Item Import

Overview

The Items Import process read files from ./Incoming/Items/ in the SFTP. These files will be moved to the archive folder located at./Incoming/Archive/Items/ before being processed in alphanumeric order.

Unique Keys

  • Item ID
  • Item Number
  • Item Name

Supplier Item uniqueness is based on a combination of Supplier, Supplier Part Num, and Contract.

Validations

You can use the SFTP loader to update:

  • Item Name using Item Number.
  • Item Number using the Item Name.
  • Item Name and Item Number by including both Supplier and Supplier Part Num.

For supplier items, depending on the Item loader you use, we do a lookup based on:

  • Item Number or Name plus Supplier (Standard or Background loader through the UI) or Item Number (Standard loader).
Note: You cannot update Contract Number or Supplier Part Num on a supplier item.

Item finder logic

Catalog Items are found with the following query terms, in the following order. If a match is found, that item is returned and Coupa stops searching.

  • Item Number can only match on one item.
  • Manufacturer Name and Manufacturer Part Number return the first created matched item.
  • Supplier Part Number and Supplier Aux Part Number (and Contract if present) return the last updated matched item.
  • Catalog Item Name returns last updated matched item.

If Supplier Part Number and/or Supplier Aux Part Number are provided, Coupa first searches for an item with attached Supplier Item that matches the provided attributes. This is necessary in cases where the instance is configured with multiple Items with the same Item Name, but different associated Supplier Item. If no match is found with a joined query, a query with only item details are used as a fallback.

Supplier Part Number (and Supplier Aux Part Number) default to the requisition or order line if provided in CSV. If the Supplier Item exists, Supplier Part Number (and Supplier Aux Part Number) default from the Supplier Item. Supplier Part Number (and Supplier Aux Part Number) in CSV are used to try to find a supplier item.

Note: For Supplier Item custom fields, add the prefix Supplier Item before custom field name in the CSV file.

Example:

  • Custom field name: Warehouse
  • Field name in CSV file: Supplier Item Warehouse

Item

Field NameRequired FieldUnique?Field TypeField DescriptionPossible Values
Name*YesNostring(255)Item Short Name
Description*YesNotextFull Item Description
UOM CodeNoNoA valid UOM code that has already been configured in Coupa
PurchasableNoNoIf the item is currently purchasable or not
Active*YesNobooleanExisting supplier items will be destroyed if set to No
Purchasing QuestionnaireNoNoPurchasing Questionnaire Name that has already been configured in Coupa
RFQ QuestionnaireNoNoRequest for Quote Questionnaire Name that has already been configured in Coupa
Receiving QuestionnaireNoNoReceiving Questionnaire Name that has already been configured in Coupa
Item NumberNoYesstring(255)Item Identification Number
Item ClassificationNoNoItem Classification Name that has already been configured in Coupa
Image UrlNoNostringA valid and publically accessible URL where a product image can be downloaded from
Image FilenameNoNorelative path to image filename included in uploaded zipfile
CommodityNoNoCommodity Name for the item
TagsNoNoItem Tags. Separate tags with spaces. For tags with more than one word, surround the tag in double quotations.
SupplierNoNoSupplier Name. Must Exist in Coupa
Supplier NumberNoNoSupplier Number. Must Exist in Coupa
PreferredNoNoIf the Supplier is a preferred supplier
Level 2 PunchoutNoNoLevel 2 Punchout name. Must exist in Coupa and be level 2 enabled. Supplier and contract must match the punchout site
Contract NumberNoNoContract Number. Must exist in coupa
Item Access GroupsNoNoComma separated Item Access Groups
Pricing TypeNoNoHow the Inventory Valuation should be calculated (Fixed Price, Inventory)
PriceNoNoItem price for supplier
CurrencyNoNoItem price currency. Must exist and be active in Coupa.
Supplier Part NumNoNoSupplier Part Numer
Supplier Aux Part NumNoNoSupplier Auxiliary Part Number
Lead TimeNoNoItems Lead Time in Days
ManufacturerNoNoManufacturer name
Savings %NoNoSavings %
Minimum Order QuantityNoNoSupplier Minimum Order Quantity
Order IncrementNoNoSupplier Order Increment
AvailabilityNoNoAvailability
Availability DateNoNoAvailability Date
Require InspectionNoNobooleanDoes the item require inspection to be received?
Require Asset TagNoNobooleanDoes the item require an Asset Tag to be received?
Require RFIDNoNoDoes the item require an RFID?
Storage QuantityNoNointegerQuantity in which to hold items in inventory
Storage UOMNoNoUOM in which to hold items in inventory
Consumption QuantityNoNointegerQuantity in which to consume items
Consumption UOMNoNoUOM in which to consume items
Use Pack WeightNoNobooleanHas the item calculate with the Pack Weight instead of item weight
Pack QuantityYesNodecimal(30,6)Quanitity of items in a pack
Pack WeightYesNodecimal(30,6)The weight of one pack
Pack Weight UOMNoNoThe UOM for a Pack
Receive Catch WeightNoNobooleanForces the item to be received as catch weight
UNSPSC CodeNoNoUnited Nations Standard Products and Services Code
Contract TermNoNoThe Contract Term by which the pricing tier is decided. Created beforehand in Coupa
Allow Partial QtyNoNobooleanIf this item allows for partial quantities
Require BarcodeNoNoDoes the item require a barcode?
Inventory Lot Tracking EnabledNoNobooleanAllow item to suport lot tracking information
Inventory Lot Expiration TypeNoNostringSet expiration type for item
Supplier Item PurchasableNoNoIf the supplier item is currently purchasable or not
Manufacturer NameYesNostring(255)Manufacturer name for unique identification of item with manufacturer part number
Manufacturer Part NumberNoYesstring(255)Manufacturer part number for unique identification of item with manufacturer name
Coupa Internal NumberNoNoCoupa Internal Number for unique identification of an item
Coupa Supplier Internal NumberNoNoCoupa Supplier Internal Number for unique identification of a supplier item
CatalogNoNoCatalog name to look for supplier items with this catalog
Additional InformationNoNoAdditional item information (rich text body). Maps to the item Additional Information section.
SustainabilityNoNoSustainability
Sustainability URLNoNoSustainability URL
Link 0 TitleNoNoIf adding URL Links, This is the Title of the Link
Link 0 URLNoNoIf adding URL Links, This is the URL of the Link
Link 1 TitleNoNoIf adding URL Links, This is the Title of the Link
Link 1 URLNoNoIf adding URL Links, This is the URL of the Link
Link 2 TitleNoNoIf adding URL Links, This is the Title of the Link
Link 2 URLNoNoIf adding URL Links, This is the URL of the Link
Link 3 TitleNoNoIf adding URL Links, This is the Title of the Link
Link 3 URLNoNoIf adding URL Links, This is the URL of the Link
Link 4 TitleNoNoIf adding URL Links, This is the Title of the Link
Link 4 URLNoNoIf adding URL Links, This is the URL of the Link
Link 5 TitleNoNoIf adding URL Links, This is the Title of the Link
Link 5 URLNoNoIf adding URL Links, This is the URL of the Link
Image 0 UrlNoNoIf adding images, This is a valid and publically accessible URL for an image
Image 1 UrlNoNoIf adding images, This is a valid and publically accessible URL for an image
Image 2 UrlNoNoIf adding images, This is a valid and publically accessible URL for an image
Image 3 UrlNoNoIf adding images, This is a valid and publically accessible URL for an image
Image 4 UrlNoNoIf adding images, This is a valid and publically accessible URL for an image
Image 5 UrlNoNoIf adding images, This is a valid and publically accessible URL for an image
Related ItemsNoNoComma-separated Coupa Internal Numbers (CINs) of related items. Each value must be a valid item id in the system.
Price (Tier 1)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 2)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 3)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 4)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 5)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 6)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 7)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 8)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 9)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 10)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 11)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 12)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 13)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 14)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 15)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 16)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 17)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 18)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 19)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased
Price (Tier 20)NoNoPrice at different contract spend tiers. Typically goes down as more items are purchased

Item History

Field NameRequired FieldUnique?Field TypeField DescriptionPossible Values
ActionNoNoAction For History
Created ByNoNoCreated By
Created AtNoNoCreated At
ItemNoNoItem
Item NameNoNoItem Name
Item UomNoNoItem Uom
Item ImageNoNoItem Image
Item Item NumberNoNoItem Item Number
Item Reorder PointNoNoItem Reorder Point
Item Require InspectionNoNoItem Require Inspection
Item Require Asset TagNoNoItem Require Asset Tag
Item Require RfidNoNoItem Require Rfid
Item Require BarcodeNoNoItem Require Barcode
Item Allow Partial QuantityNoNoItem Allow Partial Quantity
Item Receiving formNoNoItem Receiving form
Item CommodityNoNoItem Commodity
Item Product Reviews CountNoNoItem Product Reviews Count
Item Avg ratingNoNoItem Avg rating
Item Created ByNoNoItem Created By
Item Created AtNoNoItem Created At
Item Updated ByNoNoItem Updated By
Item Updated AtNoNoItem Updated At
Item DescriptionNoNoItem Description
Item ActiveNoNoItem Active
Item Image File NameNoNoItem Image File Name
Item Image Content TypeNoNoItem Image Content Type
Item Image File SizeNoNoItem Image File Size
Item Custom Field 1NoNoItem Custom Field 1
Item Custom Field 2NoNoItem Custom Field 2
Item Custom Field 3NoNoItem Custom Field 3
Item Custom Field 4NoNoItem Custom Field 4
Item Custom Field 5NoNoItem Custom Field 5
Item Custom Field 6NoNoItem Custom Field 6
Item Custom Field 7NoNoItem Custom Field 7
Item Custom Field 8NoNoItem Custom Field 8
Item Custom Field 9NoNoItem Custom Field 9
Item Custom Field 10NoNoItem Custom Field 10
Item Connect ItemNoNoItem Connect Item
Item Imported From ConnectNoNoItem Imported From Connect
Item Custom Field 11NoNoItem Custom Field 11
Item Custom Field 12NoNoItem Custom Field 12
Item Custom Field 13NoNoItem Custom Field 13
Item Custom Field 14NoNoItem Custom Field 14
Item Custom Field 15NoNoItem Custom Field 15
Item Custom Field 16NoNoItem Custom Field 16
Item Custom Field 17NoNoItem Custom Field 17
Item Custom Field 18NoNoItem Custom Field 18
Item Custom Field 19NoNoItem Custom Field 19
Item Custom Field 20NoNoItem Custom Field 20
Item CatalogNoNoItem Catalog
Item TypeNoNoItem Type
Item Original ItemNoNoItem Original Item
Item FormNoNoItem Form
Item Other Fields Changed CountNoNoItem Other Fields Changed Count
Supplier ItemNoNoSupplier Item
Supplier Item SupplierNoNoSupplier Item Supplier
Supplier Item ContractNoNoSupplier Item Contract
Supplier Item PriceNoNoSupplier Item Price
Supplier Item CurrencyNoNoSupplier Item Currency
Supplier Item Part NumNoNoSupplier Item Part Num
Supplier Item Supplier Aux Part NumNoNoSupplier Item Supplier Aux Part Num
Supplier Item Lead timeNoNoSupplier Item Lead time
Supplier Item Preferred FlagNoNoSupplier Item Preferred Flag
Supplier Item ManufacturerNoNoSupplier Item Manufacturer
Supplier Item Created ByNoNoSupplier Item Created By
Supplier Item Created AtNoNoSupplier Item Created At
Supplier Item Updated ByNoNoSupplier Item Updated By
Supplier Item Updated AtNoNoSupplier Item Updated At
Supplier Item Reporting PriceNoNoSupplier Item Reporting Price
Supplier Item Connect Supplier ItemNoNoSupplier Item Connect Supplier Item
Supplier Item CatalogNoNoSupplier Item Catalog
Supplier Item Price ChangeNoNoSupplier Item Price Change
Supplier Item Savings PctNoNoSupplier Item Savings Pct
Supplier Item Contract TermNoNoSupplier Item Contract Term
Supplier Item Price Tier 1NoNoSupplier Item Price Tier 1
Supplier Item Price Tier 2NoNoSupplier Item Price Tier 2
Supplier Item Price Tier 3NoNoSupplier Item Price Tier 3
Supplier Item Price Tier 4NoNoSupplier Item Price Tier 4
Supplier Item Price Tier 5NoNoSupplier Item Price Tier 5
Supplier Item Price Tier 6NoNoSupplier Item Price Tier 6
Supplier Item Price Tier 7NoNoSupplier Item Price Tier 7
Supplier Item Price Tier 8NoNoSupplier Item Price Tier 8
Supplier Item Price Tier 9NoNoSupplier Item Price Tier 9
Supplier Item Price Tier 10NoNoSupplier Item Price Tier 10
Supplier Item Price Tier 11NoNoSupplier Item Price Tier 11
Supplier Item Price Tier 12NoNoSupplier Item Price Tier 12
Supplier Item Price Tier 13NoNoSupplier Item Price Tier 13
Supplier Item Price Tier 14NoNoSupplier Item Price Tier 14
Supplier Item Price Tier 15NoNoSupplier Item Price Tier 15
Supplier Item Price Tier 16NoNoSupplier Item Price Tier 16
Supplier Item Price Tier 17NoNoSupplier Item Price Tier 17
Supplier Item Price Tier 18NoNoSupplier Item Price Tier 18
Supplier Item Price Tier 19NoNoSupplier Item Price Tier 19
Supplier Item Price Tier 20NoNoSupplier Item Price Tier 20
Supplier Item Item UpdateNoNoSupplier Item Item Update
Rich Body TextNoNoRich Body Text

Item Translation

Field NameRequired FieldUnique?Field TypeField DescriptionPossible Values
Item NumberYesNoItem number of the item for this translation
LocaleYesYesstring(255)Locale for this translation
NameNoNostring(255)Translated Item name
DescriptionNoNotextTranslated Item description