Payment process for suppliers

Pearson understands that getting you paid on time is one of the most important parts of our relationship.

To ensure this happens, it’s important that you understand our basic process and work with our business contacts to have the right approvals in place at the right time.

For suppliers

The process

Step 1

We set you up as a supplier in Coupa, our online buying tool.

Step 2

We issue you a Purchase Order via Coupa and email.

Step 3

You deliver all or part of your goods or services.

Step 4

We raise a receipt in Coupa for delivery of these goods or services.

Step 5

You submit your invoice via Coupa using the “PO Flip” functionality or as a PDF via email.

Step 6

If the Purchase Order, invoice, and receipt match, we pay you.

Step 1

If you’re new to working with Pearson, we will need to set you up as a supplier in Coupa, our online buying tool. Your Pearson business contact will start this process.

You will need to keep your eyes open for an email from do_not_reply@pearson.coupahost.com that asks you to complete your details in Coupa. We would also advise you to add the domain @pearson.coupahost.com to your safe senders/whitemail list in your email.

Once these details are complete and approved by our finance teams in Coupa, your Pearson contact will be able to raise your Purchase Order.

If you are an existing Pearson supplier, this step does not apply to you.

Step 2

Your Pearson business contact will raise a Purchase Order. A Purchase Order is the sign-off from the business for you to supply goods or services to Pearson.

It is important that you receive a Purchase Order before starting any work for us, as it will reference contract terms and conditions and details that clearly lay out the nature of your working relationship with Pearson.

Please be aware that if you begin work or supply services without having received a Purchase Order, you are acting at risk, and Pearson is under no legal obligation to pay you.

Step 3

As a supplier, you will either deliver or partly deliver the required goods or services to your Pearson business contact.

Step 4

Once you’ve delivered these goods and services, your Pearson business contact will create a receipt in the Coupa system.

Step 5

Submit your invoice via Coupa using the “PO Flip” functionality or as a PDF via email. The amount of the invoice should match either the full value or part of the value of the Purchase Order.

It must also contain the same company details and references as on the Purchase Order. If any of this information is incorrect, your payment may be delayed.

For more information on submitting a compliant invoice, see the guidance below:

Guidance for submitting a compliant invoice to Pearson UK, US and Canada

For more information on submitting the invoices, see our guide on How to Submit an Invoice using Coupa

Creating an invoice via CSP

Creating an invoice via CSP
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Creating an invoice via SAN

Creating an invoice via SAN
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Step 6

Coupa will compare the original Purchase Order, receipt, and invoice details. If they match, the system will release payment under the terms and conditions agreed in the Purchase Order.

See Pearson’s standard terms and conditions:

Please note Pearson’s standard payment terms are 30 days in the UK and 45 days in North America. Payment terms begin from the date a compliant invoice is received by Pearson through a compliant invoicing channel.

Emailing your invoice directly to a Pearson employee or worker is not a standard or compliant invoicing channel.

Questions?

See our Frequently Asked Questions or email us at supplier@pearson.com