eprocurement supplier enablement · bae systems are implementing a new eprocurement system called...

Unpublished Work. Copyright © 2016 BAE Systems. All Rights Reserved.

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BAE Systems – eProcurement Supplier Enablement


Effective Presentation Requirements

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Contents

1. Introduction

2. The Benefits

3. Methods of Transmission – Overview

4. Connections – Step by Step

5. Security Classification

6. Feedback and Questions

7. Next Steps


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Introduction Implementation Plan

BAE Systems are implementing a new eProcurement system called Coupa across the BAE Systems UK sites

We have implemented Coupa with suppliers who provide goods and services from a catalogue.

Our next phase of implementation included suppliers who provide goods and services that are paid for by invoice.

The first deployment applied to BAE Systems Shared Services Lines of Service

The “Go Live” date was 30 October 2017

EITS joined Shared Services in January 2019

The second deployment applies to BAE Systems Air Sector.

The “Go Live” date was the 28th January 2019


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Introduction Automated Processing – from Requisition to Invoice payment

So what is Coupa?

The Coupa system offers automated processing that provides the ability for a supplier to electronically;

Acknowledge a PO

Use 2 way messaging on a PO

“Flip” a purchase order to an invoice.

The “flipping” of a purchase order to an invoice guarantees invoice matching to the purchase order. When

the goods/services are receipted by BAE Systems in Coupa this provides a 3-way match. This 3-way match

triggers the automated payment process to our suppliers; with no manual intervention.


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Introduction Automated Processing – from Requisition to Invoice payment

• Automated

• Integrated • ON ONE SYSTEM

Requisition

Supplier receipt

PO approval

Delivery Sent to “OK to Pay File”


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The Benefits – Overall

The 2 major benefits of the introduction of Coupa are:

To improve our “On time” payment of invoices to suppliers (70% of invoices flipped are paid on time)

To improve “ease or use” for all stakeholders (Requisitioners, Buyers, Suppliers, Accounts Payable).

Other benefits include:

Reduced processing costs

Eliminates use of paper copies

Improved operating efficiency and business relationships (Requisitioners, Buyers, Suppliers and Accounts Payable)


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The Benefits – To Your Business

The benefits to your business include:

Orders:

Immediate Receipt of electronic Purchase Orders

Acknowledge and comment on a Purchase Orders electronically

Visibility into all purchase orders (when using a Coupa Supplier Portal (CSP)

Invoices

“FLIP” a purchase order to create an invoice – guaranteed invoice match to the purchase order

“REAL TIME” visibility of invoice status (CSP) - improved transparency and no need to “track down” the status of

your invoice


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Methods of Transmission with Coupa

Overview of the 3 transmission methods;

1. Coupa Supplier Portal (CSP)

2. Supplier Actionable Notifications (SAN)

3. cXML (back office connection) – this option is only available to those suppliers that invoice over 100

invoices per month.


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This provides a quick and easy method of receiving purchase orders, “FLIPPING” invoices and “TRACKING” the status of

your invoice:

There is no cost for registering and no additional software required

Simple set up – as easy as requesting a user name and password

You can:

create invoices directly from the purchase order by the click of a button

acknowledge and comment on a purchase order in the CSP

track the status of your invoices in the CSP

access the CSP from multiple devices (laptop, tablet and smart phones)

Enablement: BAE Systems would send you an invite to the CSP for you to register an account


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Supplier Actionable Notifications gives you the ability to act directly from your email inbox when you receive a purchase order from BAE Systems.

No supplier cost for transactions

Simple and as easy as receiving an email

You can:

create invoices directly from the email – click of a button

acknowledge and comment on a purchase order – click of a button

access this system from multiple devices (laptop, tablet and smart phones)

You will not be able to track the status and progress of invoices on line with this option.

Enablement: BAE Systems would enable you on this option – the supplier does not need to do any set up activity


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3. Back Office Connection - cXML This is suited to suppliers with a high volume of transactions (over 100 per month), AND ideal if you already utilise

cXML transmission:

No supplier cost for transactions

Automated bulk load of purchase orders and invoices

Data direct to and from your back office

Reduction in manual intervention

Enablement: A dedicated team member would work with you to enable this option


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Connecting via Coupa – Step by Step



Connecting via the Coupa

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To get the best user experience the Coupa platform recommends using one of the following Internet Browsers (and to use the most recent versions where possible); - Google Chrome

- Firefox

The platform does work with more recent versions of Internet Explorer, IE11. However, older versions of this browser may not perform as well compared to other browsers.


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Connecting via the Coupa Supplier Portal (CSP)

From the CSP you can receive, acknowledge and comment on purchase orders, “flip” the PO to an invoice and track the status of your invoices.

Two steps to registering an account: First Step:

BAE Systems will send an invitation to you by email. This will include a URL to Coupa

Second Step: Supplier registers and logs onto to their Coupa account.


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Registration:


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Home Page and Navigation:

When you first log onto the portal it is best to set up your eInvoicing. This includes your remit to address and VAT number. A guide will be sent to those who request the portal.


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Click on the gold coin to create an invoice from the PO Click on the red coin to create a Credit Note

Click on the PO number to view the detail of the PO.

The Orders page will detail all the PO’s you have received from BAE Systems.

Please ensure you ‘select customer’ first. You may use the portal for other customers


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The Invoices page displays all the invoices submitted by your company to BAE Systems.

AND You can check approval and payment status.


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Connecting via the Coupa Supplier Portal (CSP) Email Notifications – To Supplier

BAE Systems send a new Purchase Order

Link to CSP Log On Screen


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BAE Systems enter a new comment on the Purchase Order

Link to Purchase Order status


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Connecting via the Coupa Supplier Portal (CSP) Invoice Template

Supplier “Flips” the PO to an invoice

Complete the boxes marked with an * Optional information: Enter any comments Upload a file, URL or add text, such as a copy of your invoice or any supporting documents

For partial invoicing, edit quantity (or value if a “value based” Order). The system will transfer across the full or remaining amount on the PO, this amount editable by you on the invoice. Select your VAT rate, click “Calculate” and “Submit” to send your invoice. Note: You will be prompted to set up Remittance details prior to submitting your initial invoice. This can be done by following the e-Invoicing set up guide as previously mentioned


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BAE Systems approves an invoice for Payment

Link to Invoices status

Further notification when invoice is Paid


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BAE Systems pays an invoice

Link to Invoices status


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Connecting via the Coupa Supplier Portal (CSP) Download a Pdf from CSP

Click download to generate a pdf invoice


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Connecting via the Coupa Supplier Portal (CSP) Disputed Invoice

If an invoice has the status disputed, this could be for a number of reasons. Your customer should provide the reason when it is disputed. i.e. over invoiced. This will be received on an email notification, as below.

To resolve, click on the resolve icon under actions. You will be given 2 options to resolve; Cancel the invoice, or Adjust. We advise adjust, this will create a credit for the incorrect invoice then allow you to create a corrected invoice.


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When you click adjust, you will be taken to the credit note template, the details from the invoice will be carried across. You will need to enter a credit note number, this can be the invoice number with CR at the end or another indicator that you prefer. Credit the amount that was on the invoice, select the VAT and submit. Ensure this figure is a negative figure, as below. You will be asked if you want to create a replacement invoice, click yes.


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Create the new invoice. You will need to enter an invoice number, this can be the original invoice number with an A at the end or another indicator that you prefer. Enter the correct amount you need to invoice, select the VAT and submit.


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In the invoices tab, you will then be able to see the original invoice, the credit and the new invoice. Our accounts payable will action the credit and the statuses will be updated. Disputed invoices can only be resolved when using the Coupa Supplier Portal. If you choose to use Supplier Actionable Notifications, you will need to email a credit to us, then once processed, submit a new invoice via Coupa.


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Connecting via the Coupa Supplier Portal (CSP) BAE Systems Supplier Microsite

The following guide is available on the BAE Systems Supplier Microsite Visit: http://www.baesystems.com/en/coupa

Click on the ‘Link to Coupa’ icon on the right hand side of the webpage.


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Connecting via Supplier Actionable Notifications (SAN)

From receipt of the emailed purchase order you can acknowledge and comment on the purchase order, AND “flip” the purchase order to an invoice.

Only one step required for this option:

BAE Systems will enable you as a SAN user on Coupa.

This will ensure all future orders are sent with the SAN functionality enabled.


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Connecting via Supplier Actionable Notifications (SAN)

From the email you can: ‘Flip the PO to create an invoice’ ‘Acknowledge the PO’ ‘Add Comment to the PO’ ‘Create Account’ to join the CSP

BAE Systems send a new Purchase Order


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Connecting via the Supplier Actionable Notifications (SAN) Invoice Template

Supplier “Flips” the PO to an invoice

Complete the boxes marked with an * Optional information: Enter any comments Upload a file, URL or add text, such as a copy of your invoice or any supporting documents

For partial invoicing, edit quantity (or value if a “value based” Order). The system will transfer across the full or remaining amount on the PO, this is editable by you. Select your VAT rate, click “Calculate” and “Submit” to send your invoice. Note: You will be prompted to set up Remittance details prior to submitting your initial invoice.


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Connecting via the Supplier Actionable Notifications (SAN) Email Notifications

Supplier acknowledges and comments on a Purchase Order

Purchase Order Acknowledged will be shown on your screen when you have clicked Acknowledge Comments will be shown on your screen when you Add Comment


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3. cXML

This is for information only. If you invoice more than 100 invoices a month, please contact us separately at [email protected] to discuss the options and set up.

mailto:[email protected]


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Connecting via cXML

cXML allows buying organisations, suppliers, service providers, and intermediaries to communicate using a single, standard, open language.

cXML is suited to suppliers with higher volumes of PO’s and Invoices and whom already automate their invoicing.

cXML allows buying organizations, suppliers, service providers, and intermediaries to communicate using a single, standard, open language.

cXML would require you to build an integration from Coupa into your back office systems.


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Connecting via cXML

Connecting to your Back Office System

Source: Coupa cXML Users Guide

cXML’s well-defined structure allows order-processing systems to easily interpret the elements within a purchase order. With little or no human intervention, the appropriate data within purchase orders can be routed to your shipping, billing, and sales departments, as needed.

When you configure your account on a network commerce hub, you specify a URL to which all cXML purchase orders will be sent. Upon receiving a purchase order, you send it to your internal order management system and fulfil it as you normally would.

Your website must also return an Order Response document to the network commerce hub, which tells the buyer that you successfully received and passed the purchase order.


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Connecting via cXML


PO cancellations, amendments and attachments (PO or Invoice) are not supported by CXML in Coupa

The supplier would need to register for a CSP account and log onto their CSP account to “look for” any PO cancellations, amendments or attachments to the purchase orders

NOTE: The benefits for high volume suppliers will outweigh these limitations

Limitations of cXML:


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Connecting via Coupa


CSP can receive and submit purchase orders and invoices with PO “flipping”, real time acknowledgement and 2-Way messaging. Offers full visibility of invoice tracking.

This is the preferred engagement method for BAE Systems

SAN is as above but does not offer full visibility of invoice tracking.

cXML is good for high volume transactions but does have some limitations (see previous slide)

A request for details form will be sent following this presentation to complete with your preferred method of transaction

Summary of Transmission Methods:


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Connecting via Coupa Terms and Conditions

For the purposes of this Agreement, ‘Coupa’ shall mean the Coupa eProcurement platform. In relation to Supplies, where the Purchaser wishes to trade using Coupa, clause 15.4 of the BAE Systems Standard Conditions of purchase shall be replaced with the following:- On receipt of an Order from the Purchaser, the Supplier shall submit to the Purchaser on or after the provision of the Supplies, an invoice in respect of the Supplies, properly provided either by using the Coupa Supplier Actionable Notification functionality or by using the Coupa Supplier Portal. Each invoice must: (a) Be clearly addressed to the legal entity of the Purchaser (b) Reference the Order number with respect to the Supplies and the number and date of the relevant delivery advice note (c) Set out each relevant line item of the Supplies delivered, accompanied by copies of any documents provided with the delivery of such line item. The following wording shall be added as a clause 15.12 of the BAE Systems Standard Conditions of Purchase: The Supplier shall not load any Controlled Material onto Coupa. In the event that the Supplier breaches the provisions of this clause, it shall immediately notify the Purchaser and identify the Controlled Material and when it was uploaded. The Supplier shall provide such assistance as the Purchaser may reasonably require in relation to the investigation on any such breach.

The following terms and conditions are present on the face of each purchase order. Please ensure you read the terms and conditions before accepting or acknowledging the order. If you do not agree to these, please contact your customer to discuss further.


Coupa Security and Legal Compliance Security Classification and Legal Compliance

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Documents that are classified as Official/Uncontrolled can be processed on Coupa.

Includes information that is intended for or can be found in the public domain

Information that is classified above Official/Uncontrolled must not be processed on Coupa.

The exception to the above is information that is classified as BAE Systems Proprietary that is used for the procurement of indirect goods and services. The following applies:

Disclosure to third parties outside BAE Systems is subject to a suitable Non-Disclosure Agreement (NDA), or confidentiality provisions having been entered into by their employer/organisation.

International Traffic in Arms Regulations (ITAR)

Information that is subject to the ITAR must not be processed on Coupa.


Coupa Security and Legal Compliance Security Classification and Legal Compliance

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Coupa can be used to process requisitions/purchase orders for goods and services that have information that is subject to the classifications that fall outside the accepted classifications.

Providing all information and documentation that is above the allowed classifications, or subject to ITAR is sent to the Supplier/buyer via an alternative method.

Reference in the requisition/purchase order can be made to documentation having been sent via an alternative method, where appropriate.


Feedback and Questions:

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Next Steps

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You will shortly receive an email asking for your preferred method of transmission.

The email will include a copy of this presentation.

Please indicate which transmission option you require on the form included in the email.

A prompt response will ensure BAE Systems can enable all suppliers with their preferred method of transmission on Coupa in readiness for the Go Live date.

Also included will be a link to our Supplier Microsite which holds further training materials and information.

If you have any further questions, please email or telephone the Coupa Support team:

Tel: 03300 485 846

Email: [email protected]


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Thank you for your attendance