CSP Admin and User Guide Administer the CSP

The Invite User and Edit user access for [User Name] windows are almost identical, but when you invite a user, you
can specify an email address.

User permissions
Permissions Description

All Gives full access to all CSP functions, except for user administration.

Admin Has full access to all CSP functions, including user administration. Non-admin
users can still view the Users tab of the Admin page and invite users, but they
cannot edit existing users. The permissions on the invitation cannot exceed the
permissions of the user creating the invitation.

Orders Allows viewing and managing purchase orders (POs) received from customers.
When selected, All is on by default.

Restricted Access to Orders Allows accessing specific POs (assigned to specific users). The permission is off
by default.

All Allows viewing and managing all POs received from customers. When Orders is
selected, it is on by default.

Invoices Allows creating and sending invoices to customers.

Catalogs Allows creating and managing customer-specific electronic catalogs.

Profiles Allows modifying customer-specific profiles.

Note: All users, regardless of permissions, can edit the public profile.

ASNs Allows creating and sending advance ship notices (ASNs) to customers.

Service/Time Sheets Allows creating and submitting service/time sheets against POs. When selected,
All is on by default.

Restricted Access to Service/ Allows accessing specific service/time sheets (assigned to specific users). The
Time Sheets permission is off by default.

All Allows creating and submitting any service/time sheets against POs.
When Service/Time Sheets is selected, it is on by default.

Payments Allows viewing payments and downloading digital checks.

Order Changes Allows submitting PO change requests.

Pay Me Now Available only if your customers use Coupa Pay and enabled the feature related
to this permission.

Business Performance Allows viewing business performance information, for example, order, invoice,
and delivery trends.

Sourcing Allows viewing public sourcing events.

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Tip: Click on the Info ( ) icon next to the Permissions header for more information.

The Info ( ) icon tooltip shows the following information:

Permissions grant access for the user to the corresponding menu items.

For Orders and Service/Time Sheets, an additional level of granularity allows restricting a user’s access to documents
that are specifically assigned to them. If you want to apply this restriction, select the Restricted Access to Orders and
Restricted Access to Service/Time Sheets permissions.

Some customers may not support restricting access to orders and service/time sheets. Contact the Customer Company
Admin to confirm if needed.

Note: For auditing purposes, Coupa does not allow users to be deleted, so you cannot delete a user from
your profile. Instead, you can deactivate a user when you no longer want that user to be able to access the
account.

Reactivate users
You can deactivate users when necessary. Also, users are deactivated automatically due to inactivity. For more
information, see Inactivity.

You can see the relevant user status: inactive or deactivated. If you hover over a user's status, the following tooltip text
is displayed informing you about the reason why a supplier user is not active:

• Deactivated: This user has been manually deactivated by an admin. It can be reactivated only by admin
reactivation.

• Inactive: This user's account has been deactivated due to inactivity. It can be reactivated by validating the user's
email during their next login attempt.

You can activate both inactive and deactivated users. If you activate them, they receive an email notification to verify
their email.

If you deactivate users, you can always reactivate them later. If you reactivate a user, the customer access is reset for
that user, so you'll have to assign customers to that user again.

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Manage Merge Requests

Your company may have more than one account/profile in the CSP. This can happen when several users from the same
company register or are invited to the CSP through different email addresses.

Note: Accounts with the same email address are merged automatically (regardless of which invite
message you use to create your account, since both invites are sent to the same email address).

The suggestions to merge accounts are based on email domain. For example, all the users with the @example.com
domain get suggestions to merge. Merge suggestions appear in the right-hand column on the Home page.

If you know that a suggestion is invalid, click on the Remove button and you will not see the request again.

If you want to merge an account, click on the Request Merge button and select an account to be the parent account
and add a note.

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Selection Description

*Account Owner / My Account This causes the other account to be merged into your company account. The
other user's company account is removed.
You continue to be the administrator for the merged company account, and the
previous administrator becomes a regular user in the merged account. You can
make them an administrator if you want. For more information,
see Manage Users.

*Account Owner / Their Account Your company account is removed. The other user's company account becomes
the only company account.
You can no longer be the account administrator, but the administrator of the
existing account can choose to make you an administrator of the merged account.

*Note Add a note about the merge request, for example, the reason for the account
merge.

Merged accounts use the following rules:

Element Merge Behavior

Connected customers and Any connected customers are retained in the new account. The existing email
customer profiles address remains the contact email for the customer. If the customer is connected
to both accounts, the parent account connection is retained and the merged
account connection is removed.

Remit-to addresses Remit-to information is transferred only for addresses that are available to all
customers.

You can also search for a specific account to merge, for example, if the account is not listed or the list is too long to

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search for the specific account that you want. Clicking on the Click here link takes you to the Admin Merge Requests
page. You can access this page also by clicking on the Admin tab on the main menu and on the Merge Requests link
on the left.

Provide the email address of the account you want to merge, and click Request Merge.

You can see purchase orders and create invoices for both supplier records after selecting a customer from the Select
Customer drop-down.

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Set up Legal Entities

You can set up your account to create electronic invoices from the Admin / Legal Entity Setup page. You can add,
manage, or deactivate legal entities, or manage remit-to accounts.

You can provide more remit-to accounts and add this information to your legal entities so that your customers can use
different payment methods when working with you.

Note: You can receive payments through the CSP only if your customer(s) enabled Coupa Pay.

View and manage legal entities

On the left of the Admin page, click on the Legal Entity Setup link.

If you have three or more legal entities, they are collapsed. To view their details, click on the Down arrows.

Each legal entity has the following sections:

• Invoice From

• Remit-To Accounts – Can be of type: Address, Bank Account, or Virtual Card.

• Locations

• Customers – The name(s) and number of customers that you provided with the specific legal entity are also shown.
Hovering your cursor over n customers displays the name(s) of the customer(s) associated with the legal entity.

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Create a legal entity

To add a legal entity, click on the Add Legal Entity button in the top right corner.

Tip: You can add legal entities also from the Profile edit page directly or when creating an invoice.
See Create or Update Your Profiles and Create or Edit an Invoice for more information.

Enter the official name of your business that is registered with the local government (legal entity name) and select the
country/region where it is located. Click Continue, and in the appearing Tell your customers about your organization
window, fill in at least the mandatory fields, that is, the fields marked with a red asterisk (*).

Field/Checkbox Description

Which customers do you want Select all or the specific customer(s) that you want to see your legal entity
to see this? information.

Customers that use Coupa for payments are marked with the Coupa Pay ( )
icon.
If you select a Coupa Pay customer, the payment information that you enter is
validated. The icon and tooltip are different depending on whether your banking
information is:

• Valid:

• Invalid:

• Pending validation:

What address do you invoice Required for invoicing. Is critical for compliance in some countries.
from? Registered address of your legal entity. This is the same location where you
receive government documents. It might differ from the physical address.
Sometimes this is called your address of record or registered company address.
Address line 1, city, and postal code are mandatory.

Country/Region The country/region you selected when adding the legal entity.

Use this address for Remit-To* Selected by default. Deselect it if your remit-to address is different from your
invoice-from address or you have more than one remit-to locations.

Use this for Ship From address* Selected by default. Deselect it if your ship-from address is different from your
invoice-from address or you have more than one location.
Tip: Include this information on the invoice when the addresses are
different. For many countries, including this information is mandatory.

What is your Tax ID? Enter your tax/VAT ID.

Note: If you are exempt from tax registration in some regions/countries,
select the I don't have TAX ID Number checkbox and enter your local tax
ID or write N/A in the appearing Local Tax ID field.

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Field/Checkbox Description

Country/Region Select your tax country/region from the drop-down list.

Tax/VAT ID Enter the tax/VAT ID, including the prefix to the number, for example,
GB1234567890.
Tip: You can add more tax IDs by clicking on the Add additional Tax ID
link.

I don't have a TAX ID Number Select the checkbox to add your local tax ID or write N/A in the Local Tax ID field.

Miscellaneous

Invoice from Code Tie your CSP invoice-from address (that is, registered address) with the
corresponding address in your ERP.

Preferred Language Select your language from the drop-down list.

*If your remit-to and ship-from addresses are different from your invoice-from address, you need to provide also that
information.

After filling in the fields, click Save and Continue. In the appearing Where do you want to receive payment? window,
select from the following payment types: Address, Bank Account, and Virtual Card.

Note: You can see these options and provide your information even if your customer does not use Coupa
Pay. However, when you create an invoice for a customer that does not have Coupa Pay enabled, you
cannot select the virtual card option.

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If you select Address (default option), you can continue to the next step as you already provided the address(es) on the
previous page.

If you select Bank Account, you can provide your banking information to be shown on your invoices.

Note: The available bank account fields and field names depend on the selected country.

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Field/Checkbox Description

What are your Bank Account Optional but recommended banking information for the remit-to address. You can
Details? use both domestic (US) and international (global) banking information.
Note: Banking information is required for compliant invoicing in some
countries when indicated (with a red asterisk). Otherwise, banking
information is not required and remains private.

Some banking information is also required if your customers use Coupa

for payments.

Tip: Click on the Info ( ) icons next to the fields to see the tooltips
showing the number and type of characters allowed in the banking
information fields depending on the selected bank account country.
This information is displayed on the invoice.

Bank Account Country/Region Select the country from the drop-down list. By default, your legal entity country/
region is selected.

Bank Account Currency Select the currency from the drop-down list. By default, it is the currency of the
bank account country/region.

Beneficiary Name Enter the name of your beneficiary. By default, it is your legal entity name.

Bank Name Enter the name of your bank.

Account Number Enter your account number.

Confirm Account Number Confirm your account number by entering it again.

IBAN Enter your International Bank Account Number.

Confirm IBAN Confirm your International Bank Account Number.

Routing (Bank Code) Number Select one of the Routing Number (default), Bank Code, BSB, IFSC, Sort
Code, or Transit Number and Institution Number fields and fill in the field next
to it accordingly.

SWIFT/BIC Code Enter your SWIFT/BIC code.

Bank Account Type Type of the bank account: business or personal.

What is your Bank's Branch Includes address-specific fields: Address Line 1, Address Line 2, City, State,
Address? and Postal Code.

What is your Remit-To Address where you want to receive payment. (If you receive payments to a
Address? different location than where your business is registered.).
Includes mandatory address-specific fields: Address Line 1, Address Line 2,
City, State, Postal Code, and Country/Region.

What is your Remit-To Code to tie your CSP remit-to address to the corresponding address in your ERP.
Integration Code?

Who is your Remit-To Contact? Optional contact information for the remit-to address: name, email, phone
number, fax number, and website.

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