Coupa FAQs

Coupa is a cloud-based source-to-pay tool with an easy-to-use interface that makes it simple for suppliers to connect with FirstEnergy Companies. Sourcing events, purchase orders, invoices, and communications are managed through the Coupa Supplier Portal.

Here are some useful links with information on the Coupa Supplier Portal:

For Suppliers | Coupa

FAQ | Coupa Suppliers

Help | Coupa Suppliers

If you need Coupa assistance or support, please reach out to supplier@coupa.com.

Coupa Sourcing works best with Chrome.

FirstEnergy requires suppliers to: keep their company information up to date, submit bids/proposals, collaborate on contracts, acknowledge and manage purchase orders, and submit invoices electronically through the Coupa. Using the CSP is free and easy and will allow you to:

• Manage your company information
• View purchase orders
• Create electronic invoices
• Check status of invoices

No.  You are not able to transact as you have in the past.

FirstEnergy now uses Coupa as its Source to Pay system.  Sourcing bid events, contracting, new Purchase Orders and associated invoices must flow through Coupa. Supplier onboarding and information management is also completed in Coupa.

There are two ways:

Email - You do not need to have a Coupa account or access to the Coupa Supplier Portal (CSP) to take part in sourcing events. You can access an event directly from your sourcing event email invite.

Login to CSP - If you sign in and you have been invited to or responded to multiple events, you can see a table with all the events you have access to. When you click on an event link, you can see the event details for that event. Above the table, you can see the invitation of the most recent event that you have been invited to.


Important note about the use One Time Passwords (OTPs):

If you were invited to participate in a sourcing event, you will receive an invitation email, including all the important information about the event and a link to access it. Each time you try to access the sourcing event using the link on the invitation email, an email with the OTP is sent, if the previous OTP has not expired yet. After you click the link in the invitation email, you are asked to enter the OTP before you can access the sourcing event. The OTP expires after 15 minutes or as soon as you use it.

Follow the steps below:

1. Receive an email from FirstEnergy inviting you to participate in a sourcing event.
2. Follow the instructions in the email to go to the event.
3. Accept the Terms and Conditions.
4. Click on the activated Enter Response button at the bottom of the page to view details of the event.
5. Click on the My Response tab.
6. View/download all attachments.
7. Upload any response attachments.
   NOTE: Coupa Sourcing does not support .zip or .exe files for security reasons.
   NOTE: The file size limit is 250 MB per upload. The recommended number of attachments is 20 - 40.
8. Complete all requested information.
   NOTE: be sure to save responses in each section.
9. When done, click Submit Response to Buyer
10. After submitting your response, the "Response submitted to Buyer" notification is displayed on a green bar for approximately 5-10 seconds.
11. To double-check if your response was received, check the History at the bottom of the page.

After accessing the event, you can communicate with the event organizer through the Message Center on the bottom left. Also, if you reply to the original email invite, your email is sent to the event organizer. 

You receive emails periodically reminding you that an event is about to end. If you haven't submitted your response, you need to respond within the last day of the event. If you have responded, ignore the reminder emails.

Review the CSP Sourcing documentation. If you can't find the solution to your problem, contact sourcing.support@coupa.com.

Supplier may decline participation in a sourcing event directly from the event invitation email or the event landing page.

• From the event invitation email, Suppliers can decline participation by selecting the new option I decline to Participate.
• Once logged into the Coupa Supplier Portal (CSP), Suppliers can verify that I decline is selected from the Do you intend to participate? dropdown. This option is selected by default. A reason for declining is mandatory.

Once declined Supplier does not receive event notifications.

FirstEnergy is notified when a Supplier declines participation.

*If decline was made in error or needs reversed, Supplier must contact their FirstEnergy contact to update to undecline status.

To create electronic invoices in the Supplier Portal, start by signing onto the portal at https://supplier.coupahost.com. If you forget your password, click on the link to reset your password.

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

There are two ways to create an invoice from within the Coupa Supplier Portal (CSP):

1.) Create an invoice via Orders menu: On the main menu, click on the Orders tab. If you are connected to more than one Coupa customer, select FirstEnergy from the Select Customer 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. 

Note: the yellow icon creates invoices, while the red creates credit memos. 

2.) Create an invoice via Invoices menu: select Invoices and click on the button: Create Invoice from PO. There is also an option to click Create a Credit Note.

A new screen will open for you to select the respective invoice or PO.

Coupa provides status updates via email confirming the invoice receipt, approval and payment. For most suppliers, eInvoice creation should take no more than 5-10 minutes. 

Note: you must attach a PDF copy of the invoice using the “Attachments” field. 

Yes, a PDF copy of the invoice MUST be attached. Log in to the CSP to create an invoice and attach the PDF. 

The linked Job Aid provides guidance to suppliers on how to view which invoices have been paid.

NOTE: Remittance information can only be viewed in the Coupa Supplier Portal (CSP). It may take up to 48 hours for a payment to appear in the CSP after it has been processed.

NOTE: Suppliers may see two tabs in the Coupa Supplier Portal: Payment Receipts and Payments. These tabs ONLY appear for customers using Coupa Pay. FirstEnergy is NOT using Coupa Pay, so suppliers will need to use the steps below to view payment information.

In order to select a “Legal Entity” on an invoice, Suppliers must allow FirstEnergy to see your “Legal Entity”. Linked Job Aid (attached) details how to allow this access.