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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.
Accounts payable
Accounts payable are debts that must be paid off within a given period of time in order 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's in the shipment.
AP
Abbreviation of 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 of an action before it's carried out.
Approver
A Coupa user role for someone who approves expense reports, requisitions, or similar documents.
ASN
Abbreviation of 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
Abbreviation of business process outsourcing
BTA
Abbreviation of bill-to address.
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
Abbreviation of chart of accounts.
Compliance
The process by which a company ensures that business practices (hiring, invoicing, etc.) meet local regulatory guidelines.
Compliant invoicing
Invoicing that meets the regulatory compliance rules for a specific region.
CSP
Abbreviation of Coupa Supplier Portal.
CSV
Comma separated values. Only use to 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, esp. in an Learning Management System (LMS).
ERP
Abbreviation of 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.
GAAP
Abbreviation for generally accepted accounting principles.
GPO
Abbreviation of group purchasing order.
Group purchasing organization
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.
Legal invoice
An invoice, in PDF format, that has been automatically generated by Coupa 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
An abbreviation of procure to order.
P2P
An abbreviation of procure to pay.
P-card
Purchase card.
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.
RFI
An abbreviation of request for information.
RFP
An abbreviation of request for proposal.
RFQ
An abbreviation of request for quotation.
RTA
An abbreviation of remit-to address.
Send-to address
The address where a purchased item will be shipped.
SOW
An abbreviation of statement of work.
Spot bid
One-time purchase of services/items.
STA
An abbreviation of send-to address.
SIM
An abbreviation of Supplier Information Management.
Ultimate approver
.
Unit of measure
A description of how something is measured.
UOM
An abbreviation of 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
An abbreviation of 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.
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