COUPA SUPPLIER REGISTRATION.pdf

Quick Reference Guide: Supplier Registration and

Coupa Supplier Portal (CSP)

Quick Reference Guide

Coupa Supplier Registration and Coupa Supplier Portal (CSP)

Contents

Supplier Registration Overview

Supplier Information Update Form

Supplier Information Update Fields & Filling Them Out

Coupa Supplier Portal Main Menu

FAQ’s

Additional Coupa Resources file:///C:/Users/dmockus/Desktop/05.%20Software%20and%20Platforms/Coupa/USPS/01.%20SIM/USPS%20Coupa%20Supplier%20Registration%20QRG.docx%23_Toc62033371 file:///C:/Users/dmockus/Desktop/05.%20Software%20and%20Platforms/Coupa/USPS/01.%20SIM/USPS%20Coupa%20Supplier%20Registration%20QRG.docx%23_Toc62033372 file:///C:/Users/dmockus/Desktop/05.%20Software%20and%20Platforms/Coupa/USPS/01.%20SIM/USPS%20Coupa%20Supplier%20Registration%20QRG.docx%23_Toc62033373 file:///C:/Users/dmockus/Desktop/05.%20Software%20and%20Platforms/Coupa/USPS/01.%20SIM/USPS%20Coupa%20Supplier%20Registration%20QRG.docx%23_Toc62033374 file:///C:/Users/dmockus/Desktop/05.%20Software%20and%20Platforms/Coupa/USPS/01.%20SIM/USPS%20Coupa%20Supplier%20Registration%20QRG.docx%23_Toc62033375 file:///C:/Users/dmockus/Desktop/05.%20Software%20and%20Platforms/Coupa/USPS/01.%20SIM/USPS%20Coupa%20Supplier%20Registration%20QRG.docx%23_Toc62033376

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The United States Postal Service eSourcing application is being replaced with a new product called Coupa. Your company has or will be automatically set up to start the transition into the new system and you will (if you haven’t already) be sent a link via email to set up your password for the Coupa Supplier Portal and finish updating your company profile. You will need to complete your profile and the form as soon as possible to ensure that USPS will be able to invite you to appropriate opportunities based off your company information and services.

Before Getting Started

Please select one primary contact who will oversee and maintain your company’s profile in the Coupa Supplier Portal. The user you add will be the primary contact for your company when invited to USPS solicitations. Please be sure to keep this information updated and correct to ensure you have an active contact for events.

If your company has multiple contacts with USPS, whether they work in a different office or support a different company function, you can send a request to have additional users be added to the supplier record. Please work with your USPS contact to ensure that the correct company contact is invited to the event. To add additional users, please send USPS a request in writing on Company Letterhead which includes the owner’s signature. You may send it as an attachment to eSourcing@usps.gov. The request will need to include the user’s name, e-mail address, work phone number and company’s DUNS Number. Also, include if this is the new Primary Contact or an additional contact for sourcing events only.

Please note and save the username and password you use to set up your Coupa Supplier Portal profile. These login credentials are separate from the Sourcing Response Portal login credentials you will receive when you are invited to a

USPS sourcing event.

Step 1: You will receive one of the below emails labeled USPS Profile Information Request – Action Required and at the end of the message you’ll select the button Join and Respond which will take you to Coupa Supplier Portal.

Supplier Registration Overview

Supplier Information Update Form mailto:K3CGP0@usps.gov

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Step 2: You’ll be taken to Coupa Supplier Portal

(CSP) where you’ll be asked to create an account if you don’t have one already with another Customer.

Please create a password and check the box to accept the Privacy Policy and Terms of Use then select Get Started.

Step 3: If this Coupa Supplier Portal pop-up for

Legal Entity information appears please follow the below steps, if not, please continue to Step 18.

Note: you are on the Basics section of the pop-up

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Step 4: Complete all required fields with appropriate information and click Next.

If you receive Please fix the errors below error at the top of the pop-up, please continue with the below steps but if you do not receive this error continue to Step 16.

Step 5: Click the X at the top of the pop-up to close it.

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Step 6: Navigate to Setup

Step 7: Click Legal Entity Setup

Note: Per Coupa Support – the error in the pop-up will occur when there are multiple Legal

Entities with the same information – duplicates should be removed by deactivating (under

Actions)

Step 8: Click Add Legal Entity

Step 9: Complete the information in the setup and click Continue.

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Step 10: Fill in Address and hit Save &

Continue.

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Step 11: No payment related information is needed or recorded for USPS, so hit Save & Continue.

Step 12: No payment related information is needed or recorded for USPS, so click Next.

Step 13: No shipping information is needed or recorded for USPS, so click Done.

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Step 14: Confirm Setup is Complete and click

Done.

Step 15: Navigate to Customer Setup

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Step 16: The original pop-up will appear showing the Payment section.

Note: The Basics section is now completed.

No Coupa Supplier Portal payment term information is needed or recorded for

USPS, so click Next.

Step 17: Setup is complete, and you can now click Take Me There.

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Step 18: Complete the USPS Supplier

Information Update Form.

You can locate this Form at any time by going to Profile → Your Customer

Profiles

Please read the next section, Supplier

Information Update Fields & Filling Them

Out, on Page 12 for descriptions of the fields and tips on filling out the form.

Click Decline to decline completing the Form.

Click Save to save your progress.

Click Submit for Approval when the Form is complete, and you are ready to submit to USPS.

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Below are the fields, descriptions, and the input examples in the Supplier Information Update Form of your Customer’s

Profile section in Coupa Supplier Portal that you’ll need to complete.

Supplier Information Update Field Description Input Examples

Supplier’s Name Supplier’s Legal Company Name Company Name, LLC

Is there a Parent Company? Does the Supplier have a Parent Company? Select from Drop Down

Parent Company Name Parent Supplier Company Name Parent Company Name, LLC

DUNS Number Supplier’s Data Universal Numbering System Number; please go to https://www.dnb.com/duns-number.html for more information on what a DUNS Number is and how to create one or search for yours

123456789 (9 digit number)

Organization Type Describes the organization type of the Supplier Select from Drop Down

Country of Operation The Country where the Supplier is based Select from Drop Down

Primary Address Primary Address of Supplier --

Company Size Number of Employees at Company 20,000

Default Commodity The Supplier’s default commodity; please select the most appropriate default commodity for your company. Please read the options carefully and select the commodity that best encompasses your company’s services.

Select from Drop Down

Goods and Services Provided A brief description of what the Supplier provides Paper Products

Primary NAICS Code North American Industry Classification System code that enables buyers and sellers to describe goods and services; please use this site www.naics.com to help you determine the most appropriate code for your company.

5 – 6 digit code (12345)

Second NAICS Code Secondary North American Industry Classification System code that enables buyers and sellers to describe goods and services; please use this site www.naics.com to help you determine the most appropriate code for your company.

5 – 6 digit code (67890)

Third NAICS Code Third North American Industry Classification System code that enables buyers and sellers to describe goods and services; please use this site www.naics.com to help you determine the most appropriate code for your company.

5 – 6 digit code (101112)

Fourth NAICS Code Fourth North American Industry Classification System code that enables buyers and sellers to describe goods and services; please use this site www.naics.com to help you determine the most appropriate code for your company.

5 – 6 digit code (131415)

Supplier Information Update Fields & Filling Them Out https://www.dnb.com/duns-number.html https://www.dnb.com/duns-number.html https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.naics.com%2F&data=04%7C01%7CLaura.K.Bailey%40usps.gov%7C8805a5beccd44d83876308d8d8f0fd46%7Cf9aa5788eb334a498ad076101910cac3%7C0%7C0%7C637497876835049994%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=f5bnk71akRrLLYf%2F4fzN%2BwnEioICE5FYUE4g0hoPTSU%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.naics.com%2F&data=04%7C01%7CLaura.K.Bailey%40usps.gov%7C8805a5beccd44d83876308d8d8f0fd46%7Cf9aa5788eb334a498ad076101910cac3%7C0%7C0%7C637497876835049994%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=f5bnk71akRrLLYf%2F4fzN%2BwnEioICE5FYUE4g0hoPTSU%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.naics.com%2F&data=04%7C01%7CLaura.K.Bailey%40usps.gov%7C8805a5beccd44d83876308d8d8f0fd46%7Cf9aa5788eb334a498ad076101910cac3%7C0%7C0%7C637497876835049994%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=f5bnk71akRrLLYf%2F4fzN%2BwnEioICE5FYUE4g0hoPTSU%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.naics.com%2F&data=04%7C01%7CLaura.K.Bailey%40usps.gov%7C8805a5beccd44d83876308d8d8f0fd46%7Cf9aa5788eb334a498ad076101910cac3%7C0%7C0%7C637497876835049994%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=f5bnk71akRrLLYf%2F4fzN%2BwnEioICE5FYUE4g0hoPTSU%3D&reserved=0

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Supplier Information Update Field Description Input Examples

UNSPSC The United Nations Standard Products and Services Code that enables buyers and sellers to describe goods and services; please use this site https://www.ungm.org/Public/UNSPSC to help you determine the most appropriate code for your company. Please note not all UNSPSC Codes are available in the USPS drop down, you will need to select the code that best encompasses your company’s services.

Multi-Select, we recommend choosing up to 5 codes that best fit your company

UNSPSC Codes Selected Internal Use Only – Do not fill this out --

Minority Indicator Indicates if the Supplier is a Minority Supplier Check Yes, Leave Blank

Minority Type The three-letter code for the Minority Type Drop Down

Please select your Supplier Type Select if Supplier is a Transportation or Other Supplier

Transportation, Other

Are you a Surface Transportation Supplier?

Will only apply to Transportation Supplier Yes, No

Service Types of Surface Transportation

Will only apply to Transportation Suppliers Multi-Select

Service Types Selected Internal Use Only – Do not fill this out --

Surface Transportation Vehicle Types Will only apply to Transportation Suppliers Multi-Select

Vehicle Types Selected Internal Use Only – Do not fill this out --

Services offered Nationwide or by State?

Will only apply to Transportation Suppliers Nationwide, State

Surface Transportation States Serviced

Will only apply to Transportation Suppliers AL, FL, CO, WV (please be sure to put the state abbreviation as shown in the examples, or the form will not be accepted)

Surface Transportation Areas Serviced Will only apply to Transportation Suppliers Drop Down

Contact Information Section for the Supplier Primary Contact --

Are any of the Certification statements below true?”

Supplier will read the Certification Statements and confirm if the statements are true or not

Drop Down Yes, No

Certification Statement Certification Statement regarding Debarment, Proposed Debarment, and Other Matters

How did you find out about the Postal Service?

Comment A field for comments to be entered. Please use this space if you had to update your Supplier Company Name or Primary Contact user. This will help USPS document these changes.

There was a typo in my company’s name. Please update Jovn’s Trucks to be the correct name of John’s Trucks.

Comment Source A field indicating who made the comment Jane Doe https://www.ungm.org/Public/UNSPSC

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Below is an overview of the Coupa Supplier Portal Menu and what each section is:

Menu Item Description

Home View and improve your public company profile, see the list of customers you are connected to, edit your custom-specific company profile, and merge accounts.

Profile Create, modify, and manage your public and customer-specific profiles, and specify which remit-to addresses each customer can use.

Orders View the purchase orders you received from your customers.

Service/Time Sheets View the list of service/time sheets and related purchase order lines.

ASN Send advance ship notice, that is, notifications about when you ship items to your customers.

Invoices Create and manage invoices to send to your customers.

Catalogs Create and manage customer-specific catalogs.

Payments Accept payment through digital checks from your customers if they use Coupa Pay.

Add-ons Access Coupa supplier add-ons, for example, Coupa Advantage, Coupa Accelerate, supplier profile update, and more.

Admin Manage users, merge requests, and remit-to addresses, set up electronic invoicing, add fiscal representatives, view and accept the Terms of Use, and set preferred accelerated payment terms.

Coupa Supplier Portal Main Menu

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1. Why is Coupa Supplier Portal (CSP) asking about my banking and invoicing information?

This is not necessary and is not pertinent information to USPS, so you don’t need to fill this out.

2. Why am I being asked to re-register with USPS?

Yes, you are most likely registered in the United States Postal Service eSourcing application. However, the eSourcing application is being replaced with a new product called Coupa. In order to be invited to the appropriate opportunities you’ll need to register within the Coupa Supplier Portal and complete the Supplier Information Update Form that USPS has sent to you.

3. I do not know what a UNSPSC Code or NAICS Code is, how do I pick one for my company?

NAICS Code is The United Nations Standard Products and Services Code that enables buyers and sellers to describe goods and services. Please go to www.naics.com to research what NAICS Code best fits your company’s services.

The United Nations Standard Products and Services Code that enables buyers and sellers to describe goods and services;

please use this site https://www.ungm.org/Public/UNSPSC to help you determine the most appropriate code for your company. Please note not all UNSPSC Codes are available in the USPS drop down, you will need to select the code that encompasses your company’s services.

We understand it can be difficult to determine the correct field, but you will need to research and find the best fit for your company. All the fields within the registration form are used by USPS to help find applicable suppliers for future solicitations.

4. I can log into the Coupa Supplier Portal where I completed my registration form, but I cannot log in to the event I was invited to – why?

The username and password you use to set up your Coupa Supplier Portal profile is separate from your username and password you will set up to access a solicitation. You will receive your login credentials to the Sourcing Response Portal once you are invited to an event. Please keep usernames and passwords written down to have for reference when logging in to either system.

5. Who do I reach out to if I have questions?

For any questions regarding the Supplier Information Update Form and its fields you can reach out to eSourcing@usps.gov.

When you reach out to the Help Desk, please include a screenshot of any issues you are experiencing as well as your company name and DUNS Number to better help the team troubleshoot. For issues you’re experiencing regarding Coupa Supplier Portal and logging in you can reach out to Coupa directly at Supplier@coupa.com

6. How do I register if the admin/owner of the CSP account left the Company?

If you are needing to change any of your company information, please send USPS a request in writing on Company Letterhead which includes the owner’s signature and the company’s DUNS Number. You may send it as an attachment to eSourcing@usps.gov.

7. What do I do if I receive the “We’re sorry, but something went wrong” error?

Contact your customer and ask them to open a support ticket because something is wrong on their end with a configuration or an update that they need to resolve with Coupa support.

FAQ’s https://gcc02.safelinks.protection.outlook.com/?url=http%3A%2F%2Fwww.naics.com%2F&data=04%7C01%7CLaura.K.Bailey%40usps.gov%7C8805a5beccd44d83876308d8d8f0fd46%7Cf9aa5788eb334a498ad076101910cac3%7C0%7C0%7C637497876835049994%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C1000&sdata=f5bnk71akRrLLYf%2F4fzN%2BwnEioICE5FYUE4g0hoPTSU%3D&reserved=0 https://www.ungm.org/Public/UNSPSC mailto:eSourcing@usps.gov mailto:Supplier@coupa.com mailto:eSourcing@usps.gov

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Coupa Supplier Portal https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal

Getting Started with Coupa Supplier Portal:

https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/Get_Started_with_the_CSP

Working with Coupa Supplier Portal:

https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/Work_with_the_CSP

Coupa Supplier Portal Community FAQ and Troubleshooting:

https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/CSP_FAQ_and_Troubleshooting

Additional Coupa Resources https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/Get_Started_with_the_CSP https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/Work_with_the_CSP https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/CSP_FAQ_and_Troubleshooting