Coupa is a business-to-business (B2B) cloud platform for managing business spend, delivering measurable value through real-time visibility, control, compliance, and agility. All new purchase orders (POs) will be generated from the Coupa platform.

The Coupa Supplier Portal (CSP) is a supplier business network provided by Coupa. Suppliers can perform various business transactions including order confirmation, invoice creation, catalog uploads, and check the status of transactions.

There is no charge to use the Coupa Supplier Portal. The CSP is a free web application that enables suppliers to track orders, create invoices, and manage company information and notifications.

To connect with IQVIA, you must first receive an invitation email from IQVIA. This email will include a specific link that will direct you to the CSP and automatically connect your company with IQVIA as your customer. Your company needs to be added to IQVIA’s Coupa system before you receive the invitation email. Please contact your IQVIA representative, who will submit your details via the New Supplier Request Form in the Coupa portal. After approval, you will receive the invitation email. Please note that the invitation email should be sent to the same email address you used for registration in the CSP (Admin email address) for your other customers.

Currently, this is a two-step process requiring suppliers to self-register via an online form in Coupa, followed by registration on the Coupa Supplier Portal (CSP) to complete the onboarding.

1. Email requesting profile update for IQVIA: This is the first email sent after your IQVIA contact initiates the onboarding request and all approvals have been obtained. Click the link in the email and complete the online registration in Coupa. Ensure all required fields are filled out before submitting the form.
2. Email confirming profile information has been approved: Once you submit your form, it will be reviewed and approved by our Vendor Data Management team. You will be notified via email once approval is granted.
3. Email confirming connection to IQVIA via Coupa: Once your company has been set up in our system, you will receive an email with a link to connect to IQVIA through the Coupa Supplier Portal. This link will prompt you to create your login credentials. If you are already registered with Coupa, IQVIA will be added as a customer upon clicking the link. If not, you will need to sign up to connect with IQVIA.

Note: Please check your spam or junk folder if you do not see these emails in your inbox.

I haven’t received the email invitation to join Coupa

First, check your spam/junk email folder. Emails are sometimes flagged as spam. Ensure you are using the same email address that IQVIA used to send the invitation. If you still cannot find the email, please reach out to GFSSVendorMasterData@iqvia.com.

For purchase order-related queries, please contact your IQVIA PO owner. For technical issues, contact IQVIA’s Procurement team at procurement@iqvia.com. For payment and invoice-related issues and queries, contact IQVIA’s Accounts Payable team at supplier.queries@iqvia.com.

If you do not see IQVIA in the customer section in Orders tab, it is likely because you registered for the CSP using a different email address than the one IQVIA used to send the invite. Please verify that you’re using the same email address that was used for the invitation.

If you’re locked out of the CSP, it may be due to two-factor authentication. If you don’t have your six-digit backup validation code, contact the Vendor Data Management team at GFSSVendorMasterData@iqvia.com. They will ask you to fill out a declaration form and provide either a copy of your photo ID or passport, or your CSP login email to verify your identity.

What do I do if I forgot my two-factor authentication code, the code is not working, or I lost my device?

If you’re unable to log in due to missing two-factor authentication codes, first attempt to recover the codes via Google Authenticator or through your device’s SMS messages. You may also use backup codes that you were instructed to copy or write down when you first registered for CSP. If you’re still unable to recover the code, contact supplier@coupa.com. You will need to provide proof of identification to ensure the security of your transactions with IQVIA.

What should I do if I am not the admin/owner of my CSP account and cannot log in or do not have full access?

If you’re unable to log in or lack full access, please contact your CSP account admin (the colleague with full access) to activate your account or adjust your permissions.

How do I enable two-factor authentication?

To enable two-factor authentication, log in to the CSP and go to “Account Settings” under your login name in the top right corner of the page. From there, you can enable two-factor authentication.

How can I disable two-factor authentication?

To disable two-factor authentication, go to “Account Settings” under your login name in the top right corner of the page and disable it from there.

To add a new user, go to the main menu, click on the “Setup” tab, and select the “Users” tab on the left side. Click on the “Invite User” button. Provide the required information in the window that appears. This will allow you to set up multiple users with access to different functionalities of the CSP.

To change your notification preferences, click on the “Notification Preferences” button in the top-right corner. Alternatively, you can click on your name link and select the “Notification Preferences” option from the menu to adjust your settings.

Yes, it is possible to set a different PO email address than the primary email address. However, the primary email address will not receive any POs; only the PO email address will receive them.

Once an invoice has been submitted, it cannot be changed to maintain processing integrity. However, you can:

1. Request the IQVIA AP Team at supplier.queries@iqvia.com to reject or void the existing invoice, after which you can create a new one.
2. Create a credit memo to credit the original invoice value and then issue a new invoice.
3. For rejected invoices simply create a new invoice to replace the rejected one.

The “Export to” button allows you to export the rows to a CSV file, an Excel document, or bulk export legal invoices in a compressed (.zip) file. The maximum number of rows you can export by default is 200,000. When exporting tables with fewer than 500 rows, the file downloads immediately; for larger tables, the file will be emailed.

You need to add your country code (e.g., GB for the United Kingdom) in front of the VAT number. The VAT number should be in the ISO country format (e.g., GB508811745). To correct this, click on the Admin tab and add the correct VAT ID in the E-Invoicing Setup section.

Pending Receipt - this status indicates that IQVIA is in the process of receiving the goods or services into their system. Once the receipt is entered by IQVIA, the invoice will be matched against it.

Soft Closed Status - a Soft Closed PO can be reopened by IQVIA Procurement team within 365 days after closure if needed, such as for submitting an invoice or credit memo, or if the PO was closed prematurely or by mistake. Note, that you cannot invoice against a Soft Closed PO.

Closed Status - a Closed PO cannot be reopened.

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