Welcome to the DFS Group Ltd Supplier Support Site where you can find more information on DFS’ new procurement system.
Frequently Asked Questions
Why is DFS changing their procurement system?
DFS intends to automate the procure-to-purchase (P2P) process which will route all indirect purchases through the Coupa platform.
What is Coupa?
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.
What are the benefits of Coupa for DFS?
- 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
What are the benefits for DFS’ vendors/suppliers?
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
What is the Coupa Supplier Portal? Is it free?
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.
Which business processes are covered in the Coupa Supplier Portal?
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.
How do I register in the Coupa Supplier Portal?
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.
What if I am already registered to the Coupa Supplier Portal with another customer? Would I need to register again specifically for DFS as a customer?
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.
I would like to add additional users to my existing Coupa Supplier Portal account, how can I do that?
I would like to change the language on the Coupa Supplier Portal, how can I do that?
How do I know that I'm connected to DFS?
If I am facing technical issues when using the Coupa Supplier Portal, who should I contact?
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.
What is Supplier Actionable Notification (SAN)? How can suppliers acknowledge/create an invoice?
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.
What if a supplier has a different system for their invoice?
They can attach their invoice via Supplier Actionable Notification (SAN) by clicking ‘create invoice’ then fill out the necessary information and attach their invoice.
For SAN, how do I forward the PO to another person in my company?
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.
For SAN, how do I respond to the PO submission at a later date/time?
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.
For SAN, how do I check if DFS has responded to my invoice?
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.
For SAN, how do I change the email address which the POs are being sent to?
Inform your point of contact at DFS who will work internally to ensure the email address is updated.
Will there be any change in invoicing and payment processes after the transition to Coupa?
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.
Am I able to skip the PO acknowledgement step and go straight to invoice creation?
No, acknowledging the PO upon receipt is part of DFS’ policy. Furthermore, the invoice will only be created once the PO is acknowledged.
After submitting an invoice, will I be able to amend it if I noticed I’ve made a mistake?
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.
What is cXML? How can this be set up?
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.