EASYBUY PUNCHOUT SUPPLIERS TRAINING

Transcription

1 EASYBUY PUNCHOUT SUPPLIERS TRAINING

2 AGENDA FOR TODAY INTRODUCTION TO COUPA S. No. Topic 1. Why are we replacing Ariba? Reasons for replacing Ariba 2. Coupa About Coupa- global presence, features 3. Ordering Process End to end ordering process flow 4. Configure Punchout Punchout Configuration parameters 5. Catalogs Catalog management and approval 6. Purchase Orders PO process flow, transmission details 7. Supplier Help Desk Supplier help desk and hotline details 2

3 TRAINING OBJECTIVES Understand the vision of supplier enablement under Easy Buy Program Understand the PO Transmission flow with Coupa Get acquainted with the To-Be processes and supplier roles in Coupa Address suppliers queries to ensure seamless transition 3

4 WHY ARE WE REPLACING ARIBA?

5 WHY ARE WE REPLACING EXISTING ARIBA? TECHNOLOGY OBSOLESCENCE USER EXPERIENCE End of life support by 2018 Limited mobility capabilities It s a 15+ year old system, both look and feel is outdated Limits opportunity to simplify some processes as its heavily customized Limited scalability opportunity 5

6 ABOUT COUPA

7 ABOUT COUPA 530+ GLOBAL CUSTOMERS $15.0B+ SAVINGS 420B+ SPEND OPTIMIZED Founded In 2006 Listed on Nasdaq 100+ COUNTRIES 3M+ SUPPLIERS HQ in San Mateo California 20+ LANGUAGES 100% MOBILE Ticker Symbol Coupa 1.5M+ USERS 99.99% UPTIME 7

8 CLIENT LIST 8

9 ORDERING PROCESS

10 ORDERING PROCESS Ordering process is a cross-business process composed of a series of steps starting with purchase order generation and ending in invoicing materials and services. Please note that for all punch-out suppliers, PO will be transmitted using cxml or transmission method PO GENERATION A Purchase Order is generated once the Purchase Requisition is fully approved. Details of the requisition will be copied on the purchase order SEND TO SUPPLIER Purchase Order is automatically or manually sent to the supplier PO CONFIRMATION Supplier reviews Purchase Order and sends acknowledgement to buyer. RECEIVING User receives goods or services purchase order based on the quantity or amount received from the supplier. INVOICING Supplier creates invoice against the goods/ services received by customer. Supplier sends the invoice to customer for payment In scope of Easy Buy Out of Scope 10

11 CONFIGURE PUNCHOUT

12 CONFIGURE PUNCHOUT: BACKGROUND As Is and To Be process flow comparison is shown below: As Is Process: User clicks on supplier in Ariba portal User reaches the supplier website On checkout, user is directed back to Ariba with purchase details Requisition is created in Ariba To Be Process: User clicks on supplier in Coupa portal User reaches the supplier website On checkout, user is directed back to Coupa with purchase details Requisition is created in Coupa From supplier s perspective, the purchasing process will remain same, only the purchase information will now be sent to Coupa. Hence, the punchout suppliers need to be configured in the new Coupa environment. The punchout configuration in coupa will be taken care by the project team. Team has already received the production instance punchout details from the supplier. 12

13 PARAMETERS FOR CONFIGURING PUNCH-OUT The following parameters are needed to configure punchout suppliers in coupa environment Item Company logo PO URL Customer domain Customer Identity Supplier domain Supplier Identity Shared secret Punch-out URL Description Protocol Basic Auth User Basic Auth Password Punch-out point of contact Description The logo will act as a link to your punchout. It will appear on the Coupa home screen under the Shop Online section. The image should be a JPG or PNG that s 150 x 50 pixels in size. The full routing URL required to receive purchase orders in Coupa. Usually a DUNS or NetworkID. (E.g. DUNS) Usually a DUNS or NetworkID. (E.g. Unilever_Coupa) Anything defined by the supplier, but it's usually DUNS or NetworkID, depending on the corresponding identity value Usually a DUNS or NetworkID A password that validates the buyer with the supplier. This is a required credential. The full supplier URL in Coupa Description of the punchout site. This field should always be cxml. Supplier username for Unilever (for PO transmission) Supplier password for Unilever (for PO transmission) Supplier point of contact- Name, and contact number Note: Apart from above parameters, the UNSPSC code and unit of measure need to be aligned with UL 13

14 CATALOGS

15 CATALOGS Punch-out catalog maintenance The process to manage the content and prices in the supplier punch-out site will remain the same as currently for Ariba Suppliers will manage the punch-out catalog content Suppliers will update the prices to reflect the contract agreements with Unilever Punch-out catalog approval Once the supplier updates the information in their punch-out catalog, the same information, without any approval, will be visible for Unilever users during punch-out 15

16 PURCHASE ORDERS

17 PURCHASE ORDERS The basic punch-out sequence is shown below: PunchoutSetup Request cxml PunchoutSetup Response cxml PunchoutSetup Message cxml When a Coupa user clicks the supplier s punchout link, Coupa sends a cxml document containing the buyer s ID The punchout authenticates the user and returns a response cxml document with the landing page URL When the user checks out, the punchout sends a cxml document to Coupa, with the items the user added to their cart Coupa creates a requisition from the information contained in the order message. 17

18 PO TRANSMISSION VIA CXML: NEW PO PO will be transmitted via PO method: cxml/ . cxml process flow is shown below: Requester punch ins to vendor website Requester adds item to the cart and checks out cxml is transferred to Coupa with all requisition details Requisition is created using cxml details.and PO gets generated PO cxml is transferred to supplier s website. Supplier receives the PO in its system A reference new PO cxml can be seen here 18

19 PO TRANSMISSION VIA CXML: CHANGE PO Online Process Any revision to PO will be sent to the supplier via PO Method: /cXML. The purchase order will get updated in supplier system. cxml process is shown below Offline Process If there is change in the purchase order, supplier will cancel the existing purchase order and a new purchase order with the updated details will be used. PO is changed by buyer Supplier receives the updated cxml Supplier uses the updated PO PO is changed by buyer Supplier cancels PO New PO will be processed A reference changed PO cxml can be seen here 19

20 PO TRANSMISSION VIA CXML/ CANCEL PO Online Process In case of PO cancellation, cxml will be sent to the supplier via PO Method: /cXML. The PO will gets canceled in the supplier system. cxml process flow is shown below: Offline Process If the purchase order is canceled by buyer, supplier will cancel the existing purchase order. PO is canceled by buyer Supplier receives the cancel PO cxml PO gets canceled in supplier system PO is canceled by buyer Supplier cancels the PO in its system A reference cancelled PO cxml can be seen here 20

21 SUPPLIER HELP DESK

22 SUPPLIER HELP DESK After the transition from Ariba to Coupa, the supplier support model will remain same Please feel free to reach-out to supplier help desk for any clarifications or concerns Step1: Select North America to view the Contact Details Step2: Reach out to supplier help desk using and hotline (as shown above) 22

23 THANK YOU! 23