Get paid as a supplier of goods or services not for resale

How to raise an invoice if you supply Co-op with items or services not for resale.

Electronic purchase orders (through Coupa)

If you get electronic invoices through Coupa you can track your purchase orders and raise invoices through the Coupa supplier portal.

If a purchase order is in Coupa you must invoice through the system. Invoices raised any other way, including paper invoices, won't be accepted.

Purchase orders dated before 25 June 2018 won't be transferred into Coupa. Continue to invoice for these in the usual way.

Using your Coupa account for the first time

Your Coupa account will have been created for you and you should have got an email telling you what to do to access the system. If you haven't got your sign-in details, check your junk email folder. If you still can't find them then email supplier.enablement@coop.co.uk.

Download guidance on how to use the Coupa supplier portal (PDF, 3MB) to find out how to:

enter your company address and send your first invoice
add new users to your Coupa account
link your Co-op Coupa account with another Coupa account
update your contact details
part-invoice against a purchase order

You don't need to updated your bank account in Coupa, as we already know it. If your bank account changes at any time email masterfile@coop.co.uk.

Note: You can't send an invoice that combines more than one purchase order through Coupa, if you want to invoice against multiple purchase orders, you'll have to invoice for each one separately. All invoices must also have a tax rate selected, even if it is zero.

Supplier Actionable Notifications

You can create and send your invoice automatically from a Coupa email purchase order (known as a Supplier Actionable Notifications, or SAN).

Raising invoices directly from Coupa emails (SAN) (PDF, 184KB).

Purchase orders not through Coupa

You will only get orders through Coupa from:

support centre at 1 Angel Square
Co-operative Legal Services in Bristol
our distribution centres

If you get purchase orders from any other Co-op businesses or locations you should invoice in the usual way. You can't use Coupa.

You'll be told if any business you supply switches over to Coupa. It's currently expected that the following will switch in late 2018:

food stores
funeral homes
care centres