View and Manage POs in the CSP

View purchase orders received from your customers.

Suppliers can receive purchase orders (POs) from their Coupa-based customers via the Coupa Supplier Portal (CSP), cXML, or email/HTML. For more information, see Purchase Orders.

How to see purchase orders in the CSP

To view or edit your POs in the CSP, follow the next steps:

  1. Log into the CSP and Select the Orders tab on the main menu.

    The Orders page with the Purchase Orders table appears.

  2. Select the customer whose POs you want to see from the Select Customer drop-down list in the top right corner.

    Your selection displays a table with all POs that match the criteria.
    Figure 1. Purchase Orders results table when you select a customer
    Suppliers with Coupa Advanced can select the All View from the dropdown options on the right. This view presents a table with all POs from all customers the user has access to. This feature is on by default for Coupa Advanced suppliers.
    Figure 2. Purchase Orders results table when you the All option

    For more information, see Coupa Advanced.

  3. Select the PO Number of the specific PO you want to open to see the PO details view.
    Figure 3. Detailed view of a PO in the CSP

How to manage and edit POs in the CSP

When you are in the Purchase Orders results table, you can perform the following actions:

  • Filter the table by columns, or use the search bar to filter with a search term.

  • Create a Custom View to see the purchase orders in the way your prefer.

    For more information, see Create Custom Views.

  • Export the Purchase Order table to download a .CSV file or Excel, or schedule reports to be generated in these formats automatically, weekly or monthly.

    • How to export the PO table when you when you select a customer:

      In the Purchase Orders page, select the the three-dot icon on the top right corner of the results table and select your preferred option.
      Figure 4. Export options in the customer PO results table

    • How to export the PO table when you have the Coupa Advanced All view:

      In the Purchase Orders page, select the the Export & Schedule option on the top right corner of the results table and select your preferred option.
      Figure 5. Export & Schedule option in the All PO results table

  • In the All (Offered by Advanced) view: Upload an invoice that is automatically backed by a specific PO using the AI Invoice Upload extraction tool.

    To match your PO with an invoice you with to upload in PDF format, hover over the specific PO and scroll to the actions column. Select the Upload Invoice icon.

    For more information, see Submit invoices using the AI Invoice Upload.

  • In the customer view: Create (flip the PO into) an invoice, manually.

    Hover over the specific PO and scroll to the actions column. Select the Create Invoice icon and follow the instructions on screen.

    For more information see Create or Edit an Invoice.

  • In the customer view: Create a Credit note for the specific PO.

    Hover over the specific PO and scroll to the actions column. Select the Create Credit Note icon and follow the instructions on screen.

    For more information, see Create a credit note in the Create or Edit and Invoice page.

When you are in the details view of a specific PO, you can perform the following actions:

  • Select the Acknowledged checkmark to let your buyer now you have reviewed the PO.

  • Assign the PO to a user on your supplier account.

    For more information, see Manage Users in the CSP.

  • Add a Shipment Tracking to your PO.

    Note:

    You can enter only one tracking number on a PO. For partial shipments, you can create an advance ship notice (ASN).

  • Review the PO lines.

    For more information, see View PO Lines in the CSP.

  • Print the specific PO.

    Select the Print button below the PO lines to print.

  • Add a comment for your customer.

  • Review the PO history.

  • Change, update or modify a PO.

    For more information, see Edit a PO in the CSP.

How to interpret POs

The Purchase Orders table shows the following information:

Table 1.
ColumnDescription
PO NumberPO number generated by Coupa. Click on it to view the PO.
Order (PO) DateDate when the PO was created.
StatusCurrent status of the PO. For more information, see the PO status list below.
Acknowledged At

Date when you acknowledged the receipt of the PO, or "None" if not acknowledged.

You can choose to let your customer know that you received their PO by selecting the Acknowledged At checkbox on the PO. When you select the checkbox, the current date appears in the Acknowledged At column.

This checkbox is a toggle button, so you can also un-acknowledge an invoice by deselecting the checkbox. If you re-acknowledge at a later time, the new date appears.

ItemsList of items on the PO.
Unanswered Comments

Your comments on the PO for your customer. Also, your customer's comments that you need to respond to.

You can see all your customer's comments or add your comments for the customer when you open the PO.

Note:

If you need urgent communication, contact your customer directly.

Total PO ValueTotal amount of the PO.
Assigned To

Contains the email address of the users that have been assigned the Restricted Access to Orders and Restricted Access to Service Sheets permissions.

CustomerWhen you have Coupa Advanced and select the All view, this column details which customer is related to the PO.
Actions

Select the icons under the Actions column to perform the following actions:

You can hover over the icons in this column with your pointer to see their names.

  • Create (flip the PO into) an invoice. Depending on your customer's settings, the tooltip text can be about creating an invoice from the PO or accepting the PO and creating an invoice.
  • Create a credit note.
  • Create a service sheet.
  • Create (flip the PO into) an advance ship notice (ASN).

POs can have the following statuses:

Table 2. Purchase Order (PO) status in the CSP and description
StatusDescription
Buyer HoldThe PO is approved but requires your Coupa customer to review it.
CancelledThe PO is cancelled and does not need to be fulfilled.
ClosedThe issued PO was received and then closed, either manually or automatically within Coupa.
Currency HoldThe PO is on hold due to a currency exchange rate issue.
ErrorSomething is wrong with the PO. Contact your customer to get the PO back on track.
IssuedThe PO was approved and sent to you.
Soft ClosedThe PO is closed but can be reopened. You cannot invoice against a PO in this status.
Supplier Window HoldThe PO was approved outside of the order window schedule under contract terms.

Purchase Orders that require a service sheet

Suppliers can provide services to customers in the CSP through Coupa Services Procurement. This feature allows buyers to request service sheets before invoicing.

For more information see View and Manage Service Sheets.

Suppliers can see a banner displayed below the PO number, on orders where at least one line requires you to submit service sheets before invoicing.

The banner shows:

  • how many service sheets you've already created for the order, if any,
  • their status if applicable (for example, if you've created draft service sheets or submitted service sheets that are currently undergoing approvals).

Select View Service Sheets to see a table with more details about each existing service sheet associated with the order. If no service sheets exist for the order, you see a link to Create Service Sheet.