External Orders Import
- Last updated
- Save as PDF
Overview
The Purchase Order Import process reads files from the SFTP folder: ./Incoming/PurchaseOrders/
These files will be moved to the archive folder located at ./Incoming/Archive/PurchaseOrders/ before being processed in Alphanumeric order.
Coupa can't update a requisition via flat file Integration.
The External Purchase Orders FAQ has a lot useful information about loading orders from third party systems.
Keys
- Supplier Name
- Supplier Number
external_orders
External order header columns
| Column Name | Description | Req'd | Unique | Type | Allowable Values | |
|---|---|---|---|---|---|---|
| Header | Indicates the type of row | No | No | - | Header | |
| Hide Price | Hide Price from supplier | No | No | boolean | TRUE, FALSE | |
| Action |
Dictates what happens to the PO. If soft-close is enabled then Reopen is also an allowed action. |
No | No | string | Cancel, Close, Reopen, Softclose, IssueWithSend, IssueWithoutSend, IgnoreWindowsAndIssue | |
| Version Number | Allows you to override Coupa's default versioning rules. See the PO SFTP Loader documentation for more info. | No | No | Integer(11) | If specified, must be equal to or greater than the current order version number. | |
| PO Number | Use to determine if Coupa will modify an existing PO or creating a new PO. | No | Yes | string(20) | any | |
| Supplier Name | Used to identify the supplier for the PO. Can pass the supplier number, in lieu of this field, but Coupa must identify an active supplier record for each PO | Yes* | No | string(255) | any | |
| Supplier Number | Used to identify the supplier for the PO. Can pass the supplier name, in lieu of this field, but Coupa must identify an active supplier record for each PO | Yes* | No | string(11) | any | |
| Supplier Site Code | Supplier Site Code | No | No | string(20) | any | |
| Currency Code | Currency Code | No | No | string(6) | Any ISO 4217 three letter currency code | |
| Chart of Account Name | Chart of Accounts for the order. The CoA must exist in Coupa and be active. | Yes | No | string(50) | Must be an active CoA | |
| Payment Method | Same as req loader | No | No | string(255) | any | |
| Payment Term Code | Same as req loader | No | No | string(255) | any | |
| Shipping Term Code | Same as req loader | No | No | string(255) | any | |
| Ship To Name | Name of Address. Must exist in Coupa. Must include a ship-to address, either new or preexisting in Coupa. | Yes* | No | string(50) | any | |
| Ship To Attention | Ship to Address attention. Either the Requester or the attention linked to Address in Coupa (defaults to the requester). | No | No | string(255) | any | |
| Ship To Street 1 | Ship to Address Line1. Provide if the address does not exist in Coupa. | No | No | string(100) | any | |
| Ship To Street 2 | Ship to Address Line2. Provide if the address does not exist in Coupa. | No | No | string(100) | any | |
| Ship To City | Ship to Address City. Provide if the address does not exist in Coupa. | No | No | string(50) | any | |
| Ship To State | Ship to Address state. Provide if the address does not exist in Coupa. | No | No | string(50) | any | |
| Ship To Postal Code | Ship to Address Postal code. Provide if the address does not exist in Coupa. | No | No | string(50) | any | |
| Ship To Country Code | Ship to Address Country Code. Must exist in Coupa. | No | No | string(4) | any | |
| Ship To Country Name | Ship to Address Country Name | No | No | string(100) | any | |
| Ship To Location Code | Ship to Address Country Location Code | No | No | string(255) | any | |
| Ship To Employee Number | The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login. | Yes* | No | string(255) | any | |
| Ship To Email | The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login. | Yes* | No | string(255) | any | |
| Ship To Login | The recipient must be identified with at least one of Ship To Employee Number, Ship To Email, or Ship To Login. | Yes* | No | string(255) | any | |
| Transmission Method Override | Transmission Method Override | No | Yes | string(30) | supplier_default, email, do_not_transmit | |
| Transmission Emails | Transmission Emails | No | No | text | any |
External order line columns
| Column Name | Description | Req'd | Unique | Type | Allowable Values |
|---|---|---|---|---|---|
| Line | Indicates the type of row | No | No | - | Line |
| Receiving Warehouse Name | Used for inventory orders only | No | No | string(255) |
any |
| Contract Number | Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract name. | No | No | string(50) | any |
| Contract Name | Used to identify a contract, which must be associated with the supplier on the header row. Can also be specified by passing a contract number. | No | No | string(100) | any |
| Record Identifier | No | No | any | ||
| Line Number | Used to identify an existing PO line if making an update to a PO, otherwise defines the line number for new PO lines. | No | No | string(255) | any |
| Catalog Item Number | Can be used to identify catalog items, in lieu of item name. | No | No | string(255) | any |
| Catalog Item Name | Can be used to identify catalog items, in lieu of item number. | No | No | string(255) | any |
| Non Catalog Item Description | Item description for non-catalog items. | No | No | string(255) | any |
| Department Name | Same as req loader | No | No | string(255) | any |
| Supplier Part Number | Can be used to help identify a supplier item. See PO SFTP Loader documentation for more details | No | No | string(255) | any |
| Quantity | Line Qty Amount (blank for Service-based line) | No* | No | decimal(30,6) | any |
| Price | Item unit price | No | No | decimal(30,6) | any |
| Need By Date | Need by date | No | No | datetime | YYYY-MM-DDTHH:MM:SS+HH:MM |
| UOM Code | Code for the unit of measure. Must exist in Coupa. | No* | No | string(6) | any |
| Commodity Name | Commodity Name | No | No | string(255) | any |
| Asset Tags | Not currently used | No | No | any | |
| Account Name | Same as req loader | No | No | string(100) | any |
| Account Code | Same as req loader | No | No | string(2020) | any |
| Account Segment 1 | Account Segment 1 | No | No | string(100) | any |
| Account Segment 2 | Account Segment 2 | No | No | string(100) | any |
| Account Segment 3 | Account Segment 3 | No | No | string(100) | any |
| Account Segment 4 | Account Segment 4 | No | No | string(100) | any |
| Account Segment 5 | Account Segment 5 | No | No | string(100) | any |
| Account Segment 6 | Account Segment 6 | No | No | string(100) | any |
| Account Segment 7 | Account Segment 7 | No | No | string(100) | any |
| Account Segment 8 | Account Segment 8 | No | No | string(100) | any |
| Account Segment 9 | Account Segment 9 | No | No | string(100) | any |
| Account Segment 10 | Account Segment 10 | No | No | string(100) | any |
| Account Segment 11 | Account Segment 11 | No | No | string(100) | any |
| Account Segment 12 | Account Segment 12 | No | No | string(100) | any |
| Account Segment 13 | Account Segment 13 | No | No | string(100) | any |
| Account Segment 14 | Account Segment 14 | No | No | string(100) | any |
| Account Segment 15 | Account Segment 15 | No | No | string(100) | any |
| Account Segment 16 | Account Segment 16 | No | No | string(100) | any |
| Account Segment 17 | Account Segment 17 | No | No | string(100) | any |
| Account Segment 18 | Account Segment 18 | No | No | string(100) | any |
| Account Segment 19 | Account Segment 19 | No | No | string(100) | any |
| Account Segment 20 | Account Segment 20 | No | No | string(100) | any |
| Budget Period Name | The name of the budget period | No | No | string(255) | any |
| Bulk Price | Bulk Price | No | No | decimal(30,6) | any |
| Bulk Price Conversion Numerator | Bulk Price Conversion Numerator | No | No | decimal(30,6) | any |
| Bulk Price Conversion Denominator | Bulk Price Conversion Denominator | No | No | decimal(30,6) | any |
| Bulk Price Qty | Bulk Price Qty | No | No | decimal(30,6) | any |
| Bulk Price UoM Code | Bulk Price UoM Code | No | No | int(11) | any |
Hidden columns
These columns are available for use in External Order Lines rows but aren't included in the template. You can add them manually if you need to use them.
| Column Name | Description | Req'd | Unique | Type | Allowable Values |
|---|---|---|---|---|---|
| Reason Insight ID | If a reason insight needs to be specified, one of the ID or CODE is required, along with a comment. | True* | false | integer | any |
| Reason Insight Code | If a reason insight needs to be specified, one of the ID or CODE is required, along with a comment. | True* | false | string(255) | any |
| Reason Insight Event Comment | Required comment if a reason insight ID or code is provided. | True* | false | string(255) | any |
External order account allocation columns
| Column Name | Description | Req'd | Unique | Type | Allowable Values |
|---|---|---|---|---|---|
| Account Allocation | Indicates the type of row | No | No | - | Account Allocation |
| Record Identifier | No | No | any | ||
| Line Number | Used to identify an existing PO line if making an update to a PO, otherwise defines the line number for new PO lines. | No | No | string(255) | any |
| Amount | Amount | No | No | decimal(30,3) | any |
| Percent | Percent | No | No | decimal(16,10) | any |
| Account Name | Same as req loader | No | No | string(100) | any |
| Account Code | Same as req loader | No | No | string(20) | any |
| Account Segments 1 - 20 | Account Segments 1 through 20 | No | No | string(100) | any |
| Budget Period Name | The name of the budget period | No | No | string(255) | any |
* Service based lines don't have a quantity or UOM
** Requires one of Supplier Name or Supplier Number