Aon Supplier Webinar P2P Transformation and Coupa Integration September 2015 Aon Service Corporation Global Spend Management
Agenda Introduction to Coupa What is Coupa? Working with Coupa How Will You Benefit? Coupa Supplier Network Coupa Transactions for Suppliers via Email Create PO Backed Invoice via Email Flip Acknowledge PO via Email Credit Note Proprietary & Confidential September 2015 2
Introduction to Coupa Proprietary & Confidential September 2015 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 cloud-based solution capable of accommodating a variety of different systems Coupa is a leading E-Procurement platform, connecting buyers with suppliers Suppliers Catalogs, Workflow PO, PO Change 3-way Match PO Acknowledgement Proprietary & Confidential September 2015 4
Working with Coupa Coupa enables suppliers to electronically invoice customers via e-mails as long as they have Internet connection, which allows for more electronic invoices and less paper and manual entry by the Accounts Payable (AP) team at Aon. Coupa will serve as an interface between Suppliers and Aon, especially when exchanging purchase orders and invoices. Supplier profile / record will be loaded into Coupa to allow Aon colleagues to raise free text requisitions for those vendors. Receive & View Orders Acknowledge Orders Create Invoices Proprietary & Confidential September 2015 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 September 2015 6
What we need from you Contact Details It is critical for Aon to have the proper email address for sending our POs to you and also to have the proper email address that you will be sending invoices from email This address often varies from the individual who manages the relationship Contact UKGSMHelpDesk@aon.com if unsure which email you currently have on file or need to update Proprietary & Confidential September 2015 7
Coupa Supplier Network If you are interested, you can also 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: aonsupplierscomms@aon.co.uk Proprietary & Confidential September 2015 8
Coupa Transactions for Suppliers via Email Proprietary & Confidential September 2015 9
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. How it works is that 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. Let s discuss these transactions in more detail: Acknowledging a PO Creating PO-backed invoice via email flip Creating PO-backed credit note Proprietary & Confidential September 2015 10
PO Acknowledgement Proprietary & Confidential September 2015 11
Acknowledge a PO If the Supplier email address is added in the Aon systems, the PO will be automatically emailed directly to the Supplier. 1. As the Supplier, you can log into your registered PO email account. POs 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 aonsupplierscomms@aon.co.uk if unsure which email you currently have on file or need to update 2. Select and open the applicable Coupa Notification email. Proprietary & Confidential September 2015 12
Acknowledge a PO 3. View the PO information and click on the Acknowledge PO to notify Aon that you have received the purchase order. Proprietary & Confidential September 2015 13
Acknowledge a PO 4. 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 September 2015 14
PO Backed Invoice via Email Flip Proprietary & Confidential September 2015 15
Create PO Backed Invoice via Email Flip Method 1: Direct from the notification of a PO to your inbox If the Supplier email address is added in the Aon systems, the PO will be automatically emailed directly to the Supplier. 1. As the Supplier, you can log into your registered email account. POs will show up as Coupa Notifications in your mailbox. 2. Select the email of the PO you would like to flip into an invoice. Proprietary & Confidential September 2015 16
Create PO Backed Invoice via Email Flip (contd.) 3. To flip this PO into an invoice, click Create Invoice. Note: If you acknowledge the PO first (shown next slide), you will not see this button at this stage. Proprietary & Confidential September 2015 17
Create PO Backed Invoice via Email Flip (contd.) Method 2: Acknowledge the PO and then proceed to invoicing: Click Acknowledge PO in the email message. This opens Coupa in a new browser window/tab and you see the message Order Acknowledged. On the Coupa screen, click Create Invoice (button with yellow stack of coins) at the bottom of the screen.. Regardless of which method you choose to create an invoice, it is recommended to acknowledge a PO when Aon sends the purchase order Proprietary & Confidential September 2015 18
Create PO Backed Invoice via Email Flip (contd.) 4. Regardless of which option you choose, you will reach 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. 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 September 2015 19
Create PO Backed Invoice via Email Flip (contd.) 5. 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 September 2015 20
Create PO Backed Invoice via Email Flip (contd.) 6. Scroll down to the Lines section and ensure all details are accurate, specifically the Price and the Quantity. 7. Select a tax code from the Tax Code dropdown and click Calculate. 8. Keep the checkbox selected if you wish to receive email updates about the invoice status. 9. When you complete your edits, enter any comments for Aon and then click Submit. Proprietary & Confidential September 2015 21
Create PO Backed Invoice via Email Flip (contd.) 10. 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 September 2015 22
Create PO Backed Invoice via Email Flip (contd.) You will be notified of the status of your invoice via email. You can click View Status in the acknowledgement email to check the invoice status. Proprietary & Confidential September 2015 23
Credit Note Proprietary & Confidential September 2015 24
Submitting a Credit Note For a credit note that you need to submit to Aon, you should send the credit note PDF to the Aon Coupa inbox (invoices@aon.coupahost.com) from your registered email address. The Aon AP team will follow their internal processes for handling and creating the credit note in Coupa. You will be updated via email about the processing status. Proprietary & Confidential September 2015 25
Wrap Up Proprietary & Confidential September 2015 26
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: receive/acknowledge purchase orders, send invoices online, create hosted catalogs (if enabled on CSN), and check the status of their payment Aon colleague behavior change: All are now required to receive approval before engaging in spend Therefore, supply goods and services only after you receive a PO Supplier behavior change: 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 September 2015 27
More Information Aon will move to Coupa to manage the Procure to Pay processes beginning 1 October To contact Aon regarding open questions, update your email, or learn more about getting set up and trained on CSN, contact Aon at: UKGSMHelpDesk@aon.com For more information about CSN, visit Coupa Supplier Portal Help. Within the next week, a copy of the recording, presentation, and quick reference cards will be sent to you Proprietary & Confidential September 2015 28
Q & A What questions do you have about the new process? Proprietary & Confidential September 2015 29