1. ALLIANCE VENDOR WEBINAR -- Annual Spend

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

3. INTRODUCTIONS Kelly Reilly - Procurement Manager
Dalia Quintero - Procurement and Operations Coordinator
Contact Us: -
Phone
Kelly
Dalia ext 1013
Not on the call- Accounts Payable
Payment Status updates -
Phone ext 1024

4. 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

5. 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

6. CLICK ORDERS IN COUPA
Open Orders
Click Create Invoice

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

8. 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

9. NVoicePay Frequently Asked Questions9

10. 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

11. 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

12. 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 or via at

13. 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 or via at

14. COUPA FREQUENTLY ASKED QUESTIONS14

15. 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 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)

16. REMIT TO ADDRESSES/ LEGAL ENTITY ERROR

17. 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

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

19. DISPUTED INVOICES
Click Resolve
Review the reasons why

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

21. ADD ANOTHER USER TO YOUR SUPPLIER PORTAL
Do you have separate PO and billing 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

22. 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