How to use Coupa

Registration – Getting Access to Coupa

All suppliers must be registered in Coupa to do business with Regis.

Banking – Setting Up Payment Details

To ensure Regis can pay you correctly, all suppliers must provide banking details in Coupa, even if you are an existing supplier.

What’s required

You’ll be asked to:

• Add or select a Remit‑To address.
  • This can be done within the Legal Entities area
• Navigate to the Payment Methods page
• Enter bank account details for payment
• Review and confirm your information before submitting

This step is required so payments can be processed without delay.

Before you submit

Please ensure:

• All required fields are completed
• The correct Remit‑To address is selected
• Your banking details are visible on the summary screen

Missing or incomplete banking information may delay payment.

Security and data protection

Coupa includes security controls to protect supplier information.
Regis will not request banking changes via email outside of the Coupa Supplier Portal.

Additional help from Coupa

Coupa’s Supplier FAQs include information about supplier profiles, banking details and account security:
Coupa Supplier Portal FAQs: External Link

Purchase Orders

All Regis invoices must be created against an approved purchase order. Before invoicing, suppliers should review the purchase order details in Coupa.

Receiving purchase orders

• Regis purchase orders (POs) will be issued via Coupa
• You’ll receive an email notification when a PO is created
• POs can be viewed in the Orders section of the portal

How to View a Purchase Order

1. Log in to the Coupa Supplier Portal.
2. Select the Orders tab from the homepage.
3. If you supply more than one organisation, select Regis Aged Care from the customer drop-down.
4. Click the purchase order number to view full details, including:
   • • Items and services ordered
     • Approved pricing
   • Remaining balance (for blanket or partial orders)

Invoicing – Partial & Full Orders and Disputes

Once your supplier details are approved, you can begin transacting with Regis through Coupa.

Important Information

Invoices MUST be submitted electronically through Coupa.

You can:

• Create an invoice directly from a Regis purchase order
• Attach your tax invoice (PDF or image file)
• Submit the invoice for processing

Once submitted, invoices are routed directly to the Regis Accounts Payable team.

Start an Invoice

You can create an invoice in one of two ways:

• Select the yellow invoice icon next to a purchase order in the Orders list, or
• Open the purchase order and select the Create Invoice button below the ‘Lines’ area

Enter Invoice Details

When the invoice screen opens, complete the following fields:

• Legal Entity
• Remit-to Address
• Ship-from Address (if required)

Select Save once completed.

Invoice Header Information

• Invoice Number
• Invoice Date
• Image Scan (Attach the PDF generated from your accounting system)
• ABN (this should default from registration)

Line Items and Partial Invoicing

Line items will automatically populate from the purchase order.

If you are submitting an invoice that doesn’t match the full amount of the purchase order (for example, a deposit or partially delivered items), adjust the quantity or price to reflect the amount you are invoicing.

GST Selection

For each line item, select the applicable GST type:

• GST 10%
• GST 0%

The system will automatically calculate GST and totals.

Important: Do not manually enter any values in the tax or miscellaneous fields at the bottom of the invoice.

Adding Comments

If you would like to leave comments to the person who raised the purchase order for you, you can do so by scrolling to the Comments area and leaving a comment. Note if you’d like the user to receive a notification about the comment make sure you type @ and select the user in the list.

Submit the Invoice

1. Review the invoice totals.
2. Select Submit.
3. When prompted, select Send Invoice.

Once you’ve confirmed you’d like to proceed, you’ll be navigated back to the invoice screen and you will see a message to say that your invoice is processing. Once it has completed processing, usually within 5 minutes, Your invoice will be available to Regis internal teams.

Tracking Invoice Status

You can track invoice progress at any time via the Invoices tab. Ensure Regis Aged Care is selected in the customer drop-down.

• Processing – invoice is being transferred into Regis systems
• Pending Approval – awaiting goods receipt or internal approval
• Disputed – supplier action required

Handling Disputed Invoices

Invoices may occasionally be disputed due to pricing, quantity, or documentation issues. If this occurs, you will receive a notification in Coupa.

Resolving a Dispute

1. Open the disputed invoice or select the Resolve icon.
2. Review the comments provided by the Regis team.
3. Select either:
   • Cancel Invoice – if submitted in error, or
   • Adjust Invoice – raise a purchase order and then create a new invoice to correct pricing or quantities

When adjusting an invoice, Coupa will automatically generate a credit note. You will need to enter the credit note number and date before submitting.

Additional help from Coupa

Coupa’s Supplier FAQs also cover invoice submission, invoice status and common invoicing questions:
External Link

Getting Support

There are a variety of resources you can use to get up and running including Coupa Webinars, Links to relevant articles within the Coupa ecosystem, Online chat support and more.

Coupa Support