GitLab’s preferred method of payment for suppliers is electronic funds transfer with supplier invoice. In the instances where this option is not available with the supplier, the Virtual Card, which is a temporary credit card, can be used as an alternative payment method. Virtual Card can be selected as a payment option by the requestor via the Request Virtual Card icon on the Home page in Coupa.
Please either follow the below instructions or view the Requesting a Virtual Card video.
There are two different scenarios for Virtual Cards:
IMPORTANT NOTE
Prerequisite: You must set up your 2FA in Coupa to view your Virtual Cards. Review the How to Enable Two-Factor Authentication (2FA) for more details.
(Supplier paid by Virtual Card for one time purchase or emergency payment)
Step 1. Click on the Request Virtual Card icon from your Coupa Home page.
Step 2. Complete all the fields on the form. NOTE - for the last question, check "No" then click "Submit".
Step 3. After the form is submitted, it will create a Requisition Cart for you.
IMPORTANT NOTE
The Virtual Card Supporting Documentation must match the amount of the Requisition. If the amount charged to the Virtual Card differs from the PO amount, updated documentation must be provided.
Step 4. Review the Cart Items section and verify the Billing information is correct.
NOTE
The Cart Items section will list American Express- Virtual Card as the Supplier and will list the actual supplier's name under the Requested Virtual Card Supplier field.
Step 5. Click on Submit for Approval.
Once the Requisition is fully approved, a Purchase Order will be generated. You will receive an emailed notification that the Virtual Card is available for use on that Purchase Order. Click on the PO link to view the Virtual Card details. NOTE - only you, as the requestor, will have the ability to view the Virtual Card details.
The Virtual Card information is provided on the Purchase Order under the Payment section. Click on the link to view the card details. You will be prompted to enter Two-Factor Authentication (2FA) verification code.
The card number, expiration date, and CVV code will be available to the requester. At this point the requester can use the card details to complete the purchase. Please use GitLab Inc; 268 Bush Street #350; San Francisco, CA 94104 for the Billing Address when using the Virtual Card.
(Supplier permanently paid by Virtual Card)
IMPORTANT NOTE
Prerequisite: The supplier must already exist in Coupa. If the supplier is not yet set up, please follow the instructions here to request a new supplier.
Submit the form and complete the requisition cart as outlined in above Scenario A steps 3-4.
NOTE
You only need to request a permanent virtual card for the supplier once. After Accounts Payable sets up the virtual card, you can submit future requisitions through Write a request or Submit a request for the supplier.
If you are a Marketing team member that uses Allocadia to submit Coupa requisitions, please first review the above instructions to get an overall understanding for requesting and receiving a Virtual Card then follow the instructions below.
