Circle of Life in eVA

1
Circle of Life in eVA

• How Electronic Orders Flow

2
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

3
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

4
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.

5
Life Cycle of an Electronic Order
Supplier registers Company Name and Location Name
in eVA
Buyer searches the eMall
Delivery
Creates requisition
Buyer checks order status
eVA Preferred Order Method (POM) of Electronic
connects to Supplier Ariba account by the DUNs
Supplier acknowledges order in Ariba Inbox
Ariba notifies supplier of new order by email,
fax(based on Ariba supplier account POM)
Supplier checks Ariba Inbox for order details
6
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.

7
eVA Headquarter and Location Account Maintenance
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How the Supplier eVA and Ariba accounts work
together eVA Location eMall Duns - Ariba
9
Buyer sees Headquarter Company Name
10
Buyer selects Location Name
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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.

12
Technical Settings in Ariba
13
Ariba Technical Settings
14
How Acknowledged Orders look to Buyers
15
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.

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How a failed order looks to a Buyer Order Detail
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How a failed order looks to a Buyer - Order
History
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How a failed order looks to a Buyer Status
History
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How a failed order looks to a supplier Ariba
Inbox
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Buyer Order Status lookup
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Buyer clicks on Ordered
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Order Status - Ariba Supplier Inbox
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Confirm, Backorder, Reject
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Supplier Reports
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Life Cycle of an Electronic Order
Supplier registers Company Name and Location Name
in eVA
Buyer searches the eMall
Delivery
Creates requisition
Buyer checks order status
eVA Preferred Order Method (POM) of Electronic
connects to Supplier Ariba account by the DUNs
Supplier acknowledges order in Ariba Inbox
Ariba notifies supplier of new order by email,
fax(based on Ariba supplier account POM)
Supplier checks Ariba Inbox for order details