The Business had identified the need to optimize the Procure to Pay process with tools that would allow the creation of Purchase Requests, Purchase Orders, 3-way invoice matching, vendor payments, and accounting protocols for SOX Compliance.
The Business decided to move forward with the implementation of Coupa
for the procurement to payment platform and Zip
for the purchase request platform. Together they provide the needed functionalities and is integrated to decrease procurement approval turn-times and reduce manual workflow delays.
To learn more about Zip
, check the Zip Handbook page
.
Coupa is a cloud-based purchasing and payment platform that will be used by GitLab as of 2021-06-01 for the US and Netherlands entities and as of 2021-12-13 for remaining entities. It has an easy-to-use interface that will improve the way suppliers connect with GitLab. All new purchase orders, invoices and communications will be managed through the Coupa Supplier Portal.
Coupa is available via Okta. To access the platform:
Please note that every month all Coupa access will be reviewed and users who haven't been active in a period of 90 days will have their access removed. (Note that this number may vary depending on the license count for the current month)
If you need to request access again, please reopen your initial Access Request issue and tag the Finance Systems Admins team using @gitlab-com/business-technology/enterprise-apps/financeops
in a comment.
If your job function requires you to manage budget and management approvals, purchase orders and invoice approvals in Coupa, follow the below steps:
Individual_Bulk_Access_Request
template.FinSys - Coupa
and FinSys::Service Desk
.#coupa_help
Slack channel.Best Practices
Due to the limited number of licenses available for Coupa, it is recommended that each department identify power users responsible for managing requisition budget and management approvals, purchase orders and invoice approvals on the team’s behalf.
View All
will bring you to Activity to display all of your previous requisitions and other transactions.View All
will bring you to your Coupa Inbox to display all of your To Do’s.Account Name contains a number of options related to managing your account in Coupa:
For each type of notification, the User can choose whether to receive notifications via email, Slack, or within Coupa (Online) and can select multiple platforms.
Assigned delegates must be of an equivalent or greater management level.
For approvals as part of an approval group, the individual must be a member of that group.
Anytime you are challenged for a 2FA verification code, just launch your authenticator and enter the latest code.
Effective 2023-02-01, all purchase requisitions will be created in Zip
. To learn more about Zip
, check the Zip Handbook page
.
REQUISITION HEADER LEVEL
Zip
)Zip
)Zip
)If an invoice is attached, it will also need to be emailed to ap@gitlab.com for processing.
REQUISITION LINE LEVEL
Zip
or updated by FP&A Team if falls under Coupa Prepaid Automation Process.Additional Stores
section.NOTES
Once the requisition integrates from Zip
into Coupa
, the applicable approvers are displayed beneath the cart line.
The greater the amount of the requisition, the more approvers will be needed.
There are several ways to approve transactions in Coupa:
Once Slack notifications are activated you can choose what type of notifications you want to receive via slack. To specify notifications that should be received in slack please go to Settings - Notifications - mark "IM" boxes.
Below is an example of the approval notification in Slack:
NOTE
Provided that a Purchase Requisition has not been fully approved and flipped into an Order, only Procurement can withdraw the Purchase Request and make any changes before submitting again. Please reach out to the #procurement
Slack Channel (including link to the Coupa requisition) for any requests or questions.
NOTES
Receiving is only required for an item-based (quantity) requisition.
NOTES
There may be scenarios where a receipt needs to be voided (e.g. an incorrect receipt was made).
IMPORTANT NOTES
As Central Receiver, follow the below steps:
Effective 2023-02-01, all purchase order change requests will be submitted in Zip
. To learn more about Zip
, check the Zip Handbook page
.
IMPORTANT NOTE
With the implementation of Zip
effective 2023-02-01, all New Supplier Requests and Updates to Suppliers Requests will be created by the Procurement Team in Coupa.
A supplier must exist in Zip
prior to submitting a requisition for that supplier. To learn more about requesting a new supplier, check the Zip Handbook page
.
To complete a New Supplier Request form:
Forms
dropdown on the Home pagePROC: New Supplier
Zip
when creating Purchase Requests.To learn how to request updates to a supplier, check the training video.
For further instructions on the invoicing and payment modules in Coupa, please visit the following links:
To learn more about requesting a Virtual Card, check the Coupa Virtual Card Guide.
For any Coupa requests that are technical related, open an issue using the Coupa Request
template.
If your request involves a change to the current business process, either the Procurement and/or Accounts Payable Team will have to approve it depending on the type of request.
If you have an urgent issue, send a message to the #coupa_help
Slack Channel explaining your issue.