Service Suppliers

Invoicing Requirements for Service 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 directly to one of the GP invoice submission email addresses
  • “Remit To” name and address
  • “Ship To” name and address for which services were provided
  • 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 need to be attached to the email as a .pdf or .tiff file, preferably one invoice in one file per email
    • Ensure the file is not password protected and that no links to invoices are being used
    • For large files with backup documentation, submit everything in a .zip file. If possible, submit the invoice in separate PDF file and include all backup in the .zip file
    • If scanning backup pages from paper, scan to 300DPI, B&W/Bitonal, not gray scale or color

 

PO Related Invoices:

  • PO Number
    • Only one PO per invoice will be accepted
  • PO line number is only required if PO includes more than 1 PO line
  • If there is one PO line, there must be one total invoice line
  • If the invoice is for a PO with multiple lines, each invoice line must match one PO line. You CANNOT have multiple invoice lines for one PO line
  • Page 1 of the service invoice must be a summary of what services were performed, and equal the sum of the services completed
  • Additional documentation/backup pages to validate how the total invoice total was reached must be provided, along with the invoice
  • If possible, when providing the support documentation, please title the sheet “Service PO Invoice Backup Documentation”

 

Non-PO Related 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 for which services were provided
  • 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 Credit Memos:

  • Original Invoice Number
    • PO Number
  • Only one PO per credit will be accepted
  • PO line number is only required if PO includes more than 1 PO line
  • If there is one PO line, there must be one total credit line
  • If the credit is for a PO with multiple lines, each credit line must match one PO line. You CANNOT have multiple credit lines for one PO line

Non-PO 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.