Coupa Supplier Actionable Notification (SAN)

A Supplier Actionable Notification (SAN) is an email sent by Coupa on behalf of Regis that allows you to view, acknowledge, and act on Purchase Orders and submit invoices directly from the email. You won’t need to register an account for this so therefore you won’t need a Coupa login and best of all it’s free.

Using a SAN email, you can:

Each action is performed securely directly from the email.

What does the email look like

When Regis sends you a purchase order or needs an action from you:

  1. You receive an email from Coupa
  2. The email explains what action is required
  3. You click the secure link in the email
  4. You complete the action — no login required

Acknowledging a Purchase Order via SAN

When will I receive a Purchase Order SAN?

You will receive a SAN email when:

  • Regis issues a Purchase Order to you
  • Regis requires confirmation that you have received and accepted the order

The email will come from Coupa (on behalf of Regis) and includes Purchase Order details.

How to acknowledge or review a Purchase Order

Step 1: Open the Purchase Order SAN email

The email will include:

  • Purchase Order number
  • Order details
  • A View Order or Acknowledge Order button
https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-736x772.png

Step 2: Select View Order or Acknowledge Order

Select the action button in the email to open the Purchase Order in your browser.

No login is required.

https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-acknowledge-po.png

Step 3: Review and acknowledge the Purchase Order

Once the page has loaded, please review the content before:

  • Reviewing the order details
  • Acknowledge the Purchase Order if prompted

Acknowledging confirms you have received and accepted the Purchase Order.

https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-acknowledge-po-2.png

Submitting an Invoice using a SAN email

When will I receive an invoice SAN?

You will receive a SAN email when:

  • Regis requests you to submit an invoice against a Purchase Order

This email will include a Create Invoice button.

How to submit an invoice via SAN

Step 1: Open the invoice SAN email

The email subject will be similar to:

“Action Required: Create Invoice for Purchase Order” 

Alternatively, if you locate the initial Purchase Order that was submitted to you you can also create an invoice from that email.

https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-invoice-overview.png

Step 2: Select Create Invoice

Select the Create Invoice button to open the invoice page in your browser.

No username or password is required and this process is free.

https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-invoice-step2.png

Step 3: Update Required Details

You’ll be prompted to fill out information relating to your business such as the remit to address, tax information and your banking information. Follow the prompts and update the information as requested.

Please ensure that you enter information as accurately as possible as this will form part of the invoice that Regis receives.

https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-invoice-step4-1160x772.png

Step 4: Review the pre-filled invoice details

The invoice will already include:

  • Purchase Order number
  • Line items
  • Regis billing details

Things to check:

  • Please ensure that the tax information has been entered correctly across each line item
  • Please cross check the amounts match the information in your invoice document.

Step 4: Upload your invoice document (Required)

  1. Scroll to the Invoice Image / Attachments section
  2. Select Upload
  3. Attach your PDF invoice

✅ Accepted format: PDF
✅ One invoice per attachment

⚠️ Submitting without attaching the invoice document may delay payment.

 

https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-invoice-step5.png

Step 5: Review the Tax area

Below the line items you’ll be able to select the tax settings for your invoice.

For general GST, select the ‘AU: GST – GST 10% – 10.0%’ tax code.

Please ensure that you select the correct tax code and percentage, once you have done this please press the ‘Calculate’ button to ensure that the relevant tax codes update the net and total amounts.

https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-invoice-step6.png

Step 6: Submit the invoice

  • Review invoice totals
  • Select Submit

A confirmation message will appear once successfully submitted.

What happens after I take action?

  • Purchase Orders are recorded as acknowledged
  • Invoices are routed for validation and approval
  • No further action is required unless Regis contacts you
https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-invoice-step7.png

Errors that you may encounter

Most invoices submitted via Supplier Actionable Notifications are successful. Coupa will provide a red box around the field, or highlight fields with errors in red. You will also see red text with a description of the issue, typically these will be sufficient to explain the issue.

If you experience an issue, it is usually due to one of the following:

https://www.regis.com.au/site/wp-content/uploads/2026/05/san-email-invoice-step9.png

Invoice submitted without an attachment

What this means
The invoice was submitted but no invoice document was attached.

How to fix it

  • Ensure you upload your PDF invoice in the Invoice Image / Attachments section before clicking Submit
  • One invoice per attachment

Always attach your invoice document to avoid payment delays.

Invoice totals do not match the Purchase Order

What this means
The invoice amount or GST does not match the Purchase Order.

How to fix it

  • Ensure invoice amounts and tax match the Purchase Order
  • Submit one invoice per Purchase Order
  • Do not adjust PO line items unless instructed by Regis

Duplicate invoice error

What this means
The same invoice number has already been submitted.

How to fix it

  • Check whether the invoice was already submitted via a previous SAN email
  • Do not resubmit the same invoice number if you have received a submission confirmation

Unable to submit the invoice

What this means
The Submit button may be unavailable or an error is displayed.

How to fix it

  • Ensure all required fields are completed
  • Ensure an invoice PDF is attached
  • Confirm invoice amounts are not zero

Invoice is later marked as “Disputed”

What this means
There is an issue that requires correction (for example: missing attachment or PO mismatch).

How to fix it

  • Review the dispute email sent by Regis
  • Follow the instructions provided to correct and resubmit the invoice

Need help?

If you:

  • Are yet to receive a purchase order ahead of work commencing, Please reach out to your Regis Contact
  • Are unsure whether to acknowledge a Purchase Order or submit an invoice, Please visit the support page
  • Experience issues uploading documents, Please contact Coupa directly for support.

Visit our Support page to learn more about your support options

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