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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.

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”.

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.

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”.

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.

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).

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:

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

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.

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.

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.