E-Procurement at Munich Re
Advantages of the Coupa procurement platform
There are various options available to you for purchase order transmission, the use of which entails a low or higher implementation effort. The selection of the appropriate option is best measured by the number of transactions. Regardless of which type of connection you choose - neither Munich Re nor Coupa charge you for the collaboration.
Purchase order transmission by e-mail
Purchase Order transmission via email is the standard way to send a Purchase Order. A button allows you to access the CSP (Coupa Supplier Portal) to send an electronic invoice to us via PO-flip.
Purchase order transmission via CSP (Coupa Supplier Portal)
The CSP platform offers you a comprehensive online service for processing transactions. We will be glad to send you an invitation for the one-time registration. In this way, your company and Munich Re are directly connected. After registering with the CSP, you will be able, among other things, to view all orders and their status online, maintain catalogs and master data, or confirm orders.
Purchase order transmission via cXML (direct connection)
CXML (commerce eXtensible Markup Language) is a protocol for exchanging data and provides a direct link between your and our ERP system. In this way, order and invoice data are exchanged automatically, electronically. The connection via cXML requires a higher integration effort and is therefore recommended for a high transaction volume (more than 10 orders per week).
The use of Coupa is not only to enable an efficient ordering process, but also to ensure that your invoices are processed and paid quickly. With Coupa, you can also transmit your invoices to Munich Re electronically. This ensures that your data is transferred in a matter of seconds and supports automatic invoice processing. You have three options for sending your invoice, which we would like to explain in more detail below. None of the three options incurs any additional costs for you.
Invoicing by E-MAIL (PDF)
For sending invoices via e-mail, send Munich Re your invoice as a PDF to a specified e-mail pool mailbox (MunichReemail@example.com). Please send one PDF per invoice including attachments. This type of invoicing is the most time-consuming - payments are usually made later here. You will receive your payment faster with the following two variants:
Invoicing via CSP (Coupa Supplier Portal)
The CSP platform offers you a comprehensive online service for processing transactions. We will be happy to send you an invitation for the one-time registration. This way, your company and Munich Re are directly connected. Once you have registered, you can easily send your invoice via the Coupa Supplier Portal by generating an invoice from the associated purchase order. In the portal, you can also view and track the processing status of your invoice at any time. Credit notes can also be created in this way. We recommend this connection option if you send us more than one invoice per week.
Invoicing via cXML (direct connection)
CXML (commerce eXtensible Markup Language) is a protocol for exchanging data and provides a direct link between your ERP system and ours. To set up electronic invoice transmission in Coupa, cXML invoices must be allowed in the supplier master record and 5 parameters (supplier domain and identity, recipient domain and identity and password) must be stored. After that Coupa is ready to receive invoices from the supplier as electronic records. Since the connection via cXML requires a higher integration effort, we recommend this variant if you send more than 10 invoices per week to Munich Re.
Coupa offers the requester a shopping experience that is based on conventional online shopping and accordingly leads to intuitive use of the system when procuring products and services. The search function lists comparable results with images and prices, which can then be selected and added to the shopping cart. In order to generate these search results, the corresponding articles must be created in the system in the form of static catalogs. Two different processing options are available to the supplier and Munich Re for this purpose, which we would like to explain in more detail below. A third variant of catalog management can be done via a punchout catalog.
Upload via CSV-file
For the use of a static catalog, the supplier must first create a CSV file with a defined record structure. This file can be uploaded and released by the supplier in the Coupa Supplier Portal or transmitted to Munich Re by e-mail. In the first case, the catalog is transmitted electronically by the supplier to Munich Re's Coupa system, where it must be approved by the responsible purchaser. In the second case, a Munich Re employee uploads the catalog to Coupa and releases it. In both cases, the catalog and contract are linked at item level. We will be pleased to define the type of upload you decide on in a personal discussion with you.
Manual creation and maintenance in the CSP (COUPA SUPPLIER PORTAL)
Also in the CSP you have the possibility to create and maintain catalogs. As a template, the CSV files mentioned above are available in the form of forms that you fill in and save at item level. This type of connection is recommended when creating a catalog for suppliers who have a small number of articles. For the maintenance of existing catalogs, the CSP is also suitable for catalogs with a larger number of articles.
In both cases it has to be defined in a personal conversation whether you as supplier or Munich Re will take over the creation and maintenance of your catalog articles.
Transmission via cXML (Punchout catalog)
Another possibility to make your articles available to the requester in Coupa is the connection via a so-called punchout catalog. In this case, the requester is redirected from Munich Re's Coupa instance to the supplier's website during the procurement process - the user is then in the supplier's online store. Here, the requester has access to a contractually agreed range of products, including all negotiated prices. After the employee has placed the desired products or services in the shopping cart, he or she is redirected back to the Munich Re Coupa instance when checking out at the cash register, where the order can be completed. This connection method is suitable for suppliers with a very large number of items (more than 100 items). However, we would like to point out at this point that the articles of a punchout catalog are not listed in the search results. Only the online store is displayed at the end of the search results, which must then be actively called up by the requester.
Creation and modification of master data
An up-to-date and consistent data basis is essential for a smooth procure-to-pay process. In order to guarantee this, you have the option of maintaining your master data in the CSP independently or to have the update handled by our procurement team.
Creation and modification via the CSP (COUPA SUPPLIER PORTAL)
If you are connected to Munich Re via the CSP, you have the option of independently storing and maintaining your accounts payable master data in the portal. All changes are then transferred to the Munich Re procurement team and checked by our staff. In this way, a four-eyes principle is guaranteed to ensure the correctness of the data entered and to prevent attempted fraud.
Creation and modification by Munich Re
If you do not use the CSP, you can also have your data updated through our Procurement Team. Our staff will make any necessary changes to your vendor master data in the Coupa instance so that your invoices can be paid as quickly and securely as possible.
The Coupa Supplier Portal (CSP)
If you have any questions about the registration / onboarding process, please contact our Supplier Enablement Team.
You can reach us by email: CoupaSupplierAdaption@munichre.com
For questions regarding purchase orders and invoices, please contact our Support Team.
You can reach us by email: MRM-CoupaSupport@munichre.com
US Suppliers ONLY: For questions regarding purchase orders and invoices, please contact our Procurement Team.
You can reach us by email: CPA_Operations@munichre.com
Please contact our operational procurement. Currently, it is only possible for suppliers with an existing business relationship with Munich Re to register - for Munich Re.
However, you can register and create a public profile on the Coupa portal page at any time and independently of Munich Re itself.
This is the Coupa Portal website: : http://supplier.coupahost.com.
Working with the CSP
What do I do if I am connected to Munich Re via Coupa and another client wants to work with me via the CSP?
If the customer is using Coupa version 18 (and up), they can find you in the Coupa Supplier Portal directory and connect to you.
If you provide your new Coupa customer with the same email address you are already using in CSP, they can send you an invitation to the Coupa Portal. Once you confirm the new connection request, you will be connected to your new and existing customer.
You have several options for sending your invoice:
- Send invoices by mail (PDF)
- Send invoices via CSP
- Send invoices via cXML
You can find more information about sending invoices on our website or in the Coupa Manual in our download area. You are also welcome to contact us to determine a suitable type of connection for you.
Once an invoice has been sent to the supplier, it cannot be changed. This ensures integrity in the invoice processing process. You have the following options:
- Ask Munich Re to cancel or delete the received invoice. Then you can create a new invoice
- Create a credit note that credits Munich Re for the original value and then create a new invoice.