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What is Coupa? | Why Use Coupa? | How to Get Started | Video Tutorials
Coupa is the portal we use to streamline our interactions with suppliers and instructors, simplifying the processes of managing purchase orders, invoicing, and payments. While Coupa is not our own internal system, it serves as a vital platform to ensure efficient and transparent communication between us and our Suppliers.
What is Coupa?
Coupa is a secure, user-friendly system that allows you to:
- Receive and track purchase orders with ease.
- Submit and monitor invoices in real-time.
- Access important updates related to payments and transactions.
Why Use Coupa?
As a widely recognised tool in business management, Coupa provides an efficient way for us to collaborate with our instructors and suppliers. It ensures that processes are clear, consistent, and straightforward, regardless of whether you are new to working with us or an existing supplier.
How to Get Started
We have a variety of resources available, including FAQs, video tutorials, and support documentation, to help you navigate the system confidently. These will guide you through everything from setting up your account to submitting invoices and managing purchase orders.
You will receive your purchase order within the first two weeks of the following month. While we …aim to provide it as early as possible, ideally during the first week, please contact the site where you work if you have not received it by the 14th of the month to inform them of the delay. Please ensure you generate your invoice promptly upon receiving the purchase order.
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How Much does it cost to join and use the Coupa Supplier Portal?
Coupa doesn’t charge to use the …Coupa Supplier Portal. You may be asked if you would like a premium membership, you DO NOT need to sign up to premium.
Where do I register on Coupa for the first time?
You will have created an account during your first setup with us.
Where do I register if I was previously on ePurchase and don’t have a portal?
Please contact the accounts payable team either via a member of the team at site or by emailing [email protected] with the subject “Invite to Coupa”.
How long does it take to register for a Coupa portal?
The registration process takes about 5 minutes. You access the portal via the invitation link, you fill in your name, company name and password. HOWEVER to register as a company with Everyone Active there will be an additional form to complete.
I supply more than one organisation. Will I need to go through this all over again for those organisations?
No, you do not need to create separate accounts for each customer. You just need to make sure you provide the same email address for all your customers when we send you an invite or set you up.
How do I create an invoice?
Click on the orders option on the top menu. In the Select Customer dropdown, choose the desired customer. In the PO table that appears, choose the PO you would like to invoice, and then click on the gold coins to create an invoice. The invoice can also be created from the email notification received.
How do I create an invoice if there’s no purchase order?
You can’t submit invoices without a backing PO.
Why have I not received my PO?
You may not have received a PO yet as these need to be approved by the site Management first. You will need to speak with your site contact who can chase this up for you.
How do I add another user to my account?
Click on the menu icon and choose Admin. On the Admin page, choose the User tab and click Invite User. Provide the required info and permissions in the window that opens.
How do I update my banking information for direct deposits?
You will need to send a letter headed document with your new bank details on to us at [email protected] with a subject “Change of Bank Details”.
What happens if I forget my login?
Forgotten passwords can be retrieved via the forgotten password link on the Coupa Supplier portal, at the Login stage. I’m a small company.
Will I be able to use the Coupa Supplier Portal?
Coupa Supplier Portal can be used by all organisations irrespective of their size. Suppliers only need internet access to register.
Why does my Coupa supplier portal say paid but I have not received the funds?
Coupa is updated when your payment is processed. All payments are made by `BACS and you should receive the funds 2-3 days later.
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Video Tutorials
Signing Up To The Portal
The below video provides a step-by-step guide for suppliers on how to register using the invitation we’ve sent. It will walk you through completing the registration form and submitting it for approval.
Supplier/Instructor Onboarding
The below video provides a step-by-step guide for suppliers on how to register using the invitation we’ve sent. It is aimed at the specific circumstances or self-employed Group Exercise Instructors and Sports Coaches. It will walk you through completing the registration form and submitting it for approval.
Invoicing & Credits
The below video offers guidance on how to create invoices through the Coupa Supplier Portal, including detailed instructions on raising partial or full credits for an invoice.
Instructor Invoicing via SAN
The below video offers guidance on how to invoice via the supplier actionable notification (SAN) email containing your purchase order.
US to UK Remit
The below video is for all suppliers invoicing via the Supplier Actionable Notification (SAN) email containing your purchase order who have incorrectly set their remittance/payment method details to the United States instead of the United Kingdom and need to correct this information.
New Supplier Setups
The below video is for all suppliers invoicing via the Supplier Actionable Notification (SAN) email containing your purchase order who are setting up a portal for the first time.