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Coupa Success Portal

Supplier Flat File Integrations

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

Notes

  • Keys: id, number, name
  • Validations: You can update any field if you include ID, or you can update any field except ID or Name if you include Supplier Number.

The Supplier Name must be unique for each supplier record.

Suppliers Flat File Format: Coupa Release 14

You can also download the Release 14 Flat File Integration Import Format excel file.

 

Column Description Req'd Field Type Allowable Values/Field Length Sample Value

Name*

Supplier name. Unique.

Yes

string

 

Super Printers San Francisco Branch

Display Name

The Display Name for the Supplier. Coupa recommends using user-friendly names for the supplier.

No

string

 

Super Printers

Id

Coupa Internal ID. This is the internal, unique Coupa database record identifier.

No

integer

 

124

Content Groups

Content Group Name. Must exist in Coupa.

No

string

 

Everyone

Status

Supplier status. 'Active/Inactive' not allowed(case sensitve).

No

string

active, inactive, draft

inactive

Commodity

Default commodity. Must match a commodity set up in Coupa.

No

string

See Commodity Reference Object

IT

Enterprise Code

The enterprise associated with the supplier.

No

string

   

Supplier Number

Supplier number. Unique if non-blank.

No

string

 

233434

Parent Company

Parent Supplier Company Name as it exists in Coupa. Must exist in Coupa.

No

string

 

Banana

Account Number

Account number

No

string

 

43839

Tax ID

Supplier tax identifier

No

string

 

123456

Tax Code

Supplier tax code

No

string

 

CA

DUNS

The supplier's Data Universal Numbering System number.

No

string

 

8023

Online Store URL

The address of the supplier's website.

No

string

 

http://amazon.com

Online Store Login

 

No

string

 

ACE-Corporate-Purchasing

Online Store Password

 

No

string

 

tesdstpwd

Primary Contact Email

Primary supplier contact email

No

string

 

upgrade@coupa.com

Primary Contact Phone Work

Primary supplier contact office number.

No

string

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

708-733-4567

Primary Contact Phone Mobile

Primary supplier contact mobile number.

No

string

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

708-733-4567

Primary Contact Phone Fax

Primary supplier contact fax number.

No

string

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

650-555-1212

Primary Contact Name Given

Primary supplier contact first name

No

string

40 characters

Allison Livingston

Primary Contact Name Family

Primary supplier contact last name

No

string

40 characters

Dale

Primary Address Street1

Supplier primary address line 1

No

string

100 characters

1516 2nd Ave

Primary Address Street2

Supplier primary address line 2

No

string

100 characters

Apt 39

Primary Address City

Supplier primary address city

No

string

50 characters

San Mateo

Primary Address State

Supplier primary address state

No

string

50 characters

CA

Primary Address Postal Code

Supplier primary address zip code

No

string

50 characters

90815

Primary Address Country Code

Supplier primary address country selectable from drop down

No

string

4 characters

US

Primary Address Vat Number

The supplier's VAT number

No

string

255 characters

45678

Primary Address Vat Country Code

The supplier's country code associated with their VAT.

No

string

4 characters

US

Invoice Matching Level

Invoice matching level

Yes

string

none, 2-way, 3-way

2-way

Po Method

Purchase order transmission method

No

string

prompt, email, cxml, buy_online

email

Po Change Method

Purchase order change transmission method

No

string

prompt, email, cxml, buy_online

prompt

Buyer Hold

Hold all POs for buyer review. Default false.

 No

boolean

Yes,No/True,False/Y,N/T,F

No

PO Email

Email where POs are sent if PO transmission is "email". Required when po-method is set to email.

Yes, when PO method is cXML

string

255 characters

upgrade@coupa.com

Payment Method

Default payment method, selectable from drop down

No

string

invoice, p-card, invoice only, p-card only

invoice

Payment Terms

Default payment term, selectable from drop down

No

string

255 characters

Net 15

Shipping Terms

Supplier shipping term, selectable from drop down

No

string

255 characters

Fedex

PO cXML URL

URL where POs are sent if PO transmission is "cxml"

Yes, when PO method is cXML

string

255 characters

http://www.dummy.com

PO cXML Domain

From, our domain 

Yes, when PO method is cXML

string

255 characters

http://demo.coupahost.com

PO cXML Identity

"From", our identity

Yes, when PO method is cXML

string

255 characters

Coupa

PO cXML Supplier Domain

"To", supplier domain

Yes, when PO method is cXML

string

255 characters

http://www.vwr.com

PO cXML Supplier Identity

"To", supplier identity

Yes, when PO method is cXML

string

255 characters

VWR-Test

PO cXML Secret

Shared secret

Yes, when PO method is cXML

string

255 characters

test

PO cXML Protocol

Transmission protocol

Yes, when PO method is cXML

string

cXML

cXML

cXML SSL Version

Version of the SSL

No

boolean

-

SSLv3

Disable Cert Verify

To Disable the SSL cert verification

No

boolean

Yes,No

no

PO cXML HTTP Basic Auth Username

Username for HTTP Basic Auth for PO CXML Post

No

string

255 characters

eshval

PO cXML HTTP Basic Auth Password

Password for HTTP Basic Auth for PO CXML Post'

No

string

255 characters

qwerty

Allow cXML Invoicing

Indicates if the supplier is allowed to send invoices via cXML. Default false.

No

boolean

Yes,No/True,False/Y,N/T,F

Yes

cXML Invoicing - Supplier Domain

Supplier Domain for cXML Invoicing

Yes, when cXML invoicing is enabled

string

255 characters

sdhj23

cXML Invoicing - Supplier Identity

Supplier Identity for cXML Invoicing

Yes, when cXML invoicing is enabled

string

255 characters

dfgmhv345

cXML Invoicing - Buyer Domain

Buyer Domain for cXML Invoicing

Yes, when cXML invoicing is enabled

string

255 characters

shdfg34

cXML Invoicing - Buyer Identity

Buyer Identity for cXML Invoicing

Yes, when cXML invoicing is enabled

string

255 characters

tjdy32

cXML Invoicing Shared Key

Secret Key for cXML Invoicing Authentication

Yes, when cXML invoicing is enabled

string

255 characters

weharf4

Savings (%)

The savings percentage for using the supplier.

No

decimal

8,2 numbers

3

On Hold

Putting a supplier on-hold will still allow your users to create requisitions against the supplier, but it will not allow a PO to be issued, until the supplier is taken off of hold.

No

boolean

Yes,No/True,False/Y,N/T,F

No

Invoice Emails

Registered email addresses allowed to send invoices via email to invoices@yourhost.coupahost.com.

No

string

 

zvxhd@dg.com

Always Route Invoices From This Supplier For Approval

If yes, then invoices will all be sent through approvals, regardless of total amount.

No

boolean

Yes,No/True,False/Y,N/T,F

Yes

Allow Invoicing From CSN

If yes, then the supplier can create invoices against their POs or Contracts in CSN

No

boolean

Yes,No/True,False/Y,N/T,F

TRUE

Create Invoices with No Backing Document

If yes, then the supplier can create invoices without a backing PO or Contract.

No

boolean

Yes,No/True,False/Y,N/T,F

T

Allow Invoicing No Backing Doc From CSN

If yes, then the supplier can create invoices without a backing PO or Contract in CSN.

No

boolean

Yes,No/True,False/Y,N/T,F

T

Allow Invoicing Choose Billing Account From CSN

If yes, then the supplier can choose Billing Account in CSN.

No

boolean

Yes,No/True,False/Y,N/T,F

T

Restricted account types

Chart of Account Names that you want the supplier to be restricted to

No

string

50 characters

100

Industry

The default industry for the supplier.

No

string

Any ISIC Rev. 4 industry code

 

Preferred Language

The language the supplier would like to use to do business.

No

string

Any ISO3166-1 two letter country code

 

Preferred Currency

The currency the supplier would like to use to do business.

No

string

Any ISO 4217 three letter currency code

 

Inco Terms

Three letter Incoterm code for the supplier's commercial terms.

No

string

EXW, FCA, CPT, CIP, DAT, DAP, DDP, FAS, FOB, CFR, CIF

 

MWBE Company Classification

Indicates if the supplier is a minority supplier.

No

boolean

true or false, t or f, yes or no, y or n, 0 or 1

 

Minority Type

Three letter code for the minority type. Required if Minority Indicator is set to true.

No

string

HIS, NAT, AFR, ASN

 

Tax Region

The tax jurisdiction.

No

string

HIS, NAT, AFR, ASN

 

Tax Exempt Explanation

If the supplier is tax exempt, they need to provide an explanation.

No

string

255 characters

 

Income Type

The type of income for the supplier

No

string

255 characters

 

Federal Reportable

Indicates if the supplier is required to report federal taxes.

No

boolean

true or false, t or f, yes or no, y or n, 0 or 1

 

International Tax ID

The supplier's tax ID (for non-US businesses).

No

string

255 characters

 

International Type ID

Non-US tax categories.

No

string

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

If the supplier is tax exempt, they need to provide an explanation.

No

string

free-form text, as many as the system allows

 

Supplier Region

The supplier's geographic region.

No

string

AMER, EMEA, APAC, Japan

 

Govt Agency Interaction Indicator

Govt agency interaction indicator for the ERP.

No

boolean

true or false, t or f, yes or no, y or n, 0 or 1

 

Govt Agency Interaction

Text for the govt agency interaction indicator that's fed to the ERP.

No

string

255 characters

 

Govt Allegation Indicator

Govt allegation indicator for the ERP

No

boolean

true or false, t or f, yes or no, y or n, 0 or 1

 

Govt Allegation Text

Text for the govt allegation indicator that's fed to the ERP.

No

string

255 characters

 

Third Party Interaction Indicator

Third party interaction indiciator for the ERP.

No

boolean

true or false, t or f, yes or no, y or n, 0 or 1

 

Third Party Interaction Text

Text for the third party interaction indicator that's fed to the ERP.

No

string

255 characters

 

Country of Operation

The country where the supplier is based.

No

string

Any ISO3166-1 two letter country code

 

Pay Group

A list of different ways the supplier can be paid.

No

string

Direct Debit, Standard, Customer Refund, Employee, Intercompany, Lease, Partner Referral, Rent, Tax, Util/Telecom

 

Invoice Amount Limit

A preset limit for the maximum value of an invoice submitted by the supplier

No

numeric

8,2 characters

 

Hold Payment Indicator

Prevent the supplier from being automatically paid through the ERP.

No

boolean

true or false, t or f, yes or no, y or n, 0 or 1

 

Hold Payment

Text for the hold payment indicator that's fed to the ERP.

No

string

255 characters

 

Separate Remit To

Enable if the remit different than the primary address

No

boolean

true or false, t or f, yes or no, y or n, 0 or 1

 

Allow unbacked lines on PO invoices

Indicates if the supplier can create a invoice lines via the supplier portal without a purchase order.

       

Website

The address of the supplier's website.

No

string

255 characters

 

Email Domain

This field is for the invoice inbox. Specifiy an email domain for the supplier.

No

string

255 characters

 

Default contact email

This field is useful when you've whitelisted addresses. Replies to any supplier email will go to this preferred email instead of the invoice email address.

No

string

255 characters

 

Enable HMRC restrictions

When enabled, HM Revenue & Customs restrictions are applied to POs.

No

boolean

true or false, t or f, yes or no, y or n, 0 or 1

 

 

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