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Coupa Success Portal

Invoices

Viewing and Managing Invoices

If you use Coupa’s invoice compliance, see Compliance as a Service for more info.

Click on the Invoices tab on the main menu. The Invoices page appears.

From the Select Customer drop-down list in the top right corner, select the customer whose invoices you want to see. 

When you visit the page again, it shows you the invoices for the customer you selected last time.

The Invoices table shows the following information for all the invoices you sent to the selected customer.

Column Description
Invoice # Invoice number generated by Coupa. Click on it to view the invoice. 
Created Date Date when the invoice was created.
Status Current status of the invoice. See the invoice status list below for more info.
PO # PO number generated by Coupa for the order on which the invoice is based. Click on it to view the PO.
Total Total amount of the invoice.
Unanswered Comments Your comments on the invoice for your customer. Also, your customer's comments that you need to respond to.

You can see all your customer's comments or add your comments for the customer when you open the invoice.

Actions Click on the Edit (Edit.png) icon to edit an invoice. You can edit only draft invoices.

 Invoices can have the following statuses:

Status Description
Approved The invoice has been accepted for payment by your customer.
Disputed

The invoice has been disputed. Your customer can give a reason for the dispute and leave additional comments for you while the invoice is in disputed status.

To resolve the dispute, you need to review and correct the mistakes in the invoice and resubmit it.

For compliant invoicing reasons, in some countries the corrected invoice might have a new number.

If your customer disputes an invoice in error, or you choose not to resolve the dispute, your customer can withdraw the invoice form dispute and process it.

Draft

The invoice has been created, but it hasn't been submitted to your customer yet.

Pending Approval

The invoice is currently with a business approver.

The Review Reason column on the invoice line for each invoice indicates the reason for the invoice pending approval, for example, missing PO, 

 

Processing The invoice is being processed by the AP department and should be paid soon.
Voided There's something wrong with the invoice. Contact your customer to get the invoice back on track.

Above the table you can have instructions from the customer specifying, for example, policies or best practices.

You can export the invoices table in CSV or Excel format.

You can filter the table by columns, use the search bar to filter with a search term, or click on the View drop-down list to perform advanced filtering. See Creating Custom Views for more info.

Creating or Editing an Invoice

To create an invoice from a PO, see Creating an Invoice from a PO.

To create an invoice without a contract or against a contract, select the relevant radio button (No contract or Invoice Against Contract) under the Invoices table and click Create. When creating an invoice against a contract, you must first select the contract from the drop-down list. 

Use the Credit Note button to create a credit note.

To edit a draft invoice, do one of the following:

  • Click on the Edit (Edit.png) icon for the invoice in the Invoices table.
  • Click on the Invoice # link to open the invoice and click on the Edit button.

In the appearing window, choose the Invoice from address. The most recently used address is at the top of the list.

On the Create Invoice page, fill in at least the mandatory fields (marked with a red asterisk). You have to select an invoice from, a remit-to, and a ship from address by clicking on the icon next to the address field. 

In the Subtotal section, you can enter values and select tax rates for shipping, handling, and miscellaneous costs.

Applicable tax rates are determined by the tax code on the invoice. The tax rate is a government-regulated rate to be paid to the tax authorities as part of the sale and it is shown as a percentage. It applies to all commodities sold in a specified geographical area.

Clicking Calculate will give you the gross total amount considering the tax values.

You can add invoice lines to your invoice by clicking on the Add Line link or the Add (add_icon.png) icon next to it.

Selecting the Line Level Taxation checkbox, allows you to enter tax information for each invoice line.

Submit the invoice or save it as a draft to submit it later. You can also add comments for your customer.

Before submitting the invoice, you can cancel or delete it. You can delete only draft invoices.

If you want to make changes to the invoice after submitting it, you have to contact your customer.

See Invoices for more info.

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