Coupa POs versus Coupa Contracts - When to use which one
NFI’s Official Purchasing Policy allows for the use of two different purchase authorizations.
A Purchase Order (PO) or a Coupa generated Contract (Coupa Contract).
HOW ARE THEY CREATED:
Both are created and tracked within the Coupa system.
A PO is created either by purchasing from a Coupa punch-out website, Catalog or a free-form request.
A Coupa Contract is created by submitting a Contract Request Form or Large Purchase/Capital Expenditure Request Form (Requests $40k+).
Both will go through the required approval chains, including legal if necessary.
WHICH ONE TO USE:
Default should be the PO method, you authorize a purchase, and the supplier invoices us for that.
If a deposit and final payment is required, that can be easily handled on a PO by putting the deposit on its own line in the request.
Coupa Contracts are used when multiple invoices will be part of the process.
Examples are 1) Services with Recurring Billing (monthly services or charges) such as pest control, preventative facility maintenance,
security services, janitorial services, landscaping service, etc.
OR 2) Large Projects with Progress Billing (multi-year agreements OR where payment is required at stages, such as deposit, first inspection, third inspection, final delivery).
To Have a Coupa Contract Created Simply fill out the request form found on the Coupa homepage (See below)
More info and links to forms can be found here:
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