Ariba Account Setup Section 1

Yes. You will need to go through the onboarding process and establish your trading relationship with LANL on the Ariba Network. Please visit our Prospective Suppliers page for more information. 

Yes. LANL is fully committed to going digital and sharing the benefits of doing so with our suppliers. All solicitations and awards will be transacted through the Ariba Network.

Scenario 1; Supplier already has an Ariba Network acct, but they have not yet filled out the registration request:

If your company is already registered with Ariba, we still ask that you complete the request to register located on our Prospective Suppliers page. Supplier management will review the request, and upon approval, send a registration invitation. This will connect your company to LANL in the Ariba Network. Once you receive the invitation to register with LANL on the Ariba Network, you will be given the option to login with an existing Ariba account or create an account if you do not have one. Choose the option to login with your Ariba account during this step.

Scenario 2; the registration request has been approved, and the supplier has been sent the invitation to register:

You will be given the option to sign in with your company’s existing Ariba account when you click the link in the registration invitation email you received. Important: Choose the option to login with your Ariba account during this step.

You will be directed to the registration questionnaire once you sign in. If you don’t know the login information for your Ariba account, you can click on “forgot username and password”, or contact Ariba support.


This search field is using UNSPSC codes and includes unlimited service and product options. You can also go to the website ( and find the 8-digit code and enter on the search option if you find that easier. Alternatively, you can do a keyword search by typing free text into the search field. For this step you can pick the option that is the closest match. You will be able to select a more specific category when filling out the full registration. You can add any additional comments you would like as well. Please don’t hesitate to reach out if you have any other questions.

A standard account has basic functionality and suppliers will use email notifications to drive the PO and Invoice processes. An enterprise account has additional features like Inbox/Outbox in the portal, reporting capabilities, and is required to have a supplier hosted catalog or integration. Fees may apply to an enterprise account. 

Standard accounts in Ariba are always free of charge, unless the supplier takes the action to upgrade to an Enterprise account. With a free Standard account, you can transact an unlimited amount of documents.

An Enterprise Account is free for the supplier until they hit the threshold of 5 documents and $50,000 in spend. If they do not meet both of those thresholds they will remain a free account. Once they hit both of those thresholds they will become chargeable.

For more information, visit 


Your account may be eligible for a downgrade if the following criteria are met:

  • You must not have any outstanding supplier fees.
  • Your Order Routing Method must be Email.
  • You must not have any integration configured (cXML, Electronic Data Interchange (EDI), PunchOut, SAP Ariba Cloud Integration Gateway (CIG)).
  • Your SAP Ariba Supply Chain Collaboration relationship status must be disabled.
  • Respective buyers can disable the SAP Ariba Supply Chain Collaboration relationship.
  • You must not have any pending Enablement Tasks related to catalogs or supply chain finance. For more information, see How to stop enablement for a supplier topic.
  • You must not have Invoice Archiving configured or you will lose access to the archive.

Note that a Standard Account provides only limited access to Ariba Network and no access to reports. Before downgrading the account ensure that you download the generated reports to your hard disk.

For more information on the capabilities of Standard Account and Enterprise Account, see What is the difference between Enterprise and Standard accounts? topic.

If all the above listed criteria are met, please contact SAP Ariba Customer Support. Additional verification with the account administrator will need to be performed over the phone. Once completed, we will forward your request for further review to perform the requested downgrade to your Enterprise Account to a Standard Account.


Yes. Once fully registered you will be asked to establish a trading relationship with LANL on the Ariba Network. If you have an enterprise account, you will be invited to do business with LANL on the Ariba Network through a Trading Relationship Request (TRR), sent via email. Please accept the TRR and follow the instructions therein for setting up your account (preferably within five days). This is an important step and must be completed before you can begin transacting with LANL on the Ariba Network. If you have a standard account, you will receive an interactive purchase order (PO) via email from the Ariba Network. It will contain the information and steps required to activate your Ariba Network account. 

Yes. In fact, we recommend starting with a standard account, so that you can start transacting through the Ariba Network right away. Setting up an enterprise account requires some additional steps. You can always upgrade to an enterprise account, either now or later. 

Yes, the Account Administrator of the Supplier's account will be responsible to manage user access as well as PO routing/delivery preferences across their company whether in a standard or enterprise account. Additional users can be added to the Ariba Network by going to Company Settings, Users, Create. 

The person setting up the account becomes the administrator by default; however, they can transfer the role if needed. Although there can only be one, there can be multiple users and people who receive notifications, i.e., a group of multiple users.

No. The Ariba Network only allows one supplier administrator per account. Supplier administrators should remember to reassign the administrator role to another user before any extended periods away from the office. If another administrator is not designated and your supplier administrator cannot be reached, Suppliers need to contact Ariba Support by visiting and clicking Help Center for assistance. 

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:

  1. Use the Password link on the Supplier Login page to request a password reset.
  2. 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 other users on the account if necessary. You will then be contacted with further instructions.

If you need to provide access for additional users to your company’s account, you will need to add them as a user on your end (or the administrator must do this if you are not the administrator for the account). To do this, you can click your initials at the top right of your Ariba page, then click settings, and then users. From there, you should be able to add a role and add them as a user to that role. More detailed instructions from the Ariba Help Center are below:

If you are the account administrator, you can add users with the following steps:

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:

  1. In the upper-right corner of the application, click [your initials] > Settings and select Users. 
  2. Under the Manage Roles tab, click + .
  3. Enter a Name for the role.
  4. Select the appropriate permissions using the check boxes.
  5. Click Save.

To create a user:

  1. In the upper-right corner of the application, click [your initials] > Settings and select Users. 
  2. Click the Manage Users tab.
  3. Click the + icon.
  4. Enter the user's information (Username, Email Address, First Name, Last Name and Phone).
  5. Select a role in the Role Assignment section.
  6. Assign a customer (All customers or Select Customers).
  7. 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.

If any sub users were created through a sourcing invitation they received from a buyer, you will need to approve them by following the directions below:

  1. In the upper-right corner of the application, click [your initials] > Settings and select Users. 
  2. Click Manage Unapproved Users.
  3. Select the users to approve.
  4. Click Approve.
  5. Click Save.

Additional Information

You can also check our Ariba Network Portal for Suppliers where you will find information about SAP Ariba, billing and helpful articles explaining how to manage your SAP Ariba Account.

Up to three email addresses can be designated to receive notifications. The Ariba Network recommends that you have notifications sent to a group email address.

Only enterprise account suppliers have access to the Inbox/Outbox functionality on their dashboard. The supplier administrator (only one per supplier account) should click on the "Learn More" button on their Ariba Network home screen to learn more. 

To resolve a username/password issue or other account issue, you will need to contact Ariba Support; we are unable to resolve these types of issues at LANL. To create a ticket to have Ariba call you, below are the steps to contact Ariba support from the page. To reach Ariba support by phone, you can call 1-866-218-2155. To reach a live person for help, you can select option 2, option 2 again, then option 1. 

 To access the Help Center, go to the Ariba login page.

  1. Click the Help icon (?) on the top right corner of the page.
  2. Access the Help Topics menu.
  3. Enter a brief description of your question or issue in the “Search Help Topics” field, or click “Support” icon to access the Help Center.

You can improve your search results by searching for only the most important words. Search strings of three or fewer words tend to return better results than longer phrases or sentences.

Search results will appear below your search term. If you were unable to find a solution, respond to the questions under Contact Ariba Customer Support and you will be presented with available contact methods including Click-to-Call, Live Chat, or email. SAP Ariba uses Click-to-Call, a streamlined phone support experience.

 To request a call, follow these steps:

  1. In the Help Center, click Contact US.
  2. Select the area you need assistance with.
  3. If you are unable to get help, click “I am experiencing a different issue” and click “contact us” on the bottom of the page.
  4. Details: Provide document numbers, steps to reproduce an error/unexpected result, or explain what you need assistance with.
  5. Review your Contact Information for accuracy and edit if necessary.
  6. Click One Last Step.

A confirmation screen will appear once your request has been submitted and will provide you with an estimated wait time.

More information can be found here

If the error you are experiencing  is a browser issue, clearing the cookies and cache should fix the problem. To resolve this unexpected error, we recommend that you clear your browser cookies and cache, log out, and then log in to your account again. 

To clear your cookies and cache: 

  1. Hold Ctrl + Shift + Del with your browser window open. A new window opens.
  2. Perform one of the following actions, depending on your browser:
    1. Internet Explorer: Select Temporary Internet Files and Cookies, then click Delete.
    2. FireFox: Choose Everything from the Time range to clear pull-down menu. Select Cookies, Cache, and Active Logins, then click Clear Now.
    3. Chrome: Choose option 'the beginning of time' from the pull-down menu 'Obliterate the following items from'. Select Cookies and other site and plug-in data and Cached images and files, then click Clear Browsing Data.

We further recommend that you use an Ariba certified browser:

Google Chrome 26 and 34

Microsoft Internet Explorer 7-11 (32-bit)

Mozilla FireFox 24 or 27 (ESR)

Data provided to Ariba as part of establishing the supplier account in the Ariba Network is governed by Ariba terms.  Data provided directly in the LANL Ariba system is governed by a LANL contract that requires data storage on secured servers in the USA. Ariba is a cloud-based system; therefore no data is stored by LANL.

When suppliers create an account on the Ariba Network, the supplier must agree to the Ariba Network Terms of Use and Privacy Statement, thereby creating an agreement between Ariba & the supplier. Information provided as part of creating an account on the Ariba Network (e.g. basic company information, services provided, etc) are stored according to Ariba terms, so it is possible this data is stored outside the USA.

When suppliers enter data and perform transactions in the LANL Ariba instance, this data is contractually required to be stored on secured servers in the USA.

Section 2: Invoicing and POs

Here are invoicing guidelines to follow during the transition to Ariba. 

As a general rule of thumb: 

  • Any purchase orders finalized before 6/1/2021 should continue to be invoiced via
  • Any purchase orders or contracts after 6/1/2021 should be invoiced via the  SAP Business Network (formerly referred to as the Ariba Network). 
  • Every supplier’s situation is unique, therefore; you should always defer to  your LANL POC when in doubt. 

How do you know if you have to invoice via the Business Network (Ariba)? 

  • Invoice via if your purchase order starts with: 
    • A number (ex: 621321) 
  • Invoice via the Business Network if your purchase order number or contract  number starts with: 
    • EP (ex: EP123456) 
    • C (ex: C123)

Note: a CW### Is not a valid purchase order and your invoices will not be accepted.

If you have a standard account, you will either click the link for the PO in the original  email that the PO was sent to you, or you can send yourself another copy of the  email from within the order in Ariba. To send yourself another copy, click the order in  Ariba, then click the 3 dots to the right of the order. Once you click the link in the  email and sign in, you should see the option to invoice the order on the top of that  PO. You will not go to the Contract PO area to invoice the order. 

*Note, do not not invoice from the ‘Create’ button on the main Ariba dashboard. 

If you have an Enterprise account, you can invoice directly within the PO in your  orders in Ariba. 


To attach a document when creating an invoice:

  1. Click Add to Header > Attachment.
  2. In the added Attachments section, click Browse and select the document.
  3. Click Add Attachment.

Remember that the total size of all attachments cannot exceed 100 MB.

Additional Information

The following are additional considerations related to invoice attachments:

  • Not every customer accepts invoice attachments. View your customer's invoicing rules to see if attachments are permitted.
  • Your customer might also limit the type of files you can attach to invoices.
  • Suppliers commonly add a PDF [Portable Document Format] copy of the invoice and supporting documentation to their invoices.
  • To delete a document that you added to an invoice, select the box next to the document, and click Delete.
  • After you submit an invoice, you can edit the attachments only for invoices in Canceled, Failed, or Rejected statuses. For invoices in other statuses, work with your customer to decide how to send the attachments.
  • If you are still unable to attach your document, verify that you are using a certified browser and go through the common browser troubleshooting suggestions.

**It is important to note that when adding an attachment, please upload the PDF attachment with no special characters in the file name. This can cause the invoice to be rejected by the system. 


LANL is not accepting non-PO invoices in Ariba at this time. If you have an existing open order that is not in Ariba, please submit the invoice through

You can view your invoices and payment status once you are transacting on the Ariba Network.

Invoices cannot be deleted from your SAP Ariba account. You can fix an invoice you have already submitted the following ways:

  • Ask your customer to reject the invoice so you can resend it.
  • Depending on your customer's transaction rules, you may be able to cancel invoices:
  • Click on Workbench > Invoices.
  • Click the invoice number you want to cancel (Search for it or Edit filters).
  • Click Cancel at the top of the invoice.
  • Click Yes to confirm.

For Time and Materials contracts, the specificity of the lines will vary, depending on the terms and conditions of the contract. When your existing contracts are migrated from Oracle to Ariba, you will receive a PO in the Ariba Network that clearly states what each line item is and its applicable limits. Ariba will assist you in invoicing at the appropriate level of specificity, as the process of entering a PO invoice requires that you invoice against specific lines.”

As our new procurement process develops and matures – things will become more evident where all the moving parts fit in.  LANL has a large support team working with our suppliers at present – if you need anything further along the way, feel free to reach out to and we will work to a resolution.

To process an order, your company’s trading relationship must be established with LANL in Ariba. Establishing this relationship looks different depending on the account type your company has (Standard vs. Enterprise) 

For Standard account suppliers:

LANL will send a penny PO to your company. This is a test PO to establish your company’s trading relationship with LANL in Ariba. Click'' Process Order'' in the email notification to open the PO on the Ariba Network. Opening your first PO from LANL will establish the Trading Relationship. Please note, once you click that button you may see a pop-up window for potential existing accounts. Please close that window, and click login on the main screen.

Then create an order confirmation. Doing so will alert LANL that you have opened the PO and established the Trading Relationship. To create an order confirmation, click the Create Order Confirmation button on the top left of the screen. Choose Confirm Entire Order from the drop‐down list.

You may enter any date in the Est. Delivery Date required field. (You need to complete only the required fields because this process is not a real PO.) Click the Next button.

After receiving the order confirmation, LANL will cancel the penny PO. Please do not submit an invoice for this PO. You will receive an email notification stating that the order was canceled, and the order will appear in your Ariba Network account under a status “Obsoleted.”

For Enterprise account suppliers:

LANL will send a Trading Relationship Request (TRR) to your company to establish the trading relationship.

To accept the trading relationship request:

  1. Click the link in the email that says Get started.
  2. The invitation link then prompts you to either Use an existing account or Create a new account. Select the option to use an existing account, and log into the account that is registered with LANL. 
  3. Once logged in, in the upper-right corner of the application, click [user initials] > Settings and select Customer Relationships.
  4. If necessary, select any Pending trading relationships and click Approve.

If you would like current or future trading relationships to be automatically accepted, please ensure that this preference is selected at the top of the page.

Additional Information

If this process was unsuccessful:

  • Determine if the email link is outdated or still valid.
  • Check to make sure all customer-requested surveys and tasks are completed.
  • In case you are not the administrator of the account, check with the admin if your user has the Trading Invitation Account Merge permission.?
  • Contact customer support if your buyer claims that orders have already been sent or for any additional help.

Section 3: Training and Support

Visit our Supplier Resources webpage for additional information, training and resource material. If you have questions or need assistance, please contact the LANL Supplier Management Team at

Functional training will be offered after you complete the onboarding process (registration and account activation in the Ariba Network). In addition to the resources mentioned in the above FAQ, LANL specific supplier training materials for Ariba will be posted to the Supplier Information Portal ( Suppliers can access the general FAQ forum by using the Help Center at and clicking Help Center within their account. 

The level of continuous support depends on your account type. Suppliers with a standard account may contact the LANL Supplier Management Team at, whereas enterprise account suppliers may also contact Ariba Network’s Support Center at and click Help Center. 

Yes. Notifications can be sent to up to three email addresses. This can be administered under Company Settings, Notifications, General, Network, Discovery, Sourcing & Contracts. 

The Ariba Network will send Order Confirmations to LANL via Ariba Network. However, we recommend that you consult with the LANL Procurement Specialist before you make any changes to what LANL requested. 

Please contact your LANL Procurement Specialist with any questions about your current contract. For questions about registering with LANL on the Ariba Network, contact the LANL Supplier Management Team at