Creating a CHS invoice in Coupa

Supplier Actions

Login to Coupa
Note: If you have not yet registered for Coupa, please email home.service.supplier.onboarding@johnlewis.co.uk
From the top toolbar, click on Orders
Click the ‘Yellow Coin’ symbol alongside the Purchase Order (PO) you wish to raise the Invoice against.

Fields to be completed by supplier		Fields generated automatically
Invoice Number Your invoice number, this is a required field.	Tax Point Date This cannot be future dated.	Invoice Date This will populate to date of entry, invoices cannot be future dated.	Currency This will populate from the purchase order.
Invoice Description Flooring - CR Number/Customer surname/Fit Date Windows - FF CPM Number/Customer surname/Fit Date Kitchens/Bathrooms - FF CPM Number/ Customer surname	Image Scan Add any delivery note images here.	Payment terms These will populate from the purchase order.	Delivery Number Please leave this blank.
Attachments To breakdown total invoice cost against multiple values, add individual charge lines as Text entries. Select Text, this will bring up a text box where you can type the value and then press Add. Repeat this for each of the individual charge lines.		From This will populate from the purchase order, if you have more than one address with us click on the magnifying glass to re-select.	To This will populate from the purchase order.
		Cash Accounting Scheme If showing, please leave this blank.	Margin Scheme If showing, please leave this blank.

Lines:
The Lines will populate with the full order values from the PO. If you are not invoicing for the full PO amount then please amend the Qty field.
Note: Do not amend the price from £1.00.

Kitchens & Bathrooms only - If you are a CIS Supplier, please select the CIS line type from Labour, Materials or OOS (Out of Scope). OOS acts the same as your Non CIS site number (these have now been closed down), this will not be calculated within any withholding tax calculations.
Taxes Section:
VAT Rate - Use the drop down to select the correct % or EXEMPT (EXT), REVERSE CHARGE (REV) or OUT OF SCOPE (OOS) (A Tax Reference of your choice must be entered when selecting EXT, REV or OOS) The VAT amount will automatically be calculated, you will not be able to amend this field
Tax reference - Enter your VAT registration number.
Note: You may only charge VAT if you are VAT registered.

‘Add Lines’,‘Pick lines from PO’ & ‘Pick lines from Contract’ - Do not use these options
Totals & Taxes:
This will show the totals for lines & VAT.
Note: The shipping section should be left blank as this does not apply to Home Services.
Finalising the invoice:
Click Calculate and check the values equal your expected invoice value.
Click Submit, you will get the following warning
‘Coupa is about to create an invoice on your behalf. Please make sure you are not attaching another invoice to this transaction as the Coupa generated PDF is your and your customers legal invoice.’ Any other warnings will detail any errors with the invoice at this point.
Click Send Invoice, you will return to your invoice homepage where you will see the invoice as a status of Processing
Note: You can use this screen to see the status of all your invoices too.

Solution Properties

Solution ID

230105102139500

Last Modified Date

01/18/2024 08:22:28 AM

Attributes

GCM Case Type

Finance Operations: GNFR Invoice Query
Article Type: How To

Taxonomy

Finance - Supplier > Invoice Entry

Collections

Finance - Supplier Help

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