Coupa Training Portal

Coupa is CBRE’s ecommerce solution for purchasing, invoicing and payments. Provided at no cost to suppliers, Coupa offers:

• Seamless processing
• Faster payments
• User-friendly buying channels
• Quick and easy electronic invoice submission
• Ability to flip purchase orders into invoices
• Full-integration capability for high-transaction suppliers
• Online, 24/7 access to invoice status in real time, in addition to existing help desk numbers
• Ability to submit advanced shipment notifications
• Minimized invoicing errors

Note: CBRE is currently transitioning to Coupa in phases. Please pay close attention to communications regarding additional deployments and react only to the scope outlined in the communication.

There are several ways to register on the Coupa Supplier Portal:

1. CBRE-created invitation
   
   

   Ask CBRE to send you an invitation to the Coupa Supplier Portal.(GWS U.S., Canada, GWS APAC, Corporate/Advisory APAC, Corporate U.S., LATAM, Corporate/Advisory EMEA, GWS EMEA)

2. Self-created invitation
   
   

   For the detailed and downloadable job aid, please click here.

   Visit supplier.coupa.com and in the Register pane on the left, fill in the mandatory email field (marked with an asterisk). Click Register to request an invitation.

   

   In both cases, you will receive an email with the subject line Action Required: Click Link to Join Coupa containing instructions and a link to validate your information and create your account.

   If you don't receive your invitation email, check your spam folder.

3. PO notification email
   
   

   If you are not linked to the Coupa Supplier Portal, you can create an account using your PO notification email. Select the Create Account button in your PO notification email.

   

   If you are already linked to the Coupa Supplier Portal, you will see the Login button instead of Create Account.

   Clicking on the Create Account button directs you to create an account on the Coupa Supplier Portal.

4. Forwarded invitation
   
   

   You can invite others to the Coupa Supplier Portal by forwarding them your email notification with the Create Account button or by sending them an invitation from the Create Account page.

   You can forward the invitation only to email addresses within the same domain.

   An invitation to the Coupa Supplier Portal is sent to the email address you specified.

   When the invited user clicks on the link in the email, the user is directed to create an account.

   If the user is already linked to the Coupa Supplier Portal or tries to create an account from an expired invitation, the user is directed to the Register / Login page where a red message bar displays the following: "Your invitation has expired or already been activated."

   Invitations to the Coupa Supplier Portal expire after 30 days.

Training guides are listed by topic for easy reference. Each tab contains detailed instructions and a video. If you need further assistance, contact your Coupa support team.

Frequently asked questions are listed by topic for easy reference. If you don’t see the answer to your question or need further assistance, contact your Coupa support team.

General

What is Coupa?

Coupa is CBRE’s selected enterprise Procure-to-Pay (P2P) solution that offers the ease of an e-commerce shopping experience for procurement and invoicing while providing better spending visibility, a vendor portal and electronic invoicing.

What invoice processes is Coupa replacing?

Corporate / Advisory EMEA

CBRE will provide an additional invoice channel that supports e-invoicing. Post December 7th, 2020, you can submit your invoices through Coupa Supplier Portal (CSP) or Supplier Actionable Network (SAN). To take full advantage of the system, you are encouraged to register to Coupa Supplier Portal in time for go-live at no cost to them.

GWS EMEA

CBRE will provide an additional invoice channel that supports e-invoicing. Post November 1^st, 2021, you can submit your invoices through Coupa Supplier Portal (CSP) or Supplier Actionable Network (SAN) for the ff countries: Spain, Spain (Sades), Denmark, Norway, Finland, Poland, Austria and Sweden. To take full advantage of the system, you are encouraged to register to Coupa Supplier Portal in time for go-live at no cost to them.

https://supplier.coupahost.com/

Alternatively, you can also submit via Canon mailbox -

• Germany - [email protected]
• France - [email protected]
• Poland - [email protected]
• Netherlands - [email protected]
• Belgium - [email protected]
• Luxembourg - [email protected]
• Austria - [email protected]
• Italy - [email protected]
• Sweden - [email protected]
• UK - [email protected]
• Ireland - [email protected]
• Denmark - [email protected]
• UAE - [email protected]
• Czech - [email protected]
• Switzerland - [email protected]
• Spain - [email protected]

   

For Invoice and Payment Questions, suppliers may contact -

• France - [email protected]
• Germany - [email protected]
• Poland, Netherlands, Belgium, Luxembourg, Austria, Italy, Sweden, UK, Ireland, Denmark, UAE, Czech, Switzerland, Spain, Sweden - contact your PO requestor

Corporate U.S.

For invoices currently submitted to CBRE, Inc., Coupa will replace the following invoicing channels:

• Invoices emailed or physically mailed to your local CBRE property or service location
• Invoices emailed to [email protected] using the following format: USPROC_Scanned Date (YYYYMMDD)_CBRE Email Address Batch Number for that date
• Invoices physically mailed to one of the PO Boxes below:
  
  

  Central Region (IRC Code#)
  PO Box 2075
  Warren, MI 48090

  Western Region (IRC Code#)
  PO Box 2071
  Warren, MI 48090

  Eastern Region (IRC Code#)
  PO Box 2077
  Waren, MI 48090

  Subsidiary's (IRC Code#)
  PO Box 2079
  Warren, MI 48090

  Corporate Overhead (IRC Code#)
  PO Box 2080
  Warren, MI 48090

  Procurement (IRC Code#)
  PO Box 2089
  Warren, MI 48090

GWS APAC

For invoices currently submitted to CBRE GWS HOLDING (S) PTE. LTD, Coupa will replace invoices that are emailed to [email protected] (Note: This email address will be decommissioned in 2019).

GWS Australia

For invoices currently submitted to CBRE (GCS) Pty Ltd, Coupa will replace the submission of physical copies of Original Invoices or Certified True Copies (CTC) to repspective sites.

GWS Japan

For invoices currently submitted to CBRE K.K., Coupa will replace the submission of physical copies of Original Invoices or Certified True Copies (CTC) to respective sites.

GWS Korea

For invoices currently submitted to CBRE Korea Co.,Ltd, Coupa will replace the submission of physical copies of Original Invoices or Certified True Copies (CTC) to respective sites.

GWS Malaysia

For invoices currently submitted to CB Global Corporate Services Sdn Bhd., Coupa will replace the submission of physical copies of Original Invoices or Certified True Copies (CTC) sent to respective sites.

GWS New Zealand

For invoices currently submitted to CBRE Limited, Coupa will replace the submission of physical copies of Original Invoices or Certified True Copies (CTC) sent to respecitve sites.

GWS North America

For invoices currently submitted to CBRE GWS LLC, Coupa will replace the following invoicing channels:

• PO Flip via Paymodex
• EDI via Sterling
• Invoices emailed to an address ending in @ocisi.com
• Invoices physically mailed to PO Box 2942, Milwaukee, WI 53201

Contact Information

For Coupa questions regarding enrollment and enablement, contact the Coupa Supplier Enablement Team:

• Corporate/Advisory EMEA
• Corporate/Advisory APAC
• Corporate U.S.
• GWS, U.S., Canada
• GWS APAC
• GWS EMEA
• Latin America
• For Corporate U.S. invoice and payment questions contact the AP Help Desk here.
• For GWS APAC, CORP/ADV Malaysia invoice and payment questions contact the Finance Service Centre here.
• For GWS North America invoice and payment questions contact the CBRE Help Desk here or call +1 844 788 6819, option 2.
• For JDE U.S. and APAC, CORP/ADV India invoice and payment questions, contact your PO requestor.
• For Latin America (Chile, Panama, Peru, Costa Rica, Uruguay, Domincan Republic, Columbia, Argentina, Mexico) invoice and payment questions contact here.
• For Corporate/Advisory EMEA invoice and payment questions contact, contact
  • France - [email protected]
  • Germany - [email protected]
  • Poland, Netherlands, Belgium, Luxembourg, Austria, Italy, Sweden, UK, Ireland, Denmark, UAE, Czech, Switzerland, Sweden, Spain - contact your PO requestor

General Supplier Onboarding

Are suppliers required to sign up with Coupa?

To take full advantage of the platform and enable electronic transactions to flow to and from suppliers, selected suppliers will be enabled in Coupa in time for go-live at no cost to them. The Coupa Supplier Portal is a free tool for our suppliers to use and easily do business with CBRE.

How will suppliers benefit from Coupa?

Suppliers will be able to view purchase orders, set up delivery methods, create catalogs, send invoices and advance ship notices (ASNs), check transaction status and more. Key benefits of using the Coupa Supplier Portal include:

• Fast and free - Suppliers can register for the Coupa portal in minutes, and begin sending electronic invoices and tracking their status immediately, all with no fees.
• Supplier-actionable notifications – Instead of just sending messages, suppliers can enable action. For example, suppliers can flip a PO to an invoice right from their email
• Robust integration - Coupa’s integration team has the experience and tools to integrate selected suppliers using cXML, and the understanding to preserve and respect the integration work already built.
• Invoice to the inbox - Suppliers can email PDF invoices directly to the Coupa mailbox.
• Paper invoice friendly - Paper invoices will still be accepted.
• Self-serve supplier inquiry - All suppliers can have visibility into their orders, invoices and payments. Suppliers get more immediate answers and CBRE receives fewer inquiries.
• Ability to add punchout and static catalogs – CBRE encourages suppliers to work with us in developing service rate cards and product lists to be added to Coupa’s platform for easier purchasing by CBRE staff.

Account, Login and Registration

How much does it cost to join the Coupa Supplier Portal?

There is no cost to suppliers for the Coupa Supplier Portal.

Where can I register for the Coupa Supplier Portal?

You can send a request for an invitation to join the Coupa Supplier Portal from:

• [email protected] (GWS U.S., Canada)
• [email protected] (GWS APAC, CORP/ADV APAC)
• [email protected] (Corporate U.S.)
• [email protected] (LATAM Chile, Panama, Peru, Costa Rica, Uruguay, Dominican Republic, Columbia, Argentina, Mexico)
• [email protected](Corporate/Advisory EMEA)
• [email protected](GWS EMEA).

Visit the Coupa Success Portal for more information.

Can I flip a PO if I am not registered on the Coupa Supplier Network?

Yes. You can access your POs directly from your email inbox. CBREwill need to approve this function. For more information, please see the Supplier Actionable Notification (SAN) Training Guide.

I already have a Coupa account. How do I add CBRE?

To add CBRE to your Coupa account, send a request to:

• [email protected] (GWS U.S., Canada)
• [email protected] (GWS APAC, CORP/ADV APAC)
• [email protected] (Corporate U.S.)
• [email protected] (LATAM Chile, Panama, Peru, Costa Rica, Uruguay, Dominican Republic, Colombia, Argentina, Mexico)
• [email protected] (Corporate/Advisory EMEA)
• [email protected] (GWS EMEA).

Please include the email address you used for Coupa registration in your request.

Why haven't I received the email invitation to join the Coupa Supplier Portal?

If you have not received an email to link your account to Coupa, please check your spam/junk folder. If you still can’t find the email invitation, please follow the instructions in the previous question.

How do I register if I am a national account with multiple users?

If you are transacting with CBRE in multiple locations, it is extremely important to use your company’s primary contact email address when you register for Coupa. Please follow these steps:

1. Confirm your primary contact email address with the Coupa Supplier Enablement Team. Coupa email notifications will always be sent automatically to this email address.
2. Add additional users across your locations who require access to your Coupa account. These users will have full visibility into your PO queue, invoice and payment status.
3. After go-live, you can forward POs to the appropriate location contact based on the ship-to address on the PO.

Why can't I register for the Coupa Supplier Portal?

If you have received the email invitation with a link to register and are not able to register, please ensure the “I am not a robot” field is checked. If you continue to have issues, please contact [email protected].

How do I locate CBRE on the Coupa Supplier Portal?

Once you're signed in to the Coupa Supplier Portal, you will see a tab for CBRE.

If you don't have a CBRE tab, it's likely because you registered for the Coupa Supplier Portal using a different email address than CBRE used for your invitation. Contact [email protected] (GWS U.S., Canada), [email protected] (GWS APAC, CORP/ADV APAC), [email protected] (Corporate U.S.), [email protected] (LATAM Chile, Panama, Peru, Costa Rica, Uruguay, Dominican Republic, Colombia, Argentina, Mexico), [email protected] (Corporate/Advisory EMEA) or [email protected] (GWS EMEA) to receive another invitation using the email address you used for registration.

Where can I sign into the Coupa Supplier Portal?

You can sign in to the Coupa Supplier Portal here.

What do I do if I am locked out of the Coupa Supplier Portal?

Coupa uses two-factor authentication to protect you against fraud. For instructions on enabling or disabling two-factor authentication, click here.

If you need your six-digit backup validation code, contact [email protected]. You will be asked to complete a declaration form and provide either:

• A copy of your photo ID or passport OR
• Your Coupa Supplier Portal login email to verify your identify

Why am I not receiving the password reset emails?

Please check your spam/junk folder. If you still can’t find the email invitation, email [email protected] (GWS U.S., Canada), [email protected] (GWS APAC, CORP/ADV APAC), [email protected] (Corporate U.S.), LATAMsupplyc[email protected] (LATAM Chile, Panama, Peru, Costa Rica, Uruguay, Dominican Republic, Colombia, Argentina, Mexico), [email protected] (Corporate/Advisory EMEA), or [email protected] (GWS EMEA). Please include the email address you used for Coupa registration.

Invoices and Credit Memos

How do I create an invoice?

1. On the main menu, click on the Orders tab.
2. If you are connected to more than one Coupa customer, select their name from the Select Customer dropdown menu.
3. In the PO table that appears, choose the PO you want to invoice.
4. Click on the yellow coins to create an invoice.
5. Note: Visit the Coupa Supplier Portal here for more information.

How do I create a credit memo?

With a PO:

1. Click on the Orders tab on the main menu.
2. If you are connected to more than one Coupa customer, select CBRE from the Select Customer dropdown menu.
3. Choose the PO you would like to create a credit for and select the Red Coins.
4. Create a negative invoice with either a negative quantity or dollar amount.

How do I submit an invoice?

Your account needs to be configured to process invoices for CBRE. Contact (GWS U.S., Canada), [email protected] (GWS APAC, CORP/ADV APAC, [email protected] (Corporate U.S.), [email protected] (LATAM Chile, Panama, Peru, Costa Rica, Uruguay, Dominican Republic, Colombia, Argentina, Mexico), [email protected] (Corporate/Advisory EMEA), or [email protected] (GWS EMEA) to establish your invoicing channel.

Can I reuse an invoice number once CBRE has deleted it?

Yes, if CBRE has deleted an invoice number, you can reuse it.

How many characters can I include in an invoice number?

For GWS APAC, the length of the invoice number is 25 characters for iScala and 40 characters for Coupa. If the invoice loaded into Coupa has more than 25 characters, there will be a break between Coupa and iScala. To avoid this break, please ensure the length of the invoice number does not exceed 25 characters.

For GWS U.S., Canada and Corporate U.S., you can submit an invoice number that contains up to 40 characters.

For GWS EMEA, you can submit an invoice number that contains up to 25 characters.

For Corporate/Advisory EMEA, you can submit an invoice that contains up to 30 characters.

How do I credit or cancel an invoice that has already been billed?

To create a credit, enter a negative quantity. See Creating a Credit Note for more info.

Once an invoice is submitted, it can't be changed in any way. However, you still have options:

• Ask CBRE to reject or void the existing invoice, then create a new one.
• Create a new credit memo that credits the customer for the original value, and then generate a new invoice.
• See Creating or Editing an Invoice for more info.

How do I make a part claim to an invoice?

You can invoice multiple times against a single PO. Just click the gold coin icon and enter the amount that should appear on the invoice.

What does the "Tolerance Hold" invoice status mean?

It means your invoiced amount differs from the PO by more than CBRE’s approved tolerance without approval.

Why can't I edit, void or delete an invoice?

Once an invoice has been submitted, it can't be changed in any way. This ensures invoice processing integrity. However, you still have options:

1. Ask your customer to reject or void the existing invoice. You can then create a new one.
   
   If your customer is using compliant invoicing, they can reject invoices but they won’t be able to void them.
2. Create a new credit memo that credits the customer for the original value, and then generate a new invoice.
   
   Ask your customer which method they prefer.

Can I backdate an invoice?

No, CBRE does not allow the backdating of invoices.

What do I do if an invoice is rejected?

Create a new invoice to replace the one that was rejected.

What do I do after an invoice as been approved?

Nothing. The invoice is now in CBRE’s queue and you will receive payment based on the agreed-upon payment terms.

What if an invoice hasn't been paid?

For questions regarding payment information, contact your CBRE representative directly. Some payment details might be on the invoice document in Coupa. In your notification settings, you can choose to receive payment notifications via email or short text message (SMS).

What do I do after an invoice as been approved?

Nothing. The invoice is now in CBRE's queue and you will receive payment based on the agreed-upon payment terms.

What if an invoice hasn't been paid?

For questions regarding payment information, contact your CBRE representative directly. Some payment details might be on the invoice document in Coupa. In your notification settings, you can choose to receive payment notifications via email or short text message (SMS).

How do I know if an invoice has been registered?

On the main menu, click on the Invoices tab. For the desired customer, look for invoices that are still listed as drafts. They need to be edited and then submitted. If the invoice does not appear there, it's not in the system.

What format should I send in invoices if emailing PDFs directly?

If you are emailing a PDF invoice to the Coupa mailbox please ensure:

• Invoice copy and supporting documents are collated into a single PDF file. Files sent in separate attachments in the same email will appear as separate documents in CBRE’s processing queue.
• Remove all images that are not relevant to your invoice. Images will appear as separate documents in CBRE’s processing queue.

Enrollment and Enablement

For Coupa questions regarding enrollment and enablement, contact your business lines Supply Chain Buyer Team.

• Corporate U.S.
• GWS North America
• GWS APAC
• GWS EMEA
• CORP/ADV EMEA
• LATAM
  Chile, Panama, Peru, Costa Rica, Uruguay, Domincan Republic, Columbia, Argentina, Mexico

Invoice and Payment Support

• Corporate U.S.
  

  For Corporate U.S. invoice and payment questions contact the AP Help Desk.

• GWS North America
  

  For PO's that begin with "12" (U.S. Sites) or "20" (Canada Sites), contact the CBRE Help Desk or call +1 844 788 6819, option 2.

  For PO's that begin with a 3 letter Client Account prefix, contact PO requestor.

• GWS APAC
  

  For PO's that begin with a 2 letter prefix followed by a 2 letter country code, contact Finance Service Centre.

  For PO's that begin with a 3 letter Client Account prefix, contact PO requestor.

• CORP/ADV EMEA
  

  For invoice and payment questions for Poland, Netherlands, Belgium, Luxembourg - contact your PO requestor.

  For invoice and payment questions for France and Germany, use the contact links below.

  • France
  • Germany
• LATAM
  For invoice and payment questions for Chile, Panama, Peru, Costa Rica, Uruguay, Dominican Republic, Columbia, Argentina, Mexico, please contact your PO requestor.