Coupa FAQs

Frequently Asked Questions (FAQs)

General Questions

Q: What is Coupa? A leading cloud-based e-commerce solution that connects buyers with their suppliers. Coupa will be used to send purchase orders and to receive invoices electronically.

Q: Why is Kantar implementing Coupa? Kantar is implementing Coupa solution to better shape the experience of end users and suppliers. This change will allow us to collaborate with our suppliers in a faster, more efficient manner and with even greater clarity.

Q: How will Coupa impact the way Kantar works with suppliers? To take full advantage of the platform and enable electronic transactions to flow to and from suppliers, selected suppliers will be enabled in Coupa in time for go-live. The Coupa Supplier Portal is a free tool for our suppliers to use and easily do business with Kantar.

Q: How can I keep up to date on project timelines? Latest news and updates on the project will be provided via future newsletters & our supplier website

Q: Can I continue to transact like I do today after the Coupa go live? (e.g. via existing channel)? Coupa will be the only way of transacting with Kantar.

Q: Are suppliers required to sign up with Coupa? Yes. By signing up to transact with us via Coupa, you strengthen your relationship with us and benefit from transparency in transaction processes and a seamless, and in some cases, automated interaction with us, therefore improving the efficiency in your operations.

Q: I have completed the Coupa implementation survey. What is next? Thank you for completing the survey. The information you provided will be used to get your company properly setup to transact with Kantar in our new Coupa platform. Your designated contacts will receive program communications, invitations to Q&A webinars, and details of training sessions closer to the implementation of Coupa.

If you have any further questions or need additional assistance, please don't hesitate to contact our accounts payable team. We are committed to maintaining a strong partnership with our valued suppliers and ensuring a smooth invoicing and payment experience.

Coupa Supplier Portal (CSP) Questions

Q: What is the Coupa Supplier Portal (CSP)? A portal which enables suppliers to receive purchase orders and create invoices electronically.

Q: What are the key benefits of joining the CSP? Key benefits include: • Receive purchase orders and create invoices and credit notes electronically • Free to use cloud-based system. No installation of hardware or software required • Increased visibility – see the status of transactions, payment status and related documents in one place in real time • Improve process efficiencies and decrease paperwork – no longer need to print, mail or fax invoices • Standard process = faster authorisations • Update profiles and contact information

Q: Will we need additional software to use the CSP? No additional software is required. Coupa is cloud-based technology. All you will need is an active email account and web browser to access the portal and transact with Kantar.

Q: How much does it cost to transact with Kantar via the CSP? There is no cost for suppliers to use SAN and CSP, however cXML options may have an initial setup or integration cost.

Q: How do I register for the CSP? Our Supplier Enablement Team will send you an invitation closer to Go-live to join the CSP and we will partner with you to ensure a smooth transition to Coupa.

Q: How long does it take to register for the CSP? The registration process takes less than 15 minutes upon receiving the invitation email.

Q: Do I need to set-up a CSP account, or will this be done for me? Kantar can't set up the CSP account on your behalf, but the registration process takes less than 15 minutes. We'll be providing training materials prior to launch which will take you through the process. You'll then receive an email invitation to join the CSP and once connected with us, you will see Kantar Coupa as the 'latest customer' on your home page.

Q: Does the invoicing platform allow for suppliers who are not VAT registered? Yes, suppliers without a VAT registration number will have the ability to transact via the Coupa Supplier Portal

Q: Can PO emails be sent to different departments in our organisation? Unfortunately, the CSP cannot support departmental split of POs and Invoices, however, the CSP allows multiple individuals in an organisation to be added and access different data. We recommend that you define a process internally to filter notifications by department and configure access in the CSP as appropriate.

Q: Can I set up other users from my company in Coupa, and what functionality will they have? When your supplier profile is first created in Kantar Coupa, we assign a primary contact based on the responses from your survey and this will be the person that receives the invitation to register on the CSP. The primary contact can update your supplier profile in Coupa and they can invite other users from your organisation and assign permissions so that they can view and action certain tasks, such as viewing and managing orders, creating and sending invoices, and viewing payment.

Q: Can we have 2 different bank account details entered in Coupa from different countries, and is there any effect on currency? Suppliers can set up multiple bank accounts, with remit-to addresses based in different countries via the CSP.

Invoice questions:

Q: What are the payment terms for invoices submitted to Kantar?
A: The payment terms for invoices vary depending on our contractual agreement. Typically, our payment terms range from [payment terms, e.g., Net 30, Net 60, etc.]. Please refer to your contract or agreement for the specific payment terms applicable to your business relationship with us.

Q: How are payment due dates calculated?
A: At Kantar, payment due dates are calculated based on the date of invoice submission on the Coupa Supplier Portal. We use the submission date as the starting point for payment calculations, rather than the date stated on the invoice document itself. This approach ensures accurate and timely payment processing, aligning with our internal systems.

Q: Why is the invoice submission date on the Coupa Supplier Portal used for payment calculations?
A: Using the invoice submission date on the Coupa Supplier Portal allows us to streamline the payment process and maintain consistency in payment calculations. By utilizing this date, we ensure that invoices are processed promptly, adhere to our payment terms, and minimize any potential discrepancies between the invoice document date and our internal systems.

Q: What should I do if I have questions or concerns about invoice payment terms or payment due dates?
A: If you have any questions or concerns regarding invoice payment terms or the calculation of payment due dates, we encourage you to reach out to our dedicated accounts payable team. They will be more than happy to assist you and address any inquiries you may have. You can contact our accounts payable team via email at Invoicestopay@Kantar.com .

Q: How can I ensure timely payment for my invoices?
A: To ensure prompt payment for your invoices, we recommend submitting them through the Coupa Supplier Portal as soon as the services/goods are delivered and the good receipt is created by the requester. This will enable us to process your invoices efficiently and in accordance with the agreed-upon payment terms. Additionally, make sure to include all necessary details and follow the invoicing guidelines provided to avoid any delays in payment processing.

Q: Can we submit multiple invoices for goods and services on a purchase order? Yes, you can. When the purchase order is created it can either be set up with multiple line items or allow multiple invoices by way of quantity or value which can be invoiced in stages. For example, a PO could be raised for services over a 6-month period and invoiced each month. Similarly, a PO could be raised for a quantity, and partially invoiced as goods are delivered by the supplier.

Q: How can we invoice against a 'blanket' purchase order in Coupa? The typical process is one invoice for each purchase order, however, if you have agreed an approach of raising a blanket purchase order with your business contact, the PO can be raised in Coupa, and you will be able to raise multiple invoices against it. The PO may cover any fixed duration agreed with your business contact, such as monthly, quarterly, or for a specified time, and the PO will remain open until fully invoiced, or the PO is closed by the business, when the job is complete.

Q: How do we raise invoices in Coupa? You would generate the invoice information in your internal system initially, and then use that information to create the invoices in Coupa using your chosen method of either SAN, CSP or cXML (for high volume suppliers). Many of the required fields are auto populated and you only need to complete the additional fields based on the invoice information generated in your internal system, such as invoice number, VAT info and shipping charges if not already included.

Q: How does this change my existing ordering and payment process? Once the Coupa S2P portal has been fully deployed it will be the only way for you to receive orders and process invoice payments with Kantar so please make sure you complete the supplier survey to ensure we have your correct contact and billing details on our system.)

Q: Do I need to get set up again as a supplier to Kantar? Kantar applies a robust risk assessment process for all new and existing suppliers, through Coupa. This ensures we operate to our Corporate Governance principles and provides consistency and transparency to our supplier partners. You do not need to request being set up as a new supplier, however we may receive a request to complete a Kantar supplier risk assessment, covering aspects such as technology security, data protection, supplier diversity credentials and other key areas. Please respond in a timely manner so that we can keep your credentials up to date as an assured Kantar supply partner.

If you have any further questions or need additional assistance, please don't hesitate to contact our accounts payable team (Invoicestopay@Kantar.com). We are committed to maintaining a strong partnership with our valued suppliers and ensuring a smooth invoicing and payment experience.