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Coupa Success Portal

2.4 Enable Suppliers

Overview

Development of supplier enablement strategy is key to get suppliers onboarded and ready for customer's Coupa rollout. Supplier lead(s) works with customer to understand supplier transaction volumes and drive discovery of supplier's technological capabilities in order to recommend best strategy around various methods for suppliers to interact and transact in Coupa. Opportunities to improve user experience by providing searchable catalogs either via punchout or hosted methods and improving efficiency in transaction processing should be top factors in developing a successful strategy.

Supplier Enablement Operating Model

Tier 1-2 Customers will have an assigned SE (Supplier Enablement) resource to provide oversight to Partner (if partner led) or lead the workstream (if Coupa led).  If a project is Coupa led, all tasks will be done by Coupa SE team member.

For Tier 3-5 Customers, the partner or Coupa PS will pull in an SE resource as needed.  We will also collectively promote customer participation in our Able to Enable Community.

Activities

Activity Key Inputs Roles & Responsibilities Deliverables Supporting Documents
Supplier Enablement Strategy This is the start of the Supplier Enablement work stream and consists of:
  • Defining Supplier enablement Success Metrics

  • Analyzing spend to sort by transaction volume

  • Match customer suppliers against full list of suppliers to see which are active with integrations, CSP, and SAN

  • Build a project plan, resource plan,  and timeline for SE work stream

  • Build a communication strategy

  • Provide customer with communication templates
  • SE helps invite customer to 'Supplier Enablement Methodology' online introduction class (email 'training@coupa.com' with customer contact info)

  • SE performs Vendor analysis and match as primary inputs to analysis

  • Partner owns final deliverable with our inputs included

  • Partner fills out supplier enablement questionnaire and shares with Coupa SE or Project Manager

 

SE Methodology class completed

 

Supplier Enablement Workshop

 

Supplier Enablement Plan

 

Supplier Enablement Questionnaire

Supplier Enablement Overview Deck

 

Supplier Enablement Tracker

 

Communication Samples

 

Supplier Enablement Questionnaire

Catalog Management Strategy

This is really a component of the overall Supplier Enablement strategy, but includes:

  • Identifying which of their suppliers are currently punchout-ready

  • Identifying which categories in their spend are most often used for Hosted catalogs

  • Identifying the correct business process for both initially loading hosted catalogs and long-term maintenance of hosted catalogs

  • Coupa SE provides list of punchout-ready suppliers

  • Coupa SE provides list of most catalogued categories

  • Partner is responsible for final deliverable with our inputs included

   
cXML Integration
  • Kickoff call with the supplier

  • Exchange of credentials

  • Configuring credentials

  • Testing of all buying channels within punchout

  • Identify bugs and fixes

  • Sign off from customer

  • Move to production (with production credentials)
  • Partner leads the config and testing

  • Coupa SE supports as needed when platform questions / issues remain

Configured/Tested cXML connections cXML Questionnaire
EDI Integration
  • Send Coupa EDI standard questionnaire to Supplier

  • Kickoff call with Supplier

  • Exchange of specification for all integration objects

  • Review finalized PO and Invoice design for custom field requirements

  • Set up sFTP and test connectivity

  • Build of EDI mapping in BOOMI

  • Exchange test documents

  • Bug / Fix phase

  • Coupa and Supplier sign off on fully functioning integration for each doc type

  • Plan for MTP
Coupa SE Team fully leads an EDI integration Configured/Tested EDI connections EDI Questionnaire
PunchOut Catalog Integration
  • Exchange credentials with Supplier

  • Configure credentials with suppliers

  • Test full punchout process (POSR and POOM)

  • Have customer sign off on functioning punchout

  • Plan MTP (with production credentials)
  • Partner leads the config and testing

  • Coupa SE supports as needed when platform questions / issues remain
Configured/Tested Punchouts  
Hosted Catalog Integration
  • Explain proper hosted catalog initial load and maintenance business processes

  • Decide on long-term management plan of catalog

  • Define list of items

  • Support Supplier populating correct template (item loader, background loader, or catalog loader)

  • Load file in test through correct loader

  • Have customer sign off on all items in catalog and look of content

  • Plan for MTP
  • Partner owns loading and testing of hosted catalogs

  • Partner owns knowledge transfer to customer

  • Coupa SE will want to validate initial load and management plan at beginning of catalog enablement phase
Configured/Loaded Catalogs  
CSP, SAN Enablement / Campaign Management
  • Based on spend segmentation, define target list of customers for CSP / SAN enablement

  • Work with customer to define the message and posture toward e-invoicing

  • Design 3-4 communication campaign within email marketing tool

  • Execute campaign with supplier engagement tracking

  • Prioritize follow up

  • Place 3 calls into supplier as needed (optional add-on)

  • Track progress on weeky interval

  • Re-design PO to promote e-invoicing
Coupa SE scope can be scoped as needed, most partners will do this in conjunction with customer Supplier Communications Supplier Communication Templates
Compliant Invoice Management

The Compliant invoicing is system driven through in-code valdiations that validate:

Data exists in required fields for that country

Format of VAT / TAX Id’s is correct, by country.

CSP and SAN enablement will be equivalent to NA projects, except the addition of Remit-To address creation is required for ALL suppliers.  The additional real work will be for integrated supplier. This will include:

  • Spend Segmentation to finalize compliant channels used by each supplier
  • Review of Compliance documentation for all relevant countries
  • Finalize Remit-To strategy: Exclude from Coupa or include and establish mapping process for Supplier RTA’s to Buyer RTA’s
  • This documentation should include technical documentation that identifies how and where fields should be included in cXML files or .csv files
  • Testing of Invoice integration to ensure all errors are avoided and successfully validated
  • Sign off from customer that all required field is included.
TBD    
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