Onboard as a UBS supplier

We're strategically aligning the use of SAP Ariba suite of products for our sourcing and procurement activities across the firm. Product procurement (e.g. office materials) will be transacted over the SAP Ariba platform, and service procurement (e.g. Consulting services) on SAP Fieldglass. All existing processes and transactions currently running on other systems will be transferred to the aligned solutions before the end of 2021. Here, you'll find information about these systems, and the associated technical requirements to support you in onboarding as a UBS supplier.

SAP Ariba

We’re currently implementing SAP Ariba as the main platform for our Procure to Pay transactions. This will enable us to remove complexity and work more efficiently with our suppliers on all the shared aspects of business commerce: contracts, orders, invoices and payments.

We will fully operationalize the SAP Ariba solution by May 2021.

An important step in our digital transformation journey, we'll roll out the implementation in different waves. Our first wave is focused on the onboarding of suppliers who currently have a live catalog in the COUPA system. We’ll onboard our remaining suppliers in subsequent waves. Depending on the level of engagement, type of account and complexity of required integration, the timeline for each supplier enablement might differ.

Getting started

Transacting electronically on the SAP Ariba Network will be a standard part of doing business with UBS going forward. Below is a high-level overview of the key integration steps in our supplier onboarding process.

  • Receive a UBS Project Notification Letter
  • Participate in a kick-off call with your assigned UBS lead (recommended)
  • Register your account in the Ariba Network if you do not have one
  • Accept the UBS Trade Relationship Request
  • Follow the enablement instructions provided by a SAP Technical Specialist
  • Upload a catalog into test environment (if you currently maintain an active catalog in COUPA)
  • Work with us to test the integration of the end-to-end process
  • Go live

Ariba Network accounts

You can choose between two account types as a SAP Ariba Network supplier. The Standard account is free, while the Enterprise account will incur fees, depending on your subscription levels.

When registering with SAP Ariba, kindly note that you're creating an agreement directly with SAP Ariba, to which UBS is not a party. Please select the right one based on your business model.

Standard account

This offers basic functionalities and is completely free for suppliers. You can transact digitally using email tools and gain visibility into when you can expect payment from your customers. You’ll receive POs via the e-mail address associated with your standard account, and you can transact an unlimited number of documents with your customers without any fees.

Enterprise account

The enterprise account gives you additional access to a wide range of technological capabilities with advanced features. You can transform your operations with full ERP integration and generate real-time invoices. Subscriptions are determined by the number of documents you transact on Ariba Network within a 12-month period and the extent of the automation technologies and support that your business requires.

Catalog management

You can easily update product information and control how your products and services are displayed in SAP Ariba catalog management: CIF catalogs or PunchOut catalogs (Level 1 and 2).

Our preference is for suppliers to maintain a PunchOut level 2 catalog.

While we also accept CIF catalogs, we do not accept the use of PunchOut level 1 catalogs due to inferior user experience.

CIF catalogs (Catalog Interchange Format)

CIF catalogs are static catalogs created by you and hosted by us. This is a general-purpose catalog (e.g. Excel) used by thousands of procurement systems from many vendors around the world, and could be a better choice if you sell smaller numbers of products that don’t require frequent pricing, availability, or other changes. CIF catalog files list items, their descriptions, and prices. Each CIF file has three sections:

Header: specifies general attributes that apply to all the data in the file

Body: describes the items in the catalog

Trailer: last line in the file and marks the end of the catalog

PunchOut catalogs

PunchOut catalogs are directly hosted by you on your e-commerce site, and viewable by our users to make purchase. You'll control and maintain your content catalog, as outlined in the contract terms. 

  • PunchOut level 1: enables users to search for the items directly on your webshop from SAP Ariba Procurement.
  • PunchOut level 2: provides additional benefits, enabling users to search for items within our UBS procurement application. It also supports detailed descriptions, attribute-level key words, refinement support, and images, all of which help users find needed items quickly and easily.

Why join the SAP Ariba Network for suppliers?

SAP Ariba Network is the world’s largest business network, where more than 4.6 million companies transact USD 3.2 trillion in business annually. Joining the Ariba Network can help you reach more customers, as well as remove complexity and support us to collaborate more efficiently on a single, integrated platform.

SAP Fieldglass

We're using the SAP Fieldglass platform for service procurement and external workforce management. From purchase request to worker onboarding. Service receipt to external workforce management, automated payment and financial accounting. SAP Fieldglass provides end-to-end control and visibility for us and our suppliers on a single cloud-based platform. It also offers transparency on supplier performance and benchmarking, such as achieving milestones, service schedules or worker performance.

Once selected, suppliers will be onboarded to the SAP Fieldglass platform and provided with additional training sessions.