Coupa Quick
Reference Guide for
Suppliers |Managing Catalogs

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INTERNALCoupa Supplier Portal

Managing Catalogs in the Coupa Supplier Portal

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1 In case Schaeffler has created for the business a
Catalog in Coupa to raise requisitions against, aCatalog will be visible by clicking on the tab“Catalogs”.
At this place you will be able to update and manage
the existing Catalog items.

22 Please consider to be logged in in the respective“catalog language” if you are creating new catalogs orcatalog content. – Example: Please login in system/user language Italian if you are loading a catalog for
Italy with Italian article descriptions.

Note:• Please ensure that you have chosen “Schaeffler” as selected customer within the drop down list.
• Please use the language of the catalog/ catalog articles also for logging in since Coupa is using a translation tool that is based on
the user language.
Coupa Quick Reference Guide for Suppliers | Managing Catalogs

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Coupa Supplier Portal

Create or Edit a Catalog in CSP

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1 To create a new Catalog, click on the ‘Create’ button.
2Luke Consulting

2• If requested, you can change the default Catalog title([Your Company Name] [Catalog (Number)]) in the
mandatory field “Catalog Name”• Select a start and expiration date for your Catalog• Select a currency to be applied to your Catalog items

3 To edit a draft Catalog, click on the Edit icon for therespective Catalog.

3On the Catalog Edit page, fill in at least the mandatory field (*).
Coupa Quick Reference Guide for Suppliers | Managing Catalogs

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Coupa Supplier Portal

Loading of Individual Items

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1 From the ‘Catalogs’ tab for an individual item load, go

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to the section Items Included in Catalog, click on‘Create’ and fill in the relevant information.
Mandatory fields are marked with the red asterisk (*).

3

Please consider for any catalog or article creation to be logged
2 in with the language of the catalog/ item you are loading.
You can select the language of the bottom of the page.
You can select the Unit of Measure (Each, Box, Set etc.) from

3 the provided dropdown list. In addition, you can add an imageof the product by clicking ‘Browse’.

Note:
As long as the Catalog is in ‘Draft’ status and not submitted for approval you can edit or delete the item after saving it .As soon as
the catalog is approved, and you want to do changes you will need to re-submit for approval.
Coupa Quick Reference Guide for Suppliers | Managing Catalogs

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Coupa Supplier Portal

Bulk Upload Items (1/3)

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1 From the ‘Catalogs’ tab in case of bulk upload of items, click the"Load from file" button in the section "Items included in the catalog".
1) To receive a blank CSV file as baseline for your new Catalog, clickon the ‘Download’ dropdown list and select the format, which is
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suitable for you. (Please consider to be logged in in the matchingsystem language, when downloading the CSV file)2) Refer to “How-To-Complete” for detailed field descriptions of theCSV file.
Click3) To add or modify items from your existing Catalog, click on‘Export to’ for the current list of items. After completing yourchanges, click on the ‘Browse’ button and select your modified
CSV file, click Open and click on the button ‘Start Upload’.

Bulk Load Item Updates for Supplier Catalog 32Note:• Please don’t change the headlines of the columns in the .csv file
• You have to work in the system language that fits to the language of the catalog items that you want to upload.
• Each Catalog must be approved by Schaeffler before it can be included in Coupa search results.
Coupa Quick Reference Guide for Suppliers | Managing Catalogs

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Coupa Supplier Portal

Bulk Upload Items (2/3)

Example of a populated csv when clicking ‘Download’:
To add or update any images for Catalog items please
use the image URL column for links or .png format.
After completing the changes, click on the1 ‘Browse’ button and select your CSV file, click ‘Open’,
and click on the button ‘Start Upload’ (see previousslide).

Note:
Do not change the column header names in the .csv file.
Coupa Quick Reference Guide for Suppliers | Managing Catalogs

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Coupa Supplier Portal

Bulk Upload Items (3/3)

Once the upload is complete, Coupa checks your file andshows you the Verify Data screen. Here you have thepossibility to check your changes and to finish the upload (allchanges are highlighted in orange).
• Click ‘Cancel’ if you need to correct any data in the .csv
file and upload the new .csv file again.
• If you are happy with the changes, click ‘Finish Upload’
and you will receive a message that the upload has been
completed successfully.

Note:The Item(s) Changed section is updated with your changes.
Coupa Quick Reference Guide for Suppliers | Managing Catalogs

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Coupa Supplier Portal

Catalog status in the Coupa Supplier Portal
Catalog Status

Description

Draft

The Catalog has been created, but further information to be added before submitting to Schaeffler

Error

Something is wrong with the Catalog, please contact Schaeffler for clarification.

Awaiting/PendingApproval

The Catalog has been received by Schaeffler, but it has not gone through the approval chain yet.

Accepted

The Catalog has been accepted by Schaeffler, and all the items in it are now available for the organization
to request within Coupa.

Rejected

The Catalog has been rejected, please contact Schaeffler for clarification.

Note:
Every update to the Catalog will be submitted to Schaeffler team to review/approve the changes/supplements. Once Schaeffler has approved, thiswill be updated in the Coupa Supplier Portal as ‘Accepted’.
Coupa Quick Reference Guide for Suppliers | Managing Catalogs

All rights reserved to Schaeffler AG, in particular in case of grant of an IP right.

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