View and Manage Payment Methods Information (Previously Remit-To)

Introduction

In the Coupa Supplier Portal (CSP), payment methods are the individual options you register for customers to pay you once an invoice has been approved. A single legal entity may have several payment methods registered, and a buyer or supplier may have several legal entities registered as well. For more information about legal entities, see Set up Legal Entities.

This article includes the following topics and how-to's: 

• View payment methods
• Add a payment method
• Deactivate a payment method
• Update or edit a payment method
• Share a payment method with a customer
• Add payment methods to an information request form
• About payments in Coupa
• FAQ and Troubleshooting

View payment methods

To see the Payment Methods summary page follow these steps:

1. Log In to the CSP using your credentials.
2. Go to the Business Profile tab from the main navigation bar at the top.
3. Select the Payment Methods option.

This displays the Payment Methods page with the complete list of payment method accounts and their details. 

The following table lists the Payment Methods table columns with their descriptions:

Search and filter payment methods

You can quickly locate a specific payment method using the Search or Advanced Filters. The Search function allows suppliers to find a record based on Payment Method Name, Legal Entity name, or Customers name.

You can search for a specific payment method following these steps:

1. Select the Search bar on the top right corner of the Payment Methods window. 
2. Type what you are looking for in the input field.
3. Select the search icon or use the enter key in your keyboard. 
   The search looks for your input text in the following columns:
   1. Payment Method Name
   2. Linked Legal Entity
   3. Shared with Customers.
   
   This displays a table with the payment methods that match your search. 

You can also filter the payment methods listed in your Payment Methods window or filter the results from your search: 

1. Select the Advanced Filter button on the right corner of the Payment Methods window.
   This displays additional filter options.
2. Input text to search in the following fields:
   • Payment Method Name
   • Linked Legal Entity
   • Shared with Customers
3. Another option is to select the Match Conditions you want for your search by clicking the dropdown option:
   1. Match all conditions: 
      Displays results that include all of the conditions you set.
   2. Match at least one condition: 
      Displays results that include at least one of the conditions you set.
       
4. Select the Filter By dropdown option you want to filter your results with: 
   Filter options include the fields in the Payment Methods page columns, detailed in the table described previously.
5. Depending on your selection, the window will guide you to select more specific clauses and values.

Payment methods detailed view page

As a supplier, you can access the payment method detail view page to see the complete  list of customers currently linked to a specific account. In this page, you can also add more customers to this payment method or unshare payment method: this should be used cautiously since it will impact any inflight payment from the customer.

Add a payment method

You need to have added at least one legal entity before adding a payment method from the Payment Methods summary page. For more information about legal entities, see Set up Legal Entities.

1. Go to Business Profile > Payment Methods.
   This is the Payment Methods table view.
2. Select the Add Payment Method dropdown option on the top left corner of the page, underneath the Payment Methods header. 
3. Select the Payment type of the new payment method. Options are: 
   1. Bank Transfer
   2. Check
   3. Virtual card
      
      This will display the Add Payment Method view. 
4. Select the legal entity you want your payment method associated with from the dropdown list.
   If only one legal entity is active, it is selected by default and you cannot change it.
   For more information about legal entities, see Set up Legal Entities.
5. Create a Payment Method Name:
   Choose a relevant and easy to remember nickname for this payment method. Avoid including customer names as you may want to share this with multiple customers.
6. Complete the fields shown in the window. 
   Fields will vary depending on your payment method type. the fields marked with a red asterisk are mandatory. 
7. Select the Save button on the lower right side of the window.
   If successful, you will see a green message on the top of the window, and the platform redirects you to a window prompting you to select customers with whom you want to share the payment method with. 
8. Find the customer you want to share the payment method with. It can be listed underneath, or you can use the search bar. 
9. Select the checkmark next to the customer name you want to share the payment method with. 
10. Select the Save button on the lower right side of the window.
    If successful, this action displays a green banner with the message confirming the creating process of the payment method has begun. CSP notifies you via email if there are any issues. 
11. Select the Close button on the lower right side of the window.
    This redirects you to the Payment Methods page. you can see your newly created payment method listed. 

Update or edit a payment method

1. If the platform warns you that the payment method "Failed to share" with a customer, you can update all the information about the payment method.  
2. If a payment method is shared with at least one customer,  you can only edit the payment method name.
3. If a payment method is not shared with any customers, you can edit all data fields, but the system will deactivate the payment method and create a new one with updated information

If you enabled multi-factor authentication for financial data, the CSP prompts you to authenticate before updating or editing a payment method. For more information, see Manage Multi-Factor Authentication.

To update or edit a payment method, follow the steps below: 

1. Go to Business Profile > Payment Methods.
2. Select Edit Payment Method () in the Actions column next to the payment method you want to modify.

Share a payment method with a customer

There are multiple ways suppliers can share payment methods with customers:

• From the Payment Methods page:
  All payment methods listed in the Payment Methods page will include an icon to share the specific method with a customer.
• From the specific payment method detailed view page
• From the onboarding flow
• From SIM forms

As a supplier, you can also see what payment methods are shared with a specific customer. If a customer has Coupa SIM, the sharing option only shows the payment methods accepted by the customer.

Sharing a payment method from the Payment Methods page: 

1. Go to Business Profile > Payment Methods.
2. In the Actions column, select the Share icon.
3. On the Share Payment Method page that appears, select the customers you want to share the payment method.
4. Select the Share Payment Method button on the bottom right of the window. 

Sharing a payment method from the specific Payment Method details page: 

1. Go to Business Profile > Payment Methods.
2. Select the payment method name you want to share from the list. 
   This redirects you to the Payment Method details page. 
3. Select the Linked Customers header. 
   This content is hidden by default. Once selected, it displays the list of customers (if any) it is shared with. 
4. Select the Share Payment Method button. 
5. On the Share Payment Method page that appears, select the customers you want to share the payment method.
6. Select the Share Payment Method button on the bottom right of the window. 

Add Payment Methods to an Information Request form

Your customer might request you to add a payment method or a remit-to address via an Information Request. You can create a new payment method directly from the Information Request form or choose an existing one from the legal entities you have created.

1. Go to Business Profile > Information Requests.
   You can also access Information Requests by clicking links in notifications when they alert of a new received request.
2. Select your customer from the Profile dropdown menu.
   Any pending Information Requests appear on the page.
3. If the Information Request includes Remit-To Addresses, select the Add Remit-To button.

4. The window will show all registered payment methods.
   A label on the right of each payment method marks which payment methods are supported by the customer (yellow label) or not (gray label).
   Filter by account type (bank, virtual card, check) at the top to see the list of payment methods for each account type.
   You can:
   4. Select the checkbox of the one you wish to share with the customer, and then mark the Add Selected button at the bottom right of the window. The system will only allow the selection of payment methods supported by the customer. 
   5. Select the Add Payment Method button to create a new one.
      
      

5. Select Submit.

Deactivate a payment method

This function should only be used if closing an account.

Deactivating a payment method should be handled carefully as it can impact suppliers and customers in different ways: 

• If an account that’s currently linked to a customer is deactivated, it will impact any inflight payments.
• If the payment method you are deactivating is the only payment method associated with the legal entity:
  You'll see a warning message that deactivating the payment method will make the legal entity invalid. Before deactivating the payment method, create a new valid payment method and assign it to that legal entity.
• If you see a payment method in your account called CHECK Payment Method make sure this is not the first payment method you registered in your Legal Entity (previously called Remit-To-Address): 
  • If the payment method you are deactivating is the first payment method associated with your legal entity as it was created in the onboarding:
    Deactivating this address will also deactivate the associated legal entity and bank accounts. Please consider creating a new address instead of deactivating this one, if possible.
• If you choose to deactivate a payment method associated with active customers, you can see the list of affected customers along with a warning about possible payment disruptions.
• Deactivating a payment method also deactivates the corresponding supplier payment account on your Coupa Pay customer side. This means your customers will not be able to make payments to you though the old supplier payment account. Make sure you communicate the new payment method to your customers.

To deactivate a payment method, follow these steps:

1. Log in to the CSP.
2. Go to Business Profile on the top navigation bar.
3. Select Payment Methods.
4. In the Actions column, select the Deactivate Payment Method icon.

FAQ and Troubleshooting

I see a payment method called CHECK Payment Method but I do not want to receive checks, how can I disable it?

The CHECK Payment Method is the default payment method created when you create a legal entity during onboarding, it was originally called Remit To Address. Deactivating this address deactivates the associated legal entity and bank accounts. Consider creating a new address and payment method instead of deactivating this one.

Can I remove inactive payment methods?

No, inactive payment methods can't be removed.

What are Remit To Addresses? 

Remit-to addresses ensure global electronic invoice compliance. To meet compliance regulations for most countries outside of the US, an invoice must include a remit-to address and associated tax information. If you want to do business with a customer who enabled compliant invoicing, you need to provide the necessary information.

When you set up your account to be able to handle electronic invoicing, you need to set up a legal entity, which includes at least one invoice from address (previously called Remit To Address). For more information about legal entities, see Set up Legal Entities.

How is my information protected? 

Coupa considers the security and privacy of your bank account to be one of the most serious commitments and responsibilities we undertake to ensure your success. When you create a payment method with bank account details, it represents secured settings to connect with and make payments to your bank account. Coupa Pay securely and seamlessly connects you and your customers with our global payments partner, who is licensed and regulated to provide payments and financial services around the world. Your data is protected by physical, logical, and software security controls and is protected both in transit and in storage with 256-bit encryption. Coupa does not store your payment account information but instead directs batch payments to and from your anonymized and encrypted accounts that you specify for payment. All payments are tracked and recorded to allow proper accounting and audit controls, and account numbers can only be unencrypted and displayed to provide audit validation only by appropriately authorized and authenticated users.