Coupa's standard integrations run on a polling schedule. This means that Coupa will interrogate the target system on a periodic basis to determine if any data needs to be integrated. The frequency of the polling schedule can be controlled per business object.
Typically, master or reference data is integrated on a daily basis, while transaction data is integrated on an hourly basis. You can work with your Coupa (or Partner) integration technical team to determine the appropriate frequency for each business object.
It is recommended that data which is synchronized daily should be run during 'non-peak' hours (eg. 4am) to minimize the impact of additional system load produced by the integrations.
|Business Object||Primary System||Synced System||Frequency of Integration|
|Account Codes||Financial System||Coupa||Daily|
|Purchase Orders||Coupa||Financial System||Hourly|
|Purchase Order Revisions||Coupa||Financial System||Hourly|
|Invoice Voids/Credit Memos||Coupa||Financial System||Hourly|
|Invoice Payments||Financial System||Coupa||Hourly|
|Exchange Rates||Financial System||Coupa||Daily|
|Budget Line Information||Financial System||Coupa||Daily|
|Expense Lines||Financial System||Coupa||Hourly|
Depending on the method of integration there may be a requirement for a specific file format. To streamline integrations, Coupa loads data to and from files formatted as CSV and ZIP files with a file size limit of 8 MB.
Your implementation manager can provide those formats. In addition to the format of the file, we also have a specific naming convention for any files that are generated from Coupa or that we require from our customers.
Please see the table below for those file names, please note the date time stamp in order to ensure that files do not override each other. If it's mandatory to change the file format name, then please document that in the table below.
|Business Object||File Name|
|Purchase Order Revisions||
|Invoices, Invoice Voids, & Credit Memos||
|Budget Line Information||