Coupa Overview

Whole Foods Market is excited to announce we are transitioning from our current indirect procurement system to a SaaS-based solution provided by Coupa. We will be transitioning all indirect spend to Coupa throughout 2020.

Please note: This does not include work orders submitted through Verisae or cost of goods sold POs processed through IRMA.

Coupa is an industry leading, cloud-based procurement platform for procure to pay solutions used by organizations globally. The platform will help Whole Foods Market to connect with our suppliers for ordering and invoicing. It will create a more efficient and effective way of working collaboratively with our suppliers.

Whole Foods Market is looking to expand our use of purchase orders across the organization. Our team members will be expected to create purchase orders within Coupa for all indirect goods and services.

In Coupa, our suppliers will be able to receive and view purchase orders, and set up delivery methods, create, view, and send invoices, and check the status of transactions. Applicable suppliers will be able to manage catalog data and agreed to pricing. Coupa can be used for goods and services.

Following the launch of Coupa, Whole Foods Market will require suppliers to submit invoices electronically through Coupa.

Why are we making this change?

Whole Foods Market is looking to gain more control and visibility of our indirect purchasing. By utilizing Coupa we can generate purchase orders and use those to better understand our team members indirect purchasing needs, the categorization of the items we are buying, and the outstanding open commitments. Additionally, Coupa ensures all purchases are going through the proper approval channels prior to our vendors receiving a purchase order. By having our approvals on the front end, we avoid invoice approval delays due to unauthorized team members committing spend.

Whole Foods has always held the core value of creating win-win partnerships with suppliers. We believe Coupa helps us achieve this win-win partnership by giving our suppliers clear orders and commitments and allowing them to have greater visibility into their invoice status.

Purchase Order and Invoicing Options

Whole Foods Market vendors will have 2 different options for receiving Purchase Orders and submitting invoices. Regardless of which option you choose, you will not be charged a fee.

Option 1: Coupa Supplier Portal (CSP). With this option, you can log in to the CSP to view purchase orders, as well as create invoices and credit notes, then send them electronically. This is a more dynamic option than SAN, as it offers suppliers additional functionality around POs, invoices, credit notes, catalogs and client information. If chosen, we will send you an email invite to register on the CSP. This option is best for providing suppliers a view of their open purchase orders, status of invoices and verify payment details.

Option 2: Supplier Actionable Notification. With this option, you can act directly from your email inbox, receive purchase orders, and create invoices without registering or logging in to the Coupa Supplier Portal (CSP). This option is best for suppliers that would prefer to flip PO’s via email rather than logging into a portal. This option necessitates that a WFM team member submit a purchase order through Coupa so that it can be flipped through the email that you provide. Do note, with this option you will still need to generate a Coupa invoice, you will not be able to email in a PDF invoice.