Coupa provides the following benefits for our suppliers:

• Faster invoice processing and payment
• Full visibility and tracking of invoice status – track the status of your payment
• Elimination of lost invoices – reduce the potential for delayed payments
• Cost reduction for sending invoices – save costs on postage
• The ability to create purchase order from catalogued products and services

How the process will work:

• Once approved, a purchase order is sent to you by email, requesting the goods and/or services.
• Once you have supplied the goods and/or services, you can submit your invoice through the Coupa system for on-time payment.
• You will be electronically notified that your invoice has been approved for payment and you can expect payment within your negotiated terms.

Using Coupa to submit your invoices electronically, will ensure on-time payment of your invoices.

For more information, see our Guides to Purchase Orders & Invoicing below or Coupa’s own Supplier Guides.

**Note – invoices received through general email or by mail may result in delays in processing and payment**

Important

Except as otherwise expressly agreed, payments of Contracts are provided for by issue of a Purchase Order by MEPAU and a tax invoice supplied by the Contractor on completion of contracted activity.

All invoices must have a valid MEPAU purchase order number to be processed. Invoices without a purchase order number may be returned to you for re-issue with the purchase order number included.

Further Questions

If you have any additional questions, please feel free to contact our Finance department at accounts.payable@mepau.com.au.

Thank you for your interest and we look forward to doing business with you.

The Coupa Supplier Portal (CSP) is a free tool for suppliers to easily do business with customers who use Coupa. The CSP makes managing customers and transactions easy.

Go to the Coupa Supplier Portal

Please note: For those suppliers who choose not to register with the CSP we will continue to issue Purchase Orders and receive invoices by email

What is Coupa?

Coupa is a cloud-based procurement tool we have introduced to streamline and automate our procurement processes. This tool helps us to connect with our suppliers for ordering and invoicing, which creates a more efficient and effective way of working.

How do I receive Purchase Orders?

You will receive your Purchase Orders by email.

If you have created a Coupa Supplier Portal account, you will also be able to check all the Purchase Orders you have received from us through your Coupa Supplier Portal (all of your invoices can also be found here as well).

What does ‘flipping an invoice’ mean / how do I submit my invoice?

There are two ways you can submit an invoice to us using Coupa.

You can ‘flip’ an invoice from the purchase order notification email you will receive from us by clicking on the Create Invoice button in the body of the email.

You can also create an invoice through the Coupa Supplier Portal.

See the Invoice User Guide above for more information.

My submitted invoice has been approved. When can I expect payment?

Once you have received notification that your invoice has been approved, you can expect payment within your agreed terms of payment. For example, if you have negotiated to be paid within 14 or 30 days you can expect payment then.

What is the Coupa Supplier Portal?

The Coupa Supplier Portal is a cloud-based customer website that allows you to receive and review purchase orders, submit invoices to us and track your payment activity all from one central account, managed by you.

Will we need additional software to work within the Coupa Supplier Portal?

No additional software is required. The Coupa Supplier Portal is a cloud-based technology so you will only need access to the internet and an email account. There is no cost to you.

What happens if I do not join the Coupa Supplier Portal?

We strongly recommend utilising this cost-free tool for submitting your invoices electronically. To expedite the processing of invoices, consider submitting them via the Coupa Supplier Portal or using cXML, attaching your own invoice.

Invoices received through general email or postal mail can lead to payment delays. Registering for the Coupa Supplier Portal is a straightforward process and is available to all suppliers at no charge.

What training is provided for the Coupa Supplier Portal?

You can find extensive training materials on the Coupa support website, by accessing the online help page after registering or refer to our Supplier page for user guides we have produced.

If you require further support or training, please contact our Finance Team at accounts.payable@mepau.com.au.

How much does it cost to join and use the Coupa Supplier Portal?

Joining and using Coupa is completely free for our suppliers.

How do I register on the Coupa Supplier Portal?

You need to be invited to register on the Coupa Supplier Portal by MEPAU.

Please contact our Finance Team at accounts.payable@mepau.com.au.

How long does the Coupa Supplier Portal registration process take?

The registration process takes no more than 10 minutes. Use the link received in the invitation email to access the Coupa Supplier Portal.

If you have any queries, please reach out to our Finance Team at accounts.payable@mepau.com.au.

Will I need to re-register on the Coupa Supplier Portal if I supply more than one organisation?

No, that’s the beauty of Coupa. It is a global platform. You will just need to select MEPAU in the ‘Profile’ section of the Coupa Supplier Portal.

If you have other customers who use Coupa in the future, you will already be setup and ready to go.

How do I add/give access rights to one of my employees?

Help guides are available on the Coupa Supplier Portal. You can also follow the user guides available on our website.

What happens if I forget my login?

Forgotten passwords can be retrieved via the forgotten password link on the Coupa Supplier Portal at the Login stage.

What if I have a dispute?

If there is a misalignment between the electronic invoice submitted in Coupa and the electronic copy of your supplier generated tax invoice, the invoice will be returned to you electronically for you to correct and resubmit.

Please note – invoices created via the Coupa Supplier Portal can only be corrected by the supplier. We cannot modify the data, or any attachments, entered into Coupa by the Supplier.

Disputes are communicated by notification to you providing a reason for the dispute. A comment from us will be shown regarding the action to be taken.

As a supplier you are required to correct the discrepancy and resubmit. In your ‘Invoices List’ in the Coupa Supplier Portal, a disputed invoice will have a ‘disputed’ status with a resolve button to the far right.

When you click on the edit button you will be taken back to the Tax invoice create screen you originally used to submit the invoice, there you can correct any errors and resubmit.