Registering and updating your supplier information

As a supplier to the Qantas Group, find out how to access and update your account information in the Coupa Supplier Portal (CSP).

Registration steps

Register with Coupa and create your profile

Use the registration link sent to your email to set up your Coupa account. This lets you store your details and manage user access.

Complete the Qantas Group Supplier Form

This information is required by the Qantas Group for invoicing and payments.

Set up multi-factor authentication

Multi-factor authentication must be set up to make any future changes to the information in your Qantas Group profile.

Note: You must complete all three registration steps to set up your account.

Setting up your CSP account

If you're a Qantas Group supplier and have been identified as the designated primary contact for your organisation, you'll receive an email invitation from Coupa to access the CSP and link to your Qantas Group Supplier Form.

Follow these steps for more information on what you need to do, and the information you need to provide.

Email invitation

You'll receive an email invitation from do_not_reply@supplier.coupahost.com.

After reading the information in the email, click the 'Join and Respond' button located at the bottom to register.

Note: If you haven't received a CSP invitation, email Supplier Help for assistance.

The primary contact

If you're not the primary contact for your organisation, after clicking 'Join and Respond', select 'Forward this to someone' in the Account Creation page (you can only forward to someone in your organisation), or alternatively contact Supplier help

Note: each supplier can only have one designated primary contact to complete the initial registration process.

Once your CSP account is created, you'll be able add additional users.

Your account

If you don't have a CSP account, follow the prompts to create one.

Otherwise, log in to your account to access the Qantas Group Supplier Form.

Account details and payment information

Once directed to the portal, complete or verify your 'Account details' and 'Payment information'. This information will be saved in your CSP profile, which can be linked to your Qantas Group Supplier Form.

You now need to complete or verify your details for the Qantas Group Supplier Form.

Primary address

Provide your company name and primary address.

Note:

Fields marked with an asterisk are mandatory.
The Supplier name/Trading name is the company's full legal entity name - this is the name used in the legal entity name field on your tax forms.

Example of Coupa Qantas Group Supplier form

Tax registrations

Select the Country of tax registration and enter the relevant tax identification number.

If United States 1099 Tax Reporting is required, complete these details. Also include your Withholding Tax Code if applicable.

Remit-to address

The 'Remit-to Address' section is where you'll complete your banking information.

To start, click 'Add Remit-To'. A pop-up box will appear. Click 'Cancel' to manually populate the form.

Note:

If you've set up your payment methods under your CSP profile, select the relevant payment method to auto-populate this section.
The relevant bank fields will display based on the Payment Type selected.

Example of Coupa supplier form Remit To Address section

Contact details

Under the 'Primary Contact' section, complete the mandatory fields, marked with an asterisk.

Note: the Qantas Group Operating Unit will be pre-filled based on the set-up information entered previously.

Example of Coupa supplier form contact details section

Insurance and indemnity certificates

If you have Public Liability Insurance, Professional Indemnity Insurance, Product Liability Insurance or are a small or diverse business, select 'Yes'.

Then complete the relevant details and attach the applicable documentation when prompted.

Example of Coupa Public Liability section

Submit

Once all the required fields are complete, and any documents are uploaded, you can submit the form for approval. When the form has been successfully submitted, the 'Pending approval' status will be displayed.

We’ll review the information and notify you of the outcome.

Your company is now set up as a Qantas Group Supplier in CSP, where you can easily manage your information.

Qantas Group requires CSP suppliers to use multi-factor authentication (MFA) for an additional layer of security.

To manage your MFA settings:

Select Account Settings when hovering over your username at the top of any CSP page.

Enable MFA for both Account Access (Login) and Payment Change.

Select the preferred method, Via Authentication App or Via Text Message, and enter the required details.

For further assistance, see Manage Multi-Factor Authentication

Managing your account

To update your bank details:

From the 'Business Profile’ menu, select 'Information Requests'.

Ensure the Qantas Group Profile is selected and click on the Qantas Group Supplier Form.

Navigate to the bottom of the page and Click 'Update info'.

From the 'I Want To' menu, select 'Update My Profile', then select 'Banking Detail Only'.

Click the Add Remit-To button. A pop-up box will appear, click Cancel.

In the Remit-to Address section, populate the required fields with your banking details. Ensure the relevant Qantas Group Site ID is entered to link the bank account to the correct site ID.

Then click 'Submit for approval'.

Once you submit the form, we’ll review the information and notify you of the outcome.

To update your company address:

From the 'Business Profile’ menu, select 'Information Requests'.

Ensure the Qantas Group Profile is selected and click on the Qantas Group Supplier Form.

Navigate to the bottom of the page and Click 'Update info'.

From the 'I Want To' menu, select 'Update My Profile', then select 'Address Only'.

Enter your address details.

If a new tax registration needs to be added, select 'Add Tax Registration' and enter the details.

Then click 'Submit for approval'.

Once you submit the form, we’ll review the information and notify you of the outcome.

To update your PO or Remittance email address:

From the 'Business Profile’ menu, select 'Information Requests'.

Ensure the Qantas Group Profile is selected and click on the Qantas Group Supplier Form.

Navigate to the bottom of the page and Click 'Update info'.

From the 'I Want To' menu, select 'Update My Profile', then select 'PO or Remittance Email'.

In the Remit-to Address section:

Click the Add Remit-To button. A pop-up box will appear, click Cancel.
Then populate the required fields. Enter the same site address and banking details as previously provided, and update your PO or Remittance Email Address or both. Ensure the relevant Qantas Group Site ID is entered to ensure the link is maintained to the correct site ID.

Then click 'Submit for approval'.

Once you submit the form, we’ll review the information and notify you of the outcome.

Additional information

Further assistance and guidance on the CSP can be found at Coupa’s Supplier Help Center

Registering and updating your supplier information

On this page

Registration steps

Setting up your CSP account

Register your account

Email invitation

The primary contact

Your account

Account details and payment information

The Qantas Group Supplier Form

Primary address

Tax registrations

Remit-to address

Contact details

Insurance and indemnity certificates

Submit

Multi-factor authentication

Additional information

Managing your account

Changing your bank details

Changing your company address

Changing your PO or remittance email address

Additional information