Firstly, thank you for responding to our first email and providing your contact details. We appreciate your support in these disrupted times. In case you missed it, here is a link to the initial webpage that was shared in the first email communication from us.
Coupa offers some new electronic invoicing options, and we’d like you to review information on your recommended preference in order to be fully informed and confirm acceptance of your option.
You have now received a second email from us, which indicated your invoicing preference and provided a link to this page, where you will find additional information on Coupa invoicing and a contact email if you have any queries.
We are now at Stage Two “Get Set” in the process. At this stage of the transition to Coupa, we ask you to confirm your invoicing option.
Following the launch of Coupa, you will be required to submit invoices electronically. All invoices must reference a purchase order number. Invoices can be submitted in the most appropriate form for your organisation. The recommended option provided is based on your annual invoice transaction volume and expenditure with Northpower.
A more detailed step-by-step system guide can be found below.
Your recommended invoicing option is in the form of an interactive “one-stop shop” online web portal called CSP (Coupa Supplier Portal). This is a no-cost option.
Coupa is a cloud-based procurement tool we have introduced to streamline and automate our procurement-to-pay processes. This tool helps us to connect with our suppliers for ordering and invoicing, which creates a more efficient and effective way of working.
You will receive your Purchase Orders by email. This will enable you to check all the Purchase Orders you have received from us through your Coupa Supplier Portal account. (You will also be able to look at all your invoices as well.)
There are two ways you can submit an invoice to us using Coupa.
You can ‘flip’ an invoice from the purchase order notification email you will receive from us by clicking on the Create Invoice button in the body of the email.
You can also create an invoice through the Coupa Supplier Portal (how to submit an invoice through the portal).
Once you have received notification that your invoice has been approved, you can expect payment within your agreed payment terms. For example, if you have negotiated to be paid within 14 days, you can expect payment then. Note, that our default terms of payment are 30 days.
The Coupa Supplier Portal is a cloud-based supplier website that allows you to receive and review purchase orders, submit invoices to us and track your payment activity all from one central account, managed by you.
No additional software is required. The Coupa Supplier Portal is a cloud-based technology so you will only need access to the internet and an email account. There is no cost to you.
We encourage you to use this completely free tool to submit your invoices electronically. Invoices will be processed faster if you submit them via the Coupa Supplier Portal or via cXML, providing your own invoice as an attachment.
Invoices received through general email or post are at risk of delayed payment. Registration for the Coupa Supplier Portal is a simple process and is free for all suppliers.
You can find extensive training materials on the Coupa support website, by accessing the online help page after registering or refer to our ‘Getting started with Coupa CSP for user' guides we have produced.
Joining and using Coupa is entirely free for our suppliers.
You need to be invited to register on the Coupa Supplier Portal by Northpower. Please contact our Finance Team at firstname.lastname@example.org.
The registration process takes no more than 10 minutes. Use the link received in the invitation email to access the Coupa Supplier Portal. If you have any queries, please reach out to email@example.com.
No, that’s the beauty of Coupa. It is a global platform. You will just need to select Northpower in the ‘Profile’ section of the Coupa Supplier Portal. If you have other customers who use Coupa in the future, you will already be setup and ready to go.
Help guides are available on the Coupa Supplier Portal. You can also follow the user guide on this website.
Forgotten passwords can be retrieved via the forgotten password link on the Coupa Supplier Portal at the Login stage.
If there is a misalignment between the electronic invoice submitted in Coupa and the electronic copy of your supplier-generated tax invoice, the invoice will be returned to you electronically for you to correct and resubmit. Please note – invoices created via the Coupa Supplier Portal can only be corrected by the supplier. We cannot modify the data, or any attachments, entered into Coupa by the Supplier.
Disputes are communicated by notification to you, providing a reason for the dispute. A comment from us will be shown regarding the action to be taken. As a supplier, you are required to correct the discrepancy and resubmit. In your ‘Invoices List’ in the Coupa Supplier Portal, a disputed invoice will have a ‘disputed’ status with an edit button to the far right (pencil image).
When you click on the edit button, you will be taken back to the Tax invoice create screen you originally used to submit the invoice, there you can correct any errors and resubmit.
If the purchase order does not include a freight line:
Option 1: Add the freight value to the unit rate of an existing line, then add a note to the Supplier notes field under the image scan advising additional charge.
Option 2: Contact the purchase order requester to add a line to the purchase order for freight.
Option 3: Add the freight value to the invoice's shipping section.