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Coupa invoices for Research and Development

today we'll be going through procurement automation using koopa and netsuite the goals for today's demonstration are to firstly you know automate the procure to order process involving cooper and netsuite while minimizing manual entry processes so for those of you who are unfamiliar cooper is basically a spam management tool a cloud-based band management tool and they have an api that we can connect to and netsuite is also a cloud-based erp solution that you can use to keep track of your pos invoices receipts suppliers and items so the second goal of today's session is also to allow us to synchronize data between our systems so we want to make sure that the pos that we create in cooper are synchronized with the pos in netsuite the invoices in netsuite are synchronized with the invoices created by the supplier and so on okay moving on uh here's the workflow that we'll be following for the integration process firstly we'll start off with an employee making a requisition so a requisition is like you know an employee just purchasing a headset on like online koopa so they can just click on the quantity of headsets that they want and then add it to a card and then create the requisition from there once the requisition is approved by their supervisor you know koopa will actually proceed to convert their requisition into a purchase order and once that happens you know wakato is going to detect that po creation event and then move that into the netsuite erp and also transfer the information into the supplier's database which in this case you'll be using quickbase so once those processes are done you know and you know the item is actually received by um by the company in cooper you know that creates a receipt item receipt event in cooper we will actually detect that event in wakaru and move data about that receipt event into netsuite right and on the other on the other side you know on the supplier side when the supplier actually receives the po you know he can go ahead and create an invoice and generate an invoice and workaro also pick up that event uh through our native quick base integration and we will also go ahead and create that particular invoice in the erp so finally now in the erp we will in the netsweep erp we'll have we'll have item receipts pos and invoices and they're all linked together so the last step that's left to do is that maybe you can have a finance manager in the company going into the erp and making payment on the invoice in the erp and finally when once payment has been made on the invoice what cardo is going to pick up the event and proceed to close the purchase order in cooper so essentially that's how the workflow is going to flow so just to recap you know the apps that we'll be using today will be firstly workado which we are using to you know orchestrate the entire integration you know build out all the recipes do all the conditional actions you know check that the data is correct and we'll be using netsuite which is like the company's erp so that's where they store all their finance information like invoices pos receipts suppliers items stuff like that and koopa will be used as a spam management tool so basically employees will log into cooper and make all the necessary purchases that they need to you know complete their projects and lastly we'll also be connecting with quick base where and in this case you know the supplier is basically using quickbase to store a record of their purchase orders and invoices all right so without further ado you know let's uh move on into the demo all right okay so let's begin our demonstration now uh so on the screen on the right i have cooper opened and on the screen to the left i have netsuite open and so we're going to kick off this demonstration with firstly creating a requisition in cooper and we're going to purchase uh headsets so we're going to start first with clicking on choose and it from the home screen in cooper and once we are inside the it screen we are going to select plantronics wireless headset and we are going to say that you know we want to purchase 10 pieces of this headset so we're going to add this to the card and we are going to review the card so now you know we have to basically specify a shipping address so that you know the system knows where we want to send these items to maybe let's select somewhere in this place and let's select a billing account to build two so let's select company one and for the region maybe let's say central and finance department and for the account let's say it's an asset so we'll move into the assets account and click choose so once this happens you know uh cooper is going to go ahead and create the po right and we need to actually firstly submit the po for the submit this requisition for approval so let's click on submit okay so the requisition 5823 has been created and submitted for approval so now what we want to do is to go back into the requisition here and we know we can pretend that the requisition has been approved and just bypass the approvals and order the item all right so now if we go back into our request our orders we can see that there is a new po that's created so let's wait for it to load yep here we see that po5808 has just been issued and the order is for 10 pieces of the plantronics wireless headset for 23999.9 us dollars so if i go into netsuite now and i refresh the page in that suite i should see that yes it's here so the purchase order no so in netsuite we are basically using the external id column to store the id of the po in cooper so here we can see that 5808 is here which is also there in cooper so if you click on this po in netsuite and view it we will see that we basically have like uh 10 items and at the cost of 299 239.99 per item so the total cost is 23999.9 and if we click on the item name the item id sorry we can see that you know the item display name is plantronics so this is exactly the same as what we have in koopa right so all right so like as described in our workflow earlier you know this when you create a po in cooper this po will be pushed into netsuite and it will also be pushed into quick base which is like what the supplier uses to keep track of his purchases purchase orders and to also issue invoices so if we go into uh quick base and we open up the purchase orders app that we have and we do a quick refresh and we do a search for po5808 we will see that there is one po here with an id of from cooper of 5808 so what we want to do is that next you know so now that we know that the po is actually inside quickbase you know we can proceed to the next step right which is to receive the items in cooper so now the supplier has received the po he is going to fulfill the po and send the items to the to the customer and the customer now needs to receive these items so the way you're going to receive an item is to go into the receive tab in cooper so go to inventory and click on receive and i'm going to do a quick refresher so that we will see our latest uh p05808 so i'm going to go to 5808 yes it's there and it's for 239 we're just going to do a quick receipt so we receive all the items all 10 headsets scroll down to the bottom and i'm going to receive it to inventory right and we're going to say that it's for let's put in the it storage room in usa because that's where the items are supposed to be stored and we're going to click save okay so the items have been received in cooper and ing to our workflow the next thing that's supposed to happen is that these receive items are actually supposed to be moved over into netsuite as item receipts so if i go into netsuite and i refresh the item receipts page i'll actually see that i have received some plantronics items here so i click view yeah and i'll see that you know i've received 10 plantronics uh items right in a particular location in usa so the item receipts have been synced over so now that you know the the customer has received items you know the purchase the supplier can go ahead and create the invoice to charge the customer for the items that he's received so i'm going to pretend that i'm the supplier now i'm going to go into my purchase orders app and i'm going to add an invoice to this particular po in cooper so i'm going to click add invoice all right i'm going to click save and close so i've i've just created an invoice linked it to the po in quick base and now vocabulary is actually going to detect this event and based on this event we're going to go ahead and create the relevant bill in netsuite so now if i go to netsuite bills the bills tab and i do a quick refresh i should see that i have a new bill here that's just been created this one so it's open and it's not been paid yet so i'm gonna click view to view the bill and i'm going to make payment on this bill right i'm going to select the correct bill and click save it's going to ask me for some information but because this is a demonstration you're just going to click ok all right transaction has been successfully saved so now if i go back into netsuite and i go into the purchasers and i look at the purchase order that was created you'll see that the status has now changed so go into purchase orders and i view this purchase order you'll see that it has been fully built right so we've completely paid for it and if we now go into koopa and go into the orders and i refresh this you should see that po number 5808 is now in the closed state so the entire integration workflow is complete okay we have come to the end of this session please reach out to our customer success team at support workah.com if you have any further questions thanks for your attention and have a great day