Invoicing Requirements for Third-Party Freight 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.

General Invoicing Requirements

• Invoice must be submitted to one of GP submission email addresses unless transacting in the Ariba Network
• Credit and debit lines cannot be included on the same invoice
• Invoices must be attached to the email as a PDF or TIF/TIFF file
  • Ensure the file is not password protected and that no links to the invoices are being used
  • Submit one invoice within each attachment as the first page
  • Supporting documentation should be contained in the same file as the invoice, if possible
  • If separate files are submitted for the invoice and supporting documentation, only ONE invoice per email is preferred
    • Note: Bill of lading, waybills are examples of supporting documentation. These items should not be sent as separate attachments but combined with invoice as supporting documentation
  • Example:
    • Page 1 – invoice main copy
    • Page 2 – 20 – supporting documents such as bill of lading, custom documents, proof of delivery, etc.
• Invoices cannot be handwritten and must be in English

Invoice Detail Requirements

• Complete Shipper Name (Origin Pickup) and address
• Complete Consignee Name (Delivery Destination) and address
• Your company’s “Remit To” name and address must be included on main page of the invoice
• “Ship To” name and address (for materials/parts) OR GP Site name and address for which services were provided. The below is not a valid“Shipper” or “Consignee” for invoice processing:
  • 133 Peachtree Street, Atlanta, GA, or
  • P.O. Box 981XXX, El Paso, TX 79998
• Invoice number
  • Limited to 16 characters (no special characters allowed except hyphen)
  • Do not reuse the same invoice number
• Invoice Date
• Invoice Currency
• Invoice Total
• Customer Account Number (if applicable)
• GP Contact email address, if known
• PO Number
• Bill of Lading