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Coupa: FAQs

Coupa: FAQs

Check our frequently asked questions for more information on KPMG in Canada’s Coupa Supplier Support site.

Check our frequently asked questions on KPMG in Canada’s Coupa Supplier Support site.

Coupa Supplier Portal (CSP)

Q: Where can suppliers find more information about working with Coupa?

A: For more information, suppliers can visit the Coupa Supplier Support page or contact KPMG-CA's dedicated Supplier Enablement team at suppliers@kpmg.ca.


Q: How much does it cost to join the Coupa Supplier Portal (CSP)?

A: There is no charge to use the Coupa Supplier Portal.


Q: What is the Coupa Supplier Portal (CSP)?

A: The Coupa Supplier Portal (CSP) is a cloud-based platform, designed specifically for buyers and suppliers to collaborate. Suppliers can use the CSP to view their purchase orders, create and submit invoices and also manage their catalogues with specific buyers. The CSP also allows suppliers to check the status of all their transactions without having to contact an Accounts Payable department.


Q: How do suppliers access the Coupa Supplier Portal (CSP)?

A: Based on information received through a survey, KPMG-CA will set up supplier accounts on the Coupa Supplier Portal. Approximately three weeks before the go-live date, you will receive an email from Coupa to log in and register, after which you will be equipped to manage the ordering and invoicing processes via the platform.


Q: Where can suppliers learn how to use the Coupa Supplier Portal (CSP)?

A: While the Coupa Supplier Portal is a very intuitive and user friendly system, KPMG-CA has developed additional resources including instructional materials and FAQs to guide suppliers through the different processes and functions. Click to access additional information and resources on Coupa.


Q: Can suppliers continue with their current methods of invoicing?

A: After Coupa's go-live, it is encouraged and recommended that suppliers submit every invoice through the Coupa Supplier Portal.


Q: Will suppliers need to install or download additional software to work within the Coupa Supplier Portal (CSP)?

A: No additional software is required. Suppliers will only need access to the internet and an email account to access the Coupa Supplier Portal. Suppliers can reach out to suppliers@kpmg.ca with any questions.


Q: How do suppliers join the Coupa Supplier Portal (CSP)?

A: Suppliers will first receive an email invitation from KPMG-CA in the September/October timeframe. Following the email invitation, suppliers will receive a second email from Coupa with a link to register on the Coupa Supplier Portal.


Q: How long does it take to register for the Coupa Supplier Portal (CSP)?

A: The registration process should take less than 5 minutes upon receiving the invitation email. Suppliers can expect to receive an invitation email from KPMG-CA in September/October 2019.


Q: If a supplier provides products or services to more than one organization, will the supplier need to re-register on the Coupa Supplier Portal (CSP) for each organization?

A: No, suppliers do not need to create a separate Coupa Supplier Portal (CSP) account for each customer. Suppliers can use one email address / account with CSP to oversee multiple accounts.


Q: What happens if a supplier does not register for the Coupa Supplier Portal (CSP)?

A: If suppliers are unable to join the Coupa Supplier Portal (CSP), they will need a valid email address to receive Purchase Orders via the SAN (Supplier Actionable Notifications) interface. Questions regarding the SAN should be directed to suppliers@kpmg.ca.


Q: What if a supplier doesn't receive the email invitation to join Coupa?

A: If a supplier does not receive the Coupa email initiation, contact suppliers@kpmg.ca. As these emails may be flagged as spam, suppliers are asked to check all email folders.


Q: Are accounts shared, or is each supplier's team member required to create a separate log-in and password?

A: Multiple employees within the supplier's organization can be added to one account by the supplier's account administrator. Each member will receive an invite to create their own passwords.


Q: Does the supplier always need to click the acknowledge button on the CSP and/or pushed email?

A: Yes. Clicking the acknowledgement button confirms that the supplier agrees to the Purchase Order (PO) and to supply the requested products or services. This also sends confirmation to the account holder who then will be informed of the acceptance of the Purchase Order.


Q: What information is required from suppliers to ensure a smooth, automated payment process?

A: Suppliers are required to enter all required data in the Coupa Supplier Portal (CSP) when initially setting up their account. Once the supplier account has been set up, Coupa will automatically populate all Purchase Orders (POs) and invoices with the required details. The PO ensures that supplier invoices can be reviewed and approved by KPMG-CA in a timely manner and in accordance with the terms and conditions of the PO.

General FAQ

Q: Why is KPMG-CA implementing Coupa?

A: By moving to Coupa, KPMG-CA is helping to create a simpler, more transparent and mutually efficient process for employees and suppliers to work together, including more efficient purchase orders (POs) and invoicing processes.

 

Q: How will Coupa impact the way KPMG-CA works with suppliers?

A: The move to Coupa means that KPMG-CA and its suppliers will work together on a shared platform called the Coupa Supplier Portal: for all interactions (e.g.: sending and receiving Purchase Orders and invoices, communicating, information updates, etc.)

 

Q: When will Coupa launch at KPMG-CA?

A: KPMG-CA expects to go-live with the new system for all suppliers in the fall of 2019.

 

Q: What is a PO?

A: A "PO" stands for purchase order. Once Coupa launches, suppliers will receive a PO for every order.

 

Q: Can suppliers input an invoice number manually?

A: Yes. Suppliers will be asked to provide an invoice number at the time they create an invoice. This allows suppliers to use the same number that may have been created by their own administrator for the Purchase Order.

 

Q: What are the advantages, as a supplier, to use Coupa and the Coupa Supplier Portal (CSP)?

A: There are many supplier benefits to working with the Coupa Supplier Portal (CSP):

  1. Free self-serve tool for suppliers – easily update profiles and contact information
  2. Easy-to-use – receive all Purchase Orders and track payment status in real time
  3. One stop shop – easily create and submit invoices online
  4. Decreased paperwork – no longer need to print, mail or fax invoices
  5. Standard processes = faster authorizations

 

Q: How will KPMG-CA choose which suppliers are in Coupa?

A: Suppliers are subject to KPMG-CA’s contracting policies and procedures. Once a supplier is awarded a contract for a designated service or product, the supplier will be invited by KPMG-CA to register on the CSP.

Invoicing

Q: My invoices are sent directly from Quickbooks to KPMG as a PDF attachment. How will that change with Coupa?

A: Ideally we would like all invoices submitted via the Coupa Supplier Portal. If your invoices are sent directly from e.g. Quickbooks, (or other invoicing programs) instead of via the Coupa Supplier Portal; there may be a delay in processing your invoice and payment.


Q: Our invoices are prepared in PDF format and emailed to our customers. How will that change with Coupa?

A: Ideally we would like all invoices submitted via the Coupa Supplier Portal. You can continue to email your invoices to us and we’ll manually process them. At a minimum, your invoice must be in a text-based PDF and include a contact person and include a PO number, (if available). Please note: if you are not using the CSP there may be a delay in processing your invoice and payment.


Q: We are a small company that current submits invoices via email and that works very well for us. Will this change when KPMG moves to Coupa?

A: Ideally we would like all invoices submitted via the Coupa Supplier Portal. You can continue to email your invoices to us and we’ll manually process them. At a minimum, your invoice must be in a text-based PDF and include a contact person and include a PO number, (if available). Please note: if you are not using the CSP there may be a delay in processing your invoice and payment.


Q: We don't send many invoices to KPMG. Should my company still register on the Coupa Supplier Portal?

A: Regardless of the frequency or reasons for your invoice or your status as an organization, (e.g. non-profit, charitable, public or private sector) our new e-procurement system, Coupa, will apply to you. Ideally we would like all invoices submitted via the Coupa Supplier Portal. You can continue to email your invoices to us and we’ll manually process them. At a minimum, your invoice must be in a text-based PDF and include a contact person and a Purchase Order (PO) number, (if available). Please note: if you are not using the CSP there may be a delay in processing your invoice and payment.

Procurement Policy

Q: How will KPMG-CA choose which suppliers are in Coupa?

A: Suppliers are subject to KPMG-CA’s contracting policies and procedures. Once a supplier is awarded a contract for a designated service or product, the supplier will be invited by KPMG-CA to register on the CSP.

Purchase Orders

Q: Can suppliers adjust settings on Coupa to view only the purchase orders that have not yet been invoiced?

A: There is no filter in place to view purchase orders based on their invoice statuses.

 

Q: Where can suppliers view their customer's purchase orders?

A: Suppliers can review customers' purchase orders by clicking on the 'Orders' tab from the dropdown menu. If a supplier is connected to more than one Coupa customer, they will need to select the customer's name from the dropdown menu to view their purchase orders. Please note, suppliers must contact their customers directly for "view" access.

 

Q: What is the purpose of a Purchase Order acknowledgement by the supplier?

A: Suppliers can let their customers know that they've received the order by clicking the 'PO acknowledgement' button. This signals that the supplier will supply the goods and/or services upon successfully receiving the order, and will also respond to the customer-requestor with a notification.

 

Q: How should a supplier invoice a blanket purchase order?

A: Suppliers can invoice multiple times against a single Purchase Order (PO) by simply clicking the purchase order icon for the PO as they normally would and entering the amount to appear on the invoice. A supplier must repeat this step each time they invoice against a PO.

 

Q: Will Coupa notify a supplier via email if an order has come through?

A: Yes. Coupa's system enables automatic email or SMS notifications for status updates, so that the supplier does not have to log in to the portal every time to check the status of their orders.

Suppliers - Training and Support

Q: Where can Suppliers go for training and support on Coupa?

A: References and support resources will be available on KPMG-CA's Coupa site: as well as Coupa.com. Be sure to check both resources regularly for updates.

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