Coupa Supplier Portal (CSP) & Supplier Actionable Notifications (SAN) Training 2018
What You Will Take Away After reviewing this this training documentation, you will have gained a basic understanding of the Coupa system and it s introduction at Ingersoll Rand, and be able to: Register and setup your profile on the Coupa Supplier Portal (CSP) Perform basic navigation of the Coupa Supplier Portal (CSP) View/manage purchase orders Create invoices within the Coupa Supplier Portal (CSP) and via the PO flip functionality, also known as Supplier Actionable Notifications 2
Introduction to Coupa Ingersoll Rand has selected Coupa as the technology platform with the objective of streamlining its Procureto-Pay processes across indirect spend and enabling electronic transactions. Coupa is a leading e-procurement platform connecting buyers with their suppliers Coupa has the capability for suppliers to receive POs, submit invoices and respond to RFPs via the CSP The Coupa Supplier Portal (CSP) will be used by Ingersoll Rand to request indirect materials and services, create and communicate purchase orders, and to receive invoices from suppliers The Coupa Supplier Portal (CSP) is free with no costs for Ingersoll Rand suppliers 3
What is Changing? Commercial HVAC, Residential HVAC, and supporting corporate functions have begun to transition to Coupa starting August 6th, and will continue through the end of October. Upon notification that a specific site has gone live in Coupa, Ingersoll Rand will only accept electronic invoicing through Coupa. Purchase orders sent from Coupa will have a naming convention of CPO-10000XXX and will require invoice submission through Coupa via the new electronic invoicing procedures. Any purchase orders received that do not contain the CPO-10000XXX naming convention should be handled using the current processes. Your local contact may still send POs to you manually for the foreseeable future, so please confirm all orders with the requester. Ingersoll Rand is requiring electronic invoicing through Coupa, allowing suppliers to use the Coupa Supplier Portal and Supplier Actionable Notifications (demonstrated today) to simplify & streamline the receipt and acknowledgement of purchase orders and the submission of invoices to Ingersoll Rand. 4
Purchase Order Cutover Please refrain from submitting any new invoices against existing purchase orders (any purchase orders without the naming convention CPO-10000XXX). Existing purchase orders will be closed and new purchase orders will be created in Coupa. You will receive an email with new purchase orders for the remaining balance of those existing purchase orders. You will be sent a list of your old purchase order numbers and the corresponding new Coupa purchase order numbers. For any of the new Coupa purchase orders with the CPO-10000XXX naming convention, you must submit new invoices electronically via one of the electronic methods: Coupa Supplier Portal (CSP) Supplier Actionable Notifications (SAN) cxml For existing purchase orders that do not have a new corresponding Coupa purchase order number, please submit invoices via the incumbent invoicing processes. 5
Payment Information As part of an ongoing effort, Ingersoll Rand is redefining its payment method standards. Effective immediately, all suppliers for North America will be required to transition to EFT (Electronic Funds Transfer) by December 31st, 2018. To transition to EFT, please send an email to IRCoupaTeam@irco.com with the following information: Remittance email address Scanned banking information on company letterhead or via email with a company logo 6
Electronic Invoicing Overview
One System, Two Ways to Interact Flipping a purchase order into an invoice via Supplier Actionable Notifications (SAN) and the Coupa Supplier Portal (CSP) are the two primary ways to electronically interact with Ingersoll Rand. Supplier Actionable Notifications Coupa Supplier Portal 8
Supplier Actionable Notifications (SAN)
Acting on a Coupa Purchase Order via SAN With the help of Coupa, Suppliers will be able to quickly receive, acknowledge, add comments to, and invoice against purchase orders via email. As the supplier you will have the ability to act directly from your inbox when you receive a purchase order (PO) notification email. The notification email will include action buttons so depending on what you click you will be able to Create Invoice, Acknowledge PO, or Add Comment to the purchase order. There is no need to be logged into or registered on the Coupa Supplier Portal in order to utilize this functionality. Note: In order to receive purchase orders via email, a PO email address must be present within your supplier record in Coupa. Please contact IRCoupaTeam@irco.com if you are unsure which email address is currently on file at Ingersoll Rand or if you d like to update your PO email address. 10
Acting on a Coupa Purchase Order via SAN You can notify Ingersoll Rand that you have received the purchase order clicking the Acknowledge PO button within the emailed purchase order. Once you click Acknowledge PO, a separate browser tab or window will pop up with a green banner at the top telling you Order acknowledged. 11
Commenting on a Purchase Order via SAN You can add comments to purchase orders received in your email by clicking the Add Comment button within the emailed purchase order. Once you click Add Comment, a separate browser tab or window will open up, and there will be a section at the bottom where you can type a comment and then click Add Comment. Once you ve done this, the comment will be added to the purchase order and the requester will be notified. 12
Creating Invoices via SAN To flip an emailed purchase order into an invoice, click Create Invoice. Once you click Create Invoice, a separate browser tab or window will pop up, titled Create Invoice. If there are multiple remit-to addresses stored in your profile or if there is no remit-to address stored in your profile, the Choose Remit-To Address pop up box will display where you can then choose the correct address or create a new one. Note: If there is only one remit-to address stored in your profile, Coupa will default that address on the invoice. 13
Creating Invoices via SAN Once you ve selected or created a remit-to address (if necessary), at the top left side of the Create Invoice window, you see Invoice #, Invoice Date, Payment Term, Currency, Status, Image Scan, a Supplier Note text box, and a section to add any other Attachments. At the top right side of the Create Invoice page, you will see your Supplier name, Invoice From Address, Remit-To Address, Ship From Address, the Customer name, and the customer s Ship To Address. Note: Ingersoll Rand requires suppliers to upload PDF of their actual invoice under the Invoice Scan section of the electronic invoice. 14
Creating Invoices via SAN Scrolling down the Create Invoice page, you see the Lines section, where all lines on the purchase order have been turned into lines on the invoice. Ensure all details are accurate, specifically the Price and Quantity. If applicable, add any Shipping, Handling, Misc, and Taxes at the bottom, and then click Calculate. If necessary, you can add comments for Ingersoll Rand, and click Add Comment. Once you have completed populating and validating the information on the invoice, click Submit. 15
Creating Invoices via SAN After you click Submit, a pop up appears asking you to confirm that you are ready to submit the invoice. Click Send Invoice to proceed. 16
Creating Invoices via SAN After you click Send Invoice, another pop up box will display reminding you to attach a PDF image of your invoice. Once you ve done so, click Submit. Note that once the invoice is submitted, the invoice cannot be changed without contacting Ingersoll Rand. 17
Creating Invoices via SAN After you click Submit, the page will refresh and display the invoice Status. After the invoice is in Approved status, it will be paid according to the payment terms contractually agreed upon between Ingersoll Rand and the supplier. 18
Coupa Supplier Portal (CSP)
Coupa Supplier Portal (CSP) Introduction You will receive an invitation email to the Coupa Supplier Portal from Ingersoll Rand with the subject line Action Required: Click Link to Join Coupa which will look like the screenshot below. Once you receive the email invitation from Ingersoll Rand, click on the link in the email. This will take you to a screen where you can complete your registration by entering your first name, last name, company name, and a password. You can also forward your invitation to a colleague from the registration screen. 20
Coupa Supplier Portal (CSP) Introduction Once you ve completed this brief registration, you will be taken into the Coupa Supplier Portal which can be accessed at supplier.coupahost.com. 21
Coupa Supplier Portal (CSP) Profile Settings In the middle of the page, there is a button you can click to Improve Your Profile by adding various pieces of information about your company. Please note that any changes you make to your public profile will be available to any of your customers that are using Coupa and the Coupa Supplier Portal, not just Ingersoll Rand. If you look down at the bottom of the home page you can click a link to see what your Public Profile will look like On the right hand side you are able to Merge Accounts if you have multiple Coupa Supplier Portal accounts. The last tab on the top is the Admin tab, which you will want to click when first using the Coupa Supplier Portal. More instructions can be found on the next slide. 22
Coupa Supplier Portal (CSP) Profile Settings When you click on the Admin tab at the top of the home page, there are a few things to note: When you click on Users, you will see all of the users that currently have access to the Coupa Supplier Portal and you can also add additional users by clicking invite user on the right side. Moving down, you will see Merge Requests. If you have multiple Coupa Supplier Portal accounts, you can use this merge requests section to combine them all into one account. Next is the E-invoicing setup. Before you can submit an invoice to Ingersoll Rand, you will need to add a legal entity. To do so, click Add Legal Entity and fill out the legal entity name and country fields that pop up, and hit continue. Next you will be asked to provide your invoice from address, remit-to address, and ship from address. Make sure that any addresses you add here are the same as the ones that were originally provided to Ingersoll Rand. Scrolling down to the Bank Info and Assign Customers section, ensure you ve selected Ingersoll Rand, and then hit Continue 23
Viewing Orders in the CSP When you click on the Orders tab at the top of the home page, this Purchase Orders screen will display and show all purchase orders sent by Ingersoll Rand. By clicking on Configure PO Delivery, you can let Ingersoll Rand know how you d like to receive purchase orders by entering an email address or cxml credentials. To find purchase orders, you can use the Search functionality. You can also sort by column headers by clicking on any of the column headers (PO Number, Status, Acknowledged At, Items, Unanswered Comments, Total, and Actions. In addition, as you start to receive multiple purchase orders, you can use the View functionality to filter the purchase orders. All purchase orders on this screen are hyperlinked, and you can view additional information about the purchase order by clicking on that blue hyperlink. 24
Viewing Orders in the CSP When you click on a purchase orders blue hyperlink, the purchase order will open. At the top it will show you the Status, Order Date, Revision Date, the original Requester, the requester s Email, the Payment Terms you ve negotiated with Ingersoll Rand, Attachments, and below that you can acknowledge that you ve seen the PO by checking the Acknowledged box. In the upper right hand corner you can see the shipping address. 25
Viewing Orders in the CSP Scrolling down you can see the Lines on the purchase order. On the far right, you can see how much has been Invoiced against the purchase order. Scrolling down to the bottom, you can create an invoice by clicking Create Invoice, which will take all of the PO information and turn it into an invoice. You can get a print view of the purchase order by clicking on Print View, which was open another window displaying additional information, such as currency and contact information. At the bottom of the purchase order you can use the Comments section and to add comments to the purchase order. 26
Creating Invoices in the CSP From the Purchase Orders screen, you can flip a purchase order directly into an invoice by clicking on the yellow coin stack on the right hand side of the screen. 27
Creating Invoices in the CSP Next, you will be taken to the Create Invoice page, and the Choose Remit-To Address pop-up will display. Select the address you would like to remit-to by clicking Choose. If there is only one Remit-To address stored in your profile, then Coupa will default to that address and there will be no pop-up to choose an address. If there is no Remit-To address stored, Coupa will ask you to create one. 28
Creating Invoices in the CSP At the top of the Create Invoice page, you see Invoice #, Invoice Date, Payment Term, Currency, Status, Image Scan, a Supplier Note text box, and a section to add any other Attachments. On the right side of the Create Invoice page, you will see Supplier name, Invoice From Address, Remit-To Address, Ship From Address, the Customer name, and the customer s Ship To Address. Note: Ingersoll Rand requires suppliers to upload PDF of their actual invoice under the Invoice Scan section of the electronic invoice. 29
Creating Invoices in the CSP Scrolling down the Create Invoice page, you see the Lines section, where all lines on the purchase order have been turned into lines on the invoice. Ensure all details are accurate, specifically the price and quantity. If applicable, add any Shipping, Handling, Misc., and Taxes at the bottom, and then click Calculate. Lastly, you can add comments for Ingersoll Rand, and click Add Comment. Once you have completed populating and validating the information on the invoice, click Submit. 30
Creating Invoices in the CSP After you click Submit, a pop up appears asking you to confirm that you are ready to submit the invoice. Click Send Invoice to proceed. 31
Creating Invoices in the CSP After you click Send Invoice, another pop up box will display reminding you to attach a PDF image of your invoice. Once you ve done so, click Submit. Note that once the invoice is submitted, the invoice cannot be changed without contacting Ingersoll Rand. 32
Creating Invoices in the CSP After you click Submit, the page will refresh and display the invoice Status. After the invoice is in Approved status, it will be paid according to the payment terms contractually agreed upon between Ingersoll Rand and the supplier. 33
Thank you!