Standard PO create, change, and cancel integration is usually completed via Coupa Standard Flat File Format or IDoc (Intermediate Document). Purchase Orders will be extracted from Coupa on scheduled basis and will be output to an SFTP server in the agreed upon format. Here is an example of the standard CSV format:
Sample PO data file (save as CSV)
REST APIs are available for those customers who require more control over the integration between Coupa and their SAP environment. Coupa can be configured to start with a Purchase Order number that matches a valid number range in SAP (490000000 for example) which allows the Coupa PO ID and the SAP PO Number to be identical. This significantly simplifies the integration of change orders, receipts, and invoices.
For IDoc integration, Coupa supports the PORDCR05 and PORDCR102 IDoc formats for creating POs in SAP and will be able to export each PO to an XML file on an SFTP server in either format. It is important to note that the mappings between Coupa and SAP for Purchase Orders will vary from client to client. Some of the elements that tend to vary are the document type(s) in use, receiving and invoicing indicators, and the requirements for quantity versus amount-based orders. Our standard set of mappings does accommodate many of the scenarios we have encountered at our SAP customers but an upfront process to review and modify the mappings will usually be required during the implementation process. For those customers with PI implemented, we will also provide the transports needed to pull Purchase Order IDocs from our SFTP server and load them into SAP.
For PO change/cancel, Coupa will support the PORDCH02 IDoc format and we generally send the entire PO with each change/cancel. As with the PO create mappings, we can start with our standard mappings and modify as needed based on your specific requirements.