By switching to Coupa, Renewi is helping to create a fit-for-future organization where collaboration is simplified for individual suppliers as well as for Renewi, including improved purchase order (POs) and billing processes.

Coupa is a cloud-based purchasing platform (e-Procurement) from which Renewi will be sending purchase orders to suppliers and suppliers will also be sending their invoices to Renewi. This way it is possible to automate the order and invoicing process, to make it more efficient and transparent and to strengthen cooperation with suppliers.

The switch to Coupa means that Renewi and its suppliers can work together through a shared platform, the Coupa Supplier Portal (CSP), or through an automated cXML connection. All interactions such as sending / receiving purchase orders and invoices, communication and information updates are streamlined.

To have insight into any changes, we would like to refer you to the "Coupa" page. Open here the document "Timelines - Collaborate via Coupa".

The current billing process will continue to apply until Coupa goes live. For the correct address and payment details, we would like to refer you to the "Invoices" sub-page, where you can open the "Renewi Benelux Payment Details" document.

No, there are no costs for suppliers. Receiving orders and sending invoices via the CSP or via a cXML connection is and will remain completely free of charge.

It is possible for the short term to receive orders and send invoices, in the current way (via e-mail or post) as suppliers are used to. However, when the supplier receives purchase orders via Coupa next year (mid-2021), we will strongly encourage the supplier to send invoices via Coupa, so that both the supplier and Renewi can benefit.

Depending on the agreements that you as a supplier have made with Renewi, a supplier can create an invoice via the CSP in three different ways:

1. Based on a purchase order:

   The supplier must go to the "Orders" tab for this. By clicking on the gold coins, the relevant order can be immediately converted ("flipping") into an invoice. As a result, most invoice fields are filled in immediately. In addition, a supplier can also go to the "Invoices" tab and click "Create invoice from purchase order".

2. Based on a contract:

   The supplier must go to the "Invoices" tab and click on "Create invoice from contract". The supplier must select the relevant contract in the next step.

3. Blank invoice:

The supplier must go to the "Invoices" tab and click on "Empty invoice".

For more information go to the "Invoices" sub-page and open the training and manual documents.

Flipping a purchase order means that all information from the purchase order is immediately converted to a corresponding invoice. Most invoice fields are filled in automatically by this action. The only information left to add is the correct tax rate.

Any supporting information associated with an invoice (timesheets, kilometres, hotel bills, etc.) can be added via 'Attachment'. However, it is not possible to leave the invoice fields empty and to add a PDF invoice as an attachment which should count as an invoice completely.

It is possible to invoice multiple times for a single purchase order. Click on the gold coins in the "Order" tab to create an invoice, as it would normally be done, and enter the amount to be stated on the invoice. The next time you want to invoice for the purchase order, do the same. This way, you are creating an invoice for a so-called 'blanket PO'. As soon as the amount on the invoice is higher than the original purchase order amount, the requester will be notified, and additional approval is required.

Yes, when you create an invoice, one of the mandatory fields is to enter an invoice number. This field for the invoice number is intended to give you, as a supplier, the possibility to use the number that is created by your own administration on the purchase order.

The billing code that you must enter is one that may come from your own administration or that you want to use for your own reference.

In the "Invoices" screen you can select the correct currency in which you want to invoice. The CSP consists of all exchange rates, so the invoice can still be matched with the purchase order.

When you create an invoice, many the fields are automatically filled in. It is possible to add an attachment, such as your timesheets.

You can change the price in the Invoice screen. Realize that changing the price automatically results in an exception from the invoice because the requested unit price no longer matches the invoiced unit price. We recommend that you contact the requester to change the purchase order.

To scan invoices, attachments must be of the following formatting: PNG, GIF, JPG, JPEG, PJPEG, TIFF or PDF. An attachment can be up to 100MB, but for performance reasons, consider limiting the size of the attachment to 16MB.

You can only state one tax rate per line. If you have multiple tax rates, the applicant must provide you with multiple lines on the purchase order. If not, please contact your requester so that he / she can adjust the purchase order.

Once an invoice has been submitted, it cannot be changed in any way. This guarantees the integrity of invoice processing. In this case, you must submit a credit note that refers to the original invoice.

Then the credit invoice cannot be treated as such. This must be communicated so that the invoice can be rejected. You can then submit a new invoice.

Yes, if we delete an invoice number on our end, you can reuse it.

In the main menu, click the "Invoices" tab. Look for invoices that are still listed as draft, they need to be edited and then submitted. Make sure you have cleared the filters in the "View" box to see all invoices. If the invoice is not there, it is not in the system.

As soon as you exceed the purchase order amount, the invoice will enter a specific flow within Coupa. The AP department and the requester are notified and must either accept the difference or amend the original purchase order.

With this way of working you can directly submit invoices from the contract that we have for you in the system. Initially, a purchase order in addition to the contract is not applicable, so suppliers can invoice directly. In the future, Renewi will submit a purchase order (PO) and suppliers will submit invoices for this purchase order.

The notification that you will receive on the day of the Coupa registration invitation will state whether you have been designated as an invoice for the contract supplier. This is based on the first decisions made within Renewi and most likely on the current way of working with suppliers. If this is the case, you will have discussed this with your Renewi contact person. If you would like to invoice for a contract, but this is not yet possible for you, please contact your Renewi contact person to discuss the possibilities.

The notification that you will receive on the day of the Coupa registration invitation will state whether you have been designated as an invoice for the contract supplier. This is based on the first decisions made within Renewi and most likely on the current way of working with suppliers. If this is the case, you will have discussed this with your Renewi contact person. If you would like to invoice for a contract, but this is not yet possible for you, please contact your Renewi contact person to discuss the possibilities.

As often as you think it is appropriate and probably at the same frequency as before.

Yes, an unexpired contract must be in the system to allow Suppliers to submit invoices against a contract. Please contact your Renewi contact person to check the correctness of the contract.

In the tab 'Invoice' you can select the button 'Create invoice from contract'. You select the contract for which you want to create an invoice. You create invoice lines per good and / or per service. You determine the way in which you structure your invoice. Note that you must create a different rule per different tax rate, because it is not possible to have multiple tax rates per rule.