Slide 1: Nutanix Supplier Webinar
Nutanix Supplier Webinar NUTAND<
Slide 2: Learning Objectives
Learning Objectives This guide provides instructions for suppliers on how they can submit their Information to Nutanix via the Coupa Supplier Portal CenterPoint Energy – Supplier Managers SIM Training Guide
Slide 3: Agenda
Agenda • Introduction • Logging in to the Coupa Supplier Portal (CSP) Accepting an email invitation • Profile Setup Setting up Multi-factor authentication Managing Additional Users Creating Legal Entities Creating Payment Methods • Submitting Invoices View and Manage POs and Invoices C
Slide 4: Introduction to the Coupa Supplier Portal (CSP)
Introduction to the Coupa Supplier Portal (CSP)
Slide 5: Introduction to Coupa Supplier Portal (1/2)
Introduction to Coupa Supplier Portal (1/2) The CSP is a no cost tool that allows suppliers to easily do business with Nutanix and other customers. It is the most comprehensive way for suppliers to manage their interactions with Coupa. Within the portal, suppliers can manage content and settings, su
Slide 6: Introduction to Coupa Supplier Portal (2/2)
Introduction to Coupa Supplier Portal (2/2) For more information about the Coupa Supplier Portal please visit: https://compass.coupa.com/en-us/products/product-documentation/supplier-resources/for-suppliers
Slide 7: Logging in to the CSP
Logging in to the CSP NUTAND<
Slide 8: Accepting a Connection Invitation
Accepting a Connection Invitation An invitation email, sample below, will be sent to the Primary Contact. • The Primary Contact is considered the Administrator of the Supplier’s CSP account and does not have to be the primary business contact. Click Log In to continue. • Note: Check your Spam or Jun
Slide 9: Creating an Account
Creating an Account Suppliers without an existing CSP account will need to complete the required fields to create an account. • Required fields are marked with a red asterisk (*). • A one-time verification code will be sent to the primary contact’s email. Future codes will be provided via multi-fact
Slide 10: Home Page and Multi-Factor Authentication
Home Page and Multi-Factor Authentication Suppliers will be prompted to setup Multi-Factor Authentication (MFA or 2FA) after the first log-in. After either setting up MFA, the home page will be displayed. • Multi-factor authentication will be covered in the next section. • Note: Coupa Verification i
Slide 11: Profile Setup
Profile Setup NUTAND<
Slide 12: Setting up Multi-Factor Authentication
Setting up Multi-Factor Authentication Multi-Factor Authentication (MFA) is required to manage legal entities and other financial details. Suppliers may choose to use an authentication app or to use SMS – however, the authentication app method is more secure and is the recommended method. Suppliers
Slide 13: Setting up Multi-Factor Authentication
Setting up Multi-Factor Authentication Via Authenticator App • Most secure • Free authenticator apps through Microsoft, Google, etc. Via SMS • Will send a code through text • Often slower to deliver codes than an authenticator app
Slide 14: Setting up MFA – Recovery Codes
Setting up MFA – Recovery Codes Recovery codes are one-time use and allow the user to skip MFA. These are backup codes only, not to be used as the primary verification method. • Download or copy codes. • These codes are a sample only.
Slide 15: Managing Additional Users
Managing Additional Users Suppliers are able to add as many users as needed to support transactions with Nutanix or other customers using Coupa. The Admin will need to create new accounts and assign permissions to new users. • The Admin page provides quick links to user management, legal entity setu
Slide 16: Managing Additional Users
Managing Additional Users • First Name, Last Name, and email are required. • Manage Permissions o Only give relevant permissions. • If the supplier has multiple customers using Coupa, the Admin is able to grant or revoke Nutanix access to specific customers by checking the box next to the customer’s
Slide 17: Creating Legal Entities
Creating Legal Entities Legal Entities are used to manage payment information and may have one or more Remit-To address and/or Ship From address attached. Legal Entity details will automatically populate on invoices once created. • Legal Entities are best managed through the Business Profile page. •
Slide 18: Creating Legal Entities
Creating Legal Entities Follow the prompts to complete legal entity setup. • Legal Entity name must be the full legal business name, not the DBA (doing business as) name. • Select Country/Region where the business is registered. • Complete Tax Registrations. VAT ID will display for non-US entities i
Slide 19: Creating Payment Methods
Creating Payment Methods Payment Methods are used to manage Remit-To information. • Click Add Remit-To • Select Legal Entity. The Invoice From Address will populate. • Click Next. Nutanix
Slide 20: Creating Payment Methods
Creating Payment Methods Complete required information. Click Save & Continue. Note: BIC Code is a Coupa-required field.
Slide 21: Creating Payment Methods
Creating Payment Methods Review the information and click Next. Confirm the Ship From address is correct and then click Done.
Slide 22: Submitting Invoices
Submitting Invoices NUTAND<
Slide 23: View and Manage POs and Invoices
View and Manage POs and Invoices Suppliers will receive purchase order emails from Coupa. They can directly manage the purchase orders or create invoices against the purchase orders by logging into the Coupa Supplier Portal (CSP). Below are example PO notification emails.
Slide 24: Create Invoice from PO
Create Invoice from PO POs may also be found in the Orders tab directly, without accessing a notification email. • Blue PO numbers are clickable and open the PO details. • The gold coins icon will open a draft invoice. • The red coins icon will open a draft credit note. • The table is searchable and
Slide 25: Create Invoice from PO
Create Invoice from PO Complete all header and line-level details before submitting for approval. Remit-to details will automatically populate. Be sure to include summary tax information.
Slide 26: View and Manage Invoices
View and Manage Invoices To view existing invoices, click on the Invoices tab on the main menu. • Blue invoice numbers are clickable and open the invoice details. • Any actions available will be listed in the Actions column, fore example Edit (pencil) or Delete (red X). • The table is searchable and
Slide 27: Invoice Statuses
Invoice Statuses Status Description Abandoned The disputed invoice has been abandoned. Your customer can choose to notify you of this invoice status change and provide instructions. You can set notification preferences for abandoned invoices. Approved The invoice has been accepted for payment by you
Slide 28: Create Invoice without PO
Create Invoice without PO If you need to create a non-PO invoice, you will not be able to submit this through the Coupa Supplier Portal. Non-PO backed invoices will need to be emailed to the respective Accounts Payable inbox in line with the current process happening today. • North America: invoices
Slide 29: Thank You
Thank You NUTAND<
Slide 30: Appendix – Responding to a Supplier Information (SIM) Update Request
Appendix – Responding to a Supplier Information (SIM) Update Request
Slide 31: SIM Invitation
SIM Invitation Suppliers may receive Supplier Information requests email from Nutanix to register and update the information.
Slide 32: SIM Invitation
SIM Invitation Some information will be prefilled from existing information. Form questions may be updated by Nutanix over time, but the key sections are listed below: • Supplier Company Information • Tax Information and Tax Registration • Insurance Certificate • Legal Services Information • Supplie
Slide 33: SIM Invitation
SIM Invitation Once complete, click Submit for Approval. While a supplier may decline to update information, incorrect information may result in payment delays. Comments may be sent between Nutanix and the Supplier using the comment section at the bottom of the page.