1. Set up a communication plan and timeline when any creation of new requisitions/orders should be restricted to end users. This will depend on your move to production and go-live timelines with Coupa system. You would also want to consider restricting the ability to change issued orders to stop users from increasing amounts or adding lines. There can be a dedicated group of power users or buyers who can manage any requested changes like this. Orders can be closed out and any changes then requested in Coupa.
Majority of Coupa customers look to finish and close out their legacy transactions in the previous system and start fresh in managing their spend in Coupa. This does require parallel management of purchase order transactions in multiple systems for a period of time until all orders become managed in Coupa. Below are some guidelines that can be followed to successfully manage legacy transactions and transition to Coupa.
2. Declare a period of a few days prior to go-live to allow any requisitions that have been raised to date to be converted to orders. ie. No more requisitions can be raised in this time, as need to allow for the conversion of existing requisitions to orders. If any requisitions are not converted by go-live to PO then those requests would have to be re-created in Coupa.
3. Post go-live date, any issued orders that exist in previous system need to be completed in that system to allow for goods receipt and invoice receipt. All new requisitions and orders would be created in Coupa.
4. Communications should go out to suppliers about change in systems and agreement established how to invoice legacy orders vs. Coupa issued orders for those suppliers using Coupe electronic invoicing methods.
5. Where there are long terms orders, say for rent or services, business needs to decide on a time frame in which these are to be completed in previous system. ie. If they have a framework order created for whole year and you are at start of that year, then this should at some point be closed and brought across to Coupa. The intention of this is that after say 3 months, it should force all procurement activity to be in Coupa, as having it go across 2 systems for longer may cause additional overheads on AP.