Zip End Users Guide

What is Zip

Zip is an add-on to Coupa that will streamline the approval process to ensure we are gathering all the right information to manage the associated approvals, and get you the services you need as soon as possible. As a result, you will now have visibility into your purchase requests including the ability to see status and current stage of the approval process.

How to access Zip

To request access to Zip:

1. Utillize the Lumos App Store to submit a request for Zip and a separate request for Coupa]. All users requesting access to Zip also need a Coupa license to manage POs and invoices

   • a) Enter a Justification for this access question, please describe what budget, management approvals, purchase orders and invoices approvals you will manage.

   • b) If you require immediate Zip/Coupa access, please ping in the #coupa_help Slack channel.

2. Once you are provisioned access, Login to your Okta home page

3. Find the Zip tile.

• Zip should open in a new tab with your user logged in.
• The Zip main page should look like the one below.

Zip - Getting Started

How to initiate a new request?

1. Login to your Okta home page.
2. Click on +New Request on the right side of the top menu.
3. Select the specific request type that matches your purchase. Each request type opens its own intake form, so the sections and required fields may vary depending on the type of request you selected.
4. Complete the requisition form
   • a) Depending on the request type, you may be asked to complete sections such as general information, vendor details, spend information, IT security and privacy, and supporting documentation.
5. If you are the requestor, then add your name, or behalf of whom you are requesting.
6. In the What are you looking to purchase? question, is asking which commodity you are purchasing. For example: if this purchase is for the Marketing team, then please select Marketing Programs and then the appropriate subcategory that describes your purchase.
7. Select if the payment is to be made by a Coupa virtual card.

Purchase requests commodity categories and sub-categories

1. Consulting, Professional Services & Training
   • Consulting Fees
   • Professional dues, membership fees
   • Revenue Partner Payments
2. Finance & Legal
   • Accounting
   • Insurance - Business
   • Legal
   • Licenses & Registrations
   • Tax Commodities
3. General & Admin
   • Employee Benefit - Bike to work
   • Security Deposits (Greater than 12 months)
   • Credit Card Transaction fees
   • Gifts & Donations
   • Partner Growth Fees
   • Postage & Shipping
   • Printing & Copying
   • Rent or Lease
   • Coworking Space
4. Hosting
   • Hosting Services
5. Marketing Programs
   • Marketing Site
   • Demand Advertising
   • Field Events
   • Swag
   • Email
   • Brand
   • Prospecting
   • Channel Partner Rebates
6. Office Equipment & Supplies
   • Computer & Office Equipment
   • Office Supplies
   • Computer & Office Equipment (Capitalized)
7. People & Recruiting
   • Employee Training
   • Training & Development
8. Software
   • Software Subscription
9. Telecom
   • Internet
   • Telephone
10. Travel & Entertainment, Company Events
    • Airfare
    • Business Meals & Entertainment
    • Company Functions
    • Hotels & Lodging
    • Meals - Company Provided
    • Parking, Gas, Tolls, Mileage
    • Taxis, Car Service, Public Transportation
    • IACV Evangelism Dinner Incentive
    • Team Building

How to request a new vendor?

The process to set up a new vendor starts in Zip. Simply by creating a new purchase request you have the option to add a new vendor. Once the request has been submitted, the Procurement team would be notified and add the new vendor in Coupa.

How to generate, view, and send a purchase order to a vendor?

Once a purchase request is fully approved in Zip, Zip automatically generates a purchase order for non-virtual-card purchases. The purchase order is assigned to the requester of the purchase request, so the requester can access both the request and the resulting PO.

You can find purchase orders in two main ways:

1. from the original request in My Requests
2. from the Purchase Orders item in the left navigation, which shows the purchase orders assigned to you

When you open a purchase order, Zip shows the vendor details, buyer details, and the relevant pricing and PO information carried over from the originating request.

To send the purchase order to a vendor, open the purchase order and use the send action. You can select one or more vendor contacts, copy internal contacts if needed, add an email message, and choose whether to hide or show the total purchase amount.

After the PO is sent, the vendor receives a notification and can view the purchase order in the vendor portal if they have been onboarded there as a vendor contact.

How to do a request change?

If there is an existing purchase order that needs to be updated, you can initiate a purchase order change request in multiple ways:

1. from + New Request by selecting the PO Change Order / Request a Change option.
2. from the purchase order page using the Request a Change button.
3. from the original request page after the PO has been generated.

IMPORTANT Change Request can only be submitted if there is a released Coupa Purchase Order (PO). If you have to update a req that is running through approvals in Coupa/ZIP please contact the Procurement Team.

1. Login to your Okta home page.

2. Open ZIP

3. Click on +New Request on the right side of the top menu.

4. Select the Request a Change (amend contracts or PO change)

5. Complete the General Information form. Make sure that you enter the existing Coupa purchase order number (starts with #1000….).

6. Complete the Spend Information form:

   • a) What is the new total budget you will need for this purchase:

   • Provide the new final cost, which is the sum of the original purchase order (PO) amount and the additional cost

   • b) Please enter the line item breakdown:

   • In the ‘Line item’ section, specify the new final cost.

   If the original PO had more than 1 line items, in the Change Order ZIP request include only line items that should be updated (copy the line item name from the original PO).

7. Attach supporting documentation from the supplier for the change. This could be a SOW, Change Request, and/or Order Form based on the purchase type.

8. Submit the Change Request. Procurement team will amend the PO in Coupa on your behalf.

NOTE Change Request can NOT be submitted to updated the vendor. If the vendor of PO should be updated please contact the Procurement Team in the #procurement slack.

How to request a signature on a POC agreement?

If you are planning to run a POC with a new vendor and have an Agreement with no cost associated, follow the steps below:

1. Login to your Okta home page.
2. Open ZIP
3. Click on +New Request on the right side of the top menu.
4. Select the Request a Demo/Trial ($0 Contracts)
5. Complete the requisition form.
6. Attach supporting documentation from the supplier for the POC.
7. Submit a Request.
8. After Legal and Security approvals are collected Procurement Team will proceed with signature process.

How does the virtual card process work?

Virtual card requests will go through Zip as a regular purchase request.

1. Select Yes for the question Will a virtual card be used to pay this vendor? and fill in all the relevant information.
2. During intake, confirm whether the vendor accepts MasterCard. If yes, indicate that the purchase should be paid by virtual card. - If you do not know whether the vendor will accept a virtual card yet, you can still submit the request and initially leave it as a purchase-order payment method. Procurement or the admin team can switch the payment method to virtual card as long as the request has not yet been fully approved.
3. If the request has already been fully approved and generated as a PO, the purchase order must be canceled and the original request cloned so the payment method can be changed to virtual card.
4. Once the request is fully approved as a virtual card request, Zip generates a virtual card instead of a purchase order and attaches it to the request.
5. The requester can open the virtual card, reveal card details, and review the spending limit, all-time spend, and merchant transactions.
6. For each virtual card transaction, the cardholder is expected to upload a receipt, review the transaction details, and mark the transaction as reviewed.
7. After the cardholder review is complete, Accounts Payable reviews and syncs the transaction forward to NetSuite. No additional approvals are required at that point because approvals were already collected on the originating purchase request.

How to submit a virtual card change request?

1. To request a change to an existing virtual card, click + New Request and select Virtual Card Change Requests.
2. Unlike a purchase order change request, the virtual card change request is tied to the virtual card itself rather than a purchase order.
3. Provide a title for the request and link the existing virtual card by opening the original virtual card request, selecting View Full Virtual Card, and copying the virtual card link into the intake form.
4. Complete the intake form with the updated virtual card details, such as new start or end dates, revised total amount, currency, and any supporting attachments.
5. After submission, the request follows the normal approval flow. Once approved, Procurement or the admin team applies the approved changes to the virtual card.

How to keep track of a request?

1. Login to your Okta home page.
2. Open ZIP
3. On the Zip home page click on Requests on the left side of the page.
   • A list of all the requests submitted appears.
   • There are multiple options to search a submitted request(Purchase name,vendor name,request #,etc).
   • Drafted request are also accessible in this page.
4. Once the specific request has been selected, the approval workflow appears at the top of the page.

How to check status of a new request?

1. Login to your Okta home page.
2. Open ZIP
3. On the Zip home page click on Requests on the left side of the page.
4. Select a Request you want to check the status on.

• If the Request in ZIP has reached the Coupa Approval and Execute Contract node, you can check the status of a Request in Coupa:
  • Click on the “Create Purchase Requisition” icon on the top left corner of the approval flow
  • Then, click on “View in Coupa”
  • You will be redirected to Coupa, where you can check the approval flow and the current approver.

How to check signature status of documents?

1. Login to your Okta home page.
2. Open ZIP
3. On the Zip home page click on Requests on the left side of the page and find your Request.
4. On the Request page scroll down to the Documents section.

If the contract’s title contains the term “Executable,” this indicates that it has been reviewed and stamped by the Legal team. This implies that the contract is ready to be routed for signatures if all approvals in Coupa were obtained.

• If the contract has been fully signed by all relevant parties, its status will be indicated as Final and title will contain the term Signed.
• In cases where the contract is pending signatures, the status will display a fraction such as “0/2” or “1/2,” depending on the number of required signatures and the signatures that have already been obtained. For instance, if none of the required signatures have been obtained, the status could be “0/2.” If one signature has been obtained out of the two required, the status could be “1/2.”

How to view invoice details and approvals?

Invoices in Zip can be found in several ways:

1. In Needs My Approval if an invoice is assigned to you for approval
2. From the originating purchase request for PO-backed invoices
3. From the purchase order, where billing details show invoices linked to the PO and its line items

When you open an invoice, you can:

• View the invoice approval route, the current and remaining approvers, the vendor attachment, GL and accounting-related fields, and the invoice line items
• See the Source tab to check how the invoice entered Zip — invoices can be created either by emailing AP or by vendor submission through the vendor portal against a purchase order
• Use comments and @mentions inside the invoice to ask questions, escalate details, or notify approvers and other stakeholders

If the invoice is fully approved, it syncs to NetSuite to be applied to the GL.

Legal approval / redlines

For requests involving new vendors where no agreement on terms has been reached yet, the Legal team may provide edits or redlines to the vendor’s contract to ensure compliance with our company’s policies and legal requirements.

When the Legal team reviews and provides redlines to the vendor’s contract, the following actions should be taken:

1. Stakeholder / Requester’s Role:

   The requester is responsible for sending any legal redlines to the vendor via email, unless any of the following apply:

   • The Procurement team is already actively in negotiation or communication with the vendor
   • The total contract value is > $100k
   • Procurement comments that they are specifically sending the redlines themselves for any reason

   If the requester sends the redlines to the vendor, it is crucial to copy the Procurement approver on the email for visibility.

2. Procurement Team Support:

   The Procurement team can support the stakeholder by routing the Legal notes to the vendor for requests that are actively being negotiated by Procurement or requests that are > $100k. Procurement will leave a comment in the Zip request when redlines have been sent to the vendor and the requester will be copied on the email.

3. Title with ZIP Request Number:

   When communicating with the vendor or taking any action related to the redlines, the email subject should include the ZIP request number. This will help in tracking and referencing the specific request throughout the process.

4. Comment in the ZIP Request:

   Any team member who reaches out to the vendor regarding the redlines must leave a comment in the ZIP request to indicate that the note has been sent to the vendor. This ensures proper documentation and communication within the team.

How to cancel a request?

1. On the Zip home page click on the Submitted tab.
2. Find and select the purchase request you would like to cancel.
3. Once you have selected the purchase request, click on the … logo and Cancel Request.
4. Provide a short cancellation reason and click Confirm.

How to clone a request?

1. On the Zip home page click on the Submitted tab.
2. Find and select the purchase request you would like to clone.
3. Once you have selected the purchase request, click on the … logo and Clone request.
4. Click on Clone.

How to comment on a request?

Every request detail page includes a Comments tab that provides a space for communication between all users who can access the request. In addition to comments from members of the organization, this tab provides notifications when comments are left by vendors on the vendor portal. An user can post a question or comment, and all of the stakeholders in the chain (the requester and all approvers) will be notified to view and then respond, or @ tag a specific person and only that person will get notified.

Zip - Approval Process

Some users identified by Legal, HR, Procurement, Security and Privacy have the option to approve or reject specific purchase request that are assigned to them.

How to Approve a request?

1. When a request needs your approval, Zip can notify you by email, Slack, and in-app notifications depending on your personal settings.
2. You can open the request from the notification or from Needs My Approvals on the Zip home page.
3. Within the request, open your approval node to review the details relevant to your decision. If your node contains subtasks, complete those tasks before approving as needed.
4. Approvers can use Approve, Reject, or Request More Info directly from the approval node.
5. If you need additional context before making a decision, use comments and @mentions to loop in the requester, Procurement, AP, or other stakeholders with access to the record.

How to see all the requests that need my approval?

If you are the default assignee for your queue, you can view all pending requests for your approval by simply clicking Dashboard in the top right, on the Home dashboard page and selecting the Needs My Approval tab.

If you are part of an approval queue, you can also use Dashboard and then Queues to view all requests tied to your queue, including records that are not yet assigned to you but are in your queue’s approval chain.

Queue statuses help distinguish records that are ready for your team’s action from records where your queue is only an upcoming approver in the chain.

Zip also provides visibility into records you are following and requests you recently completed.

How to reassign approvals?

You can reassign a pending approval from your queue to yourself or another user. Next to the request, click on the pencil icon to reassign the approval.

How to see all of the documents associated with a request?

Click on the Documents tab at the top of any request, to see all the documents. You can view and manage all versions of documents associated with the purchase request.

How to manage notifications

1. Open Personal Settings in Zip and go to Notifications.
2. Zip can notify you about activity on requests where you are assigned, following the request, or serving as an approver.
3. You can manage notification delivery by channel, including email, Slack, and in-app notifications.
4. If you are mainly an approver, keep the settings enabled for updates and actions that require your attention on requests, invoices, or purchase orders.
5. You can also control notifications for comments, @mentions, and thread replies.
6. If Zip is connected to Slack, approval notifications can appear in the Zip Slack app and may include action buttons for approvals inside Slack.

How to set up out-of-office delegation

1. Open Personal Settings in Zip and find the out-of-office option.
2. Select the delegation period, choose the appropriate timezone, and select the person who should receive your delegated approvals during that time.
3. After you save the delegation, approvals related to purchase requests and invoices will route to that delegate during the selected period.

Zip Platform Support

• The Procurement Team should be the first point of contact for all functionality related questions. Examples are:
  • Why are we using Zip?
  • How do I see my requests in Zip / navigate Zip?
  • Which subsidiary or commodity do I select?
  • Do I have to use both Zip and Coupa to manage my purchase from request to payment?
  • How do I submit a virtual card request?
  • Status of requests
  • Where do I submit a PO Change Request?
  • Do I need to submit a new supplier request?
• The Finance System Admins should be the first point of contact for any technical issues and / or questions (eg. Access Requests, problems with login, bugs, etc).

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