Coupa Purchase to Pay (P2P)

Coupa is a free tool for suppliers to use with SUEZ, which makes managing transactions easy.

At part of the implementation, all suppliers will need to register on the Coupa Supplier Portal, which will enable them to:

• Publish and maintain electronic supplier catalogues (e-Catalogues)
• Receive electronic purchase orders
• Produce and send electronic invoices (e-Invoices)
• Have full visibility of your invoice status and payment details, with an automated credit control process
• Manage your company information
• Communicate with SUEZ in regard to an order or invoice via the portal
  

Once you begin receiving orders from us, you may be invited to engage with Pactum AI - our automated negotiation platform - to review and negotiate key commercial terms such as pricing or payment terms. Interactions are simple and user-friendly, typically taking place through a guided digital chat that takes just a few minutes. This helps us streamline processes and create more efficient outcomes for both parties.

Click here for further details on how Pactum works and what to expect.

Please can you provide more details on the process?

All SUEZ in the UK suppliers need to use the CSP to register as a supplier with us, and to upload all necessary documentation for this. Purchase orders (PO) are generated within Coupa. If you have received a PO, then you will need to generate your invoice within the CSP for payment to be processed.

SUEZ operates a strict “No PO No Pay” policy, so please make sure that you have received a purchase order before you provide goods or services, as you will not receive payment without a purchase order.

Within the CSP, you will be able to:

•  Manage your company information – SUEZ will send you forms within Coupa to update your details, certifications, etc. These will be saved in your profile, and you can re-complete the forms to update company information when necessary. 
• View and manage all your purchase orders - As a supplier, you can receive purchase orders from SUEZ. You also have the possibility of viewing your purchase order details in real time (such as order date, requester, requester’s email), printing your purchase order (as either PDF or paper version should you need that) and creating an invoice based on the purchase order.

• View, manage, create and submit electronically compliant invoices. Rather than emailing your invoice to SUEZ, the expectation is that for all suppliers they will flip purchase order in the Coupa Supplier Portal (CSP) and it will generate the legal invoice. The e-invoicing options that will be available are:

1. Coupa supports direct connection (i.e. cXML) between a supplier's invoicing management system (i.e.: ERP) and Coupa. Therefore, invoices created and submitted electronically by the supplier, on their system, are fully integrated with Coupa P2P. This will be used by a small number of high-volume suppliers.
2. Coupa Supplier Portal (CSP): The free Coupa Supplier Portal is available for suppliers to manage catalogue content, retrieve orders and create and manage invoices. Registration is simple and fast, requiring no lengthy contract process or any fees whatsoever. The portal allows for e-invoicing functionality. Most SUEZ suppliers will use this process. In simple terms the SUEZ requisitioner will generate a purchase order this purchase order is ‘flipped’ by the supplier and the Coupa system generates the legal invoice.

• Credit Notes: There is a credit note process within the CSP. Suppliers can flip a disputed invoice directly to a credit note which will inherit all relevant data from the disputed invoice, leaving the supplier to simply fill out credit note number and date. A cancellation credit note can automatically then be approved, as it fully matches the disputed invoice, furthering the touchless rate for the buyer. The supplier can then raise the correct invoice and get paid. Coupa also supports partial credit notes which follows a similar flow, allowing the supplier to adjust the quantity and/or price depending on the dispute reason.
• Customise your notifications
  

How do we invoice SUEZ in the UK in Coupa?

The e-invoicing availability to a supplier does depend on the number of transactions and the type of transaction undertaken with SUEZ in the UK. However, rather than emailing your invoice to SUEZ, the CSP is designed for suppliers to flip the purchase order into an invoice, which will generate the legal invoice. The options that will be available are:

1. Coupa supports direct connection (i.e. cXML) between a supplier's invoicing management system (i.e.: ERP) and Coupa. Therefore, invoices created and submitted electronically by the supplier, on their system, are fully integrated with Coupa P2P. This will be used by a small number of high-volume suppliers.
   
2. Coupa Supplier Portal (CSP): The free Coupa Supplier Network portal is available for suppliers to manage catalogue content, retrieve orders and create and manage invoices. Registration is simple and fast, requiring no lengthy process, contract or any fees whatsoever. The portal allows for e-invoicing functionality – the most common invoicing process between Suez and our suppliers. In simple terms, the SUEZ requisitioner will generate a purchase order, this purchase order is ‘flipped’ by the supplier and the Coupa system generates the legal invoice.

If you are unable to register on the Coupa Supplier Portal due to internal procedures, you can use the Supplier Actionable Notification (SAN) option to support automated invoicing. With the SAN, you will receive the purchase order(s) via email, placed by SUEZ and will be able to create an invoice against the PO (flipped), acknowledge the PO and leave comments.

How to identify Coupa order numbers

• Purchase orders from Coupa are easily identifiable. You will have received the order from a Coupa email, and the purchase orders will start RR (for SUEZ R&R UK orders), KK (for SUEZ Kirklees orders) or IM (for SUEZ Isle of Man orders) followed by ten digits. Suppliers should create invoices in the CSP.

Do not send invoices associated with Coupa purchase orders to [email protected]. They will not be processed, and SUEZ will be unable to pay you until the invoice is created in the CSP.

Can we have multiple log ins for one company or department? For example, procurement and accounts or multiple people who process POs/raise invoices

Yes, once you are registered to the Coupa Supplier Portal it is possible to add multiple users and also customise their permissions (for example if you need to grant access to someone from the invoicing department, you are able to only grant them access to Invoices).

Which SUEZ entities use Coupa?

• SUEZ Recycling and Recovery UK Ltd, GB444085847
• SUEZ Recycling and Recovery Kirklees Ltd, GB444085847
• SUEZ Recycling and Recovery Isle of Man Ltd, GB001923225

Will there be a cost to sign up?

Coupa does not charge suppliers to use the Coupa Supplier Portal and there will be no sign-up cost.

Can you tell me exactly what I need to do to sign up to the Coupa Supplier Portal?

SUEZ will have sent you a communication to help you sign up. It is a straightforward process that takes less than 5 minutes to register. When you receive your invite, you will have two options – either “Join Coupa” or “Forward the invitation” if you are not the correct recipient. You will be guided through the registration process and you only need to do this once – after that you will be able to log in using your email and password.

We don’t send SUEZ many invoices. Does this apply to us?

Yes, all suppliers should invoice us using Coupa. Once you are set-up in the Coupa Supplier Portal it is very quick and easy to produce an invoice from the purchase order that has been generated by the requisitioner.

Some of our work is active (e.g. service visits at programmed intervals), some is re-active (e.g. repair call-outs), only some of the costs would be fixed, but unlikely to be known in advance. Please can you let me know how the system will work for these eventualities?

The SUEZ Recycling and Recovery UK Ltd requisitioner would raise a purchase order in advance of the work taking place and once the final cost is known they would update it to reflect the revised price.

Please can you forward your terms and conditions before we sign up?

SUEZ in the UK terms and conditions can be found on our website, as well as being attached to our onboarding form that you will receive within Coupa.
Coupa have their own terms and conditions for the supplier portal, which will be provided to you as part of the sign up process.

• For general enquiries, get in touch with the procurement team. 
• For invoicing enquiries, get in touch with our invoicing team.