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VSP Vision Supplier Hero

Suppliers

Overview

VSP Vision and its affiliates (collectively VSP Vision) welcome you to their Supplier Information Site.  This site contains instructions and resources for how to successfully become an approved supplier and efficiently engage in the Procure-to-Pay process. To see all the VSP Vision companies that this information pertains to, please see www.vspvision.com/purpose.html.

To become an approved VSP Vision supplier, you must first register in VSP Vision’s supplier database. You may be asked to provide the same information more than once—while this may seem repetitive, it helps ensure we have accurate and up-to-date data. Once registered, the process becomes much smoother.

As a company in a highly regulated industry, VSP Vision is legally required to protect stakeholder data—a responsibility we take very seriously. As part of this, you may be asked to complete one or more information security questionnaires. These must be completed before any contract is signed, a purchase order is issued, or an invoice is paid. Remember, you are also one of our stakeholders, and safeguarding your data is a key part of our partnership.

Your journey begins by registering with the Coupa Supplier Network. This platform streamlines transactions with VSP Vision and gives you access to other customers who also use Coupa.

After registering with Coupa, you’ll receive an invitation to provide your company’s information to VSP Vision, including business structure, contacts, and banking details—so we can pay you.

VSP Vision

Becoming A Supplier with VSP Vision
 
  • Vision Begins: Your First Steps in Coupa

    How to Register for the CSP

    Registering with the Coupa Supplier Portal (CSP) connects you with VSP Vision for transaction processing. Follow the steps below, which outline the only accepted method for becoming a VSP Vision approved supplier.

    If this is the first time you’re registering in the Coupa Supplier Portal, you’ll receive an email invitation from VSP Vision with the subject: Action Required – VSP Vision Registration Instructions

    Click the Join Coupa Supplier Portal button in the email.

    Enter the required information:

    • Legal Business Name
    • Email Address
    • First Name and Last Name (primary contact)
    • Password (minimum 8 alphanumeric characters)
    • Country/Region
    • Tax Registration Number

    Agree to the Privacy Policy and Terms of Use by selecting the checkbox.

    Click Create an Account

     

    How to Invite Users to the CSP

    From your CSP Home screen, click the Setup tab.

    Select the Admin tab.

    Click Users.

    • Note: The Users screen shows all individuals currently connected to your account.

    Click the Invite User button.

    On the Invite User screen, enter the invitee’s contact details.

    Assign appropriate Permissions by selecting the relevant checkboxes

    Click Send Invitation.

    • Note: Once accepted, the invited user will appear in the Users table. You can then assign them responsibilities such as completing supplier forms or due diligence questionnaires (DDQs).

     

    How to Manage Notification Preferences in the CSP

    You can customize how you receive notifications in the Coupa Supplier Portal (CSP) to stay informed about key updates like payment status, and announcements.

    From the CSP Home screen, hover over your name.

    Select Notification Preferences.

    On the Notification Preferences screen, choose how you'd like to be notified:

    • Email
    • Online
    • SMS (if supported)

    Click Save to apply your notification settings.

    Note:

    • Announcements: Messages sent by customers.
    • Business Performance: Summaries of order and invoice activity, including trends and lead times.
    • Service/Time Sheets: Notifications related to time and service entries tied to purchase orders.

     

  • Vision Activated: Orders on Deck

    How to See Our Orders

    From the CSP Home screen, click the Orders tab.

    In the Select Customer dropdown, choose the appropriate customer.

    In the Purchase Orders table, locate a specific PO by searching the PO Number column and clicking the PO number link.

     

    How to Submit Vendor Acknowledgment of Purchase Orders in the CSP

    In the Coupa Supplier Portal (CSP), you can acknowledge that you've received a Purchase Order (PO) by selecting a single checkbox.

    From the CSP Home screen, select the Orders tab.

    Click the Orders subtab.

    Click the hyperlink in the PO Number column to open the specific PO.

    Review the PO details

    Check the Acknowledged box to confirm receipt of the PO.

    Scroll to the end of the Lines section.

    Click the Save button.

    • Note: A confirmation notification will appear indicating the PO has been acknowledged.

     

    How to Create an Advance Shipping Notice (ASN) in the CSP

    The Coupa Supplier Portal allows you to notify your customer about pending shipments by creating an Advance Shipping Notice (ASN). Note that ASNs are not always required by VSP when transacting through Coupa.

    From the CSP Home screen, click the Orders tab.

    Click the Orders subtab.

    Locate the relevant Purchase Order (PO) you want to ship against.

    Click the Flip to ASN icon next to the PO.

    Complete the required ASN sections:

      • ASN # – Your internal shipment reference
      • Ship To – Auto-filled based on the PO
      • Shipping Info – Enter details such as shipping method, tracking number, and estimated delivery
        • Note: to prevent unnecessary calls to find out where our order is, make sure to include the tracking number and carrier.

    Add Comments, if needed.

    Click Submit to send the ASN.

     

     

  • Vision Realized: Payment Secured

    To ensure timely and accurate payment, you must include the corresponding Purchase Order (PO) number clearly on all invoices tied to a PO.
    Missing or unclear PO numbers may result in payment delays—and we all want to avoid that.

     

    How to Create Invoices in the CSP (Flipping a PO)

    The Coupa Supplier Portal (CSP) lets you convert an existing Purchase Order (PO) into an invoice for fast submission to your customer.

    From your CSP Home screen, click the Orders tab.

    • Note: If this is your first time submitting an invoice, accept the updated Invoicing Terms of Use when prompted by clicking I Accept.

    In the Actions column of the PO you want to invoice, click the Gold Coins icon.

    On the invoicing page, define the Invoice Details:

    • From the Legal Entity dropdown, select your legal entity.
    • Fields for Invoice From, Remit-To, and Ship From Address will autofill based on your selection.
    • Click Save.

    Enter your Invoice Number in the Invoice # field.

    Select the Invoice Date (must be within 7 calendar days of the current date).

    • Note: Other fields such as Payment Terms, Currency, and Address Info will populate automatically from the PO.

    Click Add File.

    Browse and upload a copy of the original invoice document.

    Scroll to the Lines section and review or edit the following fields, if applicable:

    • Description
    • Quantity (Qty)
    • Supplier Part Number
    • Withholding Tax
    • NCM Code (8-digit code used for classifying goods in Mercosur countries)
    • Note: For Service Invoices, only one invoice line is allowed. More than one line will result in a dispute.

    In the Totals & Taxes section, apply any additional header-level charges (e.g., shipping, handling, miscellaneous fees).

    Click Calculate to confirm the total.

    Click Submit.

    On the confirmation screen, click Send Invoice.

     

    How to View and Search Invoices in the CSP

    From your CSP Home screen, click the Invoices tab.

    Use the View dropdown to narrow the list of invoices shown in the table.

    Click the Invoice Number link for the invoice you want to review.

     

    How to Track the Status of an Invoice in CSP

    You can monitor the progress and resolution of your invoices once submitted through the Coupa Supplier Portal (CSP).

    From the CSP Home screen, click the Invoices tab.

    In the Status column of the invoice table, view the current state of each invoice. Invoice statuses include:

    • Approved - Invoice has been accepted and approved
    • Disputed - There's an issue with the invoice (details and corrections needed)
    • Draft - Invoice created but not yet submitted
    • Pending Approval - Awaiting customer's validation and approval
    • Voided - Invoice has been canceled or reversed by the customer

     

    How to Create a Credit Note in the CSP

    From your CSP Home screen, click the Invoices tab.

    Click the Create Credit Note button.

    Select the Resolve issue for invoice number option.

    Choose the relevant Invoice Number from the dropdown.

    Click Continue.

    Select the appropriate credit note action:

    • Completely cancel the invoice
    • Adjust the invoice with a credit note

    Click Create.

    Enter a value in the Credit Note # field.

    Scroll down to the Totals & Taxes section.

    • Note: Add any applicable header-level charges (e.g., shipping, handling).

    Click Calculate to confirm the credit total.

    Click Submit.

    On the confirmation screen, click Send Credit Note.

     

    How to View Payment Confirmation Details in the CSP

    From the CSP Home screen, click the Invoices tab.

    Use the View dropdown menu to filter invoice results. Payment-related views include:

    • Overdue Invoices
    • Paid Invoices
    • Payment Information
    • Unpaid Invoices

FAQs

  • Frequently Asked Questions
    1. Where can I get more information, or training, on using Coupa?
    2. I only support one of your subsidiaries, do I have to register with Coupa and VSP Vision?
      • Yes, all suppliers that interact with any of VSP Vision’s companies must be a registered, approved supplier.
    3. How do I create a Coupa Supplier Portal (CSP) account?
      • You can register via an invitation from a customer or directly through the CSP registration page.
    4. Do I have to pay for the Coupa Supplier Portal?
      • No, the Coupa Supplier Portal is provided to you at no cost, no matter how many orders are processed.
    5. I didn’t receive a registration email. What should I do?
      • Check your spam/junk folder. If it’s not there, contact your customer or Coupa support.
    6. How do I reset my password?
      • Use the “Forgot Password” link on the login page to reset it.
    7. How do I change my email address?
      • Go to your account settings in the CSP and update your email.
    8. What does “Unauthorized or Expired account” mean?
      • This usually means your account needs reactivation or verification. Contact Coupa support for help.
    9. How do I connect to a customer in CSP?
      • You need to be invited by the customer or request a connection through the portal.
    10. How do I enable Multi-Factor Authentication (MFA)?
      • MFA can be enabled in your account settings under security preferences.
    11. What do I do if I receive an order absent a purchase order?
      • We kindly ask that you contact the person who placed the order and inform them to place the order through Procurement’s purchasing tool (Coupa).  Failure to do so could result in delayed payments.
    12. Why am I getting paid Net45?
      • VSP Vision has a standard Net45 payment term. During our move to Coupa, some payment terms may have gotten overwritten with our standard. If you have an agreement with any of the VSP Vision companies that states a different payment term, please provide that to us at supplierinquiries@vsp.com and we will honor the terms of an active contract.
    13. Have other questions?

Terms and Policies