• Last edited on: 11 December 2024

Set Up Legal Entities

Set up your account by adding legal entities to be able to create e-invoices.

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A legal entity is a representation of your company and gives your Coupa customers the information they need to do business with you, including addresses and payment methods (previously referred to as remit-to details). You may have several legal entities associated with your business.

View legal entities

You can see the Legal Entities page in the Coupa Supplier Portal (CSP) by:

  1. Log in to the CSP.
    Note

    If you enabled multi-factor authentication (MFA) for financial data, the CSP prompts you to authenticate. For more information, see Manage Multi-Factor Authentication.

    1. From the top navigation bar, select Business Profile > Legal Entities.
      The window displays a table with all legal entities created, or none if you have not yet added your first.
    2. Select from the options displayed on screen. 

    At the top of the results table, you can see:

    • Create button: to create new legal entities, as explained below in this same page.
    • Searchbar: to find any legal entity registered under your organization.
    • Filter results: to find a specific legal entity by filtering results searching the values in the Customer and Linked Payment Method fields.
    • More options menu: Select the three-dot-menu on the top right of the window to view the Export as CSV option. This exports and downloads a document in .csv format with the information of all registered legal entities of your organization.

    Legal Entities results table 

    The main table in the legal entities page displays all registered legal entities in rows. The columns of the table contain the names described in the table below: 

    Column name Description
    Legal Entity Name Official name of your business that is registered with the local government.
    Invoice from Address Address that you invoice from or the address where you receive mailed and in-person payments.
    Tax ID The tax IDs associated with the legal entity. If you are located in the US, the CSP validates your tax ID to ensure it is compliant with IRS standards. You see a Valid Valid green check mark icon. icon next to your tax ID when it is verified. Verification can take some time.
    Linked Payment Method

    A payment method is added to a legal entity when you configure your payments from Coupa customers.

    For more information about payment methods, see View and Manage Payments.

    Payment Information

    More payment information is added to a legal entity when you configure your payments from Coupa customers.

    For more information about payment methods, see View and Manage Payments.

    Customers

    As a supplier, you can share a payment method associated with a legal entity with a customer. This field displays the list of customers' names that you have associated with that legal entity.

    For more information about payment methods, see View and Manage Payments.

    Hover over a specific legal entity row to edit its information. 

    Create legal entity

    To create a legal entity

    1. Log in to the CSP.
      Note

      If you enabled multi-factor authentication (MFA) for financial data, the CSP prompts you to authenticate before you can create a new legal entity. For more information, see Manage Multi-Factor Authentication.

      1. From the top navigation bar, select Business Profile > Legal Entities.
      2. Select the Create button under the Legal Entities header.
        This displays a form.
      3. Fill out the form. 
        The form contains the following items: 
        • Legal Entity Name:
          Official name of your business that is registered with the local government.
        • Country or Region:
          Country or region where your business is located.
        • Invoice from Address:
          Address that you invoice from or the address that you receive mailed and in-person payments.
        • Ship from Address:
          Address that you send your commodities from. It can be the same Invoice from Address or a different one. 
      4. Select the Save button. 
        The page displays the following message: 
        "Your Legal Entity setup is now complete. If you would like to add new Payment Methods to this Legal Entity which your customers can use to pay you, please click continue below."

      5. Select Continue to add new payment methods to this legal entity or Close to return to the Legal Entities page. 
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