coupa purchasing and invoice payment process
Coupa is the first stop for your purchasing needs. Instead of reaching out to the supplier directly, place your order in Coupa. The supplier will receive your approved Purchase Order electronically and will submit invoices directly through Coupa. This automated process allows pre-approval of spend before the goods and services are provided. Creating an order in Coupa for an invoice that has already been received runs the risk of duplicate payment and impacts pre-approval authority.
Coupa training is available in Randstad University. If you have previously completed training, feel free to retake for a refresher.
Additional job aids and training videos are located on the Coupa Google Site for you to review as needed when using the Coupa system. Review the Coupa FAQs for more information about the platform.
If you need technical assistance when accessing the training in RU, please contact rpg-ruhelp@randstadusa.com.
If you have any immediate questions regarding the use of Coupa, contact the P2P Coupa Support team via Let’s Chat or email RUS-P2PCoupaSupport@randstadusa.com.
----------
A new way of purchasing and invoicing is coming your way in October 2019. We're bringing you the ease of consumer shopping, allowing you to digitally connect with our suppliers through a modern procure-to-pay platform.
why change?
The current process is manual and inefficient. This innovative new program will save you time and our company money.
what will be in scope?
Indirect Spend: spend that supports our business
- Some IT purchases (keyboard/mouse, webcam, headsets)
- Services and Consulting (IT, Marketing, Legal, etc)
- Talent safety equipment first aid station supplies
- Other quote based goods and services not listed below
what will be out of scope?
Direct spend: talent
- Talent and talent suppliers
- Independent Contractors
- Background/Screening services
- Marketing catalogs (Blueprint/Print on Demand and Summit promo)
- Computers, desk phones, software
what does this change mean for all associates who purchase goods and services?
Effective October 7, 2019, goods and services will be purchased through the Coupa platform using a preapproved Purchase Order.
who does this change impact?
All Randstad US (Corporate and Field office associates). Anyone who makes purchases, pays for services and submits invoices to Accounts Payable.
will every employee have access?
From the current 3000 Coupa license base, over 2600 have been provisioned to users based on feedback and recommendations from stakeholders across the lines of business. Those who have been provisioned a Coupa license will be required to complete Coupa training in Randstad University beginning October 1. Future requests for Coupa access will be submitted in service catalog in Ivanti.
how will the invoicing process change?
Purchasing requests will be created in Coupa, pre-coded to the appropriate cost assignment and submitted for preapproval. The supplier will receive the approved Purchase Order through Coupa. The Supplier will flip the Purchase Order into an invoice and submit to Accounts Payable through Coupa. Suppliers will no longer submit invoices to internal Randstad associates.
will this impact the suppliers we currently do business with?
Yes. Supplier enablement is a large component of this project and will expand beyond the go-live date. We are working with our existing or most frequently used suppliers. The transition comes at no cost to them. Please contact Caryn Bradford at RUS-P2Pcoupasupport@randstadusa.com to ensure we are aware of critical strategic suppliers.
Review the FAQs for more information. Stay tuned for more updates, and contact RUS-P2Pcoupasupport@randstadusa.com with any immediate questions or concerns
