Setting Up a Legal Entity in Coupa

Overview

The legal entitity setup on your Coupa account contains information such as address, payment method and remit-to details. Sharing this information with John Lewis Partnership enables us to do business with you.

 

Actions

1. Login to Coupa with your email address and password
2. Click Business Profile then click Legal Entities from the toolbar across the top and then click Create to set up a new Legal Entity
3. Enter the name of your business in the legal form it is registered in with your local government (Legal Entity Name)
4. Select the Country/Region where your business is located
5. Add the invoice From Address, fill in the Additional Company Information and add the Ship From Address if it is different to the Invoice Address
6. Click Save
7. You will then get a message to go to Payment Methods, click Continue
8. You will automatically be taken to Payment Method

   Note: If you are logged out, please log back in and go to Business Profile then Payment Methods, click Add Payment Method and select Bank Transfer

9. Complete the required fields (including Bank Branch Address and Contact Information) then click Save
10. Select which Customer(s) to share your bank details with and click Save

 

Next Steps

1. If this is your first Purchase Order (PO) and you have completed the Legal Entity actions above, log into the Coupa Supplier Portal
2. Click Orders and your PO will be visible
3. Click on the Gold Coins icon
4. An invoice will then be created. You will need to enter your invoice number and select the magnifying glass icon by the Remit-To Address. 
5. A box will appear for you to select your Legal Entity, select it and click Save.
6. Complete the remaining invoice fields, such as Tax Point Date and VAT Rate, then click Submit.

 

Important Information

Updating the Legal Entity with new bank details will not update your JLP Supplier Account meaning you will still be paid to your old bank account.

You will need to update bank details via a supplier form. A guide on Updating Your Details In Coupa (including bank details) can be found by navigating to the Supplier Help Portal and typing “updating your details in coupa” into the search bar.

Coupa may ask for the two factor authentication code when adding legal entities (where applicable). If you are unable to view this code, please refer to this page for help.