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Coupa Success Portal

Items Import

Overview

The Items Import process read files from ./Incoming/Items/ in the SFTP. These files will be moved to the archive folder located at./Incoming/Archive/Items/ before being processed in alphanumeric order.

Unique Keys

  • Item ID
  • Item Number
  • Item Name

Supplier Item uniqueness is based on a combination of SupplierSupplier Part Num, and Contract.

Validations

You can update the Item Name using Item Number  or update the Item Number using the Item Name. All of the other fields can also be updated.

For supplier items, depending on the Item loader you use, we do a lookup based on:

  • Item Number or Name plus Supplier (Standard or Background loader through the UI) or Supplier Number(Standard loader).

You cannot update Contract Number or  Supplier Part Num on a supplier item.

Item Columns

Column Name Description Req'd Unique Type Allowable Values
Name* Item Short Name TRUE FALSE string(255) any
Description* Full Item Description TRUE FALSE text any
UOM code* A valid UOM code that has already been configured in Coupa TRUE FALSE string(6)

Must be active in Coupa

Purchasable* If the item is currently purchasable or not TRUE FALSE boolean Yes/No, True/False, Y/N, T/F
active Existing supplier items will be destroyed if set to No FALSE FALSE boolean Yes/No, True/False, Y/N, T/F
Purchasing Questionnaire Purchasing Questionnaire Name that has already been configured in Coupa FALSE FALSE string(100) any
RFQ Questionnaire Request for Quote Questionnaire Name that has already been configured in Coupa FALSE FALSE string(100) any
Receiving Questionnaire Receiving Questionnaire Name that has already been configured in Coupa FALSE FALSE string(100) any
Item Number Item Identification Number FALSE TRUE string(255) any
Item Classification Item Label Name that has already been configured in Coupa. These are used as flags to identify something special about the item. FALSE FALSE string(255) any
Image Url A valid and publically accessible URL where a product image can be downloaded from FALSE FALSE string(255) any
Image Filename relative path to image filename included in uploaded zipfile FALSE FALSE string(255) any
Commodity Commodity Name for the item FALSE FALSE string(255) any
Tags Item Tags. Separate tags with spaces. For tags with more than one word, surround the tag in double quotations: "Tag with spaces". FALSE FALSE string(300) 30 characters per tag; maximum of 10 tags,
Supplier Supplier Name. Must Exist in Coupa. If specified, must include Price and Currency fields. TRUE FALSE string(100) any
Supplier Number Supplier Number. Must Exist in Coupa TRUE FALSE string(255) any
Preferred If the Supplier is a preferred supplier FALSE FALSE boolean Yes/No, True/False, Y/N, T/F
Contract Number Contract Number. Must exist in Coupa FALSE FALSE string(50) any
Pricing Type How the Inventory Valuation should be calculated: Fixed Price or Inventory. FALSE FALSE string(255) Fixed Price, Inventory
Price Item price for supplier. Required when the suppler is provided. TRUE FALSE decimal(30,6) any
Currency Item price currency. Must exist and be active in Coupa. Required when the supplier is provided. TRUE FALSE string(6) Any ISO 4217 three letter currency code that's active in Coupa
Supplier Part Num Supplier Part Number FALSE FALSE string(255) any
Supplier Aux Part Num Supplier Auxiliary Part Number FALSE FALSE string(255) any
Lead Time Items Lead Time in Days FALSE FALSE int(11) any
Manufacturer Manufacturer name FALSE FALSE string(255) any
Savings % Savings % FALSE FALSE decimal(8,2) any
Require Inspection Does the item require inspection to be received? FALSE FALSE boolean any
Require Asset Tag Does the item require an Asset Tag to be received? FALSE FALSE boolean any
Require RFID Does the item require an RFID? FALSE FALSE boolean any
Storage Quantity Quantity in which to hold items in inventory FALSE FALSE integer(11) any
Storage UOM UOM in which to hold items in inventory FALSE FALSE string(6) Must exist in Coupa
Consumption Quantity Quantity in which to consume items FALSE FALSE integer(11) any
Consumption UOM UOM in which to consume items FALSE FALSE string(6) Must exist in Coupa
Use Pack Weight Has the item calculate with the Pack Weight instead of item weight FALSE FALSE integer(1) any
Pack Quantity Quanitity of items in a pack FALSE FALSE decimal(30,6) any
Pack Weight The weight of one pack FALSE FALSE decimal(30,6) any
Pack Weight UOM The UOM for a Pack FALSE FALSE string(6) Must exist in Coupa
Receive Catch Weight Forces the item to be received as catch weight FALSE FALSE boolean Yes/No, True/False, Y/N, T/F
UNSPSC Code United Nations Standard Products and Services Code FALSE FALSE string(255) Any valid UNSPSC code
Contract Term The Contract Term by which the pricing tier is decided. Created beforehand in Coupa FALSE FALSE string(255) Must exist in Coupa
Allow Partial Qty If this item allows for partial quantities FALSE FALSE boolean Yes/No, True/False, Y/N, T/F
Require Barcode Does the item require a barcode? FALSE FALSE boolean Yes/No, True/False, Y/N, T/F
Link 0 Title If adding URL Links, This is the Title of the Link FALSE FALSE string(255) any
Link 0 URL If adding URL Links, This is the URL of the Link FALSE FALSE string(255) any
Link 1 Title If adding URL Links, This is the Title of the Link FALSE FALSE string(255) any
Link 1 URL If adding URL Links, This is the URL of the Link FALSE FALSE string(255) any
Link 2 Title If adding URL Links, This is the Title of the Link FALSE FALSE string(255) any
Link 2 URL If adding URL Links, This is the URL of the Link FALSE FALSE string(255) any
Link 3 Title If adding URL Links, This is the Title of the Link FALSE FALSE string(255) any
Link 3 URL If adding URL Links, This is the URL of the Link FALSE FALSE string(255) any
Link 4 Title If adding URL Links, This is the Title of the Link FALSE FALSE string(255) any
Link 4 URL If adding URL Links, This is the URL of the Link FALSE FALSE string(255) any
Link 5 Title If adding URL Links, This is the Title of the Link FALSE FALSE string(255) any
Link 5 URL If adding URL Links, This is the URL of the Link FALSE FALSE string(255) any
Image 0 Url If adding images, This is a valid and publically accessible URL for an image FALSE FALSE string(255) any
Image 1 Url If adding images, This is a valid and publically accessible URL for an image FALSE FALSE string(255) any
Image 2 Url If adding images, This is a valid and publically accessible URL for an image FALSE FALSE string(255) any
Image 3 Url If adding images, This is a valid and publically accessible URL for an image FALSE FALSE string(255) any
Image 4 Url If adding images, This is a valid and publically accessible URL for an image FALSE FALSE string(255) any
Image 5 Url If adding images, This is a valid and publically accessible URL for an image FALSE FALSE string(255) any
Price (Tier 1) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 2) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 3) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 4) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 5) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 6) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 7) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 8) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 9) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 10) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 11) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 12) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 13) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 14) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 15) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 16) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 17) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 18) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 19) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
Price (Tier 20) Price at different contract spend tiers. Typically goes down as more items are purchased FALSE FALSE decimal(30,6) any
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