External Orders Import
Overview
The Purchase Order Import process reads files from the SFTP folder: ./Incoming/PurchaseOrders/.
These files will be moved to the archive folder located at ./Incoming/Archive/PurchaseOrders/ before being processed in Alphanumeric order.
Coupa can't update an order via flat file integration.
Keys
-
Supplier Name
-
Supplier Number
For soft-closing a PO, update the PO with Action = Close
For hard-closing a PO, update the PO a second time with Action = Close
Item finder logic
Coupa searches Supplier Item for Ship To User on Item with Supplier Part Number matching. If nothing is found, Coupa searches for the next best Supplier Item for Ship To User.
The External Orders import now validates the ship-to address ID against other address IDs in Coupa. If the ID matches an existing address with a different type (supplier address, remit-to, etc.) Coupa now shows the error “Invalid Ship-To Address”.
Possible values
- Action
-
Cancel, Close, Reopen, IssueWithSend, IssueWithoutSend, IgnoreWindowsAndIssue
- Version Number
-
If specified, must be equal to or greater than the current order version number.
External Order Header
| Field Name | Required Field | Unique? | Field Type | Field Description | Possible Values |
| Header | No | No | Indicates the type of row. | ||
| Action | No | No | Dictates what happens to the PO line. | ||
| Version Number | No | No | Allows you to override Coupa's default versioning rules. See the PO SFTP Loader documentation for more info. | ||
| PO Number | Yes | Yes | string(20) | Use to determine if Coupa will modify an existing PO or create a new PO. | |
| Supplier Name | No | No | Used to identify the supplier for the PO. Can pass the supplier number in lieu of this field, but Coupa must identify an active supplier record for each PO. | ||
| Supplier Number | No | No | Used to identify the supplier for the PO. Can pass the supplier name in lieu of this field, but Coupa must identify an active supplier record for each PO. | ||
| Supplier Site Code | No | No | Supplier Site Code | ||
| Currency Code | No | No | Currency Code | ||
| Chart of Account Name | No | No | Chart of Accounts for the order. The CoA must exist in Coupa and be active. | ||
| Confirmation Level | No | No | No Description Found | ||
| Confirm By Hrs | No | No | integer | No Description Found | 0..87600 |
| Payment Method | No | No | string(255) | No Description Found | |
| Payment Term Code | No | No | No Description Found | ||
| Shipping Term Code | No | No | Shipping Term Code | ||
| Ship To Id | No | No | Ship To Id | ||
| Ship To Name | No | No | Name of Address. Must exist in Coupa. Must include a ship-to address, either new or preexisting in Coupa. | ||
| Ship To Attention | No | No | string(255) | Ship to Address attention. Either the Requester or the attention linked to Address in Coupa (defaults to the requester). | |
| Ship To Street 1 | No | No | Ship to Address Line 1. Provide if the address does not exist in Coupa. | ||
| Ship To Street 2 | No | No | Ship to Address Line 2. Provide if the address does not exist in Coupa. | ||
| Ship To City | No | No | Ship to Address City. Provide if the address does not exist in Coupa. | ||
| Ship To State | No | No | Ship to Address state. Provide if the address does not exist in Coupa. | ||
| Ship To Postal Code | No | No | Ship to Address Postal code. Provide if the address does not exist in Coupa. | ||
| Ship To Country Code | No | No | Ship to Address Country Code. Must exist in Coupa. | ||
| Ship To Country Name | No | No | Ship To Country Name | ||
| Ship To Location Code | No | No | Ship to Address Country Code. Must exist in Coupa. If this value is provided, the rest of the Ship to Address values can be omitted. Coupa will find the Ship To Address based on the location code and copy all address values to the external order. | ||
| Ship To Employee Number | No | No | The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login. | ||
| Ship To Email | No | No | The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login. | ||
| Ship To Login | No | No | The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login. | ||
| Transmission Method Override | No | Yes | string(30) | Transmission Method Override | supplier_default, email, do_not_transmit |
| Transmission Emails | No | No | text | Transmission Emails | |
| Hide Price | No | No | boolean | Hide Price from supplier | |
| Allow ERS on header | No | No | boolean | Allow ERS on header | |
| Line | No | No | Indicates the type of row. | ||
| Receiving Warehouse Name | No | No | Used for inventory orders only. | ||
| Contract Number | No | No | Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract name. | ||
| Contract Name | No | No | Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract number. | ||
| Record Identifier | No | No | Record Identifier | ||
| Line Number | No | No | Line Number | ||
| Catalog Item Number | No | No | Can be used to identify catalog items in lieu of item name. | ||
| Catalog Item Name | No | No | Can be used to identify catalog items in lieu of item number. | ||
| Non Catalog Item Description | No | No | Item description for non-catalog items. | ||
| Department Name | No | No | No Description Found | ||
| Supplier Part Number | No | No | Can be used to help identify a supplier item. See PO SFTP Loader documentation for more details. | ||
| Supplier Aux Part Number | No | No | Supplier Aux Part Number | ||
| Quantity | No | No | Line Qty Amount (blank for Service-based line). | ||
| Price | No | No | Price | ||
| Need By Date | No | No | Need By Date | ||
| UOM Code | No | No | Code for the unit of measure. Must exist in Coupa. | ||
| Commodity Name | No | No | Commodity Name | ||
| Asset Tags | No | No | Asset Tags | ||
| Account Name | No | No | Account Name | ||
| Account Code | No | No | Account Code | ||
| Account Segment 1 | No | No | Account Segment 1 | ||
| Account Segment 2 | No | No | Account Segment 2 | ||
| Account Segment 3 | No | No | Account Segment 3 | ||
| Account Segment 4 | No | No | Account Segment 4 | ||
| Account Segment 5 | No | No | Account Segment 5 | ||
| Account Segment 6 | No | No | Account Segment 6 | ||
| Account Segment 7 | No | No | Account Segment 7 | ||
| Account Segment 8 | No | No | Account Segment 8 | ||
| Account Segment 9 | No | No | Account Segment 9 | ||
| Account Segment 10 | No | No | Account Segment 10 | ||
| Account Segment 11 | No | No | Account Segment 11 | ||
| Account Segment 12 | No | No | Account Segment 12 | ||
| Account Segment 13 | No | No | Account Segment 13 | ||
| Account Segment 14 | No | No | Account Segment 14 | ||
| Account Segment 15 | No | No | Account Segment 15 | ||
| Account Segment 16 | No | No | Account Segment 16 | ||
| Account Segment 17 | No | No | Account Segment 17 | ||
| Account Segment 18 | No | No | Account Segment 18 | ||
| Account Segment 19 | No | No | Account Segment 19 | ||
| Account Segment 20 | No | No | Account Segment 20 | ||
| Budget Period Name | No | No | Budget Period Name | ||
| Bulk Price | No | No | Bulk Price | ||
| Bulk Price Qty | No | No | Bulk Price Qty | ||
| Bulk Price UoM Code | No | No | Bulk Price UOM Code | ||
| Bulk Price Conversion Numerator | No | No | Bulk Price Conversion Numerator | ||
| Bulk Price Conversion Denominator | No | No | Bulk Price Conversion Denominator | ||
| Reason Insight Event Comment | No | No | Required comment if a reason insight ID or code is provided. | ||
| Reason Insight ID | No | No | If a reason insight needs to be specified (required for opening line or PO), one of the ID or CODE is required, along with a comment. | ||
| Reason Insight Code | No | No | If a reason insight needs to be specified (required for opening line or PO), one of the ID or CODE is required, along with a comment. | ||
| Manufacturer Name | No | No | Manufacturer Name | ||
| Manufacturer Part Number | No | No | Manufacturer Part Number | ||
| Account Allocation | No | No | Account Allocation | ||
| Estimated Tax Amount | No | No | Estimated Tax Amount | ||
| Percent | No | No | Percent | ||
| Estimated Tax Line | No | No | Estimated Tax Line | ||
| Tax Line Number | No | No | Tax Line Number | ||
| Estimated Tax Code | No | No | Estimated Tax Code | ||
| Estimated Tax Rate | No | No | Estimated Tax Rate | ||
| Tax Reference | No | No | Tax Reference | ||
| Base Amount | No | No | Base Amount | ||
| Product Classification | No | No | Product Classification | ||
| Delete | No | No | Delete |
External order line columns
|
Column Name |
Description |
Req'd |
Unique |
Type |
Allowable Values |
|---|---|---|---|---|---|
|
Line |
Indicates the type of row |
No |
No |
- |
Line |
|
Action |
Dictates what happens to the PO line. |
No |
No |
string |
delete, SoftCloseForReceiving, SoftCloseForInvoicing, ReopenForReceiving, ReopenForInvoicing |
|
Receiving Warehouse Name |
Used for inventory orders only |
No |
No |
string(255) |
any |
|
Contract Number |
Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract name. |
No |
No |
string(50) |
any |
|
Contract Name |
Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract number. |
No |
No |
string(100) |
any |
|
Record Identifier |
Record Identifier |
No |
No |
any | |
|
Line Number |
Used to identify an existing PO line if making an update to a PO, otherwise defines the line number for new PO lines. |
No |
No |
string(255) |
any |
|
Catalog Item Number |
Can be used to identify catalog items, in lieu of item name. |
No |
No |
string(255) |
any |
|
Catalog Item Name |
Can be used to identify catalog items, in lieu of item number. |
No |
No |
string(255) |
any |
|
Non Catalog Item Description |
Item description for non-catalog items. |
No |
No |
string(255) |
any |
|
Department Name |
Same as req loader |
No |
No |
string(255) |
any |
|
Supplier Part Number |
Can be used to help identify a supplier item. See PO SFTP Loader documentation for more details |
No |
No |
string(255) |
any |
|
Quantity |
Line Qty Amount (blank for Service-based line) |
No* |
No |
decimal(30,6) |
any |
|
Price |
Item unit price |
Yes*** |
No |
decimal(30,6) |
any |
|
Need By Date |
Need by date |
No |
No |
datetime |
YYYY-MM-DDTHH:MM:SS+HH:MM |
|
UOM Code |
Code for the unit of measure. Must exist in Coupa. |
No* |
No |
string(6) |
any |
|
Commodity Name |
Commodity Name. Must exist in Coupa. |
No |
No |
string(255) |
Must exist in Coupa |
|
Asset Tags |
Not currently used |
No |
No |
any | |
|
Account Name |
Same as req loader |
No |
No |
string(100) |
any |
|
Account Code |
Same as req loader |
No |
No |
string(2020) |
any |
|
Account Segment 1 |
Account Segment 1 |
No |
No |
string(100) |
any |
|
Account Segment 2 |
Account Segment 2 |
No |
No |
string(100) |
any |
|
Account Segment 3 |
Account Segment 3 |
No |
No |
string(100) |
any |
|
Account Segment 4 |
Account Segment 4 |
No |
No |
string(100) |
any |
|
Account Segment 5 |
Account Segment 5 |
No |
No |
string(100) |
any |
|
Account Segment 6 |
Account Segment 6 |
No |
No |
string(100) |
any |
|
Account Segment 7 |
Account Segment 7 |
No |
No |
string(100) |
any |
|
Account Segment 8 |
Account Segment 8 |
No |
No |
string(100) |
any |
|
Account Segment 9 |
Account Segment 9 |
No |
No |
string(100) |
any |
|
Account Segment 10 |
Account Segment 10 |
No |
No |
string(100) |
any |
|
Account Segment 11 |
Account Segment 11 |
No |
No |
string(100) |
any |
|
Account Segment 12 |
Account Segment 12 |
No |
No |
string(100) |
any |
|
Account Segment 13 |
Account Segment 13 |
No |
No |
string(100) |
any |
|
Account Segment 14 |
Account Segment 14 |
No |
No |
string(100) |
any |
|
Account Segment 15 |
Account Segment 15 |
No |
No |
string(100) |
any |
|
Account Segment 16 |
Account Segment 16 |
No |
No |
string(100) |
any |
|
Account Segment 17 |
Account Segment 17 |
No |
No |
string(100) |
any |
|
Account Segment 18 |
Account Segment 18 |
No |
No |
string(100) |
any |
|
Account Segment 19 |
Account Segment 19 |
No |
No |
string(100) |
any |
|
Account Segment 20 |
Account Segment 20 |
No |
No |
string(100) |
any |
|
Budget Period Name |
The name of the budget period |
No |
No |
string(255) |
any |
|
Bulk Price |
Bulk Price |
No |
No |
decimal(30,6) |
any |
|
Bulk Price Conversion Numerator |
Bulk Price Conversion Numerator |
No |
No |
decimal(30,6) |
any |
|
Bulk Price Conversion Denominator |
Bulk Price Conversion Denominator |
No |
No |
decimal(30,6) |
any |
|
Bulk Price Qty |
Bulk Price Qty |
No |
No |
decimal(30,6) |
any |
|
Bulk Price UoM Code |
Bulk Price UoM Code |
No |
No |
int(11) |
any |
|
Supplier Aux Part Number |
Supplier Aux Part Number |
No |
No |
any | |
|
Manufacturer Name |
Manufacturer Name |
No |
No |
any | |
|
Manufacturer Part Number |
Manufacturer Part Number |
No |
No |
any |
External order account allocation columns
|
Column Name |
Description |
Req'd |
Unique |
Type |
Allowable Values |
|---|---|---|---|---|---|
|
Account Allocation |
Indicates the type of row |
No |
No |
- |
Account Allocation |
|
Record Identifier |
No |
No |
any | ||
|
Line Number |
Used to identify an existing PO line if making an update to a PO, otherwise defines the line number for new PO lines. |
No |
No |
string(255) |
any |
|
Amount |
Amount |
No |
No |
decimal(30,3) |
any |
|
Percent |
Percent |
No |
No |
decimal(16,10) |
any |
|
Account Name |
Same as req loader |
No |
No |
string(100) |
any |
|
Account Code |
Same as req loader |
No |
No |
string(20) |
any |
|
Account Segments 1 - 20 |
Account Segments 1 through 20 |
No |
No |
string(100) |
any |
|
Budget Period Name |
The name of the budget period |
No |
No |
string(255) |
any |
* Service based lines don't have a quantity or UOM
** Requires one of Supplier Name or Supplier Number
*** This field is only required if a value is not currently assigned for an item within Coupa
Order line defaults for all lines
|
Line Attribute |
Source |
Source Attribute |
Conditions |
|
description |
Item |
name | |
|
unit_price |
CSV |
csv_row[ rice] |
If provided |
|
unit_price |
SupplierItem |
price |
If CSV value (above) is blank |
|
contract |
#load_contract |
csv_row[:contract_number] or csv_row[:contract_name] |
Matching Name or Number |
|
contract |
SupplierItem |
contract |
If CSV value (above) is blank |
|
source_part_num |
CSV |
csv_row[:supplier_part_number] |
If provided |
|
source_part_num |
SupplierItem |
supplier_part_num |
If CSV value (above) is blank |
|
supplier_aux_part_num |
CSV |
csv_row[:supplier_aux_part_number] |
If provided |
|
supplier_aux_part_num |
SupplierItem |
supplier_aux_part_num |
If CSV value (above) is blank |
|
supplier |
#load_supplier |
Supplier |
Matching Name or Number & "active" |
|
supplier_site |
CSV |
OrderHeader | |
|
uom |
#load_uom |
Uom |
Matching "Uom Code" |
|
uom |
Item |
Uom |
If CSV value (above) is blank |
|
commodity |
#load_commodity |
Commodity |
Matching Commodity Name |
|
currency |
OrderHeader |
Currency | |
|
period |
#load_period |
BudgetPeriod |
Matching "Budget Period Name" for AccountType (above) |
|
line_num |
CSV |
csv_row[:line_number] | |
|
quantity |
CSV |
csv_row[:quantity] | |
|
need_by_date |
CSV |
csv_row[:need_by_date] |
Defaults for free-form requisition lines
|
Line Attribute |
Source |
Source Attribute |
Conditions |
|---|---|---|---|
|
description |
CSV |
csv_row[:non_catalog_item_description] |
Item finder errors
An error will be returned if:
-
Catalog and/or Manufacturer details are included in the loader input and no Catalog Item is found. This includes cases where there is an existing match to Catalog details but with different Manufacturer details.
-
Catalog Item cannot be found and Non Catalog Item Description is blank in loader input.
-
No Supplier Item is found.
-
Neither Price nor Bulk Price are found.
The following cases result in a Catalog Item Not Found error message:
-
Catalog Item NumberorCatalog Item Nameare present in the payload, but an item cannot be found. -
Catalog Item Nameand MFG details are present in the payload andCatalog Item Namedoes not matchNameof the selected Item. -
Manufacturer Nameis present in the payload and configured on the selected Item and not matching. -
Manufacturer Part Numberis present in the payload and configured on the selected Item and not matching.
The Catalog Not Found error message says "Catalog Item not found for LIST OF ATTRIBUTES AND VALUES IN PAYLOAD". For example, the error message could be, "Catalog Item not found for Catalog Item Number with value ABC123, Catalog Item Name with value ABC 123 ITEM."
In addition to the above messages, in the Requisition Header loader, if the setup key csv_requisition_loader_supplier_item_required? is set to true and the loader cannot match a Supplier Item, a Supplier Item Not Found error is returned. For example, the error message could be, "Supplier Item not found for Catalog Item Name with value ABC 123 ITEM, Supplier Part Number with value SUPP123."