Supplier Record Fields

Supplier Details

Field	Description
Name	A unique name the supplier is identified by throughout many different areas in Coupa.
Display Name	An optional, more friendly name for end users.
Status	Suppliers can have one of these statuses: Draft: Supplier has been created as part of a requisition, but has not yet been activated. Active: Approved supplier that is in use. Inactive: Supplier no longer in use or temporarily out of use. Evaluating: Supplier moved from draft or inactive status. Onboarding: Used for suppliers going through the Supplier Information Management onboarding process.
Enterprise	Displays the type of enterprise the supplier belongs to, for example: Global Enterprise Oracle GBP SAP 300 GBP SAP 400 EUR
Number	A unique number for the supplier. This is not required.
Parent Company	Specifies the relationship between suppliers. Used for reference only.
Account Number	Account number for the supplier. Used for reference only.
Logo	Supplier's logo.
On Hold	If enabled, purchase orders with this supplier are placed on hold until this setting is disabled. Once taken off hold, Coupa processes these purchase orders automatically.
Website	Supplier's website, for reference.
Duns	Duns & Bradstreet unique identifier. Used for reference only.
Tax	The supplier's tax ID. Used for reference only.
Set by supplier	If enabled, suppliers can specify their own Website, DUNS, and Tax values. This setting is only visible if the supplier is connected through the Coupa Supplier Portal.

PO Transmission

Field	Description
PO Method	Choose how to deliver POs to this supplier. You can choose: Prompt: Use this option if you manually send POs to this supplier, outside of Coupa. Buyers can manually adjust this setting whenever you send POs out by opening the PO and changing the Acknowledged setting. Buyers also have the option to open these POs and click Order Online (online store must be set up). Email: Coupa automatically emails POs to the supplier's PO email entered below. cXML: Coupa sends the PO via cXML. You'll have to enter the cXML settings below to use this option. XML: Similar to cXML. Allows you to use a proprietary XML used by your supplier. EDI: Use this setting if you've set up an integration with a VAN, which transmits your POs to your supplier using the EDI format. Coupa updates the PO transmission status after each sync with your system. Buy online: POs get set to the Awaiting Purchase status and either your company's buyers or the requester receive a notification with a link to purchase the items online. The supplier's Online Store URL must be set up to use this feature.
PO Change Method	Choose how to deliver change requests for POs to this supplier. Options are the same as the PO Method above.
Hold POs For Buyer Review	If enabled, purchase orders created for this supplier will be sent to the buyer hold status before being sent out. They must be reviewed and then manually submitted. Your users with a buyer role get notifications when POs get set to this status.
Language
Region
PO Email	This field is required for sending POs via email. Coupa sends POs to this email address and not the contact email set up elsewhere.
PO URL	The full PO routing URL to receive purchase orders in Coupa. This is normally specified by the supplier.
Our domain	Part of the `From` section of the header in the `OrderRequest` cXML. It can be anything defined by the supplier, but it's usually `DUNS` or `NetworkID`, depending on the corresponding identity value.
Our identity	Your DUNS or NetworkID.
Supplier domain	Part of the `To` section of the header in the `OrderRequest` cXML. It can be anything defined by the supplier, but it's usually `DUNS` or `NetworkID`, depending on the corresponding identity value.
Supplier identity	Your supplier's DUNS or NetworkID.
Shared secret	A password that the customer and supplier have agreed upon. If no shared password is specified, Coupa will automatically pass `none`.
Protocol	This field should always be `cxml`.
SSL Version	Use this dropdown to select a specific encryption type for supplier connections. Leave the field blank to have Coupa automatically use the highest level of encryption that both Coupa and the Supplier supports. Selecting a specific TLS version can result in an SSL error if the supplier doesn't support the selected version.
Disable SSL Cert Verification	Coupa will refuse to connect to suppliers with invalid encryption certificates. Enabling this feature will allow connections to suppliers with invalid certificates. Use this only if you trust your supplier.
Basic Auth User	Use this field when you need to provide a username and password to a website before transmitting a XML document. It uses basic access authentication.
Basic Auth Password	Use this field when you need to provide a username and password to a website before transmitting a XML document. It uses basic access authentication.
Set by supplier	If enabled, suppliers can specify their own PO details like URL, domain, identity, etc. via the Coupa Supplier Portal.

Online Store

Setting	Details
URL	Required for suppliers using the Buy Online PO transmission method. Buyers/requesters that need to order online from this supplier are redirected to this link.
Login	If the supplier's online store requires a login, enter it here.
Password	If the supplier's online store requires a password, enter it here.
Purchaser	Choose who should make purchases from this supplier: Buyers: anyone with the buyer role in Coupa can receive these notifications and place these online orders. Requesters: Coupa notifies only the original requester tied to each PO.

Payments

Setting	Details
Payment Method	These options affect the default Payment terms on requisitions and which options users can select for them: Invoice: Coupa uses your net terms as the default method of payment. Users have the option to switch to a p-card if they have one on their user or this supplier record. The majority of your suppliers probably use this payment method. P-Card: Coupa uses the supplier's p-card as the default payment method, followed by the user's if they have one. Users can change this to a net terms payment. Invoice Only: Users cannot their p-cards to apply to request lines for this supplier. P-Card Only: Users need to choose a p-card or use the default p-card assigned to the supplier. If there's no default p-card assigned to the supplier, Coupa sends the request to pending buyer action.
Payment Term	Sets default payment terms for requisitions and PO lines. See Payment Terms for details on how to set up and configure your payment terms. These default terms override default payment terms set up on the COA level. Available options: 2/10 Net 30 2/20 Net 30 3/30 Net 60 Net 15 Net 30 Net 45

Setting

Details

Payment Method

These options affect the default Payment terms on requisitions and which options users can select for them:

Invoice: Coupa uses your net terms as the default method of payment. Users have the option to switch to a p-card if they have one on their user or this supplier record. The majority of your suppliers probably use this payment method.
P-Card: Coupa uses the supplier's p-card as the default payment method, followed by the user's if they have one. Users can change this to a net terms payment.
Invoice Only: Users cannot their p-cards to apply to request lines for this supplier.
P-Card Only: Users need to choose a p-card or use the default p-card assigned to the supplier. If there's no default p-card assigned to the supplier, Coupa sends the request to pending buyer action.

Payment Term

Sets default payment terms for requisitions and PO lines. See Payment Terms for details on how to set up and configure your payment terms. These default terms override default payment terms set up on the COA level. Available options:

2/10 Net 30
2/20 Net 30
3/30 Net 60
Net 15
Net 30
Net 45

Supplier Contact

For more information, see the Supplier Contacts table.

Primary Address

For more information, see the Supplier Addresses table.

Working Capital Optimization

Setting	Details
Static Discounting Override	Select which preferred discount payment terms you’d like to offer the supplier. These override the standard payment terms for them in the Coupa Supplier Portal (CSP)." Select the checkbox if you Do not offer Static Discounting.

Setting

Details

Static Discounting Override

Select which preferred discount payment terms you’d like to offer the supplier. These override the standard payment terms for them in the Coupa Supplier Portal (CSP)."

Select the checkbox if you Do not offer Static Discounting.

Tax Registrations

You can add several tax registrations with country and number.

Content Groups

This setting allows you to restrict suppliers to certain content groups.

Setting	Details
Who can see this supplier?	Everyone or only members of the content groups selected from the drop-down. You can select multiple content groups for a supplier.

Supplier Accessible Invoicing Channels

Indicates with a green checkmark () or a red circle () whether the supplier uses or not the following invoicing channels with you and/or other customers within the Coupa Community: cXML integration, sFTP integration, Coupa Supplier Portal, Supplier Actionable Notifications, and Invoice Inbox.

It also shows the number of your invoices with the supplier through the various channels.

Invoicing Configuration

Setting	Details
Allow cXML invoicing and Advance Ship Notices	Enable this to allow suppliers to send invoices via cXML and ASN's. Advance Ship Notices (ASN's) are electronic documents transmitted from your supplier containing info about what is in a shipment. In addition to enabling this setting, you must set up an integration with your supplier to receive ASN's. Coupa supports: Flat file integrations Industry standard cXML - "ShipNoticeRequest" See Advance Ship Notices (ASNs) for more details on ASNs in Coupa. If you select this option, additional fields appear. See cXML Settings below for more info.
Hold invoices for AP review	If enabled, this setting ensures that invoices from this supplier will route to AP Hold status and need to be released by someone with sufficient permissions, before being further processed. See Invoice progression through statuses for details on AP hold and where it fits within the Coupa invoice processing lifecycle.
Always Route Invoices From This Supplier For Approval	Enable this to always route invoices from this supplier through your invoice approval chains, regardless of its match-level settings and your tolerance settings.
Create Invoices with No Backing Document	Enable this to create invoices with no backing documents. Note that this will also enable suppliers to add unbacked lines to invoices flipped from PO's in the CSP.
Allow Non-Backed Lines on PO Invoices	Enable this to allow non-backed lines on PO invoices.

cXML Settings

These settings only appear if you select Allow cXML invoicing and Advance Ship Noticing in the invoice settings above.

Setting	Details
CXML Invoice Supplier Domain	Anything defined by the supplier, but it's usually `DUNS` or `NetworkID`, depending on the corresponding identity value.
CXML Invoice Supplier Identity	Your supplier's DUNS or NetworkID.
CXML Invoice Buyer Domain	Anything defined by the supplier, but it's usually `DUNS` or `NetworkID`, depending on the corresponding identity value.
CXML Invoice Buyer Identity	Your DUNS or NetworkID.
CXML Invoice Secret	A password that the customer and supplier have agreed upon. This is a required field.

Invoice Inbox

Setting	Details
Email domain @	This setting allows suppliers to send invoices to your invoice inbox (located under Invoices > Inbound Invoices) through email. Coupa processes emailed invoices only from suppliers set up in this field. You can add additional emails for one supplier by clicking on the Add Email link or delete existing ones by clicking on the Delete () icon in the Actions column. You can choose not to receive notifications from the specified email address(es) by deselecting the Notifications checkbox. Notifications are selected by default.
Default contact email	This setting allows you to provide a reply-to email address for invoices from the supplier.

Setting

Details

Email domain @

This setting allows suppliers to send invoices to your invoice inbox (located under Invoices > Inbound Invoices) through email. Coupa processes emailed invoices only from suppliers set up in this field. You can add additional emails for one supplier by clicking on the Add Email link or delete existing ones by clicking on the Delete () icon in the Actions column.

You can choose not to receive notifications from the specified email address(es) by deselecting the Notifications checkbox. Notifications are selected by default.

Default contact email

This setting allows you to provide a reply-to email address for invoices from the supplier.

Additional Settings

Setting	Details
Preferred Commodities	Set up preferred commodities for this supplier. See Commodity settings for details on how preferred suppliers work for specific commodities. This relationship can be set here, under supplier settings or under commodity settings. It does not need to be set in both locations. For more information, see Commodities.
Default Commodity	Coupa uses this commodity as the default on requisitions and PO lines, if there is no commodity in the item description.
Default Currency	Default currency used.
Pcard	Select the p-card associated with this supplier, if you have one. If your payment method is set to P-Card Only and you don't enter a card here, users have to choose one of their p-cards and Coupa sets the requisition to pending buyer action until they do so.
Match Level	Select the supplier's match level. See 2-Way and 3-Way Matching for details on how these work.
Shipping	Sets default shipping terms for requisitions and PO lines. See Shipping Terms for details on how to set up and configure your shipping terms. These default terms override default shipping terms set up on the COA level.
Tax Code	Set the default tax code for invoices from this supplier. These settings can be overridden when receiving and editing invoices.
Savings %	The savings percentage for using the supplier.
Withholding Tax Codes
Supplier Diversity	Select whether the supplier is a: Minority-Owned Business Enterprise Woman-Owned Business Enterprise

Coupa Supplier Portal

Setting	Details
Invite to Coupa Supplier Portal	Sends an email invitation to the supplier to join the Coupa Supplier Portal (CSP).
Connection Status	You can link suppliers via their primary contact email address. This email address must be a unique address in your Coupa system (it can't be used by another supplier or another Coupa user). Invited - You sent an invite to the supplier to join the CSP. The supplier can join and be linked via the email address used for the invite. Linked - The supplier record in Coupa is linked to the supplier record in the CSP. Not Linked - The supplier record in Coupa is not linked or the supplier is not invited to be linked to the CSP. This is the default status when creating a supplier. Unlinked - The linked supplier is unlinked, that is, the supplier is not linked to the CSP any longer.
Allow Supplier to:	Under this setting you can control what your supplier can do: create invoices, create ASNs, request change orders, choose billing account (on non-po backed lines), access CSP without two-factor authentication, and update punchout details.

Setting

Details

Invite to Coupa Supplier Portal

Sends an email invitation to the supplier to join the Coupa Supplier Portal (CSP).

Connection Status

You can link suppliers via their primary contact email address. This email address must be a unique address in your Coupa system (it can't be used by another supplier or another Coupa user).

Invited - You sent an invite to the supplier to join the CSP. The supplier can join and be linked via the email address used for the invite.
Linked - The supplier record in Coupa is linked to the supplier record in the CSP.
Not Linked - The supplier record in Coupa is not linked or the supplier is not invited to be linked to the CSP. This is the default status when creating a supplier.
Unlinked - The linked supplier is unlinked, that is, the supplier is not linked to the CSP any longer.

Allow Supplier to:

Under this setting you can control what your supplier can do: create invoices, create ASNs, request change orders, choose billing account (on non-po backed lines), access CSP without two-factor authentication, and update punchout details.

Supplier Contacts

Setting	Details
Contact Purpose	Select a category (or multiple categories) to indicate what this contact will be used for. Options: Accounting, Procurement, Sales, Service Desk, Legal, Excutive, Other, Sourcing
First Name	Type the supplier's first name.
Last Name	Type the supplier's last name.
Email	This email address is used to contact the supplier for invitation to the Coupa supplier network and is required if you want them to join. It is not the email used for sending POs.
Phone	You can specify separate phone numbers for work, mobile, and fax.
Primary Contact	Shows the current primary contact. You can choose to change this primary contact or to set it as the primary contact for this supplier. A supplier cannot have multiple primary contacts.

You can also set up:

Supplier account owners: If your suppliers need to contact you directly to update their customer profiles, you can add the contact information of the user(s) dedicated to supplier enablement by providing their user name and contact purpose (Enablement Owner)
Supplier integration contacts: Provide the user name of the supplier to be contacted with integration issues.

Supplier Addresses

Setting	Details
Address Purpose	Select a category (or multiple categories) to indicate what this address will be used for. Options: Warehouse, Service Center, Branch, Franchise, Other Address, HQ
Name
Line 1	The first line of your supplier's primary address.
Line 2	The second line of your supplier's primary address.
City	The city of your supplier's primary address.
State	The state of your supplier's primary address.
Postal Code	The postal code of your supplier's primary address.
Country	The country of your supplier's primary address.
Tax Country	Indicates the country where your supplier is required to pay taxes.
Local Tax Number	The tax registration number of your supplier.
Primary Address	Shows the current primary address. You can choose to change this address or to set it as the primary address for this supplier. A supplier cannot have multiple primary addresses.

Supplier Sites

Supplier Sites introduces the concept of supplier hierarchy. It allows managing site-specific information for your suppliers, while sharing other information, for example, catalogs and remit-to addresses, with some or all of the sites that are related to the supplier. For more information, see Supplier Sites FAQ.

Contracts

Shows the table with all the contracts with this supplier. It includes the following details: contract number, versions, and name, start and expiration date, minimum and maximum value, contract terms and status. You can edit, delete, or view more details of a contract.