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Coupa Success Portal

Contracts Import

Overview

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

Unique Keys

  • Contract Name
  • Contract #
  • Status
  • Supplier Number or Supplier Name

Validations

Once a contract is published you can only change the status to inactive. It cannot be changed to draft status. You can update the supplier name and supplier number of a contract using the Contract number when the contract is in draft status. You cannot do this when the contract is in published status. Parent contract number must be provided for contract type Amendment.

Other validations specified in contract header columns table.

Uploading Attachments and Legal Agreements

To include attachments with your contracts import, place the CSV and attachments in a zip file, and use the attachments columns to specify the relative path (within the zip file). Do the same thing for Legal Agreement files.

When to amend a contract vs change contract?

The following fields are attributes that control access to the contract but do not form part of the negotiation and act as changes to contract record. To update these attributes changes are expected to the original contract record as an update. Send record with type = “Contract” or “Master” and identify the modifying contract with contract name or contract #.

  • Default On Unbacked Lines
  • Used For Buying
  • Supplier Can Invoice Directly
  • Default Account For Supplier Invoice
  • Content Groups

All other fields form the contract metadata and are editable only through an amendment. To update these changes are expected. (Included in examples)

To include attachments with your contracts import, place the CSV and attachments in a zip file, and use the attachments columns to specify the relative path (within the zip file). Do the same thing for Legal Agreement files.

Use this example file to get started.

How to enable Contract Hierarchy

Before you can use Contract Hierarchy and use contract attachments via the bulk loader, contact Coupa Support to enable the feature. 

Contract Header Columns

Column Name Description Req'd Unique Type Allowable Values
Column Name Description Req'd Unique Type Allowable Values
Contract Name Unique Contract Name Yes Yes string(100) any
Contract # Unique (for this Supplier) Contract Number Yes Yes string(50) any
Contract Type Contract Type Yes No string(255) Master, Amendment, Contract. Note: Leaving contract type empty defaults to Contract.
Parent Contract Number Identifies the parent of the given contract. For contract type 'Amendment' this will be the contract number of the contract that is being amended. For contract type 'Contract' this represents the Master Contract Number. Contract type master cannot be a child to another contract. No No string(50) any. Contract must be of type "Contract" or "Master" and exist in Coupa
Parent Contract Name Identifies the parent of the given contract. For contract type 'Amendment' this will be the contract name of the contract that is being amended. For contract type 'Contract' this represents the Master Contract Name'. Contract type master cannot be a child to another contract. *Required for an ammendment Yes* No string(100) any. Contract must be of type "Contract" or "Master" and exist in Coupa
Amended Parent Type Only applicable when contract type is 'Amendment'. Changes the contract type from 'Master' to 'Contract' or vice versa. No No string(100) any. Contract must exist in Coupa
Master Contract Number Only applicable when contract type is 'Amendment'. Updates the "Master Contract" of Contracts. No No string(50) any. Contract must be of type = "Master" and exist in Coupa
Supplier Name Supplier Name (if number not given). Must Exist in Coupa No No string(100) any
Supplier Number Supplier Number (if name not given). Must Exist in Coupa No No string(255) any
Starts Start Date of the Contract Yes No datetime any
Expires End Date of the contract. *Required when Term Type = Fixed Yes* No datetime any
Status The status of the contract Yes No string(50) draft, published, completed, inactive
Legal Agreement Filename for the legal agreement. Relative path within the zip file for the attachment. No No string(255) any
Currency Currency Code No No string(6) Must exist in Coupa
Supplier Account # Your Customer Number assigned by Supplier No No string(255) any
Owner Login Contract Owners Coupa Login No No string(255) any
Default On Unbacked Lines Use this contract on unbacked Invoice Lines No No boolean Yes/No, True/False, Y/N, T/F
Supplier Can Invoice Directly Supplier can submit invoices directly No No boolean Yes/No, True/False, Y/N, T/F
Default Account Type for Supplier Invoice Default account type for directly submitted invoices No No string(50) any
Default Account for Supplier Invoice Default account name for directly submitted invoices No No string(1024) any
Savings % Negotiated Savings for Contract No No decimal(8,2) any
Minimum Spend Minimum Spend for Contract No No decimal(32,4) any
Maximum Spend Maximum Spend for Contract No No decimal(32,4) any
Content Groups Enter in content groups (for security) No No string(100) any
Use Order Windows Use Order Windows. Yes or No No No boolean Yes/No, True/False, Y/N, T/F
Payment Terms If provided, must match an existing payment term already in Coupa. No No string(255) Specified term must exist in Coupa
Shipping Terms If provided, must match an existing payment term already in Coupa. No No string(255) Specified term must exist in Coupa
Order Windows Sunday Order Windows Sunday No No text 00:00-13:00 (a time range), never, anytime
Order Windows Monday Order Windows Monday No No text 00:00-13:00 (a time range), never, anytime
Order Windows Tuesday Order Windows Tuesday No No text 00:00-13:00 (a time range), never, anytime
Order Windows Wednesday Order Windows Wednesday No No text 00:00-13:00 (a time range), never, anytime
Order Windows Thursday Order Windows Thursday No No test 00:00-13:00 (a time range), never, anytime
Order Windows Friday Order Windows Friday No No text 00:00-13:00 (a time range), never, anytime
Order Windows Saturday Order Windows Saturday No No text 00:00-13:00 (a time range), never, anytime
Order Windows Timezone Order Windows Timezone No No string(255) Region/City (for example: America/Los_Angeles or Asia/Tokyo)
Order Windows PO Message Order Windows PO Message No No string(255) any
Order Windows Requisition Message Order Windows Requisition Message No No string(255) any
Attachment 1 Relative path within the zip file for the attachment No No string(255) any
Attachment 2 Relative path within the zip file for the attachment No No string(255) any
Attachment 3 Relative path within the zip file for the attachment No No string(255) any
Attachment 4 Relative path within the zip file for the attachment No No string(255) any
Attachment 5 Relative path within the zip file for the attachment No No string(255) any
Attachment 6 Relative path within the zip file for the attachment No No string(255) any
Attachment 7 Relative path within the zip file for the attachment No No string(255) any
Attachment 8 Relative path within the zip file for the attachment No No string(255) any
Attachment 9 Relative path within the zip file for the attachment No No string(255) any
Attachment 10 Relative path within the zip file for the attachment No No string(255) any
Termination Notice Indicates if a notice needs to be sent to a supplier to terminate contract No No string(255) Yes/No, True/False, Y/N, T/F
Term Type Contract Term Type Yes No string(255) fixed, auto renew, perpetual
Terminated Indicate that a contract is terminated No No boolean Yes/No, True/False, Y/N, T/F
Termination Reason Code Indicate reason for termination. *Required when Terminated = Yes Yes* No string(100) Specified term must exist in Coupa
Termination Reason Comment Comment for terminations. *Required when Reason Code = Other. Yes* No string(255) any
Consent to Assignment Indicate terms for consent to assignment No No string(100) Notice, Consent, Not Required, Not Assignable
Used For Buying Indicate if a contracts can be used for buying; ie are available for selection on requisitions and purchase orders No No boolean Yes/No, True/False, Y/N, T/F
No of Renewals Indicate the number of times a contract can be renewed No No string(255) any
Renewal Length(Unit) Indicate renewal time unit (Days, Months, Years) *Required when Term Type = Renewal Yes* No string(255) days, months, years
Renewal Length(Value) Indicate the length of renewal. *Required when Term Type = Renewal Yes* No string(255) any
Length of Notice(Unit) Indicate notice time unit (Days, Months, Years). *Required when Term Type = Renewal Yes* No string(255) days, months, years
Length of Notice(value) Indicate how early a notice should be communicated. *Required when Term Type = Renewal Yes* No string(255) any
Termination Notice Length(Unit) Indicate termination time unit (Days, Months, Years). *Required when Termination Notice = Yes Yes* No string(255) days, months, years
Termination Notice Length(Value) Indicate how early a termination should be communicated. *Required when Termination Notice = Yes Yes* No string(255) any

Valid Time Zone List

Africa/Abidjan, Africa/Accra, Africa/Addis_Ababa, Africa/Algiers, Africa/Asmara, Africa/Asmera, Africa/Bamako, Africa/Bangui, Africa/Banjul, Africa/Bissau, Africa/Blantyre, Africa/Brazzaville, Africa/Bujumbura, Africa/Cairo, Africa/Casablanca, Africa/Ceuta, Africa/Conakry, Africa/Dakar, Africa/Dar_es_Salaam, Africa/Djibouti, Africa/Douala, Africa/El_Aaiun, Africa/Freetown, Africa/Gaborone, Africa/Harare, Africa/Johannesburg, Africa/Juba, Africa/Kampala, Africa/Khartoum, Africa/Kigali, Africa/Kinshasa, Africa/Lagos, Africa/Libreville, Africa/Lome, Africa/Luanda, Africa/Lubumbashi, Africa/Lusaka, Africa/Malabo, Africa/Maputo, Africa/Maseru, Africa/Mbabane, Africa/Mogadishu, Africa/Monrovia, Africa/Nairobi, Africa/Ndjamena, Africa/Niamey, Africa/Nouakchott, Africa/Ouagadougou, Africa/Porto-Novo, Africa/Sao_Tome, Africa/Timbuktu, Africa/Tripoli, Africa/Tunis, Africa/Windhoek, America/Adak, America/Anchorage, America/Anguilla, America/Antigua, America/Araguaina, America/Argentina/Buenos_Aires, America/Argentina/Catamarca, America/Argentina/ComodRivadavia, America/Argentina/Cordoba, America/Argentina/Jujuy, America/Argentina/La_Rioja, America/Argentina/Mendoza, America/Argentina/Rio_Gallegos, America/Argentina/Salta, America/Argentina/San_Juan, America/Argentina/San_Luis, America/Argentina/Tucuman, America/Argentina/Ushuaia, America/Aruba, America/Asuncion, America/Atikokan, America/Atka, America/Bahia, America/Bahia_Banderas, America/Barbados, America/Belem, America/Belize, America/Blanc-Sablon, America/Boa_Vista, America/Bogota, America/Boise, America/Buenos_Aires, America/Cambridge_Bay, America/Campo_Grande, America/Cancun, America/Caracas, America/Catamarca, America/Cayenne, America/Cayman, America/Chicago, America/Chihuahua, America/Coral_Harbour, America/Cordoba, America/Costa_Rica, America/Creston, America/Cuiaba, America/Curacao, America/Danmarkshavn, America/Dawson, America/Dawson_Creek, America/Denver, America/Detroit, America/Dominica, America/Edmonton, America/Eirunepe, America/El_Salvador, America/Ensenada, America/Fort_Wayne, America/Fortaleza, America/Glace_Bay, America/Godthab, America/Goose_Bay, America/Grand_Turk, America/Grenada, America/Guadeloupe, America/Guatemala, America/Guayaquil, America/Guyana, America/Halifax, America/Havana, America/Hermosillo, America/Indiana/Indianapolis, America/Indiana/Knox, America/Indiana/Marengo, America/Indiana/Petersburg, America/Indiana/Tell_City, America/Indiana/Vevay, America/Indiana/Vincennes, America/Indiana/Winamac, America/Indianapolis, America/Inuvik, America/Iqaluit, America/Jamaica, America/Jujuy, America/Juneau, America/Kentucky/Louisville, America/Kentucky/Monticello, America/Knox_IN, America/Kralendijk, America/La_Paz, America/Lima, America/Los_Angeles, America/Louisville, America/Lower_Princes, America/Maceio, America/Managua, America/Manaus, America/Marigot, America/Martinique, America/Matamoros, America/Mazatlan, America/Mendoza, America/Menominee, America/Merida, America/Metlakatla, America/Mexico_City, America/Miquelon, America/Moncton, America/Monterrey, America/Montevideo, America/Montreal, America/Montserrat, America/Nassau, America/New_York, America/Nipigon, America/Nome, America/Noronha, America/North_Dakota/Beulah, America/North_Dakota/Center, America/North_Dakota/New_Salem, America/Ojinaga, America/Panama, America/Pangnirtung, America/Paramaribo, America/Phoenix, America/Port-au-Prince, America/Port_of_Spain, America/Porto_Acre, America/Porto_Velho, America/Puerto_Rico, America/Rainy_River, America/Rankin_Inlet, America/Recife, America/Regina, America/Resolute, America/Rio_Branco, America/Rosario, America/Santa_Isabel, America/Santarem, America/Santiago, America/Santo_Domingo, America/Sao_Paulo, America/Scoresbysund, America/Shiprock, America/Sitka, America/St_Barthelemy, America/St_Johns, America/St_Kitts, America/St_Lucia, America/St_Thomas, America/St_Vincent, America/Swift_Current, America/Tegucigalpa, America/Thule, America/Thunder_Bay, America/Tijuana, America/Toronto, America/Tortola, America/Vancouver, America/Virgin, America/Whitehorse, America/Winnipeg, America/Yakutat, America/Yellowknife, Antarctica/Casey, Antarctica/Davis, Antarctica/DumontDUrville, Antarctica/Macquarie, Antarctica/Mawson, Antarctica/McMurdo, Antarctica/Palmer, Antarctica/Rothera, Antarctica/South_Pole, Antarctica/Syowa, Antarctica/Troll, Antarctica/Vostok, Arctic/Longyearbyen, Asia/Aden, Asia/Almaty, Asia/Amman, Asia/Anadyr, Asia/Aqtau, Asia/Aqtobe, Asia/Ashgabat, Asia/Ashkhabad, Asia/Baghdad, Asia/Bahrain, Asia/Baku, Asia/Bangkok, Asia/Beirut, Asia/Bishkek, Asia/Brunei, Asia/Calcutta, Asia/Chita, Asia/Choibalsan, Asia/Chongqing, Asia/Chungking, Asia/Colombo, Asia/Dacca, Asia/Damascus, Asia/Dhaka, Asia/Dili, Asia/Dubai, Asia/Dushanbe, Asia/Gaza, Asia/Harbin, Asia/Hebron, Asia/Ho_Chi_Minh, Asia/Hong_Kong, Asia/Hovd, Asia/Irkutsk, Asia/Istanbul, Asia/Jakarta, Asia/Jayapura, Asia/Jerusalem, Asia/Kabul, Asia/Kamchatka, Asia/Karachi, Asia/Kashgar, Asia/Kathmandu, Asia/Katmandu, Asia/Khandyga, Asia/Kolkata, Asia/Krasnoyarsk, Asia/Kuala_Lumpur, Asia/Kuching, Asia/Kuwait, Asia/Macao, Asia/Macau, Asia/Magadan, Asia/Makassar, Asia/Manila, Asia/Muscat, Asia/Nicosia, Asia/Novokuznetsk, Asia/Novosibirsk, Asia/Omsk, Asia/Oral, Asia/Phnom_Penh, Asia/Pontianak, Asia/Pyongyang, Asia/Qatar, Asia/Qyzylorda, Asia/Rangoon, Asia/Riyadh, Asia/Saigon, Asia/Sakhalin, Asia/Samarkand, Asia/Seoul, Asia/Shanghai, Asia/Singapore, Asia/Srednekolymsk, Asia/Taipei, Asia/Tashkent, Asia/Tbilisi, Asia/Tehran, Asia/Tel_Aviv, Asia/Thimbu, Asia/Thimphu, Asia/Tokyo, Asia/Ujung_Pandang, Asia/Ulaanbaatar, Asia/Ulan_Bator, Asia/Urumqi, Asia/Ust-Nera, Asia/Vientiane, Asia/Vladivostok, Asia/Yakutsk, Asia/Yekaterinburg, Asia/Yerevan, Atlantic/Azores, Atlantic/Bermuda, Atlantic/Canary, Atlantic/Cape_Verde, Atlantic/Faeroe, Atlantic/Faroe, Atlantic/Jan_Mayen, Atlantic/Madeira, Atlantic/Reykjavik, Atlantic/South_Georgia, Atlantic/St_Helena, Atlantic/Stanley, Australia/ACT, Australia/Adelaide, Australia/Brisbane, Australia/Broken_Hill, Australia/Canberra, Australia/Currie, Australia/Darwin, Australia/Eucla, Australia/Hobart, Australia/LHI, Australia/Lindeman, Australia/Lord_Howe, Australia/Melbourne, Australia/NSW, Australia/North, Australia/Perth, Australia/Queensland, Australia/South, Australia/Sydney, Australia/Tasmania, Australia/Victoria, Australia/West, Australia/Yancowinna, Brazil/Acre, Brazil/DeNoronha, Brazil/East, Brazil/West, CET, CST6CDT, Canada/Atlantic, Canada/Central, Canada/East-Saskatchewan, Canada/Eastern, Canada/Mountain, Canada/Newfoundland, Canada/Pacific, Canada/Saskatchewan, Canada/Yukon, Chile/Continental, Chile/EasterIsland, Cuba, EET, EST, EST5EDT, Egypt, Eire, Etc/GMT, Etc/GMT+0, Etc/GMT+1, Etc/GMT+10, Etc/GMT+11, Etc/GMT+12, Etc/GMT+2, Etc/GMT+3, Etc/GMT+4, Etc/GMT+5, Etc/GMT+6, Etc/GMT+7, Etc/GMT+8, Etc/GMT+9, Etc/GMT-0, Etc/GMT-1, Etc/GMT-10, Etc/GMT-11, Etc/GMT-12, Etc/GMT-13, Etc/GMT-14, Etc/GMT-2, Etc/GMT-3, Etc/GMT-4, Etc/GMT-5, Etc/GMT-6, Etc/GMT-7, Etc/GMT-8, Etc/GMT-9, Etc/GMT0, Etc/Greenwich, Etc/UCT, Etc/UTC, Etc/Universal, Etc/Zulu, Europe/Amsterdam, Europe/Andorra, Europe/Athens, Europe/Belfast, Europe/Belgrade, Europe/Berlin, Europe/Bratislava, Europe/Brussels, Europe/Bucharest, Europe/Budapest, Europe/Busingen, Europe/Chisinau, Europe/Copenhagen, Europe/Dublin, Europe/Gibraltar, Europe/Guernsey, Europe/Helsinki, Europe/Isle_of_Man, Europe/Istanbul, Europe/Jersey, Europe/Kaliningrad, Europe/Kiev, Europe/Lisbon, Europe/Ljubljana, Europe/London, Europe/Luxembourg, Europe/Madrid, Europe/Malta, Europe/Mariehamn, Europe/Minsk, Europe/Monaco, Europe/Moscow, Europe/Nicosia, Europe/Oslo, Europe/Paris, Europe/Podgorica, Europe/Prague, Europe/Riga, Europe/Rome, Europe/Samara, Europe/San_Marino, Europe/Sarajevo, Europe/Simferopol, Europe/Skopje, Europe/Sofia, Europe/Stockholm, Europe/Tallinn, Europe/Tirane, Europe/Tiraspol, Europe/Uzhgorod, Europe/Vaduz, Europe/Vatican, Europe/Vienna, Europe/Vilnius, Europe/Volgograd, Europe/Warsaw, Europe/Zagreb, Europe/Zaporozhye, Europe/Zurich, GB, GB-Eire, GMT, GMT+0, GMT-0, GMT0, Greenwich, HST, Hongkong, Iceland, Indian/Antananarivo, Indian/Chagos, Indian/Christmas, Indian/Cocos, Indian/Comoro, Indian/Kerguelen, Indian/Mahe, Indian/Maldives, Indian/Mauritius, Indian/Mayotte, Indian/Reunion, Iran, Israel, Jamaica, Japan, Kwajalein, Libya, MET, MST, MST7MDT, Mexico/BajaNorte, Mexico/BajaSur, Mexico/General, NZ, NZ-CHAT, Navajo, PRC, PST8PDT, Pacific/Apia, Pacific/Auckland, Pacific/Bougainville, Pacific/Chatham, Pacific/Chuuk, Pacific/Easter, Pacific/Efate, Pacific/Enderbury, Pacific/Fakaofo, Pacific/Fiji, Pacific/Funafuti, Pacific/Galapagos, Pacific/Gambier, Pacific/Guadalcanal, Pacific/Guam, Pacific/Honolulu, Pacific/Johnston, Pacific/Kiritimati, Pacific/Kosrae, Pacific/Kwajalein, Pacific/Majuro, Pacific/Marquesas, Pacific/Midway, Pacific/Nauru, Pacific/Niue, Pacific/Norfolk, Pacific/Noumea, Pacific/Pago_Pago, Pacific/Palau, Pacific/Pitcairn, Pacific/Pohnpei, Pacific/Ponape, Pacific/Port_Moresby, Pacific/Rarotonga, Pacific/Saipan, Pacific/Samoa, Pacific/Tahiti, Pacific/Tarawa, Pacific/Tongatapu, Pacific/Truk, Pacific/Wake, Pacific/Wallis, Pacific/Yap, Poland, Portugal, ROC, ROK, Singapore, Turkey, UCT, US/Alaska, US/Aleutian, US/Arizona, US/Central, US/East-Indiana, US/Eastern, US/Hawaii, US/Indiana-Starke, US/Michigan, US/Mountain, US/Pacific, US/Pacific-New, US/Samoa, UTC, Universal, W-SU, WET, Zulu, UTC, International Date Line West, Midway Island, American Samoa, Hawaii, Alaska, Pacific Time (US & Canada), Tijuana, Mountain Time (US & Canada), Arizona, Chihuahua, Mazatlan, Central Time (US & Canada), Saskatchewan, Guadalajara, Mexico City, Monterrey, Central America, Eastern Time (US & Canada), Indiana (East), Bogota, Lima, Quito, Atlantic Time (Canada), Caracas, La Paz, Santiago, Newfoundland, Brasilia, Buenos Aires, Montevideo, Georgetown, Greenland, Mid-Atlantic, Azores, Cape Verde Is., Dublin, Edinburgh, Lisbon, London, Casablanca, Monrovia, Belgrade, Bratislava, Budapest, Ljubljana, Prague, Sarajevo, Skopje, Warsaw, Zagreb, Brussels, Copenhagen, Madrid, Paris, Amsterdam, Berlin, Bern, Rome, Stockholm, Vienna, West Central Africa, Bucharest, Cairo, Helsinki, Kyiv, Riga, Sofia, Tallinn, Vilnius, Athens, Istanbul, Minsk, Jerusalem, Harare, Pretoria, Kaliningrad, Moscow, St. Petersburg, Volgograd, Samara, Kuwait, Riyadh, Nairobi, Baghdad, Tehran, Abu Dhabi, Muscat, Baku, Tbilisi, Yerevan, Kabul, Ekaterinburg, Islamabad, Karachi, Tashkent, Chennai, Kolkata, Mumbai, New Delhi, Kathmandu, Astana, Dhaka, Sri Jayawardenepura, Almaty, Novosibirsk, Rangoon, Bangkok, Hanoi, Jakarta, Krasnoyarsk, Beijing, Chongqing, Hong Kong, Urumqi, Kuala Lumpur, Singapore, Taipei, Perth, Irkutsk, Ulaanbaatar, Seoul, Osaka, Sapporo, Tokyo, Yakutsk, Darwin, Adelaide, Canberra, Melbourne, Sydney, Brisbane, Hobart, Vladivostok, Guam, Port Moresby, Magadan, Srednekolymsk, Solomon Is., New Caledonia, Fiji, Kamchatka, Marshall Is., Auckland, Wellington, Nuku'alofa, Tokelau Is., Chatham Is., Samoa

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