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Coupa Success Portal

Invoices Import

Overview

The Invoice Import process read files from the ./Incoming/Invoices/ SFTP folder. These files will be moved to the archive folder located at ./Incoming/Archive/Invoices/ before being processed in alpha-numeric order.

When including image scan attachments or file attachments, the invoice CSV and any relevant attachment files must be compressed together into a ZIP file. That ZIP file is what should be deposited on the SFTP folder. See Coupa Scan-One Integration for more info.

Coupa can load invoice files of any size as long as each zip file is less than 8MB. For Fast Invoice Entry, the limit is 2MB.

Unique Keys

Uniquely identifying an invoice requires the Invoice Number and one of Supplier Name or Supplier Number

Validations

The loader looks up supplier based first on number, then based on name. It then uses supplier and invoice number to look up the invoice.

Invoice Header Columns

Column Name Description Req'd Unique Type Allowable Values
Invoice Indicates the type of header row FALSE FALSE - Invoice
Invoice Number* Invoice Number TRUE FALSE string(40) any
Supplier Name Supplier Name FALSE FALSE string(100) any
Supplier Number Supplier Number FALSE FALSE string(255) any
Status Status FALSE FALSE string(50) any
Invoice Date* Invoice Date TRUE FALSE datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Submit For Approval? Submit For Approval? FALSE FALSE boolean Yes/No, True/False, Y/N, T/F
Handling Amount Handling Amount FALSE FALSE decimal(32,4) any
Misc Amount Misc Amount FALSE FALSE decimal(32,4) any
Shipping Amount Shipping Amount FALSE FALSE decimal(32,4) any
Line Level Taxation* Line Level Taxation TRUE FALSE boolean Yes/No, True/False, Y/N, T/F
Tax Amount Tax Amount FALSE FALSE decimal(32,4) any
Tax Rate Tax Rate FALSE FALSE float any
Tax Code Tax Code FALSE FALSE string(255) Must exist in Coupa
Supplier Note Supplier Note FALSE FALSE text(65536) any
Payment Terms Payment Terms FALSE FALSE string(255) any
Shipping Terms Shipping Terms FALSE FALSE string(255) any
Requester Email Requester Email FALSE FALSE string(255) any
Requester Name Requester Name FALSE FALSE string(255) any
Requester Lookup Name Requester Lookup Name FALSE FALSE string(255) any
Chart of Accounts* Chart of Accounts TRUE FALSE string(50) any
Currency Currency FALSE FALSE string(6) any
Contract Number Contract Number FALSE FALSE string(50) any
Image Scan Filename Image Scan Filename FALSE FALSE string(255) any
Image Scan URL Image Scan URL FALSE FALSE string(255) any
Local Currency Net Net Amount in local currency FALSE FALSE decimal(32,4) any
Taxes In Origin Country Currency Tax Amount in local currency FALSE FALSE decimal(32,4) any
Local Currency Gross Gross Amount in local currency FALSE FALSE decimal(32,4) any
Delivery Number Delivery Number FALSE FALSE varchar(255) any
Delivery Date Delivery Date FALSE FALSE datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Margin Scheme Margin Scheme Description FALSE FALSE string(255) any
Cash Accounting Scheme Reference Non-blank Value Indicates Cash Accounting Scheme FALSE FALSE string(255) any
Exchange Rate Exchange Rate FALSE FALSE decimal(30,9) any
Gross Total Gross Total FALSE FALSE decimal(46,20) any
Late Payment Penalties Late Payment Penalties FALSE FALSE string(255) any
Credit Reason The reason of creating the credit FALSE FALSE string(255) any
Early Payment Provisions Early Payment Provisions FALSE FALSE string(255) any
Pre-Payment Date Pre-Payment Date FALSE FALSE datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Self Billing Reference Self Billing Reference - Used as billing reference in compliant countries like The Netherlands FALSE FALSE string(255) any
Discount Amount Discount Amount that supplier can provide - Used in compliant countries like The Netherlands FALSE FALSE decimal(32,4) any
Reverse Charge Reference Reverse Charge Reference FALSE FALSE string(255) any
Ship To Name Ship To Name FALSE FALSE string(255) any
Ship To Id Ship To Id FALSE FALSE integer (11) any
Ship To Attention Ship To Attention FALSE FALSE string(255) any
Ship To Street1 Ship To Street1 FALSE FALSE string(100) any
Ship To Street2 Ship To Street2 FALSE FALSE string(100) any
Ship To City Ship To City FALSE FALSE string(50) any
Ship To State Ship To State FALSE FALSE string(50) any
Ship To Postal Code Ship To Postal Code FALSE FALSE string(50) any
Ship to Country Code Ship to Country Code FALSE FALSE string(4) any
Ship to Country Name Ship to Country Name FALSE FALSE string(100) any
Ship to Location Code Ship to Location Code FALSE FALSE string(255) any
Ship to VAT ID Ship to VAT ID FALSE FALSE string(255) any
Ship to Local Tax Number Ship to Local Tax Number FALSE FALSE string(255) any
Bill To Address Id Bill To Address Id FALSE FALSE integer (11) any
Bill To Address Legal Entity Name Bill To Address Legal Entity Name FALSE FALSE string(255) any
Bill To Address Street Bill To Address Street FALSE FALSE string(100) any
Bill To Address City Bill To Address City FALSE FALSE string(50) any
Bill To Address Postal Code Bill To Address Postal Code FALSE FALSE string(50) any
Bill To Address Country Code Bill To Address Country Code FALSE FALSE string(4) any
Bill To Address Location Code Bill To Address Location Code FALSE FALSE string(255) any
Bill To Address VAT ID Bill To Address VAT ID FALSE FALSE string(255) any
Bill To Address Local Tax Number Bill To Address Local Tax Number FALSE FALSE string(255) any
Remit To Address Street1 Remit To Address Street1 FALSE FALSE string(100) any
Remit To Address Street2 Remit To Address Street2 FALSE FALSE string(100) any
Remit To Address City Remit To Address City FALSE FALSE string(50) any
Remit To Address State Remit To Address State FALSE FALSE string(50) any
Remit To Address Postal Code Remit To Address Postal Code FALSE FALSE string(50) any
Remit To Address Country Code Remit To Address Country Code FALSE FALSE string(4) any
Remit To Code Remit To Code FALSE FALSE string(255) any
Remit To Tax Prefix Remit To Tax Prefix FALSE FALSE string(255) any
Remit To Tax Number Remit To Tax Number FALSE FALSE string(255) any
Remit To Tax Country Code Remit To Tax Country Code FALSE FALSE string(4) any
Remit To VAT ID Remit To VAT ID FALSE FALSE string(255) any
Remit To Local Tax Number Remit To Local Tax Number FALSE FALSE string(255) any
Original invoice number Original invoice number FALSE FALSE string(40) any
Original invoice date Original invoice date FALSE FALSE datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Is Credit Note If any value is put in this column Coupa will make the document a Credit Note. FALSE FALSE string(15) any
Attachment 1 See Attachment Notes below. FALSE FALSE string(255) any
Attachment 2 See Attachment Notes below. FALSE FALSE string(255) any
Attachment 3 See Attachment Notes below. FALSE FALSE string(255) any
Attachment 4 See Attachment Notes below. FALSE FALSE string(255) any
Attachment 5 See Attachment Notes below. FALSE FALSE string(255) any
Attachment 6 See Attachment Notes below. FALSE FALSE string(255) any
Attachment 7 See Attachment Notes below. FALSE FALSE string(255) any
Attachment 8 See Attachment Notes below. FALSE FALSE string(255) any
Attachment 9 See Attachment Notes below. FALSE FALSE string(255) any
Attachment 10 See Attachment Notes below. FALSE FALSE string(255) any

Attachment Notes

  • For file attachments, use file:// + filename (example: file://test.pdf)
  • For URL attachments, use http:// or https:// + url (example: http://www.coupa.com)
  • Any other format will be loaded as a TEXT attachment. When including file attachments, the invoice CSV and any relevant attachment files must be compressed together into a ZIP file. That ZIP file is what should be loaded through the integration.

Invoice Charge Columns

Column Name Description Req'd Unique Type Allowable Values
Invoice Charge Indicates the type of header row FALSE FALSE - Invoice Charge
Invoice Line Number* Invoice Line Number this allocation belongs to FALSE FALSE integer(11) any
Type* Type FALSE FALSE string(255) any
Description* Description FALSE FALSE string(1550) any
Total* Invoice Charge Total FALSE FALSE decimal(30,4) any
Percent Percent FALSE FALSE decimal(16,10) any
Line Tax Amount Line Tax Amount FALSE FALSE decimal(32,4) any
Line Tax Rate Line Tax Rate FALSE FALSE float any
Line Tax Code Line Tax Code FALSE FALSE string(255) any
Line Tax Location Line Tax Location FALSE FALSE string(255) any
Line Tax Description Line Tax Description FALSE FALSE string(255) any
Line Tax Supply Date Line Tax Supply Date FALSE FALSE datetime any
Account Name Name of Account for this Allocation FALSE FALSE string(1024) any
Account Code Account Code for this Allocation FALSE FALSE string(1024) any
Billing Notes Account Billing Notes FALSE FALSE text any
Account Segment 1 Account Segment 1 FALSE FALSE string(100) any
Account Segment 2 Account Segment 2 FALSE FALSE string(100) any
Account Segment 3 Account Segment 3 FALSE FALSE string(100) any
Account Segment 4 Account Segment 4 FALSE FALSE string(100) any
Account Segment 5 Account Segment 5 FALSE FALSE string(100) any
Account Segment 6 Account Segment 6 FALSE FALSE string(100) any
Account Segment 7 Account Segment 7 FALSE FALSE string(100) any
Account Segment 8 Account Segment 8 FALSE FALSE string(100) any
Account Segment 9 Account Segment 9 FALSE FALSE string(100) any
Account Segment 10 Account Segment 10 FALSE FALSE string(100) any
Account Segment 11 Account Segment 11 FALSE FALSE string(100) any
Account Segment 12 Account Segment 12 FALSE FALSE string(100) any
Account Segment 13 Account Segment 13 FALSE FALSE string(100) any
Account Segment 14 Account Segment 14 FALSE FALSE string(100) any
Account Segment 15 Account Segment 15 FALSE FALSE string(100) any
Account Segment 16 Account Segment 16 FALSE FALSE string(100) any
Account Segment 17 Account Segment 17 FALSE FALSE string(100) any
Account Segment 18 Account Segment 18 FALSE FALSE string(100) any
Account Segment 19 Account Segment 19 FALSE FALSE string(100) any
Account Segment 20 Account Segment 20 FALSE FALSE string(100) any
Budget Period Name Name of the existing budget period this falls under FALSE FALSE string(100) any

Invoice Line Columns

For invoice lines where the PO Number is specified, you must also provide PO Line Number or Supplier Part Number.

Column Name Description Req'd Unique Type Allowable Values
Invoice Line Invoice Line FALSE FALSE - Invoice Line
Supplier Part Number Supplier Part Number FALSE FALSE string(255) any
Price* Price FALSE FALSE decimal(46,20) any
Quantity Quantity FALSE FALSE decimal(30,6) any
Unit of Measure* Unit of Measure FALSE FALSE string(6) any
PO Number PO Number FALSE FALSE int(11) any
PO Line Number PO Line Number FALSE FALSE int(11) any
Net Weight Net Weight FALSE FALSE decimal(30,6) any
Weight UOM Weight UOM FALSE FALSE string(6) any
Price per Weight Price per Weight FALSE FALSE decimal(30,6) any

Invoice Line Allocation Columns

Column Name Description Req'd Unique Type Allowable Values
Account Allocation The line allocation amount as an amount or percentage, or both. FALSE FALSE - Account Allocation
Amount Numerical Amount of the allocation in Invoice Line's currency FALSE FALSE decimal(32,4) any
Percent Allocation's Percentage of Invoice Line FALSE FALSE decimal(16,10) any

Invoice Tax Columns

Column Name Description Req'd Unique Type Allowable Values
Invoice Tax Line Invoice Tax Line Record Identifier No No - Invoice Tax Line
Invoice Line Number Invoice Line Number No No integer(11) any
Invoice Charge Number Invoice Charge Number No No integer(11) any
Tax Location Tax Location No No string(255) any
Tax Description Tax Description No No string(255) any
Tax Supply Date Tax Supply Date No No datetime any
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