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 Name	Required Field	Unique?	Field Type	Field Description	Possible Values
Requisition	No	No		Field indicating record type - Header.
Record Identifier	No	No		Record Identifier
Requisition Title	No	No	string(50)	Requisition Title
Submit For Approval?	No	No		When true, the requisition should be immediately submitted for approval. When false, it will be left in Draft mode.
Need By Date	No	No	datetime	Need By Date
Justification	No	No	text	Requisition Justification Comments.
Department Name	No	No		Requisition Department.
Buyer Note	No	No	text	Any comments or notes from the Buyer.
Requested By (Email)	No	No		User email of requisition requester. Value is the 'on behalf of' user if requisition is on behalf of another user.
Requested By (Login)	No	No		User login of requisition requester. Value is the 'on behalf of' user if requisition is on behalf of another user.
PCard Name	No	No		PCard Name
Ship To Name	No	No		Ship To Name
Ship To Id	No	No		Unique ID of the address. If specified, must exist in Coupa, but no other address fields are required.
Ship To Attention	No	No	string(255)	Either the Requester or the attention linked to Address in Coupa (defaults to the requester).
Ship To Street 1	No	No		Ship To Street 1
Ship To Street 2	No	No		Ship To Street 2
Ship To Street 3	No	No		Ship To Street 3
Ship To Street 4	No	No		Ship To Street 4
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		If specified and exists in Coupa, no other address fields are required. If doesn't exist in Coupa, a new address is created.
Hide Price	No	No	boolean	Hide Price from supplier
External PO Reference	No	Yes	string(255)	External System ID or PO Number
Requisition Line	No	No		Requisition Line
Line Number	No	No		Line Number
Catalog Item Number	No	No		Catalog Item Number
Catalog Item Name	No	No		Catalog Item Name
Non Catalog Item Description	No	No		Non Catalog Item Description
Supplier Part Number	No	No		Supplier Part Number
Supplier Aux Part Number	No	No		Supplier Aux Part Number
Quantity	No	No		Quantity
Price	No	No		Price
Transmission Method Override	No	No		Transmission Method Override
Transmission Emails	No	No		Transmission Emails
Supplier Name	No	No		Supplier Name
Supplier Number	No	No		Supplier Number
Supplier Site Code	No	No		Supplier Site Code
UOM Code	No	No		UOM Code
Commodity Name	No	No		Commodity Name
Contract Name	No	No		Contract Name
Currency Code	No	No		Currency Code
Asset Tags	No	No		Asset Tags
Chart of Account Name	No	No		Chart of Account Name
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
Account Allocation Amount	No	No		Account Allocation Amount
Account Allocation Percent	No	No		Account Allocation Percent
Payment Term Code	No	No		Payment Term Code
Shipping Term Code	No	No		Shipping Term Code
Budget Period Name	No	No		Budget Period Name
Manufacturer Name	No	No		Manufacturer Name
Manufacturer Part Number	No	No		Manufacturer Part Number
Confirm By (In Hours)	No	No		Confirm By (In Hours)
Order Confirmation Level	No	No		Order Confirmation Level
Account Allocation	No	No		Account Allocation
Estimated Tax Amount	No	No		Estimated Tax Amount
Percent	No	No		Percent
Tag	No	No		Tag
Object Number*	Yes	No		The parent object's number, used to add a tagging to a header level object
Name*	Yes	No		The Tag's name
Description	No	No		Description
System Tag	No	No		System Tag, defaults to false if not specified
Payment Agreement	No	No		Payment Agreement
Type	No	No		Type
Amount Type	No	No		Amount Type
Due Date	No	No		Due Date
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

Requisition Header Assignment


Field Name	Required Field	Unique?	Field Type	Field Description	Possible Values
Document*	Yes	No		RequisitionHeaderID
Assignee Type*	Yes	No	string(255)	The type of asignee: User or UserGroup.
Assignee*	Yes	No		Allowable values: login, email address, group name. For Asignee Type = User: user login or email address. For Asignee Type = UserGroup: group name.
Comment	No	No		Comment
Action	No	No		Action, 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(30,6)
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 theMinimum 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.

Coupa Documentation