Information on electronic ordering and billing at Swisscom
What are Swisscom’s objectives?
Swisscom consistently pursues the goal of advancing digitalisation. In doing so, it aims to make procurement processes simpler and more efficient. Swisscom has therefore decided to use a new and innovative solution for working with suppliers.
What are the benefits for Swisscom’s suppliers?
The use of the SAP Ariba network will also generate added value for suppliers. Swisscom sees the following advantages:
Reducing the administrative costs of postage, printing and shipping
Online overview of the order status (only with an Enterprise account)
Transparency and clarity regarding accounting and payment dates
High precision when it comes to invoicing and fewer invoice deviations
Access to the world’s largest business commerce network
What is SAP Ariba?
You can find more information about SAP Ariba on the SAP website
What costs arise for me as a supplier from using SAP Ariba?
Swisscom’s suppliers have two options for using the Ariba network:
Standard account (free of charge)
Enterprise account (for a fee)
A Standard or an Enterprise account may be used to exchange documentation and information with Swisscom. When you register as a supplier, you automatically receive a Standard account free of charge. If you would like an Enterprise account, you have the option of upgrading to a chargeable Enterprise account via the Ariba network. The choice of whether to use a Standard or Enterprise account for exchanging documents is up to the supplier.
What types of account are available for suppliers?
The use of the Standard account is free of charge for suppliers, regardless of the transaction volume and how many documents are exchanged via the Ariba network.
For suppliers, access to orders and invoices is always provided via a link that they receive by email.
The Enterprise account offers added features. Enterprise accounts are available in premium, bronze, silver, gold or platinum. Fees may vary depending on the volume of transactions and the number of documents sent.
As a supplier, you may be able to use the Enterprise account free of charge. You can find the current regulations in the link below.
You can find specific information about the subscription levels and thresholds at: https://www.ariba.com/ariba-network/ariba-network-for-suppliers/accounts-and-pricing
Scroll down on this page and download the rates or the overview of subscriptions for your region.
What about data protection and confidentiality in the Ariba network?
Go to the “Orders, invoices and payments” section and click “More”.
Click “Manage default boxes”
Two columns will then be displayed on the “Manage action boxes on the homepage dashboard” page: “Available boxes” and “Selected boxes”. You can select and remove the action boxes as desired.
You can select up to four boxes in the “Selected boxes” column. If four boxes are already included, a box must first be removed before a new one can be added using drag and drop.
Click “Done” to save your changes.
In the “Account settings” menu, click on the “Settings” link and then on “Customer connections”
You can choose whether customer connections are accepted automatically or manually
You can approve or reject pending connection requests in the “Pending” section. In the “Latest” section, you can view the profiles and information portals of current customers. Rejected customers can be viewed in the “Rejected” register
How to check your customers’ transaction rules
Select the “Company settings” drop-down menu, go to “Account settings” and click on “Customer connections”
The customer list will be displayed. Click on the customer’s name
Once you have clicked on the customer list, scroll down to the “General accounting rules” section
If the customer has activated country-specific accounting rules, the country of origin of the invoice can be selected from the drop-down menu. Click “Done”
This will let you know whether a customer needs a confirmation of order prior to issuing an invoice for an order or whether the customer allows invoices to be backdated.
If you are familiar with a customer’s transaction rules, this can reduce the number of invoicing errors and rejected invoices.
Manage users (and user roles)
Allocate user roles and authorisations to staff in line with their role within the company:
Company profile managers
Proposal and contract managers
Inform the individual users and teams in your company of the Ariba account they are allocated to, so that they are well prepared for questions and collaboration with buyers.
The administrator is the primary point of contact for users in the event of questions or problems. They are responsible for the set-up/configuration and management of the accounts. This means that they create users and assigns roles/authorisations to users of an account. Each role has a unique name and set of associated authorisations. Example: the administrator creates a role with which the staff member can process the orders received and issue invoices. Depending on the tasks to be performed, users may have several roles.
How to add a user as an administrator:
Add a user
Click on “Account settings”, “Settings” at the top right of the dashboard, and then select “Users”.
Create the roles first and then the user accounts. Then assign the roles to the accounts.
You can create up to ten user-specific roles.
Account administrators can reset forgotten user passwords. If it becomes necessary for security reasons, you can also force the user password to be reset. To reset a user’s password, edit the user and click on “Reset password”.
Before deleting a role, you must assign a different role to the users in question. You cannot delete roles assigned to users.
If an employee leaves or changes to another position within the company, the corresponding user account is no longer required. We recommend either deleting the user or assigning the user’s login details to another employee. If you reassign the login details, the user’s set-up and details will be transferred.
Up to 250 user accounts can be set up per ANID. Users may have different roles/authorisations that correspond to their actual tasks. Users can have access to all or only certain customers as allocated by the administrator. Users are not normally visible to your customers and cannot be searched by them.
All users have access to the “My account” page with general contact information and settings for their preferred language. Each authorisation gives users access to additional sections of your business account. The authorisations can also control which types of notifications users can configure.
How to update your user information:
Click on your name at the top right of the dashboard and select “My account”.
Update the information in the “Account settings” tab and enter your personal details and the settings for your preferred language, time zone and currency.
Please note: by default, your customers can view the account administrator’s name, telephone number and email address. If this information should not be made available to customers, check the box under “Hide my personal contact information” in the “Default settings for contact information” section.
In the “Notifications” tab, you can control which system notifications you would like to receive and define the email addresses to which they are sent.
You can set default settings for notifications to indicate which events you would like to be informed about. You can display and manage notification settings depending on your user account authorisations. Contact the account administrator if you need help in creating default settings for notifications.
To configure notifications, proceed as follows:
Click on “Account settings” at the top of the dashboard and select “Notifications”.
Check the box for each type of notification you would like to receive. You can enter up to three email addresses for each type of notification. These should be separated by a comma but NO space.
Please note: to send at least one type of notification to more than three email addresses, create a distribution list in your email system and enter the name of the list in the appropriate field on the “Notifications” page.
USE OF THE ARIBA NETWORK
Overview of documents for exchanging information
The following documents can be exchanged electronically between Swisscom and suppliers via the Ariba network:
Orders for goods and services
Receipt of goods
Service entry sheets (time sheets)
Invoices and credits
What important points do I need to bear in mind when processing an order using SAP Ariba?
Shipping notifications can be created via your Ariba account as soon as the items have been sent. It is possible to send several delivery announcements per order. Click on the “Create shipping notice” button.
Fill in the required information on the shipping form. The package ID is any number that can be used to identify the shipping notification. Select “Carrier name” and then “Tracking #” and the type of shipment.
Enter the shipping information and click “Update address”.
After the delivery confirmation has been checked, click “Send”
Shipping notifications offer improved communication and avoid unnecessary calls to the customer service team
After the shipping notification has been issued, the order status will change to “Sent”. Sent shipping notifications can be viewed either in the outbox or by clicking on the link below the relevant documents in the order view.
How can I change the language settings?
This is not possible. The content of the Ariba network is displayed in the same language as your internet browser.
How do I complete the account settings for the transmission of orders?
A link can be made when a new account is created. For links at a later point in time, please contact SAP Ariba support.
Can I link multiple Ariba supplier accounts?
A link can be made when a new account is created.
For links at a later point in time, please contact SAP Ariba support.
Shipping costs must be listed in the invoice header, as they are subject to VAT in Switzerland and this must be taken into account.
My invoice number is not accepted. Why?
Invoice numbers may not contain any spaces or special characters, max. length 16 characters, alphanumeric characters are allowed, but only capital letters.
What do I need to bear in mind in the event of rounding differences?
Grundsätzlich sollten Rappen Beträge genau fakturiert und nicht gerundet werden. Datails zur As a general rule, cents should be invoiced precisely and not rounded. You can find instructions on listing amounts in the invoicing instructions.
What is a service entry sheet and how do I make one?
Service entry sheets do not need to be created directly.
Invoicing for a service order automatically creates a service entry sheet.
The procedure is described in the instructions on invoicing for service orders.
The most important thing is to record the quantity and unit.