In order to use the Supplier Portal Agent, you must first enable your Tesorio account for supplier portal invoice submissions. To do so, you must follow these steps:
1. Connect your Supplier Portal accounts in Tesorio
Tesorio serves as your central hub for managing all PO-related activities across Coupa and Ariba.
We recommend creating a dedicated Tesorio user in Coupa and Ariba that has multi-factor authentication. If MFA is not set up for the user in Coupa and the security key entered in Tesorio, the Agent will not be able to sync POs and submit invoices for your customers that require two-factor authentication (2FA).
Navigate to Administration > Integrations and locate the Supplier Portal credentials section.
Select your provider
Add all your Portal credentials. If you have customers linked to different portal accounts, ensure all credentials are entered in Tesorio.
2. Enable Portal Submissions for your account
In Tesorio, navigate to Administration > Company > Supplier Portal Settings
Turn on the Submit Invoices toggle:
3. Configure Automation Settings
Tesorio allows you to control the level of automation for invoice submissions:
Require approval before automatically submitting invoices: When enabled, all matched invoices go through the Review Submissions workflow, even if pre-submission checks pass
Useful when first using the system to build confidence
Can be disabled later for fully automated submissions
Requirements for Automatic Submissions: Control which validation checks must pass before invoices are automatically submitted to supplier portals.
Non-configurable Pre-submission Checks - These validations are always performed and cannot be disabled:
PO Balance: Ensures sufficient balance exists on the purchase order
PO Status: Verifies the purchase order is in an active status.
Configurable Pre-submission Checks - All of these checks are enabled by default and can be customized:
PO Terms: Validates that purchase order terms meet requirements
When enabled, performs term validation checks
When disabled, no PO terms checks are performed
Granular options:
Same as, or better than invoice terms (enabled by default): invoices will be submitted if PO terms are more favorable than invoice terms
Same as invoice terms: Requires exact term matching between PO and invoice
Invoice Date: Validates invoice date requirements
When enabled, future-dated invoices will not pass validation and will be sent to "Review Submissions"
When disabled, invoice date is not validated
Invoice Balance: Validates invoice balance requirements
When enabled, invoices with zero or negative balances will not pass validation and will be sent to "Review Submissions"
When disabled, invoice balance is not validated
4. Enable Customer Purchase Orders Workspace for Users
In Tesorio, navigate to Administration > Permissions
Select the Permission Groups you would like to have access to this module
Scroll down to the end to turn on the toggle
The Manage setting should be On if the users in the Permission Group should have access to make changes to Purchase orders - linking customers, adding assignees, etc.
5. Enable and Manage Customer Settings
Come back to this step once the initial sync is completed
After the initial sync of your Portal data is complete, Tesorio will automatically match your customers to the Supplier Portal customers and enable them for monitoring by default.
Individual Customer Management
Enable invoice submissions for specific customers by:
Navigating to the customer record page in Tesorio
Clicking the "Uses a Supplier Portal" toggle
Selecting "Submit invoices to portal" in the side panel
Bulk Customer Management
You can manage multiple customers at once through the Customers workspace:
Select one or more customers in the Customers workspace
Click the "Supplier Portals Agent" button in the bulk action bar at the bottom of the screen
You have two main options
Manage Functionality
Manage Portal Provider
Manage Functionality
When you select "Manage Functionality" from the menu, you'll see the following options:
Email monitoring only: Ensures all selected customers are set as portal customers (if not already) and configures them for email monitoring only
Portal submissions and email monitoring: Ensures all selected customers are set as portal customers (if not already) and enables them for both portal submissions and email monitoring
Disable all functionality: Disables all portal functionality for the selected customers. These customers will be marked as non-portal customers, and they will not be automatically re-enabled during the next sync or when new emails are received
Manage Portal Provider
When you select "Manage Portal Provider" from the menu, you'll see the following options:
Set supplier portal provider to: Sets all selected customers to use the specified portal provider
This will ensure all selected customers are marked as portal customers (if not already)
Selecting this option will present a dropdown menu of available portal providers
If any selected customers already have a different portal provider set, you'll see a confirmation dialog warning that this action will:
Clear all supplier portal statuses for open invoices not yet approved or paid
Remove any tasks related to the previous provider
Unlink any POs from the previous provider
(Note: Notes created and saved on these invoices will not be affected)
Clear current supplier portal provider: Removes the portal provider setting for all selected customers
This will keep the "Uses a Supplier Portal" setting enabled
But it will reset the functionality to monitoring only
You'll see a confirmation dialog with the same warnings about clearing statuses, tasks, and PO links
Important Notes
Changing a customer's portal provider will affect open invoices that have not yet been approved or paid
The system will maintain existing statuses and relationships for invoices that have already been approved or paid
When clearing a portal provider, customers won't be automatically linked to the previous provider during future syncs or emails received
You can re-enable and reconfigure customers at any time using the methods described above
