National Grid Supplier Enablement

Summary

National Grid -Supplier
Enablement
Frequently Asked Questions for Suppliers
National Grid
11/16/2018
Frequently A sked Q uestions
As part of our continuous engagement with our suppliers, National Grid has put together various frequently asked
questions suppliers would like answered about Coupa. We have grouped these questions and provided responses

Contents
Introduction ...................................................................................................................................................................... 2
Coupa Supplier Portal ....................................................................................................................................................... 3
Purchase Orders ................................................................................................................................................................ 4
Invoices ............................................................................................................................................................................. 6
Catalogues....................................................................................................................................................................... 10
Legal Tracker ................................................................................................................................................................... 11
Other Questions: ............................................................................................................................................................. 12
Glossary/Acronyms ......................................................................................................................................................... 15
Introduction
What is Coupa?
The Coupa system is cloud-based purchase-to-pay tool which will allow National Grid to connect directly with our
suppliers. Through Coupa, we will be able to raise and issue purchase orders to our suppliers and offer our users
visibility of the products and services being supplied by you

Through joining the Coupa Supplier Portal (CSP) as a National Grid supplier, you will be able to view and
acknowledge your purchase orders, submit invoices and view your invoice status’ in real time

There is no cost for registering and using the CSP and no additional software is required

What are the benefits of using Coupa?
The major benefits of the introduction of Coupa are:
- To improve the purchase to pay process, making us an easier organisation to transact with
- Reduce costs of transactional processes for both ourselves and our suppliers
- Eliminate the use of paper when issuing purchase orders and receiving invoices
- Improved operating efficiency and business relationships
The benefits to your business:
- Immediate receipt of electronic purchase orders
- Acknowledge and comment on a purchase order electronically through the CSP
- Visibility of all purchase orders through the CSP
- Flip a purchase order to create an invoice, which provides a guaranteed invoice match to the purchase order
- Real time visibility of invoice status – improved transparency which removes the requirement for you to track
down the status of your invoice

Coupa Supplier Portal
How do I sign up to the Coupa Supplier Portal (CSP)?
To sign up to use the National Grid Coupa Supplier Portal, you have to complete the registration process for Coupa
as laid out in this Quick Reference Guide Please ensure that you complete STEP 4, the Survey Monkey which will
ensure that we are able to link your supplier account with National Grid’s

We are already signed up to Coupa for a different customer. How do we link National
Grid to it?
Once you have completed Step 4 of the quick reference guide by confirming your existing Coupa sign-up credentials
which is your name and the email address used to sign-up to Coupa. We will then link your account with National
Grid

How do I know that I have successfully registered on the Coupa Portal?
You can use your newly created log-in credentials to access the Coupa Supplier Portal. If you can enter the CSP then
your registration has been successful
If we sign up after the Go-live date how long will it take to link our account with National
Grid?
We will aim to link you with National Grid within 48 hours of you completing our Survey Monkey

Is it mandatory to sign up to Coupa?
Moving forward any new agreements we let with suppliers will contain provisions to support National Grid’s way of
working which will include the use of the Coupa supplier portal

Will National Grid still use Achiles Utilities Vendor Database (UVDB)
National Grid will still use Achilles to identify suppliers for sourcing activities. The Coupa system is replacing our
existing purchase to pay platform which covers raising of requisitions, issuing of purchase orders and invoice
creation/ submission

Will Coupa be replacing Ariba & Egress systems?
The Coupa system will not be replacing Ariba or Egress. National Grid will still use Ariba to undertake sourcing
activities and Egress to issue commercially sensitive documentation externally

As quotations are submitted to the Coupa Portal, will there subsequently be visibility of
status of the Quote?
Coupa will only be used for Spot Buys which are cut down versions of a RFQ, RFI or RFP process. Coupa will not
impact existing RFX processes

Where do I find Coupa’s terms and conditions?
Click on the admin tab from the Coupa homepage, then on Terms of Use on the left hand menu

I have multiple Coupa accounts. Can I merge them into one?
Yes, on the homepage there is a button labelled “merge requests” where you are able to request accounts to be
merged

We have consolidated vendor numbers under 1 CSP account, what impact will this have
on us?
Purchase orders for those vendor numbers will be released into the same Coupa account. You can filter on the
order’s tab between purchase orders raised under different vendor numbers

What password do additional users need to enter when added to an existing CSP
account?
Additional users can log into the portal using the same password that was used to create the Coupa account initially

I have not been linked to National Grid despite completing the Survey Monkey, is there
anything else I need to do?
When you are linked to National Grid, you will receive an email on the date the linking is taking place. You will need
to click on a link within this email to confirm the linking of your organisations account to National Grid

You will also need to set-up e-invoicing via the admin section and assign National Grid as a customer

If you still can’t see National Grid as a customer please email: [email protected]
Where it says ‘Initiate Merge Request’ what email address do I enter here?
This will be the email address of the account that you want to merge with the account you are currently logged into

Purchase Orders
How will I receive my purchase order once National Grid has gone live with Coupa?
Suppliers will receive purchase orders by logging into the CSP and viewing orders under the orders tab. You will
receive an email notification that a new purchase order has been submitted by National Grid

If we are asked to perform extra work during an existing contract which has started do
we have to have a new purchase order number for the extra work or is it to be added to
the original purchase order?
We will either issue a new purchase order or amend the existing PO. This process can be agreed between yourselves
and the relevant National Grid buyer

We currently have a lump sum under one PO number to cover the whole contract. Will
each individual job covered need a separate PO?
National Grid will be able to release an amount based order and you will be able to part deliver/ invoice against
these

Can a supplier acknowledge a Purchase Order through Coupa?
Yes, a Purchase Order can be acknowledged through Coupa by accessing the order and clicking the ‘Acknowledge
Order’ button. This will send a notification to the National Grid requisitioner informing them that the order has been
acknowledged by the supplier

When you acknowledge the order is that acknowledging receipt of the order or
everything on the whole order?
When you acknowledge an order in the CSP you will acknowledge everything on the order

Will PO values sometimes be hidden?
Yes, purchase order requisitioners can choose to hide the value of a purchase order before it is released to you

Will we still receive purchase orders via email?
You will receive a notification via email that a PO has been released in Coupa. You will then need to login to Coupa to
view that purchase order

Can you change who receives PO’s via email from within the system?
Yes, on the orders tab on the homepage, there is a box called ‘Configure PO Delivery” where you can edit the email
address’ that will receive purchase orders

Will there be a change in the PO format which can be downloaded from the Coupa site?
Yes, you will be emailed a printable version of a PO when it is released & be able to view it in Coupa. It will still have
all the information that was on PO’s previously

We have bespoke questions and information on the National Grid purchase order that
end users must answer, will these appear on this system?
Please send any bespoke questions/ information that you require to be captured on your PO to the following email
address: [email protected]
How those Call off PO’s will be handled on Coupa & then turned into invoices as we never
know what quantity we’re delivering?
All that needs to be done is for you to ask the requisitioner of the original purchase order to make a revised version

Purchase orders can be edited even after they have been actioned against

If we are getting a large number of PO’s in, is it possible to consolidate them under 1
invoice via the CSP?
Yes, it will be possible, our consolidated billing process will not be changing but liaise with your National Grid
buyer/contract manager for guidance

Will we be informed each time one of our existing POs is migrated across to Coupa?
We are still working through this process but will keep you informed as a supplier around the plans for existing PO’s
to be migrated to Coupa in 2019

Invoices
How do I submit my invoice to National Grid?
Invoices can be submitted to National Grid in a number of ways:
- Through utilising the PO flip functionality within the CSP. This action will flip the purchase order into an invoice
which can be submitted through the CSP
- Submitting invoices in PDF format via email to the designated National Grid email address
- Through cXML (if system to system integration has been established)
Can I still submit paper invoices to National Grid?
No. With immediate effect we will no longer be accepting paper invoices. National Grid will still accept PDF invoices
emailed to [email protected]. However our long term goal is to receive invoices through the Coupa
Supplier Portal only

How should a supplier be submitting consolidated invoices once Coupa has gone live?
Consolidated invoices will still be issued to National Grid via email submission, including the necessary backing data
to accompany your invoice
Can we attach documents to the CSP invoice?
It is possible to attach invoice backing data/information to a CSP invoice, however the National Grid Coupa system
does not require any PDF invoice attachments created from supplier systems to be attached

How do we query delayed payments?
Invoice queries can still be raised via our off shore team within National Grid Business Services. The Coupa Supplier
Portal will also provide additional communication functionality that will assist you in raising queries in relation to
payment of invoices

If an invoice is saved as draft in the CSP, will it allow you to modify before submitting?
Yes, you will be able to modify draft invoices before submitting. Draft invoices will save automatically under the
‘Invoices’ tab

Will the CSP provide us a consolidated view of all invoices with payment dates and how
long we will we be able to download the data for?
The CSP can be used to view the current status of all invoices submitted to National Grid for all time

If any invoice is rejected in the Coupa Supplier Portal will a reason be provided for
rejection?
If National Grid rejects an invoice, commentary will be added within the CSP as to the reason for the rejection by the
person who has rejected the invoice

Can we apply different payment terms to different invoices?
No, the payment terms are determined by the vendor record and the commercial agreement that you have
negotiated with National Grid

Can I still part invoice against a purchase order in the CSP?
Yes, Coupa provides the functionality to part invoice. Purchase orders can be raised either via a quantity based PO
or an amount based PO. It is suggested you discuss with your Procurement team contact to ensure the PO is
structured correctly to enable you to part invoice against it

What happens when an invoice is generated against a purchase order that doesn't display
any value?
If the price on the purchase order is hidden, you will still be able to flip the PO into an invoice and manually enter an
invoice value before submitting through the portal

Can multiple deliveries/invoices be assigned against a purchase order?
The CSP allows a supplier to raise multiple deliveries/invoices against a purchase order

Can one invoice cover multiple purchase order lines?
One invoice can only cover one purchase order across multiple lines. One invoice cannot cover multiple purchase
orders

Can part quantities be invoiced against a purchase order?
Yes. You will be able to amend the quantity supplied on your invoice if the relating order has been part shipped

How are invoice queries going to be dealt with in the CSP?
Coupa is a self-service system and as such there will be requestor information on the initial purchase order so that
you are able to chase or follow up. There is also a comments function which enables you to comment against a PO or
invoice that is fed directly back to National Grid. This is an auditable track of communication which can be used to
resolve any PO or invoice questions

How do we include retention within our invoicing?
There will be no change to how retentions are managed once we have migrated to Coupa. If you submit a payment
application currently you will continue to do this through conject and submit invoices through the Coupa Supplier
Portal once your payment application has been approved

My invoices show quite a detailed breakdown re: rates charged per person, how can I
show that on this system?
The supporting documentation relating to time and materials can be attached to your invoice within the Coupa
Portal

If you currently provide National Grid a consolidated invoice (one invoice with multi line backing data on a separate
document), please continue to issue these via email until further notice

Our computer system automatically emails invoices. Will this have to change?
National Grid will still accept invoices sent in PDF format to our designated email address. However, we will be fully
migrating our invoice receipt process into Coupa during the course of 2019

When you flip a PO to create an invoice is there a facility to invoice for additional items or
do you have to obtain a PO for all additional items?
There is no option to add additional invoice lines, including shipping. All items must be included on the purchase
order issued by National Grid

If there is no shipping charge advised on the purchase order and shipping is to be paid by National Grid in
accordance with any contractual arrangement, suppliers will be required to contact the requisitioner and inform
them that an additional line for shipping must be added to the purchase order

The purchase order will need to be amended by National Grid, approved and re-issued to suppliers in order for
shipping to be invoiced

Will invoices from National Grid’s current system be migrated across to new system?
Not immediately. There will be a transition period where both systems will be operating in parallel

In the short term, all existing purchase orders will remain in our current system and invoiced as per National Grid’s
designated invoice channels. It is our intention to operate two systems until March 2019. Any open purchase orders
live in our existing system come this time will be migrated in Coupa. Suppliers will be advised of this action in
advance, along with being provided new purchase orders numbers

Do I need to attach a copy of our own system generated invoice to the Coupa invoice
template?
There is no requirement for suppliers to attach a copy of their internally raised invoice to the invoice created in
Coupa. However, if suppliers wish to do this, these can be included by uploading a PDF document as an attachment

Has the email address changed for when we need to send invoices via PDF?
Yes, the new email address is [email protected]
Can we submit invoices for old PO’s not in the Coupa system?
No, you will need to email these invoices via PDF to [email protected]
I am trying to input an invoice into Coupa, what tax description code do I need to use
next to the VAT rate?
You should check with your finance team or alternatively you can enter NA here

Will the invoicing address’ for National Grid all be the same within Coupa?
The main National Grid invoice address is National Grid, Shared Services, PO Box 7004, Wolverhampton, WV1 9YR
which will be the same for all invoices. There will be multiple ship to address’ within National Grid that could be
given on a purchase order
Will we receive confirmation for the receipt of an invoice once submitted?
Yes, an automatic email will be generated by Coupa to confirm the receipt of an invoice

Do we need a GB VAT number if we are invoicing from outside the UK?
You need to provide a GB VAT number if you are registered for VAT in the UK and charging UK VAT

If an invoice has been paid, can a credit note still be raised?
Yes, credit notes can still be raised against invoices that have been paid. Purchase orders can also be revised and
edited even after invoices have been paid to align them to invoices if necessary

How do we handle invoicing in different currencies?
When creating an invoice there is a currency option you can edit. You will be required to have an up to date
exchange rate to enter when switching between currencies

Can you invoice against more than the corresponding PO value?
Yes, you are able to invoice for more than the PO value when creating an invoice against a PO

Will you be allowed to backdate an invoice in the system?
Yes, there is functionality to do this if agreed with the relevant National Grid customer

How can we get pdf copies of the invoices or credit notes we generate on the portal?
If you click into the relevant invoice via the invoices tab, there will be an option there to download the legally
compliant invoice that has been created as well as view & download credit notes against it

Will there be a time limit on invoicing against a PO?
Not that is dictated by the Coupa system

When will be able to submit invoices via email up until?
We are looking to for all invoices to be sent via Coupa by the middle of 2019 but this is to be confirmed

Where should backing sheets be sent going forward?
Backing sheets can be attached to an invoice during invoice creation or can be emailed with invoices to
[email protected]
Who do I contact if an invoice isn't approved or paid in a timely manner?
First point of call would be to check the invoice status in Coupa & then email the relevant National Grid requistioner
for the aligning purchase order. If you feel you need to escalate further please email
[email protected]
If any invoices are sent by post to NG after 19th November, will they not be paid?
They will continue to be paid for a small period of time but if suppliers continue to do this for a long period of time
they be rejected as we close down the paper invoicing process

Can you see payment dates against invoices?
Yes, in the Coupa Supplier Portal, you can see both the predicted payment date and the actual payment date
What if the VAT is incorrect on an invoice, can we amend it on the Coupa system?
It is the supplier’s responsibility to charge the correct amount of VAT. Errors can be corrected via credit notes

Is it possible to change the “Invoiced From” address on the invoicing page?
Yes, this can be edited by editing the legal entity you have created under the e-invoicing setup within the admin
section of the portal

Catalogues
How will the existing catalogues work with the CSP?
Catalogues will be uploaded and maintained by suppliers through the CSP

Can we add images for our catalogue items?
Suppliers can include URL links to images within their catalogue files. The Coupa system is unable to host jpeg or pdf
images

How can we capture the additional P&P/shipping costs on our catalogue?
Any additional shipping charges must be added by the National Grid requisitioner as a free-form line on the purchase
order. If shipping has agreed to be charged and it is not present as a line on the purchase order, suppliers are
required to contact the National Grid requisitioner in order for them to issue an amended purchase order with
shipping charges included

Under our current contract we provide products that we believe could be purchased by a
catalogue. How do we put a catalogue in place?
If you believe your product offering is suitable for a hosted catalogue, you should first contact either your National
Grid contract manager or buyer to discuss further. A catalogue template can then be created and uploaded into
Coupa

How do we update and add to the catalogue?
We have put up an external training video on our supplier website here that outlines this process

If something is not in the catalogue, can it be requested, if so how is this done?
Yes, please reach out to the tactical procurement team with your request

Legal Tracker
Will Legal Tracker still be used once Coupa is in place?
Legal Tracker will still be used by Legal to instruct our panel firms, for budget quotes, for panel firms to raise invoices
and for tracker to check invoices for expense and fee earner violations
I use Legal Tracker today. Do we still need to register on the Coupa Suppier Portal?
Yes. You will still use the CSP to manage purchase orders issued by National Grid and view the status of your
invoices

Are invoices raised in Legal Tracker going to be transferred into Coupa so we can view the
status of them?
Yes, they will be pushed into Coupa once created in legal tracker for you to be able to view and track the status of
them

National Grid - Supplier Enablement Frequently Asked Questions for Suppliers National Grid 12/20/2018

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Frequently Asked Questions

How do i become a supplier to national grid?

Learn more about National Grid including what we buy to our supplier eligibility requirements. The first step to becoming a supplier is registering your business and the products and services you offer. Once you’ve begun to work with a procurement specialist to become an approved vendor or supplier you’ll need to complete your enrollment.

Why am i getting a bill from national grid?

Some ESCOs have their charges included on your National Grid bill, while others will send you separate bills for the gas you use. In either case, you will continue to receive a bill from National Grid for delivering the gas, metering, and other services and taxes that we are required by law to collect.

How do i choose a gas supplier?

National Grid provides your gas delivery, no matter what company supplies your gas. How do I choose a supplier? As when making any major purchase, be sure to choose a gas ESCO carefully: The ESCOs you contact are should be authorized to sell gas in your area. See our list of authorized ESCOs.