Supplier Training Resources & FAQs
In many countries, purchases are managed via Coupa – a cloud-based procure-to-pay platform. This enables us to transact completely online.
To ensure suppliers have the necessary information to effectively and efficiently conduct business with Aon, we are pleased to offer a wide variety of training resources.
Coupa Supplier Portal
Coupa offers a robust online resource site for suppliers wishing to be part of the Coupa Supplier Portal (CSP). The CSP is a free portal that enables suppliers to centrally manage any of their clients that use the Coupa platform. The CSP Online Help site provides a variety of references and video demonstrations on an array of topics including – “What is the CSP?”, “How do I create catalogues?” to “How do I receive purchase orders and send invoices?” and more.
Aon has created additional content specific to our policies and practices. The quick reference materials below contain information applicable to suppliers utilizing either the CSP or email to receive purchase orders, send invoices and credit notes.
- Targeted quick reference materials
- You can join a live Q&A forum* with our system administrator team. Please contact our Help Desk for session details
*Please note these sessions are for learning and general navigation support. Queries regarding specific purchase orders or invoices will not be addressed during the session. If you require assistance on these issues, please contact the appropriate region-specific support team: APAC, Mexico, all other countries.
Frequently Asked Questions
Q: Who do I contact if I have questions?
A: Please contact us at firstname.lastname@example.org
for questions regarding purchasing practices, catalogues, submitting invoices, and more.
Q: How do I submit my invoice?
A: With the Coupa implementation*, Aon must receive invoices directly from the supplier. Aon colleagues cannot submit invoices on your behalf. There are three online methods available.
*A list of countries that already implemented Coupa procurement is located here.
- Option 1. Since all Aon purchases in Coupa procurement countries require a purchase order, a supplier can create an invoice directly from the purchase order. Save the email from "Coupa Notifications" that references the PO and press the big blue button in the centre of the Coupa Notifications email. Enter an invoice number, tax details, and confirm the remittance account or address. You can also opt to receive updates about payment progress by selecting the box in the lower portion of the window.
- Option 2. Join the Coupa Supplier Portal (CSP), a free resource for suppliers that keeps all Aon transactions in one place. If the supplier works with other organizations that use Coupa, their records can also be managed from the same site.
- Option 3. A final, and the least preferred option, is for the supplier (not Aon colleague) to email their invoice to the appropriate Coupa inbox. This option means that you lose the ability to view the payment status.
*Important for Mexico Suppliers: due to local tax authorities’ restrictions, invoices should be submitted in .pdf and .xls formats only.
Q: How do I submit my invoice if Coupa’s full procurement process is not implemented in the country where I provide services to Aon?
A: Aon has introduced the Coupa local Invoicing module for multiple countries across the globe. You can find a list of countries and the respective Coupa inbox addresses here. Please send your invoice in pdf format.
Q: What do the different payment statuses in the Coupa Supplier Portal (CSP) mean?
A: There are four different terms you will see if reviewing the payment status online.
- Pending approval – Awaiting approval in a queue
- Pending receipt – The business user has not yet indicated receipt (Applicable to catalogue suppliers)
- Approved – Approved for payment; You can drill down to the invoice level for more details
- Paid – Payment was issued; You will need to drill down to the invoice level for more details
Q: How do I learn more about using the Coupa Supplier Portal?
A: Please refer to this file for answers to the most common questions regarding registering for CSP, navigating the portal, acknowledging purchase orders, creating invoices, and maintaining catalogues.