Purchase to Pay (P2P) Supplier Training Material

Transcription

1 Purchase to Pay (P2P) Supplier Training Material

2 Content What is the Coupa Supplier Network (CSN)?... 3 Invitation to the CSN... 4 CSN registration... 5 Updating your company information... 6 How to invite and give access to others within your company... 8 Merging company information Your profile with the Peverel Group Your Property Online (YPO) system Incorrect pasword The Peverel Group tab notification of PO PO Delivery tab Purchase order tab Reactive Orders under 500 for Peverel Brands Invoices Invoices tab Viewing payment information Frequently Asked Questions Support... 33

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 Peverel 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 The Peverel Group 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 The Peverel Group.

4 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! The Peverel Group 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 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 Peverel Group, 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 Peverel Group 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.

5 CSN registration By clicking the link in the the CSN Home page will now open with your details completed in the sign up box. A password will need to be created before you can register with the CSN. Refer to the following screen print: Please note: You must register for the CSN via the link in the invite as otherwise The Peverel Group tab will not be displayed. Please make sure you tick the box before selecting the register button. Once completed click Now that you have registered and created a password the following screen will be displayed:

6 Updating your company information From here you can add information about your company by selecting 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 If you choose to edit the information the following screen will be displayed and two further tabs will be available. (Defaults to Public Profile) and

7 Once completed click The following screen will be displayed:

8 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. To send an invite click on To invite an employee select The following screen will be displayed: 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. Click The following screen will be displayed:

9 Click The following screen will be displayed: Once the others from your company have accepted your invite you will be able to view their details on the screen below. Make sure that everyone has the The Peverel Group ticked which will enable them to view all purchase orders and invoices for this company.

10 Merging company information Someone within your company may have already registered with CSN using the following screen. If this happens the employee will not be able to view The Peverel Group tab. To enable The Peverel Group tab to be viewed several steps will have to be completed by both the account manager and employee. Please follow the steps outlined on the following pages to complete the necessary process. Please note: This is the incorrect way to register others from your company. Please refer to the how to invite and give access to others within your company. When you enter your home screen you may have noticed this box This is showing other company profiles that contain the same address, address or have a similar name. To view the full profile, click on the name. If other members of your company have registered via the sign up screen on the previous page they will be showing here.

11 For them to be able to view The Peverel Group the account manager will have to request to merge. By clicking on the merge button it will send an to the employee. Once the employee has received the they will also need to complete this process by merging with the account manager. Once the full process has been complete the account manager will have to give the employee access to the company by ticking The Peverel Group within the users account tab.

12 Your profile with the Peverel Group Make sure your profile contains up to date information. Make sure your address has been entered into the profile information. If you ever change your address this is where you will need to update it. All updates will automatically be sent through to The Peverel Group. Once you have made the amendments please click

13 Your Property Online (YPO) system As an existing YPO user you will continue to login here: The following screen will be displayed: Enter your login details as normal. The following screen will be displayed:

14 The job list will display both the old and new system (Purchase to Pay) generated purchase order numbers. To identify the system the order was generated from refer to the order number: Old system: 5 digit numerical number e.g The new Purchase to Pay system: 4 digit numerical number, suffix with and a number e.g (the suffix number indicate the number of lines the purchase order contains). Please note: Major works would always be one line. Reactive and planned work could have multiple line items which are treated as separate jobs. When you select a Coupa job to View/Update, the Coupa Supplier Network (CSN) window will pop up for you to log in. Please note: Make a note of the order number as you have to locate this on the CSN. Refer to the following screen print:

15 Please note: You will have to have registered first for the CSN via the link in the invite, otherwise The Peverel Group tab will not be available to you. Enter the address and password you used to registered, in the highlighted fields. If you receive an error message is already a user refer to screen print below. This is because you are entering your details in the Sign UP page and not entering them in the and password fields.

16 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 Enter your address and click The following screen will be displayed: You will be sent an from e.g.

17 Click the link The following screen will be displayed: Enter a new password and confirm new password click The following screen will be displayed: The password has been successfully updated. Once logged in to the CSN select The Peverel Group tab

18 The Peverel Group tab After connecting to The Peverel Group you will see the The Peverel Group tab, simply click on the tab to view PO s, create and manage invoices.

19 notification of PO When a purchase order is raised you will receive an notification regarding this. The is sent to the PO address. The following is a copy of the purchase order notification: Please note: You will need to log on to YPO / CSN and acknowledge receipt.

20 PO Delivery tab You have the option to change the address the Purchase Order is sent to, click Enter the new address in PO field. cxml You can select the format of how you want to receive purchase orders. Lets 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

21 Purchase order tab To start managing Purchase orders, click The following screen will be displayed Please note: Each purchase order will be given an individual number. By clicking on the PO number the details of the PO will be displayed. Refer to the following screen print

22 Please note: You must immediately contact Customer Services or 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

23 Customer Service contact details: Brand Phone No OM Stonedale Pembertons Please note: You now have to update the PO It is important you acknowledge the PO by clicking the box. 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

24 Please note: If you do not update the status or add a date an automated chase reminder will be sent. You will continue to receive these s until you have updated the PO with these details. If you require a paper copy of the PO click Click Save the changes which will automatically update YPO. 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: Updated YPO system

25 Once a job is complete you need to update the PO by selecting the correct status from the drop down e.g. Please note: The top section of the PO shows the type of work the PO was raised against. Refer to the following screen print:

26 Please note: 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 Click Save the changes which will automatically update YPO Please note: If when you login to YPO you receive the following message; this is because there are no longer any jobs generated from the old system as all jobs are now generated for the Purchase to Pay system. To view your POs you need to login directly to the CSN. The URL for the CSN is:

27 Reactive Orders under 500 for Peverel Brands Consort OM Pembertons MHM Stonedale At the time of raising a reactive order it is very unlikely that the purchase order raiser will know the exact cost for the job; therefore a nominal value may be entered on the Purchase Order (PO), made up of one hour of the 1 st hour rate and one hour of the 2 nd hour rate. An average cost for this will be 73. OM, MHM, Pembertons and Stonedale Once you have completed the work and calculated the actual cost of the works, including labour, material and plant (excluding VAT) you must inform the relevant Customer Services department (contact details below) of that cost so that the PO can be amended. Consort For Consort, as in the main they have site staff, it is likely that the budgetary cost of reactive jobs WILL be known when the order is raised. But again, to ensure the PO matches the invoice you must, once you have completed the work and calculated the actual cost of the works, including labour, material and plant (excluding VAT) you must inform the person who raised the PO (likely to be the Development Manager) of that cost so that the PO can be amended. The benefit to you will be: The invoice value will match the PO value There will be no need for any authorisation of the invoice (as it will match the PO) Payment will be made to payment terms Please note however that we will be monitoring and auditing invoices from time to time to ensure costs are true and accurate for the job. Customer Service contact details: Brand Phone No OM orderqueries@ompropertymanagement.co.uk Stonedale info@stonedale.co.uk Pembertons customerservices@pembertonspm.co.uk Note: If the cost for the reactive job is likely to be over 500 then you must contact Customer Services or the person who raised the PO as at this level, to comply with ARMA Q, we must obtain competitive quotations. You must at this time submit your quotation for the works.

28 Invoices Once you have completed the work you will need to send your invoice to Peverel as you currently do. Please note: You must ensure your invoice includes: The purchase order number Labour and material shown separately

29 Invoices tab By clicking on the tab the following screen will be displayed: You are able to view the status of your invoice here. You can view full invoice information by clicking on the invoice number. The following screen will be displayed:

30 This is where you are able to view any attachments or comments.

31 Viewing payment information Please note: Your invoice will be updated with payment information when it has been paid.

32 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 Peverel.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 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 Peverel Group tab > Purchase Orders and click the coins icon. Once the necessary details have been added, submit the invoice and this will automatically be sent to The Peverel Group. The invoice will then appear in the Invoices tab 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 mail 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 The Peverel Group be notified? Yes, any change in company details will automatically send an notification to The Peverel Group

33 Support Peverel have provided you with this training material to use as a point of reference for using the CSN. Please follow this training material, in the first instance, to enable you to register and start managing your PO s and invoices. However, if you need specific support Peverel have a dedicated team to support you with the Purchase to Pay process. If you have any questions or comments please these to: P2P@peverel.co.uk. Peverel will respond to your within 48 hours.