Supplier FAQs

If you’re already using the Coupa Supplier Portal with other customers, please proceed with the instructions above to log in to your account for the Co-op for the first time.Coupa identifies where the same email address has been used for multiple customers and will attempt to link the accounts automatically. If you have accepted our invite using the same email address as the Coupa Account you have for other customers, your accounts should now be linked. If this is the case, you’ll now see Co-op listed along with your other customers on the right of the screen under Latest Customers.

Yes. Coupa is the only system we use for accepting invoices.

There are four ways/ methods you can choose to transmit with SSI Coupa:

• Coupa Supplier Portal (CSP): (This is SSI preferred option). We will send you an email invitation to register on the Coupa Supplier Portal . You can log in to the Coupa Supplier Portal to view POs as well as create and send invoices electronically. On the portal, you can view all orders and invoices. You can also track the progress of your invoices. View Training Videos
• Supplier Actionable Notification (SAN): You can action directly from your email inbox, receive purchase orders, and create invoices without registering or logging in to the Coupa Supplier Portal.
• CXML Transmission: This is for suppliers who have large amounts of invoices and an internal IT to build and manage the CXML transmission.
• PDF Readable invoice: Suppliers can submit invoices electronically to our new email inbox: accounts@ssi.org.au. (No scanned or photo invoices).

Yes. There are multiple ways to do this:

• In the Admin menu of the Coupa Supplier Portal , select the “Invite User” button on the right to invite additional employees.
• On a Purchase Order email – using the “Create Account” button in your PO notification email.

For further detail, please go to the link Register for the CSP.

You will be sent an invitation from us to join the SSI Coupa Supplier Portal. If you haven’t received your invitation please email us at SSIsupplier@ssi.org.au.

Alternatively, you can register and can sign into the Coupa Supplier Portal at https://supplier.coupahost.com/. Register for the CSP.

Suppliers will see their Purchase Orders (PO) via the Coupa Supplier Portal (CSP) or receive them electronically via email and will be able to acknowledge the order direct from the PO. Suppliers will also submit electronic invoices by converting the PO into an invoice via a ‘PO flip’ and will provide access to real-time information on the invoice.

Please contact SSIsupplier@ssi.org.au who will assist in processing any changes.

Download SSI Terms of Supply Conditions.

Remittance advices will be generated and automatically sent to suppliers once the invoice has been paid.

The registration process takes less than 5 minutes.

On the login page, select Forgot User Name or Password to reset.

This field allows the users to know that the supplier has seen the purchase order and can complete the order by the execution date. It is encouraged that suppliers use this feature to communicate back to the SSI requisitioner. You can also use the comments section at the bottom of the PO to communicate with the SSI requisitioner.

Suppliers do not have this functionality. Speak with your SSI contact; their name and email will appear on your PO.

This will depend on the Ordering Option you have selected:

• Coupa Supplier Portal: Go to: Main Menu>Orders. Select SSI (if you are connected to more than one Coupa customer.) You can acknowledge the PO and create an invoice direct from the Coupa portal.
• Supplier Actionable Notification: You will receive an email which will contain the PO. You can acknowledge the PO and create an invoice direct from the email.

Yes, using the same invoicing steps you can submit a credit note for quantity or amount using the Coupa portal. Alternatively, please email to accounts@ssi.org.au.

When an invoice is rejected, SSI will provide details explaining the rejection in the comments section at the bottom of the invoice. If you have notifications set up, a notification will also be sent to you. If you are not clear on the reason, you can either enter questions into the comments section on the invoice which will be sent to the PO requestor or alternatively contact the requestor for further details to resolve the matter. Once confirmed, all you need to do is create a new invoice to replace the one that was rejected.

The invoice is in the queue and you’ll be paid in accordance with SSI payment terms.

(Note: SSI standard terms are 30 days unless agreed otherwise)

If you don’t have a PO, please send your invoice to accounts@ssi.org.au.

The supplier will be able to see the submitted invoices and their status using the Coupa Supplier Portal (CSP).

Yes, as long as the PO quantity/or line value is not exceeded.

There are two methods of sending an invoice in Coupa via the Invoicing Option:

• Coupa Supplier Portal: Go to Menu>Orders>Select the desired customer>Select the PO>Select the yellow coins.
• Supplier Actionable Notification: You can create an invoice directly from the emailed PO which will be sent back to Coupa.

Payment information for your invoice will appear in your Coupa Supplier Portal account under the invoice history. If registered, you will receive an email and notification from Coupa confirming approval for payment. For questions regarding payment information email SSIsupplier@ssi.org.au.

Invoice approval status for your invoices will appear in your Coupa Supplier Portal account under the invoice history. If registered with the Coupa Supplier Portal, you will receive an email and notification from Coupa when an invoice is approved for payment.

No. The ordering process should be no longer than the existing process, but the invoicing process will be greatly improved.

(Note: Payments are made in accordance with payment terms)

This will depend on the invoicing method you have selected:

• Supplier Portal: Go to Main Menu > Invoice. Here you can track the status of the invoice. If the status is still draft, you have not yet submitted it.
• Supplier Actionable Notification: You will be notified via email when an invoice is approved for payment and when marked as paid.

No, SSI will continue to use the existing banking details. If you need to change your bank details, please contact the admin team at SSIsupplier@ssi.org.au.

Once you’re signed into the Coupa Supplier Portal, if you are unable to see your transactions it could be because you have registered using a different email address than the one SSI used for the invitation.

Please contact SSIsuppliers@ssi.org.au and request we send an updated invitation email to the nominated email address you have used to register with Coupa.

Once an invoice is approved in Coupa, the information will be transferred to our Finance Team who will process the payment in accordance with our agreed payment terms. You will be notified when your invoice status has changed via the Coupa Supplier Portal or Supplier Actionable Notifications.

They can be referenced either on the email received with a PO attached or in the Coupa Supplier Portal (CSP) as SHIP TO.