Updating your details in Coupa

Overview

A guide for current GNFR suppliers on how to update your details in Coupa.

Important: When updating bank details these must be added in both the 'Legal Entity' and 'Remit to' sections. If this is not completed in full the new bank details will not be updated on the system. 

Actions

1. Login into Coupa, if you are unable to login. Click here
2. To access your John Lewis Partnership (JLP) Customer Profile, click on the Profile tab, then click the Your Customer Profiles sub-tab.

   If you are only connected with JLP, this is the profile that will then be displayed. If you are connected with multiple customers, you will need to select ‘John Lewis Partnership’ from the Profile drop down menu.

   This will take you to your JLP customer profile, which will show a status type listed below:
   This is where you make amendments to the details that JLP holds for your company (Including bank details)

   Applied - The details on the form are approved and applied to your account. To make changes scroll to the bottom of the form and press Update Info

   Pending Approval -  The details on the form have been submitted to JLP but have not yet been approved and applied. To make changes scroll to the bottom of the form and press Withdraw

    No status - The form has either never been submitted or it has been rejected by JLP, please go to the Coupa registration guide here

   
   

3. Click on Update Info to make changes to your details
   
4. General Information fields
   

   Company Name	Display Name	Company Registration Number
   This should match your company name registered on Companies House and VAT registration number (if applicable)	As per company name	Enter Company Registration number or Not Registered

5. HMRC Construction Industry Scheme (CIS)

   
   

   For further information on HMRC Construction Industry Scheme (CIS) click here
   If you respond No, please move to the invoicing section (starting with currency field)
   If yes, please complete the fields below, Depending on your supplier type: 

   CIS Supplier Type	National Insurance number (NI Number - All capital letters, no spaces)	Unique Tax Reference number (UTR number - 10 Digits)	Partnership UTR number	Partnership Name
   Company		Required
   Sole Trader	Required	Required
   Partnership	Required	Required	Required	Required

6. Invoicing fields
   

   Currency: Please select invoicing currency agreed with your JLP Business contact
   Note: Currency cannot be changed once account has been setup, if you need to change the currency on your account please contact your buyer as a new account will be required.
   
   Self Billing: 
   If No, please select e-invoicing method (Coupa or Tungsten)
   If Yes, please download and complete and sign the Self-Bill agreement and upload under Attach Self-Billing agreement
   Note: This is not applicable for all suppliers, if requested this will be reviewed by our procurement team who will advise whether or not this is possible.
   
   eInvoicing Method:
   Note: Electronic invoicing is mandatory for all suppliers, please select how you will be sending your invoices.
   Coupa Supplier Portal - Free web-based portal
   Tungsten - Paid Third-Party service
   
7. Certificates
   

   If none of the below apply to you, please move to the next step.
   If any/all of these apply to you, please complete an expiration date and upload each certificate
   - Employer Insurance Certificate, 
   - Professional Indemnity Insurance Certificate 
   - Public Liability Insurance Certificate
8. Company Contact and Address
   

   Please complete, First Name, Last Name, Email Address, Telephone number and Company Address section
   Note: There can only be one Primary Contact held on your account
9. Remit-to Section
   

   Are you registering as a new supplier?
   Select Yes, if you are registering a new supplier account
   Select No, if you are updating details on an existing supplier account. 
10. Would you like to add a new Remit-To address (this will replace the existing Remit-to address)
    

    Note: If you need to change your VAT registration number you will need to complete a new remit-to section.
    Select No, if your Remit-to details are staying the same Move to step 23
    Select Yes, If you would like to update the details on your Remit to address and Follow the steps below
    
11. Enter Legal Entity Name and Country/Region then click Continue
    Note: This is the official name of your business that is registered with the local government and the country/region where it is located
    
12. Enter Type of Company and Board of Directors (if applicable) and press Save & Continue

    
    

    Note: Conducting business in certain countries/regions requires your invoice to contain specific information about your company
    
    

    
    

    
    

13. Which customers do you want to see this? Ensure you have selected John Lewis Partnership
14. Please fill an ‘Invoice From’ address (Legal Entity Address) and select whether this is the same address for your Remit-To and Ship-From

    Note: Enter the registered address of your legal entity. This is the same location where you receive your government documents.
    
15. Vat Details
    

    If registered, Complete Tax ID ensuring you include the prefix in capitals and ensure there are no spaces, click Save & Continue
    If not registered, select I don’t have a VAT/GST Number, click Save & Continue
16. Payment type - Please select Bank Account
17. Bank details
    

    Currency - should be the same as currency entered in Invoicing section
    Complete all applicable fields - Bank Name, Branch Name, Bank Account number, Sort Code, IBAN/Swift/BIC Code and Bank Country/Region.
    Note: Overseas suppliers with no sort code should enter 000000
18. Bank Branch Address; Enter your Bank’s Branch address then click Save & Continue
    
19. On the next screen, click Next, then click Done and then Add Now to complete the setup
20. The ‘Create-Remit to’ form will then appear
    Note: You can only have one active Remit-to Address on your JLP Customer profile. If your form contains multiple, please ensure you select Inactive from the drop down at the bottom of the Remit-to section that no longer applies.
21. Please re-confirm VAT details
    

    Enter VAT Country
    Respond to Group VAT question and Enter group VAT Certificate(if applicable)
22. Please re-confirm Bank details
    

    Enter Branch Name & Bank Account Name
    Note: If Address line two has not populated you will need to complete this
    Enter Intermediary Bank details if applicable
    Enter a Remittance Email Address
23. Please read and tick to confirm you accept responsibility for data security and click Submit for approval
    
24. At the top of the page, the submitted form will now show as Pending Approval, once this has been approved by JLP the status will change to Applied, at this point the Withdraw button will be replaced with Update Info. 
    Note: If you have entered any details incorrectly you can amend these by selecting Withdraw, this will allow you to make amendments and resubmit for approval as above.