Coupa

E-Procurement at Munich Re

To ensure efficient and transparent procurement management processes for our employees and suppliers, Munich Re has implemented Coupa's e-procurement solution in its procurement process. The cloud-based purchasing tool digitizes the entire ordering process, from catalog maintenance to requisitioning, approval, ordering and invoicing. There are various options for collaboration based on the individual requirements of your company. We will be pleased to advise and support you during the introduction of the electronic procurement solution and will also be available to provide advice and assistance at any later point in time.

Advantages of the Coupa procurement platform

Transparency

View the status of an order or invoice online at any time.

Internationality

All Munich Re companies are successively being converted to Coupa. This offers you the opportunity to work together with international Munich Re companies in the same way in the future. In addition, we can use the system to see whether there are other fields of activity of your company in which joint cooperation can be expanded.

Velocity

By assigning a PO (Purchase Order) and enabling electronic invoicing, the invoices you submit can be processed faster.

Consistency

Standardized order information ensures that orders are always transmitted to you in the same format. The existing transparency and consistency provide a high level of compliance, resulting in simplified order, invoice and payment processing.

PO-flip

PO-flip - this function allows you to convert a received order into an invoice: this reduces errors and speeds up the payment of the invoice.

Actuality

As a supplier, you are able to independently update your catalog and master data. In this way, you ensure a smooth procure-to-pay process.

Purchase Orders

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).

Invoices

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 (Invoices-MRM@munichre.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.

Catalogs

Catalog Management

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.

Master data

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.

FAQ

The Coupa Supplier Portal (CSP)

Where can I get help and support on all Coupa-related issues?

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

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

Neither Coupa nor Munich Re charge you for the use of the CSP.

Where can I register for the CSP?

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.

Where can I log in to the CSP?

After your registration you can log in at http://supplier.coupahost.com.

How can I delete my account in CSP?

If you no longer wish to work with Munich Re via the CSP, let us know and we will deactivate you in the system.

Why am I not receiving the emails to reset my password?

Please check the spam / advertising folder in your mailbox.

Why do I get the error message "unauthorized or expired account"?

It is possible that we have accidentally disabled your account in our system. Contact us and we will try to fix the error. If we are unable to do so, we will contact Coupa to find a solution.

What can I do if I get the error message "We are sorry, but something went wrong"?

Please inform us about the error that occurred. It is very likely that there is a configuration or update problem on our part. We will contact Coupa to fix the error.

How can I log in again if I have forgotten my two-factor authentication code?

Use the Google Authenticator or your backup codes. If you do not have these codes, contact us.

Working with the CSP

How do I enable two-factor authentication?

After logging into CSP, open the account settings under your login name, at the top right of the page. Here you can enable two-factor authentication.

How do I disable two-factor authentication?

You can disable two-factor authentication in the account settings under your login name, at the top right of the page.

How do I know if I am connected to Munich Re?

If you have registered in the CSP, scroll down. At the bottom right of the home page, you can see which customers you have connected to recently.

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.

Why can't I find Munich Re in my client list in CSP?

If you cannot find Munich Re in your client overview, you have probably used a different e-mail address than the one you are currently working with in the CSP. Ask Munich Re to resend an invitation to the email address you used to register in CSP.

How can I activate another user for the CSP?

Click the Setup button in the menu. Click on the Administrator tab. Then click on the Invite user button. When the window opens, enter the required information and send the invitation.

Why do I not have access to my orders / invoices?

Click on the Setup button in the menu and check whether you have access to the correct permissions and customers. If the correct permissions or customers are not stored, contact your internal administrator of your CSP account and ask him to release the corresponding permissions / customers.

Invoices

How do I create an invoice?

Click on the Orders tab in the menu. If you are connected to more than one Coupa customer, select the appropriate customer in the drop-down list for which you want to create an invoice. In the order summary that appears, select the order for which you want to create an invoice. Then click on the icon with the yellow coins to create an invoice.

Can I create an invoice without a purchase order reference?

With the introduction of Coupa, Munich Re is pursuing the goal of establishing efficient and transparent procurement management within the company. The guiding principle for the redesign of our processes is: No Purchase Order - No Pay. For this reason, we reserve the right to only pay invoices that have a purchase order reference. Since in the future all purchase orders will be mapped through Coupa, each invoice will always be linked to a purchase order generated through the system. Please contact our operational procurement department if you would still like to send us an invoice without a purchase order reference.

How can I submit an invoice to Munich Re?

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.

Why can't I send cXML invoices?

Check that you are using the supported protocols TLS 1.1 or TLS 1.2. If, despite using these protocols, you experience problems with invoice transmission via cXML, please contact supplier@coupa.com

How do I know if my invoice has been entered into the system?

Click on the Invoices tab in the menu. Select the desired customer and look for invoices that are still listed as drafts in the system. These invoices still need to be edited and then sent to the customer. If you do not find the desired invoice in the listing, the invoice has not yet been entered in the system.

Do I need to include accounting information on the cXML invoice?

Invoices to a Purchase Order do not require any additional accounting information, as this information is part of the Purchase Requisition and is passed on to the Purchase Order (PO). When an invoice refers to a PO, Coupa takes the accounting information from the PO and adds it to the invoice.

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

For more information, see "How do I create a credit note?". Once an invoice has been submitted, it can no longer be changed. To do this, also read: "Why can't I edit, cancel or delete an invoice?"

How can I make a partial payment claim on an invoice?

You can issue multiple invoices for a single purchase order (PO). Simply click on the gold coin icon and enter the desired partial amount to be invoiced for the PO. To invoice for the remaining amount, repeat the process.

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

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.

What does the "Tolerance Hold" status on an invoice mean?

It means that the amount invoiced does not match the amount of the purchase order and that the deviation tolerance of Munich Re has been exceeded. The invoice must now be approved manually. If an invoice has this status for a longer period of time, please let us know.

What do I do if an invoice has been rejected?

Create a new invoice to replace the rejected invoice.

What do I need to do after an invoice is approved?

There is no need for you to take any action at this point. Munich Re will process your invoice and settle the outstanding amount based on your payment terms.

What do I do if an invoice has not been paid?

Please contact us directly if you have any questions regarding your payments. Please always make sure to update your master data so that our accounts payable department always has all the data required for payment.

How do I create a credit note?

Click on the Orders tab in the menu. Select the order for which you want to create a credit note and click on the red coins. You will create a credit note for either a negative quantity or a negative amount. You can either offset the entire invoice with a credit note or only a part of the invoice.

What do I do if I get the error message "Please fix the following error"?

Please contact our operational procurement so we can check if there is an order field in our Coupa instance that cannot be displayed on your site or if your account is active. If we cannot resolve the issue, we will contact Coupa for troubleshooting assistance.

Purchase Orders

Can I set a filter in the order overview to only see orders that have not yet been invoiced?

Open the Orders tab in the menu and then the "Unbilled Orders" view.

How can I see Munich Re's orders?

Open the Orders tab in the menu. If you are connected to more than one customer via Coupa, select Munich Re in the "Select customer" drop-down list. Then all Munich Re orders will be displayed in an overview.

How can I change the price on an purchase order?

You cannot change the price on an purchase order through the CSP. If you would like to make a change to an order, please contact us.

How do I invoice a framework agreement?

You can issue multiple invoices for a single purchase order. Open the Orders tab in the system and click the coin icon to create an invoice. Then enter the amount you want to invoice for the purchase order belonging to the framework agreement. If you want to issue another invoice for this framework agreement, repeat the process.