Charity registration guide in Coupa

Important message: Registering on Coupa is FREE OF CHARGE. If you receive a message asking you to ‘Verify your Business’ for a fee (usually in US Dollars), this is merely a Coupa marketing advert which you can ignore and skip (click on X to close). The John Lewis Partnership does not expect you to pay any fee to register on Coupa.

Actions

1. From the Coupa registration email, please click Join and Respond
   Note: If you have not received a Coupa registration email, please raise a case on the JLP Supplier Help Portal
2. Your designated email address will appear automatically in the box, please enter a password and tick to accept the Privacy Policy and Terms of Use then click Get Started
   
3. In the Company name, enter the name of your Charity or Organisation and complete the address fields then click Next

   
4. On the next screen click Take Me There
   
5. Enter your Charity Name, Charity registration number(if applicable) and enter a summary of the work your organisation does

   
6. Next, click Add Remit-To

   
7. Click Create New Remit-To-Address
   

   
8. Enter Legal Entity Name and Country/Region then click Continue

   
9. Describe the Type of Company (e.g. Charity or Community Group) and press Save & Continue

   

10. Which customers do you want to see this? Select All and John Lewis Partnership

    Check the address details are correct and amend if not
    Tick both boxes (Remit-to and Ship from)
    
11. Vat Details
    

    If registered, Complete Tax ID ensuring you include the prefix in capitals and ensure there are not any spaces, click Save & Continue
    If not registered, select I don’t have a VAT/GST Number, click Save & Continue
    
    
12. Leave Invoice From Code blank and press Save & Continue

    
13. Payment type - Please select Bank Account
14. Bank details

    Enter the details of your organisation's Bank Account -  Beneficiary Name, Bank Name, Bank Account number and Sort Code.
15. Select Business for the Bank Account Type
    Note: Personal accounts are not accepted
16. Bank Branch Address; Enter your Bank’s Branch address then click Save & Continue
    
17. On the next screen, click Next, then click Done and then Add Now to complete the setup
18. The ‘Create-Remit to’ form will then appear
    Note: You can only have one active Remit-to Address on your JLP Customer profile. If your form contains multiple, please ensure you select Inactive from the drop down at the bottom of the Remit-to section that no longer applies.
19. Please re-confirm VAT details
    

    Enter VAT Country
    Respond to Group VAT question and Enter group VAT Certificate(if applicable)
20. Please re-confirm Bank details
    

    Note: If Address line two has not populated you will need to complete this
    Enter Branch Name & Bank Account Name
    Enter Intermediary Bank details if applicable
    Enter a Remittance Email Address
21. Please read and tick to confirm you accept responsibility for data security and click Submit for approval
    
22. At the top of the page, the submitted form will now show as Pending Approval, once this has been approved by JLP the status will change to Applied, at this point the Withdraw button will be replaced with Update Info. 
    Note: If you have entered any details incorrectly you can amend these by selecting Withdraw, this will allow you to make amendments and resubmit for approval as above. Once the new changes have been Applied, you would need to select Update Info to make changes.

On receipt on your submission, the John Lewis Partnership will check and approve the details and raise a donation to you in due course. 

Once a donation is approved, you will receive a notification that a Purchase Order has been raised. No action is required by you - this notification and PO is for information only and merely informs you that a payment is on its way. If you have any follow up queries, it will be helpful if you can quote the PO number (which will look something like this - JLDCM000000123)