1.
Procurement Process in Coupa
➤ Step 1: Requisition Creation
Users shop from catalogs or supplier punchouts.
Create a requisition with item details.
➤ Step 2: Approval Workflow
Requisitions are auto-routed for approvals (based on rules like amount,
department).
➤ Step 3: PO Creation
Once approved, a Purchase Order (PO) is auto-generated.
Sent to supplier electronically.
➤ Step 4: Receiving
Users confirm receipt of goods/services.
➤ Step 5: Invoicing & Matching
Supplier submits invoice (via portal/email/API).
Coupa matches it with PO and Receipt.
➤ Step 6: Payment
Invoice is sent to ERP for payment.
➤ Step 7: Reporting
Dashboards track spend, supplier performance, and compliance.
Scenario:
You are an employee who needs to buy a laptop from an approved supplier through
Coupa.
Step 1: Log in to Coupa
Open your browser and go to your organization’s Coupa URL.
Use your company credentials (SSO or manual login).
Step 2: Create a Requisition
1. Go to the Homepage
o Click “Shop” or “Request”.
2. Search for Item
o Use the search bar to find “Laptop.”
o You’ll see:
Internal catalog items
Punchout links (to suppliers like Dell, HP)
3. Select an Item
o Click the item name or punchout.
o Choose the model/specs and click “Add to Cart.”
4. Review Cart
o Click the shopping cart icon.
o Update quantity or comments if needed.
o Click “Checkout.”
Step 3: Submit for Approval
1. Review Header Information
o Add justification, delivery location, cost center, etc.
2. Review Line Details
o Ensure pricing, item category, and tax info are correct.
3. Click “Submit”
o The requisition is routed for approval based on business rules (e.g.,
cost, department).
Step 4: Approval Process (Approver View)
1. Approvers get an email notification or Coupa alert.
2. They review the request and click:
o Approve
o Reject
o Send Back for Revision
Step 5: Purchase Order Issued
Once approved:
o Coupa automatically generates a PO.
o It is sent to the supplier via:
Coupa Supplier Portal (CSP)
cXML
Email
Step 6: Order Fulfillment & Receipt
Supplier delivers the laptop.
You (the requester) log into Coupa and:
o Go to the “Receiving” tab.
o Find your PO and click “Receive.”
o Enter quantity received and date.
Step 7: Invoicing & Matching
Supplier submits invoice through CSP or email.
Coupa automatically matches:
o Invoice vs. PO vs. Receipt
Step 8: Payment
If matched, invoice is sent to ERP (like SAP or Oracle).
ERP triggers payment to supplier.
Step 9: Reporting
Procurement team can see reports for:
o Spend by category/supplier
o On-time delivery
o PO cycle times
2. Coupa Integration
➤ Common Integrations:
ERP (SAP, Oracle, Workday)
HR Systems (for user/approver data)
Tax Engines (like Avalara)
Banking Systems (for payment status)
➤ Integration Types:
API-based (real-time)
Flat file/SFTP (batch)
➤ Tools Used:
CoupaLink
Middleware (MuleSoft, Boomi)
Coupa Connectors
SSO integration for secure logins
3. Contract Lifecycle Management (CLM)
➤ Phase 1: Request
Contract initiated by user/supplier.
➤ Phase 2: Draft & Author
Use templates and pre-approved clauses.
➤ Phase 3: Negotiate
Collaborate with stakeholders/suppliers.
Use version control.
➤ Phase 4: Approval
Routing to legal, finance, or others.
➤ Phase 5: Sign & Store
Use DocuSign or similar.
Store contract in Coupa's repository.
➤ Phase 6: Renew & Monitor
Automated alerts for expiry/renewal.
Integration with procurement for compliance.
4. Coupa Community
➤ Key Sections:
Knowledge Base (help docs, guides)
Forums (Q&A with other users)
Support Portal (raise and track tickets)
Release Info (learn about new features)
➤ Events:
Coupa Inspire: Annual conference.
User Groups: Regional/Industry-based discussions.
➤ Extras:
Share best practices
Access early releases/beta features
Collaborate on ideas and feedback
