Create invoice from purchase order in Coupa

Supplier Actions

Login to Coupa, if you are unable to login to Coupa please click here
From the top toolbar, click on Orders
Click the Yellow Coin symbol alongside the Purchase Order (PO) you wish to raise the Invoice against.

Complete the General Information Fields:

Fields to be completed by supplier

Fields generated automatically

Invoice Number
Your Invoice number, this is a required field.

Tax Point Date
This cannot be future dated.

Invoice Date
This will populate to date of entry, invoices cannot be future dated.

Currency
This will populate from the purchase order.

Delivery Number
Please enter the delivery number here.

Image Scan/Attachments
Add any delivery note images here.

Payment Terms
These will populate from the purchase order.

From
This will populate from the purchase order.

Supplier Note
Please add any notes here.
If you have a 17 digit charge code, please enter here.

Exchange rate
This must be entered for all non GBP invoices
(EUR>GBP (eg 0.85), USD>GBP (eg 0.74)

Note: These values are for example purposes only.

To
This will populate from the purchase order.

Invoice Lines; these will populate from the purchase order for the full purchase order amount.

Please ensure that the format of your invoice lines matches the format on your purchase order.

E.g Qty 1,000 at a value of £1 should be invoiced as such and not Qty 1 at a value of £1,000.

Invoices submitted in the incorrect format will be rejected and a new invoice submission using the correct format will be required.
If you are not invoicing for the full purchase order line you should amend the Qty on the purchase order line at this point.

Invoices Lines: Tax information & Note section

Please use the drop down to select the correct VAT percentage or select Exempt (EXT), Reverse charge (REV) or Out of Scope (OOS). The VAT amount will then be calculated automatically and cannot be manually amended.
Note: If you are selecting EXT, REV or OOS a Tax reference (Your VAT registration) must be entered. You must only charge VAT if you are VAT registered.

Note heading within Invoice lines
Please ignore this section, it is completed by your buyer in advance and cannot be edited.
Select Add Lines to add the Invoice lines
Totals and Taxes
This will show the totals for lines & VAT.You will be able to enter any shipping in this section.

Shipping = enter the Net amount for the shipping here

VAT = Use the drop down if there is VAT to be charged as per the same rules as above. The VAT amount will automatically be calculated, you will not be able to amend this field.

Tax reference = Your VAT registration number.
Click on Calculate and check the values match the values you are looking to invoice.
Click Submit, you will be presented with a warning message

'Coupa is about to submit an invoice on your behalf. Please make sure you are not attaching another invoice to this transaction as the Coupa generated PDF is your and your customers legal invoice'

Any other invoice error warnings will appear at this point.
Click Send Invoice, this will return you to your invoice homepage where you will see the invoice will have a status of 'Processing'

Solution Properties

Solution ID

221102075232810

Last Modified Date

11/10/2023 08:23:13 AM

Attributes

GCM Case Type

Finance Operations: eInvoicing Portal

Taxonomy

Finance - Supplier > Invoice Entry

Collections

Finance - Supplier Help

Views