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Coupa Success Portal

Create a Relationship

You can create a relationship in Risk Assess.

To create a relationship, the following required (*) fields must be completed on the Add New Relationship page:

REQUIRED FIELD

FIELD DEFINITION

Name

Name of the contract or agreement; the supplier name should not be repeated here

Supplier

Dropdown list for supplier selection

Relationship Manager

Customer employee who is “owner” of the relationship

Start Effective Date

Start date of the contract period of performance

Account Manager

Dropdown list for supplier employee who is responsible for managing the relationship

Classification

Dropdown list of configurable values

Category

Dropdown list of configurable values

Coupa Category Family

(select closest match from dropdown list)

Organization Units

(select one or more Org Units from available values)

The following/all other values on the Relationships page are optional:

OPTIONAL FIELD

FIELD DEFINITION

Relationship Request Life Cycle

Indicator of the stage of the process in which the relationship is categorized

Status

Indicator of whether the relationship is active and available to the Risk Assess workflow (i.e., able to be enrolled in programs and engagements) or if the relationship is inactive and unavailable to the workflow

Parent Relationship

Name of the relationship for which this relationship is a sub-agreement; this field creates the parent/child hierarchy between two relationships by pointing a subordinate relationship to its parent (or master agreement)

Add to Dashboard List

Indicator of whether the relationship should be added to the “Watched Relationships” (when the widget is added to content) on the user’s dashboard

Description

Brief explanation of the general terms of the contract and the products/services provided under the contract

Contract Number

Contract reference number assigned to the contract upon creation

Contract Amount

Total (or annual) dollar value assigned to the contract

Contract

File attachment containing the contract document

At Risk Fee

Dollar amount used to calculate performance-based compensation for a supplier or relationship based on the final score of an assessment from a performance program; at risk fees are the variable portion of the supplier’s compensation that can be earned if the supplier performs up to expectations

Expiration Date

Expiry date of contract period of performance (the relationship expires at 11:59:59 PM on the expiration date)

Classification

Supplier segmentation classification, which indicates the type of business relationship the client has with the supplier

Risk Rating

An assessment of overall risk assigned to the supplier relationship

Category

Services classification for the relationship

Subcategory

Services sub-classification for the relationship

Coupa Category Family

Services category for the relationship; provides mapping from “Category” to generic Coupa Category families seen by all customers

Coupa Subcategory

Services subcategory for the relationship

Coupa Category

Services subcategory for the relationship; provides mapping form “Subcategory” to generic Coupa categories seen by all customers

Geography

Area where the contract is utilized; for example, the contract may be available globally, or only applicable to a single State or geographic region

Available Locations

Locations from which the supplier provides products/services; each location represents a different site

Selected Locations

Supplier locations from which products and services will be delivered under this contract

Relationship Access

Customer and supplier access to the relationship

Available Groups for Relationship Access

Any user group defined for the customer can be granted permission to view the relationship record

Selected Groups for Relationship Access

User groups to whom access rights to view the relationship record are granted

Parent Engagement

Auto-populated reference to the engagement from which the relationship was created. This associated is created when the candidate supplier is awarded and the relationship is automatically created from the engagement

To create a relationship, follow the steps below.

1. Click the Relationships tab (or scroll to the Relationships section under a Supplier record).

2. Click the Create New button to view the Relationships page.

RA - Create New Relationship.png

3. Complete all required fields and any optional fields.

RA - Create New Relationship page.png

4. Click the Save button to save the new relationship. Or, click the Cancel button to discard the data.

RA - Save button.png

5. Click the Activate button to make the relationship available to be enrolled in programs.

Relationship records can also be created using the Quick Access Panel. Please refer to the Relationship Tab Quick Access Panel help content for detailed instructions.

  • Relationship records can also be created by importing the data via spreadsheets. Please refer to the Integration-Relationship Import help content for detailed instructions on importing relationship records.
  • Relationship records can also be created by awarding an engagement to one or more candidate suppliers. Please refer to the AWARDING AN ENGAGEMENT help content for detailed instructions on importing relationship records.
    • In order for values populated into Engagement UDFs to be carried forward into the Relationship upon award, a copy of the UDFs need to be created for the relationship.
    • Values in Candidate Supplier UDFs are not carried forward to the supplier or relationship record.
    • Attachments are not carried forward into the relationship upon award.
  • A relationship cannot exist without a supplier.
  • It is a common error to try to save the relationship record without completing the second page of the wizard. Be sure to click the Next button to navigate to the next wizard page.
  • If the relationship is created from the supplier detail screen, the supplier choice will be pre-selected and disabled or “grayed out.”
  • Selections for dropdown lists are customizable and can be created via the Admin tab > Configuration Data Management section > Setup Data Management link.
    • Setup Data Types: Classification, RiskRating, Geography
  • Administrator privileges are required to create new set-up data. Please refer to the Administration-Configuration Data Management – Setup Data Management help content for detail instructions on creating setup data.

Relationship expiration

Relationships expire at 11:59:59 PM on the designated expiration date. Relationship status is automatically set to “Expired” at midnight (or shortly thereafter) on the day following the expiration date.

If the relationship is enrolled in a program with “Run Inactive Objects?” set to ”Enabled,” then the program launches on the next launch date.

If the relationship is enrolled in a program with “Run Inactive Objects?” set to “Not Enabled,” then the program does not launch on the next launch date.

The Relationship Expiration Pending Notice email is sent to the Relationship Manager 90/60/30 days prior to expiration.

When the expiration date (on an expired relationship) is updated to a future date, then the user must also update the status to active. The system will not automatically update the status from expired to active.

Once the relationship status is changed from expired to active, programs will catch up and launch.

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