Help for Workers Using the Coupa Supplier Portal

Introduction

After you accept the invitation, create your Coupa Supplier Portal (CSP) account, and enter the verification code that was emailed to you, you are taken to the Assignments or Service Sheets page, depending on the permissions you were assigned. Regardless of your permissions, you can update your accounts settings, including notification preferences.

Manage your account settings

Follow these steps to make changes to information such as your name and password, and notification preferences.

1. Click your user name in the top-right area of any page.
2. Select Account Settings. You can modify the following settings:
   1. The first and last name associated with your CSP login account. This doesn't affect how your name appears when your customer or manager logs in to the CSP.
   2. Your phone number.
   3. You can change your password. Passwords must be at least 8 characters long and must include a number and a letter.
      
3. Click Notification Preferences on the left side of the page. You can opt in or out of the following notifications:
   1. Service sheet is approved - for service sheets you have submitted. Includes a summary of the service sheet.
   2. Service sheet is rejected - online (view via Notifications menu) and/or email.
   3. New comment reived - A comment was posted to your assignment.
   4. Assignment is confirmed.

View and submit service sheets

Depending on the permissions you've been assigned in the CSP, you can submit service sheets to confirm the work you've completed for customers, or you may be able to view service sheets you've submitted (or that have been submitted on your behalf). 

View and Submit Service Sheets

You can follow these steps to view and submit service sheets, if you were assigned the appropriate permissions:

1. Click Service Sheets in the main navigation of the CSP.
2. If you have assignments from more than one customer, use the Select Customer menu in the upper-right part of the page to pick the customer whose service sheets you want to submit.
3. To make changes to an existing service sheet, click the Edit icon in the Actions column.
4. To start a new service sheet, click Create.
5. In the Choose a Purchase Order window  find the order associated with the work you are submitting and click Choose. In the table you can point your mouse at the number in the Assignments column to see details, including the status and dates of the assignment. If you see a long list of POs you can use the search bar or click the filter icon to narrow the list. 
6. A Service Sheet opens with a line for each of your assignments.
7. If you are recording the number of hours you worked on one or more days, enter your hours for each date field listed. The week (or time period) that you're entering hours for is displayed in the upper-right part of the table. Use the arrow buttons to move forward or back one week at a time.
8. If you performed a fixed job, delivered a quantity of materials, etc., enter the following information necessary to confirm your work: 
   1. Description - Briefly describe the task or work completed. For example, "IT services."
   2. Assignment - Prefilled for you with the last active assignment. If you have more than one assignment, make sure you select the correct one.
   3. Rate - Select one of the available rates. Or, if you were given permission, you can select Manually Specify Price and enter an amount in the Price field outside of the predefined rates. Typically you will do this to report expenses or other reimbursable costs. 
   4. Quantity - If applicable, enter the quantity you delivered.
   5. UOM (Unit of Measure) - If applicable, enter the UOM associated with the quantity. For example, boxes, cases, etc.
9. You can click the Delete icon next to remove any service sheet line you've entered.
10. Optionally you can add comments to your service sheet before submitting.
11. Click Submit.
12. If you were assigned permissions to view your list of service sheets, you are taken to the list where you can see your newly-submitted service sheet in Pending Approval status. While the service sheet is in this status, you can click the Withdraw icon in the Status column to undo your submission if you need to make changes and resubmit.

For more information, see Create or Edit a Service Sheet.

View Service Sheet Lines

You can view individual lines on service sheets you've submitted (or that were submitted on your behalf) if you were assigned the appropriate permissions. Click Service Sheet Lines in the main navigation of the CSP. The table shows the following information for all the service sheet lines:

View your assignments

Depending on the permissions you've been assigned in the CSP, you can view and comment on your assignments. Follow these steps to view your assignments, if you were assigned the appropriate permissions:

1. Click Assignments in the main navigation of the CSP.
2. The Worker Assignments table includes the following information about your assignments:
   1. Assignment # - click the number to view details about the assignment.
   2. PO#
   3. PO Line
   4. PO Line Description 
   5. Work Location Address
   6. Resource Manager
   7. Start Date
   8. End Date
   9. Status - Active, Pending Confirmation, or Closed.

If comments are allowed, enter text in Comments text box. You can also attach a file or a URL. Click Add Comment to submit your comment. Assignment resource managers and supplier contacts are notified by default for any new comments you enter.