Supplier Ariba
Work Instructions

Save these documents on your computer before you begin. You will attach them to the questionnaire. Files must be easy to read and must not be editable (PDF or picture).

• Tax document that shows your company name and tax number. Canada: CRA GST/HST confirmation. U.S.: W-9. Other countries: a government tax or business registration document.
• Proof of address that shows your company name and remit-to address. A blank invoice is best. Letterhead, a pricing agreement, official website, a void cheque or a bank letter are also accepted.
• Proof of banking: Banking document. For example, a void cheque or a letter from your bank showing your company name, account number and bank numbers. (Not needed if you are paid by cheque.)
• Proof of your SWIFT code, if you are paid by Wire or SWIFT and your bank document does not show it.
• Your ISN number, if your work requires one. Check with your buyer
• A government document that links two names, if the name on your invoices is different from the name on your tax or bank document.

After you click the link, you will see three buttons. Use this table to choose:

If your company already has an account, skip to Section 2.5.

STEP 1 Click Create new account.

STEP 2 Select USA: Quincy, WA and click Next.

• Always choose USA: Quincy, WA — even if your company is in Canada or another country.

STEP 3 A note appears. Click Confirm.

STEP 4 Check that the email address shown is your email address. Click Proceed.

• If it is not your email, stop and contact your Aecon buyer.

STEP 5 Open your email inbox. Find the email “Action required: Your One Time Password” and note the 6-digit number.

• Check your spam folder if it does not arrive.
• The number works for 30 minutes only.

STEP 6 Go back to Ariba. Type the 6-digit number into the boxes and click Continue.

STEP 7 Check your company information. Most fields are already filled in. Select your Province / State — this is the only field you must fill in yourself.

• A DUNS number is not required. Leave it blank.

STEP 8 Scroll down. Create a Password and type it again in Repeat Password. Tick both agreement boxes and the I’m not a robot box. Click Create account.

• Write down your username (your email) and password and keep them somewhere safe.

STEP 9 If you see the message about existing accounts again, click Continue account creation.

STEP 10 You will see “You are almost done”. Wait. The page will change by itself after a few moments.

STEP 11 You will receive a Welcome to SAP Business Network email. Keep it. It shows your username, your ANID and a link to sign in.

STEP 12 Back in Ariba, you are now logged in. Choose your cookie setting (for example Accept All).

Use this section if your company already has an SAP Business Network account and you know the username and password.

Have ready: your SAP Business Network username and password.

STEP 1 Click Use existing account.

STEP 2 Type your Username and Password, then click Connect.

• Forgot your password? Click Forgot your password? under the password box.

Some accounts must update their SAP Business Network profile right after logging in. If you do not see the “Update your company profile” screen, skip to Section 4.

STEP 1 Click Update.

STEP 2 On the Product and Service Categories tab, click Add Category.

STEP 3 Type a word that describes what your company sells or does (1). Click Go (2). Tick at least one result (3). When it shows under Selected categories, click Save (4).

STEP 4 Click the Ship-to or Service Locations tab.

STEP 5 Click Add Location.

STEP 6 Search for, or open the list and tick, at least one place where you sell or provide services. When it shows under Selected locations, click Save.

STEP 7 Click Save at the bottom right of the page.

• You will be taken to your company profile page. Continue to Section 4.

You may be taken to the questionnaire automatically. If not, you will land on the Home page or your company profile. Follow these steps from either page.

STEP 1 At the top of the page, click More (1), then click Proposals-Questionnaires & Contracts (2).

• If you can already see Proposals-Questionnaires & Contracts at the top, click it directly. You do not need More.

SAME STEP FROM YOUR PROFILE From your company profile page, it looks like this. Click More, then Proposals-Questionnaires & Contracts.

STEP 2 Under Registration Questionnaires, click Supplier Registration Questionnaire.

• Make sure Aecon Construction Group Inc. is selected under Customers on the left.
• This is the only form you need to complete for Aecon.

Several questions ask you to attach a document. Attaching works the same way every time:

STEP 1 Click the Attach a file link beside the question.

STEP 2 Click Choose File (1) and select the document on your computer. (You can also drag the file onto the dotted box.) Click OK (2).

STEP 3 You are taken back to the form. The file name now shows beside the question in blue.

• To replace the file, click Update file. To remove it, click Delete file.

This refers to the location country of your remit-to (payment) address. It is usually filled in already. If it is filled in, do not change it without asking your Aecon buyer.

If it is already filled in, do not change it. The most common answer is New Supplier / Remit to, even if you already supply Aecon. If it is empty, ask your Aecon buyer what to select.

• This is filled in with the name you provided to the buyer or the name we already have in our system. Check that it matches the name on your tax document exactly, including endings such as Ltd., Inc. or LLC.
• If you invoice under a different trade name (DBA), you must insert it before the legal name, in the same box. Then attach a document linking both names in Question 14 or 15.
• Remove accents and special characters (for example, type “e” instead of “é”). Most banks cannot process them.
• If the prepopulated name is very different from your company’s name, contact your buyer before you continue.

Your company email address. Do not use an Aecon email address.

The person Aecon can contact about this registration. Aecon may call this person to confirm the details.

A working phone number for that person.

Your company website. Leave it blank if you do not have one.

Your form shows one of two versions of this question. Answer the version you see:

EXAMPLE Version 2 of the tax questions, filled in for a Canadian supplier.

This appears only if you said you have no tax ID. Explain why you cannot provide a federal or national government tax ID. (This question is not about U.S. tax-exemption certificates)

First select the Country/Region. Then type your tax number in the Tax Number box. It must match your tax document.

Enter your business or corporation registration number if you have one. Enter it only if different from your Tax ID number.

Click Attach a file and attach your tax document (see Section 4.3 for how to attach).

Answer Yes or No. If you already have a supplier ID with Aecon, ask your buyer whether your account is set up as a subcontractor (SUB) before you answer. Changing this answer will overwrite the SUB settings in Aecon’s system.

This appears only after certain answers to the previous question. If it appears, select the type of business you are (for example, Incorporated Entity).

• Click Attach a file and attach your proof of address. The company name and the full address must be visible. The file must be easy to read and must not be editable.
• Accepted documents: blank invoice (best), letterhead, pricing agreement, void cheque, bank letter, your official website, or a government website.
  1. If a different company name appears on the document, attach a government document linking both names in Question 14 or 15.
• U.S. suppliers: if the proof of address document does not show the full 9-digit ZIP code, attach an additional screenshot from the USPS.COM Look Up a ZIP Code in Question 14 or 15.

Leave it as No if you are working with Aecon for the first time. Answer Yes only if you already have a supplier ID with Aecon and are giving us a different address.

Open the list and choose how Aecon will pay you. Aecon prefers electronic payments. Your choice decides what you enter in Form Section 5 (Bank Details). Ask your buyer before you choose Wire or SWIFT.

Choose…	When	What it looks like
[E] - EFT (called ACH in the U.S.)	Your remit-to address is in Canada, and you will be paid by an Aecon Canadian company. Your remit-to address is in US, and you will be paid by an Aecon US company.
[W] - WIRE	Your remit-to address cannot be paid via EFT by Aecon. Check with your buyer. Most cross border and international suppliers.
[S] - SWIFT	Your remit-to address cannot be paid via EFT by Aecon. Check with your buyer. Only for specific Aecon Companies that have this functionality setup
[C] - CHEQUE	If you are a JV supplier for which the JV required cheque payment. Do not enter bank details. Skip Form Section 5 and go to Form Section 6 (Is this an update to the bank details?). Cheques use the legal name in Question 1.3 and the address in Question 1.9.

Have ready: your bank document, for example void cheque or bank letter. Skip this section if you chose Cheque.

STEP 1 Under 5 Bank Details, click the link Add Bank Details (0). A new screen opens.

STEP 2 On the new screen, click Add Bank Information.

STEP 3 Select the Country/Region of your bank (should match the Country/Region of your remit-to address). Then fill in the bank fields for your payment method (see the table below).

• For EFT/ACH, the required fields are Country/Region, Bank Key/ABA Routing Number, Account Number, Email for EFT Remittance and Bank Document Attached. You may fill in other fields if your bank document shows them. SWIFT Code should not be entered.
• Bank outside Canada and the U.S.: enter the bank code used in your country. If you are not sure of the format, check with your bank before you submit. Follow any warning messages on the screen.

Canada’s Fighting Against Forced Labour and Child Labour in Supply Chains Act (Bill S-211) requires Aecon to report on the steps it takes to prevent forced labour and child labour in its supply chain. Your answers help Aecon meet this requirement.

WHAT TO DO Answer every question in this section. More questions may appear depending on your answers. If a Please explain box appears, describe your situation in one or two sentences.

• Example: if you answer Yes to “Do any operations involve persons under the age of 18?”, you might explain “We hire summer students.”

Optional. Use it to explain anything unusual — for example, why two different company names appear on your documents. Key comments on this box might reduce back and forth on your registration with Aecon.

No action needed. This section is used by Aecon, and you may ignore it if you see it on your screen.

• The legal name (1.3) matches your tax document.
• The tax number (1.8.3) matches your tax document, and the tax document is attached (1.8.5).
• The address (1.9) matches your proof of address, and the proof is attached (1.10). Street 2 is empty.
• Bank Details shows (1), the bank key and account number match your void cheque or bank letter, and the bank document is attached. Account holder name matches the Legal Name (1.3) (Not needed for Cheque.)
• If more than one name shows across documents, an additional government document linking both names must be attached to question 14 or 15.
• Question 10 Supplier Acknowledgment is Yes.
• Every question with a red asterisk (*) has an answer.

If an error message appears after you click Submit Entire Response, your response was not submitted. The red message at the top of the form tells you how many problems need to be fixed.

WHAT TO DO Fix each problem, then submit again.

• Read the error message, then scroll to the question it names.
• Correct or complete the answer, then click Submit Entire Response again.
• If there are multiple errors, use the < Previous and Next > links at the top right of the error message to move between them.

Your Aecon buyer reviews your registration. Aecon may call your business contact to confirm the details. If something needs to be fixed, you will receive an email titled “Action needed: Provide additional registration information to Aecon Construction Group Inc.” with comments explaining what to change.