One Time Vendor guide

This guide explains how one time Suppliers should enter their details into Coupa, which is the system the John Lewis Partnership (JLP) uses to manage processing and payment of invoices. To facilitate payment of your invoice, you will receive an email to invite you to create an account in Coupa, where you can enter all the details JLP needs to make its payment to you.

1. On receipt of the email click Join and Respond

2. Create a Password for yourself and re-enter this to confirm
3. Tick to accept the Privacy Policy and Terms of Use
4. Click Get Started 

5. In Company name. Enter the Name of your Organisation
6. Enter the Country, Address, City and Post Code
7. Click Next

8. On the next screen, click on Take Me There

9. Enter your Supplier Name 
10. Enter your Company Registration Number (if applicable) 
11. Enter ‘Not Registered’ if you are not a registered company

12. Next, click Add Remit-To

13.Click Create New Remit-To-Address

14. Enter the Legal Entity Name and the Country
15. Click Continue

16. Describe the Type of Company (eg.what sector you operate in) 
17. Click Save & Continue

18. Tick both boxes (‘All’ and ‘John Lewis Partnership’) 
19. Check the Address details are correct and amend if not 
20. Tick both boxes (‘Remit to’ and ‘Ship From’)

21. If you are VAT registered, enter your VAT ID 
22. If you are not VAT registered, Tick the box ‘I don’t have a VAT/GST Number’... 
23. …and type ‘Not Registered’ into the Local Tax ID box

24. Leave ‘Invoice From Code’ blank 
25. Click Save & Continue 

26. For ‘Payment Type’ select Bank Account

27. Enter the details of your Organisation’s Bank Account: 
27.1. Beneficiary Name, 
27.2. Bank Name, 
27.3. 8 digit Account Number
27.4. 6 digit Sort Code 
28. Enter SWIFT / BIC code if you are not UK based. UK based suppliers can ignore this field 
29. Select Bank Account Type

30. Click on Choose Files

31. Follow the on-screen instructions to browse for and upload your scanned image or photo

32. Once uploaded, you will see the name of your file here…

33. Enter the Bank’s Branch Address

34. On the next screen click Save & Continue

35. On the next screen click Next

36. On the next screen click Done

37. Click Add Now

38. Complete the section regarding your VAT status including uploading proof of your VAT Registration Certificate if appropriate

39. Complete the Bank Branch Name and the Bank Account Name if these fields are empty

40. Check that the Proof of Bank Account file is attached. If not, click Choose File and re-follow steps 30 to 32 

41.Enter a Remittance Email Address, where you want us to send your remittance advice to

42. Update the Contact Details and enter a Contact Telephone Number if necessary or missing

43. Tick the box to accept the statement and then click Submit for Approval

44. If you receive any Red Error Messages, go back and correct and Submit again

45. You should then receive this Confirmation Message

 

What happens next?
On receipt of your submission, the John Lewis Partnership will check and approve the details and raise a payment to you in due course. If we need to contact you, we will do this using the details you have supplied to us in this form.

Additional Notes:
Please supply the John Lewis or Waitrose Partner who has asked you to complete work for us, with an electronic version of your legal invoice fully detailing the work you carried out. This will be used later in the process to raise our payment to you.

 

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