EASYBUY CSP SUPPLIERS TRAINING

EASYBUY CSP SUPPLIERS TRAINING

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, benefits 3. Ordering Process End to end ordering process flow 4. Coupa Supplier Portal CSP- Background, Benefits for suppliers, Profile creation process 5. Catalogs Catalog upload process, catalog approval flow 6. Purchase Orders PO acknowledgement, PO review, PO modification 7. Supplier Help Desk Supplier help desk email and hotline details 2

TRAINING OBJECTIVES Understand the vision of supplier enablement under Easy Buy Program Understand functionalities of Coupa Supplier Portal (CSP) Get acquainted with the To-Be processes and supplier roles in Coupa Address suppliers queries to ensure seamless transition 3

WHY ARE WE REPLACING ARIBA?

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EXPERIENCE End of life support by 2018 Limited mobility capabilities It s a 15+ year old system, both look and feel is outdated Limits opportunity to simplify some processes as its heavily customized Limited scalability opportunity 5

ABOUT COUPA

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

CLIENT LIST 8

SOME COOL FEATURES OF COUPA Intuitive purchasing process Avail Coupa Supplier portal (CSP) benefits for free Enable P-Card buying in Coupa Maintain catalogs on coupa portals Receive and confirm purchase orders electronically via Coupa Track the status of PO, GR and Invoice Access using multiple devices and reminders/ notifications 9

ORDERING PROCESS

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 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 11

COUPA SUPPLIER PORTAL

COUPA SUPPLIER PORTAL BACKGROUND: Coupa is a cloud platform for business spend; delivering measurable value through real-time spend visibility, control, compliance, and agility. The Coupa Supplier Portal (CSP) is a free tool for suppliers to easily do business with customers who use Coupa. Key benefits: (a)csp makes managing customers and transactions easy (b) Roll out world class processes and best-in-class content management. (c) Manage settings on a customer-by-customer basis, including viewing purchase orders, setting up delivery methods, creating catalogs etc. (d) Tracking the real time status of transactions Supplier Invitation Unilever will send invitation mail to supplier. Follow the link and fill in mandatory fields to provide basic information for your account and your company s public profile. By default, this account is the admin account for your company. 13

CSP : PROFILE CREATION Update Password Supplier needs to update the password and accept the terms and policy of use. Click on Submit. Coupa Tour CSP dashboard will open. Coupa takes you on a tour of the new site. Take the tour to better understand the features offered by CSP. 14

CSP : PROFILE CREATION Two Factor Authentication When you log in for the first time, you are prompted to enable twofactor authentication. If you have enabled two-factor authentication for SMS, check your text messages to get the verification code Manage Your Account On the My Account page you can make changes to your personal information (name, photo, and password), set or modify your notification preferences, or enable/disable two-factor authentication. 15

CSP : PROFILE CREATION Main Menu To access a CSP function, click on the relevant tab on the main menu at the top of the CSP main page. Note: Suppliers won t be using ASN and invoices section in CSP. The relevant sections have been highlighted in the screen. 16

CSP : ADMIN Coupa Admin In CSP, you can add users and assign them roles, including account administration. It gives you an option to set up multiple users accessing different functionalities of the same supplier portal. Navigate to Admin section. Click on Invite User. Invite User Input the name and email id of the new user. Select the permissions and customer access for the user. Click on Send Invitation. New user will get the invite over email and the CSP profile will get created. 17

CATALOGS

CATALOGS BACKGROUND: Supplier hosted catalogs are collections of items that are searchable directly from the Coupa Home page. You can create a catalog using the Coupa catalog template (.csv) and then upload it into Coupa. You can upload catalogs through the CSP, where it can be approved by your customer and made available from within Coupa. Your customers also have the option to upload hosted catalogs directly within Coupa Key benefits: (a) No need to set up more complex e-commerce systems (b) Fastest way to get content into Coupa Catalog Section Navigate to Catalogs tab. Select Unilever from the customer drop down options as shown in image. The Catalogs table shows the following information for all the catalogs you created for the selected customer. Click on Create. 19

CATALOGS Input Catalog Details Fill the catalog details. Scroll down. Click on Load from File Bulk Load Choose the Coupa catalog template (.csv) and begin the upload by clicking on Start Upload. 20

CATALOGS Csv Template A sample Csv template has been shown in the adjacent image. Note:. The catalog items are linked to contract by updating Contracts column. It is not a mandatory field, however it s important to update it while uploading catalogs. Please reach out to supplier help desk in case contract details are not available Note: Dummy contracts are used for Items which don t have CLM contracts. Upload Complete Once upload is done, check the changes happened in catalog items. Click Submit to buyer to have your customer approve the catalog for inclusion in their Coupa environment. After your catalog is accepted, you cannot edit it. Instead, you have to update it by submitting a new version. 21

CATALOGS Catalog Status Accepted by Customer Awaiting/Pending Approval Draft Error Rejected Description The catalog has been accepted by your customer, and all the items in it are now available for purchase within Coupa. The catalog has been received by your customer, but it has not gone through the approval chain yet. The catalog has been created, but may be missing information necessary to send it to the customer. There's something wrong with the catalog. Contact your customer to get the catalog back on track. The catalog has been rejected. Contact your customer to find out why, and then resubmit. Catalog Status Navigate to Catalog tab to check the status of catalog submitted. Note: You can create as many catalogs as you want, but each catalog must be approved by your customer before it can be included in Coupa search results. 22

PURCHASE ORDERS

PURCHASE ORDERS BACKGROUND: After catalog load is done, the items would be available on the Coupa buyer portal to transact. Customer creates purchase order in Coupa portal. PO automatically transmits to CSP. The CSP offers suppliers an easy way to receive purchase orders from their Coupa-based customers. Key benefits: (a) Track the real time status of PO (b) Fastest way to transmit PO with Coupa Customers Orders Section Navigate to Orders tab. Select Unilever from the customer drop down options. The Purchase Orders table shows the following information for all the orders received from the selected customer. 24

PURCHASE ORDERS PO Header Details The prominent header fields are: PO Status-Current status of the PO Requester- Requester of item/service Payment Terms- Terms of payment Amount- Total amount paid Acknowledgement Status- Yes/No Ship To Address- Shipping address of item purchased PO Line Item Details The prominent line item fields are: Item- Line Item Description Quantity- Quantity Ordered Price- Unit Price Amount- Total amount of PO Invoiced- Amount Invoiced Delivery Date- Date on which item needs to be delivered to customer Part Number- Supplier part number Paid Amount- Amount paid for PO 25

PURCHASE ORDERS PO Status Buyer Hold Cancelled Closed Currency Hold Error Issued Supplier Window Hold Description The PO is approved but pending buyer review. The PO is cancelled and doesn't need to be fulfilled. The issued PO was received and then closed The PO is on hold due to a currency exchange rate issue. There's something wrong with the PO. Contact Customer. The PO was approved and sent to you. The PO was approved outside of the order window schedule under contract terms. PO Status Navigate to PO tab to check the status of all purchase orders received for the selected customer. PO Acknowledgement Supplier needs to select the Acknowledged check box to confirm the order. Click on Save. 26

PURCHASE ORDERS Terms & Conditions Open the print view of PO. Navigate to Terms & Conditions section to view the terms and conditions applicable for purchase order. Supplier can visit to below URL for Unilever Purchasing Agreement www.unilever.com/aboutus/supplier/ termsandconditions 27

PURCHASE ORDERS- MODIFICATION Open PO In some cases, buyer make some changes in the purchase order. Supplier can see the updated version of purchase order under the Orders section. Open the purchase order. PO Version For each modification, a new version of same purchase order gets created. 28

PURCHASE ORDERS- EMAIL Receive PO over Email Suppliers can also receive the purchase orders via email. All the PO details including header and line item details can be viewed in the email. A reference PO (Print View) can be seen here PO Print View The print view copy of purchase order is attached with the email. Suppliers can open it to view more details. 29

PURCHASE ORDERS- HOW TO INVOICE? Invoicing Information In the PO print view, navigate to Invoice section. Click on How to invoice us to get details of invoicing process How to invoice? How to invoice us page opens. Click on the supplier s geography to get further details 30

SUPPLIER HELP DESK

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 e-mail and hotline (as shown above) 32

APPENDIX

REFERENCE FILES S. No. File Details Attachment 1. CSP Admin and user guide CSP Guide 2. Reference Purchase Order (Print Preview) Reference PO 34

THANK YOU! 35