easybuy email suppliers training - unilever · receive changed po cv. cancel purchase order when...
TRANSCRIPT
EASYBUY – EMAIL 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. Purchase OrdersPO process flow, receive new PO, change PO and cancel PO
5. 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
• Get acquainted with the To-Be processes and supplier roles in Coupa
• Understand the Coupa purchase order details
• 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• It’s a 15+ year old system, both look and feel is outdated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 Coup
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 email suppliers, PO will be transmitted using email transmission method.
Supplier reviews Purchase Order and
sends acknowledgement to
buyer.
In scope of Easy Buy Out of Scope 10
PURCHASE ORDER
BACKGROUND
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As Is and To Be process flow comparison is shown below:
From supplier’s perspective, the purchasing process will remain same, only the purchase order will now bereceived from Coupa, instead of Ariba. The look and feel of Coupa purchase order will be different fromAriba purchase order.Note: The POs will be sent from Unilever ID: [email protected]
User creates purchase order in
Ariba portal
Supplier receives purchase order via
Supplier creates invoice
User creates purchase order in
Coupa portal
Supplier receives purchase order via
Supplier creates invoice
As Is Process:
To Be Process:
No change
PURCHASE ORDER CREATED
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Navigate down to Terms & Conditions section to view the terms and conditions applicable for purchase order.Supplier can visit to below URL for Unilever Purchasing Agreement www.unilever.com/aboutus/supplier/termsandconditions.
Terms & Conditions
Suppliers receive the purchase orders via email as shown in the image. All the PO details including header and line item details can be viewed in the email.
Receive PO over Email
PURCHASE ORDER- PRINT PREVIEW
Open the attachment to view the purchase order details.
PO Print View
Suppliers also receive the print view copy of purchase orders as a mail attachment. A reference PO (Print View) can be seen here
PO email attachment
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PURCHASE ORDER FIELDS
Refer the print view of PO:1. On the top, PO number along
with PO summary is shown2. Requester’s name along with the
email id 3. Date on which order is placed4. Shipping terms of the item5. Currency of the purchase order6. Invoicing method for this
purchase order
PO Field Details 1/21
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Scroll down to view below fields:1. Delivery address where items
need to be sent2. Invoicing address3. Description item purchased4. Quantity of items purchased5. Date by which items need to be
delivered6. Price per unit of item7. Net purchase order amount
PO Field Details 2/2
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PURCHASE ORDER- HOW TO INVOICE US
How to invoice us page opens. Click on the supplier’s geography to see further details
How to invoice?
In the PO print view, navigate to Invoice section. Click on How to invoice us to get details of invoicing process.
Note: “How to invoice us” section can also be viewed from the email directly
Invoicing Information
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CHANGE PURCHASE ORDER
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The updated purchase order details are shown by striking off the older values.
Note: The print view copy of purchase order is attached with the email.
.
PO Updated Details
When a purchase order is changed by requester in Coupa, a new version of PO gets created. Ignore the previous version and consider the updated version for further actions. You will receive an email from Unilever stating “ This is a PO change”. Scroll down to view the purchase order details.
Receive Changed PO
cv
CANCEL PURCHASE ORDER
When user cancels a purchase order in Coupa, an auto-generated email is sent to supplier. The purchase order can’t be used for sending items or creating invoice.
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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!