invoice lifecycle 3. enrolling to coupa · 2020. 7. 26. · rajiv gandhi infotech park, midc,...

Restricted - External

July 2020

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 17th July 2020

*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

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

Rest of the regions/entities to be on - boarded onto Coupa by end of

2020 in phased manner

mailto:[email protected]

https://supplier.coupahost.com/

https://supplier.coupahost.com/sessions/





List of the Barclays legal entities supported by Procurement Operations

Barclays Service Company legal entities in United Kingdom [COUPA

Entities]

(VAT Regn No. GB 243 8522 62)

Barclays Legal Entity Billing

NameInvoice Submission

Barclays Execution Services

Limited (3761)

CSP URL:


C/O Procurement Operations

PO Box 8208

Unit 4A Woodley Park Estate,

Reading Road,

Reading, RG6 9QY,

United Kingdom

Barclays legal entity in Middle East [COUPA Entities]

Barclays Bank PLC, Israel Branch (6268)


21 Ha’arba’a Street

64739 Tel Aviv Israel

Barclays Bank Plc DIFC Br (5501) C/o Procurement Operations

Dubai International Financial Centre

The Gate Village, Building 4, Level 4,

Dubai, 506504


Dubai World Trade Centre

The Office 3, One Central, Office 109,

Level1, Dubai 1891


Qatar Financial Centre

Burj Doh, Level 21, West Bay Doha, 27110

CSP URL:


Barclays Bank Plc UAE (8194)

Barclays Bank Plc, QFC Br [Qatar] (5502)

Barclays legal entity in Africa[AIP Entities]

National Bank of Commerce, Tanzania

(5409)

Sokoine Drive / Azikwe Street

PO Box 1863

Dar Es Salaam, Tanzania

Barclays Bank of Tanzania (5410)

Barclays House

Ground Floor, Ohio Street

PO Box 5137

Dar Es Salaam, TanzaniaBarclays legal entities in Canada [COUPA Entities]

Barclays Legal Entity Billing Name Invoice Submission

Barclays Capital Canada Inc. (2905)CSP URL:


Barclays Corporation Limited (2767)C/O Procurement Operations

333 Bay Street, Suite 4910,

Box 9, Toronto, ON, M5H 2R2

CanadaBarclays Bank PLC, Canada Branch

(6768)

Barclays legal entities in Channel Island – Jersey/Guernsey [COUPA

Entities]


Barclays Bank Plc, Jersey Branch

(9623)

CSP URL:



PO Box 8208


Reading Road,

Reading, RG6 9QY,

United Kingdom

Barclays Bank Plc, Guernsey Branch

(9624)

Barclays International legal entities in United Kingdom [COUPA

Entities]


Barclays Bank PLC (4952)


CSP URL:

https://supplier.coupahost.com/C

/O Procurement Operations

PO Box 8208


Reading Road,

Reading, RG6 9QY,

United Kingdom

Barclays Bank PLC, IOM Branch (9708)


Solution Personal Finance Ltd (C561)

Clydesdale Financial Services Ltd (8125)

Barclays Mercantile Business Ltd (8135]

Barclays UK legal entities [COUPA Entities]

(VAT Regn No. GB 243 8522 62)


Barclays Bank UK PLC (8192)CSP URL:


Barclays Insurance Services Company

(BISCO) (8216)C/O Procurement Operations

PO Box 8208


Reading Road,

Reading, RG6 9QY,

United Kingdom

Woolwich Survey Services Ltd (C860)

First Plus Financial Group Plc (8220)

Note: If you are invoicing a Barclays legal entity not listed

above, please reconfirm the postal address with your Business

contact.

For entities supported by Coupa/IPS, it is mandatory to use

this channel. Hard copy invoices need not be sent.

Barclays legal entities in United States [COUPA Entities]



CSP URL:

US RE Holdings No. 1 Ltd (2554) https://supplier.coupahost.com/

US RE Holdings No. 3 Ltd (4945)

US RE Holdings No. 2 Ltd (4946)


PO Box 2614

Secaucus, NJ 07096

Barclays US LLP (2609)

BTCL Conduit (2678)

Protium REO I LP (2703)

Archstone Equity Holdings Inc. (2741)

Barclays US Inc (2753)

Barclays Insurance US Inc (2754)

Barclays Services Corp (2755)

Barclays US GPF Inc. (2757)

Barclays BWA, Inc. (2759)

Gracechurch Services Corporation (2760)

Barclays Capital Inc (2764)

HYMF Inc (2770)

Barclays Oversght Mgt Inc (2783)

Bclys Elec Comm Hldgs Inc (2789)

Barclays Capital Real Estate Finance Inc

(2813)

Barclays Capital Real Estate Inc (2814)

Barclays Capital Real Estate Holdings Inc

(2818)

Barclays Capital Energy (2820)

Barclays Capital Commodities Corporation

(2821)

Sheffield Receivables Cor (2826)

Sussex Purchasing Corp (2827)

Surrey Funding Corp (2828)

Sutton Funding LLC (2846)

Equifirst Corporation (2874)

BTXS (2895)

Compañía Sudamerica S.A. (2904)

BCI CME Clearing (2952)

Miami Branch (6752)

US Risk Finance (6754)

Los Angeles Branch (6767)

BCI Puerto Rico (6785)

Cayman Branch (6786)

Barclays holding company in United Kingdom [COUPA Entity]

Barclays Legal Entity Billing

NameInvoice Submission

CSP URL:


Barclays PLC – BPLC (7893)


PO Box 8208


Reading Road,

Reading, RG6 9QY,

United Kingdom

Barclays legal entities in United Kingdom [COUPA Entities]


Barclays Asset Management Limited

(8215)

CSP URL:


Barclays Investment Solutions Limited

(8127) C/O Procurement Operations

1 Churchill Place

Canary Wharf

London

E14 5HP

Barclays legal entity in Europe [COUPA Entities]


Barclays Switzerland Services SA

(2332)


18-20 Chemin de Grange

Canal

1211 Geneva 3

Barclays Bank (Suisse) SA (9705)


18-20 Chemin de Grange

Canal PO Box 3941

1211 Geneva 3

Barclays Bank PLC Spain (2328)

Plaza de Colon 1

28046, Madrid

Spain

CSP URL:




Barclays legal entities in Asia [COUPA Entities]


Barclays Bank PLC, Singapore Branch (5280)CSP URL:


GST Registration No: M200069315


10 Marina Boulevard, #24-01

Marina Bay Financial Centre Tower 2

Singapore 018983

Barclays Execution Services Limited Singapore Branch (1321)

GST Registration No: F00007088D

Barclays Capital Futures Singapore Pte Ltd. (1266)

GST Registration No: M201095999

Barclays Group Operations Limited, Singapore Branch (4223)

GST Registration No: F00007196H

Barclays Capital Asia Ltd (1254)

CSP URL:



41/F Cheung Kong Center

2 Queen’s Road Central,

Hong Kong

Other Barclays legal entities in Asia [Manual Entities]


Barclays Bank PLC, Shanghai Branch (5298)


Suite 3101 3102B, Azia Centre

1233 Lujiazui Ring Road,

Pudong,

Shanghai 200120,

People’s Republic of China

Barclays Wealth Services Limited (9732)


31st floor, Roppongi Hills

Mori Tower, 6-10-1 Roppongi,

Minato-ku, Tokyo 106-6131

Japan

Barclays Securities Japan Ltd (1263)

Barclays Services (Japan) Ltd (1265/1312)

Barclays Funds and Advisory Japan Limited (1350)

Barclays Bank PLC, Tokyo Branch (5279)

Barclays Bank PLC, Seoul Branch (5283)


23rd Floor, Ferrum Tower

Building, 19 Eulji-ro 5-gil,

Jung-gu, Seoul 100-210,

Korea

Barclays Bank PLC, Taipei Branch (5277)


R3701 L37 Taiwan 101 Tower No 7 Sec.5 Xin-Yi Road, Taipei

110, Taiwan

R3720 L37 Taiwan 101 Tower No 7 Sec.5 Xin-Yi Road, Taipei

110, Taiwan

Barclays Bank PLC, Hong Kong Branch (5284)


41/F Cheung Kong Center

2 Queen’s Road Central,

Hong Kong

Barclays legal entities in India

Barclays Legal Entity Billing Name GSTIN Number State Invoice Submission COUPA

Barclays Global Service Centre Private Limited

(1203)27AADCB1173D1Z4

Maharashtra

(SEZ Unit)


Block Q1 & Q4, Quadron Business Park Pvt. Ltd., Plot No. 28,

Rajiv Gandhi Infotech Park, MIDC, Hinjewadi Phase II,

Pune - 411057

India

COUPAC/O Procurement Operations

Ground to 7th Floor, Cluster A, Wing 3, 3rd to 5th Floor,

Cluster A, Wing 4, Office No. 3 & 4, Cluster D, Wing 4, Eon

Free Zone, MIDC Knowledge Park, Kharadi,

Pune - 411014

India

Barclays Global Service Centre Private Limited

(1203)

27AADCB1173D2Z3Maharashtra

(STPI Unit)


Level 11 - 15, Block B-6, Nirlon Knowledge Park, Off. Western

Express Highway, Goregaon (East),

Mumbai - 400063

India

4th Floor, Spectra Hiranandani Gardens

Powai,

Mumbai - 400076

India

Building No. 3, Survey no. 144/145, C.T.S No. 2468 and

2469(part), Yerwada, Samarth Ashok Path, Off Airport

Road, Pune - 411006

India

COUPA33AADCB1173D2ZATamil Nadu

(SEZ Unit)


5th, 6th & 8th Floor, Block 9A & 9B, DLF IT Park, 1/124, Shivaji

garden, Moonlight Chennai – 600089

India

Stop, Tamil Nadu,

09AADCB1173D1Z2Uttar Pradesh

(STPI Unit)

Noida 3


2nd, 4th to 10th Floor, Unitech Infospace Park, Building no.1,

Plot no. 2, Block B, Sector 62, Uttar Pradesh, Noida – 201307

India

Noida 3 .1

11th and 12th Floor, Unitech Infospace Park, Building no.2,

Plot no. 2, Block B, Sector 62, Uttar Pradesh, Noida – 201307

India

Noida 3 .2

1st and 7th to 10th Floor, Unitech Infospace Park, Building

no.2, Plot no. 2, Block B, Sector 62, Uttar Pradesh, Noida –

201307

India

Barclays Wealth Trustees (India) Private Limited

(9730) 27AADCB6996Q1ZO Maharashtra


208, 2nd Floor, Ceejay House, Shivsagar Estate, Dr. Annie

Besant Road, Worli,

Mumbai - 400018

India

COUPA




Barclays legal entities in India


Barclays Bank PLC, Mumbai Branch (5253/1335)

27AAACB4876G1ZL Maharashtra

C/O Procurements OperationsLevel 9, Block B-6, Nirlon Knowledge Park, Off. Western Express Highway, Goregaon(East), Mumbai - 400063India

5253

1335

C/O Procurement Operations801/808 and Office no. 501-503, 601-603, Ceejay House, Shivsagar Estate, Dr. Annie Besant Road, Worli, Mumbai - 400018India

C/O Procurement OperationsShop no. 31 & 32, CTS no. 28, Ground Floor, Connaught Place Building, Bund Garden Road, Pune - 411001India

07AAACB4876G1ZN Delhi

C/O Procurement Operations1st Floor, Eros Corporate Tower, Nehru Place, Kalkaji, Delhi - 110019India

29AAACB4876G1ZH Karnataka

C/O Procurement OperationsKanishmari no. 3389/A/2667, 1st Floor, KRP Building, B.H. Road, Nelamangala Town, Bangalore - 562123India

33AAACB4876G1ZS Tamil Nadu

C/O Procurement Operations2nd Floor, KBK Towers, West Raja Street, Kancheepuram - 631502India

36AAACB4876G1ZM Telengana

C/O Procurement OperationsShowroom no. G-1A, Ground Floor, AshokaCapitol, Plot no. 89 & 90, Road no. 2, L.V. Prasad Marg, Banjara Hills, Hyderabad - 500034India

Barclays legal entity in India


Barclays Securities (India) Private Limited (9797/1331)

27AACCB8800G1ZV Maharashtra

C/O Procurement OperationsLevel 10, Block B-6, Nirlon Knowledge Park, Off.

Western Express Highway, Goregaon (East), Mumbai - 400063

India

COUPA

C/O Procurement Operations208, Ceejay House, Shivsagar Estate, Dr. Annie

Besant Road, Worli, Mumbai - 400018

India

07AACCB8800G1ZX Delhi

C/O Procurement Operations1st Floor, Eros Corporate Tower, Nehru Place,

Kalkaji, Delhi - 110019India

33AACCB8800G1Z2 Tamil Nadu

C/O Procurement Operations10/11, Level 6, Regus Citi Centre, Dr.

Radhakrishna Salai, Chennai - 600004

India

29AACCB8800G1ZR Karnataka

C/O Procurement OperationsUnit No. 1305 & 1306, Level 13, 12th Floor,

Prestige Meredian II, M.G. Road, Bangalore - 560001

India

19AACCB8800G1ZS West Bengal

C/O Procurement OperationsUnit 153, 154 & 155, Regus Business Centre,

Legacy Centre, 25A Shakespeare Sarani,Kolkata - 700017

India

Barclays legal entities in Canada [COUPA Entities]


JSERV – Barclays Services LLC (2599)

JBANK– Barclays Corporation Limited (2607)

125 S. West St Wilmington , 19801



Barclays Service Company legal entities in Germany [COUPA Entities]


Barclays Bank Ireland PLC Frankfurt Branch

(6286)

CSP URL:



TaunusTurm

Taunustor 1

Frankfurt

60310

Germany

Barclays Service Company legal entities in France [COUPA Entities]


BARCLAYS BANK IRELAND PLC

(6287)

CSP URL:



Barclays Bank Ireland Plc

34 venue de Friedland

Paris, France

75008

Barclays legal entities in Ireland

Barclays Legal Entity Billing Name VAT Registration No. Invoice Submission COUPA

Barclays Bank Ireland PLC GBS (2300)

4524196D

COUPAC/O Procurement Operations

Barclays Bank Ireland Head PBOS (2340) One Molesworth St,

Barclays Bank Ireland Head Office (2350) Dublin

Barclays Services Limited (Ireland) (6292) 3567371GH DO2 RF29

Barclaycard Ireland Limited (8128) 6336541M Ireland




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 |


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.




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.




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.




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.




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.




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.




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



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



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.

invoice lifecycle 3. enrolling to coupa · 2020. 7. 26. · rajiv gandhi infotech park, midc,...

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