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.
The External Purchase Orders FAQ has a lot useful information about loading orders from third party systems.
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.
If your search is successful, refer to Order Line Defaults for All Lines. If you run into errors, refer to Item Finder Errors.
Note:
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 | Header | ||
| Action | No | No | Action | ||
| Version Number | No | No | Version Number | ||
| PO Number | Yes | Yes | string(20) | PO Number | |
| Supplier Name | No | No | Supplier Name | ||
| Supplier Number | No | No | Supplier Number | ||
| Supplier Site Code | No | No | Supplier Site Code | ||
| Currency Code | No | No | Currency Code | ||
| Chart of Account Name | No | No | Chart of Account Name | ||
| 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 | Ship To Name | ||
| Ship To Attention | No | No | string(255) | Ship To Attention | |
| Ship To Street 1 | No | No | Ship To Street 1 | ||
| Ship To Street 2 | No | No | Ship To Street 2 | ||
| Ship To City | No | No | Ship To City | ||
| Ship To State | No | No | Ship To State | ||
| Ship To Postal Code | No | No | Ship To Postal Code | ||
| Ship To Country Code | No | No | Ship To Country Code | ||
| Ship To Country Name | No | No | Ship To Country Name | ||
| Ship To Location Code | No | No | Ship To Location Code | ||
| Ship To Employee Number | No | No | Ship To Employee Number | ||
| Ship To Email | No | No | Ship To Email | ||
| Ship To Login | No | No | 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 | |
| Line | No | No | Line | ||
| Receiving Warehouse Name | No | No | Receiving Warehouse Name | ||
| Contract Number | No | No | Contract Number | ||
| Contract Name | No | No | Contract Name | ||
| Record Identifier | No | No | Record Identifier | ||
| 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 | ||
| Department Name | No | No | No Description Found | ||
| 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 | ||
| Need By Date | No | No | Need By Date | ||
| UOM Code | No | No | UOM Code | ||
| 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 | Reason Insight Event Comment | ||
| Reason Insight ID | No | No | Reason Insight ID | ||
| Reason Insight Code | No | No | Reason Insight Code | ||
| Manufacturer Name | No | No | Manufacturer Name | ||
| Manufacturer Part Number | No | No | Manufacturer Part Number | ||
| Account Allocation | No | No | Account Allocation | ||
| Amount | No | No | Amount | ||
| Percent | No | No | Percent |
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."