CREATE INVOICE INSTRUCTIONS
NOTE: Prior to starting this step, ensure your workbench is set up correctly by following the training link below.
Ariba Workbench Setup (New View)
Locate the Orders tile on home page.
Locate desired PO. CLICK on PO number.
- CLICK Create Invoice - Standard Invoice
DO NOT CREATE SERVICE SHEET
SEE NEXT STEP
NOTE: This is merely a warning message. Do not worry about service sheets as you will only be creating INVOICES. CLICK "Don't Show Me This Again" and PRESS small X.
*NOTE: Canadian Suppliers - GST number is entered into the Supplier Tax ID field.
*NOTE: Canadian Suppliers - If GST only, keep Header Level Tax selected. If GST & PST apply, choose Line Level Tax and follow link to instructions below on how to enter PST.
*NOTE: If Shipping costs exceed $250 do not fill this section out. Please add it as a Non-Catalog item.
Adding Shipping To Header (MATERIAL POS ONLY) (click hyperlink for training article)
Locate Approver Name / Email Address
*NOTE: Email structure for approver: FIRST_LAST@murphyoilcorp.com
*NOTE: If the email address is incorrect it can cause rejections.
*NOTE: Murphy Buyers are NOT valid approvers.
For Service Line POs OR Material POs: The line items are already present in the Line Item details. Edit the quantity to match the invoice. If there are lines not applicable to this entry, un-toggle the item by clicking the green Include toggle. Skip step 10-12 and proceed to step 13.
*DECIMAL PLACES: Please note that Ariba can only process TWO decimal places in the QUANTITY field. Please contact your Buyer if this is not feasible.
IF YOUR SCREEN DOES NOT LOOK LIKE THIS, MOVE TO THE NEXT STEP.
For POs with a catalog: The line items will not be present in the Line Item Details.
Click on the Add button and Add Contract/Catalog Items
Start by adding your catalog line items to your cart based on the quantity on your invoice. Change the quantity of the desired line item and CLICK Add to Cart. Repeat this process for line items to match your invoice.
*NOTE: The search bar can be used to search by part number or description.
*DECIMAL PLACES: Please note that Ariba can only process TWO decimal places in the QUANTITY field. Please contact your Buyer if this is not feasible.
*NOTE: If you do not see an item in your catalog and need to add it, please refer to the Add a Non-Catalog Item article. (click hyperlink)
Once you have added all of your line items, press the shopping cart and Review Cart.
1) Choose your Account Assignment (CO Object).
*NOTE: The account assignment information will be on a Murphy provided field stamp or provided by a Murphy representative.
*NOTE: If the account assignment is already populated, proceed to Done.
NOTE: Ensure you are starting on the first line. Coding entered will copy to below lines.
*P = WBS
- 301-xxxxx.xx.xx
- 305-xxxxx.xx.xx
- 130-xxxxx.xx.xx (CA)(Kaybob)
- 102-xxxxx.xx.xx(CA)(Montney)
*K = Cost Center
- 101xxxxx
- 9xxxxxx
*F = Work Order
- No action, do not change. Proceed to Done.
2) Once Account Assignment is chosen, proceed to Project/WBS/Cost Center. You will need to choose Search More to search for the specific account assignment needed.
*NOTE: DO NOT TYPE THE ACCOUNT ASSIGNMENT IN THE FIELD, SEARCH MORE MUST BE CLICKED IN ORDER TO PROCEED.
3) Type the ENTIRE account assignment in the search field and CLICK Search. Once the account assignment is found, CLICK Select.
*NOTE: If multiple WBS/Cost Center numbers are given for this service sheet, please refer to Split Coding by Percentage article. (click hyperlink)
4) Ensure account assignment copies to every line. Once account assignments are on every line, CLICK Done at the bottom right.
At the top of the submission, CLICK Update. Any tax amounts will update after clicking.
Please note: The Ariba subtotal, tax and total must match exactly to the PDF amount. If they do not match, the invoice will be rejected.
Once totals are validated, CLICK Next.
CLICK SUBMIT
