Remember to edit descriptions
Please remember to change the Description from Merchant Name to a description of goods or services purchased. This is critical to supporting a business purpose for IRS documentation.
Reports must be coded and submitted by Tuesday at 5pm
When the report is successfully submitted to your leader, you will receive a green highlighted prompt that says your report has been submitted.
After you code your transactions, there is a submit button. If you code your transactions, but forget to submit, the report will remain in “draft” status, and will show as uncoded on Wednesday.
As long the report remains unsubmitted, new transactions will continue to populate in the active report.
Approval escalations
Emails are sent to approvers as soon as an Expense Report is submitted or an Invoice is routed. If no action is taken within 48 hours (2 days), a reminder is sent to the Approver. If no action is taken within 120 hours (5 days), the invoice/expense report will be routed to the next approver in the chain.
Simply put, if you don’t take action within 5 days, your leader will be approving your team’s Expense Reports or Invoices.
Easily submit invoices by email
You can easily submit invoices to Accounts Payable by emailing the invoice to [email protected]. Please DO NOT create an expense report for any invoices. Expense creation is for P-Card transactions and personal reimbursements only.
The AP Team will enter the pertinent information and route these invoices for approval.
Invoice best practices
When scanning or sending invoices to Coupa’s Invoice Inbox, please note the following:
- Separate Single Invoices – If you are scanning directly to the inbox, please separate the single invoices into single page documents. How do I do that quickly, you ask? There is an option on many of our scanners/printers under File Format, which allows you to choose the Specified Pages Per File. If this is checked and set to 1, a stack of single page invoices can be scanned at once, while creating individual attachments to the email. This simple step allows for much faster processing and routing times.
- Combine Multiple Attachments into Single PDF – Have 2 or 3 documents all relating to the same invoice? Please combine the documents into a single PDF prior to forwarding to the inbox. This allows the AP Team to keep all of your documents together and well organized.
- Add Coding – If you know coding for your invoice, please either add a text box on the PDF or hand write on the hard copy prior to scanning. You know your expenses better than we do, so who could be better to provide coding? This will ensure that your invoices are routed faster and more efficiently.
Have questions about your scanner/printer? Please contact the IT Help Desk in Dialpad or [email protected].
Approving invoices may require 'More Actions'
If you are approving invoices and notice an error in coding, please don’t fret! You are able to edit coding by clicking on ‘More Actions’ at the bottom of the page. An ‘Edit’ option will appear and will allow you to change coding, descriptions, or program names.