How do I know that I am opening the first Purchase Order (PO) issued by SUTD?

Suppliers will receive the Purchase Order (PO) via email.
The notification will look like the below:

To open the PO, suppliers must click the “Process order” button.
This will redirect the suppliers to the Ariba login page.

If the PO received is the first PO issued by SUTD to the supplier, the Ariba login screen will look like the below:

If the supplier already opened the first PO and the current PO received is just the succeeding one, the Ariba login screen will look like the below:

Is it necessary to "Acknowledge" the Purchase Order (PO) in Ariba upon receiving the PO?

Yes. If you have received the Purchase Order (PO) notification from SUTD and upon logging in to your Ariba account, and the PO is not displayed in your Ariba account, then there is a need to acknowledge this PO by opening it using the correct Ariba account.

Please refer to the guide on how to "Acknowledge" the first PO. 

  • If you have received the PO notification from SUTD and upon logging in to your Ariba account, the PO is already displayed in your Ariba account, then no action is needed.

  • Note that opening the first PO issued by SUTD will establish the trading relationship with SUTD. Consecutive POs will automatically be reflected in your Ariba account.

I have a new email address that will receive the Purchase Order (PO) and the PO is still sent to the old email address, what should I do to redirect the PO to the new email address?

If you have never opened any Purchase Order (PO) from SUTD before or cannot see any POs from SUTD in your Ariba account, please contact SUTD via email (sutdprocurement@sutd.edu.sg) so that we can resend an Invitation Email to your new email address. This invitation email, when opened, will establish the trading relationship with SUTD.

  • If you can already view POs from SUTD in your Ariba account, you can proceed to update the Electronic Order Routing Email Address. Please refer to the user guide on "How to Change Supplier Electronic Routing Email".

  • It is important to note that all email addresses maintained in the Electronic Order Routing must be valid and active. If there is at least one email address that is invalid and/or inactive, this may cause issues with the (1) sending of Goods Receipt, Service Entry Sheet to Supplier’s Ariba account, and (2) creation of invoice.

I am unable to locate the Purchase Order (PO) in my Workbench.

Please ensure that the date filter is set to “Last 365 days” as the default setup is “Last 31 days”.

Should we receive a Purchase Order (PO) before initiating the order processing, or is it acceptable to have a separate confirmation to proceed with the order and receive the PO at a later stage, possibly after delivery?

Suppliers should always ensure there is a valid Purchase Order (PO) before delivery. Order confirmation is optional.

What is non-PO?

Non-PO invoices are invoices that are not based on a Purchase Order (PO).

When I create the invoice for my Purchase Order (PO) by clicking the “Create Invoice” button, the amount is zero and there are no line items. Why is that so?

Please ensure that a trading relationship is already established with SUTD.

When there are no line items to be invoiced and the amount is zero, it means that Goods Receipt (GR) has not been performed in the system by SUTD. Upon satisfactory goods and services being delivered to SUTD and being accepted by the buyer, they will perform GR in the system. Please approach the SUTD buyer/contact person if goods/services have been delivered but the line item and amount is still zero for invoicing.

When I generate a tax invoice by our own system, do I need to submit that tax invoice in PDF format as an attachment?

Please attach a PDF copy of the official invoice as this will be used for verification and GST accounting purposes.

  • Invoice Date: This will correspond to the date of your official invoice attached.

  • Invoice Number: This will correspond to the invoice number on your official invoice attached, including special characters. If the invoice number exceeds 16 characters, please input the last 16 characters of your invoice number.

  • Invoice Amount: Please ensure the total invoice amount (inclusive of GST, if applicable) in Ariba corresponds to your official invoice.

Is it necessary to attach the signed delivery order when creating the invoice?

You may attach the delivery order (DO), but it is not mandatory as it should have been provided to the buyer at the time of goods delivery.

Can we issue a partial invoice?

For PO issued by quantity, it is possible to amend the quantity to a lower amount for partial billing.

For services PO, partial invoice is not possible as they cover over a period.

The “Create Invoice” button is greyed out and cannot be clicked even though the service had already been rendered. How can I issue the invoice in this case?

This can mean either of these two things:

  1. ​The current account does not have the authority to issue invoices. In this case, please reach out to your Ariba Administrator.

  2. Goods receipt (GR) has not been performed. Please reach out to SUTD contact person if goods/services have been delivered and liaise with them to perform GR.

If the Delivery Order (DO) date is an earlier date (i.e., 1-Nov-2023) but there is no Goods Receipt (GR) yet, when I process the invoice at a later date (i.e., 6-Nov-2023), will your Finance team take my Tax Invoice dated 1-Nov-2023 or take the date we keyed in during the invoice processing (i.e., 6-Nov-2023)?

Please check with the SUTD buyer/contact person if goods/services have been delivered. Please invoice us after SUTD has performed the GR. Invoice date to be used for submission in Ariba will be the date that corresponds to the attached invoice copy (in PDF format).

How do I retrieve my draft invoice in Ariba?

Please refer to the user guide on "How to Retrieve a Draft Invoice".

Do note that a draft invoice has a retention period of 50 days. If you edit it again, the draft is saved for 50 days from its latest change date. You can edit a draft invoice more than once. If the invoice is not submitted or edited within 50 days from the last change date, the draft invoice is automatically deleted.

Can I cancel when an invoice was already submitted?

Yes, but only if the invoice is not yet in "Paid" status. To cancel, please open the invoice that you have created. On top of the invoice page, there is a "Cancel" button.

Please refer to the user guide on "How to Cancel an Invoice".

If I use one email account to confirm/open the Purchase Order (PO), am I able to issue the invoice using another email account?

Yes, but only if these two email accounts are tagged to the same Ariba account.

The Ariba account that can view the PO will also be able to access the "Create Invoice" button to submit the invoice. The system administrator of the Ariba account can do the following:

  • Add new users/email accounts that can access the Ariba account.

  • Add roles to existing users/email accounts to allow submission of invoice.

Please refer to the user guide on "Adding Roles, Create New User & Make A User as the Administrator".

Can I create an invoice for services rendered/goods delivered which don’t have a Purchase Order (PO) issued?

Yes. You can issue a non-PO invoice.

I received an invoice status update notification entitled “PAID” but I am unable to trace the actual payment in my bank account. How long does it take for the actual payment to be reflected in my bank account after receiving this notification?

It will take up to approximately 5 working days for the funds to reach your bank account.

I created an e-invoice months ago. Currently, the status is still “Sent” and no payment has been received. Is there a problem with the e-invoice? What should I do in this case?

Please send an email to ap@sutd.edu.sg to check on the payment status.

I have invoices that are under the status “Document Parked” for a few weeks now, what does this mean and what should I do?

Please send an email to ap@sutd.edu.sg to make enquiries.

I am not able to issue the invoice. Customer has already done receiving the goods and trading relationship with SUTD has been established. How can I proceed?

Please send an email to ap@sutd.edu.sg to make enquiries.

How do I check the payment status of the submitted invoice?

Please send an email to ap@sutd.edu.sg to make enquiries.

If an invoice gets rejected, who can I contact to check on this?

Please send an email to ap@sutd.edu.sg to make enquiries.

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