While the terms "supplier" and "vendor" are often used interchangeably, there is a distinction between the two. Generally, "supplier" refers to entities involved in the supply chain, providing goods or materials, while "vendor" is a broader term encompassing any entity that sells goods or services, including both suppliers and other types of sellers.
As a vendor working with Organon and receiving purchase orders from us, you can conduct transactions through Coupa.
Discover answers to commonly asked questions about Coupa with Organon in our FAQ section. Whether you’re seeking clarification on purchase orders, invoices, or the Coupa portal, our FAQs provide valuable insights and guidance to enhance your Coupa journey.
How do I manage the catalogues in my account?
Hosted catalogues that are built and uploaded by the vendor using the Coupa vendor catalogue template are maintained by the vendor. Hosted catalogues uploaded by Organon are maintained and updated by Organon. Contact your Organon purchasing contact if you have changes. Punchout catalogues are automatically synced in Coupa with all edits or updates the vendor makes within their e-commerce website catalogue.
How do I implement a punchout catalog with a cXML connection on my website?
Your website must host an e-commerce catalogue of products. To create a cXML connection requires a dedicated cXML developer. Once your site is cXML ready, contact Vendor.Onboarding@Organon.com to set-up and test the cXML connection. Enabling the cXML connection with Coupa can take several weeks.
Coupa supplier platform
What is Coupa?
Coupa is a widely used technology platform for managing business expenses on a global scale. The platform offers a free registration portal for vendors seeking new business opportunities. In addition, the portal serves as a central hub for submitting invoices, viewing purchase orders, and receiving shipping notifications from existing customers who are connected to the Coupa platform.
Who should join the Coupa Supplier Portal (CSP)?
All vendors transacting with Organon must sign up for a Coupa account to transact electronically.
To begin this process, please refer to the How To Connect With Your Customer section of the How to Guide.
What are the benefits of using Coupa?
There are several benefits to registering with our company electronically through the Coupa platform, including:
• No cost for suppliers to transact through Coupa
• Reduction in administrative expenses related to postage, printing, mailroom handling, and error resolution
• Elimination of manual invoice entry and scanning of supporting documentation
• Real-time purchase order and invoice delivery, enabling quicker fulfillment and identification of discrepancies
• Timely payment of invoices
• Capability to create online catalogs for an enhanced buying experience
• Ability to check the status of invoices at any time
How much does it cost to register in the Coupa Supplier Portal (CSP)?
The Coupa Supplier Portal (CSP) is free of charge.
If my company already uses Coupa, can we use the same account for Organon?
Yes, the same account can be used.
How can I update my company data (IBAN, address, etc.)?
In case you need this changes to be reflected on Organon side, please contact your Organon representative for additional details.
You can also go to the How to Guide section and access our helping guides.
What does the term “Coupa Verified” mean?
“Coupa Verified” is a paid subscription offered by Coupa to vendors. This subscription is optional and not required to use Coupa. By subscribing to this service, vendors are given a higher priority in search results and are provided with a verification certificate that can be used to establish their status. This verification is intended to increase customer confidence and to demonstrate the vendor’s readiness to conduct business on the Coupa platform.
Which invoicing option is suitable for my company?
The available invoicing methods are:
– cXML – allows buying organizations, suppliers, service providers, and intermediaries to submit invoices using a single, standard, open language through direct B2B connectivity. It is suitable for suppliers with a high transaction volume.
– CSP – allows vendors to create PO or contract backed invoices in web portal. CSP provides visibility into your orders/invoices with ORGANON, possibility to manage your company information, check transaction status and much more. It is suitable for suppliers with a low-to-medium transaction volume
– SAN – allows vendors to act on POs directly from email notifications for POs created in Coupa, having the options to acknowledge, create an invoice from, or add a comment to a PO, or create a CSP account. With this option, vendors do not have to register for or log in to the Coupa Supplier Portal (CSP). It is suitable for suppliers with a low-to-medium transaction volume.
You can find out more about this by accessing the following videos:
Will purchase orders (POs) be required for all transactions?
Yes. Submitting an invoice to Organon via the Coupa Supplier Portal requires a Purchase Order
Can I cancel an invoice that has already been submitted?
Unfortunately, it is not possible to modify or cancel an invoice once it has been submitted in order to ensure the integrity of the invoice processing system. If you have mistakenly submitted an invoice, you have two options for correcting it:
1. Request that the customer reject the existing invoice, so that you can submit the corrected version; or
2. Submit a credit memo that corresponds to the incorrect invoice, followed by submission of the correct one.
For further guidance on the invoicing process, please refer to the How to Create an Invoice or Credit Note section of the How to Guide.
What types of files can I upload in Coupa?
The types of files accepted to be uploaded in Coupa are:
What is the process for submitting an invoice via the Coupa Supplier Portal?
In order to submit an invoice through the Coupa Supplier Portal, your account must first be configured to handle invoices via your customer’s Coupa instance. Once your account is configured, you can log in to the portal and follow the steps to submit your invoice electronically. For detailed guidance on the invoicing process, please refer to the How to Create an Invoice or Credit Note section of the How to Guide.
Is it possible to reuse an invoice number that has been deleted from my end?
Yes, if you have deleted an invoice number, it is possible to reuse it for a new invoice.
How can I check if my invoice has been registered?
You can check the status of your invoice in real-time by logging in to your Coupa Supplier Portal account. If the invoice has been successfully registered, you will receive a pop-up message upon completion of the invoice submission process in Coupa.
Do I need to include accounting information on cXML invoices?
Invoices against a PO don’t need accounting information, because that information is part of the requisition and is carried over to the PO. When an invoice references a PO line number, Coupa takes the accounting information associated with the line and adds it to the invoice.
How can I make a partial claim on an invoice?
To make a partial claim on an invoice, you can invoice multiple times against a single purchase order (PO). Within the Coupa Supplier Portal, locate the gold coin icon and click on it. Enter the amount that you would like to appear on the invoice and save the changes. This will allow you to submit partial invoices against the same PO, as needed.
For detailed guidance on the invoicing process, please refer to the How to Create an Invoice or Credit Note section of the How to Guide.
What should I do if my invoice is rejected?
If your invoice is rejected, you should contact our Organon HelpDesk Team for more information on why the invoice was rejected. Once you have identified the issue, you should create a new invoice to replace the rejected one with the correct information. Our Organon HelpDesk Team can also provide you with guidance on how to submit a corrected invoice to avoid further issues.
What are the next steps after my invoice has been approved?
Once your invoice has been approved, it will be queued for payment based on the payment terms agreed upon with your customer. At this stage, you do not need to take any further action. You can track the payment status of your invoice through your Coupa account or by contacting our Organon HelpDesk Team. If you have any concerns or questions about the payment process, you can reach out to our Organon HelpDesk Team for assistance.
What should I do if I have an outstanding invoice that hasn’t been paid yet?
If you have an invoice that hasn’t been paid yet, you should first check your Coupa account to see if there are any updates on the payment status. If you don’t see any updates or if you have additional questions regarding the payment information, you can contact our Organon HelpDesk Team for assistance. Organon HelpDesk Team will be able to provide you with the most up-to-date information on the payment status of your invoice.
In addition, you can also choose to receive payment notifications via email or short text message (SMS) by updating your notification settings in Coupa. This will allow you to receive real-time updates on the payment status of your invoices.
How long are legal invoices available for download?
Invoices in the CSP are available for download for a period of 18 months from the date of submission. After this time, invoices will no longer be available for download, so it’s important to download and store them for your records before the expiration date.
What is the meaning of the status “pending receipt” for an invoice?
The status “pending receipt” indicates that the customer is currently in the process of receiving the goods or services that have been invoiced into their system. It signifies that the invoice is waiting for confirmation of delivery or completion of the services before it can proceed to the next stage of processing.
Will Tungsten still be used?
Tungsten will no longer be used as it is replaced by Coupa.
What are the payment terms for invoices submitted through Coupa?
Payment terms are set by your customer and can be found on the purchase order.
How do I track the status of an invoice in Coupa?
You can track the status of an invoice in real-time by logging in to your Coupa account and navigating to the “Invoices” section. Look for the invoice in question and check its status, which will be displayed next to the invoice details.
What is a PO flip and how do I do it in Coupa?
A PO flip is when you use a PO to create an invoice. In Coupa, you can easily flip a PO to create an invoice by clicking on the “Create Invoice” button on the PO page. This will populate the invoice with the information from the PO, making the process quick and easy.
If I have a question related to a purchase order, whom should I contact?
If you have questions regarding the specifics of a purchase order, it is recommended that you contact the purchase requestor from Organon. In the event that your query is related to access or visibility to the Coupa Supplier Portal (CSP), please reach out to the Organon Helpdesk Team for assistance.
What should I do if I conduct business with multiple Organon entities?
In the event that you conduct business with multiple Organon entities, you may submit your invoices via Coupa, provided that they are accessible within the customers section of your profile. It is important to note that Organon is implementing Coupa on a global scale throughout 2024, and you can expect to receive a communication letter outlining the specific entities that will be onboarded onto the Coupa platform, along with their corresponding timelines.
Why do we need to provide e-mail contact for technology/catalogue enablement?
The e-mail contact for technology/catalogue enablement should be the person responsible for external spend management applications and platforms. This person will work with our onboarding technology team to ensure that our platforms can communicate.
How do I register in the Coupa Supplier Portal (CSP)?
Please refer to the How to Register in the Coupa Supplier Portal section of the How to Guide.
What should I do if I did not receive any invitation from Organon?
Please refer to the How to Connect With Your Customer section of the How to Guide.
How do I get help if I have problems registering?
Please refer to the How to Register in the Coupa Supplier Portal section of the How to Guide.
If further guidance is needed, reach out to Coupa support.
What is the estimated time required to complete the registration process?
The registration process can typically be completed in around 15 minutes, assuming that all required company information is readily available.
If you are an existing Vendor and have been invited to register for eInvoicing in Coupa, click here for additional information.
For a better understanding of the Coupa Enablement cXML/CSP/SAN – Benefits & Requirements, please click here.
If you are experiencing issues with registration access: Vendor.Onboarding@organon.com
What we purchase
When we purchase goods and services, we seek the best total value for efficiency and productivity.
Product service area
- Active pharmaceutical Ingredients and raw materials
- Drug products
- Packaging materials
- Devices and components
- Contract manufacturing services
- Production materials, packaging toll
- Capital Equipment
- Engineering & construction services
- Environmental & waste management
- Industrial maintenance
- Fuels and utilities
- Human resources – benefits & training
- Finance, banking & corporate insurance
Site & commercial services
- Site services
- Travel & transportation
- Meeting & event planning
- Administrative spend
- Logistics & associated services
- IT procurement
- Information technology & services
Global marketing services
- Media management
- Labs supplies, chemicals
- Laboratory equipment
Advocacy councils and agencies approved by Organon include, but are not limited to:
- Small Business Administration (SBA)
- Women’s Business Enterprise National Council (WBENC)
- National Minority Supplier Development Council (NMSDC)
- National LGBT Chamber (NGLCC)
- Supply Nation
- Minority Supplier Development UK (MSDUK)
- Minority Supplier Development China (MSD China)
- Other federal agencies, state to local (county) government agencies
Interested in doing business as a new vendor?
Create your account here: https://supplier.coupa.com/help/creating-an-account-with-coupa/.