FAQs

Firstly, do check if there is trading relationship (TRR) established with NUS in your Ariba account. You can view the order under Workbench if TRR is established.

The TRR can be established from your first NUS Purchase Order (PO).

Upon receiving your first PO interactive email, do login to your existing Ariba account via the link in the PO interactive email, TRR will be established. 

If your TRR is setup to be manually review and accept incoming relationship requests, TRR will be pending because of this setting. Admin needs to go to Settings > Customer Relationships > Accept (under Pending), and NUS will show under your Current Relationships. 

To view your PO in your Workbench, you may refer to "How to view purchase order" and " How to filter search function" guides for your reference. 

If user does not have the access to view the PO / create e-invoice, do contact your account administrator to follow the steps below: 

1. Admin needs to create a sub-user account for user. User needs at least “Inbox and Order access” and “Invoice Generation” permission. Other permissions to be granted depending on supplier’s organization. Refer to the guide here on how to create role, assign permissions and manage users.
2. Add the email to Order routing and Invoice routing, guide here, page 16, 21 & 22 for the Electronic Order Routing / Electronic Invoice Routing setting.

You need to expand the filtering function to view full list of invoices in Ariba. Refer to the "How to filter search function" for reference. If you are unable to view POs in Supplier Portal even though you have been receiving Ariba POs, this could be due to incorrect TRR linkages in Ariba. Supplier or NUS Requestors to email CPO team at cposuppliers@nus.edu.sg for clarification.

Refer to the "How to setup Supplier Portal" guide from page 9 to 13 for your reference. 

Supplier must submit e-invoice for PO issued in Ariba. You may refer to the user guide / video guide for reference. 

All Ariba suppliers are required to submit e-invoice in Smartbuy for payment processing.

Suppliers are to follow Ariba invoice creation user guide for the correct GST category and type to use.

Supplier may email to NUS AP Team via ofnap@nus.edu.sg if they require further clarification. If the supplier receive email notification from Ariba that their submitted e-invoice has been rejected, the supplier may refer to the list of common invoice rejection error messages via this link for the follow-up actions.

Ariba only allows e-invoice submission based on PO contracted amount. If there are additional cost (not catered in PO) to be invoiced, NUS purchasers shall work with Supplier on alternate billing arrangement.

If your term contract ends by December 2023, you will continue the existing process in SESAMi. However, if your term contract is beyond year 2023, you have to register with SAP Ariba, as well as registered with NUS. The respective buyer will transfer the outstanding services to be issued in SAP Ariba and the process will be via SAP Ariba.

If your setup for the SAP Ariba account is successful, it will notify the person-in-charge based on your notifications setup.

NUS will issue PO as per quote, supplier can feedback to the buyer or requester to request for the PO to be changed.

You can login to the SAP Ariba to check if GRN is performed. If it is not done, you can email the requester to confirm GR.

You can also set a Receipt Notification under your Ariba settings, refer to the guide here (page 25). 

Generally, users have to do GR within 5 working days.

Yes, supplier is able to submit invoice in Ariba for partial Goods Receipt (GR).

Scenario #1:

• Partial GR completed: 5 out of 10 quantity. 
• Supplier may submit single invoice to bill 5 quantity.

Scenario #2:

• Partial GR completed: 5 out of 10 quantity
• Supplier may submit invoices of 2 quantity and 3 quantity separately.

Scenario #3:

• Partial GR completed: 5 out of 10 quantity
• Supplier will not be able to submit invoice of 6 quantity.

Ariba will be using UNSPSC code. Please refer to this site https://www.ungm.org/Public/UNSPSC for more information.

Direct purchase is mainly for Small Value Purchases but not applicable for higher value purchases. 

For Ariba invoices, 30 days payment terms is based on the Ariba invoice submission date (i.e. Ariba invoice date). Ariba allows Supplier to backdate the Ariba invoice date up to 7 days from the Ariba invoice date. (E.g. If Supplier submit invoice in Ariba on 8 Feb, they can only select Ariba invoice date backdated up to 1 Feb)

For Ariba invoices, payment will be processed to the first bank details maintained in NUS vendor records for each payment method (e.g. GIRO, TT, PayNow).

For suppliers with multiple currencies bank accounts maintained in NUS Vendor records, upon Ariba invoice submission, please email to NUS AP at ofnap@nus.edu.sg to amend the correct bank account for payment processing.

Note: Please indicate the PO number/Invoice number in your request.

Please refer here for the relevant contact points.

The supplier should first submit the e-invoice in SAP Ariba based on the original amount. Thereafter, the supplier may create a credit note for the discount amount under the relevant PO number in SAP Ariba. Once credit note is submitted successfully, NUS Requestors may inform NUS CPO to perform Goods Return in PO for the discount.

Alternatively, if the supplier is unable to submit credit note due to discount amount cannot be indicated in SAP Ariba, the supplier should send their internal PDF Credit Note to AP Mailbox at ofnap@nus.edu.sg for NUS AP team's processing outside of SAP Ariba.

It depends on the user requirement.

You can still participate in Ariba sourcing. However, if you are awarded, we are unable to issue PO if you do not have a valid SAP Ariba account and registered with NUS. 

You may add your colleague as a user in Ariba. Please refer to the guide here on how to add users.

Please use only one Ariba account / ANID when you transact with NUS.

Refer to the ‘Business Opportunities’ page here for more information.

Please check out the “Business Opportunities” page on our website. You may select the opportunity you want to participate and you will be directed to the SAP Ariba platform (Discovery) to submit your bids.

The result will be published for WTO-GPA covered tenders here.

Supplier will receive an invitation email from Ariba administrator. 

• Click "Sign up" if you do not have an Ariba account. A Standard account is sufficient.
• Click "Login" if you have an existing Ariba account to access Questionnaire for NUS supplier registration.

You can register for a new SAP Ariba account or log in to your existing SAP Ariba account here.

If you do not know your username or password, go to the Supplier Login page (https://supplier.ariba.com) and click Forgot Username or Password to begin the reset process.

For further assistance, you can contact SAP Help Center and refer to the guide here for their assistance. Ariba Hotline is +6567231024. 

Once you have successfully created an SAP Ariba account, you will receive a welcome email from Ariba Administrator.

You need to note down the Business Network ID (ANID) and login credentials (username and password). Use this ANID for all NUS transactions.

Yes, if you wish to transact with NUS, you must register with NUS as a supplier. Do fill in the request form. We will review your request, and sent you an Ariba invite. Once received, please login to your Ariba account via the invite link to complete the questionnaire. 

Please refer to the “Announcements” and look out for Supplier's registration status on SAP Ariba to check your company’s registration status.

The trading relationship between supplier's SAP Ariba account and NUS is established upon the processing of the first PO via interactive email from NUS. Supplier needs to click the "Process Order" button in the PO email to login to their Ariba account and follow through the steps. Click here to refer to the guide for reference. 

Once logged in, in the upper-right corner of the application, click [user initials] > Settings and select Customer Relationships. 

Yes, it is possible to register for two SAP Ariba accounts with one email address. However, please ensure to distinguish the accounts by two different login usernames. 

This will depend on your company’s directions on procurement, payment activities and how you wish to transact with NUS. Supplier will need to manage the various accounts that the company has.

Please consider the change carefully with your company. You may only request for change prior to any transaction with NUS.

You may either:

• Downgrade your current account to Standard account (do take note to check your current account carefully prior to raising a downgrade request via SAP Ariba Support) or
• Create a new Standard account and with this option, you will need to manage 2 accounts separately.

Click here to learn more or refer to the info pack for the two account types below:

Ariba Info Pack for Standard account

Ariba Info Pack for Enterprise account

If you wish to downgrade, we request you to first utilize the supplier self-service “Convert to Standard account” feature within your Ariba Network account.  Kindly refer to this link for How-to step-by-step guide.

Please note that in the case your account is not eligible for self-service conversion, a support ticket raised by supplier is required for a downgrade request to be processed by Ariba Support team. In such cases, please follow the attached steps.

This is not advisable, please click here to follow the steps to reset your password.  

Yes, you can use the same SAP Ariba account for NUS. Do note that if your account is an Enterprise account, there might be Ariba fees while transacting with NUS, payable by supplier. Hence, it is subjected to the company's review on the account type.

Yes, you need to register with NUS. Please refer to the registration instructions here. 

There should be only one administrator for one SAP Ariba account. Each account has an unique ANID and under one SAP Ariba account, you can create multiple users. You may refer to the guide here on how to add users to give access to your internal team.

You have to create a new user and transfer the account administrator to your preferred user.

You may click here for the step-by-step guide.

If your administrator has left the organisation, you need to contact SAP Help Center for their assistance to transfer the administrator's account. Refer to the guide here. 

Yes, you can use the same ANID number for all the Ariba Commerce Cloud seller solutions. Please refer to Ariba Help Center for more information.

The following document is required during the Supplier Registration:

• Company Certificate of Corporation
  

Please contact NUS requestor if you need to update your banking information. 

No, you will not be automatically registered. You must register and log in to your SAP Ariba account to complete the final registration questionnaire.

Please submit your enquiry here.

Our Category Management Team will publish tenders where appropriate goods and services is required.

Please reach out to Ariba Support via SAP Ariba Help Center from your company’s SAP Ariba account, or click the link here.  

If you have any technical issues, you can raise a SAP Ariba Support ticket (log-in required) and an SAP Ariba Support expert will get back to you via your preferred contact mode (email or phone). 

It depends on your account type. 

For Standard account, there is no fee involved and is sufficient to transact with NUS.

For Enterprise account, there might be Ariba fees while transacting with NUS, payable by supplier.