easybuy punchout suppliers training - unilever · 2020-02-12 · now be sent to coupa. hence, the...

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EASYBUY – PUNCHOUT SUPPLIERS TRAINING

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EASYBUY – PUNCHOUT 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

3. Ordering ProcessEnd to end ordering process flow

4. Configure PunchoutPunchout Configuration parameters

5. CatalogsCatalog management and approval

6. Purchase OrdersPO process flow, transmission details

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 the PO Transmission flow with Coupa

• 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• It’s a 15+ year old system, both look and feel is outdated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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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. Please note that for all punch-out suppliers, PO will be transmitted using cXML or email transmission method

Supplier reviews Purchase Order and

sends acknowledgement to

buyer.

In scope of Easy Buy Out of Scope 10

CONFIGURE PUNCHOUT

CONFIGURE PUNCHOUT: BACKGROUND

As Is and To Be process flow comparison is shown below:

From supplier’s perspective, the purchasing process will remain same, only the purchase information willnow be sent to Coupa. Hence, the punchout suppliers need to be configured in the new Coupaenvironment. The punchout configuration in coupa will be taken care by the project team. Team hasalready received the production instance punchout details from the supplier.

User clicks on supplier in Ariba

portal

User reaches the supplier website

On checkout, user is directed back to

Ariba with purchase details

Requisition is created in Ariba

User clicks on supplier in Coupa

portal

User reaches the supplier website

On checkout, user is directed back to

Coupa with purchase details

Requisition is created in Coupa

As Is Process:

To Be Process:

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PARAMETERS FOR CONFIGURING PUNCH-OUTThe following parameters are needed to configure punchout suppliers in coupa environment

Item Description

Company logo The logo will act as a link to your punchout. It will appear on the Coupa home screen under the Shop Online section. The image should be a JPG or PNG that’s 150 x 50 pixels in size.

PO URL The full routing URL required to receive purchase orders in Coupa.

Customer domain Usually a DUNS or NetworkID. (E.g. DUNS)

Customer Identity Usually a DUNS or NetworkID. (E.g. Unilever_Coupa)

Supplier domain Anything defined by the supplier, but it's usually DUNS or NetworkID, depending on the corresponding identity value

Supplier Identity Usually a DUNS or NetworkID

Shared secret A password that validates the buyer with the supplier. This is a required credential.

Punch-out URL The full supplier URL in Coupa

Description Description of the punchout site.

Protocol This field should always be cxml.

Basic Auth User Supplier username for Unilever (for PO transmission)

Basic Auth Password Supplier password for Unilever (for PO transmission)

Punch-out point of contact Supplier point of contact- Name, email and contact number

Note: Apart from above parameters, the UNSPSC code and unit of measure need to be aligned with UL

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CATALOGS

CATALOGS

The process to manage the content and prices in the supplier punch-out site will remain the same ascurrently for Ariba

• Suppliers will manage the punch-out catalog content

• Suppliers will update the prices to reflect the contract agreements with Unilever

Once the supplier updates the information in their punch-out catalog, the same information, without any approval, will be visible for Unilever users during punch-out

Punch-out catalog maintenance

Punch-out catalog approval

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PURCHASE ORDERS

PunchoutSetupRequest cXML

PunchoutSetupMessage cXML

PunchoutSetupResponse cXML

When a Coupa user clicks the supplier’s punchout

link, Coupa sends a cXML document containing the

buyer’s ID

The punchoutauthenticates the user and returns a response cXML document with the landing page URL

When the user checks out, the punchout sends

a cXML document to Coupa, with the items the user added to their

cart

PURCHASE ORDERS

The basic punch-out sequence is shown below:

Coupa creates a requisition from the information contained in the order message.

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PO TRANSMISSION VIA CXML: NEW PO

PO will be transmitted via PO method: cXML/Email. cXML process flow is shown below:

Requester punch ins to vendor website

Requester adds item to the cart and checks

out

cXML is transferred to Coupa with all

requisition details

PO cxml is transferred to supplier’s website.

Requisition is created using cXML details.And

PO gets generated

Supplier receives the PO in its system

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A reference new PO cXML can be seen here

PO TRANSMISSION VIA CXML: CHANGE PO

PO is changed by buyer

Supplier receives the

updated cXML

Supplier uses the updated

PO

Any revision to PO will be sent to the supplier via PO Method: Email/cXML. The purchase order will get updated in supplier system. cXML process is shown below

Offline ProcessOnline Process

PO is changed by buyer

Supplier cancels PO

New PO will be processed

If there is change in the purchase order, supplier will cancel the existing purchase order and a new purchase order with the updated details will be used.

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A reference changed PO cXML can be seen here

PO TRANSMISSION VIA CXML/EMAIL: CANCEL PO

PO is canceled by buyer

Supplier receives the

cancel PO cxml

In case of PO cancellation, cXML will be sent to the supplier via PO Method: Email/cXML. The PO will gets canceled in the supplier system. cXML process flow is shown below:

Offline ProcessOnline Process

PO is canceled by buyer

Supplier cancels the PO

in its system

If the purchase order is canceled by buyer, supplier will cancel the existing purchase order.

PO gets canceled in supplier

system

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A reference cancelled PO cXML can be seen here

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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THANK YOU!