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.
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. | FALSE | 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 | 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 This field is unique across multiple suppliers. |
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 transmission 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 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 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(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 | 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 |
| 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 | 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 |
| Allow CSP Access without Two Factor | Allows supplier to access Customer's data from CSP without Two Factor | FALSE | FALSE | boolean | Yes/No |