Frequently asked questions

In the supplier portal (Coupa), you will find the status of your invoice and the due date. You can view the historical data. The manual below provides full details.

Manual to due dates in Coupa

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

When you enter your IBAN, you have to leave out 'BE' and the 3 following digits, as well as the last 2 digits.
You are now left with 9 digits as shown in bold in the example: BE79735024070233.

When you are logged into the supplier portal, you can select the "invite user" button under the "Setup" tab at the top right. This way you can give a colleague access.

Go to the “Setup” tab and select “Legal Entity Setup” in the left column. Then click on “Add legal entity”, at the top right.

Enter your correct business name and country.

The “miscellaneous details” form is now displayed. Only the fields marked with a red star need to be filled in.

Company registration number: Your company number (VAT number without BE).
Place of registration: Place where your company is registered.
Register of legal entities: Enter the UBO here.
Type of business: your company form, such as NV (public limited company), BVBA (private limited company), VZW (non-profit association), VOF (general partnership) etc.
Click on “Save and continue”.

Verify your address details on the next screen and make sure Luminus is checked as a customer.

Enter your VAT number in the format BE0999999999 or BE1999999999.
Click on “Save and continue.

Next, choose how you wish to receive your payments.
It is important to choose “bank account” as the payment type.
Then click on “save and continue.”

Bank account country/region: Belgium.
Bank name: enter the name of your bank.
Account number: take the nine digits shown in bold from your own IBAN Number, e.g. BE79735024070233.
Confirm account number: repeat the “account number”.
IBAN: enter your full IBAN number here.
Confirm IBAN: enter your full IBAN number again here.
SWIFT/BIC code: enter your SWIFT/BIC-code here.
Click “save and continue”.

On the next screen, click “next” and then “done”.
The screen below will then be displayed.

When you entered your new account number on the supplier portal, it was not immediately transferred to Luminus. In order to do so, you must update your profile.

How do I update my profile?

• Go to PROFILE > information requests. (You will see the information that Luminus currently has about you.)
• Under Bank details, select “IBAN” then “add” and “add remit to address”. Here you can choose to add the remit to address you require or create a new remit to address.
• Once you have completed this process, click at the bottom to send it for approval.
• 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.
You can do this by going to the “invoices” tab and clicking the box next to the invoice.

Next, select “cancel invoice” at the bottom, and a credit note will be created for that invoice. You can opt for a full or partial credit. If necessary, you can create another invoice afterwards using the purchase order and the yellow coins.

Go to the “invoices” tab and select “create credit note”.
Select the invoice for which you want to create a credit note.
You can now create a credit note that will fully or partially cancel the 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.