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Coupa invoices for IT

purchase order from vf nowadays january from cooper system and cooper will send an email notification to primary content about a new purchase order you will receive a purchase order in your mailbox like this so in this video i have two purchase order prepare if you click on the email you will see the bread the purchase order from which vf company and the purchase order number you can see a high level summary the content the contact information as well if you just scroll down to the email body down to the bottom you will see the purchase order format in here in the purchase order email you can also create an invoice by clicking this button so that it will guide you to a separate website where you can prepare your invoice information it is not necessary for you to login to csp to prepare the invoice you can simply finalize your invoice in this page so you can type in the invoice number generate from your company system for example is this and then the invoice date although here's have a currency selection we recommend you keep it as is because the currency is from the po very importantly attach your invoice format is soft copy in image scan so you can browse and then select the invoice for example this is my invoice and then click it open you can also add any attachment that would be helpful for the invoice maybe some supporting document in attachment by clicking file browse and then find more um supporting documents so once the attachment is done you can always review the remit to address again you may have multiple bank banking information so select the one which is appropriate to use click on choose if you do have any further payment reference you can type in done here now every time you click on create invoice from the purchase order email it will show you all the line item from the purchase order you may want to build vf everything at once or you probably just have to do it lie by line so for the first one let's see the line is for down payment the second one is for the second payment as per agreed in contract or agreement and the third line is the third payment and the fourth one is the fourth payment say today you just have to pay a bill as for the down payment invoice please take away the line you don't meant to build us just cross click on the cross icon leave the line that is appropriate on our po we say the down payment is 5 000 if it is not um the accurate amount you meant to build us you can change the price okay maybe you say okay the down payment actually is only 48 000 for the 800 and make sure the price here we only refer to the net cost it doesn't include any miscellaneous calls or tests you should if you need to add any tests please click on this uh chat box line level testation and then select the appropriate test you want to need to charge for this invoice so once you click on that it will uh click on the test code it will have the test rate and the test amount if you do have any additional courses you can leverage this additional box to type in say the shipping is 30 handling fee maybe additional 500 and so if you do have additional courses once you input them you can click on calculate so that you will see on for this invoice it is againsting the po line 1 and now the total cost will be five thousand six hundred sixty six dollar if this is everything you need you can click on submit down here we have a common box if you do have any additional information you can uh or any comment you can type it in down here it will send to our accounting team to follow up if you click on submit it will ask you are you sure that the invoice is correct because once you send invoice you cannot do any editing click on send invoice now in bf accounting team will receive your account your invoice immediately and the status is showing that we are processing you can also log into csp to manage your order and invoice for example the second user log into csp and then he or she can go to orders again if you do have more customer using cooper you can select customer done in this job done or you can just click on orders and then it will show all the purchase order issue from bf i have two testing orders here and i already built one from this order and i'm going to do the second order and issue an invoice so by clicking purchase order if you click in the pure number you will see all the line item details shipping information [Music] and the line item details sometimes we have may staff may attach any additional document so you can also find it down here on the light item if you're ready you can get into the purchase order click on create invoice also in the order page you will see action have two cons of icon one is a yellow column one is the red cone the yellow coin is to click to create an invoice and the record is clicked to create a credit note the process is the same once you click into the uh the coin it takes you to the create invoice page once again you type in the invoice number you're going to attach the invoice format from your generate from your company if you do additional if you do have additional document you can add file double check you'll remit to and your vat or any task information select the appropriate line item you ready to view vf for example this is the second invoice i'm going to charge for the down payment as well and it does have a lot of testation charge select the appropriate test code and so any additional charge need to be input feel free to do that if not click on calculate to have the new total including the test amount uh comment box if you do have any additional uh information want to share with bf accounting team please do so otherwise click on submit system again will ask you are you sure everything is ready because when it is sent you cannot make any change if so click on send invoice you create second invoice to the app and the beauty part is that we have already received this invoice in our system our accounting team can process that immediately if you wish to check the invoice status or the payment status what you can do is get into the invoice tab and down here you'll see all the invoices click into the invoice so you can see the status pending approval from vfci we are processing it say the status is approved and then you're just pending for the payment ing to a payment term 60 days from the invoice date if it is already due and then you can go down and see the payment session open it up it will show you the payment status if you see externally paid and then it will also show the payment details it means we have already paid this invoice from online banking system