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Coupa Success Portal

Set up Legal Entities

You can set up your account to create electronic invoices from the Admin / Legal Entity Setup page. You can add, manage, or deactivate legal entities, or manage remit-to accounts.

You can provide more remit-to accounts and add this information to your legal entities so that your customers can use different payment methods when working with you.

You can receive payments through the CSP only if your customer(s) enabled Coupa Pay.

View and manage legal entities

On the left of the Admin page, click on the Legal Entity Setup link.

legal_entity_setup_main_page.png

If you have three or more legal entities, they are collapsed. To view their details, click on the Down arrows.

Each legal entity has the following sections:

  • Invoice From

  • Remit-To Accounts – Can be of type: Address, Bank Account, or Virtual Card.

  • Locations

  • Customers – The name(s) and number of customers that you provided with the specific legal entity are also shown. Hovering your cursor over n customers displays the name(s) of the customer(s) associated with the legal entity.

legal_entity_setup_main_page_details.png

Create a legal entity

To add a legal entity, click on the Add Legal Entity button in the top right corner.

You can add legal entities also from the Profile edit page directly or when creating an invoice. See Create or Update Your Profiles and Create or Edit an Invoice for more information.

Enter the official name of your business that is registered with the local government (legal entity name) and select the country/region 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 (*).

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. Is critical for compliance in some countries.

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/Region The country/region 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.

What is your Tax ID?

Enter your tax/VAT ID.

If you are exempt from tax registration in some regions/countries, select the I don't have TAX ID Number checkbox and enter your local tax ID or write N/A in the appearing Local Tax ID field.

Country/Region Select your tax country/region from 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 TAX ID Number

Select the checkbox to add your local tax ID or write N/A in the Local Tax ID field.

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.

After filling in the fields, click Save and Continue. In the appearing Where do you want to receive payment? window, select from the following payment types: Address, Bank Account, and Virtual Card.

You can see these options and provide your information even if your customer does not use Coupa Pay. However, when you create an invoice for a customer that does not have Coupa Pay enabled, you cannot select the virtual card option. 

payment_types_for_remit_to.png

If you select Address (default option), you can continue to the next step as you already provided the address(es) on the previous page.

If you select Bank Account, you can provide your banking information to be shown on your invoices.

The available bank account fields and field names depend on the selected country.

Field/Checkbox Description

What are your Bank Account Details?

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.

Click on the Info (info_icon.png) icons next to the fields to see the tooltips showing the number and type of characters allowed in the banking information fields depending on the selected bank account country.

This information is displayed on the invoice.

Bank Account Country/Region Select the country from the drop-down list. By default, your legal entity country/region is selected.
Bank Account Currency Select the currency from the drop-down list. By default, it is the currency of the bank account country/region.
Beneficiary Name Enter the name of your beneficiary. By default, it is your legal entity name.
Bank Name Enter the name of your bank.
Account Number Enter your account number.
Confirm Account Number Confirm your account number by entering it again.
IBAN Enter your International Bank Account Number.
Confirm IBAN Confirm your International Bank Account Number.
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.
SWIFT/BIC Code Enter your SWIFT/BIC code.
Bank Account Type Type of the bank account: business or personal.

What is your Bank's Branch Address?

Includes address-specific fields: Address Line 1Address Line 2, City, State, and Postal Code.

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.).

Includes mandatory address-specific fields: Address Line 1Address Line 2, City, State, Postal Code, and Country/Region.

What is your Remit-To Integration Code?

Code to tie your CSP remit-to address to the corresponding address in your ERP.

Who is your Remit-To Contact?

Optional contact information for the remit-to address: name, email, phone number, fax number, and website.

Which customers can use this account?

Select all or the specific customer(s) that you want to see your remit-to account.

If you select Virtual Card, you need to provide an email address and you can indicate if you accept credit cards.

payment_types_for_remit_to_virtual_card.png

The Where do you want to receive payment window shows both the Remit-To Account and the Remit-To Address.

payment__add_remit_to.png

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

You can deactivate a legal entity by selecting Deactivate Legal Entity from the Actions button or on any of the appearing windows.

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 legal entity 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

To manage your remit-to accounts, go to Setup > Admin > Remit-To. For more information, see View and Manage Remit-to Information.