Supplier Toolkit

SUPPLIER TOOLKIT

Ariba Supplier Lifecycle and Performance (SLP)

As part of optimizing procurement processes and Supplier Lifecycle Management, Cairn offers a dedicated tool for collaborative management with our Business Partners.

As the main tool for exchange between Vendor Management team and suppliers, the portal allows new suppliers to register with us, track the registration process and respond online to requests raised. Get ready to experience a friendly Ariba Supplier Lifecycle and Performance solution to enable easy assessment, quicker monitoring, improved performance visibility, and a stronger supplier engagement solution for innovation, flexibility, and proactive compliance.

Click here to a fill the Supplier Registration Request Form (Form A).

Step 1. Guidelines on Filling “Form A” (Supplier Registration Request Form for Ariba Registration)

Step 2. Guidelines on Registration with SAP Business Network for Ariba Sign Up/Login

Step 3. Guidelines on Filling “Form B” (Supplier Registration Form for SAP Registration)

FAQ:

Guidelines on connecting with Ariba Customer Support for Technical Queries

Ariba Helpdesk Email:smart.source@cairnindia.com

Ariba Helpdesk Contact: +91-124-677-3680 / +91-931-9988-049

Helpdesk Timings: 8:30 AM to 5:30 PM (IST) Monday to Friday

Smair Image Smart Source is a web based sourcing solution aimed at automating the tendering process at Cairn. It will allow you to respond to Expression of Interest (EoI) and Invitation to Tender (ITT) online. Smart Source will provide you:

Greater flexibility in bid response from anywhere up to the bid closure time
A guided approach of responding to the ITT ensuring completeness of response
Message boards to receive and send messages pertaining to a specific EoI/ITT The system is geared to improve our transaction efficiency during the tendering process and ensure
Reduced timelines for award
Paperless transactions

If you are a registered vendor with Cairn, you will be provided with a User Id to access Smart Source. Once you receive your User Id, you are requested to reset your password and complete your online profile.

As part of our endeavor for continuous improvement and providing better business experience for our suppliers, we will be launching other initiatives to facilitate better information for our suppliers. Please watch out this space to know more about these initiatives...

Training Video and Manual

The manual contains detailed information and procedures for Supplier activities on the Smart source portal, such as:

Submitting response to Expressions of Interest (EoI)
Submitting response to Request for Information (RFI)
Submitting response to Invitation to Tender (ITT)
Submitting response to Request for Proposal (RFP)

Download PDF

Ariba Sign Up Video

FAQ

Please refer to the document below for some common queries around using Smart Source

First time Ariba Signup & Profile settings

User Name & PW Resetting / Browser error fix in Ariba

Ariba Commerce Automation (Post PO collaboration & e-Invoicing) helps to automate, simplify and accelerate our post-procurement and payment processes for goods and services. It also helps us to build collaborative supplier relationships and ensure closer integration with our suppliers.

Ariba CA will enable with the following functionalities:

Online exchange of documents like purchase order, shipping notification, goods receipt and service confirmation thereby ensuring better visibility of the process
Suppliers to submit key documents (associated with delivery / service execution) online
Real time online status updates of suppliers’ delivery status and invoices, eliminating the need of multiple follow-ups
Real time status update on invoices

QUICK LEARN

Kindly refer to the following videos for quick help on actions required by the suppliers to interact through Ariba CA Dashboard

1. Post PO

Standard Account Supplier Training

Registration and Login

Account Configuration

Material Order Processing

Service Order Processing

2. E-invoicing

E-invoicing process

E-Invoicing User Manual – Ariba CA

E-invoicing FAQs.

ARIBA Helpdesk Mail: aribaca.helpdesk@cairnindia.com

Helpdesk Contact: 0124-459-3323 / 920-5020-883 / 844-8855-034

Attached are the documents covering key provisions related to Direct and Indirect taxes and Withholding taxes applicable in India for general understanding of Indian & Foreign bidders. These are intended to summarize and provide quick snap-shot of applicable provisions and not intended to be comprehensive list of applicable taxes. Though care has been taken in compiling these, bidders are requested not to rely solely on these documents and to recheck the same from their own sources also. Company does not take any responsibility of its correctness.

What is the working time & contact details of the AP helpdesk?

Cairn AP helpdesk works Monday to Friday from 8:30 AM to 5:30 PM IST. It's closed only on Saturdays, Sundays & on any public holiday. Vendors can reach the AP helpdesk through e-mail at contactus.ap@hdcairnindia.com

What’s the address where we need to send our invoices

The vendor should submit their Digitally signed invoices through email to

Invoice.Submission@cairnindia.com

How can we update our bank account number or register ourselves with Cairn

You can directly raise request for Registration/ Bank amendment through the following link https://cairn.ivalua.app/page.aspx/en/usr/login and reach out to helpdesk on +91 124 6773680 or write to vendor.registration@cairnindia.com. The vendor registration team supports in maintaining/ updating/ adding vendors to our vendor database. They shall help you with the next steps and documents that needs to be provided.

We send Invoices to accounts payable sent but they never receive it

There is no need to send Hardcopy of the invoices to the Accenture office. Only digitally signed invoices are accepted.

We never receive any invoice receiving acknowledgement or remittance advice

This functionality is automated in our ERP system. The only reason why you are not getting notifications may be due to the correctness of e-mail address updated in our records. What you should do is to reach out to vendor registration team (as specified in question 3) to check and have your e-mail ID records updated.

When my invoice gets rejected

The following are the invoice rejection criteria:

Incorrect Company Name- The invoice should be in the name of “Cairn Oil and Gas (Vedanta Limited)”. If the vendor has sent the invoice in any other name, it will get rejected & it is suggested to resend the invoice in the correct company name.
Not a digitally signed invoice- Vendor is suggested to send the digitally signed PDF invoice
PO/SO/Co & SES/GRN number missing- Vendor is suggested to mention the PO/SO/CO & SES/GRN on the invoice.
Incorrect Amount Calculation - The vendor is suggested to provide the correct calculation
Incorrect GST - The vendor should mention the correct GST of Vedanta as per the business place. The vendor’s GST also should be correctly mentioned.

How do I get C Form OR the TDS certificate?

You may reach out to our Helpdesk at contactus.ap@hdcairnindia.com. The cairn Helpdesk team coordinates with the tax team and shall help you with necessary documents.

What should we do so we get paid on time?

Our endeavor is to ensure all our suppliers are paid on time as per the contracted payment terms. To enable payments as per due date we request following. Legitimate PO/SO/ Call Out number on face of invoices submitted. For Services, please ensure the time sheets are approved and SES created by users on time. Please note that the payment terms kick in our systems the day either the invoice is scanned in our ERP or the day GRN (for Material supply) is created whichever is earlier.