Account Merges and Customer Connections in the CSP

As a supplier in the CSP you can merge your account with another one (duplicate, created with different email, or any other reason).

Manage Merge Requests in the CSP

Merge accounts and manage merge requests.

Note:

This is draft content subject to change until Release Notes v2.

Your company may have more than one account/profile in the CSP. This can happen when several users from the same company register or are invited to the CSP through different email addresses.

You can see suggested accounts Coupa has detected that could belong to your account, send merge requests to specific accounts. If you have Coupa Advanced, you can force merge an account.

Merge suggestions

The suggestions to merge accounts are based on email domain. For example, all the users with the @example.com domain get suggestions to merge.

Accounts with the same email address are merged automatically (regardless of which invite message you use to create your account, since both invites are sent to the same email address).

Merge suggestions appear on the Setup > Admin > Merge Suggestions page under Open Merge Suggestions.

You can enable or disable notifications that suggest merging accounts by selecting or deselecting the Enable Merge Suggestions checkbox and clicking the Continue button in the appearing popup. The Open Merge Suggestions table is visible only if the checkbox is selected.

If merge suggestions are enabled, you can see a summary of new merge suggestions under your Notifications.

How to merge accounts

Warning:

Account merges cannot be undone. Use caution when merging accounts and be sure to verify that the account you are merging with is part of your organization.

To merge an account, follow the next steps:

Go to the Setup tab from the main navigation bar at the top of the screen.
Select the Admin option
Select the Merge Requests from the lateral menu
Select the Request Merge button
Select an account to be the parent account
Add a note to register in the history log

Table 1.
Selection	Description
*Account Owner / My Account	This causes the other account to be merged into your company account. The other user's company account is removed. You continue to be the administrator for the merged company account, and the previous administrator becomes a regular user in the merged account. You can make them an administrator if you want. For more information, see Manage Users.
*Account Owner / Their Account	Your company account is removed. The other user's company account becomes the only company account. You can no longer be the account administrator, but the administrator of the existing account can choose to make you an administrator of the merged account.
*Note	Add a note about the merge request, for example, the reason for the account merge.

You can also search for a specific account to merge, for example, if the account is not listed or the list is too long to search for the specific account that you want.

Provide the email address of the account that you want to merge, and click Request Merge. You can search up to five times.

An admin of the account you are requesting merge can see your request and either approve or deny it.

Merge behavior

When you merge accounts, you select the account that becomes the account owner. After the accounts merge, in most cases, the new account owner can administer data from both their account and the merged account, while the owner of the merged account can only administer data that originally existed in the merged account. You can see more information in the table below.

In this example, Supplier A and Supplier B merge accounts, with Supplier A becoming the account owner. When the CSP merges the accounts, it uses the following merge rules:

Table 2.
Element	Supplier A	Supplier B
Account settings	Uses Supplier A's settings.	Uses Supplier B's settings.
Connected customers	Can administer both Supplier A's and Supplier B's customers.	Can only administer Supplier B's customers.
Connection requests	Both Supplier A's and Supplier B's connection suggestions display on the Request a Customer Connection screen. If the same customer was approved in one account and rejected in the other account, the approved connection displays, regardless of which account was approved or rejected.
Discount preferences (global)	Supplier A's settings are used.
Discount preferences (customer-specific)	Supplier A can administer and assign both Supplier A's and Supplier B's discount preferences.	Can only administer and assign Supplier B's discount preferences.
Legal entities	Supplier A can administer and assign both Supplier A's and Supplier B's legal entities.	Can only administer and assign Supplier B's legal entities.
Public profile	Supplier A's profile displays.
Remit-to accounts	Can administer both Supplier A's and Supplier B's remit-to accounts.	Can only administer Supplier B's remit-to accounts.
Users	Can administer both Supplier A's and Supplier B's users.	Can only administer Supplier B's users

When you select either your account or the other account to be the account owner, the CSP shows you a visual representation of who controls what data after the merge.

Domain Verification and Forced Merges in the CSP

Verify ownership of your email domains to manage user access and consolidate duplicate accounts.

Note:

This is draft content subject to change until Release Notes v2.

As a supplier in the Coupa Supplier Portal (CSP) with Coupa Advanced you can verify that you own your organization's email domain.

Benefits of verifying your domain in the CSP

Automatic account joining:

When this setting is turned on, supplier admins can enable a setting that automatically adds new users to their primary CSP account if they signed up using an email with the same domain as the verified domain.
This prevents the creation of duplicate accounts when users join without a specific invitation.
Users added through this method receive limited permissions, including access to orders, invoices, and sourcing events.
Administrators still have to approve or reject these joins and can modify their permissions after the user joins the account.
Forced account merges:

When this setting is turned on, supplier admins can request merges with existing CSP accounts that share the verified domain and have inactive administrators that have not logged into the CSP for 90 days.
This option is available in the Community > Merge Action.
When suppliers request a forced merge, the application sends an email to the inactive administrators. The administrators have seven days to log into the CSP to stop the merge. If they do not take action, the application merges the account into their primary verified account.

Enablement

This feature is part of Coupa Advanced. It is on by default.

Only Admin users can avail this feature.

How to verify your domain in the CSP

Use the Coupa Supplier portal to verify email domains.

You need to have Coupa Advanced or to access this feature. For more information, see Programs For You.

You need to have the Admin role to configure this feature.

The domain you register needs to be company-specific. Domain verification is not possible for generic domains.

Verification applies to sub-domains same as the parent domain, i.e: if abc.com is verified, no need to add separate entry for sales.abc.com if the user signs up with user@sales.abc.com. However, abc.com and abc.in are treated as separate entities and must be verified separately.

This process requires access and login to your DNS provider hosting your domain.

Follow the steps below to verify that you own your organization's email domain in the Coupa Supplier Portal (CSP):

Log into the Coupa Supplier Portal using Admin credentials.
Navigate to Setup > Domain Verification .
The Domain Validation & Security page displays on screen, as seen in the screenshot below:
Figure 1. Domain validation section in the CSP
Enter the domain you want to verify in the Enter Your Domain section.
Select the Validate your domain option.
The window displays the DNS Configuration Instructions.

The following steps require access and login to your DNS provider hosting your domain.

Follow the steps included in the DNS Configuration Instructions:
1. Copy your verification token displayed on screen and add it to your DNS records.
  your DNS records may take up to 72 hours before implementing this change.
2. Create a new TXT Record to your DNS with the values shown on screen.
Select Validate
After you have gone through all the steps, all active admins receive an email confirmation from Coupa announcing the verification has been successful and a new domain entry has been added, or that it has failed during initial setup.
Domain verification statuses can be:
- unverified :
  Default value after adding a domain entry. It means the verification process has been completed.
- verified:
  It means the verification was successful.
- verification_failed:
  It means the verification was unsuccessful.
- reverification_failed:
  It means the re-verification re-check failed. Admin users have a 7 days grace period to verify again.
- revoked:
  It means the domain re-check failed and the 7 days grace period ended without successful verification.

Once the domain has been validated, the domain is locked and cannot be claimed by others.

Go to Setup > Domain Verification to enable or disable forced merges and automatic account joining

Coupa checks domain verification validity (re-verification) every 24 hours. If the domain re-check fails, you see a message on screen and through email, after which begins a 7 days grace period before reverting domain ownership.

Once the domain has been verified, you cannot edit the domain entry. If needed, delete and add same again.

View and Manage Connection Requests

Send your Coupa customers a connection request to connect your CSP account with their Coupa account so you can transact with them using the CSP.

You can send your customers connection requests to connect your Coupa Supplier Portal (CSP) account with their Coupa accounts so you can transact with them using the CSP. Connecting with your Coupa customers on the CSP saves you time and effort by consolidating where you transact with your Coupa customers. The sooner you connect, the sooner you can centralize where you do business with your Coupa customers.

View connection requests and suggestions

If you have the Admin role, you can go to Setup > Connection Requests to send connection requests to your Coupa customers and to review the status of sent requests.

The CSP suggests potential matches, and you can search for your customers by clicking the Search button.

Table 3.
Column Name	Description
Customers	Name of the customer that you initiated connection with or that the CSP thinks may be a match for your customer. Note: After you connect with a customer, their name becomes a hyperlink that you can hover your cursor over to see the customer list associated with the customer.
Actions	For customer suggestions, you can click Connect () to send your customer a connection request.
Status	Status of the request: Approved: Your customer accepted the connection request. Expired: Your customer did not respond to the connection request within 30 days. You can send another connection request once the request expires (you can send a maximum of three requests). Pending: The connection request was sent to your customer, who has not responded yet. Your customer has 30 days to respond before the request expires. Rejected: Your customer denied the connection request. Tip: If your customer left you a comment about why they rejected your connection request, their comment displays in the Comments column.
Email	Email address you provided when manually searching for a customer. If you requested a connection from the list of suggestions, the column displays [system initiated].
Date	Date you requested the connection.
Comments	Comments from your customers, should they have rejected your connection request and left you a comment. This field is not mandatory for Coupa users, so there may not be comments.

Send a connection request from a suggestion

Go to Setup > Connection Requests.
Locate your customer and click Connect () in the Actions column.

Send a connection request from a search

Go to Setup > Connection Requests.
Under the table, click Search.
In the Search for a customer window that appears, enter your customer's name in the Customer Name field and click Search (). The CSP returns search results in the box that appears. You can search a maximum of five times. If you can't find your customer's name, contact them for more information.
Select your customer. The Customer Contact and reCAPTCHA fields appear.
Enter your customer's email address in the Customer Contact field and complete the reCAPTCHA field.
Select the checkbox next to the confirmation message that appears and click Request.

FAQ and Troubleshooting

What happens if I have pending connection requests and merge my CSP account with another CSP account?

The CSP account that takes over the merged account displays all unique pending and accepted requests. If there are duplicate pending requests for the same customer, the CSP displays one consolidated request. Rejected and expired requests are removed. For more information, see Manage Merge Requests.

Tip:

Didn't find what you were looking for? Upgrade to Premium Support today to unlock more support functionality.