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Coupa Success Portal

Requisitions Import

Overview

The Requisition Import process reads files from the ./Incoming/Requisitions/ in the SFTP. These files are moved to the archive folder located at ./Incoming/Archive/Requisitions/ before being processed in alphanumeric order.

Coupa can't update a requisition using flat file Integration.

When specifying a ship-to address, Coupa first looks for Ship to Id and then Ship to Country Location Code. If neither field is found, then a new ship-to address is created.

Item finder logic 

Coupa searches Supplier Items for Header Requestor User on an item with a matching Supplier Part Number. If nothing is found, Coupa uses the first created Supplier Item for Header Requestor User.

If your search is successful, refer to Requisition Line Defaults for All Lines. If you run into errors, refer to Item Finder Errors.

Requisition header columns

Column Name Description Req'd Unique Type Allowable Values
Requisition Field indicating record type (Header) Yes No string Requisition
Record Identifier Used to identify record to associate header & lines. Only used in load, not sent to Coupa. Yes No string(255)  
Submit For Approval? Should the requisition be immediately submitted for approval (otherwise it will be left in Draft mode) Yes No boolean yes, cart
Need By Date Item Need By Date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Hide Price Hide Price from supplier No No boolean TRUE, FALSE
Justification Requisition Justification Comments No No string(65535)  
Department Name Requisition Department No No string(255)  
Buyer Note Any comments or notes from the Buyer No No string(65535)  
Requested By (Email)

User email of requisition requester (will be the 'on behalf of' user if requisition is on behalf of another user)

Yes No string(60)  
Requested By (Login) User login of requisition requester (will be the 'on behalf of' user if requisition is on behalf of another user) Yes No string(80)  
PCard Name Name of PCard No No string(255)  
Ship To Name Name of Address. No No string(50)  
Ship To Id Unique ID of the address. If specified, must exist in Coupa, but no other address fields required. No No integer(11) If specified, must exist in Coupa
Ship To Attention Either the Requester or the attention linked to Address in Coupa (defaults to the requester). No No string(255)  
Ship To Street 1

Ship to Address Line1. Provide if the address does not exist in Coupa.

No No string(255)  
Ship To Street 2 Ship to Address Line2. Provide if the address does not exist in Coupa. No No string(255)  
Ship To City Ship to Address City. Provide if the address does not exist in Coupa. No No string(255)  
Ship To State Ship to Address state. Provide if the address does not exist in Coupa. No No string(255)  
Ship To Postal Code Ship to Address Postal code. Provide if the address does not exist in Coupa. No No string(255)  
Ship to Country Code Ship to Address Country Code. Must exist in Coupa. No No string(255) Must exist in Coupa
Ship to Country Name Ship to Address Country Name No No string(255)  
Ship to Location Code If specified and exists in Coupa, no other address fields required. If doesn't exist in Coupa, a new address is created. No No string(255)  
Transmission Method Override Transmission Method Override No No   any
Transmission Emails Transmission Emails No No   any

Requisition line columns

Column Name Description Req'd Unique Type Allowable Values
Requisition Line Field indicating record type (Line) Yes   string Requisition Line
Record Identifier Used to identify record to associate header & lines. Only used in load, not sent to Coupa. Yes   string(255)  
Line Number Line Number No No integer(11)  
Catalog Item Number Catalog Item Number (blank if Non Catalog Item) No No string(255)  
Catalog Item Name Catalog Item Name (blank if Non Catalog Item) No No string(255)  
Non Catalog Item Description Item Description for Non Catalog Items No No string(255)  
Supplier Part Number Supplier Part Number No No string(255)  
Supplier Aux Part Number Supplier Aux Part Number No No   any
Quantity Line Qty Amount (blank for Service-based line) No* No decimal(30,6)  
Price Item Unit Price No No decimal(30,3)  
Need By Date Item Need By Date No No datetime YYYY-MM-DDTHH:MM:SS+HH:MM
Supplier Name Supplier Name (required unless Supplier Number is provided) Yes** No string(100)  
Supplier Number Supplier Number (required unless Supplier Name is provided) Yes** No string(255)  
Supplier Site Code ID of Supplier Site No No integer(11)  
UOM Code Unit of Measure Code No* No string(6)  
Commodity Name Commodity Name No  No string(255)  
Contract Name Name of Contract used for purchase No  No string(100)  
Currency Code Currency Code Yes No string(6) Any ISO 4217 three letter currency code
Asset Tags Not currently used No No string(255)  
Chart of Account Name Chart of Accounts for Line. Although this field isn't required, you should enter something in this field. If this value is left blank, your integration may not work. No No string(50)  
Account Name Account Name No  No string(100)  
Account Code Account Code (can be provided instead of Account Segments below) No  No string(2020)  
Account Segment 1..20 Account Billing Code Segment for Line No  No string(100)  
Account Allocation Amount Not currently used No No float  
Account Allocation Percent Not currently used No No    
Payment Term Code Payment Term Code No No string(255)  
Shipping Term Code Shipping Term Code No No string(255)  
Budget Period Name Name fo budget period No No string(255)  
Manufacturer Name Manufacturer Name No No   any
Manufacturer Part Number Manufacturer Part Number No No   any

* Service based lines don't have a quantity or UOM
** Requires one of Supplier Name or Supplier Number

Requisition line defaults for all lines

Line Attribute

Source

Source Attribute

Conditions

description

Item

name

 

line_num

CSV

csv_row[:line_number]

 

unit_price

CSV

csv_row[ rice]

If provided

unit_price

SupplierItem

price

If CSV value (above) is blank

contract

#load_contract

csv_row[:contract_number] or csv_row[:contract_name]

If provided

contract

SupplierItem

contract

If CSV value (above) is blank

source_part_num

CSV

csv_row[:supplier_part_number]

If provided

source_part_num

SupplierItem

supplier_part_num

If CSV value (above) is blank

supplier_aux_part_num

CSV

csv_row[:supplier_aux_part_number]

If provided

supplier_aux_part_num

SupplierItem

supplier_aux_part_num

If CSV value (above) is blank

unspsc_code

SupplierItem

unspsc_code

 

supplier

#load_supplier

Supplier

Matching Name or Number & "active"

supplier_site

#load_supplier_site

SupplierSite

Find with "Supplier Site Code" for Supplier and "Requested By" User

uom

#load_uom

Uom

Matching "Uom Code"

commodity

#load_commodity

Commodity

Matching Commodity Name

contract

#load_contract

Contract

Matching Name or Number

currency

#load_supplier

Currency

Matching "Currency Code"

shipping_term

#load_shipping_term

ShippingTerm

Matching "Shipping Term Code"

payment_term

#load_payment_term

PaymentTerm

Matching "Payment Term Code"

account_type

#load_account_type

AccountType

Matching "Chart Of Account Name"

period

#load_period

BudgetPeriod

Matching "Budget Period Name" for AccountType (above)

need_by_date

CSV

csv_row[:need_by_date]

 

transmission_method_override

CSV

csv_row[:transmission_method_override]

If provided

transmission_method_override

RequisitionLine

.transmission_method_default_value

If CSV value (above) is blank

transmission_emails

CSV

csv_row[:transmission_emails]

 

Additional defaults for quantity-based requisition lines

Line Attribute

Source

Source Attribute

Conditions

minimum_order_quantity

Supplier Item

minimum_order_quantity

 

order_increment

Supplier Item

order_increment

 

Defaults for free-form requisition lines

Line Attribute

Source

Source Attribute

Conditions

description

CSV

csv_row[:non_catalog_item_description]

 

Item finder errors

  • Supplier Name or Supplier Number cannot find a Supplier
  • Catalog and/or Manufacturer details are included in the loader input and no catalog item is found. This includes cases where there is an existing match to "Catalog..." details but with different "Manufacturer..." details.
  • The Supplier Item Required? setup key is enabled and no Supplier Item is found.
  • Supplier Item is found and the line type is Order Quantity Line and:
    • Quantity is less than the Minimum Order Quantity
    • Quantity is not a multiple of Order Increment
  • If no details are provided in loader data for "Catalog..." or "Manufacturer...", a "free-form" Requisition Line will be created and Non Catalog Item Description will be copied to the Requisition Line description. No error is returned for a  blank description.
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