COUPA SUPPLIER PORTAL

- TRAINING GUIDE

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 General Guidelines

✓ Feel free to use the Chatbox to post any questions

✓ To ask questions verbally, do use the ‘raise your hand’ feature in Teams, for the Trainer to “Unmute” you

✓ All queries posted on the chatbox will be answered during the Q&A session - post every subject

✓ Do not disclose your Company Name/Information or Personal Name/Information while asking

questions via chat or verbally to the Instructor

Coupa and the sunflower logos are the trademarks or registered trademarks of Coupa Software, Inc. in the United
States of America and in several other countries.
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Training Topics
• About Coupa
• Coupa Supplier Portal - Registration Process and Inviting Users
• Hands-on Registration & Linkage request to 3M
• Create Public Profile And Setup Legal Entity
• Coupa – Home Page Overview
Break – 10mins
• Purchase Orders – View, Change & Acknowledge
• Advance Ship Notice – View, Creation, Batch & Non-Batch Managed
Break – 5mins
• Invoice – Creation and Credit Notes
• Invoice Payments and Notifications
• Feedback and Learning Assessment
• Next Actions
We will have an Online Demo of each topic, followed by
FAQ and Q&A
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Coupa Supplier Portal (CSP)
What is Coupa?
It is a world-class “Procure To Pay” (P2P) system that offers an eCommerce solution, for 3M to interact with its
suppliers collaboratively.

Benefits of using Coupa Supplier Portal:

▪ Receive and View 3M Purchase Order (PO)
▪ Identify PO and easily communicate corrections and updates on price, quantity, and delivery date, back to 3M,
Purchase Order Acknowledgement (POA)
▪ Confirm shipment quantity and date for goods receipt at 3M, Advance Ship Notice (ASN – if applicable)
▪ Submit electronic Invoice (eInvoice) to 3M, to enable accurate and On-Time payments – no lost paper or email
Invoices, and view invoice payments and receive payment notification
▪ Adopt a consistent business process with 3M worldwide
3M sends to Supplier: Supplier sends to 3M:
- Purchase Orders - Purchase Order Acknowledgement (POA)
- Purchase Order Changes - Purchase Order Changes
- Invoice Status - Advanced Ship Notice (ASN where applicable)
- Remittance Advice - Invoice (For Singapore and Malaysia Only)

Coupa Supplier Portal (CSP) is accessible @ https://supplier.coupahost.com/

Coupa Hosted Training content is available @ https://success.coupa.com/Suppliers/For_Suppliers
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Key Terminologies
Terminologies
Terms Description
Purchase Order (PO) • A legal and commercial document sent from customer to a
supplier, committing 3M’s purchase of goods &/or services
Coupa Supplier Portal (CSP) • A web portal for suppliers to manage business with customers.
Suppliers can view & track the PO issued by 3M, as well as
create & manage the invoice/credit note on the portal
Supplier Actionable • Notification's suppliers receive via email to manage and
Notification (SAN) acknowledge POs and create Invoices
PO Acknowledgement (POA) • For a supplier to confirm receipt of the PO, after which the
effectiveness of this PO will be admitted
Advance Ship Notice (ASN) • Advance notification of a shipment to the customer

Invoice • Billing document issued to 3M, stating financial obligations for

goods received or services performed
Disputed Invoice • An Invoice rejected and sent back by customer, for supplier to
re-submit the new invoice
Credit Note • An Invoice with negative value, to offer a credit to the customer
or to resolve the issue

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Flow Chart
Source to Pay – Flow Chart
3M Supplier

PO Issuance PO Receiving
Coupa
Supplier
PO Acknowledgment Receipt PO Acknowledgement
Portal
Prepare Order
Advance Ship Notice Receipt Advance Ship Notice
Prepare Receipt (if applicable)
Dispatch
Accepting Deliverables Dispatch

Invoice Receipt Coupa Invoice Issuance

Supplier
Payment Processing Portal Payment Notification

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Key Icons -
Coupa Supplier Portal
Coupa Icons
Icon Action/Function Icon Action/Function
Transaction Hyperlinks take you to the View View
page of the transaction
Edit Delete

Save Download the report

Print Expand Table

Void (Cancel) Calendar

Create Invoice against the PO Mark as read

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Coupa Supplier Portal
- Registration process &
Inviting further users
Step 1 – Register on Coupa Supplier Portal

01. Open Coupa Supplier Portal Link - https://supplier.coupahost.com/. Click on the Sign-up tab
02. Input the required fields i.e., Email Address and Company Name
• Note: Suppliers should use their primary contact email address to register
All PO’s created will be sent to this email address and visible on the CSP account
• The primary contact email address will become the ADMIN & have full access to all CSP functions,
including user administration (inviting more users to use CSP with different permissions)
03. Once registered, the supplier will receive an email from Coupa Supplier Portal
• Note: If you have registered and haven’t received an email from Coupa, please check your Spam or Junk
items folder
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Step 2 – Confirm email sent to registered mail ID

Click on the Confirm Email link

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Step 3 – Input Mandatory Information &
Create Password
• Clicking on the “Confirm Email” link, will redirect to the
“Activate your Coupa account” page
• Input your First & Last Name and Company
• Create your Password ( 8 characters long - use combination
of number and letter – Uppercase and Lowercase)
• Tick the check box “I accept” to accept the Privacy Policy
and Terms of Use
• Click “Activate Coupa Account”

Note: This becomes the default admin account for your

company. Once set up, you can add users and assign them
roles, including account administration

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Step 4 – Log-in to CSP with email ID and password

• Coupa Supplier Portal Link:

https://supplier.Coupahost.com/
• Enter your Registered Email Address and
Password created in the previous step
• Click on the Log-In tab

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Step 5 – Two-Factor Authentication
• During your first log-in, the User will be prompted
to enable Two-Factor Authentication (2FA)
• You may click the “Enable” tab, for additional
security control on your account
OR
• You may click “No Thanks” if you wish not to
enable 2FA

• 2FA is a security system that requires two distinct

forms of identification, to access something

• It strengthens your Coupa Account security, by

asking 2 types of information from the user —
Password AND Personal Identification Number
(PIN) or Code generated from Google
Authenticator Application

• For more information, see the link :

Enable or Disable Two-Factor Authentication

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Step 6：Linking Coupa Account (CSP) with 3M

01. Click on Setup

02. Click on Connection Request
03. Click on Search
04. Write “3M” in the Customer Name field.
05. Click on the “Search” icon
06. Enter below in the Customer Contact Field
(depending on the Country) ;
STPeCommerceSG@mmm.com
STPeCommerceMY@mmm.com
STPeCommerceVN@mmm.com
07. Tick Checkbox “I’m not a robot”
08. Click on the “Request” tab

Link Request will be sent to the 3M and 3M will start accepting the connection request from 25-Jul-2022.
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Inviting Additional Users on CSP
• Supplier Admin can manage ”User Permissions” and
“Customer Access” by assigning certain users to only
certain customers, limiting documents access and
the functions they can perform basis assigned
customers.
Steps:
01. Click on Setup
02. Click on Admin
02. Click on Invite Users
04. Enter First Name, Last Name & User email address
05. Click the checkbox to control the permissions &
access

For more information, see the link :

Manage Users - Coupa Success Portal
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FAQ - Registration
1. Why am I not receiving the email invitation to join Coupa?

[Answer]: Check your spam/junk email folder, emails sometimes get flagged as spam

2. I am already using Coupa Supplier Portal for other customers. Can I use the same account for 3M?

[Answer]: Yes, you may use the same account. Please send linkage request to 3M via your existing Coupa CSP Account

3. Can we register more than 1 person for Coupa?

[Answer]: Yes. You may register any number of participants to the Coupa Supplier Portal

4. Is Coupa Portal free for Suppliers?

[Answer]: Yes, Coupa Supplier Portal is free for suppliers with no limit on the # of transactions

5. When will COUPA be implemented and ready for use?

[Answer]: 3M will start transacting using Coupa from 01-Aug-2022 for 3M Singapore, Malaysia and Vietnam.

6. Is this new system for APAC only or would it also be implemented in other markets, e.g., Australia, etc.?

[Answer]: This initiative is focused on 3M Malaysia, Singapore, and Vietnam. Other 3M companies will be deployed in
their timeline, and you will receive further communication at the appropriate time if you supply to any other 3M company
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 Q&A Session

Coupa Registration And Inviting Users

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Create Public Profile &
Setup Legal Entity
Create your Public Profile (Optional)
• In CSP, you have a Public Profile that is visible in the CSP
Directory and allows potential customers to find your profile

• Having a complete profile provides customers with relevant

information to do business with your organization

• Better the profile, better are the chances of landing new

customers

For more information, see the link :

Create Your Public Profile - Coupa Success Portal
View and Update Your Public Profile - Coupa Success Portal

• A summary of the Profile information is seen on the Homepage

• The top section displays Profile Completeness (indicated by
filled in badges under Profile Progress) and when the profile
was last updated
• You can click ”Improve Your Profile” to open your profile

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Legal Entity Setup (Mandatory-3M Singapore/Malaysia)

• Legal Entity is the official name of your business registered with the
local government (legal entity name)
• Setting up your business details in Coupa will help you meet your
customer’s Invoicing needs
• Complete as much information as possible
Steps:
01. Click on Setup
02. Click on Admin
03. Click on the Legal Entity Setup tab
04. Click on Add Legal Entity tab
05. Enter your Legal Entity Name – Official Name of your business
06. Country/Region – a Registered country of your legal entity

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Legal Entity Setup (Mandatory-3M Singapore/Malaysia)
Field/ Checkbox Description

Which • Select all or the specific customer(s) that you want to

customers do see your legal entity information.
you want to see
this?
What address do • Required for invoicing. Is critical for compliance in
you invoice some countries.
from? • Registered address of your legal entity. This is the
same location where you receive government
documents. It might differ from the physical address.
• Sometimes this is called your address of record
or registered company address.
• Address line 1, city, and postal code are mandatory.
Use this address • Selected by default. Deselect it if your remit-to
for Remit-To* address is different from your invoice-from address
or you have more than one remit-to locations.
Use this for Ship • Selected by default. Deselect it if your ship-from
From address* address is different from your invoice-from address
or you have more than one location.
What is your Tax • Enter your tax/VAT ID.
ID? • Note: If you are exempt from tax registration in some
regions/countries, select the I don't have TAX ID
Number checkbox and enter your local tax ID or
write N/A in the appearing Local Tax ID field 24
Legal Entity Setup (Mandatory-3M Singapore/Malaysia)
• Mentioned 2 sections are not relevant for 3M

• Invoices will be paid only to the Bank Accounts

provided to 3M irrespective of the information

provided here

• To change/update your bank account details,

please contact 3M representative

• Click Next to add the address where you want to ship

goods from

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Legal Entity Setup (Mandatory-3M Singapore/Malaysia)
• Click “Add Ship From” location if Ship From is different
than your Invoice From address
• Fill in the mandatory fields and click ”Continue”
• After completing the legal entity setup by
clicking ”Done” (i.e: after adding a legal entity), you
may use it on new invoices
• From the Setup Complete page, you can choose to Go
to Orders, Go to Invoices, or Return to Admin page

For more information, see the link :

Set up Legal Entities - Coupa Success Portal

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Manage Legal Entity-Add 3M after Linkage Request is approved
In case, Supplier do not find “3M”
customer on legal entity.

Follow below steps to add Customer

“3M” after your linkage request is
approved.

Steps:
01. Click on Setup
02. Click on the Legal Entity Setup tab
03. Click on Manage Legal Entity tab
04. Click on “3M Customer” checkbox
on Page 2

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 Q&A Session

Create Public Profile and Setup Legal Entity

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Coupa Homepage Overview
Home Page Overview
Home: View and improve the public profile and
see the list of connected company

Profile: Create and manage your profile,

including addresses and contacts.

Orders: View and access the purchase orders

you received from different customers.

ASN: Create Advance Ship Notice

Invoices: Create and manage invoices

Setup: Manage users, legal entity, merge

requests, etc

Note:
3M is not using the below tabs for now ;
• Service/Time Sheets, Catalogs, Business
Performance, Sourcing and Add-Ons

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Home Page Overview
• Settings & Notification: Using this, the Account settings can
be managed. and Notifications viewed and customized
• Announcements: View 3M Announcements to suppliers here
• Merge Accounts: If a company has more than one CSP
account, they can be merged to reduce confusion for existing
potential customers
• Latest Customers: Shows the latest customer added by the
supplier account
• Chat With Coupa Support: Connect with the Coupa support
team to resolve any technical issues
• Change Language: Select the preferred language for CSP

• For more information, see link :

Get Started with the CSP - Coupa Success Portal

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BREAKTIME

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Purchase Orders
o View 3M Purchase Order (PO)
o Purchase Order Acknowledgement (POA)
o Purchase Order (PO) Change Request
View 3M PO & Acknowledge–From Email (using SAN)
• Supplier will receive an email notification
whenever a PO is sent to their Primary Email
registered with 3M & the CSP Account Users
• Manage Order: Click on the button to get an
electronic view of the PO
• PO Print will be attached to the email in
HTML format which can be viewed, saved,
and printed
• Acknowledge PO: Click on the tab to
acknowledge the PO directly from the email

Note:
• PO details should be checked for accuracy.
Ex: Item description, Price, Ship To Address,
Delivery Dates etc
• After reviewing & if accurate - Click on the
Acknowledge PO tab
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View 3M Purchase Orders – From CSP
To view a 3M Purchase Order in CSP:
1. Login to CSP
2. Click on the Orders tab on the CSP homepage.
The Purchase Orders page would appear
3. Select 3M from the Select Customer drop-down
list in the top right corner
4. Filter the table by columns, use the search bar to
find a specific PO OR
Click on the View drop-down list to select a filter
on applicable orders
5. For more details on a specific PO, click on the PO
Number hyperlink to open the PO details
For more information, see link ;
Create Custom Views - Coupa Success Portal

Note: If you have other customers in Coupa (other than 3M), it will show you the POs from the
company you selected the last time you visited the page

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View 3M Purchase Order Lines
Steps:
1 1. Click on the Order Lines tab to see PO Line
2 details

2. Select “3M” from the Select Customer

drop-down list

Note: You can export the PO or PO Lines table in CSV or Excel format by clicking on Export to

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Purchase Details
For more details click on the PO Number link to open the PO

Once you click the PO Number hyperlink, detailed

information of PO will be visible

At the bottom of the PO page there are 4 buttons for action ;

1. Create Invoice – one of three options on how to create an
invoice from a PO
2. Request Change – Change can be requested for Quantity,
Need by Date, and Price
3. Save – Save your draft PO Changes
4. Print View – You may also print POs if required

Important: Do not create Invoices directly, without

PO Acknowledgement (POA) and Advance Ship
Notice (ASN)
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PO Acknowledgement – From CSP
3M requires a PO Acknowledgement within 2
Business days from the date of receipt of a PO

From the Purchase Order View in CSP, if you agree with

the details of the PO, tick the Acknowledged checkbox.
This will generate a success message to confirm the PO
acknowledgment was recorded

Note:
PO details should be reviewed to ensure accuracy
e.g., item description, price, ship to address, delivery
dates etc. If the information is accurate, Click
Acknowledged

Note:
3M does not use Coupa Supplier may submit PO Change Request if the PO
Comments feature, please Details are not accurate. PO Change is subject to 3M
drop an email to Buyer for Approvals - see the next page for details
any clarification.

Note: Suppliers cannot reject a PO, but if you do not accept it, you can email to the Buyer.
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 Request a Purchase Order Change
You may request a PO change if you are unable to deliver the
products by the Need by Date, or the order details are incorrect
1
To begin, the Supplier must log in to CSP Account. PO Change
cannot be submitted via the email notifications button.
Steps :
2 1. Click Request Change on the PO details page
2. Edit the fields that are enabled for change, such as Quantity,
Price and Need By Date
Note: Suppliers cannot reduce the quantity/amount below the
values already received or invoiced against
3. Select a Reason for Change from the drop-down list
3
4. Click on the Submit Change Request Button
Note: If “Other,” you also need to provide a comment

The PO change will go through an Approval Process which can

4 either be Approved or Rejected by the buyer

Note:
• Request Change button is greyed-out for PO’s with an
ongoing Change Request
• When approved by 3M Buyer, the PO and its Revision
History will be updated with the changes
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View PO Revision Details
• Changes are effective, post change request approval
• When a PO change request is Approved or Rejected,
Suppliers will receive the Order change request -
Approved or Rejected Notification

• After submitting a PO Change request & awaiting 3M’s

approval, you may view the Pending Changes tab
• Click to view pending change at the top of the PO
• You may also select a PO revision to view, by clicking
the drop-down list next to the PO number
• Pending Change Request page shows PO number,
revision date, change request submission date, the
reason for the change, change status, change type, etc
• Supplier can withdraw the change request by
clicking Withdraw at the bottom of the page

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Key Points–PO Acknowledgement & Change Request
• PO should be acknowledged within 2 Business Days if suppliers agree on all aspects of the PO
• PO Acknowledgement applies to all lines on the purchase order
• If Suppliers do not agree on the PO, Change request should be raised OR email Buyers for any
clarifications, within 2 Business Days
• Supplier can modify the Quantity, Price, and Need by Date on the existing lines OR Delete the
existing lines on the PO via PO Change. The addition of lines is possible only by 3M Buyers
• In case you cannot deliver the full quantity by the required Need by Date, Suppliers should
email Buyers to split the PO Lines according to the new Delivery Date and acknowledge PO
• 3M does not currently use the Coupa Comments feature on transactions. In case of any
concerns, please contact buyers via phone or email.

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 PO Requested Delivery
Dates

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©July
3M 2022. All Rights Reserved. 3M Confidential. 42
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Key Point– PO Requested Delivery Dates
3M Purchase Order Delivery date

Purchase Order Date

Delivery date at 3M Factory

Note:
Due Date mentioned on 3M’s Purchase Order - is the
expected receipt of goods at 3M Factory /Warehouse

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FAQ : Orders
1. Does Coupa send an email to Suppliers when 3M issues a new Purchase Order?
[Answer]: Suppliers can get various email notifications from Coupa, including PO.
After creating a CSP account, suppliers can set notification preferences. In addition to email, they can choose to get
notifications online in the CSP or through SMS.
Each supplier user controls which notifications to get. Most email and online notifications are "on" by default.

2. Can I acknowledge the PO via email?

[Answer] : Yes, Coupa email has actionable buttons, and you can acknowledge the PO via email, apart from
acknowledging the PO via CSP too.

3. If a PO Change Request for Quantity & Delivery Date is rejected, can I assume the PO is cancelled and no further
action is needed?
[Answer] : No, if a PO Change is rejected, it means the original PO is still valid unless the Original PO is cancelled.
Buyers will reach out to Suppliers in case 3M rejects the PO to find an alternate solution. If no alternate way is found,
3M will cancel the Original PO.

4. In the case of Blanket PO (for Services), is it possible to have one PO with many Invoice numbers for payment?
[Answer] : Any Blanket POs for Indirect Services will be replaced with Limit PO’s, after Go-Live. 3M personnel will
inform you accordingly.
E.g., PO meets certain criteria like if the price is estimated for the service to be provided within a certain period.
3M will issue PO according to the quantity needed and provide a specific delivery date.
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 Q&A Session

Purchase Orders

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Advance Ship Notice (ASN)
o ASN creation
o View and Manage ASN
o ASN without Batch Managed Materials
o ASN for Single Batch Managed Material
o ASN for Multiple Batch Managed Materials
Creating an Advance Ship Notice (ASN)

• The purpose of an ASN is to advance notify 3M of

the deliveries suppliers will make

• Create an ASN when you know exactly what you are

going to ship to 3M

• The 3M PO will determine when an ASN is required

(Refer to below table)

• To create an ASN for the PO from CSP:

1. Navigate to the Orders tab and search for the PO

where an ASN is required
Supplier Type ASN Applicable 2. Click the Flip to ASN icon
All Suppliers (Direct POs starting 48XXXXXXXX
YES
and 70XXXXXXXX)
Local Suppliers (Indirect POs starting
NO
35XXXXXXXX or 45XXXXXXXX)
Foreign Suppliers (Only Indirect Materials POs
YES
starting 35XXXXXXXX or 45XXXXXXXX) 47
Creating an Advance ship notice (ASN)
• ASN Number: Enter up to 10-digit alphanumeric number, not
including special symbols (MANDATORY)
• Ship Date: Enter date when goods are shipped from location
(Coupa will accept only current & next day) (OPTIONAL)
• Delivery Date: Enter expected delivery date at 3M Warehouse
(MANDATORY)
• Bill of Lading: Input text “DUMMY” for domestic transactions
that are not imported (MANDATORY)
• Trailor/Transport ID: Please enter Truck/Vehicle Number
(MANDATORY). Input text “DUMMY” if not applicable
• Mode of Transport: Select from the drop-down list as
applicable (MANDATORY)
• Carrier: Select from the drop-down menu. If none of the above
apply, select “OTHER“ (MANDATORY)

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ASN – Non-Batch Managed Materials
• Validate and change the Quantity, if needed, on the ASN
Line Level

– Note: There is no need to populate the Vendor Batch

Number, Manufacturer Date, Shelf-Life Expiration, 3M
Batch Number, or Serial Number if Batch Check Box is
not checked

• Delete the additional ASN Lines if the ASN is not applicable

for that PO Line

• Scroll to the bottom of the ASN Page and click Submit

• ASN submitted successfully" message will be displayed

once ASN is successfully recorded

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ASN – Single Batch Managed Material

If the ASN only contains a single batch managed material,

enter the details directly into the CSP ASN line screen to
capture the batch details:

• Validate and change the Quantity if needed on the ASN

Line Level and populate the additional fields:
o Vendor Batch Number (MANDATORY) – Refer to
Slide 52 for batch naming convention
o Manufacture Date (MANDATORY)
o Input Shelf-Life Expiration, 3M Batch Number, and
Serial Number (if applicable)
• Delete the additional ASN Lines if it’s not applicable for
that PO Line
• Scroll to the bottom of the ASN Page and click Submit

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ASN – Multiple Batch Managed Materials
If the ASN contains multiple batch managed materials per
line with multiple splits, a CSV file needs to be uploaded
to capture the necessary information (“Coupa ASN Upload
Template“ is available on the Supplier Direct Website)

Steps :
01. Populate the columns of the file, and follow the below
logic to ensure the ASN is successfully processed by 3M:
▪ If a PO Line is split among multiple batches, create
multiple records with the same PO Line number and
unique Batch numbers with the appropriate Quantity
02. Save the template file in CSV format Only
03. On ASN Header Level, click Choose File and select the
file
04. Scroll to the bottom of the ASN Page and click Submit

Note: "Advance Shipment Notice submitted successfully"

message will be displayed once ASN is successfully
recorded.

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ASN – Upload Template Explanation
ASN/Delivery Vendor Material
Purchase PO Material Quantity UOM Vendor Mfg Date Expiry 3M Serial
Line Number Number Order Line Batch Date Batch Number
1 4811596688 10 3XXXXXXXXX 2000 EA 123456 20210430

Header Name Header Name Description Mandatory

ASN/Delivery Line Enter, 1, 2 3…. As sequence depending on the number of lines being entered Yes
Number
Vendor Material Material number if maintained by the vendor Not Required
Number
Purchase Order Purchase Order # provided in the 3M PO copy Yes
PO Line ECC PO Line Num # available in the 3M PO copy Yes
Material SKU # available in the 3M PO Copy Yes
Quantity Actual Quantity to be shipped to 3M ( No Special characters allowed ,only Yes
whole number)
UOM Unit of measure as mentioned in the 3M PO Copy Yes

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ASN – Upload Template Explanation
Vendor
ASN/Delivery Purchase Order PO Line Material Quantity UO Vendor Mfg Date Expiry 3M Serial
Material M Batch Date Batch Number
Line Number
Number
1 4811596688 10 3XXXXXXXXX 2000 EA 123456 20210430

Header Name Header Name Description Mandatory

(Yes /No)
Vendor Batch Vendor Batch # should be a maximum of 10-digit alpha-numeric. No special Yes
characters
Mfg Date Manufacturing date of the batch # mentioned above should not be later than the Yes
ASN date with format YYYYMMDD, “/” should not be used
Expiry Date Expiry Date of the product. Format YYYYMMDD, “/” should not be used No
3M Batch 3M Batch id , if provided by 3M No
Serial Number Serial Number available if any No
HU HU Label # if Any Not Required
Qty per Case Batch quantity Not Required
UOM Unit of measure as mentioned above Not Required
Package Material packaging Material Not Required

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 ASN - Multiple Batch Managed Materials
Example:

54
Batch Managed – Key Points
The Batch ID/Lot Number is created for material must:

▪ Not be greater than 10 characters

▪ Not contain spaces

▪ Only contain alphanumeric characters

– A through Z and 0 through 9 only

– No special characters, i.e., -, _, /, \, $, *, #, @, etc.

▪ Not start with leading zeros if entirely numeric (e.g., 09192020)

▪ Contain one (and only one) Date of Manufacture

▪ Contain no more than one Expiry Date

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View/Manage PO ASN
Steps:

1. Click on the ASN tab in CSP. The Advance

Ship Notice page appears

2. From the Select Customer drop-down list in

the top right corner, select 3M

3. You can filter the table by columns, use the

search bar to filter with a search term or
click on the View drop-down list to perform
advanced filtering

Note:
• ASN Status will remain in Pending Receipt after submission. It does not mean that the Goods are not received by 3M
• Suppliers should not edit the ASN once it is submitted. In case of any correction, please email to the Buyers who will
assist in canceling the OLD ASN. Supplier can thereafter submit the new ASN
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FAQ - ASN
1. Is the ASN number auto-generated or need to be entered manually?
[Answer]: Suppliers need to enter the ASN Number in Coupa along with other mandatory fields. You may enter any
unique number
2. Can we create an ASN once PO is acknowledged, without waiting for the delivery date?
[Answer]: No, ASN should be submitted when you are ready for shipping, wherein you will be required to submit
shipment details also, which will be available only during delivery
3. How do we process partial deliveries? Example: PO qty: 100K split into 3 to 4 dates, but the dates are not
confirmed & depend on 3M pull in the schedule.
[Answer]: Supplier should ask Buyer to raise PO change request to split lines according to delivery dates
4. Should we print the ASN # on the packaging label for each shipment?
[Answer]: No, it’s not required
5. Our goods are collected by 3M appointed transporter. Will the transporter pick up goods based on the ASN
information?
[Answer]: Yes, you should load the goods according to the ASN provided
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 Q&A Session

Advance Ship Notice

58
BREAKTIME

59
Invoices
o Create Invoice

60
Create Invoice Once a PO Flip has been completed, the below key information is
required to process the invoice:

01: Choose the Legal Entity, Remit To, and the Ship-From Address
as we created on Slide 22.
02: Populate the mandatory General Information including:
▪ Invoice # - Enter your specific invoice number
▪ Invoice Date – Date when the invoice was created
Note- Invoice Date should not be in the future.
Note - Invoice Number should be unique and no special characters
Note- Supplier should not attach another invoice to this
transaction as the Coupa generated PDF is your and 3M legal
invoice.
Suppliers may attach other documents e.g., Delivery Slips,
Custom Slips, etc. if required)
03: Validate the Invoice Quantity at the Invoice Line level.
(Note- Supplier may delete additional PO Lines if not billing)
04: Select the Tax Rates for Invoices.

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 05: Supplier must add a line on the Invoice for additional
Create Invoice charges e.g., Discount, Insurance, Assist, etc.
• Click on Add Line Button.
• Enter Description, Qty, and Price.
• Supplier must choose “Additional Charge Category” for
these additional lines.
• Choose the Tax Rate if applicable.
OR Enter the charges in the Summary Charges for Shipping,
Handling, or Misc.

06: Scroll down to the bottom of the Invoice Page and

Click Calculate and then Submit.
Follow prompts to validate that you are ready to send an
Invoice to proceed in submitting the invoice.

Note:- Once the Invoice is submitted, the Supplier cannot

modify that Invoice.
Note:- Supplier should not email Invoice Copy to the 3M
Invoice Email Address for Singapore and Malaysia only.
Note – Once a PO Line is fully invoiced (Approved or
Pending Approval), It cannot be invoiced again.

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View Payments

Coupa Supplier's will receive an email containing Payment/Remittance information.

Note: If payment method is check, email remittance will not be sent.

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Invoice Status
• Once an Invoice is submitted to 3M, it will be in
Pending Approval Status

• The Status will change to Approved after the vendor

invoice is approved and posted in the 3M system

• The Draft status implies that the supplier has only

saved the invoice and it has not been submitted to 3M

Note: The payment will be made to supplier as per

their agreed contract terms

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FAQ - Invoice
1. How do we submit shipping documents, besides Invoices?
[Answer]: Please send additional shipment documents to the responsible personnel per the current
Process for Singapore and Malaysia. Vietnam will follow the existing process

2. Is the remittance advice automatically generated from Coupa system? OR Do we need to log in to download the
remittance advice, during each time payment is remitted by 3M?
[Answer]: Remittance Advice Notification will be sent to supplier via Coupa CSP.

3. Can we fill ERP Invoice # into COUPA Invoice # ?

[Answer]: You can put the Invoice number generated from your system to Coupa Invoice Number.
Please note the Invoice generated from Coupa for Singapore and Malaysia are Legal Invoice and only Coupa
Invoices must be used for tax purposes

4. How do I make a partial claim on an Invoice?

[Answer]: You can Invoice multiple times against a single PO. Just click the gold coin icon and enter the amount you'd
like to appear on the Invoice

5. Once an Invoice has been approved, what do I need to do next?

[Answer]: No further action. The Invoice will be in 3M’s queue, and you'll be paid based on the agreed payment terms

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Q&A Session

Invoices

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Credit Notes
o Create a Credit Note
o Resolve a Dispute by Creating New Invoice
o View Existing Credit Notes

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Create Credit Note Coupa supports Credit Note functionality to perform
return on an invoice. Supplier should create Credit
Notes only from Invoice Screen.
01. Click on the Create Credit Note button from the
Invoices page to:

▪ Resolve issue for (a specific) Invoice Number, or

▪ Choose “Other” for other credit reasons

02. Supplier should not create Credit Note from the

Purchase Order Screen using Red Coin Button.

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Resolve a Dispute Invoice
• 3M may dispute a supplier-created invoice for multiple
reasons. The supplier should review the dispute
invoices and the reason associated and re-create new
Invoice.

• Supplier do not need to act on Disputed Invoices.

Supplier can directly create a new Invoice.

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View Existing Credit Notes
Steps:

1. Select Invoices page

2. Find View drop-down list to filter what
type of columns you would like to be
visible
3. In the appearing pop-up, choose Credit
notes.

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FAQ – Credit Note
1. How do I credit or cancel an invoice that has already been billed?

[Answer]: To create a credit, enter a negative quantity. See Creating a Credit Note for more info.

Once an invoice is submitted, it can't be changed in any way. However, you still have options:

• Create a new credit memo that credits the customer for the original value, and then generate a new invoice.

• See Creating or Editing an Invoice for more info.

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Q&A Session

Credit Notes

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Summary
• PO should be acknowledged within 2 Business Days if suppliers agree on all aspects of the PO
• If Suppliers do not agree on the PO, Change request should be raised OR email Buyers for any
clarifications, within 2 Business Days
• 3M does not currently use the Coupa comments feature on transactions. In case of any
concerns, please contact buyers via phone or email
• ASN must be submitted for Direct PO’s (starting from 48XXXXXXXX) when goods are ready for
ship. Foreign Supplier must submit the ASN for Indirect Material POs too
• Carefully look at the Batch Managed Indicator on the ASN, and mandatorily provide batch
number and manufacturing date information
• Supplier must attach only the .CSV file to the multi batch attachment field
• Supplier are allowed to create invoices once they ship out the goods.
• Supplier should contact buyer for any clarification
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 Learning References
3M Learning Material is accessible @
https://www.3m.com/3M/en_US/suppliers-direct/global-landing/
• Choose your country based on the purchase order origin country
Coupa Supplier Portal (CSP) is accessible @
https://supplier.coupahost.com/
Coupa Hosted Training content is available @
https://success.coupa.com/Suppliers/For_Suppliers

For any eCommerce related questions, please contact:

STPeCommerceSG@mmm.com – Singapore
STPeCommerceMY@mmm.com – Malaysia
STPeCommerceVN@mmm.com – Vietnam

* Coupa® and the logo are trademarks of Coupa Software, Inc.

* 3M® and the logo are trademarks of 3M Company.
* Coupa approves the use of links to the Coupa support site, and the materials posted to 3M’s Supplier Direct Site
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Thank You