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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. 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 Name.

Supplier Name must be unique.

Supplier Columns

Column Name Description Req'd Unique Type Allowable Values
ID Coupa Unique Supplier ID 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 FALSE 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(255) 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, 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 TRUE FALSE string(255) any
Tax ID Your suppliers Tax Identification Number (TIN) FALSE TRUE string(255) any
Payment Method Must be "Invoice", "P-Card", "Invoice Only", or "P-Card Only" FALSE FALSE string(255) invoice, pcard, invoice_only, pcard_only
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 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 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
Minority Type Coupa's ID for the type of MWBE FALSE FALSE integer(11) 1, 2, 3, or 4. (1=HIS, 2=NAT, 3=AFR, 4=ASN)
Industry Supplier primary industry based on NAICS classifications FALSE FALSE string(255) Any ISIC Rev. 4 industry code
Inco Terms 3-letter code to describe the tasks or costs or risks of transportation and delivery FALSE FALSE string(255) EXW, FCA, CPT, CIP, DAT, DAP, DDP, FAS, FOB, CFR, CIF
Tax Region Region to use for taxs - US or International FALSE FALSE string(255) US, International
Tax Exempt Explanation If tax exempt provide explanation here FALSE FALSE string(255) any
Income Type Type of Income - rent or loyalties or dividends or prizes & awards or others FALSE FALSE string(255) any
International Tax ID International tax ID number FALSE FALSE string(255) any
International Type ID International tax classifications FALSE FALSE string(255) Active NFFE, Passive NFFE, Exempt beneficial owner, Deemed compliant FFI, Canadian Financial Institution, Other Partner Jurisdiction Financial Institution, Participating Foreign Financial Institution, Non Participating Financial Institution, Specified U.S. Person, Not a Specified U.S. Person
International Explanation International tax classifications description if selected other FALSE FALSE string(255) any
Supplier Region Drop down - AMER or EMEA or APAC or Japan FALSE FALSE string(255) any
Govt Agency Interaction Text If the supplier interacts with government agencies provide description FALSE FALSE text any
Govt Allegation Text If the supplier does not agree to not engage in fraud or bribery with the government FALSE FALSE string(255) any
Third Party Interaction Text If the supplier provides goods or serives through third parties FALSE FALSE text any
Pay Group Pay group drow down - Direct Debit or Standard or Customer Refund or Employee or Intercompany or Leasy or Partner Referral or Rent or Tax or Util/Telecom FALSE FALSE string(255) Direct Debit, Standard, Customer Refund, Employee, Intercompany, Lease, Partner Referral, Rent, Tax, Util/Telecom
Invoice Amount Limit Maximum amount of invoicing for use in determining supplier tier FALSE FALSE text any
Hold Payment Description if required to hold payments FALSE FALSE text 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
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 method FALSE FALSE boolean Yes/No
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 on hold and POs can not be created against 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 CSN. 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
Govt Agency Interation Does the supplier interact with government agencies 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
MWBE Company Classification Indicator if supplier is a minority supplier FALSE FALSE boolean Yes/No
Federal Reportable Need to report for US federal taxes - yes or no FALSE FALSE boolean Yes/No
Govt Allegation Indicator Does the supplier agree that they have not and will not engage in fraud or bribery with the government FALSE FALSE boolean Yes/No
Third Party Interaction Indicator Does the supplier provide goods or services through third parties FALSE FALSE boolean Yes/No
Hold Payment Indicator Hold payments for the supplier FALSE FALSE boolean Yes/No
Separate Remit To Separate Remit-to 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
Send Invoices To Approvals 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
Govt Agency Interaction Indicator Does the supplier interact with government agencies 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 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(255) any
Primary Address Street2 Your supplier's Address Street Line 2 FALSE FALSE string(255) any
Primary Address City Your supplier's Address City FALSE FALSE string(255) any
Primary Address State Your supplier's Address State FALSE FALSE string(255) any
Primary Address Postal Code Your supplier's Address Postal Code FALSE FALSE string(255) any
Primary Address Country Code Your supplier's Address Country Code FALSE FALSE integer any
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 integer any
Content Groups The content groups for the supplier (for security). FALSE FALSE string(100) any
Status Possible values are active, inactive or draft. FALSE FALSE string(255) active, inactive, draft
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 integer(4) any
Country of Operation Code The two letter country code for the supplier's country of operation. FALSE FALSE string(4) Any ISO 3166-1 two letter country code
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