Electronic data interchange (EDI) is a set of standards for exchanging data electronically. EDI allows you to integrate your web-based catalog with your Coupa-based customers, receive purchase orders, and send invoices directly through Coupa. Coupa uses the ANSI ASC X12 EDI standard, version 4010.
To learn more about the X12 standard, check out http://www.x12.org/.
EDI integration requires some customization work and is best suited for larger suppliers who already support it. If you haven't automated your transactions yet, consider cXML instead. Talk to your customer before trying to integrate using EDI.
If an EDI integration with Coupa is needed, review our Coupa standard specifications for 850s (Purchase Orders), 855 (Purchase Order Acknowledgements), and 810s (Invoices) and fill out the Coupa EDI Supplier Questionnaire. The questionnaire is to confirm that a supplier can abide by the Coupa EDI standard. Return the questionnaire to firstname.lastname@example.org to begin the process.
EDI Integration Projects
When a customer chooses to execute an EDI integration with one of their suppliers or a VAN, an order form change and an SOW for one-time build costs is required. The order of events should be as follows:
- Have the questionnaire (referenced above) completed by the supplier.
- Return the questionnaire to email@example.com for completion of order form and SOW quote.
- Execute any required order form changes and SOW to build integration.
- Kick off the integration project.
- Perform mapping discussions and completion of integration build and test.
- Complete the integration project and move integration to production.
All EDI projects must be executed by the Coupa Supplier Enablement team. This means kick-off, mapping discussions, testing, and moving to production is done by the Coupa team. If any new custom fields are required, the implementation partner or Coupa can configure those. Final acceptance of the integration is done by the customer and if the partner needs to be involved in testing or oversight, that should be a part of the SOW between the partner and the customer.
EDI Transmission Methods
Coupa's standard for sending and receiving EDI documents is sFTP The connection can be directly to the supplier or the supplier’s VAN. For purchase orders, we support outbound EDI 850 and inbound EDI 855 and 997. For invoices, we support inbound 810 and 997.
|FTP/SFTP||You can use Coupa’s sFTP server or implement a "push-push" methodology. This methodology means that each entity receives inbound documents on their own FTP server, and therefore eliminates polling. If using Coupa’s, we will set up your account and send you the URL, username, password, and the folder structure to pick up and drop off files.|
|VAN||With this option, you will request the new buyer/supplier trading relationship with your VAN and send us your VAN information, including who to contact to establish our connectivity with the VAN which can be SFTP.|
Coupa EDI Specifications
Catalogs and Order Guides with EDI
At this time we do not support EDI 832 integration (Order Guides). For EDI suppliers, we encourage them to use Coupa's hosted (flat file) catalog standards or create a punchout catalog.
How to Cancel an existing EDI Integration
- Customer removes the supplier catalog, so no new orders are created.
- Customer informs Coupa about a date when to remove the EDI buyer/supplier trading relationship. This can be emailed to firstname.lastname@example.org
- Customer ensures that the delete date will be sufficient timing to allow in-transit orders invoices to complete.