Restricted - External August 2021 Invoice Lifecycle New Supplier On-Boarding Process (Please contact [email protected]as first point of contact. Or, liaise with your Barclays business contact for more details.) (For new suppliers only) Receive Purchase Order/Contact Code from your Barclays business contact Provide goods/services For Coupa invoicing options for all go live Entity ”Send a valid invoice/credit note via the following channels: - CSP - IPS * - See overleaf for the relevant instructions for each Barclays entity Invoice processed and paid by Procurement Operations directly into your bank account Receive remittance advice via email (For existing suppliers) Introduction This document applies to suppliers of goods or services to the Barclays legal entities listed in this document. All suppliers must have a valid Barclays Vendor ID before invoicing Barclays. To receive this, please contact your Barclays business contact. 1. Invoicing Prerequisite Barclays has simplified PO & Invoicing experience for our suppliers. Effective Apr’2018*, Coupa is the new invoice processing solution providing self serve options to our suppliers. Please ensure that all your invoices and credit must comply with Barclays invoicing requirements to enable timely payment. 2. Benefits of Coupa The user friendly interface of Coupa enables you with self serve options for all invoicing requirement. Coupa brings many other benefits for our suppliers as below: • Electronic responses, automatic record keeping • Self-service requests to update info • In-system invoice management • One-click PO to invoice flip functionality • Integration into ERP systems 3. Enrolling to Coupa You may login to Coupa Supplier Portal (CSP) via https:// supplier.coupahost.com/sessions/ and also use attached guide (click the attachment icon available in the left hand corner for user guide 4. Submission methods within Coupa Coupa is now the primary method of sending invoices for all Barclays entities; wherever applicable. As a supplier, you should transact all invoices via the below methods : a) Coupa Supplier Portal (CSP) b) Supplier Actionable notifications (SANs) wherever possible. c) cXML (If you are unable to send invoices via the CSP and has previous experience of cXML, Barclays can enable this functionality) Please contact the Barclays Procurement team if you already have this capability and would like us to enable cXML functionality in Coupa. Alternatively, if you are unable to utilize any of the aforementioned invoicing methods, please contact [email protected]6. Payment method Barclays preferred payment method is Electronic Fund Transfer (EFT). With EFT, payments can be electronically deposited utilizing Automated Clearing House (ACH) or other electronic payment types. Payment is transferred into the designated bank account. 7. Contact details In case of queries, Please email [email protected]. We will endeavor to respond to all inquiries within two business days of receipt. Updated as of 06 th August22021 *IPS submission method is applicable for non-standardized invoicing entities ONLY . To be used as an exception only if approved by Barclays Procurement team Region Coupa go- live date Hamburg 09-Aug-21 Ireland 13-Jul-20 France 16-Mar-20 Frankfurt 20-Jan-20 UAE & Qatar 25-Nov-19 Barclaycard US (BCUS) 01-Jul-19 Hong Kong / Israel / Switzerland / Spain 20-May-19 India/SG 03-Dec-18 US 03-Sep-18 UK 16-Apr-18
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
respond to all inquiries within two business days of receipt.
Updated as of 06th August22021
*IPS submission method is applicable for non-standardized invoicing entities ONLY . To be used as an exception only if approved by Barclays Procurement team
Region Coupa go- live date
Hamburg 09-Aug-21
Ireland 13-Jul-20
France 16-Mar-20
Frankfurt 20-Jan-20
UAE & Qatar 25-Nov-19
Barclaycard US (BCUS) 01-Jul-19
Hong Kong / Israel / Switzerland / Spain 20-May-19
Using the Coupa Supplier Portal to upload invoice v1 24/02/2020
How to use the Coupa Supplier Portal (CSP)
2 | How to use the Coupa Supplier Portal (CSP) | 17/03/2020 |
Restricted - External
Purpose: The purpose of this document is to show Barclays suppliers how to get started with the Coupa Supplier Portal (CSP) and use it to manage orders and submit invoices on an ongoing basis.
Audience: Barclays Suppliers
Registration and Logging in First Time
You will receive an invitation email from Barlcays to validate your information and create an account on the CSP.
Check your spam folder if you do not receive an invitation. Once you click on the confirm request link in the email, you will be directed to the account creation page where your information will be validated and you will need to set a password for your account. Tick the checkbox for “I accept the Privacy Policy and Terms of Use” before clicking Submit.
Once you click Submit, you will be directed to the CSP home page where you can log in to your account using the credentials entered on the account creation page.
Please note – the inidividual using the email address to login to CSP will be treated as Admin and will have the authority to add users, manage their access rights and manage notifications.
Managing your Company Information
It is important that your company profile is updated once you log in to the CSP for the first time and set up key information such as Company and e-invoicing details as soon as possible. Company profile can be edited/accessed from the home page under Improve your Profile > Edit Profile, OR by clicking on the Edit Profile button under the Profile tab.
Click on button and enter the information about your company.
How to use the Coupa Supplier Portal (CSP)
3 | How to use the Coupa Supplier Portal (CSP) | 17/03/2020 |
Restricted - External
And click on the Add Legal Entity button
Add in the coutry of your business anc click Continue
Step 1: Miscellaneous Information, complete the mandatory fields indicated by a red asterisk (*). Click Save & Continue when complete.
Step 2: Tell your customers about your organization, complete the mandatory fields indicated by a red asterisk (*). This includes the address sessions…
…The Tax ID and Miscellaneous section…
…the Banking Information and the Assign Customers information. Click Save & Continue when complete.
Step 3: Where do you want to receive payment? Enables you to manage legal entity information. It is not possible to amend details already set up but you are able to add additional remit-to/ship-from to the same legal entity. If the legal entity details have changed, then you will need to deactivate the legal entity and create a new one. Click Next when complete.
How to use the Coupa Supplier Portal (CSP)
4 | How to use the Coupa Supplier Portal (CSP) | 17/03/2020 |
Restricted - External
Step 4: Where do you ship goods from? Enables you to manage shipping information. If the legal entity details have changed, you will need to Deactivate Legal Entity and create a new one otherwise, click Done.
The setup is now complete and from the final page you can Go to Orders, Go to Invoices or Return to Admin.
You are able to go into the Admin pages at any time to manage the information that has just been added.
Managing Purchase Orders (POs) In order to view POs, click on the Orders tab from the top menu of the CSP home page.
This will display the list of available Purchase Orders with their status.
If you have other customers in addition to Barclays using Coupa, you will need to select the customer you want to see purchase orders from by using the Select Customers dropdown.
To flag to Barclays that you have received a PO, you should use the Acknowledge functionality located from within the PO.
To open the PO, just click on the PO number.
Once in the PO, you can check the Acknowledged check box as shown above and click the Save button.
How to use the Coupa Supplier Portal (CSP)
5 | How to use the Coupa Supplier Portal (CSP) | 17/03/2020 |
Restricted - External
Once the PO is saved, you will be returned to the PO list where the PO just acknowledged will now show the current date under the Acknowledged At column. Creating an Invoice
All invoices must be created from an existing PO which is done by selecting the PO number and opening it up or by selecting the Gold Coin icon under Actions in line with the corresponding PO number.
If you clicked on the PO number then the Create Invoice button appears at the bottom of the screen.
Enter the Legal entity, Remit-To and Ship from Address if you have more than one.
The Create Invoice page will show various fields. Some fields have already been pre-populated with information taken from the PO but others will need to be manually added. There are also mandatory fields (shown with a red asterisk) which are required fields.
Enter the Invoice # Do not enter special characters in the invoice #
Enter the amount to invoice including the VAT/Tax rate.
How to use the Coupa Supplier Portal (CSP)
6 | How to use the Coupa Supplier Portal (CSP) | 17/03/2020 |
Restricted - External
Note: If your PO has multiple lines and you are not invoicing against all of the lines, then delete the line which are not to be invoiced by clicking on the Do not enter a zero in a line which is not to be invoiced. Once complete then scroll down and
Note the following message relating to not attaching another invoice document.
Key reminders when submitting Invoices You can also add comments in the Supplier Note
for Barclays. Before submitting the invoice, you can cancel or delete it. You can only delete draft invoices.
If you want to make changes to the invoices after submitting it, then you need to contact Barclays directly. The only option for suppliers is the click
on cancel invoice which will send a credit note to Barclays so that we can re-invoice or adjust (which is to send a partial credit note).
Invoice numbers must be unique. If you are resubmitting an invoice add a suffix e.g. ‘a’ or ‘b’ etc.
Do not use special characters i.e. ~%!? Invoices can only be created against an existing
PO. You will need to detail Legal Entity/Remit To
addresses before submitting an invoice.
If you have more than one bank account where you may need to get paid, you will need to create a different legal entity record for each of them. You should make them unique by adding a code in the Miscellaneous section when you Add a Legal Entity under the Admin tab of the CSP (See Step 2 - Managing your Company Information above).
It should follow this format: XXXX-YYYY, where XXXX are the last 4 digits of your Bank BIC/SWIFT code, and YYYY is the last 4 digits of your bank account.
Creating a Credit Note Credit Notes should only be submitted against POs. This can be performed from the PO list by selecting the Red Coins icon under Actions. You will need to manually indicate the invoice number to which the credit refers to.
How to use the Coupa Supplier Portal (CSP)
7 | How to use the Coupa Supplier Portal (CSP) | 17/03/2020 |
Restricted - External
Select the Legal Entity, Remit-To and Ship From Address from the drop down list and then click Save.
The Credit Note window will open showing a series of fields. Those fields that have automatically been populated should be checked to ensure the correct information is included. There are some fields that do require manual input. Credit Note# should be a reference that you as the supplier should provide.
If the Credit Note is in reference to a specific Invoice then enter the number in the Original Invoice # field. Do Not use special characters in the Credit Note # Enter the Credit Reason.
Scroll down to the ‘Lines’ section at the bottom of the form. *Note: It’s important to credit against the correct item line. Enter the value of the credit in the Price field.
Note: In case of foreign vendor, if system asks for exchange rate please put the correct exchange rate( (PO currency to Country currency exchange rate) Scroll down to the Taxes field and enter a valid VAT/Tax rate (check back on the invoice if unsure). The VAT Amount should update automatically. You can also enter a Tax reference if you want to.
Scroll down to the Totals & Taxes section and click on the Calculate button. All figures should adjust accordingly. Note: If the Credit note relates to a single line (and not multiple), delete the other lines by clicking on the
next to them. Click the Submit button.
How to use the Coupa Supplier Portal (CSP)
8 | How to use the Coupa Supplier Portal (CSP) | 17/03/2020 |
Restricted - External
A separate window will appear asking ‘Are You Ready to Send?’. You can choose to Continue Editing or Send Credit Note.
You will be returned to the Invoices window where you will see a Green Flag appear at the top of the page. This will show the Credit Note code and the Credit Note number that was entered by you.
In the Invoices window you will be able to locate the Credit Note you have just created. You can click on the Credit Note number which you will now see under the Invoice# column and which is a hyperlink to open up the Credit Note.
Once opened, you can scroll down to the ‘Legal Credit Note’ field where you will be able to click on the download hyperlink.
This will open up the VAT Credit Note in pdf format.
Supplier FAQs & Quick Reference
9 | How to use the Coupa Supplier Portal (CSP) | 17/03/2020 |
Restricted - External
Acronyms used in this document
CSP Coupa Supplier Portal
PO Purchase Order
IPS (Legacy Barclays) Invoice Processing System
AP Accounts Payable
SAN Supplier Actionable Notification
General FAQs What are the different ways of sending Invoices to
Barclays? Coupa will be the primary method of processing invoices to the Barclays UK entities already made available on the system and suppliers should transact all invoices via the CSP or SAN wherever possible. If a supplier is unable to send invoices via CSP and has previous experience of cXML, then they can be enabled for cXML integration. To implement cXML integration in Coupa, suppliers need to contact Barclays.
How do I see Barclays purchase orders?
You will receive orders via email and also to the CSP. In the CSP, click on the menu icon and select Orders. If you are connected to more than one Client on CSP, then select Barclays name from the Select Customer dropdown menu.
Where can I find payment information?
In the CSP, click on the menu icon and select Invoices. Payment status will be on the invoice above the line item description. This will show you the payment dates and reference number.
Are there any suppliers exempt from this process?
No supplier is exempt from the process regardless of the physical supplier location.
Who should suppliers contact if they have more questions? Please contact the Barclays Supplier Enablement Team at [email protected]. This team is ready to assist suppliers with questions regarding purchasing practices, catalogues, submitting invoices etc. as well as providing support for any cXML
I have emailed Barclays with my new bank details. If your bank details require amendment then please contact Barclays with documentation to support this request. Once Barclays has confirmed the change to banking details, ensure you have amended them in the Admin area of the CSP also.
Coupa Supplier Portal (CSP) Set-up FAQs
How do I join CSP? You will receive an invitation email from Barclays containing a link to register for the CSP. Once you click on the link, you will be directed to the Account Set-up page where you will have to fill the basic information for your CSP account for validation and then set up a password. When logging in for the first time on CSP, you will need to use the email address and password as credentials, which were entered on the account set-up page. If you do not receive an invitation email from Barclays, then please check your spam folder. Please contact Barclays if you still do not have access.
How do I add/manage users under my Coupa
account? The email address of the person invited to register for the CSP will be the Admin for your account. This person will be able to add new users (new users can be merged using email address). New users will manage their own access rights. New users can be added to process invoices, view orders, view payment statuses etc.
We are already using Coupa for another customer.
Do we need to have different accounts per customer? Once you create an account with Barclays through the invitation email, you can simply merge your accounts. You can do this by clicking ‘Merge Accounts’ on the CSP homepage and following the instructions.
Will there be a cost for using Coupa?
No, there will not be any cost to suppliers for using any of the Coupa features.
Do I need to sign/accept any Coupa T&Cs?
Yes, all suppliers will need to accept the terms and conditions before they can submit an invoice via the CSP.
What mandatory information do I need to set up in
CSP? In order to create e-invoices, you will need to add/maintain legal entity information. This can be found on the Admin page of your account. You can add/maintain your Remit To address information so that customers will be aware of the location where invoices need to be paid. You also need to add/maintain invoice from addresses so that this information can be used while creating/flipping an invoice. You cannot submit an invoice until this data is completed.
What happens if I have multiple partner banks
where I need to be paid on?
Supplier FAQs & Quick Reference
10 | How to use the Coupa Supplier Portal (CSP) | 17/03/2020 |
Restricted - External
In the rare situation that you are one legal entity but have multiple bank accounts and need to specify which account Barclays needs to pay, you can set this up in the CSP. Barclays will need to assign you a specific code so please contact us if this is applicable to you and we can assist in the set-up of this in CSP and provide you with the code.
General PO and Invoice FAQs Will historic PO and invoices be put onto Coupa?
No, only new POs and Invoices for POs raised in Coupa will be on the Coupa system. Existing orders from Barclays can continue to be invoiced via the current process, but all new Coupa orders should be invoiced through one of the Coupa methods.
Can I part invoice a PO?
Yes, you can submit an invoice for a value or quantity as long as the amount is within the PO value. You can invoice multiple times against the same PO up to the total value. If the PO has multiple lines, then delete the lines that are not being invoiced. Do not enter a zero.
What happens when an invoice is rejected?
If an invoice is rejected, then suppliers will receive a notification from Barclays stating the reason of rejection. The End User has been trained that they must correspond with the Supplier to resolve the issue. You may wish to contact the named person on the PO. Note* A new invoice will need to be uploaded with a new invoice number as the same invoice number will be detected as a duplicate. You can use a, b as a suffix.
Can POs with quantity as 1 be invoiced several
times? No, POs with a quantity of 1 will be treated as goods and should not be invoiced several times. Services should not have any quantity on the PO and can be invoiced several times.
We currently upload files to IPS, how will that
change for Coupa? Can we attach cost allocation files? The cost allocation file (CAF) cannot be attached by the supplier at the time of creating the invoice, it is only attached by the Business in Coupa when the invoice integrates. However, an attachment option is available to the supplier for any other backing documents.
How do I make changes to the invoice after submitting it?
To make changes to an invoice you need to contact Barclays directly – IMT cannot make changes to the invoices submitted by CSP. Fields like amount and tax are greyed out.
Can we edit the invoice date? No, the invoice date cannot be changed. It is defaulted to the invoice creation date – CSP allows the user to amend/backdate the invoice date and the invoice interfaces from CSP to Coupa with the same date.
What is the best possible way to upload high volume of invoices? For high volume invoices, it is advised to use cXML integration. If you are a high volume supplier, then contact Barclays in order to set up cXML integration.
Can we edit the invoice date? No, the invoice date cannot be changed. It is defaulted to the invoice creation date.
Can we keep a copy of the invoice? If you are using CSP or SAN to create an invoice, then Coupa will generate a pdf invoice. You can download this pdf invoice. All invoices will also be stored on Coupa for you to access at any time.
How do I submit a credit note? On the CSP, you can only invoice against the existing PO. In SAN, you cannot raise any credit notes. If you need to raise one, you will need to do it through the CSP.