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 | ||
| Online Store Login | No | string | ACE-Corporate-Purchasing | ||
| Online Store Password | No | string | tesdstpwd | ||
| Primary Contact Email | Primary supplier contact email | No | string | ||
| 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 | |
| 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 | |
| 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 | |
| PO cXML Domain | From, our domain | Yes, when PO method is cXML | string | 255 characters | |
| 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 | |
| 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 | ||
| 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 |