Coupa guideline

1.
Coupa interface

https://maersk.cso.coupahost.com/

Log in with E-mail or Maersk ID

For the first entry, might be necessary create
a new password, using the option (Forgot
password)

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RFQ Event
.
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RFQ - Creating an event

Use the search bar to look for “template”.

With the right button from you mouse, click
on Template – RFQ ECSA (13844) and select
the option “copy event...”

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RFQ - Creating an event

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RFQ – Team members

Go to “Team”, “Add team members” and select the option

“Add myself as Event Manager” to be able to receive the
vendors response through e-mail and follow to sourcing
process.
You can also add more team members in “Add existing user
to Team”, search for the name or e-mail and select the
access type.

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RFQ – Movidesk and Flex Information

The Movidesk and Flex ID must be informed on Coupa in “Data

and Documents”, “Fact Sheets”, two click over “Project Data” and
inform Movidesk ID on “Ticket Number”, when the event is
completed inform Flex ID on “Flex ID”. You can inform multiple ID
by adding a new line on the “+” sign.
RFQ – Suppliers (Existing)

To add vendors you can first select “Add From Existing

Users...” to check if its already registered in Coupa.
Use the search bar to look for a company name or contact
e-mail. You can select how many suppliers you want and
add them all at once in the option “Add suplliers”

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RFQ – Suppliers (New Suplier)

To add new vendors, select the option “Create New User...”

Company, e-mail, name and last name are mandatory
information.
In the company bar, check if any sugestion appear when
typing the supplier company name, if so, try to use the
same.
If no results, the option to “Add new company” will show up
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RFQ – Deadline

Click on the “Planning” phase with the right

button and select the option “End this phase”. A
Warning will show up informing about turning
the event active, you can select the option
“Mark Event Active”.

Once you finished putting the suppliers and team members,

you can go to “Tasks & Deadlines” to determine the deadline
for the vendor to send the proposal.
First you can “Terminate” the phase “Planning”, to activate
the event and enable the vendors to see the event on Coupa.
Ps: Vendors do not get notified when doing this, they will only receive a
notification if you send a message

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RFQ – Deadline

Ensure that you have made the changes in the

right phase and “Save” to apply.
Select the option “Edit Timeline” to define the deadline for
the vendor to send the proposal. If the vendor do not submit
the proposal on time, they’ll be automatically disqualified.
Ps: You can change this information anytime, if you need to give more time for the
vendors to send the response. Just make sure that the phase has not ended yet, if
so you might need to change the phase manually on the “Suppliers” tab for they to
be able act.

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RFQ – Terms and Conditions

In “Data & Documents” – “Terms and Condition” you can add

documents that the vendors need to download to participate in
the quotation process. In the template we already have the RP
Clause and Code of Conduct in Portuguese.
RP Portuguese
Supplier Code of Conduct

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RFQ – Message

To send the message for the vendors with event information

and link to access, move to the page “Messages” in the “Inbox”
select “Write New”.
For Brazil, select the template “Convite RFI/RFQ Project”, in
the message you can put the details for the item in quotation,
attach any support information and inform the deadline for
the vendors.
13 Do not change the text after “—Detalhes do Logon—”.
RFQ – Message

Once the message in done, you can select the vendors in event
that you want to send the massage.
To select all at once, click on the square next to “Name” and
“Send” to send the message.
The contacts will receive an e-mail with all infomation, the team
members selected you be in copy of every response from vendors.
Once you started the process by Coupa, from now on you can
14 send and receive messages directly by your email and the historic
will be save in Coupa.
E-Auction Event
.
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E-Auction - Creating an event

Use the search bar to look for “template”.

With the right button from your mouse, click
on Template Leilão – E-Auction ECSA (14601)
and select the option “copy event...”

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E-Auction - Creating an event

You can skip directly to page “3 – Details” and

change the name.
Always keep E-Auction ECSA – YEAR at the end.
Select “Save” and “Continue” to open your event

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E-Auction - Team members

Go to “Team”, “Add team members” and select the option

“Add myself as Event Manager” to be able to receive the
vendors response through e-mail and follow to sourcing
process.
You can also add more team members in “Add existing user
to Team”, search for the name or e-mail and select the
access type.

18
RFQ – Movidesk and Flex Information

The Movidesk and Flex ID must be informed on Coupa in “Data

and Documents”, “Fact Sheets”, two click over “Project Data” and
inform Movidesk ID on “Ticket Number”, when the event is
completed inform Flex ID on “Flex ID”. You can inform multiple ID
by adding a new line on the “+” sign.
E-Auction - Suppliers (Existing)

To add vendors you can first select “Add From Existing

Users...” to check if its already registered in Coupa.
Use the search bar to look for a company name or contact
e-mail. You can select how many suppliers you want and
add them all at once in the option “Add suplliers”

20
E-Auction - Suppliers (New Suplier)

To add new vendors, select the option “Create New User...”

Company, e-mail, name and last name are mandatory
information.
In the company bar, check if any sugestion appear when
typing the supplier company name, if so, try to use the
same.
If no results, the option to “Add new company” will show up
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E-Auction - Deadline

Click on the “Planning” phase with the right

button and select the option “End this phase”. A
Warning will show up informing about turning
the event active, you can select the option
“Mark Event Active”.

Once you finished putting the suppliers and team members,

you can go to “Tasks & Deadlines” to determine the deadline
for the vendor to send the proposal.
First you can “Terminate” the phase “Planning”, to activate
the event and enable the vendors to see the event on Coupa.
Ps: Vendors do not get notified when doing this, they will only receive a
notification if you send a message

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E-Auction - Deadline

Click on “Leilão”, “Bidding Start Time” to set up the E-Auction

go live date and time.
In “End Time” you can set the E-Action duration. As standard
we considerer 30 minutes after the start time.
If the supplier raise a bid in the last minute of auction, you can
set a prorrogation time and define if it will apply to every new
bid or only if is a best bid.
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E-Auction - Bids

2 4

Once the bid is placed, you’ll see the

3
confirmation tab as below

If you already have a first proposal from the vendors, you can
set the price offered so during the Auction the vendor will not
be able to bid a higher price.
In “Bids and Submissions”, “Place Bids”, select the vendor,
open (once you select open, the service price tab will show in
yellow), insert the price and submit.

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E-Auction - Bids

In the dashboard tab, you’ll be able to follow the e-auction

progress.
Once the event is finalized, the message Auction has ended
will show up and the winner will be classified as number 1.

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RFQ – Terms and Conditions

In “Data & Documents” – “Terms and Condition” you can add

documents that the vendors need to download to participate in
the quotation process. In the template we already have the RP
Clause and Code of Conduct in Portuguese.
RP Portuguese
Supplier Code of Conduct

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E-Auction – New proposal

After the auction in completed, the vendor must upload the

new proposal with the final price.

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Event Tips
.
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RFQ – Adding a new RFQ phase

To add a new phase, select “New phase”; “RFX” and “RFQ”.

The new phase window will pop up to insert the new phase name
and select “Add”.
Ex: RFQ round 2

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RFQ – Adding the task to a new RFQ phase

For the new phase to be function, its necessary to add a new task
for “Upload document task” so the vendor will be able to send the
proposal, regardless of the file type. If you want, its also possible
to make this task mandatory.
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RFQ – Adding the task to a new RFQ phase

Once you have created the “document upload task” delete the
task named “Placed Bid” by selecting the 3 dots and “delete task”

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RFQ – Adding evaluation to the new task

!! Its important to know that you must always have an Evaluation To add a new evaluation phase, select “New Phase”,
Phase between two RFQs and also at the end of the process. “Evaluation” and name the phase as you wish.
Otherwise, the event will be always visible to the vendors. !!

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RFQ – Editing Timeline

To change a phase date or order, select “Edit Timeline”

select and drag the box in the order you wish, or
change the date in the “Deadline” tab.

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RFQ – Adding a Quotation File Templatre

To add a template that will appear for the vendor to

upload a file, go to “Sourcing Setup”, “Excel
Templates”, make sure that you are on the correct task
and phase and select ou drop the file com the blue
34 area. If needed, you can delete and change the
template on “delete”.
RFQ – Setting vendor phase – Expire task extended

When a phase has expired and the owner extend to a new date. You have to move vendors
back to the former phase so they are able to perform the task.

Go to “Suppliers”, click with the right bottom of your mouse on the vendor you want to
35 adjust, select “Set phase manually” then select the phase marked as current. “Move
Supplier” and now the vendor will be able to access the RQF tasks and upload proposal.
Vendor Access
.
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Coupa interface

https://maersk.cso.coupahost.com/

Log in with your E-mail ou user ID received in

the mail invitation.
For the first entry, might be necessary create
a new password, using the option (Forgot
password)

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E-Auction - Coupa interface

In the home page, the vendor will be able to

see all projects they’re part of, as well as the
status and tasks.

Select the project to proceed with actions.

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E-Auction - Coupa interface

To download the document, click on the file

name.The download status will change to
Some projects may request the vendor to ‘’checked’’
download the terms and condition before the Click on ‘’back’’ and check the box “i confirm that
proposal upload/bid. i have read and agree to all the terms, as stated
in the terms and conditions” to proceed.

Choose to participate or decline the event.

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E-Auction - Coupa interface

For a auction event, select the option, “Entrar no

Leilão”
Here the vendor will be able to see their position
in the auction and place new bid.
*The vendor will not be able to place a bid with a higher
price than the one informed in the event settings or
higher than their last bid.
*They won’t be able to see the difference between their
place to the other vendor, only the position they’re own
position at the time.

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RFQ - Coupa interface

In the home page, the vendor will be able to

see all projects they’re part of, as well as the
status and tasks.

Select the project to proceed with actions.

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RFQ - Coupa interface

To download the document, click on the file

name.The download status will change to
Some projects may request the vendor to ‘’checked’’
download the terms and condition before the Click on ‘’back’’ and check the box “i confirm that
proposal upload/bid. i have read and agree to all the terms, as stated
in the terms and conditions” to proceed.

Choose to participate or decline the event.

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RFQ - Coupa interface

Select the option “subir planilha” to upload the If the option “download the document template
proposal in any file type and save it on computer” show up, the vendor
must use this template when uploading the
proposal.

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Thank you!
.
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