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Coupa Success Portal

Orders

Viewing and Managing POs

Click on the Orders tab on the main menu. The Purchase Orders page appears.

From the Select Customer drop-down list in the top right corner, select the customer whose POs you want to see. 

When you visit the page again, it shows you the POs from the customer you selected last time.

The Purchase Orders table shows the following information for all the POs you received from the selected customer.

Column Description
PO Number PO number generated by Coupa. Click on it to view the PO. 
Order Date Date when the PO was created.
Status Current status of the PO. See the PO status list below for more info.
Acknowledged At

Date when you acknowledged the receipt of the PO, or "None" if not acknowledged.

 

You can choose to let your customer know that you received their PO by selecting the Acknowledged At checkbox on the PO. When you select the checkbox, the current date appears in the Acknowledged At column.

This checkbox is a simple toggle, so you can also un-acknowledge an invoice by deselecting the checkbox. If you re-acknowledge at a later time, the new date appears.

Items List of items on the PO.
Unanswered Comments

Your comments on the PO for your customer. Also, your customer's comments that you need to respond to.

You can see all your customer's comments or add your comments for the customer when you open the PO.

If you need urgent communication, contact your customer directly.

Total Total amount of the PO.
Actions

Click on the icons for the following actions:

  • Gold_Coins.png - Create (flip the PO into) an invoice.
  • Red_Coins.png - Create a credit note.
  • Services.png - Create a service/time sheet.
  •  - Create (flip the PO into) an advance ship notice (ASN).

POs can have the following statuses:

Status Description
Buyer Hold The PO is approved but pending buyer review.
Cancelled The PO is cancelled and doesn't need to be fulfilled.
Closed The issued PO was received and then closed, either manually or automatically within Coupa.
Currency Hold The PO is on hold due to a currency exchange rate issue.
Error There's something wrong with the PO. Contact your customer to get the PO back on track.
Issued The PO was approved and sent to you.
Supplier Window Hold The PO was approved outside of the order window schedule under contract terms.

Above the table you can have instructions from the customer specifying, for example, policies or best practices.

Creating an Invoice from a PO

To flip a PO into an invoice, do one of the following:

  • Click on the Create Invoice (Gold_Coins.png) icon for the PO in the Purchase Orders table.
  • Click on the PO Number link to open the purchase order and click on the Create Invoice button.

In the appearing window, choose the Invoice from address. The most recently used address is at the top of the list.

On the Create Invoice page, fill in at least the mandatory fields (marked with a red asterisk) in your invoice. Some of the fields are pre-populated with information from the PO. See Creating or Editing an Invoice for more info.

Similarly to creating an invoice, you can create a credit note by clicking on the Create Credit Note (Red_Coins.png) icon for the PO in the Actions column of the Purchase Orders table.

By clicking on the asn_flip.png icon in the Actions column, you can create an ASN. See Advance Ship Notices (ASNs) for more info.

The ASN feature is available only if your customer enables it for you.

By clicking on the Services.png icon in the Actions column or on the Create Service/Time Sheets button on the PO, you can create a service/time sheet. See Service (Time) Sheets for more info.

The Service/Time Sheets feature is available only if your customer enables it for you. You also have to enable it for the CSP user(s) on the Admin page.

Viewing the Purchase Order Lines Table

Click on the Order Lines tab to see info on the PO lines for each PO.

From the Select Customer drop-down list in the top right corner, select the customer whose PO lines you want to see.

When you visit the page again, it shows you the PO lines from the customer you selected last time.

The Purchase Order Lines table shows the following information for all the PO lines:

Column Description
PO Number (Header)

PO number generated by Coupa. Click on it to see the PO line.

Line PO line number.
Order Status (Header) Current status of the PO. See the PO status list above for more info.
Item List of items on each PO line.
Total Item Quantity Total quantity of the PO line.
Line Total Total amount of the PO line.

You can export the PO lines table in CSV or Excel format.

On the Purchase Orders and Purchase Order Lines pages, you can filter the tables by columns, use the search bar to filter with a search term, or click on the View drop-down list to perform advanced filtering. See Creating Custom Views for more info.

Configuring the PO Delivery Method

You can configure how you receive POs from a specific customer.

You can configure your PO delivery method only if your customer allows you to modify your profile.

On the Purchase Orders or Purchase Order Lines page, select the customer whose settings you want to modify and click on the Configure PO Delivery button.

In the appearing window, select your PO delivery method and provide the necessary information.

PO Delivery Settings

Column Description
Purchase Order Method

 Choose how to receive POs from your customer:

  • Email: Coupa automatically emails POs to the email address you enter.
  • cXML: Coupa sends the PO via cXML. You have to enter the cXML settings to use this option.

 If you want to use a method not listed here, talk to you customer about alternatives.

PO Email This field is required for receiving POs via email. Coupa sends POs to this email address. To specify multiple addresses, separate them with a comma.
cXML URL The full PO routing URL to receive POs.
cXML Domain Part of the From section of the header in the OrderRequest cXML. It can be anything you define, but it's usually DUNS or NetworkID, depending on the corresponding identity value.
cXML Identity Your customer's DUNS or NetworkID.
cXML Supplier Domain Part of the To section of the header in the OrderRequest cXML. It can be anything you define, but it's usually DUNS or NetworkID, depending on the corresponding identity value.
cXML Supplier Identity Your DUNS or NetworkID.
cXML Secret A password that you and the customer agreed upon. If no shared password is specified, Coupa automatically passes none.
cXML Protocol This field should always be cxml.

See Purchase Orders for more info. 

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