Supplier Registration and Resources

Supplier Resources

Supplier Registration and Information

Supplier Registration

In order to provide goods and services to Aon, suppliers must complete the registration process in advance of delivering any goods or services or issuing invoices.  All new suppliers must be requested by an Aon colleague who must ensure proper vetting has been completed prior to conducting business. As a final step in our registration process, suppliers will be asked to log into the Workday Supplier Portal to supply banking and tax documentation.

How to Become a Registered Supplier with Aon

If your company has been requested to be added as an Aon Supplier, you will receive three emails from Aon ([email protected]) separately containing a registration link, password, and instructions. To complete registration, attach relevant documentation confirming your Company address, Tax/VAT registration information and bank details.

In case of any questions or additional support required, contact  [email protected].

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  1. Supplier Registration

  2. How to Invoice Aon

  3. Supporting Resources

How to Properly Invoice Aon

There are three ways to send invoices to Aon, listed below in order of preference. 

  • Direct integration: This method, based on the cXML technology, is an automated solution that is available to suppliers with the required capabilities. Please contact the  GSM Helpdesk for more information. 
  • Coupa Supplier Portal (CSP): Invoices can be submitted through the Coupa Supplier Portal or by PO flip. By using the CSP, suppliers have access to various functionalities such as: creating invoices, creating credit notes, reviewing orders and tracking payment status. Alternatively, if the less advanced PO flip capability is used, suppliers can create invoices directly from the Purchase Order e-mail. 
  • Text-based PDF invoices: The last and least favourable option is to e-mail PDF invoices to the country specific e-mail Invoice inbox. 
  • Coupa Supplier Portal Invoicing

    Coupa offers a robust online resource site for suppliers wishing to be part of the Coupa Supplier Portal (CSP). The CSP is a free portal that enables suppliers to centrally manage any of their clients that use the Coupa platform. The Coupa Supplier site provides a variety of resources and video demonstrations. Join a Coupa Training Webinar to learn how to create electronic invoices directly from POs, get set up for fast digital payments, view your payment status, and more! Webinars include a Q&A Session. 

  • Coupa Compliant Invoicing

    Coupa’s offers Invoice Compliance as a Service that automatically validates country-specific requirements before issuing an invoice and producing a legal invoice in a PDF format that is available both for Aon and the Supplier. 

    With e-invoicing Aon Suppliers can benefit from: 

    • Complete visibility into invoice status. 
    • Reporting on your purchase orders and invoices with Aon. 
    • Invoices immediately matched with purchase orders – information from the purchase order is automatically transferred to the invoice. 
    • Invoices processed faster due to minimal manual intervention – you enter your invoice directly to Coupa. 
      • How to create compliant e-invoice for Aon 

      There are two options to issue compliant e-invoice to Aon:

      For more details, please review the training materials or visit the Coupa e-invoicing page. If you have any questions or require additional support, contact  [email protected].

  • Supplier Self-Service Update Request

    Suppliers serving Aon can update their bank details for invoice payments through the Coupa Supplier Portal (CSP).

    • If you are already registered with the CSP and would like to update your bank details, please follow instructions on the Coupa Supplier Portal which will walk you step by step through the process. 
    • If you would like to register to the CSP, please contact [email protected]. Once your contact is authenticated, you will receive a direct invite to the CSP.
    • For further instructions how to register and login please visit Registration and Login Coupa Compass.
    • If you are not using CSP you will be contacted by Aon Team to provide additional documents.

    If you have any questions or require additional support, please contact [email protected]. 

Supporting Resources

  • Supplier Training Sessions for APAC
    Training Session on CSP
    • Time: 4:30 p.m. NZ time zone
    • Date: Every 1st and 3rd Wednesday of the month
    • Topic: In this session we will assist you on how to use Coupa for reviewing purchase order and processing invoices directly in Coupa supplier portal
    • Invite: Outlook Invite
    Q&A Session for Suppliers
    • Time: 4:30 p.m.  NZ time zone
    • Date: 2nd and 4th Wednesday of the month
    • Topic: In this session we will answer all queries related to Coupa supplier portal and try to provide the instant resolution
    • Invite: Outlook Invite
      •  
  • Supplier Training Sessions for Other Regions
    Training Session on CSP
    • Time: 9:00 a.m. CT
    • Date: Every 1st & 3rd Wednesday of the month
    • Topic: In this session we will assist you on how to use Coupa for reviewing purchase order and processing invoices directly in Coupa supplier portal
    • Invite: Outlook Invite
    Q&A Session for Suppliers
    • Time: 9:00 a.m. CT
    • Date: every 2nd & 4th Wednesday of the month
    • Topic: In this session we will answer all queries related to Coupa supplier portal and try to provide the instant resolution.
    • Invite: Outlook Invite
      •  
  • Frequently Asked Questions
    Coupa Purchase Orders

    Q: How do I receive the Purchase Order (PO) notification?
    A: PO notification is sent to the e-mail address that is set up in our system for PO transmission. Please contact GSM HelpDesk ([email protected]) to confirm or change this e-mail address.

    Q: How can I update the email address for receiving purchase orders?
    A: Please contact GSM HelpDesk ([email protected]) to change the e-mail address.

    Q: Where do I find Terms &Conditions (T&C)?
    A: T&C can be found at the bottom of every purchase order.

    Q: How do I proceed with the PO change request?
    A: You will be notified whenever the details of an already generated purchase order are changed by Aon. Please proceed with invoicing such PO according to its updated details. It can be done either by making PO flip against the new PO email you receive along with the PO change notification, or - if you use CSP - the current version of such PO will be available for invoicing in your portal.

    Coupa Invoicing Methods

    Q: My invoice has many lines, but my purchase order (PO) has only one. How do I process the invoice?
    A: Please reach out to your requester, whose name is provided on the purchase order, to update the document as required.

    Q: My invoice has one line, but my PO several lines. How do I process the invoice?
    A: If your invoice refers only to one of the PO lines, you can process it against the PO, and leave the remaining PO lines for future invoicing.

    If the invoice covers all PO lines with a single invoice line, and the invoice cannot be split into multiple lines, please reach out to your requester, whose name is provided on the PO, to update the document as required.

    Coupa Supplier Portal

    Q: How can I get connected to Coupa Supplier Portal?
    A: Please contact GSM HelpDesk ([email protected]) to confirm the e-mail address and obtain the CSP invitation.

     

    Q: I am getting the VAT ID error while creating the new legal entity. How do I process?
    A: The VAT ID has minimum 3 characters and must be provided in the valid format (please refer to the hint in red under the VAT ID field).

    If you do not have a VAT/GST number, please provide your local tax ID.

     

    Q: Should I and how do I acknowledge the purchase order?
    A: Even though acknowledging the PO is optional, Aon strongly recommends doing so as soon as a PO is received. This action can be completed in two ways:

    • in CSP directly from the PO page, by selecting the "Acknowledged" checkbox.
    • via the PO email you receive from Aon, by choosing the "Acknowledge PO" button.

    For more details, please refer to PO Transmission & Acknowledgement.

     

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