UnitingCare is improving the way we do business with our suppliers. Over the next few months, we will be implementing the UnitingCare Procure to Pay (P2P) solution – powered by Coupa. This system will transform the way we buy and pay for goods and services.

Procure to Pay (P2P) – powered by Coupa is an industry-leading, cloud-based system that helps businesses improve spend visibility, make better purchasing decisions and increase the efficiency of Accounts Payable processes.

The solution will enable suppliers to receive purchase orders and submit invoices via email and the Coupa Supplier Portal (CSP). We will also be looking for opportunities to fully automate the process with some of our suppliers via cXML. For non-purchase order backed invoices suppliers will be able to submit invoices electronically to an email inbox.

Coupa invoicing options

  • Option 1: Supplier Actionable Notifications (SAN)

    Supplier Actionable Notifications (SAN) allow suppliers to act on Coupa Purchase Orders (POs) directly from email notifications. SAN provides options to acknowledge the PO, create an invoice from a PO, or add a comment to a PO.

    Suppliers also get notifications after they submit an invoice, letting them know when their customers perform an action. This improves transparency and further reduces the need for suppliers to track down the status of their invoices through phone calls or emails.

    Suppliers can also create a Coupa Supplier Portal (CSP) account (refer Option 2) if they want to take advantage of the benefits of working with their customers through the CSP (SAN functionality will still be available).

  • Option 2: Coupa Supplier Portal (CSP) – Recommended

    Coupa Supplier Portal (CSP) is a free tool for suppliers to easily do business with us. CSP enables suppliers to view Purchase Orders (POs), as well as create and submit invoices and credit notes. This is a more dynamic option than Supplier Actionable Notifications (SAN) (Option 1), as it offers suppliers additional functionality around POs, invoices, credit notes, catalogues and client information.

    Note: Suppliers that are registered for CSP can also take advantage of SAN (Option 1).

  • Option 3: cXML transmission

    This is full automation between the Coupa system and the supplier’s system. With this option, Purchase Orders (POs) will be routed directly from Coupa to your ERP, or order management system, then invoices will be sent back to Coupa once reconciled. Suppliers will send their invoice information in an InvoiceDetailRequest cXML format and post the file directly to Coupa via an HTTP post.

  • Option 4: Email inbox

    If the above options are not suitable for suppliers, readable PDF invoices may be emailed to a dedicated email inbox. Suppliers will be provided with information to enable them to submit a compliant invoice using this method prior to go-live.

Frequently Asked Questions

  • Is there a cost for our suppliers to use the solution?

    No, it is free of charge to you.

  • What are the benefits to you?

    • Faster invoice processing and payment.
    • Ability to track the status of purchase order backed invoices.
    • Elimination of lost invoices; reducing the potential for delayed payments.
    • E-invoicing is more cost effective than hard copy invoices; plus, it’s better for the environment.
    • Purchase orders confirm our requirements, the agreed pricing and specifications; and are approved which helps to reduce the risk of disputes and the potential for delayed payments.
  • Which UnitingCare business areas are included?

    The new Procure to Pay (P2P) system will initially include

    • Blue Care (ABN: 96010643909).
    • Australian Regional & Remote Community Services (ARRCS – ABN: 88167926132),
  • Where I can get more help?

    UnitingCare have established a Supplier Enablement Team who will be here to support you through the introduction of Procure to Pay (P2P) and to help get you ready. We will keep you informed of our progress along with details of any changes and how they will affect you. If you have any questions, please email us at procurement@ucareqld.com.au.

Contact us

Looking for more information? Please email us at procurement@ucareqld.com.au to find out more.