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Create invoices directly from POs on the CSP for free. This is the most comprehensive way to manage your interactions with Coupa. This method is ideal if you want to view all your transactions within Coupa.
Before being able to use Coupa for invoicing
Before being able to use Coupa for invoicing
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You can now start working on your invoice(s)
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The invoicing process with Coupa
The invoicing process with Coupa
To start the invoice process via Coupa, start by logging into your account and follow the guidance below:
1. Click on the Orders tab to view your POs
2. Find the PO you need to invoice against
Note: You can also click the PO number to see the details first, and then select Create Invoice.
3. Once you find your PO, click on the stack of gold coins to the right. Once the gold coins icon is selected, the Create Invoice page will appear.
4. Once in the Create Invoice page, please fill out the form fields.
💡 The invoice # must be unique and match the number in your attached invoice. Attach a PDF invoice with the Add File link by Attachments.
If a box exchange rate appears, enter today’s exchange rate
If the Invoice From Address, Remit-To Address, or Ship From Address do not appear, click on the magnifying glass to select the respective addresses. If there is nothing to select, you have not completed the E-invoicing setup.
If there are multiple invoices for a PO, they must be submitted separately
I cannot select "Etsy" from the dropdown, it shows but is greyed out, how do I fix that?
Having the "Customer" field greyed out could be happening for two reasons:
1. It is related to a permission error. Please note that in order to be able to create invoices in your CSP account, you will need to be added as a user by your company Admin. In order to resolve this, please ask your Admin to add you as an "Invoices" user. For more details, please go down to "Additional Ressources" > "Adding additional employees from my organization?".
2. Ensure that your profile setup is completed (Legal Entity, Remit To, Users).
Add and Edit Purchase Order Line
If you need to delete a PO line or you are invoicing against a PO with multiple lines, please click on the red X next to the line you are not using (next by the line total amount). Example: A purchase order was created for the entire year by months and you are invoicing only for March, you will have to delete the other 11 lines to submit the invoice correctly.
If you need to input multiple lines into the invoice, fill out the info for the first line and then click the green plus sign to add a line. If needed, adjust the price to match the billing amount for each line.
Once you have entered each line item, click Calculate to see the updated total for the lines. You can add Shipping and Handling charges below the item lines.
Input a Tax Description (TAX CODE)
Please only enter a Tax Amount in the tax field like above
💡 If there is no tax, just leave blank
Once the tax has been entered, hit calculate again, when your invoice is complete you can Save as Draft to finish it later, or click Submit
What should appear on my invoice PDF
Unsure what should be on your invoice PDF, here is a list of our invoice requirements:
Name & Address of supplier
Name, Address & VAT No of Etsy entity
VAT number of supplier, where applicable
Date of invoice
Description of goods/ services
Currency of invoice
Net & VAT amount of invoice
VAT rate, where applicable
Reference to ‘Reverse charge’ where it’s EU to EU transaction**
If you want more information on this, please consult our FAQ, HERE.
What to do if my Invoice was Rejected or Disputed
What to do if my Invoice was Rejected or Disputed
How do I correct a Disputed invoice in Coupa?
Log into the Coupa Supplier Portal
Select invoices
Select the Resolve icon under 'actions'
Status of the invoice will show as 'Disputed'.
Once you have selected the 'Resolve' icon you will be able to make amendments to the invoice as advised by our Accounts Payable team.
How do I correct a Rejected invoice in Coupa?
Please update your invoice based on the feedback provided by our Accounts Payable team and resubmit as a new invoice
Alternative ways to invoice outside of Coupa
Alternative ways to invoice outside of Coupa
Invoicing via the CSP is now mandatory for all Etsy, Reverb and Depop's suppliers. Any invoices submitted outside of the CSP will be rejected. If you do not wish to use the CSP to invoice us, you will have to ask Etsy for an exception. Exceptions are allowed only in rare cases. Please reach out to suppliers@etsy.com for an exception. If an exception is approved, we offer the following method to submit invoices:
Invoicing via Email
Invoicing via Email
If you are reluctant to remember yet another password, you can send us your invoice directly. Just remember to include your Purchase Order (PO) number. If you decide to chose the email method to invoice us, please send your invoice to:
invoice@etsy.com for Etsy , Reverb & Depop
Once your invoice is sent and received, we will enter it in Coupa but you won't have any visibility on this.
💡 If you are unsure of what to input on your invoice, please see our FAQ, section invoice requirements.
What happens next?
What happens next?
Once your invoice is entered in Coupa, you can now move to the Payment step. You can check this by having a look at our guidance HERE.
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