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Coupa Success Portal

Invoices Integration into your ERP

Introduction

You can also download this document as a Microsoft Word document: Coupa Invoices to ERP.docx

General API setup considerations

Limited payload: fields & API filters

Coupa's API returns a lot of data by default (for example: full objects for associated objects). The API return payloads can be very large and therefore slow. This can be a problem for customers that do not need the extraneous data not to mention the unnecessary consumption of resources.

To make things easier, Coupa has the concept of the “fields” parameter & API Filters that return a limited JSON or XML response instead of the entire schema, and all associations, for an object.

Use cases described in this article

The Invoices usually have an internal number in the ERP. In this document we take the assumption that this ERP Document number is a Custom field in the Coupa Invoice Header. In our example the custom field cf_erp_invoice_number was created with name ERP Invoice Number. This Article describes the 3 different options to Integrate Coupa Invoices into your ERP(for both creation and updates).

These options will change the way you can monitor your integrations from Coupa:

  • Option 1: Simple monitoring based on custom field(s) you define on the Invoice Header
  • Option 2: Advanced monitoring using Integration History records
  • Option 3: Leverage full Coupa Integrations monitoring

For the 3 options, the Coupa Invoices are pushed to the ERP based on the Export Flag. In case of an error, in the Integration of a Invoice, a manual change will be required on the Invoice in the Coupa UI: this change will reset the Export Flag, and the Invoice will therefore be considered in the next run.

Coupa suggests that you contact Coupa Support to have them enable this option: Reset Invoice last exported at for every change. This setting only applies to the UI. Changes made with API won’t change the Exported status.

Create dedicated Integration and Contact for API

For option 2 & 3, you will need to create:

  1. A dedicated Integration for each API Orchestration you implement
    invoice-integration-01.png
  2. One or several Integration contact(s) for each integration, that will be alerted for any failed integration
    invoice-integration-contact.png

Coupa suggests that you contact Coupa Support to have them enable this option: Enable link to Integration History by Document Type. This setting adds a link in the setup page to view full Integration History per document type.

Option 1: Simple monitoring based on custom field(s)

Description

In this scenario, for each Invoice we add the current Integration status in one or several Invoice header custom field(s). We added the custom field cf-integration-status was created with the name of Integration Status. Use the Standard Invoice Data Table to follow up the Integration status of your documents at this url: https://<your instance hostname>/invoices.

invoices-01.png

Orchestration diagram

orchestration-01.png

Steps / API calls details

Step 1

Get the list and details of the Coupa Invoices to create/update in the ERP.

Selection criteria includes the Export Flag and Invoice Status.

Method

GET

API

https://<your instance hostname>/api/invoices/

Query Params

fields=<your API filter name>
offset=10
exported=false
status[in]=approved,voided

Sample URL

https://<your instance hostname>/api/invoices?filter=<your API filter name>&offset=10&exported=false&status[in]=approved,voided

Query Body sample

N/A

Response Body sample

response-01.png

Step 2

Mark individual Invoice as exported

Method

PUT

API

https://<your instance hostname>/api/invoices/<Invoice id>

Query Params

exported=true
fields=["id","exported"]

Sample URL

https://<your instance hostname>/api/invoices/<Invoice id>?exported=true&fields=["id","exported"]

Query Body sample

N/A

Response Body sample

{
    "id": <Invoice id>,
    "exported": true
}

Step 3

Update a Custom Fields for Reporting and ERP document number

Method

PUT

API

https://<your instance hostname>/api/invoices/<Invoice id>

Query Params

fields=["id","exported",{ "custom_fields": {} }]

Sample URL

https://<your instance hostname>/api/invoices/<Invoice id>?fields=["id","exported",{ "custom_fields": {} }]

Query Body sample

{ 
    "id": <Invoice_id>,
    "exported": true,
    "custom-fields": {
    "cf-erp-invoice-number": "<Invoice number in the ERP>",
    "cf-integration-status": "Success: The Invoice was replicated in your ERP"
      }
  }

or

{
    "custom-fields": {
    "cf-integration-status": "Failure: The Invoice could not be replicated in your ERP"
  }
}

Response Body sample

{ 
    "id": <Invoice_id>,
    "exported": true,
    "custom-fields": {
        "cf-erp-invoice-number": "<Invoice number in the ERP>",
        "cf-integration-status": "Success: The Invoice was replicated in your ERP"
    }
}

or

{
    "id": <Invoice id>,
    "exported": true,
    "custom-fields": {
        "cf-erp-invoice-number": null,
        "cf-integration-status": "Error[2] : The Invoice was properly replicated in your ERP"
    }
}

Option 2: Advanced monitoring using Integration History

Description

In this scenario, for each Invoice we:

  • Resolve the previous Integration History Record for the document
  • Create an Integration History Record
  • Create an Alert to the Integration Contact in case of an error

Each document includes the Integration History detailsinvoice-int-hist-02.png

invoice-int-hist-01.png

Use the Standard Invoice Integration History Data Table to follow up the Integration status of your documents. You can find it at: https://<your instance hostname>/integration_history_records/invoices.

invoice-int-records-01.png

You can use a filter on Response Code to differentiate between documents successfully replicated and documents that failed.

invoice-int-records-02.png

Orchestration diagram

orchestration-02.png

Steps / API calls details

Step 1

Get the list and details of the Coupa Invoices to create/update in the ERP.
Selection criteria includes the Export Flag and Invoice Status.

Method

GET

API

https://<your instance hostname>/api/invoices/

Query Params

filter=<your API filter name>
offset=10
exported=false
status[in]=approved,voided

Sample URL

https://<your instance hostname>/api/invoices?filter=<your API filter name>&offset=10&exported=false&status[in]=approved,voided

Query Body sample

N/A

Response Body sample

response-02.png

Step 2

Mark individual Invoice as exported

Method

PUT

API

https://<your instance hostname>/api/invoices/<Invoice id>

Query Params

exported=true
fields=["id","exported"]

Sample URL

https://<your instance hostname>/api/invoices/<Invoice id>?exported=true&fields=["id","exported"]

Query Body sample

N/A

Response Body sample

{
    "id": <Invoice id>,
    "exported": true
}

This is where the creation/update of the Invoice in the ERP happens.

Step 3a

Get unresolved Integration History Record

Method

GET

API

https://<your instance hostname>/api/integration_history_records

Query Params

resolved=false
document-type=InvoiceHeader
document-id=<Invoice id>
fields=["id","document-id","status","resolved"]

Sample URL

https://<your instance hostname>/api/integration_history_records?resolved=false&document-type=InvoiceHeader&document-id=<Invoice id>&fields=["id","document-id","status","resolved"]

Query Body sample

N/A

Response Body sample

[
    {
        "id": <Old Integration History Record id>,
        "document-id": <Invoice id>,
        "status": "Error",
        "resolved": false
    }
]

Step 3b

Resolve previous Integration History Record

Method

PUT

API

https://<your instance hostname>/api/integration_history_records/<Old Integration History Record id>/resolve

Query Params

fields=["id","document-id","status","resolved"]

Sample URL

https://<your instance hostname>/api/integration_history_records/<Old Integration History Record id>/resolve?fields=["id","document-id","status","resolved"]

Query Body sample

N/A

Response Body sample

[
    {
        "id": <Old Integration History Record id>,
        "document-id": <Invoice id>,
        "status": "Error",
        "resolved": true
    }
]

Step 4a

Update a Custom Fields for ERP document number (Success)

Method

PUT

API

https://<your instance hostname>/api/invoices/<Invoice id>

Query Params

fields=["id","exported",{ "custom_fields": {} }]

Sample URL

https://<your instance hostname>/api/invoices/<Invoice id>&fields=["id","exported",{ "custom_fields": {} }]

Query Body sample

{
    "custom-fields": {
    "cf-erp-invoice-number": "<Invoice number in the ERP>"
    }
}

Response Body sample

{
    "id": <Invoice id>,
    "exported": true,
    "custom-fields": {
    "cf-erp-invoice-number": "<Invoice number in the ERP>"
    }
}

Step 4b

Create Integration History (Success)

Method

PUT

API

https://<your instance hostname>/api/integration_history_records

Query Params

fields=["id","document-id","status"]

Sample URL

https://<your instance hostname>/api/integration_history_records?fields=["id","document-id","status"]

Query Body sample

{
    "document-type": "InvoiceHeader",
    "document-id": <Invoice id>,
    "document-status":"<Invoice status>",
    "contact-alert-type": "Functional",
    "status": "Success",
    "integration": {"code":"<Customer Integration id>"},
    "responses": [
        {
            "response-code": "Success-1234",
            "response-message": "The integration in the ERP went well"
        }
    ]
}

Response Body sample

{
    "id": <New Integration History Record id>,
    "document-id": <Invoice id>,
    "status": "Success"
}

Step 4c

Create Integration History (Error) and alert to Integration Contact

Method

PUT

API

https://<your instance hostname>/api/integration_history_records/create_alert

Query Params

fields=["id","document-id","status"]

Sample URL

https://<your instance hostname>/api/integration_history_records/create_alert?fields=["id","document-id","status"]

Query Body sample

{
    "document-type": "InvoiceHeader",
    "document-id": <Invoice id>,
    "document-status":"<Invoice status>",
    "contact-alert-type": "Functional",
    "status": "Error",
    "integration": {"code":"<Customer Integration id>"},
    "responses": [
        {
            "response-code": "Failure-CC",
            "response-message": "Header: Period is currently closed for Booking"
        },
        {
        "response-code": "Failure-CC",
        "response-message": "Line 1: Cost center CA234 is closed for invoicing"
        }
    ]
}

Response Body sample

{
    "id": <New Integration History Record id>,
    "document-id": <Invoice id>,
    "status": "Error"
}

Option 3: Leverage full Coupa Integrations monitoring

Description

In this scenario, we create an Integration run that tracks

  • The status of the Integration (pending/started/errored/successful/failed)
  • The total number of Invoice processed
  • The number of Success and Errors
  • The list of Integration Errors and their statuses (resolved or not)

For each Invoice we:

  • Resolve the previous Integration History Record for the document
  • Create an Integration History Record
  • In case of an error, create an Integration Error and an Alert to the Integration Contact

You will be able to monitor all Integration Runs for your Integration with this URL: https://<your instance hostname>/integrations/<your integration id>/integration_runs.

po-api-integration-01.png

You will use the Standard Invoice Integration Error Data Table to list all Invoices with Integration Error pending resolution. You can find it at: https://<your instance hostname>/integration_errors.

inoice-int-records-03.png

Orchestration diagram

orchestration-03.png

Steps / API calls details

Step 1

Create Integration Run

Method

POST

API

https://<your instance hostname>/api/integration_runs

Query Params

N/A

Query Body sample

{
    "integration": {
        "code": "{{Integration_Code}}"
    }
}

Response Body sample

{
    "id": <Integration Run ID>,
    ...
}

Step 2

Get the list and details of the Coupa Invoices to create/update in the ERP.
Selection criteria includes the Export Flag and Invoice Status.

Method

GET

API

https://<your instance hostname>/api/invoices/

Query Params

filter=<your API filter name>
offset=10
exported=false
status[in]=approved,voided

Sample URL

https://<your instance hostname>/api/invoices?filter=<your API filter name>&offset=10&exported=false&status[in]=approved,voided

Query Body sample

N/A

Response Body sample

response-03.png

Step 3

Start Integration Run

Method

PUT

API

https://<your instance hostname>/api/integration_runs/<Integration Run ID>/run

Query Params

N/A

Query Body sample

{
    "total_records": <Total Number of Invoices from Step 2>
}

Response Body sample

{
    "id": <Integration Run ID>,
    ...
}

Step 4

Mark individual Invoice as exported

Method

PUT

API

https://<your instance hostname>/api/invoices/<Invoice id>

Query Params

exported=true
fields=["id","exported"]

Sample URL

https://<your instance hostname>/api/invoices/<Invoice id>?exported=true&fields=["id","exported"]

Query Body sample

N/A

Response Body sample

{
    "id": <Invoice id>,
    "exported": true
}

This is where the creation/update of the Invoice in the ERP happens.

Step 5a

Get unresolved Integration History Record

Method

GET

API

https://<your instance hostname>/api/integration_history_records

Query Params

resolved=false
document-type=InvoiceHeader
document-id=<Invoice id>
fields=["id","document-id","status","resolved"]

Sample URL

https://<your instance hostname>/api/integration_history_records?resolved=false&document-type=InvoiceHeader&document-id=<Invoice id>&fields=["id","document-id","status","resolved"]

Query Body sample

N/A

Response Body sample

[
    {
        "id": <Old Integration History Record id>,
        "document-id": <Invoice id>,
        "status": "Error",
        "resolved": false
    }
]

Step 5b

Resolve previous Integration History Record

Method

PUT

API

https://<your instance hostname>/api/integration_history_records/<Old Integration History Record id>/resolve

Query Params

fields=["id","document-id","status","resolved"]

Sample URL

https://<your instance hostname>/api/integration_history_records/<Old Integration History Record id>/resolve?fields=["id","document-id","status","resolved"]

Query Body sample

N/A

Response Body sample

[
    {
        "id": <Old Integration History Record id>,
        "document-id": <Invoice id>,
        "status": "Error",
        "resolved": true
    }
]

Step 6a

Get unresolved Integration Error Record

Method

GET

API

https://<your instance hostname>/api/integration_errors

Query Params

resolved=false
document-type=InvoiceHeader
document-id=<Invoice id>

Sample URL

https://<your instance hostname>/api/integration_errors?resolved=false&document-type=InvoiceHeader&document-id=<Invoice id>

Query Body sample

N/A

Response Body sample

[
    {
        "id": <Old Integration Error Record id>,
        "document-type": ”InvoiceHeader”,
        "document-id": <Invoice id>,
        "status": "Error",
        "resolved": false
        ...
    }
]

Step 6b

Resolve previous Integration History Record

Method

PUT

API

https://<your instance hostname>/api/integration_errors/<Old Integration Error Record id>/resolve

Query Params

N/A

Query Body sample

N/A

Response Body sample

[
    {
        "id": <Old Integration Error Record id>,
        "document-id": <Invoice id>,
        "status": "Error",
        "resolved": true
        ...
    }
]

Step 7a

Update a Custom Fields for ERP document number (Success)

Method

PUT

API

https://<your instance hostname>/api/invoices/<Invoice id>

Query Params

fields=["id","exported",{ "custom_fields": {} }]

Sample URL

https://<your instance hostname>/api/invoices/<Invoice id>?fields=["id","exported",{ "custom_fields": {} }]

Query Body sample

{
    "custom-fields": {
    "cf-erp-invoice-number": "<Invoice number in the ERP>"
    }
}

Response Body sample

{
    "id": <Invoice id>,
    "exported": true,
    "custom-fields": {
        "cf-erp-invoice-number": "<Invoice number in the ERP>"
    }
}

Step 7b

Create Integration History (Success)
It must reference the Integration Run

Method

PUT

API

https://<your instance hostname>/api/integration_history_records

Query Params

fields=["id","document-id","status"]

Sample URL

https://<your instance hostname>/api/integration_history_records?fields=["id","document-id","status"]

Query Body sample

{
    "document-type": "InvoiceHeader",
    "document-id": <Invoice id>,
    "document-status":"<Invoice status>",
    "contact-alert-type": "Functional",
    "status": "Success",
    "integration": {"code":"<Customer Integration id>"},
    "integration-run": {"id":<Integration Run ID>},
    "responses": [
        {
            "response-code": "Success-1234",
            "response-message": "The integration in the ERP went well"
        }
    ]
}

Response Body sample

{
    "id": <New Integration History Record id>,
    "document-id": <Invoice id>,
    "status": "Success"
}

Step 7c

Create Integration Error and alert to Integration Contact
It must reference the Integration Run

Method

PUT

API

https://<your instance hostname>/api/integration_errors/create_alert

Query Params

N/A

Query Body sample

{
    "document-type": "InvoiceHeader",
    "document-id": <Invoice id>,
    "document-status":"<Invoice status>",
    "contact-alert-type": "Functional",
    "status": "Error",
    "integration-run-id": "<Integration Run ID>",
    "responses": [
        {
            "response-code": "Failure-CC",
            "response-message": "Header: Period is currently closed for Booking"
        },
        {
            "response-code": "Failure-CC",
            "response-message": "Line 1: Cost center CA234 is closed for invoicing"
        }
    ]
}

Response Body sample

{
    "id": <New Integration Error Record id>,
    "document-id": <Invoice id>,
    "status": "Error"
    ...
}

Step 8

Successfully End Integration Run

Method

PUT

API

https://<your instance hostname>/api/integration_runs/<Integration Run ID>/success

Query Params

N/A

Query Body sample

N/A

Response Body sample

{
    "id": <Integration Run ID>,
    "status": "successful"
    ...
}

If there is a general failure during the Integration run.

Step x

Raise Failure for the Integration Run

Method

PUT

API

https://<your instance hostname>/api/integration_runs/<Integration Run ID>/fail

Query Params

N/A

Query Body sample

N/A

Response Body sample

{
    "id": <Integration Run ID>,
    "status": "failed"
    ...
}
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