If you’ve received an invitation to join Coupa Supplier Portal, or are setting up an account, please click here.
In the guide below you’ll learn about reviewing purchase orders and raising invoices. You don’t need to be familiar with Coupa before getting started. The steps below will guide you through what’s required. Please follow the below guide to learn how to submit invoices with the Coupa purchase order number included. Note that we do not accept invoices via email.
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
Log in to the Coupa Supplier Portal.
Select the Orders tab from the homepage.
If you supply more than one organisation, select Regis Aged Care from the customer drop-down.
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
Review the invoice totals.
Select Submit.
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
Open the disputed invoice or select the Resolve icon.
Review the comments provided by the Regis team.
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
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.
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
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.
To ensure Regis can pay you correctly, all suppliers must provide banking details in Coupa, even if you are an existing supplier.