Frequently asked questions

You can check the status and due date of your invoice on the supplier portal (Coupa) at any time. You can consult your historical data at any time. See the user guide below for more information.

Open the "Invoices" tab in the supplier portal to view all the invoices you have created via the portal. The status column shows the current status of your invoice (= draft, awaiting approval, approved etc.).

When you enter your IBAN number, please omit BE and the next three digits, and also the last two digits.
So you will enter only the nine digits shown in bold in the example below: BE79735024070233.

When you log in to the supplier portal, you can select the "Invite a user" button under the "Configuration" tab in the top right-hand corner. In this way you can help a colleague to access the system.

Select "Business profile" followed by "Legal entities".

Click on "Create"

Enter your company name under Legal Entity name and select your country in the Country/Region field.

Choose your Country/Region and enter your VAT ID (format: starting with your country code)

If you do not have a VAT number, you can tick the box "I don't have a Tax ID Number" and enter your company number.

Company registration number: fill in your company number.

Place of Reg.: indicate the place where your company is registered.

Register Legal Entities: enter "UBO".

Type of Company: choose your company form (e.g. LTD, …)

Enter your address details in the Invoice From Address section:

• Country/Region: this will be filled in automatically.
• Address line 1: street and house number.
• City: enter your city.
• State: enter your state.
• Postal code: enter your postal code.

Select the Preferred Language in which you wish to create your invoices.

Check the box for Same as Invoice From Address for the Ship From Address.

Click "Save".

You will be given the option to add a payment method to this legal entity via the following box.

Click "Continue"

Click on "Add Payment Method"

Choose “Bank Transfer”

Select the legal entity for which you need to create the remit-to address (if there is only one, it will be filled in automatically). A legal entity refers to the company for which you want to add the account number.

Enter the details for payment by bank transfer:

Payment Method Name: choose a name that identifies this payment method for you

Bank Account Country/Region: choose the country where your bank is located

Bank Account Currency: EUR

Beneficiary Name: the name of your company

Bank Name: the name of the bank where you hold your account

Accountnumber: take the 9 digits in bold from your own IBAN Number
vb.: BE52733069146509

Confirm Account Number: repeat "Account Number"

IBAN: enter your full IBAN number

Confirm IBAN: enter your IBAN number again

Indicate "My company expects to receive urgent/wire payments"

This way the field for SWIFT/BIC code will appear

SWIFT/BIC-code: enter your SWIFT/BIC code here

Click “Next”

You will now return to the overview of your transfer addresses where you can find the new transfer address.

If you have just entered your new account number on the portal, it has not yet been sent to Luminus. You will need to update your profile to do this.

The procedure for this is as follows:

• Go to PROFILE > information requests. (Here you will see the data Luminus currently holds about you).
• Choose "IBAN" under "bank details" then add the payment details. You can now add your preferred payment details or create new ones if you prefer.
• Once you have completed this procedure you can submit the details for approval, as shown below.
• Once Luminus has validated the details, your new account number will be registered with us.

If your invoice is disputed, you need to create a credit note.
To do this, go to the "Invoices" tab and click on the square to the right of the invoice.

Then select "Cancel an invoice" at the bottom, and a credit note will be created for this invoice. You can create a partial or full credit note. Afterwards you can create a new invoice if necessary using the purchase order and the yellow coins logo.

Go to the "Invoices" tab and select "Create a credit note".
Next, select the invoice for which you want to create it.
You can create a credit note to cancel a whole invoice or part of an invoice.

You can change the portal language at the very bottom of the page. Click on the language and select your preferred language.

If you have technical questions about Coupa, please send them to our mailbox at esupplier@luminus.be.

For security reasons, Coupa requires multi-factor authentication (MFA) for parts of the supplier portal.

Before completing your profile, you must activate this MFA setting once.

Go to your name at the top right and choose "Account Settings"

Choose “Security & Multi-Factor Authentication" from the left menu.

A screen with a QR code will appear.

Click "cancel" at the bottom of the screen

Choose authentication via text message on the next screen:

In the next screen, enter your mobile phone number starting with the country code (+32 for Belgium)

Complete the check that you are not a robot and click "Send code".

Enter the code received by text message in the box under number 3.

Click "Enable".