munich re coupa quick supplier registration..."legal name" (2) is the official name of...

MUNICH RE – COUPA QUICK-START GUIDE TO SUPPLIER REGISTRATION

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Contents

INTRODUCTION ........................................................................................................ 3

1. Invitation to register ............................................................................................. 4 1.1 USE OF THE CSP ............................................................................................... 4 1.2 USE OF SAN-E-MAIL .......................................................................................... 4 1.3 REGISTRATION IN THE CSP ............................................................................. 5 1.4 COMPLETING THE MUNICH RE PROFILE FORM ............................................ 6 1.5 SETTING UP AND MAINTAINING YOUR PROFILE ......................................... 17

2. Process for updating information ..................................................................... 19 2.1 CHANGES/UPDATES MADE BY VENDOR ...................................................... 19 2.2 CHANGES/UPDATES AT MUNICH RE’S REQUEST ....................................... 21

3. MISCELLANEOUS .............................................................................................. 22 3.1 TWO-FACTOR AUTHENTICATION .................................................................. 22

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INTRODUCTION

Dear Vendor,

We are pleased that we will together be embarking on a new path for the management of procurement. The cloud-based procurement tool, Coupa, will enable Munich Re to digitise the entire procurement process from order to payment.

Both you as our supplier and we as your customer will benefit from the new process.

BENEFITS FOR VENDORS BENEFITS FOR MUNICH RE BENEFITS FOR BOTH

+ Quicker processing of your invoices

+ Increased efficiency due to ability to monitor status in real time

+ Can independently update payment information lodged in Coupa Supplier Portal (CSP)

+ Advised of progress by e-mail

+ Business relationship closer and more international

+ One-stop solution for all procurement projects

+ Extended range of functions from spend reporting to contract management

+ Facilitates cooperation with vendors

+ Procurement processes more efficient and transparent

+ Reduction in work and processing times

+ Paperless ordering and invoicing

+ A single tool with standardised processing of all steps from order to payment

+ Complete and consistent order and invoice information

We place great value on our cooperation with you, and it is therefore very important for us to ensure that the source-to-pay process chain is as efficient and transparent as possible. To enable us to work together with Coupa, Munich Re will agree with each vendor individually the technical arrangements and processes for the transmission of invoice, order and catalogue data. This will create the basis for the efficient and effective use of the tool.

If you have any questions that are not dealt with in the manual, visit our website Munich Re - Procurement or explore the Coupa Success Portal (https://success.coupa.com). You can, of course, also contact us by telephone or e-mail. You will find all the necessary contact information on our website.

We will be pleased to both assist you in setting up this electronic procurement solution and provide you with any help you may need later. We look forward to continuing to work with you digitally!

Munich Re Central Procurement

https://www.munichre.com/en/company/about-munich-re/central-procurement.html

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

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1. Invitation to register The CSP platform offers you an extensive range of online options for processing transactions. Once you have registered in the CSP, you can, for example, view all orders and their status, maintain catalogues and basic data, and confirm orders.

1.1 USE OF THE CSP Munich Re will send you an invitation to the CSP. You will receive an e-mail containing a link and information on the steps you need to take. If you accept the invitation via the “Join and Respond” button (1), you will be diverted to the CSP homepage, where you can set up a new account or forward the invitation to a colleague. You are advised to use this form of registration if you have more than one transaction per week or month with Munich Re.

After registration, you are automatically connected to Munich Re and can use the full range of CSP functions.

1.2 USE OF SAN-E-MAIL With the button (2) "Respond without Joining" you can send us your data without registering for the CSP. In this case, not all options will be available to you, but you can still interact with Munich Re via e-mail buttons. This procedure is called SAN e-mail (Supplier Actionable Notification e-mail). This connection is recommended if you create few invoices, do not want to register in any network and can do without the convenience features offered by the CSP.

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1.3 REGISTRATION IN THE CSP You will first be asked to enter your contact details (1) on the Coupa homepage to register. If you are not the right person, you can forward the invitation to the appropriate individual (2).

Note: The language can be changed at any time at the bottom of the Portal.

Once you have clicked on the “send” button, you will be asked to complete the Munich Re profile form:

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COMPLETING THE MUNICH RE PROFILE FORM

Please complete the questionnaire in the “Munich Re“” profile as follows:

(Some fields may have already been completed by us - please check the data entered and correct if necessary.)

Address: Please have the following information ready:

- Street - Postcode - City - Country

The comment field (1) serves us to send you information in case of an update request. There is nothing to be entered here.

"Legal Name" (2) is the official name of your company." Company Name" is the name by which your company is also known. (e.g. "Münchener Rückversicherungsgesellschaft AG" and "Munich Re")

Under (3) you then enter the main address of your company.

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Tax numbers and contact details: Please have the following information ready:

- VAT ID - PO e-mail (the e-mail address to which orders should be sent) - Accounting contact e-mail (the e-mail for your bookkeeping/accounting) - Main contact (e.g. Director, key account, etc.) (first and last name, e-mail address)

Please check that the VAT-ID (1) is entered correctly.

If you do not have a VAT-ID you can enter a different tax number here (2).

The PO email address (Purchase Order) (3) is the email address to which orders are sent in your company.

The Accounting Contact Email address (4) is the email address where we can contact your bookkeeping / accounting department.

Under (5) you can enter the main contact person of your company for Munich Re. (Initially, the contact person for Coupa Onboarding may also be named here. You can change the details at any time).

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Questions on corporate responsibility: Question 3.1: Confirm that your company/firm is committed to application of the "10 principles of the UN

Global Compact". If not, please state why not.

Question 3.2: Environment: Are you able to confirm that over the last 12 months there have been no serious incidents that adversely affected your company’s reputation or its environmental record, and that no information on events of this nature has been published or distributed? If you are not able to provide this confirmation, please give details of the events concerned.

Question 3.3: Human rights: Are you able to confirm that over the last 12 months there have been no serious incidents that adversely affected your company’s reputation or its human-rights record, and that no information on events of this nature has been published or distributed? If you are not able to provide this confirmation, please give details of the events concerned.

Question 3.5: How do you guarantee compliance with human rights and environment regulations within your own supply chain? Give a brief description of the procedure you have in place or provide a link to your own commitments.

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Bank details: Please attach a document (1) confirming your bank details (account and account holder) that you intend to enter. To do this, click on “File”:

Click on the “Add Remit-To” button (2) to add the recipient of payments (i.e. your bank details). You will then be forwarded to a wizard, which will lead you automatically through the process of setting up your account.

Use the “ Create New” button to start the process of setting up the data required. A window will open for you to enter your company data. Complete all of the fields on the following pages, each time using the “Continue” button to confirm your input:

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Please have the following information ready:

- Name of legal entity - Country

The country selected will determine the questions below, which can vary depending on the country. The process for Germany is shown below.

Click on the “Continue” button to go to the next step.

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You should enter general information on your company here. Please have the following information ready:

- Directors (names of board directors) - Legal form of company - Registered office - Chief Executive Officer - Registrar of Companies - Number in commercial register

If you do not have a board of directors, enter here the manager/owner.

Click on the “Save & Continue” button to go to the next step

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In the next step, you have the possibility of preventing customers from seeing the information entered. You then continue the process, entering the following:

- Sender address - Bank account details - Tax number

Enter the information required: From what addresses will your invoices be issued? Enter the following 1. An invoice address, 2. A beneficiary address, 3. A sender address

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Now enter your bank details. Please enter only one bank account per currency.

Please have the following information ready: We recommend that you complete the following fields even though only the IBAN is a mandatory field because the information will then also be saved in your profile.

• Country of bank account • Currency • Name of bank • Name of beneficiary (optional) • Bank code (please select “Routing Number”)

• Account number • IBAN • SWIFT/BIC • Type of bank account • Address of bank (optional)

Click on the save and continue button to confirm the information you have entered.

In the next step, you may add more beneficiaries if you wish. If no further beneficiaries are to be set up, click on continue.

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You then stipulate the sender address for your deliveries.

If all data has been saved, you return to the basic data entry form overview by clicking “Add now”.

Where would you like to receive payment? 1. If you would like to receive

payments at an address other than that entered above, click on “Add Remit-To” and add a new address.

2. If you wish to use the same address, click on “Next”.

Where will you dispatch goods from?

1. If you send goods from a

location other than that at which your legal entity is registered, click on “Add Ship From” and add a new address.

2. If you wish to use the same address, click on “Done”.

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You should now see the account details just entered. You can then finish the process:

Use the “Submit for Approval” button (1) to transmit the information to Munich Re for checking and approval:

You can now also copy the information into your public profile:

You can then see it in your profile under “Legal entity”:

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Click on the “Save” button (1) to finish this step. You have now completed set-up in the CSP and can wait for approval from Munich Re.

As soon as you receive confirmation from Munich Re, we’re ready to go!

By the way: As soon as you log in again in the Coupa Supplier Portal (https://supplier.coupahost.com/), you will see this window. You can log into the CSP with your e-mail address and password:

If other users have access to the account you have set up, you can add them as follows:

During the registration process: Take the opportunity to invite your colleagues directly on the homepage while registering.

If you have already set up an account, you can add colleagues via the Admin menu item and the “Invite user” button.

https://supplier.coupahost.com/

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1.4 SETTING UP AND MAINTAINING YOUR PROFILE Once you have registered for the CSP, complete the information on your company. You can make changes directly from the homepage by using the Correct your profile button or the Profile button in the menu.

Option 1: Amend your profile via the homepage (1)

Option 2: Amend your profile via the Profile menu item (2).

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There are generally two different profiles:

- Public profile: contains general information on your company (e.g. name, logo, area of activity, number of employees, profiles in social networks or contact information). Your public profile enables other companies to find your company in the Supplier Portal Register and then contact you. The public information is stored in the General information area.

- Client-specific company profile: contains general information of interest to customers or suppliers such as addresses, contact persons and contact details, and corporate identity information (DUNS and VAT number). Note: Changes to the client-specific company profile are forwarded directly to Munich Re, and our basic data system is updated. Data for the client-specific company profile is stored in the Company details area.

When you have made all the changes, click on “Save”.

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2. Process for updating information

2.1 CHANGES/UPDATES MADE BY VENDOR Log in to the CSP:

Choose from the top navigation "Profiles" (1) - "Your Customer Profiles" (2) . Then select the profile of the customer you want to change (3) .

In the field "Comment" (4) we will send you information if there is a need for change by you.

With the button "Update Info" (5) you can enter the edit mode of the form.

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If you want to update and change data, you can do this in the update process by simply overwriting the current data. When changing bank data, please note that only a complete bank data record can be updated here. This means that you set the bank data record to be updated to Inactive (1) and add a new bank data record (2). Don´t forget the proof of bank account (3):

To complete the change process, click on the “Submit for Approval” button (4) to forward the update to Munich Re for approval.

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2.2 CHANGES/UPDATES AT MUNICH RE’S REQUEST If Munich Re needs your data to be changed or updated, you will receive an e-mail from Munich Re requesting you to make the changes:

Please then log in to the Coupa Supplier Portal

You will find more information on the need for changes in the upper comment field (1) on the relevant Munich Re profile page.

Please save your input when the changes have been made and submit for approval to Munich Re.

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3. MISCELLANEOUS

3.1 TWO-FACTOR AUTHENTICATION You have successfully registered for the CSP and can now use all of the Portal's functions. When you log in for the first time and for update requests, you will be offered the possibility of two-factor authentication. If you wish to take advantage of it, you can do so via the “Google Authenticator” app or via SMS. If you do not wish to activate two-factor authentication, click on the “No thanks” button. If you wish to set up two-factor authentication later, you can do so via account settings.

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