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cXML Training for Coupa Supplier Enablement 2020

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  • cXML Training for Coupa Supplier Enablement2020

  • 2Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    7 Next Steps & Connection Testing Processes

    6 cXML

    8 Appendix

  • 3Confidential and proprietary business inform

    ation of ADM.

    1ADM Coupa Project OverviewADM is transitioning to the Coupa platform - a recognized leader in cloud-based Purchase-to-Pay solutions. The implementation of Coupa will redesign the Indirect spend management process for ADM, making it easier for suppliers to do business and engage with ADM through electronic purchasing and invoicing.

    AutomationReal-time tracking of

    purchase orders & invoices

    Available on any device

    Reduced time to payment

    Catalogs drive purchase order volumes Free!

    FREE

  • 4Confidential and proprietary business inform

    ation of ADM.

    What will Coupa do for ADM’s Suppliers?1. Enable suppliers to manage purchase orders and invoices electronically

    2. Use best effort to deliver high quality data, taking structured data directly from the source instead of utilizing other sources (e.g. paper scanning)

    3. Guaranteed delivery of invoices

    4. Better visibility and increased straight-through processing

    5. Fewer exceptions processes, fewer workarounds, fewer calls/email exchanges

    6. Increase efficiency and likelihood of on-time payments

    7. Easier audits with more transparency

    8. Clearly defined ordering and invoice channels so everyone knows their duties

    9. Apply validation rules to check accuracy of data where possible, allowing suppliers to immediately correct invoice data in case of errors

    …and more, which improves and enhances the working relationship between ADM and its suppliers!

  • 5Confidential and proprietary business inform

    ation of ADM.

    ADM Coupa Project Scope: Key Points

    • Important: Go-Live Dates for ADM Users and Suppliers are subject to change by the ADM project leadership. ADM will alert suppliers to any changes as soon as possible.

    • If a supplier has transactions with ADM entities outside the scope below, just those transactions corresponding to the mentioned entities will be transferred to Coupa; in other cases, certain suppliers will be transitioned to different systems other than Coupa for transacting in future-state

    • If a supplier completes consignment ordering for ADM, this will remain in the current system and process, and gradually transferred to Coupa

    • All invoices must have a Purchase Order linked to them; non-PO invoices will not be allowed to be submitted through Coupa

    System Locations Business Units Go-Live Dates

    JDE US and Canada Corporate April 20th, 2020

    Maximo US and Canada Non-Corporate July 20th, 2020

  • 6Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    7 Next Steps & Connection Testing Processes

    6 cXML

    8 Appendix

  • 7Confidential and proprietary business inform

    ation of ADM.

    Goals & Main Changes

    PROJECT GOALS: To simplify and improve the efficiency of procurement and accounts payable processes

    MAIN CHANGES: § cXML Integration will require changes in how business

    documents are transmitted§ From the supplier’s side: standard Purchase Order

    and Invoice format from a unique system

  • 8Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    7 Next Steps & Connection Testing Processes

    6 cXML

    8 Appendix

  • 9Confidential and proprietary business inform

    ation of ADM.

    Enablement Methods OverviewEnablement

    Method Description of Functionality BenefitsPO Receipt

    FormatSupplier Login

    RequiredCosts & Fees

    Full Integration (cXML)

    • Invoice is auto-generated from the details on PO because supplier’s system is connected to Coupa

    • No touch by supplier (unless thresholds for approval are set up)

    • Invoice can be generated directly against Coupa contract or PO

    • Volume of transaction is high: >1000/year• Have capability to handle PO via cXML

    • Supports high transaction volumes with minimal effort required from both the supplier and ADM

    • Automated and touchless transaction for invoices without tolerance failures

    Supplier receives PO in

    ERPNone None

    Coupa Supplier Portal (CSP)

    • PO flip is when the supplier is not fully integrated, and the supplier must go into Coupa and generate the invoice

    • Invoice is electronically sent through the CSP, and an invoice can be generated directly against a contract or against a PO

    • Host and manage their own catalog• Log into CSP to manage/respond to POs

    • Reduces invoice discrepancies as a supplier is flipping their PO into an invoice carrying over the quantity and price

    • Invoice directly against contracts without need for PO

    Supplier logs into CSP to see

    PO (email notification sent

    to supplier)

    Supplier needs to be member of CSP portal. Supplier profile will be created and linked to

    Coupa supplier network.

    None

    Supplier Actionable

    Notification (SAN)/Email

    • Coupa’s Supplier Actionable Notifications allows suppliers to receive PO’s electronically in their email, and flip the PO into an invoice directly from their email

    • Does not require a CSP account; but does not support invoicing against contract (PO required)

    • Suppliers have correct and operational email ID• Useful for supplier having low to medium volume of

    transactions

    • Alternative option for suppliers who do not wish to join CSP

    • Able to flip POs into invoices from email

    • Reduces invoice discrepancies as a supplier is flipping their PO into an invoice carrying over the quantity and price

    HTML of PO None None

  • 10Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    7 Next Steps & Connection Testing Processes

    6 cXML

    8 Appendix

  • 11Confidential and proprietary business inform

    ation of ADM.

    Benefits of cXML

    Full cXML integration between ADM and their suppliers’ systems is made possible by the electronic communication between systems via cXML.

    Fast & Efficient Better accuracy Reduced data entry errors Easily repeatable

    Cost-effective Enhanced productivityImproved customer

    satisfactionImproved customer

    retention

  • 12Confidential and proprietary business inform

    ation of ADM.

    Benefits of cXML: Electronic Communication Electronic communication makes full integration with ADM possible!

    Electronic communication is automatic communication between business applications across organizations, also known as two-way communication.

    • Examples:• ADM’s Purchase Orders (POs) automatically

    appear in supplier’s order-processing system

    • Suppliers A/R system sends invoices automatically to ADM’s A/P system (Coupa)

    • Electronic communication is:• Faster

    • More accurate

    • Data entry errors are reduced 45% - 60% when transmitted via cXML

    • More repeatable

    • Less expensive

    • Productivity can increase by 60% - 75% when using cXML1

    • Better customer satisfaction

    • Helps retain customer relationship with ADM

    1. CIPS Benchmark: Supplier Enablement & Management

  • 13Confidential and proprietary business inform

    ation of ADM.

    Benefits of cXML: Accuracy & Visibility

    Increased accuracy in data entry processes will result in less errors and a faster payment

    • Avoiding data re-entering and human interpretation reduces errors

    • Decreased error rates in invoices leads to faster payment

    • cXML suppliers typically see a 15% - 20% reduction in days sales outstanding1

    Integration allows for visibility into ADM’s needs.

    By integrating with ADM, the supplier’s back-office systems can benefit from an electronic connection:

    • Order processing and shipping

    • Accounts Receivable

    • Product or stocking database

    • MRP/ERP Systems

    • Sales & Forecasting Systems

    1. CIPS Benchmark: Supplier Enablement & Management

  • 14Confidential and proprietary business inform

    ation of ADM.

    Benefits of cXML: Operational Costs Reduced

    Increasing the accuracy of data results in:• Reduced phone calls, faxes, and email messages to verify/add data

    • Increases efficiency and reduces the cost of customer care and order processing

    • Real-time notifications of POs and Invoices with status changes in the system and by email

  • 15Confidential and proprietary business inform

    ation of ADM.

    Benefits of cXML: CSP AccessAs a compliment to cXML integration, connecting with ADM through the Coupa Supplier Portal (CSP) can help suppliers attain complete visibility, mitigate risks, and ensure non-stop connectivity:

    • Access and registration is free!

    • Real-time notifications, such as orders, invoice receipts, and more

    • Integrate once, use many times

    • Save and recover document history – all records of documents (Invoices and POs) will go to the CSP and saved in archives

    • Store, manage, and track across a complete range of business documents, from catalogs to invoices to payments

    • cXML suppliers are to provide their email address on the ADM questionnaire in order to set up their account on CSP; an invite will be sent to the supplier using said email

    • It is of high importance that suppliers constantly review CSP access permits granted within the supplier’s company to ensure information is properly received and handled

  • 16Confidential and proprietary business inform

    ation of ADM.

    Summary of Benefits of cXML

    In a nutshell, cXML allows suppliers to improve their efficiency and reliability via electronic transmission, but suppliers need to know how to leverage its full potential

    • Free access and use of Coupa Supplier Portal for maximum visibility

    • Receive Purchase Orders and send Invoices directly from supplier’s ERP or similar systems

    • Electronic communication is faster, more accurate, and easily repeatable

    • Supports Coupa compliant electronic invoicing

    • Reduce phone calls, faxes, and emails by providing real-time business document status updates

  • 17Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    7 Next Steps & Connection Testing Processes

    6 cXML

    8 Appendix

  • 18Confidential and proprietary business inform

    ation of ADM.

    Implications for the cXML SupplierSuppliers need to be technically capable to support this enablement method, meaning having an ERP system that can integrate via cXML.

    • If suppliers are not able to use cXML or are not currently transacting via cXML, ADM recommends the supplier discusses with the IT department of the company to get further understanding and details about what the supplier’s company must/can do to transact via cXML

    • ADM will work closely (i.e. weekly/daily-basis) with the supplier’s IT/Integration resources in order to set up the cXML integration and test connectivity before going live; thus, the supplier is asked to provide their technical contact(s), and include them on all meetings and communications

    • ADM will need to consider other enablement options if a supplier is unable to integrate via cXML for their slated go-live date or at all

    • All cXML suppliers must also be linked to the Coupa Supplier Portal (CSP)

  • 19Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    7 Next Steps & Connection Testing Processes

    6 cXML

    8 Appendix

  • 20Confidential and proprietary business inform

    ation of ADM.

    cXML Transmission Method Processes for Purchase Orders & Invoices

    *Payment execution will remain the same as it is now.

    ADM creates Purchase Order

    Purchase Order is transmitted

    cXMLSupplier receives

    Purchase Order in ERP

    PURCHASE ORDER TRANSMISSION

    METHOD

    Coupa Supplier Portal

    INVOICE TRANSMISSION

    METHOD* Supplier creates Invoice

    Invoice is transmitted

    cXMLADM receives

    Invoice in Coupa

    Coupa Supplier Portal

  • 21Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    6.1 Managing Punchout Catalogs

    6.2 Purchase Order Transmission

    6.3 Invoice Transmission

    7 Next Steps

    6 cXML

    8 Appendix

  • 22Confidential and proprietary business inform

    ation of ADM.

    What is cXML?Commerce Extensible Markup Language (cXML) is the industry standard catalog management and ecommerce transmission method. It is a protocol for real-time communication between buyer and seller systems via integration that enables new collaborative functions.

    • Allows suppliers to send invoices electronically and receive purchase orders electronically

    • Can use the Coupa Supplier Portal to view all purchase orders and invoices

    • Supplier must support cXML• Requires IT resource from supplier side• There is a cXML document for all of the

    business transactions that most companies use

    Most commonly used types of cXML messages: • Punchout or Hosted Catalogs

    • Purchase Orders

    • Purchase Order Changes

    • Invoices

    • Advanced Shipment Notifications

  • 23Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    6.1 Managing Punchout Catalogs

    6.2 Purchase Order Transmission

    6.3 Invoice Transmission

    7 Next Steps

    6 cXML

    8 Appendix

  • 24Confidential and proprietary business inform

    ation of ADM.

    Punchout Catalogs OverviewPunchout is an e-procurement software application that makes it possible for a buyer to access a supplier’s web site from within the buyer's own procurement application to purchase goods and services.

    Punchout Usability for ADM Users:

    1. Select punchout icon on

    homepage to the supplier’s site

    2. Search for the items to purchase

    on the supplier website

    3. Select and add to the shopping

    cart the items to be purchased

    4. Check out, and the shopping cart

    is brought back to Coupa to

    complete the purchase request

    Punchout Benefits for the Supplier:

    • Increased control over available products with ability to immediately apply changes to catalog items

    • No need to maintain catalogs for different customers

  • 25Confidential and proprietary business inform

    ation of ADM.

    Punchout Catalogs Setup

    Suppliers are to provide two types of credentials to be used for authentication of their cXML Punchout Catalog:

    1. Test Credentials (for the testing period during a new implementation)

    2. Production Credentials (once test instance has been validated)

    Note: Test and Production credentials are typically not the same

    Information to be completed by ADM based on their records: 1. Punchout Name2. Supplier Name3. Contract

    Information to be provided by suppliers based on their current setup: 1. Logo2. Punchout URL3. Supplier Domain4. Supplier Identity5. ADM Domain6. ADM Identity7. Secret or Shared Password (If you do not require one, Coupa will pass ‘none’.)8. Protocol (cXML)

    • After this meeting, a questionnaire will be sent to the suppliers to be filled out with above information and credentials.

  • 26Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    6.1 Managing Punchout Catalogs

    6.2 Purchase Order Transmission

    6.3 Invoice Transmission

    7 Next Steps

    6 cXML

    8 Appendix

  • 27Confidential and proprietary business inform

    ation of ADM.

    Purchase Order Transmission Setup

    Suppliers are to provide credentials to be used for authentication of their cXML Purchase Order Transmission:

    1. Test Credentials (for the testing period during a new implementation)

    2. Production Credentials (once test instance has been validated)

    Note: Test and Production credentials are typically not the same

    Information to be provided by the supplier based on their current setup: 1. Purchase Order URL2. ADM Domain3. ADM Identity4. Supplier Domain5. Supplier Identity6. Secret or Shared Password (If you do not require one, Coupa will pass ‘none’.)7. Protocol (cXML)

    • After this meeting, a questionnaire will be sent to the suppliers to be filled out with above information and credentials.

  • 28Confidential and proprietary business inform

    ation of ADM.

    Purchase Order Cancellation Process

    In general, cXML POs cannot be cancelled once sent to the supplier due to the existing connection established. PO Cancellations policies and practices can vary by supplier based on what that supplier can feasibly support on their system – it is recommended that the supplier confirms their preferences with ADM during connection testing, before moving to production.

    A PO can be cancelled by ADM before informing the cXML supplier in Coupa, before the transmission has begun.

  • 29Confidential and proprietary business inform

    ation of ADM.

    Purchase Order Transition Plan

    • There will be no PO migration process of JDE or Maximo POs into Coupa• All current/open JDE POs or PO lines with delivery on or after April 20th, 2020 should be closed in JDE

    and created anew via the Coupa platform

    • If a supplier is transacting in both JDE and Maximo, the supplier will continue transacting on the Maximo POs and PO lines until the July 2020 release of Coupa for ADM

    • ADM will provide information on any changes to the numbers/values of the new POs from JDE and Maximo to Coupa

  • 30Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    6.1 Managing Punchout Catalogs

    6.2 Purchase Order Transmission

    6.3 Invoice Transmission

    7 Next Steps

    6 cXML

    8 Appendix

  • 31Confidential and proprietary business inform

    ation of ADM.

    Invoice Transmission

    Suppliers are to provide credentials to be used for authentication on the cXML Invoice Transmission:1. Test Credentials (for the testing period during a new implementation)

    2. Production Credentials (once test instance has been validated)

    Note: Test and Production credentials are typically not the same

    The supplier will be provided with the ADM URL to post invoices in both the Test and Production environments via the questionnaire.

    Information to be provided by the supplier based on their current setup: 1. Supplier Domain2. Supplier Identity3. ADM Domain4. ADM Identity5. Secret or Shared Password (If you do not require one, Coupa will pass ‘none’.)

    • After this meeting, a questionnaire will be sent to the suppliers to be filled out with above information and credentials.

  • 32Confidential and proprietary business inform

    ation of ADM.

    A common error for cXML invoicing is related to Billing Addresses:

    These addresses must match the address defined on ADM’s Chart of Accounts (CoA) and include Buyer VAT ID. ADM will provide suppliers with a list of location codes and CoA information to incorporate into the supplier’s mapping for ADM’s billing and ship-to addresses.

    Billing Address Invoice Compliance

    EXAMPLE

  • 33Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    7 Next Steps & Connection Testing Processes

    6 cXML

    8 Appendix

  • 34Confidential and proprietary business inform

    ation of ADM.

    Next Steps

    In the initial outreach via email (or after the optional kickoff meeting) to confirm a supplier for cXML enablement, the ADM Supplier Enablement Team will:

    1. Send:1) Copy of the cXML kickoff meeting presentation with support documents2) Questionnaire for credential data collection 3) Sample cXML, Purchase Order, and Invoice links to Coupa Success Portal (help website)

    2. Suppliers should provide the required information via the questionnaire by a pre-determined date set by the ADM Supplier Enablement Team

    3. Once the information is received, it will be uploaded and tested in Coupa by the ADM Team4. ADM will organize a weekly cXML/catalog enablement testing meetings, ongoing until supplier’s

    connection via cXML has concluded5. ADM and supplier to move to production upon successful connection testing and/or based on go-live

    date

  • 35Confidential and proprietary business inform

    ation of ADM.

    Testing Process

    For suppliers with cXML capabilities, ADM will drive connection testing and error resolution according to this testing process, based on the elements available or supported by cXML:

    Supplier provides cXML credentials

    Review and ensure all data is provided

    Define a testing process and cases with supplier

    Clear all particularities in the process

    Set up the Punchout or Hosted Catalog

    Credentials and test

    Set up the PO credentials and send test PO

    Check the reception and correctness of the

    order

    Set up invoice credentials and request

    a first test

    Ensure correct reception and full

    compliance

    Supplier signoff & production credentials

    Move integration to Production during

    Cutover Period

    OPTIONAL – VARIES BY SUPPLIER

  • 36Confidential and proprietary business inform

    ation of ADM.

    Connection Testing Specifics

    For suppliers with cXML and/or punchout catalog enablement, the objective of the connection testing process is to ensure proper functionality, connection, and information.

    • Punchout Test:

    • Accessibility: Ensure that users can access the catalogue and navigate through it

    • Connection: Ensure that the shopping carts are correctly transmitted to Coupa

    • Information: Ensure the correct definition of UoM and Commodities based on ADM standards

    • Purchase Order Test:

    • Connection: Ensure reception on supplier side and successful transmission status

    • Information: Ensure all fields are readable and in correct format for the supplier

    • Invoice Test:

    • Connection: Ensure reception on ADM side and successful transmission status

    • Compliance: Ensure correct formatting and invoice compliance

  • 37Confidential and proprietary business inform

    ation of ADM.

    FAQ: https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/Supplier_FAQ

    In case other questions may occur, please contact Aleksandra Bajorska, Mikhail Bannikov, Joaquin Galperin or Natalya Tishkina from the Coupa project team as mentioned on the Tier 1 Supplier Onboarding email.

    Information and SupportPlease refer to ADM.com>Procurement>Supplier Onboarding and Trainingfor up-to-date information about Coupa roll out, training resources, and support.

    https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/Supplier_FAQ

  • 38Confidential and proprietary business inform

    ation of ADM.

    Agenda

    3 Benefits of cXML

    0 1ADM Coupa Project Overview

    2 Enablement Methods Overview

    4 Implications for the Supplier

    1 Goals and Main Changes

    5 Purchase Orders and Invoice Transmission Methods

    7 Next Steps & Connection Testing Processes

    6 cXML

    8 Appendix

  • 39Confidential and proprietary business inform

    ation of ADM.

    cXML Business Documents Definitions

    • Order Request: Purchase Order sent by a buying organization (ADM)

    • Receipt: Receipt of the order

    • Invoice: Sent by suppliers to bill ADM for the PO

    • Credit Memo: Sent by suppliers to return payment back to ADM

  • 40Confidential and proprietary business inform

    ation of ADM.

    Punchout Setup Request (PSOR) Message

    Coupa has a standard PSOR which contains the credentials from the punchout creation page:

  • 41Confidential and proprietary business inform

    ation of ADM.

    Purchase Order Messages: Location Codes

    The ship-to (entity) Location Code is transmitted under the “Address ID” section and is the current ADM Informatica code:

    This should be the element to map the different ADM entities on the supplier’s respective systems. ADM will provide suppliers with a list of location codes and CoA information to incorporate into the supplier’s mapping for ADM’s billing and ship-to addresses.

    EXAMPLE

  • 42Confidential and proprietary business inform

    ation of ADM.

    Remit To Address Invoice Compliance

    In order for Coupa to drive system compliance and generate an accurate invoice out of the message suppliers are pushing, certain elements must be ensured.

    There will be a link between the cXML invoice and CSP account: • The system needs to match the Remit To addresses being sent via cXML with the one set up in the CSP

    • Using the CSP “Remit To Code” and the AddressID will ensure this match:

    EXAMP

    LE

  • 43Confidential and proprietary business inform

    ation of ADM.

    Remit To Address Compliance

    • The Remit To Address Codes in the CSP for each ADM supplier must be unique.

    • Due to this, it is suggested (but not required) to use ADM’s code logic (provided to each supplier by the Supplier Enablement Team) to link the supplier’s and ADM’s Remit To Address (and Code) per supplier. If not provided by ADM, then the Remit To Address Codes per suppliers will be created anew in Coupa and linked again once integrated in Informatica.

    • Note: When in Production, ensure that the Remit To Code and Remit To Address is correct and without data errors – these cannot be deleted in Coupa (only deactivated). A new Remit To address cannot be set up with a previously used Remit To Code.