Supplier Flat File Integrations

Last updated
Save as PDF

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 sensitive).	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