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.
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:
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.
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.
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:
Click Save to apply your notification settings.
Note:
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.
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.
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:
Add Comments, if needed.
Click Submit to send the ASN.
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.
In the Actions column of the PO you want to invoice, click the Gold Coins icon.
On the invoicing page, define the Invoice Details:
Enter your Invoice Number in the Invoice # field.
Select the Invoice Date (must be within 7 calendar days of the current date).
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:
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:
How to Create a Credit Note in the CSP
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:
Click Create.
Enter a value in the Credit Note # field.
Scroll down to the Totals & Taxes section.
Click Calculate to confirm the credit total.
On the confirmation screen, click Send Credit Note.
How to View Payment Confirmation Details in the CSP
Use the View dropdown menu to filter invoice results. Payment-related views include:
Purchase Order Terms
Download Form
Supplier Code of Conduct
Supplier Travel Policy