Create a GFR Dissection Charged Invoice on Coupa

Overview

A guide to creating a Goods For Resale dissection charged invoice on 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: You are unable to submit GFR Composite Tax invoices to us via Coupa. You will need to submit these to our invoicing team via the JLP Supplier Support site. Due to a change in process these are unable to be submitted to us on Coupa.
4. General Information

   Invoice Number - Must be entered.

   Important: 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 result in delay to processing, approval and payment. 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. The 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 of the PO which matches the currency held on your supplier account.

    

   Image Scan - Please ensure you attach a PDF copy of the invoice you are submitting. 

    

   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 . 

    

   Requester - This field should auto-populate, if this is missing please add 'GFR Requester'

     

   Requester Email - This email should be 'no-reply-coupa+GFR@johnlewis.co.uk' 
5. From

   This information will all automatically populate from the records held on your supplier account.
   

   Important: 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.
   Important: 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.

   Requester Name - Input the requester name provided by your buyer who has raised your dissection charged invoice order.

   DCI - Ensure yes is selected if you are submitting a DCI (dissection charged invoice).

   Dissection - Enter the dissection number which your requester has provided to you as part of this order.
   Warning: The DCI field needs to show as yes and the Dissection number needs to be provided. If the invoice only has one of these fields completed then the invoice will be rejected.

   Tax Point Date - Input the tax point date for this DCI invoice.

   Important: 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%.

    

   Important: 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.
   

    

   Update the VAT rate to match the VAT rate charged on your individual PO 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.

    

   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. 

    

   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, after which 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.’ 

    

   Should your invoice not fit the invoicing requirements this will automatically reject, with you needing to edit and re-submit a corrected 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 this will be reviewed by your buyer and approved to be scheduled for payment. Should your invoice be disputed by your buyer 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.

Further guides and supporting material can be found on our JLP Supplier Support website.