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Frequently Asked Questions

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Smartbuy Purchase Order FAQ

Yes, suppliers are required to submit e-invoices through Ariba. For more information, please refer to the link provided here.

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

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.

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.

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.

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.

Supplier can email the requestor to confirm good receipt is completed before proceeding to submit invoice in Ariba.

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.

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)

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

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.

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.

Please refer here for the relevant contact points.

Click here to resolve the password or username issue.

Click here to login Ariba portal.

Non Purchase Order FAQ

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.

Ensure that Invoice has the following details are in order:

  1. National University of Singapore
  2. NUS’ Department Name (e.g. “Department of Chinese Studies”)
  3. Requestor’s Name (e.g. Asst Prof John Tan)
  4. Requestor’s email address (e.g. johntan@nus.edu.sg)

No, Ariba invoices should be submitted under Ariba network.
For more information, please click here.

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.

NUS general payment term should be 30 days (PT30) unless specific agreement are made.

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.

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.

Please send an email to OFN AP mailbox (ofnap@nus.edu.sg).

Supplier can contact the general helpdesk hotline (65) 6516 8238 and then press 1 for AP.

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