Materials Suppliers

Invoice Requirements for Material Suppliers

The SAP Ariba Invoice Management Module requires the following fields on your invoices. Failure to comply with these invoicing requirements may result in delayed payment or invoices being rejected.

All Invoices:

  • Invoice must be submitted by the supplier/carrier directly to one of the GP invoice submission email addresses
  • “Remit To” name and address
  • “Ship To” name and address
  • Invoice number must be upper-case
    • The number is limited to 16 characters, and the only special character allowed is a hyphen
  • Invoices cannot be handwritten and must be in English
  • Invoices cannot reference credit and debit
  • Invoices need to be attached to the email as a .pdf or .tiff file; also ensure the file is not password protected and that no links to invoices are being used
  • An invoice should be submitted for each shipment

 

PO Based Invoices:

  • PO Number
    • Only one PO per invoice will be accepted
  • PO line number
  • GP Material Part number and description
  • The quantity on invoice needs to be in the same UOM as the PO. The price per unit on the invoice needs to be in same UOM as the quantity
    • For example: if the PO quantity is in Lbs. then invoice quantity and per unit price need to be in Lbs
  • The quantity on your invoice needs to be exactly the same as the quantity on the delivery paperwork. Whole numbers are preferred
  • The quantity and per unit price displayed on the invoice needs to exactly equal the invoice line amount and cannot go out more than 2 decimals
  • Bill of Lading number must be included on each invoice and must match the same bill of lading number included on delivery paperwork
  • Any miscellaneous charges must be included at the header level, unless they are explicitly stated at the PO line

 

Non-PO Based Invoices:

  • GP Requester email address: must be included on all Non-PO invoices for verification of receipt of goods or services
  • Invoicing “Bill To” GP Entity Name

 

To view a sample invoice, refer to the Sample Invoice Guide.

 

All Credit Memos:

  • Credit Memos must be submitted by the supplier directly to one of the GP invoice submission email addresses
  • Include original Invoice Number (if applicable)
  • “Remit To” name and address
  • “Ship To” name and address
  • Credit Memos cannot be handwritten and must be in English
  • Credit Memos need to be attached to the email as a .pdf or .tiff file; also ensure it is not password protected
  • Links to Credit memos cannot be used

PO Based Credit Memos:

  • Original Invoice Number
  • PO Number
  • PO line number
  • GP Material Part number and description
  • The quantity on credit needs to be in the same UOM as the PO
  • Material Release Number (for material returns only)
  • For material return credits the quantity needs to be negative
  • For price credits the per unit price needs to be negative

Non-PO Based Credit Memos:

  • GP Requester name and email address: must be included on all Non-PO credit memos for verification of receipt of goods or services
  • Invoicing “Bill To” GP Entity Name

 

To view a sample credit memo, refer to the Sample Credit Memo Guide.