Invited to join Coupa? Start here:

1. Open the email invitation from Aspen One (via Coupa) to join the Coupa Supplier Portal (CSP) and click ‘Join & Respond.’
2. Create your free CSP account, or if you are already a Coupa supplier for another company, simply log-in.
3. To ensure Aspen One can pay you, complete your company profile and the onboarding form.
4. Onboarding documents required to complete set-up are; legal business name, tax documentation, remittance/banking details, and a certificate of insurance (COI).
5. Once submitted, Aspen One will review and activate your profile.

Resources & Training Documents:

• [LINK – STEP BY STEP PDF] – Coming soon!
• Getting Started with the Coupa Supplier Portal | Coupa
• How to use the Coupa Supplier Portal for the first time | Coupa
• Methods to Register for the CSP | Coupa
• Complete the CSP Onboarding | Coupa
• Manage Multifactor Authentication | Coupa
• Account, Login, Registration FAQ | Coupa

Depending on your relationship with Aspen One, the CSP lets you:

• Receive and acknowledge purchase orders
• Submit invoices and credit memos
• Monitor invoice and payment status
• Maintain your company and remit-to information
• Manage users on your account
• Access training materials and view announcements from Aspen One
• Connect with multiple customers through a single CSP account

Manage Your Contacts:

Keeping your supplier contacts current helps ensure the right people receive purchase orders, invoices, payment information, and important communications. We recommend maintaining contacts for:

• Purchase Orders
• Accounts Receivable / Invoice Processing
• Supplier Administration
• CSP Administration
• Payment / Remittance

Lost access to your Multifactor Authentication (MFA) method?

• If another administrator exists at your company: ask them to disable MFA for your account. Instructions are in the Manage Multifactor Authentication in the CSP
• If you’re the only administrator: submit an MFA Reset Support Request form to the Coupa Supplier Care Team. You’ll also need to sign a declaration form and provide consent from two co-workers.
• No response from Coupa after 3 business days? Contact your Aspen One requester.

Notifications

Manage how and when the CSP notifies you about new purchase orders, invoice status changes, and sourcing invitations. Suppliers using Supplier Actionable Notifications (SAN) can act on a purchase order or invoice directly from an email, without logging into the CSP.

Sourcing Events

If Aspen One invites your company to a sourcing event, you’ll be notified by email and in the CSP. You can view the event, submit your response, and track its status directly in the CSP.

Contracts

Any contracts Aspen One shares with you through Coupa are visible and downloadable under Contract Collaboration in the CSP.

Service / Time Sheets

If you provide services rather than goods, submit your hours or milestones as a service sheet against your purchase order instead of a standard invoice line. Aspen One approves the service sheet before it can be invoiced.

Security Best Practices

Aspen One will never ask you to change your remittance or banking details by email or phone. All such changes must be made directly in the CSP. If you receive a suspicious request claiming to be from Aspen One, contact your Aspen One requester.

Resources & Training Documents:

• Getting Started with the Coupa Supplier Portal | Coupa
• How to use the Coupa Supplier Portal for the first time | Coupa
• Methods to Register for the CSP | Coupa
• Complete the CSP Onboarding | Coupa
• Manage Multifactor Authentication | Coupa
• Account, Login, Registration FAQ | Coupa
• Help for Suppliers | Coupa
• Manage Users | Coupa
• Security Best Practices | Coupa

Viewing and Managing Purchase Orders

Through the Coupa Supplier Portal, suppliers can:

• View purchase orders
• Review order details
• Acknowledge purchase orders, where applicable
• Track order status
• Access historical purchase orders

Review purchase orders carefully and follow the instructions provided. Invoices should include a valid Aspen One purchase order number where applicable.

Resources & Training Documents:

• View and Manage POs | Coupa
• Orders FAQ | Coupa

How can I submit an invoice?

Depending on your supplier setup, invoices may be submitted in one of three ways:

• Invoice Through the Coupa Supplier Portal (CSP) — Suppliers can create and submit invoices directly through CSP against an applicable purchase order.
• Invoice From a Purchase Order Email — Where enabled, suppliers may be able to create an invoice directly from the purchase order email received from Aspen One — a streamlined option that skips manual entry of the PO information.
• cXML / Electronic Invoicing — High-volume suppliers with technical capabilities may use cXML. This must be arranged with Aspen One Procurement where applicable. Benefits include faster processing, improved visibility, reduced manual effort, electronic invoice tracking, and real-time status updates. Please contact Aspen One Procurement at [email protected].

Credit Memos

Where applicable, suppliers can create and submit credit memos through the Coupa Supplier Portal.

Payment Terms

Aspen One’s standard payment terms are Net 45 days, unless your contract specifies different terms, in which case your contractual terms apply.

Resources & Training Documents:

• About Invoices | Coupa
• Create or Edit an Invoice | Coupa
• Invoices FAQ | Coupa
• View and Manage Payment | Coupa

• Supplier Standard Terms & Conditions – Coming soon!
• Supplier Code of Conduct – Coming soon!
• Invoicing Policy – Coming soon!
• Insurance / Certificate of Insurance Requirements – Coming soon!
• Additional Supplier Documents – Coming soon!

NEEDS A LINK  — all five items above are placeholders — we will confirm with legal and link each before this section goes live.

How do I register as a new Aspen One supplier?

You’ll receive a Coupa Supplier Portal (CSP) invitation once an Aspen One buyer requests you as a supplier. See Getting Started for the steps.

I didn’t get my invitation, or what’s my onboarding status?

Contact your Aspen One requester — the employee who asked to set you up. They can check your status.

How do I submit an invoice?

Through the Coupa Supplier Portal, against your purchase order (PO). See Getting Paid.

When will I be paid, and where’s my payment?

Payments are handled by Aspen One Accounts Payable; standard payment terms are Net 45, subject to existing contractual agreements. Check payment status in your CSP; for questions, contact [email protected].

I have a PO problem, or I don’t have a PO.

Aspen One is now utilizing POs for requests for goods and services. Contact your Aspen One requester to obtain a valid purchase order before invoicing.

My invoice was rejected, or I need to issue a credit.

The CSP will show the reason for rejection — correct the issue and resubmit. If the dispute is about pricing or quantity, submit a credit memo against the original invoice instead. See Getting Paid.

I provide services, not goods — how do I bill for my time?

Submit a service or time sheet against your purchase order instead of a standard invoice line. Aspen One approves the sheet before it can be invoiced. See Using Coupa (CSP).

How do I add or change users on my CSP?

You can manage users yourself in the CSP. See Using Coupa (CSP).

My multi-factor authentication (MFA) isn’t working.

See Lost access to your MFA method? under Using Coupa (CSP) for the full steps.

How do I update my banking or remit-to information?

You can update directly within the CSP. See Using Coupa (CSP).

I work with more than one Aspen One property. How does that work?

You can be a supplier for multiple entities within the Aspen One portfolio.

Should I use shared mailboxes for our CSP and PO contacts?

Yes, Aspen One strongly recommends shared or team email addresses (e.g., [email protected], [email protected]) for both your primary CSP contact and PO notifications, to keep visibility across your team and avoid disruption from staff turnover or leave.

Where do I find contracts Aspen One has shared with me?

Under Contract Collaboration in the CSP, you can view and download any contracts shared with you. See Using Coupa (CSP).

Who do I contact for help?

See the Contact & Support section.

Resources & Training Documents:

• Help for Suppliers | Coupa
• [LINK – STEP BY STEP PDF] – Coming soon!
• Getting Started with the Coupa Supplier Portal | Coupa
• How to use the Coupa Supplier Portal for the first time | Coupa
• Methods to Register for the CSP | Coupa
• Complete the CSP Onboarding | Coupa
• Manage Multifactor Authentication | Coupa
• Account, Login, Registration FAQ | Coupa
• Manage Users | Coupa
• Security Best Practices | Coupa
• View and Manage POs | Coupa
• Orders FAQ | Coupa
• About Invoices | Coupa
• Create or Edit an Invoice | Coupa
• Invoices FAQ | Coupa
• View and Manage Payment | Coupa

Questions about a specific purchase order or onboarding status?

Contact your Aspen One requester — the Aspen One employee who placed the order or requested your organization be set up as a supplier.

General Supplier Questions

For general supplier onboarding or procurement questions, please contact [email protected].

Coupa Supplier Portal Technical Support

For technical support with the Coupa Supplier Portal, use Coupa’s supplier support resources: Help Page | Coupa Suppliers.

Aspen One Coupa Questions

For Aspen One specific questions about your Coupa connection, please contact [email protected].

Invoicing and Payment Questions

For questions related to invoices, payments, or remittances, please contact [email protected].

Before Contacting Support

To help us resolve your question as quickly as possible, please include your:

• Company name
• CSP contact email
• The Aspen One property/entity you work with, if known
• Purchase order or invoice number, if applicable
• A brief description of the issue
• Screenshots or relevant documentation, if helpful

Please do NOT send sensitive banking information by email.

The best way to prepare is to learn about Aspen One, Aspen Skiing Company and our Aspen Hospitality division. We encourage you to reflect on your experiences and skill sets and come ready to share what motivates you and how your skills align with the role. We approach every interview as a conversation and an opportunity to get to know you as a person, so we encourage you to be authentic and bring your questions, too. 

Aspen One participates in E-Verify.

Yes, however housing is limited and preference is given to first season employees. If you are offered employee housing you will sign a lease and submit payment to hold your housing bed allocation. If your deposit and lease requirements are not fulfilled in a timely manner your bed is not secured. Leases are typically 5.5 months and not guaranteed for renewal. Employee housing is a temporary solution to help you feel acclimated to the Roaring Fork Valley.

Explore our housing information page or Tenants for Turn program.

If you are lucky enough to know you’re moving to the Aspen area, or you receive a job offer. Start looking for housing immediately.

Aspen One prioritizes employee training, safety and wellbeing. We provide on-the-job training with managers and supervisors as it relates to your specific position. General training on a variety of wellness, safety and job-related topics is also provided via the BullWheel, our online learning management system.

Without permission to work within the USA we cannot offer you a job. Aspen One participates in the J1 Work and Travel and various other VISA programs. Our J1 Visa partners change regularly check out our International Applicants page for more information + International Applicants

Once you have successfully onboarded you will receive a voucher from the Human Resources team. Your pass type depends on your year-round or seasonal status with the company. Once you have received your voucher from Human Resources you will take it to any Aspen Snowmass Ticket Office to receive your Ski Pass. Your Ski Pass is also a perks card, it is how you receive discounts across Aspen One at our restaurants and stores.

In order to receive any pass benefits you must work a minimum of 100 hours during a winter season, these employees receive a 20 day flex pass. To get a full pass you must work a minimum of 20 hours a week.