2/11/2021
In May 2021, Alphabet/Google is launching SAP as its new back-end Finance system. For most suppliers, this means using Ariba, an SAP procurement product, for enrollment/account management and to receive purchase orders and send invoices. It also means temporary system freezes and other impacts from now until May as data is migrated from legacy systems to SAP. Keep reading to understand key dates, implications and emergency procedures to ensure business continuity during this transition.
Please note: some details are being finalized and dates are subject to change. We’ll update this announcement regularly to ensure the latest information is provided.
Ariba Enrollment Freeze from Feb. 22 - Mar. 21
| Key Dates | Activity / Impact | Who is impacted? | Back-up process |
|---|---|---|---|
| By Feb 22 | Action Past Due: Suppliers unable to complete outstanding enrollments/updates by this date can resume activity March 15 Go here for help enrolling with Ariba. |
New Suppliers | Alternate channels will be available for urgent needs - please connect with your Google point-of-contact to facilitate or contact us directly here. |
| Feb 27-Mar 21 | Action may be Required: Suppliers will be unable to use Ariba to make account updates* during this period. | Existing Suppliers | |
| Mar 22 | Enrollment activities resume as normal | All Suppliers | N/A |
*The forms may still be editable but updates will be lost after the system upgrade. Please follow the back-up process for any urgent updates!
Purchasing & Invoicing Freeze, System Updates from Apr. 23 - May 2
| Key Dates | Activity / Impact | Who is impacted? | Back-up process |
|---|---|---|---|
| Ongoing until May 3 (Go Live) | As part of data cleanup, suppliers may receive notifications that fully invoiced purchase orders have been closed. | Existing Suppliers | N/A - no action required unless you believe a PO has been closed in error. Email [email protected] with any concerns. |
| Apr 23 - May 2 | Purchase order issuance will be heavily restricted | All Suppliers & Google PO Owners | Alternate channels will be available for urgent needs - we are finalizing details and will share more information soon. |
| Suppliers will be unable to submit invoices through existing tools - email submission will remain open but invoices will not be processed until after May 3 | Existing Suppliers | ||
| After May 3 (Go Live) |
Converted and new purchase orders will be shared over the Ariba Network and have new PO numbers that suppliers will need to reference when invoicing. | All Suppliers | There will be an interim period where suppliers can continue to reference old POs. |
NEXT STEPS
You will receive an email on March 22 to confirm supplier enrollment and account management activities in Ariba can resume as normal. After go-live on March 22, you may notice slight updates to the enrollment questionnaires, including the addition of tool tips and revised/removed fields to enhance the user experience.
ARIBA ENROLLMENT FREEZE DETAILS
| If you are a supplier with a pending Ariba enrollment or update: |
| Action is required: By no later than February 22, complete outstanding enrollments (both the main registration and tax questionnaires) or updates. Incomplete submissions, or those received after February 22, will need to be restarted after March 21 and previous progress may be lost. For urgent requests that cannot wait, please review the guidance for emergency requests here. |
| If you are a supplier who has already enrolled with Ariba: |
| Action may be required: From February 27-March 21, suppliers will be unable to use Ariba to update their account information. Forms may still be editable but any updates made during this period will be rejected and lost during the system upgrade. A banner will be added to the Ariba interface to remind suppliers of this temporary restriction. Action is only required if a supplier needs to make an urgent account update during this freeze period - more information on emergency procedures here. |
FAQs on System Cutover Impacts
- Do these impacts apply to all Alphabet/Google suppliers?
Suppliers can experience these impacts differently based on unique factors, like region, supplier type (e.g. an individual versus a corporation) and type of goods/services provided. We recommend reaching out to your Google point-of-contact to confirm specific use cases and expectations, or contact us here. - Who can I contact regarding critical business continuity or concerns?
Please reach out to your Google point-of-contact first - or contact us here if you still need help. Emergency procedures will be in place and shared internally to ensure business continuity and proactive steps are being taken to minimize these types of issues. - Where can I find my new Ariba purchase order numbers?
Old purchase orders will be replaced with new Ariba purchase orders and shared over the Ariba Network. If you have not yet set up your Ariba account to receive purchase orders and submit invoices, please follow the instructions here. Googlers will also receive new purchase orders and may assist in this process. While there will be a grace period to transition to using the new purchase order numbers, it is important to confirm your new Ariba purchase orders and reference the new numbers when invoicing! - Is there a guide or checklist for suppliers to get ready for this system launch?
Yes, we have this Supplier 2021 Readiness checklist and we’ll be regularly making updates to ensure it reflects the latest information so check back often!
RESOURCES & NEXT STEPS
- Google Supplier Help Center
A one-stop-shop site for supplier guidance and support on doing business with Alphabet/Google, including enrollment help resources if you’re stuck! - Supplier 2021 Readiness Checklist
Review this checklist to understand what’s changing for suppliers with the launch of SAP in May 2021.