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Coupa Success Portal

Working with Catalogs

Viewing Catalogs

Click on the Catalogs icon () on the menu. The Catalogs page appears where you can view the catalogs you created for your customers.

Viewing Catalogs for Specific Customers

Select a customer from the Select Customer dropdown list under the Menu icon ().

The first time you go to the Catalogs page, you have to choose a customer. The next time you visit this page, it returns to the last customer you selected.

The Catalogs table lists all the catalogs you created for that customer. You can use the search bar to filter the list with a search term, or click on the View dropdown to perform advanced filtering. For more info on advanced filtering, see Creating Custom Views.

Column Description
Catalog Name  
Created Date  
Submitted Date  
Start Date  
Expiration Date  
Status  
Unanswered Comments  
Actions  
Status Description
Accepted The catalog has been accepted, and all the items in it are now available for purchase within Coupa.
Awaiting Approval The catalog has been received by your customer, but it has not cleared 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.
Published The catalog has been accepted and is live in the customer's Coupa instance.
Rejected The catalog has been rejected. Contact your customer to find out why, and then resubmit.

Creating/Editing Catalogs

Click on the Catalogs icon () on the menu, and then click on the Create button to upload your catalog or on the Edit icon () to edit a saved catalog. The Catalog Create/Edit page appears.

You can create as many catalogs as you want, but each catalog has to be approved by your customer before it can be included in Coupa search results.

You can change the default catalog title ([Your Company Name] Catalog [number]) in the Catalog Name field. You can also select a currency to be applied to your catalog items.

Items Changed

The header of this table shows how many items in the catalog have and have not changed. If you're happy with the changes, click Submit to buyer to have your customer approve the catalog for inclusion in their Coupa environment.

Item Changes Description
Price Increase Shows the total number of items in the catalog that increased in price. New items don't appear in this count.
Price Decrease Shows the total number of items in the catalog that decreased in price. New items don't appear in this count.
Other Fields Updated Shows the total number of items that were modified in a way other than a change in price.
New Items Shows the total number of new items included in the catalog since the last upload or creation of new items.
Deactivated Items Shows the total number of items that are no longer available in the catalog or search within Coupa. Remember that items can't be deleted, only deactivated.

Items Included in Catalog

This table includes all the items you've 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 changes are listed in the table.

Status Change Description
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 items has been updated, and something has changed.
Deactivated The item is no longer available for purchase.

Items Offered to [Customer Name]

This table includes all the items that have been approved and published within 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.

Creating/Editing Items

You can create or modify items one-by-one or with the bulk loader.

Click on the Catalogs icon () on the menu, and then click on the Create button to add an item or on the Edit icon () to edit a saved item. The Catalog Item Create/Edit page appears with the fields below. The asterisk (*) indicates mandatory fields.

Setting Description
*Name The item name that Coupa displays in search results.
*Description

The item description that Coupa displays in search results. Coupa also searches this description for any of the keywords searched for.

*Unit of Measure

The UoMs you use must match UoMs your customer has already set up in their Coupa environment: you won't be able to save or load items they don't. Talk to your customer to make sure all the UoMs you use are set up Coupa.

Purchasable 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.
*Part Number The unique identifier for the item in the catalog database. Usually the supplier part number.
Auxiliary Part Number An optional field for showing another part number, which can be unique or non-unique.
Manufacturer

The name of the item's manufacturer.

Lead Time The time between when you receive the PO and when you'll ship the item.
UNSPSC Code This is the United Nations Standard Products and Services Code®. For more info, see www.unspsc.org.
Contract You can specify the customer contract (if any) associated with the item.
Pricing Type Limited to Fixed Price.
*Price The price of the item you're selling to your customer. The currency is determined at the catalog level.
*Currency  
Savings % If you offer a discount off retail price, you can indicate the savings percentage here. This is for reference only, and doesn't affect the selling price or invoicing.
Item image The image URL. Coupa displays this image in your search results. You can use any image that fits on a regular screen upload. The image is scaled to 64x64 for search result thumbnails, and 300x300 for the detailed view. Coupa will show full resolution when the user zooms in on the image.

Uploading/Updating Multiple Items

You can use the bulk loader to add or update multiple items in a catalog.

  1. Click on the Catalogs icon () on the menu and create a new catalog or select the catalog you want to modify.
  2. Under Items Included in Catalog, click on the Load from file button.
  3. 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. To add or modify items from your existing catalog, click on the current list of items link.
  4. After making the changes, click on the Choose File button and navigate to your modified CSV file.
  5. Click Start Upload.

Once the upload is complete, Coupa checks your file and updates the Items Changed section accordingly.

Configuring Punchouts

You can configure a punchout for a specific customer.

  1. Click on the Catalogs icon () on the menu and select a customer from the Select Customer dropdown list under the Menu icon ().
  2. Click on the Settings icon () to open the Configure Punchout for page.
  3. Provide the required information for the punchout.
  4. Click OK when you're done.

You can configure your punchout only if your customer allows you to modify your profile. 

Punchout Settings

All the fields are mandatory.

Setting Description
Name

The name of the punchout, as it appears to users within Coupa.

URL

The full punchout URL required to receive POs in Coupa.

Buyer Identity Your customer's DUNS or NetworkID.
Buyer Domain Part of the From section of the header in the OrderRequest cXML. It can be anything you define, but it's usually DUNS or NetworkID, depending on the corresponding identity value.
My Identity Your DUNS or NetworkID.
My Domain Part of the To section of the header in the OrderRequest cXML. It can be anything you define, but it's usually DUNS or NetworkID, depending on the corresponding identity value.
Shared Secret A password that you and the customer agreed upon. If no shared password is specified, Coupa automatically passes none.
Protocol This field should always be cxml.
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