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This portal provides information for all suppliers that conduct business with Cognizant via the Ariba Network. Cognizant uses the Ariba Network to exchange business documents, including purchase orders (POs), invoices, purchase order confirmations, advance shipment notices and receive-and-host supplier catalogs. Additional information pertaining to this project and the Cognizant’s reasons for starting this effort is included in the Notification letter released by Cognizant earlier in 2014 .
As part of Cognizant`s ongoing policy to continuously improve efficiency and service to customers and suppliers alike, we are currently implementing the next stage of our overall electronic strategy. The changes will affect how we send POs and receive order confirmations and invoices to our accounts payable group.
The Procure-to-Pay (P2P) process can be viewed as a series of linked steps in which different participants play a role. The chart shows the participants in each step and the color-coded listing to the right of the chart defines each role.
The P2P team invites you to explore the process, FAQ and links to important Cognizant resources in greater detail.
1. How can I find out from which suppliers can I order or are available?
Visit https://cognizant.procurement.ariba.com for a list of suppliers and related catalogs or shop for the item in CAPPS. You can expect the details of several suppliers.
2. How do I find out the Cognizant’s authorized buying methods?
3. I have a purchasing question and simply don’t know where to start. Who can I contact?
Refer the customer support and service options for guidance or send your question to: ProcuretoPayHelp@Cognizant.com
4. What is CAPPS and how do I obtain access to training material about raising a request?
CAPPS is Cognizant’s online P2P tool that authorized users can use to browse supplier catalogs, non-catalogs and select and order products from many of the Cognizant's preferred suppliers. Authorized users are Cognizant associates, projects and corporate functions (with access to CAPPS). Visit https://cognizant.procurement.ariba.com for additional information, including training material.
5. Where can I find information on Cognizant P2P policies or procurement policies?
Please send an email to ProcuretoPayHelp@Cognizant.com to know about the Procurement policy.
6. Who is authorized to sign supplier contracts or agreements, including event management, consulting, subcontracting for projects and catering for events?
As per Cognizant’s global procurement and financial policies, the Cognizant Legal Counsel team has the authority to sign on the Master Service Agreement. The legal team assists the Procurement team in determining contract terms and conditions that are in the best interest of the organization. Commercials SOW need to be signed by the Global Procurement team for strategic and tactical sourcing. Respective user departments can also execute these commercials and SOW contracts with the supplier. However, authorized signatories need to be in accordance with designations and limits detailed in the policy.
7. Why can’t I just pick up the phone or email and place an order to provide products and services?
A supplier's invoice cannot be processed and paid in a timely manner without a corresponding PO number or other approved buying method such as Contracts (contract number). Furthermore, by not using an approved buying method, you could risk Cognizant’s reputation and relationship with its valued suppliers.
1. What do I do if my requisition is rejected?
2. What do I do if the supplier I want to order from is not listed in the approved supplier master database? (Or) what happens when I am raising a Non-Catalog request and the supplier is not in the approved supplier master data base?
Cognizant associates can submit a request in VendorSetup@cognizant.com to recommend a new supplier. Online Supplier Application forms can be found at www.cognizant.com. Download the supplier origin country form and share it with supplier to gather the required information. The completed forms can be submitted at VendorSetup@cognizant.com.
3. What is CAPPS? How do I obtain training material to raise a request?
Visit https://cognizant.procurement.ariba.com for additional information, including training material.
4. Who is authorized to sign supplier Contracts or agreements, including event management, consulting, subcontracting for projects or catering for events.
Please contact ProcuretoPayHelp@cognizant.com to understand the approval authority matrix for signing the contracts. For the protection of the company, every Cognizant user is not authorized to sign contracts. Otherwise, they could be held personally liable for the commitment—monetary or otherwise.
5. Do we need to provide requisitioner’s name, email ID and telephone number on a PO? Can that be shared with the supplier?
1. Can I print a copy of a purchase order for a supplier?
2. How is freight charges, taxes handled on a PO?
3. How do I cancel my PO?
After an approved purchase order is transmitted to the supplier, there may be a legitimate business reason to cancel or amend one or more lines of an approved PO or the entire order. The authorized procedures for canceling a PO and terminating the legal obligation to the supplier are listed.
(See EDI supplier exceptions listed.)
Cognizant PO is a contract binding between the Cognizant and supplier. Cognizant is obligated for the cost of the product(s) listed on the PO until such time as the PO is canceled and the official notification is sent to the supplier. Before canceling the PO or any portion thereof, the supplier must be contacted by the ordering department to determine if the product has been shipped by the supplier to Cognizant delivery address.
1. If the product has not been shipped, the purchaser must inform the supplier that the product is not required, that they must not ship the product and that a formal PO cancellation will be issued and transmitted to the supplier. It is recommended that details related to the call to the supplier be documented in the Notes section of the PO (stating details such as the reason for cancellation, date of call and supplier contact name) for future reference.
2. If the product has been shipped, cancellation is disallowed for both enabled and non-enabled suppliers. In this case, resolution must be addressed via a Return Goods Policy (RGP) and supplier credit memo.
3. If the supplier receives POs via EDI, cancellation is not allowed for shipped goods. In all cases, resolution must be addressed via a RGP and supplier credit memo.
Because the order entry and processing is immediate on the supplier side when using EDI, there is no viable way to prevent a shipment from being queued. Additionally, many of our EDI suppliers ship overnight and the speed with which the order filled and packaged for shipment makes them virtually impossible to intercept for cancellation. All returns are subject to the supplier's formal return policy. The supplier may refuse to issue a credit memo if the product ordered is a special order or non-stock product. It is the responsibility of the purchaser to request the supplier, arrange for the pickup or shipment of product back to the supplier and track to get the credit memo.
4. Is it important to use an ARIBA Enabled/EDI enabled supplier?
5. What do I do when a supplier sends me or asks me for a change order?
6. What happens if my supplier did not receive the PO?
7. Why can’t I reuse or simply add new products or services to an existing P.O number?
The requisitioner who receives and signs for the products has the duty to inspect products upon receipt. (The recommendation is to perform this action while the delivery person is still present, because this is the most reasonable time to determine whether the correct number of conforming goods arrived without damage and if they match the PO.)
The party receiving the shipment needs to follow these steps:
1. Inspect the delivery for two things:
2. Check the products against the packing slip to confirm that the description of the products and the number of items shipped match.
3. Compare the delivered products, the packing slip and the PO if available.
4. Check for shortages or overages.
5. If shortages or overages occur, the requisitioner to discrepancies on the delivery receipt before accepting and signing for the products.
6. Be sure to retain a copy of the paperwork (delivery challan or invoice copy) for your records.
7. Initiate a claim for any damage or non-conforming goods identified during the inspection.
8. Update the accepted goods information in GRN system by logging on to CAPPS. (https://cognizant.procurement.ariba.com)
1. What do I do when the delivery is not what I ordered?
2. What if I’m having a problem taking receipt?
3. What is the impact of creating a receipt in CAPPS system
4. Who can receive goods or services in CAPPS system?
5. Who should I notify when I receive the order?
6. I have an exceeded ordered delivery. Why is the line item of the requisition no longer visible for me (the requisitioner/recipient) to receipt in ARIBA?
Cognizant’s Accounts Payable department is responsible for the timely processing of supplier invoices issued against approved POs. Upon shipment of products or services performed as requested on the official purchase order, the supplier is required to submit all corresponding invoices in a timely manner directly to Accounts Payable (within 7 business days from shipment or service completion) as instructed on the PO. The supplier invoice must reference the same supplier information contained on the PO, a unique invoice number, the invoice date and the appropriate Cognizant purchase order number so that the Accounts Payable can process.
Visit Supplier Invoice submission Guidelines for more details (Navigation link to Invoice submission guidelines to be provided)
1. How and where do I account for freight charges on a purchase order?
2. How do I release an invoice on Reject/Hold?
3. What if I receive an invoice in my Ship to address or to a respective department address?
1. How can a supplier obtain access to CAPPS to track their invoices?