Aon Supplier Webinar P2P Transformation and Coupa Integration

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1 Aon Supplier Webinar P2P Transformation and Coupa Integration June 2016 Aon Service Corporation Global Spend Management

2 Agenda Introduction to Coupa What is Coupa? How Will You Benefit? Coupa Demo Supplier Actionable Notifications (via ) Coupa Supplier Network (CSN) Overview Next Steps Q&A Session Proprietary & Confidential June

3 Introduction to Coupa Proprietary & Confidential June

4 What is Coupa? Aon has selected Coupa as the technology platform to streamline the procure-to-pay processes and enable electronic transactions. Coupa is a leading E-Procurement platform, connecting buyers with their suppliers Coupa is an internet based solution capable of accommodating a variety of different systems (plug and play) The Coupa Supplier Network (CSN) will be utilized by Aon to request indirect materials and services, create and communicate purchase orders, and to receive invoices from suppliers The Coupa Supplier Network (CSN) is free, there is no cost for suppliers Suppliers Catalogs, Workflow PO, PO Change 3-way Match PO Acknowledgement Proprietary & Confidential June

5 How Will You Benefit? By working with Aon electronically, you will increase your order-taking efficiency, reduce mistakes and delays fulfilling orders, and maintain a better presence with Aon. Efficient Invoice Processing (PO Flip) Instant visibility into Purchase Order and Invoice Status Reduced Manual Paper Transaction Processing Better Cash Flow Convenient Reduces Supplier Costs Reduced Manual Handling Accurate & Efficient Proprietary & Confidential June

6 One System, Two Interaction Methods As a supplier, you have two ways that you can electronically interact with Aon Via Flip Via the CSN Proprietary & Confidential June

7 Supplier Actionable Notification ( Flip) Proprietary & Confidential June

8 Transactions in Coupa Via With the help of Coupa, Suppliers will be able to quickly receive and acknowledge POs, and invoice against those orders via As the Supplier you will have the ability to act directly from your inbox when you receive a Purchase Order (PO) notification The notification will include action buttons so depending on what you click you will be able to Create Invoice, Acknowledge PO or Add Comment to the PO There is no need for suppliers to sign into another website or portal Suppliers who are already registered on the Coupa Supplier Network can also take advantage of these actionable notifications Proprietary & Confidential June

9 Supplier Actionable Notification Demo Proprietary & Confidential June

10 Receive & View Orders Proprietary & Confidential June

11 Receive a Purchase Order via If the Supplier address is added in the Aon systems, the PO will be automatically ed directly to you Purchase Orders will show up as Coupa Notifications in your mailbox POs will be issued to a PO address confirmed by the supplier and not to the primary contact address (unless they are identical). Contact supplier.enablement@aon.com if unsure which you currently have on file or need to update Proprietary & Confidential June

12 Acknowledge a Purchase Order via View the PO information and click on the Acknowledge PO to notify Aon that you have received the purchase order. Notice that you also have the ability to add a comment or create an invoice directly from your Proprietary & Confidential June

13 Acknowledge a Purchase Order via Coupa will open in a new browser tab or window. You will see the message Order Acknowledged at the top of the screen. Proprietary & Confidential June

14 Create an Invoice Proprietary & Confidential June

15 Create an Invoice via To flip this PO into an invoice, click Create Invoice. Proprietary & Confidential June

16 Create an Invoice via The Choose Remit-To Address pop-up will display. Select the address you would like to remitto by clicking Choose. Note: 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. Or if there is no Remit-To address stored, Coupa will ask you to create one. If the correct remit-to address does not appear, click Create New Remit-To. Note that if you create a new address, the invoice will be put on hold as the new remit-to address will need to be approved by the Aon AP team. Proprietary & Confidential June

17 Create Invoice via On the Create Invoice screen, input the invoice number into the Invoice # field. Note that all other required fields are indicated by an asterisk. Proprietary & Confidential June

18 Create Invoice via Scroll down to the Lines section and ensure all details are accurate, specifically the Price and the Quantity. Select a tax code from the Tax Code dropdown and click Calculate. Keep the checkbox selected if you wish to receive updates about the invoice status. When you complete your edits, enter any comments for Aon and then click Submit. Proprietary & Confidential June

19 . Create Invoice via Enter any shipping and handling information. Enter the tax information UK and Canada: Enter data in the Tax Code fields. Click Calculate then Submit. United States: Do not modify the Tax Code Field. Manually enter the exact value (dollar and cents) in the Tax Amount field, then click Submit. Proprietary & Confidential June

20 Create Invoice via After you click Submit, a pop up appears to confirm if you are ready to send the invoice to Aon. Click Send Invoice to complete the process. Proprietary & Confidential June

21 Coupa Supplier Network (CSN) Proprietary & Confidential June

22 Coupa Supplier Network (CSN) Introduction The below introduction letter will come from Coupa for Suppliers. Please alert your teams to keep a look out for this invitation and act upon it when it comes in. Proprietary & Confidential June

23 and CSN are Linked You will be notified of the status of your Purchase Order or Invoice via . You can click View Status in the acknowledgement to check the invoice status. Proprietary & Confidential June

24 CSN Demonstration Proprietary & Confidential June

25 Receive & View Orders Proprietary & Confidential June

26 Receive & View Orders Regardless of the PO delivery preference set, you will have access to POs within the CSN Select the menu icon, click Orders. Proprietary & Confidential June

27 Receive & View Orders When the page refreshes, select the applicable PO number from the list of purchase orders. Or use the Search menu to locate the PO. Proprietary & Confidential June

28 Acknowledge Orders The page refreshes to display the PO details and shipping address. Click the Acknowledged checkbox to notify customer you have received the PO. You can print the PO by clicking Print View. Notice that you also have the option to Create an Invoice from this screen. Proprietary & Confidential June

29 Create Invoices Proprietary & Confidential June

30 Create Invoices Via the CSN you can create invoices directly from POs, often referred to as flipping the PO Select the menu icon, click Orders. Proprietary & Confidential June

31 Create Invoices Find the PO you would like to flip into an invoice. Within that PO row, under the Actions column, select the yellow coin stack icon flip the PO into an invoice. to Proprietary & Confidential June

32 Create Invoices The page refreshes to display the create invoice screen. 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. If the correct Remit-To Address does not appear and you would like to add that address, close the pop-up, save the invoice as a draft and then add a new Remit-To address to your profile. Note: If you submit an invoice with a new Remit-To address, the invoice will be put on hold until the new address is approved by the Aon AP team. When you submit the invoice, you will receive a message saying that it is on hold. Proprietary & Confidential June

33 Create Invoices On the Create Invoice screen, input the Invoice # and Invoice Date. Note that required fields are indicated with asterisks. Proprietary & Confidential June

34 . Create Invoices As you scroll down the page, in the Lines section you will find more fields to input information. For a Goods PO: Enter a price into the Price field. Enter the quantity in the Quantity field. Proprietary & Confidential June

35 . Create Invoices For a Services PO: Enter a price in the Price field. Since it is a Services only PO, only the amount is required. Proprietary & Confidential June

36 . Create Invoices Enter any shipping and handling information. Enter the tax information UK and Canada: Enter data in the Tax Code fields. Click Calculate then Submit. United States: Do not modify the Tax Code Field. Manually enter the exact value (dollar and cents) in the Tax Amount field, then click Submit. Proprietary & Confidential June

37 . Create Invoices Before submitting, a pop-up window will appear to confirm. - Click Send Invoice when you are ready to submit. - If you wish to go back to edit, click Continue Editing. Proprietary & Confidential June

38 . Create Invoices After submitting, the page will refresh to display the invoice is processing. Note: If you submitted the invoice with a new Remit-To address, the status will display as On Hold. To check the status of the invoice, from the home page, click the invoice hyperlink in the menu bar. After the invoice is approved and matched with the PO, the invoice will be paid according to Aon's standard payment terms, or to the payment terms contractually agreed upon between Aon and the supplier. Payment details will be reflected in Coupa and the CSN. Proprietary & Confidential June

39 . Invoice Status A supplier can view the following invoice statuses in the CSN: - Draft Draft invoice that has not yet been submitted - Processing Invoice that is between invoice being submitted by the Supplier and the submission being recorded in Aon s instance - Pending Approval Invoice undergoing any Aon-internal process to allow final approval. This could be pending receipt or pending approval. - Disputed Invoice that is currently being disputed by the business or AP - Approved Invoice that is approved and ready for payment as per the payterms or immediately if overdue - Voided - Invoice voided after being fully approved and processed Proprietary & Confidential June

40 Create Credit Notes Proprietary & Confidential June

41 Create Credit Notes Via the CSN you can create credit notes directly from POs Select the menu icon, click Orders. Proprietary & Confidential June

42 Create Credit Notes Find the PO you would like to flip into a credit note. Within that PO row, under the Actions column, select the red coin stack icon PO into a credit note. to flip the Proprietary & Confidential June

43 Create Credit Notes The page refreshes to display the Create Credit Note screen. 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. If the correct Remit-To Address does not appear and you would like to add that address, close the pop-up, save the credit note as a draft and then add a new Remit-To address to your profile. Note: If you submit a credit note with a new Remit-To address, the credit note will be put on hold until the new address is approved by the Aon AP team. When you submit the credit note, you will receive a message saying that it is on hold. Proprietary & Confidential June

44 Create Credit Notes On the Create Credit Note screen, input information into the required fields. - Credit Note # - Original Invoice # - Original Invoice Date Note that required fields are indicated by asterisks. Proprietary & Confidential June

45 . Create Credit Notes As you scroll down the page, in the Lines section you will find more fields to input information. For a Goods PO: Enter a price into the Price field. Enter the quantity in the Quantity field. Since this is a Credit Note, negative quantity needs to be entered for goods. Proprietary & Confidential June

46 . Create Credit Notes For a Services PO: Enter a price in the Price field. Since it is a Services only PO, only the amount is required. Since this is a Credit Note, negative amount needs to be entered in the Price field. Proprietary & Confidential June

47 . Create Credit Notes Enter any shipping and handling information Enter the tax information Canada and UK: In the Tax Code fields. Click Calculate, then Submit. United States: Do not enter information in the Tax Code field. Instead, enter the exact amount (dollars and cents in the Tax Amount field, then click Submit. Be sure to enter a negative amount in the tax amount field. Proprietary & Confidential June

48 . Create Credit Notes Before submitting, a pop-up window will appear to confirm. - Click Send Invoice when you are ready to submit. - If you wish to go back to edit, click Continue Editing. Proprietary & Confidential June

49 . Create Credit Notes After submitting, the page will refresh to display the credit note is pending approval. Note: If you submitted the credit note with a new Remit-To address, the status will display as On Hold. Once approved, Aon will process the credit voucher and details will be reflected in Coupa. Proprietary & Confidential June

50 Manage Catalogs Proprietary & Confidential June

51 Manage Catalogs The catalogs page is where you work with catalogs for your customers such as Aon. Within Coupa, a catalog is a collection of items. You can create as many catalogs as you like, but each catalog has to be approved by Aon before it can be included in Coupa search results. To go into the catalogs page, select the menu icon, click Catalogs. Proprietary & Confidential June

52 Manage Catalogs When the page refreshes, click Create. Proprietary & Confidential June

53 Manage Catalogs The page will refresh to allow you to create catalog items, set a start and expiration date on prices. When you have included all the items required, you can click Save or Submit to buyer. Proprietary & Confidential June

54 Manage Catalogs Submitting automatically sends a notification to the buyer to review the catalog and approve. Once the catalog is approved, your goods and services will be immediately available to customers. Please contact Aon category manager if you would be interested to set up a catalog Proprietary & Confidential June

55 Update Profile Setting Proprietary & Confidential June

56 Update Profile Setting Once, you click the ed link and sign-up for the CSN, Select the menu icon, click Profile. Proprietary & Confidential June

57 Update Profile Settings Edit Company Info To start, complete your Public Profile: Add Remit To Address To add new Remit To addresses: Select the menu icon, click Profile. Click Edit Profile. Enter your company information into the applicable fields. Required fields are marked with an asterisk. Click Save when finished. Add Users Click the Admin menu item and then the Remit To tab at the left. Click Add Remit To link to get started. Allow additional users access to your supplier account to perform all tasks. Note: When enabled for a given customer, a user can access all POs and create invoices for that customer. Proprietary & Confidential June From the menu, click Admin, then click Invite User. Enter the employee s address in the text box provided and click Send Invitation. You can restrict access to specific customers by checking/unchecking the box under the customer name in the user table. You can delete a user by clicking the Delete icon.

58 Wrap Up Proprietary & Confidential June

59 Key Points Coupa centralizes Aon s procure to pay processes and practices and provides our strategic supplier relationships several benefits You are able to view invoice payment status online Suppliers have expanded online capabilities: manage catalogs and pricing, receive/acknowledge purchase orders, send invoices online, create hosted catalogs (if enabled on CSN), and check the status of their payment Aon colleague expectations: All are now required to receive approval before engaging in spend Therefore, supply goods and services only after you receive a PO Supplier expectations: Working online (no paper) and ensuring a PO is referenced on each invoice Invoices are automatically paid (according to established payment terms) when the purchase order amount equals the amount received and invoice received; no further action required by Aon colleagues (ensuring timely payment). Proprietary & Confidential June

60 Next Steps Proprietary & Confidential June

61 More Information Aon will move to Coupa to manage the Procure to Pay processes beginning July 6 th 2016 To contact Aon regarding open questions, update your , or learn more about getting set up and trained on CSN, contact Aon at: supplier.enablement@aon.com For more information about CSN, visit Coupa Supplier Portal Help. Prior to go-live, a copy of the recording, presentation, and quick reference cards will be available at Proprietary & Confidential June

62 What we need from you Contact Details It is critical for Aon to have the proper contact details. Please provide to 1. Contact name (Typically the Account Manager) 2. address for sending POs to 3. address to receive invoices from 4. Banking details (ACH) 5. Relevant Aon Contracts ** Please do this today to ensure that you are on relevant communications going forward! Contact if unsure which you currently have on file or need to update Coupa Go-Live Proprietary & Confidential June

63 Coupa Supplier Network It is also highly recommended that you use the Coupa Supplier Network (CSN). It is an online tool that serves as the interface between the Suppliers and Aon. This will provide increased visibility throughout the ordering and Invoicing processes. CSN is free, there is no cost for Suppliers To get setup and trained on CSN, contact Aon at: Proprietary & Confidential June

64 Thank you! More information: or at > About Aon > Supplier Information Please direct any questions to: Proprietary & Confidential June

65 Appendix Proprietary & Confidential June

66 CSN Quick Reference Guide (1 of 2) Introduction You will find the Coupa Supplier Network very easy to use. This guide will help you to create a catalog, view POs and create Invoices. Signing In 1. Activate your account: You should have received an invitation to join the Coupa Supplier Network. Follow the instructions provided. You can also register directly on 2. Reset your account: If you have forgotten your username or password, click on the link at the bottom of the Sign In screen. 1 Edit Your Company Information 2 Configure Customers The first thing you should do is complete your Public Profile. Select the Company Info tab and click Edit. Ensure all mandatory fields are filled in then click Save. Your public profile is visible to ALL Coupa customers, not just customers with whom you are connected Add users: You can add users to access your supplier account and perform all tasks: 1. Under Company Info, select User Accounts. Then click on Invite an Employee. 2. Enter the employee's address in the text box provided and click on Send Invitation. They will receive an with instructions to activate their account. 3. You can restrict access to specific customers by checking/unchecking the box under the customer name in the user table. 4. You can delete a user by clicking on the Delete icon Settings for PO delivery Option and Punch-out are maintained individually for each customer. You can also setup specific customer profiles: 1. Click on the customer tab (labeled with your customer's name). 2. Edit the information under the Profile section. You can select to compare with other profile to easily copy information across. Set PO Delivery Preference: 1. Under the customer name tab, select PO Delivery. 2. Enter your or cxml configuration details. You will still be able to view POs on the CSN. Configure Punch-out Site: 1. Under the customer name tab, select Punch-out. 2. Enter the customer Punch-out configuration details. It will be effective immediately. When enabled for a given customer, a user can access all POs and create invoices for that customer. If your customer chooses to receive updates, this information is automatically propagated to the customer's Coupa environment. Proprietary & Confidential June

67 CSN Quick Reference Guide (2 of 2) 3 View Orders Regardless of the PO delivery preference set, you will also have access to POs within the Coupa Supplier Network. To view customer orders: 1. Select the customer name tab, then click on Purchase Orders. 2. Click on the PO# to view the PO. 3. To acknowledge a PO, tick the Acknowledged check box. 4. You can print the PO by clicking on Print View. 4 Create Invoice 5 Providing you have an agreement with your customers to submit paperless invoices, you can create Invoices directly from POs: 1. From the Purchase Order screen, identify the PO that you want to flip into an Invoice. 2. Click on the Create Invoice under the Actions column (chose the No Contract Radio Button ). 3. Enter the Invoice number in the Invoice # field. This is a mandatory field. You can edit the date, add a copy of your invoice as an attachment (JPEG only), add comments and also edit quantities, shipping, handling and tax fields. Click on Calculate to update the Total. 4. Click on Submit. 5. You can check the status of the invoice under Status once you have submitted it. Invoices are processed automatically and if they meet the criteria set by your customer, they will be approved immediately. Manage Catalogs In order for your customers to buy products or services from you, you need to have an agreed Catalog in place. 1. Create Catalog: Click on the customer tab and select Catalogs. Click on Create. You can set start and expiry dates. 2. Submit Catalog: When you have included all the items required click on Submit to buyer. This automatically sends a notification to the buyer to review the catalog and approve. You can view the status in real-time in the Catalogs view. Once the catalog is approved, your products and services are immediately available to your customer's employees. Creating Invoices Even if you generate your own invoices, they will be processed faster if you submit them via the CSN or via cxml and provide your own invoice as an attachment. In Coupa, inbound invoices are processed automatically and those that meet the approval criteria are approved for payment immediately. Managing Catalogs Once a catalog is accepted, it cannot be edited. You can create and submit new catalogs to reflect changes in price or product/service offering. Does your company have more than one CSN account? Merge them! On you Home page you will see a list of accounts that you can request to merge. Click on Merge. Add a comment in the text box (this will be sent to the other account's owner) and then click Send Request. Have the other account owner log in and on their Home page, click on Merge then Accept on the next screen. MORE INFORMATION For more resources, visit the Coupa Online Training or Proprietary & Confidential June