New e-Procurement System SAP Ariba Launches January 27

January 15, 2025

Accounts Payable and Procurement Services are excited to announce that SAP Ariba, Drexel University’s new e-Procurement system, will officially launch on January 27, 2025. SAP Ariba will replace Smart Source (Jaggaer) and provide powerful tools to streamline and enhance our purchasing and procurement processes. In preparation for the new system, there will be a purchasing blackout period from Jan. 18-26. This message contains important action items for current Smart Source users to prepare for the transition. Please share these details with colleagues in your department to ensure everyone is prepared for the transition.

What Is SAP Ariba?

SAP Ariba is a modern e-Procurement platform that brings improved functionality and efficiency across several key areas. As part of this transition, we are implementing the following modules:

  • Sourcing and Contracts: Streamlines supplier negotiations, sourcing projects and contract management
  • Buying and Invoicing: Simplifies the process of creating requisitions, managing purchase orders and processing invoices
  • Receipt Functionality: Enables easy tracking and management of goods and services received against purchase orders

What You Need to Know and Do

If you are a current Smart Source user, you can prepare for this transition over the next few weeks by completing important pre-go-live tasks and attending a training session on SAP Ariba.

  1. Complete the following tasks before the transition:
    • Finalize Pending Approvals: Approve outstanding requisitions, purchase orders, and invoices in Smart Source by January 17.
    • Close Unnecessary Encumbrances: Close or reconcile purchase orders (POs) and encumbrances that are no longer needed or have been fulfilled. Send a comment under the PO to sourcing@drexel.edu to request closure.
    • Submit Outstanding Invoices: Ensure any outstanding invoices are submitted by January 20 to drexel_university@edmamericas.com with the PO number referenced on them to avoid delays in processing.
      • Any invoice not submitted by January 20 will need to be held and processed in the new system after January 27.
    • Plan Ahead for Purchases: Complete any essential purchases by January 17, as ordering capabilities will be unavailable during the blackout period before go-live (January 18–26).
      • Emergency Purchases: Any purchases not made by January 17 may be placed on a P-Card, following all policies, guidelines and exception processes. If a supplier cannot process a credit card payment and the purchase cannot wait for the SAP Ariba launch, please contact sourcing@drexel.edu for assistance in obtaining a purchase order during the week of January 20.
  2. Attend Training Sessions and Review Available Resources: Training sessions for SAP Ariba will begin Jan. 22. For dates and times, visit the Events Calendar in Career Pathway (additional trainings are still being scheduled). You must register via Career Pathway to attend a training.

Key Dates for the SAP Ariba Transition

  • January 17: Deadline to complete pre-go-live tasks
  • January 18-26: Purchasing blackout period
  • January 27: SAP Ariba officially launches

Questions or Need Help?

For assistance or additional information, please contact ariba@drexel.edu.

We’re excited to bring SAP Ariba to the Drexel community and are committed to supporting you throughout this transition. Thank you for your partnership as we prepare for this exciting launch!