Coupa’s native electronic invoicing module, which is an integral part of the standard Coupa suite, enables the conversion of purchase orders to compliant electronic invoices. For Airbus General Procurement, this implies a seamless flow of data through the Procure-to-Pay process – from Purchase Order to Payment – using one common tool.
The Coupa supplier portal has the following key benefits:
|Which languages are supported in the tool?
||All languages currently used within Airbus are set-up for the User interface. Once you’re logged in, under your name at the top right you have options including “Settings” where you can choose our prefered “Language and Region”. Business Data content is mainly in english.|
|Which currency exchange rate is available in Click n'Buy?
||The currency exchange rate available in Click'n Buy reflects thoses used over the last year for Purchase Order. The exchange rates is updated once a month by the Finance Function.|
|Can the Freetext functionality on Click n' Order be used as interface between General Procurement and Internal Customers for addressing new demands, and to add the new item directly to catalogue for automated ordering instead of launching a manual Free
||Capacity to evaluate non-converted requests based on key word searches. This can be used to improve the catalogue content coverage in terms of demands.|
|MSA and WPA reference as well as reference of the work specification shall be referenced on the Purchase Order. Is this functionality ensured?
||Commercial contract reference and Specification of Work will be provided, if available on the Contract in Click'n Buy.|
Registration & Set up
|How do I get my Coupa Access / Account?
||An invitation will be sent to the primary contact of your company. He/she will need to register following the instructions in the invite. In case additional members of your company need to be invited, the primary contact has to invite them. The primary contact is stated in the Purchase Order sent from Click n Order (Coupa). For further details on how to invite other users in your company, please refer to the CSP guide and video tutorial.
|Do I get the registration mail automatically or do I have to request it?
||The primary contact of your company will receive it automatically. In case you don't know who the Primary contact in your company is, this is provided in the Click n Order PO.
|When will I receive an invitation e-mail from the Coupa Supplier Portal to setup my supplier account?
||One week before the Go Live date. The Go Live date will be communicated in advance. For new suppliers, your contact in Airbus will provide you with further details.
|How do I know whether I am the primary contact of my business?
||The primary contact of your business is stated on the PO sent from Click n Buy (Coupa). In case you would like to change the primary contact, then please contact Airbus Customer Care.|
|How can I know whether we already have a CSP account?
||Please liase with the primary contact of your organisation (specified on the PO coming from Clickn Buy/ Coupa). He or she knows if an account has already been set up. Otherwise please contact Airbus Customer Care.
|If my company is a group of different legal entities located in different countries, do I need to register in CSP for each entity?
||No,you can have the same unique account with the different legal entities created in the CSP
|Is it possible to register under a common alias or do I have to provide a personal address?
||Airbus recommends registering with personal e-mail addresses in the CSP. There is no limitation on how many additional users you create for your company.
|Where can I set my language preferences?
||At the bottom of the page of the CSP. For further information please check the available video tutorial and the CSP guide
|How do I create an invoice without a Purchase Order?
||You cannot submit invoices without purchase orders in the CSP.In this case you will need to speak to you Airbus contact for a valid Airbus Purchase Order. Please do not submit paper invoices until you have received a valid Airbus Purchase Order
|Once the CSP is in place, do I have to send a hard copy of the invoice by mail in addition?
||No. The legally compliant invoice will be automatically generated in the CSP on your behalf. You should not send the same invoice by mail.
|I already sent our invoices via AirSupply. Why should I use the CSP in addition?
||AirSupply is used for direct materials only, while Coupa is used for indirect materials and services.
|Do I need to upload invoices generated by my organisation?
||No. Coupa will generate a legally compliant invoice based on the fields filled out by you in the CSP for the invoice. Airbus will not process the physical invoice (e.g. a PDF) from your organisation.
|What if the quantity I want to invoice is different to the quantity on the PO? So the PO is, say, meant for 600 and I wish to invoice 200 for each of 3 months?
||This is possible. You can invoice partially if only a part of the goods or services that were ordered have been delivered by you. So if in this case the invoice is 200 in each month, you need to flip the PO to invoice and change the quantity to 200 and submit the invoice. Do the same in the subsequent two months.
|Is there any control check in order to not invoice twice the same line of a given PO?
||You can invoice the same PO line multiple times in case of partial invoicing. Only the remaining quantity on a certain line can be invoiced.
|How do I split different VAT rates against only one item on the PO?
||Please contact your Airbus buyer to check if to split the PO based on the different services is possible, or you can create partial invoices againts the same PO line, each of them with different VAT rate.
|Is it possible to submit multiple invoices at the same time or do they need to be submitted one by one?
||In the CSP they need to be submitted one by one.
|Can I upload the invoices massively? Is there a possibility to connect the Coupa Portal with an ERP System?
||On the CSP this is not available. However, depending on the volume of the invoices, the cXML channel could be implemented. In case you’re interested in implementing cXML, please contact email@example.com or Airbus Customer Care.
|All other channels for invoices will be "deleted" if Coupa is becoming mandatory?
||The objective is to progressively switch all invoicing channels for indirect procurement to Coupa.
|How will the invoices be managed while waiting for Airbus entity to become enabled in Click n' Pay if B-process is disconnected?
||Once B-process will be disconnected, a supplier should send the invoices through CSP. An alternative option is sending the invoice by paper, until the CSP will become available.
|Must the invoice date in the CSP be identical to the date in our ERP System?
||Yes, the invoice date must be identical in both your own system and the CSP.
|If an invoice refers to several orders, the same invoice number has to be used several times in CSP.Will this be accepted?
||No. Each invoice that you create in the CSP must have a unique invoice number. In this case you will need to invoice each PO separately.One Invoice One Purchase Order.
|Is there any standard to be followed while giving invoice and credit note numbers, or is it automatically generated to avoid conflict? Do we have any alert if the invoice number is already used?
||Any invoice and credit note should have a unique number. This is the one generated by your ERP system. An error message will pop up once you try to submit an invoice with a number that was used before.
|Would there be an API available to download the legal invoices from the CSP?
||Not at the moment, but this functionality will be enabled during a future release of the CSP.
|Can I create an invoice with invoice date more than 7 days in the past?
||You can create an invoice in CSP but if the invoice date is more than 7 days in the past, it will be authomatically disputed by the system, without Airbus user intervention. You will have to create a credit note to cancel the invoice with the incorrect date and then create a new invoice within the 7 day invoice tollerance rule.
|If we are a company based on one country but we invoice sometimes with taxes of TVA of another country, could we choose the adequate taxe of TVA in CSP?
||Yes. If you have created different legal entities in the CSP, you need to choose them accordingly when invoicing for a certain entity.
|How do I do it if all the orders are invoiced at the end of the month?
||When creating an invoice you can only select one PO. Every PO needs to be invoiced seperately. Remember the 7 days invoice rule.
|If I have already made a partial invoice on an order in paper form, should we invoice the balance of the order in CSP after entering into service of the Coupa system?
||If a PO was created in Click n Buy (Coupa), you will be able to partially invoice the remaining PO amount in CSP. If the PO was created outside of Coupa then a paper invoice is required.
|If a good receipt is not yet validated by Airbus, will Coupa then put the invoice in dispute?
||No, the invoice will be in status "pending approval" until the purchase order is goods receipted.
|When will I start receiving POs from Coupa?
||Please check the roadmap included in the CSP guide and in case of doubts please contact your Airbus contact.
|Will I still receive POs via e-mail as we currently do?
||Yes, the POs created in Click n Buy (Coupa) will be sent to you by e-mail. In the future there is the option to get the POs automatically through your system, if it's integrated with Coupa by means of cXML. In case you are interested, please contact firstname.lastname@example.org or Airbus Customer Care.
|What if the PO is incorrect? How do I acknowledge it?
||For this, please contact the person at Airbus who requested the PO. He or she is able to amend the PO.
|Are the orders from AirSupply also being treated in Coupa?
||No. AirSupply should be used for direct materials and Coupa is to be used for indirect materials and services (General Procurement).
|What happens with the orders already received through Click n' Buy?
||Once Live on Click n'Pay (e-invoicing), you will be able to send invoices through CSP for all orders delivered by Click n'Buy (Coupa). The same goes for orders that have been sent from Coupa before this Go Live date for Clickn'Pay.
|For current orders not created by Clickn'Buy, how do I send the invoices?
||If you are using B-Process, you can use it until the end of June 2018. After that it will go via paper. If you use classical EDI, you can keep using it until further notification.
|Has your question been answered?
||If not, please 1) check the CSP guides and videos on the Airbus.com page, 2) contact your Airbus contact 3) contact Airbus Customer Care 4) send an email to email@example.com