Step by step guide

1. Create a Requisition for a PO for the products as you normally would.

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   Please Note: Use the comment function in Coupa to add any relevant information, and DO NOT use text attachments. Coupa comments carry through from the PO to the invoice – text files or attachments on the PO or PO lines don’t.
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2. After the PO is generated, a the buyer will need to create a Payment Request for the deposit. Select “Payment Request” from the “Forms” drop-down menu and fill in all required fields on the form.

3. The payment request/invoice number should follow the standard naming convention for all Payment Requests “YYYY-MMDD-$$$.$$” (“year-month day-dollar amount” – no spaces) and represent the date of the request. The description field should have “Down payment of [% paid] for [product] with [# of units]. Coupa PO #[PO Number]”

4. Once the product ships from the supplier an invoice is sent to AP. AP will link the entire amount of the invoices to the relevant PO & PO lines (the PO number is typically on the PDF invoice from the supplier). The deposit that was paid via the payment request will be added as a credit line to the invoice. The description field for the credit line should have “Down payment of [50%] for [product] on Payment Request [invoice number]”

Important Notes

• Any invoices with inventory items should be linked to a PO

• PO numbers on PDFs that come from the supplier

• Provide information in comments on PO’s, not in attached text documents