Frequently Asked Questions
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Transition to Coupa
Orders & Invoices in Coupa
Transition to Coupa
I have not received the initial communication that tells my company about the Disney Coupa Purchase Order transition. Where can I find a copy?
The initial Coupa transition communication to suppliers can be found here for review.
I have not received the initial communication that tells my company about the Disney Coupa Purchase Order transition. Where can I find a copy?
The initial Coupa transition communication to suppliers can be found here for review.
Where do I go for support during the transition to Coupa?
- For assistance with logging into Coupa and how to use the Coupa Supplier Portal (CSP), contact Coupa Support using the Chat feature in the CSP “Chat with Coupa Support” or email disney_suppliers@coupa.
com. - Coupa Branded Support: See the Supplier Help Center and frequently asked questions.
- Webinars available for the Coupa Supplier Portal (CSP): https://supplier.coupa.
com/webinar-registration/ - Disney Supplier Management Portal Access help: https://disney.
apexanalytix.com/Help/ DownloadFile?ID=osVlgVIF5XA%3d - Bookmark this page for more Coupa transition information: https://disney.
apexanalytix.com/Help/ ToolsAndDocument/ ToolsAndDocumentChildHelpPage? id=Q4DUyHOpBN8%3d
Which Disney Entities are using Coupa?
See below for the Active Disney Legal Entities that are using Coupa. Future entities will be added over the next year. For a full listing of Disney entities that are transitioning to Coupa, click here.
Will there be changes to the Purchase Orders I receive from Disney in Coupa?
Yes. Changes in how you interact with Disney for Purchase Orders (POs) will include:
● A new PO numbering system with POs starting with a “7” and consisting of 10 digits
● A new email address from which Purchase Orders will be sent: [email protected]
Will there be changes to the Purchase Orders I receive from Disney in Coupa?
Yes. Changes in how you interact with Disney for Purchase Orders (POs) will include:
● A new PO numbering system with POs starting with a “7” and consisting of 10 digits
● A new email address from which Purchase Orders will be sent: [email protected]
If you are receiving requests from Disney that are using legacy system Purchase Orders that start with a “45” or “30” and are ten digits long, please follow the instructions provided for invoicing as not all requests will be using the new Coupa Purchase Order process.
How do I know where to submit my Invoices?
Disney is rolling out Coupa in waves for Purchase Orders, so you may receive PO’s from our legacy systems vs Coupa. Please pay close attention to the Purchase Order number so you are not submitting invoices incorrectly.
- If you are receiving requests from Disney that are using legacy system Purchase Orders that start with a “45” or “30” and are ten digits long, please follow the instructions provided to submit invoices. The preferred method is to submit invoices via the Invoice Submission process in the Disney Supplier Management Portal (DSMP/APEX).
- The new Coupa process will be using Purchase Orders that start with a “70” and have 10 digits. Ex: “7000000000”. If you have these Coupa PO’s, to submit an invoice click “SUBMIT INVOICE” on the Purchase Order email or use your Coupa Supplier Portal (CSP) account to create an invoice from your Purchase Order. (Wave 1 countries in the transition are not able to submit via Coupa currently. Please use legacy invoice submission methods until further notice.)
Note: Please do not submit an invoice through Coupa and then re-submit through another Disney invoice submission method as this will cause duplicates and may delay your payment. All Coupa Purchase Orders should be submitted using the Coupa process as noted above.
My company used the Ariba or ERS process when invoicing with Disney. How can I submit these older invoices?
● If you were previously an Ariba or ERS supplier with Disney and your company has been disabled from Ariba or ERS, you can send any “30” and “45” series Purchase Orders to Image One [email protected]. (The scanned invoice must be saved using a .PDF file format with a minimum resolution of 300 DPI (dots per square inch).) If you are still “Active” in Ariba, it is ok to invoice via Ariba for these “30” and “45” POs only.
● Any new Purchase Orders from the Coupa “70” series, should be electronically created by clicking the “Invoice” link on the Purchase Order email via Coupa or using the Coupa Supplier Network, if enabled.
What information do I need to review and update in the Disney Supplier Management Portal (DSMP) to prepare for the transition to Coupa?
1. The Primary Contact Name and Email
2. The PO Delivery Email Address – (FAX transmissions will no longer be supported)
How do I access the Disney Supplier Management Portal (DSMP) and update my company contact information?
Use this direct link to access the Disney Supplier Management Portal (DSMP): https://disney.apexanalytix.com/. If you need help accessing the DSMP or with the steps required to review and update your company records, please reference the DSMP Frequently Asked Questions document.
Is there anything I need to do to make sure I receive my Purchase Order emails and other communications from Coupa and Disney?
You will be receiving emails from the following addresses: [email protected], [email protected] and [email protected]. We recommend that you add all these emails as approved senders to any spam filters. Please work with your IT Team if you need help with this process.
When registering in the Coupa Supplier Portal (CSP) do I need to enroll in the “Coupa Verified” option that has a fee?
Once I create my Coupa Supplier Portal account, how do I make updates to my contact or banking information for Disney in the future?
Orders & Invoices in Coupa
Is there a fee to use Coupa?
How do I get help logging into the Coupa Supplier Portal (CSP) or creating invoices in Coupa?
You can contact Coupa Support by using “Chat with Coupa Support” in the lower right of the screen in CSP, or by sending an email to [email protected]. You can also visit the Coupa Supplier Help Center and review CSP Frequently Asked Questions.
Is there a fee to use Coupa for purchase orders and invoices?
Using Coupa and the Coupa Supplier Portal for orders and invoices is free for all suppliers. You will see messages and banners in the Coupa Supplier Portal about an optional Coupa Verified program which is a paid service. Coupa Verified is not needed in order to use Coupa for Disney so you may ignore these messages.
How do I submit an invoice or credit memo?
The following links provides information on how to create invoices or credit memos:
• Create an invoice or credit memo
• Watch a video on how to invoice through the CSP
• Benefits of e-invoicing
When invoicing using the Coupa methods, do I need to also attach my company’s invoice in the Coupa system?
There is no need to attach your company invoice when using the Coupa invoicing process via the email link on the purchase order OR in the Coupa Supplier Portal (CSP), unless directed by a Disney representative. If you were required to attach invoices for processing in the Ariba Supplier Network previously, please continue to do so in Coupa.
Note: If you upload an attachment, it will stay in Coupa, and the Disney Accounts Payable team will not see the attachment because a company version of the invoice is not required for Disney AP to approve and pay the electronic invoice in Coupa. You may optionally attach your company invoice file if you would like to store a copy in CSP for your own records. Please do not submit any other copies of the invoice when using the Coupa process.
I am trying to create an Invoice from a Purchase Order, and the field is greyed out, how do I resolve that?
• Please contact your representative at Disney and ask them to allow you to create invoices.
• Read an overview of the purchase order process.
• A short video on Orders in the CSP.
I need to make a change to a PO before issuing an invoice. How can I do that?
Check this article to learn how you can edit purchase orders and purchase order lines.
How can I view or edit an invoice?
Read this article to learn how you can view and edit invoices that you sent to your customers.
How can I check my payment status?
- Utilize the Disney Supplier Management Portal (DSMP) https://disney.apexanalytix.com. Keep in mind that the DSMP is updated each morning to reflect the latest information from Disney regarding invoice and payments. More information can be found here on how to use the DSMP: Invoice and Payment Search Reference Guide
How do I update my contact, banking, and PO delivery email address?
Utilize the Disney Supplier Management Portal (DSMP) https://disney.apexanalytix.com. Any updates to the profile in Coupa Supplier Portal will not be transmitted to the DSMP, which is the system of record.