Expense Reports Export

Expense report exports query all approved reports that are not yet exported. This process runs hourly. The application places generated files in the ./Outgoing/ExpenseReports folder. After the files are in the SFTP folder, the application marks the expense reports as exported. The application exports these records as a standard CSV file.

Expense Report

Field Name Description Field Type Required/Unique Possible Values
RecordType Describes the type of row. Possible values are Header, Line, or Line Split. No/No
ID Coupa Generated Document ID integer No/No
Created-At When the expense report was created in the format YYYY-MM-DDTHH:MM:SS+HH:MM. datetime No/No
Updated-At When the expense report was last updated in the format YYYY-MM-DDTHH:MM:SS+HH:MMZ datetime No/No
Title The title of the expense report. string(255) No/No
Status The current status of the expense report. Possible values are: draft, working, pending_approval, pending_info, approved, accounting_review, approved_for_payment, scheduled_for_payment, paid string(255) No/No
Submitted-at When the expense report was submitted for approval in the format YYYY-MM-DDTHH:MM:SS+HH:MMZ. datetime No/No
auditor-note Auditor comments on the expense report. text No/No
Rejection-Reason The reason why the expense report was rejected. text No/No
Paid Flag to indicate if the expense report has been paid. True or False. boolean No/No
total The total amount of the expense report in the transaction currency. decimal(32,4) No/No
currency The currency of the transaction. No/No
audit-score The audit-score Coupa assigns to the expense report. integer No/No
Accounting-Total The total amount of the expense report in the chart of accounts currency. decimal No/No
Accounting-Total-Currency The currency code of the chart of account for this expense report No/No
Expensed-By_email The email address of the user to be reimbursed. No/No
Expensed-By_employee_number The employee number of the user to be reimbursed. No/No
Expensed-By_id The Coupa User ID of the user to be reimbursed. No/No
Expensed-By_login The username of the user to be reimbursed. No/No
Expensed-By_Fullname The full name of the user to be reimbursed. No/No
Created-By_email The email address of the user who created the report. No/No
Created-By_employee_number The employee number of the user who created the report. No/No
Created-By_id The Coupa User ID of the user who created the report. No/No
Created-By_login The username of the user who created the report. No/No
Created-By_Fullname,_Firstname The full name of the user who created the report. No/No
Updated-By_email The email address of the user who last updated the report. No/No
Updated-By_employee_number The employee number of the user who last updated the report. No/No
Updated-By_id The Coupa User ID of the user who last updated the report. No/No
Updated-By_login The username of the user who last updated the report. No/No
Updated-By_Fullname The full name of the user who last updated the report. No/No
Event_-_ID The list of the event IDs. No/No
Event_-_Status The list of the event statuses No/No
Event_-_Created_at The list of event created dates in the format YYYY-MM-DDTHH:MM:SS+HH:MMZ No/No
Event_-_Updated_at The list of event updated dates in the format YYYY-MM-DDTHH:MM:SS+HH:MMZ No/No
Event_-_Created-By_email List of Email of user creating report event No/No
Event_-_Created-By_employee_number List of Employee Number of user creating event No/No
Event_-_Created-By_id List of Internal Coupa User ID creating event No/No
Event_-_Created-By_login List of Login of user creating event No/No
Event_-_Created-By_Fullname List of Employee Name of user creating event No/No
Event_-_Updated-By_email List of Email of user who last updated event No/No
Event_-_Updated-By_employee_number List of Employee Number of user who last updated event No/No
Event_-_Updated-By_id List of Internal Coupa User ID who last updated event No/No
Event_-_Updated-By_login List of Login of user who last updated event No/No
Event_-By_Fullname List of Employee Name of user who last updated event No/No
Approval_Created-AT List of Approval Created-At Dates in the format YYYY-MM-DDTHH:MM:SS+HH:MMZ No/No
Approval_Updated-At List of Approval Updated-At Dates in the format YYYY-MM-DDTHH:MM:SS+HH:MMZ No/No
Position Approval Order No/No
approval-chain-id Approval Chain ID No/No
Approval_status Approval Status No/No
approval-date Approval Date in the format YYYY-MM-DDTHH:MM:SS+HH:MMZ No/No
Approval_Notes Approval Notes No/No
Approval_Type Type of Approval Hierarchy No/No
Approvable_Type Type of Approvable No/No
Approvable_ID ID of Approvable No/No
Approver_-_Updated-By_email List of Email of user who last updated event No/No
Approver_-_Updated-By_employee_number List of Employee Number of user who last updated event No/No
Approver_-_Updated-By_id List of Internal Coupa User ID who last updated event No/No
Approver_-_Updated-By_login List of Login of user who last updated event No/No
Approver_Updated-By_Fullname List of Employee Name of user who last updated event No/No
Reimburse-to-Employee Total amount reimbursable to the employee. decimal No/No
Reimburse-to-Employee-Currency The currency code of the reimbursable amount. No/No
Payment Channel The payment channel used to reimburse the employee. string(255) No/No
ERP Document ID Expense document id on ERP side. string(255) No/No
ERP Document Status Expense document status on ERP side. string(255) No/No

Expense Line

Field Name Description Field Type Required/Unique Possible Values
RecordType Describes the type of row. Possible values are Header, Line, or Line Split. No/No
ID Coupa's Expense Report ID integer No/No
Line-ID Coupa's Expense Report Line ID integer No/No
Line-Number Line Number No/No
PO-Order-Line-ID If pre approved, Coupa Order Line ID integer No/No
Created-at Time of Record Creation in the format YYYY-MM-DDTHH:MM:SS+HH:MM. datetime No/No
Updated-At Time Record was last updated in the format YYYY-MM-DDTHH:MM:SS+HH:MM. datetime No/No
Description Description of Expense Report Line Item string(1550) No/No
Merchant Merchant on line string(255) No/No
Reason Reason for Expense string(255) No/No
Transaction-Amount The amount paid when the transaction was made. No/No
Transaction-Currency The currency that the transaction was made in. No/No
Amount Amount in user's default currency No/No
Currency User's default currency No/No
Account-Total Total of Amount in Chart of Accounts Currency No/No
Accounting-Currency Currency Code No/No
Expense-Date Expense Report Date in the format YYYY-MM-DDTHH:MM:SS+HH:MM. datetime No/No
Expense-Category-Name Expense Category Name No/No
Account-Code Account Code No/No
Account-Segment-1 Account Segment 1 No/No
Account-Segment-2 Account Segment 2 No/No
Account-Segment-3 Account Segment 3 No/No
Account-Segment-4 Account Segment 4 No/No
Account-Segment-5 Account Segment 5 No/No
Account-Segment-6 Account Segment 6 No/No
Account-Segment-7 Account Segment 7 No/No
Account-Segment-8 Account Segment 8 No/No
Account-Segment-9 Account Segment 9 No/No
Account-Segment-10 Account Segment 10 No/No
Account-Segment-11 Account Segment 11 No/No
Account-Segment-12 Account Segment 12 No/No
Account-Segment-13 Account Segment 13 No/No
Account-Segment-14 Account Segment 14 No/No
Account-Segment-15 Account Segment 15 No/No
Account-Segment-16 Account Segment 16 No/No
Account-Segment-17 Account Segment 17 No/No
Account-Segment-18 Account Segment 18 No/No
Account-Segment-19 Account Segment 19 No/No
Account-Segment-20 Account Segment 20 No/No
Account Type Chart of Account No/No
Period Name Budget Period No/No
External Source Name The corp card template name like corporate_credit_card_amex etc. string(255) No/No
External Source Data The file name of the credit card file that we received from cc company. string(255) No/No
External Source Ref The unique transaction identifier for each credit card transaction string(255) No/Yes
Parent External Source Name The corp card template name like corporate_credit_card_amex etc. No/No
Parent External Source Data The file name of the credit card file that we received from cc company. No/No
Parent External Source Ref The unique transaction identifier for each credit card transaction No/No
Imported-Amount Imported Amount No/No
Account Number Credit Card Account number No/No
Employee Number Employee number No/No
First Name First Name No/No
Last Name Last Name. No/No
Parent-Expense-Line-Id ID of the expense line that was itemized integer No/No
Supplier Reference Number Supplier Reference Number No/No
Company Tax Id The merchant ABN number or Federal Tax ID No/No
Corp Card Integration Name The integration name that is used received the transaction No/No
Applied Expense Preapproval Id Applied Expense Preapproval Id No/No
Applied Expense Preapproval Description Applied Expense Preapproval Description No/No
Applied Expense Preapproval Amount Applied Expense Preapproval Amount No/No
Applied Expense Preapproval Currency Code Applied Expense Preapproval Currency Code No/No
Applied Expense Line Cash Advance Amount Applied Expense Line Cash Advance Amount No/No
Applied Expense Line Cash Advance Currency Code Applied Expense Line Cash Advance Currency Code No/No
Reimburse to Employee Is the Expense Line reimbursable to the employee? boolean No/No

Expense Line Allocation

Field Name Description Field Type Required/Unique Possible Values
RecordType Describes the type of row. Possible values are Header, Line, or Line Split. No/No
expense-id Coupa's Expense Report ID integer No/No
expense-line-id Coupa's Expense Report Line ID integer No/No
line-num Line Number No/No
order-header-num If pre approved, Coupa's Order Header Number No/No
order-line-id If pre approved, Coupa's Order Line ID No/No
order-line-num If pre approved, Coupa's Order Line Number No/No
account-allocation-id Account Allocation ID integer No/No
account-allocation-sequence Position in the Account Allocation Sequence No/No
account-allocation-amount Amount allocated to the account No/No
account-allocation-percent Percentage allocated to the account No/No
account-code The whole account code of the account No/No
account-active Flag indicating if the account is active. True or False. No/No
segment-1 Account Segment 1 No/No
segment-2 Account Segment 2 No/No
segment-3 Account Segment 3 No/No
segment-4 Account Segment 4 No/No
segment-5 Account Segment 5 No/No
segment-6 Account Segment 6 No/No
segment-7 Account Segment 7 No/No
segment-8 Account Segment 8 No/No
segment-9 Account Segment 9 No/No
segment-10 Account Segment 10 No/No
segment-11 Account Segment 11 No/No
segment-12 Account Segment 12 No/No
segment-13 Account Segment 13 No/No
segment-14 Account Segment 14 No/No
segment-15 Account Segment 15 No/No
segment-16 Account Segment 16 No/No
segment-17 Account Segment 17 No/No
segment-18 Account Segment 18 No/No
segment-19 Account Segment 19 No/No
segment-20 Account Segment 20 No/No
account-name Nickname for the account No/No
currency_code Currency Code No/No
accounting-total Total of Amount in Chart of Accounts Currency decimal(32,4) No/No
accounting_currency Currency Code No/No

Expense Line Tax

Field Name Description Field Type Required/Unique Possible Values
RecordType Expense Line Tax No/No
tax-line-id Coupa's Expense Line Tax ID integer No/No
expense-line-id Coupa's Expense Line ID integer No/No
expense-line-number Expense Line Number No/No
expense-report-id Coupa's Expense Report ID No/No
tax-code The Tax Code for the invoice line tax rate. Must match an existing tax rate code within Coupa. No/No
tax-type-description The Tax Rate Type description on the line. No/No
tax-rate-description The Tax Rate description on the line. No/No
tax-line-currency Tax Line Currency No/No
country-code Country Code No/No
tax-rate Tax Rate decimal(8,3) No/No
tax-amount Tax Amount decimal(32,4) No/No
estimated-tax-amount Estimated Tax Amount decimal(32,4) No/No

Expense Report Event History

Field Name Description Field Type Required/Unique Possible Values

Expense Reconciliation Line

Field Name Description Field Type Required/Unique Possible Values
Type Describes the type of row. Possible values are Header, Line, Line Split, Tax Line, or ReconciliationLine. No/No
Adjustment Date The date the payment was made datetime Yes/No
Type of document The type of document that was paid string No/No
Expense Report ID The document ID that is being paid No/No
Amount The total amount paid decimal(46,20) No/No
Currency User's default currency No/No
Created By ID The user ID that created the payment integer No/No
Created By Login The user login that created the invoice payment No/No
Created Date The date the payment initially drafted datetime No/No
Updated By ID The user ID that most recently updated the payment integer No/No
Updated By Login Ther user login that most recently updated the invoice payment No/No
Updated Date The date the payment was most recently updated datetime No/No
Note Note associated with the payment string(255) No/No

Expense To Pay

Field Name Description Field Type Required/Unique Possible Values
type Describes the type of row. Possible value is Expense No/No
id The ID of the expense integer No/No
created-at The date the expense was created on datetime No/No
updated-at The date the expense was last updated on datetime No/No
status The status of the expense string(255) No/No
paid-date The date the expense was marked as fully paid datetime No/No
paid-total The total amount paid decimal No/No
remaining-total The total amount remaining to be paid decimal No/No
remittance-total The total remittance amount required decimal No/No
accounting-total The total of the expense in the CoA currency decimal No/No
exported A flag indicating if the expense has been marked as exported No/No
last-exported-at The date that the expense was last marked as exported datetime No/No
expense-type The type of expense string(255) No/No
payment-channel The payment channel on the associated ExpenseReport string(255) No/No
payable-type The type of associated payable. Value is ExpenseReport No/No
payable-id The ID of the associated ExpenseReport No/No
chart-of-account-code The Chart of Accounts name No/No
legal-entity-name The Chart of Accounts Legal Entity name No/No