Becoming a HammondCare Supplier

At HammondCare we want to make it simple to do business with us. We are committed to streamlining our account processes to improve efficiency and deliver on-time invoice payments.
All HammondCare suppliers are required to create an account with our chosen Spend Management platform Coupa.

If you are an existing supplier but have not completed a Coupa registration, please reach out to your HammondCare business contact or This email address is being protected from spambots. You need JavaScript enabled to view it..

Getting Started on the Coupa Supplier Portal 

1 Coupa supplier portal getting started email

You will receive an email from Coupa Support Portal with Registration Instructions.

Open the email, then Click on Join Coupa to access the Supplier Portal.

Note: This link is valid for 48 hours.

Coupa does not support Internet Explorer, please use MS Edge, Google Chrome or Mozilla Firefox when accessing Coupa.

 

 

 

 

 

 

 

 

 


2 Coupa supplier portal getting started activate account

Confirm Your name, Company and Create a Password for your Coupa account.

Tick to accept the Privacy Policy and Terms of Use, then select Activate Coupa Account.

If you are not the right person at your company, use the bottom section to Forward Your Invitaion.

 

 

 

 

 

 

 

 

 

 

 

 

 

 


3 Coupa supplier portal getting started homepageYour Coupa homepage will be displayed.

 

 

 

 

 

 

 

 

 

 


4 Coupa supplier portal getting started profile

Go to Profile -> Information Requests tab.

HammondCare should be selected as your profile.

Some basic information should be auto-filled for you.

 

 


5 Coupa supplier portal getting started profile information

Enter your details in the fields as shown. 

Once complete, click Submit for Approval.

* Indicates mandatory fields

 

 

 

 

 

 

 

 

 

 

 


6 Coupa supplier portal getting started remit to

Click Add Remit-To.

 

 

 


7 Coupa supplier portal getting started remit to address

Choose Remit-To Address box will appear. Select frrom existing entries or click on Create New Remit – To Address to add a new one.

 

 

 

 

 

 

 

 

 

 


8 Coupa supplier portal getting started business location

To add a New Remit-To Address, Enter the Legal Entity Name of your business, select Country Region from the dropdown and then Continue.

 

 

 

 

 

 

 

 

 


10 Coupa supplier portal getting started tell your customers

Fill in the 'Tell your customers about your organisation' form.

* Indicates mandatory fields

Then Save & Continue.

 

 

 

 

 

 

 

 

 

 

 

 


9 Coupa supplier portal getting started payment

Select Payment Type from the dropdown.

Enter the required details depending on the payment type selected.

Note: hovering over the small blue circles with a “i” will provide more detail on that field.

Select Save & Continue.

 

 

 

 

 

 

 

 

 


11 Coupa supplier portal getting started receive payment

Confirm where you would like to receive payment. If you need to add another address, use the Add Remit-to button.

Click Next.

 

 

 

 

 

 


12 Coupa supplier portal getting started ship goods

Enter your Ship From Address.

Then Continue.

 

 

 

 

 

 

 

 

 

 

 


13 Coupa supplier portal getting started where ship goods

Confirm the ship-from details and click Done

To add another ship from address, use the Add ship from button.

 

 

 

 

 


14 Coupa supplier portal getting started setup completeSelect Add Now to Add Remit-To Address to your customer profile.

 

 

 


15 Coupa supplier portal getting started conflict of interest

Confirm your Bank Details and attach a statement using the Choose file link and navigating to a document saved on your computer.

Select Annual turnover category from the dropdown

Conflict of Interest? - Select the Yes or No radio button

 

 

 

 

 


16 Coupa supplier portal getting started form certificates

If applicable, enter details of Form Certificates required for safe operation of your business, use the ‘Add file’ link to include attachments.

Once completed, click Submit for Approval.

 

 

 

 

 

 

 

 

 

 

 


17 Coupa supplier portal getting started form certificates confirm

Once submitted, a green confirmation message will temporarily be displayed at the top of the screen.

 


Supplier Portal Overview

7 Coupa Supplier Portal login

Click here to access the Coupa Supplier Portal

Log In using your Email Address and Password that was created when you first registered.

If you forgot your password, click on Forgot Your Password? and Coupa will send an autogenerated email to you. If you did not receive the email, check your Spam/Junk Folder.

There is a popup Chat with Coupa Support box in the bottom right corner of the screen if you need help.

 


8 Coupa Supplier Portal homepageYour Coupa Homepage

The main tabs you will be using for HammondCare are Profile, Orders, Invoices and Admin, which can be found under Setup.

 

 

 

 

 

 

 


9 Coupa Supplier Portal homepage account settings

Additional features include Account Settings, Notifications, Invite Users, and Merge Requests. Account settings can be access by going to the top right corner and hovering or clicking on your name.

 

 

10 Coupa Supplier Portal admin page

Invite User and Merge Requests are located on the Admin page.

 

 

 

 

 


11 Coupa Supplier Portal profileProfile

To submit or update your company’s information to HammondCare, click the Profile tab, then click Your Customer Profiles and choose HammondCare in the dropdown.

 

12 Coupa Supplier Portal profile approvalOnce completed, you must click Submit for Approval at the end of the form to save the changes.

 

 

 


13 Coupa Supplier Portal purchase ordersOrders (Purchase Orders)

This is where HammondCare purchase orders (PO) are located.

  • You can select your customer to view different purchase orders.
  • You will be able to create an invoice from this page by clicking on the gold stack of coins or clicking into the PO number.

*If you do not see any purchase orders, please reach out to your HammondCare Contact.

 

 


14 Coupa Supplier Portal invoicesInvoices

From your Invoices Page you will be able to see the status of your submitted invoices. You can use the view function to sort by status or Create View to create your own view.

You will not be able to edit an invoice once it is submitted.

 

 

 

 

 

 


Submitting an Invoice via the Coupa Supplier Portal

18 Coupa supplier portal submitting invoice purchase order

Login to Coupa Supplier Portal

When you are ready to submit an invoice for payment, login to the Coupa Supplier Portal.

From a Purchase Order

  1. Select Orders from the Navigation Bar.
  2. Locate the PO you are invoicing and Click the “Gold Coins” icon to create an invoice.

Note: To create a credit note select the “Red Coins”.

 


19 Coupa supplier portal submitting invoice blank

Blank Invoice (not from a Purchase Order)

  1. Select Invoices from the Navigation Bar
  2. Select Create Blank Invoice tab

 

 

 

 

 

 


20 Coupa supplier portal submitting invoicing details

Continue for both PO and Blank Invoice Creation

3. Choose Invoicing Details screen will pop up. Fill in the required fields (* are mandatory). Select from the dropdowns or Add New and Save.

 

 

 

 

 

 


21 Coupa supplier portal submitting invoice create

4. Enter invoice number exactly as per your TAX invoice (PDF Attachment). 

Note: This is the invoice number generated by your accounting system. Do not list multiple invoice numbers in this field or any additional letters or numbers.


5. Select invoice date (amend if required) from the calendar.

6. Attach your PDF invoice by clicking Choose File or Add File to attach the PDF copy of tax invoice.

7. For non-PO-backed invoices, enter the Name and Email address of the HammondCare employee that placed the order.

 

 

 

 

 

 


22 Coupa supplier portal submitting invoice gst

8. GST can be added:

  • at line level if tax is not consistent across all lines by selecting the Line Level Taxation box in the top right corner, or
  • at the bottom of the invoice if GST is standard across all lines

9. Select the correct Tax Description from the dropdown, either at line level or at the bottom of the invoice depending on your previous choice.

 

 

 

 

 


24 Coupa supplier portal submitting invoice po

The GST amount at the bottom of the e-invoice must be the same as your attached PDF invoice.

For Invoice from PO only

10. Delete any PO lines for items/services that you are not delivering/charging for on this invoice by clicking the red X sign (x).

 

For Blank Invoices only

11. Fill in the line details for each item on your invoice

 

 

 

 


25 Coupa supplier portal submitting invoice submit

Continue for both PO and Blank Invoice Creation

12. Click “Calculate” and ensure the values being invoiced are the same as the value on your attached PDF tax invoice.

13. Click “Submit”. Coupa will ask for your confirmation to submit the invoice. Once you have clicked the Send Invoice button you will be directed to the invoices screen. Where you can see the invoice you have just submitted.

 

 

 

 

 

 


Creating multiple invoices for a single purchase order

If a single PO relates to multiple invoices from your accounting system, you must delete the irrelevant PO lines for each Coupa invoice created. In this example we use the one PO to create two invoices.

If a single PO relates to multiple invoices from your accounting system, you must delete the irrelevant PO lines for each Coupa invoice created. In this example we use the one PO to create two invoices.

Example Invoice 1234 PO 1001 Line 1 – Verify Qty supplied on this invoice. Line 2 Delete (as not charging) Line 3 Verify Qty and Price Line 4 Delete (as not charging)

Example Invoice 1235 Go back into PO 1001 and select create invoice Line 1 – Delete Line 2 Verify Qty and Price Line 3 Delete Line 4 Verify Qty and Price

If a single PO relates to multiple invoices from your accounting system due to backorder, you must change the quantity for the amount supplied. In this example we use the one PO to create two invoices.

Example Invoice 1236 PO 1002 Line 1 – Update Qty supplied on this invoice.

Example Invoice 1237 Go back into PO 1002 and select create invoice Line 1 – Update Qty supplied on this invoice.


Disputes

If there is a misalignment between the supplier generated tax invoice and the e-invoice submitted in Coupa, HammondCare will dispute the Coupa invoice and ask you to resubmit. Please note – invoices created via the Coupa Supplier Portal can only be corrected by the supplier.

HammondCare cannot modify the data entered into Coupa by the Supplier.

Disputes are communicated to you with the identified reason for the dispute. A comment from HammondCare will be shown regarding the action to be taken.

As a supplier you are required to correct the discrepancy and resubmit. In your ‘Invoices List’, a disputed invoice will have a ‘disputed’ status with an edit button to the far right (pencil image).

 

26 Coupa supplier portal submitting invoice disputes

When you click on the edit button you will be taken back to the Tax invoice create screen you originally used to submit the invoice. There you can correct the error and resubmit.

 


If you need help at any time, you can always chat with Coupa Support by clicking on the blue pop up in the bottom right corner of your screen.

27 Coupa supplier portal submitting invoice chat