New purchase to pay system

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 (eCatalogues)
• Receive electronic purchase orders
• Produce and send electronic invoices (eInvoices)
• 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
  

Please can you provide more details on the new process?

All SUEZ suppliers need to use Coupa Supplier Portal in order to receive purchase orders and have their invoices paid, otherwise you will not be able to be a supplier to SUEZ. You will be able to:

• Manage your supplier information
• View and manage all your purchase orders - As a supplier, you are able to 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 most suppliers they will flip purchase order in the Coupa Supplier Portal (CSP) and it will generate the legal invoice. The eInvoicing options that will be available are:

1. Coupa supports direct connection (ie: cXML) between a supplier's invoicing management system (i.e.: ERP) and Coupa. Therefore, invoicing created and submitted electronically by the supplier on their system is 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. The supplier can flip a disputed invoice directly to a credit note which will inherit all relevant data from the disputed invoice - leaving the supplier only needing to fill out credit note number and date. Such 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.
• Create and manage your catalogues
• Customise your notifications

How do we invoice SUEZ in Coupa?

The eInvoice process available to a supplier does depend on the number of transactions and the type of transaction undertaken with SUEZ Recycling and Recovery UK Ltd. However, for most the suppliers rather than emailing your invoice to SUEZ, the expectation is that the supplier will flip the purchase order in the Coupa Supplier Portal (CSP) and it will generate the legal invoice. The options that will be available are:

1. Coupa supports direct connection (ie: cXML) between a supplier's invoicing management system (i.e.: ERP) and Coupa. Therefore, invoicing created and submitted electronically by the supplier on their system is 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 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.

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 by email the purchase orders placed by SUEZ and will be able to create an invoice against the PO (flipped), acknowledge the PO and leave comments.

What is happening with the previous system (SPOPS) used by SUEZ?

SUEZ are commencing the work to reduce significantly the use of our previous system called SPOPS and finish off any ongoing transactions.

Key date: From 30 November 2022, the scanning house in Sheffield that processes invoices associated with SPOPS orders will no longer be handling supplier invoices for SUEZ.

What to do with invoices for SPOPS orders

If you have an invoice associated with an SPOPS order for goods or services, these should now only be sent to [email protected].

What to do with invoices relating to Coupa orders

Invoices relating to Coupa purchase orders should never be sent to the SPOPS scanning house in Sheffield for processing. These invoices cannot be processed and for you to be paid, you must create the invoice using the Coupa Supplier Portal (CSP).

How to identify Coupa and SPOPS 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.

• Purchase orders generated by the SPOPS system start with a P followed by the year, month and five digits, e.g., P220311111. Supplier invoices should now be emailed to [email protected].

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.

Will the Coupa system comply with the payment terms on existing contracts?

Yes, we can confirm your existing payment terms have not changed as a result of the move to Coupa.

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.

Do we firstly have to create an account or is this already given due to the existing business with SUEZ recycling and recovery UK?

You will be required to sign-up to use the Coupa Supplier Portal in order to continue to do business with SUEZ Recycling and Recovery UK Ltd. There will be further communications to support you in getting set-up.

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?

The terms and conditions you have currently with SUEZ Recycling and Recovery UK Ltd will not change. The Coupa T&Cs will be supplied to you as part of the sign-up process.

Watch a demo of the Coupa system below.