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Additional SFTP Exports for BI and Data Warehouses

Overview

Coupa customers that have an Enterprise Data Warehouse (EDW) or Business Intelligence (BI) solution often ask us for data extracts from Coupa so they can integrate 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

Many Coupa integrations are included as part of the standard Coupa Platform subscription. This includes all SFTP flat file exports needed for a standard Coupa implementation (ERP integrations, 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 integrations, 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 additional flat file SFTP exports. This includes objects that are not needed for a standard implementation or duplicate copies of objects.

Summary of Capabilities

The following objects are available for additional flat file exports 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 their data warehouse.)

  • Requisitions
  • Purchase Orders
  • Receipts
  • Invoices
  • Expense Reports
  • Approvals
  • Approval Delegates
  • Contracts
  • User Logins
  • Invoice Payments
  • Users
  • Suppliers

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).  

Assumptions

  • 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.

Object Details

Object Extraction Criteria Frequency
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.