DFS Supplier Support Site

DFS intends to automate the procure-to-purchase (P2P) process which will route all indirect purchases through the Coupa platform.

Coupa is a business-to-business (B2B) cloud platform for business spend that delivers measurable value through real-time spend visibility, control, compliance and agility. All new purchase orders from DFS will be generated from the Coupa platform.

• A single solution to procure all goods and services
• Better visibility and real-time tracking of our procurement spend
• Improved purchase lead time by reducing manual efforts
• Ability to go paperless as all invoices and purchase order (PO) will be generated electronically

Our suppliers will experience a more user-friendly interface along with other benefits such as:

• Electronic responses and automated record keeping
• Self-service options to update information
• Centralized invoice management
• One-click PO to invoice flip functionality
• Ability to integrate into ERP systems

The Coupa Supplier Portal (CSP) is the preferred method to transact with DFS.

Suppliers will be able to manage POs and invoices within the Coupa Supplier Portal (CSP), a web-based portal that is accessible using any browser.
Benefits of using CSP include:

• Manage your company information
• View all your purchase orders in one glance
• Create electronic invoices
• Manage your hosted catalogs

The Coupa Supplier Portal (CSP) is a free tool for suppliers to easily do business with customers who use Coupa.

In CSP, suppliers can receive purchase orders, confirm purchase orders and upload catalogs. Suppliers will not be using Advance Ship Notice (ASN) and the invoicing section in CSP. The relevant sections have been highlighted on the below screen.

Open a web browser and open URL: http://supplier.coupahost.com. Key in all the information needed and click on register. You will then receive a confirmation email.

If you are already registered to the Coupa Supplier Portal, you will not need to register again. DFS will send an invitation to connect as a customer to link your Coupa Supplier Portal with DFS.

You can add up to 5 additional users to your Coupa Supplier Portal account by going to “Admin” followed by “Invite Users”. You will be brought to the page where you can key in the additional user’s credentials and the permissions. Once submitted, the user which you invited will receive an email notification to registered for a CSP account and they will be all set up once logged in.

You can scroll down to the bottom of the page once you have logged in and you will find a drop-down list of languages. You can select the language of your choice and the website will update with the newly selected language.

Once you're signed in to the CSP, you will find “DFS” in the “Latest Customers” section. Separately, DFS will send you an invitation to connect.

You can contact the Coupa support team for technical support. This can be done directly on the Coupa Supplier Portal website. There is a small popup window on the bottom right of the page where users can submit a support request.

Suppliers will receive an email which contains different actionable buttons. If suppliers need to acknowledge a PO or create an invoice, they just need to click the button accordingly.

They can attach their invoice via Supplier Actionable Notification (SAN) by clicking ‘create invoice’ then fill out the necessary information and attach their invoice.

You can simply forward the initial email sent to you to the appropriate email address. Anyone with the email can then interact with the PO and respond accordingly.

You can always return to the initial email sent and respond to it at a later date/time. Be sure to take note of which PO number you are returning to which is included as part of the email subject.

Once the invoice is approved by DFS, the supplier will receive an email notification. You will also receive a notification when the payment status is updated on the Coupa invoice.

If you do not receive any of the abovementioned email notifications, you can refer to the initial PO email which contains DFS’ contact details.

Inform your point of contact at DFS who will work internally to ensure the email address is updated.

You have an option to register in the Coupa Supplier Portal (CSP) or receive a Supplier Actionable Notification (SAN) to receive the PO and generate your invoice. There will be no changes in the payment process.

No, acknowledging the PO upon receipt is part of DFS’ policy. Furthermore, the invoice will only be created once the PO is acknowledged.

No, you will not be able to make any changes to a submitted invoice. You would need to reach out to your DFS contact pertaining to the order which you are invoicing for and they will reject the invoice. Once the invoice is rejected, the status of the invoice will change to “Disputed”. You can then click on the “Resolve” button to either cancel or amend the invoice accordingly.

Suppliers can send their invoice information in an InvoiceDetailRequest cXML format and then post the cXML document directly to Coupa via a secure HTTP connection. Please reach out to your respective DFS contact so will connect you to the right team in DFS to work with you to perform the integration.