Frequently Asked Questions

Below you will find the most frequently asked questions and their answers regarding the migration to the new SAP Ariba Network. This list will be continuously updated. Find your question below or go directly to:

  Joining the Ariba Netwerk 
  Project scope
 Go-live Ariba Netwerk 
 Getting started with catalogues onto the Ariba Network
 Other

What is the SAP Ariba Network (AN)?
Ariba Network is an online platform for business transactions such as purchase orders, order confirmations, catalogs and invoices. Using the AN minimizes discrepancies by confirming invoice data upfront. The AN is used by many other (international) organizations, so it is not a specific platform of Maastricht University. More information can be found here. To access your AN-account and other information about the AN click here. 

Why did Maastricht University choose for the Ariba Network?
Maastricht University has chosen the Ariba Network because this system offers the functionalities that UM needs to purchase in a professional manner now and in the future. SAP Ariba supports the work from quotation to payment of the invoice.

Is joining Ariba Network required to transact with Maastricht University?
From June 8 2022, all purchase orders will be sent via the Ariba Network.

How does the Ariba Network work?
Once you have registered on the Ariba Network and the Trading Relationship Request is signed, all new POs issued by Maastricht University will be send to your Ariba account. Once you receive the PO in your inbox (AN Inbox) you can flip the PO into invoice and update the invoice number and date and submit through Ariba Network.

How can I register on the Ariba Supplier Network?
You will receive a request from Maastricht University to create an account on the Ariba Network and to establish the trading relationship. If you don't have an Ariba Network account yet, you can create one by registering via http://supplier.ariba.com

When will Maastricht University start using the Ariba Network?
From June 8 2022, all purchase orders will be sent via the AN.

What types of accounts are available within the Ariba Network?
The AN provides an Enterprise Account and a Standard Account. More information can be found here. 

What does this project mean for me if I already have an account on SAP Ariba?
You can use the Ariba Network for multiple customers. When you log in with this account to Maastricht University's Trading Relationship Request, your account will be linked to Maastricht University.

When our company has an active account on the SAP Ariba Network and can therefore link quickly but is not planned for wave 1, is there a possibility to link earlier?
Yes, of course. Please register your details at https://www.maastrichtuniversity.nl/sap-ariba-contact-information or send an email to supplieronboard-fs@maastrichtuniversity.nl. We will then contact you to discuss the next steps.

What infrastructure do I need to use the Ariba Network?
Suppliers don’t need to download anything. An internet connection and a browser certified for SAP Ariba Cloud solutions are the only requirements.

What browser versions are certified for SAP Ariba cloud solutions?
If you are a supplier, go to https://supplier.ariba.com and click Supported browsers and plug-ins at the bottom left of the page to access a list of currently supported browsers.

Can a supplier have multiple Ariba accounts?
Your company can have multiple Ariba accounts, depending on your business needs.
For each account, you can only have one account administrator, but the account administrator can provide access to multiple users. All users from your company have their own Username and Password to access the account.

How do I add new users to my company’s Ariba Network supplier account?
Only the account administrator of your company can add users to your account. If you are the account administror, you can add users by following the steps below. To add users to the account, you must first create at least one role. You can assign multiple users to the same role or create a separate role for each user.

To create a role:

• In the upper-right corner of the application, click your initials. Go to Settings and select Users.
• Under the Manage Roles tab, click on the blue cross in the white square.
• Enter a Name for de role.
• Select the appropriate permissions using the check boxes.
• Click Save.

To create a user:

• In the upper-right corner of the application, click your initials. Go to Settings and select Users.
• Click the Manage Users tab.
• Click on the icon with the blue cross.
• Enter the user’s information (Username, E mail address, First Name, Last name and Phone).
• Select a role in the Role Assignment section.
• Assign a customer (All customers or Select Customers)
• Click Save.

After you create the user, the user receives an email with the username and a temporary password. The user must access the account and change the password when logging in for the first time.

UM invited me for creating a new account, but I already have my own account on the Ariba Network.
If you already have an account with SAP Ariba, you can always log-in with existing credentials instead of creating a new account. If you were invited via the system of Standard accounts, the first registration you will perform (from the first purchase order) will create the link between UM and your chosen account. The link will be kept for the following purchase orders.

How do I reset my password?

• Go to https://supplier.ariba.com and click Password.
• Enter the email address that is registered for the account in the Email Address field and click Submit. An email is sent containing a link to reset your password. This email will be sent to the email address you provided when you registered your SAP Ariba account. Once you receive the email, complete the following steps:
• Click in the link in the email to open the Password Reset page.
• Enter your new password and Confirm.
• Click Submit.

What if I forgot my username as a supplier?
If you have forgotten your SAP Ariba username, you can ask SAP Ariba to send you an email with instructions on how to retrieve your username. The email notification about retrieving your username will be sent to the email address you entered when creating your SAP Ariba account. If your email address is linked to multiple SAP Ariba accounts, the email will contain all usernames linked to your email address.

• If you forgot your Ariba Network supplier username, go to https://supplier.ariba.com and Click Forgot Username.
• Enter the email address you used to create your SAP Ariba account.
• Click Submit.
• SAP Ariba will send you an email with all usernames linked to your email address.

How to reset a user’s password?
Only the account administrator can reset passwords for users.

• Click the Account Settings icon and choose Settings. Go to Users.
• Click the Manage Users tab.
• Choose the check box for the user whose password you want to reset, and click Edit.
• Perform one of the following actions:
  - Click Reset Password. SAP Ariba sends an email to the user with a link to reset the password. The password update takes effect immediately.
  - Instruct the user to click Password in the SAP Ariba login page. After the user submits his username, SAP Ariba will send an email to the user with a link to create a new password.

How do I access and change the former administrator’s account?
If the account administrator is still with your company, they can reassign the administrator account to another user or change their user information to a different person. If the account administrator is no longer with your company, but you have access to the registered email:

• Use the Password link on the  Supplier Login page to request a password reset.
• After accessing the account, you can transfer the account administration role or reassign the administrator account to yourself.

If the account administrator is no longer with your company, and there is no access to the email address on file, contact SAP Ariba Customer Support via the Support Center to change the administrator. You will be required to provide the ANID number of the account, the listed administrator name and email address.

Additional information
Account Reassignment requests go to a specific team within SAP Ariba Customer Support who will verify information and work with the users on the account if necessary. You will then be contacted with further instructions.

How do I change my account’s administrator in an Ariba Network supplier account? How can I transfer the administrator’s role to another user?
To transfer the administrator role to an existing user in an Ariba Network supplier acccount:

• Click in the upper right corner of the application Settings. go to Users.
• Select the user you would like to make administrator.
• Click Make Administrator.
• Select a role for your own username and click Assign.
• Click OK to transfer the account administrator role.

To update the administrator account information:

• Click user initials in the upper-right corner of the application, and select My Account.
• Update this page with the new administrator information. Remember to change the following:
  - Username
  - User’s full name
  - User email
  - Contact information
• Click Save.

Additional information
After either of these options are completed, you will also want to confirm that all email notifications settings are updated as well, which includes those related to where purchase orders are sent if you use the account for orders and invoicing.

Where do I find my Ariba Network ID (AN-ID)-number?
Once you are logged into your SAP Ariba account, your account’s ANID number will appear if you click your [user initials] in the upper-right corner of the application. It will also be displayed on every page, to the right of your company name.

Additional information
If you are unable to access your account (unknown Username and/or Password) and the registered email address is accessible, please reset the password. The email you receive will reveal the Username and allow you to reset the password.

If you are unable to access your account (Username and/or Password) and the registered email address is no longer valid or accessible, please contact your customer. They have your ANID on record and can share it with you on request.
Your ANID number is your company’s account number in the Ariba system. It is used for a variety of tasks including:

• Helping Ariba Customer Support locate your account
• Establishing trading relationships with buyers
• Merging/logging into private accounts
• Linking accounts

Can my account have more than one administrator?
Only one user can be named the administrator of your account. Sub-users can be granted all permissions to give them access to everything on the account with the exception of the Users page. Only the account administrator can manage users and roles.

What does joining the Ariba Network cost?
To work on the Ariba Network you need an account. There are two types of accounts: standard and enterprise. The standard account is free of charge. There are costs related to the enterprise account. Which account you need and the costs involved, depends on several factors. More information can be found here. 

Will Maastricht University reimburse costs related to joining the SAP Ariba Network?  
Maastricht University will not reimburse costs related to the connection to and use of the SAP Ariba Network.

How do I contact the Purchasing department of Maastricht University?
If you have any questions about this project, please contact Maastricht University at supplieronboard-fs@maastrichtuniversity.nl. If you have technical questions, please contact SAP Ariba and the SAP Ariba Network.

Can I contact SAP Ariba Customer Support as a supplier?
SAP Ariba Customer Support can answer the most common questions directly in the Help Center, so you don’t have to contact Customer Support directly. Access the Help Center at https://supplier.ariba.com.

• Click the Help-icon (questionmark) in the upper-right corner of the application.
• Click Support (either in the bottom-right corner next to the headphone-icon or at the top of the help menu.
• Click the Contact us tab.
• Enter a brief description of your question or issue in the How can we help you? field.
• Click the Search icon.

The results will be displayed below your search term. If you still need assistance after reviewing the steps provided: near to the message Can’t find what you’re looking for? click Contact us in the bottom right. The available contact methods appear including click-to-call, live chat and email.

What documents am I going to receive?
You will receive our Purchase orders via the Ariba Network.

What documents do I need to send?
You will send order confirmations, service entry sheets and invoices via the Ariba Network.

Can suppliers with a standard account send order confirmations to Maastricht University via the Ariba Network?
Yes, suppliers can send order confirmations to Maastricht University via the Ariba Network with both a Standard account or an Enterprise Account.

Can suppliers attach supporting documents in Ariba before or during invoice submisson?
You can add supporting documents for submitting invoices. For assignments based on hourly rates, for example the hours worked.

When is the Go Live date?
The Go Live took place June 8, 2022.

If my company is live on AN, must we wait for new e-orders from UM to start sending e-invoices?
Yes. You have to wait for orders you receive through the Ariba Network before you can send invoices through the Ariba Network.

Will I receive a training to create invoices on the Ariba Network?
During the rollout there will be a period to familiarize yourself with the Ariba Network.
UM will organize informationsessions. In addition, instructions are being prepared and will be shared on our page.

Will I receive assistance when creating invoices on the Ariba Network?
The Ariba Network provides a Help Center that may already have an answer to most of our questions. Before Go Live the UM Supplier Onboarding Team will organize an information session on how to use the Ariba Network.

How do I contact the Purchasing department of Maastricht University?
If you have any questions about this project, please contact Maastricht University at supplieronboard-fs@maastrichtuniversity.nl. If you have technical questions, please contact SAP Ariba and the SAP Ariba Network.

How do I contact SAP Ariba Support?
SAP Ariba Customer Support can answer the most common questions directly in the Help Center, so you don’t have to contact Customer Support directly. Access the Help Center at https://supplier.ariba.com

• Click the Help-icon (questionmark) in the upper-right corner of the application.
• Click Support (either in the bottom-right corner next to the headphone-icon or at the top of the help menu.
• Click the Contact us tab.
• Enter a brief description of your question or issue in the How can we help you? field.
• Click the Search icon.

The results will be displayed below your search term. If you still need assistance after reviewing the steps provided: near to the message Can’t find what you’re looking for? click Contact us in the bottom right. The available contact methods appear  including click-to-call, live chat and email. Click here for more  information and support.

How to create and access the testaccount as a supplier

Prequisites
To use a test account, you must  be the account administrator.

Procedure

1. Log in to your production account on Ariba Network.
2. Click the Account Settings icon and choose Switch to Test ID.
3. In the Changing Account Mode dialog box, click OK.
   If you have not used your test account  before, Ariba Network prompts you for a new username and password.
4. Enter and confirm you test account username and password. Click OK.
   Ariba Network logs you in to your test account and shows Test Mode at the top of each page
   Ariba Network copies company profile information from your production account to your test account. The rest of your test account settings are set to their default values. You can change these settings at any time. They do not affect your production account.
5. In the top of the right page, click Company Settings to check your test account setup.
   To identify the current account mode, check the area at the top of the page. If Test mode shows at the top of the page, your account is in test mode. Otherwise, your account is in production mode.

Next steps
After account administrators log in to the test account, they can add other users.