1. P2P Module: Ariba P2P INVOICING
Garnishment
P2P Module: Ariba P2P INVOICING
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Inv Module 8 - Garnishment

2. Life Cycle of a Garnished Supplier
Controller’s Office
Receive garnishment notification from a government agency (IRS, FTB, etc.)
Set up the government agency as a remittance vendor linked to the regular garnishment vendor ID in SAP and block the vendor for payment (code 96).
Notify Ariba administrator in ASAP of vendor name, ID and A/P processor name
Ariba Administrator
Add the vendor to a garnishment vendor list.
Add the A/P processor to Garnishment Vendor Processing group
Department
Monitor the Ariba To Do List for invoice subject to garnishment.
Split the original invoice into two invoices (one for to pay supplier and one for garnishment)
Approve and reconcile the two invoices
Notify Controller’s Claims Unit to unblock the vendor for payment and block it after payment.
Notify Controller’s Claim Unit after all garnishment payments are done.
Notify Ariba administrator in ASAP the vendor name, ID and A/P processor name to take off the supplier and AP staff from Ariba Garnishment group.
Inv Module 8 - Garnishment

3. Ariba Invoice Flow – Garnished Suppliers
Invoices for garnished vendors are not automatically approved on entry. The Garnished Vendor Processing Team must split the original invoice into two.
Garnished Vendor Processing Team
AP Supervisor
Edit Invoice to Pay Supplier
Approve Invoice, Add Comments
Reconcile the Invoice (if needed)
Have Supplier Unblocked in SAP
Approve IR (if accepted exceptions)
Original Invoice
Create Invoice to Pay Garnishment
Approve Invoice, Add Comments
Reconcile the Invoice (if needed
Approve IR (if accepted exceptions
Inv Module 8 - Garnishment

4. Open the Invoice from the To Do Portlet
Garnishment invoices will appear in the To Do portlet with a status of Submitted.
Click the Order tab and write down the Order number.
Click Edit.
Inv Module 8 - Garnishment

5. Reduce the Qty on Invoice to Pay Supplier
Leave any tax, shipping or handling lines as is. They are not subject to garnishment.
Use the Qty field to decrease payment to the supplier by the appropriate garnishment percentage. Use decimal places if needed (ex items).
Click Update Total.
When you are done, click Submit.
Inv Module 8 - Garnishment

6. Approve the Invoice
Approving the invoice creates the invoice reconciliation (IR) document and initiates the three-way match process.
Click Return to the Ariba Home Page.
In the To Do portlet, click the invoice’s Title.
Inv Module 8 - Garnishment

7. Approve the Invoice
Double check the invoice details. Then, click Approve.
In the Comments field, type a message describing the garnishment.
Click OK. The IR will be created and go to the three-way matching process.
Inv Module 8 - Garnishment

8. Ariba Invoice Flow – Garnished Suppliers
Garnished Vendor Processing Team
AP Supervisor
Edit Invoice to Pay Supplier
Approve Invoice, Add Comments
Reconcile the Invoice (if needed)
Have Supplier Unblocked in SAP
Approve IR (if accepted exceptions)
Original Invoice
Create Invoice to Pay Garnishment
Approve Invoice, Add Comments
Reconcile the Invoice (if needed
Approve IR (if accepted exceptions)
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9. Create the Invoice to Pay Garnishment
Click Create and select PO-based Invoice.
Enter the Supplier Invoice # and indicate that this is part 2.
In the Purchase Orders field, select the PO.
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10. Create Invoice to Pay Garnishment (continued)
When you are done entering data, click Submit.
In the Remit To Address field, select the appropriate government agency’s address.
Update the Qty to arrive at the correct garnished amount.
Note: Use partial quantities if needed (ex items).
Inv Module 8 - Garnishment

11. Approve the Invoice to Pay Garnishment
Click Return to the Ariba Home Page.
In the To Do portlet, click the Title of the invoice.
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12. Approve Invoice to Pay Garnishment (continued)
Double check the invoice details. Then, click Approve.
In the Comments field, type a description of the garnishment.
Click OK.
Inv Module 8 - Garnishment

13. Ariba Invoice Flow – Garnished Suppliers
Invoices for garnished vendors will frequently have tax exceptions for taxable items and may have shipping exceptions.
Garnished Vendor Processing Team
AP Supervisor
Edit Invoice to Pay Supplier
Approve Invoice, Add Comments
Reconcile the Invoice (if needed)
Have Supplier Unblocked in SAP
Approve IR (if accepted exceptions)
Original Invoice
Create Invoice to Pay Garnishment
Approve Invoice, Add Comments
Reconcile the Invoice (if needed)
Approve IR (if accepted exceptions)
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14. Address Any Invoice Exceptions
Action
Invoice to Pay the Supplier
Over Tax
If the tax amount is appropriate for the total quantity originally invoiced, accept the exception. Note the garnishment in the Comments field.
If not, reject the invoice and request that the supplier resubmit it with the correct tax amount.
Shipping
If the shipping charge is appropriate for the total quantity originally invoiced, accept the exception. Note the garnishment in the Comments field.
If not, dispute the exception.
Invoice to Pay the County
Under Tax
Accept the exception. Note the garnishment in the Comments field.
Inv Module 8 - Garnishment

15. Submit Request to Unblock Supplier
Reminder You must contact the vendor master staff and request that the supplier be unblocked for payment in SAP.
Inv Module 8 - Garnishment

16. AP Supervisor Approves Reconciled IRs
The AP supervisor will open the invoice from or from the To Do portlet.
If you provided a comment at the original invoice approval, it will appear in the header area.
To view comments from exception processing, the AP supervisor can click Accepted.
Comments from exception processing will also appear in the By Line Item Comments area.
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17. System Demonstration In this demonstration, you will see how to
Edit and approve the original invoice for garnishment
Create and approve the second invoice
URL–
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18. Lab Activity
Objective: Submit the two split invoices for garnishment Length: 15 minutes Refer to the Student Activity Guide for instructions
[Read the slide to introduce the exercise.
Show the participants which page to go to in the Student Activity Guide.
Help students if they have questions during the activity.]
Inv Module 8 - Garnishment