SAP Ariba @MAHLE

Dear MAHLE suppliers for Non-Production Materials (NPM),

In the next few years, MAHLE will implement SAP S/4HANA worldwide. Part of this project is the conversion of MAHLE NPM Purchasing to paperless ordering processes.

Our decision has been made for SAP Ariba, the world‘s largest B2B trading network. Not only our, but also your company will benefit sustainably from a significantly simplified, automated and digitized supply chain.

In the following, find out more information on what SAP Ariba is, when MAHLE’s change to Ariba will take place, how you as our supplier will become part of the SAP Ariba

Network, which advantages it creates for you and how the ordering process will look like in the future.

Thank you for taking a big step into the future with us and thus strengthening our partnership.

Kind regards
MAHLE NPM Purchasing

Explainer Clip for Suppliers - Sound on!

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Heads of the Initiative

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Director Global Purchasing NPM

Georg Wende
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Supplier Enablement Lead

Sarah Bolten
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Global Catalog Manager

Philipp Beikirch

Quickstart - Please use our contact form for the Ariba-onboarding

Quickstart

Ariba Questionnaire

Please use our contact form for a lean onboarding process and quick establishment of our trading relationship via the Ariba Network. You can also directly navigate to our Download Center, where you find for example the MAHLE catalog-template and further useful guides.

Overview - MAHLE goes Ariba

The benefits of being a member of the Ariba Network

Processing transactions via the SAP Ariba Network is of great benefit not only to MAHLE, but also to our suppliers. Your advantages at a glance:
  • Accelerated supply chains
  • World's largest B2B online market place
  • Real-time access
  • End-to-end transparanecy
  • Further business opportunities
  • Reduced process costs

What is SAP Ariba and what are the advantages of trading via the platform?

SAP Ariba is the world‘s largest B2B trading network. The digital marketplace enables companies to manage their business relationships and conduct their transactions with maximum efficiency. According to SAP, approximately 4.4 million companies from 190 countries were Ariba network partners in 2019. They have traded approximately 195 million catalog items, completed 180 million transactions, and achieved a trade volume of $2.9 billion (USD).

Processing transactions via the SAP Ariba network is of great benefit not only to MAHLE, but also to our suppliers. Your advantages at a glance:

What MAHLE's suppliers can expect

Please find MAHLE's roadmap here. You will either be nominated by NPM Purchasing or could volunteer for becoming a member of the Ariba Network to continue your business relationship with MAHLE.

When will MAHLE switch to SAP Ariba?

The implementation of SAP Ariba at MAHLE will take place in the period from 2019 to 2025, ordered by regions and countries. Please see the map below to find out by when you, as our valued NPM supplier, must be a registered member of the SAP Ariba Network and have a functional account to successfully continue the business relationship with MAHLE.

2019: Pilot in Poland and Slovakia
2020: Germany and Romania
2021: Remaining European countries and North America
until 2025: South America, Asia and remaining countries

What steps do you have to take to continue your business relationship with MAHLE via SAP Ariba?

In order to successfully continue your supply relationship after the implementation of SAP Ariba at MAHLE, you must be or become a member of the SAP Ariba Network.

Your company is already a member of the SAP Ariba Network?

If you are already a member of the SAP-Ariba Network, you can use your existing account to transact with MAHLE. Please get in touch with your MAHLE NPM-Purchasing contact or fill out the Ariba Contact Form about Ariba. Getting in touch with MAHLE in advance will accelerate the onbaording process significantly and lead to a quick establishment of the trading relationship via Ariba Network.

Your company would like to become a member of the SAP Ariba Network?

Your Options

Choose your account type on Ariba Network

SAP offers two different account types to Ariba Network partners. Which of the accounts you choose is up to you. For catalog suppliers an Enterprise account is mandatory. Please address this also to your contact within MAHLE Purchasing.

What steps do you have to take to continue your business relationship with MAHLE via SAP Ariba?

Choose an SAP Ariba Network Standard (Light) or Enterprise (Full) Account

Which of the accounts you choose is up to you. For catalog suppliers an Enterprise account is mandatory. Please address this also to your contact within MAHLE Purchasing.

A Standard (Light) Account is useful for you if your annual number of documents is low and you do not want to provide an e-catalog. All relevant documents (orders, confirmations, invoices) can be processed via the Standard (Light) Account, but it does not offer all network functionalities. For example, orders are only stored on the Ariba Network for a limited time.

If you want to offer MAHLE an e-catalog, an Enterprise Account is mandatory. However, even if you do not provide an e-catalog, the Enterprise Account is still advisable if

you exchange many documents with MAHLE and/or other customers and would like to fully benefit from all Ariba Network functions.

The following table shows a comparison of the two account types:

Section Standard (Light) Account Enterprise (Full) Account
PO Order via interactive e-mail (deposit of only one e-mail address possible) Order via interactive e-mail (deposit of several e-mail addresses possible)
PO-Flip of follow-up documents PO-Flip of follow-up documents
ASN (Advanced Shipping Notice) ASN (Advanced Shipping Notice)
  Machine-to-machine Integration
  In-box Access in the Ariba Network
SAP Ariba Support Online Help Center (for technical questions only) Online Help Center
Online Community Online Community
  Offline support via telephone, chat, e-mail
  Direct contact and help from onboarding experts
  Technical support for account configuration and integration
  Online training courses
Integration No integration possible cXML, EDI, Fax, CSV (in future: PDF, e-mail or upload)
Reporting No reporting possible Reporting is possible
E-catalog No e-catalogs possible Loading of e-catalogs (in BMECat, CIF, cXML, Excel)
Fees Free of charge SAP Ariba network fees
Mobile App Included (currently usable without restrictions) Included

While the SAP Ariba Network Standard (Light) Account is free of charge, the following fees apply to the SAP Ariba Network Enterprise (Full) Account. The fees are set by SAP Ariba and cannot be influenced by MAHLE. Please find there a list with the current Ariba Network fees per region.

Fees for having an Enterprise Account on the Ariba Network

Ariba Network Fee Calculator — Step by Step

Use the Ariba Network Fee calculator to find out if your Enterprise Account remains free of charge (depends on transaction volume and document count).

Please follow the link to SAP Ariba Website.

  1. Klick the tab „Calculate the value to your business“.
  2. It will open the following calculator scheme.
  3. In the following, you will find the estimated costs once you have filled the calculator with your transaction data.

Supplier Enablement is the inital step

Depending on your business relationship with MAHLE and your existing Ariba Network account, there are two different possibilities how the procedure of supplier enablement could look like.

Enablement Procedures

Depending on your business relationship with MAHLE and your existing Ariba Network account, there are two different possibilities how the procedure of supplier enablement could look like.

— Light Enablement

  1. You have been nominated for the usage of the Ariba Network and MAHLE has informed you accordingly. Therefore you are part of MAHLE’s future procurement strategy. Once a demand arises, a purchase order is created for you.
  2. Interactive e-mail: You will receive a registration/login link for the Ariba Network via e-mail along with your first purchase order. If the chosen contact was not correct, please inform MAHLE immediately to correct the contact data. This step is essential to avoid delays within the supply chain.
  3. Registration: If you do not have an account on the Ariba Network, please register. Otherwise, you can log in with your existing access data.
  4. Configuration of your user account: After you have successfully registered and accepted the general terms and conditions, you can configure your user account.
  5. Once you have registered/logged in, you will be automatically forwarded to the order. Here you can confirm the order via the Ariba Network, make any changes, and place an invoice, too. Afterwards, you will receive all future orders via your Ariba Network account.

— Full Enablement

  1. MAHLE will send you a project notification letter with the basic project information and an invitation for the supplier online summit. If the chosen contact was not correct, please inform MAHLE to correct the contact data. If you already have an account on the Ariba Network, please use your existing access data to accept MAHLE’s Trading Relationship Request (TRR).
  2. Please register for the supplier summit in case that you do not have an account on the Ariba Network yet.
  3. During the online summit, MAHLE will present more details about the scope and the project. You will have the chance to participate in a live Q&A session with MAHLE and SAP Ariba. Afterwards, you will be asked to register on the Ariba Network if you have not done it yet.
  4. MAHLE will send you a Trading Relationship Request (TRR) via the Ariba Network.5. Accept the Trading Relationship Request (TRR) that was sent by MAHLE.6. The Onboarding Agents of SAP Ariba will start calling you and support you during the enablement process on the Ariba Network.
  5. Please confi gure your account on the Ariba Network according to the project scope of MAHLE. SAP Ariba will support you in doing so.
  6. Once everything is correctly configured, you are enabled for the paperless document exchange with MAHLE (and other customers) on the Ariba Network and therewith part of global digital supply chains.

Transacting via the Ariba Network

With the switch to SAP Ariba, the ordering process between MAHLE and your company will be significantly simplified, as the following two graphics show.

What does the transaction process between your company and MAHLE look like after the switch to SAP Ariba?

In the following, you find the document flow and different onboarding options on Ariba Network. If you would like to have a full integration, please contact us via supplier.ariba@mahle.com.

Questions and answers about SAP Ariba at MAHLE

MAHLE will convert its procurement processes to the SAP Ariba Network by 2022. Here you can find further information and details on the process of the system change to ensure a smooth transition for you.

Information on user accounts

What is a Standard (Light) Account?

The Standard (Light) Account on the Ariba Network is a free way to place orders with the business partner via interactive e-mail. Interactive means that you can go directly from the e-mail to the Ariba Network, where you can process your order or send an order confirmation directly and easily.

Which fees do arise when joining the Ariba Network?

  • With a Standard (Light) Account, you can use Ariba free of charge, regardless of the invoice amount. The order is placed via e-mail.
  • With an Enterprise (Full) Account, you pay fees for using the full functionalities. You can find a detailed overview of fees here.

What counts as a document?

Orders and invoices count as documents, but not order confirmations or dispatch confirmations.

Will the amount of the transaction fee of currently 0.155 % be changed?

No. This fee will continue to be 0.155 % of your total transaction volume in relation to all customer relationships once you become liable to pay.

Do the specified value limits (e.g. for number of documents or annual turnover) only apply to business with MAHLE?

No. The figures always refer to the sum of all business partners together.

If we have multiple customers in Ariba, do we have to pay for multiple subscriptions?

No. They are assigned a single subscription that applies to all customer relationships.

What is the difference between the four Enterprise (Full) Account subscriptions (Bronze, Silver, Gold, Platinum)

For detailed information, see SAP Ariba Website.

What happens if the annual number of documents corresponds to a lower subscription level than that of the paid fees?

You will automatically be downgraded to the lower subscription level on the day the account becomes chargeable for the first time.

From what size is a Standard (Light) or Enterprise (Full) Account useful?

If less than 75 documents are exchanged per year (not limited to the business relationship with MAHLE), a Standard (Light) Account is generally recommended, otherwise an Enterprise (Full) Account. If you want to offer MAHLE an e-catalog, you must have an Enterprise (Full) Account.

Is it possible to create a catalog so that the requester can order our products and services directly?

If you do not yet supply MAHLE via an e-catalog, but would like to do so, then please contact your responsible contact in MAHLE NPM Purchasing or fill in the Ariba Contact Form. Please also note that you need an Enterprise (Full) Account to upload catalogs.

Which account do you need to completely integrate your ERP system?

  • This is not possible for Standard (Light) Account suppliers.
  • As an Enterprise (Full) Account supplier, you have the option of complete system integration from the "Silver" level upwards. With this level, you can process orders completely through your system without having to access the Ariba Network.

How can we activate an Enterprise (Full) Account?

In general, you can create an Enterprise (Full) Account at any time.

  • If you do not have an Ariba Network account yet, you can register here. Then select the upgrade to an Enterprise (Full) Account.
  • If you have already registered for an Ariba Network account, then log in to it and follow the steps there.
  • After the upgrade, you will receive a unique number - the Ariba Network Identification (ANID). Please send it to the following e-mail supplier.ariba@mahle.com. As soon as MAHLE links to you on the Ariba Network, you will see this under "Company settings" / "Customer relations".

When will you be able to link to MAHLE on the Ariba network?

  • A link between you and MAHLE is necessary so that documents can be exchanged via the Ariba network.
  • As a Standard (Light) Account Supplier, you will be connected via the first order and the interactive e-mail generated by it.
  • Enterprise (Full) Account suppliers can contact the SAP Ariba telephone support directly. For details, see your Trading Relationship Request (TRR).
  • If you already have an Ariba Network Account, you can simply add MAHLE as an additional customer.

Is there an order notification?

  • Standard (light) account suppliers always receive the order by e-mail to the same address. It is not possible to send the order notification to multiple e-mail addresses. Therefore, please fill out the Ariba Contact Form or send an email with the correct data to supplier.ariba@mahle.com.
  • Enterprise (Full) Account suppliers can determine if and to which e-mail address(es) the order notification is sent.

Can profiles be created in the Ariba Network?

  • Standard (Light) Account suppliers do not have this option.
  • Enterprise (Full) Account suppliers can create different authorizations in the Ariba network and activate several employees.
  • Creating profiles is useful as you can assign roles to individual employees. This ensures, for example, that different user groups are given appropriate authorizations, thus preventing unauthorized access to and modification of sensitive buyer data.

You are a group of companies with a large number of legally independent units, which all have to be registered separately. Is this possible?

  • This is not possible with Standard (Light) Account suppliers.
  • Enterprise (Full) Account suppliers only need to register once on the Ariba network. You can then create different sub-companies.

Who will initially create my company's data on the Ariba network?

When registering, each business partner deposits their data on the Ariba Network.

On the subject of data security: Where and how long is my data stored when using SAP Ariba and who has access to it?

  • The Ariba Cloud-system, which MAHLE accesses, runs for the most part on servers in Europe.
  • The minimum duration of data storage depends on the length of time required by German law and can be read here: Data Privacy at MAHLE.

Can I contact my Purchasing contact person directly if I have further technical questions about SAP Ariba?

Standard (light) account suppliers please contact supplier.ariba@mahle.com.

  • Please do not contact your contact person in purchasing.
  • Enterprise (full) account suppliers receive telephone support directly from SAP Ariba. For details, see your Trading Relationship Request (TRR).

Information for catalog suppliers

Why do catalog suppliers need an Enterprise (Full) Account?

To be able to provide catalogs, you need an Enterprise (Full) Account - even if you share less than five documents and/or have a turnover of less than EUR 43,250 p.a. Since the above values are below the limits of the paid account, the Enterprise (Full) Account is free of charge in this case. From more than five documents and/or an annual turnover of more than 43,250 EUR, this account is subject to a fee.

In which format can a catalog be made available?

Catalogs can be provided in, Excel,CIF and BMECat

Which eClass or UNSPSC version should be stored in the catalog?

MAHLE has made the decision to use UNSPSC instead of eClass. UNSPSC version 20.0601 has to be used. If you need help for the matching, please contact MAHLE.

What needs to be considered when creating and providing a catalog for MAHLE?

  1. Please provide unequivocal shortnames that allow the end-user an easy identification of needed goods. Shortnames can contain up to 80 characters in Ariba.
  2. Catalog items should be equipped with at least one product image. For items where there's no image available, please provide a placeholder image (e.g. your company logo). Pictures should not exceed the maximum size of 250x250 px.
  3. When uploading the catalog, please use the catalog subscription name provided by SAP Ariba.
  4. MAHLE is mainly working with static catalogs. If you would like to provide a punch-out catalog (webshop), please address this to your contact in MAHLE NPM Purchasing.
  5. You can find the catalog template according to MAHLE standards and further helpful documents in our Download Center.

Purchase Order

How does the sending of the order confirmation work?

  • With Standard (Light) Account suppliers, order confirmations can be sent using the interactive e-mail.
  • For Enterprise (Full) Account suppliers, these confirmations and invoices can be sent directly over the Ariba network in the form of a PO Flip. The PO Flip is an automatic conversion of the PO into an invoice.

Is only one central e-mail address or are several e-mail addresses possible for receiving orders?

  • Standard (Light) Account suppliers always receive the order by e-mail to the same address. It is not possible to send them to several e-mail addresses.
  • Enterprise (Full) Account suppliers can determine whether and to which e-mail address(es) the order notification is sent.

What do I do if the order in the e-mail does not contain the correct data or the invoice amount is different due to additional effort?

Both Standard (Light) and Enterprise (Full) account suppliers can change certain data, such as quantity or price within certain tolerances. The MAHLE Purchasing department then rechecks the data. For more extensive changes, please contact MAHLE Purchasing directly.

Where to learn more?

Further in-depth information is available on the SAP Ariba webpage:

  1. Ariba Network Standard (Light) Account
    On-Demand-Demo
    Simulation
  2. Ariba Network Enterprise (Full) Account
    Training Video
  3. Supplier FAQ Ariba Network
    Supplier FAQ
  4. Further Ariba trainings
    Link.

Download Center

Download Center

Ariba Network
Supplier Guide

Download

[PDF; 2839 KB]

Ariba Network
Excel Catalog Guide

Download

[PDF; 1154 KB]

MAHLE's Catalog Standard
Excel Catalog Template

Download

[XLSX; 783 KB]

Procurement @ MAHLE goes digital
Supplier One-Pager

Download

[PDF; 743 KB]

Ariba Excel Export
Unit of Measure

Download

[XLSX; 783 KB]

You could not find your questions about the SAP Ariba Network? Please contact the following e-mail address: supplier.ariba@mahle.com.