EASYBUY PUNCHOUT SUPPLIERS TRAINING - Unilever · 2020-02-12 · now be sent to Coupa. Hence, the...
Transcript of EASYBUY PUNCHOUT SUPPLIERS TRAINING - Unilever · 2020-02-12 · now be sent to Coupa. Hence, the...
AGENDA FOR TODAYINTRODUCTION TO COUPA
S. No. Topic
1. Why are we replacing Ariba?Reasons for replacing Ariba
2. CoupaAbout Coupa- global presence, features
3. Ordering ProcessEnd to end ordering process flow
4. Configure PunchoutPunchout Configuration parameters
5. CatalogsCatalog management and approval
6. Purchase OrdersPO process flow, transmission details
7. Supplier Help DeskSupplier help desk email and hotline details
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TRAINING OBJECTIVES
• Understand the vision of supplier enablement under Easy Buy Program
• Understand the PO Transmission flow with Coupa
• Get acquainted with the To-Be processes and supplier roles in Coupa
• Address suppliers’ queries to ensure seamless transition
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WHY ARE WE REPLACING EXISTING ARIBA?
• End of life support by 2018
• Limited mobility capabilities
• It’s a 15+ year old system, both look and feel is outdated
• Limits opportunity to simplify some processes as its heavily customized
• Limited scalability opportunity
TECHNOLOGYOBSOLESCENCE
USEREXPERIENCE
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ABOUT COUPA
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420B+SPEND
OPTIMIZED
3M+SUPPLIERS
100%MOBILE
99.99%UPTIME
1.5M+USERS
20+LANGUAGES
100+COUNTRIES
530+GLOBAL
CUSTOMERS
$15.0B+SAVINGS
Founded In 2006
HQ in San Mateo – California
Listed on Nasdaq
Ticker Symbol Coupa
ORDERING PROCESS
Purchase Order is automatically or
manually sent to the supplier
User receives goods or services purchase order based on the quantity or amount received from the
supplier.
RECEIVINGSEND TO
SUPPLIER
A Purchase Order is generated once the
Purchase Requisition is fully approved. Details
of the requisition will be copied on the purchase
order
PO CONFIRMATION
PO GENERATION
INVOICING
Supplier creates invoice against the
goods/ services received by customer.
Supplier sends the invoice to customer
for payment
Ordering process is a cross-business process composed of a series of steps starting with purchase order generation and ending in invoicing materials and services. Please note that for all punch-out suppliers, PO will be transmitted using cXML or email transmission method
Supplier reviews Purchase Order and
sends acknowledgement to
buyer.
In scope of Easy Buy Out of Scope 10
CONFIGURE PUNCHOUT: BACKGROUND
As Is and To Be process flow comparison is shown below:
From supplier’s perspective, the purchasing process will remain same, only the purchase information willnow be sent to Coupa. Hence, the punchout suppliers need to be configured in the new Coupaenvironment. The punchout configuration in coupa will be taken care by the project team. Team hasalready received the production instance punchout details from the supplier.
User clicks on supplier in Ariba
portal
User reaches the supplier website
On checkout, user is directed back to
Ariba with purchase details
Requisition is created in Ariba
User clicks on supplier in Coupa
portal
User reaches the supplier website
On checkout, user is directed back to
Coupa with purchase details
Requisition is created in Coupa
As Is Process:
To Be Process:
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PARAMETERS FOR CONFIGURING PUNCH-OUTThe following parameters are needed to configure punchout suppliers in coupa environment
Item Description
Company logo The logo will act as a link to your punchout. It will appear on the Coupa home screen under the Shop Online section. The image should be a JPG or PNG that’s 150 x 50 pixels in size.
PO URL The full routing URL required to receive purchase orders in Coupa.
Customer domain Usually a DUNS or NetworkID. (E.g. DUNS)
Customer Identity Usually a DUNS or NetworkID. (E.g. Unilever_Coupa)
Supplier domain Anything defined by the supplier, but it's usually DUNS or NetworkID, depending on the corresponding identity value
Supplier Identity Usually a DUNS or NetworkID
Shared secret A password that validates the buyer with the supplier. This is a required credential.
Punch-out URL The full supplier URL in Coupa
Description Description of the punchout site.
Protocol This field should always be cxml.
Basic Auth User Supplier username for Unilever (for PO transmission)
Basic Auth Password Supplier password for Unilever (for PO transmission)
Punch-out point of contact Supplier point of contact- Name, email and contact number
Note: Apart from above parameters, the UNSPSC code and unit of measure need to be aligned with UL
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CATALOGS
The process to manage the content and prices in the supplier punch-out site will remain the same ascurrently for Ariba
• Suppliers will manage the punch-out catalog content
• Suppliers will update the prices to reflect the contract agreements with Unilever
Once the supplier updates the information in their punch-out catalog, the same information, without any approval, will be visible for Unilever users during punch-out
Punch-out catalog maintenance
Punch-out catalog approval
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PunchoutSetupRequest cXML
PunchoutSetupMessage cXML
PunchoutSetupResponse cXML
When a Coupa user clicks the supplier’s punchout
link, Coupa sends a cXML document containing the
buyer’s ID
The punchoutauthenticates the user and returns a response cXML document with the landing page URL
When the user checks out, the punchout sends
a cXML document to Coupa, with the items the user added to their
cart
PURCHASE ORDERS
The basic punch-out sequence is shown below:
Coupa creates a requisition from the information contained in the order message.
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PO TRANSMISSION VIA CXML: NEW PO
PO will be transmitted via PO method: cXML/Email. cXML process flow is shown below:
Requester punch ins to vendor website
Requester adds item to the cart and checks
out
cXML is transferred to Coupa with all
requisition details
PO cxml is transferred to supplier’s website.
Requisition is created using cXML details.And
PO gets generated
Supplier receives the PO in its system
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A reference new PO cXML can be seen here
PO TRANSMISSION VIA CXML: CHANGE PO
PO is changed by buyer
Supplier receives the
updated cXML
Supplier uses the updated
PO
Any revision to PO will be sent to the supplier via PO Method: Email/cXML. The purchase order will get updated in supplier system. cXML process is shown below
Offline ProcessOnline Process
PO is changed by buyer
Supplier cancels PO
New PO will be processed
If there is change in the purchase order, supplier will cancel the existing purchase order and a new purchase order with the updated details will be used.
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A reference changed PO cXML can be seen here
PO TRANSMISSION VIA CXML/EMAIL: CANCEL PO
PO is canceled by buyer
Supplier receives the
cancel PO cxml
In case of PO cancellation, cXML will be sent to the supplier via PO Method: Email/cXML. The PO will gets canceled in the supplier system. cXML process flow is shown below:
Offline ProcessOnline Process
PO is canceled by buyer
Supplier cancels the PO
in its system
If the purchase order is canceled by buyer, supplier will cancel the existing purchase order.
PO gets canceled in supplier
system
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A reference cancelled PO cXML can be seen here
SUPPLIER HELP DESK
• After the transition from Ariba to Coupa, the supplier support model will remain same• Please feel free to reach-out to supplier help desk for any clarifications or concerns
Step1: Select North America to view the Contact Details
Step2: Reach out to supplier help desk using e-mail and hotline (as shown above)
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