Streamline Your Coupa Invoices for Inventory Management

Coupa invoices for Inventory

you know we use it we use a company called symbio to help us with a third party are there a third party that helps us with po processing and some more details about that um you know for those suppliers that send us electronic invoicing through cooper or use kupa to flip invoices flip pos into invoices you don't have to you don't have to enter those invoices manually we really want to push suppliers to use the portal and then some functions that will be handled centrally first the release of supply of payments will be done centrally but the properties will have the ability to receive checks at the property and matthew will go through how to do that in the demonstration new suppliers requests for changes in suppliers get handled centrally the posting process for cooper to oracle as well as the closing for ap um we we also have a we'll have a process to pull invoice approved invoices out of strat warrant feed the mentor we we have a central help desk that's available to support um the properties as far as supplier inquiries and and any reconciliation of statements particularly those that may cross over multiple properties and as well as providing support for responding to buyer issues related to pending receipts and also invoices that are rejected you know before matthew gets into the demo just again some highlights for processing invoices in cooper everything at the property gets entered directly into cooper there's really there's no direct entry into oracle this includes both pos and non-po transactions you know the non-po in cooper will have a man will have an approval hierarchy that will be set up so that once you submit once you submit the non-po invoice into koopa it'll route internally automatically and when the final person approves it approves it it'll it'll then feed into oracle you know i mentioned that any any type of invoice you process that you need that check on property we'll show you how you can indicate that in cooper and again that's an automatic process in oracle you know wires can be submitted into cooper wire request or why is that you've done outside of ap that you want to apply the wires in ap that's that's that package is submitted in cuba and we'll do an application process in oracle you know your buyers have learned that tax and freight are not included on the cooper po but it will be it will be detailed in the invoice process and matthew will go through that and again no yeah i apologize um and again just to reiterate no direct entry at the property in oracle any questions on those first two slides [Music] okay i am ready to turn this over to matthew and he'll go through the cooper invoicing process and again please interrupt us at any time if something we say if generates any type of question okay stop saying that i will share my screen got it yep okay can i can everyone see matthew screen yeah all right thank you okay so this is cooper this is koopa um this is actually the test side the the two main differences between test and production is you won't have a test at the top and this instead of being gray it would actually be blue those are two main differences um so i'm going to show you how to process a non-po invoice and also go through po invoices and credit memos as well so let's start off with the non-pl invoice so you would go to invoices which is look at the screen just click on it and i'll come up to all the invoices um you'll have this ability of your properties and voices that are already in koopa then you would hit create and this actually creates the invoice this starts creating invoices um so then you would hit your supplier you would type in your supplier to start typing them in and you would pick the supplier then you would actually come over here and pick the remit it's important to know what your remit is on the invoice um this is because we are migrating all of the suppliers that have the same 10 numbers into one supplier number so those fire numbers are changing so it won't be the same as you have currently um so you would locate the one that has ring that you use and you just hit choose next to that hey what one comment that i that the properties will have to get used to i i know you know today when you when you're in ap you only see your suppliers but in cooper you'll you'll to the extent that multiple properties use the same supplier you're going to see a lot of remits so you just have to get used to being able to go right to your remit because it'll be more data than you're used to seeing correct so you hit choose um then you take the the chart of accounts there's two of them you actually want to pick the png chart of accounts because that's the ones once we go live into oracle that's where all the gl information will be located then you want to type in your invoice number when you type in your invoice number any leading zeros take place you put in your invoice number if they have any um characters as in dashes and flashes you want to include those as well and any alpha characters you would include that as well and you want to make sure those are in upper case then for invoice date you would just key in the invoice date as it is that's what the invoice state on the invoices and then you can hit tab over then you want to go the next field is supplier notes suppliers is important this is where if you have a invoice that you're entering that needs to be wired or that is a direct debit where the money came out beforehand you would enter it in the supplier notes and the service center will pick that up for you so example i would put direct debit and that way we know that we have to go and look for the big information for that or you would put in like ap wire and that will let us know the service center that instead of cutting a check we would actually have to wire this out for you so direct debit is is just oracle speed meaning that we're not going to generate a payment in ap we're going to those transactions will will need to be applied to a payment that's already taken place and one of the things you'll see from us in the next week is you know questions around understanding who are the the suppliers that you currently wire outside of ap and then apply in ap and apprecia a lot of that feedback back but we'll go out once again just to make sure we have a complete picture of who who are those suppliers that we currently wire outside of ap okay the next important thing is to actually attach the invoice copy you would hit file browse and go to where the invoice is saved and you would just click it hit open and it will attach it there you go it'll attach it for you if there's multiple attachments you can attach those as well as needed the next part is the requester this is where it starts in the approval chain approval hierarchy it's important we it's important to try to pick somebody that has a zero approval limit so i'm going to put in a clerk that i know an ap clerk that we have here that does not have an approval limit what this does then it will go to that person's manager and it follows the approval path based on the amount of the invoice and it goes false through all the approval until it meets the required approval for non-po invoices you have to input a department number these are usually generated based on the gl code the next section is the account company code so you put in your company code the ap segment is the same thing as the company code so this has to be identical for capital where 95 percent of your air capital purchases or your capex purchases are all done with pos you would normally select n for no then you have um the next part which is expedite that is if you need something that needs to be cut on the very next check run and it cannot wait based on terms you can select that and what that will do is it will pick up it will change the terms in oracle to make it an immediate payment um the next box is the print on print check at property this is where if you click that box it will flag it in oracle so that when we do the property check run it will actually pick up that individual invoice to be printed the next section if the whole invoice itself contains you know is supposed to be taxed and it was not taxed so you gotta accrue the use tax on it that's where the header use taxes use what you do is hit the drop down uh most of them are done by property so you would find the property that you need that you're that you are working on and you would select it and then what this does it will flag it um so that you can run reports which that will we will create later on um views that you can see what invoices need to be taxed i need a use tax recruit on at the property level then we have the line entries for the type when it's on pos we always want to make it amount um you would put in a description for for um what is being with invoices um if there's more than one gl account you would have to hit the plus sign down here to add a line and you would change again change that to amount and put in the additional description um for price you would want to put in the price for how much was charged to this one to the for the jail call for clean they'll be 400 for mobs we're going to say it was 30 um the next important part is is the billing this is where the gl code is populated so i have it's being charged to this gl code which i know when they were charged to cash clearing but i'm going to put it there for demonstration purposes um so the cleaning supplies are going to be charged here the 400 and then for this department and then for the next invoice that i have or the next part of the invoice which is the mop i'm going to charge it actually to a whole different company maybe yep whole different company and to a whole different department as well so this is the billing code is where you would have to if it's being charged if it's an invoice that's split between two different properties you would put those you put the different um property numbers different department numbers everything is all located on the billing you would have each line for each different gl account you need and then down below you this is where you would put your shipping any handling any miscellaneous information you have and if there's self-text added onto the invoice so you would just type this in here the same way um and then if there was text you would put the text in here but i'm recurring use tax so i'm not going to put tax on here so the next important thing to do after you finish everything you want to hit calculate and your total down here this total should match what your invoice is for it's quite important to calculate because if you keep something incorrectly and you submit it without calculating it it will still go up for approvals and it could be for the wrong amount so i'm going to go ahead and hit submit on this invoice and then up here at the top it will tell me that this invoice number that i created has been sent for approval the invoice is right here if you'd like to see who is out for approvals then you can just click on the invoice itself and if you go down to the bottom of the screen it will show you that this particular invoice is out for yolanda mercer's approval who is the manager because this invoice because and it tell you here as well that because yolanda actually has a pro limit of a thousand dollars if it was more than a thousand it was the invoice was more than a thousand dollars it would go to yolanda and then it would go on to the next person which in this case it would be jerry if it was over a thousand dollars you'll keep going until it meets its limit with the approval then once the person finally approves it then it would become a proof status and it would go over into oracle now for um for po invoices you want to go to comic when one comment on you know matthew mentioned use tax use tax is still a work in progress in koopa so the way it stands right now you know cooper has the functionality that when you're processing an invoice you can flag it to say hey this we need to accrue a use tax on this invoice um on day one we'll we'll give you a report at the end of the month that basically says here are the invoices that you paid in this particular period here the gl codes that were charged and you've indicated that this should have a use tax and you could use that data to prepare your use tax accruals longer longer term that code will create an entry and feed into oracle automatically but that will not be available on day one hey jerry this is susan riverside so when we get the report will it be broken out by product and shipping and that kind of thing we are still building the report so we actually like your guys's feedback so thank you for that i'll make sure to have that information for you yeah when you say product i mean you you saw where yeah we don't accrue sales tax on freight or shipping in missouri so i would just need the mops and the just the product amount not the whole invoice yeah the description yes i'll yes that's fine okay all right again thanks guys no that's a great question but again it comes back to like when when matt you've got some control over how much detail on a non-po invoice so when you're entering the non-po invoice you add those descriptions that will help you when you get the report determine what portion should be accrued correct okay yep so all the detail will come over yeah if you put it in we can report on perfect that's what i need thank you you're welcome good question so the next part is um the next part i'm gonna show you is how to enter a uh po invoice to do that it was still under invoices you go to uninvoice orders and then you would enter a po then you hit search i'll just clear that and pick one this one um and so what it will then it'll list all the po with all the lines for that one particular pio if there is multiple po lines like this one down here has one and two three four lines on it so it would list those for you so what you would do is you would click on the po number it will bring you right to the po and if you go down to the bottom of the po you would click invoice what this does it takes everything from the po side turns it takes all the information and brings it over to the invoice which pos are very friendly for ap because it's a lot less information for us to kia um you would still do the same thing you would enter your invoice number the invoice date you attach the invoice the the chart of accounts should be selected for you because it's all based on the po because they have to do it on the po level you would select your emit address requesters automatically is going to be filled in for you department number is not needed so i wouldn't don't put that in there for po invoices you'll have your account company code and segments already filled in for you it'll also flag it if it's capital or not um you would still have to flag it if it's an expedite or a print on property you would still flag those then on the lines or you also you know if the whole invoices taxed you would select that then on the line level is where you would actually this is all the descriptions already there for you which makes it helpful if it's quantity you would enter how much was i was billed for so if i got 50 out of those 4 000 and then you would change your price as needed if they were a dollar instead you would change that and to answer your question on the use text if there's only certain lines that need to be charged use tags you would you would still you wouldn't select it at the header level you would add it at the line level so you would come down to the use text code on the line level and the same codes are still there and you would pick the one that you need and you would select that instead of the header level matthew has the use tax codes um for the specific properties filtered out or is all use tax codes in there for everybody it's in there for everybody it's all different respects for their property so any everybody can use it so it's also paid it's important to pay attention to what it says in the parentheses so you know exactly what you're looking for but all properties should be on here i think that's worth asking we could isolate that there's not a way to isolate it it's a it's a it's a lookup table so it's all captured together yep so you would pick the one that you would need um and it should list the properties for you it has the property names in the parentheses most of them are actually very good for the use text they actually tend to start with the property information that makes it easy to identify um if you're only getting billed for one item on the invoice on the po then you would just hit the little red x to delete the lines off of those the ones you're not being billed for and then again you can continue on and entering what you need what you're being go for and you can change the prices as well you don't have to worry about yellow gl accounts because those should come over directly from the po correctly and in ap we do not change the gl codes if they're on po then you come down to the bottom and you would still enter the same information shipping handling miscellaneous any tax you would hit calculate and it will calculate it for you the total make sure it matches and then you hit submit if the total does not match you would have to go up and find out where it didn't match up then it will come up with a green box that tells you what invoice it is and it's penny receipt and you can go in and see it pinion receipt and they'll tell you why spending receipt this is a receipt machine for 50 and it needs your cf50 because there's not received in same with this one there's no received in and once it gets received in then it will actually um go out either it's because this is the price variance it will go out to pending approval to the buyers and once they approve it it will go become fully approved and it'll go directly into oracle and onenote i'd like to mention is on pending receipts if you enter an invoice and there's no receipt for it it will actually email the requester and send them a notification letting them know that they have an invoice out there that's penny receipt on this particular appeal so unlike stratton warren or stratton warren we have to wait for receiving to get completed before we can process the invoice we are able to process the invoice prior to receiving so no more holding on to invoice copies until receivers come in we just put them directly right into koopa any questions so far next thing i'm going to cover is credit notes to enter a non-po credit note you would have to hit the drop down hit credit note for reason you want to hit other and continue um you would fill in the same information as you would for a non-po the only difference is is under original invoice number you would want to put in the invoice number that you that the credit applies to most of the time they are indicated on the invoice themselves from the supplier um if the invoice covers a period of time and not one specific invoice if you get a rebate of some kind you can put in a time frame of what it covers the original invoice number original invoice date does not go into oracle for any for any reason they're just there just to reference so when ap goes and looks at them or any of us anybody can go look at it and see where this why we took this credit the other big differences is when you key in the the actual amount for non-pos you want to make sure it is a negative amount instead of a positive amount so you guys know if credit memos that are entered into great planes right now that don't have uh uh invoices to apply them to will we get uh pulled over to koopa yes anything that is open in oracle will be well actually won't go into koopa though anything that's open in great planes will go into oracle so if anything any any um credits that you have outstanding still that haven't been applied to invoices will come over into oracle um the other thing is afc is also the whole negative thing applies down to the total the taxes as well if you have taxes and shipping if you're being charged to ship a product back do you want to put it as a positive number instead of a negative number and that way it'll take off it'll calculate it for you um if they're giving you credit after taxes as well you want to make sure you put that as a negative amount you calculate and you know this one it then you'll give you the total and that should match your total of your invoice so your credit memo now i'm going to show you how to process a credit note against the po so you would go under orders you would again type in your po number locate your po and over on this uh on the side of your interactions you want to hit the red box to create a create a credit note against that po you would enter the same information again some of the information is already there for you which is good um you would need your original po number you want to attach your invoice the difference um for lines is you want to change it from different type it says quantity you actually want to change it to other so that way if there's adjustments need to be made for quantity and price you're able to do it all at the same time so you just enter in what quantity you're getting credit for adjust the price if needed and do it for all the lines as needed remove the ones you don't need and then you hit calculate and they'll give you the new price and you just submit one thing if this information is missing because i didn't put any information on this one i'm going to hit submit it's actually going to come up with a little red box and it tells me to fix the errors everything will be highlighted in red what needs to be fixed what's required then once that's fixed then i can have it submit and it'll actually be corrected for me it'll go through for me any questions can you do negative accrual on that as well tex did you accrue the text on the original i didn't see it you it was probably there i just didn't see it yeah it's it's there um like if i pulled the one i believe it's or i'll create a new one if you it's all the information is all still there for you um so it's it's very identical to an invoice so you can do a header accrual tax on here as well which is here and you can also do your line yep perfect thank you that's all there is i just didn't see i i just didn't see it or i just didn't think it looked at the time thank you not a problem good question though okay um there are so for for ap there it's very useful to view reviews and to look at the different views in here um there's a couple already created that i'm going to show you guys so if you go under views and if you go down to if you go down to there's some that it's a there's one that says pending approval what this does is show you all the invoices that are out pending approval um you should only be able to see your properties without their painting approval um at that point your if you want to send this file to anybody you're able to go to export up here export at the top and you can hit excel it will either generate an excel file for you that you just click and go and you can open it up or it would actually be emailed to you depending on the size of the view if the view is more than 200 it's most likely will be emailed to you i think one thing you really like about cooper is it's very user friendly and the reporting is really good you know once you start to practice and you can use those filters to pretty much pull any information you need out of out of koopa yep like for this one i have penny approval i want to see anything that is outputting approval for a certain person i can go down find somewhere with a column current approver and i could put in i could put contains i don't need to put the person's full name i could put in like yolanda i can hit search and show me everything that's out for yolanda and there's the one that i created the very first one but she has all these out there this very few lists out there pinning her approval can you speak to um the way the approval process will be at a property level for instance if um carla puts it in and she's the ap person who approves it does it come to who does the approving the way that the approval process works is the management hierarchy it's based on who the requester is so and that's why it's important when i cut when i went over this when you create the invoice like i'm gonna hear crazy invoice i'm gonna put in whoever to request it i could put anybody in here that's okay okay that's inside uh that's inside koopa so that's why it's always good to start with um probably you know if it's if it's a food and beverage it's always good to start with somebody inside food and beverage or even just a regular chef and then it will go on to whoever needs to approve so at a property level we might want to get that matrix kind of at least start thinking about that matrix oh yeah absolutely matter of fact you know the sourcing group if they're not already already are going to work with you on the matrix how to set it up yes and it'll it'll follow it'll follow a standard approval approval matrix you know across like if they were playing like they oh okay like they were putting in the the po that kind of thing similar very yeah to the po yeah okay all right okay thanks um and the other view that i like to show that's really good is just a regular standard opinion receipt report what this view will show it shows anything that's out there that's pinning receipts then you like i said you're able to go to advance and you can put in filters in here um you shouldn't have to do account company code because you should just be limited to just your property but you're also able to do other filters you can add up to four at one time so you can do different things you can do suppliers you can do just you can play around and see what works for you and that that would be great that you know then it'll be great for you to use that's why koopa is very friendly on reporting wise is that something that ap owns checking on those um open receivers we will we will provide support like oftentimes the buyer will add a comment to pending receipt that requires ap action our goal will be to to do that for you um as well as we'll send out we'll send out regular reports each month on in invoices that are pending receipts or pending approval however it's good you know it's good at the property to have that rep you know capability and you may have some unique things that hey you don't want to wait for the monthly report and you may be pushing your business owners to get things through the system so it'll be we're gonna team we're gonna team up on that one okay all right um one thing i wanted to show you guys as well is you don't have to go to oracle for your payment information everything will flow over into into koopa i want to show you where that information is located it's all the way at the bottom if you go down and you'll see payments hit the little arrow on the side if the invoice was paid it'll actually say paid and it'll actually give you the payment number under the description and the amount that was paid and the date it was paid so all this information will flow over from oracle and then you can actually filter on that as well so you when you do filter you can actually filter based on paid or unpaid so you can go paid and you can put yes or no you can also do payment number as well so you can put in your payment number because invoices are paid with that payment one other thing when you first start using when you first start getting access to koopa you might start getting um a lot of notifications there is a way to turn those off um so if you go under at the very top you'll have your name if you hit settings um when you go to notifications this will actually show you everything that is check mark is everything that you're gonna you could get a notification for so somewhat if i enter invoice and someone bypassed my approval then i will get a notification for that there's all different kinds of notifications a bunch for invoices um just sourcing stuff there's a bunch of different kinds so i recommend at first to play around and see what what notifications you actually would like to receive and you can go in and check those off as needed and the last thing i want to show you guys is under if if you have an invoice or you have a supplier but they actually um the invoice under a different name than what they're actually called um and so it's a dba so you go under suppliers and you want to find out what the supplier name actually is you can hit advanced and you can filter by alternate name which will give dba and you can type in the name here and it will tell you if that supplier is doing business under a different name because i have the alternate name and then you'll actually have the real name of the supplier i don't know when else off my head otherwise i would share it with you guys so but it'll actually give you the true name that is actually registered under any questions just like i said our plan is to follow up with um specific documentation screenshots step by step same thing that matthew just went through um you know the plan also is to get get you some access to koopa tests for the next three weeks so you can you can play around with koopa and then when we go live we'll be on the phone on a team site to to basically you know be able to you know support any questions that you have as you begin to process invoices live so i'm going to turn it back to jerry there's no more questions so you know i mentioned symbiote you know symbiote was a third party that supports us today on po processing and so this is a service we want to provide to the properties where if you have you know you have some suppliers that haven't engaged with us to submit invoice electronically and they're a large volume you can you can stack those invoices up that have the invoices that are pos that have po numbers on the invoice and you can you can scan them for this email box once or twice a week whatever frequency and within 48 hours those invoices will be in koopa we'll send out a cheat sheet when you get closer to go live to give you the to give you the details but um it really is as simple as that every time you send an email to symbio they'll send back a confirmation and you know just to make sure that they got the file and really the the biggest issue i've seen since we've been dealing with symbiote is just the size of the file if you go over 14 megs it'll it'll it's over their threshold and so you just have to keep the files under 14 makes so if you ever got an error message you just have to break up the file and resubmit it but like i said more more details when we get closer to go live on symbia you know e-invoicing is a really big initiative with us in cooper i mean cooper for the for the first time gives supplies the ability to interact with us in our purchasing system electronically we send them a po electronically they can submit the invoice back to us electronically in a number of different fashions they can do it edi they can do it cxml or smaller suppliers can even take that po and flip it to an invoice [Music] you know so at go live you know sourcing has been work with a number of suppliers to get their commitment to go e-invoicing on day one and i'll share with you the list of suppliers and then when we get closer to go live we'll update that for you but if these suppliers are submitting invoice electronically you don't have to submit the invoices via paper so it'll be it'll be a significant um efficiency for accounts payable in terms of processing processing invoices matter of fact we we insist with suppliers that once they've demonstrated that they're using the portal we don't process paper invoices we really want to force them into the portal because at the end of the day it's a win-win you know it's more efficient for us and it's also more efficient for a supplier because once they put that invoice into the portal it can never be lost and you know how much time we spent today on paper invoices you know chasing it skipped invoices follow-up copies and so this is our vehicle to really you know persuade suppliers to use the portal the next two pages are just a list of suppliers that are already in the works and committed to e-invoicing and like i said we'll update this as we approach go live but i want to give you a flavor for you know those suppliers and some of them like the us foods of the world that they're the big volume invoices that you will not have to worry about processing invoicing cooper you know we talked about releasing of payments so we'll we'll feed those approved invoices from cooper to oracle we'll generate payments to suppliers on a scheduled basis any ach data that's in great planes will be converted to oracle so we'll continue to send electronic payments to the supplies you send today you know matthew showed you how if you have a local invoice you're putting into cooper we can print that check on property for you and you you can see how you can indicate that in koopa and it'll come to you and again why payments you know initially everything related to wired payments will be what we call direct debits that matthew indicated we'll be applying those wire payments but once we see that see the history we'll work with you on opportunities because oracle gives us the capability to generate a wire directly to the bank and so you know we'll look for opportunities to convert wires that today may be a two-step process you know wired outside of outside of ap and then apply it in ap to just submitting an invoice that's for a vendor that will wire every day new suppliers maintenance on suppliers you know your buyers are being trained on the sim module which is connected to koopa that they can use sim to create new suppliers get suppliers to fill out the proper documentation and registration and then once those once through sim that supplier is approved it'll be it'll be input into oracle and then any changes to suppliers come to a pnk vendor registration mailbox which is by the way we're in the process of changing that from p and k to png but any any changes will also come to the vendor registration mailbox and we'll handle that centrally and then just a couple of other backend processes i think we've mentioned you know the approved invoices and cooper will be exported the month-end process will be will be done centrally in oracle and then we we have a central help desk that we're here to support you you know if you get lengthy supplier statements that needs to be gone through or suppliers that may cross over multiple properties you have access to our central help desk method you can encourage your suppliers to not even you know not even bother you with questions they can come to our help desk and they'll get a response to their inquiries and then lastly just some things that are to be finalized you know i talked about strat warren stratton's being retired you know come 1231 you won't have that hook between stratton and great planes so we're going to pull all the approved invoices you know until you're fully up and running in koopa and and you know that the cooper the koopa integr uh koopa go live schedule crosses over the entire month of january so in the interim we're going to be pulling those approved invoices from strat warren into oracle and even beyond that if you're on stratton warren for retail or if you're if you're going to use yellowdog for for retail um we'll we'll continue to pull those approved invoices into oracle and then and the last thing you and i think i may have mentioned you you'll get a you you'll get an inquiry from us in the next week that we just want to learn more about who those suppliers are that are current wires and also anything that you do that are one-offs you know in a survey we did a couple months ago we got a lot of feedback um but we're gonna we're going back through that and for those we haven't heard from we'll go back out um just to make sure we know all the one-off situations so that as we transition we don't want anything to get lost lost in the shuffle and i think that's that's it for that's pretty much it any um questions comments does it seem like it's pretty user friendly so again um once you once you get your test logons we're available for any questions between now and go live and like i said on on go live we'll have formally scheduled team meeting invites to be on the line when you begin the process okay okay other than that sorry anything else i would really appreciate everybody i'm jumping on thank you thank you all right thank you bye you