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Coupa Success Portal

Suppliers Import

Overview

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

Not all fields on the supplier object are available through the UI. Use the UI's bulk-loader template to see what fields are available through the UI. If you're unsure about which fields to use for your supplier integration, talk to your Coupa Implementation Manager.

Key Priority

The following are the fields used to look up the supplier record:

  • ID
  • Supplier Number
  • Name

If more than one field is specified, the highest priority field is used.

Validations

ID is Coupa's unique value for the supplier, so it can't be modified. Use it to update any field. You can also update any field (except ID) if you use either Supplier Number or Suppler Name.

Supplier Name and Supplier Number must be unique.

Additionally, if the CSV file contains the same supplier record more than once, and if the supplier numbers differ for both records, Coupa will update the supplier number with the value from the row closest to the end of the file.

Supplier columns

Column Name Description Req'd Unique Type Allowable Values
ID This is the unique identifier (database ID) Coupa assigns when a new record is created. It can’t be modified, but can be used to update the record. FALSE TRUE integer any
Name* Supplier site Name TRUE TRUE string(100) any
Supplier Number Often used to cross-reference your supplier number from the financial system. *While not required, if you plan to use remit-to address integrations, we recommend that you treat this field as required. TRUE* TRUE string(255) any
Display Name Supplier display name FALSE FALSE string(255) any
Account Number Your account number with the supplier to be printed on the purchase order FALSE FALSE string(255) any
DUNS Your supplier's DUNS number FALSE FALSE string any
Invoice Matching Level Possible values are none, 2-way or 3-way. Only used for invoicing. Required when creating a supplier. Not required when updating a supplier. TRUE FALSE string(255) 2-way, 3-way, 3-way-direct, none
PO Method Possible values are email, cxml, xml, buy_online or prompt. If email, the system will send the PO via email (must fill in the PO email address). If cxml, system will send the PO via XML (must fill in the cXML values). If prompt, the system will hold the PO and wait for you to manually release the order. FALSE FALSE string(255) cxml, xml, email, prompt, mark_as_sent, buy_online
PO Change Method Possible values are email, cxml, xml, buy_online or prompt. If email, the system will send the PO via email (must fill in the PO email address). If cxml, system will send the PO via XML (must fill in the cXML values). If prompt, the system will hold the PO and wait for you to manually release the order. FALSE FALSE string(255) cxml, xml, email, prompt, mark_as_sent, buy_online
PO Email Required if PO method is email. Can contain more than one email address. Place all the addresses within quotes, separated by commas. FALSE FALSE string(255) Must be valid email format:
user@example.com
Payment Method Must be "Invoice", "P-Card", "Invoice Only", or "P-Card Only" TRUE FALSE string(255) invoice, pcard, invoice_only, pcard_only, virtual_card
Tax ID Your suppliers Tax Identification Number (TIN) FALSE TRUE string(255) any
PO cXML URL Required if PO method is cXML and wasn't previously configured. TRUE FALSE string(255) any
PO cXML Domain Required if PO method is cXML and wasn't previously configured. TRUE FALSE string(255) any
PO cXML Identity Required if PO method is cXML and wasn't previously configured. TRUE TRUE string(255) any
PO cXML Supplier Domain Required if PO method is cXML and wasn't previously configured. TRUE FALSE string(255) any
PO cXML Supplier Identity Required if PO method is cXML and wasn't previously configured. TRUE TRUE string(255) any
PO cXML Secret Required if PO method is cXML and wasn't previously configured. TRUE FALSE string(940) any
PO cXML Protocol Required if PO method is cXML and wasn't previously configured. TRUE FALSE string(255) any
cXML Invoicing - Supplier Domain Required if Allow cXML Invoicing is Yes TRUE FALSE string(255) any
cXML Invoicing - Supplier Identity

Required if Allow cXML Invoicing is Yes. This field is unique across multiple suppliers. See Unique "cXML Invoice Supplier Identity" Required for more info.

TRUE TRUE string(255) any
cXML Invoicing - Buyer Domain Required if Allow cXML Invoicing is Yes TRUE FALSE string(255) any
cXML Invoicing - Buyer Identity Required if Allow cXML Invoicing is Yes TRUE TRUE string(255) any
cXML Invoicing Shared Key Required if Allow cXML Invoicing is Yes TRUE FALSE string(255) any
PO cXML HTTP Basic Auth Username Required If sending PO cXML requires HTTP Basic Auth TRUE FALSE string(255) any
PO cXML HTTP Basic Auth Password Required if sending PO cXML requires HTTP Basic Auth TRUE FALSE string(255) any
cXML SSL Version Blank to use the latest version available (recommended). Set to TLSv1 or SSLv3 to override TRUE FALSE string(255) any
Savings (%) Can be any number. It is used to generate the savings from using this preferred supplier on your purchases FALSE FALSE decimal(8,2) any
Website Supplier Website FALSE FALSE string(255) any
Email domain Default contact email FALSE FALSE string(255) any
Default contact email Email Domain (ex. ibmlabs.com) FALSE FALSE string(255) any
Hold invoices for AP review Prevent invoices from this supplier from being approved before AP reviews them. FALSE FALSE boolean  
Buyer Hold Possible values are Yes or No. If yes, then the buyer will need to review the PO before issuing. If no, the system will automatically send the PO via the preferred PO transmission method. FALSE FALSE boolean Yes/No
Default Locale Will accept any valid locale short code i.e. en, en-GB, fr, fr-CA, etc. FALSE FALSE string(255)  
Allow cXML Invoicing Possible values are Yes or No. If yes, then supplier will be able to send cXML invoices. FALSE FALSE boolean Yes/No
On Hold Possible values are Yes or No. If yes, then the supplier is on hold and POs can not be transmitted to this supplier. FALSE FALSE boolean Yes/No
Always Route Invoices From This Supplier For Approval Possible values are Yes or No. If yes, then invoices will all be sent thru approvals, regardless of total amount. FALSE FALSE boolean Yes/No
Allow Invoicing From CSN

Possible values are Yes or No. If yes, then the supplier can create invoices against their POs or Contracts in CSP.

If you enabled the CSP, this field is TRUE by default.

FALSE FALSE boolean Yes/No
Allow Invoicing Choose Billing Account From CSN Possible values are Yes or No. If yes, then the supplier can choose the billing account for invoices in CSN. FALSE FALSE boolean Yes/No
Disable Cert Verify Disable SSL Certificate Checking FALSE FALSE boolean Yes/No
Create Invoices with No Backing Document Possible values are Yes or No. If yes, then the supplier can create invoices without a backing PO or Contract in CSN. FALSE FALSE boolean Yes/No
Allow Non-Backed Lines on PO Invoices Possible values are Yes or No. If yes, then the supplier can create invoices lines without a backing PO or Contract on the supplier portal. FALSE FALSE boolean Yes/No
Allow Invoicing No Backing Doc From CSN Possible values are Yes or No. If yes, then the supplier can create invoices without a backing PO or Contract in CSN. FALSE FALSE boolean Yes/No
Online Store URL Online Store URL FALSE FALSE string(255) any
Online Store Login Online Store Login FALSE FALSE string(255) any
Online Store Password Online Store Password FALSE FALSE string(255) any
Primary Contact Email Your supplier contact's email. Only accepts one email address. If more than one email address is provided, only the first email address will be used. FALSE FALSE string(255) any
Primary Contact Phone Work Your supplier contact's work phone number FALSE FALSE integer US numbers should be in the format xxx yyy zzzz. Non-US numbers must be prefaced by a + sign and the country code. +aa xxx yyy zzzz
Primary Contact Phone Mobile Your supplier contact's mobile phone number FALSE FALSE integer US numbers should be in the format xxx yyy zzzz. Non-US numbers must be prefaced by a + sign and the country code. +aa xxx yyy zzzz
Primary Contact Phone Fax Your supplier contact's fax phone number FALSE FALSE integer US numbers should be in the format xxx yyy zzzz. Non-US numbers must be prefaced by a + sign and the country code. +aa xxx yyy zzzz
Primary Contact Name Given Your supplier contact's Name Given FALSE FALSE string(40) any
Primary Contact Name Family Your supplier contact's Name Family FALSE FALSE string(40) any
Primary Address Street1 Your supplier's Address Street Line 1 FALSE FALSE string(100) any
Primary Address Street2 Your supplier's Address Street Line 2 FALSE FALSE string(100) any
Primary Address City Your supplier's Address City FALSE FALSE string(50) any
Primary Address State Your supplier's Address State FALSE FALSE string(50) any
Primary Address Postal Code Your supplier's Address Postal Code FALSE FALSE string(50) any
Primary Address Country Code Your supplier's Address Country Code FALSE FALSE string(4) Any ISO 3166-1 two letter country code
Primary Address Vat Number Your supplier's Address Vat registration number FALSE FALSE string(255) any
Primary Address Vat Country Code Your supplier's 2-digit country code FALSE FALSE string(4) Any ISO 3166-1 two letter country code
Primary Address Local Tax Number Your supplier's Address local tax number FALSE FALSE string(255) any
Content Groups The content groups for the supplier (for security). FALSE FALSE string(100) any
Status Possible values are active, inactive, onboarding or draft. FALSE FALSE string(255) active, inactive, draft, onboarding
Parent Company Supplier Parent Company FALSE FALSE string(255) any
Commodity Must match the commodity name exactly. FALSE FALSE string(255) Must already exist in Coupa.
Tax Code If filled in, must match one of your Tax Codes FALSE FALSE string(255) any
Restricted account types Chart of Accounts that supplier is restricted to select billing for. This column is only applicable if the supplier is on CSN. It can't be used for restricting suppliers to a CoA. FALSE FALSE string(50) any
Invoice Emails Registered email addresses allowed to send invoices via email to invoices@{{yourhost}}.coupahost.com. FALSE FALSE string(255) any
Payment Terms

If filled in, must match one of your Payment Terms

FALSE FALSE string(255) any
Shipping Terms If filled in, must match one of your Shipping Terms FALSE FALSE string(255) any
Enterprise Code Must match the enterprise code exactly. FALSE FALSE string(6) any
Allow CSP Access without Two Factor Allows supplier to access Customer's data from CSP without Two Factor FALSE FALSE boolean Yes/No
Request Change Requests Allow supplier to initiate an Order change requests FALSE FALSE integer any
Enable for Dynamic Discounting Enable supplier for Dynamic Discounting FALSE FALSE boolean Yes/No
Dynamic Discounting Settings Dynamic Discounting Settings to be whitelisted for the supplier FALSE FALSE string any
Supply Chain Finance Configurations Supply Chain Finance Configurations to be whitelisted for the supplier FALSE FALSE string any
Send Email Added Notification Send Email Added Notification FALSE FALSE   any
Only pay financed invoices via Coupa Pay Only financed invoice will be paid via Coupa Pay, others via ERP FALSE FALSE boolean any
Enable for Dynamic Discounting Enable for Dynamic Discounting FALSE FALSE   any
Parent Business Entity Name Business Entity Name FALSE FALSE   any
Preferred Commodities Preferred Commodities FALSE FALSE   any
Tags Tags FALSE FALSE   any
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