Supplier Information Management (SIM)
Process and Technology Deep Dives | Vendor Training
After reviewing this section, you will be able to:
- Access and update your company’s profile information
- Know what documents and paperwork to upload
- Fill out the SIM form on the Coupa Supplier Portal
Overview
Supplier Information Management (SIM) is a component of the Coupa Supplier Portal (CSP) that allows vendors to manage their information, ensuring accuracy and completeness of data shared with their customers. SIM streamlines the process of maintaining up-to-date supplier information, enhancing collaboration and efficiency.
This section includes:
- How to access the SIM form
- Line-by-line Overview of the SIM form
- SIM Form Actions
Accessing the SIM Form
After creating your profile on the CSP, you will next receive an email to update profile information:
Click “Update Profile” and then you will be taken to fill out your profile information in the CSP:
Supplier Information:
This is where basic company information will be filled in. In most cases, the information in this portion of the SIM form will be auto-filled from your profile.
1. Supplier Name:
Name of your company.
2. Display Name
Company name you want displayed, this name will be displayed on Coupa.
3. Region
The region that your company is headquartered in.
4. Country:
The country that your company is headquartered in.
5. Company Type
The category that your company falls under (ex. Corporation, Partnership).
Additional Contacts
Adding additional contacts to your profile can help streamline communication throughout the procurement process.
1. Add Contact:
Click this button to add additional contacts.
2. Contact Purpose:
Select a category (or multiple categories) for what this contact would be used for.
3. First Name:
Supplier primary contact first name.
4. Last Name
Supplier primary contact first name.
5. Email address:
Supplier primary contact email address, must be a valid email.
6. Work Phone:
Work phone number of supplier primary contact.
7. Mobile Phone:
*Mobile phone number of supplier primary contact.
8. Fax:
*Fax number of supplier primary contact.
Primary Address
The primary address is typically your company’s headquarters address.
1. Address Purpose:
Select one or more categories to indicate what this address is used for.
2. Region:
Select a category (or multiple categories) for what this contact would be used for.
3. State Region:
Address state (if applicable).
4. Address Name:
Address name (ex. “(your company name) Headquarters”).
5. Street Address:
Address street number / name.
6. Street Address 2/3/4:
If applicable, the floor or suite number for the address.
7. City:
Address City
8. Postal Code:
Address postal code.
Purchase Order Receiving
In this section, you will fill in communication information on how you would like to receive purchase orders (POs).
1. PO Email:
Email address for appropriate recipient of POs.
2. PO Method:
Communication preference for purchase orders. The pre-selected PO method is E-mail.
3. PO Change Method:
The method in which you receive PO changes. The pre-selected PO change method is Prompt, which you will receive via E-mail.
4. Shipping Terms:
Specifies the conditions in which goods are transported to the buyer (defined on next 2 pages).
5. VAT Registration:
If applicable, check this box if you have a Value Added Tax registration number.
Shipping Terms (1/2)
Code |
Description |
Definitions |
FOB |
Free on board |
The seller pays for transportation of goods to a specified location. Ownership and risk transfer to the buyer once goods are loaded onto the shipping vessel. |
DDP |
Delivered duty paid |
The seller assumes all costs and risks, including duties and taxes, delivering goods to the buyer's specified location, ready for unloading. |
FCA |
Free Carrier |
The seller delivers goods to a designated carrier at a specified location. Risk transfers to the buyer once the carrier takes possession of the goods. |
DAP |
Delivered at Place |
The seller delivers goods to a specified location, bearing all risks and costs until the goods are ready for unloading at the buyer's destination. |
CFR |
Costs and Freight |
The seller pays for transportation costs to deliver goods to the destination port, while the risk transfers to the buyer once the goods are on board the vessel. |
CIF |
Costs, insurance and freight |
The seller covers costs, insurance, and freight to deliver goods to the destination port, assuming risk until the goods are loaded onto the shipping vessel. |
CIP |
Carriage and Insurance Paid to |
The seller pays for transport and insurance to a specified destination, transferring risk to the buyer once the goods are handed over to the carrier. |
CPT |
Carriage paid to |
The seller pays for transport to a specified location, transferring risk to the buyer once the goods are handed over to the carrier at the origin. |
Shipping Terms (2/2)
Code |
Description |
Definitions |
DAF |
Delivered at frontier |
The seller delivers goods to a specified border point, assuming all risks and costs until reaching that point. The buyer handles import duties and transport beyond the frontier. |
DAT |
Delivered at terminal |
The seller delivers goods to a terminal, bearing all risks and costs until the goods are unloaded at the agreed terminal location, ready for the buyer. |
DDU |
Delivered duty unpaid |
The seller delivers goods to a specified location but does not pay import duties or taxes. The buyer is responsible for any customs fees upon arrival. |
DEQ |
Delivered ex quay (duty paid) |
The seller delivers goods to the quay at the destination port, covering all costs and duties. The buyer is responsible for unloading the goods from the quay. |
DES |
Delivered ex ship |
The seller delivers goods to a specified location on the vessel at the destination port, bearing all costs and risks until the goods are unloaded by the buyer. |
EXW |
Ex works |
The seller makes goods available at their premises. The buyer assumes all costs and risks from that point onward, including transport and export duties. |
FAS |
Free alongside ship |
The seller delivers goods alongside the vessel at the port of shipment, covering all costs and risks until that point. The buyer assumes risk once alongside the ship. |
FOB Loaded Trucks |
Free on board loaded trucks |
The seller pays for transportation and risks until the goods are loaded onto trucks. Ownership transfers to the buyer once the goods are loaded. |
DAF |
Delivered at frontier |
The seller delivers goods to a specified border point, assuming all risks and costs until reaching that point. The buyer handles import duties and transport beyond the frontier. |
Tax Registrations
In this section, add all your applicable tax registrations including any tax withholding information. You may ignore the “local” checkbox.
1. Country:
Tax registration country.
2. Tax ID:
Tax registration number for corresponding country you put above.
If you work for an organization with multiple tax registrations, you will need a separate CSP account for each.
3. Withholding Tax?:
If your company withholds tax, check this box.
4. Withholding Combination:
Select the combination in which you withhold tax under.
Remit-to Addresses (1/2)
A remit-to address is the address where payments should be sent for invoices.
1. Active:
Indicate whether the remit to address is active or not. Remit-to addresses cannot be deleted, but can be marked as inactive.
2. Street Address:
Remit-to address street number and name.
3. Street Address 2/3/4:
If applicable, the floor or suite number for the address.
4. City:
Remit-to address city.
5. Country/Region:
Remit-to address country/region.
6. State Region:
Remit-to address state region.
7. State ISO Code:
Country-State Region abbreviation.
Remit-to Addresses (2/2)
A remit-to address is the address where payments should be sent for invoices.
1. Postal Code:
Remit-to address postal code.
2. Remit to Contact Email:
Email for point of contact to receive payment advise notification.
3. Bank Name:
Corresponding remit-to address bank name.
4. Payment Type:
Way in which the bank receives/transfers money (ex. ACH direct deposit).
See the Pay Guide included on the next 2 pages to review some unique requirements for what Payment Type selection is appropriate when doing business with Chubb.
5. Bank Street Address:
Remit-to address street number and name.
6. Bank City:
Bank street address city.
7. Bank State or Region:
Bank state or region name.
8. Bank Postal Code:
Bank address postal code.
Payment Method Guide (1/2)
EFT Electronic Funds Transfer
Description
- An Electronic Funds Transfer is the preferred payment type for suppliers conducting business with a Chubb Business Unit (BU) within EMEA in a local currency. This is also a preferred payment type if you conduct business with a Chubb BU out of the following countries’ in the local currency:
- Norway, Sweden, Denmark, Czech Republic, Poland, Hungary
Examples
- There are three stakeholders involved in the transaction: Supplier Country, Chubb BU Country, and Paying Currency.
Supplier Information Required
- As the supplier, you will need to fill in the following fields on the SIM form under banking information if you prefer the Electronic Funds Transfer payment type.
Supplier Country |
Chubb BU Country |
Paying Currency |
1. UK |
1. UK |
1. GBP |
2. France |
2. France |
2. EUR |
3. UK |
3. Norway |
3. NOK |
SIM Form EFT Fields |
|
Bank Account Number |
SWIFT Code |
IBAN |
Account type |
EFT_I Electronic Funds Transfer Cross-Border
Description
- An International Electronic Funds Transfer is the preferred payment type for suppliers conducting business with a cross-border Chubb Business Unit (BU) within EMEA. This is also a preferred payment type if you conduct business with a domestic Chubb BU in non-regional currency or SEPA.
- SEPA is a payment integration initiative led by the European Union to standardize electronic euro payments across participating countries.
Examples
- There are three stakeholders involved in the transaction: Supplier Country, Chubb BU Country, and Paying Currency.
Supplier Information Required
- As the supplier, you will need to fill in the following fields on the SIM form under banking information if you prefer the Electronic Funds Transfer payment type.
Supplier Country |
Chubb BU Country |
Paying Currency |
1. UK |
1. Switzerland |
1. GBP |
2. France |
2. France |
2. EUR |
SIM Form EFT_I Fields |
|
Bank Code |
IBAN |
Bank Account # |
Account Type |
DFI Qualifier |
Swift Code |
Payment Method Guide (2/2)
IFT_2 International Funds Transfer
Description
- An International Funds Transfer is the preferred payment type for non-US based suppliers conducting business with a US Chubb Business Unit:
- Chubb Ins Solutions Agency, Inc (10069)
- Federal – Chubb & Son Division (10421)
Examples
- There are three stakeholders involved in the transaction: Supplier Country, Chubb BU Country, and Paying Currency.
Supplier Country |
Chubb BU Country |
Paying Currency |
1. US |
1. US (10421) |
1. USD |
2. France |
2. US (10069) |
2. USD |
Supplier Information Required
- As the supplier, you will need to fill in the following fields on the SIM form under banking information if you prefer the Electronic Funds Transfer payment type.
SIM Form IFT Fields |
Banking Routing Number |
IBAN |
SWIFT Code |
Bank Information (1/2)
The bank information you enter should be related to the remit-to address you provided.
1. Beneficiary Branch:
The branch of the bank associated with the beneficiary account.
2. Bank Account Number:
The unique identifier number for the bank account.
3. Bank Account Type:
The classification of the bank account (i.e. checking, savings).
4. Account Currency:
The currency used for transactions within the account.
5. Bank Routing Number:
The number used to identify the bank in transactions.
6. IBAN Number:
International Bank Account Number for international transactions, if applicable.
7. SWIFT Code (BIC):
The code used to identify banks globally for international transfers.
8. Sort Code:
The code that identifies the specific branch of a bank in the UK, if applicable.
Bank Information (2/2)
1. Bank Code:
Numbers or letters that identifies the bank for various transactions, if applicable.
2. Transit Number and Institution Number:
Identifiers used in Canada to specify the bank and its branch.
3. Intermediary Bank Details:
Information about a bank that facilitates transactions between the sending and receiving banks.
4. Intermediary Bank ID:
The identification number assigned to the intermediary bank.
5. Intermediary DFI ID:
The identifier for the Depository Financial Institution acting as an intermediary.
6. Intermediary Bank Postal:
The postal code for the intermediary bank’s location.
7. Banking Supporting Document:
Documentation that supports the banking information provided, often for verification.
Additional Information
1. Supplier Diversity:
Information that indicates the diversity status, if applicable.
2. W8 or W9 Attachment:
Tax forms (W8 for foreign entities and W9 for U.S. entities) that provide necessary tax information.
3. Form 1099 Attachment:
Documentation related to income reporting for tax purposes, typically for payments made to contractors or vendors.
4. Certificates Attachment:
Any relevant certifications that may need to accompany the banking information.
5. Attachments:
Any additional documents that need to be included with the submission.
SIM Form Actions
- There are 3 actions you can take at the bottom of the form:
- Decline: If for any reason you decide not to fill out the SIM form, click Decline.
Upon declining, you will need to add a comment at the bottom of the form justifying why you are declining. - Save: If you are not ready to submit, you can save your progress any time by clicking Save.
- Submit for Approval: If all information is filled in and accurate, click Submit for Approval.
- Decline: If for any reason you decide not to fill out the SIM form, click Decline.
