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Coupa Success Portal

Create and Manage Business Entities

Introduction

The Business Entity is a record in Coupa that represents a company you are doing business with. You can use business entities to create parent-child relationships between business entities and between business entities and supplier records that let you share data throughout your hierarchies. Business entities help keep your supplier data consistent and reduce manual tracking that you need to do to manage related suppliers.

How it works

The business entity is a non-transactional record that you can use to share risk scores between parent business entity records and their child business entity and supplier records. You can choose how your business entity records share risk scores with their children both globally and within the business entity record:

  • Globally: Each business entity record can use the global sharing setting to either allow data sharing for all business entity records or not. Go to Setup > Suppliers > Data Sharing Settings and click Activate to allow data sharing or Inactivate to prevent data sharing. By default, global sharing is not enabled.
  • Business entity record: You can choose whether to use the global sharing setting (as described above), to override the global default and always share data, or override the global default and never share data.

If a child record has its own risk scores, it does not inherit risk scores from its parent, even if the parent record is set to share risk scores with the child record.

These options determine how your business entities share their risk scores. For example, let's say that we have Business Entities 1, 2, and 3 and Suppliers 1, 2, 3, 4, and 5, as illustrated in the image below:

business_entity_sharing_tree_updated_r31.png

Business Entity 1 is the parent record of Business Entities 2 and 3 and Supplier 1 and shares its scores with its child records, so:

  • Business Entities 2 and 3 and Supplier 1 all inherit Business Entity 1's risk scores.

Business Entity 2 is the parent of Suppliers 2 and 3 and shares its scores, so:

  • Supplier 2 inherits Business Entity 2's risk scores.
  • Supplier 3 has its own risk scores, so it uses its own scores and doesn't inherit scores from its parent.

Business Entity 3 is the parent of Suppliers 4 and 5 but doesn't share its scores, so:

  • Supplier 4 has its own risk scores and uses those.
  • Supplier 5 doesn't inherit Business Entity 3's scores. Instead, it inherits Business Entity 1's scores.

View supplier business entities

If you have the Admin or Business Entity Manager roles, you can view your organization's supplier business entities on the Business Entities screen. Navigate to Setup > Suppliers > Business Entities.

business_entity_data_table_clean_r31.png

Column Description
Name A unique name the supplier business entity is identified by throughout many different areas in Coupa.
Type

Whether the business type is legal or organizational.

For more information about what the type is used for, see Business Entity Record Fields.

Status

Supplier business entities can either be active or inactive.

For more information about business entity status, see Business Entity Record Fields.

Display Name An optional, more friendly name for end users.
Actions

You can complete the following actions:

  • Edit (edit_pencil_icon.png): Opens the record for editing. For more information, see Business Entity Record Fields.
  • Activate (activate.png): If a business entity is inactive, click to activate it so it can be used in relationships.
  • Inactivate (inactivate.png): If you don't want a business entity to be used, click to inactivate it. Inactive business entities cannot be assigned in relationships.
  • Locked (locked_icon.png): If a business entity is included in an active relationship, you cannot inactivate it. Edit the Business Entity record and inactivate any active relationships.

View business entity risk scores

You can view a business entity's risk scores on the business entity record.

  1. Go to Setup > Suppliers > Business Entities.
  2. Click on the business entity record whose scores you want to see.
  3. At the end of the Name field, click the blue shield (business_entity_record_shared_score_shield.png). The popup window displays the business entity's risk scores.
    business_entity_risk_scores_updated_r31.png

If you want to view supplier risk scores inherited from business entities, you can do so from the Supplier Health page. For more information, see View Risk Score Details.

Create a business entity

  1. Go to Setup > Suppliers > Business Entities.
  2. Click Create.
  3. On the screen that appears, complete the fields. For field descriptions, see Business Entity Record Fields.

 The Data Sharing section determines how the supplier business entity records shares risk data.

  1. Scroll to the bottom of the page and click Save.
  2. After saving, you can edit the record to add Business Entity Addresses, Business Entity Account Owners, and Business Entity Relationships. For more information, see Business Entity Record Fields for field descriptions and Create business entity relationships for instructions about creating relationships.

Create business entity relationships

  1. Go to Setup > Suppliers > Business Entities.
  2. Click on the business entity you want to create a relationship for.
  3. In the Business Entity Relationships section, click Create.
  4. Complete the fields. 
    business_entity_relationship_window_r31.png
    Field Description
    Business Entity Displays the business entity name and is not editable.
    Relationship Type Select whether you want the business entity to be the parent or child in the relationship you are creating.
    Related Entity

    Select the business entity you want to become the parent or child in the relationship, depending on what you selected in the Relationship Type field.

  5. Click Save.

Create supplier-business entity relationships

  1. Go to Suppliers and select the supplier you want to create a relationship for.
  2. Click Edit.
  3. In the Parent Company Type field, select Business Entity.

You can also create supplier-to-supplier sharing relationships. For more information, see Supplier Risk Sharing.

  1. In the Parent Company field, type in the business entity name and select it from the dropdown list.
  2. Click Save.

Edit a business entity

  1. Go to Setup > Suppliers > Business Entities.
  2. Locate the supplier business entity you want to edit and click the Edit icon (edit_pencil_icon.png).
  3. In the window that appears, complete your changes. For field descriptions, see Business Entity Fields.
  4. Scroll to the bottom of the page and click Save.

Inactivate business entity relationships

  1. Go to Setup > Suppliers > Business Entities.
  2. Locate the supplier business entity you want to inactivate relationships for and click the record name.
  3. In the Business Entities Relationships table, click Inactivate (inactivate.png) in the Actions column.

You cannot activate a relationship after you inactivate it.

Activate or inactivate a business entity

  1. Go to Setup > Suppliers > Business Entity Relationships.
  2. In the Actions column, click either Activate (activate.png) or Inactivate (inactivate.png).

You cannot inactivate a business entity if it is part of an active relationship. First, inactivate all of business entity's relationships. For more information, see Inactivate business entity relationships.

Change default global sharing setting

By default, global risk score sharing is not enabled.

  1. Go to Setup > Data Sharing Settings.
  2. In the Actions column, click Activate in the Business Entity row to enable global sharing or Inactivate to disable global sharing.

Any business entity records that use the Use Default Setting use the sharing setting you just enabled or disabled. Changing this setting immediately updates how supplier records set to use the default setting behave.

FAQ and Troubleshooting

Why can't I inactivate a business entity?

If a business entity is part of an active relationship, you cannot inactivate it until you inactivate all of its active relationships. For more information, see Inactivate business entity relationships.

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