ON Cut Information Update Guide for Suppliers

Specifications

• Product Name: Coupa Information Update Guide for Suppliers
• Designed for: Suppliers without a linked Coupa Supplier account
• Main Features: Supplier onboarding, Purchase Order management, Information update

Product Usage Instructions

Supplier Onboarding Process:
Welcome to On’s Coupa Information Update Guide for Suppliers. This guide is designed to assist suppliers in onboarding to the Coupa system for managing purchase orders, invoices, and payments.

Option 1: Join and Respond (Recommended)

1. Sign up for a free Coupa Supplier Portal (CSP) account.
2. Connect with On in the Coupa portal.
3. Fill out On’s specific request for additional information (auto-filled through initial registration).

Why is CSP recommended? Faster payments, fewer delays, full visibility.

Option 2: Respond without Joining

1. Opt not to register for a Coupa Supplier account.
2. Fill out On’s specific form with essential details.

Step 1: Register on the Coupa Supplier Portal (CSP)

1. You will receive an email from On with instructions to either
   Join and Respond or Respond without Joining.
2. If signing up for CSP, click on Join and Respond and follow the detailed steps provided.
3. To create your Coupa Supplier Portal account, click on Create an Account and fill out the required information.

Please note that until your onboarding process in Coupa is completed, On cannot send you Purchase Orders or process invoices for payment.

Welcome to On’s Coupa Information Update Guide for Suppliers
This guide is designed for suppliers who do not yet have a linked Coupa Supplier account. We have partially migrated your data to Coupa. You now have two options to provide the necessary, additional information required to ensure you have a complete supplier record in our system, to allow for purchase orders, invoices, and payments.

Join and respond (recommended)

1. Sign up for a free Coupa Supplier Portal (CSP) account
2. Connect directly with On in the Coupa portal
3. Fill out On’s specific request for additional information (most of which will be auto filled through your initial Coupa registration)

Why is CSP recommended?
Faster payments, fewer delays, full visibility

Respond without joining

1. Opt to not register for a Coupa Supplier account
2. Fill out On’s specific form with the essential details that are required

Please see the following slides for detailed guides on both options

Join and respond (recommended)

1. Sign up for a free Coupa Supplier account
2. Connect directly with On in the Coupa portal
3. Fill out On’s specific request for additional information (most of which will be auto filled through your initial Coupa registration)

The goal of this guide is to support you as you navigate the supplier onboarding process with our Procurement system, Coupa.

This portal is free and makes it easier for you to:

• Submit invoices – create and track payments in real time
• Update your company information
• Receive and manage purchase orders
• Communicate directly with On in one place

Please keep in mind that, until your onboarding process in Coupa is fully completed (where you have provided your contact infromation, address, banking details, etc.), On cannot send you Purchase Orders or process invoices for payment.

Step 1. Register on the Coupa Supplier Portal (CSP)

1. You have received an email from On asking you to update to Join and Respond or Respond without Joining
2. If you would like to sign up to CSP, please click on “Join and Respond, and follow the steps detailed in the next slides
3. If you would like to “Respond without Joining”, please go to page 18 to see detailed steps

Please click “Create an Account” to create your Coupa Supplier Portal account

1. Please fill out the required information to create your account on the Coupa Supplier Portal
2. Please note that some fields are very similar to the ones requested by On for our own onboarding process, meaning that you might need to introduce them again once you start completing On’s info request form
3. You will receive a one-time code on your email that you will need to type in Coupa to be able to continue with the CSP profile creation

NOTE: The Privacy Policy and T&Cs are Coupa’s internal policies, not On’s ones. On’s policies / T&Cs are clearly reflected on our contracts and Purchase Orders.

• Once you have created your account, Coupa will send a cerification code to your email address. Please enter the verification code and progress to providing /finalizing the onboarding information
• Please provide your primary address to complete your account details
• Please ensure you enter your payment information accurately

Step 2. Coupa Supplier Portal (CSP) Onboarding

1. You will be asked to provide further payment details
2. Please complete and verify the information for Bank Transfer, and Check
3. In case your company does not accept Bank Transfer or Check payments, you can select this option, as depicted turquoise box in the screenshot
4. Proceed to the net step by clicking “next”

Step 3. Creation of the Coupa Supplier Portal (CSP)

1. Success! You have created an account on the Coupa Supplier Portal
2. Next step: Please complete On’s supplier update form
3. Some fields will be pre-filled, please review and add any missing details
4. Please note, this step is required before you can start doing business with On

Step 4. Accessing On’s External Update Form for Supplier
In the top menu, please select “Information Requests” to open On’s supplier Update Form

1. Please look for the form named “External Update Form for Supplier”
2. Please click the link and provide the required information

Step 5. Complete your primary company details
Please fill in any missing fields and ensure their accuracy

1. Please indicate whether you are registered for Tax/VAT in your home jurisdiction
   1. If you select Yes, please ensure your Tax/VAT number is correct
   2. If you select No, please describe why you are not registered for tax

Step 6. Complete your commodity and payment terms

1. Please specify which goods or services your company provides
2. On typically operates on Net 30 payment terms
   1. If you agree, select Yes
   2. If you do not agree, please select No and choose from the alternative payment term options in the dropdown

• “No, I have another agreement”
  Please share the details fo this agreement and your contact at On, and share a copy of agreement as proof of payment terms
• “No, I don’t accept”
  Please provide the reason, proposed terms and contact person this is being discussed with at On
• “No, I am providing service to Japan”
  1. Please state whether you ygree with a standard payment term of Net 60 days
  2. If you do not accept or have another agreement, please provide the necessary details

Step 7. Complete your primary contact information
Please provide details for the individual responsible for managing the CSP, receiving purchase orders, and creating invoices

Step 8. Complete your primary contact information
Indicate if you would like to share further contact details (e.g. other team members who should also receive Coupa notifications)

If you would like to share any other contact details with On, please fill out the required information

Step 9. Complete your purchase order preferences
Please select how you would like to receive your purchase orders. Our options include email, Coupa Supplier Portal, or cXML

1. When you choose Coupa Supplier Portal, you will still have the option to choose an email ID where you can receive Purchase Orders
2. Please provide the PO email, which should be the contace person / team who should receive the order to deliver goods / services. This can be the primary contact, or an alternative address
3. If you want to receive Pos via cXML, you will be asked to provide a contact name for any followup needed related to setup of cXML

Step 10. Complete your company address, and banking and payment details
Please provide your primary address, which is the main business address where you operate

• Please add and verify your bank account information, and ensure you choose the correct currency if you accept multiple currencies
• Please review the bank country/region to ensure you have selected correctly

Step 11. Review or add a Remit-To Address
Guidelines for the Remit-To Address Section (Banking Information in Coupa)
Note: This section is not applicable to suppliers who cannot be paid electronically in the US or Canada. If this applies to you, please indicate accordingly in your responses above.

1. Review Existing Details:
   If you have previously shared your banking information with us, please ensure you thoroughly review the details provided in this section.
2. Bank Country/Region Consistency:
   Confirm that the Bank Country/Region selected in the Remit-To section below matches the Bank Country/Region provided above.
3. Updating Banking Information:
   • If you need to update your banking information, locate the Remit-To Address under the Remit-To Addresses section.
   • Select Inactive for the previously provided address.
   • Then click the Add Remit-To icon, followed by the Add Payment Method icon.
   • Entering Updated Banking Details:
     After clicking the relevant icon, a widget will appear. Select the appropriate payment method option and input the following required fields:
     • Payment Method Name
     • Bank Account Country/Region
     • Bank Account Currency
     • Beneficiary Name
     • Bank Name
   • Once entered, click Save. A green confirmation will appear if the update is successful.
   • Review the updated bank information carefully and ensure all mandatory fields are completed.
4. Bank Account in Another Country:
   If you have an additional bank account located in a different country, select Yes when asked: “Do you have a bank account in a different country?” Then, provide the necessary supporting documentation for verification.

1. Please review or add a Remit-to address (this address is critical for invoicing purposes, so please ensure it is accurate)
2. Please complete the required fields
3. If a remit-to address is already listed and needs updating, select “Inactive” for the old entry before creating a new one
4. Please provide a Bank Supporting Document of your bank account information and details, or bank statement showing youre registered address and account details.
5. If you have more than one bank account (e.g. in a different country/currency), select “Yes”, and provide the relevant details

Step 12. Conduct a final check and submit for approval

1. Please review all the information you have entered to ensure accuracy (especially the bank account and address detials=)
2. Click submit for approval
3. After On reviews and approves your banking details, you will be able to receive payments directly via the specified bank acocunt

Respond without joining

1. Opt to not register for a Coupa Supplier account
2. Please ensure all required fields in On’s form are completed accurately
3. Review and verify the provided information before submission
4. Submit the form and wait for On’s approval – once approved, you will be ready to transact with On!

The goal of this guide is to support you as you navigate On’s External Supplier Update Form. Please note, while it is possible to provide On with the necessary transaction details without creating a Coupa Ssupploer Portal, it is not recommended. This is because it will limit your access to purchase orders, and may make invoicing and payment tracking more manial, which can increase the likelihood of errors and delays.

Please keep in mind that, until we have recorded and approved all your required contact and financial data, On cannot send you Purchase Orders or process invoices for payment.

Step 1. Answer On’s Supplier Update Form

1. You have received an email from On asking you to update to Join and Respond or Respond without Joining
2. If you would like to Join and Respond, click “Join and Respond”, and follow the steps detailed in the previous slides, starting from page 3
3. If you would like to “Respond without Joining”, please see the steps as detailed in the upcoming slides

Step 2. Complete your primary company details
Please fill in any missing fields and ensure their accuracy

1. Please indicate whether you are registered for Tax/VAT in your home jurisdiction
   1. If you select Yes, please ensure your Tax/VAT number is correct
   2. If you select No, please describe why you are not registered for tax

Step 3. Complete your commodity and payment terms

1. Please specify which goods or services your company provides
2. On typically operated on Net 30 payment terms
   1. If you agree , select Yes
   2. If you do not agree, please select No and choose from the alternative payment term options in the dropdown

1. “No, I have another agreement”
   Please share the details fo this agreement and your contact at On, and share a copy of agreement as proof of payment terms
2. “No, I don’t accept”
   Please provide the reason, proposed terms and contact person this is being discussed with at On
3. “No, I am providing service to Japan”
   1. Please state whether you ygree with a standard payment term of Net 60 days
   2. If you do not accept or have another agreement, please provide the necessary details

Step 4. Complete your primary contact information
Please provide details for the individual responsible for managing the CSP, receiving purchase orders, and creating invoices

Indicate if you would like to share further contact details (e.g. other team members who should also receive Coupa notifications)

If you would like to share any other contact details with On, please fill out the required information

Step 5. Complete your purchase order preferences
Please select how you would like to receive your purchase orders. Our options include email, Coupa Supplier Portal, or cXML

1. When you choose Coupa Supplier Portal, you will still have the option to choose an email ID where you can receive Purchase Orders
2. Please provide the PO email, which should be the contace person/team who should receive the order to deliver goods/services. This can be the primary contact, or an alternative address
3. If you want to receive Pos via cXML, you will be asked to provide a contact name for any followup needed related to setup of cXML

Step 6. Complete your company address, and banking and payment details
Please provide your primary address, which is the main business address where you operate

1. Please add and verify your bank account information, and ensure you choose the correct currency if you accept multiple currencies
2. Please review the bank country/region to ensure you have selected correctly

Step 7. Review or add a Remit-To Address
Remit-To Address Guidelines for Coupa Banking Information Collection
Important: This section does not apply to suppliers who cannot be paid electronically in the US or Canada. If this is the case, please clearly state this in your responses above.

1. Review Existing Banking Information
   • If you have previously provided your banking details, carefully review the information displayed in the Remit-To section below to ensure it is accurate and up to date.
2. Confirm Country/Region Consistency
   • Ensure that the Bank Country/Region selected in the Remit-To section below matches the Bank Country/Region entered earlier in the form.
3. Updating Banking Information
   • If you need to make changes to your existing bank details:
   • Mark the previously provided Remit-To Address as Inactive (found under the Remit-To Addresses section).
   • Click on the Add Remit-To button.
   • Then select the Add Payment Method icon to enter your updated banking information.
4. Entering New Bank Information
   • After clicking the icon to add a payment method:
     • Select the appropriate payment method option (e.g., Bank Transfers).
   • A widget will appear on the right where you must enter the following fields:
     • Payment Method Name
     • Bank Account Country/Region
     • Bank Account Currency
     • Beneficiary Name
     • Bank Name
     • Once the fields are completed:
     • Click Save.
   • A green confirmation will appear, indicating the update was successful.
   • Review all entered details and complete any additional required fields.
5. Additional Bank Accounts in Other Countries
   • If you also have a bank account in a different country from the one listed above:
   • Select Yes for the question: “Do you have a bank account in a different country?”
     
   • Provide the relevant supporting documentation as requested.

1. Please review or add a Remit-to address (this address is critical for invoicing purposes, so please ensure it is accurate)
2. Please complete the required fields
3. If a remit-to address is already listed and needs updating, select “Inactive” for the old entry before creating a new one
4. Please provide a Bank Supporting Document of your bank account information and details, or bank statement showing youre registered address and account details.
5. If you have more than one bank account (e.g. in a different country/currency), select “Yes”, and provide the relevant details

Step 8. Conduct a final check and submit for approval

1. Please review all the information you have entered to ensure accuracy (especially the bank account and address details)
2. Click submit for approval
3. After On reviews and approves your banking details, you will be able to receive payments directly via the specified bank account

Please note that submitting the form does not mean that the onboarding process is already approved and finalised from On’s side. We will review the information and get back to you if any changes or clarifications are needed.

FAQ

Q: Why is CSP recommended for suppliers?
A: CSP is recommended for faster payments, fewer delays, and full visibility into the procurement process.

Q: What happens if I don’t complete the onboarding process in Coupa?
A: Until your onboarding process is fully completed, On cannot send you Purchase Orders or process invoices for payment.

Documents / Resources

On Cut Information Update Guide for Suppliers [pdf] User Guide Cut Information Update Guide for Suppliers, Information Update Guide for Suppliers, Update Guide for Suppliers, for Suppliers

References

• User Manual