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Coupa Success Portal

Transactional Data File Formats

Customers, before attempting to integrate the file formats described in this document, please review the following notes first:

If you are in the middle of an implementation

Please contact your Coupa Solutions Architect for assistance with file imports.

If you have legacy, custom integration formats that differ significantly from what is described below

Please contact your Coupa CVM about switching to the formats described in this document.

Everyone else

Please contact Coupa support for assistance with adding any of the fields below to an existing integration file.

Contingent Worker (CW)

Description: Contingent Worker data export that customers consume into enterprise applications to manage access provisioning, asset provisioning, etc.
Supported load: Delta File
Supported Delimiters: Pipe(|), Comma(,)
Supported file extensions: .csv, .txt

Fields Data Type & Length Mandatory Allowed Values Example
Status Flag string(2) Yes N, T, X, C, R, RT  [Status : N – New Contingent Worker, T – Terminate Contingent Worker, X – No Show Contingent Worker, C – CW info Changes, R – Rehire, utilization of previously assigned CW’s external reference ID, RT- Rollback termination]. N
CCW CW Number string(200) Yes Any CCW-CW-000001
External reference ID 1 string(200) No Any Blank or 000001
External reference ID 2 string(200) No Any Blank or 0NST1
External reference ID 3 string(200) No Any Blank or QR12E
CCW ID string(15) Yes Any 00001231
Last Name string(100) Yes Any Pearson
First Name string(100) Yes Any Michael
Middle Name string(100) No Any B
Start Date string(10) Yes Any Date, YYYY-MM-DD 2018-03-01
End Date string(10) Yes Any Date, YYYY-MM-DD 2019-04-01
Email string(400) Yes Any mikeHarshley_test@coupatest
Phone Number String(20) No Any Phone number captured in system
Manager ID string(100) No Any 038976

 

 

Manager Email string(400) Yes Any robertc@CCW.com
Alternate Hiring Manager Email string(400) Yes Any joec@CCW.com
Work Location Code string(40) Yes Any, work Location code assigned to CW NJB01F02C1
Job Code string(400) Yes Any A23G
Job Title string(400) Yes Any Talent Acquisition Consultant
Supplier Name string(400) Yes Any Test Tech Solutions
Supplier Email string(400) Yes Any jamescon@Customer.com
Supplier Reference Number string(200) Yes Any 0099898780
Supplier City string(400) Yes Any Cuyahoga
Supplier State string(400) Yes Any Ohio
Supplier Zip Code string(10) Yes Any 43532
Regular Bill Rate number(45,8) Yes Any 200.00
Requisition Number string(200) Yes Any CCW-Req-30234
Termination Reason string(400) No   Engagement Completed
Type of Service string(100) No Any 80936
Master Data Segment 1 string(100) No Any  
Master Data Segment 2 string(100) No Any  
Master Data Segment 3 string(100) No Any  
Master Data Segment 4 string(100) No Any  
Master Data Segment 5 string(100) No Any  
Master Data Segment 6 string(100) No Any  
Master Data Segment 7 string(100) No Any  
Master Data Segment 8 string(100) No Any  
Master Data Segment 9 string(100) No Any  
Master Data Segment 10 string(100) No Any  
Master Data Segment 11 string(100) No Any  
Requisition Question 1 string(100) No Any  
Requisition Question 2 string(100) No Any  
Requisition Question 3 string(100) No Any  
Requisition Question 4 string(100) No Any  
Requisition Question 5 string(100) No Any  
Requisition Question 6 string(100) No Any  
Requisition Question 7 string(100) No Any  
Requisition Question 8 string(100) No Any  
Requisition Question 9 string(100) No Any  
Requisition Question 10 string(100) No Any  

Contingent Worker External Reference Number

Description: Customer’s system ID assigned to uniquely identified CW. Used as a reference check when processing CW Export, invoice from CCW [ Example changes, terminations to CCW, timesheet management, building rehire business logic in customer’s HR system (if applicable)]. External Reference ID 2 and External Reference ID 3 are available only for CW export configured at Confirm CW, or if a customer chooses to update these fields after a candidate is confirmed.
Supported load: Delta File (recommended)
Supported Delimiters: Pipe(|), Comma(,)
Supported file extensions: .csv, .txt

Fields Data Type & Length Mandatory Allowed Values Example
CCW CW Number string(100) Yes Any CCW-CW-000001
CW external reference ID 1 string(100) Yes Any CCW external reference ID in Customer’s system (89876790)
CW external reference ID 2 string(100) No Any CCW external reference ID in Customer’s system (89876790)
CW external reference ID 3 string(100) No Any CCW external reference ID in Customer’s system (89876790)
Work Email string(100) No Any sam.peter@ccwdoc.com

Invoice Data

Description: Batch data approved in CCW, which can include data related to approved timesheet, approved expense, Payment line Item against a Statement of Work.
Supported load: Delta File
Supported Delimiters: Pipe(|), Comma(,)
Supported file extensions: .csv, .txt

Invoice header

Sr. No. Fields Data Type & Length Mandatory Allowed Values Example
1 Record Type string(1) Yes Static value ‘H’ H
2 Batch Number string(255) Yes Any, Batch Number CCW-BAT000001-1019
3 Batch Creation Date date Yes Batch Creation date

ISO8601 format of YYYY-MM-DD
2018-12-16
4 Batch Approval Date date Yes Batch Approve date

ISO8601 format of YYYY-MM-DD
2018-12-16
5 Invoice Number string(100) Yes Any, Invoice Number CCW-INV-000001-1019
6 Total Invoice Lines int Yes Total number of lines in invoice 1
7 Invoice Total Net Amount number(45,8) Yes Total Invoice Amount without Tax

2 decimal precision
100.00
8 Invoice Total Tax Amount number(45,8) Yes Invoice Total Tax Amount

2 decimal precision
0.00
9 Invoice Total Gross Amount number(45,8) Yes Total Invoice Amount with Tax Amount

2 decimal precision
100.00

Invoice lines

Sr. No. Fields Data Type & Length Mandatory Business Logic Example
Timesheet Expense SOW (Fixed)
1 Record Type string(1) Yes Static value ‘L’ Static value ‘L’ Static value ‘L’ L
2 Invoice Number string(100) Yes Invoice Number Invoice Number Invoice Number CCW-INV-000001-MMYY
3 Invoice line number int Yes Invoice line number Invoice line number Invoice line number 1
4 Invoice line Date date Yes Week ending date Expense from Date Payment line item approved date 2018-12-16
5 Invoice Line Type string(10) Yes Static value “Timesheet” Static value “Expense” Static value “SOW” Timesheet
6 Line Item description string(1550) No CW number – Week Ending Date CW number – Expense from Date Payment line item description CCW-CW-00001 – 2018-12-16
7 Report ID string(400) No Timesheet Number Expense Report Number SOW Number 1604479
8 Expense Type string(100) No Will be blank Expense type associated with the invoice line Will be Blank Hotel
9 Supplier Name string(400) No Supplier Name Supplier Name Supplier Name Test Supplier INC
10 CCW Supplier Number string(400) No Supplier Number in CCW Supplier Number in CCW Supplier Number in CCW SUP-9987
11 Supplier HR Reference Number string(100) No Customer’s ERP system’s supplier number (Accounting vendor ID - if configured in CCW, else will be sent blank) Customer’s ERP system’s supplier number (Accounting vendor ID - if configured in CCW, else will be sent blank) Customer’s ERP system’s supplier number (Accounting vendor ID - if configured in CCW, else will be sent blank) 00909088
12 Supplier Number string(400) No

Supplier’s vendor ID in Customer’s ERP (vendor ID - if configured in CCW, else will be sent blank)

Supplier’s vendor ID in Customer’s ERP (vendor ID - if configured in CCW, else will be sent blank)

Supplier’s vendor ID in Customer’s ERP (vendor ID - if configured in CCW, else will be sent blank)

0010005
13 Remit to Line 1 string(400) No Any, Supplier’s Remit location line 1 Any, Supplier’s Remit location line 1 Any, Supplier’s Remit location line 1 Centerpoint at East Gate
14 Remit to Line 2 string(400) No Any, Supplier’s Remit location line 2 Any, Supplier’s Remit location line 2 Any, Supplier’s Remit location line 2 161 Gaither Drive, Suite 210
15 Remit to City string(100) No Any, Supplier’s Remit location city Any, Supplier’s Remit location city Any, Supplier’s Remit location city Mount Laurel
16 Remit to State string(100) No Any, Supplier’s Remit location state Any, Supplier’s Remit location state Any, Supplier’s Remit location state NJ
17 Remit to Postal Code string(20) No Any, Supplier’s Remit location postal code Any, Supplier’s Remit location postal code Any, Supplier’s Remit location postal code 08054
18 Remit to Country string(255) No Any, Supplier’s Remit location Country.

ISO 3-Alpha representation (Static info)
Any, Supplier’s Remit location Country.

ISO 3-Alpha representation (Static info)
Any, Supplier’s Remit location Country.

ISO 3-Alpha representation (Static info)
USA
19 Requirement Id String(20) No Requirement number against CW is hired  Requirement number against CW is hired Will be blank CCW-REQ-1234
20 CW Number string(100) No CW number CW number Will be blank CCW-CW-00001
21 CW First Name string(100) No CW First Name CW First Name Will be blank Alax
22 CW Last Name string(100) No CW Last Name CW Last Name Will be blank Will
23 Manager ID string(100) No Manager ID Manager ID Will be blank 69767
24 Manager Email string(100) No Manager Email Manager Email Will be blank vindyan@gmail.com
25 Manager First Name string(100) No Manager First Name Manager First Name Will be blank Steve
26 Manager Last Name string(100) No Manager Last Name Manager Last Name Will be blank Smith
27 CW external reference ID string(200) No CT # 1 for CW CT # 1 for CW Will be blank 00001
28 Work Location ID string(40) No CW Work Location ID CW Work Location ID Will be blank CCW0078
29 Work Location Name string(100) No CW Work Location Name CW Work Location Name Will be blank Locan
30 County string(100) No CW Work Location County CW Work Location County Will be blank Cuyahoga
31 State string(100) No CW Work Location state CW Work Location state Will be blank Ohio
32 Country string(3) No CW Work Location country

ISO 3166 alpha-3
CW Work Location country

ISO 3166 alpha-3
Will be blank USA
33 Postal Code string(10) No CW Work Location Postal Code CW Work Location Postal Code Will be blank 76429
34 Pay Code string(300) No Populated, if hours are entered against a pay code Will be blank Will be blank  
35 Regular Hours number (45,8) No # of regular hours for the period / Week ending date

2 decimal precision
Will be blank Will be blank 40.00
36 Over Time  hours number (45,8) No # of OT hours for the period / Week ending date

2 decimal precision, 0.00 if there is no OT Bill rate
Will be blank Will be blank 5.00
37 Double Time  hours number (45,8) No # of DT hours for the period / Week ending date

2 decimal precision, 0.00 if there is no OT Bill rate
Will be blank Will be blank 5.00
38 Total Hours number (45,8) No

Total # of hours for the period / Week ending date 2 decimal precision

Will be blank Will be blank 40.00
39 Regular bill Rate number (45,8) No Bill rate for Regular Hrs.

2 decimal precision
Will be blank Will be blank 25.00
40 Over Time  bill Rate number (45,8) No Bill rate for Over Time Hrs.

2 decimal precision
Will be blank Will be blank 25.00
41 Double Time  bill Rate number (45,8) No Bill rate for Double Time Hrs. 
2 decimal precision
Will be blank Will be blank 25.00
42 Supplier Regular Bill Rate number (45,8) No

Supplier Bill rate for Regular Hrs. 2 decimal precision

Will be blank Will be blank 25.00
43 Supplier Over Time Bill Rate number (45,8) No Supplier Bill rate for Over Time Hrs. 2 decimal precision Will be blank Will be blank 25.00
44 Supplier Double Time Bill Rate number (45,8) No Supplier Bill rate for Double Time Hrs. 2 decimal precision Will be blank Will be blank 25.00
45 Regular Pay Rate number (45,8) No Pay rate for Regular Hrs.

2 decimal precision
Will be blank Will be blank 25.00
46 Over Time  Pay  Rate number (45,8) No Pay rate for Over Time Hrs.

2 decimal precision
Will be blank Will be blank 25.00
47 Double Time  Pay Rate number (45,8) No Pay rate for Double Time Hrs.
2 decimal precision
Will be blank Will be blank 25.00
48 Regular Pay Amount number (45,8) No

Pay Amount for Regular Hrs. 2 decimal precision

Will be blank Will be blank 200.00
49 Over Time  Pay  Amount number (45,8) No

Pay Amount for Over Time Hrs. 2 decimal precision

Will be blank Will be blank 250.00
50 Double Time  Pay Amount number (45,8) No

Pay Amount for Double Time Hrs. 2 decimal precision

Will be blank Will be blank 300.00
51 Final Regular Pay Amount number (45,8) No

Final Pay Amount for Regular Hrs. 2 decimal precision

Will be blank Will be blank 200.00
52 Final Over Time  Pay  Amount number (45,8) No

Final Pay Amount for Over Time Hrs. 2 decimal precision

Will be blank Will be blank 250.00
53 Final Double Time  Pay Amount number (45,8) No

Final Pay Amount for Double Time Hrs. 2 decimal precision

Will be blank Will be blank 300.00
54 Supplier Regular Amount number (45,8) No

Supplier  Pay Amount for Regular Hrs. 2 decimal precision

Will be blank Will be blank 25.00
55 Supplier Over Time Amount number (45,8) No

Supplier  Pay Amount for Over Time Hrs. 2 decimal precision

Will be blank Will be blank 25.00
56 Supplier Double Time Amount number (45,8) No

Supplier  Pay Amount for Double Time Hrs. 2 decimal precision

Will be blank Will be blank 25.00
57 Total Supplier Amount number (45,8) No

Supplier  Total Pay Amount for Time Hrs. 2 decimal precision

Will be blank Will be blank 75.00
58 MSP Fee number (45,8) No MSP Fee if applicable.

2 decimal precision
MSP Fee if applicable.

2 decimal precision
MSP Fee if applicable.

2 decimal precision
2.00
59 VMS Fee number (45,8) No VMS Fee if applicable.

2 decimal precision
VMS Fee if applicable.

2 decimal precision
VMS Fee if applicable.

2 decimal precision
0.50
60 Line Amount number (45,8) Yes Total Line Amount

2 decimal precision
Total Line Amount

>2 decimal precision
Total Line Amount

2 decimal precision
100.00
61 Line Tax Amount number (45,8) Yes Total line tax amount

2 decimal precision, 0.00 if there is no tax
Total line tax amount

2 decimal precision, 0.00 if there is no tax
Total line tax amount

2 decimal precision, 0.00 if there is no tax
0.00
62 Currency Code string(3) Yes Currency for invoice

ISO 4217, 3-Alpha
Currency for invoice

ISO 4217, 3-Alpha
Currency for invoice

ISO 4217, 3-Alpha
USD
63 Job Title string(100) No CW's Job Title CW's Job Title Will be blank Sr. Developer
64 Master Data Segment-1 string(100) No Segment 1 assigned to CW Segment 1 assigned to CW Will be blank 78967-52
65 Master Data Segment-2 string(100) No Segment 2 assigned to CW Segment 2 assigned to CW Will be blank  
66 Master Data Segment-3 string(100) No Segment 3 assigned to CW Segment 3 assigned to CW Will be blank  
67 Master Data Segment-4 string(100) No Segment 4 assigned to CW Segment 4 assigned to CW Will be blank  
68 Master Data Segment-5 string(100) No Segment 5 assigned to CW Segment 5 assigned to CW Will be blank  
69 Master Data Segment-6 string(100) No Segment 6 assigned to CW Segment 6 assigned to CW Will be blank  
70 Master Data Segment-7 string(100) No Segment 7 assigned to CW Segment 7 assigned to CW Will be blank  
71 Master Data Segment-8 string(100) No Segment 8 assigned to CW Segment 8 assigned to CW Will be blank  
72 Master Data Segment-9 string(100) No Segment 9 assigned to CW Segment 9 assigned to CW Will be blank  
73 Master Data Segment-10 string(100) No Segment 10 assigned to CW Segment 10 assigned to CW Will be blank  
74 Master Data Segment-11 string(100) No Segment 11 assigned to CW Segment 11 assigned to CW Will be blank  
75 Chart Of Account Name string(200) No

For customers using CCW with Coupa Core, COA name associated to account. 

Will be empty for standalone customers

For customers using CCW with Coupa Core, COA name associated to account. 

Will be empty for standalone customers

For customers using CCW with Coupa Core, COA name associated to account. 

Will be empty for standalone customers

 
76 Account Code string(500) Yes Account Code Account Code Account Code 0100-999-2521
77 Account Name string(500) No Account Name Account Name Account Name  
78 Account Segment-1 string(2000) No Account Segment 1 Code Account Segment 1 Code Account Segment 1 Code 0100
79 Account Segment-1 Name string(2000) No Account Segment 1 Name Account Segment 1 Name Account Segment 1 Name Account Segment 1 Name
80 Account Segment-2 string(2000) No Account Segment 2 Code Account Segment 2 Code Account Segment 2 Code 999
81 Account Segment-2 Name string(2000) No Account Segment 2 Name Account Segment 2 Name Account Segment 2 Name Account Segment 2 Name
82 Account Segment-3 string(2000) No Account Segment 3 Code Account Segment 3 Code Account Segment 3 Code 2521
83 Account Segment-3 Name string(2000) No Account Segment 3 Name Account Segment 3 Name Account Segment 3 Name Account Segment 3 Name
84 Account Segment-4 string(2000) No Account Segment 4 Code Account Segment 4 Code Account Segment 4 Code  
85 Account Segment-4 Name string(2000) No Account Segment 4 Name Account Segment 4 Name Account Segment 4 Name  
86 Account Segment-5 string(2000) No Account Segment 5 Code Account Segment 5 Code Account Segment 5 Code  
87 Account Segment-5 Name string(2000) No Account Segment 5 Name Account Segment 5 Name Account Segment 5 Name  
88 Account Segment-6 string(2000) No Account Segment 6 Code Account Segment 6 Code Account Segment 6 Code  
89 Account Segment-6 Name string(2000) No Account Segment 6 Name Account Segment 6 Name Account Segment 6 Name  
90 Account Segment-7 string(2000) No Account Segment 7 Code Account Segment 7 Code Account Segment 7 Code  
91 Account Segment-7 Name string(2000) No Account Segment 7 Name Account Segment 7 Name Account Segment 7 Name  
92 Account Segment-8 string(2000) No Account Segment 8 Code Account Segment 8 Code Account Segment 8 Code  
93 Account Segment-8 Name string(2000) No Account Segment 8 Name Account Segment 8 Name Account Segment 8 Name  
94 Account Segment-9 string(2000) No Account Segment 9 Code Account Segment 9 Code Account Segment 9 Code  
95 Account Segment-9 Name string(2000) No Account Segment 9 Name Account Segment 9 Name Account Segment 9 Name  
96 Account Segment-10 string(2000) No Account Segment 10 Code Account Segment 10 Code Account Segment 10 Code  
97 Account Segment-10 Name string(2000) No Account Segment 10 Name Account Segment 10 Name Account Segment 10 Name  
98 Account Segment-11 string(2000) No Account Segment 11 Code Account Segment 11 Code Account Segment 11 Code  
99 Account Segment-11 Name string(2000) No Account Segment 11 Name Account Segment 11 Name Account Segment 11 Name  
100 Account Segment-12 string(2000) No Account Segment 12 Code Account Segment 12 Code Account Segment 12 Code  
101 Account Segment-12 Name string(2000) No Account Segment 12 Name Account Segment 12 Name Account Segment 12 Name  
102 Account Segment-13 string(2000) No Account Segment 13 Code Account Segment 13 Code Account Segment 13 Code  
103 Account Segment-13 Name string(2000) No Account Segment 13 Name Account Segment 13 Name Account Segment 13 Name  
104 Account Segment-14 string(2000) No Account Segment 14 Code Account Segment 14 Code Account Segment 14 Code  
105 Account Segment-14 Name string(2000) No Account Segment 14 Name Account Segment 14 Name Account Segment 14 Name  
106 Account Segment-15 string(2000) No Account Segment 15 Code Account Segment 15 Code Account Segment 15 Code  
107 Account Segment-15 Name string(2000) No Account Segment 15 Name Account Segment 15 Name Account Segment 15 Name  
108 Account Segment-16 string(2000) No Account Segment 16 Code Account Segment 16 Code Account Segment 16 Code  
109 Account Segment-16 Name string(2000) No Account Segment 16 Name Account Segment 16 Name Account Segment 16 Name  
110 Account Segment-17 string(2000) No Account Segment 17 Code Account Segment 17 Code Account Segment 17 Code  
111 Account Segment-17 Name string(2000) No Account Segment 17 Name Account Segment 17 Name Account Segment 17 Name  
112 Account Segment-18 string(2000) No Account Segment 18 Code Account Segment 18 Code Account Segment 18 Code  
113 Account Segment-18 Name string(2000) No Account Segment 18 Name Account Segment 18 Name Account Segment 18 Name  
114 Account Segment-19 string(2000) No Account Segment 19 Code Account Segment 19 Code Account Segment 19 Code  
115 Account Segment-19 Name string(2000) No Account Segment 19 Name Account Segment 19 Name Account Segment 19 Name  
116 Account Segment-20 string(2000) No Account Segment 20 Code Account Segment 20 Code Account Segment 20 Code  
117 Account Segment-20 Name string(2000) No Account Segment 20 Name Account Segment 20 Name Account Segment 20 Name  

 

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