MySpend (Coupa)eInvoicing and PO integration

Onboarding package for suppliers

MySpend (Coupa)........................................................................................................................................1

eInvoicing and PO integration.....................................................................................................................1

What is MySpend in Swiss Re?................................................................................................................2

What is the electronic ordering process..................................................................................................2

What is the electronic invoicing process?................................................................................................2

Questionnaire for PO Integration and eInvoicing....................................................................................2

CSP registration.......................................................................................................................................2

Methods of creating einvoices................................................................................................................7

Sample cXML Invoice...............................................................................................................................8

Material Based Invoice........................................................................................................................8

Service based Invoice..........................................................................................................................8

Sample code to post the invoice using API..........................................................................................8

Important Links........................................................................................................................................8

FAQ..........................................................................................................................................................8

What is MySpend in Swiss Re?Swiss Re has been implementing Coupa application as a single global procurement platform called MySpend for purchasing goods and services. It is based on the SaaS product Coupa (www.coupa.com)

What is the electronic ordering processCoupa supports various option of sending POs to supplier. cXML ordering helps the supplier for Tighter integration with Coupa allows you to receive purchase orders from Coupa. If you have a punchout, this is the natural choice. This is suitable for suppliers who want to automate their PO handling.

What is the electronic invoicing process?Electronic invoicing (eInvoicing) is the exchange of the invoice document between a supplier and a buyer in an integrated electronic format. An e-Invoice is structured invoice data issued in Electronic Data Interchange (EDI) or XML formats or structured invoice data issued using standard Internet-based portal (CSP).

Questionnaire for PO Integration and eInvoicing (to be filled in by supplier and sent back)Please fill in the details for test and productive instances and send it back to Sourcing_Support@swissre.com

CSP registrationhttp://supplier-test.coupahost.com - Sandbox

http://supplier.coupahost.com – Prod

Important! Please note while registering supplier in CSP, the Remit To code with address and bank details should be maintained. In addition, the same remit to code should be passed while sending the cXML invoice for the invoice to be complaint. Refer to the sample CXML file below.

Steps:

1. An invitation will be sent from Coupa System for registration. Please use this email and email address to register on the CSP.

2. After logging into CSP, navigate to ADMIN-> Einvoicing Setup and click on "Add Legal Entity"

3. Enter your Legal entity name and country and click on continue.

4. Add address , Tax details and remit to code

5. Add Remit to address and bank details

Click on Save & Continue button, below screen will appear. Click on Next.

6. Enter ship from Address details and click on continue

Methods of creating einvoices1. Flip a PO to create an invoice in the CSP

2. Create non PO backed invoice in the CSP

3. Post CXML invoice from your own invoicing system via API

Prepare the cXML invoice and sample template for Material and Service based cXML invoice are provided along with this document. In addition, using API Post Method, Post the invoice into Coupa.

Sample cXML InvoiceMaterial Based Invoice

Service based Invoice

Sample code to post the invoice using API

Prerequisite: Invoice cXML is the input file for posting the invoice.

Important Linkshttps://success.coupa.com/Suppliers/Integration_Resources

https://success.coupa.com/Suppliers/Integration_Resources/cXML_Compliant_Invoices

FAQ1. What is CSP ?

A: The Coupa Supplier Portal (CSP) is a free tool for suppliers to easily do business with customers who use Coupa. The CSP makes managing customers and transactions easy. Depending on your customer's specific Coupa configuration, you can manage content and settings on a customer-by-customer basis, including viewing purchase orders, setting up delivery methods, creating catalogs, sending invoices and advance ship notices (ASNs), checking the status of transactions, and more

2. What are the various methods of posting an invoice to Swiss Re?A: Suppliers may use their own einvoicing system (CXML only) to post invoices to Swiss Re's procurement system (COUPA) via API. However, it is mandatory for the supplier to register on the Coupa Supplier Portal (CSP) for the invoice to be compliant for that country. This allows the supplier to also receive updates on the invoice from Swiss Re (dispute, rejected etc.). All the information on the status of the invoice can be viewed directly in the CSP.

3. What are the advantages of using CSP over the supplier's own eInvoicing system?A: The CSP allows the supplier to simply flip a purchase order that they have received from Swiss Re into an invoice. Non-PO backed invoices can also be generated in the CSP, provided there is a contract for the supplier available in Swiss Re's procurement system, COUPA. Please reach out to sourcing_support@swissre.com if this is a valid scenario that you would like to use.

4. Why is it mandatory to register on the CSP even if suppliers have their own invoice sending system?A: This is required so that the supplier can interact in real time with Swiss Re's procurement system which received the invoices. In addition, the CSP is needed to post compliant invoices, which is mandatory for Swiss Re to pay the invoices as per legal requirements.

5. Is the necessary to have CXML PO integration for einvoicing to work?A: No, you can still receive PO via email but have an einvoicing system to send to Swiss Re. However, Swiss Re prefers that Purchase orders also are sent to the suppliers electronically.

6. Where can I find more details on CSP?A: All information on the Coupa supplier portal and other resources to help you in einvoicing can be found at:

https://success.coupa.com/Suppliers/Integration_Resources

More FAQs:https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/CSP_FAQ