Strategic Sourcing and Coupa - Coupa Training Course, Job Aides and Helpful Links

Strategic Sourcing and Coupa - Coupa Training Course, Job Aides and Helpful Links

 

STRATEGIC SOURCING & COUPA 

The Strategic Sourcing Team developed a course that explains the role of Coupa within NFI, and includes best practices and requirements when spending company funds.  After completing the training, you should have a functional understanding of how to use Coupa and how to find products and services, including NFI preferred suppliers.

Access the training course by signing in to MyLearning.   If you don't have access to the course and would like it, please send an email to the Strategic Sourcing Team at StrategicSourcing@NFIindustries.com.

NFI Employees

NFI Employees are required to complete the training course "Strategic Sourcing and Coupa" prior to access to Coupa being granted.  The training course is assigned on the MyLearning Platform when the Coupa access request form is submitted. 

For Temporary Employees Only

Temporary Employees requiring Coupa access MUST review all the training material listed in this article and familiarize themselves with Coupa, including the attachment titled " Temp Employees - Strategic Sourcing and Coupa.  For any questions, please email the Strategic Sourcing Team at StrategicSourcing@NFIindustries.com.
Checklist of what to review:
  1. "Temp Employees-Strategic Sourcing and Coupa" slides (see attachment)- Read all slides
  2. Quick Links to Screen Demo Segments (see below in Training Materials) - Watch all Screen Demos
  3. Review "Best Practices for Writing Free Form Requisitions"  (see below in Training Materials)
  4. Read "Purchasing Policy Highlights" and click link to familiarize yourself with complete NFI Official Purchasing Policy  (see below in Training Materials).  

TRAINING MATERIALS

Link to "Strategic Sourcing & Coupa" on MyLearning (not available to temporary employees).  NOTE: The link to MyLearning may not work if you are not signed in to MyNFI and have clicked into MyLearning.  


Use the links below to see a screen demonstration for a specific training segment.

Best Practices for Writing Free Form Requisitions

  1. A requisition is required before committing to spend NFI funds
  2. The JUSTIFICATION should describe the specific business need, include the expected ROI for capital expenditures, and cost plus details if rebillable to customer
  3. Check the "rebillable" box if applicable
  4. Only use active Coupa suppliers
  5. Choose the QTY version for products and the AMT version for services
  6. Descriptions should be detailed and accurate 
  7. Enter the “supplier part number” (if provided) in the appropriate field
  8. Each line of the requisition should match the supplier quote. It is not sufficient to write one line with the quote total
  9. Attach the supplier quote to the requisition; requisitions over $5k require 3 competitive quotes (from NFI Preferred Suppliers, when appropriate) and all three should be attached
  10. Do NOT include SHIPPING or TAXES on the requisition.

Purchasing Policy Key Points 

PO or Contract Number Required for ALL Purchases

Under no instance shall a commitment be made, or a purchase be consummated, prior to obtaining a valid Purchase Order (PO) OR Contract Number. This applies to all purchases regardless of the value.


Competitive Quotes Required

For purchase requisitions that are more than $5000, three quotes (from NFI Preferred Suppliers, when appropriate) are required prior to submitting a requisition. 


Vendors/Suppliers

The vendor chosen and indicated on the purchase requisition must be an active, current vendor of record in Coupa.


Requisitions

  • Purchase requisition details need to be completed by the requisitioner and submitted for approval via the Coupa platform.

  • If over $5,000, three competitive bids are required to be attached to the requisition. 


It is a violation of NFI policy to submit multiple requisitions below the policy or spend threshold to avoid submitting competitive bids OR to avoid the appropriate spend authority approval chain.



Any employee committing company funds should familiarize themselves with the Official NFI Purchasing Policy.

OTHER TRAINING MATERIALS

The Strategic Sourcing Team hosts live training sessions monthly called "Session with Sourcing".  Each month they focus on a different Coupa topic.
The sessions are only 30 minutes and Coupa users can sign up for this live training in MyLearning.  Use the link to see past topics and view the recordings and/or slide deck.



Coupa Quick Resource Guide for Requisitions & Approvals - See Attachment


Still need Help?

Send an email with your request to StrategicSourcing@NFIindustries.com