Go to Setup > Suppliers> Suppliers or to Suppliers > Suppliers to view or edit a specific supplier record, or to create a new supplier.
Name & Relationship
|Name||A unique name the supplier is identified by throughout many different areas in Coupa.|
|Display Name||An optional, more friendly name for end users.|
|Supplier Status||Suppliers can have one of these statuses:
|Enterprise||Displays the type of enterprise the supplier belongs to, for example:
|Number||A unique number for the supplier. This is not required.|
|Parent Company||Specifies the relationship between suppliers. Used for reference only.|
|Account Number||Account number for the supplier. Used for reference only.|
|On Hold||If enabled, purchase orders with this supplier are placed on hold until this setting is disabled. Once taken off hold, Coupa processes these purchase orders automatically.|
|Website||Supplier's website, for reference.|
|Duns||Duns & Bradstreet unique identifier. Used for reference only.|
|Tax||The supplier's tax ID. Used for reference only.|
|Set by supplier||If enabled, suppliers can specify their own Website, DUNS, and Tax values. This setting is only visible if the supplier is connected through the Coupa Supplier Portal.|
|PO Method||Choose how to deliver POs to this supplier. You can choose:
|PO Change Method||Choose how to deliver change requests for POs to this supplier. Options are the same as the PO Method above.|
|Hold POs For Buyer Review||
If enabled, purchase orders created for this supplier will be sent to the buyer hold status before being sent out. They must be reviewed and then manually submitted.
Your users with a buyer role get notifications when POs get set to this status.
This field is required for sending POs via email. Coupa sends POs to this email address and not the contact email set up elsewhere.
|PO URL||The full PO routing URL to receive purchase orders in Coupa. This is normally specified by the supplier.|
|Our domain||Part of the
|Our identity||Your DUNS or NetworkID.|
|Supplier domain||Part of the
|Supplier identity||Your supplier's DUNS or NetworkID.|
|Shared secret||A password that the customer and supplier have agreed upon. If no shared password is specified, Coupa will automatically pass
|Protocol||This field should always be
Use this dropdown to select a specific encryption type for supplier connections. Leave the field blank to have Coupa automatically use the highest level of encryption that both Coupa and the Supplier supports.
Selecting a specific TLS version can result in an SSL error if the supplier doesn't support the selected version.
|Disable SSL Cert Verification||Coupa will refuse to connect to suppliers with invalid encryption certificates. Enabling this feature will allow connections to suppliers with invalid certificates. Use this only if you trust your supplier.|
|Basic Auth User||Use this field when you need to provide a username and password to a website before transmitting a XML document. It uses basic access authentication.|
|Basic Auth Password||Use this field when you need to provide a username and password to a website before transmitting a XML document. It uses basic access authentication.|
|Set by supplier||If enabled, suppliers can specify their own PO details like URL, domain, identity, etc. via the Coupa Supplier Portal.|
|URL||Required for suppliers using the Buy Online PO transmission method. Buyers/requesters that need to order online from this supplier are redirected to this link.|
|Login||If the supplier's online store requires a login, enter it here.|
|Shared Key||If the supplier's online store requires a password, enter it here.|
|Purchaser||Choose who should make purchases from this supplier:
|Payment Method||These options affect the default Payment terms on requisitions and which options users can select for them:
Sets default payment terms for requisitions and PO lines. See Payment Terms for details on how to set up and configure your payment terms. These default terms override default payment terms set up on the COA level. Available options:
You can specify whether you require your customer to provide payment information when they complete remit-to information. Select Must include payment information to require payment information.
Address Only is selected by default customers who don't use Coupa Pay. If a customer uses Coupa Pay, Must include payment information is selected by default.
For more information, see the Supplier Contacts table.
For more information, see the Supplier Addresses table.
Working Capital Optimization
|Static Discounting Override||
Select which preferred discount payment terms you’d like to offer the supplier. These override the standard payment terms for them in the Coupa Supplier Portal (CSP)."
Select the checkbox if you Do not offer Static Discounting.
You can add several tax registrations with country and number.
This setting allows you to restrict suppliers to certain content groups.
|Who can see this supplier?||
Everyone or only members of the content groups selected from the drop-down. You can select multiple content groups for a supplier.
Supplier Accessible Invoicing Channels
Indicates with a green checkmark () or a red circle () whether the supplier uses or not the following invoicing channels with you and/or other customers within the Coupa Community: cXML integration, sFTP integration, Coupa Supplier Portal, Supplier Actionable Notifications, and Invoice Inbox.
It also shows the number of your invoices with the supplier through the various channels.
Allow cXML invoicing and Advance Ship Notices
Enable this to allow suppliers to send invoices via cXML and ASN's.Advance Ship Notices (ASN's) are electronic documents transmitted from your supplier containing info about what is in a shipment. In addition to enabling this setting, you must set up an integration with your supplier to receive ASN's. Coupa supports:
See Advance Ship Notices (ASNs) for more details on ASNs in Coupa.
If you select this option, additional fields appear. See cXML Settings below for more info.
|Hold invoices for AP review||If enabled, this setting ensures that invoices from this supplier will route to AP Hold status and need to be released by someone with sufficient permissions, before being further processed. See Invoice progression through statuses for details on AP hold and where it fits within the Coupa invoice processing lifecycle.|
|Always Route Invoices From This Supplier For Approval||Enable this to always route invoices from this supplier through your invoice approval chains, regardless of its match-level settings and your tolerance settings.|
|Create Invoices with No Backing Document||Enable this to create invoices with no backing documents. Note that this will also enable suppliers to add unbacked lines to invoices flipped from PO's in the CSP.|
|Allow Non-Backed Lines on PO Invoices||Enable this to allow non-backed lines on PO invoices.|
These settings only appear if you select Allow cXML invoicing and Advance Ship Noticing in the invoice settings above.
|CXML Invoice Supplier Domain||Anything defined by the supplier, but it's usually
|CXML Invoice Supplier Identity||Your supplier's DUNS or NetworkID.|
|CXML Invoice Buyer Domain||Anything defined by the supplier, but it's usually
|CXML Invoice Buyer Identity||Your DUNS or NetworkID.|
|CXML Invoice Secret||A password that the customer and supplier have agreed upon. This is a required field.|
|Email domain @||
This setting allows suppliers to send invoices to your invoice inbox (located under Invoices > Inbound Invoices) through email. Coupa processes emailed invoices only from suppliers set up in this field. You can add additional emails for one supplier by clicking on the Add Email link or delete existing ones by clicking on the Delete () icon in the Actions column.
You can choose not to receive notifications from the specified email address(es) by deselecting the Notifications checkbox. Notifications are selected by default.
|Default contact email||This setting allows you to provide a reply-to email address for invoices from the supplier.|
|Preferred Commodities||Set up preferred commodities for this supplier. See Commodity settings for details on how preferred suppliers work for specific commodities. This relationship can be set here, under supplier settings or under commodity settings. It does not need to be set in both locations. For more information, see Commodities.|
|Default Commodity||Coupa uses this commodity as the default on requisitions and PO lines, if there is no commodity in the item description.|
|Default Currency||Default currency used.|
Select the p-card associated with this supplier, if you have one. If your payment method is set to P-Card Only and you don't enter a card here, users have to choose one of their p-cards and Coupa sets the requisition to pending buyer action until they do so.
|Match Level||Select the supplier's match level. See 2-Way and 3-Way Matching for details on how these work.|
Sets default shipping terms for requisitions and PO lines. See Shipping Terms for details on how to set up and configure your shipping terms. These default terms override default shipping terms set up on the COA level.
|Tax Code||Set the default tax code for invoices from this supplier. These settings can be overridden when receiving and editing invoices.|
|Savings %||The savings percentage for using the supplier.|
|Withholding Tax Codes||
Withholding tax codes associated with the supplier. You cannot add codes from the supplier profile, but you can remove an associated by clicking Delete () next to the tax code. For more information about creating and associating withholding tax codes with suppliers, see Withholding Tax and Withholding Tax Enhancements.
Coupa Supplier Portal
|Invite to Coupa Supplier Portal||Sends an email invitation to the supplier to join the Coupa Supplier Portal (CSP).|
You can link suppliers via their primary contact email address. This email address must be a unique address in your Coupa system (it can't be used by another supplier or another Coupa user).
|Allow Supplier to:||Under this setting you can control what your supplier can do: create invoices, create ASNs, request change orders, choose billing account (on non-po backed lines), access CSP without two-factor authentication, and update punchout details.|
Supplier Contacts Table
Select a category (or multiple categories) to indicate what this contact will be used for.
Options: Accounting, Procurement, Sales, Service Desk, Legal, Executive, Other, Sourcing
Type the supplier's first name. You can enter 40 characters maximum.
If you want to invite a supplier to the Coupa Supplier Portal, you must complete this field for the supplier's primary contact.
Type the supplier's last name. You can enter 40 characters maximum.
If you want to invite a supplier to the Coupa Supplier Portal, you must complete this field for the supplier's primary contact.
This email address is used to contact the supplier for invitation to the Coupa supplier network and is required if you want them to join.
It is not the email used for sending POs.
|Phone||You can specify separate phone numbers for work, mobile, and fax.|
Shows the current primary contact. You can choose to change this primary contact or to set it as the primary contact for this supplier. A supplier cannot have multiple primary contacts.
You can also set up:
- Supplier account owners: If your suppliers need to contact you directly to update their customer profiles, you can add the contact information of the user(s) dedicated to supplier enablement by providing their user name and contact purpose (Enablement Owner)
- Supplier integration contacts: Provide the user name of the supplier to be contacted with integration issues.
Supplier Addresses Table
Select a category (or multiple categories) to indicate what this address will be used for.
Options: Warehouse, Service Center, Branch, Franchise, Other Address, HQ
|Line 1||The first line of your supplier's primary address.|
|Line 2||The second line of your supplier's primary address.|
|City||The city of your supplier's primary address.|
|State||The state of your supplier's primary address.|
|Postal Code||The postal code of your supplier's primary address.|
|Country||The country of your supplier's primary address.|
|Tax Country||Indicates the country where your supplier is required to pay taxes.|
|Local Tax Number||The tax registration number of your supplier.|
|Primary Address||Shows the current primary address. You can choose to change this address or to set it as the primary address for this supplier. A supplier cannot have multiple primary addresses.|
Supplier Diversity Table
|id||ID of the diversity status.|
|Type||Type of diversity status.|
|Country/Region||Country or region the diversity status was granted in.|
Supplier Sites introduces the concept of supplier hierarchy. It allows managing site-specific information for your suppliers, while sharing other information, for example, catalogs and remit-to addresses, with some or all of the sites that are related to the supplier. For more information, see Supplier Sites FAQ.
Shows the table with all the contracts with this supplier. It includes the following details: contract number, versions, and name, start and expiration date, minimum and maximum value, contract terms and status. You can edit, delete, or view more details of a contract.