Supplier's Guide

Fivetran manages purchases and payments through Coupa. All new suppliers must onboard using Coupa SIM. Please create an account to receive purchase orders, submit invoices, and track your payment status.

Creating an account

Step 1 Join Coupa

If you are a first-time supplier, you should have received an email with the subject "Join and Respond." Select "Join and Respond" to begin the registration process.

Step 2 Complete registration

Fill out the form, choose the appropriate role, and create a password. Agree to the Privacy Policy and Terms of Use, then click "Create an Account." If someone else in your company needs to complete the registration, click "Forward this to someone" and enter their email.

Setting Description
*First Name Your personal first name to be applied to your personal account.
Setting Description
*Last Name Your personal last name to be applied to your personal account.
*Company The name of your company as seen on your company's public profile.
*Department The name of your department: Sales, Operations, Accounts Receivable, Treasury, or Other.
*Role Your role within the department:
  • Sales: Sales Manager, Sales Associate, Proposal Manager, Other
  • Operations: E-Commerce Manager, Order Fulfillment/Inventory Management, Other
  • Accounts Receivable: Accounting Manager, Accounts Receivable Associate, Other
  • Treasury: Treasury Manager, Other
  • Other: Enter free text.

Tip: If you select Other for Department and/or Role, the User Specified Department and/or User Specified Role fields are displayed for you to enter free text.
*Email This field cannot be changed. If you want to change your email address, you have to create a different CSP account using the new email address. If you also want to use this email, create two company accounts and merge them. For more information, see Manage Merge Requests.
*Password Use this field to create your password. It must be at least 8 characters long, and it has to include a number and a letter.
*Password Confirmation This field needs to match the password you typed in the password field.
Step 3 Verification

A verification code will be sent to your email. Enter it, then click "Next."

Step 4 Company information

Provide your company address, tax information, and bank details. Attach the necessary forms and certifications.

Step 5 Remittance setup

Choose your bank type (US or non-US), set up remittance, and attach a bank verification form.

Step 6 Multi-factor authentication

Enable multi-factor authentication to add a "Remit-to" address.

Step 7 Completion

Great news! You've finished setting up your Coupa Supplier account. Fivetran, Inc. will let you know when your profile is approved - we look forward to working with you!

Submitting a PO-backed invoice

Step 1 Access orders

‍Click the “Orders” tab in the navigation bar. Select the customer whose POs you want to view from the drop-down list.

Step 2 Select PO

‍Click on the desired PO. Verify it’s the correct one.

The Purchase Orders table shows the following information for all the POs you received from the selected customer.

Status Current status of the PO. For more information, see the PO status list below.
Acknowledged At

Date when you acknowledged the receipt of the PO, or "None" if not acknowledged.

You can choose to let your customer know wthat you received their PO by selected the Acknoledged At checkbox on teh PO. When you select the checkbox, the current date appears in the Acknowledged At column.

This checkbox is a simple toggle, so you can also un-acknowledge an invoice by deselecteding the checkbox. If you re-acknowledge at a later time, the new date appears.

Items List of items on the PO.
Unanswered Comments

Your comments on the PO for your customer. Also, your customers's comments that you need to respond to.

You can see all your customer's comments or add your comments for the customer when you open the PO.

Note: If you need urgent communication, contact your customer directly.
Total Total amount of the PO
Assigned To

Contains the email address of the users that have been assigned the Restricted Access to Orders and Restricted Access to Service/Time Sheets permissions.

Note: This column is visible if the Restricted Access to Orders and Restricted Access to Service/Time Sheets permissions are assigned to at least one user.
Actions Click on the icons for the following actions
Create (flip the PO into) an invoice.
Depending on your customer's settings, the tooltip text can be about creating an invoice from the PO or accepting the PO and creating an invoice.
Create a credit note.
Create a service/time sheet.
Create (flip the PO into) an advance ship notice (ASN).
Step 3 Create invoice

Click the gold "Create Invoice" icon in the Actions column.

Step 4 Invoice details

Choose Invoice Details:

  • Enter new billing, shipping, and remittance information, or:
  • Select an existing invoice to use its details for "From," "Bill To," and "Ship From" addresses.

Legal Entity and Payment Options:

  • Picking a legal entity shows available "Invoice From" addresses and how your customers can pay (e.g., "Bank Account or Credit Card").

Multiple Payment Methods:

  • If a customer has multiple payment options, you might see separate "Remit To" and "Ship From" addresses for each.
  • To accept a new payment type, you might need to add a corresponding "Remit To" address.
Step 5 Review and submit

Ensure all required information is filled out, including taxes, fees, and shipping costs. Click "Submit" and then "Send Invoice" to complete the process.

Submitting a Non PO-backed invoice

‍

Step 1 Create invoice

Click the "Invoices" tab and select "Create Blank Invoice."

Step 2 Invoice information

Provide invoice number, date, payment terms, currency, and upload any necessary files.

Step 3 Submit

Fill in the line descriptions and click "Submit."

Payment status

Step 1 View payment status

Go to the “Invoices” tab, then use the drop-down menu next to "View" to select "Payment Information."

Setting up e-Invoicing

Step 1 Legal entity setup

After completing the Fivetran questionnaire, go to the "Admin" tab and select "Legal Entity Setup." Click "Add Legal Entity" and a pop-up on the screen will appear.

Step 2 Add legal entity

Enter your businesses name and the location your business is in.

Step 3 Enter your organization details

To complete the form, focus on filling out the fields marked with a red asterisk, as those are the most important. If you do not have your company's tax ID number, feel free to select "I don't have a Tax ID Number" if prompted by Coupa. The form will automatically use the same address for both shipping and receiving information; if different addresses are required, simply uncheck the pre-selected boxes. Once all necessary information is filled out, click "Save & Continue" to proceed.

Admin / Add new user

The Admin tab empowers you to efficiently manage your team, consolidate accounts, ensure accurate payments, and streamline electronic invoicing within Coupa.

Adding new team members to Coupa is easy! Click "Invite User," enter their details, and assign them the necessary permissions. They'll then receive a welcome email with instructions to create their password and access the platform.

Getting help

Email procurement@fivetran.com for any questions to do with Coupa or Refer to these FAQs for further help.

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