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Coupa invoices for Product quality

welcome everyone and thank you for joining we'll give everyone just another minute to get logged on and we'll go ahead and get started all right welcome everyone my name is Allison Welch All Tech supplier enablement lead I will be walking you through your demo today as you're aware earlier this year All Tech announced we will be transforming to a SAS based solution provided by Koopa scheduled for tomorrow August 1st this will affect our Hubbard feed businesses and Ridley block operation pre please note that Ridley feed ingredients will not be starting with Koopa until September 1st regardless of the start date this change will improve our ability to effectively transact and communicate with our suppliers we are excited to have you joined today as we share the capabilities of the Koopa supplier portal or CSP this training is designed to empower you with the Knowledge and Skills necessary to make the most out of this platform throughout this session we will guide you through a step-by-step demo covering everything from setting up your account managing your profile to submitting electronic invoices and tracking payments during this live event should you have any questions we encourage you to type those into the chat feature or contact us after this call via the supplier enablement address of supplier dot enablement at alltech.com so let's go ahead and get started in order to connect with the CSP you will receive an email notification that looks similar to what's on my screen now this email will be sent tomorrow Tuesday August 1st and will be sent to the email address that was provided to all text supplier enablement team if you are not the right person to be the Koopa admin this invitation can be forwarded by clicking the gray box scene here or if you are the correct person to be that Copa admin simply join join Koopa here you simply need to put in your login and password information if you are already transacting with customers via the CSP or if you are new to Koopa you can hit create an account here either way you'll be brought to a home page that looks like this two helpful tips for a better user experience we suggest using Chrome as your internet browser and also bookmarking the CSP for later reference on this homepage you will see an overview of your customer profile and all the customers you are connected with including All Tech this blue navigation ribbon up top includes many different functionalities of your CSP account to get started we'll hit setup scene here and we suggest starting with the legal entity on this left-hand navigation here you are able to add a legal entity by clicking the gray box add legal entity or you can manage an existing legal entity by clicking the actions button in this blue box here you can manage or deactivate a legal entity you may select your legal entity as you remit to address or you can create a separate remit to address by clicking remit to again on that left-hand navigation bar here you can add a new roommate to or disable one that you have already created do note that all remit to information must be complete before you begin transacting with All Tech furthermore on that left hand navigation if you click the users the first option you are able to add additional users from your company simply click invite users in this blue box and here you can add first last name and email address you can adjust preferences by user to see only certain customers or certain permissions for example if this user I want to be able to see orders but not create an invoice I'd simply uncheck the box here and hit send invitation another key section of the CSP is your notification setting in this upper right hand corner by clicking here you'll see all notifications available to you and then you'll want to click notifications preferences in this gray box do note that Koopa will default to sending you all notifications in all communication forms so we recommend doing this step on day one so you don't get overwhelmed by communication you can choose to be notification notified via online email or SMS text the two most important sections being invoices in order to have which is located about halfway down through scrolling so here you'll see I currently have set up to be notified via online and email for all invoice or order notifications and maybe I decide you know what I don't really need to be emailed for any orders so I'm going to unselect those box make sure all the rest of my notifications look correct make sure you scroll down to the bottom and click save in order to begin transacting with All Tech you will need to ensure your company information is correct so again up here on the Blue Navigation ribbon let's go ahead and click profile here you will see your company information including things like primary contact company information online presence Etc in this gray subbar you'll see any information requests from your customers again here in the upper right hand corner you can drop down by customer currently we are only connected with All Tech as a customer and so that's what's default did here when you log in for the first time alltech will want you to verify all the customer information we have is correct simply scroll through if you are already transacting with All Tech this information will be Auto populated so scroll through make sure the information looks correct adjust anything that isn't keeping in mind remit to address being one of the most important features please note that EFT is also the preferred method of transacting with All Tech if everything looks correct to you scroll to the bottom and click submit for approval in the future should you need to make a change to your information anything submitted through Koopa will not automatically flow back through All Tech so please contact your All Tech contact so we can make changes in our profile section as well further on this third section of the sub tab you'll see something called Koopa verified note that Koopa is a free service to you Cooper will ask you if you would like to become a Koopa verified supplier which does come at a cost this is completely optional for your business and not a requirement to work with All Tech again I want to reinforce that Koopa is free to all our vendors and will not require any fees so now that we're set up it's time to review any incoming orders oh backup to the Blue Navigation ribbon and you can click orders here here you'll see a table of any orders that have been submitted to your company do note that this is not the only way to view orders All Tech buyers will still submit POS via email as they have done previously however you may notice some auto-generated emails that now come from a domain name called Kuba host rather than an all-tech email but the look of our POS will remain unchanged so here you can go ahead and click click any of your orders using the blue hyperlink and it will bring you to the details of each purchase order including item description quantity price Etc once you review any order should you have any questions or something doesn't look correct you can send a note directly back to the buyer like using the at symbol and begin typing your buyer's name and here simply add any notes or questions you have and add comment assuming everything looks correct however you can acknowledge your PO by clicking the acknowledge button here and it will turn green letting you know that your order has been acknowledged and now your All Tech buyer will be acknowledged as well as well once the order is fulfilled you could add tracking information here by adding tracking number carrier Etc and you're also able to flip to an invoice by clicking the create invoice button here alternatively you could do that back at the orders table or we had all of our purchase orders listed under the action column you'll see some gold coins this will bring you to the same feature that automatically flips the purchase order to an invoice here you simply need to fill out some basic information including a unique invoice number if you attempt to use a duplicate invoicing number that you've already used before you'll receive this red triangle error so make sure you're using a unique invoice number and you'll get a green check mark fill in in the required information again with that red asterisk you can scan any documents that are necessary maybe a weight ticket add any notes and then if you scroll down you'll notice that the description quantity and price is carried through if you need to change any of that information you can do so by changing the quantity or price and go ahead and click calculate here if there's any shipping information taxes are handling that can also be added if the total looks correct simply hit submit it'll just ask you that you want to you sure you want to go ahead and send that and click send invoice now the invoice has been sent you can also create a credit note by clicking the create credit note in this grade button seen here or again back on your orders tab under the action column you'll see some red coins this will allow you to create a credit note again simply adding a unique credit number you'll get the green check mark scroll down do note that you will need to enter a negative quantity in order for Koopa to recognize that this is a credit and not an invoice click calculate you'll see the total and then you can hit submit so now that we have sent them invoices and also some credits let's go ahead and check on our payment status up here on the invoices navigation tab you'll click and you'll see all the invoices that you've created under the All Tech customer again if you're working with additional customers not just All Tech you can sort back and forth using this drop down here here because this list might start to get along a little long you can click the view drop down and sort by different filters such as approved invoices overdue invoices unpaid invoices Etc I want to look at payment information here I'll see which invoices have been paid or not their current status due date Etc you are also able to export any of these into a report such as an Excel document so I've walked you through some of the functionalities of the CSP there are many others to cover but this is enough to get you started so we're going to go ahead and conclude today by going over some of the frequently asked questions again do I have to pay for this ESP as a supplier no there are no charges for you as a supplier Koopa will ask you if you want to be a Koopa verified supplier which does have a fee this is completely optional and not required by All Tech when is this all getting started Ridley block operation and Hubbard feeds will go live with Koopa tomorrow August 1st relief feed ingredients will follow suit September 1st can I still email my invoices to All Tech no All Tech will ask all invoices be submitted electronically using the CSP going forward can I invite multiple users to my company yes as shown earlier under the setup tab you can invite as many users as you'd like to this DSP and designate their permissions and customers that they're able to interact with what if I'm a high volume supplier can I connect with Koopa in different ways if this is you please reach out to the All Tech supplier enablement team at supplier.enablement at alltech.com and we can help identify alternative methods such as cxml and who should you reach out if you have any further questions or need any assistance again please reach out to that supplier enablement team with the email address you see on your screen now thank you everyone for jumping on the call today we'll go ahead and take any questions that you might have go ahead and put those into the chat feature now Alyssa the one we have is do the POS need to be acknowledged by the supplier it would be our preference that you acknowledge them in the CSP just so everyone is on the same page and all the documentation is tracked in the CSP another one can I issue an invoice without a purchase order in the CSP so if you are A supplier that does not receive a purchase order from the all-tech team you are still able to create a blank invoice in the CSP you simply check the button that says create blank invoice if you are getting a PO from an all-tech buyer it is easiest to click flip to invoice because all the information is going to be pre-populated for you will suppliers be able to upload a PDF into the CSP and the CSP be able to format a virtual invoice yeah good question so at this time again we are asking that you do submit the information by typing it in just as I had shown earlier that allows for the fastest transaction but again it should be an easy process given that all the information should pre-populate for you you just need to verify and click submit if a supplier is already a user of the Koopa supplier portal do they have to accept the All Tech invite great question so you will need to accept the invite in order to be connected with Altec but it will not require you to set up from scratch it will simply connect All Tech to your existing CSP profile will previous POS and invoices be available in the CSP another great question no tomorrow is going to be our go live date so any purchase orders that were affected beef today or previously will not be a part of the CSP but going forward as of tomorrow anything submitted you should be able to see transact through the CSP how does the supplier attach their Bol to an invoice sure so we can go ahead and go back it might be easiest to show you this in the demo so if I were going back to the orders tab and we're going to create an invoice here really quick you would simply click choose a file and you can upload your invoice from your computer here or you can do an attached image from here as well if it's a different format any other questions Alyssa it looks like that is all for today excellent I want to thank everyone again for joining our call today should any questions arrive in the future please feel free to reach out again at that supplier.enablement at alltech.com email address and we'd be happy to help you out thank you and have a great week