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Coupa Transition Information on DSMP

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Frequently Asked Questions

 

Click on a question below to expand the section and view the answer. For additional help on using Coupa for Disney, you can also watch a CSP training video available here. 

Transition to Coupa

Coupa Supplier Portal (CSP) Account

Purchase Orders

Invoices

Payments

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.

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.

How is the supplier contact information for the transition being determined? How do I update the Supplier Primary Contact Name and Email and the PO Delivery email address?

The DSMP “Primary Contact” name and email address is the contact that is being used for any communications. We are instructing all suppliers in the awareness communication that is sent to them about the transition that they should be accessing the Disney Supplier Management Portal (DSMP) to make sure the “Primary Contact” name and email is correct along with the “PO Delivery email address”. (The PO Delivery email address is a separate section in the DSMP profile.) We also suggest that all the other information in their profile is reviewed, such as banking details. Any updates to the DSMP, after approvals, will be transferred to Coupa. Information added to the Coupa Supplier Portal will not be transferred back to the DSMP.

To update the “Primary Contact Name” see this information sheet.

To update the “PO Delivery email address” see this information sheet.

I received an email from a person at Coupa to help me register in the Coupa Supplier Portal. Is this legitimate?
Yes, Coupa will be directly contacting – via phone call and/or email – some of our suppliers in an effort to help these suppliers register in the Coupa Supplier Portal (CSP). Registering suppliers in the CSP is essential to our process and is where suppliers will manage all purchase orders, create invoices, and communicate directly with Disney buyers. All Suppliers can attend a Coupa Webinar or watch a recording to get more information on how to register and use the CSP. Suppliers do not need to wait to be contacted to register for Coupa. When receiving the first Purchase Order from Coupa, click “Create Invoice” and follow the prompts to create your Coupa account and register.
Where do I go for support during the transition to Coupa?
See below for Coupa Support Help available to Suppliers:
Which Disney Entities are using Coupa?

To view the Active Disney Legal Entities that are using Coupa as well as the future legal entities, click here.

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.

What information do I need to review and update in the Disney Supplier Management Portal (DSMP) to prepare for the transition to Coupa?

There are two key sections in the DSMP to review before our transition to Coupa:
1. The Primary Contact Name and Email
2. The PO Delivery Email Address – (FAX transmissions will no longer be supported)

Coupa Supplier Portal (CSP) Account

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.

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. 

When registering in the Coupa Supplier Portal (CSP) do I need to enroll in the “Coupa Verified” option that has a fee?
No, the Walt Disney Company version of Coupa does not require any fees. The last step of your registration in the CSP will ask you to select “Continue with Coupa Verified” or “Continue with Free.” Be sure to select the free option. Coupa Verified is an optional paid service offered by Coupa and is not needed to transact with TWDC. (Fees will not be refunded by TWDC.)
Once I create my Coupa Supplier Portal account, how do I make updates to my contact or banking information for Disney in the future?
If you need to update your company information, continue to make those updates in the Disney Supplier Management Portal (DSMP). The DSMP will continue to store contact, banking, and all other pertinent information about your company.
    How do I register in the Coupa Supplier Portal (CSP)?
    There are two ways to register for the Coupa Supplier Portal (CSP) and create an account if your company does not already have a CSP account for a different Coupa customer. 

    1. Your email address must be the “Primary Contact” that is in the Disney Supplier Management Portal (DSMP) for the CSP invite to be sent. If your contact email is not the DSMP Primary Contact, you would need to make this change in the DSMP. (Note: Be sure to click Submit on the “Review and Submit” page in the DSMP after you make the changes.)

    • If a change is required to add a new “Primary Contact”, a change would need to be made in the DSMP, then need to be approved, and transmitted to Coupa. The CSP Invite would then be able to be sent to the Primary Contact on file by the Disney PTP team. In this method, the CSP invite needs to come from the Disney PTP team to make sure the DSMP> SAP> and Coupa are all set up to receive the invite.
    • If this is the option requested, please let us know after the Primary Contact is updated in the DSMP by creating a ticket in the PTP Customer Service Inquiry and write: “Supplier Invite to Coupa is requested”.

    2. You can receive a Coupa Purchase Order from a Disney requestor without being a member of the CSP. Once you receive the Purchase Order, there will be a button on the Purchase Order email that says “Create Invoice”.  

    • Click the “Create Invoice” button on the Purchase Order and it will provide an option to create the invoice on a CSP-like web page without CSP access.
    • While on the web page, you will see a button that asks if you want to create a CSP account which will give you the ability to register on the CSP and be connected with Disney.
    • Once you have an account and are registered in the CSP, you will be able to receive all Purchase Orders, create invoices, and communicate within the Purchase Orders with the Disney buyer.

    Note: The Primary Contact in Coupa will be able to invite other users in their company and assign special roles to each user as the CSP Admin. This can only be done by the Coupa Primary Contact. Disney will not be able to make any changes in the CSP.

    More information is available for suppliers on the registration process in a Coupa/Disney Supplier Webinar that is held each month. The latest version of the webinar is available to view at any time on the registration page:  https://supplier.coupa.com/disney-webinar-registration/

    I received an email to register in the Coupa Supplier Portal (CSP) and I am the incorrect person. What can I do?
    If you receive an email invitation to register in the Coupa Supplier Portal (CSP) and there’s someone else at your company that should create your account and register, you can use the Forward Link at the bottom of the CSP registration page. From your invite email, click the “Get Started” button to access the “Create an Account” registration page and then click the “Forward this to someone” link at the bottom. The person you’re forwarding the invite to must have the same email address domain that the invite was sent to.

    If our company has multiple Coupa Supplier Portal accounts, is there a way for us to combine them into one account?
    Yes, you can merge CSP accounts. Decide which email address you want to keep as the main CSP account, then login to the CSP account with that email address. In the CSP on the home screen on the right hand side under Merge Accounts, select “Request Merge”, enter the email address of the other CSP account, and click “Request Merge”. See this Coupa Help Page for more information.
     
    NOTE: Account merges cannot be undone. Use caution when merging accounts and be sure to verify that the account you are merging with is part of your organization.
    How can I unmerge my CSP Account from another CSP Account?

    Once you have merged CSP accounts, it is not possible to unmerge them. You can, however, manage Customer Access by user to limit which customer(s) a user at your company has access to in the CSP. The CSP Admin can manage this by going to Setup > Users and editing each user’s permissions to grant/remove customer access in CSP.

    How do I add users in my company to the CSP account?

     If you need to add colleagues to your CSP account to help manage orders and invoices for Disney, go to Setup > Admin > Users and click the “Invite User” button. Enter the user’s name and email address, make sure Disney is checked in the Customers List, and then click “Send Invite.” See this help page for more information.

    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. 

    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.   

    Purchase Orders

    Is there a fee to use Coupa?

    Using the Coupa process and the Coupa Supplier Portal is free for all suppliers.

    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.

    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.
    I used to receive my Purchase Orders via Fax Number. Can I still receive them via Fax in Coupa?

    No. Disney is unable to send Purchase Orders to Fax Numbers in Coupa.  A PO Delivery Email Address is required. The Disney Supplier Management Portal (DSMP/APEX) needs to have both a Primary Contact Name & Email plus a Purchase Order Delivery Email stored in order to send suppliers a Coupa Supplier Portal (CSP) invite and purchase orders. If the Primary Contact and/or PO Delivery email is incorrect/missing in DSMP, you will need to update this information.

    Please see this page for help on making updates in the DSMP: https://disney.apexanalytix.com/Help/DownloadFile?ID=bBR0a8T1CCs%3d 

    Note: You must click on Submit on the “Review and Submit” page in the DSMP after you make any changes to make sure your changes are submitted. Once you submit your changes, the DSMP Admin will need to approve the record before the changes are transmitted to Coupa. In order to expedite this approval process, please let us know by creating a ticket in the PTP Customer Service Inquiry (https://dwss-ptp.disney.com) and include this information:

     

    • Area of Concern:  Disney Supplier Management Portal
    • Type: DSMP Access for existing supplier
    • Subject: Add these words to the subject of the ticket:  “Supplier Invite to Coupa is requested”
    • Include the Vendor Name and Vendor Number within the ticket for expedited assistance

    Once the record is approved by the DSMP Admin, the CSP Invite will be sent to the Primary Contact on file by the Disney PTP team.  Once you register on the CSP, you will be able to view all your purchase orders, create invoices, and communicate directly with the Disney buyer within the Purchase Order in Coupa. Your Purchase Orders will also be sent by email to the email address stored as the Purchase Order Delivery Email in DSMP.

    I can't find the specific Disney Entity that I'm working with in the Coupa portal. How do I see purchase orders and send invoices to my Disney entity if they're not listed in the dropdown?
    You will see only “Disney Worldwide Services” as the single company name listed in the Coupa Supplier Portal. We do not show all of the individual Disney Entities in the dropdown lists. For example, you will not see Disney Experiences, Disney Studios, ABC, etc. The correct name to pick is always Disney Worldwide Services, no matter which entity you’re working with.

    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 do I update my 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.   

    Invoices

    Is there a fee to use Coupa?

    Using the Coupa process and the Coupa Supplier Portal is free for all suppliers.

    How do I know where to submit my Invoices?
    Suppliers are encouraged to use the Coupa Supplier Portal (CSP) as the preferred option for creating invoices to The Walt Disney Company. Creating invoices through the CSP is the fastest and most efficient option for submitting invoices. See more details on this FAQ Page about the CSP and creating invoices.

    For suppliers not set up to use the CSP, you can submit invoices using the appropriate regional email address.

    • View the regional email addresses here: https://disney.apexanalytix.com/Help/DownloadFile?ID=tvppa99Hrcw%3d
    • If submitting invoices via email, make sure the invoice is attached as a PDF file. There should be only 1 invoice per PDF file and each PDF should be less than 10MB. You can attach up to 10 PDF files per email.
    • For PO’s, please include the 10-digit PO Number on the face of the invoice.
    • For Non-PO’s please make sure the requester’s name and email address is on the face of the invoice for routing or it will be rejected.

    Notes:

    • Please allow 5-7 business days for an invoice to be reviewed. Upon processing, you will find an updated status on the Disney Supplier Management Portal and in the CSP.
    • Original legacy invoice submission methods are still available currently. These legacy methods will be phased out over time.
    • Please do not submit an invoice through the CSP and then re-submit through another Disney invoice submission method as this will cause duplicates and may delay your payment.
    • If you are receiving requests from a Disney requester asking you to follow a different process, please follow their direction.
    How do I create my invoice or credit memo in the Coupa Supplier Portal (CSP)?

    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

    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.

    I'm submitting my invoice in CSP and get a warning that I need to enter the last 4 digits of my bank account. What should I do here?
    When submitting invoices in Coupa, if you are presented with this pop-up box, the last 4 digits of the bank account is not mandatory unless you have multiple bank accounts for Disney; however, Disney encourages you to enter the last 4 digits if you have banking details on file with Disney and are expecting an electronic payment. If paid via a virtual payment card or check, leave the field blank and click Submit.

    Please see below for more information:

    • If there is only 1 bank account on file with Disney, it’s not mandatory to enter the last 4 digits for the account number. If it is entered, it should match the last 4 digits of the bank account we have on file.
    • If your bank details have changed, please log onto Disney Supplier Management Portal (DSMP) https://disney.apexanalytix.com to update the banking details. Once bank changes are submitted, they go through a verification process which may or may not require a verbal bank verification.
    • If there was a rejection to an invoice already submitted, a new invoice will need to be created.
    • If there are multiple bank accounts on file with Disney, you are required to enter the last 4 digits of the account that the payment should be made to.
    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.

    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.

    What do I do with a Non-Purchase Order invoice?

    All Non-Purchase Order invoices should be sent directly to the Disney representative that placed the order with you (unless otherwise directed). The Coupa system is for Purchase Orders only that begin with 70 and are 10 digits long.

    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.

    Payments

    I'm seeing messages in the CSP that Disney uses Coupa Pay for payments and that my bank account has been validated to receive payments through Coupa. What does this mean?
     Please disregard these messages. Disney is currently not using the Coupa Pay feature for payments in Coupa. You may add your banking details in the CSP if desired, but it is not required. Your payments from Disney are processed outside of Coupa so be sure that your bank account information is also added in the Disney Supplier Management Portal (DSMP). The DSMP will continue to store contact, banking, and all other pertinent information about your company.

    How do I update my banking and payment information?

    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.

    I'm seeing messages in the CSP that Disney uses Coupa Pay for payments and that my bank account has been validated to receive payments through Coupa. What does this mean?
     Please disregard these messages. Disney is currently not using the Coupa Pay feature for payments in Coupa. You may add your banking details in the CSP if desired, but it is not required. Your payments from Disney are processed outside of Coupa so be sure that your bank account information is also added in the Disney Supplier Management Portal (DSMP). The DSMP will continue to store contact, banking, and all other pertinent information about your company.

    I tried to add my bank account in the Coupa Supplier Portal and received an error message that my payment information could not be verified. I contacted Coupa Support and they told me to contact Disney to fix this issue. What should I do?
    Please disregard these messages. Disney is currently not using Coupa for payments, so your payment information does not need to be verified in Coupa and there is no need to contact Disney. You may add your banking details in the CSP if desired, but it is not required. Your payments from Disney are processed outside of Coupa so be sure that your bank account information is also added in the Disney Supplier Management Portal (DSMP). The DSMP will continue to store contact, banking, and all other pertinent information about your company.

    How can I check my payment status?
    What is the Accelerate Cash program for early payments?

    Accelerate Cash is a Disney program that gives suppliers the option to be paid earlier than their standard payment terms with a discount. The program is only available to suppliers doing business with North America business entities of The Walt Disney Company and its affiliates.

    How do I view the Accelerate Cash program and request early payments?

    You will need to access the Accelerate Cash module in the Disney Supplier Management Portal (DSMP). View this Tip Sheet for more information. If you need help with Accelerate Cash early payments, contact the Accounts Payable Customer Service Team by creating a ticket using the details below:

    Website: https://dwss-ptp.disney.com
    Use Area Of Concern: Payment Issues
    Type: Accelerated Cash Discount Issue