ALLIANCE VENDOR WEBINAR -- Annual Spend 09.05.18

AGENDA Introduction What is Annual Spend? Annual Spend Next Steps NVoicepay FAQs Coupa FAQs Question and Answer

INTRODUCTIONS Kelly Reilly - Procurement Manager Dalia Quintero - Procurement and Operations Coordinator Contact Us: Email - procurement@laalliance.org Phone Kelly - 213-605-4813 Dalia - 213-943-4930 ext 1013 Not on the call- Accounts Payable Payment Status updates Email - accountspayable@laalliance.org Phone - 213-943-4930 ext 1024

WHAT IS AN ANNUAL SPEND VENDOR An annual spend vendor that we have regular purchases with through the year. We will be creating a blanket PO for All Annual Spend Contracts A blanket PO is an estimate of this year’s spend in one Purchase Order Note: All purchases need to have a quote or contract before the work is done. The only exception to this is for an emergency. Lack of planning does not constitute an emergency Vendor Type Is Annual Spend Is not Annual Spend Transportation Regular bus Route Field Trips Nutrition Regular food service Catering Substitutes All services in blanket PO Security Sped Services Uniforms All uniform purchases

ANNUAL SPEND NEXT STEPS Log into Coupa In the coming weeks, you should see a PO Create an incremental invoice for each PO Include the month and service the PO is being submitted for

CLICK ORDERS IN COUPA Open Orders Click Create Invoice

FILL OUT THE WEB FORM Fill out the Invoice # Populate the invoice Date Attach the invoice your company generates

EDIT THE LINE ITEM Change the Description of the Line to reflect the month or period Change the Amount of the line item to match the invoice Click Calculate Click Submit

NVoicePay Frequently Asked Questions 9

WHAT IS NVOICEPAY? Electronic Payment, Options include: Direct Deposit / ACH: Payments go directly to your bank account Card Payments (Mastercard, Visa, Amex): Payments are transferred to a card under your name Benefits Include: Expedited payments No lost checks Reduced bank fees

HOW DO I SIGN UP FOR DIRECT DEPOSIT? Enroll in electronic payment: Fill out this form Be sure to select ACH and not Mastercard note, If you select Mastercard the system will automatically default to that

WHY AM I GETTING MASTER CARD PAYMENTS? You may have added both Mastercard and ACH To change this, you must contact Nvoicepay directly, who we have selected to handle our electronic payments, at 877.626.6332 or via email at vendorsupport@nvoicepay.com.

I THOUGHT I SIGNED UP FOR DIRECT DEPOSIT BUT I’M STILL GETTING PRINT CHECKS To change this, you must contact Nvoicepay directly, who we have selected to handle our electronic payments, at 877.626.6332 or via email at vendorsupport@nvoicepay.com.

COUPA FREQUENTLY ASKED QUESTIONS 14

Coupa Supplier Portal (CSP) COUPA REVIEW We ask that all Annual Spend Vendor register for the Coupa Supplier Portal. With this option, you should have received an email invite to register on the CSP. You can log in to the CSP to view purchase orders as well as create and send invoices electronically. A member of your accounting department should be registered to upload and send invoices Coupa Supplier Portal (CSP)

REMIT TO ADDRESSES/ LEGAL ENTITY ERROR

ADD LEGAL ENTITY Did you get this error? Instructions on the Procurement page of the Alliance Website > Additional Resources > Download the Legal Entity Fix PDF

LINKED BILLING ACCOUNT IS INACTIVE ERROR Did you get this error? This happened to some of our POs after an update to our budgets Email procurement@laalliance.org with the PO number

DISPUTED INVOICES Click Resolve Review the reasons why

DISPUTED INVOICES Click Correct Invoice or Void Clicking Correct Invoice will make the invoice a draft form Make edits and Re-Submit

ADD ANOTHER USER TO YOUR SUPPLIER PORTAL Do you have separate PO and billing email address? Invite them to the Supplier Portal Instructions on the Procurement page of the Alliance Website > Additional Resources > Download the Coupa Supplier Portal PDF > Page 6

QUESTIONS Unmute yourself or type questions into the chat. Make sure Dalia can see them Kelly will answer them in the order they were received