Create a manual invoice in Coupa

Supplier Actions

Login to Coupa, if you are unable to login to Coupa please click here
From the top toolbar, click on Invoices
Click Create Blank Invoice

Fields to be completed by supplier		Fields generated automatically
Invoice Number Your invoice number, this is a required field.	Invoice description/Supplier Note Please enter your 17 digit charge code in here.	Invoice Date This will auto-populate to date of entry	Payment term These will be automatically applied and should not be changed.
Currency This should be your usual invoicing currency. Do not change to another currency as your invoice will be rejected.	Attachments Attach any relating files here	Cash Accounting Scheme Please leave blank	Margin Scheme Please leave blank

From: Please click on the Magnifying glass to select a from address
To:

Please complete the following fields:
Bill To Address - Click on the magnifying glass to select

Buyer VAT ID - This will be populated by selecting the Bill To Address. Please deselect this by selecting the blank and the reselect the code populated previously. This will ensure the correct tax codes are populated on the invoice line section.

Ship to Address - Click on the magnifying glass to select

Requester Email - Your John Lewis Partnership Contact's email

Requester Name - Your John Lewis Partnership Contact's name

Tax Point Date - This cannot be future dated.
Lines:

Please enter the following information:
Description, Qty and Price in the highlighted fields.
Taxes Section:
VAT Rate - Use the drop down to select the correct % or EXEMPT (EXT), REVERSE CHARGE (REV) or OUT OF SCOPE (OOS)
Note: A Tax Reference of your choice must be entered when selecting EXT, REV or OOS) The VAT amount will automatically be calculated, you will not be able to amend this field.

Tax reference - Your VAT registration number.
Note: You may only charge VAT if you are VAT registered.

'Add Lines’ & ‘Pick lines from PO’ - Use these options if you wish to add invoice lines
Note: Please do not use the 'Pick lines from Contract' option.
Note Section:
On the invoice lines section you may notice a note heading which details notes for your purchase order or invoice.This is completed by your buyer in advance and cannot be edited. Please ignore this section.
Finalising the invoice:
Click Calculate and check the values match your expected invoice amount.
Click Submit, you will get the following warning:
‘Coupa is about to create 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.’

At this point, warnings may appear to detail any errors with the invoice.
Click Send Invoice, you will return to your invoice homepage where you will see the invoice as a status of Processing
Note: You can use this screen to see the status of all your invoices too.

Solution Properties

Solution ID

230105114734737

Last Modified Date

01/18/2024 08:24:47 AM

Attributes

GCM Case Type

Finance Operations: GNFR Invoice Query
Article Type: How To

Taxonomy

Finance - Supplier > Invoice Entry

Collections

Finance - Supplier Help

Views