View and Manage Payments

Introduction

The Coupa Supplier Portal allows you to see a complete overview of your payments from Coupa customers. These are divided into Invoice Payments and PO Payments. Depending on what is more efficient for your team, you have the option of viewing invoice payments by remittance number or by invoice number.

Purchase order payments are always made using virtual cards, whereas invoice payments can be made by Bank-to-Bank transfer, Digital Check (in the US), or Virtual Card. You can view and manage each of these from the Payments page.

From the Payments page, use the Select Customer dropdown menu to choose from your list of configured customers. This allows you to see payments from that customer.

Invoice Payments

The Payments table for Invoice Payments has two built-in views: Remittance by Payment # and Remittance by Invoice #. The chosen view type determines the sorting method in the far left column and payments are sorted in either ascending or decending order.

• Payment #: Click the payment number to drill into the details of the payment.
• Invoice #: The table shows up to the first 5 invoices associated with each payment. If there are more than 5 invoices associated with a payment, you see an information icon. Hover over it to see all invoices associated with that payment.
• Status: This shows the same payment status as your customer sees in Coupa.
• Payment Method: Depending on your setup, this can be Bank Transfer, Check, or Virtual Card.
• Payment Released Date: This is the date that your customer released the payment. It is not to be confused with the date your customer created or approved the payment. Payment release is the last part of the process on the customer side prior to that payment being completed by a financial institution or payment processor.
• Total: This is the total value of the payment.
• Actions: If there are any actions available relating to the payment, you can see them in this column. For example, if the payment is by digital check, there is a download button. If the payment is by virtual card, there is a button to view the virtual card.

Search by invoice

If you have a lot of payments, or if your payments tend to each have many associated invoices, it can be hard to find the payments relating to any one specific invoice. Rather than having to scroll through your Payments table, you can simply search by invoice. Go to te Search bar at the top right of your table and enter the invoice. This bring up the payment for that invoice.

Payment Status

The status of each payment shows you where that payment is within its overall lifecycle. Because the lifecycle of a payment varies by payment method, the same status for two different payments may not indicate the same thing. For example, if the payment method is Bank Transfer, the status Payment in Progress means that the payment may take 2-3 business days to arrive in your account. On the other hand, if the payment method is Virtual Card, the status Payment in Progress means that your customer has sent you a card and that your should check your email or access the card from the CSP to charge it and complete the payment.

PO Payments

Purchase Order payments are always made by virtual card. The Purchase Orders Payments table shows you the details of both the PO being paid and the virtual card used to pay it.

• PO Number: Click the PO number to drill into the details of the Purchase Order.
• PO Creation Date: This shows the date that your customer created the purchase order. It is not the date the purchase was made.
• Card Delivery Method: Virtual cards are delivered by email and through the CSP.
• Card Valid to: This is the expiry date of the virtual card. If the card expires before you have charged it completely, you will need to contact your customer to re-issue the card for the remaining balance.
• Total Charges: This shows how much has been charged on each virtual.
• Status: This is the status of the virtual card, not the status of the payment.
• PO Total: This shows the total of the PO. The card may be charged for up to the total value of the PO. Often a PO will have a tolerance built into the PO total to make room for potential price fluxuation or foreign exchange, if applicable. In this case, the card could be charged for more than the value of the PO.
• Actions: Because all PO payments are by virtual card, the only action available is accessing the virtual card. 

View Virtual Cards in the CSP

When a customer pays you by virtual card, you receive the card image, containing the card number, expiration date, and CVV. You can access the virtual card through the email you receive notifying you of the virtual card payment or you can access virtual cards through the CSP. This can be a more convenient option, since you can access all of your virtual cards in one place.

You can access a virtual card from a payment details page. Click View Card to access the complete card details. Once you authenticate, you can see all details needed to use the card.

You can also access the card directly from your Payments table. To do so, click the button in the Actions column, then authenticate by MFA when prompted. You then have access to the virtual card image.