Coupa Requester User Guide To be used by R1 Users, Approvers and Corporate Personnel April 2017
Coupa User Guide Legend Please note that the following icons are used throughout this document to assist in your learning of new business processes: Dependencies - Important workflow, data and organizational dependencies Key Note - Key Information to make note of and/or remember Tip - Important tip or helpful information 2
Coupa User Guide: Table of Contents SECTION TOPIC Page # Coupa Basics Exploring in Coupa Requesting in Coupa Key Terminology 6 Standard Roles 7 Commonly Used Icons 8 Logging into Coupa 9 Coupa Homepage 11 My Account Overview 12 Introduction 21 Creating a Punch-out Requisition 22 Creating a Hosted Requisition 26 Creating a Free Text Requisition 30 Adding/Changing Ship To Address 35 Billing Accounts 36 Editing the Requisition Line 37 Reviewing the Approval Chain 39 Save / Save for Later / Submit for Approval Copying a Requisition 43 Withdrawing a Purchase Request 45 42 3
Coupa User Guide: Table of Contents SECTION TOPIC Page # Receiving in Coupa Approving in Coupa Introduction 46 Introduction 49 Finding Items that Require Approval 51 Approving A Requisition (Coupa) 53 Approving A Requisition (Email) 54 Approving A Requisition (Mobile) 55 4
Coupa basics 5
Coupa Basics: Key Terminology Term Purchase Request (PR) Purchase Order (PO) Receipt (Delivery) Approval limit Free Text Requisition 3-Way Match Partial Receipts Need by Date Receiving Tolerance Definition An internal document that specifies a desired material/service and the amount needed. A commercial document sent to a supplier committing R1 to purchase materials or services. A document listing the goods/services delivered/ performed by a given supplier with associated dollar amounts and/or quantity. Established to define the types and maximum amount of expenditures that may be approved by individuals. A purchase requisition that is not originated from a catalog. Cost/quantity match between a Purchase Order, Receipt (Delivery), and Invoice. A receipt where the quantity/amount received for a line is less than the total ordered quantity for that line. The date by which the vendor is asked to deliver the item or service requested. The Need by Date will prompt notifications to receive goods/services. Receiving tolerance is the: Percentage by which the receipt amount may exceed the PO amount. Percentage by which the receipt quantity may exceed the PO quantity. 6
Coupa Basics: Standard Roles Role Description Current Access R1 User Standard role for all users who need to create and/or approve requisitions Has access only to the Home tab to create requisitions Create a cart and submit it for approval Approve requisitions and invoices that are routed to user for approval Order on behalf of others Desktop receiving for user s and on behalf of s requisitions Delegate approvals View and report on own requisitions, orders and invoices under My Account My Spend History Schedule reports Create and edit order lists Review suppliers (if setting enabled) and hosted Catalog products Request new suppliers as draft Copy, withdraw and re-send approval notifications on requisitions Permissions removed from the standard user role: Access to create addresses in personal address book Access to create draft supplier Permissions added to the user role: N/A 7
Coupa Basics: Commonly Used Icons Number of items in cart Copy a requisition Edit Delete Resend approval notification Clear cart Split billing Search Add line item Detailed receipt Close PO Add alert Receive Void/withdraw Invoice Home Add approver/watcher 8
Coupa Basics: Logging into Coupa Coupa will utilize a Single Sign-on (SSO) process that will automatically log you into Coupa when you log in using R1 credentials on your machine. For testing purposes, Coupa can be accessed at the following URL: https://r1rcm.coupahost.com/user/home 1. Open Internet Explorer Go to the following URL: https://r1rcm.coupahost.com/user/home Bookmark the Coupa homepage for easy access moving forward 9
Exploring coupa 10
Exploring Coupa: Coupa Homepage 1 2 6 5 4 3 1 Home Icon- This icon will bring you back to the homepage 2 Search Bar- Used to search or browse catalog items and create free text requests 3 To Do s- This displays a list of action items within Coupa that are assigned to you; Selecting View All will bring you to your Coupa Inbox 4 Home page information- This will contain important information about Coupa, 5 6 along with links to training material and other documents Cart- This links to your shopping cart, which contains any items selected but not yet submitted for approval Account- This contains a number of options related to managing your account Your Home page may vary slightly depending on the role given in Coupa. 11
Exploring Coupa: Account 6 a) Spend History- Displays all of your previous requisitions and related orders b) Inbox- Displays all current and previous notifications c) Settings - General Allows you to change the password, Language and Region Address Book- Allows you to select a default shipping address that will appear on every requisition Billing Accounts- Allows you to select a default Company that will appear on every requisition Reports- Allows you to search and view Scheduled reports and Scheduled Report logs 12
Exploring Coupa: Account > Spend History Spend History contains a record of all previous requisitions that you have created and allows you to sort, search, and filter the results. 1 2 3 4 5 6 View - Views allow you to quickly apply sets of filters to display reports such as all requisitions, requisitions requiring receipt, draft requisitions, etc. Report Scheduling - Report scheduling allows you to set up recurring reports that are emailed to recipients on a regular basis Advanced - The advanced button allows you to apply a filter or set of filters to the list of requisitions Search - The search bar allows you to quickly search all fields on a requisition Actions - The icons next to each requisition allow you to edit, copy, cancel, withdraw, and resend requisitions Export - The export button allows you to download a report in.csv format based on the current filters applied to the list of requisitions 13
Exploring Coupa: Account > Inbox The inbox contains all of the notifications that are marked online. Notifications are set using the Notifications option under Account > Settings. ALL notifications should be marked online to ensure that they appear under Inbox within Coupa 14
Exploring Coupa: Account > SeJngs > Address Book Address Book allows you to view your default shipping address and/or change the shipping address of a requisi;on. 15
Exploring Coupa: Account > SeJngs > Manage Delegates You can delegate approvals to another user by using the Delegates functionality. New delegates can be added by using the Add a delegate link. 1. Click on Add a delegate to open up the details screen where you can enter the Delegate s name, start and end dates, and the reason for delegation 2. Once all the information is populated, click on Save Delegate You should not add delegates who have a lower approval threshold, or add for a period longer than 3 months. Delegation of approvals will be monitored. 16
Exploring Coupa: Account > Spend History You can schedule reports for the requests/ orders created by you from Spend History Clicking on the Schedule e-mail icon opens up a pop-up window where you can select the following Recipients Reporting frequency Days on which report is to be sent Format of report 17
Exploring Coupa: Account > SeJngs > Reports You can manage your scheduled reports by using the Reports functionality. Clicking on this link will display all the reports that have been scheduled for you. You can change the scheduling by clicking on the edit icon. A pop-up window will open once you click on the edit icon where you can enter all the scheduling details. 18
Exploring Coupa: Change NoPficaPon Preferences Notifications are managed via the Notifications option under Account > Settings. For each type of notification, you can choose whether you would like to receive notifications: via email (email) within Coupa (online) both neither The common User notifications are listed below with a short description. Approval requests Approval request reminders Req approved Req rejected Req received Delivery reminder Confirm receipt On Behalf of User Scheduled reports Notification Notification sent as a reminder when requisition still needs approval (can be triggered automatically by the system based on time or invoked by a user) Notification sent you when requisition is approved and purchase order issued Notification sent you when requisition is rejected by approver Notification sent to you/watcher when receipt has been created against requisition/backing purchase order Notification sent when delivery is a certain number of days past need by date Notification sent you when 10 days after the need by date selected Notification sent to User when a requisition is created on their behalf Notification sent when a scheduled report is ready 19
RequesPng in Coupa 20
RequesPng in Coupa: IntroducPon New Purchase Requisitions (PRs) are created using Coupa s Request functionality You will be able to create requisitions in a number of ways: Punch-out catalogs utilizes a method of punching out to a supplier s website, choosing which items you need, and punching back into Coupa to complete the requisition process Hosted catalogs utilizes catalogs that are hosted within the Coupa system, that do not require you to punch out to external websites Free text requisitions a requisition process that allows you to type in the good or service that you need, and gets sent to the Buyer to attach a contract and/or identify the supplier that will be used Web Forms a requisition that allows you to request additional information that is not on the standard cart. Web forms will be used for requests such as employee reimbursements, vendor additions, and license fees. Requisitions, once submitted, are assigned a Requisition #. Upon going through all approvals, requisitions are automatically flipped to a Purchase Order (PO) and assigned a PO #. 21
RequesPng in Coupa: Punch-out Catalog 1. Open the Coupa Home Page 2. Scroll down to the Shop Online section (this is where all punch-out catalogs will be listed) 3. Click on the supplier logo to punch-out to the supplier s catalog for R1 4. Search for and select the desired item/quantity within the supplier s catalog 5. Follow the Checkout procedure and you will be punched back into Coupa (the items you selected from the catalog will be available in your Cart) Checkout procedure varies slightly depending on the punch-out supplier Additional punch-outs will be added and the above screenshot may not be all encompassing 22
RequesPng in Coupa: Punch-out Catalog 6. Confirm the following header information Ship To (required): location to ship the goods to On Behalf of (optional): used if the order is on behalf of another employee Header Cost Center (optional): does not need to be filled out Justification (optional): internal justification of purchase seen by buyer/ approvers Attachment (optional): attachments for approvers or suppliers to see PHI Or Corporate Data (required): A dropdown field with values Yes and No used to indicate if the purchase involves PHI Or Corporate Data Attachments meant for suppliers to see along with this PR must be in Text form and must have the Sent to Supplier box checked 23
RequesPng in Coupa: Punch-out Catalog 7. Click on the line item to review and edit all line information Need By Date (optional): the date which you are requesting the goods/ services to be delivered Service Contract Start Date (required): This field is to be filled in for all service-base requests that stretch across a span of time. These will be used for Finance/Controllership accruals. Service Contract End date (required): This field is to be filled in for all service-base requests that stretch across a span of time. These will be used for Finance/Controllership accruals. 8. Click Save 24
RequesPng in Coupa: Punch-out Catalog 9. The blue screen titled Billing is the billing string where the account will be allocated. This should always be defaulted for you and if it is not, the Buyer will be added to the approval chain to assist 10. By clicking on the magnifying glass you can see the details of where this purchase is being charged 10. Hit Submit for Approval 25
RequesPng in Coupa: Hosted Catalog 1. Open the Coupa Home Page 2. Click on Catalogs to access Hosted Catalogs within Coupa You can also search Hosted Catalogs by searching for your item in the Search bar 3. Search for and select the desired item/quantity within the Hosted Catalog 4. Click Add to Cart 5. Click Review Cart Once you click on Add to Cart, the system will show a pop-up to review your cart. You can also review your cart by choosing the shopping bag at the top of the page 26
RequesPng in Coupa: Hosted Catalog 6. Confirm the following header informa;on Ship To (required): loca;on to ship the goods to On Behalf of (opponal): used if the order is on behalf of another employee Header Cost Center (opponal): does not need to be filled out Justification (opponal): internal jus;fica;on of purchase seen by buyer/ approvers AXachment (opponal): acachments for approvers or suppliers to see PHI Or Corporate Data (required): A dropdown field with values Yes and No used to indicate if the purchase involves PHI Or Corporate Data A"achments meant for suppliers to see along with this PR must be in Text form and must have the Sent to Supplier box checked 27
RequesPng in Coupa: Hosted Catalog 7. Click on the line item to review and edit all line information Need By Date (optional): the date which you are requesting the goods/ services to be delivered Service Contract Start Date (required): This field is to be filled in for all service-base requests that stretch across a span of time. These will be used for Finance/Controllership accruals. Service Contract End date (required): This field is to be filled in for all service-base requests that stretch across a span of time. These will be used for Finance/Controllership accruals. 8. Click Save 28
RequesPng in Coupa: Hosted Catalog 9. The blue screen titled Billing is the billing string where the account will be allocated. This should always be defaulted for you and if it is not, the Buyer will be added to the approval chain to assist 10. By clicking on the magnifying glass you can see the details of where this purchase is being charged 10. Hit Submit for Approval 29
RequesPng in Coupa: Free Text RequisiPon 1. Open the Coupa Home Page 2. Click on the Write button 3. Type a description of the item or service you would like to purchase in the Item Description field (Ex: Consulting Services) 4. Select the appropriate Qty or Amt radio 30
RequesPng in Coupa: Free Text RequisiPon 5. Type in the name of the Supplier providing the good/service. If you do not know the Supplier to be chosen, simply leave blank 6. If you know the supplier from who to procure the good/service, the Commodity field will default. If the supplier is unknown, you must select a commodity (i.e. category) of what you are looking to procure 7. Enter the pricing of the goods/services being provided 8. Enter the quantity (if Qty was selected) 9. Select the unit of measure (if Qty was selected) 10. Review all fields outlined in RED below Need By Date (optional): the date which you are requesting the goods/ services to be delivered Supplier Part Number (optional): used when supplier sells items on behalf of the manufacturer Service Start Date (required): used for Finance/Controllership accruals. Service t End date (required): used for Finance/Controllership accruals. Required fields are marked with in asterisk (*) 11. When complete, click Add to Cart 31
RequesPng in Coupa: Free Text RequisiPon Once you click on Add to Cart, the system will show a pop-up to review your cart. You can also review your cart by choosing the shopping bag at the top of the page 12. Click Review Cart 32
RequesPng in Coupa: Free Text RequisiPon 13. Confirm the following header information Ship To (required): location to ship the goods to On Behalf of (optional): used if the order is on behalf of another employee Justification (optional): internal justification of purchase seen by buyer/ approvers Attachment (optional): attachments for approvers or suppliers to see PHI Or Corporate Data (required): A dropdown field with values Yes and No used to indicate if the purchase involves PHI Or Corporate Data Attachments meant for suppliers to see along with this PR must be in Text form 33
RequesPng in Coupa: Free Text RequisiPon 14. The blue screen titled Billing is the billing string where the account will be allocated. This should always be defaulted for you and if it is not, the Buyer will be added to the approval chain to assist 15. By clicking on the magnifying glass you can see the details of where this purchase is being charged 16. Hit Submit for Approval 34
RequesPng in Coupa: Adding / Changing Ship To Address Your Ship to Address may or may not populate automatically. If this is the first time requisition it should be filled manually however based on user past requests it may populate automatically for subsequent requisitions. You may change this address if required. 1. Click on the magnifying glass symbol next to the Address. 2. This opens up a popup window with several addresses listed 3. You may choose the desired address by selecting the choose button. Using the Advanced button you can search to see if a required address is already available. 35
RequesPng in Coupa: Removing Lines from your Cart 1. Check the box below the line number 2. Click on the Delete button to remove the line item 36
RequesPng in Coupa: Adding Lines to your Cart 1. Click the 'Add Line' Icon This will automatically add a blank line that you can fill in with more information Instead of creating a line on the homepage (which only allows 1 line), you can access the cart directly and add multiple lines as needed (Free Text Only) 2. Once the line is ready, you can click on 'Save' and the line will be added to the requisition 37
RequesPng in Coupa: Reviewing the Approval Chain Once all the required information including the billing string is populated on the cart, the applicable approval chain is displayed beneath the cart line For the Managerial Hierarchy, the larger the amount of the requisition, the more approvers will be needed 38
RequesPng in Coupa: Approval Chains Approvals in Coupa are driven by self approval up to $500 and Custom Approval Chains, to determine approvals needed for Purchase Requisitions R1 User Requester will generate the Purchase Requisition (Catalog / free text) R1 Buyer Purchase Requisition will go to the Buyer if it s a free text requisition IT Security Group Legal Approval Group Cost Center approver 2 Cost Center approver 3 Cost Center approver 4 Cost Center approver 5 Cost Center approver 6 For all PHI or Corporate data requisitions (regardless of $ amount) R1 RCM IT security Group will approve For all Legal commodity requisitions (regardless of $ amount) which are charged to a non-legal cost center, R1 RCM Legal Approval Group will approve For all requisitions > $500 and up to $15,000 supervisor / manager will approve For all requisitions > $15,000 and up to $50,000 supervisor / manager and director will approver For all requisitions > $50,000 and up to $200,000 supervisor / manager, director and VP will approver For all requisitions > $200,000 and up to $500,000 supervisor / manager, director, VP and SVP / EVP will approver For all requisitions > $500,000 supervisor / manager, director, VP, SVP / EVP and CFO / CEO will approver 39
RequesPng in Coupa: Adding Approver(s) or Watchers You can make following changes to the approval chain: o Add an approver at the beginning or end of the approval chain o Add a watcher to the chain A watcher cannot approve or reject the cart but will receive notifications 1. Click on the Add button in the approval chain, which enables a window to add the approver / watcher to the chain 2. Click Submit for Approval Anyone in the approval chain has the ability to add approvers or watchers to the chain 40
RequesPng in Coupa: Save for Later / Submit for Approval Once the cart has been verified for correct information, you can: o Save For Later Saves current cart and opens a new cart to shop in (Saved carts are available under Spend History ) o Save Saves current cart and keeps current cart open o Submit for Approval Submits current cart through necessary approvals Once the requisition is submitted, you will see a green banner with confirmation. Once PR s go through the approvals process, they are automatically filled into PO s 41
RequesPng in Coupa: Copying RequisiPons Coupa allows you to copy requisitions so you do not have to re-create the same order details multiple times. Items from a punch-out catalog cannot be copied as pricing may have been modified You can view requisitions under the 'Recent Orders' or the 'Spend History' sections of Coupa From Recent Orders : 1. Click on the Actions dropdown to be able to see the Copy icon 2. Click on the 'Copy' Icon, and a copy of the requisition will automatically be added to your cart 42
RequesPng in Coupa: Copying RequisiPons From Spend History : 1. Click on the 'Copy' Icon, and a copy of the requisition will automatically be added to your cart. If you are planning to create a similar requisition with some different details, copy a requisition you ve already made, then edit the details on the cart 43
RequesPng in Coupa: Withdrawing a Request If a PR has not been approved and flipped into an Order, you can withdraw the PR and make any changes before submitting again You can withdraw requisitions under the 'Recent Orders' or the 'Spend History' sections of Coupa 1. In order to withdraw a PR, click on the 'withdraw requisition' icon (Red Arrow) If a Requisition has already been flipped into an Order, you cannot withdraw the requisition. You will have to create a PO Change Request 44
Receiving in Coupa 45
Receiving in Coupa Receiving is the process of recording the physical receipt of goods and services in the system, referred to as Desktop receiving. Receiving is necessary for all purchases in Coupa. 1. Receive notification from Coupa that the goods has been received 2. Verify the PO # on the invoice 3. Go to Spend History Requisitions and Click Advanced 4. Search for the PO # from the invoice 5. Click on the truck icon (receive) to create a receipt 46
Receiving in Coupa 6. On the receipt details screen, enter o Receipt Date Enter the Receipt Date o Quick Receipts Enter the quantity or Amount (based on Qty or Amt radio button selection at the time of Purchase Requisition You can receive the entire quantity or amount by clicking on the All icon. This will automatically populate the entire quantity / amount in the receipt line 7. Click on the Save icon. You will then be directed back to the home page and a message indicating successful receipt will be displayed 47
Approving in Coupa 48
Approving in Coupa: To Do List The Coupa home page displays a To Do s list which provides information regarding any approvals that require your action Only 5 notifications are displayed in this section of the home page 49
Approving in Coupa: Inbox You can access all of your notifications through the Inbox section under Account which allows you to view all of your notifications in the system You can search a particular transaction # or status by using the advanced search 50
Approving in Coupa: Requiring My Approval You can also access the requisitions Pending My Approval from Spend History. 51
Approving in Coupa: Approving a RequisiPon 1. Click on the notification to review Notifications can be found in your To Do s List, Inbox, or Spend History Requiring My Approval. 52
Approving in Coupa: Approving a RequisiPon in Coupa 2. Review the requisition information details Please add comments on the Approval Comments section before clicking on the Reject or Approve buttons You can add additional approvers/watchers to the approval using the Add button A rejected PR goes back to Draft status, the requester needs to make changes and re-submit An approved PR moves to the next person in the approval chain, or if you are the final approver, gets flipped to a PO After 72 hours with no approval, the PR escalates past the current approver and goes to their manager. Clicking the Hold button stops the escalation from taking place 53
Approving in Coupa: Approving a RequisiPon Via Email You will receive a system-generated email notifying you about the requisition as soon as a requester submits a cart requiring your action (shown in the below screenshot) 1. Click Approve, Reject, or View Req View Req Link to Coupa to view transaction in the system Hold stops the requisition from surpassing the 72 hour escalation period Reject Opens new email, which you will send to reject in Coupa Approve Opens new email, which you will send the approval to Coupa 2. Send the automa;c email that pops up for the approval to be made in Coupa Please add comments if you are rejecting the PR 54
Approving in Coupa: Approving a RequisiPon Via Mobile App A mobile application of Coupa can be downloaded either at the Apple or Android stores Once you download the app you need to sign-in as you normally would at R1 RCM 1. Open the Coupa App to review all pending approvals which require action. Once open, you can Approve, Reject, and provide justification. 2. Once the Approval or Rejection has been submitted, you will get a confirmation indicated by Success. You will also be able to review all completed approvals by clicking on the Completed tab. 55
Thank you 56