Coupa customers often ask us for data extracts from Coupa so they can integrate with external systems beyond the ERP integrations in a standard Coupa implementation, for example with their own Data Warehouse or BI solution. We recommended that customers start by looking at the existing reporting and analytics capabilities within the Coupa Platform: the Data Tables (and associated Scheduled Reports) that are ubiquitous throughout the Coupa suite as well as the capabilities we have in the Coupa Analytics module.
For customers who do not want to use Coupa Analytics or whose needs are not met by our current in-product capabilities, this offering, Additional SFTP Exports, could be a potential consideration. This offering is a set of flat file export integrations to SFTP beyond those that are part of the base Coupa Platform subscription.
Included in Platform vs. Additional SFTP Exports Add-On
Many Coupa integrations are included as part of the standard Coupa Platform subscription. This includes all standard SFTP flat file exports needed for a standard Coupa implementation (ERP's, HR data, etc.), including Purchase Order, Invoice, Receipt and Expense Reports. Also, this includes all flat file integrations that are inbound to Coupa. Inbound integrations are included and unlimited. Our thinking on this is that all integrations needed for a standard implementation of Coupa should be included as part of the Platform subscription. Similarly, Coupa's REST API's are part of the Coupa Platform subscription and are not limited for standard spend management integrations (ERP's, HR data, etc.), but the REST API's are not to be used for Data Warehouse or large-scale BI use cases. Note: API throttling (too many calls/second) for performance reasons is likely in the future.
Beyond these standard integrations, there is an additional fee for this additional flat file SFTP exports add-on (the offer described on this page). This includes objects that are not needed for a standard implementation or duplicate copies of objects. Note that enabling these additional flat file SFTP exports also requires a Professional Services engagement.
Summary of Capabilities
The following objects are available for the additional flat file exports add-on to SFTP:
(Note that Purchase Order, Invoice, Receipt and Expense Report flat file exports are also part of the standard Coupa Platform subscription. They are listed here again since some customers have asked for additional exports of these objects for other purposes, such as a data warehouse.)
- Purchase Orders
- Expense Reports
- Approval Delegates
- User Logins
- Invoice Payments
Data will be in a pre-defined standard Coupa CSV format and exported to a Coupa hosted SFTP server just like standard flat file export integrations. Schedule and frequency will be predefined by Coupa, as will the extraction criteria (i.e. what rows to export).
- Flat files use the following conventions taken from RFC 4180.
- The delimiter is a comma: ,
- All fields are always text qualified (enclosed) with the double quote character: "
- Double quote characters within a field are escaped by another double quote character. If a user enters: Status is "Green" in a comment field, this would be represented as "Status is ""Green"""
- New Line characters may be allowed within qualified field values.
- Text-Encoding: UTF-8 (with No Byte Order Marker (BOM))
- It is the responsibility of the client to delete the datafile from Coupa’s SFTP site once they consume the file.
|Requisitions||requisitions in “pending approval” status that have been updated since the last integration run||hourly|
|Purchase Orders||purchase orders that have been updated since the last integration run||hourly|
|Receipts||receipts that have been created since the last integration run||hourly|
|Invoices||invoices (except for “draft” or “new”) that have been updated since the last integration run||hourly|
|Expense Reports||Expense reports (except in draft status) that have been updated since the last integration run||hourly|
|Approvals||Approvals that have been updated since the last integration run||daily|
|Approval Delegates||Approval Delegates that have been updated since the last integration run||daily|
|Contracts||Contracts (Published) that have been updated since the last integration run||daily|
|User Logins||User logins that have been updated since the last integration run||daily|
|Invoice Payments||This will be added to the Invoice format as another (set of) line items. This will look for Approved invoices that have been updated since the last integration run||hourly|
Never should a customer use the Coupa API to extract data to from Coupa to send to a 3rd party Data Warehouse. That is not allowed or supported.