Requisitions Import

Overview

The Requisition Import process reads files from the ./Incoming/Requisitions/ in the SFTP. These files are moved to the archive folder located at ./Incoming/Archive/Requisitions/ before being processed in alphanumeric order.

Coupa can't update a requisition using flat file Integration.

Note: When specifying a ship-to address, Coupa first looks for Ship to Id and then Ship to Country Location Code. If neither field is found, then a new ship-to address is created.

Item finder logic

Coupa searches Supplier Items for Header Requestor User on an item with a matching Supplier Part Number. If nothing is found, Coupa uses the first created Supplier Item for Header Requestor User.

If your search is successful, refer to the Requisition Line Defaults for All Lines section below.

If you run into errors, refer to the Item Finder Errors section below.

Requisition

Field NameRequired FieldUnique?Field TypeField DescriptionPossible Values
RequisitionNoNoField indicating record type - Header.
Record IdentifierNoNoRecord Identifier
Requisition TitleNoNostring(50)Requisition Title
Submit For Approval?NoNoWhen true, the requisition should be immediately submitted for approval. When false, it will be left in Draft mode.
Need By DateNoNodatetimeNeed By Date
JustificationNoNotextRequisition Justification Comments.
Department NameNoNoRequisition Department.
Buyer NoteNoNotextAny comments or notes from the Buyer.
Requested By (Email)NoNoUser email of requisition requester. Value is the 'on behalf of' user if requisition is on behalf of another user.
Requested By (Login)NoNoUser login of requisition requester. Value is the 'on behalf of' user if requisition is on behalf of another user.
PCard NameNoNoPCard Name
Ship To NameNoNoShip To Name
Ship To IdNoNoUnique ID of the address. If specified, must exist in Coupa, but no other address fields are required.
Ship To AttentionNoNostring(255)Either the Requester or the attention linked to Address in Coupa (defaults to the requester).
Ship To Street 1NoNoShip To Street 1
Ship To Street 2NoNoShip To Street 2
Ship To Street 3NoNoShip To Street 3
Ship To Street 4NoNoShip To Street 4
Ship To CityNoNoShip to Address City. Provide if the address does not exist in Coupa.
Ship To StateNoNoShip to Address state. Provide if the address does not exist in Coupa.
Ship To Postal CodeNoNoShip to Address Postal code. Provide if the address does not exist in Coupa.
Ship to Country CodeNoNoShip to Address Country Code. Must exist in Coupa.
Ship to Country NameNoNoShip to Country Name
Ship to Location CodeNoNoIf specified and exists in Coupa, no other address fields are required. If doesn't exist in Coupa, a new address is created.
Hide PriceNoNobooleanHide Price from supplier
External PO ReferenceNoYesstring(255)External System ID or PO Number
Requisition LineNoNoRequisition Line
Line NumberNoNoLine Number
Catalog Item NumberNoNoCatalog Item Number
Catalog Item NameNoNoCatalog Item Name
Non Catalog Item DescriptionNoNoNon Catalog Item Description
Supplier Part NumberNoNoSupplier Part Number
Supplier Aux Part NumberNoNoSupplier Aux Part Number
QuantityNoNoQuantity
PriceNoNoPrice
Transmission Method OverrideNoNoTransmission Method Override
Transmission EmailsNoNoTransmission Emails
Supplier NameNoNoSupplier Name
Supplier NumberNoNoSupplier Number
Supplier Site CodeNoNoSupplier Site Code
UOM CodeNoNoUOM Code
Commodity NameNoNoCommodity Name
Contract NameNoNoContract Name
Currency CodeNoNoCurrency Code
Asset TagsNoNoAsset Tags
Chart of Account NameNoNoChart of Account Name
Account NameNoNoAccount Name
Account CodeNoNoAccount Code
Account Segment 1NoNoAccount Segment 1
Account Segment 2NoNoAccount Segment 2
Account Segment 3NoNoAccount Segment 3
Account Segment 4NoNoAccount Segment 4
Account Segment 5NoNoAccount Segment 5
Account Segment 6NoNoAccount Segment 6
Account Segment 7NoNoAccount Segment 7
Account Segment 8NoNoAccount Segment 8
Account Segment 9NoNoAccount Segment 9
Account Segment 10NoNoAccount Segment 10
Account Segment 11NoNoAccount Segment 11
Account Segment 12NoNoAccount Segment 12
Account Segment 13NoNoAccount Segment 13
Account Segment 14NoNoAccount Segment 14
Account Segment 15NoNoAccount Segment 15
Account Segment 16NoNoAccount Segment 16
Account Segment 17NoNoAccount Segment 17
Account Segment 18NoNoAccount Segment 18
Account Segment 19NoNoAccount Segment 19
Account Segment 20NoNoAccount Segment 20
Account Allocation AmountNoNoAccount Allocation Amount
Account Allocation PercentNoNoAccount Allocation Percent
Payment Term CodeNoNoPayment Term Code
Shipping Term CodeNoNoShipping Term Code
Budget Period NameNoNoBudget Period Name
Manufacturer NameNoNoManufacturer Name
Manufacturer Part NumberNoNoManufacturer Part Number
Confirm By (In Hours)NoNoConfirm By (In Hours)
Order Confirmation LevelNoNoOrder Confirmation Level
Account AllocationNoNoAccount Allocation
Estimated Tax AmountNoNoEstimated Tax Amount
PercentNoNoPercent
TagNoNoTag
Object Number*YesNoThe parent object's number, used to add a tagging to a header level object
Name*YesNoThe Tag's name
DescriptionNoNoDescription
System TagNoNoSystem Tag, defaults to false if not specified
Payment AgreementNoNoPayment Agreement
TypeNoNoType
Amount TypeNoNoAmount Type
Due DateNoNoDue Date
Estimated Tax LineNoNoEstimated Tax Line
Tax Line NumberNoNoTax Line Number
Estimated Tax CodeNoNoEstimated Tax Code
Estimated Tax RateNoNoEstimated Tax Rate
Tax ReferenceNoNoTax Reference
Base AmountNoNoBase Amount
Product ClassificationNoNoProduct Classification
DeleteNoNoDelete

Requisition Header Assignment

Field NameRequired FieldUnique?Field TypeField DescriptionPossible Values
Document*YesNoRequisitionHeaderID
Assignee Type*YesNostring(255)The type of asignee: User or UserGroup.
Assignee*YesNoAllowable values: login, email address, group name. For Asignee Type = User: user login or email address. For Asignee Type = UserGroup: group name.
CommentNoNoComment
ActionNoNoAction, possible values are Assign and Unassign. Default is Assign.

Requisition line columns

Column Name Description Req'd Unique Type Allowable Values
Requisition Line Field indicating record type (Line) Yes string Requisition Line
Record Identifier Used to identify record to associate header & lines. Only used in load, not sent to Coupa. Yes string(255)
Line Number Line Number No No integer(11)
Catalog Item Number Catalog Item Number (blank if Non Catalog Item) No No string(255)
Catalog Item Name Catalog Item Name (blank if Non Catalog Item) No No string(255)
Non Catalog Item Description Item Description for Non Catalog Items No No string(255)
Supplier Part Number Supplier Part Number No No string(255)
Supplier Aux Part Number Supplier Aux Part Number No No any
Quantity Line Qty Amount (blank for Service-based line) No* No decimal(30,6)
Price Item Unit Price No No decimal(30,3)
Need By Date Item Need By Date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Supplier Name Supplier Name (required unless Supplier Number is provided) Yes** No string(100)
Supplier Number Supplier Number (required unless Supplier Name is provided) Yes** No string(255)
Supplier Site Code ID of Supplier Site No No integer(11)
UOM Code Unit of Measure Code No* No string(6)
Commodity Name Commodity Name No No string(255)
Contract Name Name of Contract used for purchase No No string(100)
Currency Code Currency Code Yes No string(6) Any ISO 4217 three letter currency code
Asset Tags Not currently used No No string(255)
Chart of Account Name Chart of Accounts for Line. Although this field isn't required, you should enter something in this field. If this value is left blank, your integration may not work. No No string(50)
Account Name Account Name No No string(100)
Account Code Account Code (can be provided instead of Account Segments below) No No string(2020)
Account Segment 1..20 Account Billing Code Segment for Line No No string(100)
Account Allocation Amount Not currently used No No float
Account Allocation Percent Not currently used No No
Payment Term Code Payment Term Code No No string(255)
Shipping Term Code Shipping Term Code No No string(255)
Budget Period Name Name fo budget period No No string(255)
Manufacturer Name Manufacturer Name No No any
Manufacturer Part Number Manufacturer Part Number No No any
Service Type Service type being requested No No string Service (Amt), Service (Qty), or Resource
Start Date Service start date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Due Date Service due (or end) date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Manager Manager requesting the service Yes No string(50) Any
Work Confirmer Email Email of the manager performing the service Yes No string(60)

* Service based lines don't have a quantity or UOM

** Requires one of Supplier Name or Supplier Number

Requisition line defaults for all lines

Line Attribute Source Source Attribute Conditions
description Item name
line_num CSV csv_row[:line_number]
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] If provided
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
unspsc_code SupplierItem unspsc_code
supplier #load_supplier Supplier Matching Name or Number & "active"
supplier_site #load_supplier_site SupplierSite Find with "Supplier Site Code" for Supplier and "Requested By" User
uom #load_uom Uom Matching "Uom Code"
commodity #load_commodity Commodity Matching Commodity Name
contract #load_contract Contract Matching Name or Number
currency #load_supplier Currency Matching "Currency Code"
shipping_term #load_shipping_term ShippingTerm Matching "Shipping Term Code"
payment_term #load_payment_term PaymentTerm Matching "Payment Term Code"
account_type #load_account_type AccountType Matching "Chart Of Account Name"
period #load_period BudgetPeriod Matching "Budget Period Name" for AccountType (above)
need_by_date CSV csv_row[:need_by_date]
transmission_method_override CSV csv_row[:transmission_method_override] If provided
transmission_method_override RequisitionLine .transmission_method_default_value If CSV value (above) is blank
transmission_emails CSV csv_row[:transmission_emails]

Additional defaults for quantity-based requisition lines

Line Attribute Source Source Attribute Conditions
minimum_order_quantity Supplier Item minimum_order_quantity
order_increment Supplier Item order_increment

Defaults for free-form requisition lines

Line Attribute Source Source Attribute Conditions
description CSV csv_row[:non_catalog_item_description]

Rate Card Line Columns

Column Name Description Req'd Unique Type Allowable Values
Record Identifier Used to identify record to associate header & lines. Only used in load, not sent to Coupa. Yes No string(255)
Line Number Line Number No No integer(11)
Name name describing the service associated with the rate. Yes No string(255)
Code code describing the service associated with the rate. No No string(255)
Line Type

Select whether the requisition line is based on an amount, a price per quantity, or a resource (such as an hourly rate)

Note: Values must be lowercase.

 Yes No amount, quantity, or resource
Price amount that estimates your total budget for the service. Yes No
UOM Unit of Measurement Yes No Depends on the line type (UOM is required for a Quanity line type)

Item finder errors

  • Supplier Name or Supplier Number cannot find a Supplier
  • 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.
  • The Supplier Item Required? setup key is enabled and no Supplier Item is found.
  • Supplier Item is found and the line type is Order Quantity Line and:
    • Quantity is less than the Minimum Order Quantity
    • Quantity is not a multiple of Order Increment
  • If no details are provided in loader data for "Catalog..." or "Manufacturer...", a "free-form" Requisition Line will be created and Non Catalog Item Description will be copied to the Requisition Linedescription. No error is returned for a blank description.
  • Service Type is set to Service (Amt), however, a Quantity is entered.
  • Service Type is set to Service (Qty), however, a Quantity or UOM is not entered (or the UOM Code entered doesn't match one of the UOM Codes configured).
  • Service Type is set to Resource, however, a Quantity is not entered, or a UOM Code is entered,
  • (attribute) has been incorrectly added to a request line that is not a Service Amount.
  • (attribute) has been added without the proper user permissions.
  • (attribute) was incorrectly added with a Unit of Measurement.
  • (attribute) was entered with an incorrect value.
  • (attribute) was added with an incorrect value that is not configured for Resource.
  • (attribute) is incorrect, Rate Card Lines are only valid for Service Amount Requests.