Supplier Actionable Notifications (SAN)
Overview
Suppliers that are reluctant to join another “network”, remember another password, and go to another website to occasionally receive a purchase order (PO) or send an invoice can transact with their Coupa customers without having to register for or log in to the Coupa Supplier Portal (CSP) or any other website.
Supplier Actionable Notifications (SAN) allow them to act on POs directly from email notifications for POs created in Coupa, having the options to acknowledge, create an invoice from, or add a comment to a PO, or create a CSP account if they want to take advantage of the benefits of working with their customers through the CSP.
Suppliers that are already registered for the CSP can also take advantage of SAN.
Suppliers also get notifications after they submit an invoice, letting them know when their customers perform an action. This improves transparency and further reduces the need for suppliers to track down the status of their invoices through phone calls or emails.
Set Up Supplier Actionable Notifications
Enable/Disable SAN on the COA
SAN on the COA is enabled by default.
-
Go to Setup > Procurement > PO Customization and select the desired chart of accounts (COA) for editing.
-
Under the PO Layout section, select/deselect the Enable Supplier Actionable Notifications checkbox.
Depending on your Coupa configuration, you may need to enable/disable SAN for more than one COA.
Modify the supplier record
-
Go to the Suppliers page and click on the Edit icon for the supplier for which you want to enable SAN.
-
Under the PO Transmission section, check if the supplier has a valid PO Email address and is set to receive PO emails, that is, the PO Method is Prompt or E-mail.
-
Under the Coupa Supplier Portal section, check if the Allow Supplier to: Create Invoices checkbox is selected.
-
Click Save.
If you have a Supplier Information Management (SIM) license, you can use SAN also for SIM requests so that your suppliers can update their SIM records directly from SAN emails.
Send Supplier Actionable Notifications
After setting up the supplier, you can send a SAN email similarly to sending any other PO email.
-
Create and submit a requisition. The COA on the requisition must be configured to allow SAN. See Enable SAN on the COA above.
-
Approve the requisition and manually send the PO email (if you chose Prompt on the supplier record).
The supplier receives a SAN with action buttons and can create an invoice from or add a comment to the PO, acknowledge the receipt of the PO, or create a CSP account by clicking on the relevant button.
For more information, see Coupa Supplier Portal.
Enable/Disable SAN for SIM
To enable/disable SAN for SIM, that is, to allow / not to allow suppliers to respond to form response requests without registering to the CSP, go to Setup > Company Information and select/deselect the Enable SAN for SIM checkbox.
Roles and permissions
When a link is generated for a SAN email, the supplier is automatically assigned either the SAN SIM Supplier or SAN Invoice Supplier role for the duration of the session.
| Role | Description |
|---|---|
| SAN Invoice Supplier | Allows SAN supplier users only to view the PO, create/flip or view an invoice directly from the PO, acknowledge the receipt of the PO, and/or add comments to the PO. |
| SAN SIM Supplier | Allows SAN supplier users only to update their SIM records. |
Users with these roles can't access other parts of Coupa, and they can't perform any other actions in Coupa.
The SAN Invoice Supplier role has the following permissions:
| Controller | Action |
|---|---|
|
Accounts |
Autocomplete Search |
| Accounts | Pick |
| Accounts | Picker Search |
| Accounts | Search Picker Account Table |
| Accounts | Select Dynamic Account |
| Accounts | Update Segment Dropdown |
| Addresses | Create |
| Addresses | New Popup |
| Addresses | Picker |
| Addresses | Search Address Table |
| Addresses | Search Bill To Address Table |
| Addresses | Search Picker Address Table |
| Addresses | Search Picker Bill To Address Table |
| Addresses | Sort Address Table |
| Attachments | Attach |
| Attachments | Create |
| Attachments | Destroy |
| Attachments | Retrieve |
| Attachments | Update |
| Comments | Add Comment |
| Data Table | Add Condition |
| Data Table | Create Content Group Restricted Views |
| Data Table | Create Global Views |
| Data Table | Create Private Views |
| Data Table | Destroy View |
| Data Table | Edit View |
| Data Table | List CSV |
| Data Table | New View |
| Data Table | Update Columns |
| Data Table | Update View |
| Invoice Lines | Pick Account |
| Invoices | Legal Invoice |
| Invoices | Retrieve Clearance Document |
| Invoices | Search Show Invoice Line Table |
|
Payment Receipts |
Retrieve Clearance Document |
|
Lookup Values |
Auto Complete |
|
Now You Knows |
Remove |
| Order Headers | Show Custom |
|
Sessions |
Destroy |
| Sessions | New |
| Settings | Language Region |
| Settings | Locale Preview |
|
Supplier Accepted Terms |
Create |
| Supplier Accepted Terms | CSP Read |
| Supplier Accepted Terms | Read |
|
Supplier Invoices |
Accelerate Payment |
| Supplier Invoices | Accelerate Payment Popup |
| Supplier Invoices | Add Blank Line |
| Supplier Invoices | Add Blank Tax Line |
| Supplier Invoices | Calculate |
| Supplier Invoices | Calculate Tax Amount |
| Supplier Invoices | Change Buyer Tax Registration |
| Supplier Invoices | Change Supplier Tax Registration |
| Supplier Invoices | Create |
| Supplier Invoices | Create Remit To Address |
| Supplier Invoices | Default Tax Info |
| Supplier Invoices | Default Tax Rate Info |
| Supplier Invoices | Destroy |
| Supplier Invoices | Edit |
| Supplier Invoices | Flip Contract |
| Supplier Invoices | Flip PO |
| Supplier Invoices | Index |
| Supplier Invoices | Invalidate Invoice |
| Supplier Invoices | Invoice Header List CSV |
| Supplier Invoices | Item Auto Complete |
| Supplier Invoices | List |
| Supplier Invoices | List for Coupa Connect |
| Supplier Invoices | New Remit To Address |
| Supplier Invoices | Pick Remit To Address |
| Supplier Invoices | Registered Company Fields |
| Supplier Invoices | Remit To Address Picker |
| Supplier Invoices | Remove |
| Supplier Invoices | Resubmit |
| Supplier Invoices | Retrieve Image Scan |
| Supplier Invoices | Retrieve Legal Invoice |
| Supplier Invoices | Search Connect Invoice Header Table |
| Supplier Invoices | Search Invoice Header Table |
| Supplier Invoices | Send Clearance Document for Validation |
| Supplier Invoices | Show |
| Supplier Invoices | Sort Invoice Header Table |
| Supplier Invoices | Toggle Taxation |
| Supplier Invoices | Update |
| Supplier Invoices | Update Buyer VAT IDs |
| Supplier Invoices | Update Invoice Header Account Segments |
| Supplier Invoices | Update Notification Preferences |
|
Supplier Payment Receipts |
Index |
| Supplier Payment Receipts | Invalidate |
| Supplier Payment Receipts | Payment Receipts CSV |
| Supplier Payment Receipts | List for Coupa Connect |
| Supplier Payment Receipts | Revalidate |
| Supplier Payment Receipts | Search Payment Receipt Table |
| Supplier Payment Receipts | Send Clearance Document for Validation |
|
Supplier Order Headers |
Accelerate Payment |
| Supplier Order Headers | Accelerate Payment Popup |
| Supplier Order Headers | Acknowledge |
| Supplier Order Headers | Index |
| Supplier Order Headers | List |
| Supplier Order Headers | List for Coupa Connect |
| Supplier Order Headers | Order Header List CSV |
| Supplier Order Headers | Search Connect Order Header Table |
| Supplier Order Headers | Search Order Header Table |
| Supplier Order Headers | Search Supplier Order Line Table |
| Supplier Order Headers | Search Supplier Order Line Version Table |
| Supplier Order Headers | Show |
| Supplier Order Headers | Show Custom |
| Supplier Order Headers | Sort Order Header Table |
| Supplier Order Headers | Update |
| Supplier Order Headers | Update Order Header Account Segments |
|
Tax References |
Auto Complete |
| Terms of Use | Show |
| UOMs | Auto Complete |
| User | Invoice Header List CSV |
| User | Order Header List CSV |
| User | Search Invoice Header Table |
| User | Search Order Header Table |
| User | Session Alert |
| User | Update User Locale |
The SAN SIM Supplier role has the following permissions:
| Controller | Action |
|---|---|
|
Attachments |
Create |
| Form Responses | Create Child Widget |
| Form Responses | Delete Child Widget |
| Invoices | Retrieve Clearance Document |
|
Lookup Values |
Auto Complete |
|
Settings |
Language Region |
| Settings | Locale Preview |
|
Supplier Invoices |
Change Buyer Tax Registration |
| Supplier Invoices | Change Supplier Tax Registration |
| Supplier Invoices | Update Buyer VAT IDs |
| User | Update User Locale |