Home Coupa Registration Coupa Pay Setup Coupa Training Guides Coupa FAQ Coupa Support Contact GENERAL What is Coupa? Coupa is Friendship PCS’s selected enterprise Procure-to-Pay (P2P) solution that offers the ease of an e-commerce shopping experience for procurement and invoicing while providing better spending visibility, a vendor portal and electronic invoicing. CONTACT INFORMATION CoupaHelp@friendshipschools.org GENERAL SUPPLIER ONBOARDING Are suppliers required to sign up with Coupa? To take full advantage of the platform and enable electronic transactions to flow to and from suppliers, selected suppliers will be enabled in Coupa in time for go-live at no cost to them. The Coupa Supplier Portal is a free tool for our suppliers to use and easily do business with Friendship PCS. How will suppliers benefit from Coupa? Suppliers will be able to view purchase orders, set up delivery methods, create catalogs, send invoices and advance ship notices (ASNs), check transaction status and more. Key benefits of using the Coupa Supplier Portal include: Fast and free – Suppliers can register for the Coupa portal in minutes, and begin sending electronic invoices and tracking their status immediately, all with no fees. Supplier-actionable notifications – Instead of just sending messages, suppliers can enable action. For example, suppliers can flip a PO to an invoice right from their email. Robust integration – Coupa’s integration team has the experience and tools to integrate selected suppliers using cXML, and the understanding to preserve and respect the integration work already built. Invoice to the inbox – Suppliers can email PDF invoices directly to the Coupa mailbox. Paper invoice friendly – Paper invoices will still be accepted. Self-serve supplier inquiry – All suppliers can have visibility into their orders, invoices and payments. Suppliers get more immediate answers and Friendship PCS receives fewer inquiries. Ability to add punchout and static catalogs – Friendship PCS encourages suppliers to work with us in developing service rate cards and product lists to be added to Coupa’s platform for easier purchasing by Friendship PCS staff. ACCOUNT, LOGIN AND REGISTRATION How much does it cost to join the Coupa Supplier Portal? There is no cost to suppliers for the Coupa Supplier Portal. Where can I register for the Coupa Supplier Portal? You can send a request for an invitation to join the Coupa Supplier Portal. Can I flip a PO if I am not registered on the Coupa Supplier Network? Yes. You can access your POs directly from your email inbox. Friendship PCS will need to approve this function. For more information, please see the Supplier Actionable Notification (SAN) Training Guide. I already have a Coupa account. How do I add Friendship PCS? To add Friendship PCS to your Coupa account, send a request to Friendship PCS. Please include the email address you used for Coupa registration in your request. Why haven’t I received the email invitation to join the Coupa Supplier Portal? If you have not received an email to link your account to Coupa, please check your spam/junk folder. If you still can’t find the email invitation, please follow the instructions in the previous question. How do I register if I am a national account with multiple users? If you are transacting with Friendship PCS in multiple locations, it is extremely important to use your company’s primary contact email address when you register for Coupa. Please follow these steps: 1. Confirm your primary contact email address with the Coupa Supplier Enablement Team. Coupa email notifications will always be sent automatically to this email address. 2. Add additional users across your locations who require access to your Coupa account. These users will have full visibility into your PO queue, invoice and payment status. 3. After go-live, you can forward POs to the appropriate location contact based on the ship-to address on the PO. Why can’t I register for the Coupa Supplier Portal? If you have received the email invitation with a link to register and are not able to register, please ensure the “ I am not a robot” field is checked. If you continue to have issues, please contact supplier@Coupa.com. How do I locate Friendship PCS on the Coupa Supplier Portal? If you are transacting with Friendship PCS in multiple locations, it is extremely important to use your company’s primary contact email address when you register for Coupa. Please follow these steps: 1. Confirm your primary contact email address with the Coupa Supplier Enablement Team. Coupa email notifications will always be sent automatically to this email address. 2. Add additional users across your locations who require access to your Coupa account. These users will have full visibility into your PO queue, invoice and payment status. 3. After go-live, you can forward POs to the appropriate location contact based on the ship-to address on the PO. Where can I sign into the Coupa Supplier Portal? You can sign in to the Coupa Supplier Portal here. What do I do if I am locked out of the Coupa Supplier Portal? Coupa uses two-factor authentication to protect you against fraud. If you need your six-digit backup validation code, contact supplier@coupa.com. You will be asked to complete a declaration form and provide either: A copy of your photo ID or passport OR Your Coupa Supplier Portal login email to verify your identify Why am I not receiving the password reset emails? Please check your spam/junk folder. If you still can’t find the email invitation, email Friendship PCS at CoupaHelp@friendshipschools.org. Please include the email address you used for Coupa registration. INVOICES & CREDIT MEMOS How do I create an invoice? 1. On the main menu, click on the Orders tab. 2. If you are connected to more than one Coupa customer, select their name from the Select Customer dropdown menu. 3. In the PO table that appears, choose the PO you want to invoice. 4. Click on the yellow coins to create an invoice. 5. Note: Visit the Coupa Supplier Portal here for more information. How do I create a credit memo? With a PO: 1. Click on the Orders tab on the main menu. 2. If you are connected to more than one Coupa customer, select Friendship PCS from the Select Customer dropdown menu. 3. Choose the PO you would like to create a credit for and select the Red Coins. 4. Create a negative invoice with either a negative quantity or dollar amount. How do I submit an invoice? Your account needs to be configured to process invoices for Friendship PCS. Contact Friendship PCS. Can I reuse an invoice number once Friendship PCS has deleted it? Yes, if Friendship PCS has deleted an invoice number, you can reuse it. How many characters can I include in an invoice number? For GWS APAC, the length of the invoice number is 25 characters for iScala and 40 characters for Coupa. If the invoice loaded into Coupa has more than 25 characters, there will be a break between Coupa and iScala. To avoid this break, please ensure the length of the invoice number does not exceed 25 characters. For GWS U.S., Canada and Corporate U.S., you can submit an invoice number that contains up to 40 characters. Where do I code for multi-tax lines You will not have multi-tax lines available in Coupa. You will tax at the header level. How do I add shipping charges to an invoice? You can add shipping charges at the bottom of the invoice or at the line-item level. How do I credit or cancel an invoice that has already been billed? To create a credit, enter a negative quantity. See Creating a Credit Note for more info. Once an invoice is submitted, it can’t be changed in any way. However, you still have options: • Ask Friendship PCS to reject or void the existing invoice, then create a new one. • Create a new credit memo that credits the customer for the original value, and then generate a new invoice. • See Creating or Editing an Invoice for more info. How do I make a part claim to an invoice? You can invoice multiple times against a single PO. Just click the gold coin icon and enter the amount that should appear on the invoice. What does the “Tolerance Hold” invoice status mean? It means your invoiced amount differs from the PO by more than Friendship PCS’s approved tolerance without approval. Why can’t I edit, void or delete an invoice? Once an invoice has been submitted, it can’t be changed in any way. This ensures invoice processing integrity. However, you still have options: 1. Ask your customer to reject or void the existing invoice. You can then create a new one. If your customer is using compliant invoicing, they can reject invoices but they won’t be able to void them. 2. Create a new credit memo that credits the customer for the original value, and then generate a new invoice. Ask your customer which method they prefer. Can I backdate an invoice? No, Friendship PCS does not allow the backdating of invoices. What do I do if an invoice is rejected? Create a new invoice to replace the one that was rejected. What do I do after an invoice as been approved? Nothing. The invoice is now in Friendship PCS’s queue and you will receive payment based on the agreed-upon payment terms. What if an invoice hasn’t been paid? For questions regarding payment information, contact your CBRE representative directly. Some payment details might be on the invoice document in Coupa. In your notification settings, you can choose to receive payment notifications via email or short text message (SMS). How do I know if an invoice has been registered? On the main menu, click on the Invoices tab. For the desired customer, look for invoices that are still listed as drafts. They need to be edited and then submitted. If the invoice does not appear there, it’s not in the system. What format should I send in invoices if emailing PDFs directly? If you are emailing a PDF invoice to the Coupa mailbox please ensure: Invoice copy and supporting documents are collated into a single PDF file. Files sent in separate attachments in the same email will appear as separate documents in Friendship PCS’s processing queue. Remove all images that are not relevant to your invoice. Images will appear as separate documents in Friendship PCS’s processing queue.
