Ajay Sebastian

• Administer and configure Coupa Core Modules (Procure-to-Pay, Supplier Management, Sourcing, Contract Management, Expense Management) and Coupa Analytics to support business spend management processes.
• Provide functional consulting to cross-functional teams including Purchasing Governance Office, Category Buyers, Accounts Payable, and Vendor Enablement specialists.
• Develop and maintain documentation: System Integration Testing (SIT), User Acceptance Testing (UAT) scenarios, functional specifications, technical design documents, cutover plans, and configuration records for Coupa objects.
• Collaborate with Middleware teams to design and implement integration mappings between Coupa modules and SAP for seamless data flow.
• Lead AI-driven procurement initiatives by working on Coupa AI projects (NAVI, Scoutee, Cirtuo) to enhance adoption of advanced features on the Amadeus Coupa platform.
• Utilize Postman API to create scripts for mass updates of Coupa records using XML-based data structures for efficient automation.
• Partner with business stakeholders (Category Leads, Buyers, AP Agents, PGO Leads) to identify process gaps and implement improvement plans.
• Conduct Coupa training webinars for business teams to drive awareness and adoption of new platform enhancements.
• Configure Coupa Analytics dashboards and reports to deliver actionable insights, enabling informed decision-making across procurement and finance functions.
• Collaborate with RPA teams to design and implement automation projects by analyzing existing processes, defining scope, and ensuring successful deployment.

ERP: Coupa & SAP.

• Served as the primary administrator and key contributor for Coupa Core implementation and ongoing administration, including support for Coupa Risk Assessment (CRA) module, ensuring seamless Source-to-Pay operations across the organization
• Managed end-to-end implementation scope, including data migration from previous ERP to Coupa, configuration of Source-to-Pay modules, SFTP integration for SIM records, POs, receipts, and invoices, and setup of Contract Lifecycle Management (CLM) with CRA sync support.
• Delivered hypercare and post-go-live support, addressing business requirements and ensuring smooth system transition.
• Drove process enhancements by collaborating with Buyer, Vendor Management, Accounts Payable, and Demand Management teams to optimize procurement workflows and improve efficiency.
• Prepared comprehensive UAT test scripts and facilitated interactive testing sessions with business teams to validate system functionality.
• Integrated third-party applications (Apptio, ServiceNow, Optimize Spend) with Coupa using API and OAuth connections, ensuring seamless connectivity with product owners.
• Conducted impact assessments based on Coupa release notes, coordinated upgrades, and performed manual regression testing with business teams.
• Executed core administrative responsibilities, including homepage design, approval chain configuration, custom fields, hosted/punch-out catalogs, SIM process automation, custom notifications, user access provisioning, data maintenance, Chart of Accounts setup, lookups, receipting/invoicing tolerances, invoice presentation, and form design.
• Partnered with Analytics team to build dashboards using Coupa data, including field mapping, merging explorers, and ensuring dashboards meet management requirements.
• Supported CRA team in resolving supplier and user sync issues.
• Authored SOPs for new processes and maintained configuration documentation for Coupa Admin team.

ERP: Coupa & PeopleSoft.

• Acted as functional and support consultant for Coupa ERP, ensuring smooth operations across Source-to-Pay processes.
• Configured and customized Coupa workflows aligned with business Source-to-Pay cycle requirements.
• Coordinated with support teams to resolve incidents promptly and communicated updates to business owners and end-users.
• Managed Coupa integration with backend ERPs (Coupa & Oracle) and resolved integration errors for POs and invoices.
• Troubleshot Coupa platform issues in collaboration with Help Desk and internal teams; provided timely resolutions to stakeholders.
• Designed and executed User Acceptance Testing (UAT) scripts; incorporated changes during release upgrades.
• Administered Coupa catalog content and contract management to maintain procurement efficiency.
• Configured custom fields, approval chains, submission blockers, and warnings to meet evolving business needs.
• Delivered Coupa training and refresher sessions for stakeholders post-release updates.
• Identified and implemented automation projects within Coupa to streamline processes.
• Created and maintained Desktop Procedures and Kit Cards documenting Coupa functional flows; updated after each release.
• Conducted educational sessions for business users and suppliers on Coupa features, functionality, and procurement processes.

ERPs: Coupa & Oracle.

• Supported initial year as Procurement Coordinator, managing business requests across Sourcing, Vendor Management, Contract Management, Accounts Payable, and IT teams to ensure seamless transactional flow.
• Collaborated with strategic and tactical sourcing teams to understand requirements, plan sourcing activities, and participate in RFI/RFQ/RFP processes.
• Served as Coupa Subject Matter Expert (SME) with a focus on resolving interface errors between Coupa and SAP.
• Consolidated monthly reports on POs, tickets, supplier onboarding forms, invoices, and ad hoc requests to maintain SLA compliance and audit readiness.
• Developed automation scripts using WinAutomation to streamline repetitive tasks and improve efficiency.
• Conducted weekly stakeholder meetings to review activity volumes and ensure alignment with business priorities.
• Attended daily ERP touchpoint calls for updates and issue resolution.
• Delivered end-to-end process training for new recruits, ensuring smooth onboarding and knowledge transfer.
• Managed escalation emails and priority-1 tickets, ensuring timely resolution and stakeholder satisfaction.

ERPs: Coupa & SAP.

• Managed daily procurement operations including purchase order creation, amendments, PO receipting assistance, and invoice submissions.
• Supported suppliers and business users in resolving blocked invoice issues to ensure timely payment processing.
• Performed weekly consolidation and reporting of PO requests and blocked invoices for operational visibility.
• Assisted suppliers and internal stakeholders with vendor onboarding and invoicing queries via calls and emails.
• Identified opportunities for cost efficiency and process optimization through best procurement practices.

ERP: SAP