Our Expectations
We aim to make working with us as simple as possible.
When supplying to a Pact Group entity, all suppliers must comply with our Supplier Code of Conduct and Purchasing Terms and Conditions.
Before providing any products or services, suppliers will receive an approved purchase order that includes our terms and conditions. Delivered goods and services are expected to match this Purchase Order, with any changes to be agreed prior to delivery. Furthermore, payments will only be made once an invoice has been matched off to both the purchase order and receipt of goods/services. Exceptions to this, such as a negotiated set of terms and conditions or a purchase order exemption, are only available if pre-arranged with your Pact contact.
Becoming a Pact Supplier
Pact has a defined process for organisations to become a supplier. Please see this 1-page guide on the process:
Working with Pact
Pact utilises the Coupa Procure-to-Pay platform to manage supplier relationships, purchase orders, and invoicing processes. All Pact suppliers operate within this system. Suppliers receive purchase orders, submit invoices, and monitor transaction status through the Coupa Supplier Portal (CSP), a free platform that enables self-management of orders, invoices, price catalogues, and related information.
You can find our Pact Coupa Supplier Portal Guide in the Supplier Reference Material section of this webpage. It provides detailed instructions on managing orders, invoicing, and other key processes.
To ensure a smooth and efficient process, it is recommended all suppliers should register and join the CSP.
Access the Coupa Supplier Portal here or request access through your Pact Group contact.
Before Supplying Products or Services
- Confirm you have received an approved Purchase Order (PO) from Pact Group.
- Do not supply goods or services without an approved PO unless you’ve received confirmation that a PO is not required.
Submitting Invoices
- Submit accurate invoices through the Coupa Supplier Portal.
- Always reference the approved Purchase Order number on your invoice.
- Accurate and complete invoicing helps ensure prompt payment.
Credit Note Policy
- Pact Group’s business rule requires suppliers to credit an invoice in full and re-invoice when corrections are needed. Partial credits are not accepted.
Getting Support
When supplying to Pact your key relationship will typically be with the site or sites you are supplying. This person is your Pact Contact. Your Pact contact should be able to support you with most aspects of your supply relationship to Pact.
Alternatively, please use either of these avenues of support:
Payment & General Queries – Vendor.Inquiry@pactgroup.com
Multi Factor Authentication / Sign in Issues – Supplier@coupa.com
Frequently Asked Questions
We have separated the FAQs into 2 sections. (Andrew to provide more copy)
Account, Log-in and Registration
1. How do I join and register on the Coupa Supplier Portal (CSP) ?
If you’ve already signed up with Pact Group, you can request an invitation to the CSP to be sent to you by emailing Vendor.Inquiry@pactgroup.com or by reaching out to your Pact Group contact.
2. How do I use the CSP?
Please refer to our CSP Training Guide which contains all the required steps from Login to Invoicing and Account Management.
COUPA Supplier Portal overview3. Can I request an invitation to join the CSP?
Yes email Vendor.Inquiry@pactgroup.com asking for an invitation to the CSP to be sent
Alternatively, if you’re already a Pact Supplier you can log in to the CSP, navigate to Setup > Connection Requests, and search for Pact Group to send a connection request directly.
4. Why can't I log in to the CSP?
Unfortunately, we are unable to assist with Login issues as these relate to your account with COUPA directly and not with the Pact Group. However, the below information should help you with any issues you may experience.
CSP Forgot your password link – https://supplier.coupahost.com/forgot_password
Coupa Support – supplier@coupa.com or use the Chat with Coupa Support icon at the bottom right of the CSP homepage
5. I already have an existing CSP account for another customer. Will I need a second CSP account for Pact Group?
No, a second account isn’t required. You will however need to complete the Pact Groups signup forms and once these have been completed (provided you used the same email address on your CSP account) you will see Pact Group as a customer to select in your ‘Customer’ drop down under Invoices/Purchase Orders
6. Is Multi Factor Authentication (MFA) Required?
No. At this stage this isn’t mandatory however if this changes Pact will notify you via email.
7. I don't have access to the Multi Factor Authentication (MFA) code, what can I do?
Unfortunately, we are unable to assist with MFA issues as these relate to your account with Coupa directly and not with the Pact Group. However, the below information should help you with any issues you may experience.
Coupa Support – supplier@coupa.com or use the Chat with Coupa Support icon at the bottom right of the CSP homepage
8. I'm unable to access our account as a past employee has left and the account was under their email address. What can I do?
If the past employee was the admin on your account, then you only have two options available to you.
> You need to reach out to Coupa directly via supplier@coupa.com and request the existing account to be changed to a different email address. This will take a significant amount of time and Coupa will require proof of ownership to ensure you are the correct owners of that account.
> You can contact Vendor.Inqury@pactgroup.com or your Pact contact person to request for your account to be unlinked and your main email address to be updated. This will require you to complete the signup of another CSP account.
Purchase Orders and Invoices
1. I’ve made a mistake with an invoice, or need to issue a credit note. How do I issue a Credit Note to Pact via the CSP?
Refer to Section 3 of our CSP Training Guide which covers this topic.
Please be aware that PACT Group’s business rule is for suppliers to credit an invoice in full.
2. I don't see certain Purchase Orders in the CSP
This could be the result of your company having multiple internal Supplier records with Pact as a separate account is required for different currencies i.e. AUD/USD and you might only have one of the currency accounts linked to your CSP account. Please reach out to your Pact Contact and ask them to raise an internal ticket on your behalf so that this can be investigated and resolved.
3. Non-Purchase Order Invoicing - The Pact site that I need to invoice isn't showing under the “Bill To Address” dropdown, what should I do?
Please reach out to your Pact Contact and advise them that you don’t have access to their plant in the CSP and the Pact Contact will raise an internal ticket for this access to be given.
4. Non-Purchase Order Invoicing - What Legal Entity should be used on the invoice?
5. Non-Purchase Order Invoicing - Who do I put as the Requester on the invoice?
If you haven’t been provided a name & email address to use, you will need to reach out to your Pact Contact to confirm who should be added as the Requester
PACT is unable to amend the Requester on your invoice so if you submit an invoice with an incorrect Requester, you will be required to credit that invoice in full and re-invoice against the correct Requester.
Supplier Reference Materials
Supplier Reference Materials
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Coupa Supplier Portal Training Guide
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CSP Signup Guide
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Australia Legal Entities
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New Zealand Legal Entities
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Cross Country Tax Setup – (CSP – Legal Entity – AU NZ Remite-To.pdf)
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Becoming a vendor with Pact