Supplier FAQs

Supplier Onboarding

I haven’t received my Global Supplier Onboarding form to complete?

There are a few things that you can check here in the first instance;

1. Check with your Pearson Business Contact which email address they provided for you when they initiated the onboarding process, as this is the email address your form will be sent to. If the email address is incorrect, or needs to be updated, your Pearson Business Contact can make this request on your behalf or you can contact supplier@pearson.com directly with the request.
   
2. It is possible that your email security settings have sent the form to your spam or junk folders – make sure to check those! The form will be sent to you from email address: do_not_reply@pearson.coupahost.com so make sure to add this address to your safe senders list or enable your inbox security settings to allow emails to be received from this address.

I need help with filling out / completing my onboarding form

We have useful step by step guidance documents available which will help take you through the form completion process, you will find the appropriate guide at the links below (depending on which version of the form you were sent to complete)

Standard Supplier Form guidance

Enhanced Supplier Form guidance

Alternatively if you feel you need some additional support with completing your form, please reach out to our Supplier Support team directly via supplier@pearson.com

I’ve submitted my onboarding form back to Pearson, how long will it take for me to be set up?

Once your form has been received by us, it goes through some final checks, to make sure that we have all of the information we need in order to be able to set you up as a supplier. If we have all the information we need to successfully set you up, your supplier account will be set up and active within 2-3 days.

If you have indicated that there are any potential risks or conflicts of interest when completing your form, this can add to the set up time as these will need to be assessed.

I’ve already delivered the goods/services that I was asked to provide Pearson, I am just waiting for payment of my invoice. Why am I now being asked to complete an onboarding form?

If you are being asked to complete an onboarding form, this indicates that you have not been set up as a supplier on Pearson’s systems, therefore it is not possible for us to make any payments to you. The onboarding form needs to be completed and sent back to Pearson so we can set you up.

You should not be undertaking any work for/on behalf of Pearson unless your Pearson Business Contact has provided you with a Purchase Order for your goods/services. Always ask for Purchase Order before undertaking any work for Pearson to avoid any delays in payment.

Invoices

How can I submit my invoice to Pearson for payment?

If you have received a Purchase Order from our Coupa system, the preferred method of submission is to do this via Coupa.

There are two methods of submitting invoices via Coupa;

1. Via supplier actionable notification. Please refer to the video - submitting an invoice via SAN for further guidance.
2. Via the Coupa Supplier Portal. Please refer to the video - submitting an invoice via CSP for further guidance.

I’m trying to submit my invoice in Coupa, using the Supplier Actionable Notification, but it’s taking me to a page where I am asked to enter a username and password. Why is this?

This could be an indication, that whilst we have an email address on record for your Purchase Orders to be sent to, we may not have any details recorded under the Primary Contact section in your supplier record. If you encounter this issue, please email supplier@pearson.com with a screenshot of the issue and the team will investigate.

The Purchase Order I have received has multiple line items, when I create an invoice, it is invoicing against each line of the PO - how can I remove lines I do not wish to invoice against?

When creating the invoice in Coupa, you should be able to see an “x” in a red circle next to each line . Clicking on this will remove that line from your invoice template.

Please note: You must delete any line you do not want to invoice against, you cannot set the value of the line to zero as this will cause issues when trying to process your invoice for payment.

I have multiple invoices that I want to submit against the same Purchase Order – can I submit these as one invoice in Coupa?

When submitting your invoices via Coupa, there is a requirement for you to attach a copy of your physical invoice. You should not attach multiple invoices under one invoice submission in Coupa, in this instance you would need to create a separate submission for each invoice attaching the appropriate invoice to each.

My invoice needs to include Tax/VAT - do I include this on the submission in Coupa? It has been indicated on the invoice I attached.

Yes, if you require any Tax/VAT paying, you must indicate this on your invoice submission in Coupa, failure to include this break down will result in the Tax/VAT not being paid to you.

Does my attached invoice need to be in a specific format?

All invoices must be in PDF format

I have submitted my invoice, when will I receive payment?

Your invoice will be paid according to the payment terms that have been set up against your supplier record. The standard payment terms for the UK is Net30 days and for North America is Net45 days.

Pearson can only process an invoice for payment once we have physically received it. Your supplier payment terms will take effect from the date that Pearson has received your invoice, not from the actual date of your invoice.

You will receive notifications from Coupa when your invoice has been received by Pearson and you’ll also get a notification when the invoice has been paid. You can view the payment information of an invoice, within the invoice template in Coupa – under the Payments section.

I’ve submitted my invoice in Coupa, but it has been rejected, why?

There could be a few reasons for this;

1. The invoice you have submitted, has exceeded the total value of the Purchase Order that Pearson raised for your goods/services. If this is the case, you should discuss this with your Pearson Business Contact in the first instance.
   
2. When submitting an invoice in Coupa, you are able to backdate the invoice date 10 days, where you have tried to enter an invoice date beyond this 10 day threshold the system will automatically reject it, as the system does not allow this.
   
3. It is possible that your Pearson Business Contact has disputed the invoice you submitted, if this is the case, a reason will have been provided by your Pearson Business Contact to advise why. If you have any questions on this you should speak to them in the first instance.

I’ve accidentally submitted an invoice against the wrong Purchase order. What can I do to fix this?

If the invoice you have submitted is showing under the status of “approved” this indicates that it has been received and matched by Pearson. In this instance you should submit a Credit Memo in Coupa, against the Purchase Order to cancel out the incorrect invoice. Your credit memo should be for the exact amount (including Tax/VAT) of the incorrect invoice.

If the invoice is showing under the status of “pending receipt” this means that it is waiting for approval from your Pearson Business Contact. You can let them know that this submission was an error and they will be able to dispute the invoice back to you.