Zip is an add-on to Coupa that will streamline the approval process to ensure we are gathering all the right information to manage the associated approvals, and get you the services you need as soon as possible. As a result, you will now have visibility into your purchase requests including the ability to see status and current stage of the approval process.
Note: Check this 2 Minute Zip Overview Video to learn more about Zip and how to submit a purchase request.
To request access to Zip:
Open an Access Request for Zip and Coupa using the Individual_Bulk_Access_Request template. All users requesting access to Zip also need a Coupa license to manage POs and invoices
-a)In Step 2, in the Justification for this access question, please describe what budget, management approvals, purchase orders and invoices approvals you will manage.
-b)Add the labels FinSys - Coupa,FinSys - Zip and FinSys::Service Desk.
-c)After the AR is approved, you must review the tech stack and follow the instructions for provisioning (either assign to the provisioner, add the correct labels or both if not clearly stated) to avoid any provisioning delays.
-d)If you require immediate Zip/Coupa access, please ping in the #coupa_help Slack channel.
Zip tile.
+New Request on the right side of the top menu.What are you looking to purchase? question, is asking which commodity you are purchasing. For example: if this purchase is for the Marketing team, then please select Marketing Programs and then the appropriate subcategory that describes your purchase.
The process to set up a new vendor starts in Zip. Simply by creating a new purchase request you have the option to add a new vendor. Once the request has been submitted, the Procurement team would be notified and add the new vendor in Coupa.
If there is an existing purchase order (PO) that needs a change, follow the steps below to process a change request:
IMPORTANT Change Request can only be submitted if there is a released Coupa Purchase Order (PO). If you have to update a req that is running through approvals in Coupa/ZIP please contact the Procurement Team.
+New Request on the right side of the top menu.Request a Change (amend contracts or PO change)Coupa purchase order number (starts with #1000….).Complete the Spend Information form:
-a)What is the new total budget you will need for this purchase:
-b)Please enter the line item breakdown:
If the original PO had more than 1 line items, in the Change Order ZIP request include only line items that should be updated (copy the line item name from the original PO).
Procurement team will amend the PO in Coupa on your behalf.Please note that a change request will require the same approvals as a new request.
NOTE Change Request can NOT be submitted to updated the vendor. If the vendor of PO should be updated please contact the Procurement Team in the #procurement slack.
If you are planning to run a POC with a new vendor and have an Agreement with no cost associated, follow the steps below:
+New Request on the right side of the top menu.Request a Demo/Trial ($0 Contracts)Virtual card requests will go through Zip as a regular purchase request.
Yes for the question Will a virtual card be used to pay this vendor? and fill in all the relevant information.American Express- Virtual Card in the field What's the name of the vendor?Requests on the left side of the page.
Note: See which approvals are complete and which have yet to be completed. Automatic notifications via Slack and email will go out as the request is approved by different parties.
Requests on the left side of the page.Coupa Approval and Execute Contract node, you can check the status of a Request in Coupa:
Documents section.If the contract's title contains the term "Executable," this indicates that it has been reviewed and stamped by the Legal team. This implies that the contract is ready to be routed for signatures if all approvals in Coupa were obtained.
Final and title will contain the term Signed.For requests involving new vendors where no agreement on terms has been reached yet, the Legal team may provide edits or redlines to the vendor's contract to ensure compliance with our company's policies and legal requirements.
When the Legal team reviews and provides redlines to the vendor's contract, the following actions should be taken:
The requester is responsible for sending any legal redlines to the vendor via email, unless any of the following apply:
If the requester sends the redlines to the vendor, it is crucial to copy the Procurement approver on the email for visibility.
The Procurement team can support the stakeholder by routing the Legal notes to the vendor for requests that are actively being negotiated by Procurement or requests that are > $100k. Procurement will leave a comment in the Zip request when redlines have been sent to the vendor and the requester will be copied on the email.
When communicating with the vendor or taking any action related to the redlines, the email subject should include the ZIP request number. This will help in tracking and referencing the specific request throughout the process.
Any team member who reaches out to the vendor regarding the redlines must leave a comment in the ZIP request to indicate that the note has been sent to the vendor. This ensures proper documentation and communication within the team.
Submitted tab.… logo and Cancel Request.Confirm.
Submitted tab.… logo and Clone request.Clone.
Every request detail page includes a Comments tab that provides a space for communication between all users who can access the request. In addition to comments from members of the organization, this tab provides notifications when comments are left by vendors on the vendor portal.
An user can post a question or comment, and all of the stakeholders in the chain (the requester and all approvers) will be notified to view and then respond, or @ tag a specific person and only that person will get notified.
Some users identified by Legal, HR, Procurement, Security and Privacy have the option to approve or reject specific purchase request that are assigned to them.
Note: You can set your approval notification preferences (Email and/or Slack) by logging into Zip, clicking: Settings -> Personal Settings -> Notifications.
If you are the default assignee for your queue, you can view all pending requests for your approval by simply clicking Dashboard in the top right, on the Home dashboard page and selecting the Needs My Approval tab.
If you are not the default assignee for your queue, you can view all requests awaiting your queue’s approval by clicking Dashboard in the top right corner, selecting the Queues tab and selecting your queue. All requests in your queues will appear, you can update the Status filter if necessary to see previously approved or upcoming requests.
You can reassign a pending approval from your queue to yourself or another user. Next to the request, click on the pencil icon to reassign the approval.
Click on the Documents tab at the top of any request, to see all the documents. You can view and manage all versions of documents associated with the purchase request.
Note: To contact the Procurement Team or Finance System Admins, send a message to #zip-faq with your question.