Coupa Expenses

Coupa Expenses

ABOUT

Coupa Expenses is used to upload and itemise tax invoices for business expenses.  
Your user profile may be configured to link to a Corporate Credit Card and or be enabled for cash reimbursements.
1.       Create and view Expense Reports via the Travel & Expenses tab.
2.       Access approval tasks from the To Do list of the home screen.


EXPENSE REPORTS

Submit your claim in 4 easy steps:
  1. Upload and save tax invoices via the Coupa phone app, email or direct upload.
    Idea
    As best practice, upload your invoices when you make the purchase to ensure your invoices are not lost.  
  2. Create new Expense Report or edit an existing draft.
  3. Add and itemise an Expense Line for each tax invoice.  When claiming multiple invoices please group in one Expense Report.  Where corporate card expenses are included please submit one claim per month.
  4. Submit the Expense Report for approval. 

Idea
As best practice, we recommend attaching invoices and itemises expenses throughout the month.  Then it's a quick check at the end of the month before submitting for approval.

ITEMISING AN EXPENSE LINE

  1. Attach your tax invoice.
    Alert
    Always request a Tax Invoice and upload as an image file or PDF.  EFTPOS receipts are not acceptable. 
  2. Enter the details of your purchase.  Ensure the Total, Tax and Expense Date are entered as per the tax invoice.

  3. The Tax Amount will auto calculate as 10% of the Total.  The Tax Amount must match the tax invoice.  To enter a different amount, select Edit.
    Idea
    As best practice, check each expense line against the total GST amount on the tax invoice.
  4. The Account will auto populate based on your default cost centre and the Expense Category selected.  If required, the code can be changed by selecting the search icon.
    Info
    Contact MM if your default cost centre needs updating.  For assistance with account code selection please contact your manager.



CORPORATE CARD EXPENSES

If you have a Corporate Card, you can upload your invoices and code expenses in the same Expense Report as your cash reimbursements.
Card transactions automatically import to your Coupa Expense Report.  Card transactions display the  icon.  Any manually added line which does not display the  icon is a cash reimbursement.  The total cash reimbursement amount is displayed at the bottom of the Expense Report.
Expense Reports which include Corporate Card transactions should only be submitted once at the end of the month.

AlertNote that expenses will only appear in Coupa after the merchant has reconciled their sales.  Most merchants will complete this task at the end of the day, however it is not uncommon for transactions to take several days to appear.  Do not enter a transaction manually, this will cause duplicates to occur.

APPROVALS

Once all invoices are attached and itemised in your Expense Report select Submit for Approval.  Your manager will receive an email requesting their review and approval.  Once all approval stages are complete the payment will be scheduled.

 

Info
Expense Reports containing corporate card transactions must be submitted at the end of each month.  If enabled for your account these expense reports can also include cash reimbursements.
Info
If your account only allows cash reimbursement claims:
- Group all expense lines in a single Expense Report.
- Limit Expense Reports to 1 per week.  Please note your company may limit you to fortnightly or monthly.

PAYMENT OF CASH REIMBURSEMENTS

Payment runs for cash reimbursements occur once per week, with the recipient typically receiving the payment on a Friday.  This is dependent on all approval steps being completed by COB the Tuesday prior. 

Payment days may alter to accommodate public holidays or may take longer depending on your bank.  Your bank statement will display the payee for the deposit as Mutual Marketplace.


EXPENSE DELEGATES

If you’re an Executive Assistance or hold a similar role you may be granted with Expense Delegate access.  This access will allow you to upload and itemise tax invoices and submit claims on behalf of other nominated users.  An Expense Delegate cannot approve Expense Reports on behalf of the nominated users.

When you have Expense Delegate access the below option will appear allowing you to switch to another user.