Frequently Asked Questions
Coupa Supplier Portal
The Coupa Supplier Portal (CSP) is a free of charge portal which enables Babcock suppliers to receive purchase orders and create invoices electronically. Suppliers can also create and update catalogues through the Coupa Supplier Portal
There is no cost for suppliers to use Coupa.
This is our preferred method of transaction because of the following key benefits:
- Free self-serve tool for suppliers
- Self-serve of your supplier information
- Easy-to-use
- One stop shop
- Decreased paperwork
- A single view of Babcock’s Sourcing events, Purchase Orders and Invoices
- Real time and interactive visibility of those activities and their status
- Digital contract management where appropriate
- A more consistent and simplified way of working with us
No additional software is required. As Coupa is a cloud-based technology, all you will need is an active email account and web browser to access the portal and transact with Babcock
A few week prior to go live our Supplier Enablement Team will send you an invitation to join the Coupa Suppleir Portal
The registration process takes less than 5 minutes upon receiving the invitation email. Suppliers can expect to receive an invitation email from Babcock during September.
We still need you to fill out the survey so we can set your company up properly in our Coupa system. Once setup, you will be easily able to link Babcock to your Coupa Supplier Portal account.
Here are some useful links with information on the Coupa Supplier Portal:
https://compass.coupa.com/en-us/products/product-documentation/supplier-resources/for-suppliers
Yes, suppliers without VAT registration number will have ability to transact via the Coupa Supplier Portal.
You will be provided with an invitation to join CSP in September, guidance will be provided prior to go live on the Coupa Supplier Portal.
All suppliers must set up an CSP account; linking with Babcock Coupa system will be done automatically.
Unfortunately the CSP cannot support departmental split of Purchase Orders and Invoice. We recommend that you define a process internally in your organisation to filter by department. Please note, multiple individuals can be set up from your organisation in the CSP who can be from different departments and access Purchase Orders and Invoices.
CSP onboarding
Babcock will initiate Coupa CSP invitation for applicable suppliers.
No, there is no need to inform Babcock if they already use CSP.
Yes, it is possible for an organisation to have multiple users on their CSP account. The initial request will go the Supplier contact detail on the supplier record Babcock hold for you. When this individual signs up to the CSP, they will be given CSP Admin account, and has the ability to invite other users from their organisation to the CSP, and if required, they can restrict the level of access they have given.
You will be able to serve multiple Babcock legal entities through the same CSP profile.
Different Babcock legal entities are going live in Coupa during 2023 & 2024 check the website for details of transition dates. POs are assigned specifically against different Babcock legal entities.
When you accept the Babcock CSP invitation, you will be able to link this account to your existing CSP account. You can access multiple companies/customers via single Coupa Supplier Portal account, under the dropdown ‘Select Customers’.
Please refer to the supplier help page on the Coupa website https://supplier.coupa.com/help/
All suppliers will be sent a CSP invite to the Primary contact. If you have not received a request please email [email protected] with the correct email.
If your company is one legal entity, you will receive one CSP invite and view all POs on the portal.
Invoicing
No, invoices can only be submitted one at a time. cXML may be an option instead of CSP route in this case, please reach out to the [email protected] to see if this is an appropriate transaction method for your company.
It is possible to enter multiple invoices for PO. Each invoice can be related to a separate line on a PO or a same line, if required. If you submit an Invoice which is greater than the PO line value, it will go through an additional process in Babcock system.
Yes, PO can be partially invoiced.
For invoices which you have entered in the CSP, you can download the Legal Invoice, which Coupa has created on your behalf, by going into the Invoice record after you have submitted it, and click on the ‘download’ hyperlink next to the ‘Legal Invoice’ field.
Yes, you will continue to invoice monthly against the annual PO that you have in place. Coupa does not change this process.
Yes, when quoting for work/services please ensure this is detailed.
Yes, supplier receive notification is Babcock dispute an invoice. Supplier’s will be able to submit a credit note and new invoices if required
For invoices which you have entered in the CSP, you can download the Legal Invoice, which Coupa has created on your behalf, by going into the Invoice record after you have submitted it, and click on the ‘download’ hyperlink next to the ‘Legal Invoice’ field.
Notifications
The email addresses added to the Supplier record in Coupa will receive the PO output. Additionally, users who have been setup in the CSP will also get the notification providing the necessary notification settings are switched on.
Depending on the notifications setting set on the user’s CSP account, Coupa will generate email and portal notifications.
Issue can be flagged to suppliers in two ways.
1) A comment can be added to the invoice for the attention of the supplier. Any comments added to the Invoice will be communicated via email notification and through a portal notification. This is depended on the applicable notifications being set on the user’s CSP account.
2) The invoice is disputed back to the supplier. Invoices disputed to the supplier will generate an email notification and a portal notification. This is depended on the applicable notifications being set on the user’s CSP account.
Suppliers will not receive any email on successfully creation of an Invoice, but will receive a notification with the Invoice has been moved into an ‘Approved’ status.
Yes. Multiple email addresses can be added to the Supplier record in Coupa to receive the PO output. Additionally, the supplier users who have been setup in the CSP will also get the notification providing the necessary notification settings are switched on.
The Terms and Conditions for the Purchase orders will be displayed on the purchase Order (‘Print View’ in CSP, and on the email notification).
Sourcing
Babcock are encouraging our P&SC teams to utilise the sourcing module of Coupa, however there will be a transitional period where email quotation will still be used, please respond in accordance to the sourcing requirements.
Due to the differing aspects of quote submissions rather than a video there is a workbook available to support Source to Contract and providing quotations
Transition
Existing Purchase Orders will be run from the legacy systems until conclusion and not migrated into Coupa at this time.
Yes, Cavendish Nuclear transactions will also be managed by Coupa.
Existing PO’s created in legacy system will not be available on the Coupa system. You will only see the POs which Babcock have created for you in Coupa.
All non-Coupa PO (Coupa PO have the prefix ‘CP’) should not have their invoices processed via the CSP
Yes, Joscar Accreditation will still be required for many of our suppliers