20,I1,2,25.79,3,EA,1,4700000860,10,Sales tax (auto-generated),
1,EPCK24,"2.0000","GAL","1","Gallon price"

Note
Adding a custom flex field to an IR results in pre-pending the label InvoiceReconciliation_LineItems_ to the
custom field label when exported to PaymentLineItemDet.csv. For example, if you create a column named
cat.IRLI.inv2343, the resulting column heading is displayed as
InvoiceReconciliation_LineItems_cus_catIRLIinv2343.

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About Payment Account Data in the SAP Variant
PaymentAccountDet.csv contains line item payment information.

The following table describes the columns in PaymentAccountDet.csv:

Column Description Format

ITEM_AMOUNT The amount for each line item. For credit memos and negative line item amounts, this Numeric
value is negative.

WBS_ELEM The unique code of the WBS element account assignment category for that line item. String (50)

ASSET_NO The unique value of the asset account assignment category for each line item. String (50)

COSTCENTER The unique value of the cost center account assignment category for each line item. String (50)

POLINERECEIVINGT The purchase order receiving type. String (50)

YPE

QUANTITY The quantity for each line item. Numeric

PO_UNIT The unique unit of measure value. String (50)

SERIAL_NO The serial number of each line item. Numeric

INVOICE_DOC_ITEM The line number of each line item. Numeric

ORDERID The unique value of the internal order account assignment category for the line item. String (50)

GL_ACCOUNT The unique value of the general ledger accounting type for each line item. Numeric

LINE_TYPE The unique internal identifier of the line type of the line item. This field holds the tax String (50)

type for indirect and withholding tax lines. For charges, this field holds the values
FreightCharge, HandlingCharge, or Charge. For discount lines, this field
holds the value Discount. For other line items, this field holds the values
CatalogItem or NonCatalogItem.

TAX_CODE The unique tax type code. String (50)

PAYMENTID The unique ID of each payment that has a status displayed. String (50)

CATEGORY The category of every line item. Numeric

ORDER An SAP purchase order number. String (50)

PO_NUMBER The unique ID of each purchase order. String (50)

Following is an example of PaymentAccountDet.csv:

ITEM_AMOUNT,WBS_ELEM,ASSET_NO,COSTCENTER,POLINERECEIVINGTYPE,QUANTITY,PO_UNIT,SERIAL
_NO,
INVOICE_DOC_ITEM,ORDERID,GL_ACCOUNT,TAX_CODE,PAYMENTID,CATEGORY,ORDER,PO_NUMBER
12.50,3-1200/31,1005,2100,2,3,EA,
1,1,400046,404000,I0,PAYsap01-20,1,EPCK24,4700000860

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About Payment Detail Data in the SAP Variant
PaymentDetailExport.csv provides line level details for invoices.

The following table describes the columns in PaymentDetailExport.csv:

Column Description Format

PAYMENTID The unique reference ID of the payment. This value matches a payment defined in String (50)
PaymentHeaderExport.csv.

ITEM_AMOUNT The item amount. For credit memos and negative line item amounts, this value is Numeric
positive.

WBS_ELEM The unique internal identifier of the SAP work breakdown structure (WBS) element. String (50)

ASSET_NO The unique internal identifier of the SAP asset number. String (50)

COSTCENTER The unique internal identifier of the SAP cost center. String (50)

INVOICE_DOC_ITEM The invoice line number. Numeric

ORDERID The internal order ID. String (50)

GL_ACCOUNT The unique internal identifier of the SAP general ledger account. String (50)

COMP_CODE The unique internal identifier of the SAP company code. String (50)

LINE_TYPE The unique internal identifier of the line type of the line item. This field holds the tax String (50)

type for indirect and withholding tax lines. For charges, this field holds the values
FreightCharge, HandlingCharge, or Charge. For discount lines, this field
holds the value Discount. For other line items, this field holds the values
CatalogItem or NonCatalogItem.

TAX_CODE The line item tax code. Ariba Procure-to-Pay initially sets the tax code based on in­ String (50)
voice information and the tax code it obtains from the tax code lookup table. How­
ever, if a business user modifies the tax code during invoice reconciliation, the
modified tax code, not the initial tax code, appears in this column.

PLANT The unique internal identifier of the SAP plant, which is the ship-to address. String (50)

ITEM_TEXT The item’s description. String (2000)

DB_CR_IND A value that specifies whether the item is a debit or a credit as follows: String (10)

● S - debit
● H - credit

LINE_TYPE_LOOKUP The line category. Line categories separate procurement line items from the vari­ Numeric
_CODE ous special handling categories, such as tax and freight. The line categories are as
follows:

● 1 - Line Item (for all line items, including non-catalog, catalog and PunchOut)
● 2 - Tax Charge (for all tax-related charges)
● 4 - Freight Charge (for all freight-related charges)
● 8 - Handling Charge (for all handling-related charges)
● 32 - Discount (for discounts related to invoicing)

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 Column Description Format

HDR_LEVEL A value that specifies whether the item is a header-level or line-level item as follows: Boolean

● Yes - header level

● No - line level

PRICEBASISQUANTITY The quantity corresponding to the unit price of the item specified by the supplier. Big Decimal
The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR The ratio used to convert the ordered unit to the price unit. The unit price is based Big Decimal
on the price unit quantity and the price unit.

PRICEBASISQUANTI­ Any information for the advanced pricing details. String (2000)
TYDESC

PRICEBASISQUANTI­ The unit of measure for the unit price. String (50)
TYUOM

Following is an example of PaymentDetailExport.csv:

PAYMENTID,ITEM_AMOUNT,WBS_ELEM,ASSET_NO,COSTCENTER,INVOICE_DOC_ITEM,ORDERID,
GL_ACCOUNT,COMP_CODE,TAX_CODE,PLANT,ITEM_TEXT,DB_CR_IND,LINE_TYPE_LOOKUP_CODE,HDR_LE
VEL,PRICEBASISQUANTITY,PRICEBASISQUANTITYUOM,CONVERSIONFACTOR,PRICEBASISQUANTITYDESC
PAYPO10Invoice-LineLevel-10,8800,,,2100,1,,445000,3000,I1,3000,Adapter SUN Monitor
4-BNCF/13W3M,S,1,No,"2.0000","GAL","1","Gallon price"

About Payment Tax Export Data in the SAP Variant

PaymentTaxExport.csv contains tax data about an invoice.

The following table describes the columns in PaymentTaxExport.csv:

Column Description Format

PAYMENTID The payment’s unique ID. This value matches a payment defined in String (50)
PaymentHeaderExport.csv.

TAX_AMOUNT The invoice line item tax amount. For credit memos and negative line item amounts, Numeric
this value is positive.

TAX_CODE The line item tax code. Ariba Procure-to-Pay initially sets the tax code based on in­ String (50)
voice information and the tax code it obtains from the tax code lookup table. How­
ever, if a business user modifies the tax code during invoice reconciliation, the modi­
fied tax code, not the initial tax code, appears in this column.

REF_LINE_NUM The reference line number on the invoice. For header taxes, this is the item line. For Numeric
line-level taxes, this is the actual tax line.

ITEM_TEXT The tax line description. String (255)

Following is an example of PaymentTaxExport.csv:

PAYMENTID,TAX_AMOUNT,TAX_CODE,REF_LINE_NUM,ITEM_TEXT
PAYPO10Invoice-LineLevel-10,30,I1,2,Sales tax - line level

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About Advance Payment Detail Data in the SAP Variant

AdvancePaymentDetailExport.csv contains the details of the advance payments adjusted against the invoice
for which the payment request is generated.

The following table describes the columns in the AdvancePaymentDetailExport.csv file.

Column Description Format

PAYMENTID The unique identifier of the payment request created for String (50)
the invoice

INVOICERECONCILIATIONID The unique identifier of the invoice reconciliation docu­ String (50)
ment for the invoice

ORDERID The unique identifier of the purchase order associated String (50)
with the invoice and advance payment documents

ADVANCEPAYMENTID The unique identifier of the advance payment adjusted String (50)
against the invoice

ERPADVANCEPAYMENTID The unique identifier of the payment request created in String (50)
the ERP for the advance payment

CONSUMEDAMOUNT_AMOUNT The advance payment amount adjusted against the in­ Numeric
voice, in the user's currency

CONSUMEDAMOUNT_CURRENCY The unique name of the invoice currency String (50)

CONSUMEDAMOUNT_INBASECURR The advance payment amount adjusted against the in­ Numeric
ENCY voice, in the site base currency

Following is an example of AdvancePaymentDetailExport.csv:

ADVANCEPAYMENTID,INVOICERECONCILIATIONID,PAYMENTID,ORDERID,ERPADVANCEPAYMENTID,CONSU
MEDAMOUNT_AMOUNT,CONSUMEDAMOUNT_CURRENCY,CONSUMEDAMOUNT_INBASECURRENCY
"APMT10","INV-IR101","PAY101","PO101","ERPAPMT10",10.00,"USD",10.00

About Generic Payment Request Data

Ariba Administrator exports Generic data when you run the Export Payment Requests or Export Payment
Requests in 3 File Format data export tasks.

The Export Payment Requests data export task exports a ZIP file containing the following CSV files:

● PaymentHeaderExport.csv
● PaymentBankExport.csv
● PaymentDetailExport.csv
● PaymentSplitAccountingExport.csv
● AdvancePaymentDetailExport.csv

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The Export Payment Requests in 3 File Format data export task exports a ZIP file containing the
following CSV files:

● PaymentHeaderExport.csv
● PaymentBankExport.csv
● PaymentDetailWithSplitAccountingExport.csv

About Payment Header Data in the Generic Variant

PaymentHeaderExport.csv is exported by both Export Payment Requests and Export Payment

Requests in 3 File Format.

The following table describes the columns in PaymentHeaderExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. String (50)

InvoiceReconciliationId The invoice reconciliation document ID. String (50)

PurchasingUnit The unique internal identifier of the purchasing unit. String (50)

InvoiceNumber The invoice number. String (50)

InvoiceDate The invoice date. Date

Supplier The unique internal identifier of the supplier. String (50)

GrossAmount The gross invoice amount. Numeric

GrossAmountCurrency The invoice transaction currency. String (50)

PaymentTerms The unique internal identifier of the payment terms selected for the in­ String (50)
voice. Payment terms specify the time period in which a supplier requests
payment and any discounts that the supplier chooses to make available
for early payment.

ForTaxAccrual A value that specifies whether the payment is an accrual payment. Boolean

SupplierLocation The unique internal identifier of the supplier location. String (50)

SupplierLocationContact The contact ID of the contact person at the supplier location specified in String (50)
ID the SupplierLocation column.

RemittanceLocation The unique internal identifier of the remittance location. When sending a String (50)
payment to a given supplier location, Ariba Procure-to-Pay sends to the
remittance location associated with that supplier location.

Following is an example of PaymentHeaderExport.csv:

PaymentId,InvoiceReconciliationId,PurchasingUnit,InvoiceNumber,InvoiceDate,Supplier,
GrossAmount,
GrossAmountCurrency,PaymentTerms,ForTaxAccrual,SupplierLocation,SupplierLocationCont
actID,
RemittanceLocation
"PAYSUPPLIER_INVOICE_NUM-11","IRSUPPLIER_INVOICE_NUM-11","US005","SUPPLIER_INVOICE_N
UM","07/22/2006 00:00:00
-0700","prid515","29.9700","USD","PT1","No","10151,63,RL515"

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About Payment Bank Export Data in the Generic Variant
PaymentBankExport.csv is exported by both Export Payment Requests and Export Payment Requests
in 3 File Format.

The following table describes the columns in PaymentBankExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. This value matches a payment defined String (50)
in PaymentHeaderExport.csv.

InvoiceReconciliation The invoice reconciliation document ID. String (50)

Id

PurchasingUnit The unique internal identifier of the purchasing unit. Purchasing units keep String (50)
different sets of data separate.

PaymentMethod The unique internal identifier of the payment method. A payment method String (50)
defines how a buying organization makes a payment to a supplier.

BankAccountType The unique internal identifier of the bank account type, such as checking String (50)
or savings.

BuyerBankLocation The unique internal identifier of the Ariba Procure-to-Pay buyer bank pay­ String (50)
ment location.

ScheduledPaymentDate The date of the scheduled payment. Date

BankId The bank identifier. String (25)

Amount The payment amount. Numeric

GrossAmount The payment gross amount. Numeric

DiscountAmount The discount amount. Numeric

AmountCurrency The transaction currency code for the payment. String (50)

Following is an example of PaymentBankExport.csv:

PaymentId,InvoiceReconciliationId,PurchasingUnit,PaymentMethod,BankAccountType,Buyer
BankLocation,ScheduledPaymentDate,BankId,Amount,GrossAmount,DiscountAmount,AmountCur
rency
"PAYSUPPLIER_INVOICE_NUM-11","IRSUPPLIER_INVOICE_NUM-11","US005","check","checking",
"BuyerBankLocation-1","08/11/2006 11:18:47
-0700","TRBNK","29.9700","29.9700","0.3891","USD"

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About Payment Detail Data in the Generic Variant
PaymentDetailExport.csv is exported only by the Export Payment Requests data export task. It provides
line item payment details.

The following table describes the columns in PaymentDetailExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. This value matches a payment defined String (50)
in PaymentHeaderExport.csv.

InvoiceReconciliation The invoice reconciliation document ID. String (50)

Id

PurchasingUnit The unique internal identifier of the purchasing unit. Purchasing units keep String (50)
different sets of data separate.

LineNumber The line number in the voucher. Numeric

ParentLineNumber The voucher line number of the parent for a charge line on the invoice. Numeric

LineTypeCategory The line category. Line categories separate procurement line items from the String
various special handling categories, such as tax and freight. The line catego­
ries are as follows:

● 1 - Line Item (for all line items, including non-catalog, catalog and
PunchOut)
● 2 - Tax Charge (for all tax-related charges)
● 4 - Freight Charge (for all freight-related charges)
● 8 - Handling Charge (for all handling-related charges)
● 32 - Discount (for discounts related to invoicing)

TaxCode The line item tax code. Ariba Procure-to-Pay initially sets the tax code based String (50)
on invoice information and the tax code it obtains from the tax code lookup
table. However, if a business user modifies the tax code during invoice rec­
onciliation, the modified tax code, not the initial tax code, appears in this
column.

TaxType The line item tax type, for example, SalesTax. String (50)

IsAccrual A value that indicates whether the line item is a tax accrual line item. Boolean
IsAccrual is set to Yes if:
● an ‘Accrual Tax Variance’ exception is disputed: The reconciler agrees
to pay the supplier no tax and accrues the entire calculated tax amount
to be paid to the government authority.
● an ‘Under Tax Variance’ exception is disputed: The reconciler agrees to
pay the supplier the charged tax amount and accrue the remaining dif­
ference (calculated – charged) to be paid to the government authority.
● Reconcilers check the Accrual check box for a tax detail line during rec­
onciliation.

Description A line item description. String (2000)

Amount For a line item, the value in this column is the amount charged for the com­ Numeric
modity. For a tax line item, the value in this column is the tax amount to pay
to the supplier.

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Column Description Format

UnitPrice For goods or services lines, UnitPrice represents the line item unit price. Numeric

For tax lines that are disputed (but reconcilers have not checked the Ac­
crual flag), UnitPrice contains the expected tax amount (the total tax
amount for the reconciled line item, including both the tax amount paid to
the supplier and the accrual amount to be paid separately to the govern­
ment authority).

For tax lines that have been manually flagged as accruals, UnitPrice is
set to 0 (zero).

For all other tax lines, UnitPrice contains the tax amount.

AmountCurrency The currency code for the line item amount. String (50)

ERPCommodityCode The ERP commodity code for the line item. This column is blank if your site Numeric
does not use ERP commodity codes.

TaxAdjustmentAmount The accrued tax amount to be paid separately to the government authority. Numeric
For tax line items with Under Tax Variance exceptions that are disputed,
TaxAdjustmentAmount is calculated as the difference between
UnitPrice (total expected tax amount) and Amount (tax amount to pay
to supplier).

ERPOrderID The ERP purchase order number. Numeric

ERPOrderLineNumber The unique identifier of each line in an ERP purchase order Numeric

PRICEBASISQUANTITY The quantity corresponding to the unit price of the item specified by the Big Decimal
supplier. The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR The ratio used to convert the ordered unit to the price unit. The unit price is Big Decimal
based on the price unit quantity and the price unit.

PRICEBASISQUANTITYDESC Any information for the advanced pricing details. String (2000)

PRICEBASISQUANTITYUOM The unit of measure for the unit price. String (50)

Following is an example of PaymentDetailExport.csv:

PaymentId,InvoiceReconciliationId,PurchasingUnit,LineNumber,ParentLineNumber,LineTyp
eCategory,
TaxCode,TaxType,IsAccrual,Description,Amount,UnitPrice,AmountCurrency,ERPCommodityCo
de,
TaxAdjustmentAmount,ERPOrderID,ERPOrderLineNumber,,PriceBasisQuantity,PriceBasisQuan
tityUOM,ConversionFactor,PriceBasisQuantityDesc,
"PAYSUPPLIER_INVOICE_NUM-11","IRSUPPLIER_INVOICE_NUM-11","US005","1","","1","TC16","
","No",
"Maps & Globes, Map Measurer, Simply run it along the route to be measured. One
pride shows miles and kilometers. The other pride shows statute miles, kilometers
and nautical miles. Attached magnifier, zippered
case.","12.9700","12.9700","USD","","3.52","2.0000","GAL","1","Gallon price"
"PAYSUPPLIER_INVOICE_NUM-11","IRSUPPLIER_INVOICE_NUM-11","US005","2","1","2","TC16",
"SalesTax",
"No","Sales tax - line level","2.0000","2.0000","USD","","2.64",,

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About Payment Split Accounting Data in the Generic
Variant
PaymentSplitAccountingExport.csv is only exported by the Export Payment Requests data export tasks.
It contains information about split accounting data associated with invoices.

The following table describes the columns in PaymentSplitAccountingExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. This value matches a payment defined String (50)
in PaymentHeaderExport.csv.

InvoiceReconciliation The invoice reconciliation document ID. String (50)

Id

PurchasingUnit The unique internal identifier of the purchasing unit. String (50)

LineNumber The line number of the voucher. Numeric

SplitLineNumber The split accounting line number. Numeric

Company The unique internal identifier of the company. String (50)

BusinessUnit The unique internal identifier of the business unit. String (50)

CostCenter The unique internal identifier for the cost center. String (50)

Account The unique internal identifier of the account, for example, Expense, String (50)

SubAccount The unique internal identifier of the subaccount. String (50)

Product The unique internal identifier of the product. String (50)

Project The unique internal identifier of the project. String (50)

Quantity The line item quantity. Numeric

Amount The line item amount. Numeric

Region The unique internal identifier of the accounting region. String (50)

AccountingCombination The unique internal identifier of an accounting combination defined in Ariba String (50)
ID Procure-to-Pay.

Following is an example of PaymentSplitAccountingExport.csv:

PaymentId,InvoiceReconciliationId,PurchasingUnit,LineNumber,SplitLineNumber,Company,
BusinessUnit,CostCenter,Account,SubAccount,Product,Project,Quantity,Amount,Region,Ac
countingCombinationID
"PAY545-21","IR545-21","US005","1","1","GD","US005","3300","7720","1210",,,"5.0000",
"359.9500",,
"PAY545-21","IR545-21","US005","2","1","GD","US005","3300","7720","1210",,,"1.0000",
"0.0000"
"PAY24324-29","IR24324-29","US100","1","1","GD","US100","3100","7720","5008",,,"10.0
000","25.7000",,

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About Advance Payment Detail Data in the Generic Variant

AdvancePaymentDetailExport.csv contains the details of the advance payments adjusted against the invoice
for which the payment request is generated.

The following table describes the columns in the AdvancePaymentDetailExport.csv file.

Column Description Format

PaymentID The unique identifier of the payment request created for String (50)
the invoice

InvoiceReconciliationID The unique identifier of the invoice reconciliation docu­ String (50)
ment for the invoice

OrderID The unique identifier of the purchase order associated String (50)
with the invoice and advance payment documents

AdvancePaymentID The unique identifier of the advance payment adjusted String (50)
against the invoice

ERPAdvancePaymentID The unique identifier of the payment request created in String (50)
the ERP for the advance payment

ConsumedAmount_Amount The advance payment amount adjusted against the in­ Numeric
voice, in the user's currency

ConsumedAmount_Currency The unique name of the invoice currency String (50)

ConsumedAmount_InBaseCurr The advance payment amount adjusted against the in­ Numeric
ency voice, in the site base currency

Following is an example of AdvancePaymentDetailExport.csv:

AdvancePaymentID,InvoiceReconciliationID,PaymentID,OrderID,ERPAdvancePaymentID,Consu
medAmount_Amount,ConsumedAmount_Currency,ConsumedAmount_InBaseCurrency
"APMT10","INV-IR101","PAY101","PO101","ERPAPMT10",10.00,"USD",10.00

About Payment Detail with Split Accounting Data in the

Generic Variant

PaymentDetailWithSplitAccountingExport.csv is exported only by the Export Payment Requests in

3 File Format data export task.

The following table describes the columns in PaymentDetailWithSplitAccountingExport.csv:

Column Description Format

PaymentId The payment’s unique reference ID. This value matches a payment defined String (50)
in PaymentHeaderExport.csv.

InvoiceReconciliation The invoice reconciliation document ID. String (50)

Id

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 Column Description Format

PurchasingUnit The unique internal identifier of the purchasing unit. Purchasing units keep String (50)
different sets of data separate.

LineNumber The line number of the voucher. Numeric

ParentLineNumber The voucher line number of the parent of the charge line on the invoice. Numeric

LineTypeCategory The line category. Line categories separate procurement line items from the String
various special handling categories, such as tax and freight. The line catego­
ries are as follows:

● 1 - Line Item (for all line items, including non-catalog, catalog and
PunchOut)
● 2 - Tax Charge (for all tax-related charges)
● 4 - Freight Charge (for all freight-related charges)
● 8 - Handling Charge (for all handling-related charges)
● 32 - Discount (for discounts related to invoicing)

TaxCode The line item tax code. Ariba Procure-to-Pay initially sets the tax code based String (50)
on invoice information and the tax code it obtains from the tax code lookup
table. However, if a business user modifies the tax code during invoice rec­
onciliation, the modified tax code, not the initial tax code, appears in this col­
umn.

For more information on the tax code lookup table, see the Ariba Procure­
ment Data Import and Administration Guide. For more information on in­
voice reconciliation, see the Ariba Invoice Professional Invoicing User Guide.

TaxType The line item tax type, for example, SalesTax. String (50)

IsAccrual A value (always False) that indicates whether the line item is a tax accrual Boolean
line item.

Description A line item description. String (2000)

UnitPrice The line item unit price. Numeric

AmountCurrency The currency code for the line item amount. String (50)

SplitLineNumber The split accounting line number. Numeric

Company The unique internal identifier of the company. String (50)

BusinessUnit The unique internal identifier of the business unit. String (50)

CostCenter The unique internal identifier for the cost center. String (50)

Account The unique internal identifier of the account, for example, Expense, String (50)

SubAccount The unique internal identifier of the subaccount. Subaccounts are account­ String (50)
ing entities that are subordinate to the accounts.

Product The unique internal identifier of the product. String (50)

Project The unique internal identifier of the project. String (50)

Region The unique internal identifier of the accounting region. String (50)

AccountingCombination The unique internal identifier of an accounting combination defined in Ariba String (50)
ID Procure-to-Pay.

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Column Description Format

Quantity The line item quantity. Numeric

Amount The line item amount. Numeric

PRICEBASISQUANTITY The quantity corresponding to the unit price of the item specified by the sup­ Big Decimal
plier. The unit price is based on the price unit quantity of the item.

CONVERSIONFACTOR Ratio used to convert the ordered unit to the price unit. The unit price is Big Decimal
based on the price unit quantity and the price unit.

PRICEBASISQUANTITYDESC Any information for advanced pricing details. String (2000)

PRICEBASISQUANTITYUOM The unit of measure for the unit price. String (50)

Following is an example of PaymentDetailwithSplitAccountingExport.csv:

PaymentId,InvoiceReconciliationId,PurchasingUnit,LineNumber,ParentLineNumber,LineTyp
eCategory,
TaxCode,TaxType,IsAccrual,Description,UnitPrice,AmountCurrency,SplitLineNumber,Compa
ny,
BusinessUnit,CostCenter,Account,SubAccount,Product,Project,Region,AccountingCombinat
ionID,
Quantity,Amount,,PriceBasisQuantity,PriceBasisQuantityUOM,ConversionFactor,PriceBasi
sQuantityDesc
"PAYtestgreaerinv-91","IRtestgreaerinv-91","US005","1",,"1","TC21",,"No","Enter a
description for this
item.","1.0000","USD","1","GD","US005","3300","7752","1210",,,,"261","150.0000","150
.0000","2.0000","GAL","1","Gallon price"

About Amount Precision in Payment Request Export

Files
During export, a configuration parameter controls the precision of amount values in payment request export files.

Amounts are rounded to the precision specified in the configuration parameter. If rounding of the amount fields in
the split accounting records or line level records during payment request export results in a discrepancy with
the line level total or header level total respectively, then the amount values of the last line level or split accounting
level are adjusted so that the total equals the line level or header level total based on the specified precision.

Example: Split amounts are 3.33333, 3.33333, 3.33334, and the line level amount is 10.00000. During export, with
precision set to 3, the split amounts are exported as: 3.333, 3.333 and 3.334. If precision is set to 2, then the split
amount values are: 3.33, 3.33 and 3.34.

The amount values in the exported CSV files are always exported with 4 decimal places regardless of the precision
setting. If the precision is set to 3, amount values are exported as 1.2340. If the precision is set to 2, amount values
are exported as 1.2300.

By default, the decimal amount precision is set as follows:

● For SAP and Generic sites: 4 decimal places

● For PeopleSoft sites: 3 decimal places

The maximum out-of-the-box supported precision is 4 decimal places.

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About Columns Affected by Amount Precision
The columns affected by amount precision depend on your ERP system.

PeopleSoft:

● MERCHANDISE_AMT in PaymentDetailExport.csv
● GROSS_AMT in PaymentHeaderExport.csv
● AMOUNT in PaymentSplitAccountingExport.csv
● PAYMENT_AMT, PAYMENT_GROSS_AMT, PAYMENT_DISC_AMT in PaymentBankExport.csv

Generic:

● Amount in PaymentDetailExport.csv
● GrossAmount in PaymentHeaderExport.csv
● Amount in PaymentSplitAccountingExport.csv
● Amount, GrossAmount, DiscountAmount in PaymentBankExport.csv

SAP:

Precision adjustment is not required in SAP integrated sites. SAP provides its own rounding handling.

Note
Contact Ariba Customer Support if you need to change the amount precision to be able to import payment
request files into an ERP system that cannot handle the default amount precision.

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About Importing Remittances

Importing remittances applies to existing customers using the remittance import tasks in Ariba Procure-to-Pay or
Ariba Invoice Professional, or you are an existing or new customer and do not have all of your suppliers either
enabled or configured for quick enablement on Ariba Network.

The Ariba Network Payment Integration Toolkit only loads remittance information for invoices that are recognized
on Ariba Network. Therefore, it does not load remittance information for invoices that were created manually by a
buyer user in Ariba Procure-to-Pay for a supplier who is not enabled on Ariba Network, since those invoices are not
copied to the associated Ariba Network buyer account. Therefore, you must use the remittance import tasks in
Ariba Procure-to-Pay.

Additional References

Ariba Network Buyer Administration Guide

Ariba Network Payment Integration Guide

Introduction to Remittance Information [page 104]

About the Data Import Task for Remittances [page 106]

Introduction to Remittance Information

Remittance information is a summary statement that provides details about a payment transaction that has been
made. For example, a remittance statement might list all invoices included in a payment, the payment method
used, bank information, discount information, and amount paid.

When sending a payment to a given supplier location, the Ariba system uses the remittance location associated
with that supplier location.

Each supplier location must have its own remittance location. You cannot associate multiple supplier locations
with the same remittance location, but you can associate multiple remittance locations with the same supplier
location.

You define remittance information for:

● Ariba Procure-to-Pay
● Ariba Invoice Professional

Additional References

Ariba Common Data Import and Administration Guide

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104 CUSTOMER About Importing Remittances
Related Information

About Exporting Payment Requests in Ariba Procure-to-Pay [page 80]

About Importing Remittance Information

Ariba recommends that all customers use the Ariba Network Payment Integration Toolkit to import remittance
information.

Existing customers can also use the data import tasks provided in Ariba Procure-to-Pay or Ariba Invoice
Professional, but be aware this option is deprecated and may be removed in a future release.

New customers or customers who have not yet implemented remittance import must import remittances to Ariba
Network using the Ariba Network Payment Integration Toolkit, which sends a copy of the remittance advice
(Payment Remittance document) to Ariba Procurement and Invoicing Solutions.

If remittance data is not successfully pulled from Ariba Network or an external system, Payment Administrators
receive an email notification message indicating that there is a problem.

Additional References

Ariba Network Buyer Administration Guide

Ariba Network Payment Integration Guide

About Pulling Remittances from SAP

You can run the SAP function module ZARIBA_SSP_REMITTANCE_PULL to transfer remittance transaction
information from the SAP database into CSV files.

You can use the DB Connector to extract remittance transaction information from the following ERP system
databases:

● Oracle
● DB2
● SQL Server

Additional References

Ariba Procurement Solutions Integration Guide for SAP

Ariba Integration Toolkit Guide

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About Importing Remittances CUSTOMER 105
About Importing Remittances and Ariba Procure-to-Pay

Ariba Procure-to-Pay has some remittance import limitations and requirements.

When importing remittance information from your Enterprise Resource Planning (ERP) system, note the following:

● Ariba Procure-to-Pay does not consider accrual payments in determining if an invoice is completely paid.
● Importing accrual remittances in Ariba Procure-to-Pay is not supported.
● Payment documents generated in SAP do not specify a payment method by default. However, Ariba Procure-
to-Pay cannot import remittance transaction data unless you specify a payment method value in the
Remittance.csv file. Before you import remittance transaction data from SAP, be sure to include the
payment method type used (for example, check).
Ariba Procure-to-Pay supports the export of payment requests to SAP in real time (triggered when the
transactions are ready to be sent to the ERP) using the Web Services channel and SAP Netweaver.

Additional References

Ariba Procurement Solutions Integration Guide for SAP

About the Data Import Task for Remittances

There is one data import task for remittances: Importing Remittances.

The following table lists the data import task and the CSV files that define remittance information:

Data Import Task CSV Files Imported Required

About the Import Remittances Data Import Task [page Yes

107]
Remittance.csv
RemittanceDetails.csv

You manually enter data in the CSV files. You use the Ariba Data Transfer Tool to run the Import Remittance Data
event and import the Remittance.csv and RemittanceDetails.csv files in ZIP format.

Additional References

Ariba Network Buyer Administration Guide

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106 CUSTOMER About Importing Remittances
About the Import Remittances Data Import Task
The Import Remittances data import task imports transactional remittance information from your ERP to your
Ariba procurement solution.

Import Remittances reads data from the following CSV files:

CSV File Description

Remittance.csv Defines the remittance information.

RemittanceDetails.csv Defines the details of each remittance specified in Remittance.csv.

Following is an example of Remittance.csv for PeopleSoft and Generic:

UTF8
LOOKUPID,COMP_CODE,PAYDOC,FISCALYEAR,VENDOR,CHECKNO,STAT,VERSION,POSTINGDATE,CREATIO
NDATE,
CURRENCY,PAYMENTMETHOD,NAME1,NAME2,NAME3,NAME4,STREET,CITY,STATE,COUNTRY,POSTALCODE,
POBOX,PSLT2,
PAYEEBANKNAME,PAYEEBANKACCNO,PAYEEBANKNO,PAYEESWIFT,PAYERBANKNAME,PAYERBANKACCNO,PAY
ERBANKNO,
NETAMOUNT
PMT_77_IRSAP-
Invoice-03-22,3000,78,2006,500004,79,0,001,20060822,20060822,USD,C,RL6,,,,
300 10th Avenue,San Francisco,CA,US,94111,,,Bank of America,
10004912,121000358,abaRoutingNumber,
Citibank,30050021,134329042,109.04
PMT_81_IRSAP-
Invoice-04-23,3000,82,2006,500004,83,0,000,20060822,20060822,USD,C,RL6,,,,
300 10th Avenue,San Francisco,CA,US,94111,,,Bank of America,
10004912,121000358,abaRoutingNumber,
Citibank,30050021,134329042,109.04
PMT_85_IRAK-SAP-
John-01-24,3000,86,2006,1000,87,0,001,20060822,20060822,USD,A,RL3,,,,
Kolping Str. 15,Berlin,CA,US,12001,,,Mellon Bank,
10003230,238100235,abaRoutingNumber,
Citibank,30050021,134329042,66.4
PMT_89_IRAK-
Credit-666-25,3000,90,2006,500004,91,0,001,20060822,20060822,USD,C,RL6,,,,
300 10th Avenue,San Francisco,CA,US,94111,,,Bank of America,
10004912,121000358,abaRoutingNumber,
Citibank,30050021,134329042,-20

Following is an example of Remittance.csv for SAP:

UTF8
LookupID,SupplierLocation,SupplierLocationContactID,PurchasingUnit,TransactionType,C
HECK_ID,
PaymentNumber,PaymentDate,CanceledDate,NetAmount,NetAmountDefaultCurrency,PaymentMet
hodType,
ExternalProcessedState,CreatedDate,VENDOR_ID,SupplierRemitToAddressName,VENDOR_SITE_
CODE,
SupplierRemitToAddressStreet,SupplierRemitToAddressCity,SupplierRemitToAddressState,
SupplierRemitToAddressCountry,RemitToAddressPostalCode,BuyerBankID,BuyerBankAccountI
D,
BuyerBankAccountType,BuyerBankName,BUYER_BANK_BRANCH_NAME,BUYER_ROUTING_NUMBER,BUYER
_BANK_NUMBER,SupplierBankID,SupplierBankAccountID,SupplierBankName,SupplierBankAccou
ntType,
SUPPLIER_BANK_BRANCH_NAME,SUPPLIER_ROUTING_NUMBER,SUPPLIER_BANK_NUMBER,PAYMENT_UPDAT
E_DATE,
GrossAmount,AdjustmentAmount,DiscountAmount,GrossAmountDefaultCurrency,AdjustmentDef
aultCurrency,DiscountAmountDefaultCurrency,BuyerRemitFromAddressName,BuyerRemitFromA
ddressStreet,

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 BuyerRemitFromAddressCity,BuyerRemitFromAddressState,BuyerRemitAddressPostalCode,
BuyerRemitAddressCountry,BuyerBankIDType,SupplierBankIDType,SupplierBankAccountIDTyp
e,
BuyerBankAccountIDType,BatchID,NumberofPayments,AllPaymentsAmount
29155,4815,4820,600,1,29155,100062,6/23/2008 0:00,,1500,EUR,check,0,6/23/2008
21:52,4814,
JCN Technologies,Albany,"1000815 Main St.,,",NEW YORK,NY,US,10281,13641,560032,,
ICICI,ICICI-Bangalore,100000,60001,13682,12321400,CA-123214-JCN,,CA-123214-JCN-BAN,,
123214,
6/23/2008 21:52,1500,0,0,EUR,EUR,EUR,,,,,,,,,,,Quick Payment: ID=29155,1,1500

Following is an example of RemittanceDetails.csv for PeopleSoft and Generic:

UTF8
LookupID,NumberInCollection,PayableDate,PayableReferenceNumber,PayableType,
ExternalPayableReferenceNumber,SupplierPayableReferenceNumber,SecondaryPayableRefere
nceNumber,
SecondaryPayableType,ExternalSecondaryPayableReferenceNumber,GrossAmountDefaultCurre
ncy,
GrossAmount,DiscountAmountDefaultCurrency,DiscountAmount,AdjustmentAmountDefaultCurr
ency,
AdjustmentAmount,NetAmountDefaultCurrency,NetAmount
R6,1,9/12/2006,IR66666-12,1,MyRef1,INVNPO2-68,,2,,USD,42.75,USD,1.2825,USD,0,USD,
41.4675

Following is an example of RemittanceDetails.csv for SAP:

UTF8
LOOKUPID,COMP_CODE,PAYDOC,FISCALYEAR,DOC_NO,ITEM_NO,DOCDATE,REFDOC,PONUMBER,DEBITCRE
DIT,
GROSSAMOUNT,CASHDISCOUNT,NETAMOUNT,ITEMTEXT,CURRENCY
3000:1500000023:2008,3000,1500000023,2008,5100000840,1,20080401,INV_123,,H,
100,0,100,
IRINV_123-10,USD

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About Importing and Exporting Advance
Payment Data

Members of the Payment Agent and Payment Manager groups can create advance payments for purchase
orders in Ariba Procure-to-Order and Ariba Procure-to-Pay.

Though the advance payments are created in Ariba Procurement Solution, the actual payment for these happens
in the external system using the External System payment model.

Advance payments can be exported to external systems using the file channel as well as the web services channel.
Before using the web services channel, ensure that your site is configured to use web services for data integration.

The table below lists the data import and export tasks that enable you to import and export advance payment data
to the external ERP system. The following table lists the tasks in the sequence in which they need to be run.

Task Name CSV Files Required Task Description Supported Integration

Channels

Import Document Types DocumentType.csv Imports ERP document types that are File channel
for Advance Payment used for advance payments. This task is
required and available only for sites inte­
grated with SAP ERP systems.

Import GL Indicators for GLIndicator.csv Imports ERP GL indicators that are used File channel
Advance Payment for advance payments. This task is re­
quired and available only for sites inte­
grated with SAP ERP systems.

Import Translations for DocumentType.csv Imports translations for ERP document File channel
Advance Payment types that are used for advance pay­
Document Types ments. This task is required and availa­
ble only for sites integrated with SAP
ERP systems.

Import Translations for GLIndicator.csv Imports translations for ERP GL indica­ File channel
Advance Payment GL tors that are used for advance payments.
Indicators This task is required and available only
for sites integrated with SAP ERP sys­
tems.

Export Advance AdvancePaymentExpo Exports approved advance payments for File channel
Payments
rt.csv integration with external systems
Web Services channel
AdvancePaymentLine
ItemExport.csv

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 Task Name CSV Files Required Task Description Supported Integration
Channels

Import Advance Payment AdvancePaymentIDIm Imports IDs returned by the ERP after File channel
ID
port.csv successful upload of advance payments
Web Services channel: In­
from Ariba Procurement Solution
ternally invoked in re­
sponse to the Export
Advance Payments task

Import Advance Payment AdvancePaymentErro Imports errors generated by the external File channel
Errors
rImport.csv system while uploading advance pay­
Web Services channel: In­
ment documents sent by the Ariba Pro­
ternally invoked in re­
curement Solution
sponse to the Export
Advance Payments task

Import Advance Payment AdvancePaymentRemi Imports remittance information for ad­ File channel
Remittance
ttance.csv vance payment documents exported to
Web Services channel:
AdvancePaymentRemi external systems Real-time import triggered
ttanceDetail.csv by payments made in the
external ERP system

Export Cancel Advance CancelAdvancePayme Exports advance payments with status File channel
Payments
ntExport.csv Canceling for integration with external
Web Services channel
systems

Import Advance Payment AdvancePaymentExpo Imports a list of reasons for cancellation File channel
Cancellation Reasons rt.csv of advance payments.

Import Cancel Advance CancelAdvancePayme Imports IDs of canceled advance pay­ File channel
Payment ID
ntIDImport.csv ments returned by the external system
Web Services channel: In­
after successful upload of canceled ad­
ternally invoked in re­
vance payments from Ariba Procure­
sponse to the Export
ment Solution
Cancel Advance
Payments task

Export ERP Document DocumentTypeExport Exports the ERP document types that File channel
Types for Advance
.csv are used for advance payments. This
Payment task is available only for sites integrated
with SAP ERP systems.

Import Cancel Advance CancelAdvancePayme Imports the errors generated by the ERP File channel
Payment Errors ntErrorImport.csv system while uploading advance pay­
ment documents marked for cancella­
tion in the Ariba Procurement Solution.

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 Task Name CSV Files Required Task Description Supported Integration
Channels

Export GL Indicators for GLIndicatorExport. Exports the ERP GL indicators that are File channel
Advance Payments
csv used for advance payments. This task is
available only for sites integrated with
SAP ERP systems.

Export Advance Payment AdvancePaymentCanc Exports IDs and descriptions associated File channel
Cancellation Reasons elReasonCodesExpor with the reasons for cancellation of ad­
t_sap.csv (For SAP vance payments to the ERP system.
ERP)

AdvancePaymentCanc
elReasonCodesExpor
t_psoft.csv (For Peo­
pleSoft ERP)

AdvancePaymentCanc
elReasonCodesExpor
t_generic.csv (For
Generic ERP)

About Importing Document Types for Advance

Payments
This task is required only for sites integrated with SAP ERP systems. It enables you to import the ERP document
types that can be used for advance payments. The imported document types are used while creating advance
payments.

This task is available using only the file channel. You can import document types for advance payments using the
Import Document Types for Advance Payment task on the Data Import/Export page in Ariba Administrator.

The Export Document Types for Advance Payment task enables you to export the ERP document types being
used in the site for advance payments. It uses the same fields as that used for the Import Document Types for
Advance Payment task.

Import Document Types for Advance Payment: Sample File

The table below provides descriptions and sample values for fields in the DocumentType.csv file required to
import ERP document types for advance payments. This file is required only for sites integrated with SAP ERP
systems.

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About Importing and Exporting Advance Payment Data CUSTOMER 111
 Field Name Required Description Sample Value

BLART Yes String. The unique identifier of CP

the ERP document type

LTEXT Yes MultiLingualString. The name Customer Payment

of the ERP document type

About Importing Translations for Advance Payment

Document Types
This task is required only for sites integrated with SAP ERP systems. It is available using only the file channel. It
enables you to import translations for the ERP document types used for advance payments. The translated
document type names are displayed on the user interface while creating and viewing advance payments.

You can import translations for document types using the Import Translations for Advance Payment Document
Types task on the Data Import/Export page in Ariba Administrator.

Import Translations for Advance Payment Document Types:

Sample File
The table below provides descriptions and sample values for fields in the DocumentType.csv file required to
import translations for ERP document types used for advance payments. This file is required only for sites
integrated with SAP ERP systems.

Field Name Required Description Sample Value

BLART Yes String. The unique identifier of CP

the ERP document type

LTEXT No MultiLingualString. The name Customer Payment

of the ERP document type

Language Yes String. The language to which French

the general ledger name is
translated

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About Importing GL Indicators for Advance Payment
This task is required only for sites integrated with SAP ERP systems. It enables you to import the ERP general
ledger indicators that can be used for advance payments. The imported general ledger indicators are used while
creating advance payments.

This task is available using only the file channel. You can import GL indicators for advance payments using the
Import GL Indicators for Advance Payment task on the Data Import/Export page in Ariba Administrator.

The Export GL Indicators for Advance Payments task enables you to export the ERP GL indicators being used in
the site for advance payments. It uses the same fields as that used for the Import GL Indicators for Advance
Payment task.

Import GL Indicators for Advance Payment: Sample File

The table below provides descriptions and sample values for fields in the GLIndicator.csv file required to
import and export ERP general ledger indicators for advance payments. This file is required only for sites
integrated with SAP ERP systems.

Field Name Required Description Sample Value

UMSKZ Yes String. The unique identifier of A

the ERP GL indicator

LTEXT Yes MultiLingualString. The name Down Payment

of the ERP document type

About Importing Translations for Advance Payment

GL Indicators
This task is required only for sites integrated with SAP ERP systems. It is available using only the file channel. This
task enables you to import translations for the general ledgers used for advance payments. The translated general
ledger names are displayed on the user interface while creating and viewing advance payments.

You can import translations for general ledger names using the Import Translations for Advance Payment GL
Indicators task on the Data Import/Export page in Ariba Administrator.

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About Importing and Exporting Advance Payment Data CUSTOMER 113
Import Translations for Advance Payment GL Indicators:
Sample File
The table below provides descriptions and sample values for fields in the GLIndicator.csv file required to
import translations for ERP general ledger indicators for advance payments. This file is required only for sites
integrated with SAP ERP systems.

Field Name Required Description Sample Value

BLART Yes The unique identifier of the A

ERP GL indicator

LTEXT No The translated name of the Paiement au vendeur

ERP GL indicator

Language Yes The language to which the GL French

indicator name is translated

About Exporting Advance Payments

The Export Advance Payments task enables you to export the advance payment documents in your site for
integration with external systems. You can use the file channel or Web Services channel to export advance
payments.

Exporting Advance Payments Using the File Channel

Before you export advance payments using the file channel, your Ariba customer support admin must complete
the following configuration activities:

● Ensure that the site configuration option,

Application.Settlement.TransactionPush.AdvancePayment.Enabled is enabled. Advance
payments are not exported to a CSV file if this is not enabled.
● Configure a list of status strings using the site configuration option
Application.Settlement.TransactionPush.AdvancePayment.Statuses. When the status of an
advance payment document changes to any of the statuses specified in this parameter, the advance payment
is automatically queued for export. By default, only approved advance payments are exported to the CSV file.

This task uses the following CSV files:

● AdvancePaymentExport.csv (for header-level advance payments)

● AdvancePaymentLineItemExport.csv (for line-level advance payments)

After you export advance payments, you need to import the advance payment IDs generated by the external
system using the Import Advance Payment ID task. An advance payment document proceeds to the Paying
status only when an advance payment ID is received for it from the external system.

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114 CUSTOMER About Importing and Exporting Advance Payment Data
If the export fails, you need to import the errors generated by the external system using the Import Advance
Payment Errors task. In this case, the status of the advance payment document in Ariba Procurement Solution
changes back to Composing and an email notification is sent to the requester, with details of the error. For more
information on this email notification, see Notifications Reference Guide: Messages for Payments.

Export Advance Payments: Sample File - Generic and PeopleSoft

ERP Systems

The following table provides descriptions and sample values for the fields in the AdvancePaymentExport.csv file
generated by exporting header-level advance payments for integration with Generic and PeopleSoft ERP systems:

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad­
vance payment document

Title No String. The user-specified title Advance payment for PO12

or name of the advance pay­
ment document

Amount Yes BigDecimal. The amount to be 50

paid as advance payment, in
the user's currency

Currency Yes String. The unique name of EUR

the user's currency

Amount_InBaseCurrenc No BigDecimal. The advance pay­ 64

y ment amount converted to
the site base currency

Order ID Yes String. The unique identifier of PO12

the purchase order for which
the advance payment is made

Supplier Yes String. The unique identifier of 11

the supplier to which the ad­
vance payment is made

Payment Due Date Yes Date. The due date for making 12/31/2015 12:00:00 AM
the advance payment.

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 Field Name Required Description Sample Value

Payment Method Yes String. The unique identifier of CHK

the payment method by which
the advance payment needs
to be made. The value speci­
fied here must match a value
defined in the
PaymentMethodType.cs
v. file.

The following table provides descriptions and sample values for fields in the
AdvancePaymentLineItemExport.csv file generated by exporting line-level advance payments for integration
with Generic and PeopleSoft ERP systems:

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad­
vance payment document.

Line Item No String. The name or descrip­ Item name

tion of the line item.

Advance Payment Yes BigDecimal. The amount to be 50

Amount paid as advance payment for
a line item in the user's cur­
rency.

Export Advance Payments: Sample File - SAP ERP System

The following table provides descriptions and sample values for fields in the AdvancePaymentExport.csv file
generated by exporting header-level advance payments for integration with SAP ERP system:

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad­
vance payment document.

Title No String. The user-specified title Advance payment for PO12

or name of the advance pay­
ment document.

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116 CUSTOMER About Importing and Exporting Advance Payment Data
 Field Name Required Description Sample Value

Creation Date Yes Date. The date when the ad­ 20160518
vance payment document is
created.

Amount Yes BigDecimal. The amount to be 50

paid as advance payment, in
the user's currency.

Currency Yes String. The unique name of EUR

the user's currency.

Amount_InBaseCurrenc No BigDecimal. The advance pay­ 64

y ment amount converted to
the site base currency.

Order ID Yes String. The unique identifier of PO12

the purchase order for which
the advance payment is
made.

Supplier Yes String. The unique identifier of 11

the supplier to which the ad­
vance payment is made.

Payment Due Date Yes Date. The due date for making 12/31/2015 12:00:00 AM
the advance payment.

Payment Method Yes String. The unique identifier of CHK

the payment method by which
the advance payment needs
to be made. The value speci­
fied here must match a value
defined in the
PaymentMethodType.cs
v. file.

CompanyCode Yes String. The unique identifier of 001

the company code of the pur­
chase order associated with
the advance payment.

DocumentType Yes String. The unique identifier of CP

the ERP document type of the
advance payment.

GeneralLedger Yes String. The unique identifier of A

the ERP GL indicator of the
advance payment.

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The following table provides descriptions and sample values for fields in the
AdvancePaymentLineItemExport.csv file generated by exporting line-level advance payments for integration
with SAP ERP system:

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad­
vance payment document.

Line Item Yes String. The name or descrip­ Item

tion of the line item.

Advance Payment Yes BigDecimal. The amount to be 50

Amount paid as advance payment for
the line item in the user's cur­
rency.

PO_ITEM Yes String. The line number of the 12

item on the associated order.

Exporting Advance Payments Using the Web Services

Channel

The Export Advance Payments task on the Web Service Status tab uses web services to export advance
payment documents to external systems. On receiving the advance payment document, the external system
sends the advance payment ID back to Ariba Procurement Solution. The status of the advance payment document
in Ariba Procurement Solution changes to Paying when this ID is received. Payments are then made for these
advance payments in the external system.

If the export fails, the external system sends an error message to Ariba Procurement Solution. In this case, the
status of the advance payment document in Ariba Procurement Solution changes back to Composing and an
email notification is sent to the requester, with details of the error. For more information on this email notification,
see Notifications Reference Guide: Messages for Payments.

AdvancePaymentExportRequest Elements

AdvancePayment_AdvancePaymentExportWS_Item

The table below describes the fields in an AdvancePayment_AdvancePaymentExportWS_Item in the

AdvancePaymentExportRequest sent to external systems.

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118 CUSTOMER About Importing and Exporting Advance Payment Data
 Element Required Type and Description Sample Value

UniqueName Yes String. The system-generated APMT10

unique identifier of the ad­
vance payment document.

Name No String. The user-specified title Advance payment for PO12

or name of the advance pay­
ment document

Supplier Yes String. The Name element Supplier Corporation

within the Supplier ele­
ment holds the name of the
supplier to whom the advance
payment is made

PurchaseOrder Yes String. The OrderID ele­ PO12

ment within the
PurchaseOrder element
holds the unique identifier of
the purchase order for which
the advance payment is made

PaymentMethodType Yes String. The UniqueName el­ Cheque

ement within the
PaymentMethodType ele­
ment holds the unique identi­
fier of the payment method by
which the advance payment is
made.

NetDueDate Yes Date. The due date for making 12/31/2015 12:00:00 AM
the advance payment.

Amount Yes BigDecimal. The Amount ele­ 50

ment within the Amount ele­
ment holds the amount to be
paid as advance payment, in
user's currency

Currency Yes String. The UniqueName el­ EUR

ement within the Currency
element, which is in turn
within the Amount element,
holds the unique name of the
user's currency

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Element Required Type and Description Sample Value

ApproxAmountInBaseCu No BigDecimal. The 75

rrency ApproxAmountInBaseCu
rrency element within the
Amount element holds the
advance payment amount
converted to the base cur­
rency

CompanyCode Yes String. The unique identifier of 001

the company code of the pur­
chase order associated with
the advance payment. This
field is applicable only for
sites integrated with SAP ERP
systems.

DocumentType Yes String. The unique identifier of CP

the ERP document type of the
advance payment. This field is
applicable only for sites inte­
grated with SAP ERP systems.

GeneralLedger Yes String. The unique identifier of A

the ERP GL indicator of the
advance payment. This field is
applicable only for sites inte­
grated with SAP ERP systems.

AdvancePaymentExportReply Elements

When advance payment documents are exported from Ariba Procurement Solution to external systems, the
external system sends either an acknowledgement on receiving the advance payment document or the details of
the errors that occured while receiving the advance payment document. The acknowledgement or error details are
sent in an AdvancePaymentExportReply in the AdvancePayment_AdvancePaymentIDImport_Item or
AdvancePaymentError_AdvancePaymentErrorImport_Item item.

AdvancePayment_AdvancePaymentIDImport_Item

The table below describes the fields in an AdvancePayment_AdvancePaymentIDImport_Item in the

AdvancePaymentExportReply sent by external systems.

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120 CUSTOMER About Importing and Exporting Advance Payment Data
 Element Required Type and Description Sample Value

ERPRequestID Yes String. The unique identifier Pay001245

generated for the advance
payment document in the ex­
ternal system

UniqueName Yes String. The system-generated APMT102

unique identifier of the ad­
vance payment document.

AdvancePaymentError_AdvancePaymentErrorImport_Item

The table below describes the fields in an AdvancePaymentError_AdvancePaymentErrorImport_Item in the

AdvancePaymentExportReply sent by external systems.

Element Required Type and Description Sample Value

Id Yes String. The unique identifier of APMT102

the advance payment docu­
ment

Date No Date. The date of creation of 9/12/2006

the error record

ERP No String. The ERP type, such as Oracle

PeopleSoft or SAP

ErrorTable No String. The name of the table AP_INVOICE_LINES_INTER­

holding the error records FACE

ErrorValue No String. The description of the INVALID DISTRIBUTION

error generated ACCT

NumInSet No Integer. The number of error 1

records in a batch

Type No String. The type of the trans­ Invoice

action for which the error was
generated

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About Exporting Payment Requests with Advance
Payments

The Export Payment Requests with Advance Payments task exports payment request details including
details of advance payments and Funds Management accounting information (if enabled for SAP ERP) to the
external ERP system. Use this task only if your site is configured to export approved invoices for payment directly
from the Ariba Procurement Solution to the ERP system in CSV file format, and not from Ariba Network.

Export Payment Requests with Advance Payments: Sample

Files - SAP ERP

The Export Payment Requests with Advance Payments task for SAP ERP uses the following CSV files:

● PaymentHeaderExport.csv
● PaymentLineItemDet.csv
● EnhancedPaymentAccountDet.csv
● PaymentDetailExport.csv
● PaymentTaxExport.csv
● AdvancePaymentDetailExport.csv

The following table lists the fields in the PaymentHeaderExport.csv file:

Field name Required Type and description Sample value

DIFF_INV Yes String. The unique identifier 125

for the supplier.

BLINE_DATE Yes Date. Defines the baseline 20160101

date of the payment.

CURRENCY Yes String. The type of currency of USD

the payment.

BLINE_DATE_USERTIMEZ Yes Date. Defines the baseline 20160815

ONE date of the payment in the us­
er's timezone. The format of
the date is YYYYMMDD.

PMNTTRMS Yes String. The unique code for 10

the payment terms.

DOC_DATE Yes Date. The date on the invoice. USD

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122 CUSTOMER About Importing and Exporting Advance Payment Data
 Field name Required Type and description Sample value

PYMT_METH Yes String. The payment method Card

used.

BLINE_DATE_ISO_USERT Yes Date. Defines the baseline 08/28/2008

IMEZONE date of the payment in the re­
quester's time zone.

ACCRUAL_PMNT_AMT Yes BigDecimal. The accrued 250

amount for payment.

GROSS_AMOUNT_ROUNDED Yes BigDecimal. The gross 275

amount on the invoice recon­
ciliation in ERP precision.

REF_DOC_NO Yes Defines the invoice number as IN23

reference document number.

URL Yes String. The URL for the pay­ url

ment.

BLINE_DATE_ISO Yes Date. Defines the baseline 08/28/2008

date of the payment.

COMP_CODE Yes String. Specifies the company 1000

code applicable for the pay­
ment.

GROSS_AMOUNT Yes BigDecimal. The gross 230

amount of the payment.

INVOICE_IND Yes String. Indicates whether the INV

document is an invoice or a
credit memo.

ITEM_TEXT Yes String. The description for the Line

line item.

PAYMENTID Yes String. The unique ID of every PAYCK1-12

payment for which a status is
displayed.

The following table lists the fields in the PaymentLineItemDet.csv file:

Field name Required Type and description Sample value

ITEM_TEXT Yes String. The description for the Line

line item.

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About Importing and Exporting Advance Payment Data CUSTOMER 123
Field name Required Type and description Sample value

IS_COMPOSITE Yes Boolean. A flag to indicate True

whether a line is composite.

PO_UNIT Yes String. A unit of measure. EA

QUANTITY Yes BigDecimal. The quantity for a 3

line item.

PO_PR_UOM No String. The quantity for which 5

the price is quoted.

ITEM_AMOUNT_ROUNDED No BigDecimal. The amount of 310

the line item in ERP precision.

LINE_TYPE Yes String. The unique internal WHT

identifier of the line type for
the line item. This field defines
the tax type for indirect and
withholding tax lines. For
charges, this field specifies
the values freight charge, han­
dling charge, or charge. For
discount lines, this field speci­
fies the value discount. For
other line items, this field
specifies the values catalog
item or non catalog item.

PO_ITEM Yes String. The line number of the 12

item on the order.

PBQ_DESC No String. The description for the 200

price basis quantity fields for
a line item on the requisition.

INVOICE_DOC_ITEM Yes Integer. The line number of an 1

item on the invoice.

CONV_UNIT No BigDecimal. The quantity for 25

which the price is quoted for.

PAYMENTID Yes String. The unique ID for every PAYsap01-20

payment that has its status
displayed.

PO_NUMBER Yes String. The unique ID of the 23645

purchase order for the ERP
system it belongs to.

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124 CUSTOMER About Importing and Exporting Advance Payment Data
 Field name Required Type and description Sample value

TAX_CODE Yes String. The unique code for 12

the tax type.

POLINERECEIVINGTYPE Yes String. The purchase order re­ 3

ceiving type.

ITEM_AMOUNT Yes BigDecimal. The amount for a 50

line item.

CATEGORY Yes Integer. The category of a line 1

item.

ORDER Yes String. The purchase order EPCK24

number in the ERP system.

PRICE_UNIT No BigDecimal. The price for the 25

quoted quantity.

The following table lists the fields in the EnhancedPaymentAccountDet.csv file:

Field name Required Type and description Sample value

GL_ACCOUNT Yes String. The unique value of the 50506

general ledger acounting type
for each line item.

LINE_COMP_CODE No String. The unique value of the 3000

company code for the line
item. This field will be popu­
lated for non-purchase order
invoices if your site is config­
ured to enable accounting
splits for line items on invoi­
ces.

SUB_NUMBER Yes String. The asset subnumber 0005

for the asset account assigne­
ment category for a line item.

PO_UNIT Yes String. The unique unit of EA

measure value.

PO_PR_UOM No String. The unit of measure EA

for the quantity defined by
price basis quantity.

SERIAL_NO Yes String. The serial number of a 2

line item.

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About Importing and Exporting Advance Payment Data CUSTOMER 125
Field name Required Type and description Sample value

COSTCENTER Yes String. The unique value of the 2100

cost center account assign­
ment category for a line item.

ASSET_NO Yes String. the unique value of the 1005

asset account assignment
category for each line item.

ITEM_AMOUNT Yes BigDecimal. The amount for a 24

line item.

LINE_TYPE Yes String. The unique internal WHTax

identifier of the line type for
an item. This field holds the
tax type for indirect and with­
holding tax lines. For charges,
this field specifies the values
freight charges, handling
charges, or other charges. For
discount lines, this field speci­
fies the value for discounts.
For other line items, this field
specifies the values for cata­
log or non-catalog items.

ITEM_AMOUNT_ROUNDED No BigDecimal. The amount for a 33

line item in ERP precision.

WBS_ELEM Yes String. The unique code of the 3-1200/31

WBS element account assign­
ment category for that line
item.

INVOICE_DOC_ITEM Yes Integer. The line number of an 2

item.

ORDERID Yes String. The unique value of the 40046

internal order account assign­
ment category for a line item.

PAYMENTID Yes String. The unique ID of a pay­ PAYsap01-20

ment that has a status dis­
played.

PO_NUMBER Yes String. The unique ID of a pur­ 4536000

chase order for the ERP sys­
tem it belongs to.

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126 CUSTOMER About Importing and Exporting Advance Payment Data
 Field name Required Type and description Sample value

POLINERECEIVINGTYPE Yes String. The purchase order re­ 2

ceiving type.

QUANTITY Yes BigDecimal. The quantity for a 21

line item.

TAX_CODE Yes String. The unique tax type 29

code.

CATEGORY Yes Integer. The category of a line 20

item.

ORDER Yes String. The purchase order EPCK24

number in the ERP system.

The following table lists the fields in the PaymentDetailExport.csv file:

Field name Required Type and description Sample value

ITEM_TEXT Yes String. The description for the Line

line item.

GL_ACCOUNT Yes String. The unique value of the 56500

general ledger acounting type
for a line item.

LINE_COMP_CODE Yes String. The unique value of the 3000

Company Code for the line
item.

SUB_NUMBER No String. The subnumber of the 0005

asset account assignment
category for a line item.

PO_PR_UOM No String. The quantity for which 5

the price is quoted.

CHARGE_FLAG Yes Integer. The line number of an 2

item.

ITEM_AMOUNT Yes BigDecimal. The amount for 50

the line item in ERP precision.

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About Importing and Exporting Advance Payment Data CUSTOMER 127
Field name Required Type and description Sample value

LINE_TYPE String. The unique internal WHT

identifier of the line type for
the line item. This field defines
the tax type for indirect and
withholding tax lines. For
charges, this field specifies
the values FreightCharge,
HandlingCharge, or Charge.
For discount lines, this field
specifies the value Discount.
For other line items, this field
specifies the values CatalogI­
tem or NonCatalogItem.

WBS_ELEM Yes String. The unique code of the 3-1200/31

WBS element account assign­
ment category for a line item.

ORDERID Yes String. The unique value of the 4560

internal order account assign­
ment category for a line item.

DB_CR_IND Yes String. A debit or credit indi­ D

cator.

PO_NUMBER Yes String. The unique ID of the 23654

purchase order for the ERP
system it belongs to.

IS_COMPOSITE Yes Boolean. A flag to indicate True

whether a line is composite.

HDR_LEVEL No Boolean. Specifies whether a No

line item is at the header level.

COSTCENTER Yes String. The unique value of the 2500

cost center account assign­
ment category for a line item.

ASSET_NO Yes String. The unique value of the 1005

asset account assignment
category for a line item.

PBQ_DESC No String. The description for the 200

price basis quantity fields for
a line item on the requisition.

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128 CUSTOMER About Importing and Exporting Advance Payment Data
 Field name Required Type and description Sample value

ITEM_AMOUNT_ROUNDED No BigDecimal. The amount for 250

the line item in ERP precision.

COMP_CODE Yes String. The company code of 3000

the payment.

PLANT Yes String. The unique code of the 3200

ship-to location for a line item.

INVOICE_DOC_ITEM Yes Integer. The line number of an 1

item on the invoice.

CONV_UNIT No BigDecimal. The quantity for 25

which the price is quoted for.

PAYMENTID Yes String. The unique ID for every PAYCK30

payment that has its status
displayed.

PO_NUMBER Yes String. The unique ID of the 23645

purchase order for the ERP
system it belongs to.

TAX_CODE Yes String. The unique code for 12

the tax type.

LINE_TYPE_LOOKUP_COD Yes String. The category of line 3

E item.

PRICE_UNIT No BigDecimal. The price for the 25

quoted quantity.

The following table lists the fields in the PaymentTaxExport.csv file:

Field name Required Type and description Sample value

TAX_AMOUNT Yes BigDecimal. Defines the 50

amount of tax.

INVOICE_DOC_ITEM Yes Integer. Defines the line num­ 12

ber of the invoice line item as­
sociated with the tax distribu­
tion.

TAX_AMOUNT_ROUNDED No BigDecimal. Defines the 50

amount of tax in the precision
defined the ERP system.

TAX_CODE Yes String. Defines the tax code. 10

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About Importing and Exporting Advance Payment Data CUSTOMER 129
Field name Required Type and description Sample value

DB_CR_IND Yes String. Indicates a debit or a D

credit.

PAYMENTID Yes String. The unique ID of a pay­ PAYsap01-20

ment that has a status dis­
played.

ITEM_TEXT Yes String. The description for a 21

line.

REF_LINE_NUM Yes Integer. The reference line 6

number in the tax distribution
vector.

The following table lists the fields in the AdvancePaymentDetailExport.csv file:

Field name Required Type and description Sample value

PAYMENTID Yes String. The unique ID of a pay­ PAYsap01-20

ment that has a status dis­
played.

CONSUMEDAMOUNT_AMOUN Yes BigDecimal. The advance pay­ 12

T ment amount adjusted
against the invoice in the us­
er's currency.

FISCALYEAR Yes Integer. The financial year for 2016

the advance payment trans­
action.

CONSUMEDAMOUNT_CURRE Yes String. The currency applica­ USD

NCY ble for the user.

INVOICERECONCILIATIO Yes String. The unique identifier of 35

NID the invoice reconciliation
document for the invoice.

ADVANCEPAYMENTID Yes String. The unique identifier of APMT10

the advance payment that is
adjusted against the invoice.

ERPADVANCEPAYMENTID Yes String. The unique identifier of 210

the payment request created
in the ERP for the advance
payment.

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130 CUSTOMER About Importing and Exporting Advance Payment Data
 Field name Required Type and description Sample value

CONSUMEDAMOUNT_INBAS Yes BigDecimal. The advance pay­ 250

ECURRENCY ment amount adjusted
against the invoice in the
site's base currency.

ORDERID Yes String. The unique identifier of 21

the purchase order associ­
ated with the invoice and the
advance payment documents.

ORDERITEM Yes String. The line number as­ 6

signed to a line item on the
advance payment.

ERPADVANCEPAYMENTITE Yes Integer. The line item for ad­ 22

M vance payment remittance.

Export Payment Requests with Advance Payments: Sample

Files - PeopleSoft ERP

The Export Payment Requests with Advance Payments task for PeopleSoft ERP uses the following CSV
files:

● PaymentHeaderExport.csv
● PaymentDetailExport.csv
● PaymentSplitAccountingExport.csv
● PaymentBankExport.csv
● AdvancePaymentDetailExport.csv

The following table lists the fields in the PaymentHeaderExport.csv file:

Field name Required Type and description Sample value

VENDOR_LOC Yes String. The identifier for the 10

location of the vendor.

TXN_CURRENCY_CD Yes String. The currency code for 21

the tax.

PAYMENT_TERMS Yes String. The unique code for 25

the payment terms.

INVOICE_DT Yes String. The date on the invoice 20160815

or the voucher.

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About Importing and Exporting Advance Payment Data CUSTOMER 131
Field name Required Type and description Sample value

GROSS_AMT Yes BigDecimal. The total amount 1000

on the invoice.

INVOICE_ID Yes String. The unique ID on the PYT234

invoice or the voucher.

REMIT_ADDR_SEQ_NUM Yes String. The sequence number 23

for the remittance address.

VENDOR_ADDR_SEQ_NUM Yes String. The sequence number 345

of the supplier's location.

VENDOR_SETID Yes String. The set ID of the sup­ 100

plier.

ECQUEUEINSTANCE Yes String. Unique identifier for INV10

the invoice.

BUSINESS_UNIT Yes String. The businness unit of DL25

the user.

PMNT_ID Yes String. The unique payment PMNT10

ID generated by the buyer for
the invoice or the voucher.

VENDOR_ID Yes String. The unique ID of the 235

supplier.

TAX_ACCRUAL_PMNT Yes Boolean. Specifies whether Y

tax is accrued.

The following table lists the fields in the PaymentDetailExport.csv file:

Field name Required Type and description Sample value

DESCR Yes String. The description for a Text

line on the invoice.

CURRENCY_CD Yes String. The currency code for USD

a line item on an invoice.

SHIPTO Yes String. The ship to location NGLS

for the invoice line item.

UNIT_PRICE Yes BigDecimal. The unit price for 3

a line item.

IsComposite No Boolean. The flag indicating True

whether a line is a composite.

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132 CUSTOMER About Importing and Exporting Advance Payment Data
 Field name Required Type and description Sample value

BUSINESS_UNIT_PO Yes String. The business unit of 265

the associated order for a
purchase order-based invoice

UNIT_OF_MEASURE Yes String. The unit of measure EA

for a line item.

PriceBasisQuantityUO Yes String. The quantity for which 12

M the price is quoted for.

TAX_ACCRUAL Yes Boolean. Specifies whether Yes

tax is accrued.

MERCHANDISE_AMT Yes BigDecimal. The total amount 28

on the order.

PARENT_LINE_NUM Yes Integer. The parent line num­ 25

ber for a line on the invoice.

TAX_TYPE Yes String. The type of tax. PAYsap01-20

LINE_NBR Yes String. The purchase order 21

line number associated with
the invoice reconciliation line
number.

PriceBasisQuantityDe No String. The description that A description.

sc describes the price basis
quantity fields for an item on
the invoice.

VOUCHER_LINE_NUM Yes Integer. The voucher line 3

number.

ECQUEUEINSTANCE Yes String. The queue instance 50

which is unique for a buyer in­
stance.

BUSINESS_UNIT Yes String. The business unit of DL24

the user.

ConversionFactor No BigDecimal. The quantity for 12

which the price is quoted for.

PMNT_ID No String. The payment ID gen­ PMNT10

erated by the buyer.

TAX_CODE Yes String. The unique tax code. 10

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About Importing and Exporting Advance Payment Data CUSTOMER 133
Field name Required Type and description Sample value

PO_ID Yes String. The ID of the order as­ PO23

sociated with a purchase or­
der-based invoice.

LINE_TYPE_LOOKUP_COD Yes Integer. The unique identifier 12

E for the line type.

RECEIVING_TYPE Yes Integer. The purchase order 2

receiving type. This value
specifies whether the re­
ceipts are amount based.

PriceBasisQuantity Yes BigDecimal. The quantity for 25

which the price is quoted for.

The following table lists the fields in the PaymentSplitAccountingExport.csv file:

Field name Required Type and description Sample value

SPLIT_TYPE Yes String. Defines the split type. 2

DEPTID Yes String. The department to 5000

which the user belongs.

BUSINESS_UNIT_GL Yes String. The business unit of DL2003

the user.

ACCOUNT Yes String. The account number. 24521

MERCHANDISE_AMT Yes BigDecimal. The total amount 2350

of the purchase order.

VOUCHER_LINE_NUM Yes Integer. The voucher line 2

number for a line item.

DISTRIB_LINE_NUM Yes Integer. The distribution line 21

number for a line item

ECQUEUEINSTANCE Yes String. The queue instance 50

which is unique for a buyer in­
stance.

BUSINESS_UNIT Yes String. The businness unit of 24

the user.

PMNT_ID No String. The payment ID gener­ PMNT10

ated by the buyer.

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 Field name Required Type and description Sample value

PO_ID Yes String. The ID of the order as­ PO23

sociated with a purchase or­
der-based invoice.

QTY_VCHR Yes BigDecimal. The quantity of a 3

line item.

RECEIVING_TYPE Yes Integer. The purchase order 1

receiving type. This value
specifies whether the receipts
are amount based.

The following table lists the fields in the PaymentBankExport.csv file:

Field name Required Type and description Sample value

PAYMENT_AMT Yes BigDecimal. The payment 250

amount.

PAYMENT_GROSS_AMT Yes Integer. Defines the line num­ 12

ber of the invoice line item as­
sociated with the tax distribu­
tion.

BANK_ACCT_KEY No BigDecimal. Defines the 50

amount of tax in the precision
defined the ERP system.

PAYMENT_CURRENCY_CD Yes String. Defines the tax code. 10

SCHEDULED_PAY_DT Yes Date. The scheduled payment 20160101

date.

PYMNT_METHOD Yes String. The payment method. 25

BANK_CD Yes String. The code which 21

uniquely indentifies a bank.

ECQUEUEINSTANCE Yes String. The queue instance 50

which is unique for a buyer in­
stance.

BUSINESS_UNIT Yes String. The business unit of 200

the user.

COMPOSITE_ACCT_KEY Yes String. The unique identifier of 32

the composite account.

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Field name Required Type and description Sample value

PMNT_ID Yes String. The payment ID gener­ PMNT10

ated by the buyer.

PAYMENT_DISC_AMT Yes BigDecimal. The discount 2

amount for the payment.

The following table lists the fields in the AdvancePaymentDetailExport.csv file:

Field name Required Type and description Sample value

PMNT_ID Yes String. The unique identifier of PMNT10

the payment request created
for the invoice.

CONSUMEDAMOUNT_AMOUN Yes BigDecimal. The advance pay­ 12

T ment amount adjusted
against the invoice, in the us­
er's currency.

FiscalYear Yes Integer. The financial year for 2016

the advance payment trans­
action.

CONSUMEDAMOUNT_CURRE Yes String. The currency applica­ 50

NCY ble for the user.

ECQUEUEINSTANCE Yes String. The queue instance 50

which is unique for a buyer in­
stance.

ADVANCEPAYMENT_ID Yes String. The unique identifier of APMT10

the advance payment that is
adjusted against the invoice.

ERPAdvancePaymentIte Yes Integer. The line item for the 21

m advance payment remittance.

ERPADVANCEPAYMENT_ID Yes String. The unique identifier of 210

the payment request created
in the ERP for the advance
payment.

CONSUMEDAMOUNT_INBAS Yes BigDecimal. The advance pay­ 250

ECURRENCY ment amount adjusted
against the invoice in the
site's base currency.

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 Field name Required Type and description Sample value

ORDER_ID Yes String. The unique identifier of 21

the purchase order associ­
ated with the invoice and the
advance payment documents.

Export Payment Requests with Advance Payments: Sample

Files - Generic ERP

The Export Payment Requests with Advance Payments task for Generic ERP uses the following CSV files:

● PaymentHeaderExport.csv
● PaymentDetailExport.csv
● PaymentSplitAccountingExport.csv
● PaymentBankExport.csv
● AdvancePaymentDetailExport.csv

The following table lists the fields in the PaymentHeaderExport.csv file:

Field name Required Type and description Sample value

PurchasingUnit Yes String. The unique ID for the 200

purchasing unit.

GrossAmountCurrency Yes String. The currency code for USD

the gross amount on the in­
voice.

PaymentTerms Yes String. The payment terms on 10001

the invoice.

SupplierLocation Yes String. The unique internal 2550

identifier of the supplier loca­
tion for which the payment is
made.

InvoiceDate Yes String. The date on which the 02/19/2008 16:13:29 +0530
invoice is created.

GrossAmount Yes BigDecimal. The gross pay­ 500

ment amount.

InvoiceNumber Yes String. The invoice number INV25

associated with invoice.

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Field name Required Type and description Sample value

RemittanceLocation Yes String. The remittance loca­ LOC15

tion for the invoice.

Supplier Yes String. The unique identifier 4814

for the supplier to whom the
invoice is sent.

InvoiceReconciliatio Yes String. The unique identifier IR56

nId for the invoice reconciliation.

PaymentId Yes String. The unique identifier PAYINVGF12-10

for the payment.

ForTaxAccrual Yes Boolean. Indicates whether No

tax accrual is applicable for
the invoice.

SupplierLocationCont Yes String. The ID assigned to the 450

actID contact person at the supplier
location.

The following table lists the fields in the PaymentDetailExport.csv file:

Field name Required Type and description Sample value

PurchasingUnit Yes String. The unique ID for the 500

purchasing unit.

Description Yes String. The description of the Description

line item.

ERPOrderID Yes String. The purchase order ID 32

associated with the invoice
reconciliation line item.

PriceBasisQuantityUO Yes Boolean. The quantity for EA

M which the price is quoted for.

IsAccrual Yes Boolean. Specifies whether No

the line item has an accrual
amount.

ERPOrderLineNumber Yes Integer. The purchase order 21

line number associated with
the invoice reconciliation line
number.

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 Field name Required Type and description Sample value

Amount Yes BigDecimal. The amount for 12

an item.

ParentLineNumber Yes Integer. The unique line num­ Yes

ber of the parent line item.

TaxAdjustmentAmount Yes BigDecimal. The amount ad­ 25

justed as tax.

AmountCurrency Yes String. The currency type for USD

the payment amount.

UnitPrice No BigDecimal. The net price of a 22

line item on the order.

IsComposite Yes Boolean. The Voucher Line 3

number.

Quantity Yes BigDecimal. The net quantity 10

of a line item on the order.

TaxType No String. The unique internal 50

identifier of a tax type.

PriceBasisQuantityDe Yes String. The description that A description.

sc describes the price basis
quantity fields for an item on
the invoice.

LineNumber Yes Integer. The unique identifier 2

indicating the line number.

InvoiceReconciliatio Yes String. The unique identifier IR12

nId of the invoice reconciliation.

ERPCommodityCode Yes String. The unique internal BENEFIT:AUTOLEASE

identifier of the ERP com­
modity code.

ConversionFactor Yes BigDecimal. The quantity for 25

which the price is quoted for.

PaymentId Yes String. The unique identifier PAYINVGF12-10

for the payment.

LineTypeCategory Yes Integer. The unique identifier 1

for tax, shipping, and miscel­
laneous for a line.

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Field name Required Type and description Sample value

TaxCode Yes String. The tax code applied 2

for a line item.

PriceBasisQuantity Yes BigDecimal. The quantity for 15

which the price is quoted for.

The following table lists the fields in the PaymentSplitAccountingExport.csv file:

Field name Required Type and description Sample value

PurchasingUnit Yes String. The unique ID for the 500

purchasing unit.

BusinessUnit Yes String. The unique ID of the 1001

business unit for each split
line item.

Product Yes String. The unique ID of the 752

product for each split line
item.

SubAccount Yes String. The unique ID of the 650

sub account for each split line
item.

CostCenter Yes String. The unique ID of the 2150

cost center for a split line
item.

Company Yes String. The unique ID of the 2000

company for each split line
item.

Project Yes String. The unique ID of the 2100

project for each split line item.

Region Yes String. The unique ID of the 750

region for each split line item.

Amount Yes BigDecimal. The amount for a 25

split line item.

LineNumber Yes Integer. The unique identifier 2

that specifies the line number.

SplitLineNumber Yes Integer. The unique identifier 3

that specifies the line number
of the split account.

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 Field name Required Type and description Sample value

InvoiceReconciliatio Yes String. The unique identifier of 12

nId the invoice reconciliation.

PaymentId Yes String. The unique identifier of PMNT12

the payment.

Account Yes Account. The unique internal 125

identifier of an account.

Quantity Yes BigDecimal. The number of 5

split accounts.

AccountingCombinatio Yes String. The ID for the split ac­ 24

nID counting combination.

The following table lists the fields in the PaymentBankExport.csv file:

Field name Required Type and description Sample value

PurchasingUnit Yes String. The unique ID for the 500

purchasing unit.

Amount Yes BigDecimal. The amount for a 300

line item.

GrossAmount Yes BigDecimal. The gross pay­ 1500

ment amount.

BankAccountType Yes String. Defines the tax code. 10

AmountCurrency Yes Date. The currency used for USD

the payment.

ScheduledPaymentDate Yes Date. The scheduled payment 20160801

date.

PaymentMethod Yes String. The code which 21

uniquely indentifies a bank.

BankId Yes String. The identifier of the BNK50

paying bank.

InvoiceReconciliatio Yes String. The unique identifier IRINVGF12-10

nId for invoice reconciliation.

BuyerBankLocation Yes String. The unique identifier of PYORG12

the bank location of the pay­
ing organization.

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Field name Required Type and description Sample value

PaymentId Yes String. The unique identifier of PMNT12

the payment.

DiscountAmount Yes BigDecimal. The value for the 10

amount specified as discount.

The following table lists the fields in the AdvancePaymentDetailExport.csv file:

Field name Required Type and description Sample value

PaymentId Yes String. The unique identifier of PMNT12

the payment request created
for the invoice.

ConsumedAmount_Amoun Yes BigDecimal. The advance pay­ 12

t ment amount adjusted
against the invoice, in the us­
er's currency.

FiscalYear Yes Integer. The financial year for 2016

the advance payment trans­
action.

ConsumedAmount_Curre Yes String. The currency applica­ 50

ncy ble for the user.

InvoiceReconciliatio Yes String. The unique identifier of IR50

nId the invoice reconciliation
document for the invoice.

ERPAdvancePaymentId Yes String. The unique identifier of AP10

the payment request created
for the advance payment in
the ERP system.

AdvancePaymentId Yes Integer. The line item for the APMT21

advance payment remittance.

ERPAdvancePaymentIte Yes String. The unique identifier of 210

m the payment request created
in the ERP for the advance
payment.

ConsumedAmount_InBas Yes BigDecimal. The advance pay­ 250

eCurrency ment amount adjusted
against the invoice in the
site's base currency.

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 Field name Required Type and description Sample value

OrderId Yes String. The unique identifier of 21

the purchase order associ­
ated with the invoice and the
advance payment documents.

About Importing Advance Payment ID

This task enables you to import the unique identifiers generated by the external system for the advance payment
documents received from Ariba Procurement Solution. The status of the advance payment document in Ariba
Procurement Solution changes from Approved to Paying when an ERP ID is received for it.

To import advance payment IDs using the file channel, run the Import Advance Payment ID task on the Data
Import/Export page in Ariba Administrator.

In case of the Web Services channel, advance payments IDs are imported in response to the exported advance
payments and you do not need to manually invoke any task.

Import Advance Payment ID: Sample File

The table below provides descriptions and sample values for fields in the AdvancePaymentIDImport.csv file
required to import advance payment IDs generated by the external systems. This file can be used for all types of
ERP systems.

Field Name Required Type and Description Sample Value

AdvancePayment_ID Yes String. The system-generated APMT10

unique identifier of the ad­
vance payment document

ERPPostingDate Yes Date. The date of posting a 20160518

document in the ERP system.

ERP_Payment_ID Yes String. The unique identifier 00005429

generated for the advance
payment document in the ex­
ternal system

FISCALYEAR Yes String. The financial year of 2016

the advance payment trans­
action.

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About Importing Advance Payment Errors
This task enables you to import the errors generated by the external system while uploading the advance payment
documents sent by Ariba Procurement Solution. The imported error data is included in the email notification sent
to the requesters of the advance payment documents.

To import advance payment errors using the file channel, run the Import Advance Payment Errors task on the
Data Import/Export page in Ariba Administrator.

In case of the Web Services channel, advance payments errors are imported in response to the exported advance
payments and you do not need to manually invoke any task.

Import Advance Payment Errors: Sample File - Generic ERP

Systems
The table below provides descriptions and sample values for fields in the AdvancePaymentErrorImport.csv file
required to import the errors generated by the external system while uploading advance payment documents sent
by Ariba Procurement Solution.

Field Name Required Description Sample Value

AdvancePaymentID Yes String. The unique identifier of APMT10

the advance payment docu­
ment

Type Yes String. The type of the trans­ Invoice

action for which the error was
generated

Erp Yes String. The ERP type, such as Oracle

PeopleSoft or SAP

CreationDate Yes Date. The date of creation of 9/12/2006

the error record

ParentTable Yes String. The name of the table AP_INVOICE_LINES_INTER­

holding the error records FACE

RejectLookupCode Yes String. The description of the INVALID DISTRIBUTION

error generated ACCT

NumInSet No Integer. The number of error 0

records in a batch

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Import Advance Payment Errors: Sample File - SAP ERP
Systems
The table below provides descriptions and sample values for fields in the AdvancePaymentErrorImport.csv file
required to import the errors generated by the external system while uploading advance payment documents sent
by Ariba Procurement Solution. These fields are used for SAP variants.

Field Name Required Description Sample Value

ADVANCEPAYMENTID Yes String. The unique identifier of APMT10

the advance payment docu­
ment

FLDNAME Yes String. The name of the field PO_ITEMo

for which the error is gener­
ated

MSGID Yes String. The unique identifier of M8

the error message

TYPE Yes String. The type of the trans­ E

action for which the error was
generated

MSGNR Yes String. The sequence number 375

of the error

MESSAGE Yes MultiLingualString. The de­ Fill in mandatory field

scription of the error PO_ITEM (table parameter
ITEMDATA, row 000003)

DATETIME2 Yes Date. The date of creation of 3/6/2015 6:30:00 AM

the error record

NUMINSET No Integer. The number of error 0

records in a batch

Import Advance Payment Errors: Sample File - PeopleSoft

ERP Systems
The table below provides descriptions and sample values for fields in the AdvancePaymentErrorImport.csv file
required to import the errors generated by external systems while uploading advance payment documents sent by
Ariba Procurement Solution. These fields are used for PeopleSoft ERP systems.

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Field Name Required Description Sample Value

AdvancePaymentID Yes String. The unique identifier of APMT10

the advance payment docu­
ment

Type Yes String. The type of the trans­ Invoice

action for which the error was
generated

Erp Yes String. The ERP type, such as Oracle

PeopleSoft or SAP

CreationDate Yes Date. The date of creation of 2015-8-24

the error record

RecordName Yes String. The name of the table PS_VOUCHER

holding the error records

ErrorMessage Yes MultiLingualString. The de­ AP_VCHRBLD results in error

scription of the error gener­
ated

ErrorCode Yes String. The error code of the 9999

error generated

NumInSet No Integer. The number of error 0

records in a batch

About Importing Advance Payment Remittance

This task imports remittance information for advance payments from external systems. Multiple remittance
details can be received for one advance payment if the external system makes the payment in installments. The
status of an advance payment changes to Paid when remittance information is received for its entire amount.

To import advance payment remittance using the file channel, run the Import Advance Payment Remittance task
on the Data Import/Export page in Ariba Administrator.

In case of the Web Services channel, advance payments remittance information is imported as and when the
payments are made by the external system. You do not need to manually invoke any task to import this
information.

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Import Advance Payment Remittance: Sample File
The table below provides descriptions and sample values for fields in the AdvancePaymentRemittance.csv file
required to import remittance information for advance payments from the external systems. This file can be used
for all types of ERP systems.

Field Name Required Description Sample Value

ERPRequestID Yes String. The unique identifier 00005429

generated for the advance
payment document in the ex­
ternal system

DocID Yes String. The unique identifier APMT10

for the advance payment re­
mittance document in the ex­
ternal ERP system.

DocumentLineNumber Yes Integer. The line number of 23

the item in the advance pay­
ment remittance document in
the ERP system.

ERPRequestLineNumber Yes String. The unique identifier 512

for the line item in the ad­
vance payment document.

RemittanceID No String. The unique identifier 00346

generated for the remittance
document in the external sys­
tem

Amount Yes BigDecimal. The remittance 40

amount

Currency No String. The currency in which USD

the remittance was made

About Exporting Cancel Advance Payments

The Export Cancel Advance Payments task enables you to export advance payments with Canceling status for
integration with external systems. Based on the exported canceled advance payments, the advance payments are

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About Importing and Exporting Advance Payment Data CUSTOMER 147
canceled in the external system. You can use the file channel or Web Services channel to export canceled advance
payments.

Exporting Cancel Advance Payments Using the File Channel

You can export cancel advance payments to the external system using the Export Cancel Advance Payments
task on the Data Import/Export page in Ariba Administrator.

After you export cancel advance payments, you need to import the IDs of the advance payments canceled in the
external system, using the Import Cancel Advance Payment ID task. The status of an advance payment
document changes from Canceling to Canceled only when a canceled advance payment ID is received for it from
the external system.

Export Cancel Advance Payments: Sample File

The table below provides descriptions and sample values for fields in the CancelAdvancePaymentExport.csv
file generated by exporting canceled advance payments for integration with external systems. This file is used for
all types of ERP systems.

Field Name Required Description Sample Value

Advance Payment ID Yes String. The system-generated APMT10

unique identifier of the ad­
vance payment document.

ERP_Payment_ID No String. The unique identifier AP10093

of the payment request cre­
ated in the ERP for the ad­
vance payment

Exporting Cancel Advance Payments Using the Web

Services Channel

The Export Cancel Advance Payments task on the Web Service Status tab uses web services to export the
canceled advance payment documents to external systems. On receiving these details, the external system
cancels the advance payments and sends the IDs of the canceled advance payments to Ariba Procurement
Solution. The status of the advance payment document in Ariba Procurement Solution changes from Canceling to
Canceled when these IDs are received. If an error occurs in the external system while canceling an advance
payment, the advance payment document in Ariba Procurement Solution stays in the Canceling state until it is
manually marked as canceled.

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CancelAdvancePaymentExportRequest Elements

CancelAdvancePaymentExportWS_Item

The table below describes the fields in the AdvancePayment_CancelAdvancePaymentExportWS_Item in the

CanceledAdvancePaymentExportRequest sent to external systems.

Element Required Type and Description Sample Value

UniqueName Yes String. The system-generated APMT10

unique identifier of the can­
celed advance payment docu­
ment.

ERPRequestID No String. The unique identifier Pay001245

generated for the advance
payment document in the ex­
ternal system

CancelAdvancePaymentExportReply Elements

AdvancePayment_CancelAdvancePaymentIDImport_Item

When canceled advance payment documents are exported from Ariba Procurement Solution to external systems,
the external system sends back the IDs of the advance payment documents canceled in the external system. The
IDs are sent in AdvancePayment_CancelAdvancePaymentIDImport_Item in the
CancelAdvancePaymentExportReply item.

Element Required Type and Description Sample Value

ERPRequestID Yes String. The unique identifier of Pay001245

the canceled advance pay­
ment document in the exter­
nal system

UniqueName Yes String. The system-generated APMT10

unique identifier of the ad­
vance payment document.

About Importing Cancel Advance Payment ID

This task enables you to import the IDs of the advance payment documents that have been successfully canceled
in the external system. This task follows the Export Cancel Advance Payments task, which exports the canceled

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advance payments to external systems. The status of the advance payment document in Ariba Procurement
Solution changes from Canceling to Canceled when a canceled advance payment ID is received for it.

To import canceled advance payment IDs using the file channel, run the Import Cancel Advance Payment ID task
on the Data Import/Export page in Ariba Administrator.

In case of the Web Services channel, cancel advance payments IDs are imported in response to the exported
cancel advance payments and you do not need to manually invoke any task.

Import Cancel Advance Payment ID: Sample File

The table below provides descriptions and sample values for fields in the
CancelAdvancePaymentIDImport.csv file required to import IDs of advance payments canceled in the external
systems. This file can be used for sites integrated with all ERP systems.

Field Name Required Type and Description Sample Value

AdvancePayment_ID Yes String. The unique identifier of APMT10

the advance payment docu­
ment in Ariba Procurement
Solution.

ERP_Payment_ID Yes String. The unique identifier of 00005429

the canceled advance pay­
ment document in the exter­
nal system

About Importing Cancel Advance Payment Errors

This task imports the errors generated by the external ERP system while uploading advance payment documents
marked for cancellation in the Ariba Procurement Solution.

Import Cancel Advance Payment Errors: Sample File

The Import Cancel Advance Payment Errors task uses the CancelAdvancePaymentErrorImport.csv file to
import the errors generated while uploading the cancelled advance payments.

The following table provides the descriptions and sample values for the fields in the
CancelAdvancePaymentErrorImport.csv file for integration with SAP ERP:

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150 CUSTOMER About Importing and Exporting Advance Payment Data
 Field name Required Description Sample value

DATETIME2 Yes Date. The date of creation of 2016-08-15

the error record.

MESSAGE Yes String. The description of the Fill in andtry field.

error.

MSGNR Yes String. Defines the error num­ 23

ber.

FLDNAME Yes String. The field that has an PO Item

error.

MSGID Yes String. The error message ID. M10

ADVANCEPAYMENTID Yes String. The system-generated APMT-10

unique identifier of the ad­
vance payment document.

NUMINSET No Integer. The number of error 3

records in a batch.

TYPE Yes String. The type of the trans­ Advance Payment

action for which the error was
generated.

The following table provides the descriptions and sample values for the fields in the
CancelAdvancePaymentErrorImport.csv file for integration with the PeopleSoft ERP:

Field name Required Description Sample value

CreationDate Yes Date. The date of creation of 2016-08-15

the error record.

Erp No String. The type of the ERP PeopleSoft

system.

ErrorCode No String. Error code assigned to 1026

the failed advance payment
document.

ErrorMessage No String. Description of the er­ AP_VCHRBLD results in error

ror.

AdvancePaymentID Yes String. The unique identifier APMT-10

of the advance payment
document.

NumInSet No String. The number of error 0

records in a batch.

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Field name Required Description Sample value

RecordName No String. Name of the error ta­ AP_VOUCHER

ble.

Type No String. The type of the trans­ Advance Payment

action for which the error was
generated.

The following table provides the descriptions and sample values for the fields in the
CancelAdvancePaymentErrorImport.csv file for integration with the Generic ERP:

Field name Required Description Sample value

CreationDate Yes Date. The date of creation of 2016-08-15

the error record.

Erp Yes String. The type of the ERP Oracle

system.

ParentTable Yes String. The name of the table AP_INVOICE_LINES_INTER­

containing the error records. FACE

RejectLookupCode Yes String. The description of the Invalid accounting distribu­

error. tion.

AdvancePaymentID Yes String. The unique identifier APMT-10

of the advance payment
document.

NumInSet No String. The number of error 0

records in a batch.

Type Yes String. The type of the trans­ Invoice

action for which the error was
generated.

About Importing Advance Payment Cancellation

Reasons

The Import Advance Payment Cancellation Reasons task enables you to import the IDs and descriptions
associated with the reasons for cancellation of advance payments. The reasons for cancellation imported by this
task are listed on the Cancel Advance Payment popup on the advance payment page to enable users choose a
reason for cancellation of an advance payment.

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Import Advance Payment Cancellation Reasons: Sample File

The Import Advance Payment Cancellation Reasons task uses the

AdvancePaymentCancelReasonCodesImport.csv file to list the reasons for cancellation of advance payments.
The following table provides the descriptions and sample values for the fields in the
AdvancePaymentCancelReasonCodesImport.csv file.

Field name Required Description Sample value

REASON Yes String. A unique identifier as­ 3

sociated with a description
specifying the reason for can­
cellation of an advance pay­
ment.

ALTERNATE_POSTING Yes Boolean. Specifies whether False

the reason code requires a
posting date.

TEXT Yes String. Describes the reason Reversal in closed period.

for cancellation of an advance
payment.

About Exporting Advance Payment Cancellation

Reasons

This task exports IDs and descriptions associated with the reasons for cancellation of advance payments to the
external ERP system.

Export Advance Payment Cancellation Reasons: Sample File

The Export Advance Payment Cancellation Reasons task uses the following CSV files:

● AdvancePaymentCancelReasonCodesExport_sap.csv for SAP ERP

● AdvancePaymentCancelReasonCodesExport_psoft.csv for PeopleSoft ERP
● AdvancePaymentCancelReasonCodesExport_generic.csv for Generic ERP

The following table provides the descriptions and sample values for the fields used in the CSV files for the Export
Advance Payment Cancellation Reasons task:

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Field name Required Description Sample value

REASON Yes String. A unique identifier as­ 3

sociated with a description
specifying the reason for can­
cellation of an advance pay­
ment.

ALTERNATE_POSTING Yes Boolean. Specifies whether No

the reason code requires a
posting date.

TEXT Yes String. Describes the reason Reversal in closed period.

for cancellation of an advance
payment.

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Data Import Tasks Reference

There are individual and batch data import tasks for invoicing and payment data. In Ariba Invoice Professional the
data import task order depends on your ERP system.

Data Import Tasks for Invoicing and Payment Data [page 155]

About Ariba Invoice Professional Data Import Order [page 156]

Data Import Tasks for Invoicing and Payment Data

The following table describes the individual data import tasks that import invoicing and payment data.

Data Import Task CSV File(s) Imported

Import Bank Account Number Types BankAccountIDType.csv

Import Bank Account Number Type Translations

Import Bank Account Types BankAccountType.csv

Import Bank Account Type Translations

Import Bank Identifier Types BankIDType.csv

Import Bank Identifier Type Translations

Import Batch Data Batch data import tasks import CSV files from a ZIP file.
For more information, see the Ariba Administration and
Data Maintenance Fundamentals Guide.

Import Buyer Bank Payment Locations BuyerPaymentBankLocation.csv

Import Contracts in ZIP File ● ContractHeader.csv

● ContractItemInformation.csv
● Accounting.csv
● TermPricing.csv
● TieredPricing.csv

Import CSV Lookup Tables Used By Approval Rules Batch data import tasks import CSV files from a ZIP file.
For more information, see the Ariba Administration and
Data Maintenance Fundamentals Guide.

Import Invoice Exception Types InvoiceExceptionType.csv

Import Invoice Exception Type Translations

Import Invoice Exception Type Validation Data InvoiceExceptionTypeValidation.csv

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Data Import Task CSV File(s) Imported

Import Payment Method Types PaymentMethodType.csv

Import Payment Method Type Translations

Import Payment Terms ● PaymentTerms.csv

● PaymentTermStepDetails.csv
Import Payment Term Translations
● PaymentTermSteps.csv

Import Remittance (PeopleSoft and SAP only.) ● Remittance.csv

● RemittanceDetails.csv
Import Remittances (Generic only.)

Import Remittance Locations ● RemittanceLocation.csv

● RemittanceLocationDetails.csv

Import Supplier Bank Payment Locations SupplierPaymentBankLocation.csv

Import Supplier Location Contacts SupplierLocationSupplement.csv

Import Supplier Location Remittance Information ● SLRemittanceInformation.csv

● SLRemittanceInformationDetails.csv

Import Charge Types ChargeType.csv

Import Tax Types TaxType.csv

Import Tax Components TaxComponent.csv

Import Tax Codes TaxCodeHeader.csv

TaxCodeDetails.csv

Import Tax Code Lookups TaxCodeLookup.csv

Import Tax Code Lookup Field Map TaxCodeLookupFieldMapping.csv

Import Tax Code Lookup Field Map for Withholding Taxes WHTLookupFieldMapping.csv

Import Tax Rates By Tax Code Lookup TaxRateLookupByTaxCode.csv

Import Tax Type Mappings TaxTypeMap.csv

About Ariba Invoice Professional Data Import Order

The order in which Import Batch Data data import tasks import data for Ariba Invoice Professional depends on
your ERP variant. Tables provide numbered listing of data import task sequencing. You can use that information as
a guide when running individual data import tasks.

The tables in this section show the order in which the Import Batch Data data import task imports data for
Ariba Invoice Professional. You can use this information as a guide when running individual data import tasks.

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156 CUSTOMER Data Import Tasks Reference
Additional References

Ariba Procurement Data Import and Administration Guide

Ariba Invoice Professional Data Import Order for

PeopleSoft

A table lists the Import Batch Data data import sequence for data in PeopleSoft.

Data Import Task CSV File(s)

1 Import Currency Conversion Rates CurrencyConversionRate.csv

2 Import Expense Header Category Mappings ExpenseHeaderCategoryMap.csv

3 Import Expense Auto Types AutoType.csv

4 Import CSV Lookup Tables Used By Approval Rules RuleCSVHelperFiles.zip

5 Import Per Diem Limits LocationType.csv

6 Import Purchase Order Conditions POConditions.csv

7 Import Payment Method Types PaymentMethodType.csv

8 Import Bank Identifier Types BankIDType.csv

9 Import Bank Account Types BankAccountType.csv

10 Import Expense Code Mappings ExpenseCodeMapping.csv

11 Import Purchasing Units ProcurementUnit.csv

12 Import SetIDs SetId.csv

13 Import Account Types AccountType.csv

14 Import Payment Terms ● PaymentTerms.csv

● PaymentTermStepDetails.csv
● PaymentTermSteps.csv

15 Import Accounting Combination Groups AccountingCombinationGroup.csv

16 Import Allowable Hierarchy Choices AllowableHierarchyChoice.csv

17 Import Bank Account Number Types BankAccountIDType.csv

18 Import Receiving Types By Commodity Code ReceiptByCommodityCode.csv

19 Import Accounts Account.csv

20 Import Departments Department.csv

21 Import Products Product.csv

22 Import Projects Project.csv

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 Data Import Task CSV File(s)

23 Import Supplier Organizations ● SupplierIDs.csv

● SupplierOrganizations.csv

24 Import Suppliers ● Supplier.csv

● SupplierLocation.csv

25 Import ERP Commodity Codes from PeopleSoft ERPCommodityCode.csv

26 Import Business Units BusinessUnit.csv

27 Import GL Business Units GLBusinessUnit.csv

28 Import Addresses from PeopleSoft Address.csv

29 Import ERP Commodity Codes ERPCommodityCode.csv

30 Import Statistics Statistics.csv

31 Import Supplier Bank Payment Locations SupplierPaymentBankLocation.csv

32 Import Buyer Bank Payment Locations BuyerPaymentBankLocation.csv

33 Import Charge Types ChargeType.csv

34 Import Tax Types TaxType.csv

35 Import Tax Type Mappings TaxTypeMap.csv

36 Import Tax Components TaxComponent.csv

37 Import Tax Codes ● TaxCodeHeader.csv

● TaxCodeDetails.csv

38 Import Tax Code Lookups TaxCodeLookup.csv

39 Import Tax Code Lookup Field Map TaxCodeLookupFieldMapping.csv

Import Tax Code Lookup Field Map for Withholding Taxes WHTLookupFieldMapping.csv

40 Import Tax Rates By Tax Code Lookup TaxRateLookupByTaxCode.csv

41 Import Expense Tax Rate Lookup By Tax Code ExpenseTaxRateLookupByTaxCode.csv

42 Import PCards PCard.csv

43 Import Remittance Locations ● RemittanceLocation.csv

● RemittanceLocationDetails.csv

44 Import User/Ship To Address Relationships SharedUserShipToAddressMap.csv

45 Import Users from Consolidated CSV File ● User.csv

● UserPCardMap.csv

46 Import Expense Types ExpenseType.csv

47 Import ERP Commodity to Commodity Mapping ERPCommodityCodeMap.csv

48 Import Accounting Combinations AccountingCombination.csv

49 Import Adjustment Types AdjustmentType.csv

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 Data Import Task CSV File(s)

50 Import Custom Groups CustomGroup.csv

51 Import User Approval Limits UserApprovalLimit.csv

52 Import Expense Tax Code Lookup ExpenseTaxCodeLookup.csv

53 Import Responsible User Assignments ● ResponsibleUser.csv

● User.csv

54 Import Group To Child Group Mapping ● GroupParentGroup.csv

● GroupChildGroupMap.csv

55 Import User Group Mapping ● UserParentGroup.csv

● GroupSharedUserMap.csv

56 Import Approval Queues ApprovalQueue.csv

57 Import Enterprise User/Supervisor Relationships SharedUserSupervisor.csv

58 Import Receiving Types By Part Number ReceiptByPartNumber.csv

59 Import Supplier Supplement Data SupplierSupplement.csv

60 Import Level2 Charge Level2Charge.csv

61 Import Supplier Location Contacts SupplierLocationSupplement.csv

62 Import Supplier Location Remittance Information ● SLRemittanceInformation.csv

● SLRemittanceInformationDetails.csv

63 Import Scheduled Tasks ScheduledTaskData.zip

Ariba Invoice Professional Data Import Order for SAP

A table lists the Import Batch Data data import sequence for data in SAP.

Data Import Task CSV File(s)

1 Import Currency Conversion Rates CurrencyConversionRate.csv

2 Import Expense Header Category Mappings ExpenseHeaderCategoryMap.csv

3 Import Expense Auto Types AutoType.csv

4 Import CSV Lookup Tables By Approval Rules RuleCSVHelperFiles.zip

5 Import Per Diem Limits LocationType.csv

6 Import Purchase Order Conditions POConditions.csv

7 Import Payment Method Types PaymentMethodType.csv

8 Import Purchasing Units PurchasingUnit.csv

9 Import Bank Identifier Types BankIDType.csv

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 Data Import Task CSV File(s)

10 Import Bank Account Types BankAccountType.csv

11 Import Item Categories ItemCategory.csv

12 Import Payment Terms ● PaymentTerms.csv

● PaymentTermStepDetails.csv
● PaymentTermSteps.csv

13 Import Expense Code Mappings ExpenseCodeMapping.csv

14 Import Allowable Hierarchy Choices AllowableHierarchyChoice.csv

15 Import Company Codes CompanyCode.csv

16 Import Enterprise Users SharedUser.csv

17 Import Bank Account Number Types BankAccountIDType.csv

18 Import Receiving Types By Commodity Code ReceiptByCommodityCode.csv

19 Import Internal Order Codes InternalOrder.csv

20 Import Plants Data Plant.csv

21 Import Purchase Organizations PurchaseOrg.csv

22 Import Assets Asset.csv

23 Import Cost Centers CostCenter.csv

24 Import ERP Commodity Codes ERPCommodityCode.csv

25 Import Account Categories AccountCategory.csv

26 Import Account Types AccountType.csv

27 Import WBS Elements WBSElement.csv

28 Import Purchase Groups PurchaseGroup.csv

29 Import General Ledgers GeneralLedger.csv

30 Import User/Billing Address Relationships SharedUserBillingAddressMap.csv

31 Import User/Ship To Address Relationships SharedUserShipToAddressMap.csv

32 Import Supplier Bank Payment Locations SupplierPaymentBankLocation.csv

33 Import Buyer Bank Payment Locations BuyerPaymentBankLocation.csv

34 Import Company Code Internal Order Mapping CompanyCodeIOCombo.csv

35 Import Charge Types ChargeType.csv

36 Import Tax Types TaxType.csv

37 Import Tax Type Mappings TaxTypeMap.csv

38 Import Tax Components TaxComponent.csv

39 Import Tax Codes ● TaxCodeHeader.csv

● TaxCodeDetails.csv

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 Data Import Task CSV File(s)

40 Import Plant to Purchase Organization Mapping PlantPurchaseOrgCombo.csv

41 Import Account Category Field Status Combinations AccCategoryFieldStatusCombo.csv

42 Import Company Code WBS Mapping CompanyCodeWBSCombo.csv

43 Import Custom Groups CustomGroup.csv

44 Import Remittance Locations ● RemittanceLocation.csv

● RemittanceLocationDetails.csv

45 Import PCards PCard.csv

46 Import Supplier Organizations ● SupplierIDs.csv

● SupplierOrganizations.csv

47 Import Expense Types ● ExpenseType.csv

● ExpenseTypeGLMapping.csv

48 Import ERP Commodity to Commodity Mapping ERPCommodityCodeMap.csv

49 Import Adjustment Types AdjustmentType.csv

50 Import Group To Child Group Mapping ● GroupParentGroup.csv

● GroupChildGroupMap.csv

51 Import User Group Mapping ● UserParentGroup.csv

● GroupSharedUserMap.csv

52 Import Approval Queues ApprovalQueue.csv

53 Import Users ● User.csv

● UserPCardMap.csv

54 Import Suppliers ● Supplier.csv

● SupplierLocation.csv

55 Import Tax Code Lookups TaxCodeLookup.csv

56 Import Tax Code Lookup Field Map TaxCodeLookupFieldMapping.csv

Import Tax Code Lookup Field Map for Withholding Taxes WHTLookupFieldMapping.csv

57 Import Expense Tax Code Lookup ExpenseTaxCodeLookup.csv

58 Import Expense Tax Rate Lookup By Tax Code ExpenseTaxRateLookupByTaxCode.csv

59 Import Tax Rates By Tax Code Lookup TaxRateLookupByTaxCode.csv

60 Import Enterprise User/Supervisor Relationships SharedUserSupervisor.csv61

62 Import Responsible User Assignments ● User.csv

● ResponsibleUser.csv

63 Import User Approval Limits UserApprovalLimit.csv

64 Import Minority Vendor Data MinorityVendor.csv

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 Data Import Task CSV File(s)

65 Import Supplier Supplement Data SupplierSupplement.csv

66 Import Supplier Location Contacts SupplierLocationSupplement.csv

67 Import Receiving Types By Part Number ReceiptByPartNumber.csv

68 Import Level2 Charge Level2Charge.csv

69 Import Purchase Organization to Supplier Mapping PurchaseOrgSupplierCombo.csv

70 Import Supplier Location Remittance Information ● SLRemittanceInformation.csv

● SLRemittanceInformationDetails.csv

71 Import Scheduled Tasks ScheduledTaskData.zip

Ariba Invoice Professional Data Import Order for Generic

The following table shows the Import Batch Data data import sequence for data in Generic.

Data Import Task CSV File(s)

1 Import Currency Conversion Rates CurrencyConversionRate.csv

2 Import Expense Header Category Mappings ExpenseHeaderCategoryMap.csv

3 Import Expense Auto Types AutoType.csv

4 Import CSV Lookup Tables Used By Approval Rules RuleCSVHelperFiles.zip

5 Import Per Diem Limits LocationType.csv

6 Import Purchase Order Conditions POConditions.csv

7 Import Purchasing Units PurchasingUnit.csv

8 Import Payment Terms ● PaymentTerms.csv

● PaymentTermStepDetails.csv
● PaymentTermSteps.csv

9 Import Payment Method Types PaymentMethodType.csv

10 Import Bank Account Types BankAccountType.csv

11 Import Account Types AccountType.csv

12 Import Expense Code Mappings ExpenseCodeMapping.csv

13 Import Allowable Hierarchy Choices AllowableHierarchyChoice.csv

14 Import Accounts Account.csv

15 Import Addresses Address.csv

16 Import Companies Company.csv

17 Import Projects Project.csv

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 Data Import Task CSV File(s)

18 Import Enterprise Users SharedUser.csv

19 Import Accounting Regions Region.csv

20 Import Subaccounts SubAccount.csv

21 Import Business Units BusinessUnit.csv

22 Import Receiving Types By Commodity Code ReceiptByCommodityCode.csv

23 Import Supplier Bank Payment Locations SupplierPaymentBankLocation.csv

24 Import Buyer Bank Payment Locations BuyerPaymentBankLocation.csv

25 Import Cost Centers CostCenter.csv

26 Import Products Product.csv

27 Import Charge Types ChargeType.csv

28 Import Tax Types TaxType.csv

29 Import Tax Type Mappings TaxTypeMap.csv

30 Import Tax Components TaxComponent.csv

31 Import Tax Codes ● TaxCodeHeader.csv

● TaxCodeDetails.csv

32 Import Expense Tax Rate Lookup By Tax Code ExpenseTaxRateLookupByTaxCode.csv

33 Import User/Billing Address Relationships SharedUserSingleBillingAddressMap.csv

34 Import User/Ship To Address Relationships SharedUserShipToAddressMap.csv

35 Import Remittance Locations ● RemittanceLocation.csv

● RemittanceLocationDetails.csv

36 Import PCards PCard.csv

37 Import Accounting Combinations AccountingCombination.csv

38 Import Tax Rates By Tax Code Lookup TaxRateLookupByTaxCode.csv

39 Import Custom Groups CustomGroup.csv

40 Import Supplier Organizations SupplierOrganizations.csv

41 Import Users ● User.csv

● UserPCardMap.csv

42 Import ERP Commodity Codes ERPCommodityCode.csv

43 Import ERP Commodity to Commodity Mapping ERPCommodityCodeMap.csv

44 Import Expense Types ExpenseType.csv

45 Import Adjustment Types AdjustmentType.csv

46 Import Group To Child Group Mapping ● GroupChildGroupMap.csv

● GroupParentGroup.csv

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 Data Import Task CSV File(s)

47 Import User Group Mapping ● UserParentGroup.csv

● GroupSharedUserMap.csv

48 Import Approval Queues ApprovalQueue.csv

49 Import Suppliers ● Supplier.csv

● SupplierLocation.csv

50 Import Responsible User Assignments ● User.csv

● ResponsibleUser.csv

51 Import Tax Code Lookups TaxCodeLookup.csv

52 Import Tax Code Lookup Field Map TaxCodeLookupFieldMapping.csv

Import Tax Code Lookup Field Map for Withholding Taxes WHTLookupFieldMapping.csv

53 Import Expense Tax Code Lookup ExpenseTaxCodeLookup.csv

54 Import VAT Defaults VATDefaults.csv

55 Import Enterprise User/Supervisor Relationships SharedUserSupervisor.csv

56 Import Receiving Types By Part Number ReceiptByPartNumber.csv

57 Import Supplier Supplement Data SupplierSupplement.csv

58 Import Level2 Charge Level2Charge.csv

59 Import Supplier Location Contacts SupplierLocationSupplement.csv

60 Import Supplier Location Remittance Information ● SLRemittanceInformation.csv

● SLRemittanceInformationDetails.csv

61 Import Scheduled Tasks ScheduledTaskData.zip

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Invoicing and Payment Data CSV Files
Reference

The invoicing and payment data CSV file reference table lists all CSV files, describes them, and indicates if they are
required. A CSV file is required if the data it contains is required for Ariba Procurement and Invoicing Solutions to
function properly. Unless otherwise noted, required files should not be empty.

File Description Required

Accounting.csv Defines system-wide accounting information. See Notes

BankAccountIDType.csv Defines bank account number types. See Notes

BankAccountType.csv Defines all supported types of bank account types, such as See Notes
checking accounts and savings accounts.

BankIDType.csv Defines bank identifier types. See Notes

BuyerPaymentBankLocation.csv Defines general bank payment information, such as bank See Notes
names and addresses, for buyer bank accounts. It also asso­
ciates each bank payment location with a bank identifier type,
bank account type, and bank account number type.

ChargeType.csv Defines charge types that can be used to apply charges on in­ No
voices. It also defined the mapping between charge types
used in Ariba Procurement and Invoicing Solutions and
charge types used in Ariba Network.

ContractHeader.csv Defines header-level information for contracts. See Notes

ContractItemInformation.csv Defines line-level details for contracts. See Notes

DocumentType.csv This file is required only for sites integrated with SAP ERP Yes, only
systems. It defines the ERP document types that can be used for SAP var­
for advance payments. iants

GLIndicator.csv This file is required only for sites integrated with SAP ERP Yes, only
systems. It defines the ERP general ledgers that can be used for SAP var­
for advance payments. iants

InvoiceExceptionType.csv Defines invoice exception types. An invoice exception repre­ No

sents a single discrepancy between the data on the supplier
invoice and the data in Ariba Procurement and Invoicing Sol­
utions. Exceptions can represent a variety of issues, such as
missing receipts, mismatched quantities or prices, duplicate
invoices, or tax variances.

InvoiceExceptionTypeValidation.cs Defines validation data for the invoice exception types de­ No
v fined in InvoiceExceptionType.csv. Invoice excep­
tion type validation data defines exactly which fields to com­
pare and what tolerances to allow for each type of invoice ex­
ception.

InvoiceExceptionTypeCCCOverride.c Defines an invoice exception override driver for commodity Yes

sv codes.

Invoicing Data Import and Administration Guide

Invoicing and Payment Data CSV Files Reference CUSTOMER 165
File Description Required

InvoiceExceptionTypeSupplierOverr Defines an invoice exception override driver for suppliers. Yes

ide.csv

InvoiceExceptionTypeOverrideValid Defines which override driver to assign to an invoice excep­ Yes

ation.csv tion, and specifies the override tolerance values, auto-rejec­
tion/auto-acceptance settings and the groups responsible to
resolve invoice exception triggered by the override.

InvoiceLimit.csv An approver lookup table that associates groups and invoice No

limits with either purchasing units or two ERP-specific “rule
units.” This file is read by the default invoice reconciliation
approval rule called PO Invoice Cap Rule,

InvoiceNonPOLimit.csv An approver lookup table that associates groups and non-PO No

invoice limits with either purchasing units or two ERP-specific
“rule units.” This file is read by the default invoice reconcilia­
tion approval rule called Non-PO Invoice Cap Rule.

PaymentMethodType.csv Defines payment methods. A payment method defines how a Yes

buying organization makes a payment to a supplier. Typical
payment methods include check, Automatic Clearing House
(ACH) electronic transfer, wire transfer, and credit card (pur­
chasing card).

PaymentTerms.csv Contains payment term names and descriptions. Payment Yes

terms specify the time period in which a supplier requests
payment and any discounts that the supplier chooses to
make available for early payment. For example, payment
terms of Net30 might mean that a payment is due within 30
days, but with a 10 percent discount available if payment is
made within 15 days.

PaymentTermStepDetails.csv Contains details about the specific discounts you define in Yes
PaymentTermSteps.csv. You can define several possi­
ble discount schedules.

PaymentTermSteps.csv Contains installment levels for each payment term you define Yes
in PaymentTerms.csv.

RemittanceLocation.csv Contains a list of remittance locations. When sending a pay­ Yes

ment to a given supplier location, the Ariba system sends to
the remittance location associated with that supplier loca­
tion. Each supplier location must have its own remittance lo­
cation.

RemittanceLocationDetails.csv Defines the details of each remittance location specified in Yes

RemittanceLocation.csv.

SLRemittanceInformation.csv Defines Ariba Network payment information for supplier loca­ Yes
tions.

SLRemittanceInformationDetails.cs Associates supplier locations with remittance locations. Each Yes

v supplier location must have its own remittance location. You
cannot associate multiple supplier locations with the same
remittance location.

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166 CUSTOMER Invoicing and Payment Data CSV Files Reference
 File Description Required

SupplierPaymentBankLocation.csv Defines general bank payment information, such as bank See Notes
names and addresses, for supplier bank accounts. It also as­
sociates each bank payment location with a bank identifier
type, bank account type, and bank account number type.

TaxCodeHeader.csv and Defines tax codes that Ariba Procurement and Invoicing Solu­ Yes
TaxCodeDetails.csv tions use to calculate tax rates.

TaxCodeLookup.csv Defines the tax code lookup table. Yes

TaxCodeLookupFieldMapping.csv Defines the mapping between tax code lookup fields and line Yes
item fields.

TaxComponent.csv Defines tax components that can assigned to tax codes, to Yes
apply taxes on invoices.

TaxRateLookupByTaxCode.csv Defines the tax rate lookup by tax code table, Yes

TaxType.csv Defines tax types that can be used to apply taxes on invoices Yes
in Ariba Procurement and Invoicing Solutions.

TaxTypeMap.csv Maps the common tax names found on invoices to tax-re­ Yes
lated procurement line types.

TermPricing.csv Defines pricing terms for contracts. See Notes.

TieredPricing.csv Defines pricing tiers for contract items. See Notes.

WHTLookupFieldMapping.csv Defines the mapping between tax code lookup fields and line Yes
item fields for withholding taxes.

Note

● BankAccountIDType.csv, BankAccountType.csv, BankIDType.csv,

BuyerPaymentBankLocation.csv, and SupplierPaymentBankLocation.csv are required only if you use
the Ariba Network payment model. If you use the External System payment model, bank information is optional.
● ContractHeader.csv and ContractItemInformation.csv are required for services invoicing features such
as service invoice accumulation against contracts, supplier punch-in from Ariba Network during service sheet creation,
and service sheet validation. Accounting.csv, TermPricing.csv, and TieredPricing.csv are optional con­
tract information that can be uploaded alongside contract header and item data to further define contract item pricing and
accounting. See the Ariba Common Data Import and Administration Guide for more information.

Invoicing Data Import and Administration Guide

Invoicing and Payment Data CSV Files Reference CUSTOMER 167
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.

To provide feedback on this guide or any Help@Ariba resources, click the Submit Feedback link on any
Help@Ariba page.

Document Month/Year of Updated Chapter/ Short Description of Change

Version Update Section

1 December 2014 n/a Reset revision history to Ariba 13s Procurement Release.

2 December 2014 Invoice Excep­ Added a note about the exception overrides that cannot be created
tions/Maintaining for the PO Payment Terms mismatch exception.
Invoice Exception
Types in Ariba Ad­
ministrator

Importing Remit­ Added information about the applicability of remittance import tasks
tances for some invoices with some suppliers.

3 January 2015 n/a Reformatted and restructured

4 March 2016 About Taxes on In­ Moved the common tax information to the Common Data Import and
voices Administration Guide. Retained and updated invoicing-specific tax
information.

About Invoice Ex­ Added information about new invoice exception types
ceptions and Rec­
onciliations

About Importing Created chapter and added information about advance payment ad­
and Exporting Ad­ ministration tasks.
vance Payment
Data

Data Import Tasks Updated based on the changes made to the data import order
Reference

Invoicing and Pay­ Updated with information about the CSV files introduced for the new
ment Data CSV data import tasks
Files Reference

n/a Added new chapter: Managing Funds Management Accounting In­

formation.

Invoicing Data Import and Administration Guide

168 CUSTOMER Revision History
 Document Month/Year of Updated Chapter/ Short Description of Change
Version Update Section

5 September 2016 About Invoice Ex­ Clarified conflicting information about how values of 0 in Percentage
ceptions and Rec­ Tolerance are applied.
onciliations/Main­
taining Invoice Ex­
ception Types in
Ariba Administra­
tor

6 November 2016 About Invoice Ex­ Added information about invoice exception overrides by purchasing
ceptions and Rec­ unit and currency, including a new data import task.
onciliations/Main­
taining Invoice Ex­
ception Types in
Ariba Administra­
tor

Multiple topics Updated the sample files for the line-level advance payment data im­
port tasks to include new fields.

Invoicing Data Import and Administration Guide

Revision History CUSTOMER 169
Important Disclaimers and Legal Information

Coding Samples
Any software coding and/or code lines / strings ("Code") included in this documentation are only examples and are not intended to be used in a productive system
environment. The Code is only intended to better explain and visualize the syntax and phrasing rules of certain coding. SAP does not warrant the correctness and
completeness of the Code given herein, and SAP shall not be liable for errors or damages caused by the usage of the Code, unless damages were caused by SAP
intentionally or by SAP's gross negligence.

Accessibility
The information contained in the SAP documentation represents SAP's current view of accessibility criteria as of the date of publication; it is in no way intended to be a
binding guideline on how to ensure accessibility of software products. SAP in particular disclaims any liability in relation to this document. This disclaimer, however, does
not apply in cases of wilful misconduct or gross negligence of SAP. Furthermore, this document does not result in any direct or indirect contractual obligations of SAP.

Gender-Neutral Language
As far as possible, SAP documentation is gender neutral. Depending on the context, the reader is addressed directly with "you", or a gender-neutral noun (such as "sales
person" or "working days") is used. If when referring to members of both sexes, however, the third-person singular cannot be avoided or a gender-neutral noun does not
exist, SAP reserves the right to use the masculine form of the noun and pronoun. This is to ensure that the documentation remains comprehensible.

Internet Hyperlinks
The SAP documentation may contain hyperlinks to the Internet. These hyperlinks are intended to serve as a hint about where to find related information. SAP does not
warrant the availability and correctness of this related information or the ability of this information to serve a particular purpose. SAP shall not be liable for any damages
caused by the use of related information unless damages have been caused by SAP's gross negligence or willful misconduct. All links are categorized for transparency (see:
http://help.sap.com/disclaimer).

Invoicing Data Import and Administration Guide

170 CUSTOMER Important Disclaimers and Legal Information
Invoicing Data Import and Administration Guide
Important Disclaimers and Legal Information CUSTOMER 171
www.ariba.com

Copyright © 2016 Ariba, Inc. All rights reserved.

This documentation, as well as the Ariba solutions, software and/or
services described in it, contain proprietary information. They are
provided under a license or other agreement containing restrictions
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Ariba, Inc. assumes no responsibility or liability for any errors or
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Ariba, Inc. in the United States and other countries. Please see
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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;
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and 8,392,317. Patents pending.
Other Ariba product solutions are protected by one or more of the
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U.S. Patent Nos. 6,199,050, 6,216,114, 6,223,167, 6,230,146,
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