Create a GFR invoice (if PO is missing) in Coupa

Overview

Follow the actions below to create a Goods For Resale (GFR) invoice if the purchase order is missing in Coupa

Actions

1. Login to Coupa Supplier Portal and select Invoices from the toolbar across the top
2. Ensure the John Lewis Partnership customer profile is showing and select the ‘Create Blank Invoice’ option

   
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

   Note: If you are submitting a GFR Composite Tax invoice to us you are unable to submit this to us on Coupa, please visit our ‘GFR Composite Tax Submission’ page for more information.
4. General Information

   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
   
   Invoice Date - This 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
   
   Payment Terms - These 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
   
   Currency - This will default to the currency held on your supplier account
   
   Image Scan - Please ensure you attach a PDF copy of the invoice you are submitting
   
   Invoice Description - Quote the number of your PO, which is missing in Coupa.
   Note: The invoice could be rejected if you do not reference your PO number in this field, when submitting a blank invoice to us
   
   Exchange Rate - Must be entered for non GBP invoices. (eg.. EUR>GBP = 0.85, USD>GBP =0.74)
   Note: These values are for example purposes only
5. From

   This information will all automatically populate from the records held on your supplier account
   Note: Please ensure you select the correct supplier VAT ID that matches the VAT records held on your John Lewis customer profile supplier account should you have more than one legal entity on Coupa.
6. To

   This section will need to be completed ensuring the below information is provided
   
   Bill-To Address - Select the magnifying glass and ensure the bill-to address provided by your buyer is selected
   
   Ship-To Address - Select the magnifying glass and ensure the ship-to address location, provided by your buyer, for this invoice is selected
   Note: Waitrose invoices will require a Waitrose location number and JL invoices will require a JL location number
   
   Requester Email - Input the requester email address provided by your buyer
   
   DCI - Please select No. If you are submitting a DCI invoice then please follow the guide ‘Create a GFR Dissection Charged Invoice’, found here
   
   Dissection - N/A
   
   Tax Point Date - Input the tax point date for this DCI invoice
   Note: Tax Point Date cannot be future dated and must match the stated invoice date.
7. Lines

   You will need to complete the below invoice lines sections
   
   Type - Ensure Qty is selected. You are unable to use Amt or any alternative entry for this section
   
   Description - Input the line description for the invoice line which you are creating
   
   Qty - Input the quantity of cases which you are invoicing for on this invoice line, ensure you follow the required format when entering this quantity total
   Example, 15 cases must be entered as 15.000 or 50 cases entered as 50.000. Failing to enter this quantity amount in the correct format may result in invoice rejection with you (the supplier) required to re-submit a replacement invoice
   
   UOM - Ensure Amt is selected. You are unable to use any alternative entry for this section
   
   Price - Enter the unit price for this invoice line which you are invoicing for, ensure you follow the required format when entering this price total
   Example, a £12.50 unit cost should be entered as 12.50 or a £10.00 unit cost charge should be entered as 10.00. Failing to enter this price amount in the correct format may result in invoice rejection with you (the supplier) required to re-submit a replacement invoice
   
   Case (Size) - Enter the quantity of units included within one case for this invoice line
   
   Taxes (VAT Rate) - Select the appropriate VAT rate for this invoice line from the dropdown menu
   
   
   
   
8. Important information

   VAT Rate - Use the drop down to select the correct VAT % rate which matches 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.
9. Finalising the Invoice

   Scroll down the page to the Total Taxes section towards the bottom of the page
   
   If there is an additional freight charge for this order then please add this to the Shipping field
   
   Warning: Invoices which have freight charges will also need the Shipping VAT rate to be added otherwise the invoice will be rejected
   
   Update the VAT rate to match the VAT rate charged on your individual invoice lines, 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 the values are correct as per what you are expecting to invoice
   
   A visual image showing this can be found below
   
   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.’ Any other warnings will 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 ‘Pending Approval’. You can use this screen to see the status of all your invoices too.
   
   

Next Steps

Once you have submitted your invoice, the JLP Financial Processing teams will review and once approved, the invoice will be scheduled for payment.

Should your invoice be disputed by our teams, the invoice status will update in Coupa to match this.

A full list of Coupa invoice statuses including possible hold reasons which your invoice may show can be located on our Coupa Invoice Statuses guide.

The payment date will be dependent on your payment terms with the payment date calculated from the date we receive your submitted invoice.