EASYBUY – CSP SUPPLIERS TRAINING

AGENDA FOR TODAYINTRODUCTION TO COUPA

S. No. Topic

1. Why are we replacing Ariba?Reasons for replacing Ariba

2. CoupaAbout Coupa- global presence, features, benefits

3. Ordering ProcessEnd to end ordering process flow

4. Coupa Supplier PortalCSP- Background, Benefits for suppliers, Profile creation process

5. CatalogsCatalog upload process, catalog approval flow

6. Purchase OrdersPO acknowledgement, PO review, PO modification

7. Supplier Help DeskSupplier help desk email and hotline details

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TRAINING OBJECTIVES

• Understand the vision of supplier enablement under Easy Buy Program

• Understand functionalities of Coupa Supplier Portal (CSP)

• Get acquainted with the To-Be processes and supplier roles in Coupa

• Address suppliers’ queries to ensure seamless transition

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WHY ARE WE REPLACING ARIBA?

WHY ARE WE REPLACING EXISTING ARIBA?

• End of life support by 2018

• Limited mobility capabilities

• It’s a 15+ year old system, both look and feel is outdated

• Limits opportunity to simplify some processes as its heavily customized

• Limited scalability opportunity

TECHNOLOGYOBSOLESCENCE

USEREXPERIENCE

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ABOUT COUPA

ABOUT COUPA

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420B+SPEND

OPTIMIZED

3M+SUPPLIERS

100%MOBILE

99.99%UPTIME

1.5M+USERS

20+LANGUAGES

100+COUNTRIES

530+GLOBAL

CUSTOMERS

$15.0B+SAVINGS

Founded In 2006

HQ in San Mateo – California

Listed on Nasdaq

Ticker Symbol Coupa

CLIENT LIST

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SOME COOL FEATURES OF COUPA

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• Intuitive purchasing process

•Avail Coupa Supplier portal (CSP) benefits for free

• Enable P-Card buying in Coupa

•Receive and confirm purchase orders electronically via Coupa

•Maintain catalogs on coupa portals

• Access using multiple devices and reminders/ notifications

• Track the status of PO, GR and Invoice

ORDERING PROCESS

ORDERING PROCESS

Purchase Order is automatically or

manually sent to the supplier

User receives goods or services purchase order based on the quantity or amount received from the

supplier.

RECEIVINGSEND TO

SUPPLIER

A Purchase Order is generated once the

Purchase Requisition is fully approved. Details

of the requisition will be copied on the purchase

order

PO CONFIRMATION

PO GENERATION

INVOICING

Supplier creates invoice against the

goods/ services received by customer.

Supplier sends the invoice to customer

for payment

Ordering process is a cross-business process composed of a series of steps starting with purchase order generation and ending in invoicing materials and services

Supplier reviews Purchase Order and

sends acknowledgement to

buyer.

In scope of Easy Buy Out of Scope 11

COUPA SUPPLIER PORTAL

COUPA SUPPLIER PORTAL

BACKGROUND: Coupa is a cloud platform for business spend; delivering measurable value through real-timespend visibility, control, compliance, and agility. The Coupa Supplier Portal (CSP) is a free tool for suppliers to easilydo business with customers who use Coupa.

Key benefits: (a)CSP makes managing customers and transactions easy (b) Roll out world class processes and best-in-class content management. (c) Manage settings on a customer-by-customer basis, including viewing purchase orders, setting up delivery methods, creating catalogs etc. (d) Tracking the real time status of transactions

Unilever will send invitation mail to supplier. Follow the link and fill in mandatory fields to provide basic information for your account and your company’s public profile.By default, this account is the admin account for your company.

Supplier Invitation

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CSP : PROFILE CREATION

CSP dashboard will open. Coupa takes you on a tour of the new site. Take the tour to better understand the features offered by CSP.

Coupa Tour

Supplier needs to update the password and accept the terms and policy of use. Click on Submit.

Update Password

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CSP : PROFILE CREATION

On the My Account page you can make changes to your personal information (name, photo, and password), set ormodify your notification preferences, or enable/disable two-factor authentication.

Manage Your Account

When you log in for the first time, you are prompted to enable two-factor authentication. If you have enabled two-factor authentication for SMS, check your text messages to get the verification code

Two Factor Authentication

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CSP : PROFILE CREATION

To access a CSP function, click on the relevant tab on the main menu at the top of the CSP main page.

Note: Suppliers won’t be using ASN and invoices section in CSP. The relevant sections have been highlighted in the screen.

Main Menu

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CSP : ADMIN

In CSP, you can add users and assign them roles, including account administration. It gives you an option to set up multiple users accessing different functionalities of the same supplier portal. Navigate to Admin section. Click on Invite User.

Coupa Admin

Input the name and email id of the new user. Select the permissions and customer access for the user. Click on Send Invitation.New user will get the invite over email and the CSP profile will get created.

Invite User

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CATALOGS

CATALOGS

BACKGROUND: Supplier hosted catalogs are collections of items that are searchable directly from the CoupaHome page. You can create a catalog using the Coupa catalog template (.csv) and then upload it into Coupa. Youcan upload catalogs through the CSP, where it can be approved by your customer and made available from withinCoupa. Your customers also have the option to upload hosted catalogs directly within Coupa

Key benefits: (a) No need to set up more complex e-commerce systems (b) Fastest way to get content into Coupa

Navigate to Catalogs tab. Select Unilever from the customer drop down options as shown in image. The Catalogs table shows the following information for all the catalogs you created for the selected customer. Click on Create.

Catalog Section

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CATALOGS

Choose the Coupa catalog template (.csv) and begin the upload by clicking on Start Upload.

Bulk Load

Fill the catalog details. Scroll down. Click on Load from File

Input Catalog Details

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CATALOGS

Once upload is done, check the changes happened in catalog items. Click Submit to buyer to have your customer approve the catalog for inclusion in their Coupa environment. After your catalog is accepted, you cannot edit it. Instead, you have to update it by submitting a new version.

Upload Complete

A sample Csv template has been shown in the adjacent image. Note:. The catalog items are linked to contract by updating Contracts column. It is not a mandatory field, however it’s important to update it while uploading catalogs. Please reach out to supplier help desk in case contract details are not available

Csv Template

Note: Dummy contracts are used

for Items which don’t have CLM

contracts.

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CATALOGS

Navigate to Catalog tab to check the status of catalog submitted.

Note: You can create as many catalogs as you want, but each catalog must be approved by your customer before it can be included in Coupa search results.

Catalog StatusCatalog Status

Description

Accepted by Customer

The catalog has been accepted by your customer, and all the items in it are now available for purchase within Coupa.

Awaiting/Pending Approval

The catalog has been received by your customer, but it has not gone through the approval chain yet.

Draft The catalog has been created, but may be missing information necessary to send it to the customer.

Error There's something wrong with the catalog. Contact your customer to get the catalog back on track.

Rejected The catalog has been rejected. Contact your customer to find out why, and then resubmit.

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PURCHASE ORDERS

PURCHASE ORDERS

BACKGROUND: After catalog load is done, the items would be available on the Coupa buyer portal to transact.Customer creates purchase order in Coupa portal. PO automatically transmits to CSP. The CSP offers suppliers aneasy way to receive purchase orders from their Coupa-based customers.

Key benefits: (a) Track the real time status of PO (b) Fastest way to transmit PO with Coupa Customers

Navigate to Orders tab. Select Unilever from the customer drop down options. The Purchase Orders table shows the following information for all the orders received from the selected customer.

Orders Section

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PURCHASE ORDERS

The prominent line item fields are: Item- Line Item DescriptionQuantity- Quantity OrderedPrice- Unit PriceAmount- Total amount of POInvoiced- Amount InvoicedDelivery Date- Date on which item needs to be delivered to customerPart Number- Supplier part numberPaid Amount- Amount paid for PO

PO Line Item Details

The prominent header fields are: PO Status-Current status of the PO Requester- Requester of item/servicePayment Terms- Terms of paymentAmount- Total amount paidAcknowledgement Status- Yes/NoShip To Address- Shipping address of item purchased

PO Header Details

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PURCHASE ORDERS

Supplier needs to select the Acknowledged check box to confirm the order. Click on Save.

PO Acknowledgement

Navigate to PO tab to check the status of all purchase orders received for the selected customer.

PO StatusPO Status DescriptionBuyer Hold The PO is approved but pending buyer review.

Cancelled The PO is cancelled and doesn't need to be fulfilled.

Closed The issued PO was received and then closed

Currency Hold The PO is on hold due to a currency exchange rate issue.

Error There's something wrong with the PO. Contact Customer.

Issued The PO was approved and sent to you.

Supplier Window Hold

The PO was approved outside of the order window schedule under contract terms.

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PURCHASE ORDERS

Open the print view of PO. Navigate to Terms & Conditions section to view the terms and conditions applicable for purchase order.Supplier can visit to below URL for Unilever Purchasing Agreement www.unilever.com/aboutus/supplier/termsandconditions

Terms & Conditions

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PURCHASE ORDERS- MODIFICATION

In some cases, buyer make some changes in the purchase order. Supplier can see the updated version of purchase order under the Orderssection. Open the purchase order.

Open PO

For each modification, a new version of same purchase order gets created.

PO Version

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PURCHASE ORDERS- EMAIL

The print view copy of purchase order is attached with the email. Suppliers can open it to view more details.

PO Print View

Suppliers can also receive the purchase orders via email. All the PO details including header and line item details can be viewed in the email.A reference PO (Print View) can be seen here

Receive PO over Email

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PURCHASE ORDERS- HOW TO INVOICE?

How to invoice us page opens. Click on the supplier’s geography to get further details

How to invoice?

In the PO print view, navigate to Invoice section. Click on How to invoice us to get details of invoicing process

Invoicing Information

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SUPPLIER HELP DESK

SUPPLIER HELP DESK

• After the transition from Ariba to Coupa, the supplier support model will remain same• Please feel free to reach-out to supplier help desk for any clarifications or concerns

Step1: Select North America to view the Contact Details

Step2: Reach out to supplier help desk using e-mail and hotline (as shown above)

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APPENDIX

REFERENCE FILES

S. No.

File Details Attachment

1. CSP Admin and user guide CSP Guide

2. Reference Purchase Order (Print Preview) Reference PO

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THANK YOU!