Aon Supplier Webinar P2P Transformation and Coupa Integration

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

Agenda Introduction to Coupa What is Coupa? How Will You Benefit? Coupa Demo Supplier Actionable Notifications (via email) Coupa Supplier Network (CSN) Overview Next Steps Q&A Session Proprietary & Confidential June 2016 2

Introduction to Coupa Proprietary & Confidential June 2016 3

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 2016 4

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 2016 5

One System, Two Interaction Methods As a supplier, you have two ways that you can electronically interact with Aon Via Email Flip Via the CSN Proprietary & Confidential June 2016 6

Supplier Actionable Notification (Email Flip) Proprietary & Confidential June 2016 7

Transactions in Coupa Via Email With the help of Coupa, Suppliers will be able to quickly receive and acknowledge POs, and invoice against those 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 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 2016 8

Supplier Actionable Notification Demo Proprietary & Confidential June 2016 9

Receive & View Orders Proprietary & Confidential June 2016 10

Receive a Purchase Order via Email If the Supplier email address is added in the Aon systems, the PO will be automatically emailed directly to you Purchase Orders will show up as Coupa Notifications in your mailbox POs will be issued to a PO email address confirmed by the supplier and not to the primary contact email address (unless they are identical). Contact supplier.enablement@aon.com if unsure which email you currently have on file or need to update Proprietary & Confidential June 2016 11

Acknowledge a Purchase Order via Email 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 email Proprietary & Confidential June 2016 12

Acknowledge a Purchase Order via Email 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 2016 13

Create an Invoice Proprietary & Confidential June 2016 14

Create an Invoice via Email To flip this PO into an invoice, click Create Invoice. Proprietary & Confidential June 2016 15

Create an Invoice via Email 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 2016 16

Create Invoice via Email 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 2016 17

Create Invoice via Email 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 email updates about the invoice status. When you complete your edits, enter any comments for Aon and then click Submit. Proprietary & Confidential June 2016 18

. Create Invoice via Email 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 2016 19

Create Invoice via Email 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 2016 20

Coupa Supplier Network (CSN) Proprietary & Confidential June 2016 21

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 2016 22

Email and CSN are Linked You will be notified of the status of your Purchase Order or Invoice via email. You can click View Status in the acknowledgement email to check the invoice status. Proprietary & Confidential June 2016 23

CSN Demonstration Proprietary & Confidential June 2016 24

Receive & View Orders Proprietary & Confidential June 2016 25

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 2016 26

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 2016 27

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 2016 28

Create Invoices Proprietary & Confidential June 2016 29

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 2016 30

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 2016 31

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 2016 32

Create Invoices On the Create Invoice screen, input the Invoice # and Invoice Date. Note that required fields are indicated with asterisks. Proprietary & Confidential June 2016 33

. 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 2016 34

. 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 2016 35

. 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 2016 36

. 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 2016 37

. 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 2016 38

. 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 2016 39

Create Credit Notes Proprietary & Confidential June 2016 40

Create Credit Notes Via the CSN you can create credit notes directly from POs Select the menu icon, click Orders. Proprietary & Confidential June 2016 41

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 2016 42

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 2016 43

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 2016 44

. 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 2016 45

. 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 2016 46

. 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 2016 47

. 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 2016 48

. 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 2016 49

Manage Catalogs Proprietary & Confidential June 2016 50

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 2016 51

Manage Catalogs When the page refreshes, click Create. Proprietary & Confidential June 2016 52

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 2016 53

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 2016 54

Update Profile Setting Proprietary & Confidential June 2016 55

Update Profile Setting Once, you click the emailed link and sign-up for the CSN, Select the menu icon, click Profile. Proprietary & Confidential June 2016 56

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 2016 57 From the menu, click Admin, then click Invite User. Enter the employee s email 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.

Wrap Up Proprietary & Confidential June 2016 58

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 2016 59

Next Steps Proprietary & Confidential June 2016 60

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 email, 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 http://www.aon.com/about-aon/supplier-information.jsp Proprietary & Confidential June 2016 61

What we need from you Contact Details It is critical for Aon to have the proper contact details. Please provide to supplier.enablement@aon.com: 1. Contact name (Typically the Account Manager) 2. Email address for sending POs to 3. Email 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! email Contact supplier.enablement@aon.com if unsure which email you currently have on file or need to update Coupa Go-Live Proprietary & Confidential June 2016 62

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: supplier.enablement@aon.com Proprietary & Confidential June 2016 63

Thank you! More information: http://www.aon.com/about-aon/supplier-information.jsp or at www.aon.com > About Aon > Supplier Information Please direct any questions to: supplier.enablement@aon.com Proprietary & Confidential June 2016 64

Appendix Proprietary & Confidential June 2016 65

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 email invitation to join the Coupa Supplier Network. Follow the instructions provided. You can also register directly on https://supplier.coupahost.com 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 email address in the text box provided and click on Send Invitation. They will receive an email 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 Email 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 2016 66

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 http://www.aon.com/about-aon/supplier-information.jsp Proprietary & Confidential June 2016 67