Introduction

Services Procurement simplifies how services can be accounted for and paid. Approved service sheets can be flipped to invoices manually, or automatically (for ERS-enabled orders). In cases where service sheets are not required, suppliers can create invoices directly from a PO or in the invoicing module.

Invoicing for services

The process for creating a services invoice depends on the Service Match Type and whether service sheets were required or submitted against a purchase order (PO).

If service sheets are required, or if service sheets exist which have not yet been invoiced, for a specific PO line, you can flip individual service sheets to invoices. See Flip an Invoice with Service Sheets section below.

Service match types

The match type, which comes from the Chart of Accounts or Supplier record associated with an order, determines what is required for invoicing. For POs where 3-way Direct or 3-way Fifo matching is required, you can only invoice for lines if there is an approved service sheet or receipt.

• If a PO line requires a service sheet - to create an invoice line, an approved, not-yet-invoiced, service sheet must exist against the order line.
• If a PO line does not require a service sheet - an invoice line can be created without any approved, not-yet-invoiced, service sheets, as long as a receipt is specified.

If the match type is 2-way or None, you don’t require an approved service sheet or receipt. You can invoice for any balance remaining on the PO.

Flip an Invoice with Service Sheets

From the Coupa Supplier Portal (CSP) you can create, submit, and view approved service sheets. You can also create and submit an invoice from the Purchase Order (PO) with approved service sheets.

When you create an invoice from the PO with approved service sheets, the invoice links to the service sheets with Match Reference Key receipts associated with the PO that authorized the work (when the service match type is 3-way Direct or 3-way FIFO). This kind of invoice can usually be automatically approved and paid because it already has all the information needed as a legal invoice, with approved service sheet receipts and match reference key linked with PO and invoice for 3-way and 3-way direct matching.

Create invoices directly from the order

Follow these steps to create an invoice:

1. Navigate to Orders > Purchase Orders

2. Open a PO and click Invoice at the bottom of the page to start creating an invoice from the PO. Or, from the Purchase Orders data table you can use the Create invoice for PO icon in the Actions column.

3. You can also create invoices directly from the Service Sheets data table. Navigate to Service Sheets in the CSP. The Create Invoice icon is available in the Actions column for any approved, uninvoiced service sheets.

4. You can also navigate to Invoices and click Create Invoice from Service Sheet.

5. If any of the PO lines require one or more approved service sheets before invoicing, the Create Invoice window clearly shows which approved service sheets are required and ready for invoicing, if any exist, so you can flip those service sheets first and process the invoices that have all the documentation required for payment. You can filter the table or use custom views to see service sheets that are already invoiced. If no service sheets exist for an order that requires at least one, you can select a link to create the service sheet. The Create Invoice window does not display if service sheets are not required for any of the PO lines (or if all approved service sheets have already been invoiced).

6. You can choose the setting, Enable faster invoice approvals by setting invoice line totals using approved service sheet line totals to ensure you're only invoicing for amounts that are backed by approved service sheets.

7. After you click Create Invoice, the invoice lines created from each service sheet link to the PO Line, the Service Sheet Line, the match reference key (if available), and include proper values for description, quantity, and price of the service fulfilling the requirements of 3-way and 3-way direct matching. In addition, the COA, billing account, Remit-to Address (RTA), and other key supplier field values are populated automatically. Fields such as Price, Quantity, UOM, and Billing, which come from the PO Lines or Service Sheets are not editable.

When you are invoicing one line on a multi-line purchase order:

1. Before creating an invoice from a service sheet, the system checks the total amount already invoiced versus the total received amount for that service sheet. This ensures that service sheet lines that have already been fully invoiced are not automatically added to a new invoice, preventing double-invoicing. When creating an invoice from an order with multiple lines, any previously invoiced lines are excluded from the new invoice draft.

2. You can delete invoice lines that are not associated with a service sheet match reference key.

8. If you wish to discard the invoice you created from the service sheet, click Cancel, then Void to release the service sheet from that invoice so that it may be returned to availability for creating another invoice.

For more information, see Create or Edit and Invoice.