Purchase to Pay (P2P) Supplier Training Guide

Transcription

1 Purchase to Pay (P2P) Supplier Training Guide

2 Content Content... 2 What is the Coupa Supplier Network (CSN)?... 3 Invitation to the CSN... 3 CSN registration... 4 Take Tour... 6 The Menu icon... 7 Updating your company information (Profile)... 8 Copying a Profile My Account Remit to Managing Users How to invite and give access to others within your company User Permissions Editing a User Merging company information CSN access (once registered) Incorrect pasword notification of a Purchase Order (PO) PO Delivery Orders icon Acknowledging a PO Updating the PO Status Planned maintenance Job completed Flipping a Purchase Order (PO) to create an invoice How to complete the invoice form Construction Industry Scheme (CIS) Attaching documents Photographic evidence Tax code by line item For your information: Invoices icon Viewing payment information Custom view (Reports) Log Out Frequently Asked Questions Support

3 What is the Coupa Supplier Network (CSN)? The CSN allows you to go to a website, see a list of all your purchase orders from and submit invoices for those purchase order. You will receive an invitation for the CSN from our new purchasing system. You will then need to register with the system. Orders will then start to be processed via the CSN. It is essential that you register quickly so that you can view the system and ensure you can login. Invoices submitted via the CSN will be processed electronically through the CSN and you will have visibility of your invoices status as it moves through our approval process. All invoices submitted via the CSN will also show the payment data once FirstPort Corporate pays the invoice. Both of these things will give you more visibility to your invoice and help ensure you are paid in a timely manner based on your payment terms with. Please note: The CSN will not work on Internet Explore version 8 or below, therefore you will need to be using Internet Explorer 9 or above, Firefox or Chrome to access the CSN. To check which version of Internet Explorer you are using: From your internet home page Click Help, About. This is usually located top right of the browser. If the version you are using is 8 or below you will need to install a new version which has to be a minimum of IE 9 or install Chrome or Firefox. You can get a free download for IE 9, Chrome or Firefox by doing a Google search. Invitation to the CSN You will receive an invitation for the CSN asking you to register with the CSN. Simply click on the link in the and follow the instructions. The following is a copy of the you will receive: Congratulations! FirstPort has added you as a supplier on the Coupa Supplier Network. Click here to sign in so you can: Manage your company information Configure your PO transmission preferences Create an online catalogue View purchase orders Create electronic invoices 3

4 IMPORTANT: It is essential that you register for the CSN, otherwise you will not have visibility of any purchase orders and we will need to procure goods and services from alternative sources. The P2P system and processes will make the FirstPort, as a customer, much easier to do business with. The following are just some of the benefits that you, as one of our suppliers, will enjoy: All of your orders will be received electronically The ability to invoice us electronically, by turning the purchase order into an invoice (PO flip) The ability to be able to view when invoices have been approved for payment A very transparent and seamless P2P process which will help you better financially manage your business However, please also be aware that we have a No PO, no Pay policy. You should not deliver any goods or services to any FirstPort company without a valid purchase order number. Please note: The address the invite is sent from is do_not_reply@supplier.coupahost.com which has a tendency to either be blocked or go in to junk/spam folders. CSN registration By clicking the link in the the CSN Home page will now open with your details completed in the Welcome to the Coupa Supplier Network box. A password will need to be created before you can register with the CSN. Please note: this must be at least 8 characters long. Refer to the following screen print: Please note: You must register for the CSN via the link in the invite as otherwise FirstPort will not be displayed. 4

5 Please make sure you tick the box before selecting the OK button. Once completed click Now that you have registered and created a password the following screen will be displayed: When you sign in for the first time, you'll be greeted by the help tour on the home 5

6 screen. You have the option to view what s new by selecting which will take you through the various screens. If you don t want to take the tour click Please note: The Take Tour will only be displayed the first time you login to the CSN. If you choose not to take the tour straight away you can access this at a later date by hovering over the following will be displayed: Click and this will start the tour. Take Tour By clicking the the following screen will be displayed: 6

7 Click the following screen will be displayed: The Menu icon After connecting to FirstPort simply click on the Menu icon ( to view POs, create and manage invoices. ) to display other icons Refer to the following screen print: ORDERS Menu Item Description This is where you can find purchase orders sent by your customers 7

8 INVOICES CATALOGS PROFILE ADMIN MY ACCOUNT LOG OUT This is where you create and manage invoices to send to your customers This is where you create and manage customer-specific catalogs This is where you create, modify, and manage your public and customer-specific profiles, and manage which remit-to addresses each customer can use This is where you can manage users, merge requests, and your remit-to addresses This is where you can manage your person profile Use this to log out of the CSN Updating your company information (Profile) When you first log into the CSN, you'll be brought to your public profile page. In addition to your public profile, you can create customer-specific profiles for any customers you've connected to through the CSN. Refer to the following screen print: Public Profile Your public profile contains general information about your company, like your name and logo, a description and contact information. 8

9 Refer to the following screen print: Click to make changes. You can also access your profile from the Profile icon in the main menu, which will also give you access to company-specific profiles e.g. Hover over the the following screen will be displayed: 9

10 Click Both options will take you to the following screen. From here you can add information about your company. 10

11 This is the view that other Coupa customers will have of your company profile information. If you wish to update the information, click on the button. The following screen will be displayed: 11

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13 You must complete all the fields, if you save without fully completing the following error message will be displayed: You will need to complete the form and re save. Private Sections Some sections are labelled as a private section, and can't be seen from the CSN. Financial information like your Tax ID, DUNS, and remit-to addresses are considered private information. These only appear on documents you create through the CSN, such as invoices. Customer-Specific Profiles You can create specific profiles for customers you've connected with through the CSN. You can change the primary contact and remit-to information as part of the customerspecific profile. To manage a specific profile, choose the customer name from the profile dropdown list. If you don't see the customer you're looking for, it means you haven't connected to them yet. You won't be able to see them in the customer dropdown on the Orders and Invoices pages either. Refer to the following screen print: Please note: The dropdown will not be available if you only supplier to one company who uses Coupa. 13

14 Copying a Profile An easy way to create a new customer profile is to start by copying an existing profile. Once you've copied the information, you can modify what you want. This is great if you only want to change a few details for a specific customer. You can't change your company address from a company-specific profile pages. Return to your public profile to change it. Once completed click The following will be displayed: Once the update has been saved the following will be displayed: My Account The My Account page is for your personal information on the CSN. It s not meant for your company information. There s a separate section for that, refer to Updating your company information (Profile). 14

15 To make changes to your account information, simply click on the on the Menu icon to display other icons and select The following screen will be displayed: 15

16 Fill out the fields you want to change, and click Refer to the following table regarding completing the form: *FIRST NAME *LAST NAME * PASSWORD SETTING DESCRIPTION This is your personal first name. It's a required field This is your personal last name. It's a required field This field can't be changed. If you want to change it, you'll have to create a new CSN account and then connect it to your company. See Managing Users for more information Use this field to change your password. It must be at least 8 characters long PASSWORD CONFIRMATION UPLOAD YOUR PHOTO This field needs to match the password you typed in the password field You can add a personal photo in.jpg,.png, or.gif. * These fields must be filled in to use the Update Contact button. Remit to You will have notice that the following banner is being displayed: The CSN includes remit-to addresses as part of electronic invoice compliance. 16

17 This means that you can now specify remit-to addresses through the CSN. Simply click on the Menu icon to display other icons Refer to the following screen print: and select The following screen will be displayed: 17

18 Click The following screen will be displayed: Refer to the following table prior to filling out the form: REMIT TO NAME REMIT TO CODE Information ADDRESS, INCLUDING COUNTRY TAX COUNTRY TAX REGISTRATION/VAT IDENTIFICATION NUMBER DISCLOSURE INFORMATION Description A unique easily identifiable user-friendly name. Use this field to tie your CSN remit-to address with the corresponding address in your ERP. Standard address information. Determines the origination country for tax purposes. Required in order to claim taxes from a customer. Optional (though may be required for compliance) invoice footer information. 18

19 Complete all the fields marked with * as these are required. Remit to Contact This is optional contact information for the remit-to address. Assign Customers You can choose which customers will be able to see a specific remit-to address. If you merge accounts, your remit-to addresses won't be merged unless you make them available for All customers. Once the merge is complete, you can again assign the remitto address to the specific customers you want. 19

20 Make sure that FirstPort is checked. Once completed click Managing Users The CSN gives you the ability to manager user permissions and customer access. This gives you the ability to assign certain users to only certain customers, and limit what kinds of documents and functions they can perform with their assigned customers. Refer to the following table: ADMIN ORDERS INVOICES CATALOGS Permissions Description Full access to all CSN functions, including user administration. Non-admin users can still view the Users tab of the admin page and invite users, but not edit existing users. The permissions on the invitation cannot exceed the permissions of the user creating the invitation. Adds the ability to view and work with purchase orders. Adds the ability to view and work with invoices. Adds the ability to view and work with catalogs 20

21 PROFILES SOURCING Adds the ability to modify customerspecific profiles. All users, regardless of permissions, can edit the public profile. Adds the ability to submit documents to customers as part of a sourcing event. How to invite and give access to others within your company As a registered supplier you can share your customer relationships with others in your company by inviting them to join the CSN. Simply click on the Menu icon ( ) to display other icons and select Refer to the following screen print: The following screen will be displayed: 21

22 To send an invite click on The following screen will be displayed: Enter the user s name. Enter the address you wish to send the invite to. Please make sure you have not used the address anywhere within your company or account information as this will prevent an invitation being sent. You have the option to allow other users to either view everything or limit their view by checking the relevant boxes (refer to the table in the Managing Users section). Make sure that everyone has FirstPort ticked which will enable them to view all purchase orders and invoices for this company. Refer to the following screen print: 22

23 Click The user will receive an which they will need to action. User Permissions Coupa doesn't allow users to be deleted, so you can't delete a user from the your supplier profile. Instead, you can deactivate the user when you no longer want that user to be able to access the account. If you deactivate a user, you can always reactivate them later. If you reactivate the user, their customer access is reset, so you'll have to assign customers to them again. Click make sure Users is selected. 23

24 Click against the user s record you want to deactivate. The following screen will be displayed: Click The following pop up will appear: Select the relevant option. Editing a User You can change the user s name and modify their permissions Please note: You cannot change their address, though. If a user wants to change their address, send them a new invitation. 24

25 Click The following screen will be displayed: Please note: The Invitation and Edit User Access window are almost identical, except when you invite a user, you can specify an address. Once the user s record has been modified click Merging company information Sometimes, your company may have more than one account/profile on the CSN. This can happen when several users from the same company sign up for, or are invited to, the CSN via different addresses. The CSN suggests merges based on domain. For example, all users with domain will get suggestions to merge. Merge suggestions appear in a right-hand column on home page: e.g. 25

26 If you know an suggestion is invalid, click displayed the following pop up will be Click and you won't see the request again. If you want to merge an account, click will be the parent account., then choose which account 26

27 Click The following table lists the selection options: Selection Make my company the owner of the merged account Make the company I'm sending this request to the new owner of the merged account Description This will cause the other account to be merged into your company account. The other user's company account will be removed. You will continue to be the administrator for the merged company account, and the previous administrator will become a regular user in the merged account. You can make them an administrator if you want. Your company account will be removed. The other user's company account will become the only company account. You will no longer be the account administrator, but the administrator of the existing account can choose to make you an administrator of the merged account. Merged accounts will use the following rules: Element Connected customers & customer profiles Merge Behaviour Any connected customers will be retained in the new account. The existing address will remain as the contact for the customer. If the customer is connected to both accounts, the parent account connection will be retained, and the merged account connection will be removed. 27

28 Remit-to addresses Remit to information is transferred only for addresses that are available to All companies. CSN access (once registered) There are two options to access the CSN. Option 1 Enter the following URL in to your browser: Option 2 Click on the link contained in the Purchase Order notification The following screen will be displayed: If you haven t already registered you will need to request another invitation by ing: p2pvendormanagement@firstport.co.uk If you have already registered: You will need to enter the address and password, you used to register, in the highlighted fields. Refer to the following screen print: If you receive an error message is already a user refer to screen print below: 28

29 This is because you are entering your details in the Get Started field and not entering them in the and password fields. Incorrect pasword If an incorrect password is entered the following error message will be displayed: By checking Click here the following screen will be displayed: 29

30 Enter your address and click The following screen will be displayed: You will be sent an from e.g. Click the link The following screen will be displayed: 30

31 Enter a new password and confirm new password click Please note: this must be at least 8 characters long. The following screen will be displayed: The password has been successfully updated. notification of a Purchase Order (PO) When a purchase order is raised you will receive an notification regarding this. The is sent to the PO address on your supplier record. Please note: You have the option to change the address. Refer to the PO Delivery section (below). 31

32 PO Delivery You have the option to change the address the PO is sent to. Simply click on the Menu icon ( ) to display other icons and select Refer to the following screen print The following screen will be displayed: click The following screen will be displayed: 32

33 Enter the new address in PO field. cxml You can select the format of how you want to receive purchase orders. Let s your customers know how you are able to receive purchase orders. Your customers will be able to select from these options to send you purchase orders. Once updated click Orders icon To start managing Purchase orders simply click on the Menu icon ( ) to display other icons and select 33

34 Please note: The Purchase Orders table lists all the POs you've received from. The following screen will be displayed: Please note: Each purchase order will be given an individual number. The Purchase Orders table lists all the POs you've received. You can use the search bar to filter the list with a search term, or click the View dropdown to perform advanced filtering. Refer to the Custom view (Reports) section. PO # COLUMN DESCRIPTION This is the purchase order number generated by Coupa. 34

35 ORDER DATE STATUS ACKNOWLEDGED ITEMS UNANSWERED COMMENTS TOTAL ACTIONS BUYER HOLD CANCELLED CLOSED CURRENCY HOLD ERROR ISSUED This is the date the purchase order was created on. This is the current status of the purchase order. See the Status List for more information. You MUST choose to let your customer know that you received their PO by selecting the Acknowledged checkbox on the purchase order. When you select the checkbox, the current date appears in the Acknowledge column. This checkbox is a simple toggle, so you can also un-acknowledge an invoice by deselecting the checkbox. If you reacknowledge at a later time, the new date will appear. List of items on the PO. You can now make comments directly on the purchase order for your customers to see. If you customer has left comments that you haven't responded to, you'll get notified here. This is the total amount of the purchase order. Use the gold coins icon to flip the PO into an invoice and the red coins icon to create a credit note. The PO is approved but pending buyer review. The order has been cancelled, and doesn't need to be fulfilled. The issued PO has been received and was then closed, either manually or automatically within Coupa. The PO is on hold due to a currency exchange rate issue. There's something wrong with the PO. Contact your customer to get the PO back on track. The PO has been approved and sent to the supplier. 35

36 SUPPLIER WINDOW HOLD The PO was approved outside of the order window schedule under contract terms. Status list BUYER HOLD STATUS DESCRIPTION The PO is approved but pending buyer review. CANCELLED CLOSED The order has been cancelled, and doesn't need to be fulfilled. The issued PO has been received and was then closed, either manually or automatically within Coupa. CURRENCY HOLD ERROR The PO is on hold due to a currency exchange rate issue. There's something wrong with the PO. Contact your customer to get the PO back on track. ISSUED SUPPLIER WINDOW HOLD The PO has been approved and sent to the supplier. The PO was approved outside of the order window schedule under contract terms. Please note: If you click on the purchase order number to view the PO, and then use the back button to return to the Purchase Orders page, you'll need to refresh the page to see any changes you made to the PO. Acknowledging a PO By clicking on the PO# the details of the PO will be displayed. 36

37 Refer to the following screen print: Please Note: It is important you acknowledge the PO by clicking the will let FirstPort know you have seen the order. box as this When you select the checkbox, the current date appears in the Acknowledge column. 37

38 Refer to the following screen print: Updating the PO Status It is important you update the status of the PO so FirstPort are aware of the current status of the job. Please note: You must immediately contact the originator of the PO in the event that: Work cannot be carried out due to access, awaiting parts, etc The cost of the works differs from the value described on the purchase order and give the exact value that will match your invoice The order is rejected and you cannot attend as per the purchase order Add a status by selecting the relevant one from the Status Update drop down list. Refer to the following screen print: Click the Next Visit Date field and select the date for your next visit. Click 38

39 Please note: If the work is going to be delayed you must change the status and enter a new date of when you will next visit. Refer to the following screen print: If you require a paper copy of the PO click Once you have update the PO click Save the changes which will automatically update YPO. Planned maintenance If the PO is for planned maintenance e.g. window cleaning, 12 times a year, you must update the PO once you have attended the development with the next visit date. 39

40 Job completed Once you have completed the work you need to update the PO to reflect this by selecting the relevant status from the drop down e.g. If type of work is one of the following: Emergency Out of Hours Emergency in Hours You must select Reactive job complete If the work was planned You must select Planned Contract Complete Please note: The top section of the PO shows the type of work the PO was raised against. Refer to the following screen print: 40

41 Click The following screen will displayed: Flipping a Purchase Order (PO) to create an invoice To start flipping a PO to an invoice, click and select 41

42 The following screen will be displayed: Flipping the PO into an invoice transfers all the PO line information on to an invoice. The invoice screen will be displayed. To flip the purchase order to an invoice, click 42

43 PLEASE READ THE FOLLOWING SECTIONS PRIOR TO COMPLETING THE INVOICE FORM: Construction Industry Scheme (CIS) Attaching documents Photographic evidence Tax code by line item How to complete the invoice form To complete the invoice follow the steps below: 43

44 Step 1: Create an invoice number the same way you would have created for a paper based invoice Step 2: Enter the invoice date Step 3: The VAT field should be populated, if not enter your VAT number (if applicable) Step 4: Invoice the amount to be paid by amending the quantity (if applicable) Step 5: Make sure you have ticked Line-item taxation if you are charging different Tax rates on different lines (refer to Tax code by line item section) Step 6: Enter the labour value Step 7: Select the tax code Step 8: Attach any documents if CIS Yes or Maybe (refer to CIS section) Step 9: Attach photographic evidence (refer to Photographic evidence section) Step 10: When there are several PO lines some may have already been invoiced. Please do not include these again; they will need to be deleted. Please note: The PO total is excluding VAT If the PO has been part invoiced this is where the invoice will show. Please only include lines showing as 0.00 when creating an invoice. Once all the information has been completed please click Please note: The person who raised the PO will have to receipt the goods/work has been received/completed before an invoice can be processed. The invoice will be sent for approval before it can be paid. 44

45 Construction Industry Scheme (CIS) Some work carried out could be Construction Industry Scheme (CIS) applicable. The invoice will display one of three possibilities e.g. Yes No Maybe Refer to the following screen prints: Yes No Maybe Please note: If the CIS commodity field for the work is showing as a Yes or Maybe, you need to enter the Labour amount Refer to the following screen print: 45

46 Also, attach a copy of your invoice to ensure you do not slow down your payment. Attaching documents You can attach a copy of your paper invoice Please note: This is a requirement if the CIS commodity field for the work is showing as a Yes or Maybe From the Invoice page click 46

47 This will take you to your network folders to locate the relevant document. Photographic evidence As the Property Managers have to receipt that the work has been carried out, and will be doing this remotely, you must attach photographs to show the before and after of the work you have undertaken. This will help us to approve your invoice in a timely manner. Please note: This is key, as without this evidence there could be a delay in processing the invoice, as the Property Manager will have to visit the site to confirm they are happy, which could result in a delay in you receiving payment. It is in your interest to attach photographic evidence. Click The following screen will be displayed: In the field enter details as you feel are relevant to assist the Property Manager approving the invoice. Click Add file This will take you to your network folders to locate the relevant document. Tax code by line item If there is more than one line contained in the PO you have the option to apply a tax code by line item. Refer to the following screen print: 47

48 Click Refer to the following screen print: Click the Tax code drop down to select the relevant code. The system will automatically calculate the tax. Refer to the following screen print: 48

49 Once done Click Refer to the following screen: Please note: If any of the required field have not be populated The following screen will be displayed: 49

50 You will need to fix the errors and resubmit. Please note: If the work is CIS Yes or Maybe the invoice will be put on hold pending approval due to potentially tax implications. Refer to the following screen print: For your information: If you do not flip your invoice via the CSN and submit a paper invoice, it will be rejected and NOT PAID if: - You do not address the invoice as per the billing address detailed on the PO 50

51 - You do not quote the relevant PO number When flipping your invoice in the CSN you are strongly recommended to attach a photographs to show the before and after of the work you have undertaken. This will help us to approve your invoice in a timely manner When flipping your invoice you must enter a value in the labour amount field and if the CIS commodity field for the work is showing as a yes or maybe, you need to attach a copy of your invoice to ensure you do not slow down your payment. The Supplier must immediately contact the originator of the PO in the event that: - Work cannot be carried out due to access, awaiting parts, etc. If possible, the contractor should also contact the resident/s - The cost of the works differs from the value described on the purchase order and give the exact value that will match your invoice - The order is rejected and you cannot attend as per the purchase order All work must be carried out in accordance with your written method statement. Should the specific nature of the site require any changes to your procedures, the method statement must be updated to reflect this. Sub-contractors must not be used without prior notification and agreement Invoices icon To start managing your invoices, click and select 51

52 The following screen will be displayed: You are able to view the status of your invoice here. 52

53 You can view full invoice information by clicking on the invoice number. The following screen will be displayed: You are also able to view any attachments or comments. The Invoices table lists all invoices you've created for that customer. You can use the search bar to filter the list with a search term, or click the View dropdown to perform advanced filtering. See Custom Views for more info. 53

54 PO # ORDER DATE COLUMN DESCRIPTION This is the purchase order number generated by Coupa. This is the date the invoice was created on. STATUS ACKNOWLEDGED ITEMS UNANSWERED COMMENTS TOTAL ACTIONS This is the current status of the purchase order. See the Status List for more information. You can choose to let your customer know that you received their PO by selecting the Acknowledged checkbox on the purchase order. When you select the checkbox, the current date appears in the Acknowledge column. This checkbox is a simple toggle, so you can also un-acknowledge an invoice by deselecting the checkbox. If you reacknowledge at a later time, the new date will appear. List of items on the PO. You can now make comments directly on the purchase order for your customers to see. If you customer has left comments that you haven't responded to, you'll get notified here. This is the total amount of the purchase order. Use the edit icon APPROVED STATUS DESCRIPTION The invoice has been accepted for payment by the customer. DRAFT PENDING APPROVAL PROCESSING VOIDED The invoice has been created, but may be missing information necessary to send it to the customer. The invoice is currently with a business approver. The invoicing is being processed by the AP department, and should be paid soon. There's something wrong with the PO. Contact your customer to get the PO back on track. 54

55 Viewing payment information Please note: Your invoice will be updated with payment information only when it has been paid. Custom view (Reports) A custom view report gives you the ability to create a set of advance search filters, and save them. You can create a customer view for POs and invoices (when the following is displayed): Click and select Create view from the drop down 55

56 The following screen will be displayed: Custom view settings Customise these settings when creating or editing a custom view report for a Coupa table. Group Setting Details General The custom view name, visible from the View dropdown Name on top of the table. Conditions Visibility Start with view Apply Conditions Decide whether this view can be visible to only you or all other Coupa users that can see the main table. Use this option to load another views settings and then tweak them to fit your needs for this view. All of these conditions: Coupa displays results only for objects that meet all of the conditions you add in this list. Any of these conditions: Coupa displays results for objects that meet at least one of the conditions you add in this list. Create conditions based on the data available in Coupa. Columns Available columns This list depends on the table you're working with in Coupa. You can select any of these column to add into your custom view. 56

57 Selected columns These are all the columns Coupa displays with this custom view. It displays them, from left to right, in the same order that you set them up here. Default Sort Order Choose the column you want results sorted by and whether to sort them in ascending or descending order. There are three section to create a custom view General Give the custom view report a name Check Only me If you want to build a view report off of another view report and tweak those settings, start with view options and select from the drop down Conditions Create conditions based on the data available in the CSN Click the first drop down The following will be displayed: 57

58 Select the condition you want to create a view report for. Then click the second drop down The following will be displayed: Select the relevant search option. In the third option enter the relevant information e.g. Invoice number Columns There are two columns e.g. Anything in the Selected columns will be included in your custom view report. You can drag and drop items from the Available columns to include in your create view report. Refer to the following screen print: 58

59 Default Sort Order Click the Sort by drop down the following options will be displayed Select the relevant option. 59

60 You now have the option to select the order of the report. Click the In drop down and select the relevant option. Once you have selected all the required information Click Your create view report will now be available from the View drop down Refer to the following screen print: You also have the option to export the data in the create view report to an excel spreadsheet. Click The following will be displayed: You need to choose what you want to do, then click 60

61 Log Out When you have finished using the CSN you need to log out. Simply click on the on the Menu icon ( ) to display other icons and select Frequently Asked Questions What do I need to do next? Review this presentation and ensure your Finance Department has too! If you intend to receive purchase orders via ensure your system will allow s from FirstPort.coupahost.com domain so that the does not go to spam filter Receive your CSN invitation and register on the CSN Do I have to pay for the CSN? No, the Coupa Supplier Network (CSN) is free to use for suppliers What is the benefit to me? Submit your invoices electronically in order to ensure you invoice is paid on-time and promptly 61

62 See invoice payment details and status in the CSN to save having to call Reduce paper invoices All invoice and PO details in one place Will I be able to submit paper invoices? If the PO has come through the CSN, an electronic invoice must be sent. Paper invoices will be rejected. How do I send an electronic invoice? In the CSN, click on The Menu > Orders icon and click the coins icon. Once the necessary details have been added, submit the invoice and this will automatically be sent to FirstPort. The invoice will then appear on the Invoices screen along with status What if I forget my password? Entering the wrong details will prompt a log-in error and a link will be shown for you to enter your address to receive an with a new password link Will anything change for my business as a result of using the CSN? Only in that Purchase Orders will now come electronically and invoices will be able to be sent electronically saving time having to manually create invoices Can I change my company details and if so, will be notified? Yes, any change in company details will automatically send an notification to Support There are comprehensive training documents available to you via the CSN. To access these: Click The following will be displayed: 62

63 Click The following screen will be displayed: This list all the training material available. There is also a training video which we recommend you view. 63

64 have provided you with this training guide to use as a point of reference for using the CSN. Please follow this training guide, in the first instance, to enable you to register and start managing your PO s and invoices. However, if you need specific support have a dedicated team to support you with the Purchase to Pay process. If you have any questions or comments please these to: p2pvendormanagement@firstport.co.uk 64