Coupa is the procurement system we use to order essential supplies for our hubs[cite: 12]. It helps us manage inventory efficiently and ensure smooth day-to-day operations[cite: 13].
Need a step-by-step walkthrough of the system?
Procurement Process Overview
The standard Coupa ordering process follows these key steps:
Need / Demand: Identify the hub items needed (e.g., paper bags, rider equipment, bike gear, or cleaning supplies).
Purchase Request: Create a request in Coupa, either via our internal catalogues or through external punchout stores like Amazon.
Approval: The request goes through an automated approval flow. Depending on the amount and product, it is sent to different approvers.
Order (with PO): Once approved, the purchase order is officially sent to the supplier.
Goods Receipt: When the items arrive at the hub, you must confirm their delivery in Coupa. This is required to process the invoice.
Invoice & Payment: Invoices are matched with the PO and the Goods Receipt before final payment is issued.
FAQ & Support
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You also request Rider equipment through the same process. For requests of other nature that are not included here, contact Coupa support at [email protected].
General Questions
For payment-related questions, please feel free to reach out to the Finance Team on Slack.
Invoices
No PO, no pay:
To process invoices for non-trade goods (= everything not sold in our hubs) a matching PO in Coupa is required. Otherwise, invoices may get rejected.
Please make sure to ask suppliers to include the corresponding PO number on their invoices to avoid invoice rejections or delayed payments.
For questions regarding Coupa please reach out to the Procurement team: [email protected].
General Guidelines:
Send invoices in PDF format;
Include one invoice per PDF file;
Send one email per invoice / PDF file;
In case of accompanying information (e.g. delivery note), please merge together with the corresponding invoice into one file.
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 to [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 from a new supplier that has not yet been deposited in Coupa, follow this process:
Using the standard 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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