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Coupa invoices for Administration

hi this is just a quick video to show you how to invoice correctly one line from a multi-line purchase order so here we have our Cooper supplier portal landing page just a reminder this is a test called landing page although I have used a particular supplier that we have in service so here we look at the landing page we have the uh the profile tabs across the top here so home profile orders Etc what we're looking for is orders this is always the best route to start invoicing so I'll just do it again I'll click orders here and make sure that I've got orders selected here should be by default my customer make sure I've picked ganette a news Quest that's uh that's us ganette being our parent company in the US use Quest being our UK company then we have our list of purchase orders and you can see a number of test orders all the way down here that have been created the one I'm looking at at the moment I've just created this one it's got 12 lines on it one for every month so that's the PO number you would have received a notification in your inbox um showing that a new purchase order has arrived which should prompt you to log into the Cooper supplier portal and what we want to do as always is go to the create invoices which is the gold coins on the right here so I'm going to click that just take a moment to open and here we have our invoicing page so it's asking me to pick a remit to address which hopefully you will have already selected I'm going to have to very quickly create one here so I'm just going to add new test let's use that one region United Kingdom so if you're ever prompted to do this I'm quickly running through it now there we go continue a type of company in this case it's a cleaning company I'm going to leave the board of directors blank because it's not mandatory so you can continue I need to put in an address so you can see I've actually got a number of suppliers here that I want um to be able to see or other customer accounts I'm just going to leave these just make sure they're all ticked for the sake of argument just make sure you've got all ticked at the top there I need to quickly bang in an address so I'm just going to use this one because it's quick and easy and I want to use this one for my remit 2 and my ship to ship from address you can change these you can have alternates but I'm trying to do this as quickly as possible for you so I'm just going to leave those two tactics you need to put in our bat ID so I'm just going to put GB load of numbers um if you don't have a vat or GST number would be unusual for a company like a cleaning company not a vat number some of our contributors don't have v80 numbers they would tick this box and then they'd be able to type in not applicable so but I'm going to uncheck that and I'm just going to as I said I'm just gonna put in a random number hopefully it's the right number of digits to be able to put in for it to accept and I'm going to save and continue okay it's allowed me to do that okay keep the payment type as address because we store your bank details in this and another uh Finance system or Dynamics I'm going to save and continue verifying and bring it to address is correct I'm going to go next and we're done so I'm going to click that one it says do I want to add the remit to address to the invoice now and I'm going to say yes add no because I don't want to mess around any longer it's not the purpose of this training here we go so you can see it's already there and I'm going to click save there we go and we are back to our invoice page and if I scroll up you'll see that it's now populated invoice address reboot 2 and ship from address it's also putting up that ID just here you might have multiple bat IDs you could be able to select a different one if you've got more than one or more than one entity name we're going to leave it we want to keep that simple so invoice you now need to put in your own businesses unique invoicing uh number invoice number so I'm going to make something up but just so you know it should be your own invoice number in whatever format you normally create them we don't dictate this it's up to you but there is a character limit and I think it's 14 characters so try and stick within that we then need to attach the invoice that you're submitting now I don't have a an invoice ready to go I'm just going to take it needs to be in a PDF or a JPEG or a tiff file something like that obviously most of your invoices will be in PDF so all you need to do is attach a PDF um just because I haven't got one at the moment I'm going to attack attach a just something uh made up that I'm going to attack attach I keep saying attack attach a picture of Sid James there we go and I'm going to go down here this is the important bit so we're going to invoice we're trying to invoice for the month of let's say February okay so I go to January and I get rid of it I go to February and I leave it there then I get to March and I get rid of it and so on and so on so on all the way through okay carefully stopping when I've got only February left and that is the month that I'm invoicing February 300 pounds um and it has recalculated by look to it I'm just going to make sure it's correct I'm going to recalculate there absolutely correct vat is all good and I'm going to submit because it says gives you a little prompt just to make sure you're happy to do it I'm going to send the invoice and give it a moment to update there we go and it will take you back to the invoices tab even though for some reason it doesn't look like it's in the invoices tab but it is this is the invoices page well it's a click here invoices again you see a similar view and it says that's our test test invoice that we just created with the PO number and it says that it's approved okay and that is as simple as that