FAQ’s for Suppliers – Purchase Orders and

Invoices

General Queries About The System

 Acronyms and terms explained

o PO – Purchase Order
o CSP – Coupa Supplier Portal
o SAN – Supplier Actionable Notifications
o Requisitioner – Person who raises the Purchase Order
o Flipped – Turns the Purchase Order into an invoice template to complete and
submit

 What are the different ways to transmit with the system?

o There are 3 ways/methods you can choose from for transmitting with Coupa;-
 CSP – Coupa Supplier Portal. This provides you with free access to
the Supplier Portal. On the Portal, you can view all orders and
invoices. You can also track the progress of your invoices. There is
also a function to ‘flip’ the order into an invoice.
 SAN – Supplier Actionable Notifications. This provides action buttons
on the email that contains the purchase order. From here you can
view the order, ‘flip’ the order into an invoice or add comments to the
order. This option does not allow you to see the progress of your
invoices.
 cXML – this is for suppliers who have large amounts of invoices over
100 a month.

 Are there any suppliers who are exempt from this process?
o Utility companies
o Rent
o Councils
o Please speak to your BAE Systems Contact if you believe you are exempt.

 Which Business Areas is this effecting?

o From October 2017, it will affect Shared Services only. When the other
business areas go live, you will be notified. This system is also only for
suppliers who provide indirect goods or services.

 Is the Coupa system and process time consuming?

o Coupa is set up with action buttons to help you navigate either the Portal or
Notifications quickly and effectively.

FAQ’s for Suppliers

  Do we have to use this system? You only use us a couple of times a year for
training and then I only need a P/O, can this still be done manually?
o The Coupa system will be the only system used for sending purchase orders
to suppliers and receiving corresponding invoices. The SAN enablement
would suffice for low volume suppliers; you will receive purchase orders by
email and "flip" the order from the email to an invoice and submit the invoice
to Coupa.

 What is the escalation process if an invoice is waiting for goods receipt?

o The requisitioner will receive an email prompt, every 2 days, that there is an
invoice waiting for them to receipt. The supplier’s contact/requisitioner will be
named on the PO.

 Are there terms and conditions for using Coupa?

o No, there will be an e-commerce clause in the purchase order terms and
conditions relating to Coupa. Please ensure you read all the terms and
conditions thoroughly.

 When will the other business areas go live with Coupa?

o There are no tentative dates set as yet. However, the project team are
currently working with other business areas to implement Coupa. All suppliers
to the other business areas will be advised that Coupa is coming in the future.
The aim is for all of BAE Systems to use the Coupa system in the future.

 Is there a test environment for training?

o There is no test environment for training of suppliers. There are a number of
training materials on the Supplier Microsite. The system is very easy to use
and self-explanatory.

Set Up On Coupa

 Will I get an email about how to connect to the Coupa Supplier Portal?
o You will receive an email inviting you to the portal once you have been set up
and the system is live. If you have requested SAN (Supplier Actionable
Notifications) you will not receive an invite to the system. You will receive an
email with the PO that has been raised for you.

 We already use the CSP with another customer; do we need to register with
Coupa again?
o Once you receive the invite from us, you can merge the accounts.

 Can we have multiple users on the CSP?

o Yes. However, you will require a main/admin user who will then assign new
users accordingly.

FAQ’s for Suppliers

  How do I join the CSP?
o You will receive an email invite from BAE Systems asking you to join. These
will be sent depending on your choice of preferred method. There is a
response form on the Supplier Microsite you will need to complete for your
choice of preferred method.

 How do I get set up for SAN?

o BAE Systems will set up the details you have provided on the Request for
Details form. When a PO is created for you, you will receive an email with the
details and action buttons. All new suppliers will automatically be set up as
SAN for their first PO. There will be information for new suppliers on how to
join the CSP if preferred.

 Can we change our choice of preferred method of transmission in future?

o Yes. If you find the CSP or SAN option is not working for your business, we
can change this in the system to the other option. Please notify the Coupa
Support Team at BAE Systems of any desired changes;
coupasupport@baeystems.com

Invoice Queries

 Who can I speak to regarding my invoice and payment?

o Email and telephone number for the Accounts Payable Queries Team is:-
 03300 485843
 invoicequeries@baesystems.com

 How do protective markings and classification on invoices work?

o We cannot process purchase orders or invoices on Coupa that are classified
as Secret or Top Secret. The process will remain as today for these invoices.
Please confirm the process with your BAE Systems contact once Coupa is
live.

 Could you please advise if any changes need to be made to our invoices and
what accounts they affect if any?
o No change needed to vendor invoice whether PO or non-PO backed.

 Can I keep a copy of the invoice?

o If using CSP or SAN to create an invoice, Coupa will generate a pdf invoice;
you can download this pdf copy.

FAQ’s for Suppliers

  Can I email my invoices?
o BAE Systems will require all suppliers to use either CSP (Coupa Supplier
Portal) or SAN (Supplier Actionable Notifications) to submit their invoices.
We will no longer be accepting emailed or posted invoices due to the manual
process involved. This is also mentioned in the T’s & C’s of the Purchase
Order.

 Can I part invoice a PO?

o Yes, you can submit invoices for value or quantity, as long as the amount is
within the PO and there is a matching receipt from the requisitioner.

 How do I submit a credit?

o On the CSP, you can select the red coins icon to raise a credit. If you are
utilising the SAN option you will need to post or email your credit notes to the
AP team.

 Does the CSP tell us the date when we can expect to be paid i.e. when invoice
is due to be paid?
o The vendor can view the status of the invoice in the CSP "invoices" tab. They
can select Payment Information. This will show PO number, invoice date,
payment terms and status.

 Can the vendor add multiple attachments to a "flipped" invoice on both CSP
and SAN
o Yes

 We currently have an on-going annual contract with BAE which renews every
year, can we have an annual PO and submit monthly invoices against this on
the CSP?
o Yes, see answer about on part invoice.

 For Learning and Development suppliers, can we attach attendance sheets to

the invoice?
o Yes, when you flip an invoice there is an option to add any attachments.

 If we were to connect to BAE systems on the Coupa Supplier Portal – would we

be able to input our own invoice number?
o When "flipping" the purchase order to an invoice on the Portal, you will be
asked to enter an invoice number. You would enter your invoice number here.

 Will historic invoices be put onto Coupa?

o No, only new PO’s and invoices for PO’s raised on Coupa will be on the
Coupa system. Coupa is due to go live at the end of October 2017.

FAQ’s for Suppliers

  Our invoices contain both vatable and non vatable fees (e.g. government fees).
When I've tried to submit these invoices previously (for another client), I create
the vatable line and the non vatable line. However, I do not have the option to
associate the PO to the non vatable line so the invoice is not accepted.
o The VAT will be by lines so this will allow vatable and non-vatable items to be
on the same invoice so should be no problems.

 Can Coupa accept multiple currencies on invoices?

o Yes

 Will our current PO’s be transferred to Coupa?

o No, there will be an internal process to ensure all requisitioners close off
existing PO’s and create new ones in Coupa.

 How does the system work if we have an invoice but no PO?

o BAE Systems has a no PO, no Pay policy. All invoices require a PO. Ask the
buyer (person who asked for the goods or services) for this.

 How does Coupa approve invoices?

o There is a 3 way match within Coupa before the invoice goes for payment:-
 PO match
 Goods Receipt on Coupa match
 Invoice match

If the invoice matches it will be sent to the relevant ERP to be paid.

 Will the ‘flipped’ invoices match our own invoices?

o When you click to ‘flip’ an invoice (either ‘create invoice’ on SAN or the gold
coins icon on CSP), the invoice template will appear. This will have pre-
populated boxes using the information from the purchase order. You can
enter other details onto this template, such as your invoice number, any
attachments and any difference in quantity or value if doing partial invoice.

 Is ‘Flipping’ the invoice a requirement or will you accept via email as before?
o Due to the manual process involved with emailed invoices within Finance,
they will not be accepting invoices in any other format than Coupa. The
purchase orders will include a clause advising of this.

 Can we upload our own invoice onto the ‘flipped’ invoice?

o Yes, there is an option to upload files onto the invoice.

FAQ’s for Suppliers

  Invoice Flip – Is there an opportunity to put a lower value on the invoice – e.g.
If an LOL order is raised for £10,000, can we invoice a value of £1000? What
happens if we do several flips
o You can invoice under the full value with multiple invoices. However, if the
you then send an invoice that goes over the full value, the invoice will go into
workflow to AP, who can send the invoice via a non-PO approval route or
inform the requester to increase the PO

 Can we include our logo on the invoice flip?

o You can put your logo on the Supplier Portal but it will not be on the invoice.

 Can we add details (description) to the invoice before flipping – e.g. World Fuel
– the receiver will need to know where the aircraft was refuelled before
receipting? This will not be known in advance to include on the PO/Req
o See screenprint below from the portal, there is a supplier note box where
comments can be added, there is also an attachments function where you
can add details/quotes/files etc.

 If our bank details change, on occasion this is included on the invoice – is

there a provision to included changes like these on invoice flip?
o Again, you could include these as an attachment or using the supplier note
box

FAQ’s for Suppliers

  If additional info (as per questions above,) is only able to be included in the
comments field, does this info appear on the actual invoice?
o Yes, the comments added by the supplier will show on the PDF copy of an
invoice flip, see below.

 We do not want to use SAN or CSP. We will only post or email invoices.
o The wording on the PO includes the following:-

The supplier acknowledges, that for indirect goods and services, the
Purchaser wishes to trade using the Coupa eProcurement platform. On
receipt of a purchase order, BAE Systems request that the supplier
‘flips’ the order to an invoice via the ‘Create Invoice’ button on the
purchase order email or, that the invoice is submitted via the Coupa
Supplier Portal.

BAE Systems reserve the right to reject any invoices not submitted in
this manner.

Therefore the supplier must use either SAN or CSP to submit the invoice.

 Where can we find further information or training materials on using the

system?
o Please visit the Supplier Microsite for further information and training
materials.

FAQ’s for Suppliers