Suppliers
Frequently Asked Questions
Popular FAQs
- How do I set up legal profile/ create a GST profile for Singapore registered supplier in Ariba?
- What should I do when I am unable to find the relevant POs in Ariba to submit the e-invoice?
- What GST tax category and GST type should I select during e-invoice submission in Ariba?
- What is the proper billing details before submitting to NUS AP mailbox?
- What information is needed for new supplier to bill NUS invoice?
- How can supplier check the payment status of an invoice?
Smartbuy Purchase Order (PO) FAQ
Since Ariba is an automated platform, are any further actions required from me after I have been notified that the Goods Receipt (GR) has been completed?
Yes, suppliers are required to submit e-invoices through Ariba. For more information, please refer to the link provided here.
How do I set up legal profile/ create a GST profile for Singapore registered supplier in Ariba?
All local suppliers are required to submit their legal profile in Ariba. For guidance, please refer to the user guide or video tutorial.
Please click here for more information
What should I do when I am unable to find the relevant POs in Ariba to submit the e-invoice?
You need to expand the filtering function to view full list of invoices in Ariba. Refer to the “How to filter search function” for reference. If you are unable to view POs in Supplier Portal even though you have been receiving Ariba POs, this could be due to incorrect TRR linkages in Ariba. Supplier or NUS Requestors to email CPO team at cposuppliers@nus.edu.sg for clarification.
What GST tax category and GST type should I select during e-invoice submission in Ariba?
I9 – For local GST registered supplier
IE – Oversea or Non GST registered supplier
Suppliers should refer to the Ariba Invoice Creation User Guide to ensure the correct GST category and type are selected. For further information, please consult the guide.
For more information, click here.
What should I do if I am unable to submit an e-invoice in Ariba and the Ariba Invoice Creation Guide does not provide a solution?
Suppliers may contact the requestor to verify the status of goods receipts or reach out to the NUS Accounts Payable Team at ofnap@nus.edu.sg for further clarification. If a supplier receives an email notification from Ariba indicating that an e-invoice has been rejected, they may consult the list of common invoice rejection error messages provided in this link for guidance on the appropriate follow-up actions.
For more information, click here.
There are additional charges incurred by NUS (e.g. shipping / handling fees, additional charges), but these charges are not catered in PO. How do I submit the e-invoice in Ariba for these additional charges?
Ariba only allows e-invoice submission based on PO contracted amount. If there are additional cost (not catered in PO) to be invoiced, Supplier shall work with NUS requestor on alternate solutions.
How do I ensure that the Goods Receipt Notice (GRN) is processed on time?
Supplier can email the requestor to confirm good receipt is completed before proceeding to submit invoice in Ariba.
Can I submit invoice for partial Goods Receipt (GR), or only upon full GR in Ariba PO?
Yes, supplier is able to submit invoice in Ariba for partial Goods Receipt (GR).
Scenario #1:
Partial GR completed: 5 out of 10 quantity.
Supplier may submit single invoice to bill 5 quantity.
Scenario #2:
Partial GR completed: 5 out of 10 quantity
Supplier may submit invoices of 2 quantity and 3 quantity separately.
Scenario #3:
Partial GR completed: 5 out of 10 quantity
Supplier will not be able to submit invoice of 6 quantity.
How do NUS compute the payment terms from the Invoice date?
For Ariba invoices, 30 days payment terms is based on the Ariba invoice submission date (i.e. Ariba invoice date). Ariba allows Supplier to backdate the Ariba invoice date up to 7 days from the Ariba invoice date. (E.g. If Supplier submit invoice in Ariba on 8 Feb, they can only select Ariba invoice date backdated up to 1 Feb)
How can I manage and maintain my organization's bank details in Ariba (applicable until 31 Aug 2026)?
For Supplier to Add/Update Bank Details
Please click here and tick accept, there after please complete form Z and submit the form together with bank supporting documents to ofn_scmdm@nus.edu.sg
How can I manage and maintain my organization's bank details in Ariba from 31 Aug 2026 onwards?
Q: What is OFN FSS SC MDM Team?
A: The OFN FSS SC MDM Team refers to the Office of Finance, Finance Shared Services, Supplier and Customer Master Data Management (SC MDM) Team. The team is responsible for reviewing supplier bank account information in Ariba system, and providing support for related enquiries.
Q: Who can I reach out to for Ariba Bank related enquiry?
A: For bank-related clarification, please submit an Enquiry via Supplier external portal to contact OFN FSS SC MDM Team for assistance
Q: Can I view the bank details maintained before 31st Aug 2026?
A: No, the bank details maintained through the old process are not visible in Ariba. Please contact OFN SC MDM team for assistance to view the details. If change is required, OFN SC MDM team will trigger a Bank Questionnaire to Supplier via Ariba for self-help update.
Q: How do I view the bank details for my organization?
A: Please take note, only the bank details collected from 31st Aug 2026 are visible through Ariba login. Suppliers can view the details by selecting the respective questionnaires to view the details
Q: Can I revise the bank details into a different payment method via “Revise Response” button?
A: No, the Revise Response function can only be used to update bank details for the same payment method. To add or switch to a different payment method, please reach out the OFN SC MDM team via Supplier external portal to trigger a new questionnaire to fill in the new payment method with details
Q: What are the payment methods to be used?
A: There are three standard payment methods available:
- [G] GIRO – Local Transfer for SGD currency.
- [C] Telegraphic Transfer for any telegraphic transfer to Banks located outside of Singapore OR to Singapore Banks but in currency other than SGD.
- [F] PayNow Fast for local bank payment via PayNow.
Q: How do I update my bank details for payment processing?
A: Log in to Ariba and access the Bank Information Questionnaire. Select Revise Response, update the bank details, attach the required supporting documents, and submit the questionnaire for approval. Once approved, the updated bank details will be reflected in the payment system
Q: What happens after I submit my bank details?
A: The submitted bank details will be reviewed by OFN FSS SC MDM Team. Once approved, the information will be automatically updated in the backend SAP system, and you will receive an email notification.
Q: What if I do not complete the Bank Information Questionnaire?
A: Reminder emails will be sent every 7 days until the questionnaire reaches its expiry date
Q: Can multiple contacts within my organization receive the Bank Information Questionnaire?
A: Yes. The Bank Information Questionnaire notification is sent to all email contacts registered under the supplier’s Organization Profile in Ariba
Please refer to the user guide covering relevant scenarios to update bank account details in Ariba.
If I have multiple TT bank accounts (with different currency) maintained in NUS Supplier records, how do I input my intended bank information during e-invoice submission (especially for foreign currency payment)?
Payment will be processed using the first active bank account details maintained in NUS supplier records for each payment method (e.g. GIRO, TT, PayNow).
Who can I reach out to when I encounter other issues?
Please refer here for the relevant contact points.
Whom should a supplier contact if they have forgotten their password or username?
Click here to resolve the password or username issue.
How does a new Ariba user access the Ariba Portal for the first time?
Click here to login Ariba portal.
Non Purchase Order (NPO) FAQ
How many invoices are we able to submit?
Supplier must only submit 1 invoice per email to NUS mailbox (ofnap@nus.edu.sg) with email subject header.
NPO Invoice Sample:
For supplier required to submit NPO invoice, please key in the keyword “Non-PO Invoice: “NPO” or “Non-PO” in the email subject header.
Reminder: Please do not to submit same invoice set to NUS requestor to avoid duplicate invoice processed for payment.
What is the proper billing details before submitting to NUS AP mailbox?
Ensure that Invoice has the following details are in order:
- National University of Singapore
- NUS’ Department Name (e.g. “Department of Chinese Studies”)
- Requestor’s Name (e.g. Asst Prof John Tan)
- Requestor’s email address (e.g. johntan@nus.edu.sg)
Can I submit Ariba invoice into NUS mailbox?
No, Ariba invoices should be submitted under Ariba network.
For more information, please click here.
What information is needed for new supplier to bill NUS invoice?
As a new supplier, please liaise with the NUS requestor to ensure all the relevant details for supplier creation are submitted completely before the invoice billing.
What is NUS standard Payment Term?
NUS general payment term should be 30 days (PT30) unless specific agreement are made.
How can supplier check the payment status of an invoice?
If there are any issues regarding payment status of the invoice, supplier can submit an email query to ofnap@nus.edu.sg and input keyword AP-Related Queries: “Query”, “Queries” or “Enquiry” in email subject title.
Alternatively, supplier can contact general helpdesk hotline (65) 6516 8238 and then press 1 for AP.
What are the different type of PO invoices issued by NUS?
SESAMi PO Invoices:
SESAMi PO invoices are identified by PO numbers starting with “5” or “7”. These invoices should be submitted to the AP mailbox. Kindly ensure that the email subject line includes the keyword “PO Invoice (SESAMi): NUS PO” or “NUS-PO”.
Ariba PO Invoices:
Ariba PO invoices are identified by PO numbers starting with “8”. Please note that these invoices should not be submitted to the AP mailbox.
How will supplier submit the SOA?
Please send an email to OFN AP mailbox (ofnap@nus.edu.sg).
For urgent cases relating to accounts payable, who should the supplier contact?
Supplier can contact the general helpdesk hotline (65) 6516 8238 and then press 1 for AP.
What are non-Purchase Order (non-PO) invoices?
Non-PO invoices are invoices for transactions that are not issued through a Purchase Order (PO). These are the invoices intended for submission via the NUS VendorConnect Portal.
How do I submit non-Purchase Order (non-PO) invoices in NUS VendorConnect Portal?
Before you can submit invoices for the entity in NUS VendorConnect Portal, your account must be tagged to its UEN/BRN via the “TAG UEN/BRN” tile.
What billing details must be included on an invoice before it is submitted to NUS?
Before submitting the invoice to NUS, please ensure that the following billing details are clearly stated on the invoice in the order shown below:
1. National University of Singapore
2. NUS Department Name (e.g., Department of Chinese Studies)
3. NUS Requestor’s Name (e.g., Asst Prof John Tan)
4. NUS Requestor’s Email Address (e.g., johntan@nus.edu.sg)
What are the required steps for a new NPO supplier before submitting an invoice to NUS?
The supplier should first liaise with the NUS Requestor and submit a request for supplier creation through the “Vendor Registration” tile in the NUS VendorConnect Portal.
Once the supplier creation has been approved and completed, the supplier can proceed to:
1. Tag its account to the company’s UEN/BRN via the “UEN/BRN” tile.
2. Upon successful tagging, the “Invoice Submission” tile will become available.
3. The supplier can then proceed to submit its NPO invoice(s) to NUS via the “Invoice Submission” tile.
What is NUS's default payment term?
NUS’s standard payment term is 30 days from the invoice date, unless otherwise specified in an agreed contractual arrangement.
How can a supplier check the status of a submitted invoice?
Suppliers can check the status of their submitted NPO invoices through the “My Active Requests” feature in the NUS VendorConnect Portal. Suppliers can also use the NUS VendorConnect Virtual Assistant available within the portal to view a summary of their submitted invoices, including the latest invoice and payment status and progress.
Alternatively, suppliers may submit an enquiry through either of the following channels:
1. NUS VendorConnect Portal: Submit the enquiry via the “Invoice/Payment Enquiries” tile; or
2. Email: Send the enquiry to ofnap@nus.edu.sg with the keyword “Query” in the email subject line.
How can suppliers submit their Statement of Accounts (SOA) to NUS?
Suppliers may submit their Statement of Accounts (SOA) by email to ofnap@nus.edu.sg, with the keyword “Query” included in the email subject line.