Alliance College-Ready Public Schools

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Invoicing and Purchase Orders (Coupa)

Coupa Introduction

Alliance College-Ready Public Schools is thrilled to announce our transition to the Coupa procure-to-pay system on January 22, 2018.  Coupa will help streamline and increase visibility throughout the purchasing, invoicing and payment processes.

 

Current vendors should have received instructions for our 2 new invoicing options, either through the Coupa Supplier Portal (CSP) or via Coupa Email.  Through CSP or via Coupa Email, vendors can receive purchase orders (PO’s), submit invoices, and see real-time statuses of payments.  If vendors have not received an invitation to either CSP or Coupa Email, vendors will default to email. Until receiving a PO generated by Coupa, please continue to submit paper or electronic invoices to your contact(s) at Alliance.

 

Below are descriptions of our two PO and Invoicing options, as well as our payment options.

 

Coupa Email

The Coupa Email option sends PO’s directly to an email inbox. Upon receipt of the Coupa Email, vendors can:

  • Acknowledge receipt of the PO.
  • Create OR attach an invoice directly from the PO.
  • Add comments to the PO.

The Coupa Email option is recommended for vendors who plan to  submit less than 10 invoices to Alliance annually. For more information about how to use the Coupa email,  please visit the Coupa Success Portal. Please note: Coupa may refer to Coupa Email as “Supplier Actionable Notification” in their materials.

 

Coupa Supplier Portal

If vendors select the Coupa Supplier Portal (CSP) to manage PO’s and invoices for Alliance, vendors will see all POs, invoices, and payment statuses in 1 central location online. In the CSP vendors can:

  • Add additional users across the company profile to access and manage the account.
  • Update and maintain information about the company in the company profile.
  • View all purchase orders (POs) issued by Alliance via Coupa.
  • Create OR attach invoices or credit notes directly from the POs.
  • View payment status for each invoice.

This is recommended for all vendors who plan to submit 10+ invoices annually or who have different departments for purchasing, invoicing and/or payment. Vendors will receive a link to register on January 22, 2018 or anytime after notifying Alliance of their selection.

 

Vendor Payments

Alliance now offers automated payment options for all vendors for purchase orders and associated invoices created through Coupa. Vendors can receive payment via bank direct deposit, check or through a debit card. Each vendor’s first payment will be via check with instructions on how to sign up for the other automated payment options.

 

Frequently Asked Questions