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3. COA - Accounts / Lookup Integration Scenarios

Overview

Coupa has standard formats for inbound Chart of Account (COA) integration for both the standard and the dynamic accounting models.

To be able to execute business processes in Coupa, you must create and maintain an Account object and a Lookup Value object in Coupa. The relevant associated data objects must exist as a prerequisite in Coupa COA to allow successful automated integration.

Account and Lookup Value master data could change in the Finance / Procurement system, so it is important to replicate the changes in Coupa.

Each system can store different levels of Account and Lookup Value information, so ensure that you can incorporate all Coupa standard fields/tags by default and you have the flexibility in your tool to allow custom fields if required.

Account

An account is a collection of the different account code combinations used for the standard COA model.

Each segment describes a different attribute of your company and, when linked together, they form a unique account code that determines who is charged for a purchase. Accounts can have at least one or up to 20 segments. Common segment types include department, location, country, or cost center.

Accounts are identified by unique combinations segment values, not their names. In fact, multiple accounts can have the same name as long as the segment values are different.

Lookup

 A lookup is a list used for the dynamic COA model. Lookup lists have the following parts:

  • Lookup
  • Lookup Values

Lookup refers to the list name or heading. This can be a project code or any other type of list that you want to integrate.

Lookup Values are the actual list options that you can select from within the list. So, if you set up a list of project codes, use this kind of setup:

  • Lookup: project code
  • Lookup Values: 0001-2201 (project code 1), 0001-2202 (project code 2)

An external reference number (External Ref Num) is populated/provided along with parents LookupValue and is used by the system to generate an external reference code  (External Ref Code). These codes are used for setting up parent-child relationships. So you can ignore them if you create a CSV flat file list, but you need to create values for them for any values that have child values.

Methods

See Using API and Using CSV for an overview of each method.

Scenarios

Account

For certification purposes, we have identified several common Account scenarios used by Coupa customers. Each scenario must be executed successfully using CSV and/or API.

Lookup

For certification purposes, we have identified several common Lookup scenarios used by Coupa customers. Each scenario must be executed successfully using CSV and/or API.

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