AstraZeneca Coupa Supplier Information

Coupa Supplier Enablement


What is Coupa?

Coupa is a cloud-based purchasing and payment tool with an easy-to-use interface that will make it simpler for suppliers to connect with AstraZeneca.  This new way of working will facilitate all purchase orders, invoices, and communications being managed through the Coupa Supplier Portal. 

Advantages of using Coupa and the Coupa Supplier Portal (CSP)include:  

  • It’s free! No added costs for suppliers 
  • No software or hardware to download  
  • Easily accessible via your e-mail or internet browser  
  • Self-serve tool for suppliers provided – easily update profiles and contact information 
  • Easy-to-use – receive all Purchase Orders and track payment status in real time 
  • Decreased paperwork – no longer need to print, mail or fax invoices 
  • One stop shop – easily create and submit invoices online 
  • Greater visibility across the PO, invoicing, and billing/payment process 

 


Coupa Enrollment and Enablement

Our rollout of Coupa will be done using a phased approach over three years, starting in the UK in Quarter 1 2021.  Our Coupa Supplier Enablement team will send suppliers a survey to gather needed setup information.  A few weeks prior to Go Live, we will also then send an invitation to join the CSP to the contact the e-mail address you provide within your survey response.  If you do not receive an invitation and expect to, then please check your junk/spam folder. If the invite is not within your junk folder, then please contact Coupa-Supplier-Enablement@astrazeneca.com  

Coupa Supplier Portal (CSP) info - Getting started, administration, video tutorials, FAQs and more 

https://www.coupa.com/suppliers/#faq  

https://supplier.coupa.com/help/  

 


Supplier Questionnaire

In June, existing suppliers will receive an email with a link to a survey requesting information about your company and required contact information to get you setup to transact with AstraZeneca.  Below is a summary of the survey questionnaire to assist with preparing for completing the survey. 

 

#

Question

Details

Company Identity 

What is the legal name of the company you represent?  

What is the primary Tax ID (VAT number, EIN/TIN etc.) of the company you represent? 

VAT example: GB123456789  (include Country Prefix for VAT) 

EIN/TIN example: 01-23456789 

Company Legal Address 

Address Street Line 1  

Address Street Line 2 

City, State / Province / Region, Postal Code, Country Code 

3

Additional locations and Tax IDs

Does your company plan to supply AstraZeneca from other locations using a different Tax ID than the primary Tax ID? 

If Yes, then list those additional Tax IDs.

 

4

Additional companies and Tax IDs

Are there any other related companies that are contractually linked to providing goods or services to AstraZeneca?  If so, please provide  (a) Full Legal Name (b) Primary Tax ID (c) Complete registered address  (d)  Other TAX IDs for the additional locations that will be used.

5

Company Communications Contact Info 

First Name, Surname 

Email Address 

Phone Number  

6

AstraZeneca Contact 

AstraZeneca Contact Name 

AstraZeneca Contact Email 

7

PO and Invoice Options 

Is your company currently using the Coupa Supplier Portal? 

Yes 

No 


Indicate which option your company would prefer to use for receiving Purchase Orders from AstraZeneca?   

CSP (Coupa Supplier Portal) 

CXML

SAN

8

CXML Contact Info 

CXML Contact First Name, CXML Contact Surname 

CXML Contact Email Address 

CXML Contact Phone Number  

Coupa Portal Contact Info 

First Name, Surname 

Email Address 

Phone Number 

10

Purchase Order Language  

What is the preferred language you would like to receive you purchase orders? 

11

Additional Optional Contact #1 (Optional) 

Contact 1 Purpose 

Contact 1 First Name, Contact 1 Surname 

Contact 1 Email 

Contact 1 Phone Number 

12 

Additional Optional Contact #2 (Optional) 

Contact 2 Purpose 

Contact 2 First Name, Contact 2 Surname 

Contact 2 Email 

Contact 2Phone Number 

13

Supplier Business Profile

Is your company a Small Size business (between 1-50 employees and turnover below €10million)?
 

Is your company a Medium Size business (between 50-250 employees and turnover above €10million but below €50million)?
 

Is your company a Woman Owned business (is 51% owned by one or more women and whose management and daily operations are controlled by one or more women)?
 

Is your company a NGLCC certified business (is 51% owned, operated, managed, and controlled by an LGBTQ person or persons who are either UK/Europe citizens or lawful permanent residents. Exercises independence from any non-LGBTQ business enterprise. Has its principal place of business (headquarters) in UK/Europe.)?
 

Is your company a Disability Status owned business (is 51% owned, operated, managed, and controlled by a person or persons with a physical and/or mental impairment)?
 

Is your company certified by Social Enterprise UK (business with a social or environmental mission, certified by Social Enterprise UK)?
 

Is your company a Minority Owned business certified by MSDC UK?

 

 


Order Management


Key Changes in Using Coupa?

AstraZeneca’s rollout of Coupa will take place over the next three years using a phased approach which will start in the UK in Quarter 1, 2021. 

Existing Purchase Orders will continue to be invoiced through the current process as we retire the Ariba system.  Multi-year POs may be closed in the existing system with the balance entered as a new PO in the Coupa system.  All new AstraZeneca Purchase Orders will be sent using Coupa.   The Coupa Supplier portal (CSP) is free to use and suppliers that choose to utilize the CSP will need to register on the CSP to indicate their method to receive Purchase orders from  AstraZeneca and to send back invoices to AstraZeneca.  Use of the Coupa platform will allow AstraZeneca to work with our valued suppliers in a faster, more efficient manner and with even greater clarity.  Suppliers that decide not to join the CSP can receive POs via email using Supplier Actionable Notifications (SAN). 

 


Coupa Registration Process Guide

There are several options to Register for the Coupa Supplier Portal.  The registration process takes less than 5 minutes.  If you are already using the CSP, you can easily configure AstraZeneca as a Customer.  AstraZeneca will send out an invitation link to the contact email provided to setup the CSP account. 

Find out more about registration to the Coupa Supplier Portal https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/Get_Started_with_the_CSP/05_Register_for_the_CSP

 


Configure the PO Delivery Method through the Coupa Supplier Portal

Suppliers can configure how they wish to receive POs from AstraZeneca.  Options include 

  • Email: Coupa automatically emails POs to the email address you enter. 
  • cXML: Coupa sends the PO via cXML. You have to enter the cXML settings to use this option. 
  • None: POs will be sent strictly through the CSP, however this is not a recommended setting. 

More info on Coupa PO delivery Method can be found here

 


Supplier Actionable Notifications (SAN)

Suppliers that are reluctant to join another “network”, remember another password, and go to another website to occasionally receive a purchase order (PO) or send an invoice can transact with AstraZeneca without having to register for or log in to the Coupa Supplier Portal (CSP) or any other website.  You can also acknowledge and comment on PO's right from the email. 

Supplier Actionable Notifications (SAN) allow suppliers to act on POs directly from email notifications for POs created in Coupa, having the options to acknowledge, create an invoice from, or add a comment to a PO, or create a CSP account if they want to take advantage of the benefits of working with AstraZeneca through the CSP.  More information on SAN can be found here

 

Invoice Management


AstraZeneca Invoicing Methods

All new AstraZeneca Purchase Orders will be sent using Coupa.  Suppliers are expected to send all related invoices back to AstraZeneca through the Coupa Supplier Portal.  In-flight Purchase Orders can continue to be invoiced through the current process as we retire the Ariba system.  Multi-year POs may be closed with the remaining balance entered as a new PO in the Coupa system.   

Depending on the option you have chosen to receive POs, you will have options to create invoices. 

  • Coupa Supplier Portal.  Create invoices directly from purchase orders on the Coupa Supplier Portal for free. This is the most comprehensive way to manage your interactions with Coupa. This method is ideal for suppliers with low to medium volume purchase orders and invoices, or who want to view all transactions from their customers who use Coupa in one place. 
  • Supplier Actionable Notifications (SAN).   Flip your incoming PO's into invoices right from the PO email. This is the easiest way to submit electronic invoices through Coupa.  
  • cXML. Tighter integration with Coupa allows you to send cXML invoices directly to Coupa.  This is suitable for suppliers with a high volume of purchase orders, or who automate their invoicing. direct connection from their supplier system.  Note suppliers will need the technical capability to support cXML invoices. 

 


Checking the Status of Invoices

One of the benefits of using the Coupa Supplier Portal is the ability to check the status of invoices and payments.  More information on viewing and managing invoices can be found here

 


Suppliers - Training and Support on Coupa

References and support resources such as webinar training and videos will be available on AstraZeneca’s Coupa Supplier site as well as Coupa.com.  Be sure to check both resources regularly for updates.