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Coupa Success Portal

Set up E-Invoicing

To set up your account to create electronic 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, the fields marked with a red asterisk (*), and click Done.

Field/Checkbox Description

Which customers do you want to see this?

Select all or the specific customer(s) that you want to see your legal entity information.

Customers that use Coupa for payments are marked with the Coupa Pay (CoupaPay.png) icon.

If you select a Coupa Pay customer, the payment information that you enter is validated. The icon and tooltip are different depending on whether your banking information is:

  • Valid: CoupaPay-Valid.png
  • Invalid: CoupaPay-Invalid.png
  • Pending validation: CoupaPay-Pending.png
What address do you invoice from?

Required for invoicing.

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 invoice-from address 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 invoice-from address 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.

Banking Information

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

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

Some banking information is also required if your customers use Coupa for payments

This information is displayed on the invoice.

Bank Account Country Select the country from the drop-down list.
Bank Account Currency Select the currency from the drop-down list.
Bank Name Enter the name of your bank.
Beneficiary Name Enter the name of the beneficiary.
Routing (Bank Code) Number Select one of the Routing Number (default), Bank Code, BSB, IFSC, Sort Code, or Transit Number and Institution Number fields and fill in the field next to it accordingly.
Account Number Must be 4-17 digits.
Account Number Confirm Confirm your account number by entering it again.
IBAN Must be 5-34 alphanumeric characters without spaces.
SWIFT/BIC Code Must be eight or eleven characters. The first six characters must be letters.
Bank Account Type Type of the bank account: business or personal.
Bank Address Includes address-specific fields: Address Line 1Address Line 2, City, State, and Postal Code.
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 don't have a VAT/GST Number

Select the checkbox to add your local tax ID.

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.

*If your remit-to and ship-from addresses are different from your invoice-from address, you need to provide also that information.

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

See the table above.

Remit-To Contact Optional contact information for the remit-to address: name, email, phone number, fax number, and website.
Which customers do you want to see this? See the table above.

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.

legal_entity_setup_complete.png

The Info icon with the tooltip provides more details on how the legal entity information is used and updated. 

setup_complete_no_rta.png

If you didn't specify a remit-to address when setting up your invoice-from address, you can add it from the Setup Complete page by clicking Add Now.

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 information.

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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