Working with BCG for Prospective Suppliers

Can I register for the Coupa Supplier Portal with BCG?

BCG manages supplier onboarding through the Coupa Supplier Portal in the following countries: Belgium, Canada, India, Lebanon, Netherlands, Portugal, Qatar, Saudi Arabia, Spain, United Arab Emirates, United Kingdom, and United States. If you are not in one of these countries, BCG will onboard you through a separate process outside of the Coupa Supplier Portal.

How much does it cost to join the Coupa Supplier Portal (CSP)?

Coupa does not charge suppliers to join or use the CSP.

Can I forward the Coupa Supplier Portal registration request to someone else in my company?

Yes, you can forward the invitation before creating an account in the Coupa Supplier Portal. You will need to click the “Join and Respond” option provided in the welcome email and forward the invitation to the correct company representative. Please note that the invitation can only be forwarded to another party within the same company email domain.

Why have I not received the email invitation to join Coupa?

Check your spam/junk email folder. If you still cannot find the email invitation, contact BCGProcPaySupport@bcg.com.

Why am I unable to log into my account?
Make sure you have followed the login instructions for the CSP. If you still have issues, reset your password. If the problem persists, contact BCGProcPaySupport@bcg.com.

I reset my password, but I still can’t log in. What should I do?
Check that you are using the correct link to log in. If the issue persists, you can connect to the chat option available in Coupa for further assistance.

Can I edit my company information if it is already signed up to the Coupa Supplier Portal?
Yes, please contact BCGProcPaySupport@bcg.com to update your company’s information on the Coupa Supplier Portal which ensures updates are reflected in the BCG system.

How can I submit a banking change request for my current/next payment?
To submit a banking change request for your current or next payment, please contact BCGProcPaySupport@bcg.com. In your email, use the subject line "Banking Change Request" to ensure your message is addressed promptly, and include the new bank details.

How long will my account be kept active in the Coupa Supplier Portal?
There is no auto-deactivation process for supplier records in Coupa. Your account will remain active unless you or the BCG business owner request to deactivate your supplier record.

What information do I need to provide on the Onboarding form?
BCG collects supplier information related to bank details, tax details, remit-to address, contact details, suppler diversity, and codes of conduct.

I have provided onboarding information by email to my BCG point of contact, why am I getting reminders to complete the Coupa form?
It is likely that your BCG contact provided your details to us at our support email address to onboard you in BCG System. BCG is not authorized to create your account in the Coupa Supplier Portal (CSP) so it is mandatory for you to fill the Coupa form and submit for approval. Please look for the Coupa Supplier Invitation email sent to you at the registered email address and follow the instructions to register yourself in Coupa Supplier Portal.

Where is the Onboarding form located in my account?
Click on the notifications tab on the top right corner of CSP, or the profile option to locate the form sent to you.

Can I complete the Onboarding form in my native language?
Yes. You can select your preferred language by hovering over the “English (US)” button at the bottom of the screen. Please note, this functionality is only available for Coupa standard fields, and the complete form will not be translated into your native language.

How soon do I need to complete the risk questionnaires?
BCG expects suppliers to complete the questionnaires promptly upon receiving them to ensure a smooth and timely assessment process. Delays in completing the questionnaires may impact the assessment process.

Where can I access any risk questionnaires I am assigned?
All questionnaires that you are assigned will be available in your Coupa Risk Assess portal dashboard. You will receive separate emails for each questionnaire you are assigned, and you can gain access to that questionnaire directly from that email.

What are the typical risk areas covered in the questionnaires?
The questionnaires typically cover areas such as regulatory compliance, business continuity, fourth-party risks, information security, data privacy, and other due diligence questions relevant to the engagement. For assistance in filling out these questionnaires, consult the Supplier Onboarding Guide in the “Registering as a BCG Supplier” section of this page. Certain documentation may be required along with your answers.

Are there separate assessments for information security and data risk?
Yes, separate assessments for information security and data risk may be assigned to suppliers in addition to the general risk questionnaires. These emails are sent separately, so be vigilant to ensure you complete all the risk requirements.

Can I find purchase orders in my Coupa Supplier Portal?
BCG manages purchase orders through the Coupa Supplier Portal in the following countries: Belgium, India, Netherlands, and United Kingdom. If you are not in one of these countries, then the Purchase Order Coupa functionality will not be available.

Can I submit invoices for payment in my Coupa Supplier Portal?
BCG manages invoices through the Coupa Supplier Portal in the following countries: Belgium, Canada, India, Netherlands, and United Kingdom. If you are not in one of these countries, then the Coupa invoicing functionality will not be available.

Can I submit an invoice once I have completed the supplier onboarding form?
Once our Supplier Onboarding team has received the completed Coupa form from your side, you will undergo a risk screening process which will take approximately 24 to 48 hours. You will receive confirmation of onboarding as soon as the screening is successfully completed. After that, you can create your invoice in Coupa Supplier Portal.

Why can't I see my transactions or see the BCG tab to list my transactions? 
It is likely that you registered for CSP using a different email address from what BCG used for the invitation. Please contact BCGProcPaySupport@bcg.com and ask for another invitation using the address you registered with.

Can I filter the list of purchase orders to show only purchase orders that haven't been invoiced?
Yes, you can use the “Views” or “Filters” function to hide POs which are fully invoiced and have a “Closed” status. Note: only select countries have Coupa purchase order functionality.

What is the purpose of PO acknowledgement by the supplier? 
This button lets users know you have seen the purchase order and can fulfill it by the promised date. You are encouraged to use this feature to alert the requester. You can also use the comments section at the bottom of the PO to communicate with the requester. Note: only select countries have Coupa purchase order functionality.

Should I load all invoices into Coupa? 
Yes, we strongly encourage suppliers to submit invoices electronically via the Coupa Supplier Portal when possible. You can also upload invoices against all POs visible in the portal, if applicable.

How do I submit an invoice in Coupa? 
You have the following options to create and submit an invoice in Coupa:

1. To create an invoice against a PO, log into the Coupa Supplier Portal (CSP) 
   
   1. Find the BCG Purchase Order. Select the gold coin icon to create an invoice. 
   2. You may also use cXML, where you can automate the process of sending an invoice file using Coupa's standard cXML format.  
2. To create a non-PO invoice, log into CSP and navigate to the Invoices tab on the main menu. Click on the Create Blank Invoice button above the Invoices table. Refer to the invoicing instructions in the “How to Register as a BCG Supplier” section of this page. 
   
3. Alternatively, you may send your invoices over email in PDF format to the email addresses indicated in the linked invoicing instructions found in the “How to Register as a BCG Supplier” section of this page. However, that is not BCG’s preferred channel of receiving invoices and might result in longer lead time for payment. 

Do I need to include accounting information on cXML invoices?
Invoices against a PO do not need accounting information because that information is part of the requisition and is carried over to the PO. When an invoice references a PO line number, Coupa takes the accounting information associated with the line and adds it to the invoice. Submitting cXML invoices for non-PO orders is not currently enabled.

What types of files can I attach to an invoice?
For invoice image scans, attachments must be of PDF. However, other supporting documents can be in the format of XLSX, PNG, GIF, JPG, PEG, PJPEG, or TIFF.

How do I add shipping charges to an invoice?
You can add shipping charges at the bottom of the invoice for entire invoice or at the line-item level for specific goods.

What does the “Export to” button do?
You can export the rows to a CSV file, an Excel document, or bulk export legal invoices in a compressed (.zip) file. By default, the maximum number of rows you can export is 200,000. If you try to export a larger table, you will receive an error message stating that only 200,000 rows are exported. When you export a table with fewer than 500 rows, the file downloads to your computer immediately. When a table has more than 500 rows, you receive the exported file zipped in an email.

How long are legal invoices available for download?
Invoices in the CSP are available for you to download if you are connected to BCG through the CSP. You can also develop an internal process for downloading and storing these invoices in a separate electronic archive of your choice.

Where should I check if my invoice isn’t registered?
On the main menu, click on the Invoices tab and look for invoices that are still listed as drafts. They must be edited and then submitted. If the invoice is not there, it's not in the system.

Why can't I edit/void/delete a submitted invoice? 
Once an invoice has been submitted, it cannot be changed in any way. This ensures invoice processing integrity. Please contact BCGProcPaySupport@bcg.com.

How do I credit or cancel an invoice that has already been billed?
To create a credit, enter a negative quantity. Once an invoice is submitted, it cannot be changed.

Can I reuse an invoice number once BCG has deleted it on their end?
It is not advisable to use the same invoice number again if the invoice has already been deleted by BCG.

Will BCG use the bank details I specify in the CSP?  
No, BCG will continue to use the existing banking details in our Vendor Master data. If you need to change your bank details, please contact BCG Procurement support team at BCGProcPaySupport@bcg.com

If I’m using the Coupa Supplier Portal, who is responsible for paying me?
BCG is still responsible for paying you directly. You can follow the status of your invoice and payment through the portal.

How do I know if my invoice has been approved for payment?
The invoice approval status will appear in your CSP account under the Invoice history. If registered with the CSP, you will receive an email and notification from Coupa when an invoice is approved for payment.

Once an invoice has been approved, what do I do next?
Nothing! The invoice is in the queue, and you'll be paid based on the payment terms you have with us.

What does "Pending Receipt" mean?
This status shows that BCG is receiving the goods/services into their system. Once the BCG buyer enters the receipt, the invoice is matched against it.

What does the status "Pending Approval" on an invoice mean?
It means your invoice requires BCG internal review and approval. Once approved, your invoice will be paid according to the payment terms.

What does the status "Tolerance Hold" on an invoice mean?
It means your invoiced amount differs from the PO by more than BCG allows without manual approval. If an invoice has been on hold for a while, ask the BCG support team to review it.

What do I do if an invoice was rejected?
When an invoice is rejected, BCG will provide details explaining the rejection in the comments section at the bottom of the invoice. If you are not clear on the reason, you can either enter questions into the comments section on the invoice which will be sent to the requestor or contact the requestor for further details to resolve the matter. Once confirmed, all you need to do is to create a new invoice to replace the one that was rejected.

How will I be notified that my invoice was paid?
Remittance advice will be generated and automatically sent to suppliers via email once the invoice has been paid.

How do I check if an invoice has been paid?
Payment information for your invoice will appear in your CSP account under the invoice history. If registered, you will receive an email and notification from Coupa confirming approval for payment. For questions regarding payment information, contact BCGProcPaySupport@bcg.com.

I submitted an invoice, but I was never paid. What do I do?
The likely reason is that your account was not fully onboarded into the Coupa Supplier Portal, or you have not completed all the Risk components. Please complete all items to ensure you are paid for any submitted invoices. If you still need help, contact BCGProcPaySupport@bcg.com.

How do I create a credit memo?
There are two options to create and submit a credit memo:

1. Using the Coupa Supplier Portal (CSP)
   a. After logging in you can find the BCG purchase order. Select the red ‘coins’ icon to create a credit memo.
   b. To create a non-PO credit memo, please navigate to the Invoices tab on the main menu and click on the Create Credit Note button above the Invoices table.
2. Sending your credit note by email in PDF format to BCGProcPaySupport@bcg.com. However, that is not BCG’s preferred channel for receiving credit notes and might have longer lead time for the credit.