dfs supplier guide

DFS GROUP LIMITED – CONFIDENTIAL 1

Template version 0.5 - 20190103

DFS Supplier Guide

Last Updated: 28 September 2020

Coupa Supplier Portal & Supplier Actionable Notification



PROCESS OVERVIEW



Requisition PO-backed Invoices - New Process

Requestor will raise

a purchase request

Purchase request is

approvedPO Is generated

Supplier Receives

PO

Sends the

Goods/Services

Sends the invoice to

DFS

Acknowledge goods

receipt

Finance processes

the payment

SUPPLIERDFS

1 2 3

4

567



The plan for today…

KICK-OFFSYSTEM

WALKTHROUGH

SYSTEM

DEMONSTRATIONWRAP-UP

1Welcome &

Introduction

2Overview of topics to

be covered

1 Overview of CSP

2 Working with CSP

1Frequently Asked

Questions

2 Things to note

3 Process Overview

1 System Demo

2 Q&A

3 Working with SAN



COUPA SUPPLIER PORTAL (CSP)

Working with Coupa



OVERVIEW OF COUPA SUPPLIER PORTAL (CSP)

WHAT IS THE COUPA SUPPLIER

PORTAL (CSP)?WHAT ARE THE BENEFITS OF CSP?

The CSP is a free tool for

suppliers to easily do business

with customers who use Coupa

✓ Easy to manage your customers

✓ Easy to manage transactions

✓ Customer specific content management

✓ Customer specific settings management

✓ Easy to view status of invoices sent

✓ Setting up of delivery methods



WORKING WITH COUPA

SYSTEM WALKTHROUGH

TOPICS TO BE COVERED

PO’S AND INVOICES CREDIT NOTES

2.1. 2.2.

VIEW AND

MANAGE PO’S

CREATE AN

INVOICE FROM PO

2.1.1.

2.1.2.

SUBMITTING A

CREDIT NOTE

2.2.1.

VIEW AND

MANAGE

INVOICES

2.1.3.

VENDOR

MANAGEMENT

2.3.

VENDOR

MANAGEMENT

PROCESS

2.3.1.

HANDLING

DISPUTES

2.1.4.

OTHER FEATURES

2.4.

CHANGING THE

INTERFACE

LANGUAGE

2.4.1.

ADDING

ADDITIONAL

USERS

2.4.2.



WORKING WITH COUPA

SYSTEM WALKTHROUGH



2.1. 2.2.

VIEW AND

MANAGE PO’S

CREATE AN

INVOICE FROM PO

2.1.1.

2.1.2.

SUBMITTING A

CREDIT NOTE

2.2.1.

VIEW AND

MANAGE

INVOICES

2.1.3.

VENDOR

MANAGEMENT

2.3.

VENDOR

MANAGEMENT

PROCESS

2.3.1.

HANDLING

DISPUTES

2.1.4.

OTHER FEATURES

2.4.

CHANGING THE

INTERFACE

LANGUAGE

2.4.1.

ADDING

ADDITIONAL

USERS

2.4.2.



2.1.1.A. VIEW AND MANAGE POs

SYSTEM WALKTHROUGH

Screenshot Steps

1 Click on “Orders”1

List of purchase orders will load

2Click on the button to access the

dropdown menu to select a customer

3

3 Click on a PO number to view details of the

PO

Note:

✓ As part of DFS policy, all suppliers are required to

acknowledge the PO’s raised before proceeding to

the invoice creation step.

DFS Supplier

Support Site

DFS Group Limited

2



2.1.1.B. VIEW PO LINES

SYSTEM WALKTHROUGH

Screenshot Steps

11 Click on “Orders”

2 Click on “Order Lines” from the sub-menu



List of PO lines will load

2

4 Click on a PO number to view details4

DFS Supplier

Support Site

DFS Group Limited

3



WORKING WITH COUPA

SYSTEM WALKTHROUGH


PO’S AND INVOICES

2.1.

VIEW AND

MANAGE PO’S

CREATE AN

INVOICE FROM PO

2.1.1.

2.1.2.

VIEW AND

MANAGE

INVOICES

2.1.3.

VENDOR

MANAGEMENT

2.3.

VENDOR

MANAGEMENT

PROCESS

2.3.1.

HANDLING

DISPUTES

2.1.4.

OTHER FEATURES

2.4.

CHANGING THE

INTERFACE

LANGUAGE

2.4.1.

ADDING

ADDITIONAL

USERS

2.4.2.

CREDIT NOTES

2.2.

SUBMITTING A

CREDIT NOTE

2.2.1.



2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER

SYSTEM WALKTHROUGH

Screenshot Steps

1 Click on the PO number to review the PO

details

1

DFS Supplier

Support Site

DFS Group Limited




SYSTEM WALKTHROUGH

Screenshot Steps

DFS Supplier

Support Site

2 Review the PO details

2

4 Click on “Create Invoice” to proceed with

invoice creation process

4

Set remit-to address

3 Acknowledge the PO by clicking the

checkbox

3




SYSTEM WALKTHROUGH

Screenshot Steps

5 Click on “Add New” add a new legal entity

5

Note:

This step is only required for first time

transactions on Coupa Supplier Portal

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

6 Add your company name

6

7

7Click on the drop down button and select the

country your company is located in

8 Click “Continue” once done

8

The next page will load…

This step is only required for first time transactions on Coupa Supplier Portal

DFS Supplier

Support Site

Note:

Suppliers with multiple

tax registration details

should maintain

additional legal entities

and remit-to addresses

for each legal entity as

appropriate.




SYSTEM WALKTHROUGH

Screenshot Steps

9 Click on the checkboxes to determine which

of the customers you would like to allow to

view the details which follow

9

Fill in the address which you will be invoicing

from

Select the checkboxes if you intend to use

the same address for Remit-to and Ship

From

Scroll down to view the rest of the fields

which needs to be filled

10

11

12

10

11

12

DFS Supplier

Support Site


DFS Group Limited

All

United States




SYSTEM WALKTHROUGH

Screenshot Steps

Click on the drop down list to select the

country of your tax ID13

13

14

Indicate the TIN/EIN/SSN in the field14

15

Click “Save & Continue” to proceed15

DFS Supplier

Support Site


VAT ID

I Don’t have a VAT/GST Number

Note:

You can select the checkbox if

you do not have a GST ID

Number or click the button

beneath it to add additional tax

ID’s if applicable to you.

The inclusion of the GST ID

will have an impact on the

overall tax calculations in your

invoice creation.

United States




SYSTEM WALKTHROUGH

Screenshot Steps

Click on the drop down list to select

“Address” as the payment type16

16

17

Once done, click “Save & Continue”17


DFS Supplier

Support Site


United States

United States




Section 2: Working with Coupa

Screenshot Steps

Click on “Add Remit-To” to add more remit to

addresses if required 18

18

19

Click on “Manage” to add additional details

to the remit-to address19

Click “Next” to proceed20


20

DFS Supplier

Support Site


United States

United States




SYSTEM WALKTHROUGH

Screenshot Steps

Click on “Add Ship From” to add more ship

from addresses if required 21

21

22

Click on “Manage” to add additional details

to the ship from addresses22

Click on “Done” to proceed23

The next page will load…23

DFS Supplier

Support Site


United States

United States




SYSTEM WALKTHROUGH

Screenshot Steps

Click “Add Now” to complete24

The initial screen will load…

24

DFS Supplier

Support Site





SYSTEM WALKTHROUGH

Screenshot Steps


remit-to address which you just created25

25

Click on the drop down list to select the ship-

from address which you just created26

26

27

Click on “Save” to proceed27

The initial invoice creation screen will load

DFS Supplier

Support Site

Note:

Suppliers with multiple

tax registration details

should maintain

additional legal entities

and remit-to addresses

for each legal entity as

appropriate.

Note:

Repeat these

steps if you intend

to add additional

legal

entities/remit-to

addresses if

required.

United States CAP 1234

United States




SYSTEM WALKTHROUGH

Screenshot Steps

Input the general info details in the fields

below28

28

Scroll down to complete the rest of the fields29

DFS Supplier

Support Site


United States


United States


United States

29

USD




SYSTEM WALKTHROUGH

Screenshot Steps

Select the “Line Level Taxation” checkbox to

reveal the tax fields30

31

Scroll down to fill in the rest of the details33

DFS Supplier

Support Site

30

Input supplier part number31

Key in the appropriate tax rate32

3332




SYSTEM WALKTHROUGH

Screenshot Steps

Input the amount and click on the drop down

list to select the GST % for shipping34


list to select the GST % for handling35


list to select the GST % for misc36

Click “calculate” to compute the final value of

the invoice37

Click “Submit” to confirm the invoice creation38

DFS Supplier

Support Site

37 38

34

35

36




SYSTEM WALKTHROUGH

Screenshot Steps

Click on “Send Invoice”37

37The initial invoice list screen is loaded…

DFS Supplier

Support Site



2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER – FRANCE ONLY

SYSTEM WALKTHROUGH

Screenshot Steps


below

28

Additional fields that France Suppliers need

to complete under General Info

DFS Supplier

Support Site

USD

Supplier can manually enter the late

Payments Penalties related to below points.

• Penalty Rates for late payments

• Mention of the lump sum indemnity

of 40 € for collection costs, in case of

late payment

Supplier have to Select the Option out of

Cash Accounting Scheme (VAT on Accruals)

option as “ Yes” or “No”.



2.1.2. CREATE AN INVOICE FROM A PURCHASE ORDER – FRANCE ONLY

SYSTEM WALKTHROUGH

Screenshot Steps


below

Additional fields that France Suppliers need

to complete Invoice Line Item Level

DFS Supplier

Support Site

Supplier part Number field: Supplier can manually

key in the EU HS code with 8 digits for good items

invoicing.

Net weight: Supplier can manually enter the Net

weight information in KG for goods items Invoicing.

For VAT exempted transactions, it is required to

have on the invoice a reference to the relevant

provision of the French Tax Code or VAT Directive

2006/112 / EC or to any other mention indicating

that the transaction benefits from an exemption

measure. Supplier have to manually enter the

relevant tax article at the Tax Reference field.

Note: Tax Reference field should be mandatory

filled for below VAT Rate selections.



WORKING WITH COUPA

SYSTEM WALKTHROUGH


PO’S AND INVOICES

2.1.

VIEW AND

MANAGE PO’S

CREATE AN

INVOICE FROM PO

2.1.1.

2.1.2.

VIEW AND

MANAGE

INVOICES

2.1.3.

VENDOR

MANAGEMENT

2.3.

VENDOR

MANAGEMENT

PROCESS

2.3.1.

HANDLING

DISPUTES

2.1.4.

OTHER FEATURES

2.4.

CHANGING THE

INTERFACE

LANGUAGE

2.4.1.

ADDING

ADDITIONAL

USERS

2.4.2.

CREDIT NOTES

2.2.

SUBMITTING A

CREDIT NOTE

2.2.1.



2.1.3. VIEW AND MANAGE INVOICES (VIEWING INVOICES)

SYSTEM WALKTHROUGH

Screenshot Steps

1 Click on “Invoices” on the top menu

2 Click on the button to access the


List of invoices will load accordingly

DFS Supplier

Support Site

1

DFS Group Limited

2

Note:

✓ You will be notified through email once the invoice

payment status has been changed to “Paid” in

Coupa



2.1.3. VIEW AND MANAGE INVOICES (EXPORTING INVOICES)

SYSTEM WALKTHROUGH

Screenshot Steps

3Click on the “Export to” button to access

options

34

4Click on one of the options from the

dropdown list to download the invoices

DFS Supplier

Support Site

DFS Group Limited



WORKING WITH COUPA

SYSTEM WALKTHROUGH


PO’S AND INVOICES

2.1.

VIEW AND

MANAGE PO’S

CREATE AN

INVOICE FROM PO

2.1.1.

2.1.2.

VIEW AND

MANAGE

INVOICES

2.1.3.

VENDOR

MANAGEMENT

2.3.

VENDOR

MANAGEMENT

PROCESS

2.3.1.

HANDLING

DISPUTES

2.1.4.

OTHER FEATURES

2.4.

CHANGING THE

INTERFACE

LANGUAGE

2.4.1.

ADDING

ADDITIONAL

USERS

2.4.2.

CREDIT NOTES

2.2.

SUBMITTING A

CREDIT NOTE

2.2.1.



2.1.4. HANDLING DISPUTES

SYSTEM WALKTHROUGH

Screenshot Steps

1 Click on the dispute invoice email notification

2 In the email, click the “View Online” button

DFS Supplier

Support Site

FOR CSP/SAN

SAN

1

2

Note:

The steps that follow

are the same as that

in CSP




SYSTEM WALKTHROUGH

Screenshot Steps

1 Click on “Invoices”

2 Select a customer from the drop down list

DFS Supplier

Support Site

1

DFS Group Limited

23 Review the invoice status of the invoices

listed

3

4 For the invoice with the status listed as

“Disputed”, review the dispute reason

4

5 Select the icon to resolve the disputed

invoice

5

FOR CSP




SYSTEM WALKTHROUGH

Screenshot Steps

6Review the disputed invoice details based on

the comments

7 Scroll down to determine the appropriate

action to take

DFS Supplier

Support Site

6

7

Note:

These steps apply to

SAN as well.




SYSTEM WALKTHROUGH

Screenshot Steps

8Click on “Adjust” to make amendments to the

disputed invoice

DFS Supplier

Support Site

This screenshot is only applicable to suppliers in Vietnam

8

Note:

Cancel Invoice:

If this invoice was issued in

duplicate, or if you require to

amend non price or quantity

information on this invoice,

please cancel the invoice by

choosing this option. Clicking

this option will direct you to the

credit note creation screen.

Adjust:

If you need to fix the price

and/or quantity on this invoice

choose this option. You would

be required to choose the credit

line adjustment type to denote if

you are attempting to issue

credit to reduce quantity, reduce

price or issue an amount based

credit.

Invoice edit screen will load. Same steps

apply in the next steps.

Note:


SAN as well.




SYSTEM WALKTHROUGH

Screenshot Steps

8Click on “Correct Invoice” to make

amendments to the disputed invoice

DFS Supplier

Support Site

This screenshot is only applicable to all suppliers located in all locations except for Vietnam

Note:

Void:

If this invoice was issued in

duplicate or has been already

paid for, you can void the

invoice from here.

Correct Invoice:

If the disputed invoice has some

incorrect detail, please choose

this option to allow for an in

place correction to the invoice.

Invoice edit screen will load. Same steps

apply in the next steps.

Note:


SAN as well.

Void Correct Invoice

8



WORKING WITH COUPA

SYSTEM WALKTHROUGH



2.1. 2.2.

VIEW AND

MANAGE PO’S

CREATE AN

INVOICE FROM PO

2.1.1.

2.1.2.

SUBMITTING A

CREDIT NOTE

2.2.1.

VIEW AND

MANAGE

INVOICES

2.1.3.

VENDOR

MANAGEMENT

2.3.

VENDOR

MANAGEMENT

PROCESS

2.3.1.

HANDLING

DISPUTES

2.1.4.

OTHER FEATURES

2.4.

CHANGING THE

INTERFACE

LANGUAGE

2.4.1.

ADDING

ADDITIONAL

USERS

2.4.2.



2.2.1. SUBMITTING A CREDIT NOTE

SYSTEM WALKTHROUGH

Screenshot Steps

1

1 Click on “Orders”

2

2 On the appropriate PO number, click on

the icon to begin creation of the credit

note

Credit note creation screen will load

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

3

3 Insert the credit note number

4

6

7

8

4Click the icon and select the credit note

date

5Select the appropriate currency code from

the drop down list

6 Input the original invoice number

7Click the icon and select the original

invoice date

8 Include the reason for the credit note

9

9Scroll down to complete the fields which

follow

DFS Supplier

Support Site

USD5 United States CAP 1234

United States


United States


United States




SYSTEM WALKTHROUGH

Screenshot Steps

Click on the “Line Level Taxation” checkbox

to reveal the tax fields

11

10

12

Review the line details11

Input the supplier part number12

DFS Supplier

Support Site

10

13 14

Scroll down to complete the remaining fields

that follow

14

Select a tax description from the drop down

menu

13

-100.00 -100.00

13

Key in the tax rate as appropriate13

OR




SYSTEM WALKTHROUGH

Screenshot Steps

Input the amount and select the appropriate

GST rate for shipping14


GST rate for handling

15


GST rate for Misc16

Click “Calculate” to compute the final invoice

number

Note: The computation here takes into

consideration the GST rates selected

17

Click “Submit” once done18

DFS Supplier

Support Site

17 18

14

15

16

-1000.00

-70.00

-1000.00

-70.00

-1070.00




SYSTEM WALKTHROUGH

Screenshot Steps

Click “Send Credit Note” to confirm

submission of the credit note20

20Credit note creation is completed

Note:

✓ You will be able to review the status of the credit

document status in the “invoices tab” under the

“Status” column.

DFS Supplier

Support Site



WORKING WITH COUPA

SYSTEM WALKTHROUGH


PO’S AND INVOICES

2.1.

VIEW AND

MANAGE PO’S

CREATE AN

INVOICE FROM PO

2.1.1.

2.1.2.

VIEW AND

MANAGE

INVOICES

2.1.3.

VENDOR

MANAGEMENT

2.3.

VENDOR

MANAGEMENT

PROCESS

2.3.1.

HANDLING

DISPUTES

2.1.4.

OTHER FEATURES

2.4.

CHANGING THE

INTERFACE

LANGUAGE

2.4.1.

ADDING

ADDITIONAL

USERS

2.4.2.

CREDIT NOTES

2.2.

SUBMITTING A

CREDIT NOTE

2.2.1.



2.3.1. VENDOR MANAGEMENT PROCESS

SYSTEM WALKTHROUGH

THERE ARE TWO SCENARIOS WHERE THE VENDOR

MANAGEMENT PROCESS WOULD BE IMPORTANT

SCENARIO 2SCENARIO 1

SUPPLIER INITIATEDDFS INITIATED

If you intend to change or

update any of your details with

DFS

When DFS requires you to

update your information

*In this case you will receive an email

notification

DFS Supplier

Support Site

Note:

For existing suppliers, if you

intend to make specific

changes, you will need to inform

your contact in DFS who will

send you a form to your CSP

account.




SYSTEM WALKTHROUGH

Screenshot Steps

Note: You will find this email in the event DFS requires you to update your details (ref. Scenario 1)Click on “Login to Coupa” to proceed1

1

The login page to the Coupa Supplier

Portal will load

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

Enter your credentials in the “Email Address”

and “Password” fields2

2

Click on the “Log In” button to proceed3

3

The Coupa main page will load

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

4 Click on “Notifications” to proceed4

The “My Notifications” page will load

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

5

Click on the received notification to update

your information5

“Your Customer Profile” screen will load

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

NOTE: You are only required to fill up the

fields which are to be updated.

6

Make the changes in the field(s) that you

want to update/change6

7

Scroll down to complete the rest of the fields

below7

DFS Supplier

Support Site

DFS Group Limited SUPPLIER NAME




SYSTEM WALKTHROUGH

Screenshot Steps

8

Complete the various payment fields8

NOTE: You are only required to fill up the

fields which are to be updated.

9

Scroll down to complete the various payment

fields

9

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

10Input all the changes required under the taxi

information section10

11

Scroll down to complete the remaining fields11

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

12

Click the “Add Remit-to” button to add a new

remit to12

Choose “Remit-to Address” popup would

show

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

13

Click on the cancel button to return to the

previous page13

The bank address fields will appear

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

14

Enter all the details under the bank address

section14

15

Scroll down to complete the rest of the

section15

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

16Enter details under Bank Account Details

section16

17

Scroll down to complete the rest of sections17

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

18

19

Ciick on “File” option to attach the bank

supporting documents:

• Cancelled cheque

• E-statement

18

Click “Submit for Approval” to submit the

changes made19

DFS Supplier

Support Site




SYSTEM WALKTHROUGH

Screenshot Steps

20

Once done, the status on the profile screen

will appear indicating that the information

has been submitted

20

NOTE: You will be notified once the

changes have been approved

DFS Supplier

Support Site

SUPPLIER NAME



WORKING WITH COUPA

SYSTEM WALKTHROUGH


PO’S AND INVOICES

2.1.

VIEW AND

MANAGE PO’S

CREATE AN

INVOICE FROM PO

2.1.1.

2.1.2.

VIEW AND

MANAGE

INVOICES

2.1.3.

VENDOR

MANAGEMENT

2.3.

VENDOR

MANAGEMENT

PROCESS

2.3.1.

HANDLING

DISPUTES

2.1.4.

OTHER FEATURES

2.4.

CHANGING THE

INTERFACE

LANGUAGE

2.4.1.

ADDING

ADDITIONAL

USERS

2.4.2.

CREDIT NOTES

2.2.

SUBMITTING A

CREDIT NOTE

2.2.1.



2.4.1. CHANGING THE INTERFACE LANGUAGE

SYSTEM WALKTHROUGH

Screenshot Steps

From the dashboard, scroll down to the

bottom of the screen1

DFS Supplier

Support Site

1



2.4.1. CHANGING THE INTERFACE LANGUAGE

SYSTEM WALKTHROUGH

Screenshot Steps

Click on the currently selected language and

a drop down list will appear2

DFS Supplier

Support Site

2

3

Select the language of your choice3



WORKING WITH COUPA

SYSTEM WALKTHROUGH


PO’S AND INVOICES CREDIT MEMOS

2.1. 2.2.

VIEW AND

MANAGE PO’S

CREATE AN

INVOICE FROM PO

2.1.1.

2.1.2.

SUBMITTING A

CREDIT MEMO

2.2.1.

VIEW AND

MANAGE

INVOICES

2.1.3.

VENDOR

MANAGEMENT

2.3.

VENDOR

MANAGEMENT

PROCESS

2.3.1.

HANDLING

DISPUTES

2.1.4.

OTHER FEATURES

2.4.

CHANGING THE

INTERFACE

LANGUAGE

2.4.1.

ADDING

ADDITIONAL

USERS

2.4.2.



2.4.2. ADDING ADDITIONAL USERS

SYSTEM WALKTHROUGH

Screenshot Steps

Click on “Admin” at the top of the screen1

DFS Supplier

Support Site

1




SYSTEM WALKTHROUGH

Screenshot Steps

Click on “Invite User”2

DFS Supplier

Support Site

2A pop-up screen will load




SYSTEM WALKTHROUGH

Screenshot Steps

Add the credentials of the additional user

you intend to invite3

DFS Supplier

Support Site

3

45

6

Set the permissions of you intend this

additional user to have4

Select the customers which the permissions

should apply to5

Click on ‘Send Invitation”6



SUPPLIER ACTIONABLE NOTIFICATION



OVERVIEW OF SUPPLIER ACTIONABLE NOTIFICATION

WHAT IS SUPPLIER

ACTIONABLE NOTIFICATION?WHAT ARE THE BENEFITS OF SAN?

The supplier actionable

notification is a system which

allows a supplier to respond to

a PO and create an invoice on

Coupa without needing to

create an account on CSP.

✓ No registration to the system is required,

PO number will be sent to the supplier’s

email address directly

✓ Users can acknowledge the PO and create

an invoice on Coupa without being

registered on CSP

✓ Users can forward the PO notification to

any other person in organisation to handle

SAN



Working with SAN

SYSTEM WALKTHROUGH


RECEIVING

A PO IN SAN

ACKNOWLE

DGING A PO

VIA SAN

CREATING

AN INVOICE

1.1. 1.2. 1.3.



1.1. RECEIVING A PO IN SAN

SYSTEM WALKTHROUGH

Screenshot Steps

1 Check your email mailbox to assess if any

new purchase orders which have been sent

by DFS

Note: You can view the purchase order

number directly on the subject of the email

1

2 Click on the email to access the various

options offered2

DFS Supplier

Support Site



1.1. RECEIVING A PO IN SAN

SYSTEM WALKTHROUGH

Screenshot Steps

3 Review the four options provided in the email

4

4 Scroll down to view the PO details:

• Supplier Name

• Supplier Contract details

• Date of PO

• Shipping Terms

• Currency

• Ship to address

• Bill to address

• Item details (Description, need by date,

qty, unit etc.

DFS Supplier

Support Site

3



Working with SAN

SYSTEM WALKTHROUGH


RECEIVING

A PO IN SAN

ACKNOWLE

DGING A PO

VIA SAN

CREATING

AN INVOICE

1.1. 1.2. 1.3.



1.2. ACKNOWLEDGING A PO VIA SAN

SYSTEM WALKTHROUGH

Screenshot Steps

5 Once ready, click on “Acknowledge PO” to

proceed

PO document will load on Coupa

DFS Supplier

Support Site

5



1.2. ACKNOWLEDGING A PO VIA SAN

SYSTEM WALKTHROUGH

Screenshot Steps

6 Review the details of the PO as needed

6

7

7Scroll down to review the details of the PO

lines

PO Lines will show

DFS Supplier

Support Site



Working with SAN

SYSTEM WALKTHROUGH


RECEIVING

A PO IN SAN

ACKNOWLE

DGING A PO

VIA SAN

CREATING

AN INVOICE

1.1. 1.2. 1.3.



1.3. CREATING AN INVOICE

SYSTEM WALKTHROUGH

Screenshot Steps

8 Go back to the email and click on “Create

Invoice” to proceed with the invoice creation

process

DFS Supplier

Support Site

8

The invoice creation screen loads




SYSTEM WALKTHROUGH

Screenshot Steps

9 Click on ‘Create New Remit-To’

DFS Supplier

Support Site

9




SYSTEM WALKTHROUGH

Screenshot Steps

Enter the required details

(Note: Fields marked with * are mandatory)

DFS Supplier

Support Site

10

10 Click on “Create and Use”11

11

The invoice creation screen will load…

Note: The steps that follow

are the same as that in CSP



APPENDIX



Appendix Contents

APPENDIX

SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



Appendix Contents

APPENDIX – BASIC NAVIGATION

SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



1.1. REGISTER FOR CSP

Section 1: Basic Navigation

Screenshot Steps

GO TO: SUPPLIER.COUPAHOST.COM 1 Fill in the required details

1

2

2 Click on “Register” to proceed

DFS Supplier

Support Site



Appendix Contents


SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



1.2. CREATE YOUR ACCOUNT


Screenshot Steps

3 Fill in the relevant particulars for the

individual who will be receiving the PO

3

4

4 Click “Submit” to complete the registration

process

OR

5

Type in the appropriate contact email

address for the individual who is supposed to

handle PO responses and invoice creations

If someone else in your company is

supposed to handle this process…

5

Note: the domain of the email address must match

that of the original person invited to reply

DFS Supplier

Support Site



Appendix Contents


SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



1.3. LOG IN TO CSP


Screenshot Steps

1

1 Fill in the account details which you

registered with

2

2 Click “Log in” to proceed

DFS Supplier

Support Site



Appendix Contents


SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



1.4. CREATE/UPDATE YOUR PROFILES


Screenshot Steps

1 Click on “Learn More” to proceed1

New window will load

DFS Supplier

Support Site



1.4. CREATE/UPDATE YOUR PROFILES


Screenshot Steps

2 Click on “Update Profile”

2

3 Fill in the relevant details as needed

3

4

4 Click “Save” to complete

DFS Supplier

Support Site



Appendix Contents


SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



1.5. VIEW & MANAGE NOTIFICATIONS


Screenshot Steps

1Hover your cursor over the “Notification”

button at the top of the website

2 Click on “See All Notifications”

2

1

Notifications list will load

DFS Supplier

Support Site



1.5. VIEW & MANAGE NOTIFICATIONS


Screenshot Steps

3Hover your cursor over the “Notification”

button at the top of the website3

44

Click on the message title to open the

message to read the contents

5Click on the checkbox to select one or more

messages to act on

6Click on either “Delete” or “Mark as Read” to

act on the messages selected

5

6

DFS Supplier

Support Site



Appendix Contents

APPENDIX – SERVICE/TIME SHEETS

SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



2.2.1. CREATE A SERVICE ENTRY


Screenshot Steps

Click on “Orders”1

1

2

Click on the icon under the actions

column to create a service/time sheet

2

DFS Supplier

Support Site





Screenshot Steps

Click on “Create Service/Time Sheets”3

3

DFS Supplier

Support Site





Screenshot Steps

Enter the value amount for this service/time

sheet4

4

5

Key in the actual completion date5

6

Click “Submit” 6

The service/time sheet is now sent to DFS

for approval

DFS Supplier

Support Site





Screenshot Steps

An update will appear at the top of the initial

purchase order screen indicating that the

service/time sheet has been submitted

successfully

7

8

7In the PO line section of the page, you will

view the amount which is currently pending

approval

8

NOTE: What if you intend to amend the

service entry document?

9

Click on “Service/Time sheets” to view all

active entries9

DFS Supplier

Support Site



Appendix Contents


SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



2.2.2. EDIT A SERVICE ENTRY


Screenshot Steps

Click on the icon to withdraw the entry

from approval10

7

10

A popup to confirm if you want to withdraw

from approvals will appear

DFS Supplier

Support Site





Screenshot Steps

Click on to confirm11

11

DFS Supplier

Support Site





Screenshot Steps

You’ll find the status of the service entry has

now changed to “Draft”11

7

11 12

Click on the icon to amend the

service/time sheet document12

The service/time sheet document will load

DFS Supplier

Support Site





Screenshot Steps

Input the amended amount13

13

14

Input the amended completion date14

15

Click “Submit” to confirm entry15

DFS Supplier

Support Site



Appendix Contents


SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



2.2.3. CREATE A TIME SHEET ENTRY


Screenshot Steps

Click on “Orders” to view all active purchase

order1

1

2

Click on the appropriate PO number2

DFS Supplier

Support Site





Screenshot Steps

Review the PO details3

3

4

Click on the “Create Service/Time sheets”

button to proceed4

DFS Supplier

Support Site





Screenshot Steps

Input the appropriate number of hours per

day5

5

6

Review the total number of hours added6

Click “Submit” to proceed7

Confirmation that the time sheet entry has

been submitted successfully will load

7

DFS Supplier

Support Site



Appendix Contents


SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



2.2.4. EDIT A TIME SHEET ENTRY


Screenshot Steps

Click on the “Service/Time Sheets” button88

9

Click on the button to withdraw the time

sheet entry

9

A popup will appear to confirm your decision

to withdraw from approvals

DFS Supplier

Support Site





Screenshot Steps

Click on “OK” to confirm10

10

The initial list of timesheet entries will load

DFS Supplier

Support Site





Screenshot Steps

Click on the icon to edit the time sheet

entry

11

11

The time sheet entry will load

DFS Supplier

Support Site





Screenshot Steps

Input the appropriate number of hours in the

fields as needed

12

12

Click “submit” to confirm the changes13

13

DFS Supplier

Support Site



Appendix Contents


SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



2.2.5. VIEW AND MANAGE SERVICE/TIME SHEETS


Screenshot Steps

1 Click on “Service/Time Sheets”1


dropdown menu to select a customer2

List of service/timesheets will load

2

3Click on a service/time sheet number to view

details of the time sheet

DFS Supplier

Support Site



2.2.5. VIEW AND MANAGE SERVICE/TIME SHEETS


Screenshot Steps

1 1 Click on “Orders”

23

4

2Click on “Service/Time sheet lines” from the

sub-menu



List of service/time sheet lines will load

4 Click on a service/time sheet line number to

view details

DFS Supplier

Support Site



Appendix Contents

APPENDIX – CATALOG CREATION

SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.



2.4.1. CATALOG CREATION PROCESS


Screenshot Steps

1

Click on “Catalogs” on the top row of options1

2

Click on “Create” to begin the catalog

creation process2

Catalog creation page will load

DFS Supplier

Support Site





Screenshot Steps

Input the name of your catalog3SUPPLIER CATALOG 1

3

4

5

6

Click on the icon to select the start date

of the catalog4

Click on the icon to select the expiration

date of the catalog5

Click the drop down to select on the

appropriate currency6

7

Scroll down to complete the remaining fields

that follow7

DFS Supplier

Support Site





There are two ways to create a catalog:

METHOD 1 METHOD 2

CREATE

CATALOG ITEM

BY ITEM

MASS UPLOAD

MULTIPLE ITEMS BY

LOADING FROM FILE

DFS Supplier

Support Site



2.4.1.A. CATALOG CREATION PROCESS (METHOD 1)


Screenshot Steps

Click on “Create”88


DFS Supplier

Support Site





Screenshot Steps

Select an option from the drop down list and

select one of the options; 1) “Item”, 2)

“Service Quantity”, 3) “Resource”

99

Input the name of the item to be added to the

catalog

10

10

Input the description of the item11

11

Click on the drop down to select the

appropriate unit of measure12

1213

Check the checkbox to mark the item as

“Purchasable”13

14Scroll down to complete the fields which

follow14

DFS Supplier

Support Site





Screenshot Steps

Indicate the part number15

15

16

17

18

Indicate the price per unit16


currency17

Click “Save” to confirm18

Initial catalog screen will re-load

DFS Supplier

Support Site





There are two ways to create a catalog:

METHOD 1 METHOD 2

CREATE

CATALOG ITEM

BY ITEM

MASS UPLOAD

MULTIPLE ITEMS BY

LOADING FROM FILE

DFS Supplier

Support Site



2.4.1.B. CATALOG CREATION PROCESS (METHOD 2)


Screenshot Steps

Click on “Load from File”88


DFS Supplier

Support Site





Screenshot Steps

Click on the “Download” button to download

the CSV template9

9

CSV document will download

10Click on “CSV Plain” to download the CSV

file template10

Click on the CSV file to open the file11

11

DFS Supplier

Support Site





Screenshot Steps

You are only required to complete the details marked

with “*” which refer to the mandatory fields

Mandatory Fields:

• Item Type: Type in either “Resource”, “Service Quantity”, ”Item”

• Supplier Part No.: Type in the supplier part no.

• Name: Type in the name of the item

• Description: Type in the description of the item

• Price: Input the price of the input

• Currency: Input the currency code (E.g. SGD, USD etc.)

• UOM Code: Input the UOM code (E.g. EA, HRS etc.)

• Active: Input “Yes” or “No”

DFS Supplier

Support Site



Appendix Contents

APPENDIX – INVOICE CREATION (SAN)

SERVICE/

TIME SHEETS

CATALOG

CREATION

A.2. A.3.

CREATE A

SERVICE ENTRY

A.2.1.

EDIT A SERVICE

ENTRY

A.2.2.

CREATE A TIME

SHEET ENTRY

A.2.3.

EDIT A TIME

SHEET ENTRY

A.2.4.

CREATING A

CATALOG

A.3.1.

VIEW MANAGE

SERVICE/TIME

SHEET

A.2.5.

INVOICE

CREATION (SAN)

A.4.

CREATING AN

INVOICE

A.4.1.

BASIC

NAVIGATION

A.1.

REGISTER FOR

CSP

A.1.1.

CREATE YOUR

ACCOUNT

A.1.2.

LOGIN TO CSPA.1.3.

CREATE/UPDATE

YOUR PROFILE

A.1.4.

VIEW AND

MANAGE

NOTIFICATIONS

A.1.5.





Screenshot Steps

8 Click on “Create Invoice” to proceed with the

invoice creation process

8

Invoice creation screen will load

DFS Supplier

Support Site





Screenshot Steps

9 Key in the invoice number

9

11

10

Click on the icon and select the invoice

date

10

Input the appropriate exchange rate

accordingly

11

Scroll down to view the fields that follow12

12

DFS Supplier

Support Site





Screenshot Steps

Review the PO line details13

13

14

Click on the drop down list to select the GST

rate

Note: Once the GST rate is selected, the

GST amount would be computed accordingly

in the “GST Amount” field

14

15

Scroll down to proceed with the remaining

fields which follow

15

DFS Supplier

Support Site





Screenshot Steps

Input the GST rate for shipping by select an

option from the drop down list

16

16

Input the GST rate for handling by select an

option from the drop down list

17

17

18

Input the GST rate for misc by select an

option from the drop down list (if applicable)

18

19

Click “Calculate” once done to compute the

final invoice value

Note: The final invoice value will take in

consideration the exchange rates and the

various GST’s applied

19

Click “Submit” once done20

20

DFS Supplier

Support Site





Screenshot Steps

Click on “Send Invoice” to confirm the

submission of the invoice to DFS

21

21

Invoice has been successfully created

DFS Supplier

Support Site

dfs supplier guide

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