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 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 does supplier maintain/update bank detail for payment processing of Ariba invoice?
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 OFNVEN@NUS.EDU.SG
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)?
For suppliers with multiple currencies bank accounts maintained in NUS Supplier records, upon Ariba invoice submission, please email to NUS AP at ofnap@nus.edu.sg with keyword “Enquiry” indicated in the email subject title to check/add/amend the correct bank account for payment processing.
Note: Please indicate the PO number/Invoice number in your request.
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 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.