Create or Edit an Invoice

From the dropdown list in the top right corner of the Invoices page, select the customer for whom you want to create or edit an invoice or a credit note.

The Info icon with the tooltip next to the Create Invoices header advises you what to do if you cannot create an invoice as expected, for example, contact your customer to enable more invoicing options for you.

Create an invoice from a PO

1. Go to the Orders page or, on the Invoices page, click on the Create Invoice from PO button above the table to go to the Orders page.

2. On the Orders page, do one of the following:

   • Click on the Create Invoice  icon for the PO in the Actions column of the Purchase Orders table.

     Depending on your customer's settings, the tooltip text of the icon can also be Accept PO and Create Invoice.

   • Click on the PO Number link to open the purchase order and click on the Create Invoice button.

     

3. Add new or choose existing invoicing details, that is, add or select an invoice from, remit-to, and/or ship from address.

   When you select a legal entity, the popup displays the Invoice From addresses available for the legal entity and information about how your customer(s) associated with the legal entity can pay you, for example, "This customer can pay you by Bank Account or Credit Card."

   In case of multiple payment types, you might see multiple Remit-To and Ship From addresses for the different payment types. To accept a new payment type, you might need to add a new remit-to type.

   

   If you do not have a legal entity, you need to add one by clicking on the Add New link or on the add/plus  icon. You are guided through creating your legal entity. For more information, see Set up Legal Entities.

   The selected or newly created legal entity is added to your invoice.

4. On the Create Invoice page, fill in at least the mandatory fields (marked with a red asterisk) in your invoice. Some of the fields are pre-populated with information from the PO. 

Create an invoice from a contract

1. Click on the Create Invoice from Contract button above the Invoices table on the Invoices page and select the relevant contract from the dropdown list.

   

2. Create a new or choose an existing invoice-from address.

3. On the Create Invoice page, fill in at least the mandatory fields (marked with a red asterisk) in your invoice.

4. Under the Lines section, you can choose you can click Add Line to add a blank line or Pick lines from Contract to choose lines from a contract.

   1. If you choose Pick lines from Contract, choose the lines you want to add on the Pick Lines from Contract page and click Finish.
      

5. Once you finish editing the invoice, click Submit.

Create a blank invoice

1. Click on the Create Blank Invoice button above the Invoices table on the Invoices page.

2. Create a new or choose an existing invoice-from address.

3. On the Create Invoice page, fill in at least the mandatory fields (marked with a red asterisk) in your invoice.

Create Invoice from Time Sheet

You will see approved time sheets as pay that should be invoiced and collected. From the Coupa Supplier Portal (CSP) you can create, submit, and see approved time sheets. You can create and submit an invoice from the PO with those selected timesheets. 

1. Select the Create Invoice button on the Orders page for a time sheet order.
2. Select the lines you want to include on the invoice.
3. Select Create Invoice.

Create a credit note

You can issue a credit note to:

• Resolve a dispute on an invoice, correct an invoice, or cancel a duplicate invoice.

• Record miscellaneous credit, for example, return/cancellation of goods, price adjustments, rebates and refunds.

To create a credit note: 

1. Click on the Create Credit Note button above the Invoices table on the Invoices page or, on the Orders page, click on the Create Credit Note  icon for the PO in the Actions column of the Purchase Orders table.

2. In the appearing Credit Note popup, select the reason for your credit note.

   

   • Resolve a dispute

     If the credit note is related to a problem with an invoice or the goods shipped, select the Resolve issue for invoice number radio button and, from the dropdown list, select the invoice number. Click Continue to select how you want to resolve the issue.

     

     You can choose to issue a credit note to cancel and optionally correct the invoice or to adjust it. For more information, see View and Manage Invoices: Disputed invoices.

     Note

     Only quantity or price can be reduced through partial credit notes.

   • Record a credit

     Select Other and click Continue. If a contract is available, you can also select it from the dropdown list.

     

Create the credit note similarly to creating an invoice.

If you completely cancel the invoice, you can edit the following fields: Credit Note Number, Credit Note Date, Supplier Note, and Discount Amount. You can also add attachments (file, URL, or text) and an Image Scan, and modify PO lines, the UNSPSC, and tax reason descriptions. The other fields are pre-populated and not editable so that all the information is carried over from the original invoice.

If you adjust the invoice, you can also edit the price or quantity. Line level taxes are carried over from the invoice and are prorated based on the credit amount.

If you selected Other, you are asked to create a new or choose an existing invoice-from address before editing the invoice.

Edit an invoice

Fill in at least the mandatory fields (marked with a red asterisk) in your invoice.

If you create or edit a credit note or a PO-backed invoice, some of the fields are pre-populated with information from the original invoice or the PO.

Depending on your customer's settings, you might be required to accept the PO and the following restrictions might apply to the corresponding invoice:

• Currency – Cannot be changed from PO currency.

• UOM – Cannot be changed from PO line UOM.

• Price – Cannot be changed from PO line unit price.

• Quantity – Can be changed from 0 to the remaining quantity on the PO line.

• Amount – Can be changed from 0 to the remaining amount on the PO line.

These restrictions do not apply to credit notes.

To edit a draft invoice, do one of the following:

• Click on the Edit  icon for the invoice in the Invoices table.

• Click on the Invoice # link to open the invoice and click on the Edit button.

Fill in at least the mandatory fields (marked with a red asterisk). You can create or choose an invoice from, a remit-to, and/or a ship from address by clicking on the corresponding Search (magnifying glass) icon in the From section. You are guided through creating your legal entity. For more information, see Set up Legal Entities.

You can also attach files to an invoice using Image Scan. One attachment can be up to 100 MB, but for performance reasons, consider limiting the attachment size to 16 MB or so. Image attachments on invoices must be of the following types: PNG, GIF, JPG, JPEG, PJPEG, TIFF, or PDF.

In the Subtotal section, you can enter values and select tax rates for shipping, handling, and miscellaneous costs.

Applicable tax rates are determined by the tax code on the invoice. The tax rate is a government-regulated rate to be paid to the tax authorities as part of the sale and it is shown as a percentage. It applies to all commodities sold in a specified geographical area.

Clicking Calculate will give you the gross total amount considering the tax values.

You can add invoice lines to your invoice by clicking on the Add Line link or the Add  icon next to it, provided that your Coupa customer allows their suppliers to add lines.

Selecting the Line Level Taxation checkbox, allows you to enter tax information for each invoice line.

If you create an invoice from a PO and your customer allows you to pick lines from POs (enabling you to reference multiple POs on one invoice) and update/correct PO references on invoice lines, you can Clear PO lines and select PO lines from invoices by clicking on the Pick Order Line(s) magnifying glass  icon. In the appearing Pick Order Line(s) popup, Choose the PO line that you want to be mapped to your invoice line.

You can also add PO lines from other open orders by clicking on the Pick Lines from PO link or the Add  icon next to it. In the appearing Pick Lines to Add popup, click on the Add  icon in the Actions column for the order line that you want to add.

Invoices associated with digital checks and bank transfers are populated with the following payment information: invoice paid or not, payment date and number, amount paid, and payment notes. For more information, see View and Download Digital Checks.

Submit the invoice or save it as a draft to submit it later. You can also add comments for your customer.

When you try to submit an invoice that does not meet your customer's requirements, depending on your customer's settings, you might get the following warning message: "This invoice has the following warning(s):", followed by details on what to correct.

Before submitting the invoice, you can cancel or delete it. You can delete only draft invoices.

Invoice attachments

When attaching a document to an invoice, make sure that the document is relevant and appropriate to the transaction. If you have attached a document in error and the invoice has been submitted to your customer on the Coupa Platform, contact your customer and request for the file to be removed on your behalf.

FAQ

What do I need to do if my Coupa customer uses compliant invoicing for Mexico?

When your customer uses compliant invoicing for Mexico, you will a new option under Invoices > Payment Receipts. When you select a receipt in Upload CFDI file, you can upload the XML file for validation review. 

On the Payments Receipts table, the full Receipt #Number is displayed and selecting a receipt link downloads the file. To view the invoice to ensure the CFDI file has been uploaded, select any invoice and use the Payment Receipt # section to view all verified CFDI files by selecting the links.