Viewing and Managing Catalogs
Click on the Catalogs tab on the main menu. The Catalogs page appears.
From the Select Customer drop-down list in the top right corner, select the customer whose catalogs you want to see.
When you visit the page again, it shows you the catalogs for the customer you selected last time.
The Catalogs table shows the following information for all the catalogs you created for the selected customer.
|Catalog Name||Name of the catalog. Click on it to view the catalog.|
|Created Date||Date when the catalog was created.|
|Submitted Date||Date when the catalog was submitted.|
|Start Date||Date when the catalog becomes effective.|
|Expiration Date||Date when the catalog expires.|
|Status||Current status of the catalog. See the catalog status list below for more info.|
|Unanswered Comments||Your comments on the catalog for your customer. Also, your customer's comments that you need to respond to.
You can see all your customer's comments or add your comments for the customer when you open the catalog.
Click on the icons for the following actions:
You can edit only draft catalogs. You can delete catalogs in draft or awaiting/pending approval status.
|Accepted||The catalog has been accepted by your customer, and all the items in it are now available for purchase within Coupa.|
|Awaiting/Pending Approval||The catalog has been received by your customer, but it has not gone through the approval chain yet.|
|Draft||The catalog has been created, but may be missing information necessary to send it to the customer.|
|Error||There's something wrong with the catalog. Contact your customer to get the catalog back on track.|
|Rejected||The catalog has been rejected. Contact your customer to find out why, and then resubmit.|
You can export the catalogs table in CSV or Excel format.
You can filter the table by columns, use the search bar to filter with a search term, or click on the View drop-down list to perform advanced filtering. See Creating Custom Views for more info.
Creating or Editing a Catalog
To create a catalog for a customer, select the customer from the Select Customer drop-down list in the top right corner and click on the Create button.
To edit a draft catalog, do one of the following:
- Click on the Edit () icon for the catalog in the Catalogs table.
- Click on the Catalog Name link.
On the Catalog Edit page, fill in at least the mandatory field (marked with a red asterisk).
You can change the default catalog title ([Your Company Name] Catalog [Number]) in the mandatory Catalog Name field.
You can select a start and expiration date for your catalog and a currency to be applied to your catalog items.
You can create as many catalogs as you want, but each catalog must be approved by your customer before it can be included in Coupa search results.
The n Item(s) Changed section provides information on changes that your customer made to the catalog:
|n Items Changed (n Unchanged)||Total number of items that changed and did not change.|
|Price Increase||Total number of items in the catalog that increased in price. New items don't appear in this count.|
|Price Decrease||Total number of items in the catalog that decreased in price. New items don't appear in this count.|
|Other Fields Updated||Total number of items that were modified in a way other than a change in price.|
|New Items||Total number of new items included in the catalog since the last upload or creation of new items.|
Total number of items that are no longer available in the catalog or search within Coupa.
If you accept the changes, click Submit to buyer to have your customer approve the catalog for inclusion in their Coupa environment.
When you submit your catalog, your can see the following message in the green notification bar: "Catalog was submitted and buyer will be notified."
You can also add comments for your customer. After your catalog is accepted, you cannot edit it. Instead, you have to change or update it by submitting a new verison.
Items Included in Catalog
This table lists all the items included in this catalog. They're not available in Coupa until the catalog is approved by your customer. Once approved, the items are also listed in the Items Offered to [Customer Name] table below.
If the items included in the catalog match items already offered, any status, price, or other field changes are listed in the table.
|New||The item is new, and has not been offered to this customer before. If the item is listed in Items Offered to [Customer Name], make sure the part number is correct since this is the unique identifier.|
|Updated||The item has been updated and something has changed.|
|Deactivated||The item is no longer available for purchase.|
Items Offered to [Customer Name]
This table lists all the items that have been accepted and published in the customer's Coupa environment.
Unlike Items Included in Catalog, which can be deleted before submitting the catalog for approval, Items Offered to [Customer Name] can't be deleted. Once an item is accepted and published, it can't be deleted, only deactivated.
You can export the tables of included and offered items in CSV or Excel format.
You can filter the tables by columns, use the search bar to filter with a search term, or click on the View drop-down list to perform advanced filtering. See Creating Custom Views for more info.
Creating or Editing Items
On the Catalog Edit page, you can create or modify items one-by-one or with the bulk loader.
Creating/Updating an Item
In the Items Included in Catalog table, click on the Create button to add a new item or on the Edit icon () to edit a saved item.
On the Catalog Item Create page, fill in at least the mandatory fields (marked with a red asterisk).
|Setting on UI||Column in the CSV Template||Description|
|*Name||Name*||The item name that Coupa displays in search results.|
The item description that Coupa displays in search results. Coupa also searches this description for any of the keywords searched for.
|*Unit of Measure||UoM Code*||
The UoM you use must match the UoM your customer has already set up in their Coupa environment; otherwise, you won't be able to save or load items. Talk to your customer to make sure that all the units of measure you use are set up in Coupa.
ISO standard is preferred.
Catalog items can't be deleted, so if an item is no longer available, deselect this checkbox to prevent the item from being visible in catalogs and search results.
If the value for "Active" is "Yes", the item can be purchased. If "No", the item can't be purchased.
|Supplier Item Attributes|
|*Part Number||Supplier Part Num*||The unique identifier for the item in the catalog database. Usually the supplier part number. It may be different from the Manufacturer part number.|
|Auxiliary Part Number||Supplier Aux Part Num||Another part number that helps identify the item, for example, a quote number. It will be included in any purchase order.|
The name of the item's manufacturer.
|Lead Time||Lead Time||
The time between when you receive the purchase order and when you ship the item.
Enter a single value not a range.
|UNSPSC Code||UNSPSC Code||
This is the United Nations Standard Products and Services Code® (UNSPSC®). For more info, see www.unspsc.org.
Standard classification code that best describes the item. If UNSPSC is not available at the item level, assign a Segment or Family classification code that most applies to the item. If acceptable to your customer, a single Segment may be used for all items in your catalog.
|Contract||You can specify the customer contract (if any) associated with the item.|
|Pricing Type||Limited to Fixed Price.|
|*Price||Price*||The price of the item you're selling to your customer. Do not include a currency sign, for example, $, or any punctuation other than a decimal separator.|
The currency is determined at the catalog level. The currency selected for the catalog is the default currency selected when you create a new catalog item.
Use ISO Currency Codes, for example, USD.
|Savings %||If you offer a discount off retail price, you can indicate the savings percentage here. This is for reference only, and it doesn't affect the selling price or invoicing.|
You can also upload an image for your item by clicking Browse. Coupa displays this image in your search results. You can use any image that fits on a regular screen. The image is scaled to 64x64 for search result thumbnails, and 300x300 for the detailed view. Coupa shows full resolution when the user zooms in on the image.
In CSV, enter the fully qualified URL to the image file (noit the containing page).
The number of items included in the specified UoM. For example, if the item UoM is BX and describes a box that contains 100 items, then the Pack Quantity is 100.
Uploading/Updating Multiple Items
You can use the bulk loader to add or update multiple items in a catalog.
In the Items Included in Catalog table, click on the Load from file button and follow the steps on the Bulk Load Item Updates for [Catalog Name] page.
- To get a blank CSV file to build your new catalog, click on the CSV template link. For info on the fields to be filled in, see the table in Creating or Editing Items.
- To add or modify items from your existing catalog, click on the current list of items link.
After making the changes, click on the Browse... button and navigate to your modified CSV file, click Open, and then Start Upload.
Do not change the column header names in the
Once the upload is complete, Coupa checks your file and shows you the Verify Data screen where you can check your changes and Finish Upload. All changes are highlighted in orange.
Click Cancel if you need to correct data in the .csv file, and then upload it again.
After clicking Finish Upload, wait for the system to complete loading the items. You can see the status of the upload change from Submitted for Processing through Submitted to Resque to Loading and Upload completed successfully. Click Done.
The n Item(s) Changed section is updated with your changes.
You can configure a punchout for a specific customer.
You can configure your punchout only if your customer allows you to modify your profile.
On the Catalogs page, select the customer whose settings you want to modify and click on the Configure Punchout button.
In the appearing window, provide the necessary information.
All the fields are mandatory.
Name of the punchout, as it appears to users within Coupa.
The full punchout URL required to receive purchase orders in Coupa.
|Buyer Identity||Your customer's
|Buyer Domain||Part of the From section of the header in the
|Supplier Domain||Part of the To section of the header in the
|Shared Secret||A password that you and your customer agreed upon. If no shared password is specified, Coupa automatically passes
|Protocol||This field should always be
See Catalogs for more info.