What is Coupa - settings overview and how to order

Front page

1. Click under the Flink logo to open the front page.

2. Search for items on the search bar on top.

3. On the board below, you can see the summary of recent orders, upcoming to-do's, information about system updates and punchout catalogs.

How to open the settings

1. On the top, right-hand corner, click on your name, and then “Settings”.

2. On the “General” section, you can upload a profile picture, change the password and set up the language and region.

3. In the "Address book", you can select your default delivery address by clicking on “choose”.

4. Under "Delegates", you can choose a delegate for when you’re not here. To do so:

5. Under "notifications", you can manage how you want to receive the notifications. We recommend that you use the default settings, but feel free to adjust them to your needs. You will see the notifications in the system itself, and receive them as emails.

How to make a request

If you want to make a request for an item, please follow these steps.

1. Enter what you're looking for on the search box and click enter.

2. The system will show you all available options. Choose the correct one. On the bottom right, edit the quantity and add it to the basket.

3. You can preview your basket by clicking on "Preview basket" on the box in green.

4. Inside the basket/cart, you can rename it under "edit", write down any additional information you think is relevant under "general info" and you can select the correct delivery address under "ship to".

5. Click on the magnifying glass to correct the cost center so that the accounting assignment is made correctly. You will automatically be assigned the correct cost center.

Note: you must change it to "Paper bags (241)" if you want to purchase paper bags.

6. After scrolling down, you’ll see the approval flow. The first approver is usually your manager. In case the order goes over a specific amount, more approvers will be added to the flow. The Procurement Team also checks your requests.

7. Leave any comments you think are relevant and submit for approval.

How to make an Amazon request

1. On the front page, go to "Additional Stores" and click on the Amazon icon. You will get a pop-up where you then have to click "Visit Store".

2. Pick the product and add it to the shopping cart. Once you go to the checkout, you’ll see an order summary. You can send the order for approval by clicking "Submit order for approval".

Note:

It could be that instead of being able to place the order, you get the pop-up below. This means that the item is blocked on the website, so you can’t order it through this process. If you still want to order it, you need to use the free text request form in Coupa. Click on the next section to learn how to do that.

3. Once you submit the order for approval, you are also redirected to the "Review Cart page". Add any information that you think is needed and select the correct delivery address.

4. Add your comments and click "Submit for approval".

How to create a free text request

1. When you can't find an item in Coupa or Amazon, you can create a free text request by going on the front page and clicking on the fountain pen icon. You can also order services in this way.

2. The request form will pop up. You need to include:

2.1. The item’s description;

2.2. Optionally the supplier, price, quote or a link if you have it. If not, the Procurement Team will look for the correct article.

2.3. Select the correct commodity that describes exactly what you want to order. You can find the overview of all commodities on the Procurement Zendesk page.

3. Once you're done, click "Add to cart".

4. You will be redirected to the "Review Cart page". Add any information that you think is needed and select the correct delivery address.

5. Add your comments and click "Submit for approval".

How requests are approved

1. As soon as an order is placed, it goes automatically to your direct supervisor for approval. If you are a supervisor and want to see all the orders that are waiting for approval, go to your to-do section and click on “inbox”.

2. You will see a list of pending approval requests. Select one of them.

3. You will see a summary of that order. Based on this, you can either reject it or approve it.

3.1. If you choose to reject it, a pop-up will appear where you need to enter the reason for the rejection. After doing so, click "Ok".

4. Go through all the orders until your to-do list is empty.

How to review your requests

1. In the "Recent activity" section, you can check your recent orders and their status. You will also see the orders that your supervisor rejected, so that you can take appropriate actions. To extend this view, click on "View all".

2. You will be redirected to the requests overview, including their statuses.

2.1. You can also use other tools, such as the ones below.

2.2. If you sent an order for approval but want to change something on it, click on the red arrow.

2.3. A pop-up will appear for you to withdraw the requisition by clicking “Ok”.

2.4. After that, click the pencil on the right, edit the request and send it again for approval.

How to post the goods' receipts in the system

How to review the budget

1. When you go into the "Shopping Cart", you can see the available budget for a certain period of time and how much of it you’ve spent already.

Invoices

No PO no pay:

General Guidelines:

Email addresses:

Please send all your invoices regarding trade goods (= goods sold in our hubs) to [email protected].

Please send all invoices regarding non-trade goods [email protected].

Please note that these email addresses are not monitored manually and are only intended for automated retrieval of invoices. Thus, please do not send any questions or other emails asking for a response by the Finance team.

Payment-related Requests (payment reminders, escalations, etc.)

Please send all your requests and payment reminders regarding trade goods to [email protected].

Please send all your request and payment reminders regarding non-trade goods to [email protected].

Creation of new suppliers

If you order a new supplier that has not yet been deposited in Coupa, follow this process:

Using this template, write an e-mail to the supplier;

After sending the email, the Procurement Team will take over the further contact.

Why is this tool important?

This tool is important to provide you a streamlined and easier way to purchase things such as paper bags, rider clothing, and much more.

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