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Coupa Success Portal

Administering the CSP

The Admin Page

On the Admin page you can manage users and merge requests, and the remit-to addresses for your customers; you can set up electronic invoicing and fiscal representatives; you can view and sign the terms of use, and set your early payment discount terms (Coupa Accelerate preferences).

Menu Item Description
Users Invite new users, and manage what each user can do in the CSP and which customers your users can interact with.
Merge Requests Manage any merge requests that you sent to or received from other supplier accounts.
E-Invoicing Setup Set up your account for electronic invoicing.
Fiscal Representatives Add fiscal representatives that you need if you have operations in a country where you are not registered legally but you need to be represented for tax purposes. 
Remit-To Create and manage multiple remit-to addresses that are used to determine the payment location for invoices. This is important for creating legally compliant invoices.
Terms of Use To use the Coupa Supplier Portal (CSP), you must accept the terms of use.
Coupa Accelerate Preferences Set preferred accelerated payment terms (early payment discounts terms) to be applied to any of your customers accross all your invoices.

Managing Users

You can manage user permissions and customer access by assigning certain users to only certain customers and by limiting what types of documents they can access and what functions they can perform with their assigned customers.

Click on the Admin tab on the main menu. The Admin Users page appears.

Click on the Edit button to open the Edit user access for [User Name] window.

You can change the user's name, modify the user's permissions and customer access, or deactivate the user.

You can't change the user's email address. If a user wants to change the email address, send a new invitation to that user.

The Invite User and Edit user access for [User Name] windows are almost identical, but when you invite a user, you can specify an email address.

User Permissions

Permissions Description
All Gives full access to all CSP functions, except for user administration.
Admin Has full access to all CSP functions, including user administration. Non-admin users can still view the Users tab of the Admin page and invite users, but they can't edit existing users. The permissions on the invitation can't exceed the permissions of the user creating the invitation.
Orders Allows viewing and managing purchase orders (POs) received from customers.
Invoices Allows creating and sending invoices to customers.
Catalogs Allows creating and managing customer-specific electronic catalogs.
Profiles

Allows modifying customer-specific profiles.

All users, regardless of permissions, can edit the public profile.

ASNs Allows creating and sending advance ship notices (ASNs) to customers.
Service/Time Sheets Allows creating and submitting service/time sheets against POs.

For auditing purposes, Coupa doesn't allow users to be deleted, so you can't delete a user from your profile. Instead, you can deactivate a user when you no longer want that user to be able to access the account.

If you deactivate users, you can always reactivate them later. If you reactivate a user, the customer access is reset for that user, so you'll have to assign customers to that user again.

Managing Merge Requests

Your company may have more than one account/profile in the CSP. This can happen when several users from the same company register or are invited to the CSP through different email addresses.

The suggestions to merge accounts are based on email domain. For example, all the users with the @example.com domain get suggestions to merge. Merge suggestions appear in the right-hand column on the Home page.

If you know that a suggestion is invalid, click on the Remove button and you won't see the request again.

If you want to merge an account, click on the Request Merge button and select an account to be the parent account and add a note.

Selection Description
My Account

This causes the other account to be merged into your company account. The other user's company account is removed.

You continue to be the administrator for the merged company account, and the previous administrator becomes a regular user in the merged account. You can make them an administrator if you want. See Managing Users for more info.

Their Account

Your company account is removed. The other user's company account becomes the only company account.

You can no longer be the account administrator, but the administrator of the existing account can choose to make you an administrator of the merged account.

Merged accounts use the following rules:

Element Merge Behavior
Connected customers and customer profiles Any connected customers are retained in the new account. The existing email address remains the contact email for the customer. If the customer is connected to both accounts, the parent account connection is retained and the merged account connection is removed.
Remit-to addresses Remit-to information is transferred only for addresses that are available to all customers.

You can also search for a specific account to merge, for example, if the account isn't listed or the list is too long to search for the specific account that you want. Clicking on the Click here link takes you to the Admin Merge Requests page. You can access this page also by clicking on the Admin tab on the main menu and on the Merge Requests link on the left.

Provide the email address of the account you want to merge, and click Request Merge. and use the info above for making the request.

Setting up E-Invoicing

To set up your account to create e-invoices, click on the E-Invoicing Setup link on the left of the Admin page. The Legal Entity page appears. You add new legal entities, or manage or deactivate existing ones.

To add a legal entity, click on the Add Legal Entity button in the top right corner and enter the official name of your business that is registered with the local government and the country where it is located. Click Continue and in the appearing window fill in at least the mandatory fields (marked with a red asterisk) and click Done.

To manage your legal entities, click on the Actions button, select Manage and click Continue. In the appearing window, you can add a new remit-to address or manage/edit existing ones.

To add a new remit-to address, click on the Add Remit-To button and fill in at least the mandatory fields (marked with a red asterisk) and click Continue.

Information Description
Remit-To Address Address where you want to receive payment.
Integration Information Code to tie your CSP remit-to address with the corresponding address in your ERP.
Banking Information

Optional banking information for the remit-to address. You can use both domestic (US) and international (global) banking information.

Banking information is required for compliant invoicing when indicated (with a red asterisk). Otherwise, banking info is not required and remains private.

Remit To Contact Optional contact information for the remit-to address.
Assign Customers You can select which customers can see a specific remit-to address.

If you merge accounts, your remit-to addresses aren't merged unless you make them available for all customers. Once the merge is complete, you can assign the remit-to address to the specific customers again.

Click Continue to add the address from where you want to ship goods, if it is different from the remit-to address.

After completing the e-invoicing setup, that is, adding a legal entity, you can use it on new invoices. From the Setup Complete page you can choose to go to purchase orders or invoices.

Adding Fiscal Representatives

You need a fiscal representative if you are legally registered in Country A, but you have some operations in Country B that requires you to be registered for tax purposes in Country B. As you are not legally registered (with a local address) in Country B, you need a representative/agent to represent you towards the tax authorities if they need to contact your business. Furthermore, in some countries this information must be on the invoice. 

If you add a fiscal representative, this is associated with a tax registration number that you set up when adding a legal entity. See Setting up E-Invoicing for more info.  

Add fiscal representatives before setting up a legal entity. This ensures that you can assign your fiscal representative to your legal entity.

On the left of the Admin page, click on the Fiscal Representatives link and on the Add Fiscal Representative button.

In the appearing window, fill in at least the mandatory (address) fields (marked with a red asterisk).

The entry appears in the table on the Admin Fiscal Representatives page. Click on the Manage button in the right corner of the table to manage/edit the information for your fiscal representative. 

Adding and Viewing Remit-to Addresses

Remit-to addresses ensure global electronic invoice compliance. To meet compliance regulations for most countries outside of the US, an invoice must include a remit-to address and associated tax information. If you want to do business with a customer who enabled compliant invoicing, you need to provide the necessary information.

You can specify/manage remit-to addresses when setting up (adding legal entities for) electronic invoicing. See Setting up E-Invoicing for more info. 

On the left of the Admin page, click on the Remit-To link to view the list of remit-to addresses and their details, for example, the customers they are assigned to.

Click on View Details to see more information.

Terms of Use

To use the CSP and to allow Coupa to create invoices on your behalf when you use compliant e-invoicing, you must sign the Coupa Open Business Network legal Terms of Use. Otherwise, you can't create and submit invoices through Coupa and the CSP.

The legal terms of use lists the terms and conditions for using e-invoicing through Coupa and the CSP. You as a supplier, especially if you are responsible for managing legal tax invoices, are required to have read, assessed, and agreed to these terms of use and to be aware of your responsibilities towards the content and handling of these invoices.

When you use a compliance country remit-to address for the first time, Coupa validates if you have signed the latest terms of use.

If the Terms of Use has not been signed yet or there is an updated version of the Terms of Use, you are prompted to review and sign it.

Your customer can notify you in an email of an updated version of the Terms of Use. You can use the embedded link to review and sign the legal terms of use.

The Terms of Use is available when you register and log in to the CSP for the first time, when you are notified in the CSP of an updated version, and any time on the left of the Admin page and in the table below.

Time Period Terms of Use
March 1, 2017 - Present Coupa_Open_Business_Network_Terms_of_Use_v.2_28_17.pdf - last updated: February 28, 2017
Dec 1, 2016 - Feb 28, 2017 Coupa_Open_Business_Network_Terms_of_Use_v.11_30_16.pdf - last updated: November 30, 2016

Coupa Accelerate Preferences

Click on the Coupa Accelerate Preferences link on the left of the Admin page to set your early payment discount terms to be potentially applied to any customer across all your invoices (if the customer has also adopted the program).

Click on the Edit Preferences button in the top right corner. Fill in the mandatory name and email fields, and select your preferred accelerated payment terms.

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