Transacting With RealNZ Via Supplier Actionable Notifications
RealNZ asks that suppliers submit invoices electronically through Coupa.
Based on the number and value of transactions, we recommend you use Supplier Actionable Notifications (email notifications) for orders and invoicing.
Once you receive an order, you'll be able to invoice us via buttons in the email Coupa sends you. The system matches the PO to invoice and receipt so we can pay you quickly and accurately.
SAN lets you receive orders without joining Coupa's supplier network or creating a Coupa Supplier Portal account. You can acknowledge, invoice from, or add comments to an order directly from the notification Coupa emails you on our behalf. Better yet, SAN is free to our suppliers.
To assist you, Coupa provides guidance at the link: Supplier Actionable Notifications
Please let us know if you have further questions - we're here to help!
Frequently Asked Questions:
Coupa is a cloud-based procurement tool we have introduced to streamline and automate our procurement-to-pay processes. This tool helps us to connect with our suppliers for ordering and invoicing, which creates a more efficient and effective way of working.
There are two ways you can submit an invoice to us using Coupa.
Supplier Acitonable Notifications (email):
You can ‘flip’ an invoice from the purchase order notification email you will receive from us by clicking on the Create Invoice button in the body of the email.
Coupa Supplier Portal (portal):
You can also create an invoice through the Coupa Supplier Portal. If you’re doing alot of business with us we recommend setting up Coupa profile and connecting with RealNZ via the Coupa Supplier Portal.
Once you have received notification that your invoice has been approved, you can expect payment within your agreed terms of payment. For example, if you have negotiated to be paid within 14 days you can expect payment then. Note, our default terms of payment are 30 days.
No additional software is required. The Coupa Supplier Portal is a cloud-based technology so you will only need access to the internet and an email account. There is no cost to you.
Absolutely not! Joining and using Coupa is completely free for our suppliers.
We encourage you to use this completely free tool to submit your invoices electronically. Invoices will be processed faster if you submit them via the Coupa Supplier Portal or via cXML, providing your own invoice as an attachment.
Invoices received through general email are at risk of delayed payment. Registration for the Coupa Supplier Portal is a simple process and is free for all suppliers.
Go to https://supplier.coupahost.com/sessions/new?page=signup and enter your details.
Set up your profile. You don't need a paid subscription or to complete all sections of the profile (just the essentials like contact details, IRD number, remittance address). Sections like Diversity and H&S aren’t mandatory – you can just ‘save and continue’.
Once you have a profile, please email us at [email protected] so we can connect with you in the portal by sending you an email with a link. When connected you’ll be able to see orders and create invoices in the portal.
If you’re searching for us in the portal and sending a connection request our parent company is Real Group Limited. However, the easiest option is to email us.
You can find extensive training materials on the Coupa support website, by accessing the online help page after registering.
Handy links:
If you require further support or training, please contact: [email protected]
No, that’s the beauty of Coupa. It is a global platform. You will just need to select Realnz in the ‘Profile’ section of the Coupa Supplier Portal. If you have other customers who use Coupa in the future, you will already be setup and ready to go.
Help guides are available on the Coupa Supplier Portal – this is done via invite (in your Profile).
Yes, but you will need to merge these. This can happen when you have multiple users (for instance different accounts team members). Click here for more.
Forgotten passwords can be retrieved via the forgotten password link on the Coupa Supplier Portal at the Login stage.
If there is a misalignment between the electronic invoice submitted in Coupa and the electronic copy of your supplier-generated tax invoice, the invoice will be returned to you to correct and resubmit.
For Coupa Supplier Portal users, please note:
Invoices created via the Coupa Supplier Portal can only be corrected by the supplier. We cannot modify the data or any attachments entered in Coupa by the Supplier.
Disputes are communicated by notification to you providing a reason for the dispute. A comment from us will be shown regarding the action to be taken.
As a supplier, you are required to correct the discrepancy and resubmit.
In your ‘Invoices List’ in the Coupa Supplier Portal, a disputed invoice will have a ‘disputed’ status with an edit button to the far right (pencil image).
When you click on the edit button you will be taken back to the Tax invoice create screen you originally used to submit the invoice, there you can correct any errors and resubmit.
Any issues contact us at [email protected] or reach out to the Coupa support team via live chat or email ([email protected]).