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XOOMWORKS PROCUREMENT PROPOSAL

ACME Corporation Coupa Optimisation Report

ACME Corporation

Xoomworks’ Coupa

Optimisation Report

February 2017



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Contents

Introduction

Executive Summary

Schedule of Optimisation Reports and Governance Visits

High Level Overview

Operational Statistics / Dashboard Data

Success Metrics

Leveraging Full Functionality

Summary

Next Steps

Glossary



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Introduction Going live with Coupa is a major step towards better spend management – capturing savings, improving

efficiency and gaining control. However, it is the start of a journey, and the most successful Organisations keep

project momentum going to really deliver against the business case.

Xoomworks provides optimisation expertise to ensure benefits are achieved and your solution continues to

improve and deliver. We do this through our Coupa experience (over 30 Coupa clients), our procurement industry

specialists, and our Complete Procurement framework and KPI dashboard.

This service provides the following:

• Review of the Coupa TAM KPI Report

• Application of the data to Xoomworks’ Optimisation Dashboard

• Analyse data in context of customer success metrics, business case and ‘what good looks like’ statistics

• Provide insight into successes and improvement areas

• Standard Optimisation report



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Executive Summary

The combination of the Optimisation Dashboard data and progress against Success Metrics indicates that ACME

Corporation are using Coupa effectively. However, there are a couple of areas where progress could be optimised

further. These include:

Adoption – Internal

Do you have the correct number of licenses and are these being used as expected?

Adoption – Suppliers

Further focus on Supplier Master Data and Supplier Enablement would drive less internal interactions in the

transmission of both Purchase Orders and the non-touch processing of Invoices.

Spend

As there is a high level of spend through Coupa some consideration should be given to the use of Dynamic

Payment terms to maximise potential savings and cashflow.

Compliance and Contracts

More contracts and Catalogues will drive compliant and pre-approved spend. This and a review of the Search

Analytics functionality will ensure any spend leakage is directed as intended against negotiated contracts.

Invoicing Channels

Further Supplier Enablement work focusing on suppliers being able to create their own electronic invoices will

drive the spend tail from a manual AP involved process to a more efficient supplier created process

Approvals

Approvals for spend less than $500 take the longest period for Purchase Requisitions and Invoices. A DoA

requirements review may be successful in reducing cycle times in line with the identified Success Metrics.

Success Metrics

Are the Success Metrics being achieved within the desired period?

ACME Corporation would benefit from a review of how their Sourcing activities are being identified for the

Sourcing Pipeline as well as the running of these events and realisation of potential savings.

Areas where Xoomworks would recommend that improvements can be made

• Contract Management – more contracts to drive compliant spend that would need less approval steps

• Simplify Approvals – review the DoA for spend less than $500 and pre-approved contract spend

• Sourcing – develop and deliver against the Sourcing pipeline can produce real savings quickly

• Search Analytics – review data to drive spend against contract or identify new catalogue opportunities.

ACME Corporation should also consider how some newly available functionality can drive adoption and

compliance to internal business process. Xoomworks would recommend an internal review of the following

functionality:

• Dynamic Approval Chains

• Trip-Based Expense Reports

• Travel Service Integration: Email Itinerary Parser

• Invoice Requester as a Specific Approver

• Dispute Invoice Handling

Finally, with the long-term view of managing your Coupa environment as efficiently as possible Xoomworks would

recommend that all your Coupa documentation from Implementation are kept up to date and the required

resources in place to manage the regression testing for each Major Release auto upgrade.



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Schedule of Optimisation Reports and Governance Visits

The optimisation Dashboard report will be run on the following time frames:

3 Month Report Go-Live Date plus 3 months

o introductory session depending on:

▪ Data Point Maturity less than 3 months

▪ Success Metrics not completed or baselined

▪ Go-Live Date less than 3 months

o Initial standard report if:

▪ Success Metrics have been baselined

▪ At least 3 months of reportable data


o Initial standard report if:

▪ Success Metrics Baselined or not

▪ At least 6 months of reportable data


o Follow on Standard report

o Advanced report if Operational Support Contract in place

Meetings will be arranged on the above frequency to review the Optimisation report with the Application Owner,

Procurement Process Owner and the Finance Process Owner and the Xoomworks Account owner



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High Level Overview

ACME Corporation went live with Coupa on Release R14.0.1 on the 30th June 2016. Since then Coupa has now

upgraded to Release R16.6. ACME Corporation are currently on Release R16.6.6 and due to upgrade to the R17

version on 13th February 2017

Currently ACME Corporation use SAP as their ERP System and this has the following integrations supported by

Mulesoft middleware.

Source System Target System Data Type Business Object

Coupa SAP Transactional Data Purchase Orders

Coupa SAP Transactional Data Goods Received Notes

Coupa SAP Transactional Data OK to pay invoice

Coupa SAP Transactional Data Credit notes

SAP Coupa Transactional Data Invoice Payment Status

Credit Card Provider Coupa Transactional Data Credit Card Statements

Coupa Expense Engine Transactional Data Taxable Elements

Expense Engine Coupa Transactional Data Mileage

Coupa SAP Transactional Data OK to pay expense reports

SAP Coupa Transactional Data Expense Payments

SAP Coupa Master Data Vendor

SAP Coupa Master Data Finance Account Data

SAP Coupa Master Data Users

Single Sign On

The Release Management upgrade process is automated and follows the standard Major Release upgrade

schedule of January, May and September. Maintenance Releases are expected on a fortnightly basis after each

major Release. Daily updates will also be applied on an Adhoc basis if required to address critical issues

Coupa is deployed across 10 counties where Users speak a range of 8 different languages

Supplier enablement Strategy was to enable a mix of suppliers that could deliver cXML Ordering and Invoicing,

PunchOut Catalogue and Internal Catalogues with a high proportion of active suppliers being enabled on the

Coupa Supplier Network to drive down Invoice processing costs. Progress to date has been good.



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The following Success Metrics were identified during implementation and progress is reviewed later within this

document:

1. % Maverick Spend

2. Annual Spend Against Contract

3. Spend Under Sourcing Management

4. Spend Under Self-Managed Event Management

5. Number of Supplier with OTV Flag

6. Days Payables Outstanding (DPO) - days

7. Invoice submission Route (%) per channel

8. Number of AP FTEs focused on processing invoices

9. Annual number of rejected invoices because of inaccuracies

10. Req to PO cycle time - days

11. Invoice processing cycle time - days

12. Value of Spend that that goes to RFX

13. Value of Spend that that goes to e-Auction

14. Annual Number of RFX planned in Pipeline

15. Overdue Contracts

16. Sourcing Event Cycle Times

17. Compliance to Expense Policy

Current Challenges with the existing system are:

• Adoption

• Reconciliation Reporting

• PO Change versus Mismatch

• Too many paper invoices

• Sourcing event pipeline not fully identified

• Too many open tickets with Support Portal and not being closed as quickly as anticipated



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Operational Statistics / Dashboard Data

General



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Purchase Orders



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Purchase Orders – Continued



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Invoice Handling



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Invoice Handling – Continued



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Approval Processes



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Approval Processes – Continued



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Design Considerations - New Functionality

This element of the report is to highlight differences in the Coupa product since the original configuration and

how either new functionality can be leveraged or the availability of new add on modules may be able to address

original design challenges or current pain points.

Modules

ACME Corporation utilise the following modules of Coupa:

• Purchasing

• Sourcing

• Expenses

• Basic Contracts

• Standard Inventory

Other Modules available

• SIM

• Compliant Invoicing

• Advanced Contracts – including Contract Authoring

• Advanced Inventory – including Internal Ordering, On Hand Balances, Cycling Counting and Transit

• Spend Analytics

Please refer to Table 2.01 – Table 2.09 (below) to understand what new functionality has been made available per

Coupa Release. If you haven’t considered implementing any of the new functionality, please identify any areas of

interest where Xoomworks can advise to help you determine if there are elements that would help your process

designs.

Please note that a FULL list of all pieces of new functionality is available in the published Coupa Release Notes

Configuration Opportunities

Based on the original Go-Live date and the current version of the signed off Configuration document you should

consider reviewing or revisiting some of the areas where the design and functionality of Coupa has made

significant steps forward in recent releases.

We would recommend that you consider a review of the following:

• Standard versus Dynamic Chart of Accounts

• Dynamic Approvals (if using Dynamic Chart of Accounts)

• Approvals – various improvements including:

o the ability to skip levels of approval if based on Management Hierarchy

o Invoice Submission / Approval Blockers

o Mandatory Comments for Rejections

• Integrations – Frequency and Type (Flat File versus API calls) / quality of data

• Company Set-Up – various improvements and fine tuning of Global Settings

• Supplier Actionable Notifications – how this can be leveraged to assist Supplier Enablement

• Multiple ERP support / Enterprises

• Content Groups

• Automatic Exchange Rate integration



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In 2015 ACME Corporation went Live with Coupa with P2P and Sourcing.

During this period, only 20 Contracts have been created and only 5 Sourcing events have been run.

Contracts are being used as call of orders/ framework agreements however, the system is not being used as a

Contract repository as ACME Corporation previously used another system to collate all contract information.

The basic Contract functionality allows various features which may allow ACME Corporation to add additional

business process controls including:

• Contract Renewal

• Contract Repository

• Direct Invoicing against an approver contract

• Spend limit warning and notifications

• Control of Catalogue items

• Tiered Pricing

• Monitoring of Savings against negotiated Contracts

• Scheduling Order Windows

• Assignment of Content Groups to control visibility of content

With the new Coupa Contract Authoring module consideration should be given to pulling all contract

management into Coupa. There could be advantages from a compliance, efficiency, cost and maintenance

perspective if the existing Contract repository tool is licensed software (with a cost), does not have all the

functionality that the Coupa module can offer and requires a separate set of skills / resource to manage and

maintain.

With regards to Sourcing, many clients see this module as a major player in the ability to Return on the investment

of the Coupa platform. Ensuring this is used and leveraged properly can be a powerful tool in delivering on your

Procurement Strategy.

You may also have another eSourcing platform that is being used but you should consider the benefits of Sourcing

and how you can run from a Requisition to an RFX / eAuction to a Contract and then to associated Purchase

Orders in a controlled single auditable environment.

If there are bandwidth resource or expertise restrictions internally Xoomworks can assist with this in either

identifying and running Sourcing events on your behalf within your Coupa platform or by providing training to

ensure that your Procurement function have not only the skills but the best practise advise to leverage your

investment and transform your performance.

Any new functionality that you choose to implement should be reflected in both your Configuration Document

and in your Business Process Document.



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Administration and Governance

Other areas for your consideration:

• Is there a stringent Change Management process for any additional changes to the system?

• Is there a structured communication process to the business / Suppliers for adopted changes?

• Is there an ongoing Training programme to update users on new functionality that has been applied?

• Have the project documents been maintained and kept up to date with changes made to the system?

Either from resolution of operational issues or from new functionality being rolled out?

o Normally maintained by the Application Owner or Operational Support

o Tendency for these documents to be filed post Go-Live and not reviewed / updated

o For example: when was Config Document last reviewed, and updated?

• Does the Business Process Document contain up to date Business Process Flow diagrams?

• Did you complete a set of Success Metrics with the implementation process?



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Success Metrics Performance – Quarterly Performance Review

Table 1.01

Success Metric Baseline Target Q1 Q2 Q3 Q4

% Maverick Spend 40% 10% 30% 25% 22%

Annual Spend Against Contract 8% 80% 8% 15% 22%

Spend Under Sourcing Management 5% 50% 5% 10% 15%

Spend Under Self-Managed Event Management

3% 30% 3% 5% 7%

Number of Supplier with OTV Flag 1,500 500 1,500 1,350 1,000

Days Payables Outstanding (DPO) - days 30 40 30 33 35

Invoice submission Route (%) per channel

Paper 70% 5% 60% 48% 36%

Fax/ Scan 20% 0% 20% 8% 2%

email 10% 20% 10% 14% 18%

CSN 0% 55% 9% 21% 27%

cXML 0% 20% 1% 9% 17%

Number of AP FTEs focused on processing invoices

100 60 100 100 80

Annual number of rejected invoices because of inaccuracies

10,000 1,000

Req to PO cycle time - days 10 2 5 4 3

Invoice processing cycle time - days 12 2 9 8 7

% Maverick Spend 40% 10% 30% 25% 22%

Value of Spend that that goes to RFX 5% 50% 5% 8% 9%

Value of Spend that that goes to e-Auction 2% 25% 2% 3% 4%

Annual Number of RFX planned in Pipeline 10 100 10 15 20

Overdue Contracts 20% 5% 20% 18% 15%

Event Cycle Times 60 15 40 30 20

Compliance to Expense Policy 75% 95% 85% 86% 87%



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Success Metric Graphs



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Success Metric Graphs (continued)



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Leveraging Full Functionality

Coupa Platform – Table 2.01 R13 R14 R15 R16 R17

Announcements ✓ ✓ ✓ ✓ ✓

Approval Chain Bulk Loader ✓ ✓ ✓ ✓ ✓

Delegate Pending Approvals ✓ ✓ ✓ ✓ ✓

Multi Language Support for Commodities and Custom Fields ✓ ✓ ✓ ✓ ✓

Skip Current Approver ✓ ✓ ✓ ✓ ✓

Approval Escalations

✓ ✓ ✓ ✓

COA Bulk Loader

✓ ✓ ✓ ✓

In-Product Notifications

✓ ✓ ✓ ✓

Multiple ERP Support

✓ ✓ ✓ ✓

New Self Approval Settings

✓ ✓ ✓ ✓

Add Approvers Before Yourself

✓ ✓ ✓

Automatic Exchange Rate Updates

✓ ✓ ✓

Translation Suggestions

✓ ✓ ✓

Account Segment Locking

✓ ✓

Act As Another User

✓ ✓

Add @mentions to Comments

✓ ✓

Mandatory Comments for Rejected Documents

✓ ✓

Shallow API Formats

✓ ✓

API Dashboard

✓

Groups and Suppliers as Integration Contacts

✓

Procurement – Table 2.02 R13 R14 R15 R16 R17

Search Analytics ✓ ✓ ✓ ✓ ✓

Email-Based Receiving

✓ ✓ ✓ ✓

Manually Add an Approver to PO Change Requests

✓ ✓ ✓ ✓

Assigning PO Numbers from External Systems

✓ ✓ ✓

Enhanced Management of Payment and Shipping Terms

✓ ✓

Identify and Verify Copied Requisitions

✓ ✓

External PO Editing and Creation Using the API

✓

Supplier Sites - Phase I

✓

Invoicing – Table 2.03 R13 R14 R15 R16 R17

Dispute Invoice Handling ✓ ✓ ✓ ✓ ✓

Saving Opportunities ✓ ✓ ✓ ✓ ✓

Invoice Number Reuse

✓ ✓ ✓

Invoice Requester as a Specific Approver

✓ ✓

Lock Down Invoice Date Field

✓ ✓

Taxes for Summary Charges

✓ ✓

Add Required Fields to Presentations

✓

Invoice Extraction and Archiving

✓

Invoice PDF Creation

✓



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Suppliers – Table 2.04 R13 R14 R15 R16 R17

Supplier Opportunities

✓ ✓ ✓

Supplier Portal Two-Factor Authentication

✓ ✓

Supplier-Initiated SIM Updates

✓ ✓

SMS Notifications from Coupa Supplier Portal

✓

Sourcing – Table 2.05 R13 R14 R15 R16 R17

Edit a Running Sourcing Event

✓ ✓ ✓ ✓

Sourcing Award Individual Line Items

✓ ✓ ✓

Granular Scoring and Weighting

✓

Post-Event Collaboration

✓

Expenses – Table 2.06 R13 R14 R15 R16 R17

Per Diem Support

✓ ✓

Trip-Based Expense Reports

✓ ✓

Expense Audit Score Refresh

✓

Expense Delegate Reporting Enhancements

✓

Travel Service Integration: Email Itinerary Parser

✓

Inventory – Table 2.07 R13 R14 R15 R16 R17

Advanced Ship Notices

✓ ✓

Default Location For Quick Receipts

✓

Min Max Planning

✓

Analytics – Table 2.08 R13 R14 R15 R16 R17

Success Metrics Integration

✓ ✓ ✓

Sourcing Dashboards

✓ ✓

Spend Analytics of Non-Coupa Transaction Data

✓

Mobile – Table 2.09 R13 R14 R15 R16 R17

Support for Forced Mobile Upgrade

✓



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Summary

Adoption

Internal

Currently ACME Corporation are only using 78% of the identified User licenses. So, although the data suggests

that Coupa is addressing most the Success Metrics, this could be increased in the additional 22% of users are

identified, training and start to use the system.

If the correct number of Users are utilising the Coupa Systems, you may wish to consider how many actual

licenses are required for the business and whether this investment in licensing costs could be better used to drive

Complaince by using other modules of the Coupa Platform.

Supplier

Of the more than 10,000 suppliers you deal with 94% are transacting in some way with Coupa.

With 23% of your PO volume being processed via cXML and 63% receiving their orders via email you are in a good

position with both your processes and Supplier master data accuracy and management.

However, 14% of the PO’s are still being sent via a manual intervention.

This is an area where you could focus on to drive efficiencies.

Spend

Almost $500million of spend has been driven through Coupa.

With this volume and value of spend, some consideration should be given to the use of Dynamic Payment terms

as there could be an exciting opportunity to maximise Cashflows and savings

Compliance

Currently 49% of Purchase Requisitions are being raised through Free Form requests. This is an area to help drive

compliance against contracted spend in Catalogues, PunchOuts and WebForms.

ACME Corporation should review the Search Analytics functionality in the Reports Dashboard to determine which

searches are not converting to the expected catalogue items. This can highlight how searches can become more

successful with the management of tags or identify areas where catalogues do not yet cover the spend

requirements.

Invoicing Channels

Progress on channelling Suppliers to submit invoices electronically, by means of cXML, CSN PO Flip or SAN PO Flip,

has begun.

The analysis of the supplier base and subsequent Supplier Enablement process has been good. With only 14% of

the supplier base linked to the CSN 64% of invoices are being created electronically.

However, the work in managing the tail of invoices not being created electronically is something that if the

correct effort is applied could result in the remaining 36% of invoices currently processed by Accounts Payable

could be addressed and the associated efficiencies realised by ACME Corporation.

Consideration should be given to how this can effectively and efficiently be delivered by the current in house

team as the balance to attending the tail and business as usual is an important factor.

Approvals

Approval times for some of the lower end spend, less than $500, seems to be taking the longest period for both

Purchase Requisitions and Invoices that require approval.



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It may be worth considering why this value range is taking so long. It may be that the internal DoA has more

levels associated with this value range as there is a much higher volume of transactions (53% of PR’s & 55% of

Inv’s). A review of this could assist with identifying the average number of approvers, the Internal DoA

requirement and potentially a quicker, more efficient, time to approve this value range.

Success Metrics

All the Success Metrics show that Coupa is driving the desired change in behaviours.

The only questions around these metrics is whether they will achieve their goals within the desired period.

• Invoice submission metric could be improved upon by a review of the Supplier Enablement progress as

although improving there is still a high volume of invoices being handled by the AP team.

• Expense Compliance against Policy is the other area that would benefit from a review. This may be as

simple as a series of focused communications.

Contracts

There are only 20 Contracts in place in Coupa. Which relates to 22% of spend (value) and covers approximately

50% of transactional volumes.

More work in this area will help drive compliance, should result in lower levels of approval required for small

value Purchase requisitions.

Getting the contracts into Coupa and passing over the management of the related content to CSN enabled

catalogues or PunchOut catalogues should also make more time available for the Procurement team to add other

value and simplify the overall process for Requisitioners, especially around the time for approval metric

Sourcing

Sourcing activities will drive savings.

The Pipeline plan of Sourcing activities is not as healthy as possible.

This could be due to a couple of issues: Either there is a bandwidth restriction within the user group that run the

Sourcing events, or the user group may benefit from some refresher training to give them required skills to

maximise the return on the available functionality.

In conclusion, the following areas are in general performing well

• Adoption and Spend through Coupa

• Performance against Success Metrics

• Invoicing channels

Areas where we would recommend that improvements can be made

• Contract Management – more contracts to drive compliant spend that would need less approval steps

• Simplify Approvals – review the DoA for spend less than $500 and pre-approved contract spend

• Sourcing – develop and deliver against the Sourcing pipeline can produce real savings quickly

• Search Analytics – review data to drive spend against contract or identify new catalogue opportunities.

New functionality that will increase ease of use / adoption / success metric

• Dynamic Approval Chains

• Trip-Based Expense Reports

• Travel Service Integration: Email Itinerary Parser

• Invoice Requester as a Specific Approver

• Dispute Invoice Handling



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Control of Documentation

Ensure all Coupa related documentation is up to date and reflects the changes you have made or will be making.

These documents include: the Coupa Configuration Document, the Business Process Document, Integration

Requirement Document and the Integrations Mapping Document.

Release Management and Regression Testing

The is a current risk to your internal business compliance requirements as with each new Coupa Release that is

updated there is a low level of Adhoc regression testing. If this is an internal bandwidth issue help is at hand as

this is a procedure that Xoomworks manage for a variety of our own and other Coupa clients on a subscription

basis.

Next Steps

ACME Corporation to review the report Follow on session with Xoomworks Account Manager to review the report and understand what challenges may be faced in the effort to address any issues Xoomworks would like to get something in the diary within 2 weeks of issuing the report so that the details are fresh and Xoomworks can advise on how best to address any issues. Please contact Annie Jenkins on the details below to arrange the follow-on session.

Ann Jenkins

Account Manager

Telephone: 07813 178031

Email: [email protected]

mailto:[email protected]



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Appendix 1 - Glossary

Term Definition

AP Accounts Payable

API Application Programming Interface

Approval Chain These are approval flows that provide business approval to an order, invoice or expense.

Approval Groups Groups of individuals that simultaneously receive the notification for a purchase requisition; any one of the individuals within the Approval Group is able to approve or reject the requisition upon which time the requisition moves to the next action within the approval chain

Assumed Receipt or Two Way Match

A PO process wherein two documents are required in order to process a payment: the Purchase Order and the Invoice.

Auto-Upgrade Train

Release upgrade process that allows the roll out new features and functionality in a controlled manner. To help plan for each major release, Coupa want to provide visibility and predictability with their release schedule. This way you have ample time to plan your upgrade activities and test the release before it goes to production on your specified release date.

Buyer: Coupa Role in the Coupa system that allows for unblocking of requisitions and other abilities within Coupa; referred to in this documentation as “Coupa Buyer”

Catalogue Group of items available by a supplier. Catalogues can either by internally hosted, within your environment or with one of your suppliers on the CSN, or as a PunchOut catalogue (externally hosted on your supplier’s web site which brings the items back into Coupa for management of spend)

COA Chart of Accounts

Commodity Code This is a code like a Category Structure which is usually linked to a General Ledger code in other systems

Coupa Release Structure

Coupa Releases are numbered as RX.Y.Z for example R17.1.0

• X is the major release number,

• Y is the Maintenance Release number and

• Z is the daily update number.

• Major Releases provide New Features and Functionality and happen 3 times per year (January, May and September)

• Maintenance updates provide scheduled fixes for customer reported issues and critical security issues and happen every 2 weeks after the Major Release

• Daily updates provide unscheduled fixes for critical issues that impact a majority of customers and happen as required.

CSN or Coupa Supplier Network

Coupa Supplier Network: The CSN is the network that Suppliers are invited to and maintain master data in the system. They can also view billing and payment details.

cXML commerce eXtensible Markup Language is a protocol, created by Ariba in 1999, intended for communication of business documents between procurement applications, e-commerce hubs and suppliers

Delegated Approvals

Is an alternative approver for a User to delegate their approval limits when they are out of the business on holiday or off sick

DoA Delegation of Authority

Draft Supplier The Draft Supplier functionality in Coupa allows an end user to request a Supplier directly in the system without a web-form. This functionality is out of scope for this project

Dynamic CoA Is a Chart of Account that can be set up with hierarchical structure and can link specific data fields against the segments to assist with the approval process



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Dynamic Approvals Dynamic Approvals allows you to associate an approver with each account segment and determine the approver dynamically with a single approval chain (rather than creating many approval chains).

End User or Client Role in Coupa used to perform basic requisitioning.

ERP Enterprise resource planning (ERP) is business process management software that allows an organization to use a system of integrated applications to manage the business and automate many back-office functions related to technology, services and human resources

Free Form Purchase requisition or shopping cart where the user provides the item/service information and supplier rather than selecting an item from a catalogue or a PunchOut

FTE Full Time Employees

Goods Receipt (GR)

A Goods Receipt is a document issued to acknowledge the receipt of the items listed in it. In other words, it is a document used to register in Coupa the specifics of items physically received at a dock, desk or through small parcel

High Touch Supplier

A supplier that will require a lot of time to enable communications. This moniker is usually reserved for suppliers that will connect using EDI or cXML.

Internally Hosted Catalogue

Items that are uploaded into the Coupa system by a system administrator. These items are maintained by the customer.

Inv Invoice

iRequest Option in Coupa wherein an end user can punch out to an external site without a contract.

KPI Key Performance Indicator

Low Touch Supplier

A supplier that will require little time to enable for communication. This moniker is usually reserved for suppliers that will connect using email or fax.

Management Hierarchy

In Coupa this is determined by the "Next Approver" set in a User record. It does not have to be that individual User’s actual manager

Middleware A piece of software that acts as a bridge between Coupa and the client’s ERP system, database or other applications. The middleware would normally do a transformation of the data from one format into another and may also do logical steps or calculations.

Mis-Match A Coupa process that allows the handling of Invoices that are out of tolerances against the Purchase Order. This would normally require an additional approval step, but not always

Modules Coupa modules include: Purchasing, Sourcing, Contracts, Inventory, Analytics, Expenses and SIM (Supplier Information Management) and are normally controlled by licenses set at the User Profile.

Order lists Groups of commonly ordered items available to an end user to be able to immediately order. These lists are created and maintained by users with power user access and above.

P2O Procure to Order

P2P Procure to Pay

PO Purchase Order is an approved Requisition that is communicated to a Supplier.

PR Purchasing Requisition, synonymous with Shopping Cart. Indicates the purchase requisition before it is routed for approval to be a purchase order.

Preferred Supplier List of suppliers designated by Sourcing as preferred suppliers and flagged as such in Coupa



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Punch Out Catalogue

Externally hosted catalogues maintained by their associated Supplier. The items in these catalogues are not maintained by the client.

Purchasing Channels

4 vehicles through which data will flow through the Coupa system. The 4 purchasing channels available in Coupa are 3 way match, 2 way match (Assumed Receipt), Evaluated Receipt and Service Purchase Order.

Requestor Synonymous with “end user” or Client in the Coupa system

RFI Request for Information

RFP Request for Proposal

RFQ Request for Quotation

RFX A generic term of any RFI / RFP / RFQ

S2O Source to Order

S2P Source to Pay

SAN Supplier Actionable Notification

Self-Approval Limit upon which an end client or user can order to without gaining a supervisor or project managers approval

sFTP Secure File Transfer Protocol, is a separate protocol packaged that works over a secure connection

Shopping Cart Synonymous with Requisition. Indicates the purchase requisition before it is routed for approval

SIM Supplier Information Management

Source to Pay The transactional flow of data for a user to request and receive goods/services and Suppliers to receive payment

Success Metrics Measurements that can be tracked that demonstrate that both the Business Case requirements will be addressed and also that the client is leveraging the best use out of the Coupa platform

Supplier Enablement

A descriptor for the list of activities that need to occur in order for a supplier to do business via Coupa; an enabled supplier regardless of volume will receive PO’s from Coupa

Tags Descriptive words placed on a material to allow for easier searching by the end user. These are uploaded to the appropriate material or item when the item is created or an existing item is maintained.

Three Way Match

A PO process wherein three separate documents are required to process a payment: Purchase Order, Goods Receipt and Invoice.

Transmission Method

The method in which a PO is created within Coupa and then delivered to the Supplier

Ultimate Approver

A role used to identify errors in the approval system and adjust approval settings to repair.

Web-form Pre-made forms for end users to fill out if they require anything other than the standard catalogue items. Web forms can be used for free-form Purchase Order or any other request from the Sourcing organization.



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About Xoomworks Xoomworks is a niche consultancy and outsourcing company

that specialises in Procurement and Business Intelligence.

Staff are based in UK and Europe and consist of technical,

business and behavioural consultants, and senior procurement

staff.

Our Complete Procurement proposition addresses both

the mechanics and behaviours of Procurement that drive the

greatest value for organisations.

Interested in finding out more about

Xoomworks Procurement?

Call us now on +44 20 7400 6120 or send an email to

[email protected]

www.xoomworks.com/procurement