Purchase to Pay
(P2P)
Supplier Training
Guide
Content
Content ............................................................................................................ 2
What is the Coupa Supplier Network (CSN)? .......................................................... 3
Invitation to the CSN .......................................................................................... 3
CSN registration................................................................................................. 4
Take Tour ......................................................................................................... 6
The Menu icon ................................................................................................... 7
Updating your company information (Profile) ......................................................... 8
Copying a Profile .............................................................................................. 13
My Account ..................................................................................................... 13
Remit to.......................................................................................................... 15
Managing Users ............................................................................................... 19
How to invite and give access to others within your company ................................ 20
User Permissions .............................................................................................. 22
Editing a User .................................................................................................. 23
Merging company information ............................................................................ 24
CSN access (once registered) ............................................................................ 26
Incorrect pasword ............................................................................................ 28
Email notification of a Purchase Order (PO) ......................................................... 30
PO Delivery ..................................................................................................... 30
Orders icon ..................................................................................................... 32
Acknowledging a PO ......................................................................................... 35
Updating the PO Status ..................................................................................... 37
Planned maintenance........................................................................................ 38
Job completed ................................................................................................. 39
Job exceeds the Purchase Order value ................................................................ 40
Flipping a Purchase Order (PO) to create an invoice .............................................. 41
How to complete the invoice form ...................................................................... 43
Construction Industry Scheme (CIS) .................................................................. 44
Attaching documents ........................................................................................ 45
Photographic evidence ...................................................................................... 46
Tax code by line item ....................................................................................... 47
For your information: ....................................................................................... 49
Invoices icon ................................................................................................... 51
Viewing payment information ............................................................................ 54
Custom view (Reports) ..................................................................................... 54
Log Out .......................................................................................................... 60
Frequently Asked Questions .............................................................................. 60
Support .......................................................................................................... 61
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What is the Coupa Supplier Network (CSN)?
The CSN allows you to go to a website, see a list of all your purchase orders from
FirstPort Retirement Property Services / FirstPort Property Services Scotland and submit
invoices for those purchase order.
You will receive an invitation for the CSN from our new purchasing system. You will then
need to register with the system.
Orders will then start to be processed via the CSN. It is essential that you register
quickly so that you can view the system and ensure you can login.
Invoices submitted via the CSN will be processed electronically through the CSN and you
will have visibility of your invoices status as it moves through our approval process.
All invoices submitted via the CSN will also show the payment data once FirstPort
Retirement Property Services / FirstPort Property Services Scotland pays the invoice.
Both of these things will give you more visibility to your invoice and help ensure you are
paid in a timely manner based on your payment terms with FirstPort Retirement
Property Services / FirstPort Property Services Scotland.
Please note:
The CSN will not work on Internet Explore version 8 or below, therefore you will need to
be using Internet Explorer 9 or above, Firefox or Chrome to access the CSN.
To check which version of Internet Explorer you are using:
From your internet home page
Click ‘Help’, ‘About’. This is usually located top right of the browser.
If the version you are using is 8 or below you will need to install a new version which has
to be a minimum of IE 9 or install Chrome or Firefox.
You can get a free download for IE 9, Chrome or Firefox by doing a Google search.
Invitation to the CSN
You will receive an email invitation for the CSN asking you to register with the CSN.
Simply click on the link in the email and follow the instructions.
The following is a copy of the email you will receive:
Congratulations! FirstPort has added you as a supplier on the Coupa Supplier Network.
Click here to sign in so you can:
•
•
•
•
•
Manage your company information
Configure your PO transmission preferences
Create an online catalogue
View purchase orders
Create electronic invoices
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IMPORTANT:
It is essential that you register for the CSN, otherwise you will not have visibility of any
purchase orders and we will need to procure goods and services from alternative
sources.
The P2P system and processes will make the FirstPort, as a customer, much easier to do
business with.
The following are just some of the benefits that you, as one of our suppliers, will enjoy:
•
All of your orders will be received electronically
•
The ability to invoice us electronically, by turning the purchase order into
an invoice (PO flip)
•
The ability to be able to view when invoices have been approved for payment
•
A very transparent and seamless P2P process which will help you better financially
manage your business
However, please also be aware that we have a ‘No PO, no Pay’ policy. You should not
deliver any goods or services to any FirstPort company without a valid purchase order
number.
Please note:
The email address the invite is sent from is [email protected]
which has a tendency to either be blocked or go in to junk/spam folders.
CSN registration
By clicking the link in the email the CSN Home page will now open with your details
completed in the ‘Welcome to the Coupa Supplier Network’ box.
A password will need to be created before you can register with the CSN.
Please note: this must be at least 8 characters long.
Refer to the following screen print:
Please note:
You must register for the CSN via the link in the email invite as otherwise
‘FirstPort’ will not be displayed.
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Please make sure you tick the ‘
button.
box before selecting the ‘OK’
Once completed click
Now that you have registered and created a password the following screen will be
displayed:
When you sign in for the first time, you'll be greeted by the help tour on the home
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screen. You have the option to view what’s new by selecting
which will take
you through the various screens. If you don’t want to take the tour click
Please note: The ‘Take Tour’ will only be displayed the first time you login to the CSN.
If you choose not to take the tour straight away you can access this at a later date by
hovering over
Click
the following will be displayed:
and this will start the tour.
Take Tour
By clicking the
Click
the following screen will be displayed:
the following screen will be displayed:
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The Menu icon
After connecting to FirstPort simply click on the ‘Menu’ icon (
to view POs, create and manage invoices.
) to display other icons
Refer to the following screen print:
Menu Item
ORDERS
Description
This is where you can find purchase
orders sent by your customers
INVOICES
This is where you create and manage
invoices to send to your customers
CATALOGS
This is where you create and manage
customer-specific catalogs
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PROFILE
ADMIN
MY ACCOUNT
LOG OUT
This is where you create, modify, and
manage your public and customer-specific
profiles, and manage which remit-to
addresses each customer can use
This is where you can manage users,
merge requests, and your remit-to
addresses
This is where you can manage your
person profile
Use this to log out of the CSN
Updating your company information (Profile)
When you first log into the CSN, you'll be brought to your public profile page. In addition
to your public profile, you can create customer-specific profiles for any customers you've
connected to through the CSN.
Refer to the following screen print:
Public Profile
Your public profile contains general information about your company, like your name and
logo, a description and contact information.
Refer to the following screen print:
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Click
to make changes.
You can also access your profile from the Profile icon in the main menu, which will also
give you access to company-specific profiles e.g.
Hover over the
the following screen will be displayed:
Click
Both options will take you to the following screen.
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From here you can add information about your company.
This is the view that other Coupa customers will have of your company profile
information.
If you wish to update the information, click on the
button.
The following screen will be displayed:
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You must complete all the fields, if you ‘save’ without fully completing the following error
message will be displayed:
You will need to complete the form and re ‘save’.
Private Sections
Some sections are labelled as a private section, and can't be seen from the CSN.
Financial information like your Tax ID, DUNS, and remit-to addresses are considered
private information. These only appear on documents you create through the CSN, such
as invoices.
Customer-Specific Profiles
You can create specific profiles for customers you've connected with through the CSN.
You can change the primary contact and remit-to information as part of the customerspecific profile.
To manage a specific profile, choose the customer name from the profile dropdown list.
If you don't see the customer you're looking for, it means you haven't connected to
them yet. You won't be able to see them in the customer dropdown on the Orders and
Invoices pages either.
Refer to the following screen print:
Please note:
The dropdown will not be available if you only supplier to one company who uses Coupa.
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Copying a Profile
An easy way to create a new customer profile is to start by copying an existing profile.
Once you've copied the information, you can modify what you want. This is great if you
only want to change a few details for a specific customer.
You can't change your company address from a company-specific profile pages. Return
to your public profile to change it.
Once completed click
The following will be displayed:
Once the update has been saved the following will be displayed:
My Account
The My Account page is for your personal information on the CSN. It’s not meant for
your company information. There’s a separate section for that, refer to Updating your
company information (Profile).
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To make changes to your account information, simply click on the on the ‘Menu’ icon
to display other icons and select
The following screen will be displayed:
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Fill out the fields you want to change, and click
Refer to the following table regarding completing the form:
SETTING
*FIRST NAME
*LAST NAME
*EMAIL
DESCRIPTION
This is your personal first name. It's a
required field
This is your personal last name. It's a
required field
This field can't be changed. If you want to
change it, you'll have to create a new
CSN account and then connect it to your
company. See Managing Users for more
information
PASSWORD
Use this field to change your password. It
must be at least 8 characters long
PASSWORD CONFIRMATION
This field needs to match the password
you typed in the password field
UPLOAD YOUR PHOTO
You can add a personal photo in .jpg,
.png, or .gif.
* These fields must be filled in to use the Update Contact button.
Remit to
You will have notice that the following banner is being displayed:
The CSN includes remit-to addresses as part of electronic invoice compliance.
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This means that you can now specify remit-to addresses through the CSN.
Simply click on the ‘Menu’ icon
to display other icons
Refer to the following screen print:
and select
The following screen will be displayed:
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Click
The following screen will be displayed:
Refer to the following table prior to filling out the form:
Information
REMIT TO NAME
REMIT TO CODE
ADDRESS, INCLUDING COUNTRY
TAX COUNTRY
TAX REGISTRATION/VAT
IDENTIFICATION NUMBER
DISCLOSURE INFORMATION
Description
A unique easily identifiable user-friendly
name.
Use this field to tie your CSN remit-to
address with the corresponding address in
your ERP.
Standard address information.
Determines the origination country for tax
purposes.
Required in order to claim taxes from a
customer.
Optional (though may be required for
compliance) invoice footer information.
Complete all the fields marked with * as these are required.
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Remit to Contact
This is optional contact information for the remit-to address.
Assign Customers
You can choose which customers will be able to see a specific remit-to address.
If you merge accounts, your remit-to addresses won't be merged unless you make them
available for All customers. Once the merge is complete, you can again assign the remitto address to the specific customers you want.
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Make sure that FirstPort is checked.
Once completed click
Managing Users
The CSN gives you the ability to manager user permissions and customer access. This
gives you the ability to assign certain users to only certain customers, and limit what
kinds of documents and functions they can perform with their assigned customers.
Refer to the following table:
Permissions
ORDERS
Description
Full access to all CSN functions, including
user administration. Non-admin users can
still view the Users tab of the admin page
and invite users, but not edit existing
users. The permissions on the invitation
cannot exceed the permissions of the user
creating the invitation.
Adds the ability to view and work with
purchase orders.
INVOICES
Adds the ability to view and work with
invoices.
CATALOGS
Adds the ability to view and work with
catalogs
ADMIN
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Adds the ability to modify customerspecific
profiles. All users, regardless of
permissions, can edit the public profile.
PROFILES
Adds the ability to submit documents to
customers as part of a sourcing event.
SOURCING
How to invite and give access to others within your company
As a registered supplier you can share your customer relationships with others in your
company by inviting them to join the CSN.
Simply click on the ‘Menu’ icon (
) to display other icons and select
Refer to the following screen print:
The following screen will be displayed:
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To send an invite click on
The following screen will be displayed:
Enter the user’s name.
Enter the email address you wish to send the invite to.
Please make sure you have not used the email address anywhere within your
company or account information as this will prevent an invitation being sent.
You have the option to allow other users to either view everything or limit their view by
checking the relevant boxes (refer to the table in the Managing Users section).
Make sure that everyone has FirstPort ticked which will enable them to view all purchase
orders and invoices for this company.
Refer to the following screen print:
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Click
The user will receive an email which they will need to action.
User Permissions
Coupa doesn't allow users to be deleted, so you can't delete a user from the your supplier
profile. Instead, you can deactivate the user when you no longer want that user to be able
to access the account. If you deactivate a user, you can always reactivate them later. If
you reactivate the user, their customer access is reset, so you'll have to assign customers
to them again.
Click
make sure ‘Users’ is selected.
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Click
against the user’s record you want to deactivate.
The following screen will be displayed:
Click
The following pop up will appear:
Select the relevant option.
Editing a User
You can change the user’s name and modify their permissions
Please note:
You cannot change their email address, though. If a user wants to change their address,
send them a new invitation.
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Click
The following screen will be displayed:
Please note:
The Invitation and Edit User Access window are almost identical, except when you
invite a user, you can specify an email address.
Once the user’s record has been modified click
Merging company information
Sometimes, your company may have more than one account/profile on the CSN. This
can happen when several users from the same company sign up for, or are invited to,
the CSN via different email addresses. The CSN suggests merges based on email
domain. For example, all users with the @example.com domain will get suggestions to
merge.
Merge suggestions appear in a right-hand column on home page:
e.g.
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If you know an suggestion is invalid, click
displayed
Click
the following pop up will be
and you won't see the request again.
If you want to merge an account, click
will be the parent account.
, then choose which account
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Click
The following table lists the selection options:
Selection
Make my company the owner of the
merged account
Make the company I'm sending this
request to the new owner of the merged
account
Description
This will cause the other account to be
merged into your company account. The
other user's company account will be
removed.
You will continue to be the administrator
for the merged company account, and the
previous administrator will become a
regular user in the merged account. You
can make them an administrator if you
want.
Your company account will be removed.
The other user's company account will
become the only company account.
You will no longer be the account
administrator, but the administrator of the
existing account can choose to make you
an administrator of the merged account.
Merged accounts will use the following rules:
Element
Connected customers & customer profiles
Remit-to addresses
Merge Behaviour
Any connected customers will be retained
in the new account. The existing email
address will remain as the contact email
for the customer. If the customer is
connected to both accounts, the parent
account connection will be retained, and
the merged account connection will be
removed.
Remit to information is transferred only
for addresses that are available to All
companies.
CSN access (once registered)
There are two options to access the CSN.
Option 1
Enter the following URL in to your browser: https://supplier.coupahost.com
Option 2
Click on the link contained in the Purchase Order notification email
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The following screen will be displayed:
If you haven’t already registered you will need to request another invitation by emailing:
[email protected]
If you have already registered:
You will need to enter the email address and password, you used to register, in the
highlighted fields.
Refer to the following screen print:
If you receive an error message ‘Email is already a user’ refer to screen print below:
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This is because you are entering your details in the ‘Get Started’ field and not entering
them in the email and password fields.
Incorrect pasword
If an incorrect password is entered the following error message will be displayed:
By checking ‘Click here’ the following screen will be displayed:
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Enter your email address and click
The following screen will be displayed:
You will be sent an email from ‘[email protected]’ e.g.
Click the link
The following screen will be displayed:
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Enter a new password and confirm new password click
Please note: this must be at least 8 characters long.
The following screen will be displayed:
The password has been successfully updated.
Email notification of a Purchase Order (PO)
Transition
Please note that not all of our developments will go live on the new P2P system at the
same time. There may occasions where you receive an electronic purchase order from
one development and a paper purchase order from another development – both are valid
purchase orders.
When a purchase order is raised via the new P2P system you will receive an email
notification regarding this.
The email is sent to the PO email address on your supplier record.
Please note:
You have the option to change the email address. Refer to the ‘PO Delivery’ section
(below).
PO Delivery
You have the option to change the email address the PO is sent to.
Simply click on the ‘Menu’ icon (
) to display other icons and select
Refer to the following screen print
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The following screen will be displayed:
click
The following screen will be displayed:
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Enter the new email address in ‘PO email’ field.
cXML
You can select the format of how you want to receive purchase orders.
Let’s your customers know how you are able to receive purchase orders. Your customers
will be able to select from these options to send you purchase orders.
Once updated click
Orders icon
To start managing Purchase orders simply click on the ‘Menu’ icon (
) to display
other icons and select
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Please note:
The Purchase Orders table lists all the POs you've received from FirstPort Retirement
Property Services / FirstPort Property Services Scotland.
The following screen will be displayed:
Please note:
Each purchase order will be given an individual number.
The Purchase Orders table lists all the POs you've received. You can use the search bar to
filter the list with a search term, or click the View dropdown to perform advanced filtering.
Refer to the ‘Custom view’ (Reports) section.
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COLUMN
PO #
DESCRIPTION
This is the purchase order number
generated by Coupa.
ORDER DATE
This is the date the purchase order was
created on.
STATUS
ACKNOWLEDGED
ITEMS
UNANSWERED COMMENTS
TOTAL
ACTIONS
This is the current status of the purchase
order. See the Status List for more
information.
You MUST choose to let your customer
know that you received their PO by
selecting the Acknowledged checkbox
on the purchase order. When you select
the checkbox, the current date appears in
the Acknowledge column.
This checkbox is a simple toggle, so you
can also un-acknowledge an invoice by
deselecting the checkbox. If you reacknowledge at a later time, the new date
will appear.
List of items on the PO.
You can now make comments directly on
the purchase order for your customers to
see. If you customer has left comments
that you haven't responded to, you'll get
notified here.
This is the total amount of the purchase
order.
Use the gold coins icon
to flip the
PO into an invoice and the red coins icon
to create a credit note.
BUYER HOLD
The PO is approved but pending buyer
review.
CANCELLED
The order has been cancelled, and doesn't
need to be fulfilled.
CLOSED
CURRENCY HOLD
ERROR
The issued PO has been received and was
then closed, either manually or
automatically within Coupa.
The PO is on hold due to a currency
exchange rate issue.
There's something wrong with the PO.
Contact your customer to get the PO back
on track.
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ISSUED
The PO has been approved and sent to
the supplier.
SUPPLIER WINDOW HOLD
The PO was approved outside of the order
window schedule under contract terms.
Status list
STATUS
BUYER HOLD
CANCELLED
CLOSED
DESCRIPTION
The PO is approved but pending buyer
review.
The order has been cancelled, and doesn't
need to be fulfilled.
The issued PO has been received and was
then closed, either manually or
automatically within Coupa.
CURRENCY HOLD
The PO is on hold due to a currency
exchange rate issue.
ERROR
There's something wrong with the PO.
Contact your customer to get the PO back
on track.
ISSUED
The PO has been approved and sent to
the supplier.
SUPPLIER WINDOW HOLD
The PO was approved outside of the order
window schedule under contract terms.
Please note:
If you click on the purchase order number to view the PO, and then use the back button
to return to the Purchase Orders page, you'll need to refresh the page to see any
changes you made to the PO.
Acknowledging a PO
By clicking on the PO# the details of the PO will be displayed.
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Refer to the following screen print:
Please Note:
It is important you acknowledge the PO by clicking the
will let FirstPort know you have seen the order.
box as this
When you select the checkbox, the current date appears in the Acknowledge column.
Refer to the following screen print:
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Updating the PO Status
It is important you update the status of the PO so FirstPort are aware of the current
status of the job.
Please note:
If you do not update the status or add a date an automated chase reminder
email will be sent. You will continue to receive these emails until you have
updated the PO with these details.
Please note:
You must immediately contact the person who raised the PO (likely to be the
Development Manager or Customer Services/Office) in the event that:

Work cannot be carried out due to access, awaiting parts, etc. If
possible, the contractor should also contact the resident/s

The cost of the works differs from the value described on the purchase
order and give the exact value that will match your invoice

The order is rejected and you cannot attend as per the purchase order
Add a status by selecting the relevant one from the ‘Status Update’ drop down list.
Refer to the following screen print:
Click the ‘Next Visit Date’ field and select the date for your next visit.
Click
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Please note:
If the work is going to be delayed you must change the status and enter a new date of
when you will next visit.
Refer to the following screen print:
If you require a paper copy of the PO click
Once you have update the PO click
Save the changes which will automatically update YPO.
Planned maintenance
If the PO is for planned maintenance e.g. window cleaning, 12 times a year, you must
update the PO once you have attended the development with the next visit date.
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Job completed
Once you have completed the work you need to update the PO to reflect this by
selecting the relevant status from the drop down e.g.
If type of work is one of the following:


Emergency Out of Hours
Emergency in Hours
You must select ‘Reactive job complete’
If the work was planned
You must select ‘Planned Contract Complete’
Please note:
The top section of the PO shows the type of work the PO was raised against.
Refer to the following screen print:
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Click
The following screen will displayed:
Job exceeds the Purchase Order value
At the time of raising a Purchase Order (PO) it maybe we won’t know the exact cost for
the job, therefore a nominal value could be entered on the PO.
To ensure the PO matches the invoice you must, once you have completed the work and
calculated the actual cost of the works, including labour, material and plant (excluding
VAT) you must inform the person who raised the PO (likely to be the Development
Manager or Customer Services/Office) of that cost so that the PO can be amended.
The benefit to you will be:

The invoice value will match the PO value
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
There will be no need for any authorisation of the invoice (as it will match the
PO)

Payment will be made to payment terms
Please note however that we will be monitoring and auditing invoices from time to time
to ensure costs are true and accurate for the job.
Note: If the cost for job is likely to be over £500 then you must contact the
person who raised the PO as at this level, to comply with ARMA Q, we must
obtain competitive quotations. You must at this time submit your quotation for
the works.
Flipping a Purchase Order (PO) to create an invoice
The ability to invoice us electronically, by turning the purchase order into an invoice
(PO flip). If you are unable to PO flip then please send a paper invoice which must
state the purchase order number, to the original person who raised the order and
payment will be processed from there.
To start ‘flipping’ a PO to an invoice, click
and select
The following screen will be displayed:
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Flipping the PO into an invoice transfers all the PO line information on to an invoice.
To flip the purchase order to an invoice , click
The invoice screen will be displayed.
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PLEASE READ THE FOLLOWING SECTIONS PRIOR TO COMPLETING THE INVOICE
FORM:




Construction Industry Scheme (CIS)
Attaching documents
Photographic evidence
Tax code by line item
How to complete the invoice form
To complete the invoice follow the steps below:
Step 1: Create an invoice number the same way you would have created for a paper
based invoice
Step 2: Enter the invoice date
Step 3: The ‘VAT’ field should be populated, if not enter your VAT number (if applicable)
Step 4: Invoice the amount to be paid by amending the quantity (if applicable)
Step 5: Make sure you have ticked ‘Line-item taxation’ if you are charging different Tax
rates on different lines (refer to ‘Tax code by line item’ section)
Step 6: Enter the labour value
Step 7: Select the tax code
Step 8: Attach any documents if CIS ‘Yes or Maybe’ (refer to CIS section)
Step 9: Attach photographic evidence (refer to Photographic evidence section)
Step 10: When there are several PO lines some may have already been invoiced. Please
do not include these again; they will need to be deleted.
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Please note:
The PO total is excluding VAT
If the PO has been part invoiced this is where the invoice will show. Please only include
lines showing as 0.00 when creating an invoice.
Once all the information has been completed please click
Please note:
The person who raised the PO will have to receipt the goods/work has been
received/completed before an invoice can be processed.
The invoice will be sent for approval before it can be paid.
Construction Industry Scheme (CIS)
Some work carried out could be Construction Industry Scheme (CIS) applicable.
The invoice will display one of three possibilities e.g.



Yes
No
Maybe
Refer to the following screen prints:
Yes
No
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Maybe
Please note:
If the CIS commodity field for the work is showing as a ‘ Yes’ or ‘Maybe’, you need to
enter the ‘Labour amount’
Refer to the following screen print:
Also, attach a copy of your invoice to ensure you do not slow down your payment.
Attaching documents
You can attach a copy of your paper invoice
Please note:
This is a requirement if the CIS commodity field for the work is showing as a ‘ Yes’ or
‘Maybe
From the ‘Invoice’ page click
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This will take you to your network folders to locate the relevant document.
Photographic evidence
As the Property Managers have to receipt that the work has been carried out, and will be
doing this remotely, you must attach photographs to show the ‘before’ and ‘after’ of the
work you have undertaken. This will help us to approve your invoice in a timely manner.
Please note:
This is key, as without this evidence there could be a delay in processing the invoice, as
the Property Manager will have to visit the site to confirm they are happy, which could
result in a delay in you receiving payment. It is in your interest to attach photographic
evidence.
Click
The following screen will be displayed:
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In the
field enter details as you feel are relevant to assist the Property
Manager approving the invoice.
Click ‘Add file’
This will take you to your network folders to locate the relevant document.
Tax code by line item
If there is more than one line contained in the PO you have the option to apply a tax
code by line item.
Refer to the following screen print:
Click
Click the ‘Tax code’ drop down to select the relevant code.
Refer to the following screen print:
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The system will automatically calculate the tax.
Refer to the following screen print:
Once done Click
Refer to the following screen:
Please note:
If any of the required field have not be populated
The following screen will be displayed:
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You will need to fix the errors and resubmit.
Please note:
If the work is CIS ‘Yes’ or ‘Maybe’ the invoice will be put on hold pending approval due to
potentially tax implications.
Refer to the following screen print:
For your information:

If you do not ‘flip your invoice via the CSN and submit a paper invoice, it will be
rejected and NOT PAID if:
-
You do not address the invoice as per the billing address detailed on the PO
-
You do not quote the relevant PO number
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
When flipping your invoice in the CSN you are strongly recommended to attach a
photographs to show the ‘before’ and ‘after’ of the work you have undertaken.
This will help us to approve your invoice in a timely manner

When flipping your invoice you must enter a value in the labour amount field and
if the CIS commodity field for the work is showing as a ‘ yes’ or ‘maybe’, you
need to attach a copy of your invoice to ensure you do not slow down your
payment.

The Supplier must immediately contact the originator of the PO in the event that:
-
Work cannot be carried out due to access, awaiting parts, etc. If
possible, the contractor should also contact the resident/s
-
The cost of the works differs from the value described on the purchase
order and give the exact value that will match your invoice
-
The order is rejected and you cannot attend as per the purchase order

All work must be carried out in accordance with your written method statement.
Should the specific nature of the site require any changes to your procedures, the
method statement must be updated to reflect this.

Sub-contractors must not be used without prior notification and agreement.
If a supplier deems that works or services on any one of FirstPort Retirement Property
Services / FirstPort Property Services Scotland development will exceed £500, the
supplier must produce a full written quotation and forward to the originator of the
purchase order. No works are to be undertaken until express permission has been
received from FirstPort Retirement Property Services / FirstPort Property Services
Scotland in way of a purchase order for the quotation. FirstPort Retirement Property
Services / FirstPort Property Services Scotland retains the right to seek further
quotations before approval of works is granted. FirstPort Retirement Property Services /
FirstPort Property Services Scotland reserves the right to refuse payment of invoices
over £500 where approval has not been granted.
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Invoices icon
To start managing your invoices, click
and select
The following screen will be displayed:
You are able to view the status of your invoice here.
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You can view full invoice information by clicking on the invoice number.
The following screen will be displayed:
You are also able to view any attachments or comments.
The Invoices table lists all invoices you've created for that customer. You can use the
search bar to filter the list with a search term, or click the View dropdown to perform
advanced filtering. See Custom Views for more info.
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COLUMN
PO #
DESCRIPTION
This is the purchase order number
generated by Coupa.
ORDER DATE
This is the date the invoice was created
on.
STATUS
ACKNOWLEDGED
This is the current status of the purchase
order. See the Status List for more
information.
You can choose to let your customer
know that you received their PO by
selecting the Acknowledged checkbox
on the purchase order. When you select
the checkbox, the current date appears
in the Acknowledge column.
This checkbox is a simple toggle, so you
can also un-acknowledge an invoice by
deselecting the checkbox. If you reacknowledge at a later time, the new
date will appear.
List of items on the PO.
ITEMS
UNANSWERED COMMENTS
You can now make comments directly on
the purchase order for your customers to
see. If you customer has left comments
that you haven't responded to, you'll get
notified here.
This is the total amount of the purchase
order.
TOTAL
Use the edit icon
ACTIONS
STATUS
APPROVED
DESCRIPTION
The invoice has been accepted for
payment by the customer.
PENDING APPROVAL
The invoice has been created, but may be
missing information necessary to send it
to the customer.
The invoice is currently with a business
approver.
PROCESSING
The invoicing is being processed by the
AP department, and should be paid soon.
DRAFT
VOIDED
There's something wrong with the PO.
Contact your customer to get the PO back
on track.
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Viewing payment information
Please note:
Your invoice will be updated with payment information only when it has been paid.
Custom view (Reports)
A custom view report gives you the ability to create a set of advance search filters, and
save them.
You can create a customer view for POs and invoices (when the following is displayed):
Click
and select ‘Create view’ from the drop down
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The following screen will be displayed:
Custom view settings
Customise these settings when creating or editing a custom view report for a Coupa table.
Group
Setting
Details
Name
The custom view name, visible from the View dropdown
on top of the table.
Visibility
Decide whether this view can be visible to only you
or all other Coupa users that can see the main table.
Start with view
Use this option to load another views settings and
then tweak them to fit your needs for this view.
General
Conditions
Apply
Conditions
Columns
Available
columns
All of these conditions: Coupa displays results only for
objects that meet all of the conditions you add in this
list.
Any of these conditions: Coupa displays results for
objects that meet at least one of the conditions you add
in this list.
Create conditions based on the data available in
Coupa.
This list depends on the table you're working with in
Coupa. You can select any of these column to add into
your custom view.
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Selected
columns
Default Sort
Order
These are all the columns Coupa displays with this
custom view. It displays them, from left to right, in
the same order that you set them up here.
Choose the column you want results sorted by and whether to sort them in
ascending or descending order.
There are three section to create a custom view
General
Give the custom view report a name
Check ‘Only me’
If you want to build a view report off of another view report and tweak those settings,
start with view options and select from the drop down
Conditions
Create conditions based on the data available in the CSN
Click the first drop down
The following will be displayed:
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Select the condition you want to create a view report for.
Then click the second drop down
The following will be displayed:
Select the relevant search option.
In the third option enter the relevant information e.g. Invoice number
Columns
There are two columns e.g.
Anything in the ‘Selected’ columns will be included in your custom view report.
You can drag and drop items from the ‘Available’ columns to include in your create view
report.
Refer to the following screen print:
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Default Sort Order
Click the ‘Sort by’ drop down the following options will be displayed
Select the relevant option.
You now have the option to select the order of the report.
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Click the ‘In’ drop down and select the relevant option.
Once you have selected all the required information
Click
Your create view report will now be available from the ‘View’ drop down
Refer to the following screen print:
You also have the option to export the data in the create view report to an excel
spreadsheet.
Click
The following will be displayed:
You need to choose what you want to do, then click
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Log Out
When you have finished using the CSN you need to log out.
Simply click on the on the ‘Menu’ icon (
) to display other icons and select
Frequently Asked Questions
What do I need to do next?

Review this presentation and ensure your Finance Department has too!

If you intend to receive purchase orders via email ensure your email system will
allow emails from FirstPort.coupahost.com domain so that the email does not go
to spam filter

Receive your CSN invitation and register on the CSN
Do I have to pay for the CSN?

No, the Coupa Supplier Network (CSN) is free to use for suppliers
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What is the benefit to me?

Submit your invoices electronically in order to ensure you invoice is paid on-time
and promptly

See invoice payment details and status in the CSN to save having to call

Reduce paper invoices

All invoice and PO details in one place
Will I be able to submit paper invoices?

If the PO has come through the CSN, an electronic invoice must be sent. Paper
invoices will be rejected.
How do I send an electronic invoice?

In the CSN, click on ‘The Menu’ > ‘Orders’ icon and click the coins icon. Once the
necessary details have been added, submit the invoice and this will
automatically be sent to FirstPort. The invoice will then appear on the ‘Invoices’
screen along with status
What if I forget my password?

Entering the wrong details will prompt a log-in error and a link will be shown for
you to enter your email address to receive an email with a new password link
Will anything change for my business as a result of using the CSN?

Only in that Purchase Orders will now come electronically and invoices will be able
to be sent electronically saving time having to manually create invoices
Can I change my company details and if so, will FirstPort Retirement Property
Services / FirstPort Property Services Scotland be notified?

Yes, any change in company details will automatically send an notification email
to FirstPort Retirement Property Services / FirstPort Property Services Scotland
Support
There are comprehensive training documents available to you via the CSN.
To access these:
Click
The following will be displayed:
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Click
The following screen will be displayed:
This list all the training material available.
There is also a training video which we recommend you view.
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FirstPort Retirement Property Services / FirstPort Property Services Scotland have
provided you with this training guide to use as a point of reference for using the CSN.
Please follow this training guide, in the first instance, to enable you to register and start
managing your PO’s and invoices.
However, if you need specific support FirstPort Retirement Property Services / FirstPort
Property Services Scotland have a dedicated team to support you with the Purchase to
Pay process. If you have any questions or comments please email these to:
[email protected]
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