The Admin Page
On the Admin page you can manage your users, your merge requests, and the remit-to addresses for your customers.
|Users||Invite new users, and manage what each user can do on CSP and what customers your users can interact with.|
|Merge Requests||Manage any merge requests you sent to or received from other supplier accounts.|
|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.|
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.
Editing a User
- Click on the Admin icon () on the menu. The Admin page appears.
- Click on the Edit button to open the Edit user access for [User Name] window.
You can change the user's name and modify the user's permissions. You can't change the user's email address, though. 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.
|Admin||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 can't edit existing users. The permissions on the invitation can't exceed the permissions of the user creating the invitation.|
|ASNs||Adds the ability to view and work with advance ship notices (ASNs).|
|Catalogs||Adds the ability to view and work with catalogs.|
|Invoices||Adds the ability to view and work with invoices.|
|Orders||Adds the ability to view and work with purchase orders (POs).|
|Profiles||Adds the ability to modify customer-specific profiles. All users, regardless of permissions, can edit the public profile.|
|Sourcing||Adds the ability to submit documents to customers as part of a sourcing event.|
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 on CSP. This can happen when several users from the same company sign up for, or are invited to, CSP through different email addresses. The suggestions to merge accounts are based on email domain. For example, all users with the @example.com domain get suggestions to merge. Merge suggestions appear in the right-hand column on 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.
|Make my company the owner of the merged 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. For more info, see Managing Users.
|Make the company to which I'm sending this request the new owner of the merged 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:
|Connected customers & 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.|
Adding Remit-to Addresses
Remit-to addresses ensure global electronic invoice compliance. You can specify remit-to addresses on CSP.
- Click on the Admin icon () on the menu. The Admin page appears.
- Click on the Remit To link on the left-hand side.
- Click on the Add Remit To button in the right-hand corner.
The Create Remit To Address window appears.
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 information below. The asterisk (*) indicates mandatory fields.
|Remit to Name||A unique easily identifiable user-friendly name.|
|Remit to Code||Use this field to tie your CSP remit-to address with the corresponding address in your ERP.|
|Supplier Information*||Standard address information, including country and tax country. Tax country determines the origination country for tax purposes.|
|???Can't see this field on UI: Tax Registration/VAT Identification Number||Required to claim taxes from a customer.|
|??????Can't see this field on UI: Disclosure information||Optional (though may be required for compliance) invoice footer information.|
Optional address and 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 an 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.
Creating Custom Views
With a custom view you can create a set of advanced search filters.
- Click on the Menu icon () and select the function where you want to set up a custom view.
- Go to the Coupa table whose view you want to change.
- At the top of the table, click on the View dropdown list and select Create View.
- On the Create New data table view page, specify the settings you want to use for your custom view, including the filtering conditions to use, the columns to include, and the sorting criteria. If you want to build this view off of another view and tweak those settings, use the Start with view option under the General settings. For more info, see Custom View Settings.
- Click Save.
Custom View Settings
You can use the following settings when creating or editing a custom view for a Coupa table.
|General||Name||The custom view name, visible from the View dropdown list at the top of the table.|
|Visibility||Defines whether this view can be visible to only you or all other Coupa users that can see the main table.|
|Start with view||Use this option to load the settings from another view, and then tweak those settings to fit your needs for this view.|
All of these conditions: Coupa displays results only for objects that meet all of the conditions you add in this list.
Any of these conditions: Coupa displays results for objects that meet at least one of the conditions you add in this list.
|Conditions||Create conditions based on the data available in Coupa.|
|Columns||Available columns||This list depends on the table you work with in Coupa. You can select any of these columns to add into your custom view.|
|Selected columns||These are all the columns Coupa displays with this custom view. It displays them, from left to right, in the same order that you set them up here.|
|Default Sort Order||Choose the column you want results to be sorted by and define whether to sort them in ascending or descending order.|