Skip to main content

 

 

Coupa Success Portal

Coupa Glossary

Overview

This glossary covers terms commonly used by Coupa to explain our product and services.

2-way match
Purchase order and invoice are received and in agreement. This may be required before payment is made.
3-way match
A purchase order, invoice and receipt of goods are received and in agreement. This may be required before payment is made.
Account
The place where money for a line on an order or invoice is coming from. Usually related to a specific budget.
Accounts payable
Accounts payable are debts that must be paid off within a given period of time to avoid default. Sometimes referred to as payables.
Accounts receivable
Money customers still owe to a business for products or services rendered.
Advance ship notice
A document that states the date of a pending delivery and a description of what is in the shipment.
AP
Accounts payable.
AP hold
When an owed payment is delayed before being credited to an account.
Approval
When expense reports, requisitions, or similar documents are officially accepted as satisfactory.
Approval chain
The series of stakeholders who must approve an action before it is carried out.
Approver
A Coupa user role for someone who approves expense reports, requisitions, or similar documents.
Archive invoice
For customers that use integrated archiving provided by Trustweaver, this means those invoices go into the Trustweaver archive.
ASN
Advance ship notice.
Asset tag
Label with barcodes that can be easily scanned to take an inventory of assets.
Backorder
When a customer's order cannot be immediately filled because an item is currently not in stock or is not yet available.
Bill-to address
The address where you send an invoice.
Booking hold
An invoice status for when information is missing from the invoice, such as a verified remit-to address.
BPO
Business process outsourcing, is the contracting of a specific business task, such as payroll, accounting, or HR, to a third-party service provider. 
BTA
Bill-to address.
BSM
Business Spend Management.
Business process outsourcing
BPO is the contracting of a specific business task, such as payroll, to a third-party service provider. Usually, BPO is implemented as a cost-saving measure for tasks that a company requires but does not depend upon to maintain their position in the marketplace.
Cart
Refers to an open requisition inside of Coupa.
Catch weight
Scenario in which a distributor stocks an item according to an inventory UOM, such as a case, and prices the item according to a unit price UOM, such as pounds or kilograms.
Chart of accounts
A grouping of accounts for a class of items or organization.
COA
Chart of accounts.
Compliance
The process by which a company ensures that business practices (hiring, invoicing, etc.) meet local regulatory guidelines.
Compliant invoice
The solution provided by Coupa to handle country-specific invoice content checks on supplier-created invoices across a list of supported countries in addition to the solution around AP automation.
Compliant invoicing
Invoicing that meets the regulatory compliance rules for a specific region.
CSO
Coupa Sourcing Optimization
CSP
Coupa Supplier Portal (formerly known as Coupa Supplier Network - CSN)
CSV
Comma separated values. Only use to describe a file type. When describing the method, use flat file instead.
cXML
cXML (commerce eXtensible Markup Language) is a protocol, created by Ariba in 1999, intended for communication of business documents between procurement applications, e-commerce hubs and suppliers. cXML is based on XML and provides formal XML schemas for standard business transactions, allowing programs to modify and validate documents without prior knowledge of their form.
Cycle count
A cycle count is an inventory auditing procedure, which falls under inventory management, where a small subset of inventory, in a specific location, is counted on a specified day.
DPO
Days payable outstanding. A company's average payable period. Days payable outstanding tells how long it takes a company to pay its invoices from trade creditors, such as suppliers.
DUNS number
A unique nine digit identification number, for each physical location of your business. Number assignment is free for all businesses required to register with the US Federal government for contracts or grants.
e-invoice
For compliant invoicing purposes, an invoice that has been sent through the CSN, a supplier actionable email, cXML or flat file integration, or the invoice inbox.
e-procurement
E-procurement is the business-to-business purchase and sale of supplies and services over the Internet.
 
EDI
Electronic Data Interchange. A system used to communicate business and financial transactions between parties. EDI usually takes the form of direct transactions between computers, databases and order systems.
elearning
Online delivery of educational materials, especially in a Learning Management System (LMS).
ERP
Enterprise resource planning
Flat file
A flat file is a file containing records that have no structured relationship. Use when describing an integration or import method. Use CSV when describing the type of file.
Fiscal representative
This is commonly used when you are registered for tax in a country which you are not incorporated in, for example, you are a UK entity with French VAT ID but no French address. Your fiscal representative represents you towards French tax authorities. You must show this on invoices in some countries.
GAAP
Generally accepted accounting principles
General Ledger (GL)
Sometimes called "Books", this is list of a company's transactions sorted by chart of accounts and then accounts.
Group purchasing organization (GPO)
An entity created to help businesses obtain discounts from vendors by leveraging the collective purchasing power of its buyer members.
HIPAA
Abbreviation of Health Insurance Portability and Accountability Act.
Hybrid cloud
A combined form of private clouds and public clouds in which some critical data resides in the enterprise’s private cloud while other data is stored in and accessible from a public cloud.
Inventory let down
Unpacking items from unit of measure (UOM) to become another UOM. For example, unpacking 1 crate of wine bottles to become 12 bottles of wine. The first UOM is 1 crate. The second UOM is 12 bottles.
Invoice presentation
The feature in Compliant Invoicing used to control the country-specific rules per supported country.
Invoicing
The solution by Coupa to automate AP processing across all invoices.
Legal invoice
An invoice, in digital signed PDF format, automatically generated by Coupa, using the invoice presentation, on behalf of the supplier who sent it. Required for global invoicing compliance. 
Management hierarchy
The authority chain of the company's management group.
Master data
The business objects which are agreed on and shared throughout the enterprise.
On-hand balance
The physical quantity or amount that can actually be counted in storage.
P2O
Procure to order
P2P
Procure to pay
P-card
Purchase card.
Par level
The average quantity of stock for an item. Used mainly by restaurants who know in a given week they will need, for example, 2 cases of cheese, so if they have half a case, they would most likely want to order 2 more.
Pending approval
This status shows that the customer is in the process of receiving the goods/services into their system. Once the customer enters the receipt, the invoice will be matched against it. The customer, who owns the invoice process, now your invoice in their queue.
Pending receipt
Displays the status for items that have yet to be received.
Pick list
Indicates which items should be taken from your inventory to fulfill orders.
Procurement
The act of obtaining goods or services from outside sources.
Punchout
A type of supplier catalog.
Purchase order
This document is a legal offer made by a buyer to purchase products or services from a seller. The document lists the types, quantities and prices of the products or services the seller will provide if the seller accepts the offer.
Remit-to address
The address the vendor provides to send payments.
Reverse auction
A reverse auction is a type of auction in which the roles of buyer and seller are reversed. In an ordinary auction (also known as a forward auction), buyers compete to obtain a good or service by offering increasingly higher prices. In a reverse auction, sellers compete to win the business by offering increasingly lower prices.
Reverse charge (VAT)
The Reverse Charge moves the responsibility for the reporting of a VAT transaction from the seller to the buyer of a good or service. This reduces the requirement for sellers to register for VAT in the country where the supply is made.  
RFI
Request for information
RFP
Request for proposal
RFQ
Request for quotation
RTA
Remit-to address
Send-to address
The address where a purchased item will be shipped.
SOW
Statement of work.
Spot bid
One-time purchase of services/items.
STA
Send-to address
SIM
Supplier Information Management
Ultimate approver
.
Unit of measure
A description of how something is measured.
UOM
Unit of measure
Value-added tax
A tax model where every company acts as a tax collector on goods and services sold, while paying taxes on purchases, and then settling with the tax authorities to balance taxes collected with taxes paid.
VAT
Value-added tax
Unbacked invoice
Invoice that isn't backed by a purchase order.
UNSPSC
The United Nations Standard Products and Services Code is a numbering system for use in e-commerce. UNSPSC codes are eight digits long.
VMI
Vendor managed inventory. Many companies outsource ordering and inventory for direct materials to their suppliers.
  • Was this article helpful?