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. Then Click Next
7. On the next screen, click on Take Me There
8. Enter your Supplier Name 
9. Enter your Company Registration Number (if applicable). Enter ‘Not Registered’ if you are not a registered company
10. Next, click Add Remit-To and select Create New Remit-To-Address
11. Enter the Legal Entity Name and the Country and click continue
12. Describe the Type of Company (eg.what sector you operate in)
13. Click Save & Continue
14. Tick both boxes (‘All’ and ‘John Lewis Partnership’)
15. Check the Address details are correct and amend if not
16. Tick both boxes (‘Remit to’ and ‘Ship From’)
17. If you are VAT registered, enter your VAT ID 
18. If you are not VAT registered, Tick the box ‘I don’t have a VAT/GST Number’ and type ‘Not Registered’ into the Local Tax ID box
19. Leave ‘Invoice From Code’ blank 
20. Click Save & Continue 
21. For ‘Payment Type’ select Bank Account
22. Enter the details of your Organisation’s Bank Account:
    - Beneficiary Name
    - Bank Name
    - 8 digit Account Number
    - 6 digit Sort Code 
23. Enter SWIFT / BIC code if you are not UK based. UK based suppliers can ignore this field 
24. Select Bank Account Type
    Important: Next, we need to be able to check the bank details you have supplied. For us to do this, you are required to upload a scanned image or photo proving your bank account details. This can be an image of a blank cheque or paying in slip, or the header of a bank statement. 
25. Click on Choose Files
26. Follow the on-screen instructions to browse for and upload your scanned image or photo
27. Enter the Bank’s Branch Address
28. On the next screen click Save & Continue
29. On the next screen click Next
30. On the next screen click Done
31. Click Add Now
32. Complete the section regarding your VAT status including uploading proof of your VAT Registration Certificate if appropriate
33. Complete the Bank Branch Name and the Bank Account Name if these fields are empty
34. Check that the Proof of Bank Account file is attached. If not, click Choose File and re-follow steps 25-26
35. Enter a Remittance Email Address, where you want us to send your remittance advice to
36. Update the Contact Details and enter a Contact Telephone Number if necessary or missing
37. Tick the box to accept the statement and then click Submit for Approval
38. If you receive any Red Error Messages, go back and correct and Submit again
39. You should then see a 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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