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Coupa Success Portal

External Orders Import

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 

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