Pull Supplier Data from SAP Ariba into an Ironclad Launch Form

When you pull supplier data, you’re bringing in information about a company (or, the vendor itself) into Ironclad. The fields that populate are about who you’re contracting with. 

In this case, you’d be pre-filling a launch form with just the identity and relationship data, without any purchase attached. This could be their Supplier Name, Supplier ID, Address, or whatever else was mapped. 

To pull supplier data into Ironclad:

1. In Ironclad, navigate to your Dashboard.
2. Click New in the top right corner, and select Start a workflow.
3. Search for your workflow and select it from the results.
4. Click Use this workflow.
5. Click Pull from SAP Ariba next to Link SAP Ariba data.
6. Under Choose an object to fill data in the launch form, type in the supplier name select them from the results.
7. Once the Counterparty Name Question and SAP Ariba Supplier ID fields have been populated, click Submit.

You’ll be taken to the workflow overview page, where you’ll be able to see that the workflow was linked to information in SAP Ariba. 

You’ll also see a new section on the right side of the workflow overview page called Integrations. Here, you can click the Refresh icon next to the supplier’s name to sync the document with the latest data from SAP Ariba.

You can also click the More options icon (vertical ellipsis) and select Open linked source to be taken directly to the contract workspace in SAP Ariba.

How is supplier data retrieved from SAP Ariba into Ironclad?

Ironclad uses a combination of scheduled and real-time data retrieval when pulling supplier information from SAP Ariba:

• Daily batch sync: Supplier IDs and names are synced from SAP Ariba to Ironclad once daily, typically around midnight. This dataset powers the supplier search results in the Pull from SAP Ariba dropdown. 
• Real-time data fetch: When a supplier is selected from the dropdown list, Ironclad retrieves the full supplier record in real time from SAP Ariba to populate the launch form. The freshness of this data is governed by SAP Ariba’s Supplier Data API settings.
• Exact ID lookup for newly created suppliers: If a supplier was created in SAP Ariba after the most recent daily sync, users can still retrieve them by searching for the supplier’s exact ID (e.g., S123456) in the Pull from SAP Ariba field. Ironclad fetches that supplier directly from SAP Ariba even if they aren’t appearing in the dropdown list yet.

Pull Requisition Data from SAP Ariba into an Ironclad Launch Form

When you pull requisition data, you’re bringing in information about a specific purchase request. The fields that populate will describe a transaction. This can include the Supplier (contained in the requisition), line items (i.e., what’s being purchased), quantities, pricing, currency, delivery details, etc.

To pull requisition data into Ironclad:

1. In Ironclad, navigate to your Dashboard.
2. Click New in the top right corner, and select Start a workflow.
3. Search for your workflow and select it from the results.
4. Click Use this workflow.
5. Click Pull from SAP Ariba next to Link SAP Ariba data.
6. Under Choose an object to fill data in the launch form, type in the requisition name and select it from the results.
7. Click Fill Launch Form.
8. Once the fields have been populated, click Submit.

When you return to the related workflow page in Ironclad, you can click the More options icon (vertical ellipsis) under Integrations and select Open linked source to be taken directly to the Procurement tab in SAP Ariba. 

Under the Procurement tab in SAP Ariba, you can approve, deny, or edit requests.

When you return to Ironclad, you can click the Refresh icon under Integrations to check if the requisition status has changed in SAP Ariba.