Streamline Your Workflow with Coupa Invoices for Planning

Coupa invoices for Planning

hello today we are gonna go over in Koopa how to process some of the pending receipts specifically those that are going to require us to short pay the supplier so the important thing to remember here is we want to give the supplier enough time to process any credits that they might be entering into Koopa so from a trans transmission standpoint credits have to be transmitted into Koopa the same way invoices do either through the C XML or the EDI integration or the portal so it's important we allow our suppliers a little bit of time to be able to put credits into the system so we want to give our suppliers between seven and ten business days to be able to get those credits into the system once the credit is in the system it should offset any of those items that are pending receipt and the system will automatically take the credit and pay the invoice at the same time any time you see an invoice still in the system after more than that seven to ten day window we really want to take a look at it and think you know I really want to get this guy paid but they obviously haven't put the credit in so we need to maybe short pay this to get them paid and then they can put a credit in on their side and so they're not waiting to get paid to issue a small credit okay so today we're gonna look at a specific example this Cisco Lincoln invoice that's been in here since 10:23 um so that's the due date so it's actually been in here since 923 and so we're gonna open up this this invoice and we can see that there's a couple of price discrepancies but there's very small or very few line items as you can see there's no yellows and they're pending receipt so if I go all the way to the top of the line items I can actually select which ones are missing receipt so there's actually two that are missing receipt one of them is this cherry pie and the other one is this cookie dough so there's a there's a research method I can use to make sure it's just not an air on the receiving side so the fastest way for me to do that is actually to open this pio in another window and I'm actually gonna go find the receipt that the warehouse did at the time that this Pio was received and so once I open the PIO what's gonna happen is coop is actually gonna show me all of the different receipt lines on this Pio so when I scroll down into the items I can see received received I'm actually gonna click on one of those numbers it kind of doesn't matter because the system's gonna take you to view receipts and it's gonna filter to your Pio number which is really what we're after so I'm gonna get rid of that line detail and I'm gonna search so this is all the receipts that were done on this Pio number and I can see there was like there was one done on the 23rd the sixteenth was a few and then most of these were done on 923 which if I know anything about the items I know these particular items the cookie dough on the pie should have been received on the 23rd so I'm actually gonna click on the date and it's gonna take me into the to the like receipt detail information and I can see when the warehouse received this they do want me to short pay something and there's a shipping memo that explains what's going on so I'm going to open this document and I'm gonna look once it's downloaded to see exactly what items should be sure paid or were rejected so I can immediately note the cherry pie was missing and the cookie dough's are missing so like I know that I should not be paying for those right so there should be a credit somewhere in my future either on the Cisco side or because this is a ten thousand dollar invoice and I really don't want to hold it up for ninety dollars with a product I'm gonna ask ap to short pay this for us so how we do that is really important I'm gonna come back to the invoice itself and double check rate so on this I can see they received four but I was billed for five so that's the one that I need to short pay and I'm going to scroll up to the cherry pie to in voiced but I did receive one so all of that jives right one is missing one is missing so I know that we need to short pay those two lines so all you need to do is I'm gonna scroll down in the invoice document and I'm gonna go to comments so you can see there's a couple of comments here already but I'm just gonna clarify this for you guys the first thing we want to do is we want to type in sh t py this is a code that ap is gonna use to identify any short pace to make sure that they get taken care of and it's not kind of missed in all of the comments that are put on invoices so that's the first thing I'm gonna do this second thing is I'm either gonna give some details like hey you do need the short pay one on line 56 and one on line 55 however it looks like Jennifer already made some comments so I'm actually in this scenario I'm just gonna reply to her and say yes please make please short pay the pie and the cookie dough otherwise I would include some details just so they know I did the research and I did confirmed what should be short paid on what lines so in this case I'm gonna say Jennifer I'm knocking at agar so I don't want to tag individual people here I'm just gonna respond when they run the report at the AP office they're gonna see the tag of s T sh t py so I'm not gonna need to tag anyone individually because Jennifer might not be the person short paying this so I'm going to say hey Jennifer please short pay the PI and the cookie dough those were confirmed not received okay so pretty self-explanatory right I'm just gonna put a little note there make sure that you put those initials s HT py in capitals somewhere in preferably the front of your description and that way when ap is going through comments they can easily identify those that need to be short paid I am going to make sure I comment this to the supplier just so the supplier can see what's going on right I'm notifying the supplier hey I'm in a short pay these two items that way they can choose on their side to do some due diligence maybe issue that credit and get that out of the way okay so I'm gonna make sure I get that once I'm done that's all I have to do that is how we communicate to AP on short paying an invoice that we have not received a credit on