1 copyright © 2010 deloitte development llc. all rights reserved. confidential this document is...

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Copyright © 2010 Deloitte Development LLC. All rights reserved. Confidential

This document is intended solely for the internal use of Land O’Lakes and should not be used or relied upon by any other person or entity.

1 1SOURCING: Strategically Moving Forward1



1SOURCING: Strategically Moving Forward

Coupa User GuideRequestor

Document version 20131024

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Introduction – Coupa

Welcome to Coupa, a new tool to help save money!

Coupa is the new Land O’Lakes procurement system designed for requesting Indirect Goods and Services

Coupa features an easy to use Requisitioning tool, with requests for products and services being routed directly to the appropriate approvers for review and approval

Requisitions, once approved, are converted into PO’s and sent to the supplier for processing

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Introduction – CoupaConcept

Land O’Lakes has negotiated significant savings on indirect goods and services. The Coupa software platform provides a way to extend those savings to members on a voluntary basis.

What are “Indirect” Goods and Services?

The initial offerings are MRO goods such as motors or safety suppliers, and IT hardware, software, and telecommunications. The product selection will be expanded to include:

• Fleet• Facilities • Packaging• Office Supplies

• Additional IT and Telecommunications

• Utilities • Capital

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Coupa Icons and Terminology

Icon Action/Function

Transaction Hyperlinks take you to the View page of the transaction

Edit

Billing

Split Billing (Currently inactive)

Save

Copy Requisition for future uses

Delete

Export table to Excel

Add (ie: comment, alerts)

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Navigation - Coupa Home Screen

1. Home button: Will always take you back to the main dashboard.

2. Search bar: Where to start your search for a good or service.

3. Search / Browse / tabs: Different options for starting your search. Please do not use the Write tab. It is a disabled feature that will eventually give you an error

4. To-Do’s: List of items for you to take action on (click “View All” to access your complete list).

5. Additional links for Coupa support and announcements.

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Navigation - Requisitions

Requisitions are requests for purchases that must be approved before they are converted to Purchase Orders.

Once you identify the good/service required, you’ll be able to “check out” using the Cart screen.

Here is a look at the information captured on a basic requisition.

1. Header Level: Basic information regarding the source and destination of the request.

2. Line Level: Details about the requisition including the types of items, quantities, shipping terms, and billing information.

3. Approval Chain: Details about the approval requirements, depending on the nature of the requisition

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Creating Requisitions in Coupa

Requisitions can be created in several ways:

• Catalog – Shopping for catalog items set up within Coupa

• Web Form – A form which enables you to answer specific questions about the item or service you are requesting

After a requisition has been approved, it is automatically converted into a purchase order(s) and sent to the Supplier(s)

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How to Create a Catalog Requisition in Coupa

1. Login to Coupa; if already logged in click the home icon in the top left.

2. Search for keyword (e.g.: “battery”) in the Search Bar or drag the mouse over appropriate catalog if the supplier is known and select it.

3. Select the desired catalog item(s) and update quantities. Click “Add to Cart“ when complete.

4. Click on "Review Cart" to go to Check Out, either by hovering over the “Cart” icon at the top of the screen or when prompted after selecting your final item.

5. Enter a Justification, if applicable (why you are buying this).

6. “Ship To” address should default based on who the order is for. Change this info if necessary by using the magnifying glass icon to search for another location.

7. You can add a “Need By” date at the requisition line, but the supplier will probably not see it.

8. Add any attachments that may be relevant at the Req Header or Line level (double click the line to access.) Suppliers will not receive these, but they might be handy for approvers or to store documentation with the requisition.

9. Click “Submit for Approval”. If you click “Save”, the items stay in the current cart. If you click “Save for Later”, Coupa will save your cart in draft status and open a new, empty cart. You can find the draft under My Account-My Spend History. Click on the pencil to edit.

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The easiest way to access a catalog is by having the system automatically do it. Enter a description in the Search field and click the Find “ > ” icon.

Catalog example-Search for Item

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Catalog example-Search Results & Buying

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2. Click the Home icon to find a second item.

1. Note updated Cart with number of items.

Catalog example-Adding more items

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Another way to access catalogs is by clicking the Catalogs link to see the available Catalogs and then selecting one.

Catalog example-Supplier menu (Catalogs)

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Items from that Catalog display. Click the Sort by field to control what displays first.

Catalog example-Sorted Airgas sample

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To checkout, either click on Cart icon or Review Cart button

Getting to checkout

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1. Justification: You may type the reason for the order here. There is also a place for Attachments. They will not be transmitted to the Supplier.

2. Ship To: Change for this order by clicking on Magnifying glass and selecting new location.

3. Line Detail: Review details of order, including shipping terms, here.

4. Approvals: If order needs approvals, it will be shown here

5. Comments: If needed, Comments can be added to requisitions to clarify, ask questions of people downstream, etc. Suppliers do not see this information.

6. Finish: When you are satisfied with the requisition, click “Submit for Approval.” Click Save to maintain current cart. Click “Safe for Later” to file a draft requisition and empty the cart. Once the requisition is approved, purchase orders will be created and sent to the Suppliers automatically

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Checkout

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How to Create a Quote in Coupa

1. Some items do not have catalog prices. These are marked with the Quote flag

2. When you Add one of these to your cart, a questionnaire will open.

3. Complete the questionnaire. When you are done, click the “Save” button.

4. Add any other required lines, then click on the Shopping Cart icon to review the Cart. Note that Web Form fields are stored as additional fields at the end of the requisition line and will be forwarded to the supplier on the PO.

5. Enter a Justification if applicable (why you are buying this).

6. “Ship To” address should default based on who the order is for. Change this info if necessary by using the magnifying glass icon to search for another code.

7. Add any attachments that may be relevant at the Req Header or Line (double click the line to access) level.

8. Click “Submit for Approval.” Once the requisition is approved, the item will be sent to the appropriate supplier and someone will contact you to complete the order

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Sample Questionnaire and output

Data from this questionnaire creates an entry in the Cart

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Tasks for New User

Default Ship-to Address: Enter here to avoid an extra step on every orderSelect from a list at Manage Address BookYou can override on individual orders

Change Notification PreferencesChange defaults to receive less email

Set/Reset passwordChange your password through My AccountIf you forget, you can get it emailed through logon screen

Customize your experience through the My Account section

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Other My Account Options

My Spend HistoryOne way to get to your orders

My InboxThere are several views availableDelete items or mark as read to manage list

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Looking at To Do in My Inbox

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Looking at Notification Preferences

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Navigating My Spend History and Custom View

My Spend History provides you access to the details of all requisitions you have created

Click the “My Account” hyperlinked text or mouse over and click the “My Spend History” link.

This menu loads every requisition you have created in every status from Draft through Ordered (after being converted to a PO).

The user can also create a custom view of the information1. Click the “View” dropdown from the Spend History screen.2. Select “Create view.”3. Select viewing criteria from the “General” and “Conditions” dropdown menus.4. Drag any desired fields from the “Available” columns to the “Selected”

columns to construct the custom view.5. Specify “Default Sort Order” from drop down.6. Click “Save.”

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My Spend History is a link found under My Account.

Sample of Spend History

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Spend History Views

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