COUPA is here for GFR - Supplier Portal

Supplier Actions

Overview

This communication is a reminder that the move to Coupa replaces the incumbent JLP iSupplier system, and to confirm we remain on schedule for the commencement of our roll out.
Commencing from the 6 February we will be transitioning away from our Oracle-based GFR (Goods for Resale) invoicing solution (JLP iSupplier) and moving to our new invoicing system Coupa.

What This Means For You:

For John Lewis Suppliers -

Your supplier account/s will go live on 6 February 2024. You will need to submit your GFR invoices to us via the Coupa Supplier Portal (CSP), or by EDI (for those already using this channel).

For Waitrose Suppliers -

If you are a supplier which has already been onboarded to Merch Ops (MO) then your supplier account/s will go live on 6 February 2024. You will need to submit your GFR invoices to us via the Coupa Supplier Portal (CSP), or by EDI (for those already using this channel).
If you are a supplier yet to be on boarded onto MO then your transition to Coupa will align to the implementation of the new Waitrose ordering and replenishment system, ie. you will first go live on Merch Ops followed by Coupa.

We will send a further reminder to confirm your Coupa ‘Go Live’ date. Please continue to submit invoices to us via your current e-invoicing method, until Coupa launches.

Coupa Supplier Portal (CSP)
Using the Coupa Supplier Portal allows you to do all of the things you’re already familiar with such as submitting invoices, credit notes or proofs of delivery and inquiring on payment dates.
As we prepare for launch, we will be loading Coupa with your historical PO data. As a result, if you are already linked to Coupa, you will receive notifications in your Coupa Supplier Portal to advise: ‘new PO received’ and ‘invoice is approved’.
Please be aware the notifications will arise from 22 January until 3 February, as the PO data is migrated. You do not need to take any action and can disregard these notifications, but if you would prefer to switch off your notifications from Coupa, you can do so by following the ‘Turning off Notifications’ guide - available here.

Actions

I need to link with John Lewis Partnership on Coupa

We will need to send you an invitation request to link with us on the Coupa Supplier Portal (CSP). This will be sent to a nominated contact already held on your GFR supplier account with us in the coming weeks.
If you wish to provide us with a requested nominated email address, please complete the Help Request under the next steps below
If we do not hear from you we will send this invitation link to a nominated contact held on your supplier account with us during early April 2023. To help you, we have produced a helpful Coupa Registration Guide to show the steps required for you to follow once you receive this invitation link.

I am already linked with John Lewis Partnership on Coupa and I need to check the right email address is linked

Log into your Coupa account via the Coupa Supplier Portal (CSP)
Click on Setup and then Admin
Check that your Users are correct - eg their name and email are correct and their Status is Active
Check that under Customer Access your user is assigned to your John Lewis Partnership supplier account
Repeat steps 2 and 3 for each user listed
If all is okay, no further action is required, we will contact suppliers to advise when e-invoicing activity needs to start to be completed on Coupa.
If anything looks wrong or if you need to update the linked user on your GFR supplier account, please submit the Help Request below explaining what the problem is. Our onboarding team will then contact you to help solve the issue.

View related support materials here.

Next Steps

Submit a help request