Supplier Resources

Welcome

Welcome to the Aspen One Supplier Resource Center — your central location for everything you need to do business with Aspen One: Aspen Skiing Company, Aspen Hospitality, Aspen Ventures, The Little Nell, Nell Hotels, and Limelight Hotels.

Aspen One uses the Coupa Supplier Portal (CSP), a secure, free platform that simplifies and streamlines how you work with us. With the CSP, suppliers can:

Receive purchase orders
Submit invoices
Update company information
Collaborate with our Procurement and Accounts Payable teams

Whether you’re a new supplier or an existing partner, this page provides the information and resources you need throughout your supplier journey — onboarding guidance, training materials, FAQs, support contacts, and supplier policies.

Click here to access the Aspen One Coupa Supplier Portal

Getting Started with Coupa (New Suppliers)

Invited to join Coupa? Start here:

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

Resources & Training Documents:

Using the Coupa Supplier Portal (CSP)

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:

Purchase Orders

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:

Getting Paid

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:

Policies & Terms

Frequently Asked Questions

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:

Contact & Support

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.

Aspen One - Supplier Resources