Creating a GFR Credit Note on Coupa

Overview

The steps below outline how to create a Goods for Resale (GFR) credit note on Coupa

IMPORTANT: PLEASE DO NOT USE THE RED COINS IN THE ORDERS SCREEN AS THIS WILL NOT CANCEL OR ADJUST YOUR INVOICE VALUE

Actions

1. Login to Coupa Supplier Portal and select Invoices from the toolbar across the top
2. Click Create Credit Note. A message will appear requesting the reason as to why a credit note is being created

   You will be able to select the invoice number or another reason as to why you are creating a credit note. Please only select ‘Resolve issue for invoice number’
3. Once you have selected your invoice (or another reason) you will then be asked the following question to choose the option you wish
4. General Information

   Fill in the details of the credit
   
   Credit Note Number - This must be a unique number and not the same as one previously used on any invoices or credit notes which you have submitted to us on Coupa or Oracle iSupplier
   
   Credit Reason - Enter credit note reason here
   
   From - These will all automatically populate the original invoice details
   
   To - These will all automatically populate the original invoice details
   
   Tax Point Date - Will pre populate with the original invoice date
   
   PO Invoice Lines - Following information is required:
   Description - Must remain same as original Invoice
   Quantity - Must be a minus
   Price - Must remain same as original Invoice
   Vat Rate - Must remain same as original Invoice
   
   
5. Then you will need to click Calculate, Submit, a warning message will appear.
6. Click Send Credit Note if happy to proceed and submit. Your credit note will now be submitted to make amendments to the original invoice.
7. Once completed, the message ‘Create Replacement Invoice’ will appear

   Important: You will not be able to create a replacement GFR invoice by following this option. Instead, select No and submit a replacement invoice by the original method

Next Steps

● Follow our ‘Converting a GFR PO into an Invoice on Coupa’ guide,found here, to submit your replacement invoice if you are a UK based supplier to John Lewis.
● If you are an overseas export supplier to John Lewis you will need to follow our ‘Converting a GFR PO into an Invoice (Overseas Supplier)’ guide, found here.