Coupa Supplier PortalTraining Guide

I N ST R UC T I ON AL GUI DE FOR PORTA L R EGI ST R AT ION , PROFI LE COM PLET ION A N D M A I N T ENAN CE, PURCHA SE OR DERS ,

I N VOI C ING, A N D PAYM EN TS I N COUPA

Table of ContentsWhat is Coupa?

Registration

Customer Profile Page◦ Payment Method Set Up (ACH or V-Card)

Coupa Supplier Portal Home Page

Admin Role

Orders

Creating an Invoice (PO)

Creating an Invoice (Non-PO)

Disputed Invoices

Payments

Contacts

What is Coupa?• Coupa is Terracon’s procure-to-pay system for purchase orders, invoice processing, and payments.

• Coupa is a no-charge, self-service portal available to all Terracon suppliers.

• Suppliers can register for the Coupa Supplier Portal and submit invoices directly through the portal, eliminating lost invoices.

• Suppliers can view, manage, and acknowledge purchase orders through the portal.

• Suppliers can take advantage of (2) electronic payment options – ACH (direct deposit) or V-Card (secure virtual credit card).

• Suppliers can view payments made through the portal, including the payment remittance.

• Coupa is an online portal and can be accessed through a laptop or even with the mobile friendly version on a smartphone.

Registration•Your Coupa Supplier Portal invitation will be in an email including a brief introduction and a link to Coupa.

•Click Join and Respond.

•The invitation expires after 30 days, so be sure to complete registration during that timeframe.

•If you are not the intended recipient of this invite, please still click the button. There is a place to forward the invite on to someone else.

Registration cont’d•Complete profile information.

•The Email and Password entered will be used to log in to the portal.

•If the invite should be sent to someone else in your company, enter their email in Forward Your Invitation section.

•Click Submit.

Customer Profile Page•The Coupa home page provides a summary of your company’s engagement with Coupa.

•Terracon Consultants Inc should be listed as a link in Latest Customers section. Click that link.

Customer Profile Page cont’dSupplier Name and Primary Address

•All required fields are indicated by a red asterisk *

•Enter Supplier Name and DBA name as shown on your W9 form.

•Enter Primary Address. Note: Address Name should not be included as part of the address. This field is for reference only (i.e. Corporate Office).

Customer Profile Page cont’dW9, Diversity Classification, Minority Ownership, Type of Business, On-Site Services

•Upload signed copy of W9 form (W-8BEN form for Canadian-based company).

•Enter Federal Tax ID number or Social Security Number, as shown on W9 form.• Numbers only, no dashes.

•Business diversity classification refers to certifiedbusinesses only.• Current certification document(s) required.

•Minority Ownership.• Provide minority type and expiration date, if applicable.

•Select Type of Business closest to goods and/or services provided to Terracon.• You can multi-select.

•If your company provides on-site services at Terracon project sites or Terracon office locations, answer ‘yes’. • If the answer to this question is no, skip to here.

Customer Profile Page cont’dSafety Information

•Respond to OSHA citation and fatality questions.

•Provide 3 years of EMR (Experience Modification Rate) and upload supporting document for each corresponding year (usually issued by your insurance company).

•Provide 3 years of TRIR (Total Recordable Incident Rate) and OSHA logs for each corresponding year.

•If your company is exempt from recording this safety data (i.e. less than 10 employees), email supplierenablement@terracon.com and provide justification on why your company may be exempt. We will reach out with next steps. **Don’t forget to Save your profile at the bottom of the page**

Customer Profile Page cont’dCertificate of Insurance

•Upload current certificate of insurance document.

•Multiple certificates can be uploaded.

•Enter effective and expiration dates.

•Terracon Consultants must be listed as additional insured.

Customer Profile Page cont’dSubcontractor Agreement

•Upload your signed agreement with Terracon.

•If your company already has a completed agreement, upload that one.

•If your company does not already have an agreement with Terracon, a sample agreement is provided. • Complete it electronically and upload or print it,

complete signature block, and upload scanned pdf copy.

• Be sure the uploaded agreement is signed and dated.

•If services are performed at a Terracon office location, there may be a more suitable agreement template to use. Email supplierenablement@terracon.com to request more information.

Customer Profile Page cont’dPayment Information

•Click Add Remit-To button to add a new remit-to address. See next slide for more info.

•Coupa offers 2 electronic payment options:• V-Card (Requires you to be able to process credit cards

with no fee)

• ACH (Direct Deposit)

• We discourage paper checks, but can accommodate, if necessary. Choose ACH, but don’t enter banking info to receive payment via check. Adding a Remit-To Address is required for this form. Click the Grey Add Remit-To Button.

•Note that payment terms referenced in an agreement will supersede terms associated to the Payment Type chosen. For example, if you choose ACH-Net 45, but your agreement references paid-when-paid, your payment method will be ACH, but payment won’t be made until Terracon’s client has released payment.

Customer Profile Page cont’dCreate New Remit-To Address and Legal Entity

• Click Create New button to create a new remit-to address.

• If you already have remit-to addresses created, choose the correct one.

• If you create a new remit-to address, you will need to provide information about your legal entity and country of origin.

• Click Continue.

Customer Profile Page cont’dCreate New Remit-To Address and Legal Entity

•If you use Coupa Supplier Portal with other customers, choose which customers you want to share this remit-to address.

•Enter address you invoice from.

•Indicate if you use this address as the remit-to address and the ship-from.• If you have different addresses for remit-to and ship-from,

uncheck the boxes to allow for additional addresses.

•Disregard Tax ID and Invoice From Code as they are not required for this setup.

•Click Save & Continue

Customer Profile Page cont’dPayment Type Options

•Use dropdown and choose preferred Payment Type.

•For ACH (Direct Deposit), select Bank Account.

•For V-Card (Virtual Card), select Virtual Card.

•For Address (Paper Check), select Address.

•Click Save & Continue.

Customer Profile Page cont’dPayment Type – Bank Account

•This payment type is for a standard bank-to-bank transfer or direct deposit.

•Select Bank Currency as USD from dropdown. USD is first choice.

•Enter Bank Name and Beneficiary Name.

•Enter Routing Number and Account Number.

• IBAN and SWIFT are in reference to International Bank Accounts. If you do not have any of this information, skip.

•Select if the account is Business or Personal.

•Enter Bank Address. If it is a large, national bank, such as Bank of America, enter address of the branch closest to you.

•Not shown here but at the bottom of this page is the Remit-to address for this bank account. If you unchecked using the invoice from address as a remit-to address, enter that address here.

•Click Save & Continue.

Customer Profile Page cont’dPayment Type – Virtual Card

•Virtual Card is reliant on your ability to process credit cards. If your company does not have that ability, select Bank Account from the dropdown and enter banking information for ACH.

•No credit card fees can be applied to this payment type.

•Click Save & Continue.

Customer Profile Page cont’dRemit-To Address Continued Setup

Review screen for Remit-To Address. Click Next.

Add Ship From address only if it is different from Invoice From address. Click Done.

Customer Profile Page cont’dRemit-To Address Setup Complete

•Click Add now to complete the Remit-To Address set up process. • This step is required to complete Customer Profile.

Customer Profile Page cont’dFinalize Profile and Submit for Approval

•Review acknowledgement of terms before completing profile.

•Enter Signature and Title of who is completing the online Coupa profile.

•Check box to confirm OSHA 300 and 300A logs are uploaded, if required.

•Review form to confirm all required fields(*) are completed.

•Click Submit for Approval.

•If Coupa provides errors, correct and Submit for Approval again.

•Use Comment section, if desired. Enter comments and click Add Comment. Note – comments are only reviewed by Supplier Enablement team.

Customer Profile Page cont’dWhat Now?

•After your profile is submitted for approval, Terracon’s Supplier Enablement team will review.

•The profile will be approved if all required information is provided accurately.

•The profile will be rejected if information is missing or incomplete.• Rejected profiles will include comments with what needs to be updated or completed. Correct your profile and

Submit for Approval for review.

•If your profile is approved, you can now start doing business with Terracon and you will have access to using the rest of the portal.

Coupa Supplier Portal Home PageMaintaining Customer Profile Info

•You should continue to maintain your Customer Profile information after it’s been approved by Terracon.

• From the home page, scroll to the bottom of the page and click Update Info. Update any information that needs refreshed (i.e. certificate of insurance, change in diversity classification, change in primary address, etc.). Enter a comment with what was updated. Click Submit for Approval.

•You can also access the profile by going to Profile in the Main Menu and click Your Customer Profile link.

AdminAdding Users and Assigning Permissions

•Go to Admin in the Main Menu.

•The Admin is able to invite other users in the company. These additional users can be assigned permissions based on what access they need throughout the portal.

•You can also manage Legal Entities, Remit-To Addresses, and also merge two Coupa Portals into one, if the need arises.

OrdersViewing and Managing Purchase Orders

•Go to Orders in Main Menu to view and manage purchase orders issued by Terracon. If you are linked with multiple companies in your portal, make sure to select the correct customer to view their PO’s.

•To view a purchase order, click on the PO link. This will provide the PO details.

•To directly invoice against a PO (shortcut), click on the Gold Coins under the Actions column.

•To directly create a credit note against a PO (shortcut), click on the Red Coins under the Actions column.

Orders cont’dAcknowledging PO’s and Creating Invoices

•When clicking the PO# link from the Orders list, you’ll get an electronic view of the purchase order. You can also print the PO document by clicking Print View.

•After reviewing the PO, if the information is accurate, check the Acknowledged box. This step notifies the requester that you’ve received and acknowledge the order.

•All PO details should be reviewed to ensure accuracy. Item description, price, ship to address, etc.

•When an order has shipped, you are able to add shipment tracking information. This step notifies the requester of any shipping information provided.

•When it’s time to invoice for the order, you can use Create Invoice button from this page.

Creating an InvoicePO Invoice

•When creating an invoice directly from a PO, you will need to use the dropdown to choose Legal Entity and Remit-To Address. This information was provided when your Customer Profile was created.

•If you have multiple Remit-To Addresses, be sure to select the address that has the correct payment method.

•Select your addresses.

•Click Save.

Creating an Invoice cont’dPO Invoice

•Creating an invoice from a purchase order automatically defaults most of the fields on the invoice, such as Ship To address, Bill To Address, Requester, Line Description, etc.

•Enter Invoice Number and Invoice Date.

•Upload your system generated invoice document, if desired. You can also upload supporting documents, such as timesheets, receipts, reports, etc.

Creating an Invoice cont’dPO Invoice

•When using a PO to create an invoice, the Lines including Description, Quantity, and Price will be pre-populated from the PO.

•The invoice should mirror the PO format. If a PO has multiple lines, do not consolidate the invoice into fewer lines.

•Update the price and/or quantity needed for the invoice being created.

•When lines are complete, go to Totals & Taxes.

•Enter Shipping/Handling/Tax for your invoice, as needed.

•Click Calculate to confirm invoice total.

• If invoice is ready, click Submit. You can click Save as Draft to come back and complete.

•Once you click Submit, the invoice can’t be modified, so be sure the information is accurate. If the invoice was submitted in error, reach out to your Terracon contact to dispute the invoice in Coupa. This step will allow you to edit and re-submit.

Creating an InvoiceNon-PO Invoice

•Go to Invoices in Main Menu to view invoices for Terracon. If you are linked with multiple companies in your portal, make sure to select the correct customer to view their invoices.

•If you do not have a PO, you can create a non-PO invoice. Click Create Blank Invoice.

Creating an Invoice cont’dNon-PO Invoice

•Invoicing in Coupa without a PO has more manual data entry involved than invoicing with a PO.

•Supplier information will pre-populate from your profile.

•Enter required fields:• Legal Entity and Addresses.

• Invoice Number and Invoice Date.

• Image Scan (Pdf document of your paper invoice or other supporting documentation).

• Bill-To Address (Corporate Office).

• Ship-To Address (Terracon Office Location. goods/services provided. Use search feature).

• Requestor Name and Email Address.

Creating an Invoice cont’dNon-PO Invoice

•Enter invoice lines.• Qty (Quantity): Goods/services per a unit of measurement.

• Amt (Amount): Billing Services at lump sum values.

•Combine like items together, as needed. For example, multiple goods can be combined into one line and labor can be combined into a separate line. The order/project details should be uploaded as supporting documents for review by Terracon.

•Enter shipping/handling/tax in the Totals & Taxes section.

•Click Calculate to confirm invoice totals.

•Click Submit.

Disputed InvoiceResolving Disputed Invoices

•Go to Invoices in Main Menu to view invoices that have been disputed by Terracon.

•A Dispute Reason is referenced for each disputed invoice.

•Click the Resolve action icon.

•Click Void if the invoice will be cancelled and re-created.

•Click Correct Invoice if the invoice can be corrected, make corrections, and re-submit.

Payments•Go to Payments in Main Menu to view payments made through Coupa.• You will only be able to view ACH and V-Card

payments, not checks.

Contacts•For questions about Coupa Supplier Portal, including registration requirements, documents, Safety data, etc, reach out to supplierenablement@terracon.com.

•For general questions about invoices, payments, or to submit an account statement, reach out to corp-ap@terracon.com.