Business Use

COUPA SUPPLIER PORTAL – E-INVOICING CONFIGURATIONSTEP 1 - Create a Legal Entity
1. Go to the Setup tab, select the Legal Entity Setup option, andclick on the Add Legal Entity button.

5. Select the Payment Type as Bank Account. The payment is madebased on your banking details found in our ERP system. TheBanking Information written in Coupa is only used to be displayedon the legal copy of the invoice, therefore, you can leave it empty.

2. Fill in your Legal Entity Name and Country.

6. Moving further, you will be asked to review your Remit-Toaddress and Ship From address respectively. Here you can do a last
moment modification or add additional addresses.

3. Fill in the Type of Company and Board of Directors (optional). Thefields here can differ based on the country selection. To find out
more informations about each field, please mouseover the “i”
symbol.

7. As a final step, after the setup is completed, you must returnto the Admin tab and accept the Terms of Use.

4. Make sure that Procter & Gamble is selected as a customer and fillin the address and the VAT number.
If the Remit-To and/or Ship-From address is not the same, untick
the box and you will be asked to add the corresponding address on
the next page.
If your company does not have a VAT ID, tick the box “I don't have a
VAT/GST Number” and fill in your Local Tax ID instead.

Setup Complete!

Business Use

COUPA SUPPLIER PORTAL – E-INVOICING CONFIGURATIONSTEP 2 - Create and submit an invoice
1. Go to the Orders tab, identify the Purchase Order that you wantto create an invoice for, and click Create Invoice icon (yellow coin).

4. Partial invoicing case scenarios.
4.1 Case 1: Invoicing certain lines from a Purchase Order with multiple lines.
Example: For a PO with 5 lines, if you want to invoice 2 nd and 4thline, you will have to delete 1st, 3rd, and 5th line by hitting the redcross mark in the top-right corner of the PO line.
If you have accidentally deleted a line, please delete the invoice by scrolling
down to the bottom and hitting the Delete button, and then proceed to create itagain.
4.2 Case 2: Partially invoicing a services line (line without QTY).
Example: Let’s assume you want to invoice 70% of the amount from theline below.

2. After clicking the Create Invoice button, a new page will be loaded
where you will have to fill in the following fields:

You calculate how much 70% represents and modify the price accordingly.
Then you simply add the VAT rate and press the Calculate button at thebottom. The line will be updated immediately after.

4.3 Case 3: Partially invoicing a goods line (line with QTY).
For QTY lines the same logic as above applies, but you will modify the QTYfield instead, since the QTY is what determines the price.
Example: For a line with QTY 10 and Price €20 (Total €200), if you want toinvoice €140 you will modify the QTY to reflect that amount, which in thiscase would be 7.

5. Additional details:
5.1 In order to avoid invoice duplication, please do not send another copy of
the invoice via e-mail PDF or post after you have submitted it through Coupa.
In case you have sent the invoice via e-mail PDF or post before, do not send
it again via Coupa – use Coupa only for the invoices issued afterwards.
2.1 Invoice Number – This is free of choice as can be seen above.
2.2 Date of Supply – This is filled in automatically with the date of invoicecreation. If the date of supply differs from the date you are submitting
the invoice, feel free to change it accordingly.
2.3 Currency – Select the transaction currency.
2.4 Supplier Note (optional) – Fill in any notes regarding the invoice.
2.5 Attachments (optional) – Here you can attach any supporting documents foryour invoice. Please do not attach the invoice in PDF format, as Coupa creates anew invoice on your behalf, which you can download afterwards.

5.2 If the tax code “Reverse Charge” is needed, please use Reverse Charge on theVAT Rate field, and by doing so, the field Tax Reference must be completed as well.
You can simply add the text “Reverse Charge” in the Tax Reference.

For Belgium only: It is mandatory to add “BTW verlegd” on the Tax
Reference field if the Reverse Charge is used.
For United Kingdom only: If you do not have a VAT ID and use a local one,please make sure you select Exempt VAT rate when submitting invoices.

6. Once you have made all the modifications required and clicked theSubmit button, you will see the following confirmation box.

3. Moving further you will see the Invoice Line(s). You will need toadd the VAT rate on each of them (if you are invoicing multiplelines) and then press the Calculate button, followed by the Submit
button.
Additional notes:

Please don’t add the VAT
rate for shipping if there
is no shipping cost – leave
it empty.
Never manually insert ablank line on the invoice ifyou have deleted a line bymistake.

More details regarding thepartial invoicing process can befound on the next column.

After submitting the invoice, you will be
redirected to the Invoices tab in Coupa, where
all your invoices will be shown.
There you will be able to track the current
status of your invoice and download a legallycompliant copy by opening the invoice andclicking the Download link.
Please archive the Coupa invoices (you can download all legal documents
in a ZIP archive from Export in Invoices tab) latest 60 days after creation,
as Coupa deletes all attachments after 60 days from submission.
7. If you need to send a Full Credit Note/ Partial Credit Note/
Rebate Credit Note please consult one of the Job Aid below:

Coupa Full Credit
Note - Job Aid EN.pdf

Coupa Partial
Coupa Rebate
Credit Note - Job Aid EN.pdf
Credit Note.pdf

Business Use

COUPA SUPPLIER PORTAL – E-INVOICING CONFIGURATION

Congratulations!