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Coupa Success Portal

Supplier Actionable Notifications

Overview

Suppliers that are reluctant to join another “network”, remember another password, and go to another website to occasionally receive a purchase order (PO) or send an invoice can transact with their Coupa customers without having to register for or log in to the Coupa Supplier Portal (CSP) or any other website.

Supplier Actionable Notifications (SAN) allow them to act on POs directly from email notifications for POs created in Coupa, having the options to acknowledge, create an invoice from, or add a comment to a PO, or create a CSP account if they want to take advantage of the benefits of working with their customers through the CSP.

Suppliers that are already registered for the CSP can also take advantage of SAN.

Suppliers also get notifications after they submit an invoice, letting them know when their customers perform an action. This improves transparency and further reduces the need for suppliers to track down the status of their invoices through phone calls or emails.

Set Up Supplier Actionable Notifications

Enable SAN on the COA

  1. Go to Setup > Procurement > PO Customization and select the desired chart of accounts (COA).

  2. Under the PO Design section, select the Enable Supplier Actionable Notifications checkbox.

Depending on your Coupa configuration, you may need to enable SAN for more than one COA.

Modify the supplier record

  1. Go to the Suppliers page and click on the Edit icon for the supplier for which you want to enable SAN.

  2. Under the PO Transmission section, check if the supplier has a valid PO Email address and is set to receive PO emails, that is, the PO Method is Prompt or E-mail.

  3. Under the Coupa Supplier Portal section, check if the Allow Supplier to: Create Invoices checkbox is selected.

  4. Click Save.

If you have a Supplier Information Management (SIM) license, you can use SAN also for SIM requests so that your suppliers can update their SIM records directly from SAN emails. 

Send Supplier Actionable Notifications

After setting up the supplier, you can send a SAN email similarly to sending any other PO email.

  1. Create and submit a requisition. The COA on the requisition must be configured to allow SAN. See Enable SAN on the COA above.

  2. Approve the requisition and manually send the PO email (if you chose Prompt on the supplier record).

The supplier receives a SAN with action buttons and can create an invoice from or add a comment to the PO, acknowledge the receipt of the PO, or create a CSP account by clicking on the relevant button.

san_po_email.png

For more information, see Coupa Supplier Portal.

Roles and permissions

When a link is generated for a SAN email, the supplier is automatically assigned either the SAN SIM Supplier or SAN Invoice Supplier role for the duration of the session. 

Role Description
SAN Invoice Supplier Allows SAN supplier users only to view the PO, create/flip or view an invoice directly from the PO, acknowledge the receipt of the PO, and/or add comments to the PO.
SAN SIM Supplier Allows SAN supplier users only to update their SIM records.

Users with these roles can't access other parts of Coupa, and they can't perform any other actions in Coupa.

The SAN Invoice Supplier role has the following permissions:

Controller Action

Accounts

Autocomplete Search
Accounts Pick
Accounts Picker Search
Accounts Search Picker Account Table
Accounts Select Dynamic Account
Accounts Update Segment Dropdown
Addresses Create
Addresses New Popup
Addresses Picker
Addresses Search Address Table
Addresses Search Bill To Address Table
Addresses Search Picker Address Table
Addresses Search Picker Bill To Address Table
Addresses Sort Address Table
Attachments Attach
Attachments Create
Attachments Destroy
Attachments Retrieve
Attachments Update
Comments Add Comment
Data Table Add Condition
Data Table Create Content Group Restricted Views
Data Table Create Global Views
Data Table Create Private Views
Data Table Destroy View
Data Table Edit View
Data Table List CSV
Data Table New View
Data Table Update Columns
Data Table Update View
Invoice Lines Pick Account
Invoices Legal Invoice
Invoices Retrieve Clearance Document
Invoices Search Show Invoice Line Table

Payment Receipts

Retrieve Clearance Document

Lookup Values

Auto Complete

Now You Knows

Remove
Order Headers Show Custom

Sessions

Destroy
Sessions New
Settings Language Region
Settings Locale Preview

Supplier Accepted Terms

Create
Supplier Accepted Terms CSP Read
Supplier Accepted Terms Read

Supplier Invoices

Accelerate Payment
Supplier Invoices Accelerate Payment Popup
Supplier Invoices Add Blank Line
Supplier Invoices Add Blank Tax Line
Supplier Invoices Calculate
Supplier Invoices Calculate Tax Amount
Supplier Invoices Change Buyer Tax Registration
Supplier Invoices Change Supplier Tax Registration
Supplier Invoices Create
Supplier Invoices Create Remit To Address
Supplier Invoices Default Tax Info
Supplier Invoices Default Tax Rate Info
Supplier Invoices Destroy
Supplier Invoices Edit
Supplier Invoices Flip Contract
Supplier Invoices Flip PO
Supplier Invoices Index
Supplier Invoices Invalidate Invoice
Supplier Invoices Invoice Header List CSV
Supplier Invoices Item Auto Complete
Supplier Invoices List
Supplier Invoices List for Coupa Connect
Supplier Invoices New Remit To Address
Supplier Invoices Pick Remit To Address
Supplier Invoices Registered Company Fields
Supplier Invoices Remit To Address Picker
Supplier Invoices Remove
Supplier Invoices Resubmit
Supplier Invoices Retrieve Image Scan
Supplier Invoices Retrieve Legal Invoice
Supplier Invoices Search Connect Invoice Header Table
Supplier Invoices Search Invoice Header Table
Supplier Invoices Send Clearance Document for Validation
Supplier Invoices Show
Supplier Invoices Sort Invoice Header Table
Supplier Invoices Toggle Taxation
Supplier Invoices Update
Supplier Invoices Update Buyer VAT IDs
Supplier Invoices Update Invoice Header Account Segments
Supplier Invoices Update Notification Preferences

Supplier Payment Receipts

Index
Supplier Payment Receipts Invalidate
Supplier Payment Receipts Payment Receipts CSV
Supplier Payment Receipts List for Coupa Connect
Supplier Payment Receipts Revalidate
Supplier Payment Receipts Search Payment Receipt Table
Supplier Payment Receipts Send Clearance Document for Validation

Supplier Order Headers

Accelerate Payment
Supplier Order Headers Accelerate Payment Popup
Supplier Order Headers Acknowledge
Supplier Order Headers Index
Supplier Order Headers List
Supplier Order Headers List for Coupa Connect
Supplier Order Headers Order Header List CSV
Supplier Order Headers Search Connect Order Header Table
Supplier Order Headers Search Order Header Table
Supplier Order Headers Search Supplier Order Line Table
Supplier Order Headers Search Supplier Order Line Version Table
Supplier Order Headers Show
Supplier Order Headers Show Custom
Supplier Order Headers Sort Order Header Table
Supplier Order Headers Update
Supplier Order Headers Update Order Header Account Segments

Tax References

Auto Complete
Terms of Use Show
UOMs Auto Complete
User Invoice Header List CSV
User Order Header List CSV
User Search Invoice Header Table
User Search Order Header Table
User Session Alert
User Update User Locale

The SAN SIM Supplier role has the following permissions:

Controller Action

Attachments

Create
Form Responses Create Child Widget
Form Responses Delete Child Widget
Invoices Retrieve Clearance Document

Lookup Values

Auto Complete

Settings

Language Region
Settings Locale Preview

Supplier Invoices

Change Buyer Tax Registration
Supplier Invoices Change Supplier Tax Registration
Supplier Invoices Update Buyer VAT IDs
User Update User Locale