Supplier Information Management

Supplier Onboarding / Information for existing suppliers / Important tips / Supplier Manual (file)

Supplier Onboarding

Coupa SIM is a safe, secure solution that saves you time getting into our database as we collect and validate information from new suppliers.

Onboarding with Coupa SIM is an efficient way of inserting, screening, updating, and integrating details of our suppliers that saves you time while protecting you from fraud and data leakage. 

WHAT SHOULD YOU EXPECT WHEN GOING THROUGH GUARDIAN ONBOARDING?

At Guardian, we aim to minimize the input required from our suppliers, and Guardian professionals handle most of the onboarding applications. The process is usually managed in three stages: 

STAGE 1  - Guardian professionals manage this stage for you upon receiving some basic information about your company. Data required includes: legal and common names, primary contact details, tax ID, commercial registration number (if applicable to your region)

STAGE 2 - In this stage, you may be asked to complete form 2a, form 2b, or form 2c in Coupa SIM*. Information required in this part of the process include: official address, further contact details (Purchase Order, Accounts Receivable, individual who can validate banking details, any other contact details), and banking details.** Once you fill the form out with all the necessary information and then submit it for approval, it will allow us to go to the next step and finish the process.

STAGE 3- Our Supplier Enablement team will be verifying the form to see if all necessary information and documentation has been populated. At this point, you should expect a phone call from one of our teams to confirm some of your details. Be aware that our teams are based globally, therefore you may receive a call from an international phone number. Fraud prevention and detection are at the core of our policies.

*if you will be required to complete form 2a, 2b or 2c, you will receive an email from do_not_reply@guardian.coupahost.com with clear instructions on accessing the form and a link to Coupa SIM.

**you may be asked to answer some additional basic-level, country-specific questions

WHAT DOCUMENTS SHOULD YOU PREPARE IN ADVANCE TO GET ONBOARDED WITH MINIMAL EFFORT?

1. Tax ID validation document
2. Bank documents (acceptable forms of bank documents are listed below)

 Brazil:

• Bank details provided on the bank letterhead
• Print Screen from online banking
• Official letter from the bank
• Bank statement
• Copy of contract with bank containing full details including IBAN and BIC/SWIFT code
• Voided check

Europe and the Middle East:

• Company letterhead with banking details
• Bank letterhead signed and stamped with banking details
• Supplier EFT Form
• Invoice with banking details

 Mexico:

• Bank statement
• Bank details provided on the bank letterhead

United States:

• Official letter from the bank on bank letterhead (preferred)
• Original voided check (please send by email in PDF format)
• Copy of redacted bank statement

Other documents that may be required (if applicable to your region):

1. Trade license document with shareholder structure
2. Commercial registration validation document
3. ISO certificate

Information for Existing Suppliers

Coupa SIM provides a safe environment for inserting your bank details. It has been designed to provide maximum data security while offering all users a simple solution to updating their records.

Form 4 is used to change the existing bank details, and you will be the only one who can make any changes to this form. Once Form 4 is submitted, we will review your request and will undertake the necessary security checks, however, the data inserted by you will not be amended.

Stewardship and Compliance are at the core of Guardian’s values; therefore, we use technologically advanced systems to guard your data. We make every possible effort to secure sensitive information every step of the way.

What steps should be taken to update your banking data?

Ask your point of contact at Guardian to send you Form 4. An email with a link will be sent almost immediately to the email address you’ve provided as your “Primary”. This email will be sent from do_not_reply@guardian.coupahost.com (if you can’t see it in your mailbox, please make sure to check your Spam folder).

What information do I need to complete Form 4?

Your main contact details

Banking validation contact details

Bank documents (acceptable forms of bank documents are listed below)

Company letterhead with banking details (signed and stamped)

Bank letterhead with banking details

Supplier EFT Form

Invoice with banking details

Voided check

Important Tips

If you are a supplier who is currently in the onboarding process or you changes bank details - be prepared to always answer your phone. We may need to call you to verbally re-confirm some of your details, as fraud prevention and detection are at the core of our policies. Be aware that our teams are based globally, therefore you may receive a call from an international phone number.

Always check your emails and look out for messages sent from do_not_reply@guardian.coupahost.com. If you can’t find our emails in your mailbox, please remember to check your Spam folder.

If you’re ever in doubt regarding any aspect of Coupa SIM or the Guardian onboarding process please do not hesitate to contact our experienced team at vmd.eu@guardian.com. 

Supplier Manual

Coupa Electronic Invoices

United States / Europe / Mexico / Brazil / Middle East / Thailand

United States

Our US suppliers can benefit from all Coupa invoice delivery methods – Coupa Supplier Portal (CSP), Supplier Actionable Notifications (SAN), and cXML Transmission. If you are interested in signing up or connecting with Guardian Industries through Coupa, please reach out to our Supplier Adoption Team (globalSE@guardian.com).

We will see if there is anything that prevents you from using the Coupa invoice submission method. If not, we will send you the Coupa invitation and guide you on the next steps. Even if e-invoicing is not the best option for you, you can still benefit from other CSP functionalities. 

Europe

Our European suppliers can benefit from all Coupa invoice delivery methods – Coupa Supplier Portal (CSP), Supplier Actionable Notifications (SAN), and cXML Transmission.

Exemptions: Coupa invoice submission methods are not available for suppliers submitting for our Guardian Express Home, Oroshaza, and Oporto locations. 

If you are interested to sign up or connect with Guardian Industries through Coupa, please reach out to our Supplier Adoption Team (globalSE@guardian.com).

We will see if there is anything that prevents you from using the Coupa invoice submission method. If not, we will send you the Coupa invitation and guide you on the next steps. Even if e-invoicing is not the best option for you, you can still benefit from other CSP functionalities. 

Mexico

The preferred invoice method for our Mexican suppliers is the Coupa Supplier Portal. If you are interested in signing up or connecting with Guardian Industries (both Guardian Glass and SRG Global) through Coupa, please reach out to our Supplier Adoption Team (globalSE@guardian.com).

We will see if there is anything that prevents you from using the CSP for invoice submission. If not, we will send you the Coupa invitation and guide you on the next steps.

Brazil

While invoice submission through Coupa is not possible in your region, you can connect with Guardian via Coupa to have visibility to all POs and Invoices in one central location. If you are interested in signing up or connecting with Guardian Industries through Coupa, please reach out to our Supplier Adoption Team (globalSE@guardian.com).

Middle East

Egypt / United Arab Emirates / Bahrain and Saudi Arabia

Egypt

Egyptian suppliers can benefit from using this portal along with the submission of invoices via the ETA. Even though invoice submission through Coupa is not possible in your region, you can connect with Guardian via Coupa to have visibility to all POs and Invoices in one central location.

If you are interested in signing up or connecting with Guardian Industries through Coupa, please reach out to our Supplier Adoption Team (globalSE@guardian.com). We will see if there is anything that prevents you from using the CSP for invoice submission. If not, we will send you the Coupa invitation and guide you on the next steps.

United Arab Emirates

Coupa invoice submission methods are available for our R.A.K. suppliers: Coupa Supplier Portal (CSP) and Supplier Actionable Notifications (SAN). If you are interested in signing up or connecting with Guardian Industries through Coupa,  please reach out to our Supplier Adoption Team (globalSE@guardian.com).

We will see if there is anything that prevents you from using the CSP for invoice submission. If not, we will send you the Coupa invitation and guide you on the next steps.

Bahrain & Saudi Arabia

Currently, electronic invoicing options through Coupa Supplier Portal are not available for Bahrain and Saudi Arabia Suppliers. Please submit your invoices via email to invoice@guardian.com.

Thailand

As per current local requirements, no Coupa invoice submission methods are available for Thailand suppliers. Even though invoice submission through Coupa is not possible in your region, you can connect with Guardian via Coupa to have visibility to all POs and Invoices in one central location.

If you are interested in signing up or connecting with Guardian Industries through Coupa, please reach out to our Supplier Adoption Team (globalSE@guardian.com).

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