Creating Invoices & Credit Notes

Via Email

To begin creating an invoice, click on the blue Create Invoice button.

Notes:

• Acknowledge PO simply notifies the WEX contact that you have come in contact/received the Purchase Order.
• You will be asked to register for E-invoicing and create a Remit-To if you have not already.

Via Log In

1. Go to the Coupa Supplier Portal (CSP) and Login.
2. Click on the Orders tab to view Purchase Orders (PO).
3. Find the PO you need to invoice against and click on the stack of gold coins to the right OR click into the PO.
4. The Create Invoice page will appear.
5. All fields marked with the red * are required.
6. Attach the PDF Invoice.

Notes:

• If there are multiple invoices for a purchase order, they must be submitted separately.

General Info and Form Fields

All fields marked with the red * are required.

Attach the PDF Invoice.

Notes:

• The Invoice number in Coupa must be less than 30 characters and must be unique and match the invoice number in your PDF attachment.
• If a box exchange rate appears, enter today’s exchange rate.
• If the Invoice From Address, Remit-To Address, or Ship From Address do not appear, click the magnifying glass to select the respective addresses.
• If there are multiple invoices for a purchase order, they must be submitted separately.
• For invoice transactions to process smoothly, your invoice should match the PO Line Description and be less than or equal to the PO Line value. If this is not the case, a change order may be required.

Edit Purchase Order Lines

If you need to delete a purchase order line or you are invoicing against a purchase order with multiple lines, please click on the red X next to the line you are not using (next to the line total amount).

Example: A purchase order was created for the entire year by months and you are invoicing only for March, you will have to delete the other 11 lines to submit the invoice correctly.

Input a Tax Description

Next you will adjust the PRICE to reflect the desired billing amount.

Notes:

• If there is no code to apply please input 0%.
• Tax Description (Misc) will cause an error, do not enter this.

Click SUBMIT once complete.

Credit Memos

Go to the Invoices Tab, click the “Create Credit Note” button and a screen will appear giving option to “Resolve issue for invoice number” with a dropdown of all applicable invoices.

Once you have selected the invoice to apply the credit note to, you will need to select if the credit memo is for the full amount or partial amount of the invoice.

Coupa will redirect you to the Credit Notes page where you will need to enter the Credit Note number. If you have a PDF credit note, please attach it to the credit note.

Click submit, confirm the information, then click Send.