Receive Purchase Order andCreate Order Confirmation ・Ship NoticePositioning of this document
This document shows operations from order confirmation to ship notice in the purchasing process with using Ariba.
Operation in the Supplier Side

Image Diagram

Quote
Response
Quote
Order
Confirmation

Receive

Shipment

After you review the purchase order, click"Create Order Confirm" on SAP Ariba to
contact that you received the order.

Ship Notice

Order

Delivery of the quote’s request/response isdigitized. Enter the information for thequote on the system.

Order
Confirmation

Specification
Information

Request for
Quote

Supplier

Quote
Response

JAL

Purchase Order

Receipt
Receipt
Information

Ship Notice

Register
InvoiceInvoiceInvoice Creation

Invoice
Confirmation©Japan Airlines, ALL rights reserved.

On SAP Ariba, click "Create Ship Notice" tocommunicate the shipping date anddelivery date. It is not eligible for any
services that do not have shipments.
You can click the receipts tab to view theorders which already have been done tillreceiving process on the JAL side.
Refer to the order information and register
the "Invoice" on SAP Ariba.
1

Table of Contents
1.

Common Notes

1-1: Common Notes for Purchase Order, Order
Confirmation and Ship Notice

4. Ship Notice

4-1: Create Ship Notice
5. Other Features

2. Purchase Order

5-1: Resend Purchase Order Mail

2-1: Receive Purchase Order Mail

5-2: Confirm Order History

2-2: Open Purchase Order Screen
2-3: Content of Purchase Order
2-4: Confirm Shipping Address
2-5: Other Features: Print and Save PDF
3. Order Confirmation
3-1: Confirm the Entire Order21. Common Notes
1-1. Common Notes for Purchase Order, Order Confirmation and Ship Notice• Be aware of the following when entering values in Ariba:•

Fields with "*" next to the input item
name are input-required items.

•

If you press "Next" without entering arequired item, the screen will not change
to the next screen but the error items are
displayed in the red.

•

Example)Example)DO NOT USE

Don’t use the browser’s "Back" and "Next".
Use "Exit" or "Next" button which are top right or bottom-left of the screen.
Please use
these©Japan Airlines, ALL rights reserved.

3

Table of Contents
1.

Common Notes

1-1: Common Notes for Purchase Order, Order
Confirmation and Ship Notice

4. Ship Notice

4-1: Create Ship Notice
5. Other Features

2. Purchase Order

5-1: Resend PO Mail

2-1: Receive Purchase Order Mail

5-2: Confirm Order History

2-2: Open Purchase Order Screen
2-3: Content of Purchase Order
2-4: Confirm Shipping Address
2-5: Other Features: Print and Save PDF
3. Order Confirmation
3-1: Confirm the Entire Order42. Purchase Order• This manual explains how to confirm the order from JAL on the Ariba network.
• Each purchase order contains information such as the part number, quantity, unit price, and delivery date of theordered item, as well as information such as the shipping address and billing address.

• Please write the purchase order number or the contract number in the shipping label or in the item label upondelivery.

©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-1: Receive Purchase Order Mail
(1) Click "Log in to Ariba Network" in the order email when the order mail is received. The Ariba login screen is displayed.
*Please keep the purchase order mails sent from the Ariba Network carefully. You will be able to carry out the orderconfirmation, creating a ship notice and creating an invoice from the purchase order mail. Please refer to p36 - p38 in
the case that you lose the purchase order email.

Click©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-2: Open Purchase Order Screen(1)Log in to the Ariba Network and open the PO screen.
①Enter the User Name and Password that you registered in advance.
② After entering your login information, click "Login". After clicking it, you will transition to the PO screen.

① Enter② Click©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-3: Content of Purchase Order (1/6)(1) Check the contents of the purchase order. The information written in the purchase order is as follows.
Header Information(A) Order NumberA・Order number is displayedin the numbering style,
POxxx.
(B) Status of Order
・The status such as "New","Confirmed", and "Partially
Confirmed" is displayed.
・The amount in the header
is displayed without tax.
・If the purchase order ischanged, the version
number will be increased.

B©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-3: Content of Purchase Order (2/6)(1) Check the contents of the purchase order. The information written in the purchaseorder is as follows.
Header Information(C) Terms and Conditions
There is a description of orderconditions in the comment section. C(D) Ship All Items toG(E) Bill to(F)Deliver To
It is displayed according to thefollowing rules.
Receiver name _ Receiver’s phone
number _ Floor number of thebuilding and Department name

D

E

F

(G) Payment Terms
For more detail explanation, go to
the next page.

※ Please note how to confirm the delivery address. Please refer to p14-16.
©Japan Airlines, ALL rights reserved.

92. Purchase Order
2-3: Content of Purchase Order (3/6)(1) Check the contents of the purchase order. The information written in the purchase order is as follows.
Header Information(G) Payment Terms"【外送】Payment Term4 30days" is set by default.
If the payment terms is not "【外送】Payment Term4 30days", the correct payment terms that were modified by JAPANAIRLINES when ordering or registering contract term will be displayed.

©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-3: Content of Purchase Order (4/6)(1) Check the contents of the purchase order. The information written in the purchase order is as follows.
Line Items Information

Click(H)The part number,quantity, need by date, unit
price, subtotal of each line H
itemI(I)Total of the line Item
Click "Details" on the right of
the line item to see detail
information about the item.

©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-3: Content of Purchase Order (5/6)(1) Check the contents of the purchase order. The information written in the purchase order is as follows.
Line Items Information(J) Status
Order status of each item
(K)Comments
Comment is displayed when
the JAL requester added acomment on the line item.
(L)Attachment
A File is displayed when the
JAL requester attached a fileon the line item.

J

K

L

©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-3: Content of Purchase Order (6/6)(2) The status of the purchase order is as follows.

Status of Order

Definition

New

Initial status. The status in which an order has been received.

ChangedThe status in which JAL has changed or canceled the order.

Confirmed

The status in which you has confirmed the contents of the order and registered the order confirmation.

Partially Confirmed
Partially Shipped
Partially Invoiced
Partially Rejected

The order is being processed.
When you update a part of a purchase order, the Ariba Network reports the status of the entire purchaseorder as "partially …".
For example, if you confirm a part of an order and ship the ordered items which is previously confirmedor the other ordered line item, the purchase order status is set as "Partially Shipped". Until you haveconfirmed all order details, you can continue to confirm the order regardless of shipping status.

Received

The status that JAL have received the products or services.

ShippedThe status that you has created a ship notice to JAL.

Invoiced

The status that you has issued an invoice to JAL.

FailedThe status in which data transmission to JAL has failed. Please send the data again.

©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-4: Confirm Shipping Address (1/3)
There are two patterns in which the shipping address is described, and the locations to check them are different. Pleasecheck the address according to each pattern.

Pattern 1：When there is an address in the "Ship All Items To".

Pattern 2：When there is a description asking to check the comment in the "Ship All Items To".
JAPAN AIRLINES CO., LTD_One
Time AddressJAPAN
000-0000To the Supplier：Please check theshipping address in the comments
section.
Ship To Code：ADR-J001-999

NikkoTaro＿00000000000_14F Procurement Dept.

©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-4: Confirm Shipping Address (pattern 1)(2/3)
In the case of pattern 1, specify Deliver To from the section of "Ship All Items To" and "Deliver to".

Information of Deliver To

Section NameLine number Example

ZIP code

Ship All Items To

4 line90501

Company Name

Ship All Items To

1 lineJAPAN AIRLINES CO., LTD c/o Kokusai
Soko America, Inc

Shipping Address

Ship All Items To

3-4 line

1521 Francisco Street
Unit A TORRANCE , CA

Shipping Address(Floor Number+ Department Name) Deliver To

1 line

14F Procurement Dept.

Receiver Name

Deliver To

1 lineNikko Taro

Receiver Phone Number

Deliver To

1 line0000000©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-4: Confirm Shipping Address (pattern 2) (3/3)
In the case of pattern 2, information such as prefecture , address and building name is written in the "comment" field.
Please specify delivery address from the section "Ship All Items To", "Deliver To", and "Comments".

JAPAN AIRLINES CO., LTD_One Time
AddressJapan
000-0000To the Supplier：Please check the shipping
address in the comments section.
Ship To Code：ADR-J001-999

NikkoTaro＿00000000000_14F Procurement Dept.

Information of Deliver To

Section Name Line Number Example

ZIP code

Comment

ー

140-8586

Ship-to Company Name

Ship All Items To

1 lineJAPAN AIRLINES CO., LTD

Shipping Address(House Number)Comments

ー2-4-11 Higashi-Shinagawa, Shinagawa-ku,
Tokyo

Shipping Address(Building Name)

Commentsー

Nomura Real Estate Bldg.

Shipping Address(Floor Number+ Department Name) Deliver To

1 line

14F Procurement Dept.

Receiver Name

Deliver To

1 lineNikko Taro

Receiver phone number

Deliver To

1 line0000000000©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-5: Other Features: Print and Save PDF (1/2)
You can print the purchase order by the following methods.
① Click the "Printer" mark.
② Click "All Details" or "Print Screen Contents Only". The print screen of the browser that you are using is displayed.
①Click

②Click©Japan Airlines, ALL rights reserved.

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2. Purchase Order
2-5: Other Features: Print and Save PDF (2/2)
The contents of the purchase order can be downloaded as a PDF.
① Click the "↓" mark② Click "Download PDF" to download the PDF version of the purchase order page.
①Click
①②Click©Japan Airlines, ALL rights reserved.

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Table of Contents
1.

Common Notes

1-1: Common Notes for Purchase Order, Order
Confirmation and Ship Notice

4. Ship Notice

4-1: Create Ship Notice
5. Other Features

2. Purchase Order

5-1: Resend PO Mail

2-1: Receive Purchase Order Mail

5-2: Confirm Order History

2-2: Open Purchase Order Screen
2-3: Content of Purchase Order
2-4: Confirm Shipping Address
2-5: Other Features: Print and Save PDF
3. Order Confirmation
3-1: Confirm the Entire Order193. Order Confirmation• If there is no problem with the order contents, you will carry out order confirmation.
*JAL and JAL group requires order confirmation.
If you don’t do the order confirmation, you will not be able to perform subsequent tasks such as creating ship noticeor invoices.
• Confirm Entire Order: It is an act equivalent to "order confirmation".
*If you cannot create the order confirmation due to lack of stock etc. , please contact our requests department.

• In the case of providing services, please create an invoice immediately right after the service is provided.

©Japan Airlines, ALL rights reserved.

20

3. Order Confirmation
3-1: Confirm the Entire Order (1/5)(1) Open the purchase order screen to confirm the order. (Open the purchase order screen while referring to 1-2.)(2) Implement the Order Confirmation.
① Click "Create Order Confirmation".
② Click "Confirm Entire Order". After clicking it, the screen will change to the order confirmation screen.

①Click

②Click©Japan Airlines, ALL rights reserved.

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3. Order Confirmation
3-1: Confirm the Entire Order (2/5)(3) Enter the required information for confirming entire order.
①Enter the information from A to D.
(A) Enter the order confirmation
number(any number chose by
your company)(B) Enter the estimated shipping
date and delivery dateA(C) Fill in comments as needed

B
C©Japan Airlines, ALL rights reserved.

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3. Order Confirmation
3-1: Confirm the Entire Order (3/5)(3) Enter the required information for confirming entire order.
①Enter the information from A to D.
②Click "Next" at the bottom right or top right of the screen to transit to the confirmation screen of the input contents.

(D) Add attachments as neededD②Click©Japan Airlines, ALL rights reserved.

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3. Order Confirmation
3-1: Confirm the Entire Order (4/5)(4) Confirm the entered contents. After the confirmation is completed, submit the order confirmation.
① Check the displayed information.
② Click "Submit". After clicking it, the screen will change to the purchase order screen.

②Click©Japan Airlines, ALL rights reserved.

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3. Order Confirmation
3-1: Confirm the Entire Order (5/5)(4) Confirm that the status of the purchase order screen is "confirmed".

Confirm©Japan Airlines, ALL rights reserved.

25

Table of Contents
1.

Common Notes

1-1: Common Notes for Purchase Order, Order
Confirmation and Ship Notice

4. Ship Notice

4-1: Create Ship Notice
5. Other Features

2. Purchase Order

5-1: Resend PO Mail

2-1: Receive Purchase Order Mail

5-2: Confirm Order History

2-2: Open Purchase Order Screen
2-3: Content of Purchase Order
2-4: Confirm Shipping Address
2-5: Other Features: Print and Save PDF
3. Order Confirmation
3-1: Confirm the Entire Order26

4. Ship Notice• Once the shipping date of the item has been decided, please contact us about the shipping information such as theestimated arrival date and tracking number by sending the ship notice.
• It is also possible to create multiple ship notices for one purchase order.
• Creating a ship notice is optional, but please be sure to create a ship notice if the item you are handling is a material.

• Please make the delivery note as a PDF file and attach it to the ship notice.
• Please create an invoice immediately after creating the ship notice. We kindly ask for your cooperation.

©Japan Airlines, ALL rights reserved.

27

4. Ship Notice
4-1: Create Ship Notice (1/6)(1) Open the purchase order screen to create a Ship Notice. (Open the purchase order screen while referring to 1-2.)(2) Create a Ship Notice.
① Click "Create Ship Notice". After clicking it, the screen will change to Create Ship Notice screen.

①Click©Japan Airlines, ALL rights reserved.

28

4. Ship Notice
4-1: Create Ship Notice (2/6)(2) Create a Ship Notice.
②Enter the required information A to E to create the ship notice.
Header Information(A)Packing Ship ID(Any number used by your company)(B) Shipping Date(C) Delivery Date
A

*Other items are optional.
Please fill in them if necessary.

B
C©Japan Airlines, ALL rights reserved.

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4. Ship Notice
4-1: Create Ship Notice (3/6)(2) Create a Ship Notice.
②Enter the required information A to E to create the ship notice.
Header Information(D)Attachments
If you have a delivery note, please attach
the PDF file of the delivery note.
The procedure for adding attachments is
as follows.
① Click "Browse…"② Select the relevant file from your PC.
③ Make sure that the file is selected
and click "Add Attachment".
④ Confirm that the attached file has
been added.

D①Click

③Click
②Select.pdf④Confirm©Japan Airlines, ALL rights reserved.

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4. Ship Notice
4-1: Create Ship Notice (4/6)(2) Create a Ship Notice.
②Enter the required information A to E to create the ship notice.
③ After completing the input, click "Next" at the bottom right or top right of the screen. The screen will transition to
the confirmation screen.
Line items Information(Order Items)(E) Ship Quantity
Change the shipping quantity as
needed.

* Other items are optional.
Please fill in them if necessary.
E* The "Add Order Line Item" button
cannot be used.

③Click©Japan Airlines, ALL rights reserved.

31

4. Ship Notice
4-1: Create Ship Notice (5/6)(2) Create a Ship Notice.
④ Confirm the input contents on the confirmation screen of the ship notice.
⑤ If there is no problem, click the "Submit" button at the top right or bottom right of the screen.

⑤Click©Japan Airlines, ALL rights reserved.

32

4. Ship Notice
4-1: Create Ship Notice (6/6)(3) Confirm that the status of the purchase order screen is "Shipped".

Confirm©Japan Airlines, ALL rights reserved.

33

4. Ship Notice
Appendix: Creating a Ship Notice: When Sending a Ship Notice PartiallyIf you have multiple line items and you want to send a ship notice for a part of items, click "Remove" at the right endof the line items that are not eligible for shipping to delete the item information.

Click©Japan Airlines, ALL rights reserved.

34

Table of Contents
1.

Common Notes

1-1: Common Notes for Purchase Order, Order
Confirmation and Ship Notice

4. Ship Notice

4-1: Create Ship Notice
5. Other Features

2. Purchase Order

5-1: Resend PO Mail

2-1: Receive Purchase Order Mail

5-2: Confirm Order History

2-2: Open Purchase Order Screen
2-3: Content of Purchase Order
2-4: Confirm Shipping Address
2-5: Other Features: Print and Save PDF
3. Order Confirmation
3-1: Confirm the Entire Order35

5. Other Features
5-1: Resend Purchase Order Mail (1/4)
If you accidentally delete or lose your "Purchase Order Email", or if you want to do the "Order Confirmation" and "Ship
Notice" that you have already done once again, Ariba Network can resend you a "Purchase Order Email"(1) Log in to Ariba Network. (https://supplier.ariba.com)① Enter your login information.
② Click "Login". After clicking it,
the screen will change to the home screen.

①Enter②Click©Japan Airlines, ALL rights reserved.

36

5. Other Features
5-1: Resend Purchase Order Mail (2/4)(2) Resend the purchase order on the home screen.
① Click the "Orders" tab.

①Click©Japan Airlines, ALL rights reserved.

37

5. Other Features
5-1: Resend Purchase Order Mail (3/4)(2) Resend the purchase order on the home screen.
② Click "Actions" to the right of the order number for which you want to resend the purchase order email.
③ Click "Send me a copy to take…".
* You can change the email address from "My Account" at the top right of the home screen.

③Click©Japan Airlines, ALL rights reserved.

②Click38

5. Other Features
5-1: Resend Purchase Order Mail (4/4)
You can check the sending and receiving history of the documents such as Purchase Orders, Order Confirmation, Ship
Notice, and Invoices.
Example) Purchase order history① Click "Order History" with the purchase order screen opened.

①Click©Japan Airlines, ALL rights reserved.

39

5. Other Features
5-2: Confirm Order History
You can check the sending and receiving history of the documents such as Purchase Orders, Order Confirmation, Ship
Notice, and Invoices.
Example) Purchase order history② Check the contents of the history of sending and receiving orders.

②Confirm©Japan Airlines, ALL rights reserved.

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Modification Log

File Name

JAL_Ariba_SA_2_Supplier Operation Manual _Receive Purchase Order and Create Order Confirmation ・Ship Notice_v0.1

File Location
Change History
Date
Ver.
Modified
0.1
2021/4/1
0.1
2021/4/26

Approval History
Approval date
Ver.

Where tochangeResponsible

What to change

IBM Iwasaki-

Draft Creation

IBM Hoshi-

Create English Version

approved by

Review date

Review by

2021/4/28

IBM Arai

Approval Comment©Japan Airlines, ALL rights reserved.

41