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 that needs a change, follow the steps below to process a change request:
+New Request on the right side of the top menu.Request a Change (amend contracts or PO chnage)Coupa purchase order number.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.
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.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.
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.