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Business Entity Record Fields

Introduction

The Business Entity is a record in Coupa that represents a company you are doing business with. You can use business entities to create parent-child relationships between business entities and between business entities and supplier records that let you share data throughout your hierarchies. Business entities help keep your supplier data consistent and reduce manual tracking that you need to do to manage related suppliers.

Fields

When you create a business entity, you can complete the following fields. For information about how to create a business entity, see Create and Manage Business Entities.

After you create your business entity, you can edit the record to add additional information and to create parent-child relationships. For more information, see Tables.

Business Entity Details

Field Description
Name A unique name the business entity is identified by throughout many different areas in Coupa.
Display Name An optional, more friendly name for end users.
Alternate Names

Other names the business entity is known as. 

Status Active business entities can be assigned to relationships, whereas inactive business entities cannot.
Type

The type of business entity determines how the business entity is used:

  • Legal Business Entity: A legal business entity is a registered company.
  • Organizational Business Entity: An organizational business entity is primarily for structural associations with other business entities/supplier records and doesn't represent a registered company.

You can't change the Type field once you save the record.

Formation Type

Whether the business entity is represented by an individual (person) or by a company (organization).

Place of Origin

The business entity's incorporation location.

Primary Contact

Field Description
First / Last Name Name of the business entity contact.
Email Email of the business entity contact.
Phone

Mobile, work, fax phone numbers of the business entity contact.

External References

Field Description
Name 3rd-party system reference (ERP).
Value ID for the business entity.

Tax Registrations

You first need to add a primary address for the business entity. For more information, see Business Entity Addresses.

Field Description
Country/Region Business entity's country/region.
Number A unique number for the business entity.
Local Tax registration number of the business entity.

Data Sharing

Field Description
Inherent and Residual Risk Scores

Select how the business entity shares its risk data:

  • Use Default Setting: Default setting. The business entity record uses the default global setting selected on the Data Sharing Settings page to determine how it shares risk scores with its children.

The help text under the field displays the current global setting. The default setting is to not share data.

  • Override default and share: The business entity record ignores the default global setting selected on the Data Sharing Settings page and shares risk scores with its children.
  • Override default and don't share: The business entity record ignores the default global setting selected on the Data Sharing Settings page and does not share risk scores with its children.

Tables

After you create your business entity, edit the record to complete the following fields. The following tables describe the fields available when you create the corresponding record type.

Business Entity Addresses

Field Description
Address Purpose

Select the address purpose from the options provided in the dropdown menu.

Name Address name.
Line 1 / Line 2 Address street.
City Address city.
State Address state.
Postal Code Address postal code.
Country/Region Address country/region.
Primary address

Select if you want to make this address the business entity's primary address.

Business Entity Account Owners

Field Description
Contact Purpose Select Business Entity Account Owner.
User Name

Name of the Coupa user in your instance who is responsible for the business entity.

Business Entity Relationships

Field Description
Business Entity Displays the business entity name and is not editable.
Relationship Type Select whether you want the business entity to be the parent or child in the relationship you are creating.
Related Entity

Select the business entity you want to become the parent or child in the relationship, depending on what you selected in the Relationship Type field.

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