Getting started
Understanding supplier registration and supplier enablement
Understanding Supplier Registration and Supplier Enablement
Creating a supplier account
How to Create a Supplier Account on the SAP Business Ariba Network
Creating an SAP Business Network Account
Configuring your supplier account
Homepage Layout
Customise Workbench
Account Overview and Customise Widget
Configure Routing Notifications
SAP Account Administration
How to change your SAP Account Administrator
Managing Multiple Accounts (Account Hierarchy)
Supplier registration
Information Required for Vendor Registration
Completing the Vendor Registration Questionnaire Guide
Completing the Vendor Registration Questionnaire Guide - China
Completing a Vendor Registration Form
Insurance questionnaire
Insurance Questionnaire Definition Fact Sheet
Completing the Insurance Questionnaire Guide
Completing an Insurance Certificate Questionnaire
Trading relationship request
Accepting the Trading Relationship Request
Vendor network overview
Standard and Enterprise Account Recording
Vendor risk management
Four step process
- You may receive an email from ‘Microsoft invitations on behalf of Fonterra
Co-operative Group Limited’. Click the ‘accept invitation’ link in this email and follow the steps to get access to the portal.
- You will then receive a second email asking you to complete a Fonterra Vendor Risk Assessment questionnaire(s). Click the link in the second email.
- Log in to our vendor portal using your username and password that you set up in step #1.
- Answer the questions in your assigned vendor risk assessment(s) and upload any required documentation before submitting your responses.
If you need any additional support to complete your assessment, please refer to the Vendor Risk Assessment quick guide or contact us at procurementsupport@fonterra.com.
Conducting procurement activities with Fonterra
Ariba catalogue upload process and templates
Static Catalogue Upload Process
Static Catalogue Excel Template
PunchOut Catalogue Upload Process
PunchOut Catalogue Excel Template
Order confirmations & advanced shipping notices
Order Confirmations
Create an Order Confirmation from the Workbench
Create an Order Confirmation (Header Level)
Create an Order Confirmation (Line-Item Level)
Create a Ship Notice
Goods receipt notice
Goods Receipt Notice
Invoicing
Reminder: once your organisation is enabled on the SAP Business Network, it is critical to invoice via the channel you receive your purchase order on. If this is via historic channels, continue to invoice as usual (including FY25 Annual Orders). If you receive a purchase order via the SAP Business Network, all invoicing and transacting documents must be processed via the network.
Create a Standard Invoice against a Material Purchase Order
Create an Invoice Against a Service Purchase Order
Create an Invoice Against a Service Purchase Order
Create an Invoice
Create a Contract Invoice
Review, Save or Submit an Invoice
Copy an Existing Invoice
Modify a Returned Invoice
Resubmit a Rejected Service Invoice
Add Tax to Line Items en masse in an Invoice
Invoice Statuses
Create an Invoice Report
Review Invoice History
Remittance
View Remittance Advice and Export
Set up Remittance Notifications on the SAP Business Network
Credit Memos
Create a Credit Memo against an Invoice
Training Videos (from SAP Functional Training)
Fonterra Enterprise Account Functional Training
Fonterra Standard Account Functional Training
Troubleshooting invoice errors and error codes
Access a range of user guides and frequently asked questions for additional support for participating in Fonterra Sourcing Events.
This relates to suppliers that are enabled on the SAP Business Network. It provides guidance on how to manage invoice errors, including:
- Tips for reducing errors on invoices
- SAP Business Network error codes, and what to do if an error message displays including auto-rejection messages and troubleshooting.
1. Tips for reducing errors on invoices
When creating an invoice check the following:
- Ensure the correct purchase order has been selected.
- For that purchase order, ensure line item(s) have been added correctly.
- For each line item against which you will invoice, check that the amounts being invoiced do not exceed what is stated on that line item, including amounts for:
- Shipping (including special handling)
- Zero Percent Tax - where ‘Ship to’ is outside of New Zealand. - For each line item against which you will invoice, check the line item quantity that has been supplied to, and receipted by Fonterra.
If there is a requirement to invoice an amount or quantity greater than that shown on the purchase order line item, please contact Fonterra to arrange a revised purchase order – after which you may submit the invoice. Invoices submitted with incorrect amounts or quantities are rejected by Fonterra, and a resubmission is requested.
2. SAP Business Network error codes – what to do if an error message displays
When preparing an invoice, suppliers may encounter system error messages/codes that prompt the supplier to correctly complete the invoice. All error codes must be resolved to successfully transmit the invoice from the SAP Business Network to Fonterra. The table below describes the error codes, and what is required to resolve them:
Error codes that may be displayed to SAP Business Network-enabled suppliers:
| Error Code: | Error Message: | Cause: | What to do: |
| INV-8 | Invoice line number [x] is a duplicate. | There are multiple line items with the same line item number on the invoice. | Remove the duplicate line item from the invoice. |
| INV-108 | Reason comment for credit is required. | The supplier did not provide a reason comment for the credit. | Enter a reason for the credit. |
| INV-168 | Quantity must be greater than zero. | The quantity must be greater than zero. | Enter a quantity that is greater than zero. |
| INV-205 | Fonterra Co-operative Group Limited does not accept invoices for expired blanket purchase orders. | The validity date on the purchase order is no longer open. This is specific to service (limit) orders only. | Contact Fonterra to request a revised purchase order that has updated validity dates, or a new purchase order. |
Error codes that may be displayed to SAP Business Network-integrated suppliers:
| Error Code: | Error Message: | Cause: | What to do: |
| INV-17 | The ‘isHeaderinvoice’ indicator must be set to true for a credit or debit memo. | The SAP Business Network Business Rule prevents a credit or debit memo at a Header level. | Issue a line item credit memo against the invoice, not the purchase order. |
| INV-18 | Payment terms are not allowed in a credit memo. | The SAP Business Network Business Rule prevents a deviation from the payment terms. | Issue a line item credit memo against the invoice, not the purchase order. |
| INV-25 | The quantity of line item [x] exceeds the buying organisation’s quantity limits. | The quantity on the invoice line item exceeds the quantity on the purchase order line item. |
|
| INV-26 | The unit of measure (UoM) on invoice line [x] does not match the UoM on order line [x] for the purchase order [6xxxxxxxxx]:
| The unit of measure on the invoice line does not match the UoM on the order line. |
|
| No code | Exceptions: PO Line Maximum Amount Variance. The total invoice amount in line x has exceeded the amount specified in the corresponding purchase order. | The amount on the invoice line item exceeds the amount on the purchase order line item. | Contact Fonterra to request a revised purchase order that will allow the required amount to be invoiced. |
When an invoice is submitted to Fonterra the SAP Business Network will check the invoice against pre-defined rules. If the invoice does no comply with the pre-defined rules:
- The submitted invoice is automatically rejected back to your ‘Rejected’ items on the SAP Business Network dashboard
- Fonterra receives a notification that your invoice has been automatically rejected.
Below are the auto-rejection messages that you may see on your ‘Rejected’ items, along with the cause, and what to do with the invoice.
Auto-rejection Messages Specific to Invoices Against Purchase Orders that start with a '6':
| Error Code: | Error Message: | Cause: | What to do: |
| 1. | This invoice has Mathematical Errors. | Contact Fonterra Support for assistance. | |
| 2. | This customer does not accept invoices for orders sent outside of Ariba SN. | The validity period of the purchase order has not yet started. |
|
| 3. | The invoice date you entered is outside the range allowed by the buyer. Enter a date between xx/xx/xxxx and xx/xx/xxxx. | The invoice has been submitted outside of the start and end dates of the purchase order, which specify the validity period for invoicing. |
|
| 4. | Invoice or Credit Memo # already exists. | A previously used invoice number has been entered. | Use a new invoice number. |
| 5. | Invoice date cannot be backdated for more than 30 days. | The invoice date entered is further back than 30 days. | Change the invoice date to be within 30 days. |
Auto-rejection Messages Specific to Invoices Against Purchase Orders that start with a '8':
| Error Code: | Error Message: | Cause: | What to do: |
| 1. | Balance not zero: 19.55 debits: 415.93 credits: 435.48 | The invoice cannot be posted as the system cannot determine or validate the tax code required to post the invoice. | Check that the correct tax information has been selected, and that the taxable amount is correct. Resubmit the invoice with the correct tax information. |
| 2. | User [FonterrraUserID] already processing Purchasing document 8002760710 | The invoice cannot be created at this time as the associated Purchase Order is locked for processing (by a Fonterra user). | This error message will auto-resolve. If this message still exists after 24 hrs, contact procurementsupport@fonterra.com for further investigation. Do not resubmit the Invoice. |
| 3. | Inv. not automatically created, potential duplicate exists (acc doc 5100396306 2026) | The invoice has auto-rejected as the invoice number appears to be a duplicate. | Check to ensure that you have not submitted an invoice previously using the same invoice number. If required, resubmit the invoice with a unique invoice number. |
| 4. | Failed to resolve endpoint [followed by a string of numbers and letters] | This is a technical connectivity issue. | Wait until the next day and try again. If the situation is unresolved, contact procurementsupport@fonterra.com. |
| 5. | UOM is incorrect. | The invoice has auto-rejected as the unit of measure selected on the invoice has not been written exactly as it appears in the Invoicing unit of measure drop down lists. For example, in the dropdown list the unit of measure for hours is ‘HUR’. If you entered this as ‘hur’ the invoice will auto-reject back to you on submission. | Use the 'Search more' option in the dropdown lists, to select units of measure. Do not use free text. |
| 6. | Invoice could be rejected due to buyer business rules | The invoice has been rejected as it does not meet Fonterra’s business rules. | Contact procurementsupport@fonterra.com for more information. |
| 7. | Reversal quantity greater than quantity invoiced to date | This occurs when the Invoice has not been posted and/or debit can’t be posted due to quantity exceeding original invoice quantity. | Contact procurementsupport@fonterra.com Do not resubmit the Invoice. |
Troubleshooting:
The table below provides guidance on vendor invoicing troubleshooting scenarios, causes, and how to resolve these:
| Issue: | Cause: | Resolution: |
| Unable to locate a purchase order against which a supplier wants to invoice. | The system is unable to match the invoice to a purchase order or contract. | Contact Fonterra. |
| The purchase order has been cancelled so the supplier cannot submit an invoice. | The network rule ‘Cancelled Orders’ has been applied, preventing the supplier from invoicing against that purchase order. This exception applies to purchase order-based invoices. | Contact Fonterra to request a revised purchase order. |
| A line item is missing from the purchase order so the supplier cannot submit an invoice against that line item. | The PO line item in the purchase order is closed for invoicing. | Contact Fonterra to request a revised purchase order. |
| The supplier accidentally rejected the purchase order, so it is no longer available for invoicing. | The system does not permit invoicing against rejected purchase orders. | Contact Fonterra to request a revised purchase order. |
| The supplier accidentally rejected the line item, so it is no longer possible to invoice that line item. | The system does not permit invoicing against rejected line items in a purchase order. | Contact Fonterra to request a revised purchase order. |
| The currency on the purchase order or contract currency is not as the supplier expected. | The system does not allow for a supplier to adjust a purchase order or invoice currency. | Contact Fonterra to request a revised purchase order. |
| The supplier wants to submit an invoice with line items in a different currency to the rest of the purchase order. | The system does not allow a supplier to submit an invoice for mixed currency. | Submit the invoice in a single currency and provide the currency conversion rate that is used for any taxes claimed. |
| The supplier wants to update the purchase order Payment Terms. | The system does not allow for a supplier to adjust Payment Terms. | Contact Fonterra. |
Participating in a tender or sourcing event (RFx)
Access a range of user guides and frequently asked questions for additional support for participating in Fonterra Sourcing Events.
Create a Supplier Account
Participant in a Request for Information (RFI)
Participant in a Tender or Sourcing event (RFx)
Signing a contract - Docusign
Signing your contract via Docusign
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