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Coupa Success Portal

8. Purchase Order Integration Scenarios

Overview

Purchase Orders (POs) are sent to Suppliers for the items that you want. Once the requisition gets all the necessary approvals, Coupa generates a PO and sends it to the Suppliers. Coupa has a few different ways of sending POs to Suppliers. for example, prompt, email, or cXML.

PO revisions and change requests

In Coupa, Users with the Buyer role can make PO revisions. Regular Users, if you allow them, can submit change requests. After a User submits a change request, Coupa runs it through the original requisition’s approval chain. If approved, it becomes a new PO revision.

Enable or disable your Users from submitting change requests under Setup > Company Setup > Company Information > Purchase Orders.

Upon submitting a PO revision, you are asked how to notify the Supplier. Coupa can send PO changes similarly to regular POs through cXML or email. You can also send and mark them as sent in Coupa manually. When the Supplier views the PO revision, it looks the same as a regular PO, except that the PO number is appended with a -2. "2" signifies that this is the second version of this order number. If you make additional changes, this number changes accordingly on each new revision.

Notes about PO change requests:

  • You can revise POs that have been issued but have not been closed.

  • Once a PO has been revised, you can open it and see a dropdown at the top of the order, next to the order number. From this dropdown, you can select which revision of the PO to view.

  • You can request changes to POs that have been fully invoiced and received against.

  • Coupa tracks PO revisions in the PO history.

Coupa does not allow loading POs from external systems into Coupa. POs must be created by creating a loading requisition in Coupa and following the required approval chain.

POs and revised POs can be exported from Coupa, and a request has to be placed with the Coupa Integration team to enable the same.

The PO export process from Coupa uses the Coupa API to query all POs that are issued and have not been exported. The frequency of the integration run is once every hour. The generated files are placed to ./Outgoing/Purchase_Orders on the standard sFTP site. Once the files are successfully placed into the sFTP folder, the PO is marked/flagged as exported.  

Reference objects, for example, account codes, currency codes, country codes, must already exist in Coupa.

PO Revisions can also be exported and are placed to ./Outgoing/Purchase_Orders/.

Methods

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

The PO revision export contains the latest PO information in the same format as the initial PO file. The frequency of the integration run is once every hour. The information for PO revision is the same as for the PO. For more information, see Purchase Orders.

Scenarios

For certification purposes, we have identified several common outbound PO scenarios used by Coupa indirect P2P customers. Each scenario must be executed successfully usning CSV and/or API.

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