Circle of Life in eVA

How Electronic Orders Flow

Electronic Orders

• Benefits to Buyers• Benefits to Suppliers• Life Cycle of an Electronic Order• Tips and Tricks for Suppliers• How the Supplier eVA and Ariba accounts work together• Tips and Tricks for Buyers• How Acknowledged Orders look to Buyers • How to Prevent Failed Orders• How Failed Orders look to Buyers• How Failed Orders look to Suppliers• Detailed Instructions for Buyers to look at order status• Detailed Instructions for Suppliers to look at order status• Supplier Reports

Benefits to Buyers

• No manual faxing or mailing of orders

• No follow-up phone call to make sure order was received and received by correct person

• Can periodically check online for the order status and/or acknowledgement of receipt of the order.

• The supplier contact information is readily available

Benefits to Suppliers

• Order notification received by email or fax to the same address

• The Inbox has a copy of the order details and keeps a history of recent orders

• Easy communication with the buyer – online confirmation (acknowledgement), backorder rejection – no phone call follow-ups, phone tag.

Life Cycle of an Electronic OrderBuyer searches the eMall

Creates requisition

eVA Preferred Order Method (POM) of Electronic connects to Supplier Ariba account by the DUNs #

Ariba notifies supplier of new order by email, fax…(based on Ariba supplier account POM)

Supplier checks Ariba Inbox for order details

Supplier acknowledges order in Ariba Inbox

Buyer checks order status

Delivery

Supplier registers Company Name and Location Name in eVA

Tips and Tricks for Suppliers• Make it easy for buyers to find

your company name and location name in the eMall

• Buyers search first by Legal Company Name in the eVA account

• Buyers then select Location Name in the eVA account

• Setup notification email addresses without auto-responders like a thank you or out of office. These generate failed order notices to the buyers and COVA

• Make it easy for buyers to manage their orders by status

• Keep your Ariba account Notification address up to date so that orders will not fail.

• Create status including acknowledgements of orders daily

• The order will display the Company Name and address in the Ariba account so be sure to maintain company name and location name changes in eVA and Ariba to prevent discrepancies. Discrepancies may delay payment by the Accounts Payable.

eVA Headquarter and Location Account Maintenance

How the Supplier eVA and Ariba accounts work together –eVA Location – eMall – Duns - Ariba

Buyer sees Headquarter Company Name

Buyer selects Location Name

Tips and Tricks for Buyers

• Encourage suppliers to keep their eVA and Ariba account information in sync and up to date.

• Encourage suppliers to quickly status all orders• Check orders daily for status, including failures.• Contact suppliers immediately when an order

notification fails and ask them to correct the Ariba account notification (email address, fax number) and retransmit the order. The technical term and button in the Supplier Ariba account is “Resend”.

Technical Settings in Ariba

Ariba Technical Settings

How Acknowledged Orders look to Buyers

How to Prevent Failed Orders

• Keep email notification address up to date in the Ariba account• Setup a generic email notification address for the purpose of

receiving electronic orders only. • Maintain a backup person to monitor the notifications when the main

contact is out of the office or has left the company.• Do not put an auto-responder on this email address. It will cause

the order to look like it has failed.• When your company experiences server problems, monitor the

Ariba Inbox daily.• Supplier click on the button “Resend” (failed orders) in Inbox.• Supplier create status all orders.

How a failed order looks to a Buyer – Order Detail

How a failed order looks to a Buyer - Order History

How a failed order looks to a Buyer – Status History

How a failed order looks to a supplier – Ariba Inbox

Buyer Order Status lookup

Buyer clicks on Ordered

Order Status - Ariba Supplier Inbox

Confirm, Backorder, Reject

Supplier Reports

Life Cycle of an Electronic OrderBuyer searches the eMall

Creates requisition

eVA Preferred Order Method (POM) of Electronic connects to Supplier Ariba account by the DUNs #

Ariba notifies supplier of new order by email, fax…(based on Ariba supplier account POM)

Supplier checks Ariba Inbox for order details

Supplier acknowledges order in Ariba Inbox

Buyer checks order status

Delivery

Supplier registers Company Name and Location Name in eVA