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Coupa Phase 1 Issues

1. Coupa Phase 1 issues included disputed invoices over 60 days old that could now be withdrawn, and disputed invoices where the supplier incorrectly entered information like HSN codes or invoice numbers by mistake and could not re-edit the invoice with the same number. 2. If a supplier creates a new invoice with a new number to correct a mistake, Lear would not be able to make a new gate entry or GRN based on the new number as the material was already received under the old number. This could impact statutory audits and GST reporting. 3. Other issues included suppliers' inability to apply canteen deductions or discounts on invoices in Coupa, picking the wrong chart of accounts for credit notes

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146 views6 pages

Coupa Phase 1 Issues

1. Coupa Phase 1 issues included disputed invoices over 60 days old that could now be withdrawn, and disputed invoices where the supplier incorrectly entered information like HSN codes or invoice numbers by mistake and could not re-edit the invoice with the same number. 2. If a supplier creates a new invoice with a new number to correct a mistake, Lear would not be able to make a new gate entry or GRN based on the new number as the material was already received under the old number. This could impact statutory audits and GST reporting. 3. Other issues included suppliers' inability to apply canteen deductions or discounts on invoices in Coupa, picking the wrong chart of accounts for credit notes

Uploaded by

sarang ambulgekar
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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* Coupa Phase 1 issues:

1. Invoice tolerance over 60 days.


Checked with the current scenario in Coupa and now cleared with the option of
“Withdraw Dispute”

2. Disputed Invoice –

Types of disputed invoice - Wrong HSN code, invoice number, invoice date, rate
mismatch, QTY mismatch, Wrong part number, mentioned by supplier in Coupa by
mistakenly/typo error, in such cases Supplier cannot re-edit the invoice with same Invoice
number.

Ex, Invoice #3856/GST23-24 (coupahost.com)

The major Impact of this issue -

A. The Gate Entry & the GRN is made based on previous invoice & invoice number, if supplier
creates a new invoice with the new invoice number, we will not have a new Gate entry &
GRN number on the basis of new invoice number as the material has been inwarded on
previous invoice number.
B. This will also impact in statutory audit for Gate Entry vs GRN vs Invoice booked.
C. Change in the invoice number is not allowed as per GST, it will Impact in GST mismatch
report (Supplier declared GST amount vs Lear booked GST invoices)

Detailed steps as below:


Step 1. – Suppliers creates an invoice through CSP, as per their legal/tax invoice,

Supplier original tax invoice

Step 2. – Lear user/central receiver team will make the Goods Receipts in Coupa,
Step 3. – Lear AP will book the invoice (AP either will book the invoice or directly dispute it, in this case
AP person has booked the invoice and approved) and informed the supplier that the HSN code
mentioned on the COUPA invoice is wrong.

Step 4. – Supplier has created credit note against the previous wrong invoice

Step 5.- Supplier has created another invoice mentioning the correct inputs but slight changes made in
the invoice number (Original tax invoice no 3856/GST23-24, modified invoice number 03856/GST23-24)

 Impact of this – Gate entry & GRN cannot be done again against new invoice number as the
material was being received in plant on basis of previous invoice number.
 Modification/changes in the same invoice number once generated, are not allowed as per GST
rules.
 Cancellation of original invoices is a complicated process as per government rules and
regulation, one of the reasons is, valid proof needed for cancellation of invoice.
3. Supplier Credit Notes –
A. Canteen deduction/Discounts, in supplier created invoice, we cannot adjust the deductions
mentioned on the supplier invoice.
B. Picking up wrong Char of Account after submitted non po credit note by the supplier.
4. DHL/Fedex custom duty booking & payment –

A. Supplier is not able to create the import duty payment in invoice in the Coupa system, as the
Customer Duty basic, IGST Amount, & service charges amount, with CGST, SGST amounts
are included in the same invoice
5. Supplier training will be required in local language.

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