How to update your Coupa Supplier Portal (CSP) – Mitie Profile

Coupa Supplier Portal (‘CSP’).


Coupa is the tool used by Mitie to onboard new Suppliers as well as to maintain and amend existing Supplier details. This training script will detail how Suppliers should update their Coupa profile and submit the information to Mitie.

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Receive an Email Notification to Update your profile for Mitie Group Plc.


The primary contact will receive an email notification requesting to Update your profile for Mitie Group Plc.

  • Read the Email and Click Update Profile’.

Note: 

– Please check Spam/Junk folder or for any firewalls restricting emails.

– This will open a new page with the form to complete the Information Request on CSP.

Complete the Supplier Information Update Form.


You will find that some information on the form will be pre-populated, as it pulled through from the Mitie Supplier Information Management (SIM) system.

All fields marked with a red asterisk (*) are mandatory.

  • Fill in the information on the form, where it is missing.

Note:

– Answer the ‘Will the supplier be providing any services on-site?’ question by selecting ‘Yes’ or ‘No’ from the dropdown.

– There is an open question with QHSE as to whether processing overseas suppliers through Safe Supplier is the right thing to do. Until that is confirmed, Mitie can accept ‘000000’ as an Alcumus ID for overseas suppliers only

Update Basic Details.


Some of this information will have been pre-populated by Mitie, but may be edited if required.

  • Review your Company name and Address details.

 

Note: The “Company Name” captured must be exactly the same as the Registered company name (eg. Ltd or Limited as it is captured on registration). This is defaulted from the supplier record.

Milestone reached!


You have just updated the Basic details and are ready to update the Bank and Remit-To details, please see below:

Update Remit-To Details.


  • Against Bank Details click ‘Yes’.
  • To update the Supplier Remit To address, click ‘Add Remit-To’.

Note: This will open a new window to choose from existing Remit-To address or Create New Remit-To address on your CSP.

  • Click ‘Create New Remit-To-Address’.

Note: This will open a new window to create New Remit-To details on your CSP.

  • Input Legal Entity Name. 

– Enter the ‘Legal Entity Name’.

– Capture the Country/Region. Click ‘Continue’.

Note: Please ensure this must be exactly the same as registered company name (eg. Ltd or Limited must be captured in the same format).

  • Add ‘Type of Company’.

– Please specify if you are trading as a Limited Company or Sole Trader etc.

– Click ‘Save & Continue’.

  • Complete the form (The Miscellaneous section at the bottom can be ignored).
  • Click ‘Save & Continue’.

Note: When filling in the VAT number complete it with country prefix for ie. GB or IE and the digits without any spaces. For eg.GB123456789.

  • Payment Type must be “Bank Account” Add bank details and click ‘Save & Continue’.

Note: Only one bank account can be added to your Mitie Coupa account.

  • Review & Click ‘Next’.
  • Review & Click ‘Done’.
  • To add the new remit to address click ‘Add Now’.
  • You are now directed back to the form where you will see two remit to addresses.

Note: Only one ‘Remit-To Address’ can be captured on a Supplier Form.

  • Against the Remit-To that you do not want, select Inactive’.
  • If the bank details have been updated, you will need to attach new supporting documents that reflects those new bank details.

a. Remove the old/redundant attachments by clicking the red cross.

b. Add the new attachments.

Milestone reached!


You have just added new Remit-To details and are ready to complete the rest of your form, please see below:

Update Insurance Details.


  • Re-add Insurance details if appropriate.

Note: If you have a combined policy you need to ensure that your Policy Schedule clearly shows the insurances covered and related value.  This must be attached to each insurance section it relates to.

  • Click ‘Submit for Approval’.

Note: The CSP admin of your company can view your Mitie profile, update and re-submit changes anytime if there is a change within your company like new bank details etc. under Profile → Information Requests.

Milestone reached!


Your updated Supplier form is pending approval with Mitie. When your response is approved, you will be notified that your onboarding has been successful. For rejection, please see below:

If your form is Rejected!


  • You will be notified via email if the information was not accepted as well as displaying the comments added by Mitie Vendor Maintenance.
  • You have the option to View your profile, update and re-submit changes for Approval.

What Happens Next?


The Supplier form is reviewed by Mitie and will be subject to an approval process.

Supplier Onboarding Checks Include:

  • Make sure that the company registration on Company’s House matches the company name captured on the form.
  • The supplier’s primary category to determine if the category relates to on-site or off-site services to establish relevant Insurances.

Avoid your Supplier Update Form being rejected by Mitie:

  • If you have selected ‘Yes’ to whether you will be providing services onsite, you must provide an Alcumus number. There is an open question with QHSE as to whether processing overseas suppliers through Safe Supplier is the right thing to do. Until that is confirmed, Mitie can accept ‘000000’ as an Alcumus ID for overseas suppliers only.
  • Ensure that the VAT number that is captured is entered with no spaces and prefixed with a Country code i.e., GB12345678.
  • The ‘Company Name’ captured must be the Registered company name.
  • When updating the ‘Remit To’ address, make sure that the ‘old/unwanted’ address is de-activated by selecting Inactive.
  • You must attach insurance documents were applicable. The insurances must be in date/active.
  • For any questions, please contact [email protected].

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