Frequently asked questions


General

What is Coupa?

Coupa is 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.

 

Why is AstraZeneca implementing Coupa?

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

 

How will Coupa impact the way AstraZeneca 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 at no cost to them. The Coupa Supplier Portal is a free tool for our suppliers to use and easily do business with AstraZeneca.

 

When will Coupa launch at AstraZeneca?

The AstraZeneca Coupa implementation will take place in Waves till Q4 2022. The UK transactions are now managed via Coupa. The next go-live is planned for October 4th 2021 for USA, Canada, Sweden and Netherlands.

Does the Coupa implementation impact all AstraZeneca Regions/Countries?

The AstraZeneca Coupa implementation will take place in Waves over 3 years in 12 regions/ countries: UK, USA, Canada, Sweden, Netherlands, France, Japan, Germany, Spain,  China, Mexico, and Brazil.

Can I continue to transact like I do today after the Coupa go live? (e.g. via the Ariba Network)

No.  You will not be able to transact as you do today after the Coupa Go-Live. 
The AstraZeneca Coupa implementation will take place in Waves over 3 years. 
Once a Wave is live on Coupa, all new Purchase Orders and associated invoices will flow through Coupa. 
There will be a sunset period to close out in-flight POs in the existing system.

How will I handle outstanding/cutover PO’s from Ariba to Coupa. Will there be a hard cutover?

New POs issued from Coupa will reference your old PO (PO number) from Ariba – this will help you reconcile. More on the cutover approach will be shared to suppliers prior to the Go Live date.

How are you going to ensure that no invoice or PO gets lost in the transition?

There will be a dedicated team that will follow the cut over period and make sure that everything goes well.

Are suppliers required to sign up with Coupa?

Yes. Moving forward Coupa will be the sole platform for transacting with AstraZeneca, with all new Purchase Orders and associated invoices flowing through Coupa. We need you to fill out the survey so that we can set your company up properly in Coupa to take full advantage of the platform and enable electronic transactions to flow to and from suppliers.

For those who opt to use the Coupa Supplier Portal (CSP), it is a free tool for suppliers to use and easily do business with AstraZeneca.  Suppliers will need to access the CSP to accept the Coupa Terms and Conditions.

What invoice processes is Coupa replacing?

For invoices currently submitted to AstraZeneca, Coupa will replace the following invoicing channels:

Invoices emailed or physically mailed to your local AstraZeneca property or service location;

PO flip via Ariba Network

cXML connections via Ariba Network

EDI connections via Ariba Network

What if I already use Coupa for other clients? Do I need to enable a new account with AZ or can I use the same account?

Once setup for us will be ready in Coupa, you will be easily able to link AstraZeneca to your Coupa Supplier Portal account.

When approaching the go-live date (about 2 weeks before go-live date) we will invite you to the training sessions on CSP and SAN and you will also receive before Go Live an invite to join AstraZeneca via Coupa.

Is there a limitation on of user and any cost for additional users?

No. There is no user limitation and no cost for you to transact through this application.

Supplier Questionnaire

Why am I receiving this survey from AstraZeneca?

AstraZeneca is transitioning from its current Ariba procurement system to our new Purchase to Pay system - Coupa. We need your assistance in preparing and ensuring a smooth transition to our new process which will impact how you receive purchase Orders and how you send us back invoices.  Your email address was listed in our system as a past contact for your company.

I am not the proper contact for my company. What should I do?

If you are not the proper contact, please forward the survey to the correct person and please let us know with an email to Coupa-Supplier-Enablement@astrazeneca.com

What information is needed to complete the survey?

The survey will ask for a variety of information, including: 

  • Company Information: Registered Legal Name(s), Address(es), Tax ID(s) 
  • Contacts needed for communications, training, setup/testing of POs & Invoices : (Name, email, Phone#) 
  • Coupa Supplier Network options of how you wish to receive Purchase Orders from AstraZeneca 
  • Coupa Supplier Network options of how you wish to send back invoices to AstraZeneca 

What if I do not respond to the survey?

We will follow-up with you if we do not receive your completed survey in 2-3 weeks.  It is important to get your company properly setup to transact with AstraZeneca in our new Coupa system. 

Will my answers be saved if I close the browser and exit the survey before completing?

It is recommended that you complete the survey in one sitting as answers will not be saved if you close your browser before finishing the survey.  The survey typically takes 10-15 minutes to complete. 

Will the survey timeout?

The survey does not have a session timeout however it is recommended that you complete the survey in one sitting. Answers will not be saved if you close your browser before finishing the survey. The survey typically takes 10-15 minutes to complete. 

I have completed the Coupa implementation survey. What’s next?

Thank you for completing the survey.  The information you provided will be used to get your company properly setup to transact with AstraZeneca in our new Coupa system.  Your designated contacts will receive program communications and be invited to Q&A webinars and Coupa training sessions.  We suggest you periodically visit our AstraZeneca Coupa Supplier Page for any further updates which might impact your company.

I have completed the survey but I am still receiving reminders on mail to do so. Do I need to fill out the survey again?

In case you have multiple legal entities, we need 1 answer per legal entity.

Who can I contact at AstraZeneca to discuss my Coupa enablement further?

We have established a dedicated team to assist you with the transition as we realize this represents a change for you and our team is focused on making the transition as easy as possible.

You can reach our Supplier Enablement Team at Coupa-Supplier-Enablement@astrazeneca.com 

What if I have completed the survey but need to change or correct the information I provided?

Should you need to change or correct information provided after completing the survey,  reach out via email to our Supplier Enablement Team at Coupa-Supplier-Enablement@astrazeneca.com 

CSP/SAN

What is the Coupa Supplier Portal (CSP)?

The Coupa Supplier Portal (CSP) is a portal which enables AstraZeneca's suppliers to receive purchase orders and create invoices electronically.

What are the key benefits of joining the CSP?

Key benefits include:

Free self-serve tool for suppliers – easily update profiles and contact information

Easy-to-use – receive all Purchase Orders and track payment status in real time

One stop shop – easily create and submit invoices online

Decreased paperwork – no longer need to print, mail or fax invoices

Standard processes = faster authorizations

Will we need additional software to use the CSP?

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 AstraZeneca

How much does it cost to transact with AstraZeneca via the CSP?

There is no cost for suppliers to use Coupa.

How do I register for the CSP?

Our Supplier Enablement Team will send you an invitation to join the CSP and we will partner with you to ensure a smooth transition to Coupa. 

How long does it take to register for the CSP?

The registration process takes less than 5 minutes upon receiving the invitation email. Suppliers can expect to receive an invitation email from AstraZeneca about 2 weeks before go-live.

I already have a Coupa Supplier Portal account. What do I need to do to enable AstraZeneca?

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 AstraZeneca to your Coupa Supplier Portal account. Please make sure to set up Legal Entity and Remit-To address correctly before submitting first invoice.

If I use CSP will I get notifications by email (e.g. if the invoice is rejected) or do I need to monitor Coupa daily?

You will get notifications – you can set up notifications to alert you on several topics – invoice status being one key notification.

Is it possible to change from SAN to CSP?

Yes. If you would like to change to CSP please share your organizations name and send an email to Coupa-Supplier-Enablement@astrazeneca.com. After Coupa Go-Live you must contact AZ TGPS Supplier Enablement to ask for connection via CSP to be established.

cXML option

Do we also receive purchase orders via e-mail if we select cXML as the transmission method?

If you select cXML as your transmission method, you will not receive purchase orders via e-mail. The cXML links directly between your system and AstraZeneca’s system.

We’re going to need an external developer to set up cXML for us. Will AstraZeneca reimburse this?

AstraZeneca is unable to reimburse costs for cXML. If you do not have the capability to do cXML transmission, then we suggest you use the Coupa Supplier Portal (CSP) instead.

We’re familiar with EDI. Is this the same as cXML?

EDI and cXML are two separate transmission methods. AstraZeneca is moving from EDI transmissions to cXML transmissions and therefore will no longer support EDI connections.

What is the threshold for the cXML option?

Above 300 invoices per year.

Supplier Training and Support

Where can Suppliers go for training and support on Coupa?

References and support resources will be available on AstraZeneca Coupa Supplier Hub. Please check the e-learning for more details.

Where can I find more information on the Coupa Supplier Portal?

Invoice Management

If we have a new invoice to be sent out to AstraZeneca before Coupa Go Live can we use Ariba?

Yes. You should proceed with submitting invoices through Ariba until the Coupa go-live date.

If I choose the CSP option do I have to upload the invoice through the portal?

You have to create the invoice only through Coupa, however please note Coupa will issue the legal invoices on your behalf. Please do not attach or issue to AstraZeneca a copy of an invoice generated from your system. 

Can I download a combined summary of all the POs and invoices which includes PO Number, PO Item, Price, Invoice Created Date and Invoice Amount?

The CSP allows you to create your own views of the Data (POs and Invoices) and export to csv or excel formats.

Can I submit Summary/Combined invoice through Coupa?

No. You cannot combine invoices for multiple Pos.

Each PO must be invoiced separately.

Each invoice must reference the associated PO.

Is it possible to attach files like a pdf or excel-sheet to the invoice (e.g. detailed specification)?

Yes. You can attach documentation within Coupa to support the invoice.

Can the VAT be auto set? Can the buyer Vat be stored as well?

VAT%  needs to be picked up from the drop down list. The buyer VAT can be stored by setting up your legal entity in CSP.

Will you accept PEPPOL or EDI-invoices when switching to Coupa or is it a special format by Coupa that is the only e-invoice option?

We will not do PEPPOL integrations. Suppliers have 3 options to transact with us: SAN, CSP and cXML./We are currently reviewing PEPPOL option. Please send an email to Coupa-Supplier-Enablement@astrazeneca.com  with your company name and more detail so that we can check  your historical transactions.

Does COUPA replace Taulia for payment processing? Or will Taulia accelerated payment processing still be used in concert with COUPA?

Taulia payment solution will not be impacted by this transition. Taulia will continue to operate as today.

Is it possible to change the quantity from a purchase order when creating an invoice?

Supplier has an option to partially invoice against a particular purchase order, showing the exact quantity of delivered goods.