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Coupa Success Portal

Set up E-Invoicing

To set up your account to create e-invoices, click on the E-Invoicing Setup link on the left of the Admin page. The Legal Entity page appears. You can add new legal entities, or manage or deactivate existing ones.

To add a legal entity, click on the Add Legal Entity button in the top right corner and enter the official name of your business that is registered with the local government and select the country where it is located. Click Continue and in the appearing Tell your customers about your organization window fill in at least the mandatory fields, that is, marked with a red asterisk (*) and click Done.

Field/Checkbox Description
What address do you invoice from?

Registered address of your legal entity. This is the same location where you receive government documents. It might differ from the physical address.

Sometimes this is called your address of record or registered company address.

Address line 1, city, and postal code are mandatory.

Country The country you selected when adding the legal entity.
Use this address for Remit-To Selected by default. Deselect it if your remit-to address is different from your legal entity or you have more than one remit-to locations.
Use this for Ship From address

Selected by default. Deselect it if your ship-from address is different from your legal entity or you have more than one location.

Include this information on the invoice when the addresses are different. For many countries, including this information is mandatory.

What is your Tax ID? Enter your local tax ID if you are not registered for VAT or GST in some countries.
Country Select your tax country form the drop-down list.
Tax/VAT ID

Enter the tax/VAT ID, including the prefix to the number, for example, GB1234567890.

You can add more tax IDs by clicking on the Add additional Tax ID link.

I would like to use this as a local tax number Select the checkbox if you want to use the tax ID as a local tax number. 
Miscellaneous
Invoice from Code Tie your CSP invoice-from address (that is, registered address) with the corresponding address in your ERP.
Preferred Language Select your language from the drop-down list.
Bank Info and Assign Customers Click on this link for more optional fields. 
Banking Information

Optional banking information for the remit-to address. You can use both domestic (US) and international (global) banking information.

This information is displayed on the invoice, for example, bank name, beneficiary name, account number, routing number (ABA), IBAN, sort code, and SWIFT code.

Banking information is required for compliant invoicing when indicated (with a red asterisk). Otherwise, banking info is not required and remains private.

Assign Customers

Select whether all or which customers can see the remit-to address.

To manage your legal entities, click on the Actions button on the Legal Entity page, select Manage and click Continue. In the appearing Where do you want to receive payment window, you can add a new remit-to address or manage/edit existing ones.

To add a new remit-to address, click on the Add Remit-To button and fill in at least the mandatory fields (marked with a red asterisk) and click Continue.

Information Description
What is your Remit-To Address? Address where you want to receive payment. (If you receive payments to a different location than where your business is registered.). Address line 1, city, postal code, and country are mandatory.
Integration Information Code to tie your CSP remit-to address with the corresponding address in your ERP.
Banking Information

Optional banking information for the remit-to address. You can use both domestic (US) and international (global) banking information.

This information is displayed on the invoice, for example, bank name, beneficiary name, account number, routing number (ABA), IBAN, sort code, and SWIFT code.

Banking information is required for compliant invoicing when indicated (with a red asterisk). Otherwise, banking info is not required and remains private.

Remit-To Contact Optional contact information for the remit-to address, for example, name, email, phone number, fax number, website.
Assign Customers Select whether all or which customers can see the remit-to address.

If you merge accounts, your remit-to addresses are not merged unless you make them available for all customers. Once the merge is complete, you can assign the remit-to address to the specific customer(s) again.

Click Next to add the address where you want to ship goods from, if it is different from the remit-to address. Fill in at least the mandatory fields and click Continue

After completing the e-invoicing setup by clicking Done, that is, after adding a legal entity, you can use it on new invoices. From the Setup Complete page you can choose to Go to Orders, Go to Invoices, or Return to Admin page.

Add remit-to addresses to your SIM form response

Your customer might request you to add a remit-to address to your Supplier Information Management (SIM) form response. You can create a new remit-to address or choose an existing one from the legal entities.

Go to your customer profile in the CSP to fill in/update your Supplier Information by doing one of the following:

  • Click on the View Online button in the Update Profile email notification from your customer.

  • Go to Notifications and click on the Update your profile for [Customer Name] link in the CSP.

  • Click on the Profile tab in the CSP and select the customer for whom you want to update your profile.

On the appearing page, click Add under the Remit-To Address Lines section to add a new or an existing remit-to address to SIM. You can add one or more remit-to addresses.

If your customer marked the Remit-To Address Lines section to be mandatory when creating the form, there is an asterisk next to it, and you can't submit your response without providing the remit-to address.

The Choose Remit-To Address window lists all the remit-to addresses that you already created in the CSP as part of your legal entity to be used for e-invoicing.

When you choose an existing remit-to address, the new remit-to address is created for SIM and its fields are populated with data from the chosen remit-to address.

From among populated fields, only bank fields are editable.

You can see only those fields that your customer who requests the SIM response included in the SIM Remit-To subform, for example, location code, address, bank and account information, and whether the remit-to address is active or inactive.

All the fields with validation have the info icon (info_icon.png) with a tooltip to provide guidance on the requested info.

csp_rta_populated.png

If you see invalid fields, delete your remit-to address and go to E-Invoicing Setup to correct the chosen remit-to address that you want to use to create the new one.

After filling in the fields, submit your form; you can update it any time.

You are notified in the message bar and you receive an email notification of the successful update, and the new remit-to address is added to the top of the remit-to address list.

If you want to create a new remit-to address from the CSP, you are directed to E-Invoicing Setup.

Unlike when creating a remit-to address for e-invoicing in the CSP, when adding a newly created remit-to address to SIM, you can decide to add it to your customer profile immediately or later on the Setup Complete page.

Click on the Add Now button to add the newly created remit-to address to the SIM form response.

If you click Add Later, the new remit-to address is not added to the form, but you can select and add it later.

You can fill in your SIM form response also through Supplier Actionable Notifications (SAN) by creating a new remit-to address.

Deactivating a legal entity on the CSP does not deactivate the remit-to address on SIM.

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