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Coupa invoices for Purchasing

hello today in koopa we are gonna go over where is my stuff which may seem like a really weird question um but there's so many different ways to manage things in koopa that you need to do that you need to watch that you need to be aware of that i think this is a really good video to kind of show you where things might be so you may think that these top buttons where you see requests and orders and invoices might be the place to go when in fact they're not these are actually tabs to where we can see everything in koopa from all users sometimes multiple properties sometimes all properties depending on your access so if you're truly interested in things that are for you that you need to watch that you need to be aware of there's a couple different places you can go or start but any way you look at it you kind of always end up in the same place so the first place is this recent activity area and it's always going to show you five of your most recent activities now you can select this view all button and it will take you to where we're going to go next and if you select view all it's actually going to take you into your activity the next place on your homepage is this to-do list now your to-do list is only valid if you have your notifications turned on so if you've turned off specific notifications if you have them turned off for specific reasons your to-do list may or may not be as helpful as you want it to be so definitely make sure you're checking your notifications in your settings and that they you have the ones turned on that should matter to you my suggestion if it says me my or i you should probably have it turned on so those are the two places on your homepage you can go the next place and really the final place is under your name there's this activity button and that is really the best place to go when you are looking for things that are yours and that's from every standpoint so requisitions orders order changes invoices doesn't matter right this is where everything that is attached to you is kind of housed in koopa and by attached there's a couple different uh scenarios here so as you can see i requested these items but it looks like abby requested these i actually requested on her behalf and so you can see in several areas here it's either i created it it was requested on my behalf i requested it on someone else's behalf i'm a watcher i'm an approver those are all of the different scenarios in which we can be attached to a document so you can actually go in requisitions orders order changes and see all of these areas so under requisitions it does give me all of my actions that i have available so i can sort through my requisitions a printing pending my approval or pending someone's approval is this button pending receipt meaning that it's been ordered and can be received requiring action this could be an approval a deletion anything like that and then you can see these kind of are pretty self-explanatory so you can filter through these as you want and these filters exist on every level so if you're really looking for like actionable items you could have actions for requisitions orders invoices right all of those documents may or may not require an action from you so this is really the area that you can go in and just double check so i know i really like to requiring my approval for requisitions and you can see there's a bunch in here now do i have to come in here every time heck no um i can turn off my notification i can have my notification turned on doesn't matter but i can always get this view sent to me regularly through the report button so it doesn't matter what view it is as long as it's a single view that you've selected and you want this data sent to you you can use the schedule and email button and i can actually get all of the requisitions requiring my approval emailed to me once a day so i can see them take action on them ask questions about them and this is a much i think more streamlined way than trying to manage a bunch of incoming emails which i will tell you i also have those turned on that way this report kind of reminds me at the end of the day if if i've missed anything so and you can always say if it's empty don't send it to me so that's one way to manage the request orders um are really just everything that's been placed what you're looking for in terms of actionable is order changes so if someone you report to has requested an order change it's going to be here again requiring my approval and you can send this to yourself so you can get a reminder that you have to go in and approve these before the po can be changed invoices kind of work the same way except in invoices there's actually two separate actions in the invoice section that you might have to take one is approval and one is receipt and so one of the things there is the pending my requiring my approval so i can select this and it's going to show me every invoice that is the system is waiting on my approval for okay and then i can again i can email this to myself i can manage it through notifications i can do both totally up to me and it's going to show me once it finishes filtering out the many many invoices that i are waiting on my approval you can see there's the approve button so i can just go through here and if i if i'm very sure that these are coded correctly that they should be paid i can click this approve button i never click the approve button i always go into the invoice and read it first very good habit to get into and you're kind of wondering well what about the other things so that's approvals what about receiving so receiving would be kind of the same thing you can um filter requiring my action but if you have a bunch of stuff going on um that may be a little hard to to kind of sort through if things are requiring approval and requiring receipt one of the things you're going to notice is this status here so pending approval basically means it's pending someone's approval if it's pending receipt that is where a receipt of some kind is necessary so i'm actually to kind of filter and show you guys i'm actually going to use the advanced search button status and i am actually going to just click pending receipt and search now the reason it's not showing me anything is because my filter's weird so here's everything that's pending my receipt now notice there's not an approve button over here because i'm not approving this i'm receiving it i'm telling the system that i've received this service that i've received the item whatever it is the system's waiting for me to receive this so how i would go about that is i can click on the invoice and the invoice is going to take me in here i can scroll down and it's going to say this is business cards here's the po number you're missing a receipt of 500 business cards it needs to happen and then you would go through the process of receiving it the easiest way would be to click on the purchase order scroll to the bottom and hit the receive button you may not have that button because sometimes if you don't have central receiving access you don't so you can always go back get the po number you can copy it go back into your activity this is always nice go to orders or and you can find it here and then use the truck symbol and receive against this this purchase order so that is how you can kind of check your to-do list once a month just to make sure once a day kind of up to you on how frequent that you don't have requisitions pending your approval orders pending your approval or invoices pending your approval or pending your receipt so that is how you check into that hopefully this has been helpful have a good day