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Coupa Success Portal

View and Manage 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. See Disputed invoices for more info.

Draft

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

Invalid Specific for compliant e-invoices for clearance countries, for example, Mexico. It indicates that a CFDI (Mexican legal invoice form) that you sent failed validation. Invoices with this status are visible only to you, not to your customer.
Pending Approval

The invoice is currently under review by your customer.

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 Create Custom Views for more info.

Disputed invoices

Invoices with disputed status are invoices with information that your customer does not agree to, needs clarification on, or finds incorrect.

When the status of an invoice changes to "Disputed", you receive an email notification with the invoice number, the date of the dispute, the reason for the dispute, and optionally any additional comments. Your customer can leave comments on the invoice while it is in "Disputed" status.

Your customer does not process disputed invoices for payment until you resolve the dispute.

In the Invoices table, click on the invoice number or on the Resolve button in the Actions column for the disputed invoice that you want to resolve. 

To resolve a dispute, click on the relevant button at the bottom of the invoice. Depending on the type of invoice, you have the following options:

Standard e-invoice

  • Void

    If an invoice was issued in duplicate or has already been paid for through an earlier invoice, void it.

  • Correct Invoice

    If an invoice has some incorrect information, correct it. When submitting a corrected invoice, you can use the same invoice number.

Country compliant e-invoice

Country compliant e-invoices are marked with a green checkmark next to the country code in their top right corner.

  • Cancel Invoice

    If an invoice was issued in duplicate, create a credit note to cancel it.

    If an invoice has some incorrect information (other than price or quantity), for example, incorrect tax rate or item description, create a credit note to cancel it and issue a new corrected invoice. The original invoice remains in disputed status and the corrected invoice is submitted for approval.

    The corrected invoice must have a new number.

  • Adjust

    If the price and/or the quantity for invoice lines(s) is incorrect on an invoice, issue an adjustment credit note (partial credit) to correct it. You can adjust credit line quantity also in case of returned goods or if an invoice has already been paid for.

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

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