Buying at IRT Supplier Information Pack

1

Outcomes

• Buying Process at IRT

• Introducing Coupa and Coupa Supplier Portal

• 4 Step Transition Plan

• Supplier Help

2

Buying Process at IRT

End to end process

Buyer

Requisition

A Purchase Requisition is created.

Approver

Approval

Purchase Requisition is approved and the Purchase Order is transmitted to the Supplier.

Supplier

Purchase Order received

Acknowledge Receipt.

Supplier providesgoods or services

Buyer

Receipt

Receipts good or services on Purchase Order based on quantity and/or amount received by Supplier.

BUYING AT IRT - PROCESS OVERVIEW

Invoicing

Supplier creates invoice against good or services receivedby buyer.

Supplier sends the invoice to IRT.

Provide goods or services

SupplierSupplier

Compliance

Maintenance of required Compliance Certificates e.g. insurances.

Introducing Coupa and Coupa Supplier Portal (CSP)

Benefits of Coupa for our Valued Suppliers

Introducing Coupa

6

Our organisation has grown considerably since it first started 50 years ago, and as a result our current buying processes and systems no longer meet the needs of the business.

Coupa will provide new and innovative functionality and an improved, and more efficient, user experience for suppliers.

Changing the way we connect buyers with their suppliers, communicate orders, process invoices and compliance

certificates.

Go-Live is planned for 6 September 2021

Features

• Provide up-to-date Compliance Certificates (mandatory) through CSP

• View Purchase Orders

• Acknowledge Purchase Orders

• Upload invoices directly in Coupa

• View invoice Status and track payments

• All IRT Suppliers will be sent an invitation prior to Go Live

• From Go Live we encourage all Suppliers to upload invoices via the CSP

• https://www.irt.org.au/supplier-information 7

Introducing the Coupa Supplier Portal (CSP)

The Coupa Supplier Portal is a no-cost tool for suppliers that makes working with Coupa easy.

Simplified Supplier Experience

Efficient communication of purchase orders with cloud based software

Track Status of invoices using the Coupa Supplier Portal (CSP)

Benefits of

Coupa

For our

valued

Suppliers….

Ability to flip a Purchase Order into a tax compliant invoice

Easy Submission of invoices via CSP or e-mail

9

What’s Changing?

Shortly, we will transition to Coupa (new system),changing the way IRT communicates PurchaseOrders, processes invoices and simplifies thecollection of compliance certificates.

IRT has used Basware (old system) to

manage Purchase Orders and invoice

payments.

IRT Supplier Portal to manage

compliance certificates such as insurances

and the Annual Supplier Declaration.

We will be requesting all of our suppliers to register to

the Coupa Supplier Portal (CSP) as a minimum,

to be an IRT compliant supplier.

Old New

4 Step - Supplier Transition Plan

for existing IRT Suppliers

04Supplier to continue Using CSP.

03Supplier to transact withIRT via CSP

02Transition period -Supplier to continue to send invoicesto IRT Accounts Payable

4 Step - Supplier Transition Plan to CSP

01Supplier Invitation to register to CSP

Invitation to Register to Coupa Supplier Portal (CSP) via the link sent by IRT. Complete CSP Profile.

ACTION: Compulsory for Supplier to Join CSP to Manage Compliance Certificates.

Suppliers to continue sending invoices as normal.

ACTION:Supplier to follow new process of submitting invoices to IRT.

Coupa is Live. Supplier to set up Notification Preferences in CSP to avoid missing order requests or information from us.

ACTION: Supplier to set up Notification Preferences about POs and Invoices.

Supplier to continue using CSP to transact.

ACTION: Supplier to refine there CSP profile.

An improved

Supplier

experience…

12

Basware and IRT Supplier Portal

turned off

Friday 3 September 2021

Step 1 - Supplier registered to CSP by recommended date.

Step 2- Transition period Supplier to continue sending invoices to Accounts Payable

Monday 6 Sept 2021

Go-Live

Supplier Transition from Old System to New Systemby using CSP

Ongoing

2021

Step 1- Supplier to register to CSP

Friday 27 August 2021

CSPCSP

How to register to the Coupa Supplier Portal (CSP)

IRT will send an invitation to you to join the CSP from Friday 27 of August 2021. This invitation will be sent to you via email from a Coupa Supplier Portal mailbox and will contain a unique link to register. Please click the link you receive in that invitation. Click Join Coupa.

13

Coupa Supplier Portal (CSP)

01Supplier Invitation to register to CSP

Invitation to Register to Coupa Supplier Portal (CSP) via the link sent by IRT.

ACTION: Compulsory for Supplier to Join CSP to Manage Compliance Certificates

14

Invitation to Register to Coupa Supplier Portal (CSP) via the link sent by IRT.

Recommend to register to CSP to ensure you are able to transact with IRT going

forward.

Suppliers must as a minimum, use CSP to update expired certificates e.g. insurances.

Friday 3 Sept 2021

Recommended date to complete CSP registration

Step 1- Compulsory for Supplier to register to CSP forCompliance Certificates

Commencement of CSP registration

Friday 27 August 2021

01Supplier to Register to CSP

CSP

Coupa Supplier Portal replaces

the IRT Supplier Portal for

managing Supplier information

including:

• Contact details

• Bank details

• Compliance certificates

(Insurances)

• Please refer to User Guide –

Coupa Registration

providing clear instructions

on how to register to CSP.

Invitation to Register to Coupa Supplier Portal (CSP) via the link sent by IRT.

ACTION: Compulsory for Supplier to Join CSP to Manage Compliance Certificates

02Invoices tosend to IRT Accounts Payable

Step 2- Transition period - Supplier continue to

send invoices to IRT Accounts Payable

Supplier invoices.

ACTION:Supplier to follow new process of submitting invoices to IRT

Continue to send invoices as per current process.

Invoices will be approved and paid according to payment terms.

Prior to 6th September Invoices to be sent to

Accounts Payable

Coupa will commence sending purchase orders from Monday 6th September.

Sending invoices for Coupa Purchase Orders, Supplier to use the Coupa Supplier Portal or the purchase order emailed via Coupa to be used to submit invoices to IRT

If the Supplier invoice is not linked to a Coupa purchase order, Supplier to send invoice to IRT Accounts Payable as normal

Invoices will be approved and paid according to payment terms.

From 6th September Invoices for Coupa Orders to be issued using Coupa

03Supplier to transact with IRT via CSP

Step 3- Supplier to transact with IRT via

CSP

Coupa is live.Supplier to set up Notification Preferences in CSP to avoid missing order requests or information from us.

ACTION: Supplier to set up Notification Preferences about POs and Invoices.

Please refer to User Guide – Supplier CSP Profile

providing clear instructions on how to update your

Notification Preferences to receive information about

expired certificates, POs and invoices.

Further Information

• Suppliers - Coupa Success Portal

• Watch this brief introduction video of CSP https://success.coupa.com/Suppliers/For_Suppliers/Coupa_Supplier_Portal/Additional_Resources/CSP_Videos#Intro

• Please refer to user guides that are available on the IRT Supplier internet page

• For invoice enquiries - accountspayable@irt.org.au

• For Coupa registration - suppliermgmt@irt.org.au

17

Thank you!

18