Converting a Sale Or Return PO into an Invoice

1. Login to Coupa Supplier Portal and select Orders from the toolbar across the top.
2. Ensure the John Lewis Partnership customer profile is showing and click the ‘Yellow Coins’ symbol alongside the Purchase Order (PO) you wish to raise the Invoice against. Only PO’s showing a positive value should be converted to an invoice.
   
   Your orders will always be loaded in Coupa from Monday morning; they will not be available before this time

   
3. You are now ready to fill out your invoice, please ensure you are following the below criteria when filling out this invoice for submission

1. Invoice Number

   Invoice number must be entered.
   Note: Please ensure this is a unique invoice number and not the same as one previously used on any invoices which you have submitted to us on Coupa or Oracle iSupplier. Using a duplicate invoice number will most likely result in delay to processing, approval and payment of your invoice. Invoice numbers must be less than 40 characters long.
2. Invoice Date

   Invoice Date will automatically populate to the date of entry, this date can be back-dated to a historic date but cannot be entered as a future date. Please ensure that the stated invoice date strictly matches the relevant week-end date of your issued purchase order sale or return activity.

3. Payment Terms

   Payment Terms will automatically populate from the PO. Scheduled invoice payment date will be generated from the date your invoice is submitted to JLP and in line with your payment terms.

4. Currency

   Currency will default to the currency of the PO which matches the currency held on your supplier account.

The fields under From will all automatically populate from the Purchase Order.

The fields under From will all automatically populate from the Purchase Order.
The only area in this section that requires your attention is Tax Point Date. The Tax Point Date should match the Invoice Date.

Note: Tax Point Date cannot be future dated and must match the stated invoice date.

The invoice lines will populate with the full order values from the PO.

You will not need to amend the PO Qty line value unless you wish to invoice for less than the full PO line value. This PO line price and QTY fields are preset to match your weekly sales data. Further guidance on amending your PO lines can be found later in this guide.

If you believe the invoice line amounts are incorrect please first cross-check these against the ‘Sale or Return report’ attached to your purchase order. If you still believe these are incorrect please visit our SOR supplier FAQs, here, for more information.

The line description on each individual line will detail the location tax code commission. Use this to select the correct VAT rate under each individual invoice line under the header Taxes & VAT Rate section.

If more than one invoice line is contained on the PO you will need to select the correct VAT Rate for each line.

VAT Rate = Use the drop down to select the correct VAT % which matches the tax code commission stated within each individual invoice line; a full list of these can be found below. Failure to select the correct VAT rate may result in delays to invoice approval and payment or an incorrect VAT amount being paid.

If you are not VAT registered you will need to update the VAT rate on your invoice lines ensuring the 0.0% VAT rate is selected.

If you are VAT registered and need to add VAT to your account before submitting your invoice, please submit a help request to our Finance Service Centre team on our JLP Supplier Support website page 'Request account changes as a UK-based supplier for John Lewis’, Once updated you will be able to submit your invoice with VAT charged.

● XXXX_Standard_XX you should select 20.0%
● XXXX_Reduced_XX you should select 5.0%
● XXXX_Zero_XX you should select 0.0%

Note: You may only charge VAT if you are VAT registered

The total VAT amount will automatically be calculated from your invoice lines VAT totals. You will not be able to amend this field.

Example - where you see 793.61 Qty @ £1 on the PO, you must also invoice 793.61 Qty @ £1 and not 1 Qty @ £793.61 Price.
Warning: Invoices presented in the wrong format will be rejected and will require you (the supplier) to create and submit a new invoice in the correct format.

The Qty and Price fields are pre-filled to match the sales data activity detailed on the Excel sales report by branch location. You can only amend the Qty field if you wish to invoice for less than the full PO line value. Never amend the price field - this must always show £1.

Scroll down to the Total Taxes section located towards the bottom of the page and update the VAT rate to match the VAT rate charged on your individual PO invoice line.

If you have more than one invoice line with different VAT charges, please select one of these and Coupa will automatically adjust this to match your individual invoice lines tax totals.

Once updated, select Calculate and check that the values are correct. A visual image showing this can be seen below:

When you click Submit you will get the following submission 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.’

Note: Any other warnings will detail that there is an error on your invoice which will need to be corrected. Should your invoice not fit the invoicing requirements this will auto with you needing to edit and re-submit a corrected invoice.

Once ready, click Send Invoice. You will then return to your invoice homepage where you will see the invoice with a status of Processing.

Note: You can use this screen to see the status of all your invoices too.

Warning: Please note that Coupa allows over and under invoicing of a PO. Please ensure that you invoice for the correct amount. If you over invoice for a PO then your invoice will go on hold and payment may get delayed.