Resolving invoice submission tax errors in Coupa

Overview

In cases where supplier account tax details do not fully match on your legal entity linked with the John Lewis customer profile, John Lewis customer profile remit-to address, and submitted invoice this can cause invoice invoice submissions to be unsuccessful. In order to ensure all three of these tax details match please follow the below steps.

Actions

1. Login to your Coupa account 
2. Check and take note of the VAT details held on your John Lewis Customer Profile remit-to address, steps on how to do this can be found here
3. Now from your Coupa home screen, click on Setup and select Legal Entity Setup on the left hand side menu

   
4. On the Legal Entity Setup screen, it will show the legal entities that are setup on your individual Coupa account and the customer profiles that these are linked to. For the legal entity showing John Lewis Partnership as customer, please select the blue Actions button and click on Manage Legal Entity

   
5. The Miscellaneous Information screen will appear as shown below, please click Continue to proceed

   
6. On the Organisation screen, Please ensure John Lewis Partnership will be able to view your details by selecting the tick box to the left

   
7. Scroll down on the Organisation screen to view the VAT details held on your Legal Entity. If the VAT details shown here are correct and they match the VAT details checked in step 2 above, please retry submitting your invoice. 
8. If the VAT details on your Legal Entity require changing, please select Cancel and proceed to the next step.
9. If you need to update your VAT details, a new Legal Entity will be required as you are unable to amend VAT details on an existing legal entity. From the Legal Entity Setup screen select Add Legal Entity on the right hand side

   
10. Complete your Legal Entity Name and select your Country/Region then select Continue
11. Enter your Type of Company; Sole Trader, Company or Partnership. This should match what is held on your John Lewis Partnership customer profile then press Save and Continue
12. Please tick John Lewis Partnership to ensure we can view this legal entity and complete the Invoice Address fields
13. Enter the VAT ID (that matches the one from step 2 above) and select Save and Continue

     

    Note: If you are not VAT registered, please leave this box blank and select I don't have a VAT/GST number
    

     

     

     

14. Check the Remit-to Address is correct before selecting the Payment Type box and select Bank Account this will allow you to input your bank details on the next step, press Save and Continue

    
15. Complete your bank account details, ensuring these match your details held on your John Lewis customer profile remit-to address. Upload your banking evidence and select Save and Continue

    
16. On this screen, check the remit-to account and address details match your John Lewis customer profile remit-to details then select Next

    
17. Check the Ship from address is correctly entered, if this needs updating select Add Ship From on the right hand side and then press Done

    
18. Your new legal entity will now have been created, please check details on the new legal entity match those held on your John lewis customer profile remit-to address. 
    Note: John Lewis Partnership can only appear as a linked customer on one legal entity, if John Lewis Partnership is still showing against the old legal entity go back up to step 4 and untick John Lewis Partnership on the old legal entity, you will then be able tick John Lewis Partnership to view details for the new legal entity.