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Coupa Success Portal

Budget Lines Import

Overview

The Budget Line Import process read files from  ./Incoming/BudgetLines/ in the SFTP. These files will be moved to the archive folder located at ./Incoming/Archive/BudgetLines/ before being processed in alphanumeric order. 

  • The Chart of Accounts must already exist
  • The Account must already exist for the Chart of Accounts
  • Currency must be active.

Keys

Budgeting Segment and Period are the keys to update an existing budget line. Both keys are needed in order to perform an update.

Notes

Coupa's integrations don't currently provide a way to directly capture outside spend. The appropriate way to capture this change to the budget would be to update the budget to reduce the budget's total amount by the amount of the outside spend. For example: a $5000 budget exists for Account ABC for Fall 2012 with $2000 used for by PO 123 and PO 124. $1000 of budget ABC is spent outside of Coupa. An update to Account ABC's Fall 2012 budget should be made to change the total budget amount from $5000 to $4000 to reflect in Coupa that only $2000 is remaining.

Budget Lines Header Columns

Column Name Description Req'd Unique Type Allowable Values
Period The name of the budget period. TRUE FALSE string(100) The period name must already exist in Coupa.
Budgeting Segment The account code for the budgeting segment FALSE FALSE string(255) The account segment must already exist in Coupa.
Amount Total Budget Amount FALSE FALSE decimal(32,4) The currency must be active.
Remaining Budget Amount Remaining FALSE FALSE decimal(32,4) any
Description Budget Description FALSE FALSE string(255) any
Notes Budget Notes FALSE FALSE text any
Owner Budget Owner Login. Must Exist in Coupa FALSE FALSE string(255) any
Owner Is Approver

Have Budget Owner Approve things affecting budget. Once the box is checked to uncheck update with value of 0

FALSE FALSE string 1 or 2 (1=on all requisitions, 2=only when budget is exceeded)
Budget Hard Stop Prevent submission of requisitions that would exceed the budget FALSE FALSE boolean Yes/No, True/False, Y/N, T/F
Budget Overrun Calculation Use this field to calculate budgets against approved requistitions or approved and pending requisitions FALSE FALSE string 1, or 2 (1=Approved, 2=approved and pending requisitions)
Segment 1 Budgeting Account Segment 1 FALSE FALSE string(100) any
Segment 2 Budgeting Account Segment 2 FALSE FALSE string(100) any
Segment 3 Budgeting Account Segment 3 FALSE FALSE string(100) any
Segment 4 Budgeting Account Segment 4 FALSE FALSE string(100) any
Segment 5 Budgeting Account Segment 5 FALSE FALSE string(100) any
Segment 6 Budgeting Account Segment 6 FALSE FALSE string(100) any
Segment 7 Budgeting Account Segment 7 FALSE FALSE string(100) any
Segment 8 Budgeting Account Segment 8 FALSE FALSE string(100) any
Segment 9 Budgeting Account Segment 9 FALSE FALSE string(100) any
Segment 10 Budgeting Account Segment 10 FALSE FALSE string(100) any
Segment 11 Budgeting Account Segment 11 FALSE FALSE string(100) any
Segment 12 Budgeting Account Segment 12 FALSE FALSE string(100) any
Segment 13 Budgeting Account Segment 13 FALSE FALSE string(100) any
Segment 14 Budgeting Account Segment 14 FALSE FALSE string(100) any
Segment 15 Budgeting Account Segment 15 FALSE FALSE string(100) any
Segment 16 Budgeting Account Segment 16 FALSE FALSE string(100) any
Segment 17 Budgeting Account Segment 17 FALSE FALSE string(100) any
Segment 18 Budgeting Account Segment 18 FALSE FALSE string(100) any
Segment 19 Budgeting Account Segment 19 FALSE FALSE string(100) any
Segment 20 Budgeting Account Segment 20 FALSE FALSE string(100) any
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