Coupa Process with Greif and GearOne

How a GoCompanyStore order is paid through Coupa, step by step. Each section has its own link you can copy and send: click a heading. Questions about payment go to the payment contact.

Overview

Greif pays GearOne through Coupa. You place your order here on the Greif GoCompanyStore with the pay-by-invoice option, then raise a Coupa purchase order to GEARONE for the same total. GearOne links the two, ships your goods on the store order, and invoices Greif electronically through Coupa. Nothing is charged to a card and nothing ships until the purchase order is in process.

  1. Place your order on the store
  2. Raise the Coupa purchase order
  3. GearOne links the PO to your order
  4. Shipping and tracking
  5. Invoice and payment
  6. Payment terms
  7. Payment contact

Step 1. Place your order on the store

Shop as usual and check out with the payment method Pay By Invoice (Email or Create and Send via Coupa to GearOne). You receive an order confirmation email with your order number (for example 7916544) and the order total including shipping. Keep that email: the order number and the total are what your purchase order must match.

Step 2. Raise the Coupa purchase order

In Coupa, create a purchase order to supplier GEARONE:

  • Amount: the order total from your confirmation email, shipping included, as one line.
  • Line description: Greif apparel, or the store order number.
  • Reference: your GoCompanyStore order number, so GearOne can match the two without asking.

When the PO is approved, Coupa sends it to GearOne automatically as a purchase-order record on the store. You can also reply to your confirmation email with the PO number, or tell the payment contact that a PO is in process; that is enough for GearOne to start.

GearOne attaches the Coupa purchase order to your store order, marks the store order as paid against the PO, and tags both records as approved with a note linking each to the other. Your store order is the record the goods ship on; the purchase-order record carries the PO and the invoice. Both exist on purpose so Coupa and the store agree.

Step 4. Shipping and tracking

Once the PO is linked, GearOne purchases the goods and ships them on your store order. You receive the normal shipping confirmation with tracking from the store. Decorated items ship once decoration is complete; blank items ship as they arrive. If an order ships in more than one package, each package carries its own tracking number.

Step 5. Invoice and payment

GearOne invoices Greif electronically through Coupa against your purchase order. Invoices are never mailed on paper. Greif pays the invoice through Coupa on the agreed terms. No card is charged at any point in this process.

Payment terms

Greif and GearOne trade on Net 45 terms. A purchase order is required for every pay-by-invoice order; the PO total must match the store order total including shipping.

Payment contact

For anything about a purchase order, an invoice or a payment on a GoCompanyStore order, contact GearOne here. This section is the one to send: link to the payment contact.

  • Cia Sophie-Reyes, Customer Service, GearOne: csr@gearone.com (csr@gearone.com)
  • Charles Liscum, GearOne: +1 (770) 364-9020
  • On the Greif side, Coupa questions go to CoupaAdmin@greif.com

When you write, include your store order number and, if you have it, the Coupa PO number.

Common questions

I placed the order but have not raised a PO yet. Will it ship? No. Goods are purchased once the PO is in process. Tell the payment contact as soon as it is raised.

My PO total does not match the order. Contact the payment contact with both numbers; GearOne will tell you which to adjust.

Can I pay by card instead? Yes. The confirmation email for a pay-by-invoice order carries a secure payment link; paying there removes the need for a PO on that order.