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Coupa Success Portal

Supplier Settings

You can find these settings by going to Setup > Suppliers and viewing or editing a specific supplier, or creating a new supplier.

Name & Relationship

Setting Details
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 fall into one of these statuses:
  • Draft: Supplier has been created as part of a requisition, but has not yet been activated
  • Active: An approved supplier that is in use.
  • Inactive: A supplier no longer in use or temporarily out of use.
Enterprise Displays the type of enterprise the supplier belongs to:
  • Global Enterprise:
  • BH
  • 212
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.
Logo

Supplier's logo.

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 Transmission

Setting Details
PO Method Choose how to deliver POs to this supplier. You can choose:
  • Prompt: Use this option if you manually send POs to this supplier, outside of Coupa. Buyers can manually adjust this setting whenever you send POs out by opening the PO and changing the Acknowledged setting. Buyers also have the option to open these POs and click Order Online (online store must be set up).
  • Email: Coupa automatically emails POs to the supplier's PO email entered below.
  • cXML: Coupa sends the PO via cXML. You'll have to enter the cXML settings below to use this option.
  • XML: Similar to cXML. Allows you to use a proprietary XML used by your supplier.
  • EDI: Use this setting if you've set up an integration with a VAN, which transmits your POs to your supplier using the EDI format. Coupa updates the PO transmission status after each sync with your system.
  • Buy online: POs get set to the Awaiting Purchase status and either your company's buyers or the requester receive a notification with a link to purchase the items online. The supplier's Online Store URL must be set up to use this feature.
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.

PO Email

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 From section of the header in the OrderRequest cXML. It can be anything defined by the supplier, but it's usually DUNS or NetworkID, depending on the corresponding identity value.
Our identity Your DUNS or NetworkID.
Supplier domain Part of the To section of the header in the OrderRequest cXML. It can be anything defined by the supplier, but it's usually DUNS or NetworkID, depending on the corresponding identity value.
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 none.
Protocol This field should always be cxml.
SSL Version

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.

Online Store

Setting Details
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.
Password If the supplier's online store requires a password, enter it here.
Purchaser Choose who should make purchases from this supplier:
  • Buyers: anyone with the buyer role in Coupa can receive these notifications and place these online orders.
  • Requesters: Coupa notifies only the original requester tied to each PO.

Invoicing

Setting Details

Allow cXML invoicing and Advance Ship Noticing

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:
  • Flat file integrations
  • Industry standard EDI: "ASN" or "EDI 856 Document"
  • Industry standard cXML - "ShipNoticeRequest"

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 Before checking invoice approval settings, Coupa sends invoices with this setting checked to the AP hold status. Your AP team receives a notification and can review the invoice before anyone else.
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.
Creating Invoices with No Backing Document Enable this to create invoices with no backing documents.
Allow Non-Backed Lines on PO Invoices Enable this to allow non-backed lines on PO invoices.
Restrict Editing Of Supplier-Entered Invoice Data This setting is only available if HMRC compliance is turned off.

cXML Settings

These settings only appear if you select Allow cXML invoicing and Advance Ship Noticing in the invoice settings above.

Setting Details
CXML Invoice Supplier Domain Anything defined by the supplier, but it's usually DUNS or NetworkID, depending on the corresponding identity value.
CXML Invoice Supplier Identity Your supplier's DUNS or NetworkID.
CXML Invoice Buyer Domain Anything defined by the supplier, but it's usually DUNS or NetworkID, depending on the corresponding identity value.
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.

Supplier Contact

Setting Details
First Name Type the supplier's name, for reference.
Last Name
Type the supplier's name, for reference.
Email

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.Coupa supplier network and is required if you want them to join.

It is not the email used to send PO's to.

Phone You can specify separate phone numbers for work, mobile, and fax.
Set by supplier If enabled, suppliers can specify their own contact details. This setting is only visible if the supplier is connected through the Coupa Supplier Portal.

Additional Settings

Setting Details
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.
Default Commodities Coupa uses this commodity as the default on requisitions and PO lines, if there is no commodity in the item description.
Payment Method These options affect the default Payment terms on requisitions and which options users can select for them:
  • Invoice: Coupa uses your net terms as the default method of payment. Users have the option to switch to a p-card if they have one on their user or this supplier record. The majority of your suppliers probably use this payment method.
  • P-Card: Coupa uses the supplier's p-card as the default payment method, followed by the user's if they have one. Users can change this to a net terms payment.
  • Invoice Only: Users cannot their p-cards to apply to request lines for this supplier.
  • P-Card Only: Users need to choose a p-card or use the default p-card assigned to the supplier. If there's no default p-card assigned to the supplier, Coupa sends the request to pending buyer action.
Payment Term

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.

Pcard
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.
Shipping

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.
User

Primary Address

Setting Details
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.

Tax Registrations

You can add several tax registrations with country and number.

Content Groups

This setting allows you to restrict suppliers to certain content groups.

Setting Details
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.

Coupa Supplier Portal

Setting Details
Invite to Coupa Supplier Portal Sends an email invitation to the supplier to join the Coupa Supplier Portal (CSP).
Connection Status

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). 

 

  • Invited - You sent an invite to the supplier to join the CSP. The supplier can join and be linked via the email address used for the invite.
  • Linked - The supplier record in Coupa is linked to the supplier record in the CSP.
  • Not Linked - The supplier record in Coupa is not linked or the supplier is not invited to be linked to the CSP. This is the default status when creating a supplier.
  • Unlinked - The linked supplier is unlinked, that is, the supplier is not linked to the CSP any longer.

 

Allow Supplier to: Under this setting you can control what your supplier can do: create invoices, choose billing account, create ASNs, access CSP without two-factor authentication, and update punchout details.

Invoice Inbox

Setting Details
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 New Link.
Default contact email This setting allows you to provide a reply-to email address for invoices from the supplier.

Supplier Sites

Contracts

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