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Inchcape Retail Suppliers

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Welcome to the Inchcape Retail Supplier Website


Inchcape Retail value its supplier base as you are crucial to the ongoing success of our business. 

This page has been set up to help you our Suppliers gain easy access to critical and useful information, so that you can easily do business with Inchcape Retail UK Ltd.

Key contacts to remember

 Department  Email Address
General enquiries  Uk.procurement@Inchcape.co.uk 
Coupa queries Coupa.UKSupplier@inchcape.com 
Invoice queries (Non-Coupa invoices) Enquiries.AccountsPayable@inchcape.co.uk
Statement Submissions (Excel and PDF format only) SupplierStatements@inchcape.co.uk
Invoice, credit notes, DD notifications Submissions (Non-Coupa invoices) AccountsPayable@inchcape.co.uk
Broker enquiries Julie.smith@inchcape.co.uk

Q – Can I supply goods and/or services to Inchcape?
A – Inchcape welcomes enquiries from new suppliers, but ask that all new suppliers sign up to its Terms and Conditions and complete a number of onboarding and background checks, as well as review a number of additional documents that provide more detail on the day-to-day rules involved with supplying to Inchcape. In the event of a tender, Inchcape use Coupa’s e-Sourcing tools to issue RFI, RFQs etc.

Q – Where can I learn more about Inchcape?
A – You can find out more about Inchcape in the UK here and around the world here

Q – I’ve already supplied goods and/or services directly to a specific site – will I get paid?
A – Inchcape employs a “no PO, no Pay” policy. Coupa is Inchcape’s Purchase 2 Pay (P2P) platform, and all POs will be issued through this method. In some rare instances, the site may issue a local PO. We highly recommend not supplying anything to Inchcape without a PO first.

Q – Are we required to sign up to Coupa?

A – Yes and the good news is, its free. To learn more about Coupa, click here.

Q – Do you have “approved” or “preferred” suppliers?
A – An “approved” supplier is a company that has a vendor record in our Purchase Ledger – it does not mean that there is an agreed contract in place or a guarantee that you will receive any future orders. A “preferred” supplier has gone through the Procurement onboarding process and will be communicated across our retail network as a National Contract supplier.


 

about icon Download the latest Supplier Comms for August 2020 here.

about icon Download the latest BMW re-branding communication here.

Please refer to purchase order Terms and Conditions here

Should you have an existing written and signed agreement with Inchcape Retail relating to the relevant Goods or Services, then the terms of that agreement shall apply in precedence to the Purchase Order Terms and Conditions

Supplier Code of Conduct- COMING SOON
 
Inchcape UK Procurement


Inchcape UK Procurement

Coupa

An Introduction to Coupa

Coupa is an industry leading, cloud-based source to pay system used by many global organisations. It will change the way goods and services are ordered and invoices received, allowing Inchcape to connect electronically with Suppliers and creating a more efficient way of working.

For more information on Coupa click here
To access Coupa click here 

For any other queries please contact Coupa.UKSupplier@inchcape.com.

When does Coupa go live?

Coupa went live at Inchcape in November 2020, all overhead and sublet purchases now require a valid Coupa PO for the purchases to be approved. Invoices for these approved purchase are required to be raised in the Coupa portal against the valid Coupa PO. You will have received an invitation to join the portal from Inchcape, if you have not yet received this invitation please email Coupa.UKSupplier@inchcape.com with your company name and the email address you would like the Invite sent to.

There is a Supplier training session every Friday at 1:00pm Please click this link to register for the next event. https://primetime.bluejeans.com/a2m/register/swavreyz
 

What are the benefits to suppliers?

  • More efficient way of working with reduced errors
  • Improved invoice process - Faster invoice-to-pay process in line with Inchcape’s payment terms with convenient visibility into the status of you invoices/payments
  • Simple ‘PO to Invoice’ conversion process 
  • Reduced cost of paper invoice creation
  • Real time status reports
  • No installation of hardware or software required  
  • Best of all, it’s free of charge! There is no cost for you to transact through this application.
     

Q- What ordering/invoicing options are available?
A- The following options are available


Coupa Supplier Portal (CSP): Create invoices directly from purchase orders on the Coupa Supplier Portal. This is the most comprehensive way to manage your interactions. An email invitation will be received to register on the CSP. Purchase Orders can be viewed, and invoices sent. electronically. More information
 
Supplier Actionable Notification (SAN): Enables action directly from your email inbox. Flip your incoming PO's into invoices right from the PO email. This is the easiest way to submit electronic invoices through Coupa. You can also acknowledge and comment on Purchase Orders right from the email. Purchase Orders can be received, and invoices created without registering or logging in to the Coupa Supplier Portal. More information 


Q- Is the use of the system mandatory?
A- Yes.

Q- Will there be training on using the system and how will this be made available?
A- While the system is very intuitive, drop in webinars and training materials will be provided. 

Q- Will it take longer than the current process?
A- No – The ordering process should be no longer than existing process and the invoicing process will be greatly improved

Q- How much will it cost?
A- It is free for Suppliers to use 

Q- Who are the key contacts on this project/who do we contact for more information?
A- The key contact is Coupa.UKSupplier@inchcape.com 

Q- How do I gain access to the COUPA SUPPLIER PORTAL (‘CSP’)
A- You will receive an invitation to join the portal via the e-mail address you have provided. No other software is required. You can access CSP via http://supplier.coupahost.com

PURCHASE ORDERS

Q- How will I receive my Purchase Orders?
A- CSP: Go to: Main Menu>Orders. Select Inchcape (if you are connected to more than one Coupa customer.) You can acknowledge the PO and create an invoice direct from the portal
A- You can also choose to receive PO’s by  e-mail. You can acknowledge the PO and create an invoice direct from the e-mail without having to log into the CSP

Q- How do I change the price in a PO?
A- Suppliers do not have this functionality. Speak with your Inchcape contact before invoicing as the invoice will not be able to be passed for payment if it does not match the PO.

INVOICING

Q- How will I submit invoices?
A- CSP: Go to: Menu>Orders>Select desired customer>Select the PO>Select the yellow coins
B- You can also create an invoice direct from the e-mailed PO which will be sent back to Coupa

Q- How do I track the status of my invoice?
A- This will depend on the invoicing method you have selected:
A- CSP: Go to:  Main Menu>Invoice. Here you can track the status of the invoice. If the status is still draft, you have not yet submitted it

GETTING PAID

Q- How do I get paid?
A- Once an invoice is approved in Coupa, the information will be transferred to our ERP system which will generate the payment in accordance with Inchcape’s agreed payment terms

CSP ADMINISTRATION

Q- What do I do if I’ve Forgotten my Password
A- Select Forgot User Name or Password to re-set.

Q- How do I add users to CSP. 
A- Follow: Menu>Admin>Users>Invite Users

Q- I have received 9 invitations for Coupa.
A- As there are multiple Legal Entities in Inchcape, you will receive more than one e-mail invitation to join the CSP. You only need to respond to one e-mail to set up your CSP account.
 


Training Coupa Portal – Setup (attached Inchcape Coupa Portal – Legal Entity Setup)

Coupa Training Raising Invoices from a PO (attached How to raise an Invoice)

Coupa Training Adding Additional Users (attached adding additional users)

Coupa Training Raising invoice against a contract ( attached how to raise and I2C Invoice)


CSP

An invite to the Coupa portal will be sent to your requested contact, if you have any queries or have not received an invite please contact Coupa.UKSupplier@inchcape.com