Coupa FAQ

Due Diligence is the process being done by the bank to better know their vendors. In this process, the bank requests important information from the vendor, in order to complete the Due Diligence process and will be uploaded in the Coupa Supplier Information portal.

The Vendor Due Diligence process is essential to MCB Group as a Financial Institution in order to adhere to the Compliance Rules. In this process the Vendor/Service provider is requested to submit information and documentation to MCB Group.

In order to have all the information about your organization up-to-date, it is preferable for you to fill in all the information and upload the documentations in your supplier information portal.

Vendors/ Third parties go through an initial Due Diligence process before onboarding and during the life of the arrangement. This include obtaining of several documents, such as for example; Certificate of Incorporation, Articles of Association, copy of ID of the company’s principals and signed MCB Group code of conduct.

All third parties must undergo a due diligence process at onboarding and during the life of the arrangement. The Due Diligence process is done every 2 years on contractual vendors and every 3 years on spot vendors.

The Due Diligence requested documents requested by the Vendor Management section has to be uploaded in the supplier information portal in Coupa.

Every Vendor/Service Provider of MCB Group is requested to deliver requested information to the bank during the Vendor Due Diligence process. Fail to deliver the requested documentations and information during the Due Diligence process, conduces to measures taken by the bank.

You can request an invitation to join the CSP. If you are an active supplier of MCB Group, you can send an email to with the request to join Coupa. If you are a new supplier to MCB Group, click here to start an application process.

You can sign in on the following link: http://supplier.coupahost.com

The CSP currently supports the latest version of the following browsers:

• Google Chrome
• Mozilla Firefox
• Microsoft Edge

Keep in mind, end of support for Internet Explorer is being driven by Microsoft with the expectation that your organization will replace IE with Edge.

For more information follow this manual.

Contact your IT department or MCB Group Vendor Management Department.

Your IT department can sometimes grant someone temporary access to email to log in as the Admin that left your company, and add you as a user with full access to all roles and permissions. You can also have MCB Group Vendor Management Section change the contact information for you as a supplier and then "unlink" from the old admin's account, then "relink" or invite using your email. All the transaction data remains.

Some basic company information and payment locations/details may need to be updated in the new account, but most of the important information and transaction details are carried over automatically to the new account. For more information, see Create Your Account.

If you're no longer doing business with the MCB Group Vendor Management Section who set you up on the CSP, request MCB Group Vendor Management Department to make you inactive in the system.

On the main menu, click on the Orders tab. If you are connected to more than one Coupa customer, select MCB Group from the Select dropdown menu.

You can see their purchase orders only if you have access. Contact your MCB Group Vendor Management Section and ask them to give you access.

You cannot change a price on a PO through the CSP. If you need a change order on a PO, talk to MCB Group Vendor Management Section about their policies.

You can invoice multiple times against a single PO. Just click the gold coin icon for the PO as you normally would, and enter the amount you'd like to appear on the invoice. The next time you want to invoice against the PO, just do the same thing.

MCB Group Vendor Management Section can provide you with information on closed purchase orders.

Currently, you are unable to filter purchase orders based on their invoiced status.

On the main menu, click on the Orders tab. If you are connected to more than one Coupa customer, select MCB Group in the dropdown menu. In the PO table that appears, choose the PO you want to invoice, and then click on the yellow coins to create an invoice. For more information, see Coupa Supplier Portal.

If you don't have a PO and MCB Group has given you permission to create invoices without a backing document, click on the Invoices tab on the main menu. Click on the Create Blank Invoice button above the Invoices table.

If you don't have a PO and MCB Group Vendor Management Section has given you permission to create invoices with a backing document, click on the Invoices tab on the main menu. Click on the Create Invoice from Contract button above the Invoices table.

For more information, see Create or Edit an Invoice.

In most of the cases you are not allowed to create blank invoices. All invoices must be backed by a purchase order.

You should contact MCB Group Vendor Management Section about which of the following methods to use:

• The CSP, where you sign in to manually flip a PO to create an invoice.
• Supplier Actionable Notifications (SAN), where you act on an email without logging in to the CSP.
• cXML, where you can automate the process of sending an invoice file using Coupa's standard cXML format.
• API, where you can automate the process of sending an invoice file using Coupa's API.
• Excel spreadsheet, emailed by your MCB Group Vendor Management Section, which you fill out and send back to them.

Yes, if MCB Group Vendor Management Section deleted an invoice number, you can reuse it.

On the main menu, click on the Invoices tab. Look for invoices that are still listed as drafts. They need to be edited and then submitted. If the invoice is not there, it's not in the system.

To create a credit, enter a negative quantity. For more information, see Create a credit note.

Once an invoice is submitted, it can't be changed in any way. For more information, see Create or Edit an Invoice.

Once an invoice has been submitted, it can't be changed in any way. This ensures invoice processing integrity. However, you still have options:

• Ask MCB Group Vendor Management Section to reject or void the existing invoice. You can then create a new one.
• Create a new credit memo that credits MCB Group for the original value, and then create a new invoice.
  

Ask MCB Group Vendor Management Section which method they prefer.

Just create a new invoice to replace the one that was rejected.

Nothing. The invoice is MCB Group Account Payable's queue and you'll be paid based on the payment terms you set with MCB Group.

For questions regarding payment information, contact MCB Group Vendor Management Section directly to [email protected] or you can contact the purchasing team from the comment section below in your Invoice on the Coupa Supplier Portal.

Yes. You cannot create an invoice if there is no purchase order available in the supplier portal.

Log in to the CSP and click on the Orders tab on the main menu. Choose the PO you’d like to create a credit for and select the red coins. You'll create a negative invoice with either a negative quantity or a negative amount. For more information, see Coupa Supplier Manual.

Something is wrong or something is missing in your invoice.

For invoice image scans, attachments must be of the following types: PNG, GIF, JPG, JPEG, PJPEG, TIFF, or PDF.

One attachment can be up to 100 MB, but for performance reasons, consider limiting the attachment size to 16 MB or so.

For more information, see Suppliers.

This status shows that MCB Group is in the process of receiving the goods/services into their system. Once the MCB Requestor the receipt, your invoice will be matched against the purchase order and proceed to Accounts Payable.

Using two-factor authentication protects you against fraud. For more information, see Enable or Disable Two-Factor Authentication.

If you don't have your six-digit backup validation code, contact your MCB Group Vendor Management Section who will ask you to fill in a declaration form and provide either a copy of your photo ID or passport or your CSP login email to verify your identify.