eProcurement solution Coupa

On this website we would like to inform you about the web-based eProcurement solution Coupa.

For you, as a partner and supplier of indirect materials and services and/or capitals, the purchasing process - from request for quotation to dispatch of the order - will be displayed in this solution.
This procurement tool allows BENTELER to connect directly with you and offers the opportunity to provide us a full view of your products and services.
The use of Coupa is free of charge for you as a supplier and does not require any additional software.

We have prepared the following topics for your information.

Coupa offers you three different ways of collaborating with BENTELER. These three options also represent the methods for transmitting purchase orders.

cXML interface
Direct interface to your ordering system. BENTELER orders are sent directly into your system. For this, a technical arrangement is necessary in advance. After this selection we will take care of it.

Coupa Supplier Portal (CSP)
You register once and free of charge at the CSP. There you can use the following functions : Receive orders, send order confirmations, update catalogs, update your master data.

E-mail connection
Orders are sent by E-mail; no portal access is required.

Please fill in the supplier questionnaire (see “Downloads”) and send it to eProcurement.NonProductionMaterial@benteler.com in order to collaborate with us on Coupa.

Additional information can be found on the Coupa website.

Registration is free of charge for you as a supplier and no additional software is needed.

Advantages:

  • All orders at a glance and the possibility to confirm them
  • Define and change your order transmission method
  • Change and update your own company information and contact persons at any time
  • Create and manage online catalogs Additional information can be found at the following link: success.coupa.com

Additional information can be found on the Coupa website.

BENTELER recommends cooperation via catalogs. The use of catalogs simplifies the collaboration and enables a professional presentation of your product portfolio.

There are two different catalog approaches in Coupa:

  • Hosted catalogs
    Catalogs are set up within the BENTELER Coupa eProcurement solution. There are two different types of hosted catalogs:

a) BENTELER hosted Catalogs
BENTELER hosted Catalogs are created and maintained by BENTELER. To set up a catalog hosted by BENTELER, please fill out the catalog template (see "Downloads"). Changes/updates can only be made in collaboration with your BENTELER contact person.
b) Supplier hosted (recommended)
You create and maintain a catalog yourself using the catalog template (.csv) (see "Downloads") and upload it using the Coupa Supplier Portal (CSP). BENTELER approves these catalogs and makes them available in the system. If you need support, the first upload can also be done by BENTELER.

  • Punchout catalogs
    Punchout catalogs use cXML and create a direct link between BENTELER’s Coupa instance and the supplier's eCommerce website. The user (BENTELER requester) is directed via Coupa to the supplier's eCommerce website, where he can select the appropriate items. When he goes to check out, they are brought back to Coupa, with the items they chose in their Coupa cart. Users can then submit a requisition in Coupa, using the items, costs, and details from the supplier’s website.

Please get in touch with your BENTELER purchasing contact person if you would like to set up a catalog with us.

Additional information can be found on the Coupa website.

Implementation and training dates will be published here in the future.
The supplier webinars are expected to take place in May 2019.

1) What is the difference between a punchout and hosted catalog?
Please have a look at the section "Catalogs".

2) Are there any legal conditions (terms of use, data protection regulations etc.)?
When using the Coupa Supplier Portal, Coupa's terms and conditions must be accepted. These are also deposited with the registration. No additional Coupa terms and conditions are to be accepted for order transmission by e-mail. In any case, the BENTELER conditions of purchase apply. 

3) Where can I find information about the Coupa Supplier Portal (CSP)?
Please have a look at the section “Coupa Supplier Portal (CSP)”.

4) Are there any system requirements (software, hardware, browser settings)?
No special system requirements or browser settings are needed to use the Coupa Portal. When using Internet Explorer, graphical details may not be displayed correctly. Therefore, we recommend using Google Chrome or Mozilla Firefox.

5) What are BENTELER's expectations of the suppliers?
With Coupa, BENTELER will digitalize its purchasing processes in the future. In order to work with you as efficiently as possible, we prefer to interact via the free Coupa Supplier Portal (CSP). Here you can manage your own company information yourself and easily create and update your catalogs. In addition, you receive all BENTELER purchase orders via the portal, which you can view and track at any time in the cockpit.

6) What are the costs for using the Coupa Supplier Portal (CSP)?
The usage of the CSP is free of charge.

7) Which BENTELER plants and locations are affected?
All plants and locations of the BENTELER Group worldwide are affected. The first rollout will take place in Germany. Further locations will follow.

8) We would like to receive BENTELER orders by e-mail. Do we still have to register on the Coupa Supplier Portal (CSP)?
If you choose to send POs by e-mail, you do not have to register in the Coupa Supplier Portal. However, we would recommend you to use the free Coupa Supplier Portal so that you can take advantage of the following benefits:
- All orders at a glance and the possibility to confirm them
- Define and change your order transmission method
- Change and update your company information and contacts at any time
- Create and manage online catalogs

9) Can an existing EDI connection be used?
The existing EDI connection can no longer be used. To guarantee a close cooperation, we ask you to use a cXML interface. Please enter your cXML details in the appropriate form (see “Downloads” -> “Supplier Questionnaire”)

10) How do I get my order in the future?
Please have a look at the section " Your collaboration with us/Purchase orders transmission ".

11) Do we have to use this system?
The Coupa system will be the only system used for sending purchase orders to suppliers (Indirects and Capex). For low-volume suppliers e-mail transmission is recommended.

12) Is there a test environment for training?
Unfortunately, there is no test environment for training of suppliers. There is training information on this website. Furthermore, supplier training webinars will be announced at a given point of time. The system is very easy to use and self-explanatory.

13) We already use the CSP with another customer; do we need to register with Coupa again?
No. You can use one (existing) CSP account and merge them.

14) Can we have multiple users on the CSP?
Yes. However, you will require a main/admin user who will then assign new users accordingly.

Additional information can be found at the following links:

Coupa Supplier Portal (CSP) FAQ
Sourcing Supplier FAQ

We know that this is a huge change of BENTELER’s interaction with you as a supplier. Therefore, questions may occur.
Please do not hesitate to send your questions to eProcurement.NonProductionMaterial$@%&/()=@benteler.$@.%&/()=com
We are looking forward to cooperate with you through the eProcurement solution Coupa in future!