Supplier Coupa Onboarding

We are aiming to launch Coupa and related processes in April this year.

We will continue sending you emails in the lead-up to the transition and will keep this page updated, noting that as we get closer to the transition we will provide updated frequently asked questions and provide more tailored information to support you through this change.

Currently our supplier onboarding is handled by a paper-based form that our team will help you fill out. If you have already filled this out you won’t need to worry about any additional steps to be onboarded.

If you start working with Regis over the transition and implementation period our team will instead send you a web-based form. This process should be pretty hassle-free and can be completed in any web browser.

Our procurement team will review the data provided and once approved will send you through an invitation to join Regis’s Coupa Supplier Portal.

The Coupa Supplier Portal, otherwise known as CSP is a web-based application for Suppliers that can manage and view transactions such as Purchase Orders, Invoices directly to Regis’ Coupa instance.

Suppliers that are reluctant to join CSP can transact with Regis without having to register or log into the (CSP). Supplier Actionable Notifications (SAN) allow Suppliers to act on POs directly from email notifications for POs created in Coupa, having the options to acknowledge, create an invoice from or add a comment to a PO. Alternatively, they can create a CSP account if they want to take advantage of the benefits of working with through CSP.

Regis does not require suppliers to be Coupa Verified or pay any subscription fees. If you choose to register for the Coupa Supplier Portal, you can do so at no cost.

Coupa Verification is an optional feature that helps promote your business to other organizations using Coupa. Regis does not have any affiliation with this process and does not receive any benefit from suppliers becoming Coupa Verified.

If you’re already using Coupa the transition will be simple. Once we start sending Coupa Invites you’ll receive an email to login to Coupa to connect to Regis. Once received, log in and set up your profile and preferences.

We will provide further information in the lead up to the implementation. If you’d like to learn more you can view the following Coupa resources:

• Getting Started with Coupa
• Supplier Account login, registration FAQs
• Supplier CSP FAQs

Yes, at Regis, the introduction of Purchase Orders marks an important step in strengthening our procurement process and aligning with industry best practice.

Purchase Orders will streamline the way we manage purchasing by ensuring spend is approved upfront and enabling automatic invoice approval when matched in Coupa. This change not only simplifies purchasing for our staff, but also provides confidence to our suppliers that orders are pre-approved, invoices are easier to submit, and payments can be processed more promptly.

No, if you currently use work orders for property related items you will continue to do so.

Spend that doesn’t fall under a work order will require a purchase order once we transition over to Coupa.

Purchase orders will be sent directly to your nominated email address or available in your Coupa Supplier Portal (CSP). These purchase orders are interactive, making it easy for you to create invoices and communicate with Regis team members.

Prior to the transition you can continue operating per usual. As we approach the transition date, we will communicate timeframes for the transition and inform you with deadlines. Once the transition is complete, all invoices will be required to include a corresponding Purchase Order number.

You can submit a PO change request through the CSP. Open the PO, click “Request Change” and follow the prompts.

All existing systems and processes for submitting invoices to Regis will be replaced with Coupa. Once we’ve transitioned you will need to submit invoices via Coupa. There will be two main methods:

• Coupa Supplier Portal (CSP): Our preferred method. Regis will send you an email invitation to register on the Coupa Supplier Portal. On the portal, you can view all Purchase Orders and create and send invoices electronically as well as track the payment progress.
• Supplier Actionable Notification (SAN): You can submit an invoice directly from your email inbox upon receiving a Purchase Order – without registering or logging into the Coupa Supplier Portal. While this is still an efficient and digital method, you will not have the benefit of the portal where you can self-serve to update your supplier information and track the real-time status of invoice payments.

Note: Alternate methods such as cXML or SFTP may be arranged by exception only. Please contact us if you need to discuss these options.

Yes, you can. Once invited you’ll be able to log in to CSP to create an invoice and attach the PDF.