Submitting an Invoice via the PO email (known as SAN, or Flip method)

NOTE – Your supplier account will have one email address set up for receiving automated purchase orders. If you need more than one email address to receive the POs, we recommend you set up an Outlook email rule to auto forward it to the additional recipients.

 

Once you receive the PO email, you can submit your invoice for payment by utilising the template functions as displayed below.

 

 

 

To create the invoice, click the ‘Create Invoice’ button. This will take you into an e-invoice creation page.

 

Submitting the Invoice – 5 Step Process

  1. Enter invoice number exactly as per your TAX invoice (PDF Attachment) – this is the invoice number generated by your accounting system.
    • If the invoice number on the PDF per your accounting system is INV2345 enter it exactly the same i.e. INV2345.
    • If you input the e-invoice as 2345 or 2345a, it will be disputed or voided Do not put multiple invoice numbers in this field.
  2. Invoice date – Use the drop down, and select the date from the calendar
  3. Under ‘Image Scan’, attach the PDF copy of your tax invoice.
  4. ** Tick “Line Level Taxation” (far right – above the line items) Checking GST values per line if required:Once you have ticked line level taxation, Click on the drop down box for ‘Tax Description’ (far left of line item)
    • If the item is not GST free, then the ‘Tax Description’ field will default to “AU: GO – 10%” i.e. 10% GST for Gross Operating Expenditure items.
    • If the item is GST Free, select ‘ “AU: FO – 0%” for 0% tax rate.
    • If the item is not GST free and for capital expenditure (e.g. plant & equipment), then select “AU: GC – 10%” i.e. 10% GST for Gross Capital Expenditure

      • Validate or amend the quantity and price of the item/service per line that you are invoicing.Example: you have an order for a quantity of 1 x $1000 Exc GST – however the agreed cost was $1500 Exc GST:
        • Change the price from $1000 to $1500 Exc GST
        • Click on the calculate button before submitting the invoice, the Inc GST amount at the bottom of the E-Invoice must be the same as your attached PDF invoice.
        • The system will allow a 2 cent variance between the PDF invoice and the E-Invoice. If the variance is outside of the 2 cent tolerance the invoice will be disputed and returned to you to amend.
        • Disputed invoices can be viewed through your invoice list where they can be actioned using the edit button to the right of the invoice number. (looks like a little square movie clip icon).
      • To partially invoice an order:
        • Delete the PO lines for items/services that you are not delivering/charging for on this invoice by clicking the red x on the far right of the line item.
        • Click “Calculate” at the bottom right and ensure the invoiced value is the same as the attached PDF invoice.
        • When ready to generate the next invoice for a different line item on the same PO number, follow the same process.
        • ‘Do not’ create more than one invoice against the same PO at the same time.
  5. Add Freight to an Invoice
    If the purchase order does not include a freight line, please add the freight value to the unit rate of an existing line.Just below the image scan field, there is a supplier notes field. Add your comments regarding the freight charge here.

    Once the invoice has been successfully created:

    1. Click the submit button located at the bottom right.
    2. A pop up will appear, click on ‘Send Invoice’.
    3. Coupa will direct you to the Invoice List.
    4. Here you will see the invoice you submitted – the initial status will be ‘Pending Approval’ (may show as ‘processing” for a few minutes before changing to ‘Pending Approval’). It will remain in “Pending Approval” status as it goes through validation check / approvals.

 

Creating an Invoice for Multiple Purchase Orders

If your supplier tax invoice contains items or services associated with multiple Cleanaway Purchase Orders, you (the supplier) cannot submit this invoice through the Coupa Supplier Portal.

 

If this is a common occurrence there is a CSV invoicing option that can be explored. Request more information by emailing Coupahelp@cleanaway.com.au

 

Disputes

If there is a misalignment between the supplier generated tax invoice and the E-Invoice submitted in Coupa (normally occurs if the 5 step process is not followed), Cleanaway will dispute the Coupa invoice for you to resubmit.

 

NOTE – Supplier created invoices through Coupa can only be corrected by the supplier. Cleanaway cannot modify the data entered into Coupa by the Supplier.

 

Notifications to the supplier of a ‘Disputed’ invoice:

Disputes are communicated by notification email to the ‘User’ (providing reason for dispute). Any pending disputes can also be actioned from the ‘Invoice List’ at any time, if you have access to the CSP Portal (Refer Registration Page).

As a supplier you are required to correct the discrepancy and resubmit using the ‘Create Invoice’ button.

Please ensure you follow all the 5 steps as above for a correct invoice resubmission.

 

Contacts:

This email address is to be used ‘Only’ for training or Coupa System Issues.

For Support please email:

Coupahelp@cleanaway.com.au

 

If you have any Account related queries like confirm payment dates, overdue invoices, reconciliation issues, etc. Please contact the Accounts Payable Team at:

Email:  AccountsPayableCleanaway@cleanaway.com.au

Phone: 1300 182 753