Purchase order management in Coupa

Company Profile

Worldwide digital company providing a trusted platform that brings together and interconnects foundational infrastructure, enabling organizations to access all the right places, partners and possibilities to accelerate competitive advantage.

Scope Highlights

• Purchase order management
• Oracle
• Coupa
• Robotic process automation (RPA)

Challenge

The global data infrastructure provider issues many purchase orders annually, ranging in value from low (<US$10,000) to very high.  Individual PO owners did not consistently perform maintenance steps to close and completed POs, creating processing delays and accounting accrual complexities. Leadership wanted to ensure completed purchase orders where marked as such.

Solution

The solution is controlled by user-defined and maintained rules that customize purchase order handling based upon monetary value and recency of activity. First, it calculates a score to evaluate activity during the prior six months. Once a week for three weeks, the automation sends personalized alerts to PO owners. Upon notification, the PO owner may confirm that the PO is ready to be closed or may initiate a dispute in Coupa. For high-value POs, the PO owner’s manager is also notified. The automation closes low-value POs if the owner doesn’t respond within a set time period.