EASYBUY SUPPLIERS TRAINING

Transcription

1 EASYBUY 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. Purchase Orders PO process flow, receive new PO, change PO and cancel PO 5. Supplier Help Desk Supplier help desk and hotline details 2

3 TRAINING OBJECTIVES Understand the vision of supplier enablement under Easy Buy Program Get acquainted with the To-Be processes and supplier roles in Coupa Understand the Coupa purchase order details 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EXPERIENCE End of life support by 2018 Limited mobility capabilities It s a 15+ year old system, both look and feel is outdated Limits opportunity to simplify some processes as its heavily customized Limited scalability opportunity 5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 Coup 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 suppliers, PO will be transmitted using 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 PURCHASE ORDER

12 BACKGROUND As Is and To Be process flow comparison is shown below: As Is Process: User creates purchase order in Ariba portal Supplier receives purchase order via Supplier creates invoice To Be Process: User creates purchase order in Coupa portal Supplier receives purchase order via Supplier creates invoice No change From supplier s perspective, the purchasing process will remain same, only the purchase order will now be received from Coupa, instead of Ariba. The look and feel of Coupa purchase order will be different from Ariba purchase order. Note: The POs will be sent from Unilever ID: do_not_reply@unilever.coupahost.com 12

13 PURCHASE ORDER CREATED Receive PO over Suppliers receive the purchase orders via as shown in the image. All the PO details including header and line item details can be viewed in the . Terms & Conditions Navigate down to Terms & Conditions section to view the terms and conditions applicable for purchase order. Supplier can visit to below URL for Unilever Purchasing Agreement termsandconditions. 13

14 PURCHASE ORDER- PRINT PREVIEW PO attachment Suppliers also receive the print view copy of purchase orders as a mail attachment. A reference PO (Print View) can be seen here PO Print View Open the attachment to view the purchase order details. 14

15 PURCHASE ORDER FIELDS PO Field Details 1/2 Refer the print view of PO: 1. On the top, PO number along with PO summary is shown 2. Requester s name along with the id 3. Date on which order is placed 4. Shipping terms of the item 5. Currency of the purchase order 6. Invoicing method for this purchase order 1 2 PO Field Details 2/ Scroll down to view below fields: 1. Delivery address where items need to be sent 2. Invoicing address 3. Description item purchased 4. Quantity of items purchased 5. Date by which items need to be delivered 6. Price per unit of item 7. Net purchase order amount 15

16 PURCHASE ORDER- HOW TO INVOICE US Invoicing Information In the PO print view, navigate to Invoice section. Click on How to invoice us to get details of invoicing process. Note: How to invoice us section can also be viewed from the directly How to invoice? How to invoice us page opens. Click on the supplier s geography to see further details 16

17 CHANGE PURCHASE ORDER Receive Changed PO When a purchase order is changed by requester in Coupa, a new version of PO gets created. Ignore the previous version and consider the updated version for further actions. You will receive an from Unilever stating This is a PO change. Scroll down to view the purchase order details. cv The updated purchase order details are shown by striking off the older values. Note: The print view copy of purchase order is attached with the .. PO Updated Details 17

18 CANCEL PURCHASE ORDER When user cancels a purchase order in Coupa, an auto-generated is sent to supplier. The purchase order can t be used for sending items or creating invoice. 18

19 SUPPLIER HELP DESK

20 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) 20

21 THANK YOU! 21