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FAQs

Light Account Registration

Light Account (LA) allows free access to Ariba Network to process orders (PO) and invoices via email, regardless of number of POs and invoices or spent. However, LA only has limited functionalities.​
Using the LA, you will be able to view the last 50 transactions (PO and Invoices) with NTU at the Ariba supplier portal. From the portal, you may trigger the PO to your email to process the order and later perform PO-Flip[1] to generate an e-invoice to your buyer. It supports submission of basic documents through Ariba network such as Order Confirmation (OC), Advance Ship notice (ASN) and Invoice. ​ [1] PO-Flip is a simple process enabled by Ariba Network that allows a supplier to easily convert a Purchase Order into an Invoice, and transmit that Invoice to the customer that placed the Purchase Order.
You can find all your past transactions in your email account. Otherwise, you may contact your buyer for the PO​
  • Walk in registration at supplier.ariba.com
  • Upon receipt of First Light Account PO from NTU via email
  • Upon receipt of Sourcing invite from NTU via email​

When you receive the first Light Account PO or sourcing invite from NTU via email, click the ‘Process Order’ link in the email. This will take you to the Ariba Network login page.


For new users
  • Click Sign-up on the welcome page.
  • Register for an Ariba account to connect with NTU to process PO and Invoices

For existing Ariba Network (Light Account or Ariba Sourcing) who has not processed any PO from NTU

  • Click Log in on the welcome page
  • Log in with your existing account

 

For existing Ariba Network Full Account and transacting with other buyers.

If you want to use the same account to transact with NTU:

  • When you receive the Light Account PO, log in with the same username and password (charges may apply)

If you want to create a new account (Light or Full) to transact with NTU:

  • When you receive the Light Account PO, Sign up as a new account.

Note: Supplier logging in Ariba Network using an existing Sourcing Account created prior to May 2017 must contact Ariba customer support

There should only be 1 email account used for each company to transact with NTU. However, you may create multiple user IDs.

No, you can only have either a Full Account or a Light Account in doing business with NTU. The Ariba Network account will be tied to your unique vendor ID​​

Yes, you can. To know more about Full Account functionalities and fees, click “Learn More” button next to “Upgrade to From Light Account” in your homepage
Note: You can upgrade to Full Account only after signing up/logging in when receiving the Light Account PO from NTU.

Full and Light Accounts are managed by Ariba.  If there are further questions on the functionalities, technical support, fees etc.  Please refer to the support section of FAQ.

However if you have business related questions please contact procurement@ntu.edu.sg.

If you have processed the PO:

  1. Update PO email address through Supplier Modification Form found on NTU Supplier Portal.
  2. Log in to your registered Light Account to perform PO flip after goods and services have been delivered and receipted by NTU.

If you have not processed the PO:

  1. Forward the Light Account PO to the right recipient for PO processing.
  2. Register for a free Ariba Network Light Account.
  3. Update PO email address through Supplier Modification Form found on NTU Supplier Portal.
  4. Process the Light Account PO.
  5. Log in to your registered Light Account to perform PO flip after goods and services have been delivered and receipted by NTU.

In addition, you or your administrator can manage the following settings on your Light Account:

  1. Add up to 5 email addresses to receive PO through electronic order routing setting. You can also remove the incorrect PO email address here to ensure the recipient do not receive future POs.
  2. Add up to 250 users and manage their roles through User Creation setting. These roles should correspond to the user’s actual job responsibilities e.g., Finance, Sales etc.

Learn more on user settings in the User Guide.

Procure to Pay

Once Log in details are created for a Light account with NTU, Light Account suppliers must refer to the Light Account PO/Invoice status in their Email every time they will process order and invoices.

Supplier will need to provide a copy of the DO to the goods receipt officer during delivery.

Yes, the system is able to handle goods receipting and invoice processing for partial deliveries.

No. Suppliers do not have to send any physical invoice to NTU.No. Suppliers do not have to send any physical invoice to NTU.

Non-PO invoices can be sent to NTU Shared Services at address 42 Nanyang Avenue, #05-01. Singapore 639815. Mandatory information on invoice includes requester name and email address, including the College, School, Department or Centre name. These will be scanned into the OCR solution for payment processing.

Suppliers with Ariba Network Full Account (with fees) can manage their own catalog with NTU. If they do not have a full account, suppliers can contact the buyer at procurement@ntu.edu.sg to manage the catalog.

Nanyang Technological University (NTU) will be transitioning our procurement progressively out of GeBIZ to our own eProcurement System, provided by SAP Ariba.
For the period 1 May to 30 June 2018, suppliers would need to check both GeBIZ and SAP Ariba for procurement opportunities by NTU.

Yes, you can. To know more about Full Account functionalities and fees, click “Learn More” button next to “Upgrade to From Light Account” in your homepage
Note: You can upgrade to Full Account only after signing up/logging in when receiving the Light Account PO from NTU.

Yes, PO status needs to be “Received” for suppliers to be allowed to submit an online invoice.

Invoices/ Payment Matters

Invoices sent to NTU Shared Services (NSS) Finance will be time stamped at the NSS reception. Should there be any queries on invoice/payment status checking, it is recommended to provide us via email NSS.AP.P2P@ntu.edu.sg,  the supplier name, invoice number and invoice date to facilitate and speed up the checking.

Please write in to NSS(AP)-P2P NSS.AP.P2P@ntu.edu.sg with the following information provided to facilitate payment status check:

  • Vendor name 
  • Invoice number and date
  • PO and Good Receipt number (if applicable)
  • Invoice scan copy (if any)

Support

Technical (Ariba Customer Support)
For issues with regards to ARIBA system, please approach Ariba Customer Support. Click here for more information.

  • Portal related technical issues (eg. website down)
  • Password reset
  • Upgrade to Full Account

How can suppliers access (in their Light Account)?

  • Online Help
  • Web form driven Ariba Support

Business Related (NTU)

  • Light Account PO sending
  • Change of Email address to receive Light Account PO
  • Functional questions (Order Confirmation, Advance Ship Notice, Goods Receipt, Invoicing)
  • Any other business related queries

Send Email to procurement@ntu.edu.sg

Sourcing

Participating in a Sourcing event

Yes, ITT, ITQ and RFQ will be using this e-Sourcing portal​
For closed tender, suppliers will be sent an email invitation to submit their interest in participating. For open tender, suppliers will have to access NTU website and submits request for an invitation to participate. Suppliers will receive a notification via email which entails the invitation to respond to the tender.
Generally any file .xls and .pdf format will be acceptable
If you wish to withdraw your participation in the event, please contact the respective NTU Purchasing Executive.
Yes, there will be an award notification sent by the system to the awarded suppliers.

Post Sourcing Event

You can click on the “Proposals” tab at the top left hand corner. But you will not be able to post any responses.​
After clicking on “Excel Import”, you’ll be directed to a page where you’re able to click on “Download content”. This will download the content of the event in an excel template. You’ll have to fill in the required details in the excel file, save and upload back into the system.
You will need Microsoft Excel in your computer to modify the excel template file. The file format should be .xls when you upload it. Your Microsoft Excel version should be 2003 and above.
For the excel import feature, you’ll need Microsoft Excel (.xls). If the buyer allows you to add attachments, other file types may be supported (e.g. pdf)
The system has this capability. However, it is up to the buyer/event if they allow you to add remarks/comments or attachments in your response.
The system has this capability. However, once the sourcing event is closed, you will have to contact NTU Purchasing Executive to inform what changes are required. The NTU Purchasing Executive will then decide and update the content on your behalf.
Yes, it is possible to edit your response after it has been submitted if the sourcing event has not been closed yet.
Yes, there will be a green notification at the top of the screen to tell you that your response has been submitted. There will no email notification to confirm this, just the notification on top the screen.
Yes, all participated suppliers will be notified.
No, there is no limit to how many tenders you participate in
For an ‘Open Tender’ you will register your expression of interest to participate in the tender on Ariba Discovery by clicking on ‘Respond to Posting’. However, the actual submission of the bid will take place in your individual Ariba Supplier Portal.
Yes, you are only required to register with Ariba Network (AN) the very first time you want to participate in a tender. After that you can use these details for both Ariba Discovery and Ariba Supplier Portal. The NTU Procurement Website requires no ‘log-in’ details.
No, once the event is closed (not accepting anymore bids) your bid cannot be modified or withdrawn.