Using Coupa

Coupa is a leading cloud-based e-commerce spend management tool which provides solution for the Source to Pay (S2P) process encompassing Sourcing, Contract Management, Supplier Onboarding, and Invoicing. Suppliers use Coupa through the Coupa Supplier Portal (CSP). We have created “How to” scripts to explain how you can use the CSP effectively.

– Introduction to Coupa Supplier Portal (CSP)

– Coupa Modules

1) Source to Contract (S2C) – Participate in eAuctions

2) Contract Lifecycle Management (CLM) – Review Contracts

3) Supplier Maintenance (SMT) – Join & update the CSP 

4) Procure to Pay (P2P) – Invoice Mitie

– Further Support

Coupa Supplier Portal Support – Webinars;
VAT Registration Number Update;
Important Coupa Supplier Portal Updates;
Guide for Suppliers in the Construction Industry Scheme (CIS) – Updated Nov’22;
Coupa Procure to Pay Phase 2 Roll-Out – We are LIVE;
Guide to Exporting & Importing;
POs and electronic invoices for Group, Business Services and Specialist Services must be processed via Coupa CSP or SAN;

Introduction to the Coupa Supplier Portal (CSP)

Login to the CSP

The CSP is a easy to setup, free tool for suppliers to manage business with all customers who use Coupa, under one roof. 

Login to the CSP using this link:  https://supplier.coupahost.com/

Note:

  • Bookmark the link/Add it to your Favourites
  • The email address used to login should be the same as the primary contact held on Mitie’s Vendor Master
  • If you already use Coupa with other customers, please provide the email address for your current CSP administrator
Set-up and use your Coupa Supplier Portal

Please view this video on

How to set-up and use your Coupa Supplier Portal

Navigate the CSP

If you are new to Coupa, please refer to this guide on how to navigate the Coupa Supplier portal

How to navigate the CSP

New Mitie Suppliers:

If you are a new supplier and are currently being onboarded please refer to

How to complete the New Supplier Information Request(NSIR) Form

Existing Mitie Suppliers:

If you are existing Supplier, please ensure you have a legal entity set-up in your CSP

How to set-up Legal Entity

If you need to update your important company information for e.g. Bank details, Insurance details etc. please email [email protected]

Manage the CSP

The CSP makes managing customers and transactions easy. Depending on your customer’s specific Coupa configuration, you can manage your profile and settings on a customer-by-customer basis. We have drafted a few How to guides to help you manage your CSP portal with Mitie :

Coupa Modules

The Coupa functionalities used by Mitie are listed below. Each of these four modules are interactive:

Source to Contract (S2C)

 – Participate in eAuctions

Coupa eSourcing and eAuctions tools enable Suppliers to interact online with Mitie during the Sourcing and eAuction process:

Contract Lifecycle Management (CLM)

  – Review Contracts

Coupa Contract Lifecycle Management (CLM) module enables suppliers to review & manage contracts online.

Supplier Maintenance (SMT)

– Join & update the CSP

Mitie uses Coupa to onboard new suppliers and undertake validation checks to ensure our suppliers meet our minimum standards and to update, amend and maintain details like Bank details, remit to address etc. for existing Suppliers.

 – New Suppliers: If are new supplier being onboarded and need help with the New Supplier Information Request Form please refer to the How to Guide below.

– Existing Suppliers: To update Bank Details / Remit-To Address please follow the process below

Procure to Pay (P2P)

– Invoice Mitie

Coupa is Mitie’s new Purchase to Pay (P2P) system and changes the way we do business with our suppliers.

Depending on the volume and frequency of transactions there are multiple ways you can invoice via Coupa, you can either choose

a) Coupa Supplier Portal (CSP) – An email invitation will need to be received to register on the CSP. We recommend using the CSP to: Manage your company information; Configure your company PO transmission preferences; View all POs; and Create & Transmit electronic invoices & credit notes. Benefits of using the CSP are a faster invoice-to-pay process with convenient, real-time visibility of invoice/payment status

OR

b) Supplier Actionable Notifications (SAN) – It allows you 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.

Tax Exempt or under the CIS scheme?

If you are a Supplier who is Tax Exempt or registered under the CIS scheme, please refer to the Quick reference guide on how to manage Invoices.

* Note: Suppliers under the Construction Industry Scheme (CIS) please refer to this Guide.

Disputed Invoices?

If your invoices are displaying a Disputed status, please refer to this Quick reference guide on how to resolve this,

*Note: Mitie workwise email address will not accept emails with Coupa PO related invoices and they will be a Return to vendor process.

If you need further support regarding your invoices e.g. payment status, pending approval etc. please email [email protected]

Further Support

For more questions regarding Coupa or the Coupa Supplier Portal (CSP), please click on the button below

If you cannot find the answer to your question or need more support please contact [email protected]