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Coupa Success Portal

Supplier Onboarding Email Templates

Awareness of Transition Email

Good Morning,

[customer name] is transitioning from its current procurement system to a SaaS-based solution provided by Coupa. The current system will be deactivated on [insert date] and transitioned the weekend of [insert date].

Following the launch of Coupa, [customer name] will require suppliers to submit invoices electronically through Coupa. Your invoicing options are listed below. Regardless of which option you choose; you will not be charged a fee.

  • Supplier Actionable Notification: You can act directly from your email inbox, receive purchase orders, and create invoices without registering or logging in to the Coupa Supplier Portal (CSP). To use this option, send us the email address where you would like to receive notifications.
  • Coupa Supplier Portal (CSP): With this option, we will send you an email invite to register on the CSP. You can log in to the CSP to view purchase orders as well as create and send invoices electronically. To use this option, send us the email address where you would like to receive the invitation.
  • cXML transmission: With this option, suppliers will send their invoice information in an InvoiceDetailRequest cXML format and post the file directly to cXML format, and post the file directly to Coupa via an HTTP post. To use this option, send us your technical contact name, email, and phone number.

Please complete the following required actions by [insert date]:

  • Confirm receipt of this communication.
  • Confirm which invoicing option you select and provide the required information.

In closing, please note the Key Identified Transition Dates:

  • [insert date] – Suppliers will receive an invitation to join the CSP.
  • [insert date] – Last date to complete a PO Acknowledgement or Advance Shipping Notice.
  • [insert date] – Date suppliers need to register for the CSP.
  • [insert date] – Date Coupa will go live.

If you have any additional questions, please feel free to contact our procurement department at [contact info].

Thank you in advance for your cooperation.

Sincerely,

[customer name]

Download the template.

CSP Instruction Email

Good morning,

As mentioned in the previous email, [customer name] is transitioning from their current procurement system to a SaaS-based solution provided by Coupa. The current system will be deactivated on [insert date] and transitioned the weekend of [insert date].

[customer name] is requiring their suppliers to submit invoices electronically through Coupa. You have selected the Coupa Supplier Portal (CSP) to manage purchase orders and invoices for [customer name]. Participating in the CSP is free and easy. You can use the CSP to:

  • Manage your company information.
  • Configure your company PO transmission preferences.
  • View all purchase orders.
  • Create electronic invoices.

You will receive an email invitation around [insert date] to register on the CSP. When you receive the invitation, click the link contained in the email to complete your registration. Registering for the CSP is easy and should take just a few minutes to complete.

For more information, see https://success.coupa.com/Suppliers/For_Suppliers/Supplier_Portal.

If you have any additional questions, please feel free to contact our procurement department at [insert procurement email address].

Thank you in advance for your cooperation.

Sincerely,

[customer name]

Download the template.

Supplier Actionable Notification Email

Good morning,

As mentioned in the previous email, [customer name] is transitioning from their current procurement system to a SaaS-based solution provided by Coupa. The current system will be deactivated on [insert date] and transitioned the weekend of [insert date].

[customer name] is requiring their suppliers to submit invoices electronically through Coupa. You have selected the Supplier Actionable Notification option to manage purchase orders and invoices for [customer name]. With this option, you will receive an email notification for every PO and you can act directly from your email inbox to:

  • Acknowledge receipt of the PO.
  • Create an invoice from the PO.
  • Add comments to the PO.

The notification will be sent to [enter supplier email address].

For more information, see https://success.coupa.com/Suppliers/For_Customers/Toolkit/Document_Exchange/Supplier_Actionable_Notifications.

If you have any additional questions, please feel free to contact our procurement department at [insert procurement email address].

Thank you in advance for your cooperation.

Sincerely,

[customer name]

Download the template.

cXML Vendor Information Email

Good morning,

As mentioned in the previous email, [customer name] is transitioning from their current procurement system to a SaaS-based solution provided by Coupa. The current system will be deactivated on [insert date] and transitioned the weekend of [insert date].

[customer name] is requiring their suppliers to submit invoices electronically through Coupa. You have selected the cXML option to manage purchase orders and invoices for [customer name]. Using this option, you will post your InvoiceDetailRequest cXML file directly to Coupa via a HTTP post. To do so, use the following information:

Please send us the following information (for both Test and Production):

  • Supplier domain and identity
  • [customer name] domain and identity
  • Shared secret
  • Timeline for sending your first test invoice

If you have any additional questions, please feel free to contact our procurement department at [insert procurement email address].

Thank you in advance for your cooperation.

Sincerely,

[customer name]

Download the template.

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