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Transacting with Success Academy

Coupa and the CSP

What is Coupa?

Success Academy Charter Schools uses Coupa, a cloud-based purchase order and invoicing platform. Suppliers wishing to do business with Success Academy must provide their organization’s information to Success Academy before they can transact.

How to get added as a Success Academy supplier in Coupa

The new supplier process begins when a Success Academy employee requests to add a new supplier. After the Success Academy employee identifies the main point of contact at the supplier, Coupa automatically sends that person an email. This email contains a link to a secure site where suppliers will provide their organization’s W9, remittance details, banking information, and payment method. From the email, the recipient can use one of two links and either join the Coupa Supplier Portal (CSP) and provide their information, or provide their information without joining the CSP. Suppliers that already have an account on CSP will receive an email informing them that they’ve been connected with Success Academy and prompting them to provide their information.

Benefits of using the Coupa Supplier Portal

The Coupa Supplier Portal (CSP) is a free tool for suppliers to do business with Success Academy and any other customers already using Coupa. The CSP allows suppliers to view and manage customer purchase orders, create and manage invoices, and maintain and update their organization’s information with Success Academy. Suppliers do not need to be doing business with Success Academy to sign up for the CSP.

For most suppliers, submitting invoices through the CSP is the fastest and simplest way to submit invoices for payment. The CSP also offers real time payment status information, allowing for up to date payment details.

Completing Success Academy’s Supplier Information Request Form

Using the email sent to the point of contact, suppliers can access Coupa and securely complete Success Academy’s supplier information request form (sample form viewable here).

Required fields are marked with an asterisk on the form.

After completing the form, click the blue Submit for Approval button at the bottom of the page and then scroll to the top of the page to confirm that there are no errors. Once submitted, the form will be reviewed by the Success Academy Procurement and Accounts Payable teams. During the review process, Success Academy employees may reach out to the supplier point of contact if more information is required.

Instructions for completing Success Academy’s supplier information request form

Suppliers access the supplier information request form from a link in the email sent from Coupa. If you do not see this email, check your spam folder as this email can be mistakenly filtered by email providers.

For suppliers with existing CSP profiles, click the “Login to Coupa” button in the email and log into the CSP using your existing credentials. Click “Forgot Your Password?” if you need your password reset.

login button

For suppliers who are new or have never joined the CSP, click either one of the “Join and Respond” (recommended) or “Respond Without Joining” buttons.

join button

New suppliers that elect to join the CSP will first be prompted to create an account. Once logged in, both new and existing suppliers can access Success Academy’s supplier information form by first clicking on “Notifications” in the top right hand corner of the page and then by clicking on the “Update your profile for Success Academy Charter Schools from Coupa”.

join button
join button

Both suppliers with accounts on the CSP and suppliers that did not join the CSP will see the same form. Depending on whether information was already provided in the supplier’s CSP profile, certain fields may automatically be filled in. All fields marked with an asterisk must be filled in.

A common source of confusion when filling out the form is the “Remit-To Addresses” portion. Suppliers must click the gray “Add Remit-To” button and either: (1) create a new remit-to address for their CSP record (recommended); (2) Select an existing remit-to address or; (3) click cancel on the pop up box and enter the remit-to details directly into the form.

join button

Once all fields have been filled in, click the blue “Submit for Approval” button at the bottom of the page and the form will be sent to the Success Academy Procurement and Accounts Payable teams for review. Once approved, onboarding will be complete.

If you have any questions or concerns, reach out to the Success Academy Supply Chain Team at [email protected] successacademies.org.

CSP Frequently Asked Questions

Does my organization need to join the Coupa Supplier Portal (CSP) in order to do business with Success Academy?

No. While strongly we strongly encourage suppliers to join the CSP to ensure that their information can be easily updated, it is not required in order to transact with Success Academy

I’ve submitted the supplier information form but the Success Academy team is telling me that they haven’t received it.

What is happening?

For suppliers using the CSP, if there are errors or incomplete fields when the supplier information form is submitted, the error message isn’t easily viewable. Scroll to the top of the page to view the error message. If you’ve closed the page with the form, you can access it again by clicking on the “Profile” header and then “Your Customer Profiles” and select Success Academy Charter Schools from Coupa from the profile drop-down.

I’m not the correct person to provide my company’s information. How can I forward this to the correct person?

For suppliers new to the CSP, you can forward the invite from the CSP account signup page. Click the “Forward this to someone” link at the bottom of the signup page and enter the desired recipient’s email address when prompted.

join button

On occasion, suppliers may mistakenly create multiple CSP profiles and the supplier information form is sent to the wrong profile. If this happens, a merge of CSP profiles is required before the form can be completed. If multiple CSP profiles were created with email addresses sharing the same domain, Coupa will list any additional profiles on the right hand side of the CSP homepage. To initiate the merge process, click “Request Merge”. If the merge request is accepted, the correct person to complete the form can access it by clicking on the “Profile” header, then “Your Customer Profiles” and then selecting Success Academy Charter Schools from Coupa from the Profile dropdown.

join button
join button

How do I update my company’s information?

Any company with a CSP account can update any of their information (contact information, W9, banking information, remit-to details, etc.) in the CSP. Click on the “Profile” header, then “Your Customer Profiles” and select Success Academy Charter Schools from Coupa from the Profile drop-down (only suppliers with multiple Coupa customers will follow this step) and update the information as necessary. Any new details will be reviewed by Success Academy before changes are made.

How do I invite another individual from my company to the CSP?

CSP administrators can invite additional users to the CSP by clicking on the “Setup” header and then the blue “Invite User” button. From the Invite User page, the CSP administrator can select permissions for any new users.

join button

What if my question is not answered here?

Coupa maintains a dedicated supplier help page and a detailed supplier focused guide on the Coupa Success Portal. If you cannot find the answer to your question, please contact the Success Academy Supply Chain Team at [email protected] successacademies.org.

PO Requirements/Default payment terms

Payment Terms

Success Academy default payment terms are Net 60 unless otherwise agreed upon in writing.

Success Academy payment methods

Success Academy pays suppliers via ACH transfer or eCheck. Suppliers select their payment method when completing the supplier information request form. For suppliers that choose to be paid by eCheck, a $5 processing fee will be applied to each payment.

Purchase order requirement

Success Academy purchasing policy mandates that a purchase order be created prior to the delivery of goods or receipt of services. If you have not received a purchase order, obtain one from a Success Academy staff member prior to providing us with any goods or services.