Overview
Coupa customers often ask us for data extracts from Coupa so they can integrate with external systems beyond the ERP integrations in a standard Coupa implementation, for example with their own Data Warehouse or BI solution. We recommended that customers start by looking at the existing reporting and analytics capabilities within the Coupa Platform: the Data Tables that are ubiquitous throughout the Coupa suite as well as the capabilities we have in the Coupa Analytics module.
For customers who do not want to use Coupa Analytics or whose needs are not met by our current in-product capabilities, this offering, Additional SFTP Exports, could be a potential consideration. This offering is a set of flat file export integrations to SFTP beyond those that are part of the base Coupa Platform subscription.
Included in Platform vs. Additional SFTP Exports Add-On
Many Coupa integrations are included as part of the standard Coupa Platform subscription. This includes all standard SFTP flat file exports needed for a standard Coupa implementation (ERP's, HR data, etc.), including Purchase Order, Invoice, Receipt and Expense Reports. Also, this includes all flat file integrations that are inbound to Coupa. Inbound integrations are included and unlimited. Our thinking on this is that all integrations needed for a standard implementation of Coupa should be included as part of the Platform subscription. Similarly, Coupa's REST API's are part of the Coupa Platform subscription and are not limited for standard spend management integrations (ERP's, HR data, etc.), but the REST API's are not to be used for Data Warehouse or large-scale BI use cases. Note: API throttling (too many calls/second) for performance reasons is likely in the future.
This being said, our standard SFTP flat file exports are meant for integrations with your ERP at one point in time ( i.e. when the Coupa object reaches a certain status or statuses: "Issued" Orders, "Created" Receipts, "Approved" Invoices, ...).
The Integration with Data Warehouse / BI Solution usually requires the following:
- a different requirement to capture the full lifecycle of Coupa objects/transactions with snapshots of anything that was changed since the last data sync.
- a need to do an initial export of the backlog of the objects/transactions
- a daily mass update
Therefore, there is an additional fee for this additional flat file SFTP exports add-on (the offer described on this page). This includes objects that are not needed for a standard implementation or duplicate copies of objects. Note that enabling these additional flat file SFTP exports also requires a Professional Services engagement.
Never should a customer use the Coupa API to extract data to from Coupa to send to a 3rd party Data Warehouse. That is not allowed or supported.
Summary of Capabilities
The following objects are available for the additional flat file exports add-on to SFTP:
(Note that Purchase Order, Invoice, Receipt and Expense Report flat file exports are also part of the standard Coupa Platform subscription. They are listed here again as the scope and formats are adapted to the Integration with a Data Warehouse / BI Solution.)
| Master Data | Transactions related | Others |
|---|---|---|
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As part of the Professional Services engagement, our Technical Architect will work with you to design the Integrations:
- Review the Objects to extract and, if required, the selection filters (statuses, Chart of Accounts, ...)
- Review the default Coupa - BI Extract Templates formats (shown in this Excel file) and add custom fields if necessary
- Define filenames and folder structures for the exports
- Define the schedule and frequency of the daily exports
- Review the volumes and define the initial backlog exports
Assumptions
- Objects/Transactions are exported in delta mode (i.e. only changed objects since the last export are considered)
- Attachment files are not added to the feeds
- There will be an initial full extract and then deltas ongoing
- Flat files use the following conventions taken from RFC 4180.
- The delimiter is a comma: ,
- All fields are always text qualified (enclosed) with the double quote character: "
- Double quote characters within a field are escaped by another double quote character. If a user enters: Status is "Green" in a comment field, this would be represented as "Status is ""Green"""
- New Line characters may be allowed within qualified field values.
- Text-Encoding: UTF-8 (with No Byte Order Marker (BOM))
- It is the responsibility of the client to delete the datafile from Coupa’s SFTP site once they consume the file.
Object Details
| Object | Extraction Criteria | Frequency |
|---|---|---|
| Account Types (Chart Of Account) | The chart of accounts that were updated since the last run | Daily |
| Address | The Addresses that were updated since the last run (active and inactive) | Daily |
| Approvals | Only finalized Approvals are exported | Daily |
| Delegations | Approval delegations that were updated since the last run | Daily |
| Commodities | Commodities that were updated since the last run | Daily |
| Contracts | Contracts that were updated since the last run (approved completed draft inactive new pending_approval pending_signatures published) | Daily |
| Contract Terms | Contract Terms that were updated since the last run | Daily |
| Cycle Counts | Cycle Counts that were updated since the last run (complete in_progress pending_approval pending_recount processing) | Daily |
| DataFileSources | Data File Sources of type "DataFileSource" that were updated since the last run (done skipped_simultaneous_execution pending submitted_to_resque failedloading) | Daily |
| Exchange Rates | Exchange Rates that were updated since the last run | Daily |
| Expense Report Event History | Expense Report Events that were updated since the last run (accounting_review approved approved_for_payment draft paid pending_approval pending_auto_verification pending_info scheduled_for_payment working) | Daily |
| Integration Errors | Integration Errors that were updated since the last run | Daily |
| Integration History Records | Integration History Records that were updated since the last run | Daily |
| Inventory Balance | Inventory Balance that were updated since the last run | Daily |
| Inventory Transactions | Inventory Transactions that were updated since the last run (created voided) | Daily |
| Invoice Event History | Invoice Events that were updated since the last run | Daily |
| Invoices | Invoices that were updated since the last run (abandoned ap_hold approved booking_hold disputed draft invalid on_hold pending_action pending_approval pending_receipt processing rejected voided) | Daily |
| Master Items | Items that were updated since the last run (pending catalog items are ignored) | Daily |
| Supplier Items | Supplier Items that were updated since the last run (pending catalog items are ignored) | Daily |
| Custom Object Instances | Custom Object Instances that were updated since the last run | Daily |
| Order Event History | Order Event History that were updated since the last run (buyer_hold cancelled closed currency_hold draft error expensed issued soft_closed supplier_hold supplier_window_hold) | Daily |
| Order Change Event History | Order Change Requests Event History that were updated since the last run (draft pending_approval approved archived) | Daily |
| Order Change Requests | Order Change Requests that were updated since the last run (draft pending_approval approved archived). Only submitted documents are considered | Daily |
| Orders | Orders that were updated since the last run (buyer_hold cancelled closed currency_hold draft error expensed issued soft_closed supplier_hold supplier_window_hold) | Daily |
| Projects | Projects that were updated since the last run (draft planned in_progress complete canceled) | Daily |
| Remit To Addresses | Remit To Addresses that were updated since the last run | Daily |
| Requisition Event History | Requisition Event History that were updated since the last run (abandoned approved backgrounded cart checked_out draft ordered partially_received pending_approval pending_buyer_action received) | Daily |
| Requisitions | Requisitions that were updated since the last run (abandoned approved backgrounded cart checked_out draft ordered partially_received pending_approval pending_buyer_action received). Only submitted documents are considered | Daily |
| Quote Requests | Quote Requests that were updated since the last run (state in ('prod','evaluation_pending','evaluation_complete','draft','complete','closed_for_edit')) | Daily |
| Quote Responses | Quote Responses that were updated since the last run. Only submitted documents are considered | Daily |
| Supplier Reviews | Supplier Reviews that were updated since the last run. Only submitted documents are considered | Daily |
| Supplier Informations | SIM Records that were updated since the last run (approved declined draft information_requested pending_approval pending_mapping) | Daily |
| Suppliers | that were updated since the last run (evaluating onboarding active inactive) | Daily |
| Tasks | Tasks that were updated since the last run (pending in_progress completed canceled) | Daily |
| Tax Code Rules | Tax Code Rules that were updated since the last run. | Daily |
| Tax Codes | Tax Codes that were updated since the last run. | Daily |
| User Groups | User Groups that were updated since the last run. | Daily |
| Users | Users that were updated since the last run. Only internal users are considered (supplier users are excluded) | Daily |
| User Logins | New Logins since the last run. Only Logins of internal users are considered | Daily |
| Warehouses | Warehouses that were updated since the last run. | Daily |
| Work Confirmations (Service Maestro) | Work Confirmations that were updated since the last run (approved) | Daily |