The Coupa procure-to-pay system is now live for Randstad US! Check out the Randstad Coupa google site for answers to frequently asked questions, training, and support. Coupa will reduce the time it takes for Randstad employees to purchase from and pay our suppliers --- and will save Randstad money!
Effective November 15, 2019, the Staples website will no longer be accessible. All office supplies must be purchased from Coupa going forward. The procure to pay team is working with all Staples users directly to facilitate the transition. Review the Coupa Buying Matrix for guidance on which items must be purchased in Coupa effective November 15.
key process changes
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Coupa Access: Licensed users* can log in to Coupa HERE. If you do not have access, you may request access in the Randstad Service Catalog in Workplace/Connect and complete the Coupa User Request form located in the Procure to Pay section.
(*Licensed users include most managers and individuals identified by LOB leaders based on whether their role includes purchasing, approving or managing invoices from Goods and Services Suppliers.) -
Purchase requests: These will require approval from the requester’s management hierarchy. Check out the Approver Guide to quickly learn how to approve requests right from your email inbox.
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Invoicing: Items purchased in Coupa will be managed within Coupa through workflow. All other invoices received outside of Coupa (for items not purchased in Coupa) should be managed and sent to AP per the usual process.
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Review the process for Onboarding Goods and Services Suppliers. Note that this process does not apply to Talent Suppliers.
what’s changing?
Effective October 11, 2019, there is a new process for onboarding all “goods and services” suppliers. Going forward, you must submit a Supplier Request Form in the Randstad Service Catalog at the time of the need - before executing an agreement.
what’s not changing?
Talent supplier onboarding will not follow this new process as these suppliers are onboarded through other existing systems and business workflows.
Some engagements with goods and services suppliers that are time sensitive will follow an exception process.
Pcard purchases will not follow the new process.
why are we changing?
Previously, Goods and Services Suppliers were onboarded when invoices were sent to Accounts Payable, after contracts were agreed and orders placed. This creates delays in payment and introduces risk to Randstad because suppliers can not easily be vetted before doing business with Randstad.
The new process will streamline purchasing and invoice payment activities for Randstad and will ensure we are engaging preferred suppliers where applicable to optimize cost. The new centralized supplier onboarding process will also ensure suppliers are available for purchasing and invoice processing in Coupa.
process overview
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Before signing a contract and/or committing to engage a Goods and Services Supplier, complete the Supplier Request Form located in the Randstad Service Catalog - Procure to Pay section. You will be asked to provide supplier name, address, contact information, estimated annual spend, and a business justification for engaging the supplier.
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Request is reviewed and supplier is evaluated by Procure to Pay team. The evaluation includes consideration of existing preferred suppliers that could satisfy the business need at a lower cost, as well as assessment of the suppliers financial health and acceptance of Randstad’s policies. Status updates will be provided regularly and the requester will be notified when supplier onboarding is complete.
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The supplier will be available for purchasing within Coupa, or can be engaged outside of Coupa if appropriate based on the Coupa Buying Matrix.
Reach out to the Procure to Pay team at rus-suppliermaintenance@randstadusa.com if you have any questions.
