Procure-To-Pay System
At RealNZ, we use Coupa, our cloud-based procure-to-pay platform, to manage purchasing and invoicing across the business. Coupa helps us work more efficiently with our suppliers by providing a consistent, transparent process for purchase orders, invoice submission, and payment tracking.
Whether you're a long-standing supplier or new to working with us, this page provides an overview of how our procurement process works and what you need to know when doing business with RealNZ.
Simple purchasing, efficient invoicing, reliable payment
Coupa supports a streamlined procurement process that helps ensure purchase orders, goods receipt, invoice processing, and payments are managed efficiently and accurately.
Through the platform, suppliers can:
- Receive and manage purchase orders electronically.
- Submit invoices against approved purchase orders.
- Track invoice and payment status.
- Reduce manual administration and paperwork.
- Improve visibility across the purchasing and payment process.
Our goal is to make doing business with RealNZ as straightforward and transparent as possible.
Benefits of transacting through Coupa
Using Coupa provides advantages for both suppliers and RealNZ, including:
- Faster and more efficient invoice processing.
- Improved visibility of invoice and payment status.
- Reduced risk of invoice discrepancies and delays.
- Better accuracy through automated matching and approvals.
- Reduced paper usage and administrative overhead.
- Greater consistency across purchasing and supplier management processes.
How our procurement process works
RealNZ asks that suppliers submit invoices electronically through Coupa.
If you do a lot of business with us, we recommend using the Coupa Supplier Portal (CSP) for orders and invoices.
The CSP enables suppliers to do business with us easily; viewing purchase orders, setting up delivery methods, creating catalogues, sending invoices, checking the status of transactions, and more. Better yet, CSP is free to our suppliers (you don't need a paid subscription).
We've put together a guide to help you: Getting started with Coupa supplier portal.
Need assistance?
If you require support with purchase orders, invoicing, payment enquiries, or your Coupa account, please contact the appropriate RealNZ accounts payable or procurement team.
For general procurement enquiries, contact [email protected].
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 Actionable 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.
Absolutely not! Joining and using Coupa is completely free for our 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, and remittance address).
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.
Once you have received notification that your invoice has been approved, you can expect payment within your agreed terms of payment. Note, our default terms of payment are 20th of the month following invoice.
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.
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.
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]).
Supplying RealNZ
- Supplier Guidance
- Procure-To-Pay System