View and Manage Payments

The Coupa Supplier Portal (CSP) allows you to see a complete overview of your payments from Coupa customers (buyers). 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 buyers. This allows you to see payments from that buyer.

Strategic Views for Invoice Payments and PO Payments

Coupa Advanced subscribers can use an All Customers view (strategic view) of all payment data across all buyers that pay through Coupa Pay. You see the strategic view of all your buyers' payment data in the table by selecting All (Offered by Advanced) in the Select Customer menu.

If you don't have the Advanced subscription, from the Payments screen you can use the buttons for Start Free Trial or Purchase Coupa Advanced to get access to the strategic view. For more information, see Coupa Advanced.

You also must have the Payments permission in the CSP to access the strategic view for payments. For more information, see Manage Users.

The strategic views for Invoice Payments and PO (Purchase Order) Payments show data for your payments in near-real time for all Coupa Pay buyers.  Advanced filtering is available for all fields shown in the tables, and you can search by Payment Number, Invoice Number, Payer, PO Number, and Status. You can also export filtered data from the table as a CSV file. For more information, see Export Payments Table in CSV or Excel Format.

Payment data may not be shown for some buyers due to their data privacy preferences, such as FedRAMP, HIPAA, or from legacy Coupa Core systems. The data in the strategic views is based on the current date and most recent payments data.

Invoice Payments Strategic View (All Customers)

The Invoice Payments table has two built-in views: Remittance by Payment # and Remittance by Invoice #. The Remittance by Payment # view opens by default.

You can use the advanced filter and search options from the All Customers strategic view. For payments with multiple invoices, click on the Invoice Numbers to open the Remittance by Invoice # screen to see all invoices associated with the payment.

For more information, see Invoice Payment (Single Customers).

PO Payments Strategic View (All Customers)

Purchase order (PO) payments are always made by virtual card. The PO Payments strategic view shows you the details of all POs across all your Coupa Pay buyers and the virtual cards used to pay them.

You can use the advanced filter and search options from the All Customers strategic view.

For more information, see PO Payment (Single Customers).

Invoice Payments (Single Customer)

The chosen view (Remittance by Payment # or Remittance by Invoice #) determines the sorting method in the far left column, and payments are sorted in either ascending or descending order.

• Payment Number: Click the payment number to drill into the details of the payment.
• Invoice Number: 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. 
  
  
  Note

  Advanced subscribers can view all invoices associated with a payment in the strategic view for Remittance by Invoice #. For more information, see Strategic Views for Invoice Payments and PO Payments.

• Status: This shows the same payment status as your buyer 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 buyer released the payment. It is not to be confused with the date your buyer created or approved the payment. Payment release is the last part of the process on the buyer's side prior to that payment being completed by a financial institution or payment processor.
• Total: This is the total value of the payment.
• Actions (for single buyers): 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 multiple payments for a single buyer 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 the Search bar at the top right of your table and enter the invoice number. This brings up the payment for that invoice.

For payments with multiple invoices, Advanced subscribers can also drill into the Invoice Number from the All Customers strategic view. This shows you all invoices associated with the payment from the Remittance by Invoice # screen. For more information, see Strategic Views for Invoice Payments and PO Payments.

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 buyer 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 (Single Customer)

Purchase order (PO) 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 buyer 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 expiration date of the virtual card. If the card expires before you have charged it completely, you will need to contact your buyer to re-issue the card for the remaining balance.
• Total Charged: This shows how much has been charged on each virtual.
• Card 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 fluctuation 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. 

Export Payments Table in CSV or Excel Format

If you have the Coupa Advanced subscription, from the All Customers strategic view you can export all your buyers' payment data from the Payments table. Use the ellipsis button  next to the Search field to select the option Export as CSV Plain Text (Current columns).

If you use Select customer for a single buyer, you can click the Export button at the top left of the table to open a dropdown menu with the following options:

• CSV plain (current columns)
• CSV for Excel (current columns)
• Excel (current columns)

You can export up to 10,000 rows.

View Virtual Cards in the CSP

When a buyer 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.