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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

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.
Column Name Description Req'd Unique Type Allowable Values
Invoice Indicates the type of header row No No - Invoice
Invoice Number* Invoice Number* Yes No string(40) any
Supplier Name Supplier Name No No string(100) Must exist in Coupa
Supplier Number Supplier Number No No string(255) Must exist in Coupa
Status Status No No string(50) new, voided, empty
Invoice Date* Invoice Date Yes No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Submit For Approval? Submit For Approval? No No boolean Yes/No, True/False, Y/N, T/F
Handling Amount Handling Amount No No decimal(32,4) any
Misc Amount Misc Amount No No decimal(32,4) any
Shipping Amount Shipping Amount No No decimal(32,4) any
Line Level Taxation* Line Level Taxation Yes No boolean Yes/No, True/False, Y/N, T/F
Tax Amount Tax Amount No No decimal(32,4) any
Tax Rate Tax Rate No No decimal(16,10) any
Tax Code Tax Code No No string(255) Must exist in Coupa
Tax Rate Type Tax Rate Type No No string(255) Must exist in Coupa
Supplier Note Supplier Note No No text(65536) any
Payment Terms Payment Terms No No string(255) any
Shipping Terms Shipping Terms No No string(255) any
Requester Email Requester Email No No string(255) any
Requester Name Requester Name No No string(255) any
Requester Lookup Name Requester Lookup Name No No string(255) any
Chart of Accounts* Chart of Accounts* Yes No string(50) any
Currency Currency *Required when 'submit_for_approval' is true No No string(6) Active Coupa Currency
Contract Number Contract Number No No string(50) Must exist in Coupa
Image Scan Filename Image Scan Filename No No string(255) any
Image Scan URL Image Scan URL No No string(255) any
Local Currency Net Net Amount in local currency No No decimal(32,4) any
Taxes In Origin Country Currency Tax Amount in local currency No No decimal(32,4) any
Local Currency Gross Gross Amount in local currency No No decimal(32,4) any
Delivery Number Delivery Number No No varchar(255) any
Delivery Date Delivery Date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Payment Date* Payment Date Yes No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Margin Scheme Margin Scheme Description * Used by some compliant invoices No No string(255) any
Cash Accounting Scheme Reference Non-blank Value Indicates Cash Accounting Scheme * Used by some compliant invoices No No string(255) any
Exchange Rate Exchange Rate * Used by some compliant invoices No No decimal(30,9) any
Gross Total Gross Total No No decimal(46,20) any
Late Payment Penalties Late Payment Penalties No No string(255) any
Credit Reason The reason of creating the credit No No string(255) any
Early Payment Provisions Early Payment Provisions * Used by some compliant invoices No No string(255) any
Pre-Payment Date Pre-Payment Date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Self Billing Reference Self Billing Reference - Used as billing reference in compliant countries like The Netherlands No No string(255) any
Discount Amount Discount Amount that supplier can provide - Used in compliant countries like The Netherlands No No decimal(32,4) any
Reverse Charge Reference Reverse Charge Reference No No string(255) any
Discount % Discount % No No decimal(16,10) any
Credit Note differences with Original Invoice The difference between invoice total & VAT total with credit note while creating a credit note for compliant countries No No decimal(30,4) any
Customs Declaration Number Customs Declaration Number No No string(255) any
Customs Office Customs Office No No text any
Customs Declaration Date Customs Declaration Date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Payment Order Reference A code given by banks to use it instead of a bank account transfer No No string(255) any
Amount of advance payment received Amount of advance payment received No No decimal(30,4) any
Type of Relationship MX only - Relationship (Credit Memo, Debit Note, etc) of this document to the associated invoice. Selected from CFDI catalog c_TipoRelacion No No string(255) any
Ship To Name Ship To Name No No string(255) any
Ship To Id Ship To Id No No integer (11) any
Ship To Attention Ship To Attention No No string(255) any
Ship To Street1 Ship To Street1 No No string(100) any
Ship To Street2 Ship To Street2 No No string(100) any
Ship To City Ship To City No No string(50) any
Ship To State Ship To State No No string(50) any
Ship To Postal Code Ship To Postal Code No No string(50) any
Ship to Country Code Ship to Country Code No No string(4) any
Ship to Country Name Ship to Country Name No No string(100) any
Ship to Location Code Ship to Location Code No No string(255) any
Ship to VAT ID Ship to VAT ID No No string(255) any
Ship to Local Tax Number Ship to Local Tax Number No No string(255) any
Bill To Address Id Bill To Address Id No No integer (11) any
Bill To Address Legal Entity Name Bill To Address Legal Entity Name No No string(255) any
Bill To Address Street Bill To Address Street No No string(100) any
Bill To Address City Bill To Address City No No string(50) any
Bill To Address Postal Code Bill To Address Postal Code No No string(50) any
Bill To Address Country Code Bill To Address Country Code No No string(4) any
Bill To Address Location Code Bill To Address Location Code No No string(255) any
Bill To Address VAT ID Bill To Address VAT ID No No string(255) Varies by country
Bill To Address Local Tax Number Bill To Address Local Tax Number No No string(255) any
Remit To Address Street1 Remit To Address Street1 No No string(100) any
Remit To Address Street2 Remit To Address Street2 No No string(100) any
Remit To Address City Remit To Address City No No string(50) any
Remit To Address State Remit To Address State No No string(50) any
Remit To Address Postal Code Remit To Address Postal Code No No string(50) any
Remit To Address Country Code Remit To Address Country Code No No string(4) any
Remit To Code Remit To Code No No string(255) any
Remit To Tax Prefix Remit To Tax Prefix No No string(255) any
Remit To Tax Number Remit To Tax Number No No string(255) any
Remit To Tax Country Code Remit To Tax Country Code No No string(4) any
Remit To VAT ID Remit To VAT ID No No string(255) Varies by country
Remit To Local Tax Number Remit To Local Tax Number No No string(255) any
Invoice From Address Street1 Invoice From Address Street1 No No string(100) any
Invoice From Address Street2 Invoice From Address Street2 No No string(100) any
Invoice From Address City Invoice From Address City No No string(50) any
Invoice From Address State Invoice From Address State No No string(50) any
Invoice From Address Postal Code Invoice From Address Postal Code No No string(50) any
Invoice From Address Country Code Invoice From Address Country Code No No string(4) any
Invoice From Code Invoice From Code No No string(255) any
Ship From Address Street1 Ship From Address Street1 No No string(100) any
Ship From Address Street2 Ship From Address Street2 No No string(100) any
Ship From Address City Ship From Address City No No string(50) any
Ship From Address State Ship From Address State No No string(50) any
Ship From Address Postal Code Ship From Address Postal Code No No string(50) any
Ship From Address Country Code Ship From Address Country Code No No string(4) any
Ship From Code Ship From Code No No string(255) any
Original invoice number Original invoice number * Available for credit notes only, then it's required Yes No string(40) any
Original invoice date Original invoice date * Available for credit notes only, then it's required Yes No 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. No No string(15) any
Disputed Invoice Number Disputed Invoice Number No No string(40) any
Dispute Resolution Credit Note Number This is the reference to a full adjustment credit note which has been processed to balance disputed invoice identified by Disputed Invoice Number field. No No string(40) any
Supplier Tax Number   No No string(40) any
Buyer Tax Number   No No string(255) any
Auxiliary Part Number Auxiliary Part Number FALSE FALSE string(255) any
Commodity Name Name of the commodity FALSE FALSE string(255) any
Attachment 1...10 Field names are "Attachment 1", "Attachment 2", etc. (up to 10) Format of fields: - For FILE attachments, use file:// + filename (ex: 'file://test.pdf') - For URL attachments, use http:// or https:// + url (ex: 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. No No string(255) any

Invoice Charge Columns

Column Name Description Req'd Unique Type Allowable Values
Invoice Charge Indicates the type of header row No No - Invoice Charge
Invoice Number* Invoice Number Yes No string(40) any
Supplier Name Supplier Name No No string(100) Must exist in Coupa
Supplier Number Supplier Number No No string(255) Must exist in Coupa
Line Number Invoice Line Number this allocation belongs to No No integer(11) any
Type* Type Yes No string(255) InvoiceShippingCharge, InvoiceHandlingCharge, InvoiceMiscCharge
Description Description No No string(1550) any
Total* Invoice Charge Total Yes No decimal(30,4) any
Percent Percent No No decimal(16,10) any
Line Tax Amount Line Tax Amount No No decimal(32,4) any
Tax Rate Tax Rate No No decimal(16,10) any
Tax Code Tax Code No No string(255) Must exist in Coupa
Tax Rate Type Tax Rate Type No No string(255) Must exist in Coupa
Line Tax Location Line Tax Location No No string(255) any
Line Tax Description Line Tax Description No No string(255) any
Line Tax Supply Date Line Tax Supply Date No No datetime any
Account Name Name of Account for this Allocation No No string(1024) any
Account Code Account Code for this Allocation No No string(1024) any
Billing Notes Account Billing Notes No No text 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 Name of the existing budget period this falls under No No 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 Indicates the type of header row No No - Invoice Line
Invoice Number* Invoice Number* Yes No string(40) any
Supplier Name Supplier Name No No string(100) Must exist in Coupa
Supplier Number Supplier Number No No string(255) Must exist in Coupa
Line Number Line Number No Yes integer(11) any
Description The invoice line description, usually taken from the description of the item. Yes No string(1550)  
Supplier Part Number   No No string(255)  
Price* The price of the order line item. Yes No decimal(46,20)  
Quantity The quantity of the order line item. No No decimal(30,6)  
Line Tax Amount Only has a value if the header item line level taxation is set to True. No No decimal(32, 4)  
Line Tax Rate The tax rate indicated on the invoice line. Only has a value if the header item line level taxation is set to True. No No decimal(16,10) any
Line Tax Code The tax rate code for the line tax rate. Must match an existing tax rate code within Coupa. Only has a value if the header item line level taxation is set to True. No No string(255) Must exist in Coupa
Line Tax Rate Type Line Tax Rate Type No No string(255) Must exist in Coupa
Line Tax Location Only has a value if the header item line level taxation is set to True. No No string(255)  
Line Tax Description The line level tax description. No No string(255)  
Line Tax Supply Date The line level tax supply date in the format YYYY-MM-DDTHH:MM:SS+HH:MM. No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Unit of Measure* The unit of measure code. it must already exist in Coupa. Yes No string(6)  
PO Number The number given to the corresponding purchase order within Coupa (if any). No No string(20)  
PO Line Number The line number of the corresponding purchase order line (if any). No No string(255)  
Account Name The account name from Coupa. No No string(1024) any
Account Code The account code from Coupa. All segments are concatenated with a hyphen ( - ). No No string(1024) any
Billing Notes A text field for adding notes to a billing line. No No text(65,535) 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 Name of the existing budget period this falls under No No string(100) any
Net Weight The net weight of the order line item. No No decimal(30,6)  
Weight UOM The unit of measure code of weight. It must already exist in Coupa. No No string(6)  
Price per Weight The price per weight of the order line item. No No decimal(30,6)  
Match Reference Three-way match attribute to connect with Receipt and Invoice Header No No string(255)  
Delivery Note Number Delivery Note Number No No string(255)  
Original Date Of Supply Original Date Of Supply No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Commodity Name Name of the commodity No No string(255)  
UNSPSC UNSPSC No No string(255)  

Invoice Account Allocation Columns

Column Name Description Req'd Unique Type Allowable Values
Account Allocation Indication its an Invoice Line Allocation Record No No - Account Allocation
Invoice Number* Invoice Number* Yes No string(40) any
Invoice Line Number* Invoice Line Number No No integer(11) any
Amount Numerical Amount of the allocation in Invoice Line's currency No No decimal(32,4) any
Percent Allocation's Percentage of Invoice Line No No decimal(16,10) any
Budget Period Name Name of the existing budget period this falls under No No string(100) any
Account Name Account Name No No string(1024) any
Account Code Account Code No No string(1024) 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

Tag Columns

Column Name Description Req'd Unique Type Allowable Values
Tag Indicates the type of header row No No - Tag
Object Number* The parent object's number, used to add a tagging to a header level object Yes No string(30) any
Line Number The invoice line No No int(11) any
Name* The Tag's name Yes No string(30) any
Description Description of the tag No No text any
System Tag System Tag, defaults to false if not specified No No boolean Yes/No

Invoice Tax Columns

<td">Type
Column Name Description Req'd Unique Type Allowable Values
Invoice Tax Line Indicates the type of header row No No - Invoice Tax Line
Invoice Number* Invoice Number No No string(40) any
Invoice Line Number Include if line level tax No No int(11) any
Invoice Charge Number Invoice Charge Number No No integer(11) any
Line Number Line order for multiple tax lines, 1 if a single tax line No No int(11) any
Tax Amount The amount of the tax Yes no decimal(32,4) any
Tax Rate Tax Rate No No decimal(16,10) any
Tax Code Tax Code No No string(255) Must exist in Coupa
Tax Rate Type Tax Rate Type No No string(255) 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
Taxable Amount Compliance specific field for information only No No decimal(32,4) any
           
           
Determines the type of tax. No value specified = TaxLine No No string(255) TaxLine, WithholdingTaxLine
Base Amount Value of the taxable amount if different than the line total No No decimal(30,4) Any
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