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 over the next 3 years. The first go-live is planned in UK in Q1 2021.

 

Does the Coupa implementation impact all AstraZeneca Regions/Countries?

The AstraZeneca Coupa implementation will take place in Waves over the next 3 years in 12 regions/ countries: UK, USA, Canada, Sweden, Netherlands, France, Japan, Germany, Spain,  China, Mexico, and Brazil. The initial Wave is for AstraZeneca UK with a Go-Live scheduled in Q1 2021. The Coupa transition of other AstraZeneca Regions/Countries will be communicated to you well in advance.

 

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 the next 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. 
The initial Wave is for AstraZeneca UK with a Go-Live scheduled for Q1 2021. 
The transition of other AstraZeneca Regions will be communicated to you well in advance.  

 

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

 

When will we be able to use Coupa?

The AstraZeneca Coupa implementation will take place in Waves over the next 3 years. The first go-live is planned in UK in Q1 2021.

Will our Invoices be affected if they are submitted via previous system (Ariba) during Q3/Q4?

No, invoices submitted via Ariba Network will not be affected. The suppliers should expect to be paid on time, according to the existing Payment Terms.

At what point can we cancel our Ariba subscription?

Once you have safely migrated to one of the Coupa PO and Invoice Transmission methods, AZ will use this for all transactions from Go Live in March 2021. Ensure any open POs and Invoices have been closed out in the Ariba network before migrating to Coupa.

Do we still need to use Ariba after Go Live , if receiving POs and invoices from other regions?

Yes, if you supply to other regions/countries of AstraZeneca, you will transact via Ariba until the Coupa transition of the other AstraZeneca Regions/Countries is finalized. Once all Waves are live on Coupa, all new Purchase Orders and associated invoices will flow through Coupa. Please see above the regions in scope for Coupa.

Can we change our preferred order method after Coupa Go Live?

Yes. You will be asked to raise your query with Coupa Supplier Enablement Team who will process your request.

How we will be notified when a PO has been raised for us?

Depending on the preferred method of transacting: SAN supplier will receive  a PO emailed to their inbox, CSP suppliers will receive notifications via the CSP platform (supplier has multiple options on how to set up notifications: email, SMS), cXML supplier will be notified in their own system as per their setup and they will receive notification in CSP.

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

 

Multiple people from my company have received the same AstraZeneca Coupa implementation survey email. Should we all fill out the survey?

Only one person from your company should complete the survey. This would typically be your AstraZeneca account manager.

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.

 

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  

 

For suppliers that deliver to AZ in more than one region, do you sent separate surveys to be filled in?

The AstraZeneca Coupa implementation will take place in Waves over the next 3 years in 12 regions/ countries: UK, USA, Canada, Sweden, Netherlands, France, Japan, Germany, Spain,  China, Mexico, and Brazil. The next survey will be sent out for to the suppliers transacting with UK, Canada, Sweden, France and Netherlands based AstraZeneca entities. The next wave survey distribution is planned for Q1 2021.

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

Suppliers who have responded to the survey will be provided with email confirmation of survey receipt and information about the next steps relevant for the transacting method of their choice.

I have completed the survey and I want to change my Coupa option. do we need to re-submit the survey?

Please contact Coupa Supplier Enablement Team to update your preferred transacting method.

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. Suppliers can also create and update catalogues through the CSP. 

 

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 in Q1 2021.

 

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. 

 

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

Does the invoicing system allow for suppliers who are not VAT registered?

Yes, suppliers without VAT registration number will have ability to transact via the Coupa Supplier Portal.

Do I need to set-up a CSP account, or will this be done for me?

You will be trained on how to register on the Coupa Supplier Portal and you will be provided with an  invitation to join CSP in Q1 2021. Suppliers must set up an CSP account; linking with AstraZeneca Coupa system will be done automatically.

We are one legal entity with one bank account to receive payments from AstraZeneca, however we are split into Departments. How will this work in Coupa in order for each department to receive Pos and raise invoices separately?

Unfortunately the CSP cannot support departmental split of POs 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 POs and Invoices.

Can we have 2 different bank account details entered in Coupa from different countries, and is there any effect on currency?

Multiple bank accounts can be set up in the CSP, along with different remit to addresses. This will be covered during the CSP training in Q1 2021.

Does SAN option connect to the CSP, can you have both?

Yes, you can have both SAN and CSP set up. CSP suppliers will have SAN by default. Please note, suppliers who have initially chosen SAN will have an option to join CSP through the PO email sent. This will be covered in more detail during the CSP and SAN training in Q1 2021.

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.

 

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 Page and will be shared via AstraZeneca Coupa Supplier Enablement Newsletter. Be sure to check both resources regularly for updates. Upcoming trainings and Q&A sessions will be communicated to you in due course.

 

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.

Are you doing Penny test with the supplier before Go Live?

Pre Go Live in Q1 2021, we will run a smoke test with a chosen subset of suppliers for a low value invoice to test the payment job from the AZ system.

Can we do a csv upload with the new system?

No, invoices will need to be submitted by the Coupa defined methods (CSP, CXML, SAN).

How does Coupa work with the Taulia Supplier Portal?

Taulia payment solution will not be impacted by this transition.

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.

Are credit notes also transferred via Coupa?

Yes, credit notes can also be transmitted via Coupa.

When submitting invoices, do we list sales tax separately?

Suppliers will be provided with AZ specific invoice creation guidelines, including tax related information, during training sessions in Q1 2021.