New purchase to pay system

SUEZ is implementing a new purchase to pay system called Coupa, to help our suppliers to easily do business with us.
The 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
Frequently asked questions

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

Yes, we can confirm your existing payment terms will not change as a result of the move to Coupa

 

Please can you provide more details on the new process before we make any decisions about signing up to the portal?

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.
  3. Accounts Payable Inbox: A supplier can email an invoice as an attachment (PDF, JPEG etc...) directly into Coupa. This option will only be available to a few suppliers.
  • 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

 

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 will use this P2P system?

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

 

We are already on Coupa. Can’t you just send us an invite?

It is great news that you are already using Coupa with other customers. Unfortunately, we do need to go through a standard process with all our suppliers to get them set-up on our instance of Coupa. If you provide us with the same email address as you are using with other customers, you won’t need to complete the registration process, SUEZ will simply appear as a customer on your portal and you will receive an email notification when SUEZ is connected.

 

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 send you communications 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.

 

How will the way we send you our invoices change?

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.
  3. Accounts Payable Inbox: A supplier can email an invoice as an attachment (PDF, JPEG etc...) directly into Coupa. This option will only be available to a few suppliers. For point 1 and 2, Coupa ensures compliance e-invoicing for 43 countries. Therefore, Coupa's Compliance as a Service (CaaS) will render a legal PDF version of the invoice and attach it to the invoice record.

 

Some of our work for you 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.

 

Is this new system the only way we will be able to invoice you in the future, as in not able to continue the way we have been doing it in the past?

The current SUEZ Recycling and Recovery UK Ltd system will continue for a short period so that old transactions can be completed. When Coupa goes live all new transactions will be managed in this system.

 

Purchase orders generated from our current system will still valid and invoices associated with that system will continue to be processed as they were previously. As a reminder these invoices should go to: SUEZ Recycling and Recovery UK Ltd PO Box 49 Sheffield S98 1DT (Invoicing Email Address: spopssupplierinvoices.uk@suez.com). Purchase orders generated by the current system start with a P followed by the year, month and five digits e.g. P220311111.

 

Purchase orders from Coupa will be easily identifiable. The email is from Coupa and for suppliers using the Coupa Supplier Portal they will login in order to manage their orders and invoices. Purchase orders from Coupa will depending on the entity 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.

 

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.

 

Does this take over from the system we are using now for SUEZ?

The current SUEZ Recycling and Recovery UK Ltd system will continue for a short period so that old transactions can be completed. When Coupa goes live all new transactions will be managed in this system.