Coupa Supplier Training

Coupa Supplier Training

What is Coupa?

• Coupa is Cooper Standard’s, electronic purchasing system, designed

specifically for indirect goods and services only (i.e. industrial materials,
office supplies, services, capital equipment and tooling). Coupa allows all
Cooper Standard purchase orders and invoices to be received electronically.
Direct material would not be sourced and invoiced through this system.

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Coupa Supplier Training
What is the Indirect Purchasing Process at Cooper Standard?
Cooper Standard
Supplier

3. Purchase Order 4. Deliver Goods

1. Requisitioning 2. Approval 5. Receiving 6. Invoicing 7. Payment
Transmission and Services

Procure to Pay Lifecycle

Step # Description Completed by

1 Your end customer (requester) at Cooper Standard will initiate a requisition in Coupa to request for your Cooper Standard
goods or services.
2 After the requisition is created in Coupa, it will be reviewed by the requester’s management chain. Cooper Standard
3 Upon approval of the requisition, a purchase order will be created and electronically communicated to you Cooper Standard
(the supplier).
4 After the purchase order is received by the supplier, the supplier will deliver goods and/or services to Supplier
Cooper Standard.
5 Your end customer (requester) at Cooper Standard will confirm receipt in Coupa for the goods and Cooper Standard
services that have been delivered.
6 Upon completion of the requirements listed on the purchase order, the supplier will submit an electronic Supplier
invoice in Coupa.
7 The supplier invoice will be paid based on payment terms. Cooper Standard

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Coupa Supplier Training
How will I receive Purchase Orders?
• There are two options to receive purchase orders from Cooper Standard
– Email - a purchase order will be emailed to you electronically
– Coupa Supplier Portal - you can login to a free online portal to access your purchase order.
Purchase Order Received via Email

Coupa Web Portal Purchase Order

Coupa Supplier Portal

(Website)

Cooper Standard Supplier

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Coupa Supplier Training
How can I submit an invoice(s) to Cooper Standard?
• Option 1: If you received a Purchase Order via email and you are not registered for the
Coupa Supplier Portal
– You can submit an invoice directly from the Purchase Order email that you received from
Coupa.
• Option 2: You can submit an invoice directly from the Purchase Order email that you
received from Coupa.
1. You can submit an invoice directly from the Purchase Order email that you received
from Coupa.
2. You can submit your invoice through the Cooper Supplier Portal

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Coupa Supplier Training
What are Cooper Standard’s Invoicing Guidelines?

• You (the supplier) will not be able to submit an invoice through Coupa unless
there is a purchase order.
• The payment terms for issuing payment begin from the date the supplier
submits the invoice in Coupa (not the invoice date that is manually entered
on the invoice in Coupa).
• Invoices must be submitted electronically through Coupa in order for
payment to occur. Invoices sent via email as a PDF or physically mailed
will cause your invoices to not be paid.

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Option 1: Invoicing via Purchase Order Email
(Supplier Actionable Notification)
Coupa Supplier Training
Invoicing from Purchase Order Received via Email
1. To submit an invoice Cooper Standard Purchase Order

directly from a Purchase

Order received via Email
Select “Create Invoice”

You can also:

• Acknowledge PO – this will allow
you to acknowledge that you have
received a Purchase Order sent by
Cooper Standard (this is not
required by Cooper Standard)
• Add Comment – add a comment
about this PO to be received by
Cooper Standard
• Create Account – this will allow you
to create an account on the Coupa
Supplier Portal

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Invoicing from Purchase Order Received via Email
2. Select “Create New Remit-to” Create Remit-to
address
– Creating the Remit-to
address is only required
the 1st time that you
submit an invoice from a
Cooper Standard
Purchase Order

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Coupa Supplier Training
Invoicing from Purchase Order Received via Email
2. Complete the “Address” section Enter a New Address

3. Complete the “Tax Registration”

section (if required by Coupa based
on the Tax Country for your
location)
• You do not need to complete the
banking section as your banking
information is already stored in
our ERP system
4. Select “Create and Use”

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Coupa Supplier Training
Invoicing from Purchase Order Received via Email
Create Invoice
5. Enter you “Invoice #”
– Your payment terms will be defaulted based on
your supplier record has been setup in our
ERP system.
6. Enter the “Invoice Date”
7. Attached a copy of your invoice using the
“Image Scan” Option

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Coupa Supplier Training
Invoicing from Purchase Order Received via Email
Submit Invoice
8. Enter/Select “Shipping” and “Tax” amount
on the Invoice Line
9. Select “Calculate” to calculate the total
Do not enter
on your invoice (Misc) tax
description
10. Select “Submit” to submit your invoice
to Cooper Standard
– You can leave the “email me status
updates for invoices I create this
way checked”

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Option 2: Invoicing via the Coupa Supplier Portal
Coupa Supplier Training
What is the Coupa Supplier Portal (CSP)?
• The Coupa Supplier Portal is a free online portal that allows suppliers to manage their Purchase Orders, Invoices
and Payment.
• The Coupa Supplier Portal will allow multiple users access Coupa, (i.e. accounts receivables, sales, associates from
multiple sites, etc.).

You can register for the Coupa Supplier Portal at https://supplier.coupahost.com

You can view the payment status of your invoice on the Coupa Supplier Portal
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Coupa Supplier Training
What is the process to register for the Coupa Supplier Portal and link to Cooper Standard?
1a. Navigate to the Coupa Supplier 2. Coupa Supplier Portal (CSP) Account and Supplier 4. Your Coupa Supplier Portal Account
Portal to Self-Register Record in Coupa Web Portal Linked by Cooper is now connected to Cooper Standard
Standard to view POs on the CSP
*Supplier Contact Details in Coupa

OR

1b. Create an account from an Supplier Invited to Connect with Cooper Standard
emailed Purchase Order Email

If you need to update your supplier contact information (First Name, Last Name, If Cooper Standard invites you to the Coupa Supplier
Email Address and Telephone Number) or purchase order email address, please Portal and you have not registered for a Coupa Supplier
send this information to [email protected] Portal Account, you will be asked to sign up for an
account in the invitation email sent from Cooper Standard

Supplier Cooper Standard

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Coupa Supplier Training
What are the main features of the CSP?

Orders Review your Purchase Orders and submit invoices/credit memos

Invoices Reviewing status of Invoices and Credit Memos
Admin Administer your CSP Account

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Coupa Supplier Training
What should I setup on the Coupa Supplier Portal?
You must add your “Legal
Entity” prior to submitting an
invoice or credit memo
1. Select the “Admin” tab
2. Select “E-Invoicing” Setup
3. Select “Add Legal Entity”

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Coupa Supplier Training
What should I setup on the Coupa Supplier Portal?
4. Enter “Legal Entity Name”
5. Select “Country”
6. Select “Continue”

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Coupa Supplier Training
What should I setup on the Coupa Supplier Portal?
7. Complete the “Required”
for Invoicing section
• You can leave the Remit-
to and Ship-from Address
checked. You remit-to
address and ship-from
address are stored in our
ERP system

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Coupa Supplier Training
What should I setup on the Coupa Supplier Portal?
8. Complete the “Tax
Registration” section (if
required by Coupa based on
the Tax Country for your
location)

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Coupa Supplier Training
What should I setup on the Coupa Supplier Portal?
9. Select “Done”
10. Your Setup is Complete
11. Select “Return to Admin”

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Viewing a Purchase Order to Submit an Invoice on the CSP
Coupa Supplier Training
How do I view a Purchase Order to submit an invoice?
1. Select the “Orders” tab
2. Select “Create Invoice”
(this is the yellow stack
of coins)

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Coupa Supplier Training
How do I view a Purchase Order to submit an invoice?
3. Enter you “Invoice #”
• Your payment terms will
be defaulted based on
your supplier record has
been setup in our ERP
system.
4. Enter the “Invoice Date”
5. Attached a copy of your
invoice using the “Image
Scan” Option

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Coupa Supplier Training
How do I view a Purchase Order to submit an invoice?
6. The “Price” for the Invoice
Line will default based on the
Purchase Order. If you need
to invoice for a different
amount change the “qty” and
“price” on the invoice line
item
7. If you only want to invoice
for a single line on your
purchase order, select the
“Red X” to delete the line
that you will not be invoicing

Warning: If the supplier enters a $0 on the line item as opposed to deleting it then it will cause a bottleneck in the payment process.
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Coupa Supplier Training
How do I view a Purchase Order to submit an invoice?
8. Enter/Select “Shipping”
and “Tax” amount on the
Invoice Line
9. Select “Calculate” to
validate the total for your Do not enter
invoice (Misc) tax
description
10. Select “Submit” to send
to Cooper Standard

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Viewing a Purchase Order to Submit an Credit Memo on the
CSP
Coupa Supplier Training
How do I view a Purchase Order to submit a credit memo?
1. Select the “Orders” tab
2. Select “Create Credit
Memo” (this is the red
stack of coins)

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Coupa Supplier Training
How do I view a Purchase Order to submit a credit memo?
3. Enter a Credit Note #
4. Enter a Credit Note Date
• Your payment terms will
be defaulted based on
your supplier record has
been setup in our ERP
system.

5. Enter Original Invoice

Number
6. Enter Original Invoice Date
7. Attached a copy of your
invoice using the “Image
Scan” Option

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Coupa Supplier Training
How do I view a Purchase Order to submit a credit memo?
3. Select Adjustment Type
– Quantity
– Price
– Other (Price, Quantity etc.)

Note: Credit Memos for Cooper Standard must

be a negative amount
6. The “Price” for the Credit Memo will
default based on the Purchase Order. If
you need to invoice for a different
amount change the “qty” and “price” on
the credit memo line item. Please make
sure you have selected the correct
adjustment type
7. If you only want to invoice for a single
line on your purchase order, select the
“Red X” to delete the line that you will
not be invoicing
Warning: If the supplier enters a $0 on the line item as opposed to deleting it then it will cause a bottleneck in the payment process.
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Coupa Supplier Training
How do I view a Purchase Order to submit a credit memo?
8. Enter/Select “Shipping” and “Tax”
amount on the Credit Memo Line
9. Select “Calculate” to validate the total
for your credit memo
10. Select “Submit” to send to Cooper
Do not enter
Standard (Misc) tax
description

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Viewing Status of an Invoice on the CSP
 Coupa Supplier Training
How do I view the status of an invoice on the CSP?
1. Select the “Invoices” tab
2. Search for your “Invoices”
3. Review the Status of your Invoice. You
invoice can have various statuses
• Draft – your invoice has not been
submitted to Cooper Standard
• Processing – your invoice has
been submitted and is being
processed by Coupa
• Approved – your invoice is
approved for paid
• Pending Approval – your invoice
is pending approval by Coupa
Standard
• Disputed – your invoice has been
disputed by Cooper Standard and
a correct is required
• Paid – your invoice has been paid
• Voided – your invoice has been
void and will not be paid

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Additional Training on the Coupa Supplier Portal
Coupa Supplier Training
Where can I find additional training on the Coupa Supplier Portal?
• You can find additional training on the Coupa
Supplier Portal at
https://www.cooperstandard.com/public-data
under Coupa Supplier Resources
• Topics include
– Coupa Supplier Portal Guide
– Coupa FAQS
– Additional Resources
– Training Videos
– Coupa Helpful Hints

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Support
Coupa Supplier Training
Who can I contact for support?

[email protected] • General Indirect Purchasing Procure-to-Pay process

inquiries/questions
• Update Supplier Contact Details for Cooper Standard in Coupa
• Linking Coupa Supplier Portal Account with Cooper Standard
[email protected] • Questions regarding the status/payment of your invoice

[email protected] • Technical issues with the Coupa Supplier Portal (CSP)

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