External Orders Import
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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 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 Location Code * If this value is provided, the rest of the Ship to Address values can be omitted. Coupa will find the Ship To Address based on the location code and copy all address values to the external order. |
Yes* | 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 |
| Action |
Dictates what happens to the PO line. |
No | No | string | delete, IssueWithoutSend |
| 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 | Yes | 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. Must exist in Coupa. | No | No | string(255) | Must exist in Coupa |
| 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 |
| Supplier Aux Part Number | Supplier Aux Part Number | No | No | any | |
| Manufacturer Name | Manufacturer Name | No | No | any | |
| Manufacturer Part Number | Manufacturer Part Number | No | No | 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